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BOARD OF TRUSTEES
Regular Meeting
Tuesday, March 1, 2005
1:30 P.M.

This meeting will be conducted at:

Milwaukee County Federated Library System
709 N. 8th Street
Milwaukee, WI 53233

AGENDA

Note: Please bring all attachments from the previously distributed agenda packet of February 21.

I.        CALL TO ORDER.

II.       EXECUTIVE SESSION – 2005-07 Member Agreement.       

           a.       Motion to Move into Executive Session.

          b.     In Executive Session. Pursuant to Wisconsin Statutes 19.85(1)(e) “Deliberating or negotiating the purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session.”

           c.              Motion to Move Out of Executive Session.

           d.              Report Out of Executive Session and discussion.   

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

 III.      APPROVAL OF MINUTES.

           The MCFLS Board of Trustees meeting on Monday, January 10, 2005.

                                  ACTION    ATTACHMENT A

IV.       PUBLIC COMMENT

V.        TECHNICAL ADVISORY COMMITTEE – REPORTS

                   January and February, 2005.

                                             ATTACHMENT B
                                  ACCEPT AND PLACE ON FILE  

VI.       INFORMATIONAL ITEMS.

            A.  Director’s Report.            ATTACHMENT  C 

VII.      BOARD OF TRUSTEES – REPORTS REQUIRING ACTION  

            A. Financial Reports – December 2004 and January 2005.                                     ACTION   ATTACHMENT  D   

            B. 2004 MCFLS Annual Report to DPI and Fiscal Statements
                                                                                                                                   ACTION          ATTACHMENT  E

           C. Letter from Division for Libraries, Technology, and    Community Learning requesting that MCFLS file a plan
                indicating steps MCFLS will take to try to bring       noncomplying libraries back into compliance.
                                                                                                                                      ACTION     ATTACHMENT F
           D. Report of Board of Trustees Nominating Committee.
                                                                        ACTION

           E. Dates of 2005 MCFLS Board Meetings.
                       ACTION   

VIII.    NEXT MEETING DATE.

IX.      ADJOURNMENT.

ATTACHMENT  A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, January 10, 2005
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
                                Martin Schreiber, Trustee
                                Ron Tays, Trustee 

Excused:                  Ryan McCue, Trustee 

Staff:                        Jim Gingery, Director
                                Steve Heser, Library Systems Administrator
                                Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)
                                Diane O'Hotto, Administrative Assistant/System Member Services

 Others:                    Don Bulley, South Milwaukee Public Library Board
                                Terri Delke, Greenfield Public Library
                                Bruce Gay, Milwaukee Public Library
                                Charles Graupner, Michael Best & Friedrich
                                Arnie Gutkowski, Brown Deer 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
                                Bob Pfeiffer, South Milwaukee Public Library
                                Rebecca Roepke, Cudahy Family Library
                                Taj Schoening, Milwaukee Public Library

I.                     CALL TO ORDER.  Vice President Maslowski called the regular monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:07 a.m.  

 II.                   APPROVAL OF MINUTES.  Trustee Schreiber moved and Vice President Maslowski seconded a motion to approve the minutes, shown as ttachment A of the agenda packet of the December 6, 2004 meeting as presented.  Unanimously approved. 

III.                 PUBLIC COMMENT.  Milwaukee Public Library City Librarian Kate Huston distributed a handout, shown as Exhibit 1 attached to these minutes; she summarized the contents.  Director Gingery requested that he be added to the group that will speak with officials from contiguous counties in late summer of 2005 as outlined in point 3 of Exhibit 1.  

IV.                 TECHNICAL ADVISORY COMMITTEE - REPORT Director Gingery reported that the January 6 meeting was rescheduled to January 13 due to bad weather.  It is anticipated that both the January and February TAC reports will be made at the February Board meeting.

