PLUM CREEK LIBRARY SYSTEM ADVISORY COUNCIL OF LIBRARY DIRECTORS

Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013 PLUM CREEK LIBRARY SYSTEM ADVISORY COUNCIL OF LIBRARY DIRECTORS TIME...
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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013 PLUM CREEK LIBRARY SYSTEM

ADVISORY COUNCIL OF LIBRARY DIRECTORS TIME & PLACE: The Advisory Council of Library Directors met at the Murray County Courts Building, Slayton, MN on June 19, 2013 at 9:30 a.m. Chairperson Lisa Schardin presided. PRESENT: Clint Wolthuizen, Rock County Community Library Marilyn Daub, Wabasso Public Library Kari Ourada, Westbrook Public Library Julie Wellnitz, Nobles County Library Holly Martin-Huffman, Marshall-Lyon County Library Carol Lehman, Mt. Lake Public Library Stephanie Hall, Meinders Community Library (Pipestone) Lisa Schardin, Lake Benton Public Library Sue Vizecky, Ivanhoe Public Library Mary Buysse, Minneota Public Library Carla Skjong, Tyler Public Library Beth Cuperus, Fulda Memorial Library Jean Broekemeier, Morgan Public Library Margie Salentiny, Outreach Mark Ranum, Chris Lang and Joel Sasse were PCLS staff in attendance. ABSENT: Joan Hunter, Windom Public Library Blaire Nelson, Tracy Public Library Candi VanMeveren, Lamberton Public Library Robin Osland, Redwood Falls Public Library Sharyl Larson, Slayton Public Library Tam Erickson Jackson County Library Elberta DeJager, Edgerton Public Library 1. CALL TO ORDER Chairperson Lisa Schardin called the June 19th, 2013 meeting of the Advisory Council of Library Directors to order at 9:30 AM 2. ADDITIONS TO THE AGENDA There were no requests for additions to the Agenda th

M/S K. Ourada/M. Daub to approve the Agenda of the June 19 meeting of the Advisory Council of Library Directors as presented. Motion carried by unanimous vote. 3. MINUTES 3A. Advisory Council May 21st, 2013 The Minutes of the May 21st meeting of the Advisory Council of Librarians were distributed and reviewed. There were no questions, comments or corrections. M/S M. Daub/S. Hall to approve the Minutes of the May 21st meeting of the Advisory Council of Library Directors as presented.

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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013 There was no discussion. Motion carried by unanimous vote. 4. REPORTS 4 A. Reports from the Library Directors Reports from the Library Directors were heard. All libraries represented reported on SRP activities and other special summer programs. 4B. Legislative update Ranum distributed a written Legislative report and asked for questions. Hearing none, he commented that the document was distributed for the Library Directors’ information and encouraged the Directors to share the information with their local library boards. 4C. Other There were no other reports brought to the table. 5. OLD BUSINESS 5A. Koha / Automation 5A1. Local patron hold development costs – update Ranum reported that Koha is charging $3,000 for the local patron hold preference development. When the request for development went to Koha, PCLS committed the first $1000. Koha send a notice to other Koha partners to see if others would contribute to the development as well. None responded to the request. PCLS then said they would contribute another $1,000 or pay the full $3,000 if that was necessary and approved by the PCLS Board. PCLS did receive a guarantee from ByWater that if they could fast-track the development, it could be installed as early as November (2013), but more likely in May of 2014. The function would go through the normal testing process, which PCLS would be involved in. Ranum noted that he will ask the Board for authorization to expend the full amount for the local patron hold preference development. Lang expressed surprise that no other library or libraries have requested this function in the past. Ranum replied that he’s had conversations with ByWater and the conclusions were: 1) in a consolidated environment (with several library branches), there would be no need for patron preference because the collection is one single collection, 2) Individual or stand-alone libraries on Koha that have no connection to other libraries would have no need for it, and 3) library consortiums like PCLS have policies to require open sharing of everything and therefore have not found the need for local patron hold preference. Ranum feels that once the local patron preference is implemented, it will become popular with other libraries. 5A2. Automation expenses 2006-2013 FYI Ranum shared a document he compiled which reflects automation income and expense from 2006 to 2013. He pointed out that the most significant drop in automation expense was during the time when PCLS staff changes occurred. Ranum also pointed out that income received as reported was not solely generated from library fees but includes grant and county dollars. Ranum noted that PCLS is not in the financial condition to fund 100% of automation costs.

