Minutes
Library Board

December 12, 2003

President Barbara Matera called the meeting to order at 8:30am in the Conference Room at City Hall. Members present: Barbara Matera, Marie Zirbes, Bob Bretl, Dee Miller, Dr. Michael Weber and Judy Jones. Excused: Tom Hudson. Also present: David Nimmer, Library Director, and Mark Grams, City Administrator.

Public comments: None

Approval of minutes – November 21, 2003:

Judy Jones moved and Bob Bretl seconded. Passed.

Approval of invoices – December 2003:

Dee Miller moved and Marie Zirbes seconded. Passed.

Approval of balance sheets – November 2003:

Marie Zirbes moved and Bob Bretl seconded. Passed.

The Board agreed to adjust the 2003 budget by reallocating $3,000 for supplies, $5,000 for book while keeping $5,000 for a buffer. These reallocations were based on the Director’s budget projections. Motion was voiced by Judy Jones and seconded by Dee Miller. Passed.

Motion to go into closed session at 9:15 according to Wisconsin State Statues 19.85 (1) (c) - Evaluation of Library Director was moved by Marie Zirbes and seconded by Dr. Weber. Passed. Motion to go back into open session at 10:10 by Judy Jones seconded by Dee Miller. Passed.

Director David Nimmer commented on the lack of impact on opening up circulation services to Milwaukee and Waukesha County residents. These statistics will be monitored in the future to ensure that there will be no new undue effect on services to our Ozaukee and Sheboygan County patrons.

A discussion took place on how to handle the Christmas and New Year’s holiday closings for 2004. Action was tabled until next month.

The library board approved ordering a plaque for recognizing ongoing donations to the library. It will follow the design for the new Friends of the Library plaque. Motion was made by Marie Zirbes and seconded by Dr. Weber. Passed.

David Nimmer reported the display case now in place by the upstairs entrance and the generous donation of a two year subscription to the Daily Business Journal by Tom Veale.

The meeting was adjourned at 10:20am with a motion from Dee Miller, seconded by Bob Bretl. Passed.

Respectfully submitted by Judy Jones.

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November 21, 2003

Treasurer Tom Hudson called the meeting to order at 8:30am. Members present: Tom Hudson, Bob Bretl, Dee Miller, Dr. Michael Weber and Judy Jones. Excused: Marie Zirbes and Barbara Matera. Also present: David Nimmer, Library Director.

Public comments: None

Approval of minutes – October 17, 2003:

Dee Miller moved and Michael Weber seconded. Passed.

Approval of invoices – November 2003:

Bob Bretl moved and Dee Miller seconded. Passed.

Approval of balance sheets – September 2003:

Michael Weber moved and Judy Jones seconded. Passed.

David Nimmer reported that the City Council approved of the library budget for 2004 as presented.

Barbara Matera will collect and compile the staff evaluations, with Tom Hudson helping with the generation of the results. Library Board members should have the Library Director evaluation filled out for the December 12, 2003 meeting.

David Nimmer reported on the slow progress of getting the display case moved out of the Community Room. An article about the new item request form will be in the November 27^th issue of the Ozaukee Press.

Tom Hudson reported that the Port Washington Garden Club will be donating books to the library again this year. Their continued support was appreciated.

The meeting was adjourned at 9:05am with a motion from Michael Weber, seconded by Dee Miller. Passed.

Respectfully submitted by Judy Jones.

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October 17, 2003

President Barb Matera called the meeting to order at 8:30am. Members present: Tom Hudson, Barbara Matera, Dee Miller, Dr. Michael Weber. Excused: Marie Zirbes, Judy Jones, Bob Bretl. Also present: David Nimmer, Library Director.

Public comments: None

Approval of minutes – September 19, 2003:

Tom Hudson moved and Michael Weber seconded. Passed.

Approval of invoices – October 2003:

David Nimmer pointed out that the invoice for the elevator service was a one time charge service charge as we do not have a maintenance contract on the elevator. Tom Hudson moved and Dee Miller seconded. Passed.

Approval of balance sheets – September 2003:

Michael Weber moved and Tom Hudson seconded. Passed.

David Nimmer reported on the library budget presentation to the Finance Committee. The Finance Committee thanked the library for being able to maintain services with such a small increase in the budget.

