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BOARD OF TRUSTEES
Regular Meeting
Monday, April 19, 2004
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, February 9, 2004.

                                      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.

              TAC Report – April 2004.  ACCEPT AND PLACE ON FILE.           

V.          REPORTS   

             A.   Finance and Personnel Committee

              1.   Financial Reports – January and February, 2004.

                                           ACTION    ATTACHMENT B

               2.   Wisconsin Public Library Consortium (NetLibrary subscription for all libraries – offer from WPLC to MCFLS for membership in 2004)                                        ACTION    ATTACHMENT C

               3.   Reciprocal Borrowing Statistical Update – October 2003 through March 2004. These figures impact the 2005 calendar year payout.                      INFORMATION ATTACHMENT D
                             

4.   Proposal (2/18) from Milwaukee Public Library Board of Trustees regarding Reciprocal Borrowing and Resource Agreement.    INFORMATION ATTACHMENT E

 

5.   Member Agreement. Update.

a. Greenfield, Wauwatosa, and St Francis correspondence (2/19) requesting an extension of agreement.        INFORMATION ATTACHMENT F

             
b. MCFLS response to Greenfield, St. Francis, and Wauwatosa request (3/3)                                   INFORMATION ATTACHMENT G

             
c. West Allis correspondence (3/25)requesting an extension of current agreement.
                    INFORMATION ATTACHMENT H

d. Brief summary of projected budgetary impact to MCFLS if current member agreement is extended for 2, 3, or 4 years (assuming flat revenues and little or no change in expenditures).                  
                    INFORMATION ATTACHMENT I

e. Next meeting re: Member Agreement – 4/27 (Tue) 10am

                  

                   6.   MCFLS/MPL Resource Library Agreement Update.
                       
Correspondence (3/26) from Richard Grobschmidt, Assistant Superintendent of DPI’s Division for Libraries, Technology, and Community Learning  outlining next steps in mediation and agenda for mediation meeting of 4/21.    
 
                        INFORMATION ATTACHMENT J

 

 VI.         BOARD – DISCUSSION/INFORMATIONAL ITEMS

                       A.            MCFLS Long-Range Planning. Discussion.

B.            Board Committee Appointments
              INFORMATION ATTACHMENT K

 C.            MCFLS Board Meeting Schedule (2004)

                                                INFORMATION  ATTACHMENT L

  VII.         NEXT MEETING DATE

 VIII.        ADJOURNMENT

ATTACHMENT A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees
Regular Meeting Held Monday, February 9, 2004

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
                        Dora Montoya, Trustee
                        Martin Schreiber, Trustee

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

Others:             Donald Bulley, South Milwaukee Public Library Board
                        Beth Carey, Shorewood Public Library
                        Bruce Gay, Milwaukee Public Library
                        Kate Huston, Milwaukee Public Library
                        Maggie Luczywko, St. Francis Public Library
                        Mary Mulroy, Wauwatosa 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 9:08 a.m.

II.                 APPROVAL OF MINUTES.  Vice President Maslowski moved and Treasurer Ziehler seconded a motion to approve the minutes of the regular meeting held Monday, January 5, 2004 as presented in Attachment A of the agenda packet.  Unanimously approved. 

III.               PUBLIC COMMENT.  None

IV.              TECHNICAL ADVISORY COMMITTEE – REPORT

A.                 TAC Report – December 2003.  No December 2003 TAC report was presented.  Exhibit 1 attached to these minutes is a written report of the January 2004 TAC meeting held January 8^th that was distributed at the meeting.  Accept and Place on File.

V.                 REPORTS

A.                 Finance and Personnel Committee.

1.      Financial Report – December 2003.  Treasurer Ziehler noted that Attachment B of the agenda packet is pre-audit figures; by looking at the report he is confident that the reciprocal borrowing subsidy will be available as projected.  The Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the report as presented.  Unanimously approved.

2.      2003 MCFLS Annual Report to DPI and Fiscal Statements.  Acting Director Gingery reported that Attachment C is patterned after the 2002 report.  Treasurer Ziehler reported that the Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the report as presented and forward it to Madison as required.  Unanimously approved.

3.      Reciprocal Borrowing Quarterly Statistical Update – October 2003 through December 2003.  Treasurer Ziehler reported that Acting Director Gingery had prepared Attachment D of the agenda packet as a means to monitor the 2005 reciprocal borrowing subsidy payment.  Acting Director Gingery reviewed the report.

