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BOARD OF TRUSTEES
Regular Meeting
Monday, August 21, 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, June 19, 2006.
                                                                                               ACTION    ATTACHMENT A

III. PUBLIC COMMENT. 

IV.  LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.

       August 3, 2006 LDAC meeting.
                                                                                 ACCEPT AND PLACE ON FILE.

V.   BOARD OF TRUSTEES – COMMITTEE REPORTS REQUIRING ACTION. 

      A. Finance and Personnel Committee.  
         
          1. Financial Reports – May, 2006 and June, 2006.     ACTION    ATTACHMENT B         
                                   
Please note:  Upon reasonable notice, efforts will be made to accommodate the needs of disabled individuals through sign language interpreters or other auxiliary  aides.

             
          2. 2005 MCFLS Audit. Please bring DRAFT document.  Revised page #4 to be distributed at meeting.    
                                                                                            ACTION

          3. 2006 Proposed Mid-Year Budget Revision.           ACTION   ATTACHMENT C                               

VI. ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

      A. ICC Special Committee on Library Services. Update.

      B. Cataloging Contract – 2007 Cost Revision.
                                                                                           ATTACHMENT D

      C. September 18 Meeting with MCFLS member library board representatives and library directors. Meeting will be held beginning at 9:00 a.m. at the Cudahy Family Library, 3500 Library Dr. Cudahy, WI. Letter of invitation is attached.
                                                                                            ATTACHMENT E         

      D. Director’s Report.                                                    
                                                                                           ATTACHMENT F

      E. June 22^nd Letter to the MCFLS Board President from MPL City Librarian in response to May 25^th letter to the MCFLS Board President       from the Brown Deer Public Library Board President.
                                                                                            ATTACHMENT G

VII. EXECUTIVE SESSION – MCFLS Member Agreement / Resource Agreement / Cataloging Contract .                                       

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.

VIII.NEXT MEETING DATES.

A. MCFLS Board of Trustees – September 18, 2006. 8:15 a.m. at the Cudahy Family Library.
B. Finance and Personnel  –  September 18, 2006. 8:00 a.m. at the Cudahy Family Library.                                                

IX. ADJOURNMENT. 

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, June 19, 2006
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI  53233

ROLL CALL

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

Staff:                        Jim Gingery, Director
                                Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)                                            

Others:                     Kate Huston, Milwaukee Public Library
                                Paula Kiely, Milwaukee Public Library
                                Mary Murphy, Wauwatosa Public Library
                                Rebecca Roepke, Cudahy Family Library
                                Taj Schoening, Milwaukee Public Library

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

II.        APPROVAL OF MINUTES.  Treasurer Tays moved and Trustee Rothacker seconded a motion to approve the minutes of the meeting held Monday, May 15, 2006 as shown as Attachment A of the agenda packet.  Unanimously approved. 

                 [Trustee Ziehler arrived during the public comment being made.] 

III.       PUBLIC COMMENT.  Kate Huston commented that this would be her last meeting since she is retiring as City Librarian of the Milwaukee Public Library.  She has enjoyed her experiences with MCFLS over the past 15 years and extended special recognition to the MCFLS Board for their purchase of the countywide automation system and hopes that MCFLS will preserve the great System that residents of Milwaukee County have become accustomed to.  CountyCat is a marvelous investment and the patrons cherish it.  Vice President McCue congratulated Kate Huston on her upcoming retirement and wished her well. 

IV.       LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS. 

Director Gingery referred to a handout that was distributed reflecting the activities of the 6/8/06 LDAC meeting prepared by LDAC Chair Rebecca Roepke and which is shown as Exhibit 1 attached to these minutes.  .  Rebecca Roepke noted that she looks forward to the ICC meeting where all communities will discuss future library services in Milwaukee County.  Director Gingery distributed a Summary of MCFLS Services which he prepared for the ICC Special Committee on Library Services which elaborates on the services member libraries receive as a MCFLS member and this document will be included with the materials that will be discussed at that above mentioned meeting.  Trustee Ziehler moved and Treasurer Tays seconded a motion to Accept and Place the LDAC report on File.  Unanimously approved. 

V.        BOARD OF TRUSTEES – COMMITTEE REPORTS REQUIRING ACTION. 

A.  Finance and Personnel Committee. 

1.   Financial Report – April, 2006.  Treasurer Tays reported that the Finance & Personnel Committee recommends Board approval of the April, 2006 financial report which is shown as Attachment B of the agenda packet.  Treasurer Tays moved and Trustee Rothacker seconded a motion to approve the report as presented.  Unanimously approved.