All technical and software purchases were approved with the following choices made. For the Faronics software the enterprise license was chosen. For the network support, 96 hours was chosen. The money for the network support hours will be funded from the 2003 budget while the software will be purchased out of the Anonymous Computer Fund. Passed.

The new form was passed as presented.

The Library Board approved starting the Amazon.com wish list service and declined starting a donation jar.

David Nimmer reported on another month of increased circulation. Also the display case, currently in the Community Room will be moved into the upstairs hallway by the elevator and will be used to house displays.

The meeting was adjourned at 9:15am with a motion from Tom Hudson, seconded by Michael Weber. Passed.

Respectfully submitted by Dee Miller

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Minutes – September 19, 2003

Vice-president Marie Zirbes called the meeting to order at 8:30am. Members present: Tom Hudson, Marie Zirbes, Judy Jones, Dee Miller, Dr. Michael Weber and Bob Bretl. Excused: Barbara Matera. Also present: David Nimmer, Director.

Public comments: None

Approval of minutes – August 15, 2003:

Approval of invoices – September 2003:

Tom Hudson moved and Dee Miller seconded. Passed.

Approval of balance sheets – August 2003:

Bob Bretl moved and Tom Hudson seconded. Passed.

All submitted changes to the policy handbook were approved with the addition of the wording "and assistance animals" as exceptions for animals that are allowed in the library. Tom Hudson moved and Michael Weber seconded. Passed.

The personnel changes proposed for 2004, removing a 10hr/wk position and adding two 10hr/wk summer library page positions, were approved. Michael Weber moved and Dee Miller seconded. Passed. The Library Board also approved the 3.5% increase in salaries for 2004. Tom Hudson moved and Michael Weber seconded. Passed.

The 2004 budget request was approved as submitted. Michael Weber moved and Judy Jones seconded. Passed.

David Nimmer reported on two tours that visited the library earlier in the week of the Library Board meeting. A group of 19 homemakers got a thorough tour of the library and a small group of 11 students got a little bit of instruction on how to make use of the library. Director David Nimmer reported on how the per library portion of the EasiCat/internet services fee was dropped from $1900 down to $1500 for 2004. The fee was voted into place at a meeting of the member libraries. David Nimmer expressed the Library Board’s view that the fee seemed unreasonable at this time and that ESLS did not express or explain in a sufficient manner other budget options.

Respectfully submitted by Judy Jones

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Minutes – August 15, 2003

Vice-president Marie Zirbes called the meeting to order at 8:30am. Members present: Tom Hudson, Marie Zirbes, Dee Miller, Dr. Michael Weber and Bob Bretl. Excused: Barbara Matera, Judy Jones. Also present: David Nimmer, Director.

Public comments: None

Approval of minutes – July 18, 2003:

Approval of invoices – August 2003:

Michael Weber moved and Tom Hudson seconded. Passed.

Approval of balance sheets – August 2003:

Dee Miller moved and Bob Bretl seconded. Passed.

Business library cards have been eliminated due to non-use; other minor changes to library conduct section. Tom Hudson moved and Michael Weber seconded. Passed.

The Director explained budget restrictions for 2004. Consensus is to adjust personnel and book budget, and work in the EasiCat cooperative services fee when it is finalized.

Tom Hudson moved and Dee Miller seconded to adopt new procedure whereby the Director can make immediate and/or emergency expenditures exceeding $1000 upon approval from the Board President when a full Board meeting would not be feasible. Approved.

Michael Weber moved and Bob Bretl seconded to approve updated Internet policy, which includes ability for patrons to use their own diskettes. Approved.

Michael Weber moved and Bob Bretl seconded to reject the proposed fee increase. Approved.

The Director reported that circulation for the month of July hit an all-time high, with an approximately 20% increase over the prior year. This was primarily due to the success of the Summer Reading Program. The Director mentioned that a certificate of deposit is coming to maturity and that we may want to move it to another bank. The Director and Tom Hudson will meet to do so in the coming week. Dee Miller mentioned the upcoming tailgate party for Friends of the Library, and that they will have a table at the City Market to sell books related to the party.

Respectfully submitted by Tom Hudson

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W. J. Niederkorn Library

Minutes – July 18, 2003

President Barbara Matera called the meeting to order at 8:30am. Members present: Tom Hudson, Marie Zirbes, Dee Miller, Judy Jones, Barbara Matera and Dr. Michael Weber. Excused: Bob Bretl. Also present: David Nimmer, Director.

