May 2011 - Library Board Meeting Agenda and Director's Report

ELISHA D. SMITH PUBLIC LIBRARY TRUSTEES
REVISED AGENDA (05/17/2011)

4:00 p.m. Thursday, May 19, 2011
Gegan Room
(If Board Members cannot attend, please notify the Library Office)

CALL TO ORDER:

PUBLIC COMMENT:

AUTHORIZATION OF BILLS:

  1. List of bills for May 2011.

MINUTES:

2.     Minutes.  Minutes of Executive Director Search Committee meeting April 20, 2011.

3.     Minutes.  Minutes of Board meeting April 21, 2011.

4.     Minutes.  Minutes of Executive Director Search Committee meeting May 4, 2011.

INFORMATION ITEMS/DIRECTOR’S REPORT:

5.     Statistics.

6.     2007-2011 Library Budget Appropriations & Expenditures:  An Overview

7.     National Library Week Food for Fines Donations

8.     2012 Library Revenue:  Winnebago County Levy Operational Request

9.     2012 Library Revenue:  Winnebago County Levy Major Facility Request

10.  2012 Library Revenue:  Calumet County Reimbursement (Act 420)

11.  Review of Library Circulation by Format and Turnover Rate (2010)

12.  2011 Fox Cities Reads and Fox Cities Book Festival

13.  Helen Fahrbach Memorial and Estate

14.  Other Donations

15.  2011 Wisconsin Association of Public Libraries conference

DISCUSSION/ACTION ITEMS:

16.  Fond du Lac Public Library, WALS Shared Catalog System, and Winnefox Library System.

Adjourn into closed executive sessionpursuant to Wisconsin State Statutes 19.85(1)(c) for the purpose of considering employment, promotion, compensation or performance evaluation data of any public employee over which the governmental body has jurisdiction or exercises responsibility.

17.  Report of the Executive Director Search Committee.

Adjourn closed session and reconvene in open session.

ANNOUNCEMENTS

18.  ADJOURN

UPCOMING MEETINGS & ACTIVITIES

(Including requests for business items for future meetings)
·         Library Board Meeting – June 16 at 4:00 pm.

 

Menasha aldermen may attend meetings of this body.  A quorum of the Common Council, Board of Public Works, Administration Committee, or Personnel Committee may attend this meeting.  No officialaction of any of those bodies will be taken.

ELISHA D. SMITH PUBLIC LIBRARY

INTERIM DIRECTOR’S REPORT – May 2011

1.       Bills.  REQUESTED ACTION:  Approval of bills as presented for May 2011.

2.   Minutes.  Minutes of the Executive Director Search Committee April 20, 2011.  REQUESTED ACTION:  Accept minutes of meeting.

3.  Minutes.  Minutes of Board meeting April 21, 2011.  REQUESTED ACTION:  Approve minutes of meeting.

4.   Minutes.  Minutes of the Executive Director Search Committee May 4, 2011.  REQUESTED ACTION:  Accept minutes of meeting.

 

INFORMATION ITEMS:

5.   Statistics

CIRCULATION

Format

Apr ‘09

Apr ‘10

Apr‘11

YTD ‘09

YTD ‘10

YTD ‘11

Apr  %

YTD %

Adult print

12,224

11,695

12,106

48,517

47,286

47,374

 +3.6%

 +0.1%

Adult AV

13,457

12,930

12,528

53,686

56,301

52,233

  -3.0%

- 7.2%

Children’s print

12,982

13,782

12,315

57,220

55,314

50,746

  -7.3%

-8.3%

Children’s AV

   6,361

5,926

4,921 

26,128

25,133

20,878

-17.0%

-19.9% 

TOTAL

45,024

44,333

41,870

185,551

184,034

171,231

-5.6%

-7.0%

CHILDREN’S PROGRAMS/ATTENDANCE

Apr 2010

Apr 2011

YTD 2010

YTD 2011

% change

12/945

9/487

58/3,024

59/2,645

-48%/-12%

DOOR COUNT

Apr 2010

Apr 2011

YTD 2010

YTD 2011

% change

21,092

 

57,511

57,783

-2%/+0.5%

MEETING ROOM/STUDY ROOM USE

Apr 2010

Apr 2011

YTD 2010

YTD 2011

% change

113

108

380

439

-4%/+16%

WALS AND MJSD WORKSTATION SESSIONS

Apr 2010

Apr 2011

YTD 2010

YTD 2011

% change

3,887

3,434

14,231

14,132

-12%/-1%

6.  2007-2011 Budget Appropriations and Expenditures:  An Overview(pages 2-6)  

Wages.   For hourly employees who receive no health and retirement benefits.  The 2011 appropriation appears to match the anticipated level of expenditures.

