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LIBRARY BOARD Packet 10172023CITY OF MUSKEGO LIBRARY BOARD AGENDA , l 10/17/2023 i PM Lbr Library Conference Room, S73 W16663 Janesville MUSKEGO Road PUBLIC LIBRARY IDEAS. INFORMATION. COMMUNITY. Please click the link below to join the webinar: https://uso2web.zoom.us/j/83116652906 Webinar ID: 8311665 2906 Phone: 312-626-6799 To request an accommodation for attending the meeting in person, please call 262-971-2100 at least 24 hours in advance. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT CONSENT AGENDA Approval of Minutes - August 15, 2023 August 15, 2023 Library Board Minutes September 2023 Financials September 2023 Financials PRESIDENTS REPORT DIRECTOR'S REPORT October 2023 Director's Report October 2023 Director's Report UNFINISHED BUSINESS Discussion update and possible action may be taken on any or all of the following: Discussion: Library Board Focus Group 1 NEW BUSINESS Discussion update and possible action may be taken on any or all of the following: Discussion: Board Education on Trustee Essentials: Chapter 14 Open Meetings Law Trustee Essentials - Chapter 14 Open Meetings Law COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE -STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE -STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. ALSO, UPON REASONABLE NOTICE, EFFORTS WILL BE MADE TO ACCOMMODATE THE NEEDS OF DISABLED INDIVIDUALS THROUGH APPROPRIATE AIDS AND SERVICES. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, CONTACT MUSKEGO CITY HALL, (262) 679-4100. K CITY OF MUSKEGO LIBRARY BOARD MINUTES 08/15/2023 5:00 PM Library Conference Room, S73 W16663 MUSKEGO Janesville Road PUBLIC. LIBRARY IDEAS. INFOR,.f. TION. COMMUNITY. Please click the link below to join the webinar: https://us02web.zoom.us/j/84402398946 Webinar ID: 844 0239 8946 Phone: 312-626-6799 CALL TO ORDER President Konkel called the meeting to order at 5:01PM. PLEDGE OF ALLEGIANCE ROLL CALL Present were President Konkel, Trustee Blair, Trustee Foundos, Trustee Heinowski, Trustee Kangas, Trustee B. Schroeder, Trustee Woodward and Director Larson. Trustee Humphreys arrived at 5:06PM. Alderperson D. Schroeder was excused. STATEMENT OF PUBLIC NOTICE PUBLIC COMMENT ONSENT AGENDA Trustee Blair made a motion to approve the CONSENT AGENDA, Trustee B. Schroeder seconded. Motion Passed 6 in favor. Approval of Minutes - July 18, 2023 July 2023 Financials PRESIDENTS REPORT DIRECTOR'S REPORT August 2023 Director's Report UNFINISHED BUSINESS Discussion update and possible action maybe taken on any or all of the following: NEW BUSINESS Discussion update and possible action maybe taken on any or all of the following: Discussion/Action: September Meeting Cancellation Trustee Woodward made a motion to approve the September Meeting Cancellation, Trustee Kangas seconded. Motion Passed 7 in favor. Discussion/Action: Waukesha County Standards Certification 3 Trustee Foundos made a motion to approve the Waukesha County Standards Certification, Trustee Humphreys seconded. Motion Passed 7 in favor. Discussion: Library Board Focus Group Trustee Foundos made a motion to defer the Library Board Focus Group to October, Trustee Blair seconded. Motion Passed 7 in favor. COMMUNICATIONS AND MISCELLANEOUS BUSINESS AS AUTHORIZED BY LAW ADJOURNMENT Trustee Humphreys made a motion to adjourn, Trustee Foundos seconded. Motion Passed 7 in favor. Meeting adjourned at 5:28 PM. NOTICE IT IS POSSIBLE THAT MEMBERS OF AND POSSIBLY A QUORUM OF MEMBERS OF OTHER GOVERNMENTAL BODIES OF THE MUNICIPALITY MAY BE IN ATTENDANCE AT THE ABOVE -STATED MEETING TO GATHER INFORMATION; NO ACTION WILL BE TAKEN BY ANY GOVERNMENTAL BODY AT THE ABOVE -STATED MEETING OTHER THAN THE GOVERNMENTAL BODY SPECIFICALLY REFERRED TO ABOVE IN THIS NOTICE. ALSO, UPON REASONABLE NOTICE, EFFORTS WILL BE MADE TO ACCOMMODATE THE NEEDS OF DISABLED INDIVIDUALS THROUGH APPROPRIATE AIDS AND SERVICES. FOR ADDITIONAL INFORMATION OR TO REQUEST THIS SERVICE, CONTACT MUSKEGO CITY HALL, (262) 679-4100. 4 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 8/1/2023-8/31/2023 Sep 05, 2023 11:54AM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report]. Description = {<>] "1099 adjustment' Invoice Detail.Type = {>] "adjustments" Invoice Detail.GL account = "1000571000000'-"1000571999999","5020000000000'-"5029999999999","5030000000000'-"5039999999999","4100890716500'-"4100890716599" Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number AMAZON CAPITAL SERVICES 11L1-LHR9-V 1 Invoice BROCHURE HOLDER 08/13/2023 09/12/2023 83.16 823 100.05.71.00.5701 1 LFN-FKNK-3 1 Invoice PRINT - JAMESON DONATION 07/24/2023 08/23/2023 137.12 823 503.05.00.00.6007 1VMF-364F-C 1 Invoice NATIONAL NIGHT OUT PROGRAM 07/31/2023 08/30/2023 27.74 823 100.05.71.00.6062 17M9-VWQ6-X 1 Invoice RUBBER BANDS 08/14/2023 09/22/2023 47.78 823 100.05.71.00.5701 1JQV-MYHR-3 1 Invoice PRINT 08/03/2023 09/02/2023 204.78 823 100.05.71.01.5711 1JXM-TQD9-Q 1 Invoice KIDS FOL 08/07/2023 09/06/2023 29.44 923 100.05.71.00.5752 1 MGX-LPVP-J 1 Invoice PRINT - JAMESON DONATION 07/26/2023 07/25/2023 18.75 823 503.05.00.00.6007 1N67-FJDM-33 1 Invoice LIB PROGRAM TEE 07/24/2023 08/23/2023 17.99 823 100.05.71.00.6062 1N67-FJDM-33 2 Invoice PASSIVE PROGRAMMING PRIZES 07/24/2023 08/23/2023 67.20 823 100.05.71.00.6062 1R41-VV3J-MV 1 Invoice PATRON COMPUTER REPLACEME 07/21/2023 08/20/2023 4,172.07 823 100.05.71.00.5505 1TDH-NKJT-FP 1 Invoice PRINT 07/14/2023 08/14/2023 149.88 823 100.05.71.01.5711 Total AMAZON CAPITAL SERVICES: 4,955.91 BAKER & TAYLOR COMPANY 2037656655 1 Invoice PRINT 07/11/2023 08/11/2023 328.80 823 100.05.71.01.5711 2037659615 1 Invoice PRINT 07/12/2023 08/12/2023 969.12 823 100.05.71.01.5711 2037665239 1 Invoice PRINT 07/14/2023 08/14/2023 1,280.12 823 100.05.71.01.5711 2037670594 1 Invoice PRINT 07/18/2023 08/18/2023 198.05 823 100.05.71.01.5711 2037682991 1 Invoice PRINT 07/26/2023 08/26/2023 610.75 823 100.05.71.01.5711 2037686176 1 Invoice PRINT 07/26/2023 08/26/2023 138.71 823 100.05.71.01.5711 2037694668 1 Invoice PRINT 08/01/2023 09/01/2023 746.36 823 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY: 4,271.91 BAKER & TAYLOR ENTERTAINMENT H65579060 1 Invoice AV 07/11/2023 08/11/2023 504.42 823 100.05.71.02.5711 H65609500 1 Invoice AV 07/14/2023 08/14/2023 119.47 823 100.05.71.02.5711 H65648830 1 Invoice AV 07/18/2023 08/18/2023 46.78 823 100.05.71.02.5711 H65660090 1 Invoice AV 07/19/2023 08/19/2023 14.39 823 100.05.71.02.5711 H65741920 1 Invoice AV 07/27/2023 08/27/2023 114.27 823 100.05.71.02.5711 H65746970 1 Invoice AV 07/27/2023 08/27/2023 50.36 823 100.05.71.02.5711 H65756060 1 Invoice AV 07/28/2023 08/28/2023 58.90 823 100.05.71.02.5711 H65770470 1 Invoice AV 08/01/2023 09/01/2023 73.89 823 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT: BOARD GAME BARRISTER LTD 1131134 1 Invoice Total BOARD GAME BARRISTER LTD: FOL KIDS - 7/26 BOARD GAME PR 08/07/2023 982.48 08/22/2023 200.00 823 100.05.71.00.5752 200.00 CARDMEMBER SERVICE 1530emAug23 2 Invoice PASSIVE PROGRAMMING PRIZES 07/27/2023 08/27/2023 40.15 823 100.05.71.00.6062 1530emAug23 1 Invoice YS PLANNING MTG 07/27/2023 08/27/2023 35.41 823 100.05.71.00.5303 3469blaAug23 1 Invoice BUSINESS INTERNET 06.29.23-07. 