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SCLS Board of Trustees

Minutes

November 9, 2009 12:15 p.m.
SCLS Administration

Present:  R. Barden, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Hanson, J. Harrington, S. Martin, T. McIlroy, N. Nelson, H. O’Donnell, G. Poulson, J. Pugh, P. Townsend

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           M. Cole, J. Morre
Excused:         C. Chapman, F. Cherney, J. Healy-Plotkin, T. Iaccarino, B. Keen, T. Kriegl, M. Nelson, L. Schmidt, P. Westby

 Call to Order: J. Pugh, President, called the meeting to order at 12:20 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: R. Barden moved approval of the October 12, 2009 minutes.  P. Townsend seconded.  Motion carried.

Bills for Payment/Financial Statements:
J. Harrington reviewed the bills for payment in the amount of $521,039.75 and moved approval.  S. Martin seconded.  Motion carried.

President's Report: J. Pugh noted the board will need to vote in January for the 2010 officers.  J. Hanson and R. Barden volunteered to be on the nominating committee.

Committee Reports:
By-Laws
G. Poulson noted the committee met to discuss the needed changes to the bylaws to reflect the adoption of the new governance model and the dissolution of LINK and PLAC.  He presented the information to the board for discussion and a formal motion will come before the board in December.

SCLS Foundation Report:  L. Davis-Brown noted the fundraising campaign raised $17,437 and she thanked everyone who helped to achieve that goal.  The joint meeting of the SCLS Foundation was not well attended.  The Foundation Board updated the policy for the distribution of profits.  The formula includes distributing 25% of profits to participating libraries and 25% to projects that benefit all SCLS libraries.  50% of profits will go back into the endowment.  Also, it was decided that Foundation member libraries will be charged a 1% fee instead of a 2% fee for the year 2010.  Phyllis will be sending a memo to participating libraries and will update the Foundation website with this information as well as including this information in Online Update.
The Cornerstone event for Peter and Ann Hamon will be held November 12th at Promega. 

Circulation and ILL Statistics:  None.

Review and action on the “Agreement to Participate in a Shared Automated Resources System” contract with member libraries.  Phyllis explained that the board would be giving approval for the Board President to sign each agreement when it is returned and signed by the member library.  S. Martin moved approval.  G. Poulson seconded.  Motion carried.

System Director's Report:
Phyllis noted the Technology Project Manager position was offered and accepted by Jon Mark Bolthouse.

The five year delivery contract with the UW System has been signed.  It was a long process and Bruce Smith deserves many thanks for seeing it through to a good end.

As of today, all of our libraries have directors.  Matthew Sonnenberg has been hired at Vesper and Shannon Stiller at Portage.

The WLA sublease is close to being signed.  We made a few changes, including changing rent payments from annually to quarterly.

Library Legislative Day will be Tuesday, February 16, 2010.  Last year we reached our target of 25% representation of member libraries.

Several of our staff members and staff from member libraries presented sessions at the WLA conference this year.  Phyllis attended the WiSKE (Wisconsin Koha Enthusiasts) meeting in Appleton.  There is a much interest in open source software for library systems, but only a few have committed to installing it at this time.

LaValle is breaking ground this month for their new library.  They hope to have it built by January 2010.  MPL’s South Madison branch is under construction and Fitchburg is looking at three exterior options for their library.  Prairie du Sac has some floor plan options in place, but the design is dependent on fundraising.  It is possible they may move into the existing building with little or no remodeling.  The town of New Glarus is looking at the possibility of re-purchasing the old Town Hall and the property around it to build a library.  The town hall would remain.  There is a proposed TIF district that will revitalize the area next to this site.  An RFP has been sent for a study of the site to see what may fit.  The Columbus Public Library has selected a firm to begin expansion plans, which will probably happen in 2010.

Stef noted the ballots for the elections for the new committees are now available.  There is at least one nominee for each seat on the committees.  Libraries can vote through the end of the day on November 20th and then the elections for the at-large seats on the Administrative Council will start.

Moving to our new location is now less than two weeks away.  SCLS Administration will move on Thursday, November 19th and SCLS Automation will move on Friday, November 20th.  The offices will be officially closed from the moving date through Monday, November 23rd, but individuals and services will be available as soon as possible.  Delivery will be open and delivering normally.  There will be an open house at the new location on January 21st.

E-books were added to our OverDrive collection on November 2nd.   These ebooks can be used with the latest Sony readers.  A patron contacted us in late September asking for this service to be added.  Other patrons were asking for the service, so WPLC discussed it at their September 30th meeting and decided to purchase this format.   On November 2nd, the patron wrote to tell us that she had just downloaded her first book to her Sony reader, and she was thrilled!  It was satisfying to have this request become a real service in such a short time, and to have the patron provide such positive feedback.

A group of directors and staff from SCLS member libraries were featured on the WORT “Access Hour” on October 19th.  A recording of their radio show is available:
http://archive.wort-fm.org/mp3/wort_091019_190001access.mp3

Some libraries on PLAC requested some materials to help with adults coming into the library when sick and bringing sick children to the library.  Mark Ibach created materials that are available to the libraries: http://scls.typepad.com/files/posters-2.pdf and http://scls.typepad.com/files/bookmarks-1.pdf.

Bruce Smith is a co-editor for a book, Moving Materials: Physical Delivery in Libraries.  SCLS now has a signed copy in the professional collection.  More information about the book can be found here: http://www.alastore.ala.org/detail.aspx?ID=2642

At the request of board members, Char Paglini investigated the state employee assistance program to determine if SCLS is eligible to participate.  Unfortunately, SCLS is not eligible because it is only available to state agencies.  The person contacted suggested that individual health programs may have this service available.  Staff will check into that possibility.
SCLS staff set the goal to visit each library in the system this year.  40 libraries have already been visited.  A preliminary report for the first two questions asked on the visit was distributed to board members.  More reports will be distributed in the next few months.

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

Information Sharing: None

Meeting adjourned at 1:10 p.m.

Heidi Moe, Recorder