SCLS Administrative Council
Thursday, June 16, 2011
SCLS Headquarters
Summary of action items:
Approved the Cost Formula Work Group’s Recommended Formula
Approved the ILS & Technology budgets for use in calculating member fees
Approved the determining weights (ILS, Delivery, Library On-Line) for voting at the 2011 AllDirectors Meeting
Present: L. Belongia (13), J. Berg (14), P. Bosben (11), J. Christensen (12), B. Dimick (8-10), M.
Driscoll (6-7), M. Friesen (3), T. Herold (5), S. Lee (8-10), N.J. LeMoine (4), R. McCabe (1),
B. Stack (2), P. Westby (15)
(The number following each individual indicates the cluster they represent)
Also Present: H. Moe, M. Van Pelt, V. Teal Lovely, J.M. Bolthouse, B. Smith
Excused:
Absent:
CALL TO ORDER: T. Herold called the meeting to order at 10:08 a.m.
a.
Introduction of guests/visitors: Mary Driscoll was introduced and
attended in place of J. Chase.
b.
Changes/additions to the agenda: None
c.
Requests to address the Council: None
Approval of previous meeting minutes: P. Bosben moved approval of the May 19, 2011
minutes. J. Berg seconded. Motion carried.
Action Items:
a. Vote on Cost Formula Work Group’s recommended formula: B. Dimick
moved approval of the Cost Formula Work Group’s recommended formula. M.
Friesen seconded. Motion carried.
b. Approve ILS and Technology budgets for use in calculating member fees:
B. Dimick moved to recommend approval of the ILS budget for use in calculating
member fees. J. Christensen seconded. Motion carried.
J. Berg moved to recommend approval of the Technology budget for use in
calculating member fees. P. Bosben seconded. Motion carried.
c. Vote on determining weights for voting 2011 All-Directors meeting:
J. Christensen moved approval of the determining weights for voting at the 2011
All-Directors meeting. P. Westby seconded. Motion carried.
Reports of action of committees/workgroups:
a. Delivery Committee: B. Smith discussed the 2012 SCLS delivery budget.
Factors impacting the delivery budget include delivery facility; fleet expenses,
wages and benefits. The Delivery facility lease will increase 4%. Fuel costs
are being budgeted at a 12.5% increase over 2011 due to the increasing
volatility of fuel prices. SCLS is budgeting for up to a 12% increase in health
insurance. SCLS employees will pay the expected mandated contribution
toward their health insurance and retirement. SCLS is not providing a cost of
living increase in 2012. A proposed change in delivery’s workflow was
presented, which would push back the start time for some routes, resulting
in later delivery times for 30 libraries. By consolidating the workflow from
three sorting shifts to two, staff hours will be reduced to offset other
expense increases and keep member fees flat in 2012. Bruce also distributed
a handout of the SCLS Delivery Service Funding for 2012 reflecting the fees
by county from 2011 to 2012 with the increase or decrease indicated.
The minutes may be found here:
http://www.scls.info/committees/dc/index.html
b. ILS Committee: V. Teal Lovely noted the action items included the 2012 ILS
budget and 2011 Mid-year adjustment and plans to prioritize 2011
development. The minutes may be found here:
http://www.scls.info/committees/ic/index.html
Vicki also provided a handout outlining the status of Koha problems and fixes
in response to the letter from Dane County libraries to the SCLS Board and
Director.
c. Technology Committee: J.M. Bolthouse noted the action items included the
2012 Technology budget. In an effort to save costs it was decided that the
Technology and ILS staff at SCLS would work the help desk on Saturdays,
instead of hiring a weekend operator.
The 2011 Technology plan includes an item explaining that SCLS is in the
process of examining an alternate email solution. A consultant will be hired
to explore other email options and expenses.
The meeting minutes may be found here:
http://www.scls.info/committees/tc/index.html
d. Libraries For Real Life Work Group: No report.
e. Patron PR Work Group: Working on publicity to encourage patrons to
switch from paper hold notices to phone calls and/or email.
f. Materials Handling Work Group: No report.
g. E-commerce Work Group: Research is underway prior to the work group
meeting again.
h. Cost Formula Work Group: No report.
i. Online Library Card Application Work Group: Has not met.
j. Resource Sharing Work Group: T. Herold will be sending a schedule doodle
to the committee members to determine a meeting date in July.
Issues from clusters to be referred for future discussion: None.
Other discussion:
a. Summit between SCLS Directors and PTFS: The consensus was that the event
was positive and there was open communication and good feedback from PTFS in
response to member libraries concerns and questions.
b. Letter from Dane County Libraries to SCLS Board and Director: Discussion
of this topic lasted over an hour. Differing opinions were expressed. Some felt
the letter was necessary and served its purpose in eliciting a response to the issues
outlined in the letter, with the bottom line being service to patrons. Others felt
that sending the letter directly to the SCLS Board of Trustees and bypassing the
Administrative Council was not correct procedure and did not give the cluster
representatives an opportunity to address the issues which could effect all
members. Another expressed that other libraries in the system were not aware of
the letter and felt that as a matter of courtesy, they should have received a copy.
The question was raised of why the letter was sent prior to the summit between
the Directors and PTFS because several of the issues ended up being addressed at
that time. The Dane County Directors present at the meeting who signed the
letter felt strongly that the letter needed to be written and dispersed as it was and
stand by their actions. It was discussed that better communication could possibly
help in the future by directly contacting SCLS staff members with specific
questions.
c. All Directors Meeting: Will be held at the DeForest Area Public Library on July
28th and the Directors will vote on the ILS, Technology, Delivery budgets and
Library On-line costs for use in calculating member fees.
d. Library On-line Fees: As part of its work, the Cost Formula Work Group
revised the cost model for Library On-line to be on a cost recovery basis. In
2012, Library On-line participants will see an additional fee applied on top of the
annual maintenance fee assessed by active networks. The fee will cover the
annual costs to manage and maintain the Library On-line servers housed at SCLS
and client software upgrades, as well as the day-to-day technical support provided
by SCLS Technology staff. The costs associated with managing the Library
Online servers include hardware replacement, software licenses and a portion of
the Library Technology Project Support Specialist’s salary.
e. 2012 Agreement to Participate in a Shared Automated Resources System
Addendum: A new addendum will be inserted to replace last year’s addendum
to reflect the cost formula changes, which is the only change to the agreement.
The new addendum will be sent to each member library for their signature and
used for 2012 since the entire agreement will be revised for 2013. The AC
approved the wording of the new addendum and it will be voted on at the July 7
AC meeting.
Meeting adjourned at 1:00 p.m.
Next meeting will be July 7, 2011
Heidi Moe, Recorder