07/27/2023 08/27/2023 109.98 823 100.05.71.00.5505 3469blaAug23 2 Invoice RM 4 PROJECTOR DIAGNOSTICS 07/27/2023 08/27/2023 50.00 823 100.05.71.00.5401 3469blaAug23 3 Invoice STAFF ONLY SIGNAGE & BIRD DE 07/27/2023 08/27/2023 120.22 823 100.05.71.00.5701 3897sgAug23 1 Invoice FOL- ADULTPROGRAMMING 07/27/2023 08/27/2023 13.68 823 100.05.71.00.5752 5 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 2 Report dates: 8/1/2023-8/31/2023 Sep 05, 2023 11:54AM Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GLAccount Number 3905ahAug23 1 Invoice FOL - TEEN 07/27/2023 08/27/2023 147.01 823 100.05.71.00.5752 3905ahAug23 2 Invoice PR - HAPPY CAMPERS 07/27/2023 08/27/2023 8.73 823 100.05.71.00.6062 7547GWAUG2 1 Invoice FILTERS OTH 07/27/2023 08/24/2023 170.42 823 100.05.71.00.5415 7547GWAUG2 2 Invoice GROMMETS 07/27/2023 08/24/2023 13.25 823 100.05.71.00.5415 Total CARDMEMBER SERVICE: COMPLETE OFFICE OF WIS 525541 1 Invoice TISSUE, TOWELS, LINERS 08/08/2023 534014 1 Invoice DISTILLED WATER FOR DISC CLE 08/22/2023 Total COMPLETE OFFICE OF WIS: FAIRWAY GREEN LLC 40742 1 Invoice LIBRARY LATE SPRING AND SUM 08/02/2023 Total FAIRWAY GREEN LLC: FINDAWAY WORLD LLC 437201 1 Invoice AV 07/31/2023 Total FINDAWAY WORLD LLC: FIRST IMPRESSIONS WWD2023092 1 Invoice DONATION (PRUN) - WOMEN WH 07/13/2023 Total FIRST IMPRESSIONS: HEARTLAND BUSINESS SYSTEMS 626684-H 8 Invoice MONTHLY-365.GOV/LIBRARY 08/15/2023 Total HEARTLAND BUSINESS SYSTEMS: JANI-KING INC- MILW REGION MIL08230094 3 Invoice LIBRARY CLEANING AUGUST 08/01/2023 Total JANI-KING INC- MILW REGION: KUJAWA ENTERPRISES INC. 236813 1 Invoice 08AUG 23 PLANT MAINT 08/01/2023 Total KUJAWA ENTERPRISES INC.: MIDWEST TAPE 504098871 1 Invoice AV 07/21/2023 504144659 1 Invoice AV 08/01/2023 504149342 1 Invoice HOOPLA USAGE 07 23 07/31/2023 Total MIDWEST TAPE: SAFEWAY PEST MANAGEMENT INC. 714139 1 Invoice PEST CONTROL LIBRARY 08/15/2023 Total SAFEWAY PEST MANAGEMENT INC.: SEBERT 19151 2 Invoice AUGUST 2023 - LAWN MAINTENA 08/31/2023 19456 2 Invoice SEPT 2023 - LAWN MAINTENANCE 09/01/2023 09/07/2023 610.16 823 100.05.71.00.5703 09/21 /2023 30.40 923 100.05.71.00.5702 640.56 08/02/2023 150.00 823 100.05.71.00.5415 08/31/2023 71.99 823 100.05.71.02.5711 71.99 09/27/2023 170.00 823 503.05.00.00.6007 170.00 09/14/2023 121.30 823 100.05.71.00.5505 08/31/2023 3,203.32 823 100.05.71.00.5835 09/01 /2023 61.00 823 100.05.71.00.5415 08/21 /2023 313.15 823 100.05.71.02.5711 09/01 /2023 42.99 823 100.05.71.02.5711 08/30/2023 765.01 823 100.05.71.03.5711 09/15/2023 35.00 823 100.05.71.00.5415 35.00 08/31/2023 1,500.00 823 100.05.71.00.5415 09/30/2023 1,500.00 823 100.05.71.00.5415 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 8/1/2023-8/31/2023 Sep 05, 2023 11:54AM Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total SEBERT UNITED STATES ALLIANCE FIRE PROTECTION 1046-1`107334 1 Invoice JUNE 23 QTRLY INSPECTION Total UNITED STATES ALLIANCE FIRE PROTECTION: WE ENERGIES 4679899170 1 Invoice LIBRARY (00118) Total WE ENERGIES: Grand Totals: 06/27/2023 08/29/2023 325.00 823 100.05.71.00.5415 325.00 08/02/2023 08/24/2023 7,961.38 823 100.05.71.00.5910 27,979.85 Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report]. Description = {<>] " 1099 adjustment' Invoice Detail.Type = {>] "adjustments" Invoice Detail.GL account = "1000571000000"21000571999999","5020000000000""5029999999999","5030000000000""5039999999999","4100890716500""4100890716599" CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 1 Report dates: 9/1/2023-9/30/2023 Oct 05, 2023 10:24AM Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report]. Description = {<>] " 1099 adjustment" Invoice Detail.Type = {>] "adjustments" Invoice Detail.GL account = "1000571000000'-"1000571999999","5020000000000'-"5029999999999","5030000000000'-"5039999999999","4100890716500'-"4100890716599" Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number ADVANCED CHEMICAL SYSTEMS 173071 1 Invoice 09 23 QUARTERLY CONTRACT PA 09/01/2023 10/01/2023 350.00 923 100.05.71.00.5415 Total ADVANCED CHEMICAL SYSTEMS: 350.00 AMAZON CAPITAL SERVICES 134W-XFXC-Q 1 Invoice LIBRARY CARD MONTH PROGRA 08/26/2023 09/25/2023 101.27 923 100.05.71.00.6062 171X-34FD-QN 1 Invoice REPAIRING TAPE, BOOK TAPE 08/26/2023 09/25/2023 154.60 923 100.05.71.00.5702 171X-34FD-QN 2 Invoice SHARPIES, REMOVABLE TAPE 08/26/2023 09/25/2023 47.94 923 100.05.71.00.5701 1J94-YT4R-N6 1 Invoice DESK HEATER 08/25/2023 09/24/2023 39.99 923 100.05.71.00.5701 1MOK-V1YP-J 1 Invoice 3 PHONE REPLACMENTS-LIB. CIR 09/13/2023 10/13/2023 914.94 923 100.05.71.00.5505 1QPV-VLNN-7 1 Invoice EMBROIDERY THREAD - CRAFTE 08/23/2023 09/22/2023 27.80 923 100.05.71.00.6062 1TFK-NRL3-TH 1 Invoice MONSTER MASH PROGRAMMING 09/04/2023 10/04/2023 43.40 923 100.05.71.00.6062 i7YR-V16-YKT 1 Invoice KEYBOARDS/MICE-PATRON PC'S 09/10/2023 10/10/2023 253.80 923 100.05.71.00.5505 Total AMAZON CAPITAL SERVICES: 1.583.74 BAKER & TAYLOR COMPANY 2037751313 1 Invoice PRINT 08/24/2023 09/24/2023 260.80 923 100.05.71.01.5711 2037762150 1 Invoice PRINT 08/30/2023 09/30/2023 978.00 923 100.05.71.01.5711 2037762212 1 Invoice PRINT 08/30/2023 09/30/2023 299.61 923 100.05.71.01.5711 2037768808 1 Invoice PRINT 09/05/2023 10/05/2023 311.53 923 100.05.71.01.5711 2037770630 1 Invoice PRINT 09/05/2023 10/05/2023 508.62 923 100.05.71.01.5711 2037770735 1 Invoice PRINT 09/05/2023 10/05/2023 332.82 923 100.05.71.01.5711 