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SCLS Board of Trustees


November 10, 2008 12:15 p.m.
SCLS Administration

Present:  R. Barden, C. Chapman, F. Cherney, M. Cole, E. DeSmidt, M. Furgal, J. Hanson, J. Harrington, T. Iaccarino, B. Keen, T. Kriegl, T. McIlroy, S. Martin, N. Nelson, H. O’Donnell, G. Poulson, J. Pugh, L. Schmidt, P. Townsend,

Also Present:  H. Moe, P. Davis, Paul Nelson
Absent:           J. Morre
Excused:         L. Davis-Brown, J. Healy-Plotkin, J. Kreten, P. Westby

 Call to Order: F. Cherney, Chair, called the meeting to order at 12:15 p.m. 

  1. Introduction of guests/visitors and new board members: Maya Cole, the newly appointed Dane County representative, was introduced as well as Paul Nelson, former director of Middleton Public Library.
  2. Changes/additions to the agenda: None
  3. Requests to address the board: None

Minutes: R. Barden moved approval of the October 13, 2008 minutes.  P. Townsend seconded. Motion carried.

Bills for Payment/Financial Statements: S. Martin reviewed the bills for payment in the amount of $473,496.96 and moved approval.  J. Hanson seconded.  Motion carried.   

President's Report: 
Francis noted the new videoconference equipment is up and running.  He also noted the election of officers will occur in January.  J. Hanson, P. Townsend, and T. Iaccarino volunteered to be on the election committee.

Wisconsin Library Association 2009 Legislative Agenda:  Paul Nelson discussed the three handouts he distributed:  DPI Budget Initiatives for Libraries; WLA Legislative Priorities for 2009; and Wisconsin Public Libraries: Economic benefits in tough economic times.  He suggested that each board member write a letter to Governor Doyle supporting State Superintendent Burmaster’s budget request as well as a letter to their recently appointed/re-appointed candidate for Assembly and Senate congratulating them on their position and also thanking them.

Bylaws - Discussion and action on revisions:  G. Poulson discussed the changes to the bylaws.  On behalf of the Bylaws Committee G. Poulson moved adoption of the proposed and amended bylaws.  J. Pugh seconded.  Motion carried.

Facilities:  J. Hanson noted the committee met with Tim Rikkers of Siegel-Gallagher and discussed space needs.  The goal is to have a contract signed by April.  The lease for Administration expires December 2009.
SCLS Foundation Report:  Phyllis noted about 25 people attended the joint meeting of the SCLS Foundation Board and library members of the Foundation on October 15th.  A policy was passed regarding the distribution of funds to member libraries.  The committee will meet again in January and is working on a letter for solicitations of donations for the end of the year.

Circulation and ILL Statistics:  No report.

System Director's Report:
The Cottage Grove referendum vote did not pass.  The Fitchburg advisory to build the library passed but the question about operating funds did not.

The LaValle Public Library is considering a couple of options for reopening their library.  If the village hall moves to a new location, the library may stay where it is and expand into the rest of the building or the library and village hall may move to a new location together using FEMA funds and the sale of the current building.  

Rock Springs had a MOE (Maintenance of Effort) inquiry and has some building plans.

The Sequoya Branch opening has been delayed because the lights have not arrived.  (Gary Poulson, co-chair of the Sequoya Branch fundraising committee, noted that 1.2 million was raised, which exceeded their goal).  The Brodhead library project is moving along and they expect to open their new building in the Spring. Black Earth celebrated the 100th anniversary of the library.

The LSTA grant decisions for 2009 are not final yet, but it looks like SCLS will receive the delivery, technology, literacy, medical information training, planning, accessibility and wireless grants.

LINK has agreed to pursue the open source software product.  They approved a plan to pursue Koha with a support contract with LibLime. Two committees, led by our staff, are working out the details. The contract committee is working to define terms and cost and will meet November 14.  The implementation committee is working to define the core functionality we need on day one and what will need to be developed in phases. There is an issue with acquisitions development and we are looking at development costs and alternatives.

