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BOARD OF TRUSTEES
Regular Meeting
Monday, August 18, 2003
9:00 A.M.


This meeting will be conducted at:

Milwaukee County Federated Library System
709 N. 8th Street
Milwaukee, WI 53233

AGENDA

                   I.     CALL TO ORDER 
                          

                  II.     APPROVAL OF MINUTES

                        The MCFLS Board of Trustees  meetings on Monday, June 30, 2003.
                                                                ACTION      ATTACHMENT A     

                III. PUBLIC COMMENT

                        Please note: Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals
                        through sign language interpreters or other auxiliary aides.

                     IV.  TECHNICAL ADVISORY COMMITTEE – REPORT

  A.  TAC Report - August 2003.    
                                          ACCEPT and PLACE ON FILE  
                                                               

        

                 V.   REPORTS

                    A.  Finance and Personnel Committee.

                      1. 2002 MCFLS Audit - Presentation   
                                                       ACTION  
 

                       2. Communication from County Supervisor Robert Krug..
                                                       ACTION   
                                                          

                      3. Communication from County Executive Scott Walker.
                                                         ACTION  

                      4. Financial Report - June and July 2003. July will be distributed at meeting.  
                                                         ACTION    ATTACHMENT B                                               

                      5. 2003 - Mid-Year Budget Revision
                                                        ACTION   ATTACHMENT C             

                      6. Inter-Library Services. Reduction/termination of the DPI contract with MPL and implications for MCFLS.
                                     INFORMATIONAL    ATTACHMENT D

                      7. MCFLS/MPL Resource Library Agreement - Proposal.        
                                                        ACTION

                      8. 2004 LSTA Grant
                                                        ACTION

                      9. Director Retirement and Recruitment Process Discussion.
                                                        ACTION    ATTACHMENT E

                    10. Bargaining Unit - Contract Demands.
                                                        INFORMATIONAL

                    11. Baby's First Books - Grant Award from Target Stores.
                                                        INFORMATIONAL

       

 

                VI. NEXT MEETING DATE - September 29, 2003.

                                

 

              VII.   ADJOURNMENT.

 

ATTACHMENT A

 

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees
Minutes
Regular Meeting Held Monday, June 30, 2003
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI 53233

 

 

CALL TO ORDER

 

Present:          Mike D’Amato, President
                     Dick Maslowski, Vice President
                     Paul Ziehler, Treasurer
                     Ryan McCue, Trustee
                     Martin Schreiber, Trustee
                    

 

Staff:             Doris Nix, Director
                     Jim Gingery, Library Systems Administrator
                     Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)

 

Others:            Donald Bulley, South Milwaukee Public Library Board
                       Charles Graupner, Michael Best & Friedrich LLP
                       Kate Huston, Milwaukee Public Library
                      Pat Laughlin, Hales Corners Public Library
             Dick Nelson, North Shore Library
                     Robert Pfeiffer, South Milwaukee Public Library
                     Taj Schoening, Milwaukee Public Library

I.                      CALL TO ORDER.  President D’Amato called the regularly scheduled monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:02 a.m.

 

In honor of Trustee Dr. Pablo Pedraza, the Board reflected in silence upon the notice of  his death (obituarary attached as Exhibit 1 to these minutes).  

 

II.                    APPROVAL OF MINUTES.  Trustee Schreiber moved and Treasurer Ziehler seconded a motion to approve the minutes of the Monday, May 12, 2003 meeting as presented in Attachment A of the agenda packet.   Unanimously approved.

 

III.                  PUBLIC COMMENT.  None.

 

IV.                  TECHNICAL ADVISORY COMMITTEE – REPORT

 

A.     TAC Report – June 2003.  Director Nix reviewed the June TAC report, which is shown as Attachment B of the agenda packet.  Treasurer Ziehler asked what the attendance was like at the meeting so he could get a feel for the amount of support for the decision not to proceed with the State of the Art review.  Director Nix responded that everyone except Cudahy was in attendance so the support was a good broad support.  Treasurer Ziehler then asked what Beth Carey’s concern was regarding the MCFLS reciprocal borrowing subsidy.  Director Nix replied that Beth does not want to see MCFLS services erode as a trade-off.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to accept the report and place it on file.  Unanimously approved.

