County Agreements - 2005

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A G R E E M E N T

 

            THIS AGREEMENT is by and between Winnebago County, a State of Wisconsin Municipal Corporation, hereinafter called "COUNTY," and the Winnefox Library System, a public library system organized in accordance with Chapter 43 of the Wisconsin Statutes, hereinafter called "WINNEFOX."

 

W I T N E S S E T H

 

            WHEREAS, in accordance with Wisconsin Statutes, Section 43.15(4)(b), the County may participate in a federated public library system if it does all of the following:

 

            1.            Adopts and maintains the plan of library service submitted and  approved under ss. 43.11 and 43.13(1).

 

            2.            Provides the financial support for library services required under ss. 43.15(2) and 43.12.

 

            3.            Enters into a written agreement with the public library system board to participate in the system and its activities and to furnish library services to residents of those municipalities in the county not maintaining a public library, and

 

            WHEREAS, the plan of library service for a county . . . (43.11[3][c]) shall provide for library services to residents of those municipalities in the county not maintaining a public library under Chapter 43.  The services shall include full access to public libraries in the county participating in the public library system and the plan shall provide for reimbursement for that access. Services may include books-by-mail service, bookmobile service, the establishment of additional libraries or other services deemed appropriate by the committee (planning).  Services may be provided by contracting with existing public libraries in the county or in adjacent counties or with the public library system or by creating a county library organization under Chapter 43.  The plan of library service for a county may provide for improving public library service countywide and in municipalities that have libraries.  The plan shall specify the method and level of funding to be provided by the county to implement the services described in the plan, including the reimbursement of public libraries for access by residents of those municipalities in the county not maintaining a public library.

 

            WHEREAS, Winnefox has been organized and operates as a federated public library system within the meaning of Section 43.19 Wisconsin Statutes, and

 

            WHEREAS, Winnefox, pursuant to Section 43.24(2) Wisconsin Statutes, must, in order to qualify for and maintain its eligibility for state aid . . . shall provide:

 

(a) Written agreements to provide, to any resident of the system area, the same library services , on the same terms, that are provided to the residents of the municipality or county that established the member library, except for the group programming preference under s. 43.15(4)(c)4., and to provide for the interlibrary loan of materials among all participating public libraries as evidenced by agreements with those libraries.

 

(b) Backup reference, information and interlibrary loan services from the system resource library, including the development of and access to specialized collections, as evidenced by an agreement with that library.

 

(d)   Referral or routing of reference and interlibrary loan requests from libraries within the system to libraries within and outside the system.

(e)   In-service training for and professional consultation with participating public library personnel and trustees.

 

(fm) Electronic delivery of information and physical delivery of library materials to participating libraries.

 

         (g) Service agreements with all adjacent library systems.

 

         (h) Professional consultant services to participating public libraries.

 

(i) Any other service programs designed to meet the needs of participating public libraries and the residents of the system area, as determined by the public library system board after consultation with participating public libraries.

           

         (k) Promotion and facilitation of library service to users with special needs.

 

(L) Cooperation and continuous planning with other types of libraries in the system area which results in agreements with those libraries for the appropriate sharing of library resources to benefit the clientele of all libraries in the system.

 

(m) Planning with the division and with participating public libraries and other types of libraries in the area in regard to library technology and the sharing of resources.  By January 1, 2000, and by every 5th January 1 thereafter, the public library system shall submit to the division a written plan for library technology and the sharing of resources.

 

(n) That, if the system reimburses a participating public library for the costs of providing interlibrary borrowing services to an individual who holds a valid borrower's card of another participating public library, the reimbursement shall not exceed the actual costs incurred by the public library in providing such services.  The department shall promulgate rules defining "actual costs" for the purposes of this paragraph.

 

            WHEREAS, it is in the best interest of Winnebago County to contract with Winnefox to provide for the extension and development of library services described in the Long Range Plan of Library Service, hereinafter called the Plan, which is incorporated hereto as Appendix A.

 

            NOW IT IS HEREBY AGREED as follows:

 

1.      The Winnebago County Board of Supervisors authorizes the Winnefox Library System to negotiate and execute such Agreements as are necessary to implement the Plan attached hereto for the calendar year 2005 and funding from the County for 2005 not to exceed  $1,900,804 and to exercise such powers and duties afforded Winnefox under Chapter 43, Wisconsin Statutes.