Year

Appropriation

Expenditures

2007

$124,608

$170,570

2008

$130,817

$192,107

2009

$137,170

$52,036

2010

$148,044

$170,554

2011

$169,231

(YTD) $50,260

Salaries:  For salaried employees who receive health and retirement benefits.  The 2009 is attributable to expenditures for ‘Wages’ being applied to this account.

Year

Appropriation

Expenditures

2007

$557,793

$496,814

2008

$560,584

$528,027

2009

$578,480

$635,871

2010

$572,839

$554,938

2011

$576,525

(YTD) $179,422


Overtime/Doubletime:  Premium hours for staff who work on summer Saturdays and winter Sundays.

Year

Appropriation

Expenditures

2007

$4,708

$2,121

2008

$14,776

$5,338

2009

$7,500

$20,704

2010

$9,100

$22,109

2011

$22,781

 (YTD) $6,899

 

Health insurance:  Although the appropriation for health insurance has decreased by 5.5% since 2007, expenditures have increased by 8.6%. 

Year

Appropriation

Expenditures

2007

$147,658

$116,685

2008

$104,175

$101,442

2009

$116,098

$105,027

2010

$113,519

$126,736

2011

$139,681

 (YTD) $43,912

Life insurance:  Term insurance is based on salary and age.  Coverage up to 5 times annual salary available.

Year

Appropriation

Expenditures

2007

0

$229

2008

$1,444

$245

2009

$1,502

$18

2010

$1,473

$19

2011

$19

 (YTD) $6

Dental insurance:  Expenditures in this account have been within the $8,000-$10,000 range during the past 5 years.

Year

Appropriation

Expenditures

2007

0

$8,690

2008

$9,628

$10,021

2009

$9,301

$8,255

2010

$7,685

$8,963

2011

$10,695

 (YTD) $3,363


Retirement:  Historically, the City of Menasha has paid both the city’s and employees’ contributions to the Wisconsin Employee Trust Fund.  Expenditures in this account increased 18.6% from since 2007.

Year

Appropriation

Expenditures

2007

$73,114

$67,871

2008

$76,599

$72,586

2009

$77,248

$69,998

2010

$79,515

$80,515

2011

$82,219

 (YTD) $25,602

 

FICA:  Expenditures in this account have remained relatively stable during the past three years.

Year

Appropriation

Expenditures

2007

$52,767

$50,286

2008

$55,281

$54,350

2009

$56,822

$53,193

2010

$56,029

$55,103

2011

$58,768

 (YTD) $17,203

 

Vision: Covers frames, lenses, and contact lenses.

Year

Appropriation

Expenditures

2007

0

$1,172

2008

$1,183

$1,076

2009

$1,111

$1,126

2010

$1,040

$1,232

2011

$1,230

 (YTD) $388

Workers Comp:  The library’s portion of the city’s payment for this insurance program designed to compensate workers for an injuries suffered while on the job.                

Year

Appropriation

Expenditures

2007

$4,331

$3,429

2008

$4,261

$2,674

2009

$4,052

$2,967

2010

$4,073

$3,546

2011

$3,670

 (YTD) $1,095

Contract services (Entertainment):  To help defray the costs of library programming.

Year

Appropriation

Expenditures

2007

$1,775

$4,062

2008

$2,500

$2,520

2009

$2,500

$4,330

2010

$2,500

$2,750

2011

$1,500

 (YTD) $2,050

Telephone

Year

Appropriation

Expenditures

2007

$3,750

$2,470

2008

$3,750

$1,594

2009

$3,750

$1,538

2010

$1,700

$539

2011

$1,000

 (YTD) $249

Electricity:  After three years of flat expenditures, utility costs in this account increased by 19% in 2010.

