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BOARD OF TRUSTEES
Regular Meeting
Monday, August 15, 2005
8:30 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, July 18, 2005.

                                                                       ACTION    ATTACHMENT A

III.      PUBLIC COMMENT

IV.      TECHNICAL ADVISORY COMMITTEE – REPORTS
                                  August 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. 2004 MCFLS Audit. Presentation. Please bring DRAFT document.
                                                                        ACTION

              2. 2005 Proposed Mid-Year Budget Revision.
                                                                       ACTION     ATTACHMENT B

              3. Board Designated Fund - Hardware Capital Fund.
                                                                       ACTION         ATTACHMENT C

              4. 2006 Library Services and Technology Act (LSTA)        Grant (TAC Recommendations).
                                                                      ACTION         ATTACHMENT D

VI.    ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

         A. Milwaukee County Fiscal and Budget Analyst’s Review of Milwaukee County Federated Library System.
                                                                     ATTACHMENT E
        
         B. Letter from President of West Allis Board of  Trustees.
                                                                    ATTACHMENT F

         C. Director’s Report.                          ATTACHMENT G

VII.  NEXT MEETING DATES.

        A. MCFLS Board of Trustees – September 19, 2005

        B. Finance and Personnel Committee – September 19, 2005.

        C. Legislative and System Services Committee -
             September 19, 2005. Includes by-laws review.    

VIII.  ADJOURNMENT.

 

ATTACHMENT   A

 

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, July 18, 2005
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI  53233

 

ROLL CALL

Present:                    Martin Schreiber, President
                                Ryan McCue, Vice President
                                Ron Tays, Treasurer 
                                Dick Maslowski, Trustee
                                Dora Montoya, Trustee                               
                               
Excused:                   Mike D'Amato, Trustee
                                 Paul Ziehler, Trustee                            

Staff:                        Jim Gingery, Director (Recorder)
                                Steve Heser, Library Systems Administrator                                             

 Others:                    Arnie Gutkowski, TAC Chair and Brown Deer Public Library
                                Terri Delke, Greenfield Public Library
                                Bruce Gay, 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 Schreiber called the regularly scheduled monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:05 a.m. 

II.         APPROVAL OF MINUTES.  Trustee Maslowski moved and Treasurer Tays seconded a motion to approve the minutes of the meeting held Monday, June 20, 2005, which are shown as Attachment A of the agenda packet.  Unanimously approved as presented. 

III.       PUBLIC COMMENT.  None. 

IV.       TECHNICAL ADVISORY COMMITTEE – REPORTS.  Director Gingery reported that TAC Chair Arnie Gutkowski had prepared a report of the July 7, 2005, TAC meeting, which is shown as Exhibit 1 attached to these minutes and discussion ensued concerning the item related to the TAC’s recommendation that the MCFLS Board have the MCFLS staff study the status of the central site hardware and issue a report. Director Gingery supports this suggestion and would like to do a report and also fold it into the MCFLS Technology Plan (2005-2007)  Trustee Maslowski moved and Treasurer Tays seconded a motion to have MCFLS staff do a study of the central site hardware.  Unanimously approved.  Vice President McCue asked what the cost of the server was last time around (2002). Director Gingery mentioned that the cost was approximately $300,000 but included some extensive implementation from Innovative. He expected the cost may not be as much this time. Vice President McCue suggested that when a replacement server is needed, consideration be given to applying for a Milwaukee County Community Development Block Grant (CDBG). Such a project would have countywide application and the County is much more aware of MCFLS at this time.

            Vice President McCue also asked about the motion that was recently passed at the TAC which will shorten the amount of time items would be held on the holdshelf  from 7 days to 5 days. He wondered if this might cause any problems.  Director Gingery mentioned that the major reason for this is to help increase circulation of items by avoiding excessive amount of time on holdshelf. The motion to shorten length from 7 to 5 was overwhelmingly passed by the directors. Additional reasons were the excessive size of the holdshelf when space is limited and the fact that we are holding 3-day circulation items sometimes for 7 days on the holdshelf,. Which was perceived as excessive.  The shortened holdshelf time may encourage patrons to pick items up as a group rather than piecemeal. Report was accepted by unanimous consent

V.        ADMINISTRATIVE AND COMMITTEE REPORTS REQUIRING ACTION. 

A.   Finance and Personnel Committee 

1.Financial Reports – June 2005.  Treasurer Tays reported that the Finance & Personnel did not meet prior to this meeting. Director Gingery reported that there was nothing in particular to point out regarding  the June, 2005 financial report. (shown as Exhibit 2 attached to these minutes) .    Director Gingery reported that the Audit and Mid-Year Revision will be acted upon at the August Board meeting. No action was taken as regards  June financial report. It will be placed on August  agenda for approval . 

VI.       ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS. 

A.  Member Agreement Update. All 15 member libraries have now signed the Member Agreement. President Schreiber thanked everyone on the Board for the work, determination, and diplomacy as well as the members for all of the effort put forth. Attachment B was referred to, which is a thank you letter to 4 library boards (Brown Deer, Greenfield, Wauwatosa, West Allis) in response to their signing in late June of the 2005-07 Member Agreement.

B.   Revised MCFLS Board Member Binders.  Director Gingery reviewed the various sections of the new, personalized MCFLS Board Member Binders. Attachment C lists the information found in the binders. 

