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SCLS Board of Trustees
Minutes

February 8 , 2010 12:15 p.m.
SCLS Headquarters

Present:  J. Ashford, R. Barden, C. Chapman, F. Cherney, M. Cole, P. Cox, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Healy-Plotkin, N. Holman, T. Iaccarino, B. Keen, S. Martin, T. McIlroy, H. O’Donnell, G. Poulson

Also Present:  H. Moe, P. Davis, S. Morrill, Bruce Smith, Jesse Stewart, Tracy Herold
Absent:           J. Morre
Excused:         J. Harrington, M. Nelson, J. Pugh, P. Townsend, P. Westby

 Call to Order: G. Poulson, V. President, called the meeting to order at 12:16 p.m. 

  1. Introduction of guests/visitors and new board members: Tracy Herold, Director of the Sun Prairie Public Library was introduced.
  2. Changes/additions to the agenda: Addition of the Recruitment Committee to Committee Reports
  3. Requests to address the board: None

 Minutes: The January 11, 2010 minutes were approved.

Bills for Payment/Financial Statements: L. Davis-Brown reviewed the bills for payment in the amount of $91,414.37 and moved approval.  C. Chapman seconded.  Motion carried.   

President's Report:  G. Poulson noted the Board committee list was included in the board packet and chairs were assigned by him.  If anyone does not wish to be the chair of a specific committee, please bring your concern to your first committee meeting.  He also urged those not serving on committees to attend some committee meetings to try them out.

Facilities Committee – Action on the Delivery garage proposal:
C. Chapman reported the committee met prior to the board meeting to discuss the delivery needs for a new garage for fleet maintenance.  Currently the fleet technician works on vehicles without a lift.  The garage would improve efficiency of everything and increase capabilities such as transmission servicing or replacement, as well as provide a safe and healthy working condition.  The proposal is for the landlord to build a facility 75 feet from the Delivery facility on Gilson Street.  The landlord has requested that the current lease be extended from 2014 to 2019 if the garage is built.  There is also the possibility of renegotiating the rate of increase per year for rent, which is currently 4% per year.  On behalf of the Facilities Committee, C. Chapman moved approval to go ahead with the investigation of building a delivery garage for fleet maintenance 75 feet from the current delivery facility.  T. Iaccarino seconded.  Motion carried.

Bruce Smith, Delivery Coordinator, presented a Delivery update.  The current challenge for delivery is managing volume growth.  From 1999-2009, volume has grown about 140%.  Because there has been an increase in AV use, the number of items per red basket has increased, but on a positive note, the items are smaller and more can fit in the baskets, so routes don’t have to be adjusted due to an increase in baskets.  With the investment in the cart delivery system and truck lifts, we have saved at least $250,000 in ongoing costs over the last 3.5 years since routes no longer have to be split as soon to handle volume and keep drivers from lifting too much.

Future solutions to explore for handling the delivery volume include ILS Clustering, increased manual material pre-sort, electronic delivery, and automated material handling.  Currently, the manual system for sorting has a similar rate of items sorted per staff hour as an automated system would have.  The Intersystem Delivery need is still very high, especially with the UW System, but there is the challenge of maintaining the political will and funding. 

Delivery is always looking for solutions to make things more efficient.  They are currently updating and organizing all internal procedural materials, re-evaluating trainings, discussing the creation of web tutorials for users of service, and looking into hand held computing devices for route management.

Advocacy Committee:  F. Cherney stated the committee selected Gary Poulson and Jaime Healy-Plotkin to attend Library Legislative Day in Washington.   The advocacy training proposal was also discussed and the Sun Prairie Public Library has volunteered to hold the first training on March 11th.  Other member library directors will be invited to attend and to give feedback on the training.  The hope is that this training will keep advocacy simple enough for board members to feel comfortable trying.

Recruitment Committee:  S. Martin noted the committee, which consists of Pamela Bosben - Cross Plains, Susan Lee – Madison, Maureen Palmer- Plain, S. Morrill, G. Paulson and M. Cole, met on January 27th to discuss the job ad for System Director as well as the salary range, benefits information and qualifications.  The ad has been finalized and posted with a deadline of March 7th.  Interviews will take place the last week of May.  S. Morrill will be reviewing the applications we receive and weeding those that do not have a master of library science degree and six years of library management experience.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation Board met and elected officers for 2010 (they remains the same as 2009).  Strategies and goals were discussed and the hope is to reach funding of $100,000 by the end of the year.  We hope to find a donor to offer a challenge grant and the planning committee will be meeting to develop a fund-raising plan.  The Cornerstone Award will be continued for 2010 and the Foundation would like to be able to distribute funding in 2011.  There was also discussion of the next issue of the Foundation  newsletter.

Circulation and ILL Statistics:  No report.

