Library Board Meeting — Agenda Packet

Library Board Meeting Agenda September 21, 2026 - 6:00 PM New Berlin Library 15105 W Library Lane AGENDA 1. PUBLIC COMMENT SESSION 2. CALL TO ORDER 3. ROLL CALL; DECLARATION OF QUORUM; PUBLIC NOTICE 4. COMMITTEE REPORTS A. Friends of New Berlin Library, Inc. 5. CONSENT AGENDA------------------------------------------------------------------------------ Items under the Consent Agenda have passed unanimously by the Library Board. Items not passed by a unanimous vote will be removed from consent agenda and will be considered separately. A. Approval of minutes i. Meeting Minutes: Monday, August 17, 2026 B. Next meeting date: Monday, October 19, 2026 C. Approval of Bills and Invoices 6. END CONSENT AGENDA----------------------------------------------------------------------- 7. ADMINISTRATIVE UPDATES A. President's Update B. Director's Update C. Common Council Update D. School District of New Berlin Update 8. OLD BUSINESS A. Library 2027 Operating Budget Update 9. NEW BUSINESS A. Library Elevator Replacement - Funding B. Trustee Essentials: Managing the Library's Money C. Annual Review: Library Meeting Room Policy D. 2027 Library Calendar 10. ANNOUNCEMENTS Page 1 of 27 11. ADJOURN Additional Information • The agenda packet, including supplemental information related to agenda items, is available online at www.NewBerlinWI.gov. Once finalized by the governing body, approved meeting minutes will also be posted online. • Agenda items may be taken out of order at the governing body's discretion. • Members, and possibly a quorum, of other municipal governmental bodies may attend this meeting to gather information. However, no action will be taken by any governmental body other than the one referenced in this notice. • Accommodations will be provided under the Americans with Disabilities Act (ADA) to meet the needs of individuals with disabilities. If you require assistance or appropriate aids and services, please contact the Office of the City Clerk at (262) 786-8610 with reasonable notice. Page 2 of 27 New Berlin Public Library Board Meeting August 17, 2026, at 6:00 P.M. New Berlin Public Library Marion Onesti Board Room 1. PUBLIC COMMENT SESSION There were no public comments made at this meeting. 2. CALL MEETING TO ORDER President Marek called the meeting to order at 6:05 P.M. 3. ROLL CALL; DECLARATION OF QUORUM; PUBLIC NOTICE Present: Trustees Lori Doyle, Chuck Garrigues, and Dolores Greenawalt; Treasurer Nathan Jung and Common Council Representative Meg Gardner; President John Marek, Secretary Patti Orzel, and School District Representative Jenny Schlie-Reed Absent/Excused: Vice-President Jill Kawala Staff Present: Natalie Beacom, Director Guests Present: Kathy Wiemelt, President, Friends of the New Berlin Library Inc. President Marek confirmed that a quorum was present and that the meeting was properly posted in compliance with the Open Meetings Law. 4. COMMITTEE REPORTS A. Friends of the New Berlin Public Library, Inc. (FOL) The next FOL Book Sale is scheduled for Friday, September 18th, 5 P .M. to 7 P .M, Members Only Preview Night; Saturday, September 19th, 9 A.M. to 4 P .M. and Sunday, September 20th, 1 P .M. – 3 P .M. 5. CONSENT AGENDA --------------------------------------------------------------------------------------- Items under the Consent Agenda are passed unanimously by the Library Board. Items not passed by unanimous vote are removed from the consent agenda and considered separately. A. Approval of minutes: Monday, June 15, 2026, and Monday, July 20, 2026 B. Next meeting date: Monday, September 21, 2026 C. Approval of Bills and Invoices 6. END CONSENT AGENDA ------------------------------------------------------------------------------------------- MOTION: Motion to approve the Consent Agenda. VOTE: Motion by Greenawalt Second by Garrigues Motion approved 8-0. 7. ADMINISTRATIVE REPORTS A. President’s Report – No report was submitted. Page 3 of 27 B. Director’s Report  The Bridges Library System will hold its annual Trustee Appreciation Event on Tuesday, September 29th at the Retzger Nature Center in the City of Waukesha.  The minimum exemption standards for libraries in the Bridges System were recently announced.  NBPL staff were invited to present a workshop on marketing strategies at a professional development seminar in Illinois.  The Library filed for a refund from Baker & Taylor, the nation’s largest distributor of print books to public libraries, following Baker & Taylor’s filing for bankruptcy. C. Common Council Update  Following two informational sessions, the Common Council voted 5-1 to include a public safety referendum on the ballot for the November 3rd election. Approval of the referendum will provide funding for twelve additional firefighters, three police officers and one social worker for the cost of $156 dollars per household per year. D. School District of New Berlin Update  The teachers return for the 2026-27 school year next week.  The district plans to focus on establishing student guidelines for the use of AI.  A cell phone ban will be implemented for the upcoming school year.  Library Associates will be managing the Library Media Centers (LMCs) at the elementary, middle, and high school levels. 8. OLD BUSINESS A. Trustee Essentials-Chapter 8: Library Budgets The official guide published by the Wisconsin Department of Public Instruction (DPI) was provided to the trustees. 