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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013

5B Strategic Plan Priorities (Plan and support documents) The Strategic Plan final draft document, Priorities survey results and comments were distributed and reviewed. The priorities were ranked A = high priority, B = medium priority and C = Low priorities based on the survey results and documented beside each activity. The Advisory Council and Governing Board rankings were combined to achieve the overall priority rank of each activity. However, the rankings were also broken down by subgroup for information purposes. Ranum noted the lower percent reflects the higher ranking. There were no comments or issues regarding the Strategic Plan draft document made by the Library Directors. Ranum noted that his evaluation is reflective and representative of the goals and activities of the Strategic Plan. 5C. Fee Structure Options (with TdS comparisons) Ranum pointed out that the fee structure as developed and recommended by the Fee Structure Committee reflects a flat delivery fee of $1,155 per library (prorated for schools) and the balance of fees needed ($77,700.00) to balance the proposed budget, was calculated on a formula of 50% service area population and 50% active users. Ranum explained that the Committee reviewed and made calculations on several different factors before deciding on the service area population and active user factors. Active users are those patrons who have selected a specific library as their home library (not the library that registered the patron). And the Service area population is determined by the State Library’s configuration of which township population belongs to which library, etc. The Committee felt that a flat fee for delivery was fair and equitable because all libraries benefit from delivery equally. Wolthuizen noted, as a member of the Fee Structure Committee, that it was a unanimous concern of the Committee that no library be penalized for providing good library service, which would be the case if circulation or service hours or collection size were factors in the formula. The Committee felt that the service area population and active users were factors that could not manipulated and would not reflect negatively on libraries and the services they provide. After reviewing several calculations using a variety of factors, the service area population and active users served the larger libraries the best. Wolthuizen noted that Rock County Community Library fees will increase 2,046.77. However he and the library board know that for a library the size of Rock County Community, prior fees were quite. Ranum noted that each year, the service area and active users would be calculated each year. Ranum asked the Library Directors for their endorsement of the proposed fee structure. Daub noted that the service area population and active users would not vary a lot from one year to another which would help with local budgeting. M/S C. Wolthuizen/J. Wellnitz to endorse the library fee structure which includes a flat delivery fee and calculations which incorporate the fee factors of 50% service area population and 50% active users. There was no discussion.

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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013

Motion carried with one abstention. As a point of information, Ranum shared a fee comparison from PCLS to Traverse des Sioux Library System. Ranum pointed out that TdS has Sirsi Dynix which is more expensive and more delivery resulting in higher costs for the operations and higher fees to the TdS libraries. Lang noted that the TdS fees demonstrate why PCLS had to move to Koha in order to control costs to the libraries. 5D PCLS FY 2014 Budget The PCLS FY 2014 Budget was distributed to the Library Directors for information. Ranum called for questions. No concerns, questions or comments were expressed. 5 E. Resource Sharing Ranum made the Library Directors aware that Joel has figured out how the Koha system will need to be reconfigured when patrons of Marshall-Lyon County Library are restricted from placing holds on other libraries’ materials. Library circulation rules will need to set up individually, therefore, it may be then of next week before the process is completed. Ranum explained that he would first notify Marshall-Lyon regarding the process and when the restriction on patrons will begin. Ranum will provide the libraries with information about what to expect and when the restrictions will begin, etc. Although it is not a firm date, implementation of the restriction will take place a week from Friday (Friday, June 28). Daub asked if Marshall patrons would still have access to MnLink. Ranum noted that all regional and state funded services to Marshall patrons would remain the same. Ranum explained however that Marshall patrons would not be able to receive materials from other PCLS Libraries by going through MnLink. Marshall-Lyon County patron cards remain valid. The only restriction they is the ability to place holds on materials outside Marshall. 5 F. Other There was no other Old Business brought to the table. 6. NEW BUSINESS 6A. Legacy 6A1. Committee assignment Ranum noted that with the new fiscal Legacy year, it is time to change the Legacy Sponsorship Grant review Committee. The new Committee suggestions are Tam Erickson (Jackson County), Clint Wolthuizen (Rock County) and Carla Skjong (Lincoln County). Tam (agreed to serve prior to the meeting) , Clint and Carla agreed to serve on the Committee/ Ranum explained that the Committee’s responsibility is to review and approve/reject Legacy Grant applications as they are submitted. The Committee will meet in person once or twice. Reagen Thalacker (SAMMIE) and Nicole Elzenga (Wilder Museum) will remain on the Committee. M/S J. Wellnitz/S. Hall to approve the new Legacy Committee members as suggested: Clint Wolthuizen, Carla Skjong, and Tam Erickson. . There was no discussion Motion carried by unanimous vote.

