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SCLS Board of Trustees

August 10 , 2009 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. Kriegl, S. Martin, N. Nelson, T. McIlroy, H. O’Donnell, G. Poulson, L. Schmidt, P. Townsend

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           J. Harrington, J. Morre,
Excused:         M. Cole, M. Nelson, J. Pugh, P. Westby

 Call to Order: G. Poulson, Vice 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: None

Minutes: L. Davis-Brown moved approval of the July 13, 2009 minutes with a correction to a typo error, R. Barden seconded.  Motion carried.

Bills for Payment/Financial Statements: P. Townsend reviewed the bills for payment in the amount of $89,878.78 and moved approval.  J. Hanson seconded.  Motion carried.

President's Report: None

New Governance Model for SCLS:  Phyllis Davis discussed the new governance structure and the process for its adoption.  Directors of the member libraries are scheduled to meet September 18th to discuss the new governance model and any changes that may need to be made.  This governance change will require all LINK member libraries to vote to disband the consortiumThe current timeline calls for the by-laws reflecting the governance changes to be brought before the SCLS Board for action at the December board meeting.

Committee Reports:

  1. Personnel: S. Martin moved the board go into closed session for the consideration of the performance evaluation and compensation of the system director as authorized by Wisconsin Statutes Section 19.85 (1)(c).  J. Hanson seconded.  A roll call vote was held.  The Board went into closed session at 12:37 p.m.  The Board reconvened into open session at 12:45 p.m.  Luella Schmidt moved the board accept the Personnel Committee’s evaluation of the Director’s performance as excellent and honor her request that no change be made in her compensation for 2010.  E. DeSmidt seconded.  Motion carried.

Advocacy:  F. Cherney noted the committee voted for the award recipients for System Celebration and shared the names of the recipients with the board.  T. McIlroy moved to accept the Advocacy Committee’s decision for the System Celebration award recipients.  E. DeSmidt seconded.  Motion carried.  The advocacy marketing plan has been posted to the online toolkit.  Mark Ibach will be sending questionnaires to libraries to determine what they are doing for advocacy during the year. 

SCLS Foundation Report:  L. Davis-Brown noted the committee set a goal of raising $20,000 by the end of the year and announced a fundraising event set for November 12th.  Peter and Ann Hamon will be awarded the SCLS Foundation Cornerstone Award at the event.  The annual joint meeting of the SCLS Foundation Board and member libraries will be held October 27th.  The joint meeting will feature a review of our investments by our M&I wealth managers. A “Leave a Legacy” brochure is being drafted to assist those interested in remembering area libraries through the foundation in their wills.  The Foundation received a grant for $2,100 from Alliant, which will fund a kinesthetic learning workshop in September with Jim Gill as presenter.

Circulation and ILL Statistics:  None.

System Director's Report:
Phyllis noted the first pandemic planning meeting was held and some things discussed included mission critical tasks, communication with staff, and updating language in the employee handbook.  One of the board members suggested we contact Dane County to inquire about receiving flu shots for uninsured staff.

The newly hired director at Portage has resigned and they are planning to have an interim director.

Overdrive use is up 31% from last year and there are almost 36,000 patrons using it statewide.

LibLime seems to be experiencing some growing pains and we have a conference call scheduled with them this week.  The implementation committee is meeting prior to LINK to discuss development projects for Koha.

Cheryl Becker was quoted in the ALA Direct (electronic newsletter) from her blogging of the ALA Annual Conference.

An article in the Portland Press Herald noted a delivery debacle for Maine’s libraries.  The vendor pulled out of its contract and the libraries are without delivery service.  The libraries that can afford the postage are mailing books, while other libraries have resorted to personally hauling the books around. 

A ballot has been presented to the National Information Standards Organization Voting Members to approve a new work item on the Physical Delivery of Library Resources.  This proposal aims to develop a statement of best practices related to the delivery of library materials.

Walt Reandeau, former Director of the Sun Prairie Library and a very involved member of WLA, passed away August 6th.

Stef noted the preparation of the new SCLS facility is moving along quickly and we are on target for the space to be completed by mid-September, with the move taking place in November.  The Board’s Facility Committee will take a tour after the board meeting today.

The proposal for the new method of splitting costs and authenticating for databases, as described at the last Board meeting, was passed by the PLAC committee.  There was an issue discovered related to the libraries that do not participate in LINK.  Because they may not purge their records as regularly as LINK libraries do, their patron counts may be inflated by people who no longer use the library.  SCLS will probably do something to help them out in the first year, with the expectation that they will take care of purging records before the end of the year.

There is a lot of activity around the stimulus grants for broadband.  SCLS member libraries are participating in the grant to bring BadgerNet fiber connections to libraries that do not yet have fiber.  SCLS is participating in a grant to build the Madison Unified Fiber Network (MUFN), which could give the headquarters a stable-cost option for connecting to the Internet.

Techbits, our technology blog, is starting to get some use from outside of the SCLS library community.  Kerri Hilbelink looked at statistics, and found that a number of people are getting to the blog from Google searches, including one person who searched in French, which Google translated to English, and ended up at our blog.  There have been some comments to posts by patrons, so we know we are reaching beyond library staff, which is a bit of a surprise.  The address for techbits is:

The Baraboo Public Library is organizing an event for “Thrill the World,” which is an attempt to have a world-wide synchronized dance to the song, “Thriller”.  They have had a lot of interest from the community.  The site for the worldwide event is

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:  Action to make the Fitchburg library a provisional member of SCLS.  J. Hanson moved approval of the resolution as amended.  T. McIlroy seconded.  Motion carried.  The resolution is as follows: The SCLS Board resolves that SCLS shall provisionally provide appropriate member services to the Fitchburg library until such time as the library is in operation, with regular, established hours.  At that time the Fitchburg Library Board will meet all requirements for full SCLS membership and be expected to sign the then current SCLS Member Library Agreement. 

Information Sharing:
Sue Martin was asked to relay a request from the Columbia County Library Board.  They feel that in times of economic duress, those who attend System Celebration should pay for their meal instead of the system.

Meeting adjourned at 1:26 p.m.

Heidi Moe, Recorder

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