9. NEW BUSINESS A. 2027 Library Operating Budget Review Each line item in the 2027 Library Operating Budget was reviewed by the trustees with a focus on future needs. 10. ANNOUNCEMENTS MOTION: Motion to approve the Consent Agenda. VOTE: Motion by Greenawalt Second by Doyle Motion approved 8-0. President Marek adjourned the meeting at 7:17 P .M. Respectfully submitted, Patti Orzel, Secretary Page 4 of 27 Page 5 of 27 Page 6 of 27 CITY OF NEW BERLIN INVOICE LIST BY GL ACCOUNT Report generated: 09/02/2026 10:13 User: 9740thin Program ID: apinvgla Page 1 YEAR/PERIOD: 2026/8 TO 2026/8 ACCOUNT/VENDOR INVOICE PO YEAR/PR TYP S PAYABLES CHECK DESCRIPTION 15810000 LIBRARY 15810000 53040 TELEPHONE/CELL PHONE 302074 AT&T 262785481708 0 2026 8 INV P 145.81 082626 284377 PHONES-LIB 8/4/26 302074 AT&T 4893229116 0 2026 8 INV P 535.24 082626 284378 ROUTER-LIB 8/7/26 681.05 ACCOUNT TOTAL 681.05 15810000 54030 MAINTENANCE CONTRACT 004910 CINTAS FIRE PROTECTI 2500164983 0 2026 8 INV P 235.00 082626 284392 INSP SPRINKLER SYS- 021077 ADVANCED WILDLIFE 799543 0 2026 8 INV P 125.00 082626 284373 PESTCNTRL-LIB 8/6/2 026400 ITU ABSORB TECH 8773527 0 2026 8 INV P 94.48 082626 284425 MATS-LIB 8/10/26 ACCOUNT TOTAL 454.48 15810000 54080 LEASES EQUIPMENT 362301 GREAT AMERICA FINANC 42670873 0 2026 8 INV P 592.73 082626 284417 COPIER LEASE/USAGE- 362301 GREAT AMERICA FINANC 42785166 0 2026 8 INV P 354.45 082626 284417 COPIER LEASE/USAGE- 947.18 ACCOUNT TOTAL 947.18 15810000 54110 SUPPLIES 015580 AMAZON CAPITAL SERVI 173P-YRTF-36HG 0 2026 8 INV P 252.06 082626 284375 VARIOUS TITLES/PROG 015580 AMAZON CAPITAL SERVI 1WV4-6PPX-XFV9 0 2026 8 INV P 20.76 082626 284375 VARIOUS TITLES/SUPP 272.82 ACCOUNT TOTAL 272.82 15810000 54230 LIBRARY MATERIALS 001613 GALE CENGAGE LEARNIN 999102925944 0 2026 8 INV P 118.50 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103002047 0 2026 8 INV P 166.50 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103002049 0 2026 8 INV P 90.00 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103006012 0 2026 8 INV P 81.00 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103006013 0 2026 8 INV P 56.25 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103009403 0 2026 8 INV P 114.75 082626 284412 VARIOUS TITLES-LIB 001613 GALE CENGAGE LEARNIN 999103011190 0 2026 8 INV P 27.75 082626 284412 VARIOUS TITLES-LIB 654.75 007171 MILWAUKEE BUSINESS J 2027 SUBSCRIP 0 2026 8 INV P 250.00 082626 284450 2027 DIGITALSUBSCRI 015580 AMAZON CAPITAL SERVI 173P-YRTF-36HG 0 2026 8 INV P 2,500.60 082626 284375 VARIOUS TITLES/PROG 015580 AMAZON CAPITAL SERVI 17Q4-TY4C-GWC7 0 2026 8 CRM P -38.68 082626 284375 RET PURCH CRDIT-LIB 015580 AMAZON CAPITAL SERVI 1T7X-FRMK-DJLP 0 2026 8 CRM P -10.74 082626 284375 RET PURCH CRDIT-LIB 015580 AMAZON CAPITAL SERVI 1TNX-DNWL-NVL9 0 2026 8 CRM P -.39 082626 284375 RET PURCH CRDIT-LIB 015580 AMAZON CAPITAL SERVI 1WV4-6PPX-XFV9 0 2026 8 INV P 4,152.78 082626 284375 VARIOUS TITLES/SUPP Page 7 of 27 CITY OF NEW BERLIN INVOICE LIST BY GL ACCOUNT Report generated: 09/02/2026 10:13 User: 9740thin Program ID: apinvgla Page 2 YEAR/PERIOD: 2026/8 TO 2026/8 ACCOUNT/VENDOR INVOICE PO YEAR/PR TYP S PAYABLES CHECK DESCRIPTION 6,603.57 224529 BLACKSTONE PUBLISHIN 2242198 0 2026 8 INV P 38.00 082626 284382 VARIOUS TITLES-LIB 224529 BLACKSTONE PUBLISHIN 2242312 0 2026 8 INV P 44.99 082626 284382 VARIOUS TITLES-LIB 82.99 353213 CHILDREN'S PLUS INC 289472 0 2026 8 INV P 65.95 082626 284391 VARIOUS TITLES-LIB 361291 MIDWEST TAPE 509217262 0 2026 8 INV P 530.74 082626 284449 VARIOUS TITLES-LIB 361291 MIDWEST TAPE 509262471 0 2026 8 INV P 177.01 082626 284449 VARIOUS TITLES-LIB 707.75 ACCOUNT TOTAL 8,365.01 15810000 55090 PROGRAMS-JUVENILE 015580 AMAZON CAPITAL SERVI 173P-YRTF-36HG 0 2026 8 INV P 154.00 082626 284375 VARIOUS TITLES/PROG ACCOUNT TOTAL 154.00 ORG 15810000 TOTAL 10,874.54 FUND 0010 GENERAL FUND TOTAL: 10,874.54 ** END OF REPORT - Generated by Thu Van Hintz ** Page 8 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:46 User: 9740thin Program ID: glytdbud Page 1 FOR 2026 08 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 581 LIBRARY APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED 15810000 50010 SALARY-FULL TIME 553,596 0 553,596 391,679.57 .00 161,916.43 70.8% 15810000 50020 SALARY-PART TIME 494,766 0 494,766 314,908.41 .00 179,857.59 63.6% 15810000 51010 RETIREMENT 54,238 0 54,238 38,427.24 .00 15,810.76 70.8% 15810000 51020 FICA 78,688 0 78,688 53,455.00 .00 25,233.00 67.9% 15810000 51030 HEALTH INSURANCE 75,327 0 75,327 54,367.92 .00 20,959.08 72.2% 15810000 51060 LONG-TERM DISABI 81 0 81 .00 .00 81.00 .0% 15810000 51065 VISION/DENTAL IN 3,720 0 3,720 2,004.48 .00 1,715.52 53.9% 15810000 51070 LIFE INSURANCE 1,074 0 1,074 1,420.92 .00 -346.92 132.3% 15810000 53010 ELECTRICITY 74,000 0 74,000 38,551.95 .00 35,448.05 52.1% 15810000 53020 WATER/SEWER 3,000 0 3,000 2,014.19 .00 985.81 67.1% 15810000 53040 TELEPHONE/CELL P 6,000 0 6,000 5,382.76 .00 617.24 89.7% 15810000 53050 HEATING FUEL 19,000 0 19,000 10,100.26 .00 8,899.74 53.2% 15810000 54010 R&M BLDGS & GROU 40,000 0 40,000 35,714.87 .00 4,285.13 89.3% 15810000 54030 MAINTENANCE CONT 50,000 -775 49,225 44,204.68 .00 5,020.32 89.8% 15810000 54060 MARKETING 1,000 0 1,000 1,362.84 .00 -362.84 136.3% 15810000 54080 LEASES EQUIPMENT 48,000 0 48,000 19,200.08 .00 28,799.92 40.0% 15810000 54110 SUPPLIES 27,000 0 27,000 17,169.61 .00 9,830.39 63.6% 15810000 54170 POSTAGE 700 0 700 300.00 .00 400.00 42.9% 15810000 54180 HOUSEKEEPING SUP 0 0 0 94.48 .00 -94.48 100.0% 15810000 54230 LIBRARY MATERIAL 219,480 775 220,255 