The Delivery Advisory Committee met and there was good discussion with member libraries regarding balancing costs vs. service and how and by whom those decisions will be made. All agreed that the most important goal is to maintain a viable delivery service and that compromises will have to be made, especially if/when fuel prices increase again. Many alternatives about controlling volume were discussed, and the functionality needed to make transit as efficient as possible will be required in the new system. Once a year, delivery will solicit suggestions from libraries for changes in routes and delivery times, but can not guarantee they can be accommodated. The issue of keeping new items at the home library longer will be discussed by a LINK subcommittee.

The WLA conference awards banquet was a nice event with Bob Blitzke receiving the Special Services Award, which amounted to a lifetime achievement. Carol Chapman introduced the recipient of the Trustee of the Year award. The book cart drill team from Baraboo took the honors in that competition with a salute to SCLS delivery.  The video can be viewed at

Shawn Brommer, YS/Outreach Coordinator, and Phyllis made a visit to MG&E to discuss a grant for the funding of learning materials to expand the integration of math and science literacy into library programs. MG&E requested an abstract and Shawn is preparing it for them.

The Dane County budget amendment to increase funding for libraries will be considered in the next few days.

The Board/staff potluck will be December 8th prior to the next board meeting.

The new videoconferencing equipment is here and the quality should be better.  There is the potential for it to get much better if PCPL gets a fiber connection, which may happen next year.

We determined the square footage needed for a new facility is between 9,000 and 11,000 sq. ft..  Based on that number, Siegel-Gallagher provided us with a listing of 60 potential properties.  Almost all of the facilities within our price range were “checked out” via drive- by.  The facilities that looked desirable will be visited on 11/20/08.

Our technology planning process is moving ahead.  A list of staff strategies has been developed.  They include specific behaviors to support our mission and principles, which could also be labeled as principles of customer service.  During this process, it was discovered that not all of the staff was as familiar with our existing principles and mission as we would like, so we will be reviewing these documents annually at a staff meeting and include them in our handbook.  A concern among staff is that the strategies would incur unrealistic expectations, especially if the libraries don’t meet us halfway.  A two-pronged approach was suggested to deal with this concern, which includes the development of library responsibilities and project management. Other processes will be developed to examine LINK governance, SCLS governance, LINK funding, SCLS technology services, and SCLS project management.

One of the things the libraries expressed in the technology planning survey was a desire for more communication about technology.  Although we already have a technology blog named “Wicked Cool”, which focuses on tips, we are going to roll that blog into a more extensive one that will include updates on SCLS technology services as well as technology updates in the library and consumer world.  Automation and Administration staff are participating in the writing and working together on guidelines.  

The SCLS libraries eligible for the Gates grant are:  Adams, Nekoosa, McMillan, Monona, Portage County Central and the Plover Branch, Madison Central, Lakeview Branch, Monroe Street Branch, and the South Madison Branch.  An inventory tool needs to be run on each computer before year end and Dan Jacobson is coordinating this process. 

After discussing our ideas regarding the in-house payroll process, we will not be making as many changes as we anticipated because there are specific unique issues – particularly with Delivery – that make some changes difficult.  Grobe has been notified of our decision to move payroll in-house.

The employee handbook is being reviewed for updates in 2009.  We will be incorporating suggestions from the board/staff/lawyer which will provide clarification and inclusion of information, but no policy changes.  It will be presented to the Personnel Committee in December or January.

There has been much interest in gadgets and training.  Jean Anderson gave a presentation to the Marshall Community Library Friends group and the director was very pleased.  A PlayDate was also recorded, which discussed the adoption of gadgets and their impact on libraries.

Information Sharing: 
Janet Pugh noted she attended WLA and commended Cheryl, Shawn, Jean, and Mark for their hard work and effort in the smoothly run program.
Tom Kriegl distributed handouts regarding the Sauk County Capital Improvement Project and the Sheriff’s Department and Jail cost.

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
a. Email list for Board/sending agendas electronically.  Due to time constraints the topic was tabled until the next meeting.

Meeting adjourned at 1:37 p.m.

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