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SCLS Board of Trustees

Minutes

February 9, 2009 12:15 p.m.
SCLS Administration

Present:  R. Barden, C. Chapman, F. Cherney, M. Cole, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Harrington, T. Iaccarino, B. Keen, T. McIlroy, S. Martin, H. O’Donnell, G. Poulson, L. Schmidt, P. Townsend

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           J. Morre
Excused:         J. Hanson, J. Healy-Plotkin, J. Kreten, T. Kriegl, N. Nelson, J. Pugh, P. Westby

 Call to Order: G. Poulson, Vice President, called the meeting to order at 12:15 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: L. Davis Brown moved approval of the January 12, 2009 minutes.  R. Barden seconded. Motion carried.

Bills for Payment/Financial Statements: J. Harrington reviewed the bills for payment in the amount of $87,268.02 and moved approval.  L. Schmidt seconded.  Motion carried.   

President's Report: None

Facilities Committee:  J. Harrington noted the committee viewed five properties and determined that three are viable options.  The committee will meet following the board meeting for further discussion.

Advocacy Committee:  F. Cherney was appointed chair.  The System Celebration Committee has been incorporated into the Advocacy Committee.  System Celebration will be held in Madison this year and the board members will be the “hosts” of the event.  The awards will be changed this year and the committee discussed incorporating more education versus entertainment into the event.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation board met January 12 and the previous officers were re-elected for 2009.  It was determined the SCLS foundation year-end funds amounted to approximately $40,264.   The website will be updated and the brochures revised as well as an annual report created for the foundation newsletter.
Circulation and ILL Statistics:  No report.

System Director's Report:

The core list of functionality that needs to be developed before we can implement Koha has been completed.  We met with Andrew Clarkowski of Axley Brynelson to review the draft contract proposal and we will be revising the contract to incorporate his suggestions.  We will be sending the contract to LibLime for their review and hope to begin negotiations very soon.

The Technology planning committee held their last meeting and a big thanks goes to the those on the committee.  The library members have developed a companion piece to the “staff strategies” that will be discussed at the annual meeting in April, after getting feedback from library staff and from committees like PLAC. 

The LINK Governance Task Force, which consists of the LINK Long-Range Planning Committee, specific SCLS staff, a “new” director, Pamela Westby, and Julie Chase, who was involved with writing the last agreement and bylaws, met and decided to prepare a matrix of various decision making models to determine how issues would be handled in certain scenarios.  They hope to have the matrix ready by the April LINK meeting and hold a facilitated discussion session that would include all SCLS libraries (LINK and prospective members), separate from the LINK meeting in May.  The Russells will be the facilitators.

The Governor’s budget will be presented on February 17th.  The theme is “staying even is the new increase”.  We had good representation from our libraries at Library Legislative Day and the speakers who kicked off the event were Dales Shultz, Republican from Richland Center, and Kim Hixon, Democrat from Whitewater.  They both spoke in favor of extending broadband access to the Internet in rural areas. 

On the Federal level, an amendment was introduced in the Senate that would have eliminated a proposed $200,000,000 for broadband access for libraries and technical colleges from the stimulus bill (S.336).  The amendment failed, but the ALA Washington office reported the following: 

“Unfortunately, it appears that there have been very troublesome changes to the education/library provisions in the bill.  Without being able to obtain the actual language, we cannot confirm with any detail, what specific pieces were cut or eliminated.  Supporters – there is still much to do.  We now need to generate more messages to ALL senators on the overall library, education and broadband provisions.  We ask library supporters to continue to contact each of their senators (email, calls or faxes) between now and Tuesday.”

The annual report forms are still not ready and DLTCL is having a difficult time getting things fixed.  Cheryl Becker has requested that the member libraries send her paper copies of their annual report for review.  We will be working on the System annual report the weeks of February 9th and 16th.  Our signed annual report is due March 2, 2009.  A completed report will be included in the March Board mailing and if there are revisions to be made, we can do so after the meeting.

The UW delivery contract expires at the end of 2009.  In a meeting with the folks at the UW System, we indicated we would like to continue as the designated “sole source” for their delivery, but there is bureaucracy that will need to be worked through and the UW System does not have a director of procurement right now.  As in the past, we are looking for a five year contract with four additional one year renewals.  Bruce Smith is working on adding a fuel surcharge into the new contract to help protect against future fuel price increases.

LaValle has decided to build a 2400 sq. ft. addition to the current transportation building to house the library and the village clerk.  Brodhead will be moving into their new library in March.

Brian Hahn, the Automation help desk technician, has a new daughter Ella and everyone is doing fine.  Phyllis was out of work for a week recovering from shingles and will be having arthroscopic knee surgery February 20th.  She expects to be out for a couple of days.

SCLS staff completed their 2008 library visits and learned so much!!  Stef will be writing a report about what staff saw as trends in libraries.  The libraries that were not visited in 2008 are a priority for 2009 and staff are already picking out the libraries they will be visiting and preparing materials. 

The TechBits blog was launched this week, with the goal to share more information about technology.   It has been an ongoing issue of how to encourage library staff to learn about technology on their own and to take advantage of programs offered.

The topic of subscription databases, rural residents, and payment formulas was discussed at a recent PLAC meeting.  Historically, all libraries had to have the same databases for remote access, but the law changed and it was decided that we would not require system-authenticated databases to be system-wide.  In January we started to run into some problems with rural residents accessing the databases in counties without county libraries or library services.  Because the database costs have been based on operating expenditures and because not every library will be participating in all database purchases, this formula no longer works.  To resolve the issue for this year, the system has decided to pick up the difference in cost for rural residents in counties without county libraries or library services to access the databases.  Decisions need to be made regarding how rural residents will receive access and who will pay for it in the future as well as the payment formula.  PLAC decided to create a subcommittee to discuss ideas, resolve issues and find solutions to these problems. 

The new state tax forms for online filing required Adobe 9, which is a new version of the Adobe Reader that was not rolled out to any computers in our libraries.  This problem impacted both the LINK network and non-LINK computers.  LINK was able to use a program to update the LINK computers automatically, which helped decrease the amount of work that had to be done manually.  Dan Jacobson distributed the updates on a CD in an installer package that made it easy for the libraries to install.  The response time from all the technology staff was great, and this issue was resolved in days.

TEACH Wisconsin is a program that subsidized much of the cost of our data lines to the LINK libraries. Lauren Blough, SCLS Automation Project Manager, was asked to serve on the advisory council to discuss issues related to TEACH.  She is the only library representative in the state in this group.  At a recent meeting, there were a couple of interesting discussions which seem to indicate a shift from earlier TEACH policy.  There is extra money in the TEACH budget and in the past, one of the issues with requesting additional bandwidth and money was the need to prove that the amount of bandwidth requested was needed now.  This seems to be changing.  Lauren was encouraged to request more bandwidth based on planning ahead for the migration to Koha, and if we requested more than we needed, they would scale it back. Historically, Voice Over IP traffic was not allowed on TEACH lines, which was an issue for some libraries and schools.  It was indicated that TEACH would no longer regulate which services or applications could be used on TEACH lines.

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

  1. Discussion of topics for presentation to the Board:  Board members were asked to think about ideas for topics they would like discussed at future board meetings. S. Martin offered the topic of finding out what the libraries would like from the SCLS Board.

Information Sharing:
S. Martin complimented Stef on her system director report.
M. Cole attended library legislative day, was impressed by the lobbyists, and encouraged everyone to attend next year. 
H. O’Donnell will be getting a knee replacement.

Meeting adjourned at 12:55 p.m.

Heidi Moe, Recorde

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