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BOARD OF TRUSTEES
Regular Meeting
Monday, January 30, 2006
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, November 28, 2005.
                                                                                                    ACTION    ATTACHMENT A

III.        PUBLIC COMMENT.

IV.        LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.
                                                       
            A. Confirmation of the 2006 LDAC Chairperson. Rebecca Roepke, Director of the Cudahy Family Library.                                                                                                            ACTION
     
            B.  Report of the December 1, 2005 LDAC Meeting.                    ATTACHMENT B
                 Report of the January 12, 2006 LDAC Meeting.
                                       DISTRIBUTED AT MEETING                             

                                      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.         BOARD OF TRUSTEES – COMMITTEE AND ADMINISTRATIVE REPORTS REQUIRING ACTION.

             A. Finance and Personnel Committee.
         
                      1. Financial Report – November and December 2005.
                                                                                         ACTION         ATTACHMENT C

                      2. Director’s Goals – 2006.  
                                                                                         ACTION         ATTACHMENT D 

             B. Election of the 2006 MCFLS Board Officers.
                                                                                         ACTION         ATTACHMENT E

    
C. Board Committee Appointments (Effective in February).
                                                                             ACTION      ATTACHMENT F

            A. Review of Board Binders – Updated Information.

            B. MCFLS 2006 System Plan – Letter of Approval from DPI State Superintendent Burmaster. 
                                                                                                             ATTACHMENT G

            C. Director’s Report.                                                                ATTACHMENT H       

            D. Resolution of Appreciation to Richard Maslowski.                                                 
                                                                                                            ATTACHMENT I    

VII.     NEXT MEETING DATES.

           A. MCFLS Board of Trustees – February 20, 2006.           9:00 a.m.

            B. Finance and Personnel Committee – February 20, 2006  8:30 a.m.

            C. Legislative and System Services Committee – February 20, 2006   8:45 a.m.             

VIII. ADJOURNMENT.

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, November 28, 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 
                                Mike D'Amato, Trustee
                                Dick Maslowski, Acting Chair                               
                                Dora Montoya, Trustee
                                Paul Ziehler, Trustee                               
                               
Staff:                        Jim Gingery, Director
                                Steve Heser, Library Systems Administrator
                                Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)                                            

Others:                     Bruce Gay, Milwaukee Public Library
                                Arnie Gutkowski, TAC Chair and Brown Deer Public Library
                                Kate Huston, Milwaukee Public Library
                                Pat Laughlin, Hales Corners Public Library 
                                Mary Murphy, Wauwatosa Public 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 9:00 a.m.

     II.                   APPROVAL OF MINUTES.  Trustee Maslowski moved and Vice President McCue seconded a motion to approve the minutes of
                  the meeting held Monday, October 17, 2005 shown as Attachment A of the agenda packet.  Unanimously approved.  

III.                 PUBLIC COMMENT.  Kate Huston distributed a piece, shown as Exhibit 1 attached to these minutes which explains the reasoning behind the increases in the cataloging contract for the past ten years.  Bruce Gay reviewed the document.  Director Gingery commented that he is very happy with the services provided by Milwaukee for the cataloging contract however also raised the question of whether MCFLS could continue to pay the currently contracted terms in the future.  

IV.                 TECHNICAL ADVISORY COMMITTEE – REPORTS.  Director Gingery referred to the November 2005 report which is shown as Attachment B of the agenda packet.  Report accepted and ordered placed on file. 

V.                   BOARD OF TRUSTEES – COMMITTEE AND ADMINISTRATIVE REPORTS REQUIRING ACTION.

           A.   Finance and Personnel Committee. 

1              Financial Report – September and October 2005.  Treasurer Tays reported that the Finance & Personnel Committee recommends approval of the September and October MCFLS financial reports which are shown as Attachment C of the agenda packet.  Treasurer Tays moved and Trustee Maslowski seconded a motion to approve the reports as presented.  Unanimously approved. 

2.             Library Council of Southeastern Wisconsin Contracts – 2006.  Treasurer Tays reported that the Finance & Personnel Committee recommends approval of the contracts shown as Attachment D of the agenda packet which have increased in cost by three percent over 2005 costs.  Treasurer Tays moved and Trustee Maslowski seconded a motion to approve the contracts as recommended.  Unanimously approved. 

3.           Lease Contract Extension – 2006 and 2007.  Treasurer Tays reported that the Finance & Personnel Committee recommends approval of the lease extension as shown on Attachment E of the agenda packet.  The increase in cost is $10,000 each year over the current 2005 cost.  A two year extension would keep the contract in line with the Member Agreement term.  Treasurer Tays moved and Trustee Maslowski seconded a motion to approve the two year lease extension as recommended.  Unanimously approved. 

[Trustees Montoya and Ziehler arrived at 9:09 a.m.]

Trustee Ziehler commented that the lease agreement is a fixed amount for two years with no escalator which is a reasonable agreement for MCFLS to enter into.

