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Enhancing people's lives and opening doors for curious minds

LIBRARY BOARD MINUTES

2021 Library Board Meeting Minutes

LIBRARY BOARD MEETING AGENDA
City of Kaukauna
Kaukauna Public Library

207 Thilmany Rd STE 200, Kaukauna
Tuesday, August 22 2021
Library Conference Room

  1. Call meeting to order
  2. Roll call of membership
  3. Approval of minutes from previous meeting
    1. Tuesday, June 22, 2021 Meeting Minutes
  4. Public Participation and Communications
  5. Action Items
    1. Bill Register June 2021
    2. Bill Register July 2021
    3. 2020 Audited Financial Record
    4. 2021 OWLSnet Automation Agreement
    5.  
  6. Information Items
    1. Director’s Report
    2. Assistant Director’s Report
    3. Technology Coordinator’s Update
    4. Public Service Coordinator’s Report
    5. Trustee Topic 16
    6. Statistics
    7. Committee Assignments
    8. Digital Readiness Report
    9. 2022 OWLSnet Fees
    10. Updated Contact Sheet
  7. Adjournment

Kaukauna Public Library Board Meeting Minutes
June 22, 2021
Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Call to Order

  • President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Shana Beach, O. Fischer, K. Hietpas, M. Kilgas, Lucas, A. Neumeier, C. Van Boxtel, and J. Vondracek
  • Excused:
  • Also present: Thiem-Menning and Angela Schneider

Approval of May 25, 2021 Meeting Minutes        

  • Van Boxtel moved to approve the May 25 Meeting Minutes with the correction to excuse J. Lucas. Seconded by Kilgas. Motion passed unanimously.

Public Participation and Communication

  • Schneider shared a thank you card from our final Jet student. She also shared feedback from a parent that appreciated the work that staff has done to create teen book bundles created for this summer.

Action Items

  • Bill Register May 2021
    • We pay Staples a subscription.
    • Vondracek moved to approve the May 2021 Bill Register. Seconded by Fischer. Motion passed unanimously.
  • Approval to hire additional On-Call Staff
    • Vondracek made a motion to hire additional on-call staff as needed without authorization from the Kaukauna Public Library Board. Seconded by Kilgas. Motion passed unanimously.
  • Approval of Hotspot Circulation Policy
    • A Hotspot Circulation Policy has been created in order to manage the mobile Wi-Fi hotspots that are available for check out. A Hotspot Circulation Agreement must be signed by the borrower at the time of check out.
    • Hietpas made a motion to approve the Hotspot Circulation Policy. Seconded by Neumeier. Motion passed unanimously.
  • Approval of Laptop & Tablet Circulation Policy
    • Fischer made a motion to approve the Laptop & Tablet Circulation Policy. Seconded by Vondracek. Motion passed unanimously.
  • Approval of Updated Circulation Policy
    • Thiem-Menning updated the circulation policy to reflect current policies. The city attorney also requested a note to ensure we protect our material collection.
    • Kilgas made a motion to approve the Updated Circulation Policy as written. Seconded by Van Boxtel. Motion passed unanimously.

Information Items

  • Director’s Report
    • Thiem-Menning shared that the Kaukauna PD is now able to begin looking to resolve a theft situation that occurred at the library.
    • Moving forward, the KPL will be engraving high-cost items that the library loans out.
    • Two new staffers have joined the library and are doing very well. Another offer letter will be going out this week.
    • Shana Beach has joined the Kaukauna Library Board! We welcomed our new board member and look forward to working with her. Jim Van De Hey has also been invited to join the Library Board.
    • The elevator is broken at this time.
    • The city is going to owe the Grand Kaukaulin more money. They have released the books to Will, which will help determine why expenditures were so high starting in 2018-2020.
  • Assistant Director’s Report
    • Summer activities are off and running; 2 ½ weeks in we are close to half of pre-pandemic numbers!
    • Over 400 books were given away to incentivize the summer reading program!
    • It will be critical to get new staff trained, specifically with ILS. James and the front line staff are doing a wonderful job.
  • Technology Notes – June 2021
    • Half of the adult public computers have been upgraded with solid state hard drives in order to give them a performance boost. In the future the KPL will be recycling all of the technology every 5 years and staggering this plan in order to avoid multiple technology issues incurring at the same time.
  • Public Services Coordinator Report
    • We will budget better for volunteer background checks for 2022; we expended our allocation for 2021 within 2 weeks.
  • Trustee Topic 15
    • This month’s trustee topic focused on Open Meetings Law.
  • Statistics
    • Circulation numbers are moving closer to pre-pandemic numbers.
  • Vondracek made a motion to place the reports on file. Seconded by Fischer. All in favor. Motion passed unanimously.

Adjournment

  • Van Boxtel made a motion to adjourn the meeting. Seconded by Hietpas. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 6:11pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

May 25, 2021

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Antoine, O. Fischer, K. Hietpas, M. Kilgas, P. Landreman,
    A. Neumeier, C. Van Boxtel,
    and J. Vondracek
  • Excused: Lucas
  • Also present: Thiem-Menning, Angela Schneider, and Mia Ljung

Approval of April 27, 2021 Meeting Minutes       

  • Landreman moved to approve the April 27 Meeting Minutes. Seconded by Van Boxtel. Motion passed unanimously.

Public Participation and Communication

  • Mia Ljung from UW-Extension joined the Kaukauna Public Library Board Meeting to discuss strategic planning and share a presentation on the Long Range Plan for the KPL.
    • “Strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization (or other entity) is, what it does, and why it does it.” (Bryson). Ljung is going to help us define priorities for the library in terms of building, services, and programming; identify community needs and the library’s role in satisfying them; and address state standards of service.
    • The Strategic Planning Team is currently in Phase 1: Organizing the Process and Analyzing the Environment.
    • Thiem-Menning shared that the background data being collected includes: DPI data, census demographic data, circulation data, and data collected from Imagine Fox Cities.
    • Ljung noted that staff feedback regarding the library was collected through a survey. The staff is generally happy working for KPL as it relates to management, communication, feeling heard, team work, and looking forward to going to work. Their concerns are managing workload. The current staffing does not meet Wisconsin DPI Standard (8 FTE but assessed to need 10 FTE).
    • The Library Board will schedule a Board Focus Group in July or August.

 

Action Items

  • Bill Register April 2021
    • Vondracek moved to approve the April 2021 Bill Register. Seconded by Neumeier Motion passed unanimously.
  • Officer Elections
    • Kilgas moved to approve the following officer elections: Joe Lucas as President, Mary Jo Kilgas as Vice President, Jane Vondracek as Treasurer, and Anna Neumeier as Secretary. Seconded by Antoine. Motion passed unanimously

 

Information Items

  • Director’s Report
    • Thiem-Menning and Schneider have been interviewing prospective staff candidates and are working with HR to extend offers to the selected candidates. Signed offers will be shared with the board. Additionally, a retired staff member has applied to work on-call.
    • Pat Landreman will be retiring from the Library Board this June. Pat has served on the Library Board since 2012! Thank you, Pat, for your service! Your dedication to serving the Kaukauna Public Library and your community are greatly appreciated.
    • On May 5th, Dr. Jill Underly and her staffer, Erin, toured the KPL and Interactive Learning Garden.
    • There was a surprise inspection from the Kaukauna Fire Department to check the building for safety concerns and they recommended adding more fire extinguishers. Thiem-Menning will review the lease to determine if the landlord or the library is responsible for this cost.
  • Assistant Director’s Report
    • School visits will begin next week and will continue through the end of the school year. A total of 62 classes, which includes all of the 4K-4th grade classes in the Kaukauna school district and the 4K-6th grade classes at St. Ignatius, will be visited.Preparations are also underway for summer events.
    • Schneider shared the programming and special events being hosted by KPL this summer. Highlights include: Historic Businesses Walking Tours, Outdoor Movies, Pop-Up Library Events, Crafting in the Interactive Learning Garden, and a Fairy Walk at 1000 Islands. We are very excited to have in-person programming start again, and we are assessing hybrid programming options as well.
  • Trustee Topic 14
    • This month’s trustee topic focused on Open Meetings Law.
  • Statistics
    • Circulation numbers are moving closer to pre-pandemic numbers.
  • Vondracek made a motion to place the reports on file. Seconded by Fischer. All in favor. Motion passed unanimously.

Adjournment

  • Van Boxtel made a motion to adjourn the meeting. Seconded by Hietpas. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 7:00pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

April 27, 2021

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The April 27, 2021 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • Vice President Kilgas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Antoine, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, M. Kilgas, and
    J. Vondracek
  • Excused: P. Landreman, O. Fischer
  • Also present: Thiem-Menning and Angela Schneider

Approval of March 23, 2021 Meeting Minutes and April 14 Special Meeting Minutes         

  • Hietpas moved to approve the March 23 Board Meeting Minutes. Seconded by Neumeier. Roll call vote. Motion passed unanimously.
  • Hietpas moved to approve the April 14 Special Meeting Minutes. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Public Participation and Communication

  • Schneider shared a thank you note from a very sweet 3-year-old patron who thanked the library staff for the wonderful toddler story time kits.

Action Items

  • Bill Register March 2021
  • There were additional cleaning supplies added to this month.
  • A check was voided and reissued; the check was from 2020.
  • Neumeier moved to approve the March 2021 Bill Register. Seconded by Hietpas. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • Welcome Kelli Antoine to the Library Board! Antoine is a District 2 Alderperson and is retired from the Kaukauna Area School District.
    • The masking policy was discussed; the KPL will continue to follow guidelines set forth by the CDC, state, county, and city.
    • Two KPL staff resignations have been officially submitted, with official termination dates of 4/23/21 and 9/1/21. One of the resigning employees has agreed to stay on in the system as a seasonal on-call library assistant. Hiring processes are underway.
    • There were additional discussions regarding the need for a more adequate total staff count at the library. DPI has a data tool that can help us compare to other libraries, and KPL is understaffed compared to libraries similar in size/population. Meetings with the Director of the Waupaca Public Library also reiterated this point; Waupaca is similar in size to our library with 15 FTE to our 9 FTE.
    • The long range planning group will be refining focus group questions, surveys, and how to ask for a larger perspective of what the community envisions for Kaukauna’s future. We are excited to get data!
    • Thiem-Menning has attended meetings regarding lease terms for the Grand KaKalin building. The meeting attendees included the Mayor, City Attorney, Finance Director, Randy Stadtmeuller, and the future management group, Horizon.
      • Horizon will not take over the lease until the 5-year audit is completed and the lease agreement has been finalized with addendums to clarify ambiguity in regards to maintenance and the garden.
      • Two issues the library is trying to resolve include a double rent payment in 2016 and an overpayment for maintenance in 2017.
      • In Thiem-Menning’s understanding of the accounting, the City does owe funds for under maintenance payments for years 2018-2020. Money had already been set aside by the city to ensure the proper amount is being paid.
      • Thiem-Menning is working with Curt and Becky from Horizon to discuss maintenance. The current understanding being KPL pays for the maintenance of anything in our suite and the landlord pays for common areas.
      • Rules regarding access and hours will be set in the lease agreement for the Interactive Learning Garden.
      • Thiem-Menning learned at the meeting that the lower level suites of the Grand KaKalin are fully up to code and can be occupied as-is, something they had not been aware of. There is conjecture between the two parties regarding proportional share rate. We will be pushing for a proportionate share decrease as written in the lease to 35% as the securing of leases for the lower level is not written in the lease in regards to when the proportional rate drops. The lease language states phase 1 and 2 and references rentable space. The space is currently rentable as is, so that rate needs to drop.
      • The library has been promised they will receive money for the landlord signs that were constructed as part of the garden bid.
      • Moving forward, Will and Curt will work on the audit, and Thiem-Menning will inventory maintenance items in the library. Then the City Attorney will review our lease information before presenting it to Horizon in regards to maintenance items and proportional share. The final piece to this process will be proportional share concerns.
      • Stadtmueller and Horizon are willing to work with us and Thiem-Menning left the meeting with a positive outlook as we continue to work out these agreements.
    • Kaukauna Public Library Board elections will be held in May.
  • Assistant Director’s Report
    • Schneider shared that school visits will begin next week and will continue through the end of the school year. Preparations are also underway for summer events.

  • Trustee Topic 13
    • This month’s topic focused on Advocacy.
  • Statistics
    • Our circulation in March was over 11,000, which is incredible considering our door count is reduced to half. Kudos to the staff for all the projects, book packets, and other work they have done to increase our material circulation.
  • The new KPL website is now live and there has been positive feedback from patrons. One new part of the site is a chat feature, letting patrons ask questions and communicate with staff. Overall, the new website is going well.
  • This month’s board member packet included information about the KPL staff. We really enjoyed learning more about everyone!
  • Vondracek made a motion to place the reports on file. Seconded by Kilgas. All in favor. Motion passed unanimously.

Adjournment

  • Van Boxtel made a motion to adjourn the meeting. Seconded by Neumeier. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 6:31pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

March 23, 2021

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The March 23, 2021 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, M. Kilgas, and
    J. Vondracek
  • Excused: P. Landreman
  • Also present: Thiem-Menning and Angela Schneider

Approval of February 23, 2021 meeting minutes

  • Lucas moved to approve the February 23 Board Meeting Minutes. Seconded by Neumeier. Roll call vote. Motion passed unanimously.

