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SCLS Board of Trustees

Minutes

December 8, 2008 12:15 p.m.
SCLS Administration

Present:  R. Barden, C. Chapman, F. Cherney, L. Davis-Brown, E. DeSmidt, M. Furgal, J. Hanson, J. Harrington, J. Healy-Plotkin, T. McIlroy, H. O’Donnell, G. Poulson, J. Pugh, L. Schmidt, P. Westby

Also Present:  H. Moe, P. Davis, S. Morrill
Absent:           J. Morre
Excused:         M. Cole, T. Iaccarino, B. Keen, T. Kriegl, J. Kreten, S. Martin, N. Nelson, P. Townsend

 Call to Order: F. Cherney, Chair, called the meeting to order at 12:22 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 November 10, 2008 minutes.  L. Davis-Brown seconded. Motion carried.

Bills for Payment/Financial Statements: J. Hanson reviewed the bills for payment in the amount of $80,483.61 and moved approval.  G. Poulson seconded.  Motion carried.   

President's Report:  Francis thanked the staff for the pot luck lunch and also thanked the board for the opportunity to serve as president of the board.

Nomination Committee:  F. Cherney noted the following trustees have been nominated as 2009 officers:  Janet Pugh, President; G. Poulson, V. President; Luella Schmidt, Treasurer; and Sue Martin, Secretary.  The election of officers will be held in January.

SCLS Foundation Report:  L. Davis-Brown noted the solicitation letters for donations have been sent.  The next foundation meeting will be held after the January board meeting and they will discuss the election of new officers. 

Circulation and ILL Statistics:  No report.

System Director's Report:
Phyllis and Bruce Smith, Delivery Coordinator, met with Mark Pocan, Co-Chair of the Joint Committee on Finance.  He was very supportive of libraries and noted the importance of the library community contacting the Governor’s office prior to the final budget.  Mark Ibach sent a message to that effect to our “Stand Up for Libraries” advocacy email list and about 15 people responded to let him know they had already communicated with the Governor’s office.

The report from the Wisconsin Way group is due out within a week or so.

We have identified several areas for additional work in the Technology Planning Process. The LINK Long Range Planning Committee and PLAC both agreed to the creation of a task force to begin discussion of LINK governance. 

Early next year, the LINK budget committee will also begin looking at the cost formula for LINK.  Internally, we will look at project management criteria and setting priorities.

The Mead Witter Foundation is giving grants to some of our libraries and although we don’t know to what extent, we will be sure to recognize their contributions.

The Madison Community Foundation is donating money toward collection development to Dane County libraries. We have not had an official announcement of the amount, but it seems to be moving ahead at $25,000 per library. This will mean over $600,000 for Dane County libraries over 4 years, plus 10% to pay for cataloging those items.

Next year the TEACH line charges for LINK will be decreased for a savings of about $12,000 to $15,000.

Omaha Public Library has ordered 20 ToteMaster carts, which will net SCLS about $1,000.  The Wisconsin Department of Tourism said “don’t call us, we’ll call you” regarding advertisements on the sides of our vans.  Bruce Smith is planning on speaking with Adams Outdoor Advertising (they handle the Metro bus ads) to see what they could do for us.

We will be meeting with folks from the UW System in early 2009 to begin discussions regarding the renewal of our Delivery contract with them.

Some staff took a tour of several prospective properties in the Madison area.  At this time, the most likely locations are the far East side or the Rimrock/John Nolan Rd. exit area.  Tim Rikkers (Siegel-Gallagher) will be meeting with our current landlord soon.  We are working on budget numbers to assist Tim with negotiations for us and we hope to have a contract in place by the end of April 2009.

The SCLS employee handbook is ready for review by the Personnel committee.  A date and time will be arranged for the committee to meet prior to the January board meeting.

Three committees have been formed and are working toward the replacement of Dynix with the new Koha system (contracted through LibLime).  The contract committee is working on re-working the contract to fit our situation.  The implementation committee is developing the list of functionality and is waiting for the final pricing and timeline from LibLime.  The hosting committee is investigating the pros/cons of whether to host the system remotely on servers that are shared by other LibLime customers or to host locally.  Once a decision has been made on which direction to go, other factors can be determined to finish the contract.  Hopefully the work will be completed by the end of January.

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. Email list for the SCLS Board/sending agendas electronically:  Many board members liked this idea but others indicated they do not have email to receive agendas electronically.  There was some discussion of adjusting the bylaws to allow agendas to be sent via email as well as through the U.S. mail.  For the time being we will not change the way we do mailings, but a web page with Board information will be set up, and an email list will be set up, to use for sending some announcements and supplemental information.
b. Bill Examiner Schedule:  A list will be created to indicate the month each board member is scheduled to examine the bills and it will be included in the January board mailing.
c. National Library Legislative Day forms.  Those who are interested in attending should fill out the form and submit it prior to the January board meeting.  The advocacy committee will meet prior to the January board meeting and will bring their recommendation to the board.

Information Sharing: 
The Sequoya branch will hold its grand opening Monday 12/8 from 4:30 to 6 p.m.
The Madison Public library received two proposals for a new central library, which are being considered.
Fitchburg residents voted for a library, but the referendum for ongoing funding did not pass.  The library board will be working on another plan and their operating budget.

Meeting adjourned at 1:11 p.m.

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