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Draft copy subject to approval at the June 23, 2016 Board of Trustees Meeting

SCLS Board of Trustees
Minutes
May 26, 2016 12:15 p.m.
SCLS Headquarters

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

Call to Order: P. Cox, President, called the meeting to order at 12:20 p.m. 

  1. Introduction of guests/visitors: None
  2. Changes/additions to the agenda: J. Carter requested the 2015 audit presentation by D. Odahl be moved prior to the presentation of bills for payment.
  3. Requests to address the board:  None

Minutes: P. Behling moved approval of the April 28, 2016 minutes.  Motion seconded and carried. 

Presentation:  2015 Audit:  Dave Odahl and Danielle Moyer of Wegner, CPAs & Consultants presented the audit report and its financial statements.  Discussion and questions followed. 

Bills for Payment/Financial Statements: M. Nelson reviewed the bills for payment in the amount of $195,801.45 and moved approval.  J. Ashford seconded.  Motion carried.

Committee Reports: 

  1. Advocacy: J. Healy Plotkin and M. Van Pelt provided a recap of their experiences at the National Library Legislative Day in Washington D.C.
    M. Nelson encouraged the board to speak with their legislators for level funding of LSTA grants.

  2. Budget & Finance:   J. Carter noted the Budget & Finance Committee met with Dave Odahl, Wegner CPAs & Consultants, prior to the board meeting to discuss the audit report.  The Budget & Finance committee has requested to review next year’s audit prior to the final draft as well as extend the post audit review with the auditor to one hour.  J. Carter moved approval to accept the 2015 audit report as presented.  R. Owens seconded.  Motion carried.

The Budget & Finance and Personnel Committees will meet June 22nd at 1 p.m. to discuss the 2016 mid-year budget and 2017 annual budget. 

  1. Personnel:   The Personnel Committee will meet at 12:00 on June 22 to review the system director’s goals.

Action Items:

  1. Carryover Expenditure:  Approve purchase of new truck for $33,255.00:  Delivery is looking to purchase a new truck to accommodate the maker kits.  This truck will come with a lift and side doors to better accommodate the loading and unloading of maker kits.  It will also be used for regular delivery pick up - not just for maker kits.  There was discussion about bidding out for pricing, questioning if the process is documentable, and what happens when the used trucks are sold at auction.  K. Michaelis moved approval to purchase a new truck for delivery for $33,255.00.  J. Healy Plotkin seconded.  Motion carried.


SCLS Foundation Report:  The Cornerstone recipients will be Julie Chase, former Library Director of Dane County Library Service, and Mary Lou Sharpee, Library Board Trustee of the Columbus Public Library.  The event will take place at the Cambridge Winery on November 17th.  The Foundation also approved their yearly disbursement, which will go toward a fundraising workshop for member libraries.

Circulation and ILL Statistics:

System Director's Report:  You may review the report here.  The board signed a get well card for Michelle Karls, SCLS staff member, who was recently hospitalized and is recovering.

Discussion:   
Set November meeting date for Friday, November 18th.  The December meeting is scheduled for the 22nd, but the board may prefer to select a different date.  The October 27th meeting date also conflicts with the WLA conference.  This will be an action item on the June agenda.

Administrative Council (AC) Report:   The All Directors meeting was held May 19th.  You may view the minutes here:  http://www.scls.info/committees/ac/All%20Directors/index.html
The AC minutes may be viewed here:  http://www.scls.info/committees/ac/index.html

Other Business
:  None

Information Sharing:  P. Behling thanked those who supported the Trivia contest fundraising event.

The next board meeting will be held on Thursday June 23rd.

Meeting adjourned at 1:25 p.m. 
Heidi Moe, Recorder

BOT/Minutes/5-26-2016