2037782439 1 Invoice PRINT 09/11/2023 10/11/2023 1,271.30 923 100.05.71.01.5711 Total BAKER & TAYLOR COMPANY: 3,962.68 BAKER & TAYLOR ENTERTAINMENT H66182120 1 Invoice AV 09/08/2023 10/08/2023 162.37 923 100.05.71.02.5711 Total BAKER & TAYLOR ENTERTAINMENT: 162.37 CAPTIVATE EXHIBITS 20711 1 Invoice REPLACEMENT BUNGEE FLEX C 08/15/2023 08/25/2023 140.15 923 100.05.71.00.5701 Total CAPTIVATE EXHIBITS: 140.15 CARDMEMBER SERVICE 0067blo-sept 3 Invoice ANNUAL DEEPFREEZE 09/28/2023 09/24/2023 787.50 923 100.05.71.00.5505 1530EMSept23 3 Invoice GENERATION CREATION 08/28/2023 09/28/2023 14.94 923 100.05.71.00.6062 1530EMSept23 4 Invoice MONSTER MASH 08/28/2023 09/28/2023 39.75 923 100.05.71.00.6062 1530EMSept23 2 Invoice HAPPY CAMPERS 08/28/2023 09/28/2023 13.16 923 100.05.71.00.6062 1530EMSept23 1 Invoice EMMA 7.31-8.2 CONFERENCE 08/28/2023 09/28/2023 180.00 923 100.05.71.00.5303 3469BLASept2 2 Invoice GET A LIBRARY CARD MONTH 08/28/2023 09/28/2023 45.13 923 100.05.71.00.6062 3469BLASept2 1 Invoice 7/29/23-8/28/23 BUSINESS INTERN 08/28/2023 09/28/2023 109.98 923 100.05.71.00.5505 3897SQSept23 1 Invoice FOL - SUMMER READING 08/28/2023 09/28/2023 210.00 923 100.05.71.00.5752 3905AHSept23 2 Invoice FOL SRP 08/28/2023 09/28/2023 536.08 923 100.05.71.00.5752 3905AHSept23 1 Invoice NERF WARS 08/28/2023 09/28/2023 60.10 923 100.05.71.00.6062 7547GE SEPT 4 Invoice STRAITS LIGHTING LIBRARY 08/28/2023 09/24/2023 100.00 923 100.05.71.00.5415 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Report dates: 9/1/2023-9/30/2023 Page: 2 Oct 05, 2023 10:24AM Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number 7547GE SEPT 3 Invoice STRAITS LIGHTING LIBRARY 08/28/2023 09/24/2023 10.20 923 100.05.71.00.5415 Total CARDMEMBER SERVICE: 2,106.84 CDW GOVERNMENT INC LF11348 1 Invoice EPSON POWERLITE 225U WUXGA 08/07/2023 09/07/2023 1,509.23 923 100.05.71.00.5401 Total CDW GOVERNMENT INC: 1,509.23 COMPUTYPE, INC 139154 692369 1 Invoice SPINE LABEL KITS 08/31/2023 09/30/2023 1,591.25 923 100.05.71.00.5702 Total COMPUTYPE, INC 139154: 1,591.25 DEMCO EDUCATIONAL CORP 7353056 1 Invoice CD AUDIOBOOK CASES, VISTAFOI 08/23/2023 09/22/2023 685.35 923 100.05.71.00.5702 Total DEMCO EDUCATIONAL CORP: 685.35 ELLIOTT'S ACE HARDWARE 895659 1 Invoice LIBRARY MAINT 02/08/2023 09/28/2023 16.19 923 100.05.71.00.5415 898133 1 Invoice MAIN LB 08/10/2023 09/28/2023 7.67 923 100.05.71.00.5415 Total ELLIOTT'S ACE HARDWARE: 23.86 FAIRWAY GREEN LLC 42005 1 Invoice LIBRARY EARLY FALL WEED/FEE 08/31/2023 09/30/2023 75.00 923 100.05.71.00.5415 Total FAIRWAY GREEN LLC: 75.00 FINDAWAY WORLD LLC 438892 1 Invoice AV 08/24/2023 09/23/2023 419.93 923 100.05.71.02.5711 440185 1 Invoice AV 08/31/2023 09/06/2023 423.94 923 100.05.71.02.5711 441033 1 Invoice AV 09/11/2023 10/11/2023 74.97 923 100.05.71.02.5711 Total FINDAWAY WORLD LLC: 918.84 GOOD FRIEND INC. GF0001 1 Invoice 9/29 STAFF IN-SERVICE PRESENT 09/20/2023 09/28/2023 250.00 923 100.05.71.00.5303 Total GOOD FRIEND INC.: 250.00 HEARTLAND BUSINESS SYSTEMS 627823-h 1 Invoice ANNUAL -PUBLIC SIDE HOST 08/16/2023 09/14/2023 1,057.80 923 100.05.71.00.5505 634006-H 8 Invoice MONTHLY-365.GOV/LIBRARY 09/13/2023 10/07/2023 121.30 923 100.05.71.00.5505 Total HEARTLAND BUSINESS SYSTEMS: 1,179.10 IMPACT ACQUISTIONS LLC 2999944 7 Invoice LIB -BASE RATE (10/11/22-1/10/23); 07/11/2023 08/10/2023 578.00 923 100.05.71.00.5401 3054009 1 Invoice PUBLIC MFD 9/1--11/30/23 09/19/2023 10/19/2023 406.98 923 100.05.71.00.5401 Total IMPACT ACQUISTIONS LLC: 984.98 JANI-KING INC- MILW REGION MIL 10230094 3 Invoice LIBRARY 10/01/2023 10/01/2023 3,203.32 1023 100.05.71.00.5835 MIL09230094 3 Invoice LIBRARY CLEANING SEPTEMBER 09/01/2023 09/29/2023 3,203.32 923 100.05.71.00.5835 MIL09230629 1 Invoice FRIDAY CLEANS 5/5 THRU 6/30/23 09/05/2023 09/05/2023 1,350.00 923 100.05.71.00.5835 CITY OF MUSKEGO Payment Approval Report - Library Board Report Alpha Page: 3 Report dates: 9/1/2023-9/30/2023 Oct 05, 2023 10:24AM Invoice Number SegNo Type Description Invoice Date Payment Due Date Total Cost GL Period GL Account Number Total JANI-KING INC- MILW REGION: JM BRENNAN INC. 11001937 1 Invoice R-22 REFRIGERANT TOP OFF ON 07/31/2023 11001979 1 Invoice 05 23 HVAC PREVENTATIVE MAIN 07/31/2023 Total JM BRENNAN INC.: KANOPY INC 363874 1 Invoice 08 23 KANOPY 08/31/2023 Total KANOPY INC: KUJAWA ENTERPRISES INC. 250177 1 Invoice 09 SEP 23 PLANT MAINT 09/05/2023 Total KUJAWA ENTERPRISES INC.: MIDWEST TAPE 504294889 1 Invoice HOOOPLA USAGE 08 23 09/01/2023 504307187 1 Invoice AV 09/05/2023 Total MIDWEST TAPE: SAFEWAY PEST MANAGEMENT INC. 716503 1 Invoice PEST CONTROL LIBRARY 09/13/2023 Total SAFEWAY PEST MANAGEMENT INC.: UNITED STATES ALLIANCE FIRE PROTECTION 1046-F112714 1 Invoice 09 23 ANNUAL INSP: (2) DRY SPRI 09/20/2023 Total UNITED STATES ALLIANCE FIRE PROTECTION: WE ENERGIES 4716532839 1 Invoice LIBRARY (00118) 08/31/2023 4753157530 1 Invoice LIBRARY (00118) 09/29/2023 Total WE ENERGIES: Grand Totals: 08/30/2023 869.20 923 100.05.71.00.5415 08/31/2023 2,120.00 923 100.05.71.00.5415 09/30/2023 147.30 923 100.05.71.03.5711 147.30 10/05/2023 61.00 923 100.05.71.00.5415 61.00 10/01/2023 863.83 923 100.05.71.03.5711 10/05/2023 49.99 923 100.05.71.02.5711 913.82 10/13/2023 35.00 923 100.05.71.00.5415 35.00 09/20/2023 545.00 923 100.05.71.00.5415 545.00 09/22/2023 8,346.84 923 100.05.71.00.5910 10/23/2023 7.373.49 1023 100.05.71.00.5910 Report Criteria: Detail report. Invoices with totals above $0 included. Paid and unpaid invoices included. [Report]. Description = {<>} "1099 adjustment' Invoice Detail.Type = {>} "adjustments" Invoice Detail.GL account = "1000571000000"-"1000571999999","5020000000000"-"5029999999999","5030000000000"-"5039999999999","4100890716500"-"4100890716599" 10 CITY OF MUSKEGO Budget Worksheet - Library Revenues Current Year w/ Monthly Total Page: 1 Period: 10/23 Oct 05, 2023 10:47AM Account Number Account Title r7��I�:L•1�1�1.1� CULTURE, REC AND EDUCATION 100.05.71.00.4140 LIBRARY GRANTS REVENUE 100.05.71.00.4150 LIBRARY -SYSTEM, ETC 100.05.71.00.4274 LIBRARY LOST AND DAMAGED 100.05.71.00.4313 LIBRARY FINES 100.05.71.00.4314 LIBRARY TAXABLE REVENUE 100.05.71.00.4542 LIBRARY PHONE USE 100.05.71.00.4544 ROOM RENTAL 100.05.71.00.4551 SALE OF F/A- COMPUTERS 100.05.71.00.4552 LIBRARY FRIENDS REVENUE Total LIBRARY DEPARTMENT 2023-23 2023-23 2023-23 