156,635.99 .00 63,619.01 71.1% 15810000 54330 TRAINING EXPENSE 500 0 500 421.43 .00 78.57 84.3% 15810000 54521 TECHNOLOGY/SOFTW 39,000 0 39,000 38,450.75 .00 549.25 98.6% 15810000 55090 PROGRAMS-JUVENIL 1,200 0 1,200 909.51 .00 290.49 75.8% 15810000 55095 PROGRAMS-YOUNG A 1,800 0 1,800 427.75 .00 1,372.25 23.8% 15810000 55100 PROGRAMS-ADULT 1,200 0 1,200 1,271.01 .00 -71.01 105.9% TOTAL LIBRARY 1,793,370 0 1,793,370 1,228,475.70 .00 564,894.30 68.5% TOTAL EXPENSES 1,793,370 0 1,793,370 1,228,475.70 .00 564,894.30 Page 9 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:46 User: 9740thin Program ID: glytdbud Page 2 FOR 2026 08 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD EXPENDED ENCUMBRANCES BUDGET USED GRAND TOTAL 1,793,370 0 1,793,370 1,228,475.70 .00 564,894.30 68.5% ** END OF REPORT - Generated by Thu Van Hintz ** Page 10 of 27 YEAR TO DATE THROUGH AUGUST 31, 2026 ORG OBJ ACCOUNT DESCRIPTION REVISED BUDGETYTD EXPENDEDAVAILABLE BUDGET% USED15810000 50010 SALARY-FULL TIME 553,596 391,679.57 161,916 70.8015810000 50020 SALARY-PART TIME 494,766 314,908.41 179,858 63.6015810000 51010 RETIREMENT 54,238 38,427.24 15,811 70.8015810000 51020 FICA 78,688 53,455.00 25,233 67.9015810000 51030 HEALTH INSURANCE 75,327 54,367.92 20,959 72.2015810000 51060 LONG-TERM DISABILITY 81 0.00 81 0.0015810000 51065 VISION/DENTAL INSURANCE 3,720 2,004.48 1,716 53.9015810000 51070 LIFE INSURANCE 1,074 1,420.92 -347 132.3015810000 53010 ELECTRICITY 74,000 38,551.95 35,448 52.1015810000 53020 WATER/SEWER 3,000 2,014.19 986 67.1015810000 53040 TELEPHONE/CELL PHONE 6,000 5,382.76 617 89.7015810000 53050 HEATING FUEL 19,000 10,100.26 8,900 53.2015810000 54010 R&M BLDGS & GROUNDS 40,000 35,714.87 4,285 89.3015810000 54030 MAINTENANCE CONTRACT 49,225 44,204.68 5,020 89.8015810000 54060 MARKETING 1,000 1,362.84 -363 136.3015810000 54080 LEASES EQUIPMENT 48,000 19,200.08 28,800 40.0015810000 54110 SUPPLIES 27,000 17,169.61 9,830 63.6015810000 54170 POSTAGE 700 300.00 400 42.9015810000 54180 HOUSEKEEPING SUPPLY 0 94.48 -94 100.0015810000 54230 LIBRARY MATERIALS 220,255 156,635.99 63,619 71.1015810000 54330 TRAINING EXPENSES 500 421.43 79 84.3015810000 54521 TECHNOLOGY/SOFTWARE 39,000 38,450.75 549 98.6015810000 55090 PROGRAMS-JUVENILE 1,200 909.51 290 75.8015810000 55095 PROGRAMS-YOUNG ADULT 1,800 427.75 1,372 23.8015810000 55100 PROGRAMS-ADULT 1,200 1,271.01 -71 105.90Grand Total 1,793,370 1,228,475.70 564,894 68.50 Page 11 of 27 YEAR TO DATE THROUGH AUGUST 31, 2026 ORG OBJ ACCOUNT DESCRIPTION REVISED BUDGETYTD EXPENDED AVAILABLE BUDGET% USED 15810000 50010 SALARY-FULL TIME 553,596 391,679.57 161,916 70.80 15810000 50020 SALARY-PART TIME 494,766 314,908.41 179,858 63.60 15810000 51010 RETIREMENT 54,238 38,427.24 15,811 70.80 15810000 51020 FICA 78,688 53,455.00 25,233 67.90 15810000 51030 HEALTH INSURANCE 75,327 54,367.92 20,959 72.20 15810000 51060 LONG-TERM DISABILITY 81 0.00 81 0.00 15810000 51065 VISION/DENTAL INSURANCE 3,720 2,004.48 1,716 53.90 15810000 51070 LIFE INSURANCE 1,074 1,420.92 -347 132.30 15810000 53010 ELECTRICITY 74,000 38,551.95 35,448 52.10 15810000 53020 WATER/SEWER 3,000 2,014.19 986 67.10 15810000 53040 TELEPHONE/CELL PHONE 6,000 5,382.76 617 89.70 15810000 53050 HEATING FUEL 19,000 10,100.26 8,900 53.20 15810000 54010 R&M BLDGS & GROUNDS 40,000 35,714.87 4,285 89.30 15810000 54030 MAINTENANCE CONTRACT 49,225 44,204.68 5,020 89.80 15810000 54060 MARKETING 1,000 1,362.84 -363 136.30 15810000 54080 LEASES EQUIPMENT 48,000 19,200.08 28,800 40.00 15810000 54110 SUPPLIES 27,000 17,169.61 9,830 63.60 15810000 54170 POSTAGE 700 300.00 400 42.90 15810000 54180 HOUSEKEEPING SUPPLY 0 94.48 -94 100.00 15810000 54230 LIBRARY MATERIALS 220,255 156,635.99 63,619 71.10 15810000 54330 TRAINING EXPENSES 500 421.43 79 84.30 15810000 54521 TECHNOLOGY/SOFTWARE 39,000 38,450.75 549 98.60 15810000 55090 PROGRAMS-JUVENILE 1,200 909.51 290 75.80 15810000 55095 PROGRAMS-YOUNG ADULT 1,800 427.75 1,372 23.80 15810000 55100 PROGRAMS-ADULT 1,200 1,271.01 -71 105.90 Grand Total 1,793,370 1,228,475.70 564,894 68.50 Page 12 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:54 User: 9740thin Program ID: glytdbud Page 1 FOR 2026 08 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 581 LIBRARY APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL 22810000 48040 DONATIONS 0 0 0 -44,616.53 .00 44,616.53 100.0% 22810000 48040 FOL DONATIONS 0 0 0 1,100.00 .00 -1,100.00 100.0%* 22810000 54110 SUPPLIES 0 0 0 2,520.36 .00 -2,520.36 100.0%* 22810000 54110 FOL SUPPLIES 0 0 0 11,477.22 .00 -11,477.22 100.0%* 22810000 55090 FOL PROGRAMS-JUVE 0 0 0 117.54 .00 -117.54 100.0%* 22810000 55095 FOL PROGRAMS-YOUN 0 0 0 2,000.00 .00 -2,000.00 100.0%* 22810000 55100 PROGRAMS-ADULT 0 0 0 430.00 .00 -430.00 100.0%* 22810000 55100 FOL PROGRAMS-ADUL 0 0 0 3,150.00 .00 -3,150.00 100.0%* TOTAL LIBRARY 0 0 0 -23,821.41 .00 23,821.41 100.0% TOTAL REVENUES 0 0 0 -43,516.53 .00 43,516.53 TOTAL EXPENSES 0 0 0 19,695.12 .00 -19,695.12 Page 13 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:54 User: 9740thin Program ID: glytdbud Page 2 FOR 2026 08 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL GRAND TOTAL 0 0 0 -23,821.41 .00 23,821.41 100.0% ** END OF REPORT - Generated by Thu Van Hintz ** Page 14 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:56 User: 9740thin Program ID: glytdbud Page 1 FOR 2026 08 ACCOUNTS FOR: ORIGINAL TRANFRS/ REVISED AVAILABLE PCT 000 UNDESIGNATED APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL 01010400 44110 