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BOARD OF TRUSTEES
Regular Meeting
Monday, February 26, 2007
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 AND INTRODUCTION OF NEW MCFLS BOARD MEMBERS -
                Dr. Michele Bria and Ms. Mardee Gruen. 

II.  APPROVAL OF MINUTES.

     The MCFLS Board of Trustees meeting on Monday, December 11, 2006.
                                                                                                   ACTION    ATTACHMENT A
  
III. PUBLIC COMMENT.

IV.  LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.

        A. Confirmation of the 2007 LDAC Chairperson. Barbara Roark, Director of the Franklin Public Library.

        B. Report of the December 2006 and January 2007 LDAC meetings.         
                                                                                          ACCEPT AND PLACE ON FILE    ATTACHMENT B

             Report of the February 8, 2007 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 Reports – November and December, 2006.
                                                                  ACTION    ATTACHMENT C         
             
         2. Director’s Goals – 2007.    
                                                                ACTION   ATTACHMENT D

         3. Director's Performance Review - 2006.  Judy Kaniasty will review the process.
                                                                ACTION   ATTACHMENT E

         4. 2006 MCFLS annual Report to DPI and Fiscal Statements.
                                                                ACTION   ATTACHMENT  F

       B.  Board Committee Appointments  (Effective in March).
                                                                 ACTION
    

VI.  ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS

       A. Director’s Report - January and February 2007.
                                                                                  ATTACHMENT  G

        B. MCFLS Continuing Education Calendar - 2007.
                                                                                  ATTACHMENT  H

        C. Governor's Recommentation - Wisconsin Public Library System Aid 2008 & 2009.
                                                                                  ATTACHMENT  I

         D. Wisconsin Libraries, 2006-2007.  A Biennial Report by the Council on Library and Network Development.
                                                                                  ATTACHMENT  J
                                            

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. Legislative & System Services    March 26, 2007.    8:00 a.m.
      
B. Finance and Personnel                March 26, 2007.    8:30 a.m.

C. MCFLS Board of Trustees         March 26, 2007.   9:00 a.m.                                                 

IX. ADJOURNMENT.

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, December 11, 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 
                                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:                     Bruce Gay, Milwaukee Public Library
                                Paula Kiely, Milwaukee Public 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 8:38 a.m. 

II.         APPROVAL OF MINUTES.  Trustee Ziehler moved and Treasurer Tays seconded a motion to approve the minutes of the regular meeting held Monday, October 30, 2006 shown as Attachment A of the agenda packet.  Unanimously approved. 

III.       PUBLIC COMMENT.  None 

IV.       LIBRARY DIRECTORS ADVISORY COUNCIL.  Director Gingery reviewed the written report of the November 9, 2006 LDAC meeting which is shown as Attachment B of the agenda packet.  Jim noted that the December 5^th implementation of the new release was very successful with only a few minor issues to handle afterwards.  Steve Heser, who coordinated the implementation, was commended for his fine work   An LDAC meeting was held December 7^th and that report will be on next month’s agenda.  Treasurer Tays moved and Trustee Montoya 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.  Treasurer Tays reported that due to a lack of a quorum at the meeting scheduled prior to this
                         meeting of the Finance & Personnel Committee, no recommendations are being forwarded but instead the items for action will be
                         acted on by the entire Board at this time 

1.  Financial Reports – September and October, 2006.  Treasurer Tays moved approval of the September and October, 2006 financial reports which are shown as Attachment C of the agenda packet.  Unanimously approved.  Trustee Ziehler questioned whether the approximately $39,000 left in the contingency account would be spent by year’s end.  Director Gingery noted he anticipated that all of it would not be spent and will thus what remains will be carried over.. 

2.  Library Council of Southeastern Wisconsin Contracts – 2007.  Director Gingery referred to Attachment D of the agenda packet noting that there are no changes to the contract except for a three percent increase in cost.  Treasurer Tays moved and Trustee Ziehler seconded a motion to approve the 2007 Library Council of Southeastern Wisconsin Contracts as presented.  Unanimously approved.  Director Gingery reported that he had met with the Library Council and Waukesha County Federated Library System already relative to continuing education topics and the LDAC will review and approve the schedule at their January meeting. 

B.   Election of the 2007 MCFLS Board Officers.  Trustee Ziehler moved and Trustee Montoya seconded a motion to accept the slate of officers forwarded by the Nominating Committee shown as Attachment E of the agenda packet.  Roll was called and unanimously passed by a vote of 4-0.
Montoya-yes, Tays-yes, Ziehler-yes, McCue-yes.