2.   2007 County Budget Request.  Treasurer Tays reported that the Finance & Personnel Committee reviewed the draft shown as Attachment C of the agenda packet and recommends approval.  Trustee Ziehler noted that MCFLS has requested additional funds in the past and while he will not oppose this request he does feel that the County should do more.  Vice President McCue commented that the County Board passed 10-9 for a .25 percent tax for Parks, Recreation and Culture and MCFLS is within the mix of those County departments if the tax is approved.  While it will be a long road before any tax would be approved, it is possible.  After discussion, the Board agreed to add a footnote making the point that more money should be forthcoming in the future.  Unanimous consent to approve the letter with the modification. 

VI.       ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

      A.  ICC Special Committee on Library Services and Fact-finding Subcommittee.  Director Gingery distributed a document entitled Facilitation and Consensus Building Services for the Milwaukee County Intergovernmental Cooperation Council Subcommittee on Library Services prepared by Public Management Partners, LLP which is shown as Exhibit 3 attached to these minutes.  As part of this process, two facilitated sessions will be held most likely this fall.  The Fact-finding subcommittee met a number of times and put together a packet of information which will serve as the background information for the sessions.  The next meeting is scheduled for June 28 at 3:30 p.m. at the North Shore Library in which the next step of the process will be outlined.  If the packet of information is approved then it will be assembled for the facilitated sessions. 

B   Status of the Request for Proposal (RFP) for the Next Generation Wisconsin Resource Sharing and Information Access System.  Director Gingery referred to a letter from Richard Grobschmidt, Assistant State Superintendent, Division for Libraries, Technology, and Community Learning shown as Attachment D of the agenda packet and noted that he is planning on attending the 3-day session to view the vendors.  Trustee Ziehler questioned whether the final decision will be made by the State or if an evaluation committee will be instrumental in that decision.  Director Gingery responded that he believed an evaluation committee will be the method but he isn’t sure whether anyone from Milwaukee County is serving on that committee.  Trustee Ziehler suggested that MCFLS try to make sure someone from Milwaukee County is on it since a Milwaukee County voice should be participating in this decision.

C.  Director’s Report.  Director Gingery reviewed his report, which is shown as Attachment E of the agenda packet.  Of particular importance will be the June 21 server upgrade which is a big event for improved response time at libraries and for patrons accessing the system remotely.  The last upgrade occurred five years ago.  Two libraries have decided to close to the public that day; all others will be open and operating using offline circulation procedures.

D.  Letters from Milwaukee and Brown Deer Library Boards in Response to President Schreiber’s Letter of March 20, 2006.  Vice President McCue referred to the letters which are shown as Attachment F of the agenda packet.  Vice President McCue took this opportunity to note that he is here to represent Milwaukee County and the betterment of the System.  He feels that the MCFLS Board is a good working group and feels the makeup of the Board is made up well.  If changes are wanted this is not the place to go to, but rather the County Board or the State.

VII.      EXECUTIVE SESSION – MCFLS Member Agreement/Resource Agreement/Cataloging Contract

A.  Motion to Move into Executive Session.  Trustee D’Amato moved and Trustee Ziehler seconded a motion to move into Closed Session by 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.  Trustee Ziehler moved and Treasurer Tays seconded a motion to Move Out of Closed Session.  Unanimously approved.

D.  Report Out of Executive Session and discussion.  Vice President McCue reported that after discussion it is the plan to have a meeting in September, 2006 with invitations to the Library Director and Library Boards to share draft member agreement concept documents and financial information.  It is hoped after input from members that a contract could be issued in November, 2006 with a goal of the contracts being signed by March, 2007.  The ultimate deadline will be the State imposed deadline of 12/31/07.

VIII.    NEXT MEETING DATES.

A.  MCFLS Board of Trustees – July 17, 2006 9:00 a.m.  Shown here for informational purposes.

B.  Finance & Personnel – July 17, 2006 8:20 a.m.  Shown here for informational purposes.

IX.       ADJOURNMENT.  With no further business to come before the Board the meeting was adjourned at 10:45 a.m. on a motion made by Trustee Ziehler and seconded by Treasurer Tays.  Unanimously approved. 

ATTACHMENT   B

                    Financial Report for the Six Months Ending June 30, 2006