Public Comment: None

Approval of minutes – June 20, 2003:

Approval of schedule of invoices - July 2003:

Marie Zirbes moved and Michael Weber seconded. Passed.

Approval of balance sheets June 2003:

All the current officers were nominated again for the same offices. Passed. President Barbara Matera, Vice-President Marie Zirbes, Treasurer Tom Hudson and Secretary Judy Jones.

The request for appropriation for County library funding was discussed. Both Ozaukee and Sheboygan Counties have asked that the budget request be lower than that calculated by the current County Planning Agreements

The Niederkorn Library received $288 for loaning out more items than we received in 2002 and for serving more patrons from other libraried areas than were served by them.

The Proposal was accepted with a inclusion of a donation to cover some of the funding.

The Summer Reading Program has been a great success so far with circulation being up in June even though the program started one week later. The Director reported that the Library System would not comply with the new CIPA/NCIPA filtering requirements. The Director discussed the purchase of some necessary equipment even thought it was an expenditure above the $1,000 pre approval limit. The Director explained the immediate need of the equipment.

The meeting was adjourned with a motion from Dee Miller,

seconded by Tom Hudson. Passed

Respectfully submitted by Judy Jones

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Minutes – June 20, 2003

Vice-President Marie Zirbes called the meeting to order at 8:30am. Members present: Tom Hudson, Marie Zirbes, Dee Miller, Judy Jones and Bob Bretl. Excused: Barbara Matera, and Dr. Michael Weber. Also present: David Nimmer, Director.

Public Comment: None

Approval of minutes – May 16, 2003:

Approval of schedule of invoices - June 2003:

Approval of schedule of invoices – Summer Reading Program 2003:

Dee Miller moved and Bob Bretl seconded. Passed.

Approval of balance sheets May 2003:

After discussion and an agreement to revisit this issue in 6 months, Tom Hudson moved to accept the policy changes with option 5 of part 3 chosen, Dee Miller seconded. Passed.

Since the library has still not reached the goal of meeting the state standard of Materials Expenditure per Capita, this should be kept in mind in budgeting for 2004.

Renewals done online have been added into each library’s circulation statistics in 2002.

The library will budget in 2004 with the calculation in mind.

The appointment worksheet was discussed.

After a proposal on the birdbath, the Library Board approved the proposal. Bob Bretl moved, Judy Jones seconded, and Tom Hudson abstained. Passed.

The Summer Reading Program kickoff went very well with record circulation for that day. The Harry Potter party will be tonight. The library had to cut off the selling of books and party registration once the numbers got to high. The library had to purchase some beanie babies since we had promised them as a prize but did not receive our regular donation this year. The Friends will be hosting Jean Davidson talking about her book "Growing up Harley."

The meeting was adjourned at 9:25 am with a motion from Dee Miller,

seconded by Tom Hudson. Passed

Respectfully submitted by Judy Jones

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May 16, 2003

President Barbara Matera called the meeting to order at 8:30am. Members present: Barbara Matera, Tom Hudson, Marie Zirbes, Dee Miller and Bob Bretl. Excused: Judy Jones, and Dr. Michael Weber. Also present: David Nimmer, Director.

Public Comment: None

Approval of minutes - April 18, 2003:

Tom Hudson moved and Bob Bretl seconded. Passed.

Approval of schedule of invoices - May 2003:

Dee Miller moved and Tom Hudson seconded. Passed.

Approval of balance sheets April 2003:

Bob Bretl moved and Tom Hudson seconded. Passed.

Approval of audited balance sheets for 2002:

Tom Hudson moved and Dee Miller seconded. Passed.

The Director reported on this year’s statistics for the Port Reads 2003 program. 236 people attended programs. 153 entries were submitted for drawing of this year’s incentives.

The Director reported on the four bills. At this time only SB128 and AB 169 look like they will pass as written.

The library Board OK’d the request of the Director to open the library up in the evening for a special Harry Potter book release party.

The results of this year’s survey are in and the results are once again positive. This year questions were added on the satisfaction of the two library catalogs (online and in-house). The Director reviewed each "additional comment" from the survey with the Board.