V.                   BOARD OF TRUSTEES – REPORTS REQUIRING ACTION

A.      Financial Report – November 2004.  Since there was no meeting of the Finance & Personnel Committee prior to this meeting, Treasurer Ziehler questioned whether things look on target for the year to this point.  Both Director Gingery and Business Manager Kaniasty agreed that the report looked in order.  Treasurer Ziehler moved and Vice President Maslowski seconded a motion to approve the November 2004 Financial Report as presented.  Unanimously approved.

[President D’Amato arrived at 9:12 a.m. and took over as Chair of the meeting at this time.]

B.    Report of Board of Trustees Nominating Committee.  Since Trustee McCue was unable to meet, the Committee will get together prior to the next meeting to select a new slate of officers to recommend to the Board at the February meeting.

C.       DRAFT letter to contiguous counties requesting monies for out-of-county patron’s use of resource library.  During the Public Comment portion of the meeting earlier, Milwaukee Public Library City Librarian Kate Huston distributed a letter, shown as Exhibit 1 attached to these minutes, which requests the delay of sending the letters which were approved by the MCFLS Board at their last meeting to be sent.  Trustee Schreiber moved and Treasurer Ziehler seconded a motion to delay sending letters, a draft of which is shown as Attachment C of the agenda packet, until after waiting two quarters of 2005 so data collection can take place before sending letters.  Treasurer Ziehler commented that he had no problem waiting at the request of Milwaukee but noted that MCFLS agreed to assist MPL in these request to adjoining counties during the Resource Library Agreement negotiations.  This topic will be placed again on the July Board agenda for further discussion.  Unanimously approved.

D.    DRAFT letter to Library Boards recommending that reciprocal borrowing rate be uniform among all members and the proposed rate be $1.00.  Director Gingery recommended one change to the draft letter, shown as Attachment D of the agenda packet, that being to eliminate the word “equitable” since he feels that is a highly charged word.  Trustee Tays questioned whether this would be another stop-gap measure instead of a total solution.  Treasurer Ziehler commented that this would achieve a common point and perhaps with a few other elements could be workable.  It was the consensus of the Board to send the letter to library Directors, Board Presidents and local officials of each member library community. 

E.       Consideration of MCFLS role in defining and/or sending letters to communities as regards to countywide funding mechanism (held over from December).  Treasurer Ziehler noted that Hales Corners Director Patricia Laughlin raised the issue last month if MCFLS could define the County Special.  Pat noted that a definition of a County Special was developed by Mr. Ryan a while ago and it was never distributed.  She suggested that MCFLS review the definition and distribute it so communities all know what definition is being considered.  President D’Amato stressed that movement needs to come from the members to MCFLS.  Treasurer Ziehler noted that a countywide mechanism wouldn’t necessarily have to go through the County of Milwaukee to work. 

F.       Resolution on the Occasion of Diane O’Hotto’s (Administrative Assistant/Member Services) – 35^th anniversary.  President D’Amato read and presented Diane O’Hotto with a plaque containing a Resolution honoring her on her 35^th anniversary of dedicated service, which is shown as Attachment E of the agenda packet.  Diane indicated that it does not feel that long and expressed her deep appreciation of being honored for her work over the years. 

G.       Dates of 2005 MCFLS Board Meetings.  Director Gingery reported that since the Nominating Committee was unable to meet and present a new slate of officers that President D’Amato would remain President for another month and he should set the February meeting.  President D’Amato indicated that he would need to call his office to check his calendar.  [The meeting was set for Monday, February 21, 2005 at 9 a.m. at MCFLS.]

 VI.                 BOARD OF TRUSTEES – INFORMATIONAL REPORTS

A.      MCFLS Member Agreement Update.

1.             List of Signees of the 2005-2007 MCFLS Member Agreement (as of December 31, 2004).  Attachment F of the agenda packet reflects the most up-to-date list of those that have and have not signed the 2005-2007 MCFLS Member Agreement.