4.             Review of the Responses to the Invitation to Bid for Annual Audit Service.  Treasurer Tays reported that the Finance & Personnel Committee reviewed Attachment F of the agenda packet which contains a summary of the bids received and recommends awarding the three year contract to Kerber Eck & Braeckel since the staff assigned to the project has many  years experience and the firm has been conducting the MCFLS audit for years.  Treasurer Tays moved and Trustee Maslowski seconded a motion to award the contract to Kerber Eck & Braeckel as recommended.  Trustee Ziehler asked if Director Gingery could ask Kerber Eck & Braeckel to match the lower cost proposed.  President Schreiber directed Director Gingery to do that.  Unanimously approved. 

5.             Bargaining Unit Agreement – 2006 and 2007.  Treasurer Tays reported that the Finance & Personnel Committee reviewed the demands negotiated and recommends Board approval of the 2006/2007 contract settlement as shown on Exhibit 2 attached to these minutes.  Treasurer Tays moved and Trustee Maslowski seconded a motion to accept the 2006/2007 Bargaining Agreement settlement as recommended.  Unanimously approved. 

[Trustee D’Amato arrived at 9:15 a.m.]

6.             2006 Line Item Budget and Narrative.  Treasurer Tays referred to Attachment G of the agenda packet and reported that the Finance & Personnel Committee recommends approval.  Treasurer Tays moved and Trustee Maslowski seconded a motion to approve the 2006 MCFLS Budget as presented noting that 75 percent of the additional 5 percent of State Aid granted to MCFLS went directly to reciprocal borrowing payments with the remaining 25 percent of the 5 percent in additional State Aid funds going towards the rest of the budget as agreed to in the reciprocal borrowing grant agreement with the member libraries as part of the member agreement process.  Unanimously approved.

        B.       Legislative and System Services Committee

1.             MCFLS Bylaws Revision.  System Services Committee Chair Ziehler referred to Attachment H of the agenda packet and reported that several meetings were held  to update the document.  The TAC was also requested to suggest a new name for itself to reflect the broader role it plays within MCFLS.  The new name suggested is the Library Directors Advisory Council and the System Services Committee is agreeable to that name change.  Copies of the revised bylaws were sent to the member communities giving time to allow comments before this meeting and none were received.  Attachment H contains changes which are highlighted and lined through language which is to be eliminated.  Trustee Ziehler moved and Trustee Maslowski seconded a motion to approve the revised MCFLS bylaws as presented.  Unanimously approved. 

       C.       Appointment of the MCFLS Board of Trustees Nominating Committee – 2006 MCFLS Board Officers.  President Schreiber suggested that since the current Officers have only been serving since March that they continue for another year, if acceptable to all.  Trustee D’Amato moved and Trustee Maslowski seconded a motion to appoint a Committee of the Whole to suggest a continuation of the current slate of officers which will be acted upon at the January 2006 MCFLS Board Meeting.  Unanimously approved. 

        D.      MCFLS Board of Trustees Meeting Dates – 2006.  Upon checking their schedules against Attachment I of the agenda packet it was agreed to change the January meeting to the 30^th due to a conflict in schedules.  It was the consensus of the MCFLS Board to accept the meeting dates for 2006 as amended.  Unanimously approved. 

VI.             ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

        A.      Letter from Innovative Interfaces.  Director Gingery referred to Attachment J of the agenda packet for informational purposes.   

        B.      Cataloging Contract – 2006 Cost Revision.  Director Gingery referred to Attachment K of the agenda packet and noted that the contract stipulates MCFLS pays for 85% of salaries/benefits of staff, with the other 15% is paid for by MPL. The increase from 2005 to 2006 (ca. $50,000) is substantial and presents a serious budgetary challenge to MCFLS, but it is explainable.  Director Gingery stated that the quality of the MPL service is quite good  and there is great value in the centralized cataloging model, but the reality is that the cost has been escalating at a great rate, particularly when looked at as a percentage of the MCFLS budget.  In all other consortia that have been reviewed,  all members share at least a portion of the cost and this issue will need to be considered in the next member agreement. 

[Since President Schreiber needs to leave he took agenda item G out of order at this time; President Schreiber left after his presentation at 9:30 a.m.]

        G.      Board Member Dick Maslowski’s Letter to County Executive Walker requesting not to be reappointed to MCFLS Board after expiration of current term at the end of 2005.  President Schreiber wanted to publicly thank Trustee Maslowski for his 18 years of service on the MCFLS Board of Trustees on behalf of the members, the residents of Milwaukee County and the MCFLS Board.  Trustee Maslowski’s letter is shown as Attachment N of the agenda packet.

                         {With President Schreiber leaving, Vice President McCue took over the chairmanship at this time.]

C.    Reciprocal Borrowing Payouts 2006.  Director Gingery referred to Attachment L of the agenda packet and noted that the Milwaukee Milwaukee payout will be distributed before the end of year 2005.  MCFLS and West Milwaukee payouts are to be distributed by January 31, 2006.   

D.  Member Agreement.  Trustee Ziehler asked whether Director Gingery had set a timeline for the next member agreement negotiations.  Director Gingery responded that a timeline has not yet been set. He believes 2006 will definitely be a key year in planning and working through issues as regards the  next member agreement.  Trustee Ziehler suggested that President Schreiber and Director Gingery get together to develop a time schedule for 2006 and 2007 and bring it back to the Board for review.  There being no objection, Vice President McCue so ordered this action to be taken. 

