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SCLS Board of Trustees

September 12, 2005 - 12:15 p.m.
SCLS Administration

Present: T. Brown, F. Cherney, R. Curtis, L. Davis-Brown, E. DeSmidt, J. Hanson, M. Howe, T. Iaccarino, R. Keen, C. McGuire, N. Nelson, H. O’Donnell, G. Poulson, J. Pugh, J. Taft, P. Townsend, P. Westby, J. Wheeler, K. Williams, W. Zimdars

Also Present: P. Hamon, P. Davis, H. Moe, B. Dimick
Absent: T. Patton
Excused: A. Iwata, J. Kreten

Call to Order: President J. Taft called the meeting to order at 12:18 p.m.
a. Introduction of guests/visitors and new board members: Elaine DeSchmidt introduced John Hendricks from the Dane County Board of Supervisors.
b. Changes/additions to the agenda: J. Taft suggested adding Strategic Plan comments under committee reports, but Peter noted he would be covering that topic in his System Director’s report.
c. Requests to address the board: John Hendricks requested permission to address the board concerning the Dane County Bookmobile. J. Taft placed him on the agenda following the President’s Report.

Minutes: M. Howe moved approval of the August 8, 2005 minutes. J. Hanson seconded. Motion carried.

Bills for Payment/Financial Statements: B. Keen moved approval of the bills for payment in the amount of $91,889.92. K. Williams seconded. Motion carried.

President's Report: J. Taft noted he spoke to Faith Miracle, the former director of WLA. He also spoke to Alicia Ashman who sends her regards to the SCLS Board and noted the High Point Branch will be celebrating its 5th anniversary.

Bookmobile Discussion: John Hendricks, a Dane County Board Supervisor, addressed his concerns for finding a new “home” for the Dane County Bookmobile. He indicated he was not aware that the bookmobile is currently stored in the Madison Public Library garage. He stated there is space available in the City County Building to move the Dane County Library Service, but that the garage would not accommodate the Bookmobile. Mr. Hendricks noted there is funding for the bookmobile, but if it is moved, it will need supervision and staff to run it. Peter Hamon noted SCLS would be unable to house the bookmobile in our current garage space. He also noted that SCLS gave up direct public service some years ago, as it was redundant to the mission of our members. Instead SCLS is now dedicated to cooperative efforts (including such things as automation, consultation, the provision of on-line resources, and interlibrary loan and delivery) to help our member libraries better provide direct service to the public. It was suggested that Mr. Hendricks speak to Julie Chase, Director of the Dane County Library Service, and also the DCLS Board to further discuss his concerns regarding the bookmobile.

Committee Reports:

Emerging Issues – Future Frameworks: C. McGuire discussed the idea of collaboration, forums to address library issues, the vast resources available to consumers, competition and cooperation between libraries and the Internet, search technology on the Internet versus librarian knowledge of indices, and optimization of operations for ILL.

Recognition Committee: B. Keen noted the committee met and the date for Peter’s recognition party has been set for January 12, 2006 at SCLS Administration.

Personnel/Selection Committee: K. Williams noted the committee reviewed the job description for the System Director. The committee members will be interviewing headhunting firms, not so much to actually hire a firm, but to get questions answered. The committee will also look for input from staff and member libraries. An advertisement will be placed the month of November with the intent to hire someone by March. J. Pugh noted discussion also included what items should be included in the job description.

Circulation and ILL Statistics: No comment

System Director's Report:

Peter and Phyllis are working on rewriting the strategic plan. The substance is basically the same as it was in the initial draft, but the format will change to include bullet points which should make the plan easier to use. The rewrite will go to the committee, then to the staff and members, and then to the board for final approval. The whole project is on hold, however, until the 2006 budget and plan are finalized.

Winnefox has announced their decision to cease using WISCAT and start using OCLC for Interloan.

Record retention is becoming an issue. The law requires most records to be retained for seven years or more unless special permission is received from the public records board to discard things earlier. Needless to say, the letter of this law is seldom followed in practice. DLTCL is working on a records retention schedule, which is quite extensive and formal. This issue is of some concern to us, largely due to patron privacy concerns, and also the sheer volume of LINK traffic. System staff will keep a close watch on developments as they occur.

Gasoline prices are impacting Delivery. Every increase of ten cents at the pump costs us $6,000. Several routes have been combined to help offset this factor and the use of a diesel van should significantly save on fuel costs for the future. Delivery is working on a pilot project to increase efficiency. A prototype of a wheeled storage cart, which was created by a local company, will be experimented with at the Middleton Public Library in October and November.

Peter noted Maintenance of Effort (AB483) and the issue of denying video access of R-rated movies to patrons under the age of 18 without parental approval, (SB 258), are still in committee. We hope that they stay there.

Peter and Phyllis met with Jodi Sweeney to discuss the creation of an SCLS Foundation. The idea of the foundation is to cooperate with member libraries by raising funds for central projects to defray their costs and to help members to raise funds locally if they so desire. One of the key concepts of the project is not to compete with those members who are undertaking their own fundraising efforts independently. A gathering of individuals from various communities will take place October 5th to discuss funding possibilities and the formation of the foundation.

The LSTA grants for technology, delivery and children’s/special needs have been submitted. Brodhead submitted an LSTA grant to pay for automation costs required to join LINK.

Nichole Fromm has been hired and will begin October 3, 2005. She will fill the newly created position of Library Technology Project Support Specialist, which will assist Stef Morrill, the Library Technology Coordinator.

Phyllis has been nominated for Chapter Counselor for WLA.

The Early Literacy Symposium held at American Family Insurance has a fantastic turn out and received rave reviews.

Information Sharing: None

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: None

Meeting adjourned at 1:25 p.m.

H. Moe, Recorder



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