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HomeMy WebLinkAboutLibrary Committee - Agenda - 1/24/2024 D January 24, 2024 Dear Library Committee Members, This letter is written to inform you of the Bayfield County Library Committee Meeting is scheduled for 3:00pm Wednesday, January 24, 2024. This will be a REMOTE meeting only. Committee members and the public will be able to participate in the Meeting via video (click on JOIN MICROSOFT TEAMS MEETING link) and or voice either by using the internet link or phone number below. Microsoft Teams meeting Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 293 696 206 941 Passcode: 83EAAR Download Teams | Join on the web Or call in (audio only) +1 715-318-2087,,484246603# United States, Eau Claire Phone Conference ID: 484 246 603# Find a local number | Reset PIN Learn More | Meeting options Contact Bayfield County at 715-373-6181 if you have access questions. Any person wishing to attend who, because of a disability, requires special accommodation, should contact the County Clerk’s office at 715-373-6100, at least 24 hours before the scheduled meeting time, so appropriate arrangements can be made. AGENDA 1. Call to Order 2. Introductions Bayfield County Library Committee Bayfield County Courthouse 117 East 5th Street, Washburn, WI 54891 County Board Representatives: Charly Ray John Rautio Jim Crandall Bayfield County Library Representatives: Mary Lynch, Bayfield; Jennifer McBain, Drummond; Diane Posner, Washburn; Mary Jean Fenske, Cable/Namakagon; Cassie Fleming, Iron River; Connie Cogger, Northern Waters Library Service Bayfield County Library Directors: Darrell Pendergrass, Teresa Weber, Jacqueline Pooler, Addie Arens, Amanda Westlund, Jared Blanche, Sherry Anderson 3. Public Comment 4. Motion regarding the Minutes of August 24, 2023 5. Review 2024 Building Strong (BSL) Library Projects 6. Discussion and Possible Action Regarding 2025 BSL Program 7. Discussion and Possible Action on Forest Lodge Library BSL Extension Request 8. Review 2024 Library Budget Approved by County Board 9. Next Meeting Date: August 15, 2024, 4pm. (Discussion regarding virtual or in person) 10. Library Reports 11. Adjournment Respectfully, Mark Abeles-Allison, Bayfield County Administrator On behalf of Bayfield County Library Committee MAA/pat cc: Ashland Daily Press, via e-mail Library Narrative, Wednesday, January 24, 2024, remote only meeting Item 2: There are several new members of the committee. • Jennifer McBain – Board Representative for the Drummond Library • Mary Jean Fenske – Board Representative for the Forest Lodge (Cable/Namakagon) Library • Amanda Westlund – New Director for the Forest Lodge (Cable/Namakagon) Library Item 5: BSL plans for 2024. BLS 2024: Library recipients (Please share photos of completed projects). Item 6: Attached is an updated (mostly date changes) Building Strong Libraries program for 2025. Please review to see if there should be any other plan updates. If not this will be shared with the Bayfield County Library directors. Applications are due: Friday, July 26, 2024 Item 7. The Cable Forest Lodge Library is preparing to build at new library. The 3500 square foot project is estimated at $1.2 million with approximately $800,000 raised. Over the past three years the BSL program has committed just over $100k towards the project. In the first year (2022), the appropriation was set to sunset after three years. We are now in the 3rd year. I met with the Library Board and Fund Raising chair. They indicated they would be bidding the project for a Spring 2025 construction schedule. I would recommend we consider a one year extension on the term of the project, through end of 2025 and that funds still be made available to them. Item 8: Budget review: The 2024 Library budget is $383k. This includes allocations to Bayfield County libraries, libraries adjacent to Bayfield County and Northern Waters Library Services. Allocations to BC libraries are below (not including BSL). Item 9. Library reports Minutes of the: Bayfield County Library Committee Meeting August 24th, 2023 - 4:00 p.m. Meeting Held Remotely Via Teams Members Present: Charly Ray, John Rautio, Jim Crandall, Vicki Redenbaugh, Jennifer McBain, Diane Posner, Laurie St. Aubin-Whelihan, Darrell Pendergrass, Teresa Weber, Addie Arens, Kristine Lendved, Jared Blanche, and Sherry Machones Members Excused: Connie Cogger, Jacqueline Pooler, and Cassie Fleming Other Members Present: Mark Abeles-Allison-County Administrator, Kimberlie McAvaney- Red Cliff Library, and Paige Terry-Clerk III Items 1 & 2: Call to Order and Introductions: The meeting of the Bayfield County Library Committee was called to order at 4:02 p.m. by Committee Vice-Chair Jennifer McBain. Introductions of members were made. Item 3: Public Comment: None. Item 4: Motion Regarding the Minutes of the January 18, 2023 Bayfield County Library Committee Meeting: Motion by Rautio, seconded by Ray to approve the minutes of the January 18,2023 Library Committee Meeting. Motion carried. Item 5: Discussion and Possible Action Regarding Bayfield County Library Funding Plan for 2024: Pendergrass reviewed the proposed 2024 library disbursements with the committee. Discussion took place regarding the distribution formula and amounts. The final proposed funding amounts are as follows: • Bayfield Carnegie Library– $89,528.47 • Forest Lodge Library (Cable/Namakagon) – $7,932.15 • Drummond Public Library – $15,692.25 • Iron River Evelyn Goldberg Briggs Library – $32,919.66 • Washburn Public Library – $62,525.08 • Total Funding - $208,597.61 