SCLS Administrative Council

Draft Minutes

Thursday, February 21, 2019
SCLS Headquarters, Chester Room
10:00 a. m.


Action Items:  None

Present: E. Foley (1), C. Fesemyer (2) A. Noel (3), L. Oathout (4), J. Bergin (5), R. Claringbole (7), W. Rawson (8), T. Herold (9-10), M. Navarre Saaf,  S. Lee (11-13),

(The number following each individual indicates the cluster they represent)

:  A. Barnett (6)

Recorder:  H. Moe

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

Call to Order:  Chair T. Herold, called the meeting to order at 10:0 a.m.  

a.   Introduction of guests/visitors: None

b.   Changes/Addition to the Agenda: None

c.    Requests to address the Council – policy:  None


Approval of previous meeting minutes: W. Rawson moved approval of the January 17, 2019 AC Minutes.  R. Claringbole seconded. Motion carried.

Action items: 

Reports of action of committees/workgroups

a.                  Delivery Committee- Met 2/14/19.  You may view the action items and details in the minutes of the last meeting online.  C. Baumann noted Debbie Bird and Carrie Portz are the new representatives on the DC.  Discussed the service priorities for 2020 and no changes were recommended.  SCLS met with representatives from Marathon County to discuss creating a delivery hub in Wausau, which will fit with the PLSR model to connect the north and south and provide a great opportunity to establish a presence to maintain contact with all material SCLS handles.  The space currently has a dock and could provide space for sorting of materials and storage.  Another added benefit to having a northern hub would be in the case of weather issues – if it’s bad weather in the south, the northern services could continue. 

b.                  ILS Committee – Met 2/6/19.  You may view the action items and details in the minutes of the last meeting online. 

c.                   Technology Committee – Met 2/6/19.  You may view the action items and details in the minutes of the last meeting online.  SCLS is actively looking for a state-wide solution for a new computer back up. 
The database usage statistics page has been updated with a lot of information for each library.  Please take a look at your library and the information available to you.

d.         Consultants: You may view the report in the February AC documents online.   

e.         Library Innovation Subcommittee:  A system wide survey was sent asking for information about the library needs when serving patrons who are suspect of being under the influence of drugs and/or alcohol.  The deadline has been extended to March 8th.  This topic will be discussed at the All Directors meeting in March.  T. Ramski and S. Brommer have been working on a community memory and digital inclusion project.  There will be a dot exercise provided during lunch at the All Directors meeting to determine how to go forward with the project. 

f.          Building Needs Assessment Work Group: M. Van Pelt noted the work group met and created a list of priorities divided into three groups – must have, nice to have, and pie in the sky.  The minutes are posted on the website. 

g.         Cost Formula Work Group – Will meet February 26th.

Items from clusters for initial discussion:  None

Other discussion:   

a.      March All Directors Agenda

b.      Governance review - We may be doing a big governance review in the next couple of years.  Marathon County has indicated they would like to join SCLS.  On a statewide issue, the AC voiced concerns about what would happen to WI Valley System if Marathon County left the system.  SCLS cannot refuse a county if they want to join and the library doesn’t have to receive permission from WI Valley libraries to leave.  The SCLS board was agreeable to Marathon County joining SCLS.  M. Van Pelt spoke with the WI Valley System Director and the initial starting point is to get the delivery hub set up and then move forward separately with Marathon County joining SCLS.
If Marathon County joins SCLS, it will impact cluster layouts, and there will be a need to have representation on the SCLS board from Marathon County. 
Discussion:  Can DPI deny the request to switch systems?  No, but there may be pushback from DPI.  Why?  It could severely impact WI Valley Library System.  Other alternatives include combining other counties with other systems. 

Concerned if we must take them just because they want to come to our system even though it’s contrary to the ideas of PLSR.  Need to be more thoughtful about the future of the whole state and PLSR process. PLSR will have to require a change to law, since we can’t say no. 

This will be a long process with January 2021 being the date Marathon would like to join SCLS.

The directors of the 3 northern systems will be meeting with SCLS and Marathon County in Wausau on March 26th.   


c.       System Annual Report – Copies were provided to the AC committee and when the final audit numbers are available it will be provided to the SCLS board for approval and then posted to the SCLS webpage.

Next meeting:  
March 21, 2019 – All Directors Meeting in Reedsburg

Meeting adjourned at 11: 10 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.