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Draft copy subject to approval at the November 20, 2015 Board of Trustees Meeting

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

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

Call to Order: P. Cox, President, called the meeting to order at 12:16 p.m. 

  1. Introduction of guests/visitors: None
  2. Changes/additions to the agenda: None
  3. Requests to address the board:  None

Minutes:  J. Ashford moved approval of the September 24, 2015 minutes.  J. Krems seconded.  R. Owens noted the minutes did not reflect his request for the SCLS organizational chart to include FTE’s.  (The System Director Report for the October meeting included the breakdown of employees by full time FTE and part time FTE.) The revised chart with FTEs is included here.  R. Owens also wanted the minutes to reflect that the board requested a list of SCLS expectations regarding the MWFLS merger.  (The SCLS Board received an email with all of the information that was sent to MWFLS regarding the merger exploration).  Motion carried with amendment.  J. Harrington abstained.
Bills for Payment/Financial Statements:
J. Krems reviewed the bills for payment in the amount of $540,671.63 and moved approval.  P. Behling seconded.  Motion carried. 

Presentation: Delivery – Corey Baumann:   A PowerPoint presentation was provided, which you may view here.  A couple of questions were asked by the board: 
Do the drivers need to have a CDL?  It is not necessary for the delivery drivers to have a CDL due to the size of the trucks.
Has SCLS considered going with natural gas?  Not at this time, but anything is on the table.
How many maximum hours in a day is a delivery driver on the road?  12 hours shifts are the maximum per driver at four days a week.
Does the Fire Department have any issues with SCLS storing gasoline?  SCLS does not store gasoline and the building is fully equipped with a sprinkler system and subject to regular inspections by the Fire Department.

Committee Reports: 

  1. Advocacy: J. Krems noted PCPL had their budget cut by $70,000 and a fund raising effort is underway.  J. Harrington inquired about the most recent bill regarding library board membership and the minimum number of trustees allowed on a library board.  The minimum would be lowered but the maximum of 20 would stay the same.  SCLS does not have to make any changes.
    K. Michaelis noted the Personnel Committee will meet prior to the November board meeting for the System Director evaluation.

 Action Items: 

  1.  Create Nomination Committee for 2016 Board Officers:  P. Cox requested those interested in volunteering to serve on the nomination committee contact him directly (within a week).  An informational email will be sent prior to the November meeting by P. Cox.

SCLS Foundation Report:  The Foundation will select the 3 library award winners today.  To date the Foundation has received over $9,000 in donations. 

Circulation and ILL Statistics
System Director's Report:  M. Van Pelt noted she will provide an updated organizational chart to include the FTE for each position and department. 

Topics for 2016 staff presentations: 
Suggestions included:
Disney training and what actions have been taken for implementation at SCLS.
How to identify community needs – ASPEN report – which will be the focus at the March All Directors meeting.
Review of library oriented acronyms.

Mid-Wisconsin Merger: 
SCLS submitted the merger information requested by MWFLS.  M. Van Pelt listened to a phone conference of the MWFLS Merger Study Committee, which is made up of 4 library directors (2 each from Dodge and Washington counties), 4 MWFLS board members, 2 MWFLS staff, and 2 county library board representatives (1 each from Dodge and Washington counties).  The committee discussed the information received by the four interested systems and will determine who they would like to interview for a potential merger.  Bruce Smith, WiLS, will send a survey to MWFLS asking them to rank who they would like to interview.  The next step will be meeting in-person to learn more about each other and if SCLS makes the cut, the interview will take place November 13th.   SCLS would receive $491,000 in additional state aid from the merger, which would cover the set up costs as well as hiring additional staff and lower costs to the SCLS member libraries.  SCLS would also be in a better position with the state as far as increasing the size of the system.  The Hutchinson Memorial Library in Randolph created a spreadsheet outlining the services and cost savings they received by joining SCLS and will be providing it to MWFLS.  County boards could also provide information and influence to join SCLS. 
SCLS would very much appreciate the opportunity to be interviewed by the committee to explain what is included in the cost and the benefits of joining SCLS.   M. Van Pelt asked the SCLS board if they were comfortable with going forward, should SCLS be chosen to be interviewed and the board indicated they were. The board also wanted to let the staff know they appreciate the time and effort that has gone into the process thus far, especially since it is still in the exploratory stage and no commitment is being made by either party.

Administrative Council (AC) Report:   Met October 15.  They were supportive of the merger exploration with MWFLS.  You may view the minutes here:

Other Business:
J. Carter inquired about why the online credit card payment is not working.  The Envisionware software update “un-did” what SCLS had working.  SCLS emailed the member libraries and shut down the online payment option as a safety precaution.  A patch is available and will be tested before it is released again.  The problem is not Koha based.   

Information Sharing:  
P. Cox provided a handout, which you may view here.
F. Cherney noted it is the 125th anniversary of the McMillan Library in Wisconsin Rapids.
P. Behling reminded the board that the WLA Conference is in Middleton November 4-6th.  Trustee-centric programs are held on the 5th.

The next board meeting will be held on Friday, November 20, 2015

Meeting adjourned at 1:45 p.m. 
Heidi Moe, Recorder