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BOARD OF TRUSTEES
Regular Meeting
Monday, October 11, 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 Monday, September 20, 2004.

                                                                                                    ACTION    ATTACHMENT A

III.       PUBLIC COMMENT

IV.       TECHNICAL ADVISORY COMMITTEE – REPORT.
            A.  TAC Report – October 2004
                                ACCEPT and PLACE ON FILE 


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


  V.       REPORTS REQUIRING ACTION

 

            A.  Finance and Personnel Committee.

                         1.  2005 Line Item Budget and Narrative.  
                                               ACTION    ATTACHMENT B

 

 2.  Proposed MCFLS Management Salary Ranges.
                         ACTION   ATTACHMENT C

 

 3.  2005 DLTCL System Plan and Budget. This was sent out to Board members via email on 10/07/04.
                        ACTION    


 4. Response to Auditor Client Advisory Comments.
     Recommended Procedures to Avoid Conflicts of Interest and to Increase Checks and Balances Within MCFLS Office.                                      ACTION    ATTACHMENT D


B. Proposed 2005-2007 MCFLS Technology Plan 

                                   ACTION   ATTACHMENT E

VI.      MCFLS BOARD.  INFORMATIONAL ITEMS 

 

A.  Response to the MCFLS Board letter of August 4th, 2004, from DPI State Superintendent Burmaster, re: MCFLS requesting additional funding for out-of-county Resource Library Use.  ATTACHMENT F
 

B.  Response to the MCFLS Board letter of August 4th, 2004, from DPI State Superintendent Burmaster, re: MCFLS recommending funding of library systems at 10% indexing for next biennium.   ATTACHMENT G
 

C.  2005-2007 Member Agreement. Update.

 

D.  Final Reciprocal Borrowing Numbers (Oct 2003-Sept. 2004) – Payable in February 2005.
                               ATTACHMENT H
 

E.  Recruitment for MCFLS Library Systems Administrator. Update.

 

            F.  Director’s Report.           ATTACHMENT I 

 

VII.      NEXT MEETING DATE. – November 22, 2004 (Monday)

VIII.     ADJOURNMENT.

ATTACHMENT  A

Milwaukee County Federated Library System

Board of Trustees


Regular Meeting Held Monday, September 20, 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

                                Ron Tays, Trustee

 

Excused:                   Dora Montoya, Trustee

                                Martin Schreiber, Trustee

 

Staff:                        Jim Gingery, Director

                                Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)

 

Others:                     Don Bulley, South Milwaukee Public Library Board

        Terri Delke, Greenfield Public Library

                                Bruce Gay, Milwaukee Public Library

                                Tracy Herold, Whitefish Bay Public Library

                                Kate Huston, Milwaukee Public Library

                                Paula Kiely, Milwaukee Public Library

                                Mike Koszalka, West Allis Public Library

                                Pat Laughlin, Hales Corners Public Library
             Dick Nelson, North Shore 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 9:12 a.m. and introduced Jim Gingery as the new MCFLS Director. 

 

II.        APPROVAL OF MINUTES.  Vice President Maslowski moved and Treasurer Ziehler seconded a motion to approve the minutes of the Monday, August 23, 2004 meeting which are shown as Attachment A of the agenda packet as presented.  Unanimously approved.

 

III.       PUBLIC COMMENT.  None

 

IV.       TECHNICAL ADVISORY COMMITTEE – REPORT.

 

A.  TAC Report – September 2004. Director Gingery distributed and reviewed a handout prepared by TAC Chair Beth Carey outlining the September 2nd meeting, which is shown as Exhibit 1attached to these minutes.  Vice President Maslowski moved and Trustee McCue seconded a motion to accept and place the report on file.  Unanimously approved.

 

V.        REPORTS REQUIRING ACTION.

 

A.   Finance and Personnel Committee

 

1.         Financial Report – August 2004.  Treasurer Ziehler reported that Attachment B of the agenda packet reflects the mid-year budget revision changes as well as what is financially happening through August 2004.  It was noted that all of line 83 has been expended and that will be reflected on next month’s report.  The Finance & Personnel Committee recommends approval.  Vice President Maslowski moved and Trustee Tays seconded a motion to approve the report as corrected.  Unanimously approved.

 

2.         Library Listening Session (Franklin).  Treasurer Ziehler referred to Attachment C of the agenda packet which is an outline of the library listening session scheduled to be held October 23 at the Franklin Public Library.  Director Gingery would like approval to spend an amount not to exceed $1,000 on publicity and food instead of accepting donations from the member libraries for this worthy event.  The Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the request for funding as requested.  Unanimously approved. 

