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SCLS Board of Trustees

Minutes

January 12, 2009 12:15 p.m.
SCLS Administration

Present:  R. Barden, C. Chapman, M. Cole, L. Davis-Brown, E. DeSmidt, J. Hanson, J. Healy-Plotkin, B. Keen, T. Kriegl, T. McIlroy, S. Martin, N. Nelson, G. Poulson, J. Pugh, L. Schmidt, P. Townsend

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           J. Morre
Excused:         F. Cherney, M. Furgal, J. Harrington, T. Iaccarino, J. Kreten, H. O’Donnell, P. Westby

 Call to Order: Janet Pugh, Vice President, called the meeting to order at 12:20 p.m. 

  1. Introduction of guests/visitors and new board members: None
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: G. Poulson moved approval of the December 8, 2008 minutes.  R. Barden seconded. Motion carried.

Bills for Payment/Financial Statements: R. Barden reviewed the bills for payment in the amount of $277,255.89 and moved approval.  P. Townsend seconded.  Motion carried.   

President's Report:  Janet thanked the trustees for volunteering to serve on specific committees.  She noted the bill examiner schedule, board committee schedule, and mileage reimbursement form that were included in the board mailing. 

Personnel Committee:  The committee reviewed the changes to the employee handbook.  A couple of changes include the addition of a whistle blower protection policy and workers compensation information.  On behalf of the Personnel Committee, J. Pugh moved approval of the revised employee handbook.  Motion carried.

Advocacy Committee:  P. Townsend noted the committee reviewed the applications for Francis Cherney and Jaime Healy-Plotkin to attend ALA Legislative Day in Washington D.C.  On behalf of the Advocacy Committee, P. Townsend moved approval of Cherney and Healy-Plotkin attending.  Motion carried.

Recess the January SCLS Board meeting for the purpose of conducting the 2009 SCLS Annual meeting:  G. Poulson moved to recess the January SCLS Board meeting to conduct the 2009 SCLS annual meeting.  L. Schmidt seconded.  Motion Carried.  P. Townsend moved approval to unanimously elect the following SCLS Board members as 2009 officers:  Janet Pugh, President; Gary Poulson, V. President; Luella Schmidt, Treasurer; Sue Martin, Secretary.  R. Barden seconded.  Motion carried.  The officers of the previous year were thanked for their service.  G. Poulson moved adjournment of the annual meeting to reconvene the SCLS Board meeting.  L. Schmidt seconded.  Motion carried.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation received approximately $7,300 from the solicitation letters for donations sent in December.  A Foundation meeting will be held following the January Board meeting and they will discuss the election of new officers.  The 4th quarter reports will be presented to the Board in February.

Circulation and ILL Statistics:  No report.

System Director's Report:
Groups have been hard at work defining the development we need for our new integrated library system which will be done by LibLime.  A contract committee of member library and SCLS staff is working on the details of the contract.  Another committee is deciding whether or not to have the hardware for the system in house or to go with a remote hosted solution.  Andrew J. Clarkowski, an attorney with Axley Brynelson and the husband of a Madison Public Library staff member, has agreed to review and discuss our draft contract on a pro bono basis before it is sent to LibLime.  We hope to have the contract to him in a week or so and out to LibLime prior to the next SCLS Board meeting.  In consulting with Lauren Blough, the Automation Project Manager, we have determined that we should plan to be off the Dynix system by March 2010.

There is still time to sign up for Library Legislative Day on February 3.  If you cannot attend in person, you can take part by calling or sending a letter or email to your assembly representative and your state senator.  Mark Ibach has prepared informational folders to give to our legislators.

There has been quite a bit of local news coverage and some national coverage as well regarding the increased use of libraries in difficult economic times.  It will take awhile to compile the numbers, but some current circulation statistics indicate that LINK libraries checked out about 11.7 million items in 2008.  That is up 3.57% for all LINK libraries combined and 5.54% without including Madison Public Libraries.  In 2008, several libraries were closed due to flooding and the Sequoya branch was closed for several weeks, which makes the increase even more remarkable.