Adopted Amended YTD Budget Budget Actual .00 .00 .00 157,217.00 157,217.00 80,316.80 1,300.00 1,300.00 2,188.19 15,000.00 15,000.00 8,548.33 9,000.00 9,000.00 6,296.81 .00 .00 .00 1,000.00 1,000.00 1,275.00 .00 .00 .00 5,000.00 5,000.00 4,655.18 188, 517.00 188, 517.00 103,280.31 2023-23 % Actual Over / Current Month To (Under) Actual Budget Budget .00 .00 .00 .00 51.09% 76,900.20- 188.96 168.32% 888.19 608.20 56.99% 6,451.67- 749.68 69.96% 2,703.19- .00 .00 .00 25.00 127.50% 275.00 .00 .00 .00 1,287.67 93.10% 344.82- 2,859.51 54.79% 85,236.69- CITY OF MUSKEGO Budget Worksheet - Library Expenditures Current Year w/ Monthly Total Page: 1 Period: 09/23 Oct 05, 2023 10:43AM Account Number Account Title 2023-23 Adopted Budget 2023-23 Amended Budget 2023-23 YTD Actual 2023-23 Current Month Actual % Actual To Budget Over/ (Under) Budget GENERALFUND CULTURE, REC AND EDUCATION 100.05.71.00.5101 SALARY & WAGES 722,687.11 722,687.11 488,463.68 53,538.53 67.59% 234,223.43- 100.05.71.00.5102 OVERTIME 2,000.00 2,000.00 654.90 .00 32.75% 1,345.10- 100.05.71.00.5201 FICA 56,907.36 56,907.36 36,687.52 3,973.39 64.47% 20,219.84- 100.05.71.00.5202 PENSION 40,644.37 40,644.37 27,055.82 2,977.73 66.57% 13,588.55- 100.05.71.00.5203 HEALTH 96,423.00 96,423.00 94,596.25 10,765.54 98.11% 1,826.75- 100.05.71.00.5204 LIFE 1,297.87 1,297.87 770.96 73.73 59.40% 526.91- 100.05.71.00.5205 FSA FEE EXPENSE .00 .00 .00 .00 .00 .00 100.05.71.00.5229 HEALTH INSURANCE ALLOWANCE 19,200.00 19,200.00 10,400.00 800.00 54.17% 8,800.00- 100.05.71.00.5302 MILEAGE 1,500.00 1,500.00 722.45 124.07 48.16% 777.55- 100.05.71.00.5303 CONFERENCES & TRAINING 3,500.00 3,500.00 1,632.30 430.00 46.64% 1,867.70- 100.05.71.00.5305 DUES & MEMBERSHIP 1,300.00 1,300.00 370.00 .00 28.46% 930.00- 100.05.71.00.5401 LIBRARY EQUIPMENT 16,800.00 16,800.00 5,874.28 2,494.21 34.97% 10,925.72- 100.05.71.00.5415 MAINTENANCE OF BLDG & GROUNDS 45,200.00 45,200.00 26,911.72 4,165.40 59.54% 18,288.28- 100.05.71.00.5505 COMPUTER CHARGES 51,037.00 51,037.00 43,128.32 3,124.02 84.50% 7,908.68- 100.05.71.00.5602 TELEPHONE 920.00 920.00 .00 .00 .00 920.00- 100.05.71.00.5701 OFFICE SUPPLIES AND EXPENSES 7,500.00 7,500.00 4,901.33 228.08 65.35% 2,598.67- 100.05.71.00.5702 PROCESSING SUPPLIES 15,500.00 15,500.00 10,158.19 2,461.60 65.54% 5,341.81- 100.05.71.00.5703 HOUSEKEEPING SUPPLIES 3,000.00 3,000.00 2,652.29 .00 88.41% 347.71- 100.05.71.00.5740 LIBRARY GRANT EXPENSE .00 .00 1,255.50 .00 .00 1,255.50 100.05.71.00.5752 LIBRARY FRIENDS EXPENSE 5,000.00 5,000.00 4,736.31 775.52 94.73% 263.69- 100.05.71.00.5774 LIBRARY REPLACEMENT 300.00 300.00 .00 .00 .00 300.00- 100.05.71.00.5835 HOUSEKEEPING SERVICES 45,300.00 45,300.00 31,379.20 4,553.32 69.27% 13,920.80- 100.05.71.00.5910 GAS & ELECTRIC 73,000.00 73,000.00 57,318.97 8,346.84 78.52% 15,681.03- 100.05.71.00.5915 SEWER & WATER 2,500.00 2,500.00 1,586.46 .00 63.46% 913.54- 100.05.71.00.6062 PROGRAMMING 6,900.00 6,900.00 2,658.93 345.55 38.54% 4,241.07- 100.05.71.01.5711 PRINT MATERIALS 111,700.00 111,700.00 59,965.38 7,804.25 53.68% 51,734.62- 100.05.71.01.5713 PRINT MATERIALS -ADULT .00 .00 .00 .00 .00 .00 100.05.71.02.5711 AUDIO VISUAL MATERIALS 32,500.00 32,500.00 14,684.68 1,187.18 45.18% 17,815.32- 100.05.71.03.5711 ELECTRONIC MATERIALS 23,583.00 23,583.00 20,363.50 1,011.13 86.35% 3,219.50- 100.05.71.03.5714 AUDIO VISUAL MATERIAL -A.V. .00 .00 .00 .00 .00 .00 100.05.71.11.5713 PRINT MATERIALS - JUVENILE .00 .00 .00 .00 .00 .00 100.05.71.12.5714 AUDIO VISUAL MATERIAL - JUVENL .00 .00 .00 .00 .00 .00 100.05.71.14.5713 PRINT MATERIALS - MISC .00 .00 .00 .00 .00 .00 100.05.71.18.5713 PRINT MATERIALS - NEWSPAPER .00 .00 .00 .00 .00 .00 100.05.71.19.5713 PRINT MATERIALS - PERIODICALS .00 .00 .00 .00 .00 .00 100.05.71.23.5713 PRINT MATERIALS - REFERENCE .00 .00 .00 .00 .00 .00 100.05.71.26.5713 PRINT MATERIALS - SERIALS .00 .00 .00 .00 .00 .00 100.05.71.35.5714 AUDIO VISUAL MATRL - DATA BASE .00 .00 .00 .00 .00 .00 100.05.71.36.5713 PRINT MATERIALS - YOUNG ADULT .00 .00 .00 .00 .00 .00 Total LIBRARY DEPARTMENT: 1,386,199.71 1,386,199.71 948,928.94 109,180.09 68.46% 437,270.77- 12 CITY OF MUSKEGO BALANCE SHEET SEPTEMBER 30, 2023 LIBRARY EXPANSION TRUST FUND ASSETS 502.00.00.00.1001 EQUITY IN POOLED CASH ( 32,897.00) 502.00.00.00.1011 CASH IN BANK- LIBRARY-113 13,066.77 502.00.00.00.1105 LIBRARY INVESTMENTS 47,869.73 TOTALASSETS LIABILITIES AND EQUITY FUND EQUITY 502.00.00.00.3501 FUND BALANCE -RESERVED 61,692.95 502.00.00.00.3520 FUND BAL-UNRESERVED UNDESIGNAT ( 35,042.97) REVENUE OVER EXPENDITURES - YTD 1,389.52 TOTAL FUND EQUITY TOTAL LIABILITIES AND EQUITY 28,039.50 28,039.50 28,039.50 13 CITY OF MUSKEGO BALANCE SHEET SEPTEMBER 30, 2023 FEDERATED LIBRARY SYSTEM FUND ASSETS 503.00.00.00.1001 EQUITY IN POOLED CASH TOTALASSETS LIABILITIES AND EQUITY FUND EQUITY 503.00.00.00.3510 FUND BALANCE -RESERVED 503.00.00.00.3520 FUND BAL-UNRESERVED UNDESIGNAT REVENUE OVER EXPENDITURES - YTD TOTAL FUND EQUITY TOTAL LIABILITIES AND EQUITY 42,000.15 14,784.97 25,706.04 1,509.14 42,000.15 42,000.15 42,000.15 14 Director's Report October 17th, 2023 1. Reference Update (from Samantha Quail - Head of Reference, Jolyn Lobe and Laura Boeck, Reference Assistants): September and October are great months for adult programming. Recent highlights include: a 'Dementia Live' simulation run by the ADRC that allowed participants to experience firsthand some of the symptoms of the disease, Lorrie Wenzel taking us on a visual tour of European cathedrals to teach us how to identify biblical figures in the artwork, and we were able to bring back Jessica Michna for a program on women's suffrage thanks to the Irene Murray memorial donation. These are also two important months for staff development. Our in-service on September 29th allowed staff to receive training on interacting with neurodivergent patrons, as well as giving them the opportunity to participate in the strategic planning process. Two of our librarians (Amanda and Eileen) will be attending the Wisconsin Library Association conference in October for continuing education related to their positions. The Friends of the Library's raised about $467 at their Culver's Night fundraiser on September 14, and had great turnout for their annual meeting on September 20. Upcoming programs for the next few weeks include: • Chain Reaction Crochet Group on Tuesday October 10 & 24. • Lincoln on the Gettysburg Address on Wednesday October 11. • Muskego Matinee: Asteroid City on Thursday October 19. • The Ghosts of Waukesha on Wednesday October 25. • Emergency Preparedness on Thursday October 26. • Essential Houdini on Wednesday November 1. 