The Monarch Library System

All Directors Meeting Minutes

West Bend Community Memorial Library

Date: Thursday, June8, 2017 Called to Order: 9:45 am Adjourned: 11:50am

Present: Amy Becker – West Bend, Alixe Bielot – Mayville, Mary Alice Bodden – Theresa, Tom Carson – Port Washington, Elizabeth Daniels – Iron Ridge, Jennifer Einwalter – Hartford, Jen Gerber – Saukville, Emily Goad – Kewaskum, Candy Graulich – Hustisford, John Hanson – Grafton, Alex Harvancik – Horicon, Bret Jaeger – Waupun, Kay Kromm – Reeseville, Nicole Lynaugh – Cedar Grove, Betty McCartney – Elkhart Lake, Ann Penke – Lakeland University, Linda Pierschalla – Cedarburg, Sarah Rabideau – Lomira, Martha Rosche – Plymouth, Connie Schuett – Juneau, Trisha Smith – Germantown, Camrin Sullivan – Mequon, Trixine Tahtinen – Oostburg, Vanessa Taylir – Slinger and Paula Torgeson – Fox Lake.

On-line Participants: Diane Kallas – Sheboygan and Mark Rozmarynowski – Sheboygan Falls

Absent: Erin Coppersmith – Kohler, Amanda Kensgaard- Lowell, Sue Kinyon – Brownsville, Sue Mevis – Beaver Dam and Jackie Rammer – Random Lake.

Also, Present: Amy Birtell – Monarch System Director, Nancy Szatkowski – Monarch System Board VP, Patrick Busch – System Staff, Heather Fischer – System Staff, Alison Hoffman – System Staff, Lynn Huether – System Staff, Robert Nitsch – System Staff andDoug Rakowski – System Board Member/Washington County Trustee.

I. Call to Order by Amy Birtell, System Director, at 9:45 am with a quorum present. The meeting was posted per Open Meeting Law.

II. Public Comment – Amy Becker – West Bend stated that if the noise level is a little loud, the reason is the Summer Reading program was in succession and the roof was being repaired. Elizabeth Daniels- Iron Ridge thanked Robert Nitsch, Alison Hoffman and Amy Birtell on all the help that they gave her with the circulation reports.

III. Approval of Agenda –Amy Birtell – System Director stated that the agenda will need to be amended because Vanessa Taylir must leave. So, section 7 b. Advisory (Governance) Committee report will be presented before the ILS Committee Report. Linda Pierschalla - Cedarburg moved to approve the amended agenda. Seconded by Elizabeth Daniels – Iron Ridge, motion carried by voice vote.

IV. Approval of the May 11, 2017 minutes–Vanessa Taylir - Slinger moved to approve the amended minutes with the changes made to Page 2 V. Seconded by Tom Carson – Port Washington, motion carried by voice vote.

V. System Director Evaluation – Amy Birtell – System Directorexplained that the HR Committee is having the System Staff, Library Director and System Board Members complete the evaluation. Please return the completed evaluation to Lynn Huether – System Staff in a sealed envelope before leaving today. All the surveys will be given to the HR Committee tonight in a large sealed envelope.

VI. Monarch System Reports – Written reports included in packet

a. Director’s Report- Amy Birtell – No comments.

b. Delivery Report – Lynn Huether – System Staff was asked by Alex Harvancik - Horicon if they could get an updated time for the deliveries, and Jennifer Einwalter - Hartford stated that they have been keeping track of the delivery time and it is not consistence. Lynn Huether – System Staff stated that the delivery time will vary based on how many bins are dropped off and picked up at the libraries before you. Also, each driver does the delivery a little different, like the roads driven and the sorting process. However, Lynn Huether – System Staff will have the drivers keep track of the times for two weeks and get back to the libraries with an updated time frame.

c. ILS Administration Report – Alison Hoffman and Jamie McFarlane –No comments.

d. Public Information Report – Heather Fischer – System Staff was asked by Jen Gerber - Saukville what the statement means, that “There will not be an option to opt out of participation in the events”. It means that if the two events overrun the allotted funds that the System Board approves, the difference will be charged to the libraries based on their tier level. Tonight, we will be requesting $1,500.00 for each event. The marketing material has been finalized and the orders need to be in on or before Monday June 12th. Regarding the Monarch Apparel/Gear orders please get the orders to Heather Fischer – System Staff on or before Friday, June 16th. Tom Carson – Port Washington asked if the website could be added to mouse pads, bags etc., the more advertising the better. Heather Fischer – System Staff will be adding the web site information to the products.

