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SCLS Board of Trustees
Minutes

June 13, 2011 12:15 p.m.
SCLS Headquarters

Present:  J. Ashford, R. Barden, C. Chapman, F. Cherney, P. Cox, L. Davis-Brown, M. Furgal, J. Harrington, T. Iaccarino, B. Keen, S. Martin, B. Moss, H. O’Donnell, G. Poulson, J. Pugh, N. Stevenson, P. Townsend, J. Wexler
Also Present:  M. Van Pelt, T. Herold, V. Teal-Lovely
Absent:  
Excused:  M. Nelson, P. Westby, J. Healy-Plotkin

Call to Order: G. Poulson, 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:  
    1. Member Library Concerns: 

Present to address the board: Andrew Taylor – Monona Library Board of Trustees President; Jean Christensen –Belleville Public Library; Ron McCabe – McMillan Public Library; Denise Anton-Wright – New Glarus Public Library; Diana Skalitzky – Marshall Public Library; Shannon Schultz – Portage Public Library; Judy Collison – Oregon Public Library; Brian Simons- Verona Public Library; Suzann Holland – Monroe Public Library; Shelley Selle – McFarland Public Library ; Barb Dimick – Madison Public Library; Pamela Westby – Middleton Public Library.

Also present: Carol Froistad – Madison Public Library; Trish Priewe – Lodi Public Library; Susan Lee – Madison Public Library; Gisela Newbegin – DeForest Public Library; Margie Navarre-Saaf – Madison Public Library; Erick Plumb – Monona Public Library

The SCLS Board received a letter signed by several Dane County Library Directors that listed their specific concerns and dissatisfaction with Koha development and functionality.  Several of the signers addressed the board in person to reiterate that Koha is not performing to their expectations and the negative effect it is having on library staff and patrons.  Frustration was expressed on the slowness of new development and fixes to the software.  It was felt by some there was a breakdown in communication between members, SCLS and PTFS.

Other library members addressed the board to express their opinion that Koha was working well overall.  They felt being early adopters of open source software was a challenge because the path is not always clear but it spoke to the innovative spirit of the system.  Others spoke of their confidence in the SCLS staff in implementing Koha for such a large and diverse membership.

It was also expressed by others that the governance structure was circumvented.  Speakers felt the protocol for addressing Koha issues through the ILS Committee and the Administrative Council should have been followed prior to addressing the SCLS Board.

Minutes: P. Townsend moved approval of the May 9, 2011 minutes.  R. Barden seconded.  The minutes were amended to include James Wexler as being present at the May meeting.  Motion carried. 

Bills for Payment/Financial Statements:  B. Keen reviewed the bills for payment in the amount of $244,891.05 and moved approval.  C. Chapman seconded.  Motion carried.   

President's Report:  G. Poulson thanked J. Harrington for chairing the May meeting.  Norman Holman has resigned from the board.  F. Cherney provided a handout of his report from National Legislative Day and also photos.

Committee Reports:

Budget/Finance/Personnel: 

  1.  Approval of the 2011 mid-year budget:  On behalf of the Budget/Finance/Personnel committees, S. Martin moved approval of the 2011 mid-year budget.  B. Keen seconded.  Motion carried.

SCLS Foundation Report:  L. Davis-Brown noted the Cornerstone Award event on November 10th will be held at Electronic Theatre Controls in Middleton.  B. Blitzke will be honored.  The committee is waiting for confirmation before announcing the other honoree. 

Circulation and ILL Statistics:  No report.

System Director's Report: 
M. Van Pelt noted the Koha timeline handout that was attached to her system director report.  A public records request for the PTFS contract was received from Brian Simons, Director at Verona Public Library via email on June 7, 2011.  Marty spoke to four lawyers to determine what parts of the contract could be considered public record versus “trade secrets” that could not be disclosed.  The redacted contract was sent to Mr. Simons via email on June 7, 2011. The redacted contract was also emailed to all ILS member directors on the same day.

The summit with PTFS and member library directors was well attended and the consensus was that the event was positive due to the open communication and education by PTFS of the steps they are taking to address the member library concerns regarding Koha.

The board discussed the concerns of the members who had addressed the board.  It was suggested that an emergency meeting of the Administrative Council and/or the ILS Committee could be scheduled to review the concerns. M. Van Pelt stated a discussion of the Dane County letter was on the agenda for the June 16 Administrative Council meeting.  It was decided that M. Van Pelt and V. Teal Lovely would create a timely response to the concerns with the collaboration of G. Poulson, President of the Board. G. Poulson will sign the letter representing the board’s approval.

Administrative Council (AC) Report: The minutes may be viewed here: http://www.scls.info/committees/ac/index.html.
Tracy Herold gave an overview of items discussed and action taken at the meeting.  The next AC meeting will be June 16th.

Other Business: None

Information sharing:  None

Meeting adjourned at 2:40 p.m.
Heidi Moe, Recorder