Prairie Lakes Library System

Feb
29

Prairie Lakes Library System Board Meeting - February 28th, 2024

PLLS Waterford Offices - 2nd Floor - 29134 Evergreen Drive, Waterford, WI (Virtual Option Available)

https://meet.goto.com/151066053
Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Wednesday, February 28 2024

6:30pm - 8:30pm CST

NOTICE OF PUBLIC MEETING: The public and press are welcome to attend in person or virtually, depending on the options available above. If you need assistance in participating in this meeting or event, please call (262) 514-4500.

Virtual Connection Information:

Web URL: https://meet.goto.com/151066053

Via Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Agenda

  1. Call to Order
    6:30 pm CST

    Annette Smith (Acting Board President)

  2. Welcome and Introductions
  3. Roll

    Brace, Coffman, Dinnes, Johnson, Laufenberg, Lea, Miller, Nugent, Schubring, Smith, Tilleros, Wilson.

  4. Public Comment Period

    Anyone wishing to address the System Board at this time will be allowed up to 5 minutes. Your subject can be anything whether on the agenda or not. The System Board should not engage in a discussion regarding comments because it was not part of the publicly noticed agenda. Upon conclusion of the public comment period, members of the audience are not allowed further comment unless they are participating in a public hearing or if specifically allowed by a majority vote or consent of the System Board due to involvement in an agenda item.

  5. Declaration of Interests Concerning the Agenda

    Any Trustee wishing to indicate a conflict of interest with any item(s) on the agenda is encouraged to do so at this time.

  6. Presentations or Group Activities (If Any)
  7. Approval of Consent Agenda

    Items on the consent agenda are intended to be approved in a single motion. Any trustee may withdraw any individual item(s)  for separate consideration under agenda item #8.

    Consent agenda items:

    1. Approval of Agenda
    2. Approval of Previous Minutes (Note: December minutes provided - no quorum in January.)
    3. Approval of Expenditures Report
    4. Approval of Financial Report

     

  8. Discussion and Approval of Any Items Withdrawn from Consent Agenda
  9. Informational Reports
    1. System Director
    2. Prairie Lakes Advisory Committee
  10. Unfinished Business
    1. 2024 Board Officer Selection (Possible Action)

      The Ad Hoc Committee for 2024 Board Officer Nominations will present a slate of candidates for 2024 officers. 

  11. New Business
    1. Presentation for Approval: 2023 Prairie Lakes Library System Annual Report (Possible Action)

      Director's Note: Library systems in Wisconsin are required by Wis. Stat. §43.17(5) to complete a report at the close of each fiscal year. The enclosed draft report satisfies this requirement. Annual reports are due to DPI by February 28th, 2024. Systems may amend their plans after the initial filing requirement is met. 

    2. Presentation for Approval: 2024-2028 PLLS Strategic Plan (Possible Action)

      Director's Note: The development of a strategic plan was identified as a key priority during the library system merger process. The WiLS organization was selected to develop and facilitate the creation of the plan. The planning process commenced in May of 2023 and concluded early in February, 2024. The resulting plan is based upon data collected from member library directors and other staff, system staff, the PLLS Board, and several mixed stakeholder focus groups. 

    3. Presentation for Approval: Budget Revision 2024-1 (Possible Action)
  12. Announcements
    1. Next Meeting: Wednesday, March 27th @ 6:30 PM

      Location: Milton Offices

  13. Anticipated Business for Next Meeting
    • Presentation of compensation plan developed by Carlson Dettmann Consulting.
    • Draft PLLS bylaws.
  14. Adjourn

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
org logo

Prairie Lakes Library System Board Meeting - February 28th, 2024

Thu Feb 29, 2024 12:30 AM - 2:30 AM UTC

Feb 28th, 2024 – 6:30pm - 8:30 pm
PLLS Waterford Offices - 2nd Floor - 29134 Evergreen Drive, Waterford, WI
(Virtual Option Available)

Virtual Connection Information:
Web URL: https://meet.goto.com/151066053
Via Phone: +1 (872) 240-3311 – Access Code: 151-066-053

Call to Order

Annette Smith (Acting Board President) called the meeting to order at 6:30 PM.