 

 

V.                    BOARD OF TRUSTEES – REPORTS REQUIRING ACTION

 

A.     Finance and Personnel Committee.

 

1.                 Financial Reports – April and May 2003.  Treasurer Ziehler reported that Director Nix reviewed Attachment C and noted that the carryover will be lower than projected by $55,000 due to the fact that funds were deposited with MCFLS by Cudahy for their new library but most of the equipment wasn’t ordered until 2003.  Treasurer Ziehler recommends the elimination of the $50,000 computer hardware budget line item and decreasing the contingency line by $5,000 to compensate for the shortfall.  The mid-year revision will be addressed at the July meeting and Board Members are encouraged to look at the budget for alternative options if they see them.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to approve the reports as presented.   Unanimously approved. 

                               

2.                     MCFLS/MPL Delivery Contract – Proposed 2004 Contract Cost.   Treasurer Ziehler reported that Attachment D reflects a 2.5% wage increase for the staff performing the duties.  The Finance & Personnel Committee recommends approval.   Treasurer Ziehler moved and Trustee Schreiber seconded a motion to approve the contract as presented.  Unanimously approved.

 

3.                     MCFLS/MPL Resource Library Agreement – Proposal.  Treasurer Ziehler reported that the Finance & Personnel Committee recommends that Attachment E of the agenda packet be held over for discussion until after a meeting is held with County Executive Scott Walker to see if the “county special” will be implemented which would save MCFLS from paying the reciprocal borrowing subsidy.  It is possible that it could be problematic for MCFLS to pay both the reciprocal borrowing subsidy and the extension of this contract at the projected costs requested.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to hold over discussion.  Unanimously approved.

 

Current Contract.  Attachment F is shown for informational purposes.  Exhibit 2 attached to these minutes was handed out for informational purposes as well. 

 

4.                     MCFLS/MPL Cataloging Contract – 2004 Annual Cost Adjustment.   Treasurer Ziehler reported that Attachment G of the agenda packet represents a 1% increase over the last contract.  The Finance & Personnel Committee reviewed and recommends approval.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to approve the contract as presented.   Unanimously approved.

 

Trustee McCue questioned why three Librarian III’s are necessary and whether Librarian I’s or II’s could be substituted for a savings to MCFLS.  Director Nix responded that the catalog involves performing title cataloging, authority control and  retrospective conversion which are part of the Librarian III job description.  Director Nix noted that in the next contract it might be possible to eliminate the retrospective conversion aspect of the catalog since that project should be completed. 

 

VI.                  NEXT MEETING DATE – July 21, 2003.  Listed here for informational purposes.

 

VII.                EXECUTIVE SESSION

 

A.     Discussion of Strategy Concerning the ICC Proposal and its Relationship to the Negotiation of the Next Member Agreement.  Attachment H contains documents of the ICC Library Study Committee.

 

1.                 Motion to Move into Executive Session.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to adjourn to closed session.  The motion passed unanimously on a roll call vote at 9:40 a.m.

 

The following persons were present in all or part of the closed session:  Dick Maslowski, Paul Ziehler, Judy Kaniasty, Mike D’Amato, Doris Nix, Charles Graupner, Ryan McCue and Martin Schreiber.

 

2.                 In Executive Session.  Pursuant to Wisconsin Statutes 19.85(1)(e) “Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session.”

 

3.        Motion to Move Out of Executive Session.  Trustee Ziehler moved and Vice President Maslowski seconded a motion to reconvene in open session.  The motion passed unanimously on a roll call vote at 10:07 a.m.

 

4.        Report Out of Executive Session.  There was no report out of closed session.

 

VIII.              ADJOURNMENT.  There being no further business to come before the Board, the meeting was adjourned at 10:08 a.m. 

  

ATTACHMENT B

 

