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BOARD OF TRUSTEES
Regular Meeting
Monday, December 8, 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  meeting on Monday, November 10, 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 Reports - December 2003.    
                                          ACCEPT and PLACE ON FILE

B.  Board Confirmation of 2004 TAC Chairperson.  
                                                                ACTION

        

                 V.   REPORTS

                    A.  Finance and Personnel Committee.

                       1. Financial Report - October 2003.   
                                                       ACTION   ATTACHMENT B
 

                       2. MCFLS/MPL Resource Library Agreement Update.
                                                         INFORMATION

                                a. Letter to City of Milwaukee Comptroller   
                                                         ATTACHMENT C  INFORMATION

                       3. 2004 DLTCL System Plan and Budget.  
                                                           ATTACHMENT D not on web ACTION                                               

                       4. 2004 West Milwaukee Charges.
                                                         ATTACHMENT E   INFORMATION      

                       5. Director Recruitment.

     EXECUTIVE SESSION–IF NECESSARY 

     a.      Motion to Move into Executive Session. 

     b.      In Executive Session.  Pursuant to Wisconsin Statutes 19.85(1)(c) “Employment promotion, compensation or performance evaluation data of any public employee over which the governing body has jurisdiction or exercises responsibility.”

      c.      Motion to Move Out of Executive Session.

                              d.      Report Out of Executive Session.   ACTION

                B.    Dates of 2004 Meetings  ATTACHMENT F

                            

             VI. NEXT MEETING DATE - January 5, 2004.

                        

              VII.   ADJOURNMENT.

 

ATTACHMENT A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees
Regular Meeting Held Monday, November 10, 2003
 At
 Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI  53233

  ROLL CALL

 

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
                              Beth Carey, Shorewood Public Library
                              Terri Delke, Greenfield Public Library
                              Bruce Gay, Milwaukee Public Library
                              Kate Huston, Milwaukee Public Library
                              Paula Kiely, Milwaukee Public Library
                              Pat Laughlin, Hales Corners 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 9:08 a.m.

 

II.                   APPROVAL OF MINUTES.  Trustee Schreiber moved and Treasurer Ziehler seconded a motion to approve the minutes of the regular meeting held Monday, September 29, 2003 as presented in Attachment A of the agenda packet.  Unanimously approved.

 

III.                 PUBLIC COMMENT.  None. 

 

[Trustee Schreiber requested that the MCFLS/MPL Resource Library Agreement agenda item be discussed first since he had a limited time available to attend this meeting this morning.  The Board agreed.  The minutes are shown in numerical order, however.]

 

IV.                 TECHNICAL ADVISORY COMMITTEE – REPORT

 

A.      TAC Reports – October and November 2003.  Director reviewed Exhibit 1attached to these minutes, which are the minutes of the October TAC meeting prepared by TAC Chair Tracy Blaschka.  Treasurer Ziehler questioned whether the Maintenance of Effort issue was addressed at all during budget discussions.  Director Nix responded that member libraries are aware that MCFLS should be alerted immediately since that situation, if it were to occur, would place MCFLS out of compliance with the State.  Director Nix noted that this topic is a statewide concern.  Vice President Maslowski moved and Treasurer Ziehler seconded a motion to accept and place the report on file.  Unanimously approved. 

 

V.                   REPORTS

 

A.      Finance and Personnel Committee.

 

1.             Financial Report – September 2003.  Treasurer Ziehler noted that Attachment B of the agenda packet looks on target for this time of the year.  The Finance & Personnel Committee recommends approval of the report as presented.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the report as presented.  Unanimously approved.

 

2.                    2004-05 Bargaining Unit Agreement.  Treasurer Ziehler reported that Attachment C of the agenda packet reflects the outcome of the two-year union agreement contract negotiations.  Director Nix reported that Business Manager Judy Kaniasty, represented MCFLS during negotiations this fall.  The Finance & Personnel Committee recommends approval.  Treasurer Ziehler noted that MCFLS received notification last week of acceptance in the State Health Insurance Program, which has been budgeted for in 2004 in anticipation of acceptance.  Treasurer Ziehler moved and Vice President Maslowski seconded approval of the 2004-05 bargaining unit agreement as reportedly negotiated.  Unanimously approved.  [Trustee Schreiber left the meeting at 9:30 a.m.]

