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SCLS Board of Trustees

Minutes

April 14, 2008 12:15 p.m.
SCLS Administration

Present:  R. Barden, F. Cherney, R. Curtis, L. Davis-Brown, E. DeSmidt, J. Hanson, J. Healy-Plotkin, T. Iaccarino, B. Keen, N. Myers, N. Nelson, H. O’Donnell, G. Poulson, J. Pugh, P. Townsend, J. Wheeler

Also Present:  L. Blough, P. Davis, H. Moe, S. Morrill
Absent:           G. Markle
Excused:         J. Kreten, T. McIlroy, L. Schmidt, P. Westby

 Call to Order: F. Cherney called the meeting to order at 12:15 p.m.

  1. Introduction of guests/visitors and new board members: Rose Ziech, Web Services Specialist, was introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board: This will be the last board meeting for R. Curtis, J. Wheeler, H. O’Donnell, and N. Meyers. They were thanked for their service on the South Central Board and they will be missed.

Minutes: P. Townsend moved approval of the March 10, 2008 minutes.  J. Hanson seconded. Motion carried.

Bills for Payment/Financial Statements: R. Barden reviewed the bills for payment in the amount of $318,025.52 and moved approval.  P. Townsend seconded.  Motion carried.   

President's Report:  F. Cherney noted Ron McCabe, Bruce Smith, Stef, and Jess Bruckner will be participating in the COLAND Summit, May 5 and 6.  If any board members have something they would like discussed at the summit, please let Stef know.  June Hanson raised the topic of libraries staying open longer and how it affects staff time, demand, space available, and funding.

Committee Reports: 
System Celebration:  P. Townsend noted the committee met and chose pork for the dinner entrée.  J. Wheeler moved to remove pork off the list of options for dinner.  G. Poulson seconded.  Board approved with two oppositions.  The other choices for dinner are chicken marsala and herb crusted chicken.  The board approved chicken marsala for the dinner entrée.

R. Curtis encouraged the board to make their nominations for award winners for System Celebration.  Nomination forms can be found on the SCLS website.

Update on investigation of new integrated library system:  Lauren Blough, Automation Project Manager, discussed the effects of the cancellation of the Horizon software on LINK’s Migration plans and what Automation is doing to select a replacement for Dynix.  Lauren provided a handout to the board outlining the history and timeline, the next steps, and the tasks involved in the implementation of a new system.

SCLS Foundation Report:  Lodi has joined the Foundation and Brodhead removed most of their investment for their library building project, which they hope to begin soon.

Circulation and ILL Statistics:  No report.

System Director's Report: 

The state budget is still under discussion.  Phyllis and Stef are working on the mid-year budget, which will be brought to the Budget/Finance Committee in May and to the Board in June.

The audit will be brought before the board in May.

According to Bob Bocher, it has been confirmed by TEACH that all libraries in the state with less than1.5 Mbps (T1) circuits will have their bandwidth increased to 1.5 Mbps within the next few weeks.  128 libraries have already received bandwidth increases, but approximately another 150 libraries still need the increase.  This increase in bandwidth will not create a change to the $100 a month TEACH bill.

New Glarus experienced some issues with maintenance of effort, but it appears the issue has been tabled for now.

North Freedom has formed a legal library board and is now in compliance.  All the annual reports have been received.

The state has requested a delivery budget for next year, but the continuing rise of gas prices creates a difficult problem in developing an accurate budget so far ahead of time.  Phyllis and Stef will be meeting with Bruce to work out a budget.

The LSTA Advisory Committee proposed a $75,000 delivery grant to be used to offset some costs of the intersystem portion of delivery costs.  System technology grants were cut $50,000 from last year.

Bruce Smith prepared a white paper for the COLAND Visioning Summit outlining the present and future landscape for statewide library delivery in Wisconsin.

A COLAND subcommittee has asked SCLS to discuss resource sharing at their July meeting.

Phyllis, Bruce, Brinnan and Stef met with the folks from Tech Logic at PLA to discuss automated materials handling for Delivery.  The up-front investment appears to be too great for the payback at this time.

It is National Library week and April 15 is National Library Worker’s Day.

Stef, Phyllis, Bruce Smith, and Tim Drexler met with Ed Van Gemert to discuss the University’s Google book project and the contract they have with Delivery.  In the original contract, the carts were expected to weigh about 700 pounds.  Instead, they are weighing about 900 pounds or more on average, which creates more stress on our delivery vehicles.  The University is willing to do whatever it takes to continue using our delivery trucks, so Bruce is working on a proposal that would consist of more frequent trips with fewer carts per trip to deal with the weight issue.

The Technology Planning Committee met for the first time and recommended some changes to the proposed process, which staff will make.  Three workgroups have been formed to work on difference parts of the process.  These include getting feedback from member libraries and staff, looking at decision-making models, and future trends and technology research.  The planning committee will meet again in May and we hope to have this process complete by the end of the year.

The WAPL Conference (Wisconsin Association of Public Libraries) will be held in Stevens Point May 1 and 2.  Everyone is welcome to attend.

Thirty five people have completed the second semester course of “Project Play”.  SCLS staff will be meeting with cohorts in OWLS and Winnefox to discuss what’s next for the project and the possibility of creating short “play dates” as OPAL sessions.  Some of the final comments of the individuals who completed the course have been inspiring.

The employee handbook is completed and has been distributed to staff in all three departments.  Separate meetings will be held in each department to cover the content and unit procedures.

Over 600 tickets have been requested for the Arbuthnot Lecture and Findorff sponsored the lunch for the event through the SCLS Foundation.  The lecture will be available to view on-line and will also be archived for those who could not attend.  Shawn, Jean and Mark have worked very hard on this event.

The SLP video has been completed and is available to any library who requests one.  It will also be loaded on TeacherTube.

The Marketing and PR committee completed the six promotional fliers for the online databases – Business, Consumers, Genealogy, Readers, Students & Teachers, and Wellness and Health.  These handouts were distributed to the board.

Information Sharing: 

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
Discussion of 501(c)(3) for SCLS:  The board recommended speaking to our auditor and/or an accountant and lawyer to investigate the advantages and disadvantages of a 501(c)(3) for SCLS.  Phyllis and Stef will get more information and bring it back to the board.

Meeting adjourned at 1:25 p.m.

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