Public Participation and Communication

Action Items

  • Bill Register January 2021 and Bill Register February 2021
  • The general ledger will be updated to accurately reflect information once the city finance department provides more specific information for these records. Thiem-Menning indicated again the importance for the Board to approve a complete financial register for the previous calendar year annually once the City audit has been completed to accept the audited books.
  • Thiem-Menning gave more information regarding a line item in the General Ledger which is a payment from the library to OWLS for digital resources, their share for the statewide Overdrive Consortium. Digital resources continue to increase in popularity and state libraries did agree on incremental increases annually to support that popularity. While the KPL does provide some digital resources, due to budget restrictions, we currently are the only library in the area that does not also offer Hoopla as a digital service due to its expense. It was also noted that at this time, the county does not credit check outs for electronic content when counting circulation statistics. However, there is a 5-year plan for the county to start recognizing the electronic circulation numbers in county allocations.
  • Hietpas moved to approve the January 2021 and February 2021 Bill Register. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • Thiem-Menning met with the Directors of the Little Chute and Kimberly libraries to discuss the idea of sharing sub staff as a way to help prevent gaps in our library staffing. No plan is in place yet, and one potential issue is how to handle employees who may be grandfathered in to WRS. Little Chute may have 1-2 staff members interested and Kimberly may have one staff member interested in working shifts at the Kaukauna Library. We may also have one staff member available to help the other libraries if needed.
    • The city of Kaukauna is discussing resuming in-person meetings. There is no definite timeline to return to in-person meetings, but the library would like to follow city protocols and resume in-person meetings once the city begins to do so.
    • The Library Foundation will be selling mugs for a fundraiser starting March 24th.
    • The Library Foundation needs a library board member to serve on the Foundation and act as a liaison between the two groups. There is a spot vacant as Diana filled that position.
    • Horizon will be taking over management as landlord for the Grand KaKalin building. They would like to meet with Thiem-Menning and the City Finance Director in April to discuss any potential changes and what this will mean for the library moving forward.

 

  • Assistant Director’s Report
    • Schneider shared that the library staff are looking forward to returning to in-person programming this summer! Work is already underway to support these activities. The library plans to follow required city and state ordinances, both inside the building as well as outside in the Interactive Learning Garden. New activities this summer include partnerships with the Kaukauna Parks and Recreation Department as well as a guided walking tour of historic downtown businesses.

  • Trustee Topic 12
    • This month’s topic focused on Library Standards.
    • The KPL hopes to achieve Tier 1 status within 5 years.

  • Statistics
    • Statistics continue to be lower than average.
    • Curbside service requests have slowed now that the library is open to patrons. This service will be slowly phased out incrementally.
  • Vondracek made a motion to place the reports on file. Seconded by Fischer. All in favor. Motion passed unanimously.

Adjournment

  • Vondracek made a motion to adjourn the meeting. Seconded by Fischer. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 6:24pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

February 23, 2021

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The February 23, 2021 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, P. Landreman, M. Kilgas, and J. Vondracek
  • Excused:
  • Also present: Thiem-Menning, Angela Schneider, and James Berven

Approval of January 26, 2021 meeting minutes   

  • Hietpas moved to approve the January 26 Board Meeting Minutes. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Public Participation and Communication

  • Ashley read communication from the KCHA in regards to the library helping them still offer Love Lights through the pandemic by placing the birds in the garden windows. Ashley also shared a certificate from the US Census Bureau recognizing the role the library played in helping with the Census. Our region had the highest reporting rate. James also joined the meeting to share the new Kaukauna Public Library website with the library board. He walked the board through many of the pages and features. The site can be viewed before it goes live at http://wp.kaukaunalibrary.org. The site is most often utilized on cellular devices and the new site has been built with the design for mobile, tablet and desktop in mind.

Action Items

  • Approval of Bill Register December 2020
  • Moving forward, Thiem-Menning recommended approving an entire year financial after the City is done with their audit. She also shared that some shared service allocations will be noted differently moving forward.
  • In 2020, the library was underbudget. Thiem-Menning will continue to discuss reserving those funds for the library with the City’s finance director. The library had a number of unexpected expenses in 2020 and it would be beneficial to have a cushion for such occurrences. State statue indicates that the municipal appropriation to the library is theirs and arguments have been made on a state level and in one court case that those funds should be able to be retained by the library. Not only might this account for unexpected expenses such as a control access panel replacement, but also to incrementally increase the materials budget line back to its former amount.
  • It was noted that the materials budget is lacking at our library, and it would be beneficial to improve our collection resources versus borrowing from other locations. Increasing the library’s budget for this type of expenditure would be done incrementally.
  • Landreman moved to approve the December 2020 Bill Register. Seconded by Kilgas. Roll call vote. Motion passed unanimously.
  • Approval of the 2020 DPI Report
  • Due to the pandemic, the DPI Report looked much different in 2020 versus previous years. Thiem-Menning walked the board through the various numbers and information shared in the report. Schneider did a diligent job counting a number of stats for the DPI Report, such as open hours and programming statistics.
  • Neumeier moved to approve the 2020 DPI Report. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • The staff training day on February 12 was a success.
    • Long range planning to reach Tier 1 Compliance continues to be a priority.
    • The Kaukauna Public Library reopened to patrons on February 15th. Reopening the building has been going well, with many other local libraries following suit. Capacity is currently 25 patrons. At this time the capacity limit has not been an issue, but this number will be reconsidered as needed.
    • The library has shared that the building is open to patrons via Facebook and on the website. They will share this information along with future programming information within a Kaukauna Utility mailing once summer programming is set.
    • Diana Driessen had commissioned metal heart sculptures to be hung in the garden. They will be hung up soon in tribute to her service to the Library Board, Friends of the Library, and the Library Foundation.
  • Assistant Director’s Report
    • Schneider sent a link to the board members that will show ongoing 2021 programming statistics.
    • Schneider encouraged the library board as well as other patrons to join the library’s newsletter email list. The newsletter will be a great way to reach patrons who do not utilize the library’s other communication outlets and will highlight upcoming programming as well as share more information about the library.
    • Schneider noted that Liz is applying Lean Sigma Six processes to areas throughout the building in order to set up spaces more efficiently.
    • Schneider has asked the library board to answer a few questions and share a photo with her so that patrons and staff can get to know the board better.

  • Trustee Topic 11
    • This topic focused on planning for the Library’s Future.
    • Theim-Menning noted she is pleased with the amount of people and the community diversity amongst the group involved in the library’s strategic planning committee.
    • The library’s mission statement has not been reviewed in a number of years. Therefore, we would like to ensure it encapsulates what the Kaukauna Public Library is currently striving to provide to our community. A revision may be needed in order to achieve this goal.

  • Statistics
    • Statistics continue to be difficult to compare against previous years, but the library is doing a wonderful job under these unprecedented circumstances.
  • Vondracek made a motion to place the reports on file. Seconded by Kilgas. All in favor. Motion passed unanimously.

Adjournment

  • Lucas made a motion to adjourn the meeting. Seconded by Hietpas. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 6:24pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

January 26, 2021

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The January 26, 2021 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • Vice President Kilgas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, P. Landreman, M. Kilgas, and J. Vondracek
  • Excused: Fischer
  • Also present: Thiem-Menning, Angela Schneider, Mike Coenen, and Mayor Tony Penterman

Approval of November 24 meeting minutes         

  • Lucas moved to approve the November 24 Board Meeting Minutes. Seconded by Landreman. Roll call vote. Motion passed unanimously.
  • Neumeier moved to approve the November 24 Board Closed Session Meeting Minutes. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Public Participation and Communication

  • No comment.

Action Items

  • Approval of Bill Register November 2020
  • There was an adjustment for janitorial services in November due to an increase when the contract was renegotiated.
  • The desktop printing budget included unanticipated purchases such as adding a surge protector, updating a camera, and other unforeseen events.
  • The postage budget for 2021 has been increased to reflect increased mailings due to the pandemic.
  • County allocations are higher than expected, which is good news.
  • The December numbers are not final until the audit is completed; this information will be shared with the board when it is finalized.
  • Van Boxtel made a motion to approve the November 2020 Bill Register. Hietpas seconded. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • The board took a moment to remember our friend and fellow board member, Diana Driessen, and acknowledge the many ways she served not only our library, but the entire community. She was the embodiment of volunteerism and dedication to one’s community, and will be greatly missed.
    • Thiem-Menning shared plans to reopen the library, with February 15th being the target date. The Library Board agreed with this goal.
    • Tax preparation services will once again be provided at the Kaukauna Public Library. This is deemed an essential service for the community and will be available two days a week starting in mid-February.
    • The library is also serving as a satellite site for school testing, as needed.
    • When the library reopens, it will be recommended that patrons who visit the library do so with ‘intentional browsing.’ This recommendation will be explained and shared with patrons prior to reopening. There will only be a limited amount of patrons allowed in the building at a time. Software has been purchased to monitor in-person patron numbers and share this information online and in the library lobby.
    • Strategic planning is moving forward, and Mia will be meeting with library staff in the near future to further this work.
    • The Kaukauna Public Library Facebook page continues to increase in popularity; it is the second most popular Facebook library page in the valley. The staff are doing a wonderful job engaging with patrons virtually and many comments have reflected appreciation for these efforts.
    • Thiem-Menning shared statistics
    • The board discussed how the library food pantry has been successful in helping the community. Unfortunately, many families do not qualify for assistance from other local food pantries due to being ALICE households (Asset Limited Income Constrained Employed). At this time, the Kaukauna Public Library has an opportunity to help people in our community and will continue to provide these services as long as we can. In the future, the library board will need to discuss and decide how to manage the food pantry.
  • Assistant Director’s Report
    • The 2021 Fox Cities Reads selection is George by Alex Gino. The book will be available at all of the local libraries and the author will be attending virtual programs. It was noted that diverse books are needed in order to learn other perspectives and support other perspectives. Every perspective should be reflected within libraries.
  • Technology Coordinator’s Report
    • No comment.
  • Quarterly Investment Report
    • The board reviewed the 4th Quarter Library Foundation Investment Fund Summary.
  • Trustee Topic 10
    • This topic from DPI focused on developing essential library policies.
    • Trustees are encouraged to request any other topics once we complete our handbook topics.
  • The new Kaukauna Public Library website will be launched in the next few days. James will share the new site with the board at the next meeting.
  • Statistics
    • The curbside service has helped to keep our statistic numbers up.
    • We will approve statistic numbers at the February Library Board meeting.
  • Vondracek made a motion to place the reports on file. Seconded by Landreman. All in favor. Motion passed unanimously.

Adjournment

  • Van Boxtel made a motion to adjourn the meeting. Seconded by Hietpas. All in favor. Motion passed unanimously.
  • The meeting was adjourned at 6:20pm.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

2020 Library Board Meeting Minutes

Kaukauna Public Library Board Meeting Minutes

January 28, 2020

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:30 pm.

Present: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, A. Neumeier, C. Van Boxtel, and J. Vondracek

Excused: P. Landreman, J. Lucas

Also present: A. Thiem-Menning, Angela Schneider

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Consent Agenda         

  • Fallona moved to approve the consent agenda. Seconded by Vondracek. Motion passed unanimously.

Reports           

  • Chapter 1 of Trustee Training was reviewed. It defined what a trustee is, and listed the principle activities that accompany this role. Upcoming trustee education and training opportunities were also discussed.
  • Thiem-Menning shared numerous thank you notes sent to the Kaukauna Public Library from a variety of services and community involvement groups such as a Girl Scout troop and a volunteer from Kaukauna High School. She also shared a Post Crescent article about the Kaukauna Public Library going fine free and mentioned the various TV news airing regarding the new fine free policy. Thiem-Menning also noted that a number of accounts have rejoined the library since the new policy began.
  • This year’s Fox Cities Readsis The Latehomecomer by Kao Kalia Yang. The author will be speaking at Kaukauna High School on April 25th, 2020.
  • WiFi hotspots are now available to check out from the Kaukauna Public Library.
  • The Planters for a Purpose fundraiser raised $3,300. The next event will be held on Dec 3rd, 2020.
  • The library’s online calendar went live and is already an asset for class enrollments. For example, 145 participants were registered online for the adult mandala class.
  • Vondracek moved to place the reports on file. Seconded by Fischer. Motion passed unanimously.

New Business

  • The board reviewed the 2020 Library Goals list shared by Thiem-Menning.
  • Neumeier moved to approve the 2020 Library Goals. Seconded by Kilgas. Motion passed unanimously.
  • Van Boxtel moved to adopt the city of Kaukauna’s performance evaluation forms. Seconded by Fallona. Motion passed unanimously.
  • Thiem-Menning and Schneider composed a new Unattended Child Policy, and brought it to the city attourney for review as well. Upon approval from the board, it will distributed to parents at community schools.
  • Fischer moved to approve the Unattended Child Policy. Seconded by Kilgas. Motion passed unanimously.

Adjournment

  • Motion to adjourn by Fallona. Seconded by Van Boxtel. Motion passed unanimously.
  • Meeting adjourned at 6:24 pm.

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

February 25, 2020

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:30 pm.

Present: D. Driessen, C. Fallona, M. Kilgas, A. Neumeier, C. Van Boxtel, and J. Vondracek

Excused: O. Fischer, P. Landreman, J. Lucas

Also present: A. Thiem-Menning, Angela Schneider

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Public Appearance/Correspondence/Announcements

  • The lights in the Kaukauna Public Library’s Interactive Learning Garden have been purchased. The library has volunteers to help to put up the lights this year but will need help to put up the lights in the future. Driessen volunteered to organize these efforts. The lights are intended to be hung through the winter and will most likely come down in the spring (around Easter time) each year.