The Summer Reading Program for 2003 will add 6 additional programs to help booster involvement in the SRP. One CD will have to be moved to a new bank. The City will be taking up the Free Library Resolution at the next City Council meeting. The Friends of the Library book sale was a great success this year, about $3,000 was raised. The Friends will be hosting a book signing for Growing up Harley-Davidson by Jean Davidson on July 8. The PW Garden Club would like to use a memorial donation to add to the library’s landscaping.

The meeting was adjourned at 9:15 am with a motion from Marie Zirbes, seconded by Bob Bretl. Passed

Respectfully submitted by David Nimmer

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Library Board Meeting

Minutes – April 18, 2003

Vice-President Marie Zirbes called the meeting to order at 8:30am. Members present: Judy Jones, Tom Hudson, Marie Zirbes, Dr. Michael Weber, Dee Miller and Bob Bretl. Excused: Barbara Matera. Also present: David Nimmer, Director.

Public Comment: None

Approval of minutes March 21, 2003:

Tom Hudson moved and Michael Weber seconded. Passed.

Approval of invoices End of Year 2002 (April):

Approval of invoices April 2003:

Michael Weber moved and Dee Miller seconded. Passed.

Approval of balance sheets March 2003:

Tom Hudson moved and Michael Weber seconded. Passed

Resolution for Affirmation fro Free Public Library Service

Tom Hudson moved and Michael Weber seconded. Passed, that the board adopt the resolution and then submit proposal to City Council for adoption. If the City Council adopts the resolution then both versions will be forwarded to the School Board for possible approval.

Consolidation of Bank Accounts

Tom Hudson moved and Judy Jones seconded to combine the two Ozaukee Bank accounts together. Passed.

Director's Report/ Other items as authorized by law

Circulation is up for 1st quarter. The library had a very good first quarter. Next month there will be some information on several new Senate and Assembly bills to change library maintenance of effort, county exemptions and the release of library information about minors to parents. Next month the board will also be asked to take up the issue of opening up the library for a Harry Potter Book Release Party on the evening of Friday June 20, 2003. Dee Miller reported that the Friends will soon have its annual book sale, a tailgate party and a session on writing your own memoirs.

The meeting was adjourned at 8:55 am with a motion from Tom Hudson,

seconded by Michael Weber. Passed

Respectfully submitted by Judy Jones

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Minutes - February 21, 2003

Treasurer Tom Hudson called the meeting to order at 8:30am. Members present: Judy Jones, Dee Miller, Tom Hudson and Bob Bretl. Excused: Barbara Matera, Marie Zirbes, Dr. Michael Weber. Also present: David Nimmer, Director.

Public Comment: None

Approval of minutes January 17, 2003:

Approval of invoices Year End 2002:

Approval of invoices February 2003:

Approval of balance sheets Year-end 2002:

Approval of balance sheets January 2003:

Motion to approve by Judy Jones was seconded by Dee Miller. Passed. Motion to approve statement on Library System Effectiveness was moved by Dee Miller and seconded by Bob Bretl. Passed.

A copy of the library's annual report to the city, as it was submitted, was discussed with special emphasis placed on the page of highlights/accomplishments for the year. The final form to be included in the city's annual report document has not yet been approved.

The Board heard from the director on the need to have one staff member arrive at the library a half hour early on each weekend day in order to get the library up and running to serve our patrons upon opening the doors. Dee Miller made a motion to approve the plan and Judy Jones seconded. Passed.

Bob Bretl made a motion to approve the 5-year capital improvement plan as submitted to the city, Dee Miller seconded. Passed.

David shared his goals/benchmarks for the library as submitted to the city as well as shared his additional goals for the library to the Board.

David expressed the importance of having the library legislative day with our local state government representatives. The date and time for the meeting was conveyed.

Discussion took place on the relocation of the display case out of the Community Room of the library. The Friends might be willing to purchase a wall clock for the Community Room. National Geographic CD-ROM collection was discussed and determined to be a good addition to the library if offered. The reversal of the Weenergies payment to the city by the PSC was mentioned. Grant efforts were discussed as well and possible future plans for teen services and teen spaces in the library. David mentioned the need to start a Strategic Planning Process for the future of the library.

The meeting was adjourned 9:30 am by a motion from Dee Miller, seconded by Bob Bretl.