 

3.                    2004 Line Item Budget and Narrative.  Treasurer Ziehler referred to Attachment D and reported that the Finance & Personnel Committee reviewed the 2004 budget and recommends approval with the modification of the addition of the 2003 LSTA Grant amount of $38,000 be inserted appropriately since it was inadvertently left out.  Treasurer Ziehler moved and Vice President Maslowski seconded approval of the 2004 budget as modified.  Unanimously approved. 

 

4.                    MCFLS/MPL Resource Library Agreement.  Treasurer Ziehler reported that the Finance & Personnel Committee has no recommendation to bring forward on this agreement at this time.  Currently the amount of the contract is $1.3 million and failing a new agreement being negotiated, the 2003 contract continues for 2004.  Treasurer Ziehler’s main financial concern is in 2005 when the MCFLS portion of reciprocal borrowing is projected to be over $500,000 with absolutely no funds set aside for this expenditure.   MCFLS would consider an amount somewhere between $500,000 and $750,000 for the MCFLS/MPL Resource Library Agreement to meet current fiscal obligations. 

Trustee Schreiber, who also serves on the Milwaukee Public Library Board, noted that Milwaukee would like to settle this without the State needing to mediate.  Milwaukee does not feel it is fair to reduce the amount of the contract to fund the MCFLS reciprocal borrowing subsidy.  Trustee Schreiber moved and Vice President Maslowski seconded a motion (for the purpose of discussion) to extend the current contract for one year at the cost of $1.3 million.   Vice President Maslowski stated that at a MCFLS Board meeting several month ago notice was made of our inability to meet financial obligations in 2005 under current conditions.  All MCFLS Board members appreciate all sides of this issue, however MCFLS does not have the money in 2005 to continue funding the Resource Library Agreement at $1.3 million with the reciprocal borrowing commitment hanging overhead.  State funding is uncertain and he believes MCFLS needs to sit down with Milwaukee as soon as possible to determine the best solution with a $600,000 deficit for 2005.  The County is not willing to levy a tax and a solution needs to be found.  After discussion, the motion was withdrawn by Trustee Schreiber. 

To alleviate the immediate City of Milwaukee budget concern, the MCFLS Board will send a letter to the City of Milwaukee Comptroller stating that the State Statutes require  that the $1.3 million be paid and that amount is budgeted in 2004 for the MCFLS/MPL Resource Library Agreement.   

  

4.             MCFLS/MPL Resource Library Agreement.  (continued)

 President D’Amato presented a proposal, shown as Exhibit 2 attached to these minutes, (which he also recently shared with the ICC Library Study Committee) as an option to be considered by the MCFLS Board which freezes reciprocal borrowing payments and only requires a payment of $25,000 for the Resource Library Agreement but transfers the Milwaukee reciprocal borrowing payment to MCFLS. 

 There was unanimous consent to appoint a committee to develop a 2005 budget. 

 

5.                    Director Recruitment Process Discussion.  Treasurer Ziehler reported that the Search Committee met last Friday and interviewed one candidate and will be holding additional interviews in the near future.  No action was taken at this meeting.  Treasurer Ziehler noted that this meeting was not noticed and probably should have since the Search Committee consists of the Finance & Personnel Committee members.  The oversight was not noticed by him until after the meeting was over but he wanted to bring this to everyone’s attention.  Search Committee Meetings will be noticed properly in the future. 

 

6.                    Final Reciprocal Borrowing Numbers – Payable in February 2004.  Treasurer Ziehler presented Attachment E of the agenda packet for informational purposes. 

 

B.       2004 MCFLS Board of Trustees Officers.  Appointment of a Nominating Committee or Reaffirmation of Current Officers Pending Appointment of New Board Members.  Vice President Maslowski moved and Treasurer Ziehler seconded a motion to reaffirm the current slate of officers at this time.  Unanimously approved.  Trustee McCue noted that nominations for MCFLS Board nominations closed last Friday and one person which would serve as a citizen member is in the works and a local library board member slot still needs to be filled. 

 

C.       Resolution of Appreciation to Doris Nix.  President D’Amato read and presented a framed copy of Attachment F of the agenda packet to Doris Nix.  Treasurer Ziehler moved and Trustee McCue seconded a motion to adopt the resolution as presented.  Unanimously approved.  Treasurer Ziehler noted that Director Nix will be on the payroll until 1/2/04 and an Interim Director will be named if necessary after that time. 

