Library Board Meeting Minutes

Minutes
On motion of McIntosh, seconded by Piergrossi, the Board approved the minutes of the regular Board meeting of July 20, 2005. (Whipple abstained.)

On motion of Hemes, seconded by McIntosh, the minutes of the August 10, 2005 Finance & Personnel Committee meeting were approved by the Committee members present.

Statistical Report
The statistical reports were presented to the Board. Proces noted the high amount of programming and attendance during the month of July. He further noted the increase in receipts, which are due to the use of a collection agency for long overdue items.

Bills for consideration
On motion of McIntosh, seconded by Whipple, the Board unanimously accepted the July bill payment report.

Director’s report
Proces updated the Board that the homeless woman that Assistant Director Raab was trying to assist has been taken in by an area couple. The Board appreciated the effort made by Raab with this woman.

State budget increases library system and other aid
Proces informed the Board that the state budget increases funding (5% and then 4%) in the next biennium for library systems. The budget also increases aid for BadgerLink (statewide periodical and newspaper databases). He noted that Representative Dean Kaufert has been sent a thank-you for his continuing efforts on behalf of libraries.

Nonreciprocal use
Proces explained the continuing dilemma regarding nonreciprocal use between the Oshkosh Public Library (OPL) and the Omro and Winneconne public libraries. The Winnefox Library System Board has decided that this matter should go to mediation. John Nichols, OPL director, wanted the Neenah and Menasha mayors and two Library Board members from each Board in the mediation group. Neenah and Menasha have had a great working relationship for many years and would like it to continue. On that basis Proces and Menasha library director Jack Fry recommended that Neenah and Menasha stay away from the Omro/Oshkosh disagreement and not send any Board members or invite the mayors. The Board noted that the good working relationship between Neenah and Menasha should not be put into jeopardy because of other municipalities’ disagreements. The Board unanimously approved the recommendation to not participate in mediation of the Omro/Oshkosh disagreement, not to send any Board members to mediation, and not to invite the mayors; but to allow the director to help the mediation process in any way that seemed reasonable.

LSTA grant application – Digitization
Adult Services Librarian Mike Thomas had proposed applying for a Library Services and Technology Act federal grant to digitize local history photographs, two Neenah City directories, and S.F. Shattuck’s A History of Neenah…. (barring copyright restrictions). Proces recommended that the Board authorize the library to apply for a $3,000 to $6,000 LSTA grant for a historical records digitization project. On motion of Whipple, seconded by Hemes, the Board unanimously accepted the recommendation. The Board also applauded Thomas for his efforts.

Continuing education funding from trust fund
Hanes informed the Board of the proposed Continuing Education/Major Events policy and noted that its passage was recommended by the Finance and Personnel Committee. He expressed his personal support of this use of trust funds.

Board members asked questions about trust fund uses and line items. Proces explained that all trust fund decisions are up to the Board and should be carefully considered. He noted that area library trust funds have many uses including scholarships, purchase of library materials, programming, and continuing education. Widener noted that conferences provide an intangible value. They create contact with new people and new ideas. Hanes noted that any new ideas provided by the conferences would essentially pay for the trips.

Widener questioned having each attendee write and present to the Library Board a report listing the programs/events attended with a description of each program/event. Proces stated that he believed that employees should demonstrate accountability for the trip, even if it meant spending time writing the report.

Widener questioned pre-approval of all trips by the Board, noting that was the director’s job. Proces again felt that this is an accountability issue and that the Board should approve all trust-funded conference travel in advance.

On motion of Whipple, seconded by McIntosh, the Board unanimously accepted the Finance & Personnel Committee’s recommendation to adopt the new Continuing Education/Major Events policy.

2006 Public Library Association Conference attendance
Director Proces and Assistant Director Raab requested attendance at the biennial Public Library Association Conference that will be held March 22-25 in Boston.

On motion of Whipple, seconded by Widener, the Board unanimously approved sending Director Proces and Assistant Director Raab to the 2006 Public Library Association Conference in Boston under the new Continuing Education/Major Events policy.

2006 budget
Proces informed the Board that there would be several changes to the budget that they had received in their packets. As it develops more accurate information, the Finance Department will adjust line items for salaries, health insurance, benefits, etc. Consequently, those numbers will change. There may also be adjustments in utility costs as more accurate percentage increases are known or estimated.

Proces presented the 2006 operating budget request in detail. He noted several things specifically, including:

• Health care costs. Premiums are increasing rapidly and the City is addressing this matter. As more information becomes available it will be shared with the Board.
• The addition of one employee’s health insurance coverage because the former employee in her position was covered by her husband’s City policy.
• The addition of the Collection Services expenditure and revenue accounts, which will help track how much is taken in and how much is paid out for collection agency services. This is also tracked on the monthly library statistical reports.
• An explanation of accounts (i.e., temporary versus substitution wages, health insurance, operating equipment maintenance).
• That some account increases, specifically utilities, are determined by the Finance Director.
• The cost of postage through WALS has increased due to the low number of mailings in 2004 because of the new computer system and an extended amnesty period as well as a period with no reserve notices sent.

The Board asked about the use of volunteers to help ease the staff’s increasing workloads. Proces noted that hundreds of volunteers work at the library each year and that the library has two new paid volunteers, both from federally-funded programs. A student who will be studying for her Master’s degree in Library & Information Science at UW-Madison interned with the library this summer and was of great help.

On motion of Widener, seconded by Whipple, the Board approved the 2006 operating budget request and authorized that it be forwarded to the Mayor and City Council.

City Services Task Force
Proces informed the Board that the Mayor had asked for a list of the top ten services the library provides and the percentage of time spent delivering them. This was to be done judiciously but expeditiously, without spending long hours tallying time spent. A list has been sent to the Task Force set up to study all City services.

Winnebago County representative report
Widener reported that the county is looking at implementing a county sales tax like 58 other Wisconsin counties have already done. Widener stated that without the county sales tax there would be deep cuts at the county level and that nothing would be safe in the budget. He stated that the vote for the county budget would be on September 17 and that he would report on the county budget status at the September meeting.

Neenah Joint School District representative report
Wiswall reported that school would be starting on Thursday, September 1. Irish, who is a teacher as well as a Board member, commended the library for its selection of Spanish language materials.

Next regularly scheduled meeting
The next regular meeting will be held on September 21, 2005, at 4:00 p.m. in the Carpenter Conference Room.

Adjournment
At 5:19 p.m., on motion of Whipple, seconded by Hemes, the Board voted unanimously to adjourn.