Consent Agenda         

  • Neumeier moved to approve the January Board Meeting Minutes and Financial and Statistics Reports. Seconded by Van Boxtel. Motion passed unanimously.

Reports           

  • The Library Board discussed how monthly reports are preferred versus reviewing updates for each expenditure.
  • Thiem-Menning shared a Library Trustee membership form with the board and discussed upcoming conferences that are scheduled this year. There is a $50 fee to enroll as a member for the year.
  • Programming has continued to be a popular source of activity at the library. Recently, there were 150 people registered to attend the mandala painting class. The investment to purchase registration software has proven to be a worthwhile expenditure already, with many patrons appreciating the convenience of online registration.
  • Storytime with Rocko is scheduled for March 5th at 5:30-7:pm, with an obstacle course, crafts, a visit from Chase from Paw Patrol, and Rocko and Kaukauna Police Department Officers in attendance as well.
  • Vondracek moved to place the reports on file. Seconded by Kilgas. Motion passed unanimously.

Old Business

  • None

New Business

  • Thiem-Menning shared 2020 Step Increases with the library board. Staffing is a major part of achieving the goal of tier 1 compliancy.
  • Kilgas moved to accept the 2020 Step Increases. Seconded by Vondracek. Motion passed unanimously.
  • Library Assistant and On-Call job descriptions were reviewed and edited after Denise in HR requested an update. The new descriptions were shared with the library board.
  • Kilgas moved to accept the new Library Assistant and On-Call job descriptions. Fallona seconded. Motioned passed unanimously.
  • The library board discussed the 2019 DPI Report and Letter. The report must be amended to include a note for discrepancies (regarding shared services, wages, benefits, operating income, and library operating revenue total appropriations). There were changes in Section 10: Reporting of Annual Salaries and Section 5: Library Operating.
  • Fallona moved to accept the Kaukauna 2019 Annual Report, including an amendment for an increase in expenditures as noted in the letter. Seconded by Vondracek. Motion passed unanimously.

Adjournment

  • Motion to adjourn by Van Boxtel. Seconded by Neumeier. Motion passed unanimously.
  • Meeting adjourned at 6:25 pm.

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

April 28, 2020

Vice President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:35 pm.

Present: O. Fischer, P. Landreman, J. Lucas, M. Kilgas, A. Neumeier, C. Van Boxtel, and J. Vondracek

Excused: D. Driessen

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*In order to follow Safer-At-Home restrictions, the April 28, 2020 Kaukauna Public Library Board Meeting was held virtually via Zoom.

Public Appearance/Correspondence/Announcements

  • Thiem-Menning presented Trustee Topic 3 to the board.

Consent Agenda         

  • Neumeier moved to approve the February Board Meeting Minutes. Seconded by Van Boxtel. Motion passed unanimously.
  • Vondracek moved to approve the Financial and Statistics Reports. Seconded by Kilgas. Motion passed unanimously.

Reports           

  • Thiem-Menning shared updates on how the library has adjusted during the COVID pandemic. There has been an emphasis on safety for both staff and patrons during this unprecedented, ever-changing time. The Kaukauna Library Board commended Thiem-Menning, Schneider, and staff for their hard work and quick adaptations, especially with the popular virtual content being shared by the library.
  • The library began offering curbside pickup. Thiem-Menning shared how this has been working and all of the key steps keeping staff and patrons safe while providing this service.
  • Thiem-Menning shared updates on how the library may plan to reopen. There are many considerations for this effort, such as PPE, social distancing, limiting the number of patrons allowed in the building at any time, and reductions in programming.
  • Congratulations to Cindy Fallona, who was elected as a County Supervisor. This new role unfortunately requires Fallona to resign from the Kaukauna Library Board. We are grateful for her many years of service and dedication to the library and wish her the best in her new endeavor!
  • The mid-year Director review may not be performed this year due to the shift in focus from the pandemic.
  • Fischer moved to place the reports on file. Seconded by Vondracek. Motion passed unanimously.

Old Business

  • None

New Business

  • Reopening the Library
  • There was more discussion about how to reopen the library safely and how to continue to offer important services like computer related job help, unemployment filing, and Little Free Pantry donations. Thiem-Menning stressed that DPI is working on a plan, but that is has not yet been released. She and staff are working diligently on creating a plan based on what they can find from the state and CDC. The biggest concern for reopen remains cleaning supplies and PPE.

Adjournment

  • Motion to adjourn by Landreman. Seconded by Kilgas. Motion passed unanimously.
  • Meeting adjourned at 7:55 pm.

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

May 26, 2020

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:30 pm.

Present: D. Driessen, O. Fischer, P. Landreman, J. Lucas, M. Kilgas, A. Neumeier, C. Van Boxtel,
and J. Vondracek

Excused:

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The May 26, 2020 Kaukauna Public Library Board Meeting was held virtually.

Public Appearance/Correspondence/Announcements

  • Thiem-Menning presented Trustee Topic 4 to the board.

Consent Agenda         

  • Lucas moved to approve the April Board Meeting Minutes and Financial and Statistics Reports. Seconded by Kilgas. Motion passed unanimously.

Reports           

  • The board commended Thiem-Menning and staff for their continuous work to provide library services during this ever-changing time.
  • Thiem-Menning noted material transit delivery is still not running regularly. The biggest complaint from patrons at this time is being unable to receive material that is on hold.
  • The board agreed to reopen the Kaukauna Public Library to patrons on Wednesday, May 27, 2020. The library will follow the outlined Pandemic Policy Thiem-Menning shared with the board, and will continue to maintain flexibility to changes as they occur.

Old Business

  • None

New Business

  • Kilgas moved to approve the Pandemic Policy. Seconded by Van Boxtel. Motion passed unanimously.
  • Lucas moved to nominate Olivia Fischer as President. Seconded by Kilgas. Motion passed unanimously.
  • Landreman moved to nominate Mary Jo Kilgas as Vice President. Seconded by Van Boxtel. Motion passed unanimously.
  • Kilgas moved to retain Jane Vondracek as Treasurer and Anna Neumeier as Secretary. Seconded by Driessen. Motion passed unanimously.
  • The Budget Committee includes the following board members: Fischer, Vondracek, Landreman, and Driessen.
  • The Personnel Committee includes the following board members: Kilgas, Lucas, and Neumeier.
  • Driessen will share a Robert’s Rules of Order refresher with the board.

Adjournment

  • Motion to adjourn by Landreman. Seconded by Neumeier. Motion passed unanimously.
  • Meeting adjourned at 6:15 pm.

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

June 23, 2020

President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:30 pm.

Present: O. Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, and J. Vondracek

Excused: D. Driessen, P. Landreman, and M. Kilgas

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The June 23, 2020 Kaukauna Public Library Board Meeting was held virtually.

Public Appearance/Correspondence/Announcements

  • Thiem-Menning shared Trustee Topic 5, hiring a library director, with the board.
  • Welcome to Kevin Hietpas, the newest Kaukauna Library Board Member!

Consent Agenda         

  • Vondracek moved to approve the May Board Meeting Minutes and Financial and Statistics Reports. Seconded by Van Boxtel. Motion passed unanimously.

Reports           

  • The library’s water heater has started leaking and will need to be replaced. Thiem-Menning is working with the building landlord and has contacted Bassett Mechanical in regards to this issue. Thiem-Menning is also reviewing the building lease with the city attorney and finance director to ensure maintenance is being handled appropriately.
  • Oshkosh Public Library recently had a positive COVID-19 case and shut down temporarily to handle this issue. If a positive case occurred at our facility, the Kaukauna Public Library would also need to shut down, and will therefore plan for this potential situation. Thiem-Menning is going to discuss this issue with other Kaukauna department heads and determine what the city protocol will be.
  • The Wisconsin DPI released their Education Forward guidelines, which will affect the library and library personnel this fall. Thiem-Menning has read through these recommendations and is working to address how to handle the multitude of scenarios that may occur. The city of Kaukauna’s HR department and the city attorney will hopefully draft guidelines on how to handle personnel who are affected by these guidelines.
  • United Steel Workers 2-20 made a generous donation to the Kaukauna Public Library Little Free Pantry. The Little Free Pantry is open at this time and has been moved to the lobby for easier access.
  • Vondracek moved to place the reports on file. Seconded by Lucas. Motion passed unanimously.

Old Business

  • The Director Evaluations by the Library Board were collected and compiled by Kilgas; she will share this document with Thiem-Menning soon.

New Business

  •  

Adjournment

  • Motion to adjourn by Neumeier. Seconded by Hietpas. Motion passed unanimously.
  • Meeting adjourned at 6:20 pm.

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

August 25, 2020

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The August 25, 2020 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order
    at 5:35 pm.

Roll Call

  • Present: Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, P. Landreman, M. Kilgas

and J. Vondracek

  • Excused: Driessen
  • Also present: Thiem-Menning

Approval of June 23 meeting minutes       

  • Landreman moved to approve the June 23 Board Meeting Minutes. Seconded by Lucas. Roll call vote. Motion passed unanimously.

Action Items

  • Bill Register June 2020
    • Van Boxtel made a motion to approve the June 2020 bill register. Seconded by Kilgas. Roll call vote. Motion passed unanimously.
  • Bill Register July 2020
    • Hietpas made a motion to approve the July 2020 bill register. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.
  • Approval of OWLS 2021-2022 Membership Agreement
    • Landreman made a motion to approve and sign the OWLS 2021-2022 Membership Agreement. Seconded by Kilgas. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • Thiem-Menning reported on the new agenda template stating it more closely aligns with City agendas.
    • The new bylaws will be sent out in September for adoption or further discussion ten days prior to the meeting.
    • An update on the progress with the new software CARLX was given. Thiem-Menning stated that the software has been a bit more challenging than expected.
    • Thiem-Menning went over the findings from the staff survey for the long range plan.
    • A letter was read by Thiem-Menning that was written for parents at RVMS regarding library use afterschool.
  • Assistant Director’s Report
    • The library continues to have one of the most engaging FB pages of libraries in the Fox Cities and has passed 4K likes.
    • Schneider’s report stated that while mostly virtual, the Summer Reading Program app Bean Stack was very successful.
    • Library programming will continue to be virtual until the end of the year.
  • Public Services Coordinator’s Report
    • Bervens report stated the number of individuals helped during the pandemic, citing he was able to help find jobs for three people.
  • Trustee Topic 6
    • This topic from DPI focused on evaluating a library director.
  • Statistics
    • Thiem-Menning reported that all statistics were down, but there was a nice increase of 1,000 people in the door count from June to July. OWLS is still missing random statistics, so the statistics page will be updated each month with what they are able to provide.
  • COVID Positive Test Result Response Plan
    • Thiem-Menning and Schneider came up with a plan to respond to a positive staff case of COVID-19. The plan is to close for 96 hours to allow for the library to be cleaned and to assess staffing levels. 96 hours is the current time for quarantine of library materials to ensure no trace of the virus remains in the building.

Adjournment

  • Landreman made a motion to adjourn at 6:40p. Seconded by Kilgas. All in favor. Motion passed unanimously.   

Minutes Drafted by: Ashley Thiem-Menning

Minutes Approved by: Anna Neumeier

Kaukauna Public Library Board Meeting Minutes

September 22, 2020

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The September 22, 2020 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • Vice President Kilgas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:32

Roll Call

  • Present: Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel, P. Landreman, M. Kilgas and J. Vondracek
  • Excused: Driessen, O. Fischer
  • Also present: Thiem-Menning

Approval of August 25 meeting minutes   

  • Landreman moved to approve the August 22 Board Meeting Minutes. Seconded by Neumeier. Roll call vote. Motion passed unanimously.

Action Items

  • Bill Register August 2020
    Lucas made a motion to approve the August 2020 bill register. Seconded by Hietpas. Roll call vote. Motion passed unanimously.
  • Approval of Bylaws
    Neumeier made a motion to approve the bylaws. Landreman seconded. Roll call vote. Motion passed unanimously.
  • Update Pandemic Policy
    The Board will continue to revisit the policy.

Lucas made a motion to amend the Pandemic Policy as presented on September 22. Seconded by Neumeier. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • The Kaukauna Public Library budget for 2021 was submitted on September 11. Thiem-Menning is meeting with the city department heads and the city’s finance director on September 23 to discuss department budgets.
    • Inadequate staffing at the library continues to be an issue. Last Friday, the library was operating with 50% staff present due to previously scheduled vacation time, regular illness, and COVID-19. Additionally, part-time staff cannot exceed their hour’s thresholds and must stay below 1400 hours in a rotating calendar year. There will likely be a time in the near future where the library is going to be forced to close its doors to the public if a sufficient staff is unable to work. Three staff members are required to be in the building for it to be open to the public. Staff continue to do their best to keep the doors open.

  • Assistant Director’s Report
    • The board recognized the amount of work being done and the connections being made by the library’s programming.
  • Public Services Coordinator’s Report
    • No comment.
  • Trustee Topic
    • This topic from DPI focused on the role of the library director and the library board, lines of communication, and personnel policies.
  • Statistics
    • Statistics continue to be in decline due to the pandemic .
    • Vondracek made a motion to place the reports on file. Seconded by Van Boxtel. All in favor. Motion passed unanimously.

