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SCLS Board of Trustees

Minutes

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

Present:  R. Barden, C. Chapman, F. Cherney, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Hanson, J. Healy-Plotkin, T. Iaccarino, B. Keen, T. McIlroy, S. Martin, N. Nelson, H. O’Donnell, J. Pugh, L. Schmidt, P. Townsend

Also Present:  H. Moe, S. Morrill, P. Davis, B. Dimick, Bruce Smith
Absent:           J. Morre
Excused:         J. Kreten, T. Kriegl, G. Poulson, A. Ostrom, P. Westby

 Call to Order: F. Cherney, Chair, called the meeting to order at 12:20 p.m. 

  1. Introduction of guests/visitors and new board members: Carol Chapman, a newly appointed Dane County Representative to the Board was introduced as well as Bruce Smith, Delivery Coordinator of SCLS. 
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: J. Pugh moved approval of the June 9, 2008 minutes.  R. Barden seconded. Motion carried.

Bills for Payment/Financial Statements: J. Pugh reviewed the bills for payment in the amount of $553,955.38 and moved approval.  J. Hanson seconded.  Motion carried.   

President's Report: 
Francis attended the COLAND meeting at the Marquette University Library.  Phyllis also attended the meeting and updated the committee on OCLC interlibrary loan issues.  

Recent Changes to Delivery Service – Bruce Smith:
Because of the high price of fuel, Bruce has been working hard to reduce costs by consolidating routes to save driver time and mileage.  Delivery is experimenting with discontinuing Saturday delivery to specific libraries.  Libraries are doing some pre-sorting, which has helped reduce the amount to time and volume for the sorters.  The cart system has reduced the number of injuries significantly, which has helped to offset the cost of workers compensation.  A mechanic has been hired to work in-house, which has significantly reduced costs otherwise paid to outside mechanics and the Dodge Sprinter truck purchased offers 50% more fuel efficiency and handles a larger load.  Other revenue options are also being investigated. 

Committee Reports:  None

SCLS Foundation Report:  L. Davis-Brown noted the Foundation newsletter was sent to donors, trustees, and member libraries with a donor card included.  She thanked the SCLS staff for their efforts.  The Foundation committee will meet following the board meeting.  Phyllis noted she will be speaking to the Lodi Woman’s Club Public Library board tonight regarding fundraising goals.  She also mentioned that a donor was pleased to hear that donations given to the foundation were put toward a math and science initiative program held at the South Madison Branch.

Circulation and ILL Statistics:  No report.

System Director's Report: 
Phyllis reported that a “flood news” page has been posted to our website < http://www.scls.info/pr/floodhelp/> as well as an online donation form for anyone interested in giving to the flooded libraries.  The Plain library is closed, but hopes to re-open by the end of July and Rock Springs and LaValle are also closed but hope to re-open in September. 

The Brodhead library received a construction bid that was lower than expected, so they are going ahead with construction for a new library.
Cottage Grove is going to referendum for “up to 3.1 million.”  The Village Board has decided the wording of the referendum and the building plan has been scaled back to 17,000 sq. ft.
The interim director for Fitchburg is Deb Johnson. 
Pardeeville and Albany are looking for new directors. 
Pamela Westby, has been hired as director of Middleton and Brian Simons has been hired as director of Verona.

The 2009 LINK budget was passed.  The committee that is investigating the next system has asked for a delay on a decision until October.  They would like to do more cost analysis and visit other sites that currently use the software they are considering.  An open source product demonstration will be held July 24th after WiLSWorld.  The August LINK meeting has been cancelled.  The next LINK meeting will be held in October.

SCLS signed an agreement with Siegel-Gallagher for our facilities planning.  The first planning meeting will be held on Wednesday and Tim Rikkers will be presenting an overview of the facilities planning process to the staff at that time.

All board members will be subscribed to the Advocacy email list, unless someone would prefer not to receive advocacy information. 

Stef noted the first director’s breakfast meeting was held June 18th.  It was an informal gathering where ideas were shared and the directors had an opportunity to get to know one another.  Some of the biggest challenges and issues discussed included staff training and development (particularly technology), keeping up with new things, funding, time, and balancing the needs of all people who use the libraries.  These meetings will be held twice a year in the Spring and Fall.

Five libraries in the system – Baraboo, Nekoosa, New Glarus, Sun Prairie and Verona – received a “Picturing America” grant, which is an initiative from the National Endowments for the Humanities.  In August, these libraries will receive 40 high quality large reproductions of great American art to help teach American history and culture.

Wisconsin Public Television (WPT) has provided funding to Baraboo, Monroe, and Verona, to host a program called “Caring for your parents”.  The funding came from a grant to WPT from the Wisconsin Alliance for Family Care Giving.  WPT is also offering a workshop to our flood-affected areas called “When the Waters Rise.”  This program is designed for parents and child care professionals to obtain the skills to help children deal with the issues related to flooding and dealing with the associated stress.  Shawn Brommer will be participating in the WPT open house along with some member libraries August 1.

The Technology planning process is moving along and we hope to have all the information gathered by the end of the summer/early fall.  The planning group is meeting later this week to report their progress.  We have been working with Russell Consulting and focus groups will be conducted with library directors and selected library staff who have an understanding of technology at the system level.  The focus groups will meet the week of August 11 -15th.  An online survey will be available July 21st with a deadline of August 1.

We hope to purchase the new videoconferencing equipment by the end of the week and get the bandwidth set up by the end of the month. 

The trustees who brought their SCLS mugs to the board meeting will be entered into a drawing for prizes!  We’re encouraging the use of these mugs to help decrease the use of paper cups.

Tom Zillner from WiLS will discuss open source software at the August board meeting.

Information Sharing: 
June Hanson noted she found a picture of Julie Chase in the Wisconsin Woman magazine and also a picture of Janet Pugh’s mother in the Oakwood Update magazine.

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.

Meeting adjourned at 1:20 p.m.

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