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BOARD OF TRUSTEES
Regular
Meeting
Monday, September 18, 2006
8:15 A.M.
This meeting will be conducted at the:
Cudahy Family Library
3500 Library Dr.
Cudahy, WI 53110
I. CALL TO ORDER.
II. APPROVAL OF MINUTES.
The MCFLS Board of Trustees meeting on Monday,
August 21, 2006.
ACTION ATTACHMENT A
III. PUBLIC COMMENT.
IV. LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.
September 7, 2006, LDAC meeting.
ACCEPT AND PLACE ON FILE.
V. BOARD OF TRUSTEES – COMMITTEE REPORTS REQUIRING ACTION.
A. Finance and Personnel Committee.
1. Financial Report – July, 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. 2007 Delivery Contract – MPL.
ACTION ATTACHMENT C
3. 2007 ILL Contract - MPL.
ACTION ATTACHMENT D
4. 2007 Library Services and Technology Act (LSTA) Grant (LDAC
recommendations)
ACTION ATTACHMENT E
5. 2007 LSTA Grant – Announcing Baby’s First Books
ACTION ATTACHMENT F
VI. ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.
A. ICC Special Committee on
Library Services. Update.
B. Director’s Report.
ATTACHMENT G
VII. NEXT MEETING DATES.
A. MCFLS Board of Trustees –
October 16, 2006, 9:00 a.m. at the MCFLS Offices.
B. Finance and Personnel – October 16, 2006, 8:30 a.m. at the MCFLS
Offices.
VIII.ADJOURNMENT.
MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees
Regular Meeting Held Monday, August 21, 2006
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI 53233
ROLL CALL
Present:
Ryan McCue, Vice President
Ron Tays, Treasurer
Dora Montoya, Trustee
Robert Rothacker, Trustee
Paul Ziehler, Trustee
Excused: Martin Schreiber, President
Mike D'Amato, Trustee
Staff:
Jim Gingery, Director
Steve Heser, Library Systems Administrator
Judy Kaniasty, Business Manager/Personnel Assistant (Recorder)
Others:
Donard Bulley, South Milwaukee Public Library Board
Bruce Gay, Milwaukee Public Library
Jennifer Gonda, City of Milwaukee Intergovernmental Relations
Patricia Laughlin, Hales Corners Public Library
Rebecca Roepke, Cudahy Family Library and LDAC Chair
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 9:00 a.m.
II. APPROVAL OF MINUTES. Trustee Ziehler moved and Treasurer Tays seconded a motion to approve the minutes of the meeting held Monday, June 19, 2006 as shown as Attachment A of the agenda packet. Unanimously approved.
III. PUBLIC COMMENT. None.
IV. LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS. Director Gingery referred to the summary of the August 3, 2006 LDAC meeting prepared by LDAC Chairperson Rebecca Roepke of the Cudahy Family Library and shown as Exhibit 1 attached to these minutes. With no questions from the Board, Treasurer Tays moved and Trustee Rothacker seconded a motion to accept the report and place it on file. Unanimously approved.
V. BOARD OF TRUSTEES – COMMITTEE REPORTS REQUIRING ACTION.
A. Finance and Personnel Committee.
1. Financial Reports – May, 2006 and June, 2006. Treasurer Tays reported that the Committee met last month and earlier this morning and recommends approval of both financial reports which are shown as Attachment B of the agenda packet. Treasurer Tays moved and Trustee Rothacker seconded a motion to approve the May and June, 2006 financial reports as presented. Unanimously approved.
2. 2005 MCFLS Audit. Treasurer Tays reported that the auditor presented the audit last month and noted that the Committee recommended revising page #4 to include a notation regarding the carryover and that page was distributed and shown as Exhibit 2 attached to these minutes. The auditor reported positive comments regarding the audit process and thanked the staff for accommodating the needs. New accounting practices now show a deficit since liabilities exist at year end and more of the same will be reportable in the coming years with more accounting changes foreseen. The Finance & Personnel Committee recommends MCFLS Board approval of the audit as presented. Treasurer Tays moved and Trustee Rothacker seconded a motion to approve the 2005 MCFLS audit as presented. Unanimously approved.
3. 2006 Proposed Mid-Year Budget Revision. Treasurer Tays reported that the Finance & Personnel Committee reviewed this document at their meeting last month and recommends approval of the 2006 proposed mid-year budget revision which is shown as Attachment C of the agenda packet. Treasurer Tays moved and Trustee Ziehler seconded a motion to approve the mid-year revision as presented. Unanimously approved.
VI. ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.
A. ICC Special Committee on Library Services. Director Gingery referred to his Director’s report shown as Attachment F of the agenda packet which gives an update on developments. He also noted that a tentative date of October 20 has been set for a facilitated session. A packet of information to be discussed at the October 20th is undergoing final edits and Trustee Ziehler requested that the packet of information be forwarded to the MCFLS Board for their next meeting which will be September 18th. Jennifer Gonda agreed to provide a copy as requested since she is preparing the packet for the session and anticipates the final edits to be completed well in advance of the next MCFLS Board meeting.
B. Cataloging Contract – 2007 Cost Revision. Vice President McCue referred to Attachment D of the agenda packet. Director Gingery noted this was informational and no action need be taken.
