County Cat (On-Line Catalog) | Find Your Library! | Who is MCFLS?

 

BOARD OF TRUSTEES
Regular Meeting
Monday, September 29, 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, August 18, 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 - September 2003.    
                                          ACCEPT and PLACE ON FILE  
                                                               

        

                 V.   REPORTS

                    A.  Finance and Personnel Committee.

                      1. Financial Reports - August 2003.   
                                                       ACTION   ATTACHMENT B
 

                       2. MCFLS/MPL Resource Library Agreement..
                                                       ACTION   
                                                          

                      3. 2004 LSTA Technology Grant Proposal - Revisited.
                                                         ACTION  

                      4. Interlibrary Loan - Revised Service Structure.  
                                                         ACTION                                                   

                      5. Bargaining Unit - 2004/045 Contract.
                                                        ACTION                

                      6. Director Recruitment Process.
                                                  INFORMATIONAL   

                   B. MCFLS Board Request Regarding the Possibility of Seeking Attorney General's Opinion Related to Charging for Certain Library Services - MCFLS Attorney Response.                      

                                                ACTION  

                  C.   James Snow - Resolution of Appreciation and Condolence. Fror the record the Board is asked to confirm this resolution which was previously forwarded to the family of James Snow upon the approval of President D'Amato and Treasurer Ziehler.   


                                                        ACTION   ATTACHMENT C  

                  D. Board Vacancies.  INFORMATIONAL  ATTACHMENT D

 

                VI. NEXT MEETING DATE - October 13, 2003.

                                

              VII.   ADJOURNMENT.

 

ATTACHMENT A

 

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees
Minutes
Regular Meeting Held Monday, August 18, 2003
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI 53233

  

CALL TO ORDER

 

Present:         Dick Maslowski, Vice President and Acting Chair
                     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
                       Beth Carey, Shorewoord Public Library
               Terri Delke, Greenfield Public Library
               Bruce Gay, Milwaukee Public Library
                       Kate Huston, Milwaukee Public Library
                      Paula Kiely, Mil;waukee Public Library
                      Robery Krug, Milwaukee County Supervisor
                       Pat Laughlin, Hales Corners Public Library
              Mary Mulroy, Wauwatosa Public Library
                       Taj Schoening, Milwaukee Public Library

 

I.                      CALL TO ORDER.  Vice President Maslowski called the regularly scheduled monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:15 a.m.

 

II.                    APPROVAL OF MINUTES.  Trustee McCue moved and Trustee Schreiber seconded a motion to approve the minutes of the Monday, June 30, 2003 meeting as presented in Attachment A of the agenda packet.  Unanimously approved. 

 

III.                  PUBLIC COMMENT.  City Librarian Kate Huston introduced Bruce Gay, who took over Lynn Bellehumeur’s position upon her retirement.  Bruce indicated he has worked for Milwaukee Public Library for six years and looks forward to the challenges of his new position.

 

IV.                  TECHNICAL ADVISORY COMMITTEE – REPORT

 

A.     TAC Report – August 2003.  Due to a lack of a written report, Director Nix reported that the TAC discussed the LSTA grant, interlibrary loan funding, postage for notices, local cuts and Patriot Act. 

 

V.                    REPORTS

 

A.     Finance and Personnel Committee.

 

1.                 2002 MCFLS Audit.  Treasurer Ziehler reported that the auditors presented the audit to the Finance & Personnel Committee prior to this meeting.  Treasurer Ziehler reviewed the audit with the Board.  The auditors did express a concern regarding the ability of MCFLS to fund the 2005 reciprocal borrowing subsidy if all current financial components remain the same.  The budget issue will be discussed further later in this meeting.  Staff was commended for another clean audit.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to accept the 2002 audit as presented.  Unanimously approved.

