SCLS Administrative Council Minutes
2/18/2021, 10:00 a.m.
Virtual Meeting online


Action Items:  None

: R. Daley (1), L. Ganz (2), K. Linde-Moriarty (3), L. Oathout (4), J. Bergin (5), J. Porter (6), S. Hetzler (7), W. Rawson (8), M. Navarre Saaf, M. Gartler (11-13) (The number following each individual indicates the cluster they represent)  

Excused: T. Herold (9-10)

Recorder:  H. Moe

SCLS Staff Present: M. Ibach, C. Baumann, V. Teal Lovely, M. Van Pelt

Call to Order:  J. Bergin, Chair called the meeting to order at 10:01 a.m.  

a.   Introduction of guests/visitors: None

b.  Changes/Addition to the Agenda: None

c.   Requests to address the Council: None


Approval of previous meeting minutes: 1-21-2021 AC Minutes

a.     Changes or Corrections:  None

b.     Approved by motion:  W. Rawson moved approval of the 1-21-2021 AC Minutes.   

S. Hetzler seconded. 

c.      Motion carried.


Action items:  None

Reports of action of committees/workgroups

a.     Delivery Committee- Met 2/11/2021.  You may view the action items and details in the minutes of the last meeting online.  C. Baumann noted the committee discussed delivery trends, COVID impacts, Marathon County, and automated materials handling.

b.     ILS Committee – Met 2/3/2021.  You may view the action items and details in the minutes of the last meeting online.  V. Teal Lovely noted the RFID initiative was discussed and SCLS would like to explore whether to buy a sorter for delivery.   The overwhelming factor to adding a sorting machine in delivery is to make is easier for the member libraries by removing the need for post it notes and efficiency in scanning. K. Linde-Moriarty noted she would like uniform instructions for RFID tag placement. The CCS committee is discussing the guidelines.  V. Teal Lovely noted if there are current issues, a help desk ticket can be submitted and/or contact H. Oliversen. 
Will libraries be able to get an advanced view of the mobile before it goes live?   It will be passed on as a request. 

c.      Technology Committee – Met 2/3/2021.  You may view the action items and details in the minutes of the last meeting online.   The committee approved to amend the network/wireless services policy regarding desktop PC’s.

d.       Consultants: You may view the report in the AC documents online.  A question was raised about whether electronic circulation statistics could be included on the annual report.  M. Ibach noted that expenditures for Overdrive are already factored in the cost per circ because everyone is paying for it statewide.  It would also be difficult to track the usage of Overdrive because it is not tracked by PSTAT or resident/non-resident of a municipality. 

e.        Library Innovation Subcommittee:   You may view the action items and details in the minutes of the last meeting online.   

f.         Building Needs Assessment Work Group:  Met 2/11/2021.  You may view the action items and details in the minutes of the last meeting online.  The SCLS Board will be presented with action items to approve applications to apply for $5 million in BCPL loans, the authority to make an offer on a building site, the new building budget of $5.5 million, general use of contingency for the building project, and an amendment to the Lighthouse Commercial agreement.  The committee has identified the Shopko parking lot on Aberg Avenue as their # 1 choice of locations.  M. Gartler inquired about whether SCLS looked into the Oscar Mayer location.  The BNAW has looked at that site and discussed it with the City of Madison Planning department.

Items from clusters for initial discussion: 
K. Linde-Moriarty noted her cluster has expressed dissatisfaction with the summer library program art images and inquired about other options that may be available to the member libraries.  M. Ibach will initiate discussion with S. Brommer to determine if other options are available.

S. Hetzler inquired if there is a possibility to revisit mobile technology for libraries to use.  V. Teal Lovely noted tablets were explored a few years ago and at the time the enterprise system wide control did not make it possible.  This could be submitted as a new service request to explore again, but there are many other things in the works at this time so it would be some time before it could be addressed.

Other Discussion:  
a. March All Directors Agenda – M. Van Pelt noted the meeting will start at 10:00 a.m. and technology will be available at 9:30 for early attendees to visit.  Updates on Marathon County, BNAW, Delivery Sorter and WPLC magazines will be provided and there will be break-out sessions to discuss 2022 Service Priority considerations.  The meeting will adjourn at 12:30 p.m.

b. System Annual Report – the draft has been posted. 
M. Van Pelt noted the Marathon County Task Force and the Marathon County Library Board voted to approve joining SCLS.  It was not an overwhelming consensus and the board has decided to invite DPI representatives to their March board meeting to discuss the impacts of Marathon County Library leaving WI Valley.  Following that, a public hearing will be held and then it will go to the Marathon County Commissioners for a vote.  Because there is public concern, a FAQ was created for the MCPL website.  L. Oathout noted Marathon County is taking a step back to quell rumors and misinformation. 
Linde-Moriarty inquired if libraries will receive information about the changes to the fee structure and expanded resources for smaller libraries prior to Marathon County joining the system.  M. Van Pelt noted a new system plan will need to be developed and will be provided to the libraries along with gathering input on revising governance structure and priorities.
Linde-Moriarty inquired about the SCLS staff bonuses this year.  M. Van Pelt indicated she would call Katrina to clarify that the 2020 bonuses come from unspent funds in the staff compensation accounts that were approved as part of the 2020 budget. Bonuses are used to keep member libraries fees down.  Bonuses are one time payments; unlike salary raises which add permanently to costs for all following years. 

Meeting evaluation and Summary: 

Next meeting:   March 18, 2021 – All Directors - Virtual

Adjournment: 11:18 a.m.


For more information about the Administrative Council, contact Martha Van Pelt.

SCLS staff is available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.