LIBRARY FINES -45,000 0 -45,000 -17,133.92 .00 -27,866.08 38.1%* 01010400 44111 LIBRARY-COPIES -8,500 0 -8,500 -4,834.93 .00 -3,665.07 56.9%* 01010400 44112 LIBRARY-OTHER SY -28,415 0 -28,415 -13,697.50 .00 -14,717.50 48.2%* TOTAL UNDESIGNATED -81,915 0 -81,915 -35,666.35 .00 -46,248.65 43.5% TOTAL REVENUES -81,915 0 -81,915 -35,666.35 .00 -46,248.65 Page 15 of 27 CITY OF NEW BERLIN YEAR-TO-DATE BUDGET REPORT Report generated: 09/02/2026 11:56 User: 9740thin Program ID: glytdbud Page 2 FOR 2026 08 ORIGINAL TRANFRS/ REVISED AVAILABLE PCT APPROP ADJSTMTS BUDGET YTD ACTUAL ENCUMBRANCES BUDGET USE/COL GRAND TOTAL -81,915 0 -81,915 -35,666.35 .00 -46,248.65 43.5% ** END OF REPORT - Generated by Thu Van Hintz ** Page 16 of 27 15105 Library Lane, New Berlin, WI 53151 | 262-785-4980 | www.neberlinlibrary.org Library Budget StatementDATE:August 18, 2026TO:Mayor Dave Ament and the City of New Berlin Common Council, Library Board of Trustees, Matthew Uselding, Amy Miller, Melissa Beck FROM:Natalie Beacom, Library DirectorRE:Library Workforce SustainabilityWisconsin municipalities are facing potentially significant funding challenges. Changes in recurring revenue, combined with increasing personnel and operational costs, create challenges sustaining core services and emerging community needs. As the Library Director, and the Library Board of Trustees, we recognize our responsibility to be thoughtful partners in navigating these fiscal challenges and to make informed decisions that balance service expectations, organizational needs, and available resources.Thank you for considering the Library's proposed 2027 Operational Budget. Staffingcosts represent the Library's largest investment. The proposed budget maintains a disciplined approach to both personnel and operational expenditures, with a modest increase from the 2026 Operational Budget. Our intent is to continue deploying existing resources in the most sustainable and effective manner possible. We also strive to be responsible by looking ahead to the next 5 years through the lens of our actual experiences and trends.As part of this approach, we continue to evaluate whether our current staffing structure represents the most effective and sustainable long-term use of Library resources. This includes evaluating the appropriate balance of full-time and part-time positions, scheduling practices, and professional staffing capacity. Our experience in transitioning two part-time Librarian positions to full-time positions in 2024 has demonstrated the operational benefits that full-time staffing can provide, including increased flexibility, continuity, and stability. Staffing Levels and Continuity of ServicesWe take pride in representing New Berlin well and providing outstanding service to our community. This goes beyond typical expectations for a Library as an example, we have invested in our infrastructure for emergency preparedness, and are active when locations for community shelter, heating and cooling are needed.Library visits, circulation, and program attendance have grown significantly since our COVID-19-related closures. The Library has become a valued destination and community resource for New Berlin residents. This increased demand has also highlighted limitations in our current staffing capacity and requires us to continually realign service expectations with available staff resources.For example, we are operational, 7 days a week, 67 hours, requiring on-site desk staffing for 4 service desks. This required coverage can limit the number and scope of programs, outreach opportunities, community events, and other professional activities Page 17 of 27 15105 Library Lane, New Berlin, WI 53151 | 262-785-4980 | www.neberlinlibrary.org staff can undertake, and require us to forgo some of the opportunities to apply for grants that would bring in more revenue. Additional full-time professional staff would provide greater flexibility to accommodate daily coverage needs, vacations, illness, training, meetings, programs, and other operational demands without disproportionately increasing the workload or schedule demands on remaining staff.Cost of Recruitment and Retention Each vacancy requires a recruitment, hiring, and onboarding process of at least 10 weeks and involves multiple Library staff members as well as City departments. Turnover also creates operational impacts for Library staff, who must provide interim coverage, participate in interviews, train new employees, and adjust schedules and workloads during the transition. Greater full-time professional staffing would provide increased continuity in department coverage and allow Librarians to maintain ongoing responsibility for programming, outreach, collection development, patron services, and other professional work. A more stable full-time staffing structure would reduce the disruption associated with vacancies and allow the Library to retain institutional knowledge, maintain service consistency, and better respond to the growing demand for Library services.We have relatively fewer full-time opportunities compared to peers and other comparable libraries. So, we lose part-time librarians, who are excellent performers and in whom we have invested significant training, when they understandably choose to leave for full-time positions elsewhere.The Library staff are dedicated to the mission of creating a valued community resourcefor our New Berlin citizens. Library usage, through visits and circulation, continue to grow