                 C.    MCFLS Board of Trustees Meeting Dates – 2007.  Director Gingery referred to Attachment F of the agenda packet which shows
                         the MCFLS Board of Trustees meeting dates for 2007 taking into consideration the City of Milwaukee Common Council meeting
                         calendar as requested by Trustee D’Amato. 

VI.      ADMINISTRATIVE AND COMMITTEE INFORMATIONAL ITEMS.

                 A.    MCFLS 2007 System Plan – Letter of Approval from DPI State Superintendent Burmaster.  Director Gingery referred to
                         Attachment G of the agenda packet which is the letter of approval from DPI of our 2007 System Plan and also releases the first
                         75% of the total 2007 State Aid  to MCFLS in late November for 2007 use. Aid for MCFLS is a 4% increase over last year’s
                         amount.  MCFLS had received a 5% increase for 2006.  Trustee Ziehler questioned whether there is a plan in place to get the
                         funding up to the 13% level?  Director Gingery responded that DPI and library systems do take every opportunity to continue to
                         request that amount and every biennium the State Superintendent for Public Instruction makes the request of 13% to the
                         Governor.  The State is not required to fund at this level, but the State Superintendent is required to ask for 13%.  Vice President
                         McCue noted that it might be advantageous to contact members of the Joint Finance Committee again reminding them of the 13%
                         funding level goal as well as thanking State Superintendent Burmaster and indicting that MCFLS would be happy to work with the
                         State to obtain such a goal.  Trustee Ziehler suggested inviting the whole Milwaukee County delegation to a future MCFLS Board
                         meeting.   

B.    Director’s Report.  Director Gingery reviewed Attachment H of the agenda packet noting that he was not able to attend the
  December 1^st  WLA Legislative committee meeting in Madison due to the snow blizzard that day. 

                 C.     Resolution of Appreciation to Dora Montoya.  Trustee Ziehler moved and Treasurer Tays seconded a motion to approve the
                          Resolution of Appreciation be presented to Trustee Montoya who has indicated she will not seek reappointment to serve on the
                          MCFLS Board when her term ends.  Vice President McCue read and presented the Resolution of Appreciation to Trustee
                          Montoya, of which a copy is shown as Attachment I of the agenda packet.  Director Gingery noted that Trustee Montoya has
                          agreed to serve on the MCFLS Board until a replacement is appointed by the County Executive to take her place. 

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

                 A.      Motion to Move into Executive Session.  Trustee Ziehler moved and Treasurer Tays seconded a motion to go into Closed
                           Session.  Motion unanimously passed on an affirmative roll call of 4-0.  

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.  No report given. 

VIII.         NEXT MEETING DATES. (noted prior to going into closed session)

                 A.      MCFLS Board of Trustees – January 22, 2007.  9:00 a.m.

                 B.       Finance and Personnel – January 22, 2007.  8:30 a.m. (note: later changed to 8:45) 

IX.           ADJOURNMENT.  With no further business to come before the Board, Trustee Ziehler moved and Trustee Montoya seconded a
                motion to adjourn the meeting at 9:08 a.m.  Unanimously approved.

ATTACHMENT   B

Library Director’s Advisory Council (LDAC)
Milwaukee County Federated Library System
January 11, 2007 South Milwaukee Library
Submitted by Barbara Roark 

The following items were discussed at the LDAC meeting: 

MCFLS Continuing Education Preliminary Schedule 2007:   Jim Gingery presented the preliminary schedule as part of our packet. This is in conjunction with the Library Council of Southeastern Wisconsin. 

Reading History:   It was moved that the reading history enhancement be provided by MCFLS to all its members.  Steve Heser will enable this enhancement by letting patrons “opt in” for this feature. 

Update on Graphic Receipt Printers and Custom Holds/Transit Slips:  Steve Heser reported that the current STAR receipt printers will work for printing holds, however, in order to customize (i.e. logos), you will need to get a new printer (approximate cost $250.00). It will also do automatic tears/cut. 

Wisconsin Public Library Consortium (WPLC) has purchased video content from Overdrive:  Steve Heser said that educational video has been purchased but further review is needed to decide how statistics will be gathered.  Steve will keep us posted when this will go into effect. 

Netlibrary Interface:  Statistics for this are reported in Part II of the Annual Report.  It was reported that we and other Netlibrary users were not notified of the changes made to how an item is read. Steve let’s us know of any changes as soon as he knows them. 