Passed

Respectfully submitted by Judy Jones

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Minutes - January 17, 2003

President Barbara Matera called the meeting to order at 8:30am. Members present: Barbara Matera, Judy Jones, Dee Miller, Marie Zirbes, Dr. Michael Weber, Tom Hudson and Bob Bretl. Also present: David Nimmer, Director.

Public Comment: None

Approval of Minutes November 15, 2002:

Approval of Minutes December 6, 2002:

Tom Hudson moved and Judy Jones seconded. Passed

Approval of Invoices December 2002:

Approval of Invoices Year End 2002:

Approval of Invoices January 2003:

Approval of Balance Sheets December 2002:

Approval of Balance Sheets Year End 2002:

Tom Hudson motioned and Marie Zirbes seconded to have the gift checking and savings accounts moved from M&I Bank to Ozaukee Bank. Passed.

Dee Miller moved and Marie Zirbes seconded to sign a lease contract for a Cannon Image Runner 2200 with GFC Leasing. Passed

A new procedure will help balance discrepancies in library-to-library lending within the library system. The new method, giving preference of Sheboygan's materials to Sheboygan's patrons, should help balance the number of items leaving the Mead Public Library in Sheboygan.

A section of the system agreement was rewritten to clarify which statues or agreements cover compensation for intersystem reciprocal borrowing. If there is no intersystem agreement, then the state statues apply. Judy Jones motioned to sign new agreement, Tom Hudson seconded. Passed. Signed by Board President Barbara Matera.

The Wisconsin Library Association's state legislative agenda for 2003-2005 was discussed as an information item.

The circulation in 2002 was the highest ever for the library. A 6% increase over 2001.

The meeting was adjourned 9:40 am by a motion from Judy Jones, seconded by Dee Miller.

Passed

Respectfully submitted by Judy Jones

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Minutes - December 6, 2002

President Barbara Matera called the meeting to order at 8:45am. Members present: Barbara Matera, Judy Jones, Marie Zirbes, Dr. Michael Weber, Tom Hudson and Bob Bretl. Members Excused: Dee Miller. Also present: David Nimmer, Director, and Mark Grams, City Administrator.

Tom Hudson moved to go into closed session according to Wisconsin State Statues 19.85 (1) (c) - Evaluation of Library Director, Marie Zirbes seconded. Passed.

Tom Hudson moved to return to open session, Bob Bretl seconded. Passed.

The meeting was adjourned 9:45 am by a motion from Michael Weber,

seconded by Marie Zirbes. Passed

Respectfully submitted by Judy Jones

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Minutes - November 15, 2002

President Barbara Matera called the meeting to order at 8:30am. Members present: Barbara Matera, Judy Jones, Dee Miller, Marie Zirbes, Dr. Michael Weber, Tom Hudson and Bob Bretl. Also present: David Nimmer, Director.

Dee Miller moved and Marie Zirbes seconded to cancel the December 2002 Board meeting. Passed. There will be a closed session evaluation of the Director on December 6, 2002 at 9:45am at the library.

Public Comment: None

Approval of Minutes October 18, 2002:

Approval of Invoices:

Approval of Balance Sheets:

Marie Zirbes moved and Dr. Michael Weber seconded. Passed. Barb Matera volunteered to collect the finished staff appraisals. Tom Hudson volunteered to help collate the results.

Dr. Michael Weber moved and Tom Hudson seconded to have the Library Board evaluation of the Director coincide with the City's evaluation. Passed.

The Friends Veterans Program on the book "Back form Duty" was a great success with over 40 people in attendance. Library Legislative day is February 4, 2003, and our Mayor Mark Gottlieb will be a Representative in the next session. David Nimmer reported on the County Board Supervisor's vote on reinstating the $20,000 reduced from the 2003 budget. The final vote was 21 to 10 in favor of reinstatement. David Nimmer has asked the County Board to consider moving up by one year, to 2003, the next Library Service Planning session.

The meeting was adjourned 9:10 am by a motion from Dee Miller, seconded by Marie Zirbes. Passed

Respectfully submitted by Judy Jones

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President Barbara Matera called the meeting to order at 8:30am. Members

present: Barbara Matera, Judy Jones, Dee Miller, Marie Zirbes, Dr. Michael Weber, Tom Hudson and Bob Bretl. Also present: David Nimmer, Director.