Adjournment

  • Neumeier made a motion to adjourn at 6:02 Seconded by Hietpas. All in favor. Motion passed unanimously.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

October 27, 2020

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The October 27, 2020 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Driessen, O. Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel,
    P. Landreman, M. Kilgas
    and J. Vondracek
  • Excused:
  • Also present: Thiem-Menning

Approval of September 22 meeting minutes         

  • Landreman moved to approve the September 22 Board Meeting Minutes. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Action Items

  • Approval of Bill Register September 2020
  • Driessen made a motion to approve the September 2020 Bill Register. Kilgas seconded. Roll call vote. Motion passed unanimously.
  • 2021 Closed Dates
  • The library board agreed to crediting a day as decided by City (December 31, 2021).
  • Lucas made a motion to approve the 2021 Closed Dates. Landreman seconded. Roll call vote. Motion passed unanimously.
  • 2021 Budget Adoption
  • The Kaukauna Public Library 2021 Budget is being adopted by the Library Board this evening and will be adopted by the City of Kaukauna on November 17, 2020.
  • Kilgas moved to adopt the Kaukauna Public Library 2021 Budget. Neumeier seconded. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Performance Review
    • The Library Board received Director’s Performance Review forms and will submit their forms to Kilgas before November 14. Once all forms have been submitted, Kilgas will compile the information and share the review with Thiem-Menning. This is an end of year evaluation that is performed annually by the board.
  • Director’s Report
    • The list of 2020 goals created by Thiem-Menning and Schneider will be carried over into 2021. The goals have been and continue to be a priority, but due to the pandemic these goals were shifted.
    • Thiem-Menning highlighted the following list of things to work on at the library: launch the new KPL website, complete the strategic plan, update the policy handbook, install an outdoor Wi-Fi access in the Interactive Learning Garden, and train people on the new system search features.
    • There will be lights decorating the Interactive Learning Garden this winter. The library board discussed utilizing this outdoor space and best practices necessary to open this space back up to the public.
    • A computer will be set up in the lobby of the library to give patrons computer access. Reservations for this service will be available by the hour. A number of rules were created in order to safely offer this service.
    • Curbside pick-up is changing to a mobile check-in station in the conference room to accommodate winter temperatures when it becomes too cold in the workroom. The food pantry is also being moved to the vestibule when the snow flies.
  • Assistant Director’s Report
    • Angela is doing a wonderful job keeping programming going in many different ways. Facebook followers have increased as well, with a lot of positive feedback from patrons/followers.
  • Trustee Topic 8
    • This topic from DPI focused on budget.
  • Statistics
    • Statistics continue to be in decline. Trying to calculate future allocations is impossible at this time since we are waiting for OWLS to provide numbers.
    • Adult programming has been very positive and well-received.
  • Vondracek made a motion to place the reports on file. Seconded by Van Boxtel. All in favor. Motion passed unanimously.

Adjournment

  • Fischer made a motion to adjourn at 5:57 pm. Seconded by Hietpas. All in favor. Motion passed unanimously.   

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

November 24, 2020

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.
*The November 24, 2020 Kaukauna Public Library Board Meeting was held virtually.

Call to Order

  • President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30

Roll Call

  • Present: Fischer, K. Hietpas, J. Lucas, A. Neumeier, C. Van Boxtel,
    P. Landreman, M. Kilgas
    and J. Vondracek
  • Excused: Driessen
  • Also present: Thiem-Menning

Approval of October 27 meeting minutes

  • Lucas moved to approve the October 27 Board Meeting Minutes. Seconded by Van Boxtel. Roll call vote. Motion passed unanimously.

Public Participation and Communication

  • Former Library Board member Florence Brewster passed away. The Library Board plans to send condolences to her family.

Action Items

  • Approval of Bill Register October 2020
  • Neumeier made a motion to approve the October 2020 Bill Register. Van Boxtel seconded. Roll call vote. Motion passed unanimously.
  • Adopt Safety Plan
  • Thiem-Menning is going to revise the section of the Library Safety Plan regarding lock down procedures based on suggestions from the Kaukauna Police Department.
  • Kilgas made a motion to approve the Library Safety Plan. Lucas seconded. Roll call vote. Motion passed unanimously.

Information Items

  • Director’s Report
    • Surplus food has been delivered more regularly in the last few weeks thanks to Jason Jason has been volunteering with an Oshkosh Are Community Pantry and has been delivering surplus supplies to the Kaukauna Public Library’s food pantry. There were even enough supplies recently to host a pop-up, drive-thru pantry. This event was extremely successful, providing 109 cars with boxes of food. The library will continue to offer these pop-ups as needed and while supplies are being shared with us. Thiem-Menning outlined plans to help direct traffic in order to prevent traffic back-ups at future events.
    • Thiem-Menning is waiting for city department heads to meet and discuss budgets.
    • A strategic planning committee for the Kaukauna Public Library is still in the works. However, it would be most beneficial to organize these plans using a typical model of service, and currently the library is not operating normally.
    • The Interactive Learning Garden will include holiday lights beginning on December 1.
    • Thiem-Menning continues to work on the maintenance agreement in the library’s building lease. She is also taking an inventory of the physical items within the building.
  • Assistant Director’s Report
    • Planters for a Purpose is being held online this year. Please share information about this event on Facebook!
    • It was noted that Schneider did a wonderful job recording a video explaining a librarian’s roles, tasks, and how they help our community. The video was shared with Kaukauna schools to help students learn more about community helpers.
    • The Mandala Ornament Kits have been such a great success; the library is selling a second round of kits. 35 kits were initially sold, and 40 more have been created.

  • Trustee Topic 9
    • This topic from DPI focused on managing the library’s money.

  • Statistics
    • Circulation and renewal numbers increased in September. A decline is expected in October due to the building closure.
    • No reopening plans have been decided for our library or any other library in the Fox Valley at this time.
    • The Kimberly and Little Chute Public Library branches still plan to separate in January 2021; both facilities will have new directors.
  • Vondracek made a motion to place the reports on file. Seconded by Hietpas. All in favor. Motion passed unanimously.

Staff Update

  • Landreman made a motion to adjourn to closed session. Seconded by Fischer. All in favor. Motion passed unanimously.

Adjournment

  • The meeting was adjourned in closed session.

Minutes Drafted by: Anna Neumeier

Minutes Approved by: Ashley Thiem-Menning

2019 Library Board Meeting Minutes

Kaukauna Public Library Board Minutes

January 22, 2019

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, M. Kilgas, A Neumeier, C. Van Boxtel, and J. Vondracek.

Excused: C. Fallona, O. Fischer, P. Landreman

Also present: Tony Wieczorek, A. Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

Action Items

  • Consent agenda
    • Motion to consider Travel Channel request separately from Consent Agenda by Kilgas. Second by Van Boxtel.
      • Thiem-Menning Explained the request by the Travel Channel to use the library for some background scenes for an upcoming episode. She further explained the Travel Channel contract had been reviewed by the City Attorney and his additions were approved. 
      • Also noted that the film crew would in the library during off hours and would be supervised while here.
    • Motion passed unanimously.
    • Motion to approve Consent Agenda by Vondracek. Seconded by Driessen.
      • Wieczorek explained the cost of living increase.
      • Motion to approve remainder of Consent Agenda passed unanimously.

Reports

  • Statistics
    • Vondracek asked about the number of Kaukauna card holders. There was an error in recording the total number of card due to an error in dragging down the formula from the preceding cell.
  • Director’s Report
    • Wieczorek reported on the continued system and statewide decrease in material circulation but noted the increase in Overdrive usage as well as other indicators like wireless and room usage as well as the increase in card registrations.
    • Wieczorek noted the Garden construction has been approved. Milbach will be the contractor and has offered to make a donation of $25,000 toward the project.  The only question raised by Council was whether tax dollars would be used to complete the project.  Jakel indicated there would not.
    • Thiem-Menning reported on fund raising efforts for the Garden.
  • Assistant Director’s Report
    • Vondracek complemented James Berven for his individual work with seniors on computer classes.
  • Technology Coordinator Report
    • Von Boxtel reported on how well the new printer is working in the Local History Room.
  • Friend’s Report
    • The community volunteer dinner would be hosted by the Grignon and Kaukauna Library Friends this year.
  • Foundation Report
    • Wieczorek noted that Landreman has offered to resign from the Foundation Board though he would like to remain active in fund raising.
    • Lucas asked that a Library Board replacement to the Foundation be placed on the February agenda.
    • There was a report on the earnings of the Planters with a Purpose event.
  • Motion to place all reports on file by Vondracek. Seconded by Von Boxtel.
  • Motion carried unanimously.

Unfinished Business:

  • Vondracek reported on the Building Fund history and recommended the Foundation take more direct control of their funds.
  • Further discussion on the Foundation was tabled until the Library Board’s requests of the Foundation be brought to the attention of the City Attorney for his review and comments.

Adjournment

            Motion to adjourn by Driessen. Seconded by Kilgas.

            Motion carried unanimously.

            Meeting adjourned at 7:45 PM

Drafted by:

Tony Wieczorek

Approved by:

Carol Van Boxtel

Kaukauna Public Library Board Minutes

February 26, 2019

Vice-President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, A Neumeier, C. Van Boxtel, and J. Vondracek.

Excused: P. Landreman, J. Lucas

Also present: T. Wieczorek, A. Thiem-Menning, and T. Frank.

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • Trevor Frank gave an update on the Garden construction. Milbach Construction’s bid was approved by City Council.  They plan on beginning construction as soon as possible.  They also pledged $25,000 for the History Classroom.

Action Items

  • Consent agenda
    • Motion to approve Consent Agenda by Van Boxtel. Second by Neumeier.
    • Motion passed unanimously.
  • Other Action Items
    • Motion to approve Policy Update changes. Seconded by Fallona.
      • Fallona asked about Funeral leave should the funeral take place after seven business days had taken place.
      • Wieczorek said the employee could comp time to be used when the actual funeral occurred.
      • Fallona asked about rate of overtime pay.
      • Wieczorek commented that any overtime pay is at the regular hourly rate.
      • Motion passed unanimously.
    • Foundation Motion
      • Motion to approve the Foundation Motion by Kilgas. Seconded by Vondracek.
      • Vondracek moved that article #5 “That the Foundation manage its own accounts and present the Library Board with an end of year profit/loss statement” be amended to read “after completion of the Interactive Learning Garden.” Seconded by Fallona.
      • Thiem-Menning explained that due to fund raising that had already taken place and while it is ongoing, it makes more sense from an accounting management perspective to retain some control at the Library Board level but that future endowment efforts should be managed by the Foundation.
      • Motion passed unanimously as amended.

Reports

  • Statistics – no comments.
  • Director’s Report
    • Wieczorek was asked if he had anything to add. He did not.
    • Fallona complemented Van Boxtel on the work done by Local History Room volunteers.
  • Assistant Director’s Report
    • Fallona asked how the hiring process for Assistant Director was proceeding.
    • Thiem-Menning replied that only one interview had occurred but that another was scheduled for March 1 and that three others would be conducted in the coming weeks. The interview schedule was delayed due to the Human Resource Director’s vacation plans.
  • Technology Coordinator Report
    • Fallona asked whether the training day afforded enough time to properly present refreshers on library system operations.
    • Thiem-Menning reported that the day was filled with information and that an operations manual is nearing completion but that extra time for training could always be used.
  • Friend’s Report
    • The Friend’s report appeared in written format. No further comments raised.
  • Foundation Report
    • Frank’s presentation on the Garden which included some information on the amount of fund raising that had been done and will be done qualified as the Foundation Report.
  • Motion to place all reports on file by Vondracek. Seconded by Fischer.
  • Motion carried unanimously.

Unfinished Business: None

New Business:

  • Motion by Vondracek to add Thiem-Menning as a signer for financial documents. Seconded by Neumeier.
  • Motion passed unanimously.
  • Van Boxtel announced her resignation as Secretary.
    • Fallona nominated Neumeier to complete Van Boxtel’s term. Seconded by Kilgas.
    • Van Boxtel moved to close nominations. Seconded by Fischer.
    • Motion passed unanimously.
    • Neumeier accepted nomination. Her duties will begin with the March meeting.

Adjournment

            Motion to adjourn by Fallona. Seconded by Kilgas.

            Motion carried unanimously.

            Meeting adjourned at 6:45 PM

Drafted by:

Tony Wieczorek

Approved by:

Ashley Thiem-Menning

Kaukauna Public Library Board Minutes

March 26, 2019

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present at the time the meeting was called to order: D. Driessen, O. Fischer, M. Kilgas,
J. Lucas, A. Neumeier, C. Van Boxtel, and J. Vondracek.

Excused: C. Fallona, P. Landreman.

Also present: A. Thiem-Menning.

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements: None.

Action Items

  • Consent agenda
    • Motion to approve Consent Agenda by Driessen. Seconded by Van Boxtel.
    • Motion passed unanimously.

