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SCLS Board of Trustees
Minutes

January 11, 2010 12:15 p.m.
SCLS Headquarters

Present:  J. Ashford, R. Barden, C. Chapman, M. Cole, P. Cox, L. Davis-Brown, M. Furgal, J. Hanson, J. Harrington, J. Healy-Plotkin, N. Holman, T. Iaccarino, B. Keen, S. Martin, G. Poulson, J. Pugh, P. Townsend
H. O’Donnell was present but due to a videoconferencing malfunction was not able to participate.

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           E. DeSmidt, J. Morre
Excused:         F. Cherney, T. McIlroy, P. Westby

 Call to Order: Janet Pugh, President, called the meeting to order at 12:16 p.m. 

  1. Introduction of guests/visitors and new board members: Judy Ashford, Philip Cox, Norman Holman, and Jon Mark Bolthouse were introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: S. Martin moved approval of the December14, 2009 minutes.  R. Barden seconded. Motion carried.

Bills for Payment/Financial Statements: M. Cole reviewed the bills for payment in the amount of $352,337.20 and moved approval.  G. Poulson seconded.  Motion carried.   

President's Report:  Janet noted she will not be present for the February meeting – she is going on a trip to New Zealand to visit her son.  She reminded the board to register for library legislative day, which is February 16th.  The registration deadline is January 22. Janet asked the board to sign up for specific board committees they may be interested in serving on in 2010.  A tentative committee schedule was included in the board packet as well as the bill examiner schedule.  The open house for the SCLS headquarters is scheduled for 1/21/09 from 3-6.  Everyone is encouraged to attend.  

Personnel Committee: 
Review and action on the 2010 SCLS Employee Handbook:  S. Martin moved approval of the revisions in hand as well as revisions made by the Personnel Committee.  J. Harrington seconded.  Motion carried.

Review and action on staff recruitment proposal: Phyllis Davis, System Director, will be retiring June 4, 2009.  A search committee for a director has been formed.  S. Martin, M. Cole, G. Poulson, 3 library representatives (one from the Administrative Council and one from the Madison Public Library), and S. Morrill will serve on that committee.  Deb Johnson has also agreed to serve as a non-voting consultant to review resumes and take part in the interviews.  She will receive a consulting fee which will come out of the contingency fund.  G. Poulson moved approval of the staff recruitment proposal.  C. Chapman seconded.  Motion carried.
T. Iaccarino moved the recommendation that prior to making an offer to a potential candidate for System Director; they present their findings to the board for review.  C. Chapman seconded.  Motion carried.

Review and action on job description:  S. Martin moved approval of the revisions to the job description as presented by the Personnel Committee.  B. Keen seconded.  Motion carried.

Recess the January SCLS Board meeting for the purpose of conducting the 2010 SCLS Annual Meeting:  G. Poulson moved to recess the January SCLS Board meeting to conduct the 2010 SCLS annual meeting.  J. Healy-Plotkin seconded.  Motion Carried.  J. Hanson moved approval to unanimously elect the following SCLS Board members as 2010 officers:  Janet Pugh, President; Gary Poulson, V. President; T. McIlroy, Treasurer; Sue Martin, Secretary.  R. Barden seconded.  Motion carried.  G. Poulson moved adjournment of the annual meeting to reconvene the SCLS Board meeting.  J. Healy-Plotkin seconded.  Motion carried.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation Board will meet following the January board meeting to discuss the election of new officers and 2010 goals.
Circulation and ILL Statistics:  No report.

System Director's Report:
2009 checkouts for the 42 libraries sharing their resources through the LINKcat system, was more than 12 million, which is a new record.  It was a 5.28% increase for all the libraries combined and a 6.83% increase for libraries outside of Madison.

Delivery received three new vans since December - two are extended cargo vans and one is a box truck with a lift gate.  Saturday delivery service will be restored (around January 23rd) to those libraries that had the service eliminated when route changes were implemented.

After almost two years of being closed after the flood of 2008, the LaValle Public Library will be reopening soon.  The new building is ready and they are waiting for furniture.  If the readiness inspection goes well, the telecommunications equipment and PCs will be installed January 19th.

An odd email was received from the System Director at Mid-Wisconsin regarding Jefferson County.  Because the law indicates that any two county system must be over 200,000 in population, if Jefferson County withdrew, MWLS would not have a big enough population.  We plan to wait and see if anything develops. 

Phyllis, Stef, and V. Teal Lovely will be meeting with folks from LibLime on January 13th to discuss issues and KOHA.

At the last board meeting, S. Martin indicated that December 20th was “Do nothing but read” day and asked that the Board’s support be communicated to the organizer.  Phyllis received the following in response: “Thank you so much!  This means a lot to me.  Next year’s event is going to be even more exciting and organized.  I just purchased dnbrd.org and donothingbutreadday.org so I can plan the event more efficiently.”

COLAND is trying to gear up action items from the summit, which includes One Card, Embedded Librarians, universal literacy, etc. 

Stef noted we decided to change the way we charge and authenticate databases.  It is now based on a patrons’ home library (what library a patron uses) and it seems to be working fine.  There have been some questions from library staff about the logistics.  For example, Madison purchases some databases individually and these are NOT working the same way.  Contracts were negotiated for the city of Madison residents, and we need to respect that.  We will probably evaluate this mid-year and see how things are going.

OverDrive, which is our digital ebook and audiobook provider, has instituted a program where they sell titles to individual libraries within a consortium and add these to the shared collection – but make them only available to that library’s patrons.  We receive these OverDrive materials through the Wisconsin Public Library Consortium (WPLC).  WPLC had taken a stance that they did not want titles for individual libraries added to the WPLC collection.   The members of WPLC are really the systems, not the individual libraries, and we didn’t like the spirit of this – that not all materials would be available to all patrons.  After WPLC made this decision, some members of the WPLC group had a conference call with OverDrive.  The tone of the call was that OverDrive would aggressively pursue individual libraries and encourage them to build their own collections if we did not allow this to happen.  WPLC is looking for alternatives, possibly having a voluntary contribution program for libraries.  The SCLS Administrative Council made a motion and passed it unanimously that they did not want these titles for individual libraries added to the WPLC collection.

The LINK consortium is officially disbanded and the new governance started this month.  We had the first Administrative Council meeting, which was very successful.  Even though the weather was bad, everyone from public libraries attended in one way or another.  These folks are taking this appointment seriously and we’re looking forward to having a strong partnership with these representatives.  The people who will be leading the committees met and discussed some standardization in things like schedules, staff roles, agendas etc. 

A good contingent of SLCS staff went to a meeting last week regarding the Fitchburg library.  The City of Fitchburg, their builders, architects, and engineering consultants were represented and we discussed technology – clarifying our role in technology vs. the city’s role in technology.  We also clarified what items have system-wide standards and what items do not.  SCLS staff will meet with these folks again on the 20th to discuss technology issues.  On the 22nd, Phyllis and Stef will be meeting with Deb Johnson, their interim director, to discuss technology budget related items.  All staff will be meeting later this month to plan for their implementation.

Public Library Advisory Committee (PLAC) Report:

Multitype Advisory Committee (MALC) Report:

LINK Report:
Agenda and Minutes for the above committees can be found on the web at: http://www.scls.info/committees/index.html

Other Business
a. Board Committee Descriptions/Assignments:  For those board members that have not turned in this form, please do so.

Information sharing:  J. Hanson’s term has expired, but she will keep in touch.  We will miss you June!

Meeting adjourned at 1:34 p.m.

Heidi Moe, Recorder