2.             Letters from Wauwatosa (12/9), Brown Deer (12/22 and 12/30), and Greenfield (12/27) regarding decision not to sign agreement at this time.  Attachment G of the agenda packet shows the communications received from three of the non-signing libraries.

3.             MCFLS Letter sent (12/21) to 4 non-signing libraries (Brown Deer, Greenfield, Wauwatosa, and West Allis).  Letter was sent to mayors, village/city officials, common council members, and library boards and is shown here as Attachment H of the agenda packet.  Treasurer Ziehler commented that the letter was well prepared but it fails to deal with the financial problem—there needs to be more money on the table for reciprocal borrowing. 

4.             Letters from Franklin Public Library Board President (12/30) and Greendale Public Library Board President (12/31).  Attachment I of the agenda packet contains letters from both Franklin and Greendale Public Library Boards. 

5.                    Letter from Wauwatosa (12/9) requesting MARC records.  Attachment J of the agenda packet is a request from Mary Mulroy, Wauwatosa Library Director, to Jim Gingery, MCFLS Director, for complete patron and bibliographic records relating to Wauwatosa residents and materials, preferably in MARC format, inclusive of circulation activity, transferable to an automation vendor to be named.  Timing and delivery to be discussed later. Attorney Graupner indicated that  in 2002 the court favored MCFLS’ position of not granting that release of MARC records to a member library that was a signed member of the System, all 15 members having previously signed a MCFLS member agreement through the year 2004. Email printouts were deemed sufficient.  Director Gingery would like to see MCFLS assist a library in this matter if they opt to leave the automation system, since membership in MCFLS does not statutorily require a library to be on same automation system.  President D’Amato reminded everyone that the soonest any member’s statutorily withdrawal from MCFLS would be effective would be 1/1/06,  six months following  passage of a resolution by the local community after holding public hearings on the matter.  Trustee Tays noted that MCFLS is a voluntary organization and members are not contemplating leaving voluntarily—it has become an economic situation and it seems punitive that members are feeling forced to be in this position.  President D’Amato does not see how giving MARC records immediately would help bring those members back to MCFLS and he also feels that the members that have signed the member agreement may have some problems with MCFLS giving information.  Trustee Schreiber moved and Vice President Maslowski seconded a motion to send a letter to the four non-signing libraries that MCFLS will continue its position of not giving MARC records.  Don Bulley of the South Milwaukee Library Board reminded the Board that for many years the member agreement contained language that indicated MCFLS would provide MARC records if a library left.  Roll was called and the vote passed on a vote of yes=4 and no=2 (Tays, Ziehler). 

6.                    Summary of Pertinent ICC Motions Passed at Meeting of 12/13/04.  Director Gingery reported that he attended the ICC Library Subcommittee Meeting.  During the regular ICC meeting two motions pertaining to MCFLS were passed and are shown as Attachment K of the agenda packet.    Regarding the second motion, Trustee Schreiber indicated that MCFLS should facilitate the meeting and it was the consensus of the MCFLS Board that that be done.  President D’Amato indicated he would be in contact with Director Gingery to set the meeting.  Treasurer Ziehler asked whether Kate Huston would like to attend the meeting since he feels it would be beneficial for all to see her there.  Kate indicated that Milwaukee will not change its mind on its reciprocal borrowing offer but suggested that invitations be sent to all member libraries.  Paul asked if more money came from other sources then could there be changes.  Kate indicated she would have to look at that if that were to occur.   The next ICC Subcommittee meeting on Reciprocal Borrowing is scheduled for Wednesday, January 26^th at 3 p.m. at the West Allis Public library. 

B.       Possible Consequences of MCFLS Member Noncompliance.

1.             Letter from DPI Assistant Superintendent Richard Grobschmidt.  Director Gingery summarized Attachment L of the agenda packet for the Board’s information.

2.             Letter from Attorney Charles P. Graupner.  Attorney Graupner reviewed his letter, shown as Attachment M of the agenda packet. 

