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SCLS Board of Trustees

Minutes

June 9, 2008 12:15 p.m.
SCLS Administration

Present:  R. Barden, F. Cherney, L. Davis-Brown, M. Furgal, J. Healy-Plotkin, T. Iaccarino, T. McIlroy, S. Martin, H. O’Donnell, A. Ostrom, G. Poulson, J. Pugh, L. Schmidt, P. Townsend, P. Westby

Also Present:  H. Moe, S. Morrill, P. Davis, Susan Hedrick
Absent:           E. DeSmidt, J. Morre
Excused:         C. Chapman, J. Hanson, B. Keen, J. Kreten, T. Kriegl, N.Nelson

 Call to Order: F. Cherney, Chair, called the meeting to order at 12:18 p.m. 

  1. Introduction of guests/visitors and new board members: Susan Hedrick, Director of the Waunakee Public Library, was introduced as well as Ann Ostrom, a newly appointed Dane County Representative to the Board. 
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: G. Poulson moved approval of the May 12, 2008 minutes.  T. Iaccarino seconded. Motion carried.

Bills for Payment/Financial Statements: P. Townsend reviewed the bills for payment in the amount of $109,834.40 and moved approval.  R. Barden seconded.  Motion carried.   

President's Report: 
National Legislative Day:  Jamie Healy Plotkin and Francis Cherney attended this event and each of them distributed a summary of their experience to the board.

Dane County Floating Collection:   Susan Hedrick, Director of the Waunakee Public Library, gave a presentation of what the floating collection is and the benefits associated with it.  Ten libraries in Dane County are participating in the floating collection with VHS tapes and books on cassette.  When a patron puts a hold on one of those items, checks it out, and then returns it, the item stays at the library where it is returned, regardless of what library owns the item, until someone else requests it.  This process helps cuts down on delivery and cost and also refreshes individual libraries collections and “browsability.”  The participating libraries are using a “float” sticker on the items to indicate that it is part of the collection, so confusion doesn’t arise for staff when they find an item on the shelf that doesn’t “belong” to the library.  Paperbacks and large print books could be another possibility to add to the floating collection.

Budget & Finance and Personnel Committees Report:  Recommendation to the Board on the SCLS Mid-Year 2008 Budget Revision.  On behalf of the Budget/Finance/Personnel Committee, Linda Davis Brown moved acceptance of the 2008 mid-year budget as revised.  P. Townsend seconded.  Motion carried.

Committee Reports: 
System Celebration:  P. Townsend noted everything is a go, but they are still looking for a barbershop quartet for entertainment.

Emerging Issues:  Jamie Healy Plotkin noted the committee discussed the Microtrends presentation and the “To Read or Not to Read” report.  Discussion for the next meeting may include literacy issues in prison populations.

SCLS Foundation Report:  L. Davis-Brown noted the committee will meet in July and review the financial and performance reports.  Cottage Grove withdrew $12,000 from the Foundation and Monroe withdrew $5,000.  A foundation newsletter is in the works.

Circulation and ILL Statistics:  No report.

System Director's Report: 

Phyllis noted Greg Markle has resigned from the Board.

The Plain and Rock Springs libraries are flooded.  Plain had a few items that were damaged in the children’s area and they believe the water came in through the drains in the restrooms, but they used four shop vacs and are cleaning things up.  Volunteers from the Rock Springs Library moved books and computers to the upper floor of the community center while four feet of water flooded Main Street.  LaValle, Columbus and Pardeeville have also been affected by flooding.

At this month’s LINK meeting, the evaluation groups for ILS will recommend further investigation of two of the three vendors who gave demonstrations in April.  Staff will also meet with those vendors at ALA at the end of June.  The current timeline calls for a decision to be made in August, if we receive cost figures from the vendors before then.  The LINK mid-year budget revisions and 2009 budget will also be voted on at the LINK meeting. 

In May, Stef and Phyllis attended a breakfast seminar hosted by First Business Bank regarding Madison area commercial real estate trends.  Because the lease at the SCLS Administration location will expire next year, options are being investigated for another available space to accommodate both the automation and administration employees.  Stef and Phyllis also met with Lauren Blough to discuss the facility needs for automation with Madison staff.  Madison Public Library has included a space for automation in the building plans for the library. 