 

2.  The County agrees to participate in the Winnefox Library System and its activities.

 

 

 

 

 

 

 

APPENDIX A:        Long Range Plan of Library Service - Winnebago County (2005-2008)

ATTACHMENT A: 2005 Winnebago County Library Services Levy Request

ATTACHMENT B:             Wisconsin Statutes 43.12 Compliance Statistics

 

WINNEBAGO COUNTY, a State of Wisconsin

Municipal Corporation, ("COUNTY")

 

 

_______________________________________            ___________                                                  
Jane Van De Hey, Winnebago County Executive                      Date:

 

 

____________________________________             ___________                                                  
Susan Ertmer, Winnebago County Clerk                            Date:

 

WINNEFOX LIBRARY SYSTEM                                                                                                 
("WINNEFOX")

 

 

____________________________________________     ___________                                   
 Judith Malueg, Winnefox System Board President                      Date:

 

 

____________________________________                       ___________                                               
 John V. Nichols, Winnefox System Director                                    Date:

 

 

APPENDIX A

 

WINNEFOX LIBRARY SYSTEM

 

LONG-RANGE PLAN OF LIBRARY SERVICE - WINNEBAGO COUNTY (2005-2008)

 

 

INTRODUCTION

 

GOALS/STATEMENTS OF PRINCIPLE:

 

            1.   The people of Winnebago County should have convenient access to all library services being provided by all county municipal libraries within Winnebago

                  County on the same terms as local municipal residents supporting such libraries.  The people should be free to use any or all libraries at their discretion.

           

            2.   It is the responsibility [Wisconsin Statutes 43.15(4)(b)] of Winnebago County to compensate the municipal libraries in an adequate manner for the use                   made of  them by county residents who have no local public library services.

 

            3.   At present, the fairest way to share the costs of library service with Winnebago County is based on usage.

 

                        a.  It is also recognized that a usage-based cost sharing formula conflicts in a  very significant way with a more important goal of library service                              provision - the encouragement of use of library service.  We therefore intend to explore more equitable means of cost sharing.

 

            4.   The authority of Winnebago County relative to library services is defined by statute and accomplished through adoption of a county plan of service,                   contract  negotiations, and appointments to local library boards and the Winnefox Library  System Board [43.15(4)(b), 43.19, 43.60(3), Wisconsin                   Statutes].  The authority  for determination of local library service program rests with each public library board of trustees as provided by statute                   [43.58-43.60, Wisconsin Statutes].  That  local autonomy is not sacrificed to either the Winnefox Library System or Winnebago County [43.19(2)(b).                   Wisconsin Statutes].

 

            5.   The participating libraries recognize a responsibility to provide library services in the most cost effective manner.  Each library will initiate planning                   processes that result in the provision of the most needed services in the most cost-effective  way.  These processes will provide for appropriate                   involvement of all interested parties.

 

 

APPENDIX A

WINNEFOX LIBRARY SYSTEM

LONG-RANGE PLAN OF LIBRARY SERVICE - WINNEBAGO COUNTY (2005-2008)

 

            6.   Residents of those municipalities with libraries should be assured of access to the other libraries in Winnebago County.  No compensation will be                   necessary when respective use is determined to be reciprocal.  The methodology for determining non-reciprocal compensation shall be as follows:

 

                        a.  Each library shall determine the percentage of actual circulation attributable to the other library's residents.

                        b.  The above percentage will be multiplied by the net operational budget (as determined for 11a.);

                        c.  The lower of the two dollar figures will be subtracted from the other for a  net non-reciprocal transaction cost;

                        d.  The funding sources for the net non-reciprocal transaction shall be the library's county reimbursement and/or local library budget funds.  If                              these should prove insufficient, the System may be expected to make up the  difference by utilizing the owing library's System Enrichment                                        Grant or other System funds.

                        e.  The amount of net non-reciprocal transaction cost shall be prorated to the percentage of County funding provided under terms of this Agreement.

 

            7.  Residents of Winnebago County living outside of municipalities with libraries should have access to the resources of other libraries within the Winnefox                   Library System.  It is the responsibility of the County to reimburse libraries for that service (Wis. Stat. 43.11 (3) (c)), should it become necessary, in                   accordance with the Plan.    