Welcome and Introductions

Roll

Members Present: 10 – Brace (virtual), Dinnes, Johnson (virtual), Lea, Miller (virtual),
                                                 Nugent, Schubring (virtual), Smith, Tilleros, Wilson
Members Absent: 4 – Coffman, Laufenberg, 2 Vacant Seats

System Staff:  4 – Anderson, Erickson, Ohs, Platteter
Guests: 1 –  Michelle Carter–Director @ Aram Public Library, Delavan(virtual)

Public Comment Period

None.

Declaration of Interests Concerning the Agenda

None.

Presentations or Group Activities (If Any)

None.

Approval of Consent Agenda

  1. Approval of Agenda
  2. Approval of Previous Minutes (Note: December minutes provided - no quorum in January.
  3. Approval of Expenditures Report
  4. Approval of Financial Report
Brace motioned to approve the consent agenda as presented.
Nugent seconded the motion.
Discussion: Miller questioned why the January wages line was negative – Erickson explained it was due to Baker & Tilly’s auditing process and unused leave time, which is debited at the end of the year and credited at the start of the next.
Motion carried.

Discussion and Approval of Any Items Withdrawn from Consent Agenda

None.

Informational Reports

System Directors report

Ohs recapped his written report (included in meeting packet):

  • Ohs has completed the following site visits since the last board meeting: Hedberg Public Library (1/26/24), Edgerton Public Library (1/26/24), Eager Free Public Library (2/2/24), Genoa City Public Library (2/13/24), and Brigham Memorial Library (2/22/24)
  • Financial Audit has been completed. Anticipating a Baker-Tilly presentation at the April Board meeting.
  • PLLS Annual Report 2023 is complete and ready for the board’s review, approval, and the president’s signature. (Included in packet)
  • Member Library Annual Report information sessions were well attended and most libraries have completed their reports.
  • We have a strategic plan. A presentation of the plan is further down tonight’s agenda.
  • The compensation plan the board commissioned is on schedule and we are anticipating presentation at the March board meeting.
  • Delivery RFP was submitted to 3 vendors and we’re expecting several proposals. The deadline is March 6th. We’re anticipating presenting a delivery recommendation to the board in June after we’ve had time to digest and follow up on the proposals.
  • Included in the meeting packet are several informational sheets developed by the Wisconsin Library Association for distribution to legislators at the annual Library Legislative day, which took place earlier this month.

Prairie Lakes Advisory Committee

Ohs recapped his written report (included in meeting packet):

  • Previous meeting was held virtually on February 13, 2024
  • an upcoming software upgrade to the SirsiDynix Symphony library automation software
  • update on DPI’s ongoing upgrade of the WISCAT interlibrary loan software
  • information gathering about ongoing BadgerNet data connection cutovers
  •  updates and order collection for annual group PC purchase
  • approval of server replacement purchase; conversation on 2025 co-op budget vendors and development.

Unfinished Business

2024 Board Officer Selection (Possible Action)

The Ad Hoc Committee for 2024 Board Officer Nominations recommended continuing with the same slate of officers from 2023 into 2024.

Dinnes motioned to accept the recommended slate of officers: President–Annette Smith, Vice President–Robert Miller, Treasurer–Gary Tilleros, Vice Treasurer–Stephen Brace.
Lea seconded the motion.
Discussion: Wilson explained that the committee felt the continuity of the proposed slate would be helpful to the board and system given more merger work on board development and structure is needed. Tilleros and Smith conversed about the responsibilities of the Treasurer and the need for formal officer descriptions in the future. 
The motion carried with a unanimous vote.