MCFLS - June Financial Report

Annual Budget Year to Date % Balance %
1 General Revenues
2 State Aid Revenue  $         2,531,431  $          2,531,431 100.00  $                      -   0.00
3 Millw. Co. Allocation Revenue  $              66,654  $               66,654 100.00  $                      -   0.00
4 W. Milwaukee Cont.-Other Rev.  $              51,960  $               53,295 102.57  $               (1,335) <2.57>
5 Interest on Invested Funds Rev  $              40,000  $               13,656 34.14  $              26,344 65.86
6 Member Supply Revenue  $              40,000  $               14,333 35.83  $              25,667 64.17
7 Member Postage Revenue  $              60,000  $               25,018 41.70  $              34,982 58.30
8 Member OCLC Revenue  $              98,159  $               82,317 83.86  $              15,842 16.14
9 Member Telecomm. Revenue  $              16,800  $               14,400 85.71  $                2,400 14.29
10 Mem. Software Maint.Basic Rev  $            142,008  $             121,578 85.61  $              20,430 14.39
11 Mem. Software Maint.-Other Rev  $              11,448  $                 9,594 83.81  $                1,854 16.19
12 Member Tech. Assist.-Time Rev.  $              20,000  $               10,545 52.73  $                9,455 47.27
13 Member Tech Assist-Matls Rev  $              30,000  $               12,147 40.49  $              17,853 59.51
14 Member Special Projects Revenu  $              50,000  $               14,664 29.33  $              35,336 70.67
15 TNS Calls/Notices Revenue  $              25,000  $                 9,475 37.90  $              15,525 62.10
16 Carryover Revenue  $            370,000  $             315,974 85.40  $              54,026 14.60
17 Staff Benefits Co-Pay Revenue  $                6,928  $                 2,691 38.84  $                4,237 61.16
18 LSTA Grant/Technology Revenue  $              38,000  $                       -   0.00  $              38,000 100.00
19 TNS E-Rate Rebate Rev.  $                8,000  $                 2,739 34.24  $                5,261 65.76
20
21 Total General Revenues 3,606,388 3,300,511 91.52 305,877 8.48
22
23 Special Revenues
24 W. Milwaukee Cont.-R.B. Rev 62,905 62,905 100.00 0 0.00
25 Member Recip. Borrow. Revenue 1,326,694 1,326,694 100.00 0 0.00
26
27 Total Special Revenues 1,389,599 1,389,599 100.00 0 0.00
28
29 Total Revenues 4,995,987 4,690,110 93.88 305,877 6.12
30
31 Annual Budget Year to Date % Balance %
32
33 General Expenditures
34 Fringe Benefits Exp.  $            142,764  $               65,570 45.93  $              77,194 54.07
35 Salaries Expense  $            429,133  $             211,859 49.37  $            217,274 50.63
36 Telephone Renewal Expense  $                1,200  $                    422 35.17  $                   778 64.83
37 TNS Calls/Notices Expense  $              25,000  $                 6,102 24.41  $              18,898 75.59
38 Mileage Reimbursement Exp.  $                   500  $                    108 21.60  $                   392 78.40
39 Conference Expense  $                3,500  $                 1,565 44.71  $                1,935 55.29
40 Staff Training Expense  $                1,000  $                       -   0.00  $                1,000 100.00
41 Memberships Expense  $                5,000  $                 3,908 78.16  $                1,092 21.84
42 LCOMM Contract Expense  $              11,905  $               11,905 100.00  $                      -   0.00
43 Office Supplies Expense  $                2,000  $                    428 21.40  $                1,572 78.60
44 Copy Machine Lease Expense  $                2,750  $                 1,396 50.76  $                1,354 49.24
45 Printing Expense  $                1,500  $                      72 4.80  $                1,428 95.20
46 Members Printing Expense  $                5,000  $                 1,329 26.58  $                3,671 73.42
47 Postage Expense  $                2,000  $                    913 45.65  $                1,087 54.35
48 Members Postage Expense  $              60,000  $               33,650 56.08  $              26,350 43.92
49 Members Forms/Supplies Expense  $              40,000  $               10,070 25.17  $              29,930 74.83
50 Telephone Expense  $                5,000  $                    514 10.28  $                4,486 89.72
51 Meetings Expense  $                   800  $                    190 23.75  $                   610 76.25
52 Insurance Expense  $                8,500  $                 8,851 104.13  $                  (351) <4.13>
53 Legal Expense  $                5,000  $                    280 5.60  $                4,720 94.40
54 Audit Expense  $                5,000  $                 3,700 74.00  $                1,300 26.00
55 Payroll Service Expense  $                3,000  $                 1,246 41.53  $                1,754 58.47
56 Hardware-Capital Fund Exp.  $              50,000  $                       -   0.00  $              50,000 100.00
57 Software Support Expense  $            165,000  $               79,494 48.18  $              85,506 51.82
58 Telecommunications Expense  $              16,800  $                 8,400 50.00  $                8,400 50.00
59 Telecomm.-Maint. Expense  $              18,500  $                    525 2.84  $              17,975 97.16
60 OCLC Expense  $            120,000  $               79,200 66.00  $              40,800 34.00
61 Equipment Expense  $                4,000  $                    194 4.85  $                3,806 95.15
62 Member Tech Assist-Matls Exp  $              30,000  $               10,483 34.94  $              19,517 65.06
63 Member Special Projects Expens  $              50,000  $               24,481 48.96  $              25,519 51.04
64 Bonded Delivery Exp.  $              72,000  $               21,684 30.12  $              50,316 69.88
65 MPL Delivery Contract Expense  $              53,362  $               26,681 50.00  $              26,681 50.00
66 So. Central Del Contract Exp  $              17,670  $               17,670 100.00  $                      -   0.00
67 Auto Lease/Maintenance Expense  $                4,000  $                 2,179 54.47  $                1,821 45.52
68 MPL Reference Contract Expense  $         1,300,000  $             650,000 50.00  $            650,000 50.00
69 MPL Rent Lease Contract Exp.  $            105,000  $               52,500 50.00  $              52,500 50.00
70 ILS/WISCAT Expense  $              37,250  $               15,150 40.67  $              22,100 59.33
71 MPL Cataloging Contract Expens  $            410,002  $             205,001 50.00  $            205,001 50.00
72 Internet Expense  $              13,500  $                 7,866 58.27  $                5,634 41.73
73 Recip. Borrow. Subsidy Fund Ex  $            200,000  $                       -   0.00  $            200,000 100.00
74 Contingency Expense  $              22,964  $                    759 3.31  $              22,205 96.69
75 LSTA Grant/Technology Expense  $              38,000  $                       -   0.00  $              38,000 100.00
76 TNS E-Rate Rebate Expense  $                8,000  $                 2,739 34.24  $                5,261 65.76
77
78 Total General Expenditures  $         3,496,600  $          1,569,084 44.87  $         1,927,516 55.13
79
80 Special Expenditures
81 Recip. Borrow. Passthrough Exp 1,326,694 1,326,694 100.00 0 0.00
82 W.Milw. Recip. Borrow. Exp. 62,905 62,905 100.00 0 0.00
83 RB-MCFLS Subsidy Payment Exp 109,788 109,788 100.00 0 0.00
84
85 Total Special Expenditures 1,499,387 1,499,387 100.00 0 0.00
86
87 Total Expenditures 4,995,987 3,068,471 61.42 1,927,516 38.58