 

2.                     Communication from County Supervisor Robert Krug.  Treasurer Ziehler reported that County Supervisor Krug was in attendance and thanked Mr. Krug for his letter, shown as Attachment B of the agenda packet.   Treasurer Ziehler explained that MCFLS is currently under contract and not able to change the terms of the contract at this time; any change to an existing contract would require all 15 members to agree, which is highly unlikely to occur.  Mr. Krug’s concerns will be considered during the next round of member agreement negotiations.  Trustee Schrieber noted that the appropriate mechanism to address this concern would be through the Milwaukee Public Library Board of Trustees since they are a direct party of the member agreement.    Trustee Schreiber stated that the MCFLS Board is not willing to direct staff to perform a detailed study of the types of materials that are paid for under reciprocal borrowing since it is not likely that the suburban libraries would waive payment for services rendered by them to serve Milwaukee residents.  It is felt that the suburban libraries gave Milwaukee relief under the current member agreement terms.  Director Nix noted she did a quick calculation of the amount of media that is part of the reciprocal borrowing picture and she believes it to be approximately 44 percent.  After further discussion, Treasurer Ziehler moved and Trustee McCue seconded a motion to place the communication on file.  Unanimously approved. 

 

Chair Maslowski commented that perhaps the MCFLS Board should consider serving notice to the membership that the member agreement needs to be opened since MCFLS will most likely not be able to meet its obligation of the reciprocal borrowing subsidy since MCFLS is in a severe financial crisis. 

 

Trustee McCue  moved and Treasurer Ziehler seconded a motion to direct staff to have the MCFLS attorney evaluate the law relating to the charging of fees and then to request an Attorney General’s Opinion on the topic of charging fees to non-residents.  Unanimously approved.  After the response is received from the Attorney General, if not allowable, then the next step would be to pursue changes to the State law to allow charging of fees to non-resident borrowers.    

 

3.                     Communication from County Executive Scott Walker.  Treasurer Ziehler reviewed the communication from County Executive Walker, which is shown as Attachment C of the agenda packet.   Treasurer Ziehler moved and Trustee Schreiber seconded a motion that a letter be forwarded to the ICC indicating that that group is able to make recommendations to County Executive Walker when vacancies occur on the MCFLS Board.  Unanimously approved.  Unanimously approved. 

 

4.                     Financial Report – June and July 2003.  Treasurer Ziehler referred to Attachment D of the agenda packet and reviewed the July 2003 financial report which shown as Exhibit 1 attached to these minutes and noted that the Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Trustee McCue seconded a motion to approve the reports as presented.  Unanimously approved. 

 

5.                     2003 – Mid-Year Budget Revision.  Treasurer Ziehler reviewed the 2003 mid-year revised budget document, shown as Attachment E of the agenda packet and noted that the Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to approve the revision as presented.   Unanimously approved. 

 

Trustee Schreiber commented that the computer hardware replacement budget line had been eliminated to balance the budget, however in 2005 or 2006 the computer will need to be replaced and no funds will have been set aside for that purpose. 

 

6.                     Inter-Library Services.  Treasurer Ziehler referred to Attachment F of the agenda packet and reported that Kate Huston will be meeting with Rick Grobschmidt this afternoon on this topic.  It is not likely that funding will be restored and it may be possible that the 4th quarter payment for ILS from MCFLS will not be necessary this year—a savings of approximately $7,500.

 

7.                     MCFLS/MPL Resource Library Agreement – Proposal.  Treasurer Ziehler reported that he would like to recommend that Director Nix, President D’Amato and himself be able to meet with representatives of Milwaukee Public Library to develop a proposal for the Board to consider. 

 

8.                     2004 LSTA (Library Services and Technology Act) Grant.   Treasurer Ziehler reported that Director Nix and the TAC are recommending that the grant be used for Central Site telecommunication upgrade needs.  The Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Trustee McCue seconded the motion to submit the grant as outlined.   Unanimously approved. 

 

9.                     Director Retirement and Recruitment Process Discussion.  Treasurer Ziehler referred to Attachment G of the agenda packet.   He recommends that the Finance & Personnel Committee serve as the Search Committee.  Treasurer Ziehler will work with Business Manager Judy Kaniasty to announce the search of a new director and forward information to interested candidates.  The deadline for submission of an application, resume and pre-interview questions will be 9/26/03.  Interviews will be held after the Search Committee screens through the received responses.   It may be desirable to add a few members to the Search Committee prior to interviews and he suggested Kate Huston, a Milwaukee County Suburban Library Director and a Library Director from one of the other library systems in the state. 