C.  Legislative Update.  Director Gingery reported that at the last MCFLS Board meeting, the MCFLS Board  made recommendations regarding four pending state legislative bills related to libraries. The MCFLS Board supported the Wisconsin Library Association’s recommended position for all four bills. An update on the status of the bills:

 SB 273 “Language Bill” (MCFLS supports) was passed in the Senate on 11/9 and forwarded to the Assembly Committee on Local and Urban Affairs on 11/14.

SB 272 “Reform Bill” (MCFLS supports) was passed in the Senate on 11/9 and forwarded to the Assembly Committee on Local and Urban Affairs on 11/14. Note: a proposed amendment to strike section 10, i.e. which would permit library system boards to include reciprocal borrowing compensation  terms as part of a member agreement , was defeated by a vote of 18-15. Therefore, SB 272 was forwarded to the Assembly Committee with section 10 included.

AB 483 - Repeal of Maintenance of Effort (MCFLS opposes).
Nothing to report. Currently dormant.

SB 258 -Requiring Proof of Parental Consent for Libraries to Loan R-Rated Movies to Minors (MCFLS opposes) Sen. Reynolds is suggesting a language change. 

                                Director Gingery will update again next month on these and any other pertinent legislative issues.   

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

     VII.               NEXT MEETING DATES.

           A.      MCFLS Board of Trustees – after discussion it was decided to hold the next meeting January 30, 2006.

                 B.       Finance and Personnel Committee – will also be held January 30, 2006.

                 C.       Legislative and System Services Committee – to be determined at a later date.

     VIII.             ADJOURNMENT.  With no further business to come before the Board, the meeting was adjourned at 9:43 a.m. on a motion made     by Trustee Maslowski and seconded by Trustee Montoya.  Unanimously approved. 

ATTACHMENT   B

December 12, 2005 

To: MCFLS Board of Trustees
From: Arnie Gutkowski, Brown Deer Library Director
Re: TAC (LDAC) Meeting December 1, 2005 

At their meeting on December 1, the TAC: 

• Counting Online Database Use—This topic was again discussed with additional demonstrations conducted by Steve Heser as to how to retrieve user statistics for subscription databases. Last month retrieval of ‘remote usage’ statistics was discussed this month ‘in-library’ statistics were also discussed. As this is a work in progress, links will be set up shunting librarians to lists of databases currently held for which statistics are desired and the process for generating such reports was discussed. A more simplified version of generating such reports is in the works in addition to the current instructions for generating such reports.
• Virtual Reference was again discussed. Concern was expressed regarding the amount and type of reference questions that may be generated via e-mail. Explanations were offered by several Directors indicating that e-mail reference business at this time is in general quite low and that while a response should be expeditious a library need not respond immediately to these queries.  A general consensus occurred in which it was felt that even though this is a newer method of communication  public libraries should attempt to address their patrons needs in this area.
• Courtesy Notices and Library Elf—Since the Library Elf third-party product has some advantages over the Innovative electronic courtesy notices, it will be made available to all MCFLS patrons after the 1^st of the year, it can be opted out of by the patron and will continue to notify patrons that they have upcoming due dates on items checked out to them. .
• New Millenium update installed on November 10--While some issues remain many major concerns were addressed with this new release.
• Badgernet converged network--This represents a reorganization of the method by which the State provides internet service for schools and libraries. It is being done in part to provide additional bandwidth for electronic communications. Projected date for this transition will be the summer of 2006.           
• The OPAC (Online public access catalog) committee met again and will soon have a debut of the new public service screen (CountyCat) for the MCFLS.  
• Wording on a library form dealing with registration requirements will be reworded with a more positive tone.
• MCFLS Continuing education 2006—Discussion was provided by Jim Gingery regarding several topics for discussion. Most program topics and speakers and dates should be settled by the January LDAC meeting.
• Projected reciprocal borrowing payouts for 2007 were distributed and briefly discussed.
• A distribution analysis of MARC bibliographic records was presented and discussed by Jim Gingery.  Cataloging records (those records which the MPL Central Library catalogs in the Innovative computer catalog for the Milwaukee Library and other MCFLS libraries) are generally distributed in thirds with regard to the uniqueness of records submitted for cataloging, approximately one-third are items owned only by Milwaukee, another one-third are items owned by both Milwaukee and other suburbs, and one-third are items owned only by suburban libraries.
• Library Directors Advisory Council—Locations and meeting dates were established for 2006.
• Various other local library items were briefly discussed: Better vigilance was called for in checking on items which have remained in the “in transit” status for quite some time, Libraries ordering from B&T (Baker & Taylor) were requested to discuss the benefits of consolidating their orders for the B&T Title Source Gold level of electronic order placement, new hours for several libraries in 2006 were submitted along with other local library updates.
• Next LDAC meeting is scheduled for Thursday, January 12, at 9 AM at the South Milwaukee Public Library.



 

ATTACHMENT   C

Financial Report For the Twelve Months Ending December 31, 2005