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Approved at the June 27, 2013 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
May 23, 2013 12:15 p.m.
SCLS Headquarters

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

Call to Order: P. Cox, V. President, called the meeting to order at 12:15 p.m. 

  1. Introduction of guests/visitors: Mike Furgal, newly re-appointed Green County representative and Dave Odahl, Wegner CPAs were introduced.
  2. Changes/additions to the agenda: None
  3. Requests to address the board:  None

Minutes: J. Ashford moved approval of the April 25, 2013 minutes.   S. Martin noted that the minutes should reflect Columbia County (not the Portage Public Library) awarded the Kiwanis Club of Cambria as Library Advocate of the year.  G. Poulson seconded.   Motion carried.

Bills for Payment/Financial Statements:
J. Ashford reviewed the bills for payment.  J. Carter moved approval of the bills for payment.  L. Davis-Brown seconded.  Motion carried.

Board Member Biographies:  S. Martin and K. Michaelis presented their biographies. 

Presentation – Audit Report: Dave Odahl, Wegner CPAs, presented the audit report and its financial statements. While SCLS has an investment policy that addresses the types of authorized investments and general investment objectives, he recommended that SCLS review this policy and determine if we should adopt formal policies addressing the deposit and investment risks.  Discussion and questions followed.  K. Michaelis moved approval of the financial statements as presented.  J. Ashford seconded.  Motion carried.

Committee Reports:
a. Bylaws Committee:  G. Poulson noted the committee met to discuss and make revisions to the bylaws.  They include changing the wording as follows (in bold):
Under Article VII – Committees:  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:  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 (d): 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.

The Board will take action on the proposed changes at the June meeting.
b.  Finance Committee did not meet but received a draft of the 2012 Audited Financial Statements to review from the auditor.  L. Davis-Brown recommended the Budget/Finance Committee meet to discuss a policy to address the deposit and investment risks.  She recommended SCLS consult with a lawyer regarding how to incorporate the risks into a policy.

c.  Personnel Committee:
S. Martin noted the committee met to discuss M. Van Pelt’s 2013 goals.  The committee will meet again in August.

Action Items:
a. Approval  of Draft 2012 audited financial statements:  The draft 2012 audited financial statements were approved by the board.

SCLS Foundation Report:  M. Van Pelt noted the committee discussed the disbursement policy, wealth management policy, bylaws, and member agreements as well as the cornerstone nomination.    Madison Public Library has agreed to host the Cornerstone Award in the new central Library in November!  Revised member contracts have been created and given to member libraries in the foundation to reflect the changes.

Circulation and ILL Statistics:  
System Director's Report:  M. Van Pelt noted the SRLAAW subcommittee released a progress report and preliminary recommendation for creating Wisconsin Public Library System Service Standards.  The board received these recommendations in the board packet.  If any board member would like to provide feedback to M. Van Pelt regarding the recommendations, please let her know before June 17th.  SCLS is looking into providing the expertise of our consultants to other systems in need.  The delivery facility lease expires 11/13/2014.  The property managers have offered us a 15% reduction in rent if we sign a new five year lease by July 1, 2013.  SCLS has begun the process of comparing other leasing or buying options for the delivery facility.

Administrative Council (AC) Report:
 The All Directors meeting took place at the Prairie du Sac Public Library.  The meeting consisted of a review of budget scenarios and services to prioritize for delivery, ILS, technology and consultants/administration.  The Directors indicated their priorities for service and budget scenarios, which will be used to assist in the SCLS 2014 budget.
The minutes may be viewed here: http://www.scls.info/committees/ac/index.html.

Other Business:  S. Martin noted 79% of Columbia County residents have active library cards!  She also noted several libraries in Columbia County have been remodeling and/or renovating.  The assistance of Pat Dolan, Network Administrator and Deb Haeffner, Building and Design Consultant, have been invaluable to those libraries.
It was also noted that the SCLS staff has done a great job of adjusting to budget cuts while continuing to provide great service to the member libraries.

Information sharing:
 
a.  ALA National Legislative Day:  M. Van Pelt and G. Poulson attended ALA Legislative Day in D.C.  G. Poulson represented SCLS on the Workforce Investment Act.   M. Van Pelt went as the representative for SRLAAW and SCLS. SRLAAW funded her trip.  M. Van Pelt focused on LSTA funding and public access to e-books.  It was a proactive group that visited all 10 Wisconsin legislators in one day.

Meeting adjourned at 1:52 p.m. 
Heidi Moe, Recorder