 

3.         Library Council of Southeastern Wisconsin.  Treasurer Ziehler referred to Attachment D of the agenda packet which explains the proposed 2005 contracts for MCFLS continuing education and multi-type cooperation with LCSW and reported that the Finance & Personnel Committee recommends approval.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the contracts with LCSW as presented.  Unanimously approved.

 

Treasurer Ziehler questioned why these 2005 expenditures are being requested for so early.  Director Gingery responded that the planning process for the continuing education contract does take much lead time especially since there has been a year where no contract was in place last year. 

 

4.         MCFLS Flextime Policy Recommendations.  Treasurer Ziehler referred to Attachment E of the agenda packet and reported that the Personnel & Finance Committee recommends approval to continue the policy as stated and re-emphasized.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to continue the policy as written.  Unanimously approved. 

 

IV.       MCFLS BOARD – INFORMATIONAL ITEMS

 

A.  Update to the MCFLS Board letter of August 4th, 2004, to DPI State Superintendent Burmaster, requesting additional funding for out-of-county Resource Library Use.  Director Gingery reported that no response has been received to date.  He has sent a second copy of the letter requesting response and will follow up with a call later this week if necessary.

 

B.  Update to the MCFLS Board letters of August 4th, 2004, recommending funding of library systems at 10% indexing for next biennium; letters were sent to Governor Doyle and DPI State Superintendent Burmaster.  Director Gingery reported that no response has been received from DPI State Superintendent Burmaster yet and he has sent a second copy of the letter requesting response.  Director Gingery will follow up with a phone call this week if a response is not received.  Governor Doyle did respond to the letter, and his response is shown as Attachment F of the agenda packet.  Director Gingery reported that at the most recent SRLAAW meeting the letter was well received and all library systems were encouraged to send a similar letter to both Governor Doyle and DPI State Superintendent Burmaster. 

 

C.  2005-2007 Member Agreement.  Director Gingery reported that five signed agreements have been received in the MCFLS office—Oak Creek, Whitefish Bay, Milwaukee, Hales Corners and North Shore.  President D’Amato noted that MCFLS traditionally waits to receive all of the signed agreements from the member libraries before signing and returning a copy of the members, but he will sign those that have arrived so far after today’s meeting. 

 

D.  Recruitment for MCFLS Library Systems Administrator.  Director Gingery reported that the deadline for submission of applications was Friday, September 17 and 15 applications have been received.  Director Gingery will begin ranking the candidates and making arrangements for interviews.  President D’Amato encouraged consideration of minority applicants.  It was noted that many applicants do not indicate their ethnic background, however his suggested will be taken under consideration. 

 

E.   Director’s Report.  Director Gingery reviewed his report, which is shown as Attachment G of the agenda packet. 

 

VI.       NEXT MEETING DATE – October 12, 2004 (Tuesday).  Shown here for informational purposes.  Treasurer Ziehler noted he will not be able to attend the October 12 meeting due to a scheduling conflict. 

 

VII.     ADJOURNMENT.  With no further business to come before the Board, the meeting was adjourned at 9:33 a.m. 

 

 


ATTACHMENT  B

 

October 11, 2004
 

To:       MCFLS Board
 

Fr:        Jim Gingery
 

Re:       2005 Proposed Budget notes
 

Below please find the highlights of the 2005 proposed budget :
 

 Revenues


 Line 20 – Carryover Revenue. Carryover revenue of $106,000 from  2004 contingency surplus.

 Expenditures
 

Line 36 – Fringe Benefits Expense. Much closer to beginning budget of 2004 since System Director and Library Systems Admin positions will be filled for all of 2005.

Line 37 – Salary Expense.  Much closer to beginning budget of 2004 since System Director and Library Systems Admin positions will be filled for all of 2005.
 

Line 42 – Staff Training Expense. The new Library Systems Admin will require extensivbe training, including the likelihood of customized training from Innovative Interfaces.

Line 44 – Library Council of Southeastern Wisconsin (LCSW) Contracts. Reestablishes contracts for full range of MCFLS Continuing Education programs (5)  and MultiType cooperation. Statutory mandates for systems.

Line 49 – Database Expense. Funds systemwide databases for all members (NetLibrary, Syndetics, etc). MCFLS has larger role in funding online resources for member libraries.

Line 60 – Hardware Capital Fund. Reestablishes this fund for eventual replacement of system hardware.

