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SCLS Board of Trustees


April 13, 2009 12:15 p.m.
SCLS Administration

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

Also Present:  H. Moe, P. Davis, S. Morrill, B. Dimick
Absent:           M. Cole, J. Morre
Excused:         J. Kreten, H. O’Donnell, P. Westby

 Call to Order: J. Pugh, President, called the meeting to order at 12:16 p.m. 

  1. Introduction of guests/visitors and new board members: Jean Anderson and Shawn Brommer were introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: Nancy Nelson noted Elaine DeSmidt moved approval of the 2008 Annual report and the LibLime contract authorization at the March 9, 2009 meeting.  The March 9, 2009 minutes were approved with those changes.

Bills for Payment/Financial Statements: Bob Keen reviewed the bills for payment in the amount of $363,411.70.  The board approved payment of the bills.  Because of a large payment in the bills, B. Keen asked if there was or should be a limit to the amount a bill can be without approval.  This issue may be discussed by the Budget Committee.

President's Report: None

LSTA Jobs Grant – Jean Anderson & Shawn Brommer:  SCLS will be receiving an LSTA grant in the amount of $25,300.  The total amount for the state and the 17 systems is $200,000.  The amount we receive is based on population and the grant is non-competitive, but we do need to submit an application to receive the funding.  With this grant, we will be providing training and resources for job seekers. Libraries have given feedback on desirable directions for the grant, and staff is now working on determining the exact projects to be included and what partners will be included on the grant.  Staff have already met with Madison Area Technical College, and they will be a partner.

Committee Reports:

Facilities:   A copy of the space planning layout for the new facility was distributed to each board member.  J. Hanson moved approval on behalf of the facilities committee to proceed with the contract negotiations with WLA and the lease for SCLS and vote on the two contracts at the May 11, 2009 board meeting.  Motion carried.

SCLS Foundation Report:  L. Davis-Brown noted the Foundation Committee will meet following the board meeting.

Circulation and ILL Statistics:  No report.

System Director's Report:

Phyllis noted the LibLime contract was signed April 7th and the first payment was approved with the bills this month.  To celebrate this big milestone, a group picture was taken of those present at the LINK meeting.  We thank Andrew Clarkowski, from Axley Brynelson, for his pro bono help with the contract revisions and negotiations.  We sent LibLime a box Candidas candy along with the picture taken of the LINK members.

As we move ahead on the implementation project, Automation staff and member libraries are forming committees by module (circulation, acquisitions, etc.) to work on software design development specifications for additional functionality and testing.  There will be an Oversight Committee formed from representatives from those committees to keep the overall project on course.  The Automation staff is creating a Koha migration web page to widely share information about the new system implementation.

The Technology Planning Task Force met again to plan the discussion of governance models to be considered along with the current LINK agreement under which we now operate.  That discussion is scheduled for May 15th and will give direction to the Task Force.  One of the options on the table is to eliminate the LINK consortium as the governing body, replacing it with an advisory group and making the shared automation system an SCLS system service.  This is the governance model followed by some other systems in Wisconsin that we interviewed.

We met with Deb Johnson, the Interim Director for the Fitchburg Library.  Many things were discussed and one of the questions raised was when they could become members of SCLS.   A provisional membership will need to be created as they will need to work closely with many of our staff to be on the shared automated system when the library opens.  S. Morrill and P. Davis will bring a proposal in the next couple of months to the Board for consideration.

Some resistance has begun toward the Governor’s budget proposal to fund libraries from the Universal Service Fund.  We will continue to watch how it plays out.

S. Morrill noted the audit is complete.  Carryover was less than we expected, primarily because of an error with the LSTA delivery grant and vacation accrual.  We will be making some small adjustments to our procedures to help make the carryover number more accurate.

The technology plan needs to be submitted to the Department of Public Instruction by June1.  This plan is required for TEACH funding, which reduces costs for telecommunication lines significantly.  Staff is developing a one-year plan rather than a five-year plan, since the processes for technology governance and decision-making are still underway.  The Board will receive a copy of the technology plan in May for approval.

There has been an email upgrade in the works for awhile.  Many goals of the project include getting a web interface, replacing Eudora, allowing libraries to use their own domain names rather than, and for SCLS to switch to a shorter name.  Steps include replacing the email server, upgrading the email client to Thunderbird, and making a true web interface option available through Gmail.  This project should be completed by the end of September.

OverDrive usage is through the roof!  Between 2007 and 2008, the audiobook usage increased 72%.  January 2009 was the highest number of new patrons yet.  LINKcat is the 2nd highest referral to OverDrive in the WPLC group, after

We have received signed SCLS Member County Participation agreements from Green, Wood, Sauk and Columbia Counties.  We are still waiting for Portage, Dane and Adams.

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:

Other Business:  None

Information Sharing:
Sue Martin noted there will be a reception for Hans Jensen’s retirement at the Portage Public Library April 18th from 1–3 p.m.
Bob Keen reminded the board members to see Char after the meeting to pick up their mileage reimbursement checks.

Meeting adjourned at 1:18 p.m.

Heidi Moe, Recorder

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