Library Board

W. J. Niederkorn Library

December 17, 2004

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

Public comments: Stumpe Letter

Approval of minutes – October 15, 2004:

Dr. Michael Weber made the motion seconded by Bob Bretl. Passed.

Approval of invoices –

November-1 2004, November-2 2004, December 2004:

Tom Hudson made the motion seconded by Dr. Michael Weber. Passed.

Approval of balance sheets – October 2004, November 2004:

Dee Miller made the motion seconded by Bob Bretl. Passed.

After discussion on costs vs. charges it was decided to change the copier/printing charges as follows: B&W copies or printouts - $.10, color printouts - $.50. Passed.

The documents translated to Spanish though a grant, our Internet Policy and out New Patron Handout, will be provided to our patrons with a disclaimer referring to the English translation as our official document and wording. Passed.

The motion was made to go into closed session according to Wisconsin State Statues 19.85(1)(c) – Evaluation of Library Director by Tom Hudson, seconded by Dr. Michael Weber. Passed. Mark Grams joined the Library Board for the closed session.

Bob Bretl made the motion to return to open session seconded by Dr. Michael Weber. Passed.

Director’s Report.

A. Friends of the Library: About half of the library steps have been sold.

B. County Library Planning Committee: The Library Director discussed a whole range of issues being raised with the County Library Service Plan. The Director pointed out that many of the compromises and decisions that the Planning Committee made balanced service to Ozaukee County citizens with the ongoing needs of the libraries.

The meeting was adjourned at 10:00am with a motion from Dee Miller,

seconded by Tom Hudson. Passed. Respectfully submitted by Judy Jones.

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W. J. Niederkorn Library

Minutes – October 15, 2004

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

Public comments: None

Approval of minutes – September 15, 2004:

Approval of invoices – October 2004:

Tom Hudson made the motion seconded by Bob Bretl. Passed.

Approval of balance sheets – September 2004:

Dee Miller made the motion seconded by dr. Michael Weber. Passed.

The proposed changes to the circulation policies suggested by the library director, including the reduction in the maximum overdue fine rate, were approved. Dr. Michael Weber made the motion and it was seconded by Bob Bretl.

Director’s Report.

2005 Capital Outlay Request - Update.

The capital outlay request for shelving was reduced by $4,000 but we should just have enough to install the three new shelving units and well as rearrange the shelves currently out of alignment. This will require creative and cheap solutions for moving the books off and back onto the shelves.

2005 Budget Update.

Barb Matera and David Nimmer made the library budget presentation to the Finance Committee. The Finance Committee accepted the budget as proposed and made a commitment to try to find the additional funds needed to properly fund the book budget.

Circulation Q3 2004.

Circulation has been up the second and third quarters of 2004 and we are not 5% ahead of where we were last year.

The meeting was adjourned at 9:10am with a motion from Bob Bretl,

seconded by Tom Hudson. Passed. Respectfully submitted by Marie Zirbes.

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Minutes – September 17, 2004

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

Public comments: None

Approval of minutes – August 20, 2004:

Approval of invoices – September 2004:

Tom Hudson made the motion seconded by Marie Zirbes. Passed.

Approval of balance sheets – August 2004:

Marie Zirbes made the motion seconded by Bob Bretl. Passed.

Approval of Proposed 2005 Budget.

After a brief discussion about the line item account and a request to include in the summary the target figure for what the book expenditures should be in order to meet the standard of "material expenditures per capita" the budget was approved.

Director’s Report.

The director brought up the need to renew a CD this week. The Director and Board President will follow through on the update.

The meeting was adjourned at 9:15am with a motion from Marie Zirbes, seconded by Tom Hudson. Passed. Respectfully submitted by Judy Jones.

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Minutes – August 20, 2004

President Barbara Matera called the meeting to order at 6:30pm. Members present: Barbara Matera, Bob Bretl, Judy Jones, Dr. Michael Weber and Dee Miller. Members excused: Tom Hudson and Marie Zirbes. Also present: David Nimmer, Library Director.

Public comments: None

A motion was made to move the budget discussion to first on the agenda put forth by Dee Miller and seconded by Bob Bretl. Passed.

Two proposals were developed but with the reduction in the increase of health insurance costs (from 20% down to 10%) the second proposal, to cut hours of operation and to cut staff, was pulled off the table. With the decrease in health insurance costs it looks like we will be able to get away with not reducing the book budget. Individual account lines were discussed in some detail for this proposal. And yet the potential for future budget cuts brings up the issue of how to adapt to those changes. Charts show that if the library needs to cut hours and staff that the best time to cut out hours would be the first hour of the day. The library could open at 10:00am instead of 9:00am thus shaving off 6 hours per week yet having the least effect on delivering services. A motion was made that the mock up of a third proposal, the one that takes into account the reduction in the increase of health insurance, will be the path that the Library director will pursue and flush out to deliver to the city as the 2005 Proposed Library Budget. The motion was made by Bob Bretl and seconded by Dee Miller. Passed. Approval of the proposed budget for 2005 will take place at the September board meeting.