System Director's Report:
It is annual report time and all the libraries and public library systems need to submit their 2009 expenses and service reports to DLTCL (Division for Libraries, Technology and Community Learning) by March 1st.  Although we will be submitting our annual report prior to the March Board meeting, it will be included in the March Board packet for review and comment.  If we need to file an amended report, we will do so.

The audit is scheduled for the week of March 15th and our auditor will report to the Board in May.

S. Morrill was elected as the very first Chair of the Wisconsin Public Library Cosortium (WPLC).  OverDrive is not backing off from their stance to aggressively pursue individual libraries, within a consortium, to create their own collections of digital eBooks and audio books and adding them to the shared collection, but making those items only available to that library’s patrons.  At the next SRLAAW meeting, the group will discuss short term methods to get libraries that generate high demand to pay for additional copies and in the long term, to find a way to fund the whole project.

LibLime, the company contracted with for development, data migration, training and support of the new Koha automated system, is being acquired by Progressive Technology Federal Systems, Inc. (PTFS).  P. Davis and other staff met with folks from PTFS to discuss our needs and address any concerns we had. 

Governance changes are moving along.  The Administrative Council and the ILS Committee have met and the Delivery and Technology committees will have met by the March board meeting.  A “Cost Formula Work Group” has been formed to look at how costs for our ILS and Technology services should be shared.

SCLS has been invited to participate in a partnership in a Department of Agriculture grant to assist farmers in southwest and south central Wisconsin.  Columbia, Dane, Green and Sauk County are included and a meeting is set for April to train volunteers to help farmers find additional income/jobs. A library representative will be asked to talk about all the tools and resources libraries have to help.

In our ongoing partnership with Wisconsin Public Television (WPT), libraries are publicizing a new program for a statewide writing/illustrations contest for kids.  The entries will be collected by libraries throughout the state and our delivery service will pick them up and deliver them to WPT.

Cheryl Becker, Public Library Administration Consultant, received praise from the Directors of Vesper and Plain for her service and expertise recently provided to those libraries.

The Vesper Director has submitted his resignation and will be taking a position at the Portage County Public Library. LaValle should be open for business this week and the Prairie du Sac library building project is still in the works.

Luella Schmitt, June Hanson, and Nancy Nelson, who recently completed their terms on the SCLS Board, received a letter and an SCLS Chair on behalf of the SCLS Board thanking them for their service.

Stef noted the open house at our new facility was attended by about 75 people and the caterers, My Menu, did a great job.  Special thanks to the staff for their help with this event.

A recent staff in-service on facilitation was held.  Jeff Russell was the presenter.  A similar workshop will be held for library staff, with the focus on the people who are representatives on committees.

The staff continues to work with Fitchburg on their library planning.  The staff is working on a more unified approach to new buildings to help the libraries and the staff plan more efficiently.

The cost for BadgerCat is going to go up significantly, so Cheryl Becker has been doing some investigative work to find out how much it is being used and how critical it is to the libraries.  We are finding some use, but it is a small percentage compared to WorldCat, and because there is little interest from libraries, we will be letting WiLS know that it would be okay for BadgerCat to go away.

Our migration to Koha is moving along.  The last days of training from LibLime have been scheduled, the location code mapping is finished, test loads of data are happening, and the committees are approving specifications for development projects.  Specific processes in the ILS area are being streamlined, all the self-check and RFID purchases will now go directly through ITG, rather than SirsiDynix, which will allow the libraries to do more of the purchasing process directly with the vendor.   

Shawn Brommer has been working with Dr. Depeche Navsaria at the UW Children’s Hospital on some partnerships, including the “Reach Out and Read” program, which provides reading materials to patients and waiting rooms in various clinics and hospitals.  Ruth Sias, one of the Madison Public Library youth services librarians, has also been working closely with Dr. Navsaria.  She spoke at the annual Reach Out and Read conference and told an audience of pediatricians the reasons why they should partner with public libraries to introduce early literacy concepts to their patients.  Dr. Navsaria recently donated $10,000 to the South Madison branch, which gave him naming rights for the Youth Services office where Ruth Sias works.  A nice partnership has turned into a great donation for Madison Public Library.

After a delay in notification, we have heard that all of our 2010 LSTA grants have been funded.  In addition to the grants applied for, all of the public library systems received $1000 for GoToMeeting and GoToWebinar.

A technology retreat is in the works with the focus being strategic directions for the technology staff.  A technology plan is needed for e-rate services so the strategic planning can be rolled into this planning process.

Administrative Council (AC) Report: Tracy Herold noted the “cost formula work group” met to redefine the LINK cost model and adjust it to the new governance structures.  Also discussed were the goals and objectives of the Administrative Council for 2010.

Multitype Advisory Committee (MALC) Report:

Other Business

Information sharing: 
Sue Martin noted she learned how to use Novelist.com.
Maya Cole noted the Madison Central Library is moving forward with negotiations for the new library and they also closed on the South Park branch!

Meeting adjourned at 1:31 p.m.

Heidi Moe, Recorder