Reports

  • Statistics – no comments
  • Director’s Report
    • Thiem-Menning shared that the JET student program is running successfully in our library. The current student does an excellent job supporting staff by completing a variety of cleaning and shelving tasks, and will continue to assist in this role through April.
    • Thiem-Menning is exploring options to streamline the Library’s finance reporting process, as work is currently being replicated amongst staff and three sets of financial records are unnecessarily being maintained. Moving forward, it would be beneficial to use only one software application to track and share financial information. Excel and Quickbooks are currently being used, and the City is also considering granting all department heads access to Springbrook, a cloud-based finance software option for municipalities. The Library will follow what the City recommends regarding software and will ensure financial visibility is maintained. A meeting is set for the first week of April with Will Van Rossum to finalize software decisions, and Thiem-Menning will share an update at the next Library Board of Trustees Meeting.
    • The Library is also evaluating website statistics. Thiem-Menning shared examples of current data reports from Google that are no longer relevant and would like to explore which statistics are available that may be more useful for the Library and the website’s maintenance. The board supported exploring statistics options and would like an update shared if any adjustments are made.
    • Thiem-Menning met with Trevor Frank to review the request being submitted to the Nelson Fund for the Interactive Garden. There are two to three potential classrooms remaining with naming rights, so a list of potential candidates for donors is being compiled. Additionally, engraved plaques will be added to the Interactive Garden that creates an opportunity for $5,000, $10,000, $15,000, and $20,000 donation recognition.
    • Contractors have started initial work on the Interactive Garden, but weather will likely cause the construction to start in mid-April. A groundbreaking ceremony will be held on May 9th. Work is set to be completed on September 6th, with anticipation of a punch list being submitted at that time. There will be no disruption to library access during construction, although a few parking spots may be used for equipment when necessary.
  • Assistant Director’s Report – no comment.
  • Motion to place all reports on file by Vondracek. Seconded by Driessen. Motion carried unanimously.

Closed Session

  • Driessen moved to convene to Closed Session for discussion of personnel matters at 6:10pm. Seconded by Vondracek. Motion passed unanimously.
  • Kilgas moved to convene Closed Session. Driessen seconded. Motion passed unanimously.

New Business: None.

Adjournment

  • Motion to adjourn by Kilgas. Seconded by Driessen. Motion carried unanimously.
  • Meeting adjourned at 6:25 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

April 23, 2019

Jane Vondracek called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present: M. Kilgas, P. Landreman, A. Neumeier, C. Van Boxtel, C. Fallona and J. Vondracek.

Excused: D. Driessen, J. Lucas, and O. Fischer.

Also present: A. Thiem-Menning.

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements: None.

Action Items

  • Consent agenda
    • Motion to approve Consent Agenda by Van Boxtel. Seconded by Kilgas.
    • Motion passed unanimously.
    • Motion to approve the March Library Board Meeting Minutes with the addition of Closed Session minutes by Van Boxtel. Seconded by Kilgas.
    • Motion passed unanimously.

Reports

  • Director’s Report
    • Thiem-Menning shared a thank you note from the JET student program and reiterated how much this program was enjoyed by both the library staff and student participants.
    • Thiem-Menning presented the Board with information regarding libraries going fine free. It is likely that the Appleton Public Library will go fine free in 2020, and since this is our resource library, it is important to begin discussions on this topic. The Board watched a video that presented more information on libraries going fine free and the statistics associated with this practice. Thiem-Menning will request fine statistics for our library and share this information with the Board.
    • The recent donations from the Bank of Kaukauna were discussed, specifically the hydroponic farm equipment. The Fork Farms Flex Farm will be delivered in April, making the Kaukauna Public Library the first public library with this equipment in their five state reach.
    • The Board discussed the Kaukauna Public Library’s bi-annual newsletter costs and determined that paying a nominal fee for printing/mailing would incur the same expense as using library paper and toner to print the sheets.
  • Assistant Director’s Report – no comments.
  • Motion to place all reports on file by Kilgas. Seconded by Landreman. Motion carried unanimously.

New Business: None.

Adjournment

  • Motion to adjourn by Kilgas. Seconded by Van Boxtel. Motion carried unanimously.
  • Meeting adjourned at 6:25 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

May 28, 2019

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present: D. Driessen, C. Fallona, O. Fischer, M. Kilgas,, J. Lucas, A. Neumeier,
C. Van Boxtel, and J. Vondracek.

Excused: P. Landreman

Also present: A. Thiem-Menning and A. Schneider.

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements:

  • Thiem-Menning introduced the new Assistant Director, Angela Schneider, to the Board.

Election of Officers:    

  • President: Diana Driessen
  • Vice President: Olivia Fischer
  • Financial Secretary: Jane Vondracek
  • Recording Secretary: Anna Neumeier

Action Items

  • Consent Agenda
    • Motion to approve Consent Agenda by Vondracek. Seconded by Driessen.
    • Motion passed unanimously.
    • Vondracek moved to approve the April Library Board Meeting Minutes with a correction for the attendance to include C. Fallona. Seconded by Driessen.
    • Motion passed unanimously.

Reports

  • Director’s Report
    • Thiem-Menning clarified that the budgeted contribution from each county to the Kaukauna Public Library is determined by a certain amount per library card for each county allocation for library services.
    • Part-time staff member Kelly Lefevre is leaving the library. The job has been posted and the hiring process is currently underway.
    • Thiem-Menning shared that merger discussions are still underway between library systems across the state. The goal is to have more centralized hubs for materials, set standards for delivery services, and provide internet equality across the state.
    • A new library ILS, either Polaris or Dynix, will be implemented in OWLS in the near future.
    • The hydroponic farm is doing very well and is a welcome addition to the library. Forks Farms is supervising these initial efforts and advising on how to address growing challenges in our building. Future opportunities to involve local schools in this project were discussed, and it was noted that crops will be shared in the library’s Little Free Pantry.
    • As requested, Thiem-Menning shared statistics on fines for Kaukauna Public Library users. Currently, 17% of patrons are unable to utilize library services and materials due to fines. This number was higher than anticipated. The Board will continue to discuss library fines in the future.
    • Last summer, the library was a venue for the summer feeding program for school children. Unfortunately, the attendance quota was not met and this program is not being run in the Kaukauna school district this year. However, the library would still like to address this need in our community by providing one meal for 13 weeks this summer. Local restaurants and businesses were asked to donate to this effort.
  • Assistant Director’s Report: No comment.
  • Motion to place all reports on file by Vondracek. Seconded by Fischer. Motion carried unanimously.

New Business:

  • Driessen and O. Fischer joined the Library Board’s Personnel Committee.
  • Landreman and J. Lucas joined the Library Board’s Finance Committee. J. Vondracek will continue to work on the Finance Committee as well.

Adjournment

  • Motion to adjourn by Driessen. Seconded by Fallona. Motion carried unanimously.
  • Meeting adjourned at 6:50 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

June 25, 2019

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, P. Landreman, J. Lucas, A. Neumeier,
C. Van Boxtel, and J. Vondracek.

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements:

  • Vondracek noted the front page article in the Times-Villager regarding the ground breaking for the library’s Interactive Learning Garden.

Action Items

  • Consent Agenda
  • Motion to approve Consent Agenda by Neumeier. Seconded by Landreman. Motion passed unanimously.
  • Vondracek moved to approve the May Library Board Meeting Minutes with a correction for the attendance to include C. Fallona. Seconded by Driessen. Motion passed unanimously.

Reports

  • Statistics
  • No comment
  • Director’s Report
  • Thiem-Menning shared an overview on budget goals, emphasizing the importance of maintaining the budget and retaining current staff.
  • Budgetary estimates for the Interactive Learning Garden have been updated to reflect actual costs. Classroom naming rights have been secured, with donors such as Milbach Construction Services granting a $25,000 monetary donation to support individual class areas. The Nelson Family’s grant of $100,000 for naming rights to the library’s Interactive Learning Garden was also noted. The Nelson family name will be included on an interior plaque and the arch at the entrance to the garden. Additional donation opportunities and naming rights for benches, donor plaques, etc. will become available soon.
  • Assistant Director’s Report
  • No comment.

Adjournment

  • Motion to adjourn by Kilgas. Seconded by Fischer. Motion carried unanimously.
  • Meeting adjourned at 5:56 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

August 27, 2019

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present: D. Driessen, C. Fallona, M. Kilgas, P. Landreman, J. Lucas, A. Neumeier, and J. Vondracek.

Missing: O. Fischer and C. Van Boxtel

Also present: A. Thiem-Menning, Angela Schneider, Bradley Shipps, David Hovde, Paul Girod, and Marcia Trentlage

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements:

  • Bradley Shipps, the Director of the Outagamie Waupaca Library Systems (OWLS), along with three OWLS Board of Trustees members, joined the library board meeting to greet the Kaukauna Library Board, explain more about the services available from OWLS, and answer any questions the Kaukauna Library Board may have in regards to OWLS.
  • OWLS works out of the Appleton Public Library basement, with a staff of 12 working to serve 49 locations in their network.
  • A key point that Shipps conveyed is that the strength of OWLS is in the strength of our libraries, and OWLS is here to help the Kaukauna Public Library. There are a number of different ways OWLS can support our library, such as software and technical assistance, facilitating communication between libraries/library directors, and even assistance when a library is hiring new staff.
  • Shipps also shared that the discussed merger between OWLS and the Winnefox Library System will not happen in 2020 due to budget and staffing limitations. The two systems would still like to merge in the near future, and waiting will allow the merger to be implemented in smaller steps and in the most financially responsible way. Additionally, the merger is part of a larger, statewide trend to find efficiencies and work together to provide a high level of customer service.
  • The OWLS Trustees and the Kaukauna Library Board discussed the role all libraries are facing with patrons needing services to address poverty, addiction, and other struggles. The need for such services is rising, making this an ongoing issue.
  • The library has been included in a number of public appearances recently. The episode of The Dead Files featuring the Kaukauna Public Library aired on the Travel Channel, the library was discussed on Newsmakers on WFRV, the Times-Villager wrote an article about Angela Schneider joining the library as Assistant Director, and there were three TV stations filming the Fairy Walk event.

Action Items

  • Consent Agenda
  • Thiem-Menning is meeting with Will Van Rossum to discuss when Springbrook software will be integrated to the library. The goal is to move away from Quickbooks and learn the new financial software before 2020.
  • In order to space out library closure dates, the Fairy Walk will move to August 31 in 2020.
  • Vondracek moved to approve the consent agenda with calendar dates adjusted to reflect the new date for the Fairy Walk. Seconded by Kilgas. Motion passed unanimously.

Reports

  • Statistics
  • No comment

  • Director’s Report
  • Thiem-Menning shared that the Grand Opening for the Interactive Learning Garden will be October 4, 2019. This date will allow more time to promote the grand opening and complete work such as listing the plants incorporated into the garden, weather proofing necessary items, ensuring legal liability documentation is secured, and work on more plaque opportunities.
  • The city of Kaukauna requested that all departments, including the library, submit capital improvements requests for 2020-2024. The library will focus on security upgrades that will ensure compliance with State Statute 43. Requests include additional panic buttons, improvements to glass, eight additional surveillance cameras, and a computer to handle recording and maintaining video for the recommended number of days outlined in State Statute 43.
  • Thiem-Menning shared budget goals and priorities with the board. The most important budget priority is to maintain the current library staff. They are the most valuable asset to the library and a loss to the staff would be detrimental. A number of other budget goals such as online registration, WiFi hotspots, and a sorter machine were also discussed.
    • The library would benefit from the ability to register for events online in order to mitigate problems that occur when patrons try to register for popular events.
    • The library would also benefit from purchasing WiFi hotspots. The WiFi hotspots would help facilitate library services at outreach programs and could also be checked out by patrons.
    • A sorter machine would be invaluable in assisting with the timeliness of material check-ins. Staffing will not be increased, so this would be a solution to address material issues without taking time away from current staff.
  • The library will be used as a tutoring location for change of placement students from KASD. These are students who can’t attend campus for reasons such as illness or expulsion.
  • A new microfilm reader has been added to the History Room.
  • Assistant Director’s Report
  • Schneider highlighted the many successful summer programs provided by the library and noted the excellent attendance at these events. One exceptional achievement was that 1,115 books were given away this summer through the summer reading program. The Paw Patrol event was also extremely popular, exceeding attendance expectations and bringing positive attention to the library.
  • Despite less than favorable weather, there were 394 people attending the Fairy Walk, and a lot of new families joined this popular event.
  • Schneider is already working on grants and budget work for upcoming programming. She plans to attend the back-to-school activities night at River View Middle School to share future library events with students. She will also be waiving fines for students who stop by her table.
  • The summer lunch program received a lot of positive feedback and was appreciated by the community. This program benefited from the generosity of many local businesses. Moving forward, the library will talk with the district to determine how to address this program next summer.

Adjournment

  • Motion to adjourn by Neumeier. Seconded by Vondracek. Motion carried unanimously.
  • Meeting adjourned at 7:15 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

September 24, 2019

President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.

Present: D. Driessen, O. Fischer, M. Kilgas, P. Landreman, J. Lucas, A. Neumeier, C. Van Boxtel, and
J. Vondracek

Missing: C. Fallona

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements:

  • Postcards for the October 4th grand opening of the Interactive Learning Garden were passed out to the board members.

Action Items

  • Consent Agenda
  • Motion to approve Consent Agenda by Vondracek. Seconded by Van Boxtel. Motion passed unanimously.
  • Vondracek moved to approve the August meeting minutes with a correction that Marcia Trentlage of the OWLS Board of Trustees attended the meeting. Seconded by Van Boxtel. Motion passed unanimously.