2. Children's Update (from Emma McClure — Children's Librarian, Courtney Metko and Heather Ziolecki, Children's Assistants): In September, the children's department resumed our regular schedule for school -year storytimes for babies, toddlers, and preschoolers. In October, we began offering our new Family Fun story and play time on Thursdays and had great attendance for our first week. Our programs aimed at older children, Creative Crafters, Warriorbots at the Library, and ATLAS, have provided fun art and STEM - focused learning opportunities for patrons. Looking forward, we are preparing for our Monster Mash in late October and our Bad Guys Party in mid -November. 15 3. Young Adult Update (from Amanda Hyland, Young Adult and Marketing Librarian): The Summer Reading Program ended with 198 teens signed up and 117,841 minutes read. The last few programs for August were a Beat Saber Tournament, Nerf Wars, and a Perler Bead Craft. Fall programming is now in swing with a Scooby-Doo Villain Scavenger Hunt and a Haunted Break -In Bag. The last week of October, the Teen Librarian will be attending WLA Conference in Middleton Wisconsin. 4. Circulation Update (from Jane Matusinec, Circulation Supervisor): During our September Get a Library Card promotion, we made 102 new cards. We interacted with almost 400 individuals as we encouraged patrons to list what they love about the library on post -it notes so they could enter into our prize raffle. The emphasis was on services we provide besides checking out books. Patrons listed a variety of things they love about the library including our many programs, having a place for homeschoolers to gather, our friendly and helpful staff, having zoo passes and more. George hung three paintings by Kerry Wohlust in the circulation area that are from memories of his childhood in Muskego (circa 1920s-1930s). We selected two winter scenes for now and one of Muskego Beach with plans to change out the winter ones for warm weather ones as the seasons change. They really add a nice touch to our newly remodeled space. The circ staff is making an effort to RFID tag every time there is available staff. 5. Other Updates: a. Dates of Note: The Strategic Planning Committee is meeting October 251" at 5pm. The next full Library Board meeting is November 21s' at 5pm. Please email Brittany in advance if you cannot attend to assure a quorum is present. b. Friends' of the Library: The next Friends First Friday Coffee in will be November 3rd at 9:30am. Staff will be working with the Friends' to run the "Santa's Booked at the Library" Santa event and fundraiser on December 2nd from 10am-2pm. c. Building Updates: The contract has been written for the restroom remodel project. There are many steps and reviews between all parties (Library, Attorney, Architect, Contractor) to get a contract that has the correct components and protections. The contractor is currently reviewing the contract. Brittany is meeting with a design/build firm to get an assessment of the current project costs for the study rooms and the possibility of paying for construction documents in order to get bids. More lights in the building are getting updated to LED. The public computers patrons use have been updated (they were over 6 years old). They now faster, have Windows 11 with the latest Microsoft office software, and larger monitors to help with visibility. This was a planned technology upgrade. A diverter is being added to the roof to address the gutter overflow that is causing ice to form in large patches in front of the main doors. 16 d. Strategic Planning: Data collection for the 2023 Strategic Planning Process is complete! We collected 556 community survey responses, had 212 attendees at 21 focus groups, collected 98 responses from two event surveys, and over 2000 votes on our nine visual board. This data (and more, from comment cards and the website usability study) are being analyzed right now by staff, the library management team, and Brittany. The Board Strategic Planning Committee will review the data and assist in making recommendations and the Full Library Board will see a draft of the written strategic plan at the November meeting. The Full Board will vote on the final draft in December. e. Positive Impact: A patron called about a library card. When they were told about the different offerings available for teens (the break-in bags, game table, teen scavenger hunt) they were amazed at the offerings and grateful that the public library was here in the community! f. 2023 Action Plan Update: One of my goals for 2023 was to provide more frequent updates regarding the progress of the 2023 Action Plan. Updates on certain elements of the Action Plan have already been found in this section of the report from January -June (bathroom, study room, marketing plan, staff training and strategic planning efforts). I will continue to use the July -December Director Report to update you on a variety of other action items that have not been discussed to date. Below are five such updates: i. Investigate early cost estimates for roof replacement: The roof replacement was moved to 2026 to spread out the capital cost from the parking lot. A more recent quote on a roof replacement was requested by Brittany and she is waiting for a reply. This is a project that would need to go to bid. During a walk through of the roof several maintenance areas were recommended and Brittany will assess and bring this before the Board if necessary. ii. Investigate early cost estimates for parking lot reconstruction: Brittany met with a contractor and is waiting for an updated quote to be used for a potential capital request in 2025. This project will need to go out to bid. Aside from a reconstruction, Brittany investigated and received approval to widen the entrance from the County. Brittany is also meeting with DPW to iii. Investigate allowable maintenance to other library restrooms: In June 2023 the decision was made to pursue funding to renovate