Year

Appropriation

Expenditures

2007

$33,320

$36,052

2008

$43,000

$36,628

2009

$45,600

$35,221

2010

$40,000

$42,908

2011

$40,000

 (YTD) $9,626

Heat:  The appropriation in this account has been reduced by more than half since 2008.  The current appropriation appears to reflect the anticipated expenditure.

Year

Appropriation

Expenditures

2007

$38,000

$19,405

2008

$42,000

$22,416

2009

$40,000

$16,339

2010

$33,000

$16,465

2011

$20,000

 (YTD) $8,718


Water/sewer:  The 2011 appropriation for this utility cost is now within the range of the anticipated, and relatively stable, expenditure.

Year

Appropriation

Expenditures

2007

$4,600

$6,059

2008

$4,600

$6,747

2009

$4,800

$6,213

2010

$5,000

$6,586

2011

$6,500

 (YTD) $1,231

Storm water:  Not an itemized appropriation prior to 2011.

Year

Appropriation

Expenditures

2007

0

0

2008

0

0

2009

0

$1,079

2010

0

$1,245

2011

$1,200

 (YTD) $311


Repair & Maintenance (Buildings):  Costs related to keeping the building and equipment in effective working order and maintaining the library grounds. 

Year

Appropriation

Expenditures

2007

$15,660

$17,595

2008

$16,385

$14,377

2009

$17,045

$13,591

2010

$17,000

$16,710

2011

$17,000

 (YTD) $9,192

Repair & Maintenance (Specialized equipment):  Primarily to defray the costs of service contracts for library photocopiers.

Year

Appropriation

Expenditures

2007

$6,287

$7,136

2008

$10,089

$6,444

2009

$10,089

$6,801

2010

$10,090

$9,894

2011

$10,000

 (YTD) $9,788

Other municipal entities:  The major expenditure in this account is Menasha’s annual membership fee to the Winnefox Automated Library System (WALS).

Year

Appropriation

Expenditures

WALS expense

2007

$70,774

$70,625

$70,625

2008

$73,627

$73,975

$73,975

2009

$73,627

$73,627

$73,627

2010

$74,600

$73,600

$68,971

2011

$74,600

 (YTD) $71,405

$71,405

Vehicle/equipment rental

Year

Appropriation

Expenditures

2007

$2,235

$3,858

2008

$2,235

$3,697

2009

$4,500

$2,227

2010

$4,000

$3,746

2011

$4,000

 (YTD) $0

Office supplies:  Paper, post-its, pens, pencils, etc.

Year

Appropriation

Expenditures

2007

$5,442

$6,980

2008

$6,976

$5,442

2009

$5,442

$5,707

2010

$5,500

$5,911

2011

$5,500

 (YTD) $2,882

Postage:   Primarily to defray the cost of mailing overdue notices and bills.

Year

Appropriation

Expenditures

2007

$5,926

$6,141

2008

$5,926

$8,141

2009

$5,926

$6,312

2010

$5,900

$7,327

2011

$5,900

 (YTD) $841

Housekeeping:  Cleaning supplies, paper towels, toilet paper, etc.

Year

Appropriation

Expenditures

2007

$8,550

$7,284

2008

$8,325

$7,388

2009

$8,525

$3,872

2010

$8,500

$8,983

2011

$8,500

 (YTD) $369

Library materials:  Books, audiovisual materials, periodicals.  2011 appropriation is a 20% reduction from the last year.

Year

Appropriation

Expenditures

2007

$175,000

$177,462

2008

$190,000

$186,835

2009

$175,000

$177,280

2010

$174,791

$173,377

2011

$145,135

 (YTD) $45,318

Promotional:  Brochures and other publicity materials, refreshment provided for library-sponsored programs.

Year

Appropriation

Expenditures

2007

$3,050

$4,222

2008

$4,000

$5,263

2009

$4,000

$4,320

2010

$4,000

$4,011

2011

$2,000

 (YTD) $824


Department supplies:            Processing supplies for library materials, e.g., Mylar jackets for books, sturdy cases for audiovisual materials.

