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BOARD OF TRUSTEES
Regular Meeting
Monday, July 16, 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

     The MCFLS Board of Trustees meeting on Monday, June 18, 2007.
                                                                             ACTION    ATTACHMENT A


III. PUBLIC COMMENT.


IV.  LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS.

       Report of the June 7, 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. 2006 Audit. Representatives of Kerber, Eck & Braeckel will review the 2006 MCFLS Audit.

                  2.  Financial Reports – May 2007.
                                                                          ACTION     ATTACHMENT B

                  3.  2007 Proposed Mid-Year Budget Revision.
                                                                          ACTION     ATTACHMENT C

                  4.  2008 ILL Contract – MPL.
                                                                        ACTION     ATTACHMENT D 

             B. Election of MCFLS Board Vice-President.       
                                                                         ACTION

            C. 2007 Senate Bill 214 – Relating to the Disclosure of Certain Library Records to Law Enforcement Officers.                                                                                 ACTION         ATTACHMENT E               

VI.  ADMINISTRATIVE INFORMATIONAL ITEMS.

A. Director’s Report – June 2007.                           ATTACHMENT F                                  

VII. NEXT MEETING DATES.

A. Finance and Personnel          August 20, 2007.   8:45 a.m.  

B. MCFLS Board of Trustees   August 20, 2007.   9:00 a.m.                                                      

VIII.ADJOURNMENT.

ATTACHMENT   A

MILWAUKEE COUNTY FEDERATED LIBRARY SYSTEM
Board of Trustees

Regular Meeting Held Monday, June 18, 2007
At
Milwaukee County Federated Library System
709 North Eighth Street
Milwaukee, WI   53233

ROLL CALL

Present:                    Ron Tays, Chair and Treasurer
                                Michele Bria, Trustee
                                Mardee Gruen, 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.  Treasurer Tays called the regularly scheduled monthly meeting of the Milwaukee County Federated Library
                  System Board of Trustees to order at 9:08 a.m. 

II.        APPROVAL OF MINUTES.  Trustee Ziehler moved and Trustee Gruen seconded a motion to approve the minutes of the rescheduled meeting held Friday, May 18, 2007 as presented and shown as Attachment A of the agenda packet.  Unanimously approved. 

III.       PUBLIC COMMENT.  None 

IV.       LIBRARY DIRECTORS ADVISORY COUNCIL – REPORTS. 

A.  Report of the June 7, 2007 LDAC meeting.  Director Gingery reported that this report was not ready for distribution or discussion and would be on the next agenda in July. 

V.        BOARD OF TRUSTEES – COMMITTEE REPORTS REQUIRING ACTION. 

A.  Finance and Personnel Committee. 

1.             Financial Reports – April, 2007.  Treasurer Tays reported that the Finance & Personnel Committee reviewed the April, 2007 financial report shown as Attachment B of the agenda packet and since it was reported that all is in order for the first third of the year and recommends MCFLS Board approval.  Trustee Ziehler moved and Trustee Bria seconded a motion to accept the April, 2007 financial report as presented.  Unanimously approved. 

2.         2008 County Budget Request.  Treasurer Tays reported that the Finance & Personnel Committee recommends approval of the draft 2008 County Budget Request shown as Attachment C of the agenda packet.  Trustee Gruen moved and Trustee Bria seconded a motion to approve and submit the 2008 County Budget Request as presented.  Trustee Ziehler asked whether more has been requested in the past.  Director Gingery noted that in some years more has been ask for but the average of the past three years is what statutorily must be received and that is all that we ever have received no matter what we request.  The motion was withdrawn and a friendly amendment was made to change the dollar amount requested from the statutorily required $66,650 to $100,000.  Unanimously approved.  

