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Draft copy subject to approval at the February 26, 2015 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
January 22, 2015 12:15 p.m.
SCLS Headquarters

Present: J. Ashford, P. Behling, J. Carter, F. Cherney, P. Cox, T. Gramling, J. Healy-Plotkin, M. Hokamp, J. Krems, N. Long, K. Michaelis, M. Nelson, R. Owens, G. Poulson, K. Rattunde
Also Present:  M. Van Pelt, K. Goeden
Absent:  M. McCarville
Excused: H. Bauman, N. Brien, M. Furgal, J. Harrington, D. Heimstead, Nan Hughes

Call to Order: P. Cox, V. President, called the meeting to order at 12:18 p.m. 

  1. Introduction of guests/visitors:  Rex Owens and K. Rattunde are the newly appointed Dane County representatives.
  2. Changes/additions to the agenda: None
  3. Requests to address the board:  J. Carter addressed his concern that the last board meeting was two hours long and several board members left before the meeting was over.  He questioned the number of agenda items and time management – particularly when there is a presentation provided.

Minutes:  J. Carter asked that two adjustments be made to the December minutes.  They include:  Delivery presentation — My recommendation that the Delivery Services Coordinator be given the flexibility to consider engaging a safety consultant and that the Board would review and consider any necessary budget adjustments that the SCLS management team cannot adequately address within its authority.
Technology Plan — My recommendations that 1. The Technology Council entertains the addition of a
security-related goal in the plan, and 2. The SCLS management team considers engaging a security consultant to review its Technology Security Plan.  
J. Krems moved approval of the December 19, 2014 minutes as amended.  G. Poulson seconded.  Motion carried.  

Bills for Payment/Financial Statements:
J. Ashford reviewed the bills for payment in the amount of $522,820.06 and moved approval.  F. Cherney seconded.  Motion carried. 

Presentation: 
COLAND Strategic Vision for Library Systems - M Van Pelt:
M. Van Pelt attended the recent COLAND meeting.  They voted to approve and send their work group’s recommendations to the State Superintendent.  M. Van Pelt discussed the changes that were made, one of them being a “multi-hub” statewide delivery network, which addressed J. Carter’s question. You may view a copy of the recommendations here (Strategic Vision for Library Systems in the 21st Century).  The joint committee of the COLAND Work Group and the DPI/SRLAAW Lean Work Group created a document for the next steps of the Strategic Vision.  You may view it here (Road Map to 21st Century Strategic Vision).  These two documents will be sent to the State Superintendent, who will discuss them with the Governor in hopes that it may be included in the state budget.  The board inquired about the recommendation to eliminate statutory language requiring DPI to request 13% for library system aid.  The current funding level is just under 7%.  Eliminating this mandate and allowing for smaller increases provides DPI the flexibility to make more realistic requests.  The board also inquired about changes to the current statutes to accommodate this plan as well as issues with funding and consolidation. 
M. Van Pelt also briefly updated the board on the Jefferson County inquiry to join SCLS.  An interview has been scheduled for February 27th with the Jefferson County Library Board, M. Van Pelt, V. Teal Lovely, and Kristine Millard, co-director at Lodi.  If Jefferson County votes to join SCLS, they will need to let DPI know by June 30, 2015 to annex January 1, 2016.  Jefferson County has also contacted its other 3 adjacent systems.  Jefferson County is currently a member of the Mid-Wisconsin System who is aware of their interest in seeking a new system.  Jefferson County has 8 public library members.

Committee Reports: 
Advocacy: 
M. Nelson thanked those who submitted an application to attend National Library Legislative Day in Washington D.C. and informed the Board that J. Healy- Plotkin was the applicant chosen to attend.  February 17th is Library Legislative Day in Madison and Tony Evers will be speaking about the budget on behalf of the Governor.  Board members are encouraged to contact their legislators regarding maintaining e-rate funding levels and broadband for schools and libraries.

Recess the January SCLS Board meeting for the purpose of conducting the 2015 SCLS Annual meeting
G. Poulson moved to recess the January SCLS Board meeting to conduct the 2015 SCLS annual meeting. J. Ashford seconded.  Motion carried.  On behalf of the nomination committee, P. Behling proposed the following SCLS Board members as 2015 officers:  Phil Cox, President; Kathy Michaelis, Vice President; Judy Ashford, Treasurer; Pat Behling, Secretary.  There were no nominations from the floor.  G. Poulson moved to close the nominations and to cast a unanimous ballot for the slate of officers.  J. Krems seconded.  Motion carried.
G. Poulson moved adjournment of the annual meeting and to reconvene the January SCLS Board meeting.  P. Behling seconded.  Motion carried.
The board meeting reconvened with P. Cox as the newly elected president.

Action Items:  None

SCLS Foundation Report:  M. Van Pelt noted the Alliant Energy Foundation awarded a grant in the amount of $2,500 to fund “Full STEAM Ahead: Public Library Science Program”.   The foundation portfolio has seen a 7% increase within the past year.  

Circulation and ILL Statistics:   The board received a spreadsheet comparing the ILL and Overdrive (OD) statistics from 2012-2014.  There was an 87% increase in OD stats between 2012 and 2013 and a 41% increase between 2013 and 2014.  Total circulation of ILL and OD combined saw a 4% increase in 2013 and a 1% decrease in 2014.  You may view the document here.  The AC would like to discuss circulation trends and alternate metrics at the March All Directors meeting.  A task force has been created to discuss circulation ideas and a plan will be put together for presentation at the next AC meeting.  J. Carter inquired whether the OD statistics are broken down by library – yes, they are.  K. Michaelis asked if the member libraries contribute funding to OD – yes they do and it is based on each member’s total collection expenditure. Advantage OD titles are available to SCLS members only, not the entire state. 

System Director's Report: 
M. Van Pelt noted Brian Simons, Director at Verona has resigned to take a position as Director at Brown County.  His last day is 2/11.  Sun Prairie and Rio libraries have advertised for a new director.  Shannon Schultz, POR, is the newly appointed AC chair.  A foundation representative is needed from the SCLS board. 

Discussion:

Administrative Council (AC) Report:   
The AC Minutes may be viewed here:  http://www.scls.info/committees/ac/All%20Directors/index.html

Other Business: 
The SCLS committee sign-up sheet was included in the board packet.  Please submit your choices to H. Moe. (If you would like to continue on the same committee as last year, you may do so, but let H. Moe know as well)
The bill examiner schedule was also included in the board packet – please review it so you know what month you are scheduled.

Information Sharing:  

The next board meeting will be held on Thursday, February 26, 2015

Meeting adjourned at 2:25 p.m. 
Heidi Moe, Recorder

BOT/Minutes/1-22-2015