MINUTES

SCLS BOARD OF TRUSTEES

June 28, 2012 12:15 p.m.
SCLS Headquarters

Present: J. Ashford, C. Chapman, P. Cox, L. Davis-Brown, J. Harrington, T. Iaccarino, B. Keen, S. Martin, M. Nelson, H. O’Donnell, J. Pugh, J. Wexler

Also Present: K. Goeden, M. Van Pelt, Carol Froistad, Madison Public Library (MPL)

Absent:

Excused: F. Cherney, G. Poulson, N. Stevenson, P. Westby

Call to Order: J. Harrington, Vice President, called the meeting to order at 12:17 p.m.

a. Introduction of guests/visitors: Carol Froistad, MPL representative, was introduced.

b. Changes/additions to the agenda: None

c. Requests to address the board: None

Minutes: L. Davis-Brown moved approval of the May 24, 2011 minutes. S. Martin seconded. Motion carried.

Bills for Payment/Financial Statements: B. Keen reviewed the bills for payment in the amount of $643,123.67 and moved approval. Motion seconded and carried.

President's Report: J. Harrington noted G. Poulson is in “da nort woods”.

Approval of the 2011 Audit Report: J. Ashford moved approval of the 2011 Audit as presented at the May meeting. S. Martin seconded. Motion carried.

Committee Reports:

Budget/Finance Committee:
1. Approval of the 2012 Mid-year Budget: J. Harrington moved approval of the 2012 Mid-year Budget. S. Martin seconded. Motion carried.
K. Goeden, Support Services Manager, discussed changes that will be implemented into the structure of the 2013 budget. The budget needs to clearly present the intended use of the SCLS contingency as well as separate it from the budget expense and revenue lines. Because of state aid cuts, low interest rates and increasing costs, the contingency fund is being used to supplement the budget. SCLS is investigating moving the funds to alternate investment options to receive better returns and increase insurance coverage. SCLS is also looking into marketing some of its services to libraries outside our system for revenue as well as reviewing the SCLS lease and creating discount corporate accounts for office supplies.
Personnel:
C. Chapman noted the committee met to discuss revisions to the SCLS staff handbook regarding expense reimbursement (meal and mileage). The committee determined that there are specific questions that need to go to legal council and the auditor for clarification of the language.

SCLS Foundation Report: M. Van Pelt noted Trish Frankland is drafting a letter to Barb Dimick, former Director of Madison Public Library, and the 2012 Cornerstone recipient, to request a mailing list of those who would be willing to donate funds to the cornerstone event. Trish will also be giving a foundation presentation at the All-Directors Meeting. A survey has been created to receive input from the member libraries and trustees who are invested in the foundation.

Circulation and ILL Statistics: No report.

System Director's Report: M. Van Pelt noted the Administrative Council (AC) approved the cost formula and budgets. The AC determined a second All-Director’s meeting needs to be scheduled to discuss strategic planning and the 2014 budget.
Jon Mark Bolthouse, Technology Projects Manager, has accepted the position of Director at the Fond du Lac Public Library. SCLS will be reevaluating his position and make changes if necessary.
A second booklet was created for the Arrowhead Library System (ALS) outlining many of the fiscal benefits of SCLS membership as well as service options and related fees. The SCLS board received a copy of this booklet as well. ALS is not looking to merge with any other system at this time.
M. Van Pelt met with consultant, Laura Page, to discuss the communication concerns and relationship issues with member libraries. The Governance Review Work Group will meet prior to the All Director’s meeting to discuss this further.

Administrative Council (AC) Report:

The minutes may be viewed here: http://www.scls.info/committees/ac/index.html.

Other Business:

Information sharing:
J. Pugh noted Channel 3 weather indicated libraries as cooling centers from the heat.

M. Nelson noted she attended the San Francisco Library which has a social worker on staff to assist the homeless. C. Froistad noted Madison Public Library collaborates with social services to assist the homeless as well.

Meeting adjourned at 1:02 p.m.
Heidi Moe, Recorder