C.  Director’s Report.  Director Gingery reviewed his report, shown as Attachment D of the agenda packet. 

VII.      NEXT MEETING DATES. 

A.   MCFLS Board of Trustees – August 15, 2005, 8:30 a.m.  Shown here for informational purposes.
There will be informal discussion at the August meeting regarding regular starting time for meetings, with the possibility of permanent earlier time. 

B.   Finance and Personnel Committee – August 15, 2005, 8:00 a.m.  Shown here for informational purposes. 2004 audit presentation and 2005 mid-year budget revision. 

C.  Legislative and System Services Committee – August 15, 2005 immediately following Board meeting of August 15.  Shown here for informational purposes.  By-laws review. 

VIII.     ADJOURNMENT.  With no further business to come before the Board, the meeting was adjourned at 9:22 a.m. by a motion made by Vice President McCue and seconded by Trustee Montoya.  Unanimously approved. 

 

ATTACHMENT   B

 

Milwaukee County Federated Library System
Proposed Mid-Year Budget Revision
2005
     
General Revenues 2005 approved 2005 revised Comparison
State Aid Revenue  $           2,531,431  $              2,531,431  $                       -
Milwaukee County Allocation  $                66,648  $                   66,648  $                       -
W. Milwaukee Cont.-Other  $                52,777  $                   53,284  $                  507
Interest on Invested Funds  $                20,000  $                   20,000  $                       -
Member Supply Revenue  $                30,000  $                   25,000  $              (5,000)
Member Postage Revenue  $                50,000  $                   50,000  $                       -
Member OCLC Revenue  $              103,175  $                 103,175  $                       -
Member Telecomm. Revenue  $                16,800  $                   16,800  $                       -
III Mem. Software Maint - Basic  $              139,296  $                 139,296  $                       -
III Mem Software Maint. - Other  $                12,708  $                   12,708  $                       -
Member Tech. Assist.-Time Rev.  $                25,000  $                   10,000  $            (15,000)
Member Tech. Assist-Matls Rev  $                30,000  $                   15,000  $            (15,000)
Member Special Projects Revenu  $                50,000  $                   40,000  $            (10,000)
Member Database Revenue    $                   10,119  $             10,119
TNS Calls/Notices Revenue  $                25,000  $                   25,000  $                       -
Carryover Revenue  $              103,000  $                 157,889  $             54,889
Staff Benefits Co-Pay Revenue  $                  7,894  $                   10,000  $               2,106
LSTA Grant/Technology Revenue  $                40,999  $                   47,900  $               6,901
TNS E-Rate Rebate Revenue  $                  6,000  $                     6,000  $                       -
     
Total General Revenues  $           3,310,728  $              3,340,250  $             29,522
     
Special Revenues      
W. Milwaukee Cont.-R.B.  $                63,694  $                   63,694  $                       -
Member Recip. Borrow. Revenue  $              912,689  $                 912,689  $                       -
     
Total Special Revenues  $              976,383  $                 976,383  $                       -
     
Total Revenues  $           4,287,111  $              4,316,633  $             29,522
     
General Expenditures      
Fringe Benefits Exp.  $              175,343  $                 165,953  $               9,390
Salaries Expense  $              426,941  $                 426,941  $                       -
Telephone Renewal Expense  $                  1,050  $                     1,050  $                       -
TNS Calls/Notices Expense  $                25,000  $                   25,000  $                       -
Mileage Reimbursement Exp.  $                     300  $                        600  $                 (300)
Conference Expense  $                  3,000  $                     3,000  $                       -
Staff Training Expense  $                  5,024  $                     4,000  $               1,024
Memberships Expense  $                  5,500  $                     5,500  $                       -
LCSW Contracts  $                12,000  $                   12,000  $                       -
Office Supplies Expense  $                  1,000  $                     1,500  $                 (500)
Copy Machine Maint. Expense  $                  1,000  $                     2,000  $              (1,000)
MCFLS Printing Expense  $                  1,500  $                     1,500  $                       -
Member Printing Expense  $                  5,000  $                     2,500  $               2,500
MCFLS Database Expense  $                35,000  $                   35,000  $                       -
Member Database Expense    $                   10,119  $            (10,119)
MCFLS Postage Expense  $                  2,000  $                     2,000  $                       -
Member Postage Expense  $                50,000  $                   50,000  $                       -
Member Forms/Supplies Expense  $                30,000  $                   25,000  $               5,000
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  $                     8,450  $              (2,100)
MCFLS Payroll Service Expense  $                  3,000  $                     3,000  $                       -
III Hardware Support Expense  $                10,000  $                   10,000  $                       -
Hardware Capital Fund  $                25,000  $                   75,000  $            (50,000)
III Software Support Expense  $              168,564  $                 171,342  $              (2,778)
Telecommunications Expense  $                16,800  $                   16,800  $                       -
Telecomm.-Maint. Expense  $                16,500  $                   16,500  $                       -
OCLC Expenses  $              109,000  $                 100,000  $               9,000
MCFLS Computer Room Equipment  $                10,000  $                   10,000  $                       -
MCFLS Equipment Expense  $                  2,000  $                     3,500  $              (1,500)
Member Tech Assist-Matls Exp  $                30,000  $                   15,000  $             15,000
Member Special Projects Expens  $                50,000  $                   40,000  $             10,000
Bonded Delivery Exp.  $                70,000  $                   72,000  $              (2,000)
MPL Delivery Contract Expense  $                55,654  $                   55,654