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Draft copy subject to approval at the August 25, 2016 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
July 28, 2016 12:15 p.m.
SCLS Headquarters

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

Call to Order:  P. Cox called the meeting to order at 12:17 pm
            a.         Introduction of guests/visitors:  Vicki Teal Lovely
            b.         Changes/Additions to the Agenda:  none
            c.         Requests to address the Board:  none

Minutes: 
Corrections/additions: under Discussion Items: B regarding appropriateness of adopting purchasing policies, R. Owens thought it  had been suggested that as K. Goeden and M. Van Pelt work on the purchasing policy, that M. Van Pelt would report this information in her Director’s report.  This is how we will learn about the progress of developing the policy.

R. Owens moved approval of the June 23, 2016 minutes as amended.  K. Rattunde seconded.  Motion carried.

Bills for Payment/Financial Statements:  K. Goeden and R. Owens:  R. Owens moved approval of the bills for payment in the amount of $158,130.81.  A. Weier seconded.  Motion carried.
K. Goeden presented financial statements and reviewed the portfolio performance.

Presentation: Quality Standards: V. Teal-Lovely
V. Teal Lovely presented the SCLS Quality Standards.  She recapped the process SCLS used to develop the standards, which took over a year to create.  The program consisted of segments of the Disney customer service training that she attended.  Jean Anderson and Shawn Brommer also brought personal customer service experience and training to the process.

From these trainings, SCLS staff created Quality Standards, which apply internally as well as externally.  Staff participated in exercises to narrow down the priorities to 4 words/concepts that best define and represent our mission.  Wall posters and cards for wallets were created for staff to have in their office and on their person.  These standards guide staff through their daily work activities and should be reflected and incorporated into everything they do.  Department Coordinators review the Quality Standards regularly and plan sessions/discussions with SCLS staff to continue to revisit the Standards, to keep them fresh and in use.


Committee Reports

    1. Advocacy:  M. Nelson reiterated that Carla Hayden was confirmed as Librarian of Congress.  No alerts on the WLA or ALA legislative forums.  Keep listening for updates. 
    2. Budget & Finance and Personnel Committees will meet at 10:30, August 25.  (Due to the long meeting times, lunch will be provided to the Board at the August meeting).

Action Items

  1.  Discussion and vote to re-approve Mid-Year Budget (see Director’s report for explanation):  M. Van Pelt and K. Goeden explained the issue with the formulas not copying correctly to 2 cells on the Mid-Year Budget spreadsheet and resulting in additional funds to be applied to the health insurance account. 

K. Michaelis moved approval of the revised Mid-year budget.  N. Brien seconded.  Motion carried.

SCLS Foundation Report – M. Van Pelt:  Will meet following the board meeting.

Circulation, Interlibrary Loan, and Online Reference Database Statistics (Online Database Statistics: http://www.scls.info/statistics/2016databases.html)
L. Sipiorski asked if there is a report for the entire state that covers all of the systems’ branches.  He wants to compare the Portage County Public Library budget to the rest of the state.  MVP explained that DPI provides this report.  She will send him a copy of the 2015 report.

System Director’s Report – M. Van Pelt:
Susan Hedrick resigned from the Waunakee Public Library.  J. Ashford asked why we have the turnover we have in our system.  M. Van Pelt explained that low wages, part- time hours and no benefits for library directors can be an issue in smaller libraries. They are also stepping stones to larger, bigger libraries. Larger libraries may have turnover because their directors are head hunted and sought for positions in other systems.  K. Michaelis commented that she was pleased to see that the 2017 fees were approved with a large majority.

Discussion Items: Trustee Essential # 14 – J. Ashford:  She chose the topic of closed meetings as she has had a lot of experience as a town clerk and county board member.  24 hour advance notice must be provided for any meeting.  Notice must be posted in a public place and the newspaper.  SCLS provides the agenda to the area newspapers in the system as well as the county clerks of our system and the SCLS website. 

Agenda items must be very specific; especially items to be voted on.  Generic “Other Business” cannot be on the agenda. 

If there is an emergency, you have 2 hours to re-post an agenda.

Walking quorums:  Not allowed.  Sending emails to each other can be considered a walking quorum, and is not allowed.  Board members should not meet outside of the BOT meeting to discuss issues. 

Attorney General 2010 walking quorum:  asking that an item be added to an agenda does not constitute a walking quorum because no substantive discussion has happened. 

Must provide barrier free access to the meeting for the public.

Closed session is limited to the SCLS Board of Trustees, staff, and any person pertinent to the discussion.  If legal consult or action is required, you can go into closed session.  Must be in open session first then go into closed session (must be voice vote).  When closed session adjourns, then you can go back into open session.  Must then state the decision(s) made in the closed session so that information is public.  Can only go back into open session if that was officially noticed.  Otherwise must wait 12 hours.

J. Carter asked how much information is distributed in agendas and attachments that may be relevant to a closed discussion and how much of the decisions made in closed session are recorded in minutes?  Answer:  What is said in closed session should not be recorded (no minutes taken).  Only the decision made should be recorded. The only thing that can be published ahead of time is that there will be a closed session.  Do not send information ahead of time for a closed session.

Item 8 of the procedures for holding a closed session:  record just the vote/action taken in the closed session during the open session of the meeting. 

Additional information:
You can download the 2015 report from the Attorney General. Page 11 addresses walking quorum.
https://www.doj.state.wi.us/office-open-government/office-open-government-resources
The Wisconsin State Law Library has a legal topic on open meetings and public records at http://wilawlibrary.gov/topics/records/open.php
The site includes links to WI Freedom of Information Council.

Administrative Council (AC) Report – All Directors met July 21, 2016
Agenda and Minutes for AC can be found on the web at: http://www.scls.info/committees/index.html

Other Business:  none

Information sharing:  P. Behling shared the WI Public TV Quilt Expo is Sept 8-10 at
the Alliant Energy Center and the Dane County Library Service will have a table there. 
A. Weier shared that the Madison Lakeview Library had a vinyl record sale as a fundraiser and earned $1,600 for the library. 

Adjournment:  1:25pm.
Recorded by K. Goeden