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Draft copy subject to approval at the July 28, 2016 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
June 23, 2016 12:15 p.m.
SCLS Headquarters

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

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

Minutes:  A. Weier moved approval of the May 26, 2016 Minutes:  R. Owens seconded.  Motion carried.  J. Harrington abstained.

Bills for Payment/Financial Statements: J. Harrington moved approval of the bills for payment in the amount of $322,142.69.  A. Weier seconded.  Motion carried. 

Presentation:  2016 Mid-Year Budget:  J. Carter noted the committees met to review the 2016 Mid-Year Budget.  On behalf of the Budget/Finance & Personnel committees, J. Carter moved approval of the 2016 Mid-Year Budget as presented.  R. Owens seconded. Motion carried.

Committee Reports

  1. Advocacy:  M. Nelson encouraged the board to continue to show support for the nomination of Carla Hayden as Librarian of Congress. 
  1. Budget & Finance:  J. Carter noted the committee previewed the 2017 budget. The committee will review the budget again in August after the member fees have been approved at the July All Directors meeting.  The board will take action of the 2017 budget in September. 
    Prior to the 2017 budget approval it was suggested a new accounting policy be created regarding the management, control, and general use of the SCLS carryover funds.  The policy would not change how the funds are being used, but it would create a protection of the funds.  The Budget/Finance Committee will review a draft policy at their August committee meeting and present the draft policy to the board in September. 
  1. Personnel:  J. Harrington noted the committee met to discuss the mid-year review of the System Director’s goals. 

Action Items

  1. Acceptance of 2015 Audit & Management Letter:  J. Harrington moved approval.  J. Ashford seconded.  Motion carried.
  1. Approval of 2016 Mid-year Budget & Notes: (approved above)
  1. Approval of 2017 Cost Formula:    N. Long moved approval.  A. Weier seconded. Motion carried.
  2. Approval of  2017 Statutory Resource Services Agreement with Madison Public Library: 
  1. Approval of 2017 Supplementary Services Agreement with Madison Public Library
  2. Approval of Cataloging Contract with Madison Public Library


A. Weier moved approval of the 2017 Statutory Resources Services Agreement with MPL, the 2017 Supplementary Services Agreement with MPL, and the Cataloging Contract with MPL.  P. Behling seconded.  Motion carried.

g. Approval of 2016 Board of Trustees Meeting schedule

      1. October 27 – conflict with WLA Conference, also Foundation meeting that day. 
      2. November – Friday before Thanksgiving 11/18
      3. December 22.  .


M. Furgal moved approval of the following 2016 board meeting dates:  October 27th, November 18th, and December 22nd.  J. Ashford seconded.  Motion carried.
Because the November meeting will be in conflict with Thanksgiving in future years, it was suggested the November meeting date be permanently changed in the SCLS Bylaws. 

SCLS Foundation Report – M. Van Pelt:  The foundation received a grant in the amount of $1,500 from First Business Bank to fund a program improving services to seniors.  The Cornerstone event will be held November 17th at the Cambridge Winery.  

Circulation, Interlibrary Loan, and Online Reference Database Statistics
(Online Database Statistics: http://www.scls.info/statistics/2016databases.html)
J. Carter inquired about the amount of items borrowed and loaned by each library, how it affects reimbursement, and how the directors deal with the supply and demand for materials.  SCLS provides numerous reports to assist the libraries as well as implementing reduced transportation holds and specific delivery routes.

System Director’s Report – M. Van Pelt
The Portage County Public Library is re-advertising for a director.  Several new directors have been hired - the Rock Springs Public Library has hired Craig Braunschweig, the Portage Public Library has hired Jessica Bergin, and the Plain Library hired Nick Studnicka

Discussion Items:
a.         Review Roles of Trustees – P. Cox

The following items are recommended reading for this discussion.
Trustee Essential 2
Trustee Essential 4
Trustee Essential 14
Trustee Essential 26
Administrative Essential 11
http://dpi.wi.gov/pld/boards-directors/trustee-essentials-handbook
http://dpi.wi.gov/pld/boards-directors/administrative-essentials

P. Cox encouraged the board to review their roles as trustees and the need to be mindful of the rules and techniques posted on the meeting room walls.  He reminded the trustees that they have oversight but there is a fine line between that and micromanaging.  When discussing issues, the board acts as a whole body.  Any requests for information or action should be by the board and not an individual.  The board takes care of Marty, the system director, and Marty takes care of the SCLS staff, per Department of Public Instruction (DPI) guidelines.  To access the talents of all the board members we need to show respect and treat others as we would like to be treated. Please speak up and be part of the group and make use of your talents. 

The DPI guidelines indicate how a better public library can be provided.  It was suggested that sections of the DPI Trustee Essentials be reviewed at board meetings and J. Harrington recommended that board members lead these reviews.
J. Ashford will present Trustee Essential #14 at the July meeting.

b.         Appropriateness for SCLS to adopt purchasing policies similar to policies used by member libraries.  

Given that SCLS has more flexibility than a government entity we don’t want to lock and limit SCLS to RFPs, particularly if they don’t meet the needs of SCLS.  Every purchase made by SCLS is based on particular standards and a purchasing protocol is in place.  The board also approves all bills for payment.  It was suggested that guidelines be created to protect SCLS and provide reasoning for purchases.  The current policy will be reviewed and updated, if necessary, by SCLS staff and the board will review the policy at a future meeting.

Action Item:  Request documentation of price comparison to support purchase of truck approved by the Board of Trustees on 5/26/16.  No action was taken by the Board.

Administrative Council (AC) Report – Met June 16, 2016

Agenda and Minutes for AC can be found on the web at: http://www.scls.info/committees/index.html

Other Business

Information sharing:
A. Weier noted Katie Sharf, the MPL Lakeview branch librarian retired and 200 people attended the farewell party.  A. Weier also attended the library tours with Chris Turner and noted several University libraries are being consolidated into one building. 

R. Owens inquired about the most recent SCLS bylaws online.  The current bylaws may be found on the SCLS website here:  http://www.scls.info/committees/scls/board/index.html

J. Carter inquired about how the law regarding collection agencies and libraries is working.  The libraries may collect money and use collection agencies but the information cannot be put onto a credit report. 

Adjournment: 1:39 pm
Heidi Moe, Recorder

BOT/Minutes/6-23-2016