 

8.   Residents of the Winnefox Library System should have access to the resources of other libraries outside of the Winnefox Library System.  No      compensation will be       necessary when respective use between Systems is determined to be reciprocal unless a portion of a city legally exists within      Winnebago County (Wis. Stat.       43.12).  Then at least 70% of the cost to serve residents who are not residents of a  municipality with a public library       must be provided beginning in 2001 unless otherwise provided for in this Agreement and Plan.

 

              9.  To the extent possible, the development of library services in Winnebago County should occur in a way that does not seriously undermine local library                    service development or the present quality of library services.

 

APPENDIX A

WINNEFOX LIBRARY SYSTEM

LONG-RANGE PLAN OF LIBRARY SERVICES - WINNEBAGO COUNTY  (2005-2008)

 

            10.  It is imperative to establish agreements which preserve the stability of the Winnefox Library System and which maintain access to library and System                    services for all county residents.

 

            11.  All of the public libraries in Winnebago County should be adequately compensated for nonresident use based upon the above principles.  They d                         should  be compensated in the same manner.

 

                a.    The methodology for determining the County's share of library service  costs and library allocations shall be as follows:

(1)   As of each December 31, the Appleton, Menasha, Neenah, Omro, Oshkosh, and Winneconne public libraries shall determine what proportion of their total circulation is (to) residents of Winnebago County residing outside of the respective municipalities and excluding circulation (or borrowers) from other counties or library systems or paying borrowers;

(2)(a) The percentage of nonresident County circulation (or borrowers) for each library shall be multiplied by the operational budget of each library for the year prior to the service year of the Agreement provided that the library has determined to request reimbursement from the County.  The operational budget will be the budget raised from city and county funds only and will not include funds generated from fines, fees, grants, donations or the like.  The County will therefore not be charged a percentage of grant, fine or similar types of revenue.

(2)(b)(1) Each year, the costs of major facility improvements shall be identified separately and the County's share determined as in 11a(2)(a).  Appleton Public Library shall be excluded from these provisions.

                      (2)(b)(2)Major facility improvements shall be defined as new buildings or major remodeling and expansion of library space. The debt retirement for

                        these projects shall be amortized over at least 20 years, and that amount must be larger than 5% of the current library operating budget (in the year

                       of initial billing to the County).  

                        (2)(b)(3) These costs may include any and all expenses associated  with projects, including property acquisition, financing costs, etc. but                            not to include costs paid with privately donated funds, federal and/or state grants.

(2)   The sum of the amounts requested by the Appleton, Neenah, Menasha, Omro, Oshkosh, and Winneconne libraries shall constitute the total county library appropriation requested by Winnefox from Winnebago County.                        

(4) No library may count borrower registrations older than 3 years.  The libraries shall initiate procedures for honoring their respective library       cards so that the County is not charged for duplicate borrowers.

APPENDIX A

WINNEFOX LIBRARY SYSTEM

LONG-RANGE PLAN OF LIBRARY SERVICES - WINNEBAGO COUNTY  (2005-2008)

 

            b.    The methodology for determining the allocations from Winnefox to the participating libraries shall be as follows:

(1) In the event of full funding by Winnebago County, the public libraries shall receive full reimbursement for nonresident County use based on the method outlined in 11a. above.

                  (2) In the event of partial funding, all participating libraries shall first receive their proportionate share of funds requested under 11a(2)(a).

(3) When all libraries have received their full amount under 11b(2), each library requesting funds under 11a(2)(b) shall then received its proportionate share of the amount provided by the County under that section.

 

            c.   All participating libraries will agree to the same contractual service and audit provisions of the County Agreement.

 

            12. Under the terms of this Plan and Agreement, the public libraries may provide such outreach services, as they deem necessary and worthwhile.  Their                   provision will affect the county library appropriation only insofar as they affect each library's proportion of circulation.

.

            13. In the event of the County failing to provide for full-funding as provided for in this Plan and Agreement, the number one library service priority for all of

                  the participating libraries to maintain shall be the statutory mandated services of  open access to each respective library and the honoring of valid                                borrower cards.  Any service reductions should first be considered in non-mandated services.