e. Technology- Patrick Busch and Robert Nitsch – Tom Carson – Port Washington asked what is the status on the project with AT&T. Also, Alex Harvancik - Horicon commented that working with the AT&T service people is like the right hand does not know what the left hand is doing. Robert Nitsch – System Staff explained that AT&T will be coming to each library a total of four times. However, the service person has a set job to complete in the project and may or may not know what the other service person is responsible for. Once AT&T has completed the project and fixes any problems/issues they will start working with the Frontier and any other carrier. Elizabeth Daniels – Iron Ridge asked what type of improvements will the libraries see. We now have only 600 megabytes with Badger Net and this will increase to a full gigabyte. The gigabyte will be split between Transit and ISP. Each library excluding Mead and West Bend will be upgrade to 20 megabytes and Mead and West Bend will be upgraded to 50 megabytes. If by chance we run over the allot ISP amount, a request will be made for more with Badger Net. The system office will be first to be completed, because Badger Net runs through system office to the libraries. Once the system office is up the libraries will then get a set date and time, Robert Nitsch – System Staff will be sending the information out when it is available.

f. Youth & Inclusive Services Report – Holly Smith – System Staff is out with the bookmobile, so if you have any questions please send her an e-mail.

VI. Committee Reports

ILS Committee Report

Betty McCartney - Elkhart Lake gave an overview of the recent ILS Committee meeting. Normally the committee would make recommendationin June and January to the standards, but because of the topics that will be covered at the all directors meeting it was put on hold until July. The Polaris 5.5 upgrade will be taking place sometime in August of 2017, the committee will be covering the upgrade detail when the information becomes available. Regarding the cover art issues, Content Café is now up and running. Regarding, Polaris Socialshould we startusing it and do weneed a committee to review the comments/rankings. If we decide to use Polaris Social, Alex Harvancik – Horicon would like a protocol on what staff member would tell a patron when they have a complaint.

Presentation of moratoria options. The directors completed a moratorium survey and from the results the ILS committee created three recommendations.

Recommendation 1: Moratorium on all new DVD’s and Blu-rays.

Recommendation 2: Moratorium on all new adult fiction

Recommendation 3: Moratorium on all new DVD’s, Blue-rays and adult fiction.

Tom Carson – Port Washington moved for a vote on the definition of the moratorium, Seconded, by Alex Harvancik - Horicon, motion carried by voice vote. Alex Harvancik – Horicon moved to adopt Recommendation 3 with the word moratorium be changed to “system-wide lucky day collection”. Seconded, by Jen Gerber – Saukville. Per the decision the director’s stated the reasons for and against the moratorium/recommendations. A roll call vote was taken and the results of the weighted vote was 33 yes and to pass it needed 42. Recommendation 3 did not pass.

Tom Carson – Port Washington moved for a vote if we should continue with the moratorium process. Seconded, by Martha Rosche - Plymouth. A roll call vote was taken and the results of the weighted vote was 28 yes and to pass it needed 39. Moratorium did not pass.

Bibliographic Database Management Standards – Betty McCartney – Elkhart Lake gave an overview of the standards and a vote will be taken at the next meeting.

Advisory (Governance) Committee

Vanessa Taylir - Slingerthanked Betty McCartney – Elkhart Lake for starting to write the Directors Council Bylaws. At the meeting on May 11, 2017 the Advisory Committee met after the Directors Council Meeting and reviewed the Bylaws. They decided to revise the bylaws and they would like to finalize the bylaws at the next Directors Council meeting. Elizabeth Daniels – Iron Ridge had a question about the two-thirds vote in Article Vi – General. Is the vote simple or weighted, because it is not stated? Vanessa Taylir - Slinger believes that it is a simple vote. If you have any comments or questions regarding the bylaws, feel free to e-mail Vanessa Taylir - Slinger

VII. Old Business –

Nancy Szatkowski – System Board Member commented that she contacted another system who did a smaller merger and they found that over time it will even out. Please remember that we have been Monarch Library System for only six months and we will be seeing ups and downs before things start to level/even out. Linda Pierschalla – Cedarburg stated that we need to look at this issue later and we need to work on other issues we have as a system. Jennifer Einwalter – Hartford agreed that we have problems/issues and that we may need to get someone in to help us with the problems/issues that we have in the system. Nancy Szatkowski – System Board Member stated that the MLS board is aware that a mediator may be needed and have been considering it. Jen Gerber – Saukville made a motion that we get a mediator to help us with the problems/issues we have in the system. Seconded, by Cady Graulich – Hustisford, motion carried by voice vote.

VIII. New Business–

2017MLS Budget – Amy Birtell – System Director explained the estimated budget report and that the final budget information will be available in October of 2017.

IX. Next Directors’ Council Meeting – to be held July 13, 2017 at 9:30 am at West Bend CommunityLibrary

X. Adjourn: At 11:50a.m., Trixine Tahtinenmoved to adjourn. Seconded by Tom Carson, motion carried by voice vote.