Indianhead Federated Library System

Advisory Council of Librarians #027(14)

INDIANHEAD FEDERATED LIBRARY SYSTEM ADVISORY COUNCIL OF LIBRARIANS June 16, 2014

M I N U T E S

The Advisory Council of Librarians of the Indianhead Federated Library System met on Monday, June 16, 2014, at Indianhead Federated Library System, 1538 Truax Blvd., Eau Claire, Wisconsin. John Stoneberg called the meeting to order at 1:36 pm.

A quorum was present and Joanne Gardner certified that the meeting had been properly noticed in compliance with the open meeting law.

ADVISORY COUNCIL MEMBERS PRESENT:

Virginia Roberts (Chippewa County); Christy Rundquist (Pepin County); Hollis Helmeci (Rusk County); Karen Furo-Bonstetter; (St. Croix County); John Stoneberg (Resource Library); Stan Nesbit (Schools); Matt Hoy (Academic/Special).

ADVISORY COUNCIL MEMBERS ABSENT:

Adam Zens (Barron County); Ted Stark (Dunn County); Alyson Jones (Eau Claire County); Jacquie Pooler (Pierce County); James Nalen (Polk County); Gary Olson (Price County).

OTHERS PRESENT:

John Thompson (Director); Joanne Gardner (Administrative Assistant/Recorder).

APPROVE AGENDA:

MOTION: To approve the agenda as presented. Rundquist/Roberts RESULT: Carried.

CORRESPONDENCE/ANNOUNCEMENTS/INTRODUCTIONS:

MINUTES:

MOTION: To approve the Advisory Council minutes dated March 3, 2014 (Doc. #007-14). Rundquist/Hoy RESULT: Carried.

The Council acknowledged receipt of the IFLS Board of Trustees minutes dated May 28, 2014 (Doc. #026-14). IFLS was informed at the March Advisory Meeting that IFLS Trustee, Carol McLaughlin, representing Price County had passed away from a sudden illness. Price County appointed her husband to complete her term on the IFLS Board.

1 Advisory Council of Librarians #027(14)

DIRECTOR’S UPDATE AND AGENDA ITEMS:

Hudson Library Board will be meeting tomorrow night. The agenda lists discussion and action on MORE Participation Agreement. Hudson is looking at the Open Source Automation Project as a possible replacement for the MORE Shared System.

Thompson recently attended a library board meeting in Hudson to inform them of the MORE System. Currently some board members and the library director are compiling information for the board. IFLS was not invited to the meeting tomorrow.

Thompson noted that as long as Hudson remains in the system, libraries have to provide service to the residents. If Hudson drops out of the system, service could be denied.

St. Croix County does have the ability to reimburse Hudson at 70% and the rest of the libraries within the county at 100%.

CITY AND COUNTY JOINT LIBRARIES:

DPI/DLT has issued a clarification on the interpretation regarding cross border payments to the Ladysmith Library Director. The county is subject to payments to libraries in adjacent counties for areas of the county outside the city that is part to the joint city-county agreement. Anyone not in the City of Ladysmith or in any of the municipalities participating in the Bruce or Hawkins libraries is eligible for reimbursement. Because this also holds true for libraries within Rusk County, theoretically, Bruce and Hawkins could bill the county.

Act 157 made changes to cross border borrowing reimbursement language. Although Act 157 does not mention city-county libraries, questions were also raised about city-county joint library agreements while the Division staff was addressing questions.

2015 BUDGET PARAMETERS:

IFLS staff will begin the budget cycle within the next month or so. 2015 state aids will be the same as they are in 2014. IFLS made a commitment to fund a $78,558 subsidy for MORE. IFLS will receive a management fee of $258,776 to cover a portion of the IFLS costs in support of MORE. Other costs such as health insurance and courier are anticipated to increase over 2014 levels. As we develop the budget, some choices will need to be made by the staff and system board. Thompson inquired about the Advisory Council’s thoughts as we moved forward with budget planning.

The Council inquired about the usage of the databases. It was noted that usage is pretty low except for the Ancestry genealogy database.