C.       MCFLS 2005 System Plan – Letter of Approval from DPI State Superintendent Burmaster and deadline of January 15 for signed agreements.  Director Gingery reviewed Attachment N of the agenda packet and noted that if the four remaining libraries that that have not signed do not that he expects to receive a letter soon after the end of January asking MCFLS to begin working on a plan to get those members back into compliance.  Fifteen percent of MCFLS’ State Aid could be lost if the four leave the System.  The State does not want to penalize libraries.  President D’Amato questioned whether the State Aid for 2005 is secure.  Director Gingery indicated that if doors are closed to non-residents then the second part of funding to MCFLS could be cut, but this is still unclear.. 

D.      Library Legislative Day – February 8, 2005.  Director Gingery noted that Attachment O of the agenda packet is a registration form for those interested in attending the event.  Director Gingery will be attending the event.  Treasurer Ziehler noted that a big push is being made for increases for State Aids during the next biennium but nothing will be known until July. 

E.       Director’s Report.  Director Gingery reviewed his report, shown as Attachment P of the agenda packet.  Jim noted that one of the topics that was discussed at the December 13 ICC Subcommittee on Reciprocal Borrowing meeting was consolidation.  Waukesha County Federated Library System is hoping to be involved in a study being paid by LSTA funds and they would also like MCFLS to join in.  Treasurer Ziehler questioned whether either of the two new system-wide databases were purchased by Milwaukee in the past.  Jim noted that they were and now they will see a savings of $15,000 by MCFLS taking over the purchase.

VII.               EXECUTIVE SESSION – 2005-07 Member Agreement.

A.    Motion to Move into Executive Session.  Trustee Tays moved and Trustee Schreiber seconded a motion to move into closed session.  The motion passed on a unanimously affirmative roll call vote.

B.    In Executive Session.  Pursuant to Wisconsin Statutes 19.85(1)(e) “Deliberating or negotiating the     purchasing of public properties, the investing of public funds, or conducting other specified public business, whenever competitive or bargaining reasons require a closed session.”

C.       Motion to  Move Out of Executive Session.  It was the consensus of the Board to move out of closed session at 10:37 a.m. 

D.       Report Out of Executive Session and discussion.  President D’Amato reported that no action was taken during the closed session and therefore no report will be made.

VIII.             NEXT MEETING DATE.  The next meeting is scheduled for Monday, February 21 at 9:00 a.m. at the MCFLS Offices as is the customary practice.

IX.                ADOURNMENT.  There being no further business to come before the Board, the meeting was adjourned at 10:38 a.m.                             
   

ATTACHMENT  B

February 9, 2005

To:     MCFLS Board of Trustees

From: Arnie Gutkowski, Library Director

Re:     TAC Meetings January 13 and  February 3, 2005

At their meeting on January 13, the TAC:

• Barb Fogec, Co-Chair of Youth Services Committee presented revisions to goals and objectives for the committee, these were approved.
• Jim Gingery presented a firmed up schedule of continuing education activities.
• At least 7 Library Directors, and Bruce Gay and Jim Gingery, indicated that they will be attending Library Legislative Day.
• MP3 Item types will be added to the cataloging database
• An upgrade of the Innovative Millennium software will be performed night of January 20. Steve Heser explained changes in several modules.
• Jim Gingery indicated that he will be working on a draft of a plan to try to bring non-signing libraries into compliance by signing the member agreement per the letter from the DLTCL that such a plan be developed.
• Discussion on Member Agreement: Several discussion points were raised resulting in a motion passed to hold a separate meeting of Library Directors to discuss reciprocal borrowing concerns, the meeting would be chaired by Gary Niebuhr, an invitation was also extended to MCFLS Staff.
   