 

Treasurer Ziehler moved and Vice President Maslowski seconded a motion to acknowledge the receipt of Director Nix’ letter of retirement.  Unanimously approved.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to authorize the recruitment process.   Unanimously approved.

 

10.                  Bargaining Unit – Contract Demands.  Treasurer Ziehler reported that the Finance & Personnel Committee in closed session prior to this meeting and provided guidelines to staff concerning a response to the Union’s contract demands.  Staff will be meeting with the Union representatives on Septeber 10th.  

 

11.                  Baby’s First Books – Grant Award from Target Stores.   Treasurer Ziehler reported that MCFLS had received a donation of $10,000 from Target Stores.  MCFLS wishes to thank Target Stores for the donation and Heide Piehler, of Shorewood for her personal dedication and work involved in obtaining this donation for the program to continue. 

 

VI.                  NEXT MEETING DATE – September 29, 2003.  Listed here for informational purposes.

 

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

 ATTACHMENT B

MCFLS Financial Report - August 2003
for the Seven Months Ending July 31, 2003

1 Annual Budget Year to Date % Balance %
2
3 General Revenues
4 State Aid Revenue  $             2,531,431  $          2,531,431 100.00  $                          -   0.00
5 Millw. Co. Allocation Revenue  $                  66,654  $               66,654 100.00  $                          -   0.00
6 W. Milwaukee Cont.-Other Rev.  $                  53,295  $               53,295 100.00  $                          -   0.00
7 Interest on Invested Funds Rev  $                  30,000  $               13,852 46.17  $                  16,148 53.83
8 Member Supply Revenue  $                  40,000  $               15,872 39.68  $                  24,128 60.32
9 Member Postage Revenue  $                  60,000  $               26,633 44.39  $                  33,367 55.61
10 Member OCLC Revenue  $                  98,159  $               98,159 100.00  $                          -   0.00
11 Member Telecomm. Revenue  $                  16,800  $               16,800 100.00  $                          -   0.00
12 Mem. Software Maint.Basic Rev  $                142,008  $             142,008 100.00  $                          -   0.00
13 Mem. Software Maint.-Other Rev  $                  10,986  $               10,986 100.00  $                          -   0.00
14 Member Tech. Assist.-Time Rev.  $                  20,000  $               11,062 55.31  $                    8,938 44.69
15 Member Tech Assist-Matls Rev  $                  30,000  $               12,147 40.49  $                  17,853 59.51
16 Member Special Projects Revenu  $                  50,000  $               31,900 63.80  $                  18,100 36.20
17 TNS Calls/Notices Revenue  $                  25,000  $               10,485 41.94  $                  14,515 58.06
18 Carryover Revenue  $                315,974  $             315,974 100.00  $                          -   0.00
19 Staff Benefits Co-Pay Revenue  $                    6,720  $                 4,024 59.88  $                    2,696 40.12
20 Baby's First Books 2003 Grant  $                  10,000  $               10,000 100.00  $                          -   0.00
21 LSTA Grant/Technology Revenue  $                  38,000  $                       -   0.00  $                  38,000 100.00
22 TNS E-Rate Rebate Rev.  $                    6,000  $                 2,739 45.65  $                    3,261 54.35
23
24 Total General Revenues  $             3,551,027  $          3,374,021 95.02  $                177,006 4.98
25
26 Special Revenues
27 W. Milwaukee Cont.-R.B. Rev  $                  62,905  $               62,905 100.00  $                          -   0.00
28 Member Recip. Borrow. Revenue  $             1,326,694  $          1,326,694 100.00  $                          -   0.00
29
30 Total Special Revenues  $             1,389,599  $          1,389,599 100.00  $                          -   0.00
31
32 Total Revenues  $             4,940,626  $          4,763,620 96.42  $                177,006 3.58
33
34 Annual Budget Year to Date % Balance %
35
36 General Expenditures
37 Fringe Benefits Exp.  $                149,505  $               86,745 58.02  $                  62,760 41.98
38 Salaries Expense  $                420,628  $             297,587 70.75  $                123,041 29.25
39 Telephone Renewal Expense  $                    1,050  $                    592 56.38  $                       458 43.62
40 TNS Calls/Notices Expense  $                  25,000  $               11,251 45.00  $                  13,749 55.00
41 Mileage Reimbursement Exp.  $                       500  $                    273 54.60  $                       227 45.40
42 Conference Expense  $                    2,000  $                 1,565 78.25  $                       435 21.75
43 Staff Training Expense  $                       500  $                    406 81.20  $                         94 18.80
