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

SCLS Board of Trustees
Minutes
February 26, 2015 12:15 p.m.
SCLS Headquarters

Present: J. Ashford, P. Behling, J. Carter, F. Cherney, P. Cox, M. Furgal, T. Gramling, J. Harrington, 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:  N. Brien, D. Heimstead
Excused: H. Bauman, M. McCarville, Nan Hughes

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

  1. Introduction of guests/visitors:  None
  2. Changes/additions to the agenda: M. Van Pelt will discuss changes to the way the board receives documents via email in her system director report.
  3. Requests to address the board:  None

 Minutes:  A motion was made to approve the January 22, 2015 minutes.  Motion seconded and carried.

Bills for Payment/Financial Statements:
P. Behling reviewed the bills for payment in the amount of $1,065,988.12 and moved approval.  Motion seconded and carried. 

Presentation: 
Computer Security – Vicki Teal Lovely and Greg Barniskis.  The board raised questions regarding patrons purging their reading history.  Each patron has the option to keep their reading history or not.  There was also a question about liability insurance for member libraries to exonerate themselves from inappropriate computer use.  Every library has safety measures in place for protection but that does not guarantee that misuse will not happen.  SCLS is working toward receiving cyber liability insurance.  The question about a technology security plan and engaging a security consultant was discussed. SCLS will be working with Wiscnet as a consultant to have them review the SCLS technology plan and computer security.

Committee Reports: 
a.  2015 Committee Assignments:  P. Cox asked board members to sign up for specific SCLS Board committees.  The website will be updated to reflect those who have volunteered.

b.  Advocacy – WLA Legislative Day:  M. Nelson noted legislative day was well attended.  P. Cox noted he would like the board to receive legislative alerts to keep them well informed.  WLA has a website available with legislative information regarding WI and federal updates and alerts.  You may find it here: http://wla.wisconsinlibraries.org/legislative/legislative-alerts

Action Items: 
a. Approval of the 2014 Annual System Report:  M. Furgal moved approval of the 2014 Annual System Report as presented.  M. Nelson seconded.  Motion carried.

SCLS Foundation Report:  M. Van Pelt noted the Cornerstone Event will take place November 19 in Portage at the “205 Vino” wine bar, which is just down the street from the Portage Public Library.  The All Directors meeting will be held at the Portage Public Library on November 19th as well.   The Friends of the Cottage Grove Community Library have requested withdrawal of their funds from the foundation.

Circulation and ILL Statistics:

System Director's Report:  M. Van Pelt provided an update regarding Jefferson County and the possibility of the county joining SCLS.  SCLS and Waukesha County are the two “finalists”.  It was originally thought that SCLS would receive $258,000 if Jefferson County joined, but that number has been revised to $191,000.  We have determined that it would cost $160,000 in order to get Jefferson County libraries started in the system and that funding would be taken out of SCLS general contingency with the agreement that Jefferson County would reimburse that amount and “promise” to stay with SCLS for four years.  SCLS feels it would be a benefit to all of the member libraries if Jefferson County joined the system because of lower overall costs to the current SCLS members.  It is likely that a part time delivery person would be hired as well as a LTE employee at headquarters to cover the addition of Jefferson County.  (After the meeting M. Van Pelt was contacted by DPI and the funding number was corrected back to the original $258,000)
After the technical difficulties with dissemination of the board packet this month, it was agreed by the board that in the future, they would receive an email letting them know when the agenda and attachments have been posted to the website.  The documents will not be attached to the email since this causes difficulties with the various programs and computers that trustees use.   The Board was reminded that the financial documents would be posted to the website a few days prior to the board meeting.  An additional email will be sent informing the board when the financial documents have been posted.

Discussion: None

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

Other Business:  None

Information Sharing:  None

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

Meeting adjourned at 1:30 p.m. 
Heidi Moe, Recorder

BOT/Minutes/2-26-2015