3.         Letter from Bonded Transportation Solutions, Inc. regarding adjustment in cost of delivery service.  Director Gingery reported that a letter, shown as Attachment D of the agenda packet, has been received from our suburban library delivery vendor requesting an increase in cost for delivery services.   It has become routine for a letter to be sent to us every other year for modest increases which have been approved by the MCFLS Board.  Director Gingery also noted that he prepared a chart (also part of Attachment D of the agenda packet) which represents the per tub costs 2002- 2006 for Bonded  and MPL, respectively,  which shows that the costs paid to both vendors are pretty consistent with each other if based on per tub costs alone.  Director Gingery also noted that the amount of tubs delivered has been remaining steady over the last four years as has the per tub cost  

Director Gingery stated that currently no current contract exists with Bonded and services have continued based on the letters requesting increases in the per tub charges and the per library stop fees.  Jim would like to gain approval to enter into a contract with Bonded and instead of a dollar amount set for annual services to base the price on the two currently used criteria of per stop and per tub costs as has been past practice for a number of years now.  Bonded is agreeable to entering into a formal contract for formalize the relationship which exists.  Trustee Gruen asked whether MCFLS needed to go out to bid for this service and Director Gingery responded that MCFLS is not required to bid the service, particularly if pleased with the service. 

Trustee Ziehler moved and Trustee Gruen seconded a motion to have Director Gingery modify the old contract to reflect the per stop and per tub methodology for pricing in a two year contract with Bonded using the rates shown on Attachment D as the costs for a 2008-2009 contract.  Unanimously approved.  Director Gingery will share the final version of the contract with the Board at a future meeting. 

4.         MCFLS Employment Handbook.  Treasurer Tays reported that the Finance & Personnel Committee recommends MCFLS Board approval of the draft employee handbook which was sent to MCFLS Board Members with the agenda packets.  Trustee Bria moved and Trustee Gruen seconded a motion to approve the handbook as presented.  Trustee Ziehler asked what has changed.  Director Gingery noted that this is actually the first official employee handbook (although we have a detailed union contract with represented employees). What has happened in the past were various policies and procedures documents developed over time along  with various memos. This is a far more comprehensive document. The only item to highlight as a clarification of policy is the requirement that staff request off for vacation three business days in advance.  This will eliminate the problem we have experienced at times of some staff calling in sick and then using vacation time rather than sick time; some staff have used vacation instead of sick leave which still allows the staff person to earn quarterly sick leave incentive days.  Trustee Ziehler suggested a review of some of the holiday names which can become a difficult issue for governmental bodies, particularly “Good Friday.”  The motion was unanimously approved to approve the Employee Handbook as presented.  

VI.       ADMINISTRATIVE INFORMATIONAL ITEMS 

A.  Director’s Report – May 2007.  Director Gingery referred to his May, 2007 Director’s Report which is shown as Attachment E of the agenda packet.  Jim noted that on legislative issues, it looks good for the next biennial budget that Library Systems will receive 4 percent increases in both 2008 and 2009  as proposed by the Governor.  Another issue, the releasing of surveillance videos to police if a crime is committed in a library, is being discussed and a bill has been drafted since patron privacy needs to be protected therefore specific guidelines need to be in place.  Next, Director Gingery reported that three libraries have signed the Member Agreement so far: Oak Creek, Greendale and Cudahy. 

VII.      NEXT MEETING DATES. 

A.  Finance and Personnel.  Next meeting scheduled for Monday, July 16, 2007 beginning at 8:30 a.m. 

B.  MCFLS Board of Trustees.  Next meeting scheduled for Monday, July 16, 2007 beginning at 9:00 a.m.  Trustee Ziehler asked what the process is for replacing the MCFLS Board Vice President since Ryan McCue has left the Board.  Director Gingery replied that an election needs to be held; that will be on next month’s agenda.  Director Gingery reported that he has been in contact with the County Executive’s Office regarding a replacement for Ryan McCue and they are working on that. 

VIII.    ADJOURNMENT.  With no further business to come before the Board, Trustee Gruen moved and Trustee Bria seconded a motion to adjourn the meeting at 9:40 a.m.  Unanimously approved.

ATTACHMENT   B

May Financial Report