the other library restrooms. At that point Brittany deferred this task in favor of coordinating the probable costs from the architect and submitting the funding request during the annual city capital budget process. The restroom project was given some money to address the wallpaper issues, but not for a full renovation. As a result, this task will be deferred to next year. iv. Develop road map for improved wayfinding signage in building: Staff did patron observations and surveyed patrons to determine the greatest signage issues and need. We are now coordinating a plan on what to prioritize first and will start purchasing signs with some grant money we received this year. iF 6. Employee Anniversaries: Samantha Quail (Head of Reference) 11 years, Heather Ziolecki (Children's Assistant) 9 years, Keri Bongey (Shelver) 6 years, Brittany Larson (Library Director) 6 years, Robin Butler (Shelver) 1 year, Emily Fischer (Shelver) 1 year 7. Board Education: There are a variety of services the Library offers that go beyond books! Printing, copying, and scanning are three major services used by patrons, along with access to internet (both the wi fi and public computers). Faxing is still an often -utilized service and students can still have an exam proctored by the library as well if the university accepts our guidelines. Additionally, the Library offers a folder ofjobseeker resources, that gives book recommendations on career exploration, as well as tips on interviewing, resume, and cover letter writing. The Library also subscribes to a resume builder database for those who need assistance in formatting a professional looking resume. These services help many patrons, from people looking to print out their annual Christmas letter, to college students, to people working remote or running their small business. Faxing is still very important for people communicating with medical insurance companies, and we fax many items to the VA every year for veterans reviewing their benefits and health care. To be able to offer all of these services under one roof is efficient and a good service to the community! 18 Monthly Statistics for Muskego Public Library 2023 IAKI FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC TOTAL SEPT YTD Checkouts 2019 21,7851 21,507 24,231 23,645 21,420 26,506 30,895 26,132 21,640 22,944 20,647 18,821 280,173 217,761 2022 18,684 17,194 19,312 18,134 16,801 23,958 24,023 23,062 17,716 19,091 17,796 16,430 232,201 178,884 2023 19,115 18,869 21,330 18,042 18,332 24,784 24,864 22,514 19,001 186,851 186,851 23 vs 22 % Change 2.3% 9.7% 10.4% (0.5%) 9.1% 3.4% 3.5% (2.4%) 7.3% (19.5%) 4.5% Overdrive Checkouts (E-books, E-Audio, E-Video) 2019 2,247 2,119 2,302 2,198 2,232 2,262 2,455 2,351 2,312 2,358 ,220 2,202 27,258 20,478 2022 3,520 3,266 3,294 3,347 2,857 2,930 3,295 3,334 3,083 3,238 2,961 3,018 38,143 28,926 2023 3,589 3,241 3,654 3,264 3,492 3,392 3,743 3,486 3,515 31,376 31,376 23 vs 22 % Change 2.0% (0.8%) 10.9% (2.5%) 22.2% 15.8% 13.6% 4.6% 14.0% (17.7%) 8.5% Kanopy/Hoopla Play Withdrawal KANOPY 2019 21 29 53 41 75 54 44 62 56 59 58 53 605 435 KANOPY/HOOPLA 2022 230 249 238 233 256 289 276 235 282 274 268 3096 2272 KANOPY 2022 3 60 67 4 522 HOOPLA 2022 3 i 176 178 222 23 1,750 KANOPY/HOOPLA 2023 314 344 321 364 386 375 481 410 3313 3313 KANOPY 2023 70 78 90 68 56 72 633 HOOPLA 2023 248 2 266 231 _91 a 40- 2,680 23 vs 22 % Change TOTAL 19.5% 36.5% 38.2% 34.9% 56.2% 50.8% 29.8% 74.3% 74.5% 7.0% 45.8% 23 vs 22 % Change Kanopy ONLY (4.1%) 61.9% 6.8% 50.0% 35.2% 36.0% (16.4%) 56.5% 1.8% (9.8%) 21.3% Owning Holds Shipped 2019 3,296 2,872 2,914 2,669 2,670 2,975 3,148 2,811 3,107 2,980 2,902 2,495 34,839 26,462 2022 3,666 3,167 3,266 3,118 2,722 3,077 2,927 3,247 2,922 3,052 2,740 2,509 36,413 28,112 2023 3,619 3,058 3,329 2,978 2,770 3,117 2,971 3,186 2,991 _ 28,019 28,019 23 vs 22 % Change (1.3%) (3.4%) 1.9% (4.5%) 1.8% 1.3% 1.5% (1.9%) 2.4% (23.1%) (0.3%) Self -Service Transaction Percentage of Total Circ (Self -check, Online Renewals, and eBook Checkouts/Checkouts and eBook Checkouts) 2019 56.4% 60.6% 62.5% 63.0% 65.6% 63.3% 65.1% 65.2% 66.6% 62.9% 64.0% 65.3% 63.4% 63.2% 2022 61.7% 63.1% 62.2% 62.2% 64.1% 58.8% 64.6% 64.6% 64.0% 62.4% 64.6% 64.8% 63.0% 62.8% 2023 62.2% 59.7% 60.2% 62.1% 65.4% 59.3% 60.7% 61.3% 64.0% 61.5% 61.5% Curbside Pickups 2022 9 1 1 7 2 1 4 2 OIL 1 4 32 27 2023 5 3 3 5 2 1 0 0 20 20 23 vs 22 % Change (44.4%) 200.0% 200.0% (28.6%) 0.0% 0.0% (100.0%) (100.0%) (37.5%) (25.9%) Library Visits 2019 10,151 11,418 12,525 13,775 10,701 14,463 14,851 13,447 10,803 12,373 11,118 10,601 146,224 112,133 2022 8,834 8,792 10,571 9,333 8,806 13,031 10,781 10,960 8,620 9,284 8,902 7,918 115,831 89,728 2023 10,124 9,567 12,473 9,560 _ 10,309 13,804 12,502 11,669 9,304 99,311 99,311 23 vs 22 % Change 14.6% 8.8% 18.0% 2.4% 17.1% 5.9% 16.0% 6.5% 7.9% (14.3%) 10.7% Reference Transactions (DPI defined) 2019 1,182 1,123 1,067 995 1,002 1,211 1,331 1,215 1,171 1,118 987 878 13,280 10,297 2022 982 759 929 742 646 1,077 1,111 1,031 830 904 789 572 10,372 8,107 2023 870 917 1,063 777 821 1,004 1,143 787 826 8,208 8,208 23 vs 22 % Change (11.4%) 20.8% 14.4% 4.7% 27.1% (6.8%) 2.9% (23.7%) (0.5%) (20.9%) 1.2% Technical/Other Information Transactions 2019 0 576 528 427 492 3,152 4,030 1,362 481 536 450 346 12,380 11,048 2022 580 671 820 583 699 1,992 1,966 pp 1,327 486 579 590 404 10,697 9,124 2023 764 715 879 766 741 2,609 2,909 1,929 639 11,958 11,958 23 vs 22 % Change 31.7% 6.6% 7.2% 31.4% 7.0% 31.0% 48.0% 45.4% 31.5% 11.8% 31.1% Meeting Room Use 2019 78 89 107 97 91 87 87 68 78 96 106 78 1,062 782 2022 59 83 99 94 67 71 51 66 63 67 95 72 887 653 2023 79 90 88 100 80 77 6 60 68 73 715 715 23 vs 22 % Change 33.9% 8.4% (11.1%) 6.4% 19.4% 8.5% 17.6% 3.0% 15.9% (19.4%) 9.5% 19 The Library Board and the Open Meetings Law 14 Wisconsin's open meetings law supports the principle that the public is entitled to the fullest and most complete information regarding the affairs of government as is compatible with the conduct of government business. To this end, all meetings In This Trustee Essential of all state and local government bodies (including library boards) must be held in places reasonably accessible to members of the public and must be open to the . The basics of compli- public, except as expressly provided