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SCLS Board of Trustees

Minutes

August 11, 2008 12:15 p.m.
SCLS Administration

Present:  R. Barden, C. Chapman, L. Davis-Brown, E. DeSmidt, J. Hanson, J. Healy-Plotkin, T. Iaccarino, B. Keen, T. Kriegl, T. McIlroy, S. Martin, N. Nelson, H. O’Donnell, G. Poulson, J. Pugh

Also Present:  H. Moe, P. Davis, Tom Zillner, L. Blough, V. Lovely
Absent:           J. Morre
Excused:         F. Cherney, M. Furgal, J. Kreten, L. Schmidt, P. Townsend, P. Westby

 Call to Order: J. Pugh,Vice Chair, called the meeting to order at 12:22 p.m. 

  1. Introduction of guests/visitors and new board members: Tom Zillner, WiLS was introduced as well as Lauren Blough and Vicki Teal Lovely, SCLS. 
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

 

Minutes: R. Barden moved approval of the July 14, 2008 minutes.  T. Iaccarino seconded. Motion carried.

Bills for Payment/Financial Statements: T. McIlroy reviewed the bills for payment in the amount of $170,802.56 and moved approval.  J. Hanson seconded.  Motion carried.   

President's Report: 
Janet Pugh reminded the trustees to register for System Celebration, which will be held September 25, 2008 at Devils Head.  Registration deadline is September 11.

Open Source Software – Tom Zillner, WiLS, discussed open source software.

Committee Reports:  None

SCLS Foundation Report:  L. Davis-Brown noted those attending System Celebration will be encouraged to donate toward the foundation.  In October, letters will be sent to donors for end of year donations.  A goal to raise the SCLS endowment to $50,000 by the end of this year has been set.

Circulation and ILL Statistics:  No report.

System Director's Report – Phyllis Davis:
Ann Ostrom has resigned from the board.  The Dane County Executive’s office appears to have a possible replacement candidate, so it may not be long before the position is filled.

Trustees and members who bring their SCLS mugs to meetings are eligible to win prizes.  The month’s winner was Sue Martin!

The System Celebration invitations have gone out. If you have not received one, please contact Heidi Moe. The SCLS Board is the official sponsor of this celebration, so please register if you can attend.  The event is being held at Devils Head on September 25th

Our work with Siegel-Gallagher to define our space needs is continuing. They toured the Automation offices at Madison Public Library and we will be meeting with Tim Rikkers August 28th.  Lisa Strand from WLA will also be attending that meeting.

Deb Haeffner and Mark Ibach have been working with Fitchburg on preparations for a big fundraiser and space planning. Deb has also been working with Brodhead on their electrical plan and interior design. They hope to be in the new building at the beginning of 2009. Madison’s Sequoya branch may be opening a bit later than we thought – more likely November instead of October 1.

Staff has been working with Rock Springs and LaValle.  For the libraries damaged by floods, BWI (BookWholesalers, Inc.) extended an offer on their website providing children and young adult books which are “lightly possessed new materials.”

At PLAC last week there was continued discussion of the changes to delivery service.  Some libraries that lost Saturday delivery were unhappy, but in general there was an understanding and acceptance of the need for these changes. Some objected to how fast the changes were made and stated they would have appreciated being forewarned.

Mark Miller, our local State Senator and co-chair of the Joint Finance Committee will tour our Delivery facility tomorrow afternoon.  Mark Pocan’s office said he would try to come in late fall. We will make a pitch for state funding of statewide public library system delivery.  It will appear in the DLTCL request, although it did not make it into the Governor’s version of the budget last time. We hope we can inform our legislators on the Finance Committee of the need for this funding.

We are investigating bringing payroll back into the office.  We think it will save money and we have been having some quality concerns. The new version of Quickbooks software would make it much easier than in the past. We have talked to our auditor about it and we have a check list of questions we are working through.

The three technology planning groups have been busy. We received a 75% response rate (112 responses from 150 invitations) on our survey regarding technology services. In general, members rated our technology services quite high, but the comments section had many suggestions for change or improvement.  Five focus groups have been formed and are scheduled to meet to discuss the “themes” raised in the surveys.  Governance models and technology trends are being investigated as well.  A blog has been created for comments and communication regarding this process, which will be announced in the next Online Update.

WPLC (Wisconsin Public Library Consortium), received a “Digital Pioneer Award” presented by OverDrive, (who is our vendor of downloadable audio books and music), partially because of the work SCLS Staff put into authentication. 

Following WiLS World, Phyllis and other SCLS staff attended a Q&A session for an open-source library system software support vendor called LibLime. We are in the process of gathering more information about features currently available in open source products and whether it would be a viable option for SCLS.
We are again hearing interest from some member libraries about RFID.  Sun Prairie and Verona seem to be ready to include costs in their budgets and may have access to the capital necessary to do the tagging.  Automation staff is working on this, and may call a group meeting of the interested libraries.
Because we are still working with Dynix as our ILS for the foreseeable future, Automation staff is developing a list of features that may be useful to libraries and implementing them gradually.  One thing that libraries (and patrons) have expressed interest in is pre-overdue notices.  They are in the process of testing this feature.
SCLS will be holding a training session for the “Public Library Initiative (PLI) in Wisconsin”.  A pilot program took place in 2007 and now the initiative is spreading across the state.  Early feedback indicates that the program is well received and the partnerships could benefit all parties involved.  Libraries see it as a way of better serving patrons needs as well as building relationships with the courts.  The number of people representing themselves in court is increasing across the country with financial concerns as the common motivation for self-representation.  Pro se litigants have trouble navigating the legal system and judges and other court personnel often won't answer questions on how to deal with the system. While having confused people representing themselves lengthens the time it takes to deal with a particular case, court personnel need to maintain distance for a "fair and partial" trial to take place.  There will be two parts to the initiative.  The first being a single day workshop to present information about court-related services and available information with a basic overview of the legal system, pro se issues, offices and services.  The second part is a personal follow-up visit by local registrars in probate and clerks of circuit court to each public library to deepen the collaborative working relationship and to disseminate more information.
Through our ongoing partnership with Wisconsin Public Television (WPT), Verona, New Glarus and Marshfield libraries will each receive $173 from the Wisconsin Alliance for Caregivers to underwrite costs for their September programs: “Caring for your Aging Parents.” SCLS staffers are also helping with publicity. Another program called “Freedom Machines,” which is about adaptive technologies for people with disabilities, will be offered later.
Late last year Shawn Brommer, YS/Outreach Coordinator, sent 2 - 3 boxes of children's books to a Peace Corps volunteer who is building a children's library in Africa.  We sent mostly nonfiction books and the volunteer reports that our books were by far the best ones received.

Phyllis attended the Wisconsin Way forum in Columbus for Columbia County. It was very interesting and she and several others spoke up about libraries.

Information Sharing: 
Nancy Nelson noted the Baraboo Friends donated $1,000 each to LaValle and Rock Springs.
E. DeSmidt noted the budget hearings are coming up and encouraged everyone to contact their county representative to express their needs and concerns.
T. Kriegl also encouraged the board to speak up about the financial needs of libraries.
T. McIlroy noted Cottage Grove purchased 5 acres of land for a library.

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 1:30 p.m.

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