exponentially, which means the increased demand has highlighted limitations in our current staffing capacity. Our growth shows no sign of leveling off in fact, each month we set a new record for the number of people who use our services and see us as a destination within the community.Attached is a copy of our forecasted organizational chart for the next 5 years. We are not looking to implement all of the staffing changes at once. We do see sound and responsible reasons to use the future organization chart as a roadmap to continue to deliver our well-regarded services continue to be a true community asset. As we look toward, we want to communicate our needs with you, not for the intent to simply add more staff, but to evaluate whether adjustments to the staffing modelincluding changes in position structure or the proportion of full-time and part-time staffingcan better support service demands while remaining fiscally responsible.Natalie BeacomLibrary Director Page 18 of 27 REQUESTED ACTION STATEMENT TO: Common Council Mayor Dave Ament FROM: Lucas Pichler, Director of Public Works Natalie Beacom, Library Director RE: Requested Action State ment for transfer of residual CIP funds to the Library Elevator Rehabilitation Fund. DATE: September 3, 2026 REQUESTED ACTION: Approval to transfer $90,000 in residual funds from the Library manual transfer switch and Safety Building foundation capital accounts to the Library Elevator Rehabilitation capital account. FISCAL IMAPCT: The total anticipated cost of the elevator rehabilitation is $160,000. These funds already exist within the CIP program; no new borrowing is required. Existing CIP funds, in combination with Library and Facilities operational funds, and donations from Friends of the Library will be used to complete this rehabilitation. SOURCE OF FUNDS: Capital Fund Transfer: EXPENDITURES - Decrease 04251300-61453-C2023 MANUAL TRANSFER SWITCH – LIBRARY $75,000 04251300-61413-C2022 FOUNDATION - SAFETY BUILDING $15,000 EXPENDITURES – Increase 04252900-61113-C2023 LIBRARY ELEVATOR REHABILITATION $90,000 Library Operational Funds: $30,000 Library Donation Account: $20,000 Friends of Library Donation: $20,000 Total: $160,000 Page 19 of 27 RATIONALE/BACKGROUND: The elevator at the Library is original to the facility, and is required for ADA compliance. This elevator has required several repairs to remain operational. Recently, the elevator has experienced frequent alarms and malfunctions. The City’s contractor, OTIS, evaluated the elevator and determined that replacement of sensors, door panels, controllers, and other mechanical items is necessary to avoid frequent alarms and malfunctions. The cost for this work is estimated to be $160,000. The capital project fund transfer is from two residual facilities accounts. The Library manual transfer switch was originally intended to install a separate transfer switch to connect a portable generator to the Library in the event the standby generator fails at the same time grid power is unavailable. While this redundancy would benefit the City, it is more critical that the Library have a functional elevator. The Safety Building Foundation project was originally intended to repair water intrusion at the foundation of the Safety Building. The majority of these funds were transferred to diamond lighting improvements at Malone Park in 2022, and the remaining funds have been unused. Since the funds were originally approved, significant water intrusion at the foundation of the Safety Building has not been observed. Page 20 of 27 TE9: Managing the Library’s Money The library board has ultimate responsibility for all aspects of library financial management—from budgeting to spending to financial reporting. Your community will be much more willing to provide the resources necessary for high- quality library service when they know library finances are carefully controlled and monitored. The board controls and monitors library finances by: Careful development and approval of the budget (See Trustee Essential 8: Developing the Library Budget) Review and approval of all library expenditures. Review and monitoring of monthly financial statements. Development of policies for the handling of gifts and donations. Accurate financial reporting. Careful attention to financial audits. Approval of Library Expenditures Wisconsin Statutes give the library board exclusive control of the expenditure of all moneys collected, donated, or appropriated for the library fund. The board exercises this control through the approval of the budget, the establishment of financial policies, and the audit and approval of vouchers for all library expenditures. Basic library financial procedures are as follows: 1. The library board approves the annual budget and any budget adjustments necessary during the year. (See Trustee Essential 8: Developing the Library Budget.) 2. The library director is delegated authority to make purchases within the budget and according to board-approved purchasing policies. 3. The library director is responsible for preparing vouchers for all expenditures, a monthly list of all library expenditures, and a monthly financial statement. 4. At the monthly board meeting, the library board audits and approves payment of the expenditures, and reviews and approves the financial statement. 