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BOARD OF TRUSTEES
Regular Meeting
Monday, June 20, 2005
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, May 23, 2005.
                                                                                        ACTION    ATTACHMENT A

III.      PUBLIC COMMENT 

IV.       TECHNICAL ADVISORY COMMITTEE – REPORTS
                                  June 2005.                        
                                                                                       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.      ADMINISTRATIVE AND COMMITTEE REPORTS REQUIRING ACTION

          A. Finance and Personnel Committee

               1.Financial Reports – May 2005.                                               ACTION     ATTACHMENT B

               2.2006 County Budget Request. Draft.
                                                                                     ACTION     ATTACHMENT C

VI.      ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

           A. MCFLS contracts which use bidding process – summary and timeline for bids.
                                                                                                             ATTACHMENT D

           B. Member Agreement. Update.

           C. Director’s Report.                                                                                        ATTACHMENT E

           D. Resolution on the Occasion of Judy Kaniasty’s Business Manager/ Personnel Assistant) 25th Anniversary.
                                                                                                          ATTACHMENT F

VII.     NEXT MEETING DATES.

          A. MCFLS Board of Trustees – July 18, 2005. 9:00 a.m.

          B. Finance and Personnel Committee – July 18, 2005. 8:45 a.m.

         C. Legislative and System Services Committee - July 18, 2005. Immediately following Full Board meeting) Includes by-laws review.

VIII.    ADJOURNMENT.

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, May 23, 2005
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI  53233

ROLL CALL

Present:                    Martin Schrieber, President
                                Ryan McCue, Vice President
                                Ronald Tays, Treasurer 
                                Richard Maslowski, Trustee
                                Dora Montoya, Trustee
                                Paul Ziehler, Trustee                               
                               
Excused:                   Mike D'Amato, Trustee                            

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

 Others:                    Arnie Gutkowski, TAC Chair and Brown Deer Public Library
                                Donald Bulley, South Milwaukee Public Library Board
                                Beth Carey, Shorewood Public Library
                                Terri Delke, Greenfield Public Libray                               
                                Bruce Gay, Milwaukee Public Library
                                Kate Huston, Milwaukee Public Library
                                Paula Kiely, Milwaukee Public Library
                                Mike Koszalka, West Allis Public Library
                                Pat Laughlin, Hales Corners Public Library
                                Mary Mulroy, Wauwatosa Public Library
                                Taj Schoening, Milwaukee Public Library
                                Christopher Summa, City of Milwaukee resident
 

I.          CALL TO ORDER.  President Schreiber called the regularly scheduled monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:00 a.m. 

II.        APPROVAL OF MINUTES.  Trustee Maslowski moved and Treasurer Tays seconded a motion to approve the minutes of the meeting held Monday, April 18, 2005 which are shown as Attachment A of the agenda packet.  Unanimously approved as presented. 

III.       PUBLIC COMMENT.   

Beth Carey, Director of the Shorewood Public Library, commented that over the past several months MCFLS has been experiencing some hardware problems and feels that the hardware capital budget is the backbone of MCFLS computer operations.  She urges the Board to keep in mind that those funds are necessary for all members and feels it is a bit disturbing that the Board may consider budgeting less money in that category in the future. 

Pat Laughlin, Director of the Hales Corners Public Library, noted that she is disturbed by the proposed $40,000 reallocation of System funds for additional reciprocal borrowing relief.  Reciprocal borrowing is not mandated by State Law; reciprocal borrowing payments are voluntary and every community has reciprocal borrowing imbalances.  Pat Laughlin feels MCFLS was correct to eliminate reciprocal borrowing payments from the Member Agreement.  MCFLS has developed and is offering a Reciprocal Borrowing Equity Grant which does include an equity/fairness factor and feels it would be poor policy to consider the $40,000 proposal.  Articles have been printed that indicate communities will be signing the member agreement. 

Kate Huston, Director of the Milwaukee Public Library, questioned what language West Allis will be asking Milwaukee to change since she has not heard of anything regarding the matter.  Milwaukee took a cut in the Resource Contract and Milwaukee feels the funds budgeted for hardware maintenance is needed there for all members.  Milwaukee and MCFLS are offering reciprocal borrowing funds and it would not be fair to the eleven members that have already signed to offer this additional $40,000. 

Arnie Gutkowski, Director of the Brown Deer Public Library disagrees with everything said and stated that he believes the $40,000 proposal is excellent public policy in order to keep all of the members in the System.  He feels that it is all Milwaukee’s fault and the Milwaukee County situation is different than the rest of the State.  The funds being offered are not enough to meet the reciprocal borrowing requirements of the four communities that have not yet signed. 

