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SCLS Board of Trustees
Minutes

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

Present:  J. Ashford, R. Barden, C. Chapman, F. Cherney, P. Cox, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Harrington, J. Healy-Plotkin, T. Iaccarino, B. Keen, S. Martin, T. McIlroy, G. Poulson, J. Pugh, P. Townsend

Also Present:  H. Moe, P. Davis, B. Dimick, S. Morrill, Tracy Herold
Absent:           M. Cole, J. Morre
Excused:         N. Holman, M. Nelson, H. O’Donnell, P. Westby

 Call to Order: J. Pugh, President, called the meeting to order at 12:19 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 February 8, 2010 minutes.  R. Barden seconded.  There was an error noted in the spelling of Gary Poulson’s name.  Minutes were approved.

Bills for Payment/Financial Statements: B. Keen reviewed the bills for payment in the amount of $75,046.32 and moved approval.  G. Poulson seconded.  Motion carried.   

President's Report:  Janet Pugh noted she has a great time vacationing in New Zealand.

Update on Madison Public Library Facilities:  Barb Dimick, Director at Madison Public Library, discussed the future building project for the Central library.  The concern that is holding up negotiations for the library is based on whether the developer should be responsible for the entire project versus just building the shell and a different architect would be hired to finish the inside of the building.  $37 million is needed for the project and the hope is that the library will be completed in 2012.  For more detailed information about the Central library future planning, go to:  http://www.madisonpubliclibrary.org/about/future/central.html

The South Madison Branch expansion is underway.  Interior views of the building plans can be found here: http://www.flickr.com/photos/madison-public-library/sets/72157622659531665/

Using circulation data, a map was created that shows patron locations with an item checked out from a specific library branch in Madison.  This survey was very helpful in determining service areas.

Approval of 2009 Annual Report:  C. Chapman moved approval of the 2009 Annual Report.  G. Poulson seconded.  Motion carried.

Recruitment Committee:  S. Martin noted S. Morrill has been reviewing the applications received and weeding those that do not have a master of library science degree and six years of library management experience.  If anyone has questions they would like to suggest for the interviews, please get them to S. Martin by April 4th.  The committee will meet April 14th.  Interviews will take place in May and when a decision has been made, the recruitment committee will present the candidate information to the Board in June for final approval before making an offer.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation set a goal to reach funding of $100,000 by the end of the year.  $30,000 will need to be raised in 2010 to reach that goal.  The Cornerstone Award will become an annual event.  The Foundation would like to be able to distribute funding in 2011 and there has been discussion of how to dispense the funds. 

Circulation and ILL Statistics:  No report.

System Director's Report:
Phyllis noted Donald Nenneman passed away.  He was a valued supporter of libraries for many years and will be missed.

Delta Storage has placed a secondary offer on the property for the new fleet maintenance garage, in case the first offer falls through.  The decision will be made by March 10th.  Adams Signs has decided they do not want to use SCLS trucks to mount advertisements, but they want to place ads in member libraries. Any such agreement would be between Adams and the individual library with no SCLS involvement.

SCLS provides Wisconsin Library Association (WLA) memberships for all of our member library trustees because we feel there is a great benefit for our trustees to be involved in the association.  The WLA annual conference will be held November 2-5 at the Kalahari Resort in Wisconsin Dells.  The WAPL (Wisconsin Association of Public Libraries) annual conference will be held April 28-30 at the Blue Harbor Resort in Sheboygan, with sessions focused on trustees being held on April 29.

A recent tech retreat, which included the SCLS technology team as well as S. Morrill and P. Davis, was held at the Sun Prairie Public Library.  A strategic plan for technology services was discussed.

The Cost Formula Workgroup of the Administrative Council is continuing its work.  For 2011, it has been proposed to keep the costs for services included in the “Agreement to Participate in an integrated Automated Library System” frozen at the 2010 rate.   The current price sharing is perceived as fair, and no participants would see big increases.  There would not be a cost in 2011 to add computers to the SCLS network. In 2011, there would be more work done on a new formula for dividing costs.  Future discussion will include costs for technologies and libraries that are not currently part of the ILS agreement.

At the February System and Resource Library Administrators’ Association of Wisconsin (SRLAAW) meeting, the Division for Libraries, Technology, and Community Learning (DLTCL) gave an opinion that library materials on open hold shelves should not be labeled with the patron’s name due to the library records and privacy laws.  Some alternatives that member libraries have been employing, using portions of the name, may also not be acceptable.

S. Morrill mentioned the Techbits summary that was included in the board packet.  Techbits is a blog about technology that was created in response to a need for technology communication.  Kerri Hilbelink and Rose Ziech have taken the lead with this project and about eight different technical staff writes for it.  The blog is very well received and we are happy with the survey results.

Koha migration is moving along and we are continuing to test data of different types.  We expect to see some of our first development for testing this week.  Our current system, Dynix, requires a lot of evening/overnight/early morning processing.  When we migrate, this will not be necessary, which will mean a potential change in staffing.  We hope this transition will allow us to provide some services libraries have requested, but we could not offer before.

We are in discussions with LibLime right now about payments.  We haven’t made a payment to them since we signed the contract because of the way the contract is written.  There is some debate right now about what work has been completed and what still needs to be done in certain areas, but we do want to pay them for all of the work they have done so far.  We anticipate making a payment between board meetings, so you will see that on next month’s reports.

The two bandwidth stimulus grants in which SCLS and member libraries are participants were approved.  The state’s BadgerNet grant, which will bring fiber to the libraries, and the MUFN grant (Madison Unified Fiber Network), which will bring a second fiber connection to our headquarters were both funded. 

SCLS headquarters uses a company called E*vanced to provide an online events calendar and a mechanism for meeting room reservations.  E*vanced also has a service for tracking Summer Library Program (SLP) reading programs and provides online registration.  Madison Public Library is interested in using this for SLP, so SCLS provided some funds to help them try out the service.  They will report back to us at the end of the summer and hopefully this experiment will help other libraries make an informed choice about the service.

We continue to have issues with the air conditioning in our server room.  St. Johns has been responsive and the manufacturers along with the installers have been involved.  There have been some issues identified, including the wiring performed by the electricians and the wind shielding on the roof.

We will be receiving a new copier from Gordon Flesch that will have some great additional features like faxing and envelope printing, and it will cost us at least $100 less a month than what we are currently paying.  In addition, we will get a one-time refund of $7000 for exchanging one of our existing copiers.

SCLS staff now has the ability to remote into their computers from other locations, and can access shared files, printers, etc.  It seems like a simple thing but it means great things for workflow for many staff members.

Administrative Council (AC) Report: Tracy Herold noted the items discussed at the February 18th AC meeting.  The minutes may be viewed here: http://www.scls.info/committees/ac/minutes/2010-02-18.pdf

Multitype Advisory Committee (MALC) Report:

Other Business:  None

Information sharing:  None
Meeting adjourned at 1:23 p.m.
Heidi Moe, Recorder