Motion by Ray, seconded by Posner to approve the proposed funding amounts and recommend forward to the full County Board for approval for the 2024 budget. Motion carried. Item 6: Discussion and Possible Action Regarding 2023 BSL Program Projects: Teresa Weber reported that the Bayfield library has finished installing insulated blinds in the upstairs level of the library and they have already proven useful during the hotter days of summer. Addie Arens reported that the Drummond Library is still in the process of updating the outdoor patio area. The shade sales were received the past week and staff is still waiting for the furniture to arrive. Arens stated that staff is expecting the project to come in under budget with remaining funds being put back in the BSL program. Kristine Lendved reported that the Forest Lodge Library is still working on fundraising for the library expansion project. The library’s board recently approved a significantly downsized expansion plan with a fundraising goal of $1.7 million. The project is currently at approximately 40% of its fundraising goal. Item 7: Discussion and Possible Action Regarding 2024 BSL Program Submittals: Weber, Bayfield Library, informed the committee that the library is looking to replace carpet in the lower level of the library. The carpet was replaced many years ago, but new shelves have since been put in that now expose old, mismatched carpet that is thread bare. Lendved stated that the Forest Lodge Library is again seeking funds to put towards the library expansion project. Lendved explained that the library staff is aware that, should the project be unable to show signs of moving forward with the project by the end of 2024, that the funds would be returned to the BSL program. Abeles-Allison reported on behalf of the Iron River Evelyn Goldberg Briggs Library and informed the committee that the library is looking to purchase a tranquility tunnel that would help minimize overstimulation and provide a calm, safe environment for children. Motion by Crandall, seconded by Ray to approve the funding requests with the following allocations: $6,964 to the Bayfield Carnegie Library to replace the carpet on the lower level, $33,876 to the Forest Lodge Library to expand the library, and $2,775 to the Iron River Evelyn Goldberg Briggs Library for a tranquility tunnel. Item 8: In Recognition of Kristine Lendved, Forest Lodge Library Librarian, for her Years of Commitment and Service: The committee recognized Kristine Lendved for her years of commitment and service to the Forest Lodge Library and on the Library Committee. Item 9: Discussion Regarding Wisconsin’s Capital Projects Broadband Grant: Abeles-Allison informed the committee that there is funding available through the state for last mile fiber broadband expansion. Abeles-Allison stated that he is working to come up with ideas on how to create/expand broadband throughout the county. The committee discussed Wi-Fi availability throughout the county. Arens asked if the funding could be applied to the municipal campgrounds as well. Abeles-Allison replied he believed so. 4:50 p.m. – Jared Blanche left the meeting. Item 10: Discussion and Possible Action Regarding Library Awareness Press Release: Abeles-Allison asked if the committee should advocate for library funding and if the committee should write a letter to the editor to express support for library funding. Lendved stated that it is important to also advocate on behalf of the mission of public libraries and the services they provide. Posner asked if there was a National Library Week coming up. Machones replied that Banned Book Week was coming up in the fall and September is Library Card Sign Up Month. Machones continued, stating that the Iron River Library could use support given the current situation it is experiencing. Posner asked Abeles-Allison what would be expected from the committee members. Abeles-Allison stated that the committee members could come up with ideas to share with Abeles-Allison so he could draft them into a letter. The letter would be distributed to the committee for review before being sent out to municipalities or the newspaper. The committee agreed to send topics to Abeles-Allison to have drafted into a letter with the letter being reviewed by the committee before being sent out to municipalities or the newspaper. Item 11: Next Meeting Date: Wednesday, January 24, 2024 at 4:00 PM Item 12: Library Reports: Lendved reported that the Town of Cable has been actively involved in the search for a new director for the library. The job has been posted and applications received. St. Aubin-Whelihan stated that five applications have been received to date and the board will be holding a meeting the following Tuesday to review and select interview candidates. The board hopes to make a decision by mid-September. Weber reported that the Bayfield Library started distributing a monthly newsletter back in March to keep the community informed on what is happening with the library. The newsletter has helped gain attendance for events put on by the library. Weber stated she is interested in the topic of broadband expansion as the library frequently has individuals outside the library looking to use their Wi-Fi. The library now has a solar bench outside that citizens can use to recharge their devices. On average, the library sees 56 visitors a day. Arens reported that the Drummond Library did not hold a summer reading program this year and instead hosted Summer Crafternoon events with two hours of crafts every Thursday afternoon. The Movies on the Lawn event was very successful. Arens stated the patio remains under construction. 