by law. Wisconsin's open meetings law ance with Wisconsin's provides specific requirements for meeting notice, accessibility of meetings, the open meetings law conduct of meetings, and legally holding closed sessions. Violations carry significant penalties, so careful adherence to these requirements is essential. • When and how the board can legally con- duct a closed session Meeting Notice Public notice of all library board and library board committee meetings is required at least 24 hours in advance of any meeting, except in cases of emergency, when at least two hours notice is required. Notice must be provided to the official local newspaper (if you have one) and to any news organization that has requested notice. If your municipality has no official newspaper, notice must be provided to a news organization likely to give notice in the area. The meeting notice must also be posted in at least one public place, and preferably several. Good locations might be the library, the city/village/town hall, and the post office. The meeting notice must contain the time, date, place, and all subjects to be discussed and/or acted upon at the meeting. The notice should also indicate a phone number (including a TDD number if you have one) that individuals with disabilities can call if they need accommodations to attend the meeting. (See Trustee Essential #4: Effective Board Meetings and Trustee Participation for a sample board meeting notice and agenda.) Location and Conduct of Meetings Meetings must be held in a place reasonably accessible to the public. It is strongly recommended that you provide barrier -free access to the meeting room. The board must make a reasonable effort to accommodate any person desiring to record, film, or photograph the meeting as long as this will not interfere with the conduct of the meeting or the rights of the participants. The board may disallow recording of a closed session. Some boards list an "other business" item on the meeting agenda to handle unforeseen issues that may arise after the agenda has been prepared. This is not advisable and can lead to open meetings law violations. Emergency items can be added to an amended meeting notice that is posted and provided to the media at least two hours in advance of the meeting; however, it is better to postpone consideration of late -arising issues until the next meeting, if possible. The Library Board and the Open Meetings Law TE14-1 20 Discussion and consideration of issues at a meeting must be limited to subjects listed in the public notice. However, if the meeting agenda listed a "public comment" period, the board may briefly discuss issues raised by the public during that period. All board discussions and actions must be conducted during properly noticed meetings open to the public, except that closed sessions are allowed for specific purposes, as long as the legally required procedures have been followed to conduct a closed session. Email, "Walking Quorums" and Other Potential Open Meetings Violations Email can be a time -saving communication tool and a wonderful convenience. However, the use of email to communicate among members of a library board may raise open meetings law concerns. Under the Wisconsin open meetings law, a "meeting" of a governmental body occurs whenever: (1) there is a purpose to engage in governmental business, and (2) the number of members of the body involved in the "meeting" is sufficient to determine the body's course of action. Based on this definition, Wisconsin courts have ruled that the open meetings law applies when a series of gatherings of groups of members of the governmental body (or "walking quorum"), each less than quorum size, agree to act together in sufficient number to reach a quorum. Using email, it is quite possible that a quorum of a governmental body may receive a message — and therefore may receive information on a subject within the body's jurisdiction — in an almost real-time basis, the way they would receive it in a meeting of the body. Such communications among members of a library board must take place in a legally noticed and a legally constituted meeting of the library board. Because of the dangers posed by email, the Wisconsin Attorney General strongly discourages the members of any governmental body from using email to communicate about issues within the body's realm of authority. The use of email by a library director to send information to library board members (such as a meeting agenda and other meeting materials) would not implicate the open meetings law. An email concerning library business sent to or by a library board member (or library staff member) is subject to the requirements of the Wisconsin public records law. For more on the requirements of the Wisconsin public records law see Trustee Essential #15: The Library Board and the Public Records Law. Meeting Minutes Wisconsin law requires that meeting minutes be kept and be made available to the public as required by the Public Records Law (see Trustee Essential #1 S: The Library Board and the Public Records Law for more information). At a minimum, meeting minutes must indicate the board members present, all motions that were made (except those that were withdrawn) and the result of any votes taken. Except for votes on the election of board officers, any board member can request that a TE 14-2 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees 21 roll call vote be taken on any vote, with the vote of each member recorded in the minutes. Legal Reasons for Conducting a Closed Session The specific statutory exemptions that may allow for a closed session are in Wisconsin Statutes Section 19.85. The most common reason for a closed session is to consider personnel -related issues. For most personnel -related issues, the relevant exemption is provided in Wisconsin Statutes Section 19.85(1)(c), which allows closed sessions when the employment, promotion, compensation, or performance evaluation data of any public employee under the jurisdiction of the particular government body is being considered. Boards should be aware that if they will be considering the dismissal, demotion, or discipline of an employee, a closed session is possible under Section 19.85(1)(b), but the board must give the employee notice of any evidentiary