Library director reports on budget, capital repairs and technology upgrades; board approves final budget

The West Bend Community Memorial Library Board approved the library’s final budget to forward to the City of West Bend common council and heard detailed updates from Library Director Steve on capital repairs, technology upgrades and facilities work.

Steve told the board that the city is proposing a roughly 6% increase to the library’s operating allocation for the coming year—above the typical 4% citywide increase—and that the library’s operating budget has limited non-payroll flexibility. “Our budget doesn’t have a lot of room to take money from,” Steve said, noting that materials were trimmed to help cover costs while the city seeks to bring staff salaries up to competitive levels.

The board voted to approve the final budget as presented. A motion to approve the budget was made and seconded; the board carried the motion by voice vote.

Steve also described capital reallocation and maintenance work following recent storm-related flooding at the building. He said slate removal originally budgeted at a larger amount was now showing a $17,500 appropriation covered by insurance, and that money not spent on earlier projects is being reallocated to urgent repairs. He said he had authorized replacement of a failing fire panel and sensors—estimated at $28,513—because the existing panel was unreliable and the work needed to occur now rather than wait for the originally scheduled 2027 capital plan. HVAC repairs are estimated at roughly $20,000–$21,000; after those expenditures Steve said the capital account would have an estimated $40,003.96 remaining.

On building and site issues, Steve reviewed the flooding that affected the front of the library during heavy rains. He said mulch placed near storm drains may have contributed to backups and that the board should consider a future landscaping plan to reduce the risk of repeat problems; staff plans to ask the landscaping contractor to reduce mulch depth in vulnerable areas. The board also discussed getting a quote to install a backflow valve in the basement sewer line and receiving an estimate for a building-wide water-conditioning system to reduce hard-water corrosion in fixtures.

On technology, staff reported completed replacement of public computers: the library replaced its previous configuration with eight general-purpose public machines plus one express station (nine total). Staff also presented options for replacing self-check kiosks. The vendor EnvisionWare offered a discount to replace existing self-checks for about $25,000 if the library signs a contract quickly; a higher-end vendor (referred to in the meeting as a premium product) was estimated around $50,000 with an annual service agreement varying between about $3,000 and $7,000. Steve said he would gather further quotes and bring recommendations back to the board in November.

Director Steve reported carpeting work is scheduled to begin when new carpet shipments arrive; staff expects installation to take about two weeks. He also noted circulation-room and electrical work in the sequence of renovations; some spaces will remain temporarily cordoned for electrical work until complete.

Board member Joseph delivered financial notes earlier in the meeting, saying the board had no checks to approve that month, recorded two donations and vending-machine income, and voided one check for a postponed program. Board members asked whether vending-machine income goes to the city or stays with library accounts; Joseph said deposits are handled by library business office staff and the library receives the deposited funds.

Separately, staff announced that Brad, an IT staff member, has accepted a director position at the Mayville library and will depart; staff said Brad’s new role is local and that the library will post or otherwise manage the vacancy.

Later in the meeting the board moved into closed session to begin the library director evaluation. The board cited state statute authorizing closed-session discussion of public-employee performance; a roll-call was recorded for the closed-session motion.