Update on Hold Pickup Notices and Release 2006 Enhancement regarding bounce email notices:  Steve has set up bounced email mailboxes for each library.  However, it is up to the individual library to check this and note on patron record.  Each library has a different way of handling this. This will be discussed again at our next meeting. 

Ecommerce Update:  Ecommerce has not been ordered yet. There are still issues to be worked out.  MCLFS will contact US Bank to see what charges libraries may occur. It was decided that $5.00 would be the least amount accepted. Libraries may want to review their refund policies so that we can all be consistent. 

Legislative Update:  Jim Gingery will be attending the Legislative Day in Madison on January 23, 2007 and encouraged MCFLS members to do so as well. He will also be at LD&L meeting February 2, 2007 in Madison. 

Additional Business:

Delivery:   Terri Delke of Greenfield Public Library questioned why materials remain in delivery so long and secondly, a CD was received with a piece missing and who would pay for the damage?  All libraries and the sorting room are encouraged to note any damage immediately and don’t send it out if it has a broken case or piece missing. 

Annual Reports:  They will be distributed by the end of the month.  They should be filed electronically. 

DVD Cases:  Dick Nelson of North Shore Library asked members to fill out a survey regarding what types of cases are used. 

Youth Library Cards & Parents Not in Good Standing:  Barb Roark of Franklin asked what other libraries do when the parent is not in good standing yet signs responsibility for a library card for a child.  The parents are then using the child’s card to check out.  Other libraries let children borrow materials and hope the parents return the materials. 

Remote Databases:  The function for this will be passworded and access will be granted to only MCFLS for statistics.  MCFLS will then forward the statistics to the member libraries. 

Renewals from Home:  ZoneAlarm and Easy Firewall are presenting problems to patrons trying to renew from home.  Steve Heser found a solution for this problem. 

SAMS:  There were some problems presented and MCFLS will fix what they can but other issues are suburban library issues. 

PlayAway:  Shorewood and Whitefish Bay Library’s are close to circulating these items.

Library Directors’ Advisory Council
Milwaukee County Federated Library System
December 7, 2006 Meeting – Cudahy Family Library
Summary of Meeting submitted by R. Roepke

The following LDAC agenda items were discussed at the 12/7/06 meeting: 

Circulation Ad Hoc Task Force/S. Heser
Steve is working on the draft of the Committee’s suggestions; the meeting on November 16 was very productive and useful.

Release 2006/J. Gingery
The December 5 implementation of Release 2006 went smoothly; there were only a few problems (web bridge link, RFID issue at Franklin, reading history) which were addressed quickly. 

Delivery of Hold Pickup Notices on Weekends/S. Heser
Steve reviewed the schedule for hold pickup notices that will begin on December 18, 2006.  Weekend notifications (emails and teleform notices) will now be done on Saturdays at 9am, 2pm, and 6pm; Sundays at Noon and 3pm. 

Ecommerce Processing and Billing Fees/J. Gingery
All member libraries were encouraged to review their policies and procedures regarding processing fees, payments for lost materials, and refunds for found materials, in preparation for eCommerce which will be offered sometime in 2007. 

My Millennium Message when Patron’s Card Expires/S. Heser
An example of the County Cat screen which informs patrons that their cards have expired was discussed.  Steve will investigate if the wording “Exp Date” can be changed to “Renew” and will add a link for information on how to renew an expired library card. 

Reading History/J. Gingery and S. Heser
The features as well as the implications of the product My Reading History were discussed.  Member libraries who wish to offer this function must notify S. Heser; not all member libraries are going to offer this service at this time. 

Update on Graphic Receipt Printers and Custom Hold/Transit Slips
The graphic receipt printers will not be an option with our latest III release, the use of one would force the entire system to use only graphic printers.  The Shorewood Public Library has already purchased the printers and will be working with Steve to do some testing on the product. 

Reference Database Costs for 2007/J. Gingery

The projected costs for the 2007 shared database subscriptions for participating member libraries were discussed.  The Thomson Gale and the Standard and Poors costs were actual; the cost for the Proquest products was estimated at a 10% increase.  A reasonable deal could not be brokered with Reference USA. 

2007 Legislative Day/J. Gingery
Jim urged all to attend the Library Legislative Day on January 23, 2007. 

2007 LDAC Calendar/J. Gingery
Jim thanked member libraries for signing up to host LDAC meetings in 2007.  Barbara Roark, the Director of Franklin Public Library, is the 2007 LDAC Chair.

ATTACHMENT   C