hearing to be held prior to final action and to any meeting at which final action might be taken. The notice to the employee must include a statement that the employee can demand that the evidentiary hearing or meeting be held in open session. In addition to the two personnel -related exemptions discussed above, closed sessions can be held for certain other reasons, including the following: • Deliberating or negotiating the purchase of public properties, the investment of public funds, or the conduct of other specified public business, whenever competitive or bargaining reasons require a closed session. • Preliminary consideration of specific personnel problems or the investigation of charges that would negatively affect the reputation of the person involved. • Conferring with legal counsel for the governmental body who is rendering oral or written advice concerning strategy to be adopted by the body with respect to litigation in which it is or is likely to become involved. • Consideration of requests for confidential written advice from an ethics board. A closed session is not allowed for purposes of considering general personnel policies or general staff compensation decisions, such as the general library staff salary scale. Employee compensation discussions may be closed only when they concern a particular employee. A closed session is allowed to formulate collective bargaining strategy, but board deliberations leading to approval of a tentative collective bargaining agreement, as well as the final ratification vote, must be held in open session. The Library Board and the Open Meetings Law TE 14-3 "'i Procedures for Holding a Closed Session The following steps are all required for a library board (or any other government body) to conduct a closed session legally: The meeting notice must indicate any contemplated closed session, the subject matter of the closed session discussion, and the specific statutory provision allowing a closed session. If a closed session was not planned, a board may still go into closed session on any subject contained in the meeting notice, whether the notice provides for a closed session or not, if the board follows the procedures below. 2. The board must first convene in open session. 3. The chief presiding officer must announce to all present at the meeting the intention of going into closed session and the purpose of the closed session. 4. The chief presiding officer must state the specific section of the law, by statute number (e.g., Section 19.85(1)(c) for a director evaluation session), which allows for the closed meeting. This announcement should be recorded in the minutes. It is good practice for library staff to prepare in advance the exact wording of the announcement to be used. 5. Going into closed session requires a motion, second, and roll call vote to reconvene in closed session. The vote of each board member on this motion must be recorded in the minutes and preserved. A majority vote is required to reconvene in closed session. 6. Attendance at the closed session is limited to the board, necessary staff, and any other persons whose presence is needed for the business at hand. 7. Closed session discussions must be limited to the subject announced in the meeting notice and the chief presiding officer's announcement. Certain votes may possibly be legally taken in closed session. But it is a better practice and safer legally to take votes after reconvening into open session. At any rate, all board actions, whether taken in open or closed session, must be recorded in the minutes and be open to public inspection. Secret ballots are allowed only for the election of board officers. 9. The board may legally reconvene in open session as long as that intent was noted in the public notice of the meeting. If there was no advance public notice given that the board intended to reconvene in open session, the board is required to wait at least 12 hours after the completion of the closed session before reconvening in open session. Avoiding Legal Penalties Any library board member who knowingly attends a meeting in violation of the open meetings law will be required to forfeit, without reimbursement from the library or municipality, not less than $25 and as much as $300 per violation. In TE14-4 Trustee Essentials: A Handbook for Wisconsin Public Library Trustees 23 addition, a court may void board actions taken in an illegal closed session. You are not legally liable if you voted against those actions the board took which caused the violation. Therefore, it is recommended that if you believe the purpose stated for the motion to close a meeting is not legally sufficient you should vote against the motion. In addition, you should confirm that proper notice has been given for each board meeting. Discussion Questions l . What purposes does Wisconsin's open meetings law serve? 2. Is it legal to have a meeting agenda item for "other business" or "miscellaneous business"? Why or why not? 3. How might the required recorded roll call vote to hold a closed session protect you from personal liability for an open meetings law violation? Sources of Additional Information • Your library system staff (See Trustee Tool B: Library System Map and Contact Information.) • Public records / open meetings information from the Wisconsin Department of Justice • The League of Wisconsin Municipalities' Open Meeting Law FAQ • The League of Wisconsin Municipalities' Legal Comment on Closed Sessions in The Municipality • Your municipal attorney, your district attorney, or the Wisconsin Attorney General. Trustee Essentials: A Handbook for Wisconsin This Trustee Essential provides only a general outline of the law and should not be Public Library Trustees construed as legal advice in individual or specific cases where additional facts might was prepared by the support a different or more qualified conclusion. DLT with the assistance of the Trustee Handbook Revision Task Force. 0 2002, 2012, 2015, 2016 Wisconsin Department of Public Instruction. Duplication and distri- bution for not -for -profit purposes are permitted with this copyright no- tice. This publication is also available online at hgp:Hdpi.wi. gov/pld/boq rds-directors/trustee- essentials-handbook The Library Board and the Open Meetings Law TE14-5 24