New Library Board member Bob Bretl was introduced. Judy Jones was respectfully nominated for Secretary by Tom Hudson with a second by Dee Miller. Passed.

Public Comment: None

Approval of Minutes September 20, 2002:

Dr. Michael Weber moved and Judy Jones seconded. Passed Approval of Invoices: Tom Hudson moved and Marie Zirbes seconded. Passed Approval of Balance Sheets: With a note that the October deposits should read 9/13, 9/20 9/28 and 10/04 Tom Hudson and Marie Zirbes seconded. Passed

Action on the Policy Handbook - Goals

The list of goals for the library were thoroughly scrutinized and approved with a motion by Michael Weber and seconded by Marie Zirbes. Passed. The new goals will be compiled and added to the Policy Handbook.

Upward appraisal for Director

Of the many upward appraisal questions, the Board selected the top 17 questions. The selected questions will be assembled into a form with a style like the Performance Appraisal form for the Director. The Board will give final approval at the next meeting.

Ozaukee County library service payment

The issue of the difference of opinion on funding between the libraries of Ozaukee County and the Ozaukee County Board of Supervisors was explained. The call for action was put forth with the Public Hearing and the County Budget Approval dates noted.

Director's Report

Circulation is still up for 2002. The library has hired a new page Rachel Staton, sister of current page Sarah Staton. Ina Wezler thanked the library for the gift of some library supplies for the formation of a new school library.

Other Items as Authorized by Law

David brought before the Board a proposal for computer maintenance service for the end of 2002 and running through the end of 2003. The total cost of the service will be $8710. Tom Hudson moved and Marie Zirbes seconded. Passed. David Nimmer brought before the board a proposal for some lawn work for the library at a total cost of $1604.50. Tom Hudson made a motion contingent on the City's restrictions on weed and fertilizer management, Judy Jones seconded. Passed.

The meeting was adjourned by a motion from Dee Miller, seconded by Tom Hudson. Passed Respectfully submitted by Judy Jones

David Nimmer

W. J. Niederkorn Library

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W. J. Niederkorn Library - Library Board Meeting

Minutes - August 16, 2002

President Barbara Matera called the meeting to order at 8:55am. Members

present: Barbara Matera, Tom Hudson, Marie Zirbes, and Dr. Michael Weber. Members excused Judy Jones, and Dee Miller. Also present: David Nimmer, Director.

Public Comment: None

Approval of Minutes 7/19/2002:

Tom Hudson moved and Dr. Michael Weber seconded. Passed Approval of Invoices:

Tom Hudson moved and Dr. Michael Weber seconded. Passed Approval of Balance Sheets:

Tom Hudson moved and Dr. Michael Weber seconded. Passed

Election of Officers

Dr. Michael Weber motioned to reelect Barbara Matera as President, Thomas Hudson seconded. Passed. Barbara Matera motioned to reelect Marie Zirbes as Vice-President, Dr. Michael Weber seconded. Passed. Dr. Michael Weber motioned to reelect Dee Miller Secretary, Thomas Hudson seconded. Passed. Dr. Michael Weber motioned to elect Thomas Hudson Treasurer, Marie Zirbes seconded. Passed.

Cost of Library Services/Draft Budget 2003

David provided a cost analysis comparing our library to other similar libraries by cost per capita and cost per $1,000 valuation. The library fairs well in both comparisons.

David presented the libraries 2003 budget proposal that meets the 4% expenditure restraint limit. Dr. Michael Weber motioned to accept and send to the city the preliminary budget for 2003, Thomas Hudson seconded. Passed. Dr. Michael Weber also commended David Nimmer for his excellent job on preparing the budget and in staying within the 4% restraint limit.

Action on Policy Handbook Revision - Appendix I, IV

Tom Hudson motioned to keep the Freedom to Read document, add the Freedom to View document, add the Libraries: an American Value document, and remove references to Interpretations of the Library Bill of Rights document from the Library Policy manual, seconded by Dr. Michael Weber. Passed.

Director's Report

A CD will need to be renewed. David introduced ideas for teen programming this fall based on a Teen Advisory Board.

Thomas Hudson motioned to adjourn, Barbara Matera seconded. Passed. Submitted by Marie Zirbes

David Nimmer

W. J. Niederkorn Library