6A2. Information – what’s new

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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013 Ranum made the Library Directors aware that PCLS’s share of the Legacy funds will be approximately $135,000 which is a substantial increase over prior years. PCLS will receive Legacy funds in ten (10) equal payments which will aid in program planning. Ranum noted that because of PCLS cash flow, approval of Legacy program for the new fiscal year will not take place until Fall and asked libraries not to submit applications for new dollars until they are directed to do so. Libraries with funds remaining from the current fiscal year and have programs planned, approved and scheduled for the summer (July/August) will have the programs paid. Dollars allocated per library and not used will be carried forward and added to the new fiscal year dollar allocations. Ranum made the library directors aware that PLS has committed $40,000 for multiregional programming. Ranum encouraged libraries to work with neighboring libraries on collaborative programming. Ranum suggested that libraries consider natural history programs in their planning process. For example, the Ortonville Library is chartering a bus to visit the Jeffers Petroglyphs. The Committee will meet in late summer to discuss funding allocations, online application and reporting changes, program eligibility and/or restrictions (Treasure Village for example would be appropriate because of the connections to MN, local children participating in the program), etc. and other required documents. Ranum noted that when planning programs, libraries should look to MN presenters first. Ranum made the library directors aware that he wants to be as flexible as possible for the libraries as Legacy programs are planned. In summary:  If libraries apply for Legacy funds to support arts, history or cultural programs, in most cases, those programs will be funded.  Goal is to provide quality programs which without Legacy funds, would not happen at the library  If the program does NOT supplant operating dollars A list of programs and presenters used by PCLS libraries who are willing to travel to other libraries can be found at www.plumcreeklibrary.org/legacy.htm. Libraries are encouraged to ask quality presenters if they are willing to travel within PCLS to do programming and to add the performers name and program description to the database. Ranum will develop a Q/A regarding Legacy funds. 6B. Annual Meeting Location recommendation Stephanie Hall suggested the Calumet in Pipestone as the Annual Meeting location. No one opposed the location. Ranum noted that he would bring the suggestion to the Board for their endorsement. 6C. Other There was no other New Business brought to the table.

7. DISCUSSION ITEMS

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Advisory Council of Library Directors June 19, 2013 MINUTES – Approved 9-19-2013 7A. Other Library Funding Ranum shared a comparison library funding support document with the member libraries. The document reflects the dollar amount each funding entity provides for library service and the percentage of adjusted net tax capacity. For example, Cottonwood County provides .2459% ANTC in comparison to Westbrook which provides 15.8365%. Ranum uses this information during presentations especially when funding increases are desired. Ranum explained Adjusted Net Tax Capacity as the worth of property in a given area. Ranum encouraged libraries to contact him if they would like more detailed comparisons for their city or county. Mandatory Reporting Clint asked if libraries are mandatory reporters of suspected abuse. Ranum noted that libraries are excluded from the law as mandatory reporters because of data privacy issues and the voluntary nature of library use. Librarians are also not mandatory reporters because they are NOT responsible for children while they are in the library. As a former Social Worker, Lisa noted that librarians do not have to make the determination, they can contact the county and the county can made the report if it is necessary to do so. Salentiny also recommended the Wakanheza Project for those interested learning how to handle problem situations. She is a trainer for the program. 8. DEMONSTRATION - none 9. PENDING AGENDA ITEMS A. Successional/Transitional planning- Clint Wolthuizen B. Legacy Program/performer options 10. CALENDAR OF EVENTS A. July 31-August 1 Branch Out 2013 Rush Creek Golf Club, Maple Grove, MN B. August 7 Camp Read-A-Lot Ramada Inn, Marshall, MN 8:30-4:00 C. October 10-11, 2013 MLA Annual Conference 11. NEXT MEETING A. Date: September 18, 2013 B. Location: Calumet Inn, Pipestone C. Time: 3:00 p.m. 12. ADJOURNMENT th M/S J. Wellnitz/C. Wolthuizen to adjourn the June 19 meeting of the Advisory Council Meeting having completed the Agenda. Motion carried by unanimous vote. Respectfully submitted Chris Lang, Office Administrator

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