Thompson noted that besides programming, the other piece is staff costs. Systems are mandated to provide specific services, but the level of service is subject to how we serve our member libraries.

Current Interloan staff handles WISCAT and OCLC requests, do database training, and oversee the courier service.

Leah Langby, Library Development and Youth Services Coordinator, oversees continuing education, special needs, and youth services. Offering workshops is only $4,500. Systems are not legally mandated to provide consulting for youth services, but it would be a less than acceptable decision by many staff.

Kris Schwartz provides tech support to IFLS and our member libraries.

Stoneberg asked Thompson to explain what Gus Falkenberg, Technology and Library Services Consultant, does in his new position. Falkenberg does some tech support related to the network and CINC project, working on collaborations, and focusing on adult services. He also handles Director Certifications. Thompson may shift annual report duties to him as well.

Kathy O’Leary, Public Relations and Communications Coordinator, handles public relations, advocacy, and website development. O’Leary works 20 hours a week.

Juli Button, Business Manager, handles all the financials including reports, audit, and annual report review and filing. Button also serves as MORE’s bookkeeper.

Joanne Gardner, Administrative Assistant, handles administrative assistant duties and assists with Interloan.

Thompson noted that other positions include a part-time position assisting with delivery; the MORE services staff, and the Director’s services.

Stoneberg inquired if the subsidy for the ILS system was comparable to that of other systems. Thompson responded that it was in line with what other systems are subsidizing.

Stoneberg asked what Thompson would recommend if he were making a presentation to be approved. Thompson noted that health insurance costs play a big factor in a potential budget shortfall. If the IFLS budget comes in short $20,000, he would suggest looking at the databases first and see what dollars can be saved there. Thompson noted that part of the databases is paid from LSTA funds. IFLS could use LSTA funds to pay towards the MORE subsidy.

Thompson noted that a budget shortfall larger than $20,000 may require staffing changes including reducing staff hours from 40 down to 37 or 35 hours per week.

It was noted that courier costs are one of the larger expenses. One option would be for IFLS to pay for two days and bill the libraries for the third day. Thompson was quick to note that this doesn’t help the libraries. Thompson is trying hard not to pass down additional costs to the libraries. Helmeci suggested the third day of delivery could be split between IFLS and the libraries.

Thompson wants to try to balance IFLS services so they help everyone.

Helmeci suggested sending an “either, or” survey to the member libraries. This would give a better response to work with if librarians are forced to choose between two items.

Stoneberg noted that it was LEPMPL’s goal when budgets were really tight to try and maintain those that were full-time staff.

Stoneberg suggested that Thompson could provide the libraries with numerous items to pick from that would equal the amount of budget shortfall. (i.e.….if IFLS is facing a $50,000 shortfall, provide librarians with about ten budget items that equal about $200,000 to chose from).

Thompson will create some parameters and send out a survey to member libraries.

Furo-Bonstetter thought it was reasonable for libraries to pay for a 1/2 the cost of a day of delivery.

PROJECT WIN REPORT:

Thompson reported that the Project WIN exploration into the feasibility and desirability to merge the three ILS consortia has concluded.

Concerns were raised about the governance structure and the check out rules. With Circulation, Cataloging, and Administration being the three main staff groups, it was suggested that each system would head one group.

Stoneberg was not sure there would be a whole lot of value working with the other two consortiums.

Thompson noted that even without a merger, the delivery system needs to be addressed.

UPDATE BY ADVISORY COUNCIL MEMBERS ON ACTIVITIES IN THEIR RESPECTIVE LIBRARIES AND COUNTIES:

Council members highlighted the activities in their respective libraries and counties:

 Somerset is busy with summer reading program, teens melting crayons, and participating in Pea Soup Days. They will hold their first annual river kayaking race. The library has created flyers for drawing of free circus tickets. They are holding a teen icon hunt in which teens can win a free personal pizza. (Furo-Bonstetter)  Deer Park hosted a Fancy Dancy tea in which 20 people were in attendance. (Furo- Bonstetter)  Spring Valley had music in the park, Big Read for summer, a summer reading program kickoff ice cream social, an adult book blub, 1000 Books Before Kindergarten, and teen punch cards for the reading program. (Furo-Bonstetter)  Glenwood City held a traditional summer reading program, tech time adult programs, and started a Friends of the Library group. (Furo-Bonstetter)  New Richmond raised $1,000 for their building fund by hosting a fashion show, participated in Amazon Smile asking participants to pick New Richmond Library as their charity. They also held their summer reading kickoff with a carnival, and continuing work on the building project. (Furo-Bonstetter)