The LSTA Advisory Committee recommended that many of our grant projects be funded.  However, the federal budget for LSTA for FY09 has not yet been passed, so no funds have been officially awarded.  However, work has begun on our grant project “Health Information for Elderly and Caregivers.” SCLS staff sent out a survey to determine what kind of health information needs workshops, both online and in-person, our member libraries are interested in.  We received 77 responses to the survey, which will help SCLS decide which programs to provide in 2009 in conjunction with the Health Sciences Library at UW-Madison. 

Lauren Blough and P. Davis met with the Nekoosa Library Board to discuss their interest in joining LINK.  At this time, it is difficult to give specifics regarding costs and timeline due to the move from one integrated library system to another, but many questions were answered regarding service improvements that can be expected from joining the shared system.

Delivery faced some challenges recently with the severe weather and the holidays, but handled it very well.  We recently had to terminate a long-time Delivery employee due to a violation of our drug-free work place policy.  We worked with our lawyer to ensure we handled everything correctly.  The former employee has filed for unemployment, but we have not received a copy of the determination of eligibility.

Our staff received a gift of cheese and other goodies from one of our member libraries and an email of appreciation from another library.  It’s good for all of us to receive the positive reinforcement.

Things are moving along in our search for a new facility.  RFP’s went out to 4 groups for 5 properties.  S. Morrill, Deb Haeffner (SCLS Building and Design Consultant) and Tim Rikkers met with Mark Winters from Oakbrook, our current landlord, to discuss space planning.  The next steps are to receive responses from the RFPs, which will be compiled by Tim and then reviewed to select the “frontrunners”.  The Facilities Committee will meet next month and we hope to begin negotiations by mid-February.  Oakbrook will also have a chance to respond once we have received the RFP responses.

The tech planning process is moving forward.  Library staff members on the Techology Planning Process Committee are preparing a “libraries responsibilities” document.  The committee will meet at the end of the month to discuss this document and other progress made.  It may bet the last meeting for this group.  A LINK governance workgroup has been formed to look at options and to plan the process of discussing and possibly revising LINK governance.  There will probably be a facilitated meeting to begin this discussion, which would be open to current and future LINK members.  Lauren Blough, P. Davis, and S. Morrill have begun discussing a retreat for technology staff.  The purpose would be to discuss how we could perform our work more efficiently and how this might change our organization structure. 

We are also continuing to do things in response to suggestions and concerns from the technology planning survey.  A topic that was raised was communication related to technology.  We will be launching a technology blog called Tech Bits on February 2.  There will be many authors from both the Administration and Automation offices and we’re hoping this blog can be a communication mechanism for developments in the technology world, both at SCLS and beyond…

Today is our first in-house payroll, and it is in process as we meet.
An email list has been set up for the Board of Trustees.  We will be using this list to send information, but it will not be used for discussion.  A blog will also be set up for documents and other information.  Our plan is to send updates that appear on the blog to the email list and those who do not have email will also be able to see this information on the blog.

McMillan Public Library in Wisconsin Rapids will be providing computers that can be used for families of deployed service people to help them stay in touch.  Cameras and Skype will be on these machines and they will be set up in a specific area for this use.

We have been using two different methods for web conferencing and training.  The Automation staff needed to be able to show actual applications for their training, and our cheaper web conferencing option could not support this.  We think we have found one solution that will work for all purposes and could save us thousands of dollars a year.  It’s called GoToWebinar, and we will be using it this month as a trial.  A big thanks goes to Beth Carpenter from the OWLS system for sharing this discovery with us.

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 who have not turned in this form, please do so.

Information sharing:  None

Meeting adjourned at 1:10 p.m.

Heid Moe, Recorder

For more information about the Board of Trustees, contact Heidi Moe.