Prairie Lakes Library System

Apr
04

Prairie Lakes Advisory Committee Meeting

Matheson Memorial Library - 101 N Wisconsin St, Elkhorn, WI 53121 - Community Room (Across from Inner Library Entrance)

https://meet.goto.com/181260189
Access Code: 181-260-189 | To access via telephone, please dial: +1 (312) 757-3121

Tuesday, April 4 2023

9:30am - 11:00am CDT

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.

Connection Details:

Virtual Link: https://meet.goto.com/181260189

Access Code: 181-260-189 | To access via telephone, please dial: +1 (312) 757-3121

Agenda

  1. Call to Order
    9:30 am CDT

    A chairperson from Racine County is recommended, for the purpose of county rotation.

  2. Roll Call and Introduction of Guests

    Regular Representatives: Carter, Schnupp, Dimassis/Devries, Hein, Davies, Langer, Heskette, Kloeckner, Bartoli, Krebs-Smith, Burkhalter, Strehlow, Swanson, McCormick/Teval, Kornak, Robinson, Kunkel, Strunz, Zimmermann, Stapleton, Sorrentino, Kinkaid. Prairie Lakes Board Trustee(s): Mary Nugent.

  3. Approval of Previous Minutes

    Included in packet.

  4. Informational Reports
    1. System Director's Report (Steve Ohs)

      Included in Packet.

    2. Library System Board Report

      Included in Director's Report.

    3. Technology Team Report (Jim Novy)
    4. Marketing and Public Relations Coordinator's Report (Tovah Anderson)
    5. Youth Services Report (Jen Puccini)
    6. Inclusive Services Report (Rene Bue)
    7. Subcommittee on Bylaws Report (Bartoli, Davies, Krebs-Smith)
  5. Special Order of Business for SHARE Consortium

    NOTE: The directors or designated proxies of the Kenosha Public Library and Kenosha Community Library may vote on any motions occurring during this special order of business.

    1. Presentation and Walk-Through of DRAFT 2024 Cooperative Budget (Informational)

      An initial draft budget is included in the packet. Cost figures in this budget are preliminary and will be updated to reflect precise costs as vendors make renewal quotes available over the coming months. 5% increases are included, as estimates. We have added 1) ArchiveSocial and 2) LocalHop to this budget.

    2. Discussion of the DRAFT 2024 Cooperative Budget (Possible Action)

      A time for feedback, proposals for changes, etc. It is recommended that any change proposals be accompanied by a vote. Examples: remove BrainFuse, remove something else, add something else.

    3. Next Steps in the 2024 Cooperative Budget Process (Informational, Discussion)

      The following timeline is based on our current state of knowledge, and can easily be changed in response to the A.C.'s preferences (your feedback is very helpful):

      • May 2023 - PLLS presents an updated draft based on today's discussion, and A.C. will have another opportunity to make additional changes.
      • PLLS staff will continue to update vendor-quoted renewal figures as soon as we get them, and attempt to hold vendors to no more than 5% annual increases as best we can.
      • June 2023 - Suggested target date for approval of the 2024 Cooperative Budget.
      • After approval of the budget, PLLS will monitor any outstanding vendor renewal quotes. If any quotes come back in excess of 5% increase, we will bring the budget back to the A.C. for your approval again.
  6. Unfinished Business (None)
  7. New Business
    1. AI Chatbots in Libraries (Discussion)

      Jim Novy will lead a discussion on this topic.

  8. Member-Suggested Items for Future Meetings
  9. Member Library Updates

    Each member library is welcome to share any local updates - including recent activities, success stories, challenges, or any other information you would like to share.

  10. Announcements
    1. Next Scheduled Advisory Committee Meeting

      Tuesday, May 2nd @ 9:30 AM. Matheson Memorial Library Community Room.

    2. Next Scheduled System Board Meeting

      Wednesday, May 24th @ 6:30 PM. Virtual-Only (Due to WAPL Conference)

  11. Adjournment

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
org logo

Prairie Lakes Advisory Committee Meeting

Tue Apr 4, 2023 2:30 PM - 4:00 PM UTC

Matheson Memorial Library - 101 N Wisconsin St, Elkhorn, WI 53121 - Community Room (Across from Inner Library Entrance)

https://meet.goto.com/181260189Access Code: 181-260-189 | To access via telephone, please dial: +1 (312) 757-3121

Call to Order

A chairperson from Racine County is recommended, for the purpose of county rotation.

Called to order at 9:32 A.M. by Charles Teval, acting chair.