5. The board secretary, or other designee of the board, signs the vouchers and they are forwarded to the municipal clerk for payment. Page 21 of 27 6. Expenditures approved by the board for payment out of any library-held trust/gift fund accounts are made by the board treasurer or other designee of the board. It is recommended that board policy or bylaws require two signatures (one being the board treasurer or president) for any payment or withdrawal out of a library-held account. Financial Statements To facilitate the board’s monitoring of library finances, the director should present financial statements that the library board and the general public can understand. The library director should provide monthly financial reports that include: Last month and year-to-date expenditures for each line item Total income and expenditures last month and year-to-date Budget balances for each line item and the total budget To oversee the finances adequately, the board should study financial statements carefully, ask questions, and be sure that they understand any unexpected or unusual expenditures or budget developments. Gifts and Donations Library boards may deposit gift, bequest, devise, and endowment funds in a savings or checking account held by the library. However, all other library income, including fines and fees, must be deposited with the municipality. Wisconsin library law provides that library boards have exclusive control of all funds collected, donated, or appropriated for the library fund; however, library boards have the legal authority to maintain custody of only gift, bequest, devise, and endowment funds. Expenditures of funds held by the municipality for library purposes are made as approved by the library board, with actual disbursements made by the municipal treasurer. Wisconsin Statutes Section 43.58 (7) provides five alternatives for the handling of a gift, bequest, devise, or endowment provided to the library. Before making such transfers, library boards should be careful to consider any special provisions of the original gifts, bequests, or endowments. As with other transfers and deposits, the library board retains control of these funds. The library board may pay or transfer the gift, bequest, or endowment, or its proceeds to the treasurer of the municipality or county in which the library is situated. The library board may deposit the gift, bequest, or endowment to a public depository under Chapter 34 (a bank, credit union or savings and loan in Wisconsin, or the Local Government Investment Pool). The library board may transfer the gift, bequest, or endowment to a charitable organization, described in section 501 (c) (3) of the Internal Revenue Code and exempt from federal income tax under section 501 (a) of the Internal Revenue Code. The library board may instruct the board’s financial secretary to invest the gift funds as permitted under Section 112.10. A financial secretary must be bonded for at least the value of the funds or property held. Page 22 of 27 The financial secretary must also make at least annual reports to the library board showing in detail the amount, investment, income and disbursements from any funds held. This report must also be attached to the annual report provided to the municipality and the Division for Libraries and Technology. The library board may pay or transfer the gift bequest, or endowment to a charitable organization or to a community foundation only if the library board and the charitable organization or the community foundation agree, in writing and at the time of the payment or transfer of the gift, bequest, or endowment, to the conditions outlined in the Statutes [s. 43.58 (7) (3)]. For any funds in library custody, it is important that a library adopt policies for financial practices and controls that meet municipal audit requirements. For example, library board policy should require two signatures for any payment or withdrawal out of a library-held account. Libraries holding substantial funds should have an investment policy approved by the library board. Annual Report The library board is responsible for approving the state-required annual report and providing a copy to the library system, the DLT, and to the governing municipality. The library director prepares this report, but it is the library board’s responsibility to ensure that the report is accurate and complete. It must show all library income by source and all expenditures in detail, as well as the status of all funds under library board control. Instructions and forms for the annual report are available at on the DPI Bureau of Libraries website. A Sample Trust/Gift Fund Report is included in Appendix G. Audit In most communities, public library financial records should be audited along with all other records maintained by the municipality or county that serves as the library’s fiscal agent. Funds controlled directly by the library board, such as gift funds or endowments, should be audited annually by the municipality, the county, or an outside auditor. If your municipality does not audit your library’s financial records, you may want to ask that they do so, or you may budget for an outside auditor to conduct an annual audit. Municipal and library audits are public records and must be publicly available. The library board should examine audit reports and carefully follow any audit recommendations. Discussion Questions 1. Why is careful control and monitoring of library expenditures important? 2. What should a library board member do if he/she doesn’t understand part of the financial statement or doesn’t know the purpose of a particular expenditure? 