SCLS Administrative Council Minutes

SCLS HQ – Chester Room
January 19, 2023, 10:00 a. m.

Virtual Meeting online and in-person

 

Action Items: 

Approved 2023 Slate of Officers


Present: R. Staveness (2), E. Clauss (3), L. Oathout (4), J. Bergin (5), K. Elchert (6), J. Ramsey (7), J. Gretzinger  (8), T. Herold (9-10), S. Lee (11-13)

 (The number following each individual indicates the cluster they represent)  

Absent: R. Daley (1), M. Gartler, M. Navarre Saaf (11-13)

 

Recorder:  H. Moe

SCLS Staff Present: J. Anderson, C. Baumann, V. Teal Lovely, M. Van Pelt


Call to Order:  L. Oathout, Chair, called the meeting to order at 10:02 a.m.  

a.   Introduction of guests/visitors: None

b.   Changes/Addition to the Agenda: None

c.    Requests to address the Council: None

 

Approval of previous meeting minutes: 12/15/2022

                        a. Motion:  T. Herold moved approval of the 12/15/2022 AC Minutes.  J. Ramsey seconded.

b. Changes or Corrections:  None
c. Vote:  Motion carried.

Action items:

a.   Vote for 2023 Officers:  Chair – Jim Ramsey, STO; Vice Chair – Tracy Herold, DCL
i. Motion:  J. Bergin moved approval of the 2023 slate of officers as presented.  R. Staveness seconded.
ii. Discussion:  None
iii. Vote:  Motion carried.
J. Ramsey resumed the meeting as the newly elected chair.

Reports of action of committees/workgroups

a. Delivery Committee- Met 12/08/2022.  You may view the action items and details in the minutes of the last meeting online.  Reviewed the MLK holiday.

b. ILS Committee – Met 12/7/2022.  You may view the action items and details in the minutes of the last meeting online as well as the ILS report

c. Technology Committee – Met 12/7/2022.  You may view the action items and details in the minutes of the last meeting online as well as the Technology Report. 

d. Consultants: You may view the report in the AC documents online. 

e. Library Innovation Subcommittee:   Met 12/13/2022.  You may view the action items and details in the minutes of the last meeting online.  Will be meeting 2/24/23.

f.  Building Needs Assessment Work Group:  You may view the action items and details in the minutes of the last meeting online.  The bids are going out 2/2/23.  If all goes well building construction will begin May 1st.

SCLS Foundation provided funds for the meeting room furniture and high end audio visual as well as professional collection chairs and tables.

Items from clusters for initial discussion:  None

Other Discussion:

a.      Reminder to register to attend February WLA Legislative Day – registration is closed but you can register onsite the day of the event at the Madison Public Library on the 3rd floor.

b.      Technology Services Agreement and cybersecurity insurance:  

The AC annually reviews the Agreement to Participate in SCLS Technology Services. (TSA)

This year will involve several revisions to the TSA.  M. Van Pelt noted the main reason for the revisions is based on cybersecurity concerns.  While SCLS has cybersecurity insurance, in the past it was mainly to cover the cost of informing libraries and patrons if a breach to the patron database occurred and the cost of reloading data or rebuilding the database.  Cyber threats have escalated to continual hacking attacks/attempts and ransomware.  The SCLS cybersecurity insurance policy does not cover SCLS member libraries. SCLS has met with its insurance provider and attorney to revise the TSA to strengthen the language involving cybersecurity.  The new agreement will be signed by all SCLS member libraries whether they pay for technology services or not.  SCLS provides some technology services like Office 365, database authentication, web hosting and cooperative equipment purchases for no charge to its members.  Up until now, members who received free services did not sign an agreement.  This will clarify that even if something is free, SCLS holds no liability. 

As part of the discussion around the new agreement, SCLS will be encouraging members to make sure that they have cybersecurity insurance through their local municipalities. SCLS will continue to do everything in its power to build a strong defense against intrusions, hacking or other incidents of misuse to its network, equipment or software.  Part of that defense is to make the member libraries aware that both of us need to take precautions and be proactive in protecting our shared computer system.

c.       Topics for AC to address this year: Please let M. Van Pelt know if there is a topic that the AC would like to address.

d.      2024 Budget Timeline Sheet: This is a guideline for member libraries to track the budget process at SCLS.

e.      2023 All Directors meetings:  Jean has been in contact with member libraries that have a compatible sound system to host the hybrid AD meetings.  Waunakee, Fitchburg, and the Pinney Branch have agreed to host the meetings.  The hybrid option will still be available as well as in person.   

                                                            a.      March – 100% virtual

                                                            b.       May – Waunakee P.L.

                                                             c.      July – Pinney Branch, MPL

                                                            d.      November - Fitchburg P.L.

f.        Annual Cluster Representative Training & Refresher:  M. Van Pelt reviewed the cluster representative job description and meeting protocols.

 

 

Meeting evaluation and Summary:  Good

 

Next meeting: February 16, 2023

Adjournment:  11:07 a.m.

 

For more information about the Administrative Council, contact Martha Van Pelt.

SCLS staff is available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

AC/minutes/1-19-2023