 River Falls is again hosting a Book Club in a Bar and sending library staff to the community pool to read to children while they are on the pool break. (Furo-Bonstetter)  Woodville is busy with the summer reading program activities. (Furo-Bonstetter)  Bruce’s calendar and website have been updated, they are holding their summer reading program in June, story times are being held through the first of July, and the Lego club will run from early June through late August. (Helmeci)  Hawkins will begin their summer reading program on June 19th and runs through July; they will have jugglers, ooey-gooey science, a local author, the sheriff’s department, a magic show, DNR with animals, and end with the meteorologist and a picnic. Hawkins has updated their Internet policy and wants parents to sign new cards. Story times will be held beginning in September through May. A new early literacy center has been set up. (Helmeci)  Ladysmith is holding the summer reading program from June 2 through July 17th, trying to hire a new children’s librarian, acquired three new board members, and dealing with the ramifications of paying money out through Act 150 as DLT has issued a new interpretation on City-County Joint libraries. (Helmeci)  Durand is participating in the 1,000 Books Before Kindergarten program, and has hired new staff. (Rundquist)  Pepin is participating in the 1,000 Books Before Kindergarten program and has a new board member. (Rundquist)  Luther Medical Library has completed work on a small remodel project and has shelving to donate and also can now do Interloan. Thompson suggested a possible workshop for directors with Matt Hoy. (Hoy)  There is now access and checkout at all the school libraries in Eau Claire. The summer library program has been rolled into the summer school program. They took the opportunity to promote the summer library reading at the public library. Eau Claire is adding two full time MLS staff to the Prairie Ridge Early Childhood site. Eau Claire has also partnered with BAM where books can be donated for the homeless coordinator. There are also some giveaways for early childhood programs and adults. (Nesbit)  Kathy Larson is the new director at Bloomer. (Roberts)  Stanley hired a new director who will begin on July 7th. (Roberts)  Cadott is searching for a new director. (Roberts)  Chippewa Falls is holding their summer reading program, Tom Pease, building robots, bee keeping, and a Cray film screening. They also held World Book Night in April, and on May 3 had Free Comic Book Day. The library had the last of the Carnegie shelving refinished, a couch reupholstered, and a new exterior bulletin board installed. The Friends of the Library will hold a book sale in August. (Roberts)  Eau Claire was picked as one of ten All American Cities, this year’s summer reading program theme is health. The teen and kids section created a 6 minute promo fun video – library and laboratory. The library is using gift funds to re-create lost reading areas for the public. The library is adding 30-35 reader areas, plugs for charging devices, and installing shelving like a bistro which overlooks the river. The project should be done by the beginning of July. The book sale manager retired in 2013 after running a very successful book sale run like a business. Then Cleo Powers died recently. The Friends are dedicating the new reading area to her. Powers gave the library ¼ million in book sale funds. (Stoneberg)

ADVISORY COUNCIL REPRESENTATIVES FOR UPCOMING IFLS BOARD MEETINGS:

Gardner will inquire if Zens can attend the July 23rd Board meeting at the River Falls Public Library. If he cannot, Stoneberg will plan to attend.

Roberts will attend the September 24 and November 19 Board meetings at IFLS.

SET DATE FOR NEXT MEETING AND AGENDA ITEMS:

The next Advisory Council meeting is scheduled for Monday, September 15, 2014 (1:30 pm).

ADJOURNMENT: Motion to adjourn at 3:02 pm. Nesbit/Furo-Bonstetter

______Joanne Gardner, Recorder/Administrative Assistant

These minutes of the Advisory Council are approved:  as printed.  with corrections noted.

______Presiding Officer Dated