Reports

  • Statistics
  • No comment

  • Director’s Report
  • Winnefox sent a letter to OWLS stating they are no longer interested in a five year merger due to an inability to resolve a number of issues between the two systems. Thiem-Menning will keep the Kaukauna Library Board updated on this issue if anything changes or if the state forces a merger.
  • Thiem-Menning has been working diligently on the library’s finances. She has set meetings with city personnel, specifically the city attorney, to ensure building maintenance is being funded correctly per the lease agreement. She will also be working with city personnel to ensure the 2020 library budget is executed properly.
    • It is important to note there are three tiers set forth by the state for acceptable levels of service, and while the goal is to achieve a tier 3, our library is unable to meet even a tier 1 on most services. These ratings are applied to services such as computers to community population ratios, books to population ratios, numbers of hours open, and so forth. We would succeed if programming was ranked, but the Kaukauna Public Library only meets a tier 1 rating for the computer to population ratio. The greatest issue facing our library meeting these levels of acceptable service is understaffing. If staffing is negatively affected by the 2020 budget, many services will have to be reconsidered and the vision to achieve tier 3 service levels will become even more difficult.
  • Thiem-Menning submitted capital improvements to the city, and has suggested breaking down the improvements into separate years in order to make these goals easier to achieve. The objective behind the safety-related capital improvements is to be proactive in addressing security in our building, especially after the incident that occurred at the Appleton Public Library.
  • A juvenile has been banned from the library for an extended amount of time after threatening another student.
  • Assistant Director’s Report
  • No comment

New Business

  • Lucas moved to adopt of the State of Wisconsin general records schedule for Wisconsin’s Public Libraries and Public Library Systems and related records, with any records created by the library that are not a part of the State record retention schedule will follow the City of Kaukauna schedule until formally amended or superseded. Seconded by Vondracek. Motion carried unanimously.
  • Kilgas moved to authorize the Library Director and Board Financial Secretary to close the Special Use checking account at East Wisconsin and open a new Special Use account at Bank of Kaukauna and to add the Assistant Director, Angela Schneider, to the account. Seconded by Fischer. Motion carried unanimously
  • Neumeier moved to revise the Appropriate Use Policy as presented in the board packet. Seconded by Lucas. Motion carried unanimously.

Adjournment

  • Motion to adjourn by Van Boxtel. Seconded by Kilgas. Motion carried unanimously.
  • Meeting adjourned at 6:23 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Meeting Minutes

October 22, 2019

Vice President Fischer called the Kaukauna Public Library Board of Trustees Meeting to order
at 5:30 pm.

Present: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, P. Landreman, J. Lucas, A. Neumeier,
C. Van Boxtel, and J. Vondracek

Excused:

Also present: A. Thiem-Menning, Angela Schneider, Sarah Read

Compliance with Open Meeting Law

A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements:

  • Sarah Read presented information on the Youth Services Development seminar she attended on August 25-28 in Delavan, Wisconsin. Read brought a lot of innovative ideas back from this event, including:
    • What makes a good program, how to plan programs with a purpose, how to manage programs beyond your skill set and knowledge base, how to approach programs with a growth mindset, and basing programming around training kids for jobs that may not have been invented yet.
    • Sensory sensitive story times, which are already underway.
    • Community guides to help patrons learn more about the unique landmarks within Kaukauna.
    • Lessons on how libraries can be media mentors, collection development, and dealing with concerns about library materials,
    • Lessons on self-care and setting boundaries for librarians, the importance of being familiar with the diverse needs of our communities, recognizing how the library serves the community as a whole, developing mutual benefit collaborations between schools and community organizations, the importance of removing access barriers to library services, and ways to help the community become more aware of library services.
    • Read also spent time refining her goals as a librarian, learned six key strategies to problem solving, and actively practiced these skills. She also noted that the seminar reinforced how lucky we are to have the staff and resources available at the Kaukauna Public Library.

Action Items

  • Consent Agenda
  • Fallona moved to approve the consent agenda. Seconded by Van Boxtel. Motion passed unanimously.
  • Lucas moved to approve the financial report. Seconded by Kilgas. Motion passed unanimously.
  • Vondracek moved to place the September and October Financial and Statistics Reports on file. Seconded by Fallona. Motion passed unanimously.
  • Closed Session
  • Driessen moved to convene to Closed Session for a budgetary discussion. Seconded by Vondracek. Motion passed unanimously.
  • The Library board convened to closed session pursuant to Wis. Stats. Section 19.85(1)e for discussion at 6:05 PM.
  • Motion to return to open session made by Kilgas. Seconded by Van Boxtel. Motion passed unanimously. Convened to open session at 6:25 pm.
  • Approval of 2020 Budget
  • Thiem-Menning presented the 2020 Budget draft. At this time, the library anticipates a budget increase of less than one percent (0.089). The current budget is not realistic to fully meet the needs of the library but Department Heads were asked to cut to make the whole budget fit.
  • Thiem-Menning will meet with the City Finance Director, HR, and the Mayor to discuss hiring for a contract position.
  • Kilgas moved to approve the 2020 Kaukauna Library Budget. Seconded by Landreman. Motion passed unanimously.

Director’s Report

  • Thiem-Menning has created the 2020 Kaukauna Public Library Budget to submit to the Kaukauna City Council. It was noted that quotes about how the library has positively impacted patrons was a great addition to the document.
  • Fundraising continues for the Interactive Learning Garden; grants are currently being explored and Thiem-Menning will also work with the Library Foundation.
  • The library website is being updated. The goal is to make the site more accessible, as well as to ensure it works on different platforms/mobile devices. James is working to redesign the website with a resource from OWLS assisting in this effort.
  • Thiem-Menning and Schneider are working on a strategic plan for the library to address the DPI criteria that are currently not being met. The library is unable to meet even the lowest level of acceptable service standards at this time. It was noted that services increase each year and due to budgetary issues the library will be forced to cut programs in 2020.

Unfinished Business

  • None

Assistant Director’s Report

  • Schneider shared a number of event highlights such as the annual coat drive on Saturday, October 26th and the Fox Cities Book Festival, which included 315 people attending 10 author events at our library. Additionally, there is interest in holding a grown-up story time event at 313 Dodge in 2020.
  • Schneider noted that the Civic Engagement group from Kaukauna High School filled the Little Food Pantry and added a number of hygiene products as well.

New Business

  • The library board will conduct a review on the Kaukauna Public Library Director, Ashley Thiem-Menning, and will submit this information to the City. The library board would like to create a more encompassing review process for 2020.

Adjournment

  • Motion to adjourn by Landreman. Seconded by Fallona. Motion carried unanimously.
  • Meeting adjourned at 6:54 PM

Drafted by: Anna Neumeier

Approved by: Ashley Thiem-Menning

Kaukauna Public Library Board Minutes
November 27, 2018


Vice-President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.


Present at the time the meeting was called to order: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, P. Landreman, A Neumeier, C. Van Boxtel, and J. Vondracek.
Excused: J. Lucas
Also present: Tony Wieczorek, A. Thiem-Menning


Compliance with Open Meeting Law
• A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.
Public Appearances/Announcements
• New Board member Anna Neumeier was introduced to the Board.
Action Items
• Consent agenda
• Vondracek moved to approve Consent Agenda. Second by Fallona.
• Motion passed unanimously.


Reports
• Statistics
• The Board briefly discussed emerging trends in library usage especially with regard to eBook circulation.
• Director’s Report
• Wieczorek reported on a one year ban notice served to a minor.
• Assistant Director’s Report
• Thiem-Menning reported that the Kaukauna Library’s gift wrapping event on Saturday, December 15 from 10 AM- to noon was mentioned in Martha Stewart Living Magazine.
• A report was also made on the upcoming Book Festival.
• Thiem-Menning also gave a report on the upcoming Planters with Purpose event to be held November 29th in concert with another Give a Gift book buying fund raiser sponsored by the Friends of the Library.
• Technology Coordinator Report
• No comments.
• Friend’s Report
•A brief discussion on the location of the 2019 staff Holiday Party ensued..
• Foundation Report
• Driessen reported on upcoming fund raising efforts:
• Christmas tree selling through December.
•An update on a revision to the annual end of year appeal letter.
• Celebrity grocery bagging at the Kaukauna Piggly Wiggly on December 8th including a contest between the Wisconsin bagging champion and Mayor Penterman.
• Motion to place all reports on file by Vondracek. Seconded by Fallona.
• Motion carried unanimously.
Unfinished Business:
• Motion by Fischer to transfer the customary December Board meeting to January due to the Christmas holiday.
• Second by Van Boxtel.
• Motion passed unanimously.
5:58 pm Tony Wieczorek excused
Closed Session:
• Vondracek moved to go into Closed session for discussion of personnel matter. Second by Fallona.
• Motion passed unanimously.
6:38 pm Returned to open session
Driessen moved to promote A. Thiem-Menning, Assistant Director to Director’s position (date to be determined based on Tony’s resignation date) Second by Fallona. Motion passed unanimously.
Kilgas moved to change the pay grade for new assistant director from pay grade 15 to pay grade 18. Seconded by Fischer. Motion passed unanimously.
Fallona moved to adjourned. Seconded by Driessen. Motion passed unanimously.
Meeting adjourned at 6:45 pm


Adjournment
Motion to adjourn by Fallona. Seconded by Driessen.
Motion carried unanimously.
Meeting adjourned at 6:45 PM


Drafted by:
Tony Wieczorek
Approved by:
Carol Van Boxtel

2018 Library Board Meeting Minutes

Kaukauna Public Library Board Minutes

January 23, 2018

Board President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: C. Fallona, D. Driessen, G. Keating, M. Kilgas,  J. Lucas, L. Meyerhofer, C. Van Boxtel, and J. Vondracek.

Excused: P. Landreman

Also present: Tony Wieczorek, Ashley Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • Wieczorek distributed correspondence complementing the staff.
  • Rachel Boch, our newest staff member, was introduced to the Board

Action Items

  • Consent agenda
    • Vondracek moved to approve the Consent Agenda with the DPI report to be considered under New Business. Seconded by Fallona
    • Lucas commented on the 2017 Budget balance. Wieczorek said that figure was preliminary since Finance had yet to close out their books.
    • Motion passed unanimously.

Reports

  • Statistics
  • Director’s Report
    • Wieczorek reported on a comparison of 2016 to 2017 output measures. Circulation dropped by 3% but program attendance increased by 35% over 2016 as did use of meeting and study rooms.
    • Meyerhofer commented that trend lines be added in the future to better determine growth level
    • Driessen asked if study room use by students could be correlated to better grades.
    • Wieczorek drew attention and added explanation to the long term table of organization plan for the Library. He admitted that the table of organization is indeed “long” term.  But that the Library would be moving in the direction of created and staffing sections providing specific services.
      • For example should a full-time position be added in 2019 technical services would be separated from material management.
      • Meyerhofer recommended exploring ways of combining Library technical services with Utilities.
      • Keating expressed concern that the Library concerns be adequately treated in a timely matter.
      • Wieczorek said that the Library is currently working more closely with Utilities.
    • Wieczorek reported that Stadtmueller would be attending a meeting with State Historical Society and National Park Service and hopes to have good news within a couple weeks.
    • Fallona asked for elaboration on how “fines” and “billed” charges would be separated. Wieczorek said he had recent discussions with Finance to set up account line whereby money received from patrons for lost or damaged items would be returned to the Library so those monies could be used to actually replace lost or damaged items.  All fines received would go to the City.
    • Lucas asked why the Personnel figures for 2018 are lower. With new employees and reductions in some benefits savings were seen.  Lucas also asked whether there was any cost of living increase in 2018.  Wieczorek said a 2.5% increase was granted.
  • Assistant Director’s Report
    • Vondracek reported on a comment made by a patron that “our Library is awesome” referring to the Star Wars day.
    • Vondracek stated that Ashley is doing an excellent job with programs.
  • Technology Coordinator Report – No Discussion
  • Friend’s Report
    • Give a Gift raised about $700.00.
    • Another Give a Gift is planned in April or May.
    • Driessen said there would be more collaboration between Friends and Foundation regarding fund raising.
    • The Board complemented both organizations for working do well together.
  • Foundation Report
    • Meyerhofer said he was seeking a master gardener to do some presentation.
    • The Foundation is awaiting formal approval on the Garden.
    • Driessen asked if there was any more thought on creating a programming room. None at the moment.
  • Motion to place all reports on file by Vondracek. Seconded by Fallona.
  • Motion carried unanimously.

New Business:

  • Annual Department of Public Instruction Library Report.
  • Motion to approve by Meyerhofer, Seconded by Van Boxtel.
  • Motion passed unanimously.

Adjournment

            Motion to adjourn by Meyerhofer. Seconded by Driessen.

            Motion carried unanimously.

            Meeting adjourned at 6:18 PM

Drafted by:

Tony Wieczorek

Approved by:

Carol Van Boxtel

Kaukauna Public Library Board Minutes

February 27, 2018

Vice President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, G. Keating, M. Kilgas, C. Van Boxtel, and J. Vondracek.

Excused: C. Fallona,  P. Landreman,  J. Lucas, L. Meyerhofer

Also present: Tony Wieczorek, Ashley Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • Driessen questioned whether it was necessary for people wanting to speak at meetings to fill out a request form.
  • Wieczorek said he thought such wording had been removed from meeting announcements and agendas but would look into it.

Action Items

  • Consent agenda
    • Vondracek moved to approve the Consent Agenda.
    • Seconded by Kilgas.
    • Motion passed unanimously.

