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Approved at the October 27, 2016 Board of Trustees Meeting

SCLS Board of Trustees
September 22, 2016 12:15 p.m.
SCLS Headquarters

Present:   J. Ashford, P. Behling, J. Carter, F. Cherney, P. Cox, M. Furgal, J. Harrington, J. Healy-Plotkin, N. Long, K. Michaelis, M. Nelson, R. Owens, A. Weier.

Also Present:
  M. Van Pelt, K. Goeden
Excused:  N. Brien, M. Hokamp, D. Heimstead, P. Nelson, L. Sipiorski

Call to Order:
  P. Cox called the meeting to order at 12:17 pm
            a.         Introduction of guests/visitors:  None
            b.         Changes/Additions to the Agenda: None
            c.         Requests to address the Board:  None

Minutes:  M. Nelson noted she was not present at the August meeting.  J. Healy-Plotkin moved approval of the August 25, 2016 minutes as amended.  R. Owens seconded.  Motion carried.

Bills for Payment/Financial Statements:  J. Harrington moved approval of the bills for payment in the amount of $122,456.21.  M. Furgal seconded.  Motion carried.
K. Goeden presented financial statements and reviewed the portfolio performance.

Presentation: Annual 2017 Budget & 2017 System Plan – M. Van Pelt.  The 2017 budget as presented was updated with a few minor changes that were previously discussed by the board.  There was a question about how to determine what percentage the budget is funded by various sources.  The specific amounts are listed in the annual state plan but without assigned percentages.
The System plan is required to receive state aid and is audited by the Department of Public Instruction to ensure consistency between the system report and the system plan.  

Committee Reports

    1. Advocacy:  M. Nelson noted Carla Hayden has been sworn in as the Librarian of Congress.  Anita Weier volunteered to pursue the possibility of serving on the WLA LDL committee that focuses on advocating for libraries. 
    2. Budget & Finance and Personnel:  The committee recommended approval of the 2017 budget.

Action Items
a. Roll call vote to hold closed session for board consideration of the performance evaluation and salary recommendation of the System Director as authorized by Wisconsin Statutes Section 19.85(1) (c)
All present approved going into closed session by roll call vote.  Board went into closed session at 12:43.

b. Reconvene into open session.  Board reconvened at 1:04

c. Approval of the System Director Salary recommendation based upon the performance evaluation by the SCLS Board of Trustees Personnel Committee: 
K. Michaelis moved approval to provide a 5% increase to the System Director effective 9/25/2016.  J. Ashford seconded.  Motion carried. 
K. Michaelis moved approval to provide a 1% cost of living increase on top of the 5% increase effective 9/25/2016 to the System Director.  J. Ashford seconded.  Motion carried.

d. Organizational Chart:  J. Ashford moved approval of the organizational chart as presented.  Motion seconded and carried.

e. Salary Schedule:  J. Harrington moved approval of the salary schedule which includes the 1% cost of living increase for all system employees.  J. Healy-Plotkin seconded. Motion carried.  It was suggested that the salary grid spreadsheet include wording to note salary increases are based on established employee performance guidelines as outlined in the SCLS Employee Handbook.

f. 2017 Budget:  J. Carter moved approval of the 2017 budget as presented.  R. Owens seconded.  Motion carried.

g. Cost of Living raise for all system employees effective 9/25/2016:  J. Harrington moved approval of the cost of living raise for all system employees to be implemented 9/25/2016.  J. Healy-Plotkin seconded.  Motion carried.

h. 2017 System Plan:  J. Carter moved approval of the 2017 System Plan as presented.  Motion seconded and carried.

i. Alterra account opening:  J. Carter moved to open a third money market account with Alterra in the amount of $250,000.  Motion seconded and carried.

SCLS Foundation Report – M. Van Pelt:  The Foundation Board will meet in October and will determine the three library award winners for the Cornerstone event.  To date the Foundation has received over $4,200 in donations for the Cornerstone.  The board is encouraged to participate in the event and contribute as well.

Circulation, Interlibrary Loan, and Online Reference Database Statistics
(Online Database Statistics:

System Director’s Report – M. Van Pelt: The LaValle and Rock Springs libraries are closed today due to flooding.  M. Van Pelt shared her experience of attending the International Federation of Library Associations and Institutions Conference, which was held in Columbus Ohio. 

Discussion Items: None

Administrative Council (AC) Report –Met September 15, 2016
Agenda and Minutes for AC can be found on the web at:

Other Business
a. Nomination Committee for 2017 Board Officers:  P. Cox noted P. Behling has volunteered to serve as chair of the committee.  The other members will be announced at the October meeting.

Information sharing:  R. Owens volunteered to provide Trustee Essentials #10 training at the November SCLS Board meeting.
P. Behling noted the quilt expo was a successful event for the DCLS booth, providing great public relations and interaction with over 200 people.
M. Van Pelt thanked the board for their support and confidence in her through economic means.

Adjournment:  1:34pm.
Minutes recorded by H. Moe