SCLS Administrative Council

Draft Minutes

Thursday, June 15, 2017
SCLS Headquarters, Chester Room
10:00 a. m.


Action Items: 

Approved voting shares for July All Directors fee votes: Delivery, ILS, Technology, Advantage, Overdrive

Approved 2018 Cost Formula

Approved Technology Services Agreement

Approved Resource Library agreements:  Statutory Resources Services Agreement & Supplemental Services Agreement

  C. Fesemyer (2), L. White (3), L. Oathout (4), M. Allen (5), A. Barnett (6), W. Rawson (8), S. Lee, M. Navarre Saaf, M. Gartler (11-13) (The number following each individual indicates the cluster they represent)

Also Present: M. Van Pelt, C. Baumann, V. Teal Lovely
Excused:  E. Foley (1), T. Herold (9-10), E. Plumb (7),

Call to Order: Chair L. White called the meeting to order at 10:00 a.m.  

Introduction of guests/visitors: None
Changes/Addition to the Agenda: None
Requests to address the Council – policy: None

Approval of previous meeting minutes:   C. Fesemyer moved approval of the 4/20/17 AC minutes. W. Rawson seconded.  Motion carried.

Action items: 

a. Approve voting shares for July All Directors fee votes (Delivery, ILS, Technology, Advantage, OverDrive):  L. Oathout moved approval of the voting shares for the July All Directors fee votes.  S. Lee seconded.  Motion carried.      

b. Approve 2018 Cost Formula:  M. Navarre Saaf moved approval of the 2018 Cost Formula.  C. Fesemyer seconded.  Motion carried.

c. Approval of Technology Services Agreement:  W. Rawson moved approval of the Technology Services Agreement.  C. Fesemyer seconded.  Motion carried.

d. Approval of Resource Library agreements:  Statutory Resources Services Agreement & Supplemental Services Agreement:  L. Oathout moved approval of the Statutory Resources Services Agreement and the Supplemental Services Agreement.  L. White seconded.  Motion carried.

Reports of action of committees/workgroups

a. Delivery Committee- C. Baumann –You may view the minutes of the last Delivery meeting here:  The Delivery Committee approved the delivery fees.
The AC received a handout of a draft of the PLSR state map of delivery hubs.  This is a jumping off point to begin the process of costing things out.  Primary charge was to treat the state as a physical delivery mind set – taking ILS off the table as well as boundaries.  The hubs are centrally located within 100 miles and an 8 hour shift.  The stars represent major thoroughfares, collections, concentrations of things.  Every day a hub to hub connection would have to occur.  What about non-adjacent hubs?  They would all be connected with the possibility of a 3rd party courier to deliver overnight. 

b. ILS Committee – V. Teal Lovely – Met 6/85.  You may view the action items and details in the minutes of the last meeting here:

c. Technology Committee – V. Teal Lovely Met 6/8. You may view the action items and details in the minutes of the last meeting here: 

d. Library Innovation Subcommittee
You may view the minutes of the last meeting here:

e. Consultants: You may view the report here.

f. PLSR:  The PLSR Steering Committee will be on retreat on July 12 and 13th at the Best Western in Oshkosh.  System directors are invited to attend the afternoon of 7/12 to ask questions. 

The SCLS staff, SCLS Board and the Library Directors were asked to provide their hopes and fears of the PLSR process.  The responses have been compiled and will be shared with the PLSR steering committee.  M. Van Pelt drafted a letter to go with the responses and asked for input from the AC. The letter will be finalized by the SCLS Board and signed by them.

S. Lee will share the letter with the director of MPL who did not attend the All Directors meeting where the directors wrote their hopes and fears statements.  The MPL board president, Jamie Healy-Plotkin, is a trustee on the SCLS board. 

The survey results and letter will be shared with all member library directors. 
The AC provided input in what they felt the draft letter should reflect and it will be updated prior to presenting it to the SCLS board.

There was a suggestion that the SCLS staff and directors that are participating in the PLSR workgroups should meet to discuss their experiences and get on the “same page”.  M. Ibach will coordinate the meeting.
M. Van Pelt noted she has been appointed to COLAND. 

g. Flipster Work Group – M. Van Pelt noted the workgroup will be meeting June 29 and will need to provide a title list to Flipster by September 15th
An OverDrive cost formula workgroup will also need to be formed for the 2019 fees.

Items from clusters for initial discussion:   None

Other discussion:
a. Madison SCIDs Report and OLL Report – S. Lee.   

b. WISCAT 2018 – any questions? – M. Van Pelt noted on June 27th there will be a special ILL meeting to receive input from the actual ILL practitioners of the libraries to determine how they feel about WISCAT, who’s on board with it, what is the process and what does it mean?

c. July All Directors activities  -  Survey results:  3 venues have been selected.  Kayaking at Mirror Lake (Rent your own kayak at the lake $15/hour or $35/4 hours); Fawn Creek Winery – no charge and no minimum attendance or time of arrival; H.H. Bennett Museum - $6.00 per person for the 1 hour tour, pay upon arrival.  No registration is required for these activities.

d. November All Directors – Sun Prairie

        i.      Agenda items: PLSR will do a presentation

        ii.      Should we include a CE?  If so, what?  C. Fesemyer suggested a CE about work life balance, self- care similar to one at WAPL.  Jean should bring in an expert.  Have a break out session sharing what tools you use to deal with this.  If have other ideas, let M. Van Pelt know.  This will be added to the July All Directors Agenda for input. 


Meeting evaluation and summary: 

Next meeting:  All Directors July 20th – Kilbourn Public Library, WI Dells

Meeting adjourned at 11:45 a.m.
H. Moe, recorder.

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.