IV.       TECHNICAL ADVISORY COMMITTEE – REPORTS.  TAC Chair Arnie Gutkowski prepared the May TAC report, which is shown as Exhibit 1 attached to these minutes.  The report was accepted and ordered to be placed on file.  

V.        ADMINISTRATIVE AND COMMITTEE REPORTS REQUIRING ACTION. 

A.        Finance and Personnel Committee. 

1.   Financial Reports – March and April 2005.  Director Gingery reviewed the April, 2005 financial report, which is shown as Attachment B of the agenda packet.  In 2005 there will be a likely year end shortfall of $15,000 for Member Tech Assistance – Time Revenue, a $2,100 expense overage in MCFLS Audit Expenses due to added GASB 39 requirements (the Board suggested that this service be bid out after this year’s audit process is completed) a $4,000 expense overage for Bonded Delivery, and a $2,700 overage  expense overage for Internet Expense.  In addition to these items for 2005, it is also known that South Central Delivery will increase by about $3000 in 2006.  Database Expense line was increased from $2,000 in 2004 to $35,000 in 2005 for a product which is being provided to all Milwaukee County residents that the TAC had strongly recommended. In addition line item 60 (Hardware Capital Fund) should ideally be funded higher than shown since the line item had  been eliminated in 2003 and 2004 and finally reinstated in 2005. With no accumulated funds for the past couple of years,  we are significantly behind in planning for future needs in this category.  

President Schreiber requested that a review be made of all contracts and that all be put out to bid on a regular basis.  Vice President McCue requested that a report be prepared and discussed at the next MCFLS Board meeting outlining the bidding process and all contracts and a bidding schedule. 

Treasurer Tays moved and Trustee Montoya seconded a motion to approve the financial reports as presented.  Unanimously approved.  

2.   Consideration of Extending Deadline for Signing 2005-2007 Member Agreement in order to remain qualified to receive MCFLS Reciprocal Borrowing Equity Grants.  Treasurer Tays reported that the Finance & Personnel Committee recommends the extension of the signing deadline of the member agreement to June 30 as noted in Attachment C of the agenda packet.  Treasurer Tays moved and Trustee Maslowski seconded a motion to extend the deadline as recommended.  Unanimously approved. 

3.   Reciprocal borrowing.  Treasurer Tays reported that the Finance & Personnel Committee discussed Exhibit 2 attached to these minutes which outlines a proposal presented by Trustee Ziehler for additional MCFLS monies possibly being put toward reciprocal borrowing.  The Committee makes no recommendation but referred the matter to the Board for discussion and action.  Trustee Ziehler moved and Treasurer Tays seconded a motion that the proposal to reallocate $40,000 from MCFLS for reciprocal borrowing be approved.  President Schreiber suggested that the budget be reviewed prior to a decision being made regarding this issue.  Trustee Ziehler noted that the proposal does not affect the 2005 budget but instead the 2006-2008 budgets. 

Vice President McCue commented that this proposal should be looked over and mulled over and not acted on hastily.  He personally cannot support the motion because only four net lenders would be compensated for reciprocal borrowing under this proposal and eight net lenders would not.  When the MCFLS Board debated the MCFLS Reciprocal Borrowing Equity grant funds the Board decided on $350,000 instead of $400,000 since the $400,000 would squeeze the MCFLS budget too tight.  He cannot justify any additional MCFLS funding for reciprocal borrowing. 

Trustee Ziehler stated that he does not see it that way.  This extra money would fill the gap that should have been paid by Milwaukee.  The $350,000 is great but the additional $40,000 dealing with a different equity problem not dealt with by Milwaukee. 

Treasurer Tays commented that nobody is being made whole with the reciprocal borrowing dollars available but this goes to those taking the greatest hits. 

Trustee Maslowski commented that this is a painful process and wonders what $40,000 will do if approved.  He is reluctant but would consider when the outcome of the ICC proposal and the State budget is known since those two items may produce more funds for reciprocal borrowing in addition to the $500,000 Milwaukee offer and the $350,000 MCFLS offer.  If those two avenues fail then he would consider this proposal in an effort for continuity.  Trustee Ziehler noted that the four communities ideally would like all of the avenues being pursued to yield funds for reciprocal borrowing. 

Trustee Montoya’s feeling is that this $40,000 proposal is not fair to all 15 members. 