Line 71 – South Central Delivery Contract.  Reestablishes required statewide delivery contract to serve MCFLS. Systems must fund at this time. No LSTA subsidy available.

Line 79 –  LSTA Grant Expense. Reestablishes intent of grant to purchase additional products and/or services for member libraries.

 

Milwaukee County Federated Library System
Proposed Budget
2005
     
General Revenues 2005 proposed 2004 final Comparison
State Aid Revenue  $           2,531,431  $              2,531,431  $                       -
Milwaukee County Allocation  $                66,648  $                   66,650  $                      2
W. Milwaukee Cont.-Other  $                52,777  $                   52,777  $                       -
Interest on Invested Funds  $                20,000  $                   20,000  $                       -
Member Supply Revenue  $                30,000  $                   30,000  $                       -
Member Postage Revenue  $                50,000  $                   50,000  $                       -
Member OCLC Revenue  $              103,175  $                 103,175  $                       -
Member Telecomm. Revenue  $                16,800  $                   16,800  $                       -
Mem. Software Maint.Basic Rev  $              139,296  $                 142,008  $               2,712
Mem. Software Maint.-Other Rev  $                12,708  $                   10,986  $              (1,722)
Member Tech. Assist.-Time Rev.  $                25,000  $                   25,000  $                       -
Member Tech. Assist-Matls Rev  $                30,000  $                   30,000  $                       -
Member Special Projects Revenu  $                50,000  $                   50,000  $                       -
TNS Calls/Notices Revenue  $                25,000  $                   25,000  $                       -
Carryover Revenue  $              103,000  $                 276,204  $           173,204
Staff Benefits Co-Pay Revenue  $                  7,894  $                     7,894  $                       -
LSTA Grant/Technology Revenue  $                40,999  $                   52,568  $             11,569
TNS E-Rate Rebate Revenue  $                  6,000  $                     6,000  $                       -
     
Total General Revenues  $           3,310,728  $              3,496,493  $           185,765
     
Special Revenues      
W. Milwaukee Cont.-R.B.  $                63,694  $                   59,444  $              (4,250)
Member Recip. Borrow. Revenue  $              912,689  $              1,080,877  $           168,188
     
Total Special Revenues  $              976,383  $              1,140,321  $           163,938
     
Total Revenues  $           4,287,111  $              4,636,814  $           349,703
     
General Expenditures      
Fringe Benefits Exp.  $              175,343  $                 148,190  $             27,153
Salaries Expense  $              426,941  $                 388,453  $             38,488
Telephone Renewal Expense  $                  1,050  $                     1,050  $                       -
TNS Calls/Notices Expense  $                25,000  $                   25,000  $                       -
Mileage Reimbursement Exp.  $                     300  $                        300  $                       -
Conference Expense  $                  3,000  $                     3,000  $                       -
Staff Training Expense  $                  5,024  $                        500  $               4,524
Memberships Expense  $                  5,500  $                     5,500  $                       -
LCSW Contracts  $                12,000  $                            -  $             12,000
Office Supplies Expense  $                  1,000  $                     1,000  $                       -
Copy Machine Maint. Expense  $                  1,000  $                     1,000  $                       -
MCFLS Printing Expense  $                  1,500  $                     1,500  $                       -
Members Printing Expense  $                  5,000  $                     5,000  $                       -
Database Expense  $                35,000  $                     2,000  $             33,000
MCFLS Postage Expense  $                  2,000  $                     2,000  $                       -
Members Postage Expense  $                50,000  $                   50,000  $                       -
Members Forms/Supplies Expense  $                30,000  $                   30,000  $                       -
MCFLS Telephone Expense  $                  5,000  $                     5,000  $                       -
MCFLS Meetings Expense  $                     400  $                        400  $                       -
MCFLS Insurance Expense  $                10,000  $                   10,000  $                       -
MCFLS Legal Expenses  $                  4,000  $                     4,000  $                       -
MCFLS Audit Expenses  $                  6,350  $                     6,350  $                       -
MCFLS Payroll Service Expense  $                  3,000  $                     3,000  $                       -
Hardware Support Expense  $                10,000  $                     8,100  $               1,900
Hardware Capital Fund  $                25,000  $                            -  $             25,000
Software Support Expense  $              168,564  $                 163,000  $               5,564
Telecommunications Expense  $                16,800  $                   16,800  $                       -
Telecomm.-Maint. Expense  $                16,500  $                   16,500  $                       -
OCLC Expenses  $  &n