Approval of minutes – July 16, 2004; July 28, 2004:

Approval of invoices – August 2004:

Judy Jones moved and Bob Bretl seconded. Passed.

Approval of balance sheets – July 2004:

Judy Jones moved and Dee Miller seconded. Passed.

Action On The Policy Handbook – Community Room Policy.

The policy, with changes incorporated from last month discussion, was passed on a motion from Judy Jones dependent on approval by the City Attorney.

5-Year Capital Outlay Plan.

There was a discussion about the 5 year plan. Dee Miller made a motion and Bob Bretl seconded to approve the plan as written.

Director’s Report.

The director reported that 25 steps have been purchased so far and that more publicity will hit the press soon. The director announced that he will be starting up a book talk series about book written in reverse chronological order.

The meeting was adjourned at 9:30am with a motion from Dee Miller,

seconded by Bob Bretl. Passed. Respectfully submitted by Judy Jones.

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W. J. Niederkorn Library

Library Board Meeting

Minutes – July 28, 2004

President Barbara Matera called the meeting to order at 6:30pm. Members present: Marie Zirbes, Barbara Matera, Bob Bretl, Judy Jones, and Tom Hudson. Members excused: Dr. Michael Weber, Dee Miller. Also present: David Nimmer, Library Director.

Public comments: None

Discussion took place on the proposed new Community Room policy and request form. The wording about the future sales of commercial products was scratched. The clean-up fee will be changed to $50.00. Wording that states that signs and other display materials may be temporarily attached to the Community Room display board during a meeting or program will be added. The option of a coffee pot will be scratched from the list of equipment that can be requested.

In addition, wording about damage and liability, having to read the rules and regulations and language about how the library does not endorse the approved uses of the Community Room will also be added to the rules list. Wording that states that no admission fee, donations or entrance fee may be charged for a program or meeting will be added. And finally wording that states that no illegal activities may take place in the community room will be added.

The meeting was adjourned at 7:25pm with a motion from Tom Hudson,

seconded by Bob Bretl. Passed. Respectfully submitted by Judy Jones.

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W. J. Niederkorn Library

Minutes – July 16, 2004

President Barbara Matera called the meeting to order at 6:30pm. Members present: Marie Zirbes, Barbara Matera, Bob Bretl, Judy Jones, and Tom Hudson. Members excused: Dr. Michael Weber, Dee Miller. Also present: David Nimmer, Library Director.

Public comments: None

Approval of minutes – June 18, 2004:

Approval of invoices – July 2004:

Dee Miller moved and Judy Jones seconded. Passed.

Approval of balance sheets – June 2004:

Dr. Michael Weber moved and Judy Jones seconded. Passed.

Discussion took place on the proposed new Community Room policy and request form. The wording about the future sales of commercial products was scratched. The clean-up fee will be changed to $50.00. Wording that states that signs and other display materials may be temporarily attached to the Community Room display board during a meeting or program will be added. The option of a coffee pot will be scratched from the list of equipment that can be requested.

In addition, wording about damage and liability, having to read the rules and regulations and language about how the library does not endorse the approved uses of the Community Room will also be added to the rules list. Wording that states that no admission fee, donations or entrance fee may be charged for a program or meeting will be added. And finally wording that states that no illegal activities may take place in the community room will be added.

The meeting was adjourned at 7:25pm with a motion from Tom Hudson,

seconded by Bob Bretl. Passed. Respectfully submitted by Judy Jones.

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W. J. Niederkorn Library

Minutes – June 18, 2004

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

Public comments: None

Approval of minutes – May 19, 2004:

Approval of minutes – June 2, 2004:

Approval of invoices – June 2004:

Dee Miller moved and Bob Bretl seconded. Passed.

Approval of balance sheets – June 2004:

None

The meeting was adjourned with a motion from Dee Miller, seconded by Bob Bretl. Passed.

Respectfully submitted by Tom Hudson

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W. J. Niederkorn Library

Library Board Meeting

Minutes – June 2, 2004

President Barbara Matera called the meeting to order at 7:00pm. Members present: Barbara Matera, Marie Zirbes, Bob Bretl, Dee Miller, and Judy Jones. Excused: Dr. Michael Weber, and Tom Hudson. Also present: David Nimmer, Library Director.

Public comments: None

Four project ideas were considered for Library Stairs Fund Raiser. After discussion on various elements of how the project would work and discussion and thoughts on how successful the project would be, the Library Board approved to name the children’s library revitalization as the project for the fund raising. The price per step was set at $125. The Friends of the Niederkorn Library will be invited to head up the project.