44 Memberships Expense  $                    5,000  $                 3,908 78.16  $                    1,092 21.84
45 LCOMM Contract Expense  $                  11,905  $               11,905 100.00  $                          -   0.00
46 Office Supplies Expense  $                    2,000  $                    512 25.60  $                    1,488 74.40
47 Copy Machine Maint. Expense  $                    2,900  $                 1,876 64.69  $                    1,024 35.31
48 Printing Expense  $                    1,500  $                    191 12.73  $                    1,309 87.27
49 Members Printing Expense  $                    5,000  $                 2,393 47.86  $                    2,607 52.14
50 Postage Expense  $                    2,000  $                    915 45.75  $                    1,085 54.25
51 Members Postage Expense  $                  60,000  $               41,253 68.75  $                  18,747 31.25
52 Members Forms/Supplies Expense  $                  40,000  $               14,591 36.48  $                  25,409 63.52
53 Telephone Expense  $                    5,000  $                 2,157 43.14  $                    2,843 56.86
54 Meetings Expense  $                       400  $                    267 66.75  $                       133 33.25
55 Insurance Expense  $                    9,000  $                 8,851 98.34  $                       149 1.66
56 Legal Expense  $                    5,000  $                    820 16.40  $                    4,180 83.60
57 Audit Expense  $                    5,000  $                 5,000 100.00  $                          -   0.00
58 Payroll Service Expense  $                    3,000  $                 1,715 57.17  $                    1,285 42.83
59 Software Support Expense  $                162,500  $             156,027 96.02  $                    6,473 3.98
60 Telecommunications Expense  $                  16,800  $                 8,400 50.00  $                    8,400 50.00
61 Telecomm.-Maint. Expense  $                  18,500  $               13,479 72.86  $                    5,021 27.14
62 OCLC Expense  $                120,000  $               79,200 66.00  $                  40,800 34.00
63 Equipment Expense  $                    3,000  $                    194 6.47  $                    2,806 93.53
64 Member Tech Assist-Matls Exp  $                  30,000  $               17,912 59.71  $                  12,088 40.29
65 Member Special Projects Expens  $                  50,000  $               44,478 88.96  $                    5,522 11.04
66 Bonded Delivery Exp.  $                  72,000  $               37,673 52.32  $                  34,327 47.68
67 MPL Delivery Contract Expense  $                  53,362  $               26,681 50.00  $                  26,681 50.00
68 So. Central Del Contract Exp  $                  17,670  $               17,670 100.00  $                          -   0.00
69 Auto Lease/Maintenance Expense  $                    4,000  $                 2,834 70.85  $                    1,166 29.15
70 MPL Reference Contract Expense  $             1,300,000  $             650,000 50.00  $                650,000 50.00
71 MPL Rent Lease Contract Exp.  $                105,000  $               52,500 50.00  $                  52,500 50.00
72 ILS/WISCAT Expense  $                  26,500  $               25,150 94.91  $                    1,350 5.09
73 MPL Cataloging Contract Expens  $                410,002  $             205,001 50.00  $                205,001 50.00
74 Baby's First Books 2003 Grant  $                  10,000  $                       -   0.00  $                  10,000 100.00
75 Internet Expense  $                  13,600  $               11,261 82.80  $                    2,339 17.20
76 Recip. Borrow. Subsidy Fund Ex  $                200,000  $                       -   0.00  $                200,000 100.00
77 Contingency Expense  $                  27,417  $                    914 3.33  $                  26,503 96.67
78 LSTA Grant/Technology Expense  $                  38,000  $                 1,205 3.17  $                  36,795 96.83
79 TNS E-Rate Rebate Expense  $                    6,000  $                 2,739 45.65  $                    3,261 54.35
80
81 Total General Expenditures  $             3,441,239  $          1,848,091 53.70  $             1,593,148 46.30
82
83 Special Expenditures
84 Recip. Borrow. Passthrough Exp  $             1,326,694  $          1,326,694 100.00  $                          -   0.00
85 W.Milw. Recip. Borrow. Exp.  $                  62,905  $               62,905 100.00  $                          -   0.00
86 RB-MCFLS Subsidy Payment Exp  $                109,788  $             109,788 100.00  $                          -   0.00
87
88 Total Special Expenditures  $             1,499,387  $          1,499,387 100.00  $                          -   0.00
89
90 Total Expenditures  $             4,940,626  $          3,347,478 67.75  $             1,593,148 32.25