5:00 p.m. – Darrell Pendergrass left the meeting. 5:06 p.m. – Charly Ray left the meeting. Posner reported that the Washburn Library held a successful summer reading program with over 50 kids in attendance on the busy days. The program was nature-focused this year and made possible through a generous grant from the Thrivent representative. Classic movie night once a month at the library continues. Staff spent a lot of time dealing with challenges from the new elevator. The library’s second I Love My Library Gala will be held on September 23, 2023. McAvaney reported on behalf of the Red Cliff Library and stated that the library is attempting to revamp its available programs. The library is currently short-staffed and will be posting two new positions should funding allow. McAvaney stated that the passport programs have assisted with getting individuals to visit the library. The school supply giveaway will be held, but a date is yet to be determined. Item 13: Adjournment: There being no further business to discuss, a motion was made by Posner, seconded by Rautio to adjourn the meeting at 5:10 p.m. Respectfully Submitted, Paige a. terry, Clerk III, Bayfield County Administrator’s & Clerk’s Offices On behalf of Bayfield County Library Committee PAT cc: Ashland Daily Press, via e-mail Bayfield County Building Strong Libraries (BSL) Program 2025 Bayfield County Building Strong Libraries Program 20254 2 The Bayfield County Library Committee recommends the continuation of the Building Strong Libraries (BSL) program. This program recognizes that accredited libraries in Bayfield County need capital/infrastructure development assistance. The goal of this program is to cost share library building and other capital expense improvements to ensure the long term viability of libraries within Bayfield County. Program Guidelines: 1. BSL Purpose: Program funding will be used for capital expenses as defined by the Department of Public Instruction as listed below: a) Site acquisition; b) New buildings; c) Additions to or renovation of library buildings; d) Furnishings, equipment, and initial collection (print, non-print and electronic) for new buildings, building additions, or building renovations; e) Computer hardware and software used to support library operations to link networks or to run information products; f) Foundational purchases to initiate a category of programs/services not currently offered by a library; g) Purchases of fixtures or equipment for library grounds that augment the patron’s library experience; h) One-time major requests approved by the Library Committee. i) Heating Ventilation Air Conditioning System Acquisition * Vehicle purchases are excluded from this program. 2. Guidelines: a) Recommendations - The Bayfield County Library Committee will review projects and make recommendations to the County Executive Committee and the County Board for funded projects the following year. b) Funding – will be limited to the difference between 100% library funding and that currently distributed to county libraries. Bayfield County Building Strong Libraries Program 20254 3 c) All projects require a local contribution of at least 25% of the project cost/request. Project submittal and local contribution share need local library board authorization prior to submittal. d) To be eligible to participate, municipalities must have provided no less than the prior year operating expenses in the current year. e) Projects shall be completed in the next calendar year unless otherwise approved by the County Library Committee; f) County funding shall be provided after the local contribution is completed and authorization from the local library board is made to make payment; g) County funding is limited to the approved amount regardless of actual project cost, cost overruns, change orders, etc.; and h) All projects funded will provide a brief, 1 page, project summary upon completion with photograph. 3. Project Ranking – Project approval will be based on the following criteria: a) Demonstration that the project is part of a long-term plan for the library; b) Demonstration that County user needs will be addressed with the project; c) Local contribution level; d) How projects address community and county goals; e) Annual goals of the Library Committee; and f) Community support for the project. 4. Calendar: a) Thursday, January 2418th, 20243: Priorities for 20254 set. b) May 31, 20243 County determines amount of funding available and sends out request for proposals to the Bayfield County libraries; Bayfield County Building Strong Libraries Program 20254 4 c) Friday, July 268th, 20242: DUE DATE for completed project proposals to be submitted to the County. c) Thursday, August 157th, 20243: 45pm. Committee reviews and recommends 20253 projects to fund to County Board. e) End of October, Early November: Bayfield County Board acts on budget for next calendar year. f) November 20243, Bayfield County notifies libraries of funding. 5. Each application shall be submitted with the following information a) Description of project including how the project addresses goals of county program; b) Who will be overseeing the project? c) List the timelines for the project. d) Describe the project budget and what will be accomplished. e) What is the local share and how will this be paid? f) Application submittal requires action by the local Library Board committing funds; g) Application submittal requires action by the local library board committing funds.