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Approved at the December 18, 2015 Board of Trustees Meeting

SCLS Board of Trustees
November 20, 2015 12:15 p.m.
SCLS Headquarters

Present: J. Ashford, P. Behling, J. Carter, F. Cherney, P. Cox, M. Furgal, J. Harrington, J. Healy-Plotkin, J. Krems, N. Long, M. McCarville, K. Michaelis, R. Owens, K. Rattunde, A. Weier
Also Present:  M. Van Pelt, K. Goeden
Excused: H. Bauman, N. Brien, T. Gramling, D. Heimstead, M. Hokamp, N. Hughes, M. Nelson

Call to Order: P. Cox, President, called the meeting to order at 12:16 p.m. 

  1. Introduction of guests/visitors: None
  2. Changes/additions to the agenda: None
  3. Requests to address the board:  None

 Minutes: N. Long moved approval of the October 22, 2015 minutes.  Motion seconded and carried.
Bills for Payment/Financial Statements:
J. Ashford reviewed the bills for payment in the amount of $244,938.55 and moved approval.  J. Krems seconded.  Motion carried.

Committee Reports: 

  1. Advocacy:  M. Furgal noted the bill that changed the make-up of library system boards has been passed.
  2.  Nomination committee:  The committee has been appointed and the slate of officers will be presented at the December meeting.
  1.  Personnel Committee:  K. Michaelis noted the committee met for the System Director annual evaluation and review of the 2016 goals.
  1. Joint Committee of Personnel and Finance & Budget:  J. Carter noted the committee met and discussed the recommendation from SCLS management to provide a one-time bonus to all SCLS staff in 2015 that combines a flat amount for all staff members, plus a percentage of salary.  This will allow all SCLS staff the same base bonus amount, as it is felt that all staff members contribute to SCLS success, regardless of position, and the percentage of salary to this base will allow the recognition of longevity, education and levels of responsibility within positions and departments.  The proposal is to award $1,000 per full time employee, to be pro-rated for part time employees based on the percentage of FTE, as well as pro-rate staff members who have not worked the entire year, new hires, and those on partial leave.  Each employee will also receive 1% of their annual salary. 

Action Items: 

  1. Vote on Joint Committees of Personnel and Finance and Budget’s recommendation to give bonuses to all SCLS employees in 2015.  Joe Carter moved approval of the recommendation to provide a one-time bonus of $1,000 per full time employee and 1% of each staff members’ salary (pro-rated for part time employees).  K. Michaelis seconded.  Motion carried unanimously.  The staff will receive the bonus on the December 9, 2015 pay date.

SCLS Foundation Report:  The Cornerstone Reception was well attended with over $10,000 donated to the SCLS Foundation.   

Circulation and ILL Statistics
: None.

System Director's Report:  M. Van Pelt noted the American Library Association put out their four star library list, which recognizes libraries that provide excellent service.  Wisconsin had four libraries in that list and three of them were from SCLS: Madison Public Library, North Freedom Public Library, and the Lettie W. Jensen Library of Amherst.
Jean Anderson, Continuing Education and Multitype Consultant participated in ILEAD, which is a library leadership immersion program that focuses on teamwork, skill building, and participatory technology.  Jean was the team mentor for the “Enrich the Future, Tap into the Past” program. 

The board received two handouts that were provided by J. Healy-Plotkin:  Point of Order – Taking committee Minutes and Taking Meeting Minutes for City Committees, Commissions, and Boards.
The board discussed their opinions of what they would like the minutes to reflect - some preferred more “transparency” and detail, others noted they would like the minutes to reflect the “flavor” and “tenure” of the subject being discussed, and others noted that the more detail that is shared, the more compliance issues or differing interpretations may occur.  It was also noted that the board meetings are open to the public and anyone can attend. A refresher on acronyms was suggested as well.  
P. Cox suggested the board review the minutes that were recorded over the past year for input.  

Administrative Council (AC) Report:   The All Directors meeting was held at the Portage Public Library 11-19-15.  E-rate and filtering were discussed and the filtering software, iBoss, was available for hands-on demonstrations.  The Cost Formula Work Group will reconvene in 2016 for 2017 fees.
The 2016 MyPC fees weighted vote passed approval NOT to block MyPC customers who have fines.  The MyPC software product manages public computer use and printing.  The directors voted against providing a “pop-up” message through MyPC to inform patrons that they owe fines at a certain amount.
Libraries interested in filtering will be contacting SCLS and SCLS will help with paperwork and implementation.
A continuing education workshop: Above and Beyond: Hiring Good Organizational Citizens was presented to the directors in the afternoon. 
You may view the minutes here:

Other Business:    

Information Sharing:  J. Harrington is a very “happy camper” with the upgrade to the Lists option on LINKcat, the SCLS electronic card catalog.
K. Michaelis noted she attended the Wisconsin Library Association (WLA) conference and thought it was very good.  She is working on a project to survey library trustees to determine what they need regarding orientation, education, etc.
P. Behling also attended the WLA conference and requested that folks send her an email with any concerns or suggestions for future WLA conferences since she is involved in preparing next year’s conference.
M. Furgal noted the WI Veterans Museum has an exhibit available for member libraries.
A. Weier noted she is volunteering at the East High School library and is learning about today’s youth. 
P. Cox recommended folks read Bryan Stevenson’s book, Just Mercy.  He said it was excellent.

The next board meeting will be held on Friday, December 18, 2015

Meeting adjourned at 1:24 p.m. 
Heidi Moe, Recorder