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BOARD OF TRUSTEES
Regular Meeting
Monday, December 11, 2006
8:30 A.M.

This meeting will be conducted at the:

Milwaukee County Federated Library System
709 N. 8th St.
Milwaukee, WI  53233

AGENDA
 

I.   CALL TO ORDER.

II.  APPROVAL OF MINUTES.

     The MCFLS Board of Trustees meeting on Monday, October 30, 2006.
                                                                                          ACTION    ATTACHMENT A
  
III. PUBLIC COMMENT.

IV. LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.

      November 9, 2006 LDAC meeting.                                   ATTACHMENT B
                                                                               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 Reports – September and October, 2006.
                                                                            ACTION   ATTACHMENT C         
             
         2. Library Council of Southeastern Wisconsin Contracts – 2007.    
                                                                           ACTION  ATTACHMENT D
          
     B.  Election of the 2007 MCFLS Board Officers.
                                                                          ACTION     ATTACHMENT E
                    
     C. MCFLS Board of Trustees Meeting Dates – 2007.
                                                                          ACTION     ATTACHMENT F

VI. ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

    A. MCFLS 2007 System Plan – Letter of Approval from DPI State Superintendent Burmaster.
                                                                                          ATTACHMENT G

    B. Director’s Report.
                                 ATTACHMENT H

    C. Resolution of Appreciation to Dora Montoya.
                                         ATTACHMENT I

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

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 – January 22, 2006. 9:00 a.m.
      
    B. Finance and Personnel  –  January 22, 2006. 8:30 a.m.

 IX.  ADJOURNMENT.

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, October  30, 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 
                                Paul Ziehler, Trustee                               
                               
Excused:                  Martin Schreiber, President
                                Dora Montoya, Trustee
                                Robert Rothacker, Trustee (resigned)                               

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

Others:                     Bruce Gay, Milwaukee Public Library
                                Taj Schoening, Milwaukee Public Library

I.          CALL TO ORDER.  Vice President McCue called the rescheduled regular monthly meeting of the Milwaukee County Federated Library System Board of Trustees to order at 9:08 a.m.  The originally scheduled meeting for October 23 was cancelled since a quorum was not present (Ryan McCue, Ron Tays and Paul Ziehler were in attendance).

 II.        APPROVAL OF MINUTES.  Trustee Ziehler moved and Treasurer Tays seconded a motion to approve the minutes of the regular meeting held Monday September 18, 2006 shown as Attachment A of the agenda packet.  Unanimously approved.  Trustee D’Amato moved and Treasurer Tays seconded a motion to approve the minutes of the special meeting held September 18^th which are shown as Attachment B of the agenda packet.  Unanimously approved. 

III.        PUBLIC COMMENT.  Paula Kiely, the newly appointed City Librarian for the City of Milwaukee, introduced herself and noted she looks forward to working with the MCFLS Board in the future.  She has served as the Deputy City Librarian for the past six years and has worked for the City of Milwaukee for a total of 12 years.  The MCFLS Board congratulated Paula on her appointment and they also look forward to working with her in the future as well. 

IV.       LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.  Director Gingery reported that LDAC Chair Rebecca Roepke could not attend this meeting, however a written report of the October 12, 2006 meeting is shown as Exhibit 1 attached to these minutes.  After review, Trustee Ziehler moved and Trustee D’Amato seconded a motion to Accept and Place on File.   Unanimously approved. 

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

 A.      Finance and Personnel Committee.  (The Committee did not meet prior to this meeting to discuss these items—no quorum last
           week and no meeting scheduled this week.) 

1.   Financial Reports – August, 2007.  Treasurer Tays moved and Trustee Ziehler seconded a motion to approve the August, 2007
      financial report which is shown as Attachment C of the agenda packet.  Director Gingery noted there were no unusual trends to note
      but did point out that this is the first financial report reflecting the mid-year budget revision.  Unanimously approved. 