• Jim Gingery distributed packets of the Annual DPI Library Report forms and discussed any changes in completing them.
• Steve Heser discussed the operation of two databases acquired through the 2005 LSTA Grant. Literature Resource Center and Opposing Viewpoints Resource Center.
• Steve Heser gave a follow-up on the status of the upgrade to the Millennium software.
• Discussion occurred concerning the archiving of e-mails. A Library has received  an open records request for e-mails. Some libraries archive their e-mails some do not, some follow electronic communication policies through their municipality some do not have established policies. Director Gingery indicated that currently MCFLS does not archive e-mails.
• Discussion occurred concerning MCFLS and its potential for extending automation services beyond Member Libraries. The topic was brought up due to the desire to possibly ease and encourage a return to the MCFLS from non-signing libraries at a future date and to possibly ease the transition from one automation system to another both for members and non-members. Motion was passed indicating if technically possible to partition the MCFLS server and if it is advantageous to being on a partitioned server versus a separate server the MCFLS offer to sell automation services to any non-signing libraries in order to allow a facilitative merge back into the MCFLS automation at a future date.
• A motion was made to have a patrons’ record be completely clear when a patron renews their card. Discussion brought out the fact that cards are not trapped until the fines exceed $5. If the current level of refusing services is maintained at $5 or beyond it was felt by some members that they would not enforce a change to a zero tolerance policy with regard to renewal if the level for refusing services is still maintained at $5, but rather continue to enforce the $5 limit with regard to renewal allowance. Other libraries felt that since a renewal is a time for “beginning again” it is logical to refuse to renew if any fines are on the patrons’ record. No consensus was reached and the motion failed on a vote of 7=no and 4=yes. Libraries will continue with existing policies.
   

ATTACHMENT  C

February 14, 2005

To: MCFLS Board of Trustees

Fr: Jim Gingery, MCFLS Director

Re: Director’s Report

Highlights of selected MCFLS activities from  January 10 to February 14 :

• 1/ 21 – Steve installed new Release of Innovative Interfaces software. Very successful upgrade. Next release install will likely be Jan-Feb 2006 and will require purchasing additional hard drive space and backup drive for current server Alpha ES40.
• 1/25  - attended special meeting of directors regarding RB and ideas for future funding ideas for reciprocal borrowing. Ideas were taken to ICC meeting on January 26 and reported to ICC by Arnie Gutkowski, Director of Brown Deer PL.

• 1/26 – attended ICC library subcommittee meeting. Tom Hennen’s grant proposal to     pursue consultant study for MCFLS, WCFLS and South Central was endorsed as a concept. Tom presented to full ICC on 2/14 – outcome unkown at the time of this report.
• 2/3 – TAC. State Annual Report info distributed, including various statistics and  guides supplied by MCFLS.
• 2/4 – attended LITAC meeting in Madison. Discussed results of ILL and Resource Sharing survey. Study being done this year to gather baseline local ILS costs for the 17 systems.
• 2/7 – attended SRLAAW meeting
• 2/8 – attended Library Legislative Day in Madison and met with the following legislators/staffs regarding need for more System Aid funding  and other legislative issues : Senator Darling, Senator Taylor, Senator Lazich.
• 2/9 – completed MCFLS State Annual Report and Plan Evaluation.
• 1/10 thru 2/10 – Hieu Tran completed install of Web Server with new operating system – Windows 2003. Hieu has now completed install of email server and Web Server, install of new outside DNS server is next.
• 2/10 – Hieu installed a new Network Security Protection server (Norlight product) which gives us additional protection and monitoring capabilities. Located between our Firewall and Internet Router, this server can help by alerting, blocking, and stopping potential hackers. Also additional help with unwanted spyware, adware, and viruses.    

Upcoming Activities: 

• 3/1 – First MCFLS continuing ed event of 2005 – “Protecting Patron’s Privacy”
• 3/3  - TAC (at MCFLS)
• 3/4  - site visit from Outagamie-Waupaca Library System

ATTACHMENT  D

                                    Milwaukee County Federated Library System
                                                          Financial Report
                               For the Twelve Months Ending December 31, 2004
                                                               Pre-Audit