C. September 18 Meeting with MCFLS Member Library Board Representatives and Library Directors. Director Gingery reported that the meeting will be held beginning at 9 a.m. at the Cudahy Family Library, 3500 Library Drive, Cudahy, WI. Attachment E attached to the agenda packet is a copy of the invitation that was sent. Trustee Ziehler noted he may be a bit late due to a prior morning commitment but will arrive as soon as he can. Director Gingery noted he anticipates the meeting could last 90 minutes.
D. Director’s Report. Director Gingery referred to his report which is shown as Attachment F of the agenda packet.
E. June 22nd Letter to MCFLS Board President from MPL City Librarian in response to May 25th letter to MCFLS Board President from the Brown Deer Public Library Board President. Attachment G of the agenda packet. Vice President McCue noted this was shown for informational purposes
VII. EXECUTIVE SESSION – MCFLS Member Agreement/Resource Agreement/Cataloging Contract.
A. Motion to Move into Executive Session. Treasurer Tays moved and Trustee Ziehler seconded a motion to move into closed session. Unanimously approved.
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. Treasurer Tays moved and Trustee Montoya seconded a motion to move out of closed session. Unanimously approved.
D. Report Out of Executive Session and discussion. No report as reported at the beginning of this agenda topic.
VIII. NEXT MEETING DATES.
A. MCFLS Board of Trustees – September 18, 2006 beginning at 8:15 a.m. at the Cudahy Family Library.
B. Finance and Personnel – September 18, 2006 beginning at 8:00 a.m. at the Cudahy Family Library.
IX. ADJOURNMENT. With no further business to come before the Board, the meeting was adjourned at 10:25 by a motion made by Treasurer Tays and seconded by Trustee Montoya. Unanimously approved.
Financial Report for the Seven Months Ending July 31, 2006
| 1 | Annual Budget | Year to Date | % | Balance | % | |
| 2 | ||||||
| 3 | General Revenues | |||||
| 4 | State Aid Revenue | $ 2,658,371 | $ 2,658,371 | (100.00) | $ - | 0.00 |
| 5 | Milw. Co. Allocation Revenue | $ 66,651 | $ 66,651 | (100.00) | $ - | 0.00 |
| 6 | W. Milwaukee Cont.-Other Rev. | $ 53,634 | $ 53,634 | (100.00) | $ - | 0.00 |
| 7 | Interest on Invested Funds Rev | $ 25,000 | $ 25,187 | (100.75) | $ (187) | 0.75 |
| 8 | Member Forms/Supplies Revenue | $ 25,000 | $ 11,963 | (47.85) | $ 13,037 | (52.15) |
| 9 | Member Postage Revenue | $ 50,000 | $ 21,191 | (42.38) | $ 28,809 | (57.62) |
| 10 | Member OCLC Revenue | $ 104,803 | $ 100,364 | (95.76) | $ 4,439 | (4.24) |
| 11 | Member Telecomm. Revenue | $ 16,800 | $ 15,600 | (92.86) | $ 1,200 | (7.14) |
| 12 | Mem III Sftwre Maint Basic Rev | $ 139,296 | $ 134,097 | (96.27) | $ 5,199 | (3.73) |
| 13 | Mem III Sftwre Maint Other Rev | $ 12,708 | $ 11,786 | (92.74) | $ 922 | (7.26) |
| 14 | Member Tech. Assist.-Time Rev. | $ 10,000 | $ 7,270 | (72.70) | $ 2,730 | (27.30) |
| 15 | Member Tech Assist-Matls Rev | $ 15,000 | $ 5,336 | (35.57) | $ 9,664 | (64.43) |
| 16 | Member Special Projects Revenu | $ 40,000 | $ 33,842 | (84.60) | $ 6,158 | (15.40) |
| 17 | Member Database Revenue | $ 30,117 | $ 17,260 | (57.31) | $ 12,857 | (42.69) |
| 18 | TNS Calls/Notices Revenue | $ 25,000 | $ 13,755 | (55.02) | $ 11,245 | (44.98) |
| 19 | Carryover Revenue | $ 1 | $ - | 0.00 | $ 1 | (100.00) |
| 20 | Staff Benefits Co-Pay Revenue | $ 10,000 | $ 6,512 | (65.12) | $ 3,488 | (34.88) |
| 21 | LSTA Grant/Technology Revenue | $ 40,631 | $ 40,631 | (100.00) | $ - | 0.00 |
| 22 | TNS E-Rate Rebate Rev. | $ 6,000 | $ - | 0.00 | $ 6,000 | (100.00) |
| 23 | ||||||
| 24 | Total General Revenues | $ 3,329,012 | $ 3,223,450 | (96.83) | $ 105,562 | (3.17) |
| 25 | ||||||
| 26 | Special Revenues | |||||
| 27 | W. Milwaukee Cont.-R.B. Rev | $ 67,833 | $ 67,833 | (100.00) | $ - | 0.00 |
| 28 | ||||||
| 29 | Total Special Revenues | $ 67,833 | $ 67,833 | (100.00) | $ - | 0.00 |
| 30 | ||||||
| 31 | Total Revenues | $ 3,396,845 | $ 3,291,283 | (96.89) | $ 105,562 | (3.11) |
| 32 | ||||||
| 33 | Annual Budget | Year to Date | % | Balance | % | |
| 34 | ||||||
| 35 | General Expenditures | |||||
| 36 | Fringe Benefits Exp. | $ 170,000 | $ 87,093 | 51.23 | $ 82,907 | 48.77 |
| 37 | Salaries Expense | $ 435,000 | $ 271,458 | 62.40 | $ 163,542 | 37.60 |
| 38 |