4.      Interlibrary Services – Consideration of Contract Renewal with MPL for 2004.

a.         Letter from Milwaukee Public Library.  Attachment E

b.         Correspondences from Sally Drew of State of Wisconsin – Department of Public Instruction.  Attachment F; Attachment G

Treasurer Ziehler referred to the above mentioned attachments and summarized that Milwaukee has received funding from the State via an LSTA grant which does not include interlibrary loan for Milwaukee County residents and also another grant for $10,000 for the interstate delivery of primarily the interlibrary loaning of materials within the State for the 2004 calendar year.  Acting Director Gingery recommends using budgeted funds allocated for the Director position to be used for the interlibrary services contract since the Director position will be vacant for a length of time to cover the cost.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to reinstate the interlibrary loan contract with Milwaukee at a cost of $30,000 for 3/1-12/31/04 and to adjust the budget as suggested above.  Unanimously approved.

Treasurer Ziehler commented that he was reluctant to reinstate a service that had been cut due to budgetary constraints, however Kate Huston and Acting Director Gingery did make good points in favor of reinstatement. 

Mary Mulroy noted that Wauwatosa would continue the model in which they instituted this year.

The Board directed Acting Director Gingery to send a letter to the member libraries announcing the reinstatement of the interlibrary loan service as discussed.

5.      MCFLS/MPL Resource Library Agreement Update.  This agenda item is part of following item and all action taken is reported below.

6.      Correspondence from Mike Cross of DLTCL explaining next step in possible mediation process.  Treasurer Ziehler reported that Attachment H of the agenda packet requests that MCFLS designate a contact person by February 29^th.  Treasurer Ziehler reported that he had been forwarded some emails that were between Acting Director Gingery, Vice President Maslowski and President D’Amato discussing the contact person to be named. Treasurer Ziehler feels that it should be the position of the Board as a whole as to what is said in respect to any mediation.  Acting Director Gingery indicated that he had talked with Mike Cross and if progress is not made in the negotiations between MCFLS and MPL then the State feels they need to be ready to mediate.  President D’Amato would prefer to negotiate without State mediation.  Treasurer Ziehler extended an invitation to Kate Huston to meet soon to continue the negotiations.  President D’Amato stated that Milwaukee should present its proposals to the MCFLS Board.  Treasurer Ziehler suggested that perhaps the proposals should be presented to the Finance & Personnel Committee first if Milwaukee would be willing.  Treasurer Ziehler asked who would be named as the contact and President D’Amato responded that it would be Treasurer Ziehler with direction from the Board. 

7.      Member Agreement – Update.  Treasurer Ziehler reported that the Finance & Personnel Committee recommends that work begin on the development of a member agreement document by the Finance & Personnel Committee and all interested parties with Board approval in June and presentation to all member libraries July 1, 2004 allowing until September 30, 2004 for signature of the contracts.  September 30^th is critical due to the end of the reciprocal borrowing year.  It is an aggressive schedule but MCFLS should attempt to meet it.  It is felt that the past two team approach should not be used again.  The Finance & Personnel Committee should meet at least monthly and perhaps more often to work on agreement and encourage input and participation in the development of the contract.  Treasurer Ziehler moved and Trustee Schreiber seconded a motion to adopt the above described process and timeline.  Unanimously approved.  The Board directed Acting Director Gingery to send a letter under President D’Amato’s signature outlining the process and timeline and encouraging input. 

                                8.      Director Recruitment.

a.         Motion to Move into Executive Session.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to closed session.  The motion passed on a unanimous affirmative roll call vote. 

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.  Trustee Schrieber moved and Vice President Maslowski seconded a motion to move out of closed session at 10:03 a.m..  Unanimously approved.

d.               Report Out of Executive Session.  President D’Amato reported that the second round of recruitment for MCFLS Director would begin April 1, 2004 for a period until May 16 and it is hopeful that a new Director may be in place by June 30th.

Acting Director Gingery will continue as Acting Director for an extended period of time until a new MCFLS Director can be hired. 

Business Manager Kaniasty will be granted a 10% pay increase beginning today until a new Director starts due to increased job duties. 

VI.              NEXT MEETING – March 8, 2004.  The meeting was changed to March 1, 2004 due to President D’Amato’s request.  Trustee McCue and Treasurer Ziehler will not be able to attend due to scheduling conflicts. 

VII.            ADJOURNMENT.  With no further business to come before the MCFLS Board, the meeting was adjourned by unanimous consent at 10:04 a.m.

Milwaukee County Federated Library System
                        Financial Report
For The One Month Ending January 31, 2004