Fitchburg Library Board Meeting – August 19, 2026

The Fitchburg Library Board met on August 19, 2026, at 5:30 PM. The meeting covered approval of previous minutes, financial reports, review and approval of several library policies, a detailed draft budget presentation for 2027, and updates on library statistics, facilities, and personnel. Key concerns included rising IT costs, utility funding gaps, and future staffing needs to meet Dane County Library Standards.

Consent Calendar

• Approval of the July 2026 meeting minutes (motion by Brett, unanimous).
• Approval of the May Financial Register and Overview (motion by John, unanimous). The financial report included a note about an overspent account for building repairs (swipe card issue), low spending in account 387 due to system migration, and a costly dishwasher replacement (initially $488 for a non-ADA model, then $976 for an ADA-compliant model; the first was sold for $200).

Public Comments & Testimony

• No public appearances were made.

Discussion Items

• Policy Reviews: The board reviewed and discussed five policies:
  • Circulation Policy: Clarified laptop checkout (no need to leave ID if have library card), removed limit of 100 items/75 holds (due to rare patron categories), and added a 16-year-old minimum to request interlibrary loan items (to avoid high replacement costs for minors). Staff ensure fidelity through training, shadowing, and printed policy binders at service points.
  • Community Bulletin Board Policy: No significant changes; clarified that religious/political materials with primary effect to proselytize for a single point of view are not displayed. A board member asked if candidate-specific materials are covered; the consensus was yes.
  • Laptop Checkout Policy: Laptops are for in-building use only, require user 16+ (or parent checkout), and replacement cost is $800. Limit of 2 laptops per person to avoid monopolization.
  • Privacy of Library Records and Library Use Policy: Explains patron privacy, Wisconsin Statute 4330, and that staff cannot give account info to others without authorization (even spouses/parents of adults). Age 16 is the legal threshold for independent account rights.
  • Theft of Library Materials Policy: Reflects state statute; includes concealment (hiding items) as theft. Used previously during Pride Month when books were hidden.
• Draft Budget for 2027: Director presented a $216,000 shortfall (to be covered from assigned fund balance, leaving $8,666 in that account). Revenue includes 2.6% net new construction growth and a county payment increase to $28,000. Expenditure concerns: IT capital allocation rose 112% to $21,000 (subject to further discussion with city IT). Utility account underfunded (projected overspent, but may be covered by year-end savings). Director noted that to meet Dane County Library Standards, a half-time position will likely need to be added next year due to population growth (current at ~19.83 FTE with credits, cap at ~25 FTE). The standards also require increasing materials expenditure (account 387 to $190,000). Board discussed the possibility of changing standards or county funding formula, but recognized difficulty. The draft budget will return for further revisions before final council approval in November.
• President's Report: Noted upcoming annual performance review of the library director (closed session in September).
• City Council Liaison Report: The city approved the Capital Improvement Plan (CIP) with no changes to library items; an amendment to add solar funding was withdrawn due to liability concerns (reference to existing solar issues on library building). Staff is working on a budget amendment for solar repairs.
• Library Director's Report: July statistics showed circulation back to normal after system migration. Summer reading participation jumped significantly, partly due to switch from BeanStack app to paper registration. Door counts high. Wireless sessions increased (likely due to recalculation). Holds data still unavailable from new system. Facilities issues: walk-through door lock failure, front door swipe card problems (ongoing). New staff hired; one shelver position to be filled. Strategic planning: forming marketing work group. System change: checkout histories prior to January 1, 2020 will be purged by October 1, 2026 (to speed up system); heavy users (10 with >4,000 items) will be individually notified to download their data.

Key Outcomes

• All five policies (Circulation, Community Bulletin Board, Laptop Checkout, Privacy of Library Records, Theft of Library Materials) were approved unanimously by voice vote.
• The draft budget for 2027 was approved unanimously as a working document, pending further adjustments and final council approval.
• Next meeting scheduled for September 16, 2026, at 5:30 PM. Meeting adjourned by motion.