Roll Call and Introduction of Guests

Quorum met.
Regular Representatives – Present: Emily Sanders, Baroli, Burkhalter, Swanson, Teval, Kornak, Robinson, Strunz, Zimmerman; Present Virtually: Michael DeVries, Langer, Kloeckner, Krebs-Smith, Strehlow, Kunkel, Stapleton, Sorrentino, Kinkaid; Absent: Carter, Hein, Davies, Heskett, Schnupp (TKA)
Prairie Lakes System Staff – Present: Anderson, Dowling, Erickson Hudson, Novy, Ohs, Platteter; Absent: Schultz
Prairie Lakes Board Trustee(s): Mary Nugent.

Approval of Previous Minutes

Included in packet.

Kloeckner requested the correction of her name in attendance via email. 

Motion to approve minutes by Sorrentino, second by Burkhalter. Motion carried.

Informational Reports

System Director's Report (Steve Ohs)

Included in Packet.

Ohs recapped the written report.

Library System Board Report

Included in Director's Report.

Ohs recapped the written report.

Technology Team Report (Jim Novy)

Novy shared current Tech Team projects.

Marketing and Public Relations Coordinator's Report (Tovah Anderson)

Anderson shared current Marketing and Public relations news.

Youth Services Report (Jen Puccini)

Ohs shared a submitted report.

Inclusive Services Report (Rene Bue)

Bue emailed state Inclusive Services updates to the PLLS Directors List prior to the meeting.

Subcommittee on Bylaws Report (Bartoli, Davies, Krebs-Smith)

A draft will be reviewed at the next PLAC meeting.

Special Order of Business for SHARE Consortium

NOTE: The directors or designated proxies of the Kenosha Public Library and Kenosha Community Library may vote on any motions occurring during this special order of business.

Presentation and Walk-Through of DRAFT 2024 Cooperative Budget (Informational)

An initial draft budget is included in the packet. Cost figures in this budget are preliminary and will be updated to reflect precise costs as vendors make renewal quotes available over the coming months. 5% increases are included, as estimates. We have added 1) ArchiveSocial and 2) LocalHop to this budget.

Ohs recapped included draft budget.

Discussion of the DRAFT 2024 Cooperative Budget (Possible Action)

A time for feedback, proposals for changes, etc. It is recommended that any change proposals be accompanied by a vote. Examples: remove BrainFuse, remove something else, add something else.

Robinson motioned to strike Archive Social from the draft budget. Kornak seconded. motion carried.
Robinson motioned to strike Brainfuse HelpNow from the draft budget. Bartoli seconded. Motion carried.

Bring Brainfuse HelpNow sunset date to next PLAC Meeting.

Assigned to: Steve Ohs

Due: 05/02/2023

Obtain Gale pricing and arrange a Demo.

Assigned to: Steve Ohs

Due: 05/02/2023

Encourage libraries to adopt a Record Retention Policy – or else records need to be maintained in perpetuity. https://dpi.wi.gov/libraries/records

Assigned to: Steve Ohs

Due: 07/11/2023

Next Steps in the 2024 Cooperative Budget Process (Informational, Discussion)

The following timeline is based on our current state of knowledge, and can easily be changed in response to the A.C.'s preferences (your feedback is very helpful):

  • May 2023 - PLLS presents an updated draft based on today's discussion, and A.C. will have another opportunity to make additional changes.
  • PLLS staff will continue to update vendor-quoted renewal figures as soon as we get them, and attempt to hold vendors to no more than 5% annual increases as best we can.
  • June 2023 - Suggested target date for approval of the 2024 Cooperative Budget.
  • After approval of the budget, PLLS will monitor any outstanding vendor renewal quotes. If any quotes come back in excess of 5% increase, we will bring the budget back to the A.C. for your approval again.

Unfinished Business (None)

New Business

AI Chatbots in Libraries (Discussion)

Jim Novy will lead a discussion on this topic.

Novy led a discussion on Artificial Intelligence and its applications in the workplace.

Member-Suggested Items for Future Meetings

  1. Bylaws
  2. 2024 revised DRAFT Budget

Member Library Updates

Each member library is welcome to share any local updates - including recent activities, success stories, challenges, or any other information you would like to share.

Interested libraries shared updates about programing, building status, staffing, and grants.

Announcements

Next Scheduled Advisory Committee Meeting

Tuesday, May 2nd @ 9:30 AM. Matheson Memorial Library Community Room.

Next Scheduled System Board Meeting

Wednesday, April 26th @ 6:30 PM. Virtual-Only (Due to WAPL Conference)

Adjournment

A motion to adjourn is required.

Adjourned by Teval at 11:10 AM

Motion to adjourn by Strunz. Second by Kornak. Motion Carried.

Submitted by Tovah Anderson, Tuesday, April 4, 2023.

Amended 5/2/2023: Roll, added Schnupp under Absent Members. TKA.

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