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BOARD OF TRUSTEES
Regular Meeting
Monday, August 23, 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 regular meeting on Thursday, July 29, 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.

          A.  TAC Report – August 2004
                                  ACCEPT and PLACE ON FILE 

 V.       REPORTS REQUIRING ACTION.

 

       A. Finance and Personnel Committee.

 

1.2003 MCFLS Audit. Presentation.

 

2. Financial Report – July 2004. Document will be distributed at the meeting. 
                      ACTION    

 

3.  2004 – Proposed Mid-Year Budget Revision.

                                  ACTION    ATTACHMENT B

 

4.  2005 – Preliminary Budget.
                      ACTION   ATTACHMENT C

 

5.  2005 Library Services and Technology Act Grant.

                        ACTION

 

          B. Proposed Library Listening Session.
                                   ACTION  ATTACHMENT D

 

VI.           BOARD – INFORMATIONAL ITEMS.
A. Reciprocal Borrowing Discussions.

   1. Report from TAC Meeting of August 5.
   2. Report from ICC Meeting of August 9.  

 

VII.      EXECUTIVE SESSION. – Director Contract.

             

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”
1. Director Contract.

 

C.        Motion to Move Out of Executive Session.

 

                        D.       Report Out of Executive Session.

 


VIII.     NEXT MEETING DATE. – September 20, 2004 (Monday)


    

IX.       ADJOURNMENT.

 

ATTACHMENT  A

 

 

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM

Board of Trustees

 

Regular Meeting Held Thursday, July 29, 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

                                Dora Montoya, Trustee

                                Ron Tays, Trustee

 

Excused:                  Ryan McCue, Trustee

       Martin Schreiber, Trustee

 

Staff:                        Jim Gingery, Acting Director/Library Systems Administrator

                                Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)

 

Others:                    Beth Carey, Shorewood Public Library

       Jennifer Gonda, City of Milwaukee Budget Office

       Arnie Gutkowski, Brown Deer Public Library

                                Tracy Herold, Whitefish Bay

                                Kate Huston, Milwaukee Public Library

                                Mike Koszalka, West Allis Public Library

                                Pat Laughlin, Hales Corners Public Library

                                Sr. Mary Ellen Paulson, West Allis Public Library

                                Bob Pfeiffer, South Milwaukee Public Library

                                Rebecca Roepke, Cudahy Family Library

                                Taj Schoening, Milwaukee Public Library

                               

 

I.          CALL TO ORDER.  President D’Amato called the regular meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:18 a.m. 

 

II.         APPROVAL OF MINUTES.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the minutes of the Wednesday, July 7, 2004 meeting as shown as  Attachment A of the agenda packet.  Unanimously approved.

 

III.        PUBLIC COMMENT.  None

 

IV.        TECHNICAL ADVISORY COMMITTEE – REPORT.  Acting Director Gingery reported that the June 2004 TAC report is shown as Attachment B of the agenda packet.  There was no July meeting and the next meeting will be held August 5.  Vice President Maslowski moved and Treasurer Ziehler 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.  Treasurer Ziehler reported that due to the length of the Director Candidate Interviews at the Finance & Personnel Committee meeting prior to this meeting that the remaining agenda items were not discussed and therefore will be considered by the Committee of the Whole at this meeting.

 

1.   Financial Reports – May and June 2004.  Acting Director Gingery noted that in Attachment C of the agenda packet, line 58 of the June report reflects an overage and that line will be readjusted in the mid-year revision which will be presented next month.  The 2003 audit will be in next month’s agenda as well as a preliminary 2005 budget document.  Treasurer Ziehler moved and Trustee Tays seconded a motion to accept the May and June financial reports as presented.  Unanimously approved.

 

2.   MCFLS/MPL Delivery Contract.  Treasurer Ziehler noted that Attachment D of the agenda packet is a one-year contract with Milwaukee at a very modest increase in cost.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the contract as presented.  Unanimously approved. 

 

3.    MCFLS/MPL Cataloging Contract.  Treasurer Ziehler reported that Attachment E of the agenda packet is a three-year contract with Milwaukee at a one-percent increase.  Acting Director Gingery negotiated on MCFLS’ behalf.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the contract as presented.  Unanimously approved.