 

 

 

           

WINNEFOX LIBRARY SYSTEM

 

LONG-RANGE GOALS - WINNEBAGO COUNTY

 

            1.  Goal Statement

 

                 To ensure all citizens of Winnebago County on-site borrower access to public library services both within and outside of Winnebago County.

 

            2.  Which subprograms will be involved?

 

                 Administration, County Aid to System Libraries.

 

            3.  What are the objectives of the goal for each of the remaining years?

 

                 2005 - 2008

 

                        Winnefox will continue to assist member libraries in achieving full  implementation of the funding formula for reimbursement for library services to                    County residents outside of municipalities supporting public libraries.  Beginning in 2005, Winnefox and the libraries will begin exploring alternative                         formula methodologies that take into account use of electronic services.

 

                       Winnefox will engage in continuous discussions with adjacent Library Systems in order to determine whether there are service imbalances that will            require some form of compensation in necessary and how best to incorporate solutions into the Plan of Library Service and Agreement for            Winnebago County.  Appleton PL has elected to not request funding for 2005 but, due to the complicated nature of service imbalances between                       Calumet County and libraries in Winnebago and Outagamie counties, and service imbalances between Neenah, Menasha and Appleton, meetings of                       all the parties will be necessary to attempt to work out long-term solutions.  Improved legislation would help, but all options will be explored.

 

                      Winnefox will continue to work with member libraries to determine whether there are significant service imbalances between other System member            libraries and/or counties within the Winnefox Library System and, if so, attempt to establish appropriate reimbursement mechanisms.

 

                      The Librarian Planning Committee and Library Boards will revise the Plan on an annual basis until such time as it is apparent that there are significant            library service gaps that indicate a need for a more comprehensive planning process.

 

 

 

 

SUBPROGRAM PLAN

 

1.         Name of Subprogram - County Aid to System Libraries

 

2.         Amount budgeted

 

            a. State Aid      b. County Funds               c. Federal Funds               d. Local Funds

            $   10,000        $   1,632,598                   $           0                          $          0

                                    $      268,286 (Facilities)

 

3.         Describe the subprogram and how it fits into the long-range plan.

            Include the following areas:

 

            --Purpose of the subprogram     

            --Activities planned to carry out the subprogram

            --Procedures to be used in evaluating the subprogram

 

            The purpose of this subprogram is to reimburse local public libraries for the cost of providing countywide library service.  Its accomplishment will meet                      county statutory mandates [Wisc. Stats. Sections 43.15 (2)(4)(b) and 43.12].

 

   It is estimated that Winnefox will expend $10,000 to administer this subprogram.  In 2004, Winnebago County adopted a revised contract with the                 Winnefox Library System that provides for the reimbursement of local libraries of their costs of providing services to residents living outside of municipalities    with libraries.  The full cost of this subprogram will be $1,900,804, which will be reallocated by Winnefox to 5 participating libraries (Menasha, Neenah,    Omro, Oshkosh and Winneconne).  A share of the cost of expansion and renovation of the library buildings in Neenah, Oshkosh, Omro and Winneconne of    $268,286 is also requested and included in the preceding figure.

 

            Activities of the subprogram will include:

 

            1.  Requesting 2005 budget and circulation figures.

            2.    Submitting budget requests to the county by July of 2004.

            3.     Implement an audit of registration records of all libraries in 2008.

           

            The subprogram will be considered successful if Winnebago County adopts the Plan, the revised Contract with Winnefox and funds the reimbursement                       request in their 2005 county budget at 100%.

           

            [EVALUATION]  The Winnebago County Board provided 100% of the required funding, and the Plan and revised Contract with Winnefox were                      executed.  All 2004 objectives for this Planning component were accomplished.

 

WINNEFOX LIBRARY SYSTEM

 

LONG-RANGE GOALS - WINNEBAGO COUNTY

 

1.         Goal Statement

 

            Ensure all citizens of Winnebago County rapid and convenient access to library materials and resources.

 

2.         Which subprograms will be involved?

 

             Administration, County Aid to System Libraries, Outreach Services, Automation Services (WALS), Library Development.