 ATTACHMENT C

 

RESOLUTION OF APPRECIATION AND CONDOLENCE

 

With the passing of James Snow, the Milwaukee County Federated Library System has lost a dedicated partner and a good friend; and

 

WHEREAS, James Snow served with distinction as a Board Trustee since February 1995, and

 

WHEREAS, James Snow’s MCFLS Board appointment was classified as “Member Library Board Member” by virtue of his equally distinguished service on the Board of the Wauwatosa Public Library; and

 

WHEREAS, James Snow served one tenure as MCFLS Board President, from January1999 to December 2000, and one tenure as Board Vice-President, from January 1997 to December 1998; and

 

WHEREAS, James Snow was an active participant and contributor to numerous Board standing and ad hoc committees, working groups, and study panels, and played a key role in achieving consensus on many difficult implementation issues associated with the CountyCat computer system and various Membership Agreements; and

 

WHEREAS, James Snow loved learning and was a vocal advocate concerning the benefits to Milwaukee County citizens of library cooperation and resource sharing; and

 

WHEREAS, James Snow consistently sought equity among MCFLS member libraries and, at all time, gave the highest priority to the needs of the library user; and

 

WHEREAS, all who have known and worked with him will miss James Snow and the leadership he provided during the past years; now, therefore,

 

BE IT RESOLVED, that the Milwaukee County Federated Library System Board of Trustees does herewith express its condolence to the family of James Snow upon his death and expresses its thanks for his many contributions to the Milwaukee County Federated Library System.

 ATTACHMENT D

August 20, 2003

Greg Reiman, Executive Assistant
Courthouse, Room 306
901 N. 9th St
Milwaukee, WI 53233

Dear Mr. Reiman:

For your future reference, I am enclosing an updated version of the MCFLS Board members and their appointment category.

As you know we still retain the vacancy of the “citizen” slot (as stipulated in state statutes) previously held by the late Dr. Pablo Pedraza.   At this time I wish to formally notify you of yet another MCFLS vacancy attributable to recent death of James E. Snow (see enclosed obituary).  Mr. Snow held a “member library board member” slot (also stipulated in state statutes).  Mr. Snow’s appointment to the MCFLS Board, as with that of Dr. Pedraza, was set to expire at the end of 2003.  Therefore, in both cases, the Executive has two options; to appoint to simply fill the remaining period of these two terms (with a separate term renewal action taken at the end of this year), or to take a single action that makes an appointment that would terminate on December 31 of 2006.

MCFLS is aware of County Executive Walker’s recent letter to Board President Michael D’Amato concerning his willingness to have the ICC appoint the Library Federation’s Board.  At it’s meeting on August 18, the MCFLS Board discussed the possibility that, in the interim prior to affecting a change in state law, the County Executive might choose to consider soliciting the ICC as a source for potential nominees.  However, as the statute currently stands the County Executive continues to hold the sole official appointing authority and the oversight and accountability responsibilities that go with it.

The MCFLS Board is only a seven-member body and with two vacancies it will be, of course, difficult to produce predictable quorums and conduct Federation business.  As the Board moves into the 2004 negotiating year, having a full compliment of Board members will be essential.  If you have any questions, please contact me at doris.nix@mcfls.org or 414-286-8149.

Thank you for your consideration in this regard.

Doris Nix, Director

Cc:       Mike D’Amato
         Dick Maslowski
         Paul Ziehler    

 

 ATTACHMENT E

 

County Cat (On-Line Catalog) | Find Your Library! | Who is MCFLS?