 

D.      NEXT MEETING DATE – December 8, 2003.  Listed here for informational purposes. 

 

VI.                 ADJOURNMENT.  With no further business to come before the Board, the meeting was adjourned by unanimous consent.


  ATTACHMENT B

MCFLS Financial Report - October 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  $             19,891 66.30  $               10,109 33.70
8 Member Supply Revenue  $               40,000  $             21,983 54.96  $               18,017 45.04
9 Member Postage Revenue  $               60,000  $             39,531 65.89  $               20,469 34.12
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  $             12,589 62.94  $                 7,411 37.06
15 Member Tech Assist-Matls Rev  $               30,000  $             23,567 78.56  $                 6,433 21.44
16 Member Special Projects Revenu  $               50,000  $             45,400 90.80  $                 4,600 9.20
17 TNS Calls/Notices Revenue  $               25,000  $             18,524 74.10  $                 6,476 25.90
18 Carryover Revenue  $             315,974  $           315,974 100.00  $                      -   0.00
19 Staff Benefits Co-Pay Revenue  $                 6,720  $               5,090 75.74  $                 1,630 24.26
20 Baby's First Books 2003 Grant  $               10,000  $             10,000 100.00  $                      -   0.00
21 LSTA Grant/Technology Revenue  $               38,000  $             38,000 100.00  $                      -   0.00
22 TNS E-Rate Rebate Rev.  $                 6,000  $               5,772 96.20  $                    228 3.80
23
24 Total General Revenues  $          3,551,027  $        3,475,654 97.88  $               75,373 2.12
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  $        4,865,253 98.47  $               75,373 1.53
33
34 Annual Budget Year to Date % Balance %
35
36 General Expenditures
37 Fringe Benefits Exp.  $             149,505  $           130,539 87.31  $               18,966 12.69
38 Salaries Expense  $             420,628  $           342,934 81.53  $               77,694 18.47
39 Telephone Renewal Expense  $                 1,050  $                  676 64.38  $                    374 35.62
40 TNS Calls/Notices Expense  $               25,000  $             15,003 60.01  $                 9,997 39.99
41 Mileage Reimbursement Exp.  $                    500  $                  361 72.20  $                    139 27.80
42 Conference Expense  $                 2,000  $               1,573 78.65  $                    427 21.35
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  $                  587 29.35  $                 1,413 70.65
47 Copy Machine Maint. Expense  $                 2,900  $               2,116 72.97  $                    784 27.03
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  $               1,101 55.05  $                    899 44.95
51 Members Postage Expense  $               60,000  $             40,081 66.80  $               19,919 33.20
52 Members Forms/Supplies Expense  $               40,000  $             16,789 41.97  $               23,211 58.03
53 Telephone Expense  $                 5,000  $               2,295 45.90  $                 2,705 54.10
54 Meetings Expense  $                    400  $                  315 78.75  $                      85 21.25
55 Insurance Expense  $                 9,000  $               8,888 98.76  $                    112 1.24
56 Legal Expense  $                 5,000  $               1,840 36.80  $                 3,160 63.20
57 Audit Expense  $                 5,000  $               5,000 100.00  $                      -   0.00
58 Payroll Service Expense  $                 3,000  $               2,135 71.17  $                    865 28.83
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  $             13,634 73.70  $                 4,866 26.30
62 OCLC Expense  $             120,000  $           119,200 99.33  $                    800 0.67
63 Equipment Expense  $                 3,000  $                  194 6.47  $                 2,806 93.53
64 Member Tech Assist-Matls Exp  $               30,000  $             26,207 87.36  $                 3,793 12.64
65 Member Special Projects Expens  $               50,000  $             48,235 96.47  $                 1,765 3.53
66 Bonded Delivery Exp.  $               72,000  $             42,761 59.39  $               29,239 40.61
67 MPL Delivery Contract Expense  $               53,362  $             40,022 75.00  $               13,340 25.00
68 So. Central Del Contract Exp  $               17,670  $             17,670 100.00  $                      -   0.00
69 Auto Lease/Maintenance Expense  $                 4,000  $               3,523 88.08  $                    477 11.92
70 MPL Reference Contract Expense  $          1,300,000  $           975,000 75.00  $             325,000 25.00
71 MPL Rent Lease Contract Exp.  $             105,000  $             78,750 75.00  $               26,250 25.00
72 ILS/WISCAT Expense  $               26,500  $             25,150 94.91  $                 1,350 5.09
73 MPL Cataloging Contract Expens  $             410,002  $           307,502 75.00  $             102,500 25.00
74 Baby's First Books 2003 Grant  $               10,000  $                  498 4.98  $                 9,502 95.02
75 Internet Expense  $               13,600  $             12,393 91.13  $                 1,207 8.88
76 Recip. Borrow. Subsidy Fund Ex  $             200,000  $                    -   0.00  $             200,000 100.00
77 Contingency Expense  $               27,417  $               1,145 4.18  $               26,272 95.82
78 LSTA Grant/Technology Expense  $               38,000  $             15,855 41.72  $               22,145 58.28
79 TNS E-Rate Rebate Expense  $                 6,000  $               2,739 45.65  $                 3,261 54.35
80
81 Total General Expenditures  $          3,441,239  $        2,485,941 72.24  $             955,298 27.76
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  $        3,985,328 80.66  $             955,298 19.34