3. What can your library board do if your library has a large unexpected expenditure—for example, if the air conditioning unit fails and needs to be replaced immediately? Page 23 of 27 Library Meeting Space Policy The primary purpose of identifying gathering spaces at the Library is to enable the library to extend its own programs to the New Berlin community. As a further service, the library offers the use of its space when available, for meetings and programs engaging in civic, educational, cultural, intellectual, or charitable activities. Meeting room use requires an application, which will be reviewed and approved by the Public Services Manager and may require approval from the Library Director. Meetings may be scheduled only during the hours the library is open. Groups may reserve the meeting room(s) a maximum of 12 times within a calendar year, with an option for six additional reservations, based on availability. Applications are considered on a first-come, first-served basis and no group shall have exclusive rights to library facilities or grounds. To reserve a meeting room, an online application must be submitted a minimum of 5 business days (Monday-Friday) prior to the meeting date to allow sufficient time for review and processing. The application is available on the Library’s website:newberlinlibrary.org Study Rooms (2nd floor Study Room A and E) use requires reservation through our website and may be scheduled a week in advance for a maximum of 2 hours per day. Other study rooms are not reservable and are offered on a first-come, first-served basis. Other areas of the facility or grounds are available during the Library’s operating hours, and requests should be submitted to the Public Services Manager by emailing roomreservations@newberlinlibrary.org. Such requests will be reviewed by the Library Director, may require approval from the Library Board and may be subject to additional usage fees. The New Berlin Public Library does not advocate or endorse the viewpoints of meetings or meeting room users. Informational flyers, advertisements, or any other publications issued by the group must explicitly state: “The New Berlin Public Library and its Board of Trustees do not endorse or sponsor this event.” Use of facilities must be in compliance with Library policies and all Federal, State and local laws; ADA, safety standards, and building-code requirements. This would include, but not be limited to, promoting or engaging in seditious activities. To meet eligibility, the library, at its discretion, may require groups to provide proof of insurance, residency and/or tax exemption. Prohibited Uses  Activities which result in financial gain for the room user, group, or organization. This includes, but not limited to, fundraising, money-making events, charging admission, selling merchandise, soliciting donations, or the promotion, advertising, or selling of services, programs, or products. The only exceptions are Library programs, and events hosted by the Friends of New Berlin Public Library, Inc.  The collection or compilation of mailing or contact lists for any type of future solicitation.  Animals, except those designated as service animals by ADA, are not permitted in the Library. Service animals do not include emotional support animals. Programs sponsored by the Bridges Library System are exempt.  Return engagement by a group or organization that has made any abuse of the facilities or regulations in an earlier use of the Library.  Any purpose which in the opinion of the Library Director or Library Board, may interfere with the use of the Library or other Library functions. Page 24 of 27 In the event a question is raised as to the objectives and activities of any organization requesting the use of the Library spaces, the Library Board of Trustees, at their next regularly scheduled meeting, shall be the final authority in granting or refusing permission for the use of the room. Step 1: Do you qualify? Eligible Groups: Waukesha County, non-profit: Individuals, organizations, clubs, or groups must be based in Waukesha County. No fees required for room use. Waukesha County, for-profit: Individuals, organizations (including condo and/or homeowner associations) or businesses based in Waukesha County. Meetings are held for internal conferences, staff training, or evaluation sessions. (These meetings are closed to the public and/or potential customers). Fees: Up to 4 Hours Community Room, $75; Other rooms, $40. More than 4 Hours $250 flat fee Outside Waukesha County, non-profit: Individuals, organizations, clubs, or groups based outside Waukesha County who serve Waukesha County residents. No fees required for room use. New Berlin Residents: Residents of New Berlin may hold social functions that follow the guidelines of this policy. These functions may take place during the Library’s operating hours and are limited to a maximum of four hours, to include room set-up and take-down. Fees: Community Room, $125; Heritage Center Meeting Room, $75. Step 2: Application All applications must be completed in full, signed and submitted by the authorized adult representative of the group who will also be attending the meeting. Applicant must be at least 18 years of age to reserve a meeting room and accept responsibility for the conduct of the meeting and for any damages incurred. Children and young adults are encouraged to use the meeting rooms but only with the supervision of one or more adults at least 18 years of age. Step 3: Fee Payment (if applicable) The