Year

Appropriation

Expenditures

2007

$15,170

$13,838

2008

$15,170

$14,188

2009

$15,170

$12,297

2010

$15,170

$19,485

2011

$13,500

 (YTD) $6,313

Dues/Memberships/Licenses:  Primarily membership dues for staff members who join professional library organizations.

 

Year

Appropriation

Expenditures

2007

$1,235

$233

2008

$1,235

$569

2009

$1,235

$460

2010

$1,235

$271

2011

0

 (YTD) $50

Travel Expenses (Mileage):  Travel to and from professional library conferences; travel done while conducting library business.

Year

Appropriation

Expenditures

2007

$830

$855

2008

$830

$2,555

2009

$830

$846

2010

$830

$1,054

2011

$720

 (YTD) $14

Travel Expenses (Registration):  To help defray the cost of registration for attendance at professional conferences.

 

Year

Appropriation

Expenditures

2007

$1,200

$961

2008

$1,200

$1,665

2009

$1,200

$1,614

2010

$1,200

$1,195

2011

$1,000

 (YTD) $70

Travel Expenses (Lodging/meals):  To help defray the cost of lodging and meals during attendance at professional conferences.

Year

Appropriation

Expenditures

2007

$1,500

$634

2008

$1.500

$2,474

2009

$1,500

$1,219

2010

$1,500

$1,025

2011

$1,000

 (YTD) $48

Training (Mileage):  Travel to and from library-related continuing-education activities.

Year

Appropriation

Expenditures

2007

$122

$96

2008

$122

$14

2009

$122

$414

2010

$122

$45

2011

0

 (YTD) $0

Training (Registration):  To help defray the cost of registration for library-related continuing-education activities.

Year

Appropriation

Expenditures

2007

$1,350

$387

2008

$1,350

$694

2009

$1,350

$949

2010

$1,350

$678

2011

$500

 (YTD) $0

Training (Lodging/meals): To help defray the cost of lodging and meals during attendance at library-related continuing-education activities.

Year

Appropriation

Expenditures

2007

$300

$312

2008

$300

$427

2009

$300

$184

2010

$300

$202

2011

$150

 (YTD) $0


7.  National Library Week Food for Fines program.  Through on donations of non-perishable food items, Menasha patrons paid off a total of $616.28 in fines.

8.   2012 Library Revenue:  Winnebago County Levy Operational Request.  The following formula, based on 100% of full funding, is used to calculate the amount of Menasha’s request for next year.

Step 1.   Determine percentage of circulation to rural Winnebago County residents:

·         Circulation to all Winnebago County residents = 361,607.   

·         Circulation to rural Winnebago County residents = 96,674

·         Percentage of circulation to rural residents = 25.3%.

Step 2.  Apply percentage to 2011 net library budget:

·         City of Menasha appropriation = $993,220.

·         Winnebago County appropriation = $339,461

·         Total appropriation = $1,332,681.

·         $1,332,681 x .253 = $337,168 (decrease of $2,293 from 2011).

9.   2012 Library Revenue:  Winnebago County Levy Major Facility Request.  The following formula is used to calculate the amount of Menasha’s request for next year.

Step 1:  Determine annual amortization amount.

·         Major facility improvement budget (2004) = $4,488,000.

·         Amortization over 20 years = $224,400

Step 2:  Apply rural circulation percentage to annual amortization amount.

·         $224,400 x .253 = $56,773 (decrease of $673 from 2011).

The total operational and major facilities requests for all 5 Winnebago County public libraries (Oshkosh, Neenah, Menasha, Omro, Winneconne) in 2012 = $2,066,755 (an increase of $6,985, or 0.3% over 2011).

Winnebago County library directors and Winnefox Library System Assistant Director Mark Arend will attend a May 26 meeting of the Winnebago County Agriculture and Extension Education Committee to present a report on library services in 2010 and to answer question on the county library budget request for 2012.

10.   2012 Library Revenue:  Calumet County Reimbursement (Act 420).    Signed into law by Governor Doyle in 2006, Act 420 extends to adjacent counties the requirement that counties reimburse public libraries for at least 70% of the cost of serving county residents who live in areas of the county without public library service.