 ATTACHMENT C

November 10, 2003

W. Martin Morics, Comptroller
City of Milwaukee
City Hall, Room 404
200 E. Wells St.
Milwaukee, WI 53202

Dear Mr. Morics:

It has come to the attention of the Milwaukee County Federated Library System (MCFLS) Board of Trustees that, for accounting and budgeting purposes, the City of Milwaukee requires confirmation of MCFLS payment intent concerning the contract between itself and the Milwaukee Public Library (MPL).   This Resource Library Agreement provides for access to the services of the MPL Central Library by all citizens of Milwaukee County.

While MCFLS and MPL have not reached agreement on a new contract, per state statute (43.16(1)(a)), terms of the 2003 Agreement will be automatically extended for a one-year period.  In line with that statutory requirement, at its meeting this morning, the MCFLS Board approved a payment to MPL of $1,300,000 for calendar year 2004 and formally approved a Library Federation 2004 budget that includes full-funding for that payment.

It is MCFLS’ intent to continue working with MPL toward contract terms agreeable to both sides.  I hope that the information provided above will prove sufficient to allow you to enter said payment into the MPL budget as a revenue item.

 Sincerely,

 Michael D’Amato
MCFLS Board President

Cc:        MCFLS Board
         Kathleen Huston, City Librarian


 ATTACHMENT E

 

10-06-03 

  

October 1, 2002 - September 30, 2003
Reciprocal Borrowing Fiscal Year

 

 Following are the FINAL calculations used to determine the amount due to the Milwaukee County Federated Library System (MCFLS) for payment for use of MCFLS member libraries by Village of West Milwaukee residents. 

 County Population (2003 WI/Dept of Admin.)                  941,301

 West Milwaukee Population (2003 WI/DOA)                       4,149

 Circulation 10/01/02 - 09/30/03
(At all MCFLS libraries)                                     8,090,709

 10/01/02 - 09/30/03 circulation to
West Milwaukee residents from MCFLS
member libraries                                             26,996

2001 MCFLS member expenditures
Totals as reported/DPI Annual Rpt.                     $33,351,337

Per capita expenditures              $ 33,351,337/941,301 = $ 35.43

County per capita circulation              8,090,709/941,301 = 8.60

W. Milwaukee per capita circulation             26,996/4,149 = 6.51

6.51/8.60 = .757 x $ 35.43 = $ 26.82

4,149 x $ 26.82 = $ 111,276



2004 Automation Charges



Computer System Charges:  100% of all applicable charges x % of total MCFLS circulation transactions attributable to West Milwaukee  residents.

 

     Applicable Costs:  $ 286,453 

     Total MCFLS Circulation:  8,090,709 

     West Milwaukee Circulation:  26,996 

     Formula: 26,996/8,090,709 =  .0033 

     $ 286,453 x .0033 = $ 945

 Total $ 112,221

 

ATTACHMENT F

Milwaukee County Federated Library System
Board of Trustees
Meeting Dates, January-April 2004

January 5, 2004

February 9, 2004

March 8, 2004

April 19, 2004

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