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Home My WebLink About07 14 2015 Ad Hoc Library Services Subcommittee Minutes MEETING MINUTES AD HOC COUNTY LIBRARY SERVICES SUBCOMMITTEE July 14, 2015 3:00 PM Baldwin Public Library Baldwin Public Library - 400 Cedar Street, Baldwin, Wisconsin CALL TO ORDER ROLL CALL Attendee Name Organization Title Status Arrived Roy Sjoberg St. Croix County Supervisor Present Dave Ostness St. Croix County Supervisor Present Judy Achterhof St. Croix County Supervisor Present Others present: Karen Furo-Bonnstetter, Woodville Public Library; Brenda Hackman, Hazel Mackin Community Library; John Thompson, IFLS; Nancy Miller, River Falls Public Library; Rebecca Dixen, Baldwin Public Library, Norma Scott and Ginny Scheider, Somerset Public Library; Alan Burchill, City of Hudson; Joyce Hall, City of Hudson; Kim Hennings, Friday Memorial Library (New Richmond); Janet L. Scepuek, Glenwood City Public Library APPROVAL OF MINUTES 1.Ad Hoc County Library Services Subcommittee – Regular – June 16, 2015 6:30 PM RESULT:ACCEPTED PUBLIC COMMENT None BUSINESS ITEMS 1.Continuing Review of Proposed Changes to County Library Services Plan 2015-2018 Sjoberg explained each library is required to have a County Library Service Plan that is adopted by the full County Board after a public hearing is held. Dixen provided copies of two changes to the plan since the last meeting. Revised mission statement read by Miller. Discussion regarding mission statement. Modifications made to draft language. Those present agreed to the modifications Mission Statement - St. Croix County envisions library services for all residents that ensure each individual has the opportunity and high quality resources to read, engage, work, create, and learn. St. Croix County shall provide equitable funding that will allow libraries within the county to provide access to the tools and services required to meet the needs of the county residents. Dixen reported revisions were made to item III. Current Library Services to County Residents-A. Inventory of Services. Discussion regarding Inventory of Services. Those present agreed to the modifications: Libraries in St. Croix County strive to provide services to meet the needs of their communities and will continue to expand those services to reflect technological advances. Each library has a Library Board of Trustees that determines library policy and the scope and extent of services provided by that library. A sample of services offered can be found at the end of the Library Service Plan. Sjoberg reported this committee has responsibilities and the goals and objectives are part of the plan. There are no changes to the goals within the plan. RESULT:DISCUSSED 2.Review Library Funding Spreadsheet Distribution and explanation of 2015 Library Funding spreadsheet by Achterhof. This report reflects funding and contribution of libraries located within a city or village and the figures exclude utilities costs and benefits. Discussion regarding IFLS providing a standardized reporting approach for reporting library funding information to the county. Discussion regarding factoring service population. Dixen thanked Achterhof for her efforts in gathering this information. RESULT:DISCUSSED 3.County Funding of the Hudson Area Joint Library; Use of the Retained Funds Sjoberg provided a brief history of the Hudson Area Joint Library funding decision to suspend making payments to its neighbors and county funding percentages for rural circulation which was 100% in 2015. It was noted the total amount shorted to neighboring libraries for 2015 was $54,000. Discussion regarding paying Hudson Area Joint Library at least 70% . Thompson confirmed the county can fund libraries at different rates as long as they maintain the minimum rate at 70%. Money collected for library purposes that was not paid out could be distributed to other libraries per John DeBacher, Director of Public Library Development. This committee could make this recommendation to the Administration Committee. Discussion regarding reimbursing River Falls, Roberts, New Richmond, Somerset and Baldwin a percentage and revising this each year. Motion by Ostness, 2nd by Sjoberg to reimburse Hudson Area Joint Library for its rural use in 2016 at 70% and the tax money that’s been collected, the 30% difference can be used for next year to the adversely impacted libraries. Motion by Achterhof, 2nd by Sjoberg to amend the motion to add at the end "unless the Hudson Area Joint Library recommences its reimbursement to its neighbors." Burchill expressed concerns regarding citizens have to double pay. Discussion regarding the joint library agreement among the four communities and commitments to reimburse other libraries in the count and not hold them harmless. Discussion regarding citizens using other libraries on Mondays when the Hudson library is closed. Joyce Hall stated Hudson should be a good neighbor and suggested those present articulate the reasons and submit letters to city council and Hudson library board for the record. Amendment passed unanimously. Motion as amended passed unanimously. RESULT:DISCUSSED 4.Further Discussion About Adding Members to Library Boards; Report on which of our County Libraries Might Request County Appointments Dixen noted the Moore Library District meeting is scheduled for the end of July. She will seek information from this group regarding adding members to library boards and report back to this group at the next meeting. Hackman expressed concerns regarding the lack of a quorum and having additional county members would be helpful. Achterhof expressed concerns regarding outside interference on local library boards. Thompson reported per Wisconsin Statute, library boards can change the number that constitutes a quorum. Discussion regarding appointing county representatives to local library boards. Sjoberg responded the County Administrator would make recommendations for county representatives. Appointments would be made at the request of each library director. RESULT:DISCUSSED 5.Formalizing a County Library Subcommittee to Serve as a Standing Committee under the Administration Committee; Discuss its Responsibilities Sjoberg provided a draft of responsibilities for the Ad hoc County Library Services Subcommittee. This committee would not need to meet monthly but rather meet as often as necessary to meets its responsibilities. Review of responsibilities by Sjoberg: 1.Review and recommend changes to the County Library Service Plan 2.Participate actively in the required Public Hearing whenever a new County Library Service Plan is to be adopted 3.Generate standardized forms and processes for annual State of the Library reports to be presented to the Administration Committee by each of the libraries within the county in March of each year 4.Recommend, when and as appropriate, the appointment of additional Trustees to libraries within the county 5.Assist with advocacy and education about the value of our public libraries 6.Review the county’s library tax assessment and the application of its revenue and provide comment and recommendations to the Administration Committee and to the Finance Department 7.Respond to concerns raised by any of the county libraries or as a result of changes in agreements, policy or legislation affecting the libraries within the county Discussion regarding forming the subcommittee and annual reports to the Administration Committee. Discussion regarding Plan changes per amendment "won’t arbitrarily reduce funding; when can we divert when it’s not arbitrary?" Motion by Sjoberg, 2nd by Ostness to formalize as an official subcommittee of the Administration Committee. Passed unanimously. RESULT:DISCUSSED 6.After reports from Sjoberg, Achterhof and Ostness, Finalize the Goals and Objective of the County Library Subcommittee and Adjust the County Library Services Plan 2015- 2018 Accordingly Sjoberg stated this committee does not have goals and objectives and this topic is no longer germane. Other responsibilities will be addressed at the next meeting after the Moore District Meeting and how funding is working. Thompson distributed the Pierce County Library Service information. RESULT:DISCUSSED 7.Determine a Date for the Public Hearing to be Performed by the Administration Committee Motion by Sjoberg, 2nd by Achterhof to hold a public hearing by the Administration Committee to review and adopt the County Library Services Plan 2015 - 2018 at its September meeting. Passed unanimously. RESULT:DISCUSSED REQUEST FOR FUTURE AGENDA ITEMS Thompson to provide standardization information to report funding. Dixen report back on responses from the Moore District meeting. ANNOUNCEMENTS & CORRESPONDENCE None. ADJOURN 5:17 PM DATE OF NEXT MEETING August 11, 2015 at 3:00 p.m. - Hazel Mackin Community Library, Roberts