 

3.         What are the objectives of the goal for each of the years?

 

            Ongoing

 

            Oshkosh Public Library (OPL) will continue operation of current, non-mandated outreach services that presently include bookmobile operations and deposit             collections at various county locations.

 

            Identify in cooperation with Winnebago County libraries, those library development needs attributable to outreach services that warrant additional funding             and explore possible funding sources.

 

            Evaluate the incorporation of newer information products into the WALS computer consortium including on-line full text information access, local information             resources, etc.

 

2002 - 2003

 

Special outreach efforts will continue a fifth year to promote reading in families and participation in the library summer reading programs in the rural towns of Winnebago County.  This has proven to be a very positive partnership in the towns during the summer. [In Progress]

 

All the Winnebago County public libraries will continue to provide improved access to electronic information through the following:  the state funded BadgerLink which includes full text access to periodicals and newspapers; Winnefox and locally funded full text information resources; high speed connections through FoxNet, the County fiberoptic consortium; and continued development of Information & Referral, a comprehensive human services database and telephone referral service for southern Winnebago County. [In Progress]

 

 

2003 – 2004

 

Menasha completed construction of their renovated and expanded library building and opened to public acclaim.

 

In 2003/4, the libraries continue to work cooperatively to improve their materials collections in order to strengthen their ability to serve the needs of growing ethnic populations throughout the County.  This is being done with a special project grant provided by Winnebago County.  There will be special emphasis on obtaining materials that will enhance the ability of Lao-Hmong, Kurdish and Hispanic residents to learn English.  [In Progress]

 

         During 2004, Oshkosh Public Library, Winnefox, the Oshkosh Area United Way and the Fox Cities United Way will continue their collaborative effort to          develop 211 non-emergency information services for Winnebago County and surrounding areas.  This new designated phone exchange will be layered on top          of existing Information & Referral services and provide a much easier way for the public and others to obtain needed information during non-emergency          situations.  Applications to be 211 providers have been submitted to the Public Service Commission and Wisconsin 211 Board. [In Progress]

 

 

2005 – 2008

 

The libraries will also cooperate to identify special needs of our growing ethnic populations in both urban and rural communities that may be served by the libraries.

 

 

 

SUBPROGRAM PLAN

 

1.         Name of Subprogram - Winnebago County Outreach Services

 

2.         Amount Budgeted

 

            a.  State Aid              b.  County Funds             c.  Federal/State Funds   d.  Local Funds

            $   7,500 (est.)          $   0                                $   0                                $   32,500

           

            Describe the subprogram and how it fits into the long-range plan.

            Include the following areas:

 

            --Purpose of the subprogram

            --Activities planned to carry out the subprogram

            --Procedures to be used in evaluating the subprogram

 

            The purpose of this subprogram is to make the services of the public libraries in Winnebago County more rapidly and conveniently accessible to all county             residents.

 

            The above budgeted funds are estimates of:

 

a)      State Aid - Estimate of Winnefox expenditures to coordinate planning activities.

b)      County Funds – no special project funds are requested for 2005.

c)      Federal Funds – no federal funds are anticipated.

d)      Local Funds - amount Oshkosh Public Library is seeking from strategic partners (United Way, Winnebago County Family Brighter Futures grant                  and Oshkosh Community Foundation) to continue Information & Referral service for southern Winnebago County.

                       

           Activities of the subprogram would include:

 

1.      Continued provision of bookmobile service; and deposit collections.

2.      Continued participation in rural town summer events in order to promote the importance of reading in families.

3.      Planning activities with automation project advisory group.       

4.      Successful incorporation of new information products and technologies.

 

          This subprogram will be considered successful if:  County level outreach services are continued and above activities are accomplished.

 

[EVALUATION]  All Outreach objectives were achieved and Winnebago County has the 2nd highest per capita library usage in the state of Wisconsin!

            ATTACHMENT A

 

TO:       Jane Van De Hey, Winnebago County Executive

             Agriculture and Extension Education Committee

FROM: John Nichols, Winnefox Library System

DATE:  July 8, 2004

RE:       2005 Winnebago County Library Services Levy Request

 

 

PART I: COUNTY LIBRARY LEVY OPERATIONAL REQUEST

 

The Winnefox Library System, under terms and conditions set forth in the Agreement and Long Range Plan with Winnebago County, submits the following request for library services funds for 2005 based upon the formula agreed upon last year.