President Schreiber also feels that this proposal is not fair but it could be looked at as adding a comfort level but would like to seek input from all members.  President Schreiber and Vice President McCue commended Trustee Ziehler for trying to solve the problem.  Trustee Ziehler asked if it was worth $40,000 to keep all of the members in the System.  President Schreiber responded regarding  the $350,000 MCFLS already put forward on March 1 for this purpose. “Did this offer not make it worth it?” 

The roll was called and the vote was Yes: 2; No: 3 and 1 non-vote. 

Trustee Maslowski would be willing to support the idea of looking at the MCFLS budget during the budget process for an additional $40,000 if no other reciprocal borrowing money from other sources such as increased State Aid or the ICC proposal to use Community Development Block Grant funds is fruitful .  If MCFLS receives additional State Aid or if some other source generates funding for reciprocal borrowing then MCFLS should not look for the additional $40,000 from the MCFLS budget.  It would be ideal to have all fifteen members included in this distribution of funds and he does not want to consider Paul’s proposal.  Dick feels that the MCFLS Board could convey to the three communities that MCFLS does want them to sign the member agreement and we will look at our budget if other money does not become available. 

Trustee Ziehler noted that if any one of the avenues produces money towards reciprocal borrowing that will satisfy West Allis’ contingency for additional funding. 

Vice President McCue stated he would not be able to justify to county residents the expenditure of $40,000 if all communities are not included.  MCFLS has already agreed to the allocation of 75% of new State Aid revenues to reciprocal borrowing which flows to all member libraries.  It may sound like only $40,000 to keep the System together but that money is needed for the computer hardware line which was assumed by all members that signed the member agreement. 

Trustee Ziehler noted that the 75% additional State Aid is not a given and 11 members have signed without expectation of any additional money.  $350,000 helps all members.  The net borrowers are anticipating the $350,000 loss from MCFLS funds. 

4.   Review of MCFLS plan (submitted by DLTCL in April) to bring 4 libraries back into statutory compliance.  No change to the above matter therefore no change to this plan. 

B.         MCFLS Bylaws Review.  President Schreiber announced that Trustee Ziehler is the Chair of the Legislation and Services Committee and he recommends that the Bylaws be referred to the Services Committee for review.  Director Gingery’s request is shown as Attachment E of the agenda packet.  It was the consensus of the Board to refer the matter as recommended. 

VI.      ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS. 

A.        Letter from Richard Grobschmidt, Assistant Superintendent DLTCL, notifying MCFLS of transmittal of second payment for 2005 operations.  Attachment F of the agenda packet is shown for informational purposes. 

B.         Statements Concerning Public Library System (MCFLS) Effectiveness (Submitted with 2004 Annual Reports from Individual MCFLS Member Libraries).  Director Gingery reported that Vice President McCue requested that the statements that were sent to MCFLS, shown as Attachment G of the agenda packet ,be reviewed. Libraries are not required to send the statements to the system headquarters, but 11 of 15 did.  Seven member libraries did feel the MCFLS Board was effective; 4 member libraries did not feel the MCFLS Board was effective and 4 libraries did not send their statement to MCFLS.  Greenfield director indicated that Greenfield submitted NOT effective; Shorewood submitted effective with additional comments and Wauwatosa and South Milwaukee representatives were not available for comment at this time. 

It was noted that the comments to this question are often split.  Trustee Ziehler commented that this is reflective of the problems MCFLS has and there is no will to change. 

C.        MCFLS Board Committee Appointments.  Trustee Maslowski moved and Vice President McCue seconded a motion to approve the MCFLS Board Committee appointments as developed by President Schreiber and shown as Attachment H of the agenda packet.  Unanimously approved.  

[Vice President McCue left the meeting at 9:52 a.m.] 

D.        Director’s Report.  Attachment I of the agenda packet was reviewed.  It was decided to request as part of the annual County Budget allocation the additional $40,000 that was discussed earlier and would have been used towards reciprocal borrowing if granted.  Supporting documentation should be included.  Director Gingery was directed to prepare a draft request and to circulate that request to the Board prior to submitting it to the County. 

VII.     NEXT MEETING DATES. 

A.        MCFLS Board of Trustees – June 20, 2005.
B.         Finance and Personnel Committee – to be determined.
C.         Legislative and System Services Committee – to be determined.

VIII.    ADJOURMENT.  With no further business to come before the Board, the meeting was adjourned at 9:54 a.m.

ATTACHMENT   B