SCLS Administrative Council Agenda

June 20, 2019, 10:00 a. m
SCLS Headquarters

 Chester Room


Meeting Documents:

To phone into a meeting: call 866-226-4650 access code 461-0318-2019


1.       Call to Order

a.       Introduction of guests/visitors

b.       Changes/Addition to the Agenda

c.       Requests to address the Council


2.       Approval of previous meeting minutes:  April 18, 2019 AC minutes; May 16, 2019 All Director Minutes

3.       Action items

a.       Approve voting shares for July All Directors fees votes

                                                               i.      Delivery

                                                             ii.      Technology Services

1.       Infrastructure

2.       Network Services

3.       PC Support

4.       ILS Services & GetIt

                                                           iii.      Advantage

                                                           iv.      OverDrive

b.       Approve Cost Formula for 2020 fees (no changes)

c.       Approval of Agreements

                                                               i.      Resource Library Statutory Resources Services Agreement (no proposed changes)

                                                             ii.      Resource Library Supplemental Services Agreement

                                                           iii.      Agreement to Participate in SCLS Technology Services (no proposed changes)

d.       Approve changes to SCIDs, effective for 2020 fees

e.       Sunset the Cost Formula Work Group

f.        Recommendation to SCLS Board of Trustees regarding May 16 All Directors vote on purge of charges over 10 years to become an annual event in November


4.       Reports of action of committees/workgroups

a.       Delivery Committee- C. Baumann

b.       ILS Committee – V. Teal Lovely extra written report

c.       Technology Committee – V. Teal Lovely

d.       Consultants –  M. Ibach

e.       Library Innovation Subcommittee  - M. Ibach

f.        Building Needs Assessment Work Group – M. Van Pelt

g.       Cost Formula Work Group – V. Teal Lovely

5.       Items from clusters for initial discussion


  1. Discussion
    1. Transparent Language for 2020.  The price for the system will remain the same at $5,015.  Are member libraries interested in continuing for 2020?
    2. Flipster will no longer be handled through the system or WiLS.  Interested libraries will need to deal directly with the Ebsco representative, Andrea Mayer.
    3. SCLS survey about ways to improve communication for meetings, important information within SCLS.  “What is the best way to relay information to members?”  This was discussed at the June ILS Committee meeting.  It will be combined with a survey from Innovation Subcommittee.
    4. May 16 All Directors vote on purge of charges over 10 years to become an annual event in November; The SCLS Board of Trustees and ILS Committee members received a letter dated 5/24/2019 from the Board of the Brodhead Memorial Public Library.  They have concerns about the process followed to bring the vote to the May All Directors meeting.  They “urge the ILS Committee and SCLS staff to strike the May 16 vote on this issue so that this process can be properly handled.” The ILS Committee meeting on June 5 discussed the letter and the May All Directors vote at their June 5 meeting and decided that since the vote occur at the All Directors meeting, it puts review of the vote under the Administrative Council’s authority.
    5. July All Directors: fee votes and tours of Madison Central
    6. November All Directors at Waunakee

                                                               i.      Agenda items: Presentation from cluster representative on how they represent the member libraries and how important it is for members to contact them to improve feedback to the various committees.  Review of election process.

                                                             ii.      Afternoon CE:   PR, Marketing & Photography


7.       Plan for next Meeting
a.            All Directors Meeting – July 18th


8.       Adjournment


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.