·         2011 payment from Calumet County:  $69,722.

·         2012 payment from Calumet County:  $71,805, an increase of $2,083, which just about compensates for the loss of Winnebago County funding.

11.  Review of library circulation by format and turnover rate.  This table lists the number of items owned (holdings), the 2010 circulation, and the turnover rate in 16 categories of material formats.  ‘Turnover rate’ is defined and further explained at the bottom of the page.

Format

Holdings

Circulation

Turnover rate

Video materials (adult)

6597

94170

14.27

Video materials (adult, no/local holds)

825

37312

45.23

Video materials (juvenile)

4250

58780

13.83

Video materials (juvenile, no/local holds)

188

7244

38.53

Audio materials (adult)

7300

28548

3.91

Audio materials (adult, no/local holds)

190

4151

21.85

Audio materials (juvenile)

2005

7233

3.61

Books (adult)

79244

99177

1.25

Books (adult, new)

1367

10747

7.85

Books (adults, no/local holds)

888

18850

23.11

Books (juvenile)

34493

152003

4.41

Books (juvenile, no/local holds)

2194

18948

12.00

Magazines (adult)

8195

14319

1.75

Magazine (juvenile)

968

1232

1.32

Digital

526

1978

3.76

Other (kits, digital, ILL

445

3067

7.65

TOTAL

169710

557547

3.29

The formula:  circulation ÷ total number of items in collection = turnover rate.

Turnover rateis defined as the number of materials checked out relative to the size of the collection. It indicates how often each item in the collection was checked out of the library, thus this measure is relevant to use of the collection.  As a result of Menasha’s participation in a shared computer system, turnover rate is more of an approximate rather than precise use indicator.

11.  Review of library circulation by format and turnover rate.  (cont’d)

Let’s plug Menasha’s numbers into the formula:  557,547 (circulation) ÷ 169,710 (items in collection) = 3.29.

How does Menasha compare with other public libraries in the area?

         Neenah           4.24

·         Appleton         3.99    

·         Oshkosh          3.75    

·         Kaukauna        3.45

·         Menasha        3.29

·         Winnefox LS   3.26

·         OWLS LS         3.25

·         Wisconsin       2.84

·         Kimberly         2.69

A few (‘unscientific’) observations:

·         Video materials, no matter what the category, are the most frequently check-out items.  (Of course, it helps that the loan period for DVDs is 1 week.)

·         Collections designated for local use only, such as “Lucky Day” and “local holds” materials, generate a lot of turnover as they don’t spend time lingering “in transit” to other libraries.

·         The adult fiction and nonfiction collection could use some weeding (and Cate is currently tackling this project.)

12.  2011 Fox Cities Reads and Fox Cities Book Festival:   Library staff were again deeply involved in the planning of the Fox Cities Reads and the Fox Cities Book Festival.  The Fox Cities Reads author, Luis Alberto Urrea, writes both fiction and nonfiction that explores life along the U.S./Mexico border.  In preparation for his appearance, library staff hosted two book discussions, including a bilingual discussion of his novel Into the Beautiful North.  The larger Fox Cities Book Festival included appearances by dozens of authors throughout the Fox Cities, five of which were held here at the library.  Attendance for these book discussions and author appearances in Menasha totaled nearly 700!

13.   Helen Fahrbach Memorial and Estate.

From the April 23, 2011, obituary, published in the Appleton Post-Crescent, of Helen Fahrbach.

After working in the Menasha school offices for 16 years, Helen accepted a full-time position at the Menasha Public Library providing various special services, such as the children's story hour and outreach programs to visually handicapped people and nursing home residents. She retired from the library in January of 1985. She enjoyed writing poetry, book reviews, humor pieces and children's stories. Helen was an active member and office holder in the Wisconsin Regional Writers Association and was the recipient of many awards including the Jade Ring award in 1968 for her story "A Pet for the Princess."  [Emphasis added.]