2.   2007 West Milwaukee Charges.  Director Gingery referred to Attachment D of the agenda packet which calculates the 2007 payment based on the customary formula which has been in place for a number of years.  The third page also reviews the payments from years 1999 to 2007.  Treasurer Tays moved and Trustee Ziehler seconded a motion to approve sending the invoice to West Milwaukee as calculated.  Unanimously approved.  Director Gingery noted that the cost is up slightly due to the fact that county-wide library expenditures are up $800,000 this past year. 

3.   2007 Line Item Budget and Narrative.  Director Gingery reviewed the 2007 proposed budget including narrative which is shown as Attachment E of the agenda packet.  Any extra carryover is proposed to go into the reciprocal borrowing subsidy fund which is shown as line 95 as a reserve fund.  The roll was called and the 2007 budget was adopted unanimously.  Trustee Ziehler wondered whether Milwaukee would be interested in delivering to the suburban libraries and Taj Schoening noted they would consider that request.  Vice President McCue noted that when MCFLS goes out to bid on the delivery that Milwaukee could submit a bid as well as any other vendors interested. 

4.   2007 MCFLS System Plan and Program Budget.  Director Gingery reviewed Attachment F of the agenda packet.  Trustee Ziehler moved and Treasurer Tays seconded a motion to approve the 2007 System Plan and Program Budget as presented.  Unanimously approved.  The question was raised as to whether the budget for technology would decrease at some point or remain level and Director Gingery replied that due to the magnitude of our technology operation that it is his feeling that it will remain level. 

B.   Appointment of the MCFLS Board of Trustees Nominating Committee – 2007 MCFLS Board Officers.  Vice President McCue
 reported that the current officers are interested in serving another term in their respective positions and therefore they would like to
 advance the same slate of officers for  consideration at next month’s meeting. 

 VI.     ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

A.  Reciprocal Borrowing and West Milwaukee Payouts.  Director Gingery referred to Attachment G of the agenda packet which reflects the upcoming reciprocal borrowing payments to be paid/received.  The Milwaukee Public Library payout to be distributed before end of year 2006.  MCFLS and West Milwaukee payouts to be distributed in early 2007.

            B.  Net Circulation Transactions Among MCFLS Member Libraries 10/05-09/06.  Director Gingery noted that Attachment H of the agenda
                  packet reflects final numbers from Owning/Home Library Report.  The statistics show stability in the numbers with not much fluctuation.

 C.   ICC Special Committee on Library Services – Letter of Invitation to October 20, 2006 Facilitated Session.  Vice President
        McCue referred to Attachment I of the agenda packet and also commented that the October 20^th session was interesting in that
        most are happy with the way library service is handled in Milwaukee County and that consolidation or any other type of
        governance is not of interest to many associated with libraries.  Trustee Ziehler agreed that the session was interesting but
        participants agreed that reciprocal borrowing is a problem as well as the governance because of reciprocal borrowing.  It was
        agreed that MCFLS does do a good job.  Vice President McCue questioned what the next step will be and Trustee Ziehler replied
        that a summary of the session will be forwarded to the ICC. 

D.  September 14^th Letter to the MCFLS Board President from Greenfield Public Library Board regarding upcoming Member Agreement process.  Vice President McCue stated that a letter was received from the Greenfield Public Library Board and it is shown as Attachment J of the agenda packet. 

E.   Director’s Report.  Director Gingery referred to his report which is shown as Attachment K of the agenda packet.  Board members Tays, Montoya and D’Amato are up for renewal (end of 2006) for their terms on the MCFLS Board. Trustee Montoya has indicated her intent to resign at the end of  2006. Trustees Tays and D’Amato responded that they would like to continue to serve on the MCFLS Board.  Vice President McCue also noted that Trustee Rothacker has sent a letter indicated he is resigning from the MCFLS Board effective immediately due to new job responsibilities.  The MCFLS Board is sorry to see Trustee Rothacker resign since Trustee Rothacker was doing a nice job serving on the MCFLS Board.  Director Gingery noted that the ICC as well as County Executive Walker’s office is aware of the terms of our trustees.  Vice President McCue asked that Board Members bring their calendars to next month’s meeting so dates/times can be set for 2007 meetings.  Director Gingery was asked to pass this request on to those Board Members absent from today’s meeting as well as to begin narrowing down the date of the week and time that will work for 2007 meetings.