 

VI.                 BOARD OF TRUSTEES – OTHER REPORTS REQUIRING ACTION.

 

A.        Letters from Brown Deer, St. Francis and West Allis Public Libraries regarding MCFLS assisting reciprocal borrowing process.  President D’Amato referred to the letters contained in Attachment F from Brown Deer, St. Francis and West Allis.  Acting Director Gingery also noted that letters were received from Cudahy, Franklin and Whitefish Bay as well and they are shown as Exhibits 1-3 attached to these minutes.  Bob Pfeiffer noted that a letter will be sent shortly from South Milwaukee and that is attached as Exhibit 4 to these minutes. 

 

Treasurer Ziehler asked that the MCFLS Board initiate the process of assisting the libraries in the reciprocal borrowing discussions.  President D’Amato stated that he is aware that a group of library directors will be meeting soon to discuss the topic.  Treasurer Ziehler would like all libraries involved and would like the meetings to be organized.    Treasurer Ziehler moved and Trustee Tays seconded a motion that Vice President Maslowski chair the discussions; Vice President Maslowski declined the chairmanship due to a lack of adequate time available in his schedule to do the job properly. 

 

President D’Amato suggested that the member library directors meet with Acting Director Gingery observing.  After further discussion it was the consensus of the Board that the TAC Chair lead the discussions and that the agenda of the August 5 meeting be amended to add this topic for discussion.  TAC Chair Beth Carey agreed to chair the meeting to discuss reciprocal borrowing.

 

Pat Laughlin, Hales Corners Library Director, suggested that the MCFLS Board send a clear message to municipal officials and Library Boards to ask that they attend the meeting.  She feels that library directors should make recommendations to MCFLS and local officials.  Pat feels that the directors can do the work but they must be given the directive from their bosses.

 

Treasurer Ziehler amended his motion and Trustee Tays agreed to ask that the TAC add the topic of reciprocal borrowing to their August 5 meeting agenda and that MCFLS invite Board Presidents, Mayors and Administrators to the first effort to agree upon reciprocal borrowing.  Unanimously approved.    

 

A D D E N D U M   A G E N D A   I T E M S

 

Letter to State of Wisconsin – Department of Public Instruction requesting additional annual allocation of money to MCFLS for purpose of subsidizing cost of Resource Library to serve out-of-county residents.  Acting Director Gingery reported that during the Resource Library Agreement discussions MCFLS agreed to send a letter to the State and, if necessary, to adjoining library systems, asking for compensation for the use of the Milwaukee Public Library by out-of-county residents.  This would be funding that would go to Milwaukee.  Copies of the letter will go to the County Executives of the adjoining counties.  Vice President Maslowski moved and Treasurer Ziehler seconded a motion to send the letter as noted and directed by the Board at their last meeting.  Unanimously approved.  Exhibit 5 attached to these minutes is a copy of the letter sent.

 

Letter to State of Wisconsin – Department of Public Instruction and State of Wisconsin – Governor requesting that Public System Aids be raised to 10% indexing.  Acting Director Gingery reported that at the last MCFLS Board meeting there was action to have a letter drafted and reviewed at this meeting asking the State for a continuing annual allocation.  Acting Director Gingery noted that many of the library systems are now sending letters to the State asking that more funding be provided to library systems and he feels that that approach would work best for MCFLS as well at this time.  Knowing that the 13% funding level may never be reached and realizing that the current level is about 8%, he feels that asking for funding at the 10% level may be reasonable and accomplish the amount of additional funds MCFLS could really use in its budget.  Treasurer Ziehler agreed that the approach of the letter is better and helps all library systems statewide.  Acting Director Gingery was directed to modify the letter to eliminate references to reciprocal borrowing and to have Treasurer Ziehler and President D’Amato review before mailing; copies to County delegates.  A finalized copy of the letter is shown as Exhibit 6 attached to these minutes. 

 

VII.               EXECUTIVE SESSION.

 

A.        MCFLS Director Recruitment. 

 

1.   Motion to Move into Executive Session.  Treasurer Ziehler moved and Trustee Montoya seconded a motion to move into closed session.  The motion passed unanimously on an affirmative roll call vote.