 

 

                                                                                                

 

 

PART II:            2004/2005 COMPARISON

 

 

 

 

 

 

 

 

ATTACHMENT A (Page 2)

 

PART III: MAJOR FACILITY REQUESTS

 

In accordance with changes agreed to by the Winnebago County Agriculture, Education and Extension Committee and the Winnefox Library System (and all five Winnebago County Public Libraries), costs for major facility projects are identified and presented separately from the library operating requests.

 

 

The costs for the Oshkosh Public Library building project were determined as follows:

 

                        Major Facility Budget (1994)                 $14,007,504 (includes interest)

                        Exempt Income (Private, Grants, etc.)        5,346,889

                        Net Facility Budget                                    8,660,615

                        Amortization over 20 years                         $433,031

 

The costs for the Carter Memorial Library (Omro) building project are determined as follows:

 

                        Total Construction Cost (1986)              $120,343

                        Amortization over 20 years                        $ 6,031

 

The costs for the Winneconne Public Library building project are determined as follows:

 

                        Library Share of Construction Cost (1999)         $432,025

                        Amortization over 20 years                                 $  34,214

 

The costs for the Neenah Public Library building project are determined as follows:

 

                        Major Facility Improvement Budget (2000)        $7,576,075 (includes interest)

                        Exempt Income (Private, Grants, etc.)                  1,850,000

                        Net Facility Budget                                              5,726,075

                        Amortization over 20 years                                   $286,304

 

ATTACHMENT A (Page 4)

 

The costs for the Menasha Public Library building project are determined as follows:

 

                        Major Facility Improvement Budget (2004)  $4,488,000

                        Exempt Income (Private, Grants, etc.)                          0

                        Net Facility Budget                                        4,488,000

                        Amortization over 20 years                             $224,411

 

 

PART IV: SPECIAL PROJECT GRANT(S)

 

No Special Project grants or funds are requested for 2005.

 

PART V: TOTAL REQUEST COMPARISON  2004/05

 

	2004	2005	Difference	% Change
Part I – Operational Request	$1,596,577	$1,632,598	$36,021	+ 2.26%
Part III – Major Facilities Request	$209,512	$268,286	$58,774	+ 28.05%
Part IV – Special Project Grant(s)	$0	$0	$0	0%
2004 TOTAL County Request =	$1,806,089	$1,900,884	$94,795	+ 4.95%

 

Total Library Service Request for 2005    =            $ 1,900,884[+ 5.25%]           

 

 

 

            ATTACHMENT B

 

TO:                  Jane Van De Hey, Winnebago County Executive

                        Susan Ertmer, Winnebago County Clerk

                        Agriculture and Extension Education Committee

FROM:            John Nichols, Winnefox Library System

DATE:             July 8, 2004

RE:                   Wis Stats 43.12 Compliance Statistics

 

Section 43.12 (2) is a new section of the Wisconsin Statutes and it requires that “By July 1 of each year, each public library lying in whole or in part in a county shall provide a statement to the county clerk of that county that report the number of loans of material made by that library during the prior calendar year to residents of the county who are not residents of a municipality that maintains a public library under s. 43.52 or 43.53 and the total number of loans of material made by that library during the previous calendar year.”

 

This provision, along with others establishing minimum mandates, were enacted as part of Act 150 to address problems that primarily exist in the northern and western parts of the state.  The levels of support and cooperation between the Winnebago County and its municipalities for adequate sharing of costs for library services in Winnebago County has not been a problem for many years.

 

The following table provides the statistics to the County Clerk that 43.12 requires:

 

 

Since compensation for non-resident library services is addressed within this Agreement and Plan of Service, it is not necessary for the County Clerk to do anything with these numbers except file them.  The Clerk will receive their information once the Committee approves the Agreement/Plan.

 

While Appleton Public Library would be legally entitled to request payment for their circulation to Winnebago County rural residents this year, they will not.  Our discussions have determined that the issues of reciprocity and fairness involving Outagamie, Calumet and Winnebago counties, Neenah, Menasha and Appleton are more complex than at first thought and will take further discussions between our three respective Systems.  I believe that the good will on all sides will result in fair and reasonable solutions for all parties.