 

 ATTACHMENT C

1 Milwaukee County Federated Library System
2 Mid-Year Budget Revision
3 2003
4
5 General Revenues Approved Revised Comparison
6 State Aid Revenue  $           2,531,431  $              2,531,431  $                       -
7 Milwaukee County Allocation  $                66,654  $                   66,654  $                       -
8 W. Milwaukee Cont.-Other  $                51,960  $                   53,295  $               1,335
9 Interest on Invested Funds  $                40,000  $                   30,000  $            (10,000)
10 Member Supply Revenue  $                40,000  $                   40,000  $                       -
11 Member Postage Revenue  $                60,000  $                   60,000  $                       -
12 Member OCLC Revenue  $                98,159  $                   98,159  $                       -
13 Member Telecomm. Revenue  $                16,800  $                   16,800  $                       -
14 Mem. Software Maint.Basic Rev  $              142,008  $                 142,008  $                       -
15 Mem. Software Maint.-Other Rev  $                11,448  $                   10,986  $                 (462)
16 Member Tech. Assist.-Time Rev.  $                20,000  $                   20,000  $                       -
17 Member Tech. Assist-Matls Rev  $                30,000  $                   30,000  $                       -
18 Member Special Projects Revenu  $                50,000  $                   50,000  $                       -
19 TNS Calls/Notices Revenue  $                25,000  $                   25,000  $                       -
20 Carryover Revenue  $              370,000  $                 315,974  $            (54,026)
21 Staff Benefits Co-Pay Revenue  $                  6,928  $                     6,720  $                 (208)
22 LSTA Grant/Technology Revenue  $                38,000  $                   38,000  $                       -
23 TNS E-Rate Rebate Revenue  $                  8,000  $                     6,000  $              (2,000)
24
25 Total General Revenues  $           3,606,388  $              3,541,027  $            (65,361)
26
27 Special Revenues
28 W. Milwaukee Cont.-R.B.  $                62,905  $                   62,905  $                       -
29 Member Recip. Borrow. Revenue  $           1,326,694  $              1,326,694  $                       -
30
31 Total Special Revenues  $           1,389,599  $              1,389,599  $                       -
32
33 Total Revenues  $           4,995,987  $              4,930,626  $            (65,361)
34
35 General Expenditures
36 Fringe Benefits Exp.  $              142,764  $                 149,505  $              (6,741)
37 Salaries Expense  $              429,133  $                 420,628  $               8,505
38 Telephone Renewal Expense  $                  1,200  $                     1,050  $                  150
39 TNS Calls/Notices Expense  $                25,000  $                   25,000  $                       -
40 Mileage Reimbursement Exp.  $                     500  $                        500  $                       -
41 Conference Expense  $                  3,500  $                     2,000  $               1,500
42 Staff Training Expense  $                  1,000  $                        500  $