 

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

 

3.   Motion to Move Out of Executive Session.  Treasurer Ziehler moved and Trustee Tays seconded a motion to move out of closed session.  The motion passed unanimously on an affirmative roll call vote.

 

4.   Report Out of Executive Session.  President D’Amato reported that the Board voted unanimously to proceed in negotiations with one of the final candidates.  It is believed that final action will be taken at the August 23, 2004 meeting.

 

VIII.             NEXT MEETING DATE – Monday, August 23, 2004 – 9 a.m.  Shown here for informational purposes.

 

IX.                ADJOURNMENT.  With no further business, the meeting was adjourned on a motion made by Treasurer Ziehler and seconded by Vice President Maslowski.  Unanimously approved.

 

 

ATTACHMENT   B 

 

1 Milwaukee County Federated Library System
2 Proposed Mid-Year Budget Revision
3 2004
4
5 General Revenues Approved Revised Comparison
6 State Aid Revenue  $           2,531,431  $              2,531,431  $                       -
7 Milwaukee County Allocation  $                66,650  $                   66,650  $                       -
8 W. Milwaukee Cont.-Other  $                52,777  $                   52,777  $                       -
9 Interest on Invested Funds  $                30,000  $                   20,000  $            (10,000)
10 Member Supply Revenue  $                30,000  $                   30,000  $                       -
11 Member Postage Revenue  $                50,000  $                   50,000  $                       -
12 Member OCLC Revenue  $              103,175  $                 103,175  $                       -
13 Member Telecomm. Revenue  $                16,800  $                   16,800  $                       -
14 Mem. Software Maint.Basic Rev  $              142,008  $                 142,008  $                       -
15 Mem. Software Maint.-Other Rev  $                10,986  $                   10,986  $                       -
16 Member Tech. Assist.-Time Rev.  $                25,000  $                   25,000  $                       -
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  $              166,000  $                 276,204  $           110,204
21 Staff Benefits Co-Pay Revenue  $                  8,100  $                     7,894  $                 (206)
22 LSTA Grant/Technology Revenue  $                39,600  $                   52,568  $             12,968
23 TNS E-Rate Rebate Revenue  $                  6,000  $                     6,000  $                       -
24  
25 Total General Revenues  $           3,383,527  $              3,496,493  $           112,966
26
27 Special Revenues
28 W. Milwaukee Cont.-R.B.  $                59,444  $                   59,444  $                       -
29 Member Recip. Borrow. Revenue  $           1,080,877  $              1,080,877  $                       -
30  
31 Total Special Revenues  $           1,140,321  $              1,140,321  $                       -
32  
33 Total Revenues  $           4,523,848  $              4,636,814  $           112,966
34  
35 General Expenditures
36 Fringe Benefits Exp.  $              164,090  $                 148,190  $             15,900
37 Salaries Expense  $              421,813  $                 388,453  $             33,360
38 Telephone Renewal Expense  $                  1,050  $                     1,050  $                       -
39 TNS Calls/Notices Expense  $                25,000  $                   25,000  $                       -
40 Mileage Reimbursement Exp.  $                     500  $                        300  $                  200
41 Conference Expense  $                  3,000  $                     3,000  $                       -
42 Staff Training Expense  $                     500  $                        500  $                       -
43 Memberships Expense  $                  4,000  $                     5,500  $              (1,500)
44 Office Supplies Expense  $                  1,000  $                     1,000  $                       -
45 Copy Machine Maint. Expense  $                  1,000  $                     1,000  $                       -
46 MCFLS Printing Expense  $                  1,500  $                     1,500  $                       -
47 Members Printing Expense  $                  5,000  $                     5,000  $                       -
48 Database Expense  $                          -  $                     2,000  $              (2,000)
49 MCFLS Postage Expense  $                  2,000  $                     2,000  $                       -
50 Members Postage Expense  $                50,000  $                   50,000  $                       -
51 Members Forms/Supplies Expense  $                30,000  $                   30,000  $                       -
52 MCFLS Telephone Expense  $                  5,000  $                     5,000  $                       -
53