New Business

Presentation for Approval: 2023 Prairie Lakes Library System Annual Report (Possible Action)

Ohs presented the annual report draft (included in the meeting packet.) Trustees asked questions and provided comments. The following revisions were suggested:

  • IV. System Board and Organization
    – Correct Gary Tilleros' address
    – Update Board Roster to the current list
  • VIII. Library System Evaluation and Certification…
    – Wis Stat.43.24(2)(h) Professional Consultants… – check to box next to “Adult Services”
  • IX. Collaborative Activities
    – typo at end of the second line of comments, change “much-reduces” to “much-reduced”
  • Comments
    – Others – the first line should also list Hedberg Public Library as the secondary Resource Library.
    – Others – last comment regarding library director certification and turnover – Amend to mention that Teval, Hedberg’s interim director is Grade I certified and Demske, Racine’s interim director is not.
Tilleros motioned to approve the System Annual Report with the aforementioned revisions.
Wilson seconded the motion.
Discussion: none.
Motion carried.
Brace led the board in commending Ohs and Platteter on a job well done compiling PLLS’ first annual System Report.

Presentation for Approval: 2024-2028 PLLS Strategic Plan (Possible Action)

Ohs skimmed over the PLLS Strategic Plan (included in the meeting packet) calling out the highlights. Much discussion about the thoroughness of the plan, the ease of the process, the need for developing an executive roadmap with built-in progress evaluations with specific metrics or key performance indicators, and a general desire to create a standing agenda item for checking in on progress on the strategic plan objectives.

Wilson motioned to approve the strategic plan as presented.
Nugent seconded the motion.
Discussion: Steve will work on a recommendation for tracking and evaluating progress toward the plan’s objectives.
Motion carried.

Presentation for Approval: Budget Revision 2024-1 (Possible Action)

Ohs went over the proposed budget revision (included in the meeting packet) which included an increase in insurance after an in-person appraisal; Change to a 6-month Youth Services Contract; Change to a 6-Month Inclusive Services Contract; a takeover of the Bookpage subscription cost; and addition of Program Supplies line for a system-wide jigsaw puzzle competition suggested and well-received by member libraries.

PLLS Budget Revision 2024–1

Account: 6-1303 Insurance - Liability
Old Amount: $12,000.00            Budget Change: $2,310.00            New Amount: $14,310.00
Reason for Change: Actual Expense higher than estimated after in-person appraisal.

Account: 6-1451 Contract - Youth Services
Old Amount: $0.00            Budget Change: $3,240.00            New Amount: $3,240.00
Reason for Change: 6 months of contract position

Account: 6-1452 Contract - Inclusive Services
Old Amount: $0.00            Budget Change: $800.00            New Amount: $800.00
Reason for Change: 6 months of contract position

Account: 6-1431 Bookpage Subscription
 Old Amount: $0.00            Budget Change: $7,000.00            New Amount: $7,000.00
 Reason for Change: Takeover cost for system libraries

Account: 6-1432 Program Supplies
Old Amount: $0.00            Budget Change: $5,000.00            New Amount: $5,000.00
Reason for Change: Provide puzzles & prizes for system-wide puzzle contest

                                                       Budget Change: $18,350.00

2024 Budget With Revisions
                                     Operating Income/Expenses
Total Income:         $8,938,474
Total Expenses:    $8,867,187
Balance:                   $71,287

PLLS Budget Revision 2024–1 figures added to minutes 3/28/24 by TA.

Tilleros motioned to approve the budget revision as presented.
Wilson seconded.
Discussion: none.
Motion carried.

Announcements

Smith reminded trustees to fill out the emailed Doodle Poll regarding dates for the 2024 Board Retreat. Some trustees mentioned they did not receive the email or had found it in their spam folders – this may be due to PLLS’ use of Google Groups and new DMARC regulations.

Next Meeting: Wednesday, March 27th @ 6:30 PM Location: Milton Offices

Anticipated Business for Next Meeting

Presentation of compensation plan developed by Carlson Dettmann Consulting.

Draft PLLS bylaws.

Adjourn

Dinnes motioned to adjourn the meeting.
Tilleros seconded.
Discussion: None.
Motion Carried.

Annette Smith (Acting Board President) adjourned the meeting 7:42 PM.

Submitted by Tovah Anderson on Thursday, February 29, 2024.

Revised by Tovah Anderson on March 28, 2024, to include figures of the proposed "PLLS Budget Revision 2024–1".

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