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Approved at the July 25, 2013 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
June 27, 2013 12:15 p.m.
SCLS Headquarters

Present:  J. Carter, S. Carter, F. Cherney, P. Cox, L. Davis-Brown, B. Fetty, M. Furgal, J. Harrington, T. Iaccarino, S. Martin, K. Michaelis, J. Pugh
Also Present:  S. Lee, M. Van Pelt
Absent:  
Excused:   J. Ashford, N. Brien, J. Krems, M. Nelson, H. O’Donnell, G. Poulson, P. Westby

Call to Order: J. Harrington, President, called the meeting to order at 12:15 p.m. 

  1. Introduction of guests/visitors:  Susan Lee, MPL, was introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board:  None

Minutes: L. Davis-Brown moved approval of the May 23, 2013 minutes.   K. Michaelis seconded.  Motion carried.

Bills for Payment/Financial Statements:
J. Pugh and M. Furgal reviewed the bills for payment in the amount of $154,050.95.  M. Furgal moved approval.  J. Pugh seconded.  Motion carried.

Board Member Biographies:  F. Cherney and S. Carter presented their biographies. 

Committee Reports:
a. Bylaws Committee:  M. Van Pelt noted the three proposed changes to the bylaws, which the Bylaws committee recommended approval to the board.  They are (changes in bold): Under Article VII – Committees;  Section 2:  Three standing committees, one each for delivery, the integrated library system, and technology, will be elected, will meet regularly, and will communicate activities to the Administrative Council.  The decisions of the Integrated Library System Committee are not subject to approval by the Administrative Council.  
Under Article IX – Meetings; Section 1e:  Members of the System Board and of the Executive committee shall receive no compensation but may be reimbursed by the System for actual and necessary travel expenses incurred in attending official meetings.  Board members are reimbursed at the same rate as SCLS employees as described in the SCLS Employee Handbook.
Under Article IX-Meetings; Section 3d: Board members who are unable to participate in person at a meeting may attend such meetings by telephone or videoconference.  The Director shall select the conferencing equipment to be used and the location of the conference meeting place.  The equipment selected shall be such that Board members are able to hear all participants at the meeting and be able to verbally communicate with all those present at the meeting.

b. Finance/Budget Committee:   L. Davis-Brown noted the committee met June 17th to review the 2013 Mid-year Budget and recommended approval to the board.

Action Items:
a. Approval of revisions to bylaws as recommended by Bylaws committee:  P. Cox moved approval of the revisions to the bylaws.  M. Furgal seconded.  Motion carried.
b. Approval of Resource Library contracts:  J. Pugh moved approval of the Statutory Resource Service Agreement and the Supplementary Services Agreement with Madison Public Library.  K. Michaelis seconded.  Motion carried.
c. Approval of Cataloging Contract:  S. Carter moved approval of the Cataloging Contract with Madison Public Library.  J. Carter seconded.  Motion carried.
d. Approval of 2013 Mid-Year Budget:  F. Cherney moved approval of the 2013 Mid-year budget.  S. Martin seconded.  Motion carried.

SCLS Foundation Report:
  M. Van Pelt noted the committee will meet in July.  Revised member agreements have been sent to the foundation members reflecting changes to the management fee and the new wealth management funds investment policy.  The Foundation board is looking to find corporate sponsors for future cornerstone events.  A request for the foundation to contribute $5,000 toward the digital library will be submitted at their July meeting after the disbursement policy is finalized.

Circulation and ILL Statistics:  
System Director's Report:  M. Van Pelt noted that she and Mark Ibach met with Directors from the Southwest, Mid-Wisconsin and Arrowhead Library Systems to discuss collaboration between SCLS and their systems.
Also discussed was the letter Tony Evers, State Superintendent, wrote to Governor Scott Walker specifically asking for a veto on the County Library Levy Exemption for Joint Libraries.  The libraries it would affect in SCLS are Albany and Marshfield.  You may view the entire document here.
There was discussion of the SRLAAW progress report and the Wisconsin Public Library System Service Standards.  L D & L of the Wisconsin Library Association requested SRLAAW match the position of the Department of Administration’s audit of systems.  Three points of the audit plan include consolidation, technology, and collaboration.  There is a push to get Republicans on board with SRLAAW’s plans.
SCLS was able to cut $100,000 from the 2014 budget!  We also signed a 5 year amendment to the lease for the delivery facility with Delta Properties resulting in rent savings.
The board discussed system consolidation at length as well as collaboration with other systems.  SCLS is looking into collaboration of services with youth services, technology and outreach services.  We currently collaborate on continuing education services.

Administrative Council (AC) Report:  The AC approved the Cost Formula recommendation as well as voting shares for the July All Directors meeting for delivery, ILS, technology and library online.  They also reviewed the draft 2014 budget.
The minutes may be viewed here: http://www.scls.info/committees/ac/index.html.

Other Business:  None.

Information sharing:  None.

Meeting adjourned at 1:23 p.m. 
Heidi Moe, Recorder