Stef and Phyllis also met with Tim Rikkers and a student intern of Siegel-Gallagher, who was recommended by Luella Schmidt.  They discussed the possibility of working with Siegel-Gallagher to define our space needs and to build an RFP to receive bids on our tenancy.  If an engagement letter is signed with them, they will work as our tenant representatives to define, find and negotiate a lease agreement which would include a request for their fee.  The agreement with them would include an option for either party to cancel at any time and would also allow us to receive 100% of the commission if we are dissatisfied.

Because of the high price of fuel, delivery staff are looking at all operations for maximum efficiency.  Bruce Smith will speak to the Board in July regarding proposed route changes.  The Delivery Advisory Committee has begun discussion regarding changes to our pricing structure for delivery costs.  The cost per county was set many years ago and is outdated due to changes in population, LINK, new libraries, and service levels.  Currently, the system pays 70% and libraries pay 30%.  To allocate costs fairly and equally, the plan for 2009 includes the system paying 65% and libraries paying 35%.  Ultimately, the system would like to be paying 60% with libraries paying 40% of the cost. 

Shawn Brommer, Youth Services and Outreach Coordinator, is working on a pilot project with UW Children’s Hospital.  Thanks to Phyllis, Bruce, and Brinnan, they are a LINK Express library and delivery will stop there once a week and drop off holds placed by a librarian at the hospital, who is only there limited hours.  The librarian wanted to try a summer program for the kids, and this project will help the hospital library and school meet the needs of hospitalized children.

Our photo gallery is now online at:  http://picasaweb.google.com/sclsphotos.  Pictures from Library Advocacy Day are on the WLA website.

The Wisconsin Way, which is a group that is looking at services and taxation in Wisconsin, held a round of public hearings about valued services, and no one talked about libraries.  Another series of meetings will be held this summer and everyone is encouraged to attend.  The schedule of the meetings will be posted in Online Update.

We received our second aid check for 2008.

In the June issue of ALA’s Association of Library Service to Children newsletter, Shawn Brommer and others that assisted with the Arbuthnot Lecture were praised for making that lecture available through streaming video.

Stef and Phyllis met with Attorney Johanna Allex to discuss the overtime regulations for exempt and non-exempt employees.  Job descriptions will be reviewed and sorted by who is categorized as exempt and non-exempt and then Johanna will look things over to ensure we’ve done it correctly.

A Hausmann Insurance representative met with specific staff to help answer questions about workers compensation eligibility and procedures.  It was a very beneficial meeting.

There will be some changes to the chart of accounts paperwork the board receives each month.  Reimbursements used to be combined into large accounts and then sorted through at the end of the year.  Specific accounts will be set up to keep track of reimbursements separate from our regular budget.  Financial reports will also be posted electronically for staff instead of being photocopied.

Our tech planning process is underway.  There are three workgroups that are working on different tasks - one for decision-making models, one on technology scene investigation, and one on the survey/focus groups/interviews, which sent a letter asking for proposals. We still hope to have the process done by the end of the year. 

A vendor from Learning Express gave SCLS compliments on our Learning Express publicity page and is going to mention it to other customers as an example of doing it well!  Thanks to Mark Ibach, Cheryl Becker, and Kerri Hilbelink for their work on this project.

A member library director’s meeting will be held June 19th. A specific agenda hasn’t been set.  This meeting will be more of a brainstorm for future meetings.

Information Sharing: 
Pat Townsend shared an experience she had recently with a young boy she encountered.  She didn’t know the young man, but noticed his bike looked very new and she asked if he had just gotten it.  The boy told her he had just gotten it for his birthday and was very excited about it.  But what was even more exciting for him was that he was finally old enough to get his own library card – and then he proudly showed her his library card. 

Sue Martin noted an interesting article she read recently in Governing magazine titled “Revolution in the Stacks”

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
a. Discussion of Best Practices report from the Legislative Audit Bureau and Economic Impact study of library service in Wisconsin:  Because of time constraints, this item was tabled.

b. The SLP video was shown.

Meeting adjourned at 1:25 p.m.

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