Reports

  • Statistics
    • Wieczorek mentioned a drop in circulation among OWLSnet libraries but that Kaukauna’s drop of 3% was the lowest in the system. Nonetheless, he will be emphasizing ways to increase circulation.
    • Some Board members mentioned articles in the Times-Villager that described new items to the collection.
  • Director’s Report – No discussion.
  • Assistant Director’s Report
    • Board members again spoke favorably about the quality and quantity of programs offered.
  • Technology Coordinator Report
    • While largely going without comment, one conspiracy theorist on the Board questioned whether the size of font used in the report may actually have been a ploy to give it added length.
  • Friend’s Report
    • Thiem-Menning reported a meeting between Friends and the Foundation events committee on March 12th at 4:00 PM to plan for a joint Spring event.
    • There is also an event planned for May 17th with a Master Gardener.
  • Foundation Report
  • Motion to place all reports on file by Vondracek.
  • Seconded by Van Boxtel.
  • Motion carried unanimously.

New Business: None

Adjournment

            Motion to adjourn by Kilgas. Seconded by Vondracek.

            Motion carried unanimously.

            Meeting adjourned at 5:47 PM

Drafted by:
Tony Wieczorek

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

March 27, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, G. Keating, M. Kilgas, J. Lucas, C. Van Boxtel, and J. Vondracek.

Excused: C. Fallona, P. Landreman, L. Meyerhofer

Also present: Tony Wieczorek

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • None

Action Items

  • Consent agenda
    • Vondracek moved to approve the Consent Agenda.
    • Seconded by Keating.
    • Motion passed unanimously.

Reports

  • Statistics
    • The decline in door count was mentioned. Wieczorek said door count is never reliable because of the number of people exiting and returning for various reasons.
  • Director’s Report – Wieczorek reported that there was no form for speaking at Board meetings. Nor do any such notation appear in the meeting announcement or the agenda.
  • Assistant Director’s Report
    • No comments
  • Technology Coordinator Report
    • No comments
  • Friend’s Report
    • Thiem-Menning reported on the meeting between Friends and the Foundation. The events committee plan for a joint Spring fund raising event on May 17th.  This event will include a raffle of a quilt, and a silent auction, the proceeds of which will be shared between Friends and Foundation.  The Friends are also planning a Give a Gift book Sale event for the same day.
    • In the evening of May 17th a program will be held with a Master Gardener to promote the Interactive Learning Garden fund raising.
  • Foundation Report – None
  • Motion to place all reports on file by Vondracek.
  • Seconded by Driessen.
  • Motion carried unanimously.

New Business: None

Adjournment

            Motion to adjourn by Keating. Seconded by Driessen.

            Motion carried unanimously.

            Meeting adjourned at 5:58 PM

Drafted by:

Tony Wieczorek
Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

April 24, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, G. Keating, M. Kilgas, P. Landreman,  J. Lucas, C. Van Boxtel, C.Fallona and J. Vondracek.

Excused: L. Meyerhofer

Also present: Tony Wieczorek, Ashley Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • None

Action Items

  • Consent agenda
    • Fallona moved to approve the Consent Agenda.
    • Seconded by Van Boxtel.
    • Motion passed unanimously

Reports

  • Statistics
    • Wieczorek commented on the drop in circulation.
    • Vondracek asked about the decrease in self-check usage. Wieczorek replied that it was likely due to the decrease in circulation.
  • Director’s Report
    • Wieczorek reported on the conversation with the new Mayor.
    • With Driessen becoming the Council representative on the Board a spot would be open. Names will be collected and sent to the Mayor.
    • Wieczorek reported he had talked with SEH and Saiki about possible construction dates and fundraising approaches.
  • Assistant Director’s Report
    • No comments
  • Technology Coordinator Report
    • No comments
  • Friend’s Report
    • Driessen and Thiem-Menning reported on the upcoming book sale. Set up would be in Friday, May 4th.  They also were seeking people to fill in for cashiering.
  • Foundation Report
    • The Foundation fund raising committee is still discussing naming rights for the Garden.
    • Publicity approaches were being discussed.
    • The Foundation was still waiting for more exact numbers to see how much is needed to be raised.
  • Motion to place all reports on file by Vondracek.
  • Seconded by Keating.
  • Motion carried unanimously.

New Business: None

Adjournment

            Motion to adjourn by Kilgas. Seconded by Vondracek.

            Motion carried unanimously.

            Meeting adjourned at 6:15 PM

Drafted by:
Tony Wieczorek

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

May 22, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:31 PM. 

Present at the time the meeting was called to order: D. Driessen, C. Fallona, G. Keating, P. Landreman, J. Lucas, C. Van Boxtel, and J. Vondracek.

Excused: M. Kilgas, L. Meyerhofer

Also present: Tony Wieczorek, Gavin Schmitt

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • Wieczorek distributed Thank you notes from the Programs
  • Gavin Schmitt, our newest staff member, was introduced to the board.

Action Items

  • Consent agenda
    • The following motions were presented.
      • April Board Minutes
      • April Special Board Minutes
      • April Financial Reports
    • Discussion:
      • Fallona was not listed on the April minutes.
      • Landreman asked about Library Materials and Contracted Services. Wieczorek explained the Contracted services were right on budget.
      • Wieczorek commented on the drop in circulation and the addition of 1500 new items.
    • Landreman moved to approve the Consent Agenda with amendment to minutes. Seconded by Driessen.
    • Motion passed unanimously.

Reports

  • Statistics
    • Wieczorek expanded upon the decrease in circulation and the ways to increase circulation: updated web site and social media, staff picks, new signage. The drop is statewide and it is a concern with the entire system. Comments about the newspaper losing circulation also. Wieczorek showed charts of statewide circulation. Comments about electronic devices replacing books & newspapers.
  • Director’s Report
    • Landreman suggested replacements for the open Board position. There was much discussion about the new Board replacement.
    • Wieczorek stated that progress on the Learning Garden is advancing.
  • Assistant Director’s Report
    • Fallona asked how the Seeds of the Future fundraiser.
  • Technology Coordinator Report
    • No comments
  • Friend’s Report
    • Driessen reported that the Book sale did well. The first day was the best and there were even new memberships.
  • Foundation Report
    • The Foundation meet without quorum. There was much discussion.
      • 2 resignations to fill
      • Talk of number of board members
      • Driessen will fill Council Representative on Board
      • Letter going out later this year for donations
      • Possible article in Times villager
      • Community support for donations
      • Grant writing potential
    • Motion to place all reports on file by Vondracek.
    • Seconded by Keating.
    • Motion carried unanimously.

New Business:

  • Motion to move into closed session to discuss personnel issue by Fallona. Seconded by Van Boxtel.
  • Motion passed unanimously.
  • Motion to return to Open Session by Driessen. Seconded by Fallona.
  • Motion passed unanimously.

Adjournment

            Motion to adjourn by Driessen. Seconded by Van Boxtel.

            Motion carried unanimously.

            Meeting adjourned at 6:35 PM

Drafted by:
Tony Wieczorek/LF

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

June 26, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:31 PM. 

Present at the time the meeting was called to order: D. Driessen, C. Fallona, O. Fischer, G. Keating, M. Kilgas, P. Landreman, J. Lucas, C. Van Boxtel, and J. Vondracek.

Excused:

Also present: Tony Wieczorek, A. Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • President Lucas introduced Olivia Fischer, our new Library Trustee.
  • Wieczorek introduced a new staff member, Jody Becker.

Action Items

  • Consent agenda
    • Landreman moved to approve the Consent Agenda. Seconded by Kilgas.
    • Motion passed unanimously.

Reports

  • Statistics
    • Keating asked for clarification on Public Internet usage. Wieczorek explained it was per hour use.
    • Kilgas asked whether people could still access internet from outside. Wieczorek explained they could access the internet if Wi-Fi bled through from within the building. There are no Wi-Fi access points on the exterior of the building as per OWLS agreement.
    • Kilgas asked if there would be Wi-Fi access in the Garden. Wieczorek responded only if there was bleed through.
    • Van Boxtel noted increased hits on historical links, especially yearbook use which right now is limited to 1916- 1977 editions. Kilgas asked if there was anyplace information that this material was accessible online.  Van Boxtel said there were notices posted on Facebook as well as the Library website. 
    • Lucas said that while inquiries from the public on historical questions might go down the hits on the website to historical links will go up.
  • Director’s Report
    • Wieczorek said there had been some questions from Board members about the Wisconsin Public Library standards questionnaire. He said the responses would form the basis for the 2019 Library goals.  He then distributed another set of questions asking Board members to rank standards in importance.
    • Van Boxtel said she didn’t have sufficient information to respond to some questions.
    • Wieczorek said he would like to arrange for a planning retreat with the Board. Fallona asked if Board members thought this was a good idea.  There seemed to be consensus it would worthwhile.
    • Vondracek asked if there would be a meeting in July to approve bid documents on the Garden. Since the Board has repeatedly approved the Garden project a meeting in July was not felt to be necessary.
    • Thiem-Menning reported on a meeting with Trevor Frank and some Foundation members. A brochure is being planned by Willems Marketing.  She has supplied information to them on Garden classrooms.
    • Fischer asked where the Garden would be located and whether there would be sufficient space in the area for everything. Board members assured her there would be.
    • Wieczorek said we still do not know how much the Garden will cost until bidding documents are returned.
  • Assistant Director’s Report
    • Lucas asked about the meal program offered here. Thiem-Menning replied that the Department of Public Instruction meal program was being hosted at the Library.  She was not sure the number of students being fed would permit this to take place next year.
    • Lucas asked why this program was not being offered at the high school. The Library was thought to be a better site for this since would be more to do here than at the high school in part at least because they were putting in a new parking lot.
    • Fischer said posting this kind of information on social media sites was the best way to advertise this kind of program.
    • Wieczorek commended Thiem-Menning on the Summer Reading Program and the response to it.
  • Technology Coordinator Report
    • No comments.
  • Friend’s Report
    • Thiem-Menning reported on fund raising events in conjunction with the Library Foundation.
    • The Library and Friends of Grignon Mansion would be working on the Volunteer Award program in 2019.
  • Foundation Report
    • Landreman said the Foundation had some new and younger members who were bringing new energy to the Board.
    • He said that grant writing will be crucial to Garden fund raising.
    • Thiem-Menning said the Men with a Mission food booth at the Electric City event raised $5,000.00 for the Garden project.
  • Motion to place all reports on file by Vondracek.
  • Seconded by Van Boxtel.
  • Motion carried unanimously.

New Business:

  • Lucas commented that “Old Business” should be replaced with “Unfinished Business”. But since there was none he asked for a motion to adjourn.

Adjournment

            Motion to adjourn by Driessen. Seconded by Keating.

            Motion carried unanimously.

            Meeting adjourned at 6:20 PM

Drafted by:
Tony Wieczorek

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

August 28, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, C. Fallona, M. Kilgas, P. Landreman, J. Lucas, and J. Vondracek.

Excused: O. Fischer, G. Keating, C. Van Boxtel

Also present: Tony Wieczorek, A. Thiem-Menning 

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • President Lucas announced Gary Keating had resigned from the Board due to health reasons. Lucas recommended sending a letter to Keating thanking him for his years of service.
  • Fallona asked if an announcement should be placed in the Times-Villager seeking new candidates for the Board. Names of potential replacements would be gathered by Board members for a potential list to be submitted to the Mayor.
  • Vondracek commented on the tight quarters for the recent polling event at the Library. Wieczorek said space had to be shared with the summer school lunch program held at the Library but that in November the entire conference room would be available.
  • Frank was scheduled to appear but could not due to weather conditions. Wieczorek read an email from Frank regarding the Garden:
    • Bidding contracts were posted on August 15th
    • Pre-construction meeting for the two bidding contractors scheduled for September 6  A third contractor is being sought as per City requirements.
    • Bid will be awarded on or around September 30th
    • Plan is to build as much as possible this year starting with sign pylons and flat work with remainder to be constructed in the spring of 2019.

Action Items

  • Consent agenda
    • Driessen asked that the agenda be altered to move into closed session for budget discussion prior to the approval of consent agenda.
    • Motion by Fallona. Second by Driessen.
    • Motion passed unanimously.
  • 2019 Budget Presentation
    • Wieczorek presented the 2019 Library budget explaining reductions and additions contained therein
    • Motion to move into closed session by Fallona. Second by Driessen.
    • Motion passed unanimously.
    • Motion to return to open session for remainder of 2019 Budget presentation by Landreman. Second by Kilgas.
    • Motion passed unanimously.
    • Wieczorek further explained the main reduction would be from materials. That reduction would be offset by anticipated Lost and Paid revenues being re-directed back to the Materials line as well as by grants from Friends and Foundation.
    • Question was made as to the Building Maintenance charges.
    • Lucas had reservations about the decrease in the materials line. Circulation seems to be increasing at Kaukauna in recent years.  Yet our materials line has dropped by nearly $40,000.
    • Motion to approve the 2019 Library Budget by Fallona. Second by Landreman.
    • Motion passed unanimously.
  • Return to Consent Agenda
    • Lucas asked when we would receive the balance of the Outagamie allocation. Wieczorek replies we had received it and it would show up in the September report.
    • Landreman asked about the expense for advertising. Wieczorek said it was due to a commitment made to Appleton’s Best magazine for generating Garden funding.
    • Landreman also asked about line item for sales tax. Wieczorek said some of our revenue generated by the library is taxable.
    • Lucas noted that the final 2019 closed date listed as “Wednesday, January 1, 2019 – New Year’s Day” should be “Wednesday, January 1, 2020”.
  • Motion to approve Consent Agenda by Kilgas. Second by Fallona.
  • Motion passed unanimously.

