Prairie Lakes Library System

Jun
06

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, June 6 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 volunteer to chair this meeting is requested.

  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 Liaison: Mary Nugent.

  3. Approval of Previous Minutes

    Included in packet.

  4. Informational Reports
    1. System Director's Report (Steve Ohs)
    2. Library System Board 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)
  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 of 3rd DRAFT 2024 Cooperative Budget (Informational)

      System staff will share updates with the group regarding the 2024 cooperative budget process.

    2. Discussion of the 3rd DRAFT 2024 Cooperative Budget (Possible Action)

      A vote to approve or approve with changes made during the meeting is recommended.

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

      Following budget approval, PLLS will monitor any outstanding vendor renewal quotes. If any quotes come back in excess of a 5% increase, we will return the budget to the A.C. for formal revision.

  6. Unfinished Business (None)
    1. 2nd DRAFT Bylaws of the Prairie Lakes Advisory Committee (Possible Action)
  7. New Business
    1. 2024 County Reimbursement Information (Informational, Discussion)
    2. 2024 Library Seed Program (Informational, Discussion)
    3. Level of Specificity in Meeting Minutes (Discussion)
  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, July 11th @ 9:30 AM. Matheson Memorial Library Community Room.

    2. Next Scheduled System Board Meeting

      Wednesday, June 21st @ 6:30 PM. Hybrid meeting format.

  11. Adjournment

    A motion to adjourn is required.

Minutes Tab

Prairie Lakes Library System
org logo

Prairie Lakes Advisory Committee Meeting

Tue Jun 6, 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/181260189
Information/Pin: Access Code: 181-260-189 | To access via telephone, please dial: +1 (312) 757-3121

Call to Order

Teval Volunteered to chair the meeting and called the meeting to order at 9:31 AM.

Roll Call and Introduction of Guests

Regular & SHARE Members: Present: Carter, Krebs-Smith, Stapleton, Sorrentino, Nunez, Davies, Teval, Kunkel, Robinson, Kloeckner, Strunz, Kornak (via GoToMeeting), Zimmermann (via GoToMeeting), Schnupp (via GoToMeeting), Briese (via GoToMeeting), DeVries (via GoToMeeting), Strehlow (via GoToMeeting), Bartoli (via GoToMeeting), Langer (via GoToMeeting), Swanson (via GoToMeeting) (TKA); Absent: Hein, Heskette, S̶̶w̶̶a̶̶n̶̶s̶̶o̶̶n̶̶ (TKA), Kinkaid; PLLS Staff: Present: Anderson, Novy, Bue, Erickson, Ohs; Absent: Dowling, Hudson, Schultz, Platteter, Puccini; Board Liaison: Present: Nugent

Approval of Previous Minutes

Included in packet.

Sorrentino motioned to approve the May meeting minutes. Robinson seconded. Discussion involved specificity of minutes and revealed an error in which the minutes from item 5 d. onward were not saved.Sorrentino rescinded the motion. May minutes will be revised and re-submitted for approval at the July meeting. 

Informational Reports

System Director's Report (Steve Ohs)

Ohs recapped his written report. Nothing additional.
https://app.boardable.com/prairie-lakes-library-system/meetings/public/dd2db8b18ac350261ae165d6f5678241/e8f10e30/view

Library System Board Report

Covered in the System Director's Report.

Technology Team Report (Jim Novy)

Novy verbally reported on the IP address change for eResources; WiscNet Conference highlights; and how the Patron Experience Taskforce is reimagining the Favorite Author Club and related new services.

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

Anderson verbally reported on updates to the Marketing and Public Relations ListServ; an opportunity to participate in a 2" vinyl sticker group purchase with other WI libraries; and gaged interest in PLLS and/or SHARE stickers for existing library cards.

Youth Services Report (Jen Puccini)

Ohs read a report submitted by Puccini, which mentioned an email from Puccini coming soon regarding the setup requirements of Storywagon Performers. Puccini also obtained additional coupon giveaways for summer library programs from various locations.

Inclusive Services Report (Rene Bue)

Bue verbally reported on upcoming "Let's Talk About Race" in-person trainings; upcoming inclusive services meetings for various state organizations; and additional references coming soon to the Inclusive Services Consulting page on prairielakes.info

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 of 3rd DRAFT 2024 Cooperative Budget (Informational)

System staff will share updates with the group regarding the 2024 cooperative budget process.

Ohs used a live Google Sheets version of the budget to present proposed updates and breakdowns of quotes obtained for Gale Courses, Udemy, Brainfuse HelpNow, and SkyRiver. Ohs also said LocalHop is still in the works and is being paid for from PLLS' budget, not the coop budget.