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

A.  Motion to Move into Executive Session.  Trustee Ziehler moved and Treasurer Tays seconded a motion to move into closed session.  The motion carried on a unanimously affirmative roll call vote.  Director Gingery was asked to send an email to those Board Members not present at this meeting to give them a summary of what transpired during this closed session. 

B.  In Executive Session.  Pursuant to Wisconsin Statutes 19.85(1)(e) “Deliberating or negotiating the purchase 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 D’Amato moved and Treasurer Tays seconded a motion to move out of closed session at 10:18 a.m. 

D.  Report Out of Executive Session and discussion.  Vice President McCue reported the following out of closed session: (1) MCFLS will immediately contact the resource library (MPL) to initiate further discussions regarding the Resource Contract.  The MCFLS team will be made up of Ron Tays, Ryan McCue and Jim Gingery.  We would like to resolve the Resource Contract terms as soon as possible; (2) The revised Attachment RB (Reciprocal Borrowing) was approved.  The attachment as revised will be shared at the November 9^th LDAC meeting; (3) A letter will be immediately distributed to members clearly defining the terms of the Cataloging Contract and justifying the need to continue the model of centralized cataloging.  This letter will be sent to Library Boards/Directors.  Comments will be sought from library directors at the November 9^th LDAC. 

VIII.    NEXT MEETING DATES.

             A. MCFLS Board of Trustees – November 27, 2006 at 9:00 a.m.  Shown here for informational purposes.

             B. Finance and Personnel – November 27, 2006 at 8:45 a.m.  Shown here for informational purposes. 

         IX.   ADJOURNMENT.  With no further business to come before the Board, Trustee D’Amato moved and Trustee Ziehler seconded a motion
                  to adjourn the meeting at 10:20 a.m.  Unanimously approved.

ATTACHMENT   B

Library Directors’ Advisory Council
Milwaukee County Federated Library System
November 9, 2006 Meeting – North Shore Library
Summary of Meeting submitted by R. Roepke 

The following LDAC agenda items were discussed at the 11/9/06 meeting: 

Circulation Ad Hoc Task Force/S. Heser
The first meeting of this group is scheduled for Thursday, November 16^th.  Directors should email their comments and suggestions to Steve before the meeting. 

Clear the Holdshelf/S. Heser
Nine libraries are now using this function; there are “mysteries” occurring at some libraries when they implement the procedure.  These problems with the holds are probably happening because not all the members are clearing the holdshelf.  Members are encouraged to share their “mysteries” on the hold lists with Steve.  A new manual insert on clearing the hold shelf was distributed. 

Release 2006/J. Gingery
Implementation of Release 2006 is scheduled for December 5, 2006.  Highlights of the enhancements were reviewed and discussed. 

St. Francis Public Library Closing
The St. Francis Public Library will be closed due to construction from 11/25/06 thru 1/04/07.  The plan to accommodate this closing was discussed. 

Ecommerce Demonstration and Discussion/D. Lewin & J. Gingery
Diane Lewin from III gave a demonstration of this product that will be purchased with LSTA funds.  The Directors moved to implement Ecommerce, without a convenience fee to patrons for its use, with quarterly payments to member libraries based on a formula presented by MCFLS.  A memo will be sent to member libraries to determine who will be using Ecommerce. 

Member Library Agreement 2008 – 2011/J. Gingery
Attachment RB, Draft 2, for the upcoming member agreement was reviewed, no changes were recommended.  Automation costs for member libraries will not be sent out until mid May because all the information needed to determine the costs will not be available until then. 

Cataloging Contract 2008 – 2011/J. Gingery
Member Directors appreciated the detailed justification for centralized cataloging that was prepared by Jim in an October mailing.

ATTACHMENT   C

Financial Report for the Ten Months Ending October 31, 2006