Reports

  • Statistics
    • Wieczorek stated that Overdrive statistics were not yet available and would be added in September.
  • Director’s Report
    • No comments.
  • Assistant Director’s Report
    • Thiem-Menning reported on Harry Potter Day and the Fairy Walk.
    • Lucas noted that Thiem-Menning had applied for and received some grants for the Garden
  • Technology Coordinator Report
    • No comments.
  • Friend’s Report
    • Book Sale will be held in November with the Saturday prior to be open only for Friends members.
    • Friends will have a table at the Farmer’s Market on September 17th.
  • Foundation Report
    • Another Planters with a Purpose event is planned for December. This will also dovetail with another Give a Gift event by the Friends.
  • Motion to place all reports on file by Vondracek. Seconded by Fallona.
  • Motion carried unanimously.

New Business:

  • Wieczorek distributed information on evaluation of Library Diretor.
  • Lucas asked Board members to review materials. He also called for a meeting with the Personnel Committee to come to some decision about procedure.

Adjournment

            Motion to adjourn by Fallona. Seconded by Kilgas.

            Motion carried unanimously.

            Meeting adjourned at 7:03 PM

Drafted by:
Tony Wieczorek

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes

September 25th, 2018

President Lucas called the Kaukauna Public Library Board of Trustees meeting to order at 5:35 PM.

Present at the time the meeting was called to order: D. Driessen, C. Fallona, M. Kilgas, P. Landreman, J. Lucas, J. Vondracek, and O. Fischer.

Excused: C. Van Boxtel

Also present: A. Thiem-Menning

Compliance with Open Meeting Law

A notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • Thiem-Menning announced that Tony had suffered a concussion, which is why he was not able to attend the meeting.

Action Items

  • Consent Agenda
    • Landreman asked a question about the county allocations being higher than anticipated. A. Thiem-Menning responded that county allocations are based on active library cards.
    • Kilgas asked about the lost fees and if the money would be going back to the Library. Discussion about how positive this is ensued.
    • Lucas also had a question about the totals on the revenue spreadsheet. A. Thiem-Menning will send out an update with the corrected totals.
    • Motion to approve made by P. Landreman. Second by C. Fallona
    • Motion passed unanimously.

Reports

Statistics

  • Fallona made a comment about local history inquiries being down. A. Thiem-Menning responded that the numbers do ebb and flow. J. Lucas talked about how the website local history hits are way up. A. Thiem-Menning responded about how the library has been building the website to be friendlier for long distance researchers, offering many digitized files and an online inquiry submission form.

Director’s Report

  • Driessen mentioned that constituents are questioning the cost of the garden.
  • Discussion about the bids ensued. A. Thiem-Menning reported that Trevor had contractors calling him at 4p the day that bids were due and that he believes the bids are high because contractors weren’t getting estimates from subcontractors and were putting in their own numbers.
  • Lucas thought the total amount for the garden was around 350K and expressed concern over the larger figures. A. Thiem-Menning explained that the project has been broken down into four areas. P. Landreman expressed that the Foundation expected these numbers.
  • More discussion ensued about TIF and how much of the project the TIF will cover.
  • Thiem-Menning gave an update on fundraising. P. Landreman mentioned the Foundation is more comfortable going forward now that they have some time to work on fundraising while we wait on the bid process. The exact timing on the fundraising kick off is not certain, but Tony does have articles ready for the Times Villager. C. Fallona asked if the Foundation has a plan for soliciting individual donors. P. Landreman said that people have already been asked and that many grants had been written.
  • Lucas would like to hear from Bob Jakel about how much the TIF is really willing to cover and asked if the board was willing to go forward with this project no matter how much it cost. D. Driessen thought that the board had never really discussed this.
  • Lucas said that at one point one donor was willing to pay 30K for the garden and that the numbers keep increasing.
  • Driessen asked about the possibility of putting a cap on the garden expenses.
  • Fischer inquired about asking community members to volunteer to offset costs. P. Landreman said he envisions most of the plantings in the garden to be donated from landscaping companies.
  • Landreman said that the bottom line is, if the bids come back at a higher number again, that there will likely be some changes made, but he believes that the bids will be substantially less.
  • Lucas asked what happens if we only get two bids again. D. Driessen says that she believes that two will be fine.
  • Driessen expressed concern about kids and the fence. A. Thiem-Menning said that security cameras will be installed and that monitors may be asked to help the first few weeks of school being in session.
  • Fischer asked when the construction would be finished. P. Landreman mentioned that work would begin in March or April.
  • Fischer asked about the possibility of charging to get into the garden. A. Thiem-Menning said that it wasn’t an option, but that the Foundation had a good plan for raising funds for the garden.
  • Kilgas had a question about page 12 and the budget. She wanted to know how far the materials budget line has dropped over the years. J. Lucas said that at one time it was 90K and it has steadily dropped to offset staffing cost. P. Landreman mentioned that the Foundation did talk at their meeting about the possibility of using some Foundation funds, not raised for the garden, to offset the drop in the materials budget.
  • Discussion about the Planters with the Purpose event ensued. The Foundation is also working with the Kiwanis Club on Christmas tree sales and will split the costs with them. Landreman and D. Driessen expressed the need for volunteers to help at the lot.
  • Vondracek asked about the interview process. A. Thiem-Menning reported that she was hopeful it would begin next week or the following. D. Driessen asked about the turnover rate at the Library. A. Thiem-Menning reported that it had been high, but that all of the current staff is anticipated to be long term employees. 

Assistant Director’s Report

  • Fallona asked A. Thiem-Menning what stands out as the most positive thing about the Summer Reading Program. A. Thiem-Menning responded that the amount of free books we give out is much higher than that of the other libraries in the area.
  • Lucas asked about an Elks donation. A. Thiem-Menning said she may have missed them in her write-up and that she would check.

Technology Coordinators Report

  • Vondracek asked if anyone on staff knows the Past Perfect program. A. Thiem-Menning responded that no one did and that is one of the reasons why we have not purchased the software, because we don’t have the time to dedicate to learning it.
  • Lucas asked about the two new computers. This year two computers were added and that the goal is to add another two to the teen computer lab for a total of ten.
  • Fallona asked about after school students in the building. A. Thiem-Menning mentioned that the staff roam after school and that they use tootsie rolls, PBIS, and the one warning system with students.

Friends of the Library Report

  • Driessen reported on all the exciting happenings at the Grignon Mansion.
  • Thiem-Menning reported that the Friends of the Library had a booth at the Fall Fest Farmer’s Market, making about $96. There will be an upcoming sale, set up on Friday, November 16th at 4 PM with a Friends only preview sale on November 17th from 9 AM – 1 PM. The regular sale runs November 19 & 20, with the $1 bag sale on November 21 and the free day the following Saturday. The Friends will also be working with the Foundation on Planters with a Purpose doing their annual Give a Gift book event.

Foundation Report

  • Landreman said that most of the Foundation business had already been discussed during the meeting but that T. Frank was now the President of the Foundation and there were a few other new board members. P. Landreman mentioned that the annual donation request letter will go out again this year. A discussion of the fundraising process ensued.
  • Thiem-Menning mentioned that we are looking for two more volunteers to help out at Fall Fest at the Piggly Wiggly’s to represent the library by the “fill the pumpkin.” She also mentioned some of the other partner projects the Stone Ridge Piggly Wiggly’s will be working on with us to raise funds for the garden.
  1. Vondracek made a motion to place all of the reports on file. Motion seconded by C. Fallona. Motion passed unanimously.

New Business

  • Driessen made a motion to go into closed session. Motion seconded by M. Kilgas. Motion passed unanimously.
  • The Library board convened to closed session pursuant to Wis. Stats. Section 19.85(1)e for discussion of personnel matters at 6:20 PM.

Adjournment

Motion to adjourn by D. Driessen. Seconded by M. Kilgas. Motion passed unanimously. Meeting adjourned at 7:17 PM.  

 

 

Kaukauna Public Library Board Minutes

October 23, 2018

President Lucas called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM. 

Present at the time the meeting was called to order: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, P. Landreman, J. Lucas, C. Van Boxtel, and J. Vondracek.

Excused:

Also present: Tony Wieczorek, A. Thiem-Menning

Compliance with Open Meeting Law

  • A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.

Public Appearances/Announcements

  • President Lucas announced Anna Neumeier has accepted the Board position left vacant by the resignation of Gary Keating

Action Items

  • Vondracek moved the motion to amend the hiring policy be removed from the consent agenda to be considered separately. Second by Kilgas.
  • Motion passed unanimously.
    • Fallona moved to amend the original motion from “unanimous” to “2/3 majority of Board members present”. Second by Kilgas
    • Motion passed unanimously.
    • Motion by Driessen to amend “’must’ with ‘may’ assemble a team” and to remove the phrase “full-time” as a qualification for being on the hiring team. Second by Kilgas.
    • Motion passed unanimously.
    • Vondracek moved to add “or promote” to the line “The Kaukauna Public Library Board seeks to hire”. Second by Driessen.
    • Motion to amend hiring of director to include promotion with changes noted as above passed unanimously.
  • Consent agenda
    • Vondracek moved to approve Consent Agenda. Second by Kilgas.
    • Motion passed unanimously.

Reports

  • Statistics – Board members noted a typo that Wieczorek said he would fix.
  • Director’s Report
    • No comments.
  • Assistant Director’s Report
    • Board members commented favorably on amount and quality of program offerings.
  • Technology Coordinator Report
    • No comments.
  • Friend’s Report
    • Book Sale will be held in November with the Saturday prior to be open only for Friends members.
  • Foundation Report
    • Landreman reported there would be a meeting of the Foundation on November 5th to finalize Garden fund raising materials.
    • Another Planters with a Purpose event is planned for November 29. This will also dovetail with another Give a Gift event by the Friends.
    • Landreman noted the importance of getting some material describing the Library Foundation for distribution. This would be especially important for reminding people to remember the Foundation in their wills.
    • Driessen complimented Wieczorek on his Times-Villager articles.
  • Motion to place all reports on file by Vondracek. Seconded by Van Boxtel.
  • Motion carried unanimously.

Unfinished Business: None

Closed Session:

  • Landreman moved to go into Closed session for discussion of personnel matter. Second by Driessen.
  • Motion passed unanimously.
  • Motion to return to Open session by Driessen. Second by Fallona.
  • Motion passed unanimously.

Adjournment

            Motion to adjourn by Fischer. Seconded by Driessen.

            Motion carried unanimously.

            Meeting adjourned at 6:28 PM

Drafted by:
Tony Wieczorek

Approved by:
Carol Van Boxtel

Kaukauna Public Library Board Minutes
November 27, 2018


Vice-President Driessen called the Kaukauna Public Library Board of Trustees Meeting to order at 5:30 PM.


Present at the time the meeting was called to order: D. Driessen, C. Fallona, O. Fischer, M. Kilgas, P. Landreman, A Neumeier, C. Van Boxtel, and J. Vondracek.
Excused: J. Lucas
Also present: Tony Wieczorek, A. Thiem-Menning


Compliance with Open Meeting Law
• A Notice of the Meeting of the Kaukauna Public Library Board was emailed and an Agenda for the meeting was posted at City Hall and in the Library more than twenty-four hours prior to the meeting.
Public Appearances/Announcements
• New Board member Anna Neumeier was introduced to the Board.
Action Items
• Consent agenda
• Vondracek moved to approve Consent Agenda. Second by Fallona.
• Motion passed unanimously.


Reports
• Statistics
• The Board briefly discussed emerging trends in library usage especially with regard to eBook circulation.
• Director’s Report
• Wieczorek reported on a one year ban notice served to a minor.
• Assistant Director’s Report
• Thiem-Menning reported that the Kaukauna Library’s gift wrapping event on Saturday, December 15 from 10 AM- to noon was mentioned in Martha Stewart Living Magazine.
• A report was also made on the upcoming Book Festival.
• Thiem-Menning also gave a report on the upcoming Planters with Purpose event to be held November 29th in concert with another Give a Gift book buying fund raiser sponsored by the Friends of the Library.
• Technology Coordinator Report
• No comments.
• Friend’s Report
•A brief discussion on the location of the 2019 staff Holiday Party ensued..
• Foundation Report
• Driessen reported on upcoming fund raising efforts:
• Christmas tree selling through December.
•An update on a revision to the annual end of year appeal letter.
• Celebrity grocery bagging at the Kaukauna Piggly Wiggly on December 8th including a contest between the Wisconsin bagging champion and Mayor Penterman.
• Motion to place all reports on file by Vondracek. Seconded by Fallona.
• Motion carried unanimously.
Unfinished Business:
• Motion by Fischer to transfer the customary December Board meeting to January due to the Christmas holiday.
• Second by Van Boxtel.
• Motion passed unanimously.
5:58 pm Tony Wieczorek excused
Closed Session:
• Vondracek moved to go into Closed session for discussion of personnel matter. Second by Fallona.
• Motion passed unanimously.
6:38 pm Returned to open session
Driessen moved to promote A. Thiem-Menning, Assistant Director to Director’s position (date to be determined based on Tony’s resignation date) Second by Fallona. Motion passed unanimously.
Kilgas moved to change the pay grade for new assistant director from pay grade 15 to pay grade 18. Seconded by Fischer. Motion passed unanimously.
Fallona moved to adjourned. Seconded by Driessen. Motion passed unanimously.
Meeting adjourned at 6:45 pm


Adjournment
Motion to adjourn by Fallona. Seconded by Driessen.
Motion carried unanimously.
Meeting adjourned at 6:45 PM


Drafted by:
Tony Wieczorek
Approved by:
Carol Van Boxtel

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