Discussion of the 3rd DRAFT 2024 Cooperative Budget (Possible Action)

A vote to approve or approve with changes made during the meeting is recommended.

Robinson motioned to decline the Gale Courses, Udemy, and Brainfuse HelpNow offers. Davies seconded. Discussion included a description of Udemy and why Gale was under consideration when LLS had dropped it a few years ago. Motion carried.
Strunz motioned to adopt the revised Draft 2024 Cooperative Budget. Stapleton seconded. No further discussion. Motion carried.

Share subscription end dates for Gale Courses & Brainfuse HelpNow.

Assigned to: Steve Ohs

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

Following budget approval, PLLS will monitor any outstanding vendor renewal quotes. If any quotes come back in excess of a 5% increase, we will return the budget to the A.C. for formal revision.

PLLS staff will work with vendors to renew contracts according to the approved coop budget. Any approved services whose renewal rates come in above the estimated 5% increase placeholder (as presented in the draft budget) will be brought to the advisory committee before being renewed.

Unfinished Business (None)

DRAFT Bylaws of the Prairie Lakes Advisory Committee (Possible Action)

Advisory committee was prepared to vote on the bylaws at the May meeting. However, there were technical issues involved with the meeting OWLS and the virtual participants could not hear what was going on.

Davies motioned to accept and  approve the bylaws as presented. Sorrentino seconded. No additional discussion. Motion carried.

New Business

2024 County Reimbursement Information (Informational, Discussion)

Ohs shared a private live website of interactive 2024 County Funding documents. A variety of ways to handle requests for adjacent county reimbursements were discussed.

The general consensus is that PLLS will explore ways to mine data from DPI annual reports to generate a new report listing each library and the counties they are eligible to request reimbursements from (similar to South Central Library System's procedure). Furthermore, PLLS will file, claim, and pay to each library the reported county reimbursements unless the library specifically informs the PLLS director that the library wishes to do this on its own.

Share with directors the link to county funding website/documents

Assigned to: Steve Ohs

Add county funding website/documents to board agenda - per request by Nugent

Develop way to mine data from DPI annual reports to generate a new report listing each library and the counties they are eligible to request reimbursements from (similar to South Central Library System's procedure)

2024 Library Seed Program (Informational, Discussion)

Kirsten Almo has volunteered to continue to organize the PLLS One Seed, One Wisconsin seed library program. Seeds will now come pre-packaged and prelabeled for patrons from Jung Seeds.  Watch for an email inviting you and your programmers to vote on the 2024 variety.

Tovah – Send out variety survey link.

Level of Specificity in Meeting Minutes

Discussion of the legal requirements for minutes balanced with the Advisory Committee's desire for additional information to make the minutes more useful in the case of a missed meeting or when referring back to see if a topic was discussed. Question was asked about how other system advisory committees record minutes.

PLLS staff requested specific criteria and guidance on what additional information to include in the minutes. Advisory Committee members brainstormed. PLLS staff will compile the list and bring it back to the advisory committee for review. Reports (Director, Board, Technology, Youth Services, and Inclusive Services should be submitted in written form for inclusion in the meeting packet.

Advisory Committee members brainstormed. PLLS staff will compile the list and bring it back to the advisory committee for review. 

Assigned to: Steve Ohs

Share list of deadlines for PLAC Packets so consultants and staff can submit their written reports for packet inclusion.

Assigned to: Steve Ohs

Possible survey of other systems and the level of detail in their advisory committee minutes.

Member-Suggested Items for Future Meetings

• Approval of May & June meeting minutes
• Review suggested criteria regarding specificity of meeting Minutes.
• Share Gale/Brainfuse HelpNow end dates.
• Possibly share results of seed library vote - Kirsten Almo will have results.

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.

Directors with information to shared did so.

Announcements

Anderson shared that M&PR services will be suspended due to vacation from June 12-16 due to vacation.

Next Scheduled Advisory Committee Meeting

Tuesday, July 11th @ 9:30 AM. Matheson Memorial Library Community Room.

Next Scheduled System Board Meeting

Wednesday, June 21st @ 6:30 PM. Hybrid meeting format.

Adjournment

A motion to adjourn is required.

Teval adjourned the meeting at 11:05 AM.

Davies motioned to adjourn. Nunez seconded. No discussion. Motion carried.

Submitted by Tovah Anderson June 6, 2023.

Revised July 11, 2023, to correct attendance. Tovah Anderson.

Attendance

Members

Name Attendance

Steve Ohs

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