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SCLS Board of Trustees

Minutes

October 13, 2008 12:15 p.m.
SCLS Administration

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

Also Present:  H. Moe, P. Davis, B. Dimick
Absent:           J. Morre, T. Kriegl
Excused:         M. Furgal, J. Kreten, P. Westby

 Call to Order: F. Cherney, Chair, called the meeting to order at 12:25 p.m. 

  1. Introduction of guests/visitors and new board members: Jennifer Harrington, the newly appointed Dane County representative, was introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: R. Barden moved approval of the September 8, 2008 minutes.  P. Townsend seconded. Motion carried.

Bills for Payment/Financial Statements: J. Healy-Plotkin reviewed the bills for payment in the amount of $104,643.58 and moved approval.  J. Hanson seconded.  Motion carried.   

President's Report: 
Francis stated he thought the System Celebration event was very nice.  The Wood County Library board increased their reimbursement funding for libraries from the mandatory 70 to 75%.

Budget/Finance/Personnel Committee: 
On behalf of the Budget/Finance/Personnel Committee, L. Davis-Brown moved approval of the 2009 Annual Plan, 2009 Budget, and 2009 Resource Contracts as presented.  B. Keen seconded.  Motion carried.

SCLS Foundation Report:  L. Davis-Brown noted there will be a joint meeting of the SCLS Foundation Board and library members of the Foundation on October 15th.  Phyllis noted M&I will present information about our investments and we will have a discussion of how the Foundation will be annually granting funds to libraries. 

Circulation and ILL Statistics:  No report.

System Director's Report:
Stef, Bruce and Phyllis were involved in a WLA contingent that visited Maria Bundy, the Governor’s Education Policy staff member.  Now is the time to get our message to the Governor’s office regarding public library system aids for the next biennial state budget.  Advocacy is needed to raise the library funding issue.

Library legislative day is February 3, 2009 at Inn at the Park.  We hope to have at least 25% of our communities represented.

The LINK Director’s Council voted to pursue the open source product Koha (which means gift) and pursue contract negotiations with LibLime for support and development.

Bruce and Brinnan attended a delivery conference in Cincinnati which seemed to focus on vendors of courier service versus in-house delivery, but they were able to make some good contacts.  They will also be attending the statewide Delivery Advisory Committee meeting October 9.  The SCLS Delivery Advisory Committee will be meeting October 23rd and everyone is welcome to attend.

General Casualty recently visited our delivery facility and did not find any problem areas.

Phyllis attended an unemployment hearing recently for a former employee who was terminated because he had been in a couple of accidents.  We lost because the judge felt the problems with the driver did not rise to the standard of “gross negligence.”  We have a better understanding of the employment hearing process having had this experience.

We are moving ahead in defining our facility space needs and the SCLS Board Facilities Committee will meet after the meeting today.  The St. John’s Property, which is across the street from SCLS Administration offices, was toured and we are looking at several different possible locations and configurations to possibly include WLA, Automation and Administration.

The Sequoya branch is closed and will probably not re-open until early to mid November.

Stef noted the board received a picture of SCLS staff in their board packet and we did have a little fun with photoshop on the picture of Dan Jacobson.   The photos are also available on the SCLS website.

The technology planning committee met and discussed the results from all the workgroups and also the next steps and timeline.  Lauren Blough and her group did an amazing amount of work in collecting information from other organizations on decision-making and governance models, and we’ll be using this information to give us some ideas for options.  The committee is working on a list of questions that we want to investigate.  At the next meeting, we’ll discuss how we want to go about getting answers.  Staff from the committee is also taking a first shot at “Principles of Service”, which we hope will help us make decisions and provide consistent service.

Char has been investigating a contract with Enterprise Rental cars for staff traveling farther than the Dells.  We think it will be cheaper for staff to rent cars versus reimbursement for mileage, which will increase to $.485/mile.

The Gates Foundation is funding a second round of computer hardware grants and there are some pros and cons with this new round of funding.  The pros are that libraries will be given about $1700 cash to purchase computers and networking equipment rather than having to purchase a specific computer from Gates.  The cons are that libraries will need to provide a match, which we thought would be supplied by system funding for technology, but does not appear to be the case.  LINK libraries may have the option to use part of their LINK funding as a match, since that supplies technical support, however, we haven’t yet heard if that is going to be possible.  Many of our libraries that really need this grant (North Freedom, Rock Springs, LaValle) will not receive Gates funding this time even though they received it before.

We met with our QuickBooks consultant and feel that it would be advantageous to bring payroll in-house.  Some changes may occur that will affect our pay periods and also how we define vacation and personal time.  We will bring this topic before the Personnel committee in December.

Cheryl Becker, our Public Library Administration Consultant provides much information to our members regarding managing their libraries and dealing with day-today issues.  She wrote a document called “Before the police arrive” to help libraries prepare for requests from law enforcement for library records.  The document can be viewed at:  heep//www.scls.info/management/law/enforcement/police.html.  A library in New Jersey is using this document for a privacy workshop!

This year, we set a goal for SCLS staff to voluntarily visit every library in the system.  We are finding these visits very valuable for a number of reasons including learning more about the libraries, receiving information to update our website, and the appreciation of the libraries for this effort.

Stef thanked everyone who attended System Celebration.  Some staff got together after the event and talked about how it might be changed.  One idea included combining the System Celebration committee with the Advocacy committee, since we really see this as an advocacy event.  We will be working with the next board president and will have more ideas to bring to the committee early next year.  We would appreciate any feedback you have.

Information Sharing: 
G. Poulson noted the Bylaws committee met and reviewed the current bylaws.  A few changes were made and the revised proposal will be voted upon at the November board meeting.

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

Meeting adjourned at 1:10 p.m.

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