The meeting was adjourned at 8:10pm.

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W. J. Niederkorn Library

Library Board Meeting

Minutes – May 21, 2004

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

Public comments: None

Approval of minutes - March 16, 2004, April 16, 2004:

Approval of invoices – April 2004, May 2004:

Tom Hudson moved and Bob Bretl seconded. Passed.

Approval of balance sheets – March 2004, April 2004:

Dee Miller moved and Dr. Michael Weber seconded. Passed.

Director David Nimmer reported on the success of the Port Reads program for 2004. It will be continued into 2005.

The new proposed circulation policies were discussed covering effects of adding one renewal and the possible loss of revenue due to lowering the video fine charges. The circulation policies were approved on a motion my Tom Hudson and seconded by Dee Miller.

The Privacy Policy was discussed, italics language was removed and the discrimination policy statement would be checked for accuracy. The Library Board approved the new policy subject to review by the City Administrator and the City Attorney on a motion by Tom Hudson and seconded by Dee Miller.

Burt Babcock made a presentation on using the "Library Steps" running up the bluff behind the library as a fund raiser. Even though the steps have been fixed they could still be used for fund raising. A flyer could be created and the event planning and process would mirror the process used for the lighthouse project. With 80 steps, $8,000+ could easily be raised for a purpose so designated by the library. The Library Board decided to proceed with the project with the director creating a number of different proposals for the fund raising goal.

David Nimmer reported that circulation is down a little bit but that it should catch back up this summer with the launch of the summer reading program. A new children’s librarian has been hired.

The meeting was adjourned with a motion from Bob Bretl, seconded by Dee Miller. Passed.

Respectfully submitted by Judy Jones.

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W. J. Niederkorn Library

Library Board Meeting

Minutes – February 20, 2004

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

Public comments: None

Approval of minutes – January 16, 2003:

Approval of invoices - 2003 End of Year 3:

- February 2004:

Marie Zirbes moved and Dee Miller seconded. Passed.

Approval of balance sheets – January 2003:

Tom Hudson moved and Marie Zirbes seconded. Passed.

Director David Nimmer proposed changes to the children’s librarian position. Tom Hudson made a motion to change the children’s librarian position from 32 hours per week to 40 hours per week (full time) Judy Jones seconded. Passed. This motion will now go the City’s Personnel Committee for approval. The Library Board did not take action to make a separate pay scale for the children’s librarian position if they have a MLS.

Tom Hudson moved and Maries Zirbes seconded to purchase 4 Veicon computer terminals to replace our aging Windows 98 public Internet computers. Passed.

Judy Jones made a motion to sign the Library Compliance and Certification section of the Annual Report seconded by Bob Bretl. Passed. Marie Zirbes made a motion to sign the Statement Concerning Public Library System Effectiveness section of the Annual Report seconded by Tom Hudson. Passed.

The new Display Exhibit Policy was passed as written. Tom Hudson made the motion seconded by Dee Miller. Passed.

The library hired a new library page.

The meeting was adjourned with a motion from Marie Zirbes,

seconded by Dee Miller. Passed.

Respectfully submitted by Judy Jones.

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Minutes – January 16, 2004

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

Public comments: None

Approval of minutes – December 12, 2003:

Approval of invoices - 2003 End of Year 1:

- 2003 End of Year 2:

- January 2004:

Tom Hudson moved and Marie Zirbes seconded. Passed.

Approval of balance sheets – December 2003:

Dr. Weber moved and Dee Miller seconded. Passed.

C. Citizen’s Request for Reconsideration of a Work.

The three policies were approved with only one minor change. In section D – Collection Development Policy, part 1, section b, change "assigned" to "delegate". Tom Hudson moved and Bob Bretl seconded. Passed.

After reviewing the holiday situation at the end of 2004 it was decided to keep the library open on Thursday December 23^rd and 30^th even though City Hall will be closed that day. Staff, who would be assigned to work on that official city holiday, would be allowed to take another day as a floating holiday. This way the library will not be closed twice for three days in a row in December 2004. Dr. Weber moved and Marie Zirbes seconded. Passed.

After discussion on possible new collection to add to the library in 2004, it was decided to add a CD audiobook collection. The Library Board agreed to spend $5,000 from the revenue and gift account to jump start this collection. Ongoing costs would be expended out of the normal materials expenditures account line. The Library Board will revisit the digital music library collection in 6 months. Judy Jones moved and Marie Zirbes seconded. Passed.

A 20hrs per week position was filled from in house staff - around 30 people applied for the position. The request to carry over $1,000 from the 2003 budget for staff training in 2004 passed in the Common Council. The Port Reads 2004 book was selected and will be announced in March.

The meeting was adjourned at 9:35am with a motion from Dee Miller,

seconded by Tom Hudson. Passed.

Respectfully submitted by Judy Jones.

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