Library accepts cash or check made out to: New Berlin Public Library. Room and Equipment payment must be made at time of application if submitted in person, or within 5 business days by mail. If the application is not approved, payment will be returned. If a meeting is cancelled, the fee will be refunded only if cancellation is made at least 2 weeks prior to the scheduled event. Equipment & Cleaning Fees: Should groups require the use of projection equipment, microphones or cables in the meeting space(s), there is a $10 service fee. Non-Profit applicants are exempt from this fee. Items may not be hung on or posted to windows, walls or doors. We ask that trash and recyclables be taken to the Library’s outdoor garbage area to the rear of the building and that users vacuum the floor as necessary. Any spills should be reported immediately to the front desk. Should there be any additional cleaning required after a meeting by our custodial staff, a cleaning fee shall be assessed to the applicant holder. Requests approved for the Library grounds will be assessed for additional service fees and may require State and/or local permits for sound, food service, staging, or additional fees or expense that usage may incur. Step 4: Approval Once the application status has been determined, the applicant will be contacted by email unless otherwise noted. This is generally done within 5 business days by the Public Services Manager. Page 25 of 27 Step 5: General information for Room Use:    The library reserves the right to reschedule confirmed meeting room reservations to accommodate library sponsored programs and events.  The Library’s Code of Conduct is enforced for all meeting room users and visitors. The Library retains the right to attend all meetings, programs and events conducted on the premises.  Upon arrival and again at completion of your meeting, check-in or check-out at the following locations: Community and Heritage Room use – Front Circulation Desk Marion Onesti Board Room use – Adult Services Reference Desk  Your meeting must start and end at the times requested on your application. All meetings must end, with the room reset at least 30 minutes prior to the library closing time. An additional fee of $50 will be charged, if the room isn't vacated on time.  Materials may not be stored at the library before or after a room use. The library will not be responsible for any equipment or items left in the rooms.  Chairs and tables must be cleaned and returned to the standard configuration. Food and non- alcoholic beverages are allowed in meeting rooms.  Lighted candles, incense, any ignition device, or other sources of open flame, smoke are strictly prohibited.  If a projector or microphone has been requested on your application, a set-up time to test equipment must be arranged with the Library Office Coordinator by calling 262-754-1816 or by emailing roomreservations@newberlinlibrary.org at least one week prior to the meeting date. There is no technical support available during your meeting.  Failure to keep meeting reservations or comply with the Library’s meeting room policy may result in denial of use for future meeting room use.  In the event of severe weather, the library retains the right to cancel or limit the time a group or organization has reserved for library spaces. If possible, the library will attempt to contact the applicant in advance of severe weather cancellations.  Any group or individual who is refused permission to use library spaces or who has other objections may appeal to the Library Board of Trustees by filing out the Meeting Room Appeal form and submitting it to the Library Director. The Library Board will hear the appeal at its next regularly scheduled meeting. We do hereby waive any claim demand action or cause of action which we may have against the City of New Berlin and the New Berlin Public Library arising from the use of meeting space within the library, including but not limited to claims for personal injury or property damage. We do hereby further agree to indemnify and hold harmless the City of New Berlin and the New Berlin Public Library it officers, employees and assigns (the Parties Released) as and against any and all claims, demands, actions, expenses, costs or causes of action including actual attorney fees arising from our use of the New Berlin public library. This indemnification shall include but not be limited to claims for personal injury or property damage by the participants in our use of New Berlin Public Library facility space or grounds. The aforesaid indemnity shall not extend to actions caused solely by the gross negligence or intentional conduct of the Parties Released. Library property is under video surveillance as defined in Wis. Stat. § 942.08. Approved by the Library Board 1/19/2026 Page 26 of 27 2027 Calendar-Library Holiday & Closure Schedule Friday, January 1 - New Year’s Day Monday, January 18 – Martin Luther King Jr. Day Friday, March 26- Sunday, March 28 – Easter Holiday Friday, April 9 – Staff Development Day Saturday, May 29 - Monday, May 31- *Memorial Day Holiday Saturday, July 3 & Monday, July 5– Independence Day Saturday, September 4 - Monday, September 6 – *Labor Day Holiday Thursday, November 26 & Friday, November 27 – Thanksgiving Holiday Friday, December 24 – Monday, December 27 – Christmas Holiday Friday, December 31 - New Year’s Eve *School Year Hours: Closed Sundays, the last Sunday in May through the first Sunday past Labor Day. Page 27 of 27