SCLS Administrative Council Minutes
8/19/2021, 10:00 a.m.
Virtual Meeting online and in-person


Action Items:  None

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

Excused: K. Linde-Moriarty (3), R. Claringbole (7), T. Herold (9-10),

Recorder:  H. Moe

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

Call to Order:  J. Bergin, Chair called the meeting to order at 10:00 a.m.  

a.   Introduction of guests/visitors: None

b.   Changes/Addition to the Agenda: Add to Discussion SCLS 2022 Budget

c.    Requests to address the Council: None


Approval of previous meeting minutes: June 17th AC Minutes;   July 15th All Directors Meeting Minutes

a.      Changes or Corrections:  None

b.      Approved by motion:  M. Navarre Saaf approval of the June 17th AC Minutes;   July 15th All Directors Meeting Minutes.   W. Rawson seconded. 

c.       Motion carried.


Action items:  None

Reports of action of committees/workgroups

a.      Delivery Committee- Met 8/12/2021.  You may view the action items and details in the minutes of the last meeting online.  

b.      ILS Committee – Met 8/4/2021.  You may view the action items and details in the minutes of the last meeting online as well as the ILS report.

c.       Technology Committee – Met 8/4/2021.  You may view the action items and details in the minutes of the last meeting online.   

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

e.         Library Innovation Subcommittee:   Met 8/10/2021.  You may view the action items and details in the minutes of the last meeting online.   

f.           Building Needs Assessment Work Group:  Met 8/12/2021.  You may view the action items and details in the minutes of the last meeting online.

Items from clusters for initial discussion:  None

a.   SCLS 2022-2024 Strategic Plan and 2021 survey results

Cluster 2 shared this:  In reviewing the Strategic Plan documents and even the survey I would like to point out to SCLS that fundamentally they have evolved.  SCLS used to be more proactive and less reactive.  I remember a time when SCLS was bringing new ideas to the libraries and providing that innovation.  They were impactful in providing new opportunities and bringing those new ideas to our attention.  They would find ways to save time, be efficient, improve processes and solve problems.  Now, it seems SCLS is only interested in responding to ideas we bring to them.  I miss that fundamental difference.  In these difficult times it would be most useful to have SCLS help generate the ideas for libraries, as we work in the trenches.

J. Porter inquired if there were any examples of “worry free” service.  SCLS provides “cradle to grave” support through ILS and technology, for example, SCLS orders pc’s for the libraries, installs the software, and delivers the pc’s to the libraries. 

b. SCLS 2022 Budget:  M. Van Pelt noted when we met with the SCLS BOT on June 8 to start work on the 2022 budget, it was an unhappy story. We shared that with you and calculated the 2022 fees based on that projection. We were working with a flat budget and having to consider serious cuts.
Loss of money:
Delivery UW contract $138,874 – but increasing to 5 day delivery in statewide
Loss of interest income $18,000

Increases in cost:

With the news of the additional system aid in July, the picture is brighter.  The good news of the additional state aid was followed by an announcement that DPI has contracted with Dr. Kenneth Kriz from the University of Illinois in Springfield to be a funding formula consultant. He will provide an analysis of the system funding formula to be delivered in the spring of 2022.

DPI has been in touch with LD&L to make sure it is aware of this process and SRLAAW will also be updated. If the funding formula process recommendation is to change the formula some systems may see a decrease from 2023, but their funding may be higher than it was in FY2021. DPI wants everyone to know this may be a possibility. DPI cannot promise or assume that there will be more state aid given in the next biennium. It makes sense that the two largest systems, MKE and SCLS will be the most negatively affected.

With this in mind, SCLS is preparing its 2022 and 2023 budgets with an eye on 2024. We are using our aid for one time expenditures. On things that can be pulled out later if need be. The SCLS BOT Budget and Personnel Committees met August 17 and created a new draft 2022 budget with the additional state aid.

Used increased aid to backfill and balance delivery.
Used money to restore consulting accounts.
Used money to give staff 1% COL. I know SCLS said no COL increase in 2022 when working with the original budget projection. Your fees were set with that statement and will not change. SCLS will put more money into those budget lines from its state aid to give the 1% without affecting member libraries. We will be forming 2 cost formula work groups, Delivery & Technology Services, for the 2023 fees which will be looking at future fees.

Have set aside money to propose using for one-time benefits for member libraries.
Survey to members for options
Straight cash

Consulting Coordinator position – Mark Ibach
Hired Traci Miller of WYO as a two-year full-time Limited Term Employment (LTE) position as the SCLS Public Library Administration Consultant to take on the duties related to the annual report, adjacent county reimbursement, and providing general support to libraries and board when questions arise related to Chapter 43.

Tamara: additional duties like Sauk County
Mark J.: additional duties like Green County
Will advertise internally for person to take on supervision of consultant staff and coordinator duties.
Can do all with a projected savings of $15,000.

Will use additional state aid to offset implementation of new delivery fee formula created by Delivery cost formula work group.

Lose LSTA back fill for delivery
Less money again from UW
Lose northern delivery routes

Some ideas included: 
Repackaging dvd’s and do a bulk purchase.
Indicate when the funds will be available in 2022.
Provide an explanation of where the funds are coming from with the survey.
Contact M. Van Pelt with any further ideas for the survey (and the system plan).

Meeting evaluation and Summary: 

Next meeting:   September 16th - Agenda items to include 2022 SCLS system plan and budget


Adjournment: 11:32 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.