13.   Helen Fahrbach Memorial and Estate(cont’d.)

The family designated the Menasha Public Library as one of the memorials.  On Thursday, May 12, we received donations totaling $620.  The checks were forwarded to the library by David Fahrbach, Helen’s son.   (We also received $70 in donations sent directly to the library.)

David’s letter accompanying the checks also notes that his mother’s last will and testament designates 5% of her estate to be divided in equal portions between St. Timothy Lutheran Church, the city of Menasha Public Library, and the Wisconsin Council for Writers.

14.  Other Donations.   The library received a total of $677 in donations since the May library board meeting.

·         $100 -  contribution from Paul Eisen for Library Staff In-Service

·         $442 -  additional contributions toward Madeline Hafenbreadl memorial

·         $90 - contribution toward meeting room use from Neenah-Menasha Firefighters

·         $45  - contribution for exam proctored

15.  2011 Wisconsin Association of Public Libraries conference.  Two staff members served as program presenters at the WAPL conference, “Survive and Thrive”, held earlier this month at the Sheraton Madison.

Are You Still Buying That Reference Book?   In an age where almost everything is available electronically, how do you decide whether or not to continue buying reference materials in print format?  Amy Lutzke (Dwight Foster PL), Kathy Hannah (Menasha PL),Linda Bendix (Frank L. Weyenberg Library of Mequon-Thiensville)discuss making reference purchasing decisions in the digital age.

Free Legal Assistance Clinics at Your Library.  Every librarian knows that legal reference questions can be tough to answer.  Learn how public libraries in one county partnered with courthouse staff to offer free monthly legal clinics to their patrons.   This panel discussion will include perspectives from librarians and courthouse staff on how this highly successful program got started and how you might be able to duplicate it in your area.  Speakers:   Diane Fremgen (Winnebago County Clerk of Courts), Joe Bongers (Elisha D. Smith PL), Dave Keck (Winnebago County Court Commissioner), Mark Arend (Winnefox).

DISCUSSION/ACTION ITEMS

16.    Fond du Lac Public Library, WALS Shared Catalog System, and Winnefox Library System.Clarification of loss of revenue to the Winnefox Library System.

Scenario 1:  Fond du Lac Public Library withdraws from WALS (Winnefox Automated Library System) but retains its membership in Winnefox.

Revenue source

2011

2012

Difference

State aid to public library systems (10% cut in 2012)

$984,315

$885,885

($98,430)

Fond du Lac Public Library WALS automation fee

$102,886

$0

($102,886

WALS automation fee

(all other Winnefox libraries; 10% cut)

$562,526

$506,410

($56,252)

TOTAL revenue floss

 

 

($257,568)

 

Scenario 2:  Fond du Lac remains a member of Winnefox and WALS.  Winnefox agrees to a 50% across-the-board cut for WALS automation fee.

Revenue source

2011

2012

Difference

State aid to public library systems (10% cut in 2012)

$984,315

$885,885

($98,430)

Member libraries WALS automation fee

$665,432

$332,706

($332,706)

TOTAL revenue floss

 

 

($421,136)

Scenario 3:  Fond du Lac Public Library withdraws from WALS and Winnefox.

Revenue source

2011

2012

Difference

State aid to public library systems (10% cut in 2012)

$984,315

$623,969

($360,346)

Member libraries WALS automation fee

$665,432

$456,215

($209,197

TOTAL revenue floss

 

 

($569,543)

As noted in last month’s report, Jeff Gilderson-Duwe made the following recommendations

to the WLS Board of Trustees in a March 24, 2011, memorandum.

1.      Take no action at the March 30, 2011 meeting. 

2.      Think about pros and cons of acceding to FDLPL request.

3.      Discuss with local library directors and board presidents.

4.      Place on next agenda of WLS Board of Trustees

SUGGESTED ACTION:  The Menasha Library Board may wish to consider a motion regarding recommendations #2.

17.  Report from the Executive Director Search Committee report.  The committee met on Wednesday, May 12, to interview three candidates for the position of Menasha Public Library Director.   REQUESTED ACTION.  Approve the recommendation of the Executive Director Search Committee.

 



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Mon-Thurs 8:30am - 8:30pm
Friday 8:30am - 6:00pm
Saturday 9:00am - 1:00pm
Sunday closed