SCLS Administrative Council Minutes

April 18, 2024, 10:00 a. m.

SCLS Headquarters

Action Items:   
Approved the ILS & CSS recommendation of revisions to SCLS Guidelines for Registering Patrons
Approved recommendation of the Resource Library Statutory Resources Services Agreement and the Resource Library Supplemental Services Agreement to the SCLS Board

Present: N. Menzel (1), L. Oathout (4), J. Bergin (5), J. Porter (6), J. Ramsey (7), J. Gretzinger (8), M. Warren, M. Navarre Saaf
(The number following each individual indicates the cluster they represent)  

Excused: M. Gartler (11-13), T. Herold (9-10), B. Massei (3), R. Staveness (2)

Recorder:  H. Moe 

SCLS Staff Present: J. Anderson, C. Baumann, V. Teal Lovely, S. Schultz

Call to Order:  J. Porter, Vice Chair, called the meeting to order at 10:00 a.m.  

a. Introduction of guests/visitors: None

b. Changes/Addition to the Agenda: Add Cost Formula Work Group Report under Technology Committee.

c. Requests to address the Council: None

Approval of previous meeting minutes: 2/15/2024 AC Minutes, 3/21/2024 AD Minutes

                        a. Motion:  J. Bergin moved approval of the 2/15/2024 AC Minutes, 3/21/2024 AD Minutes.  L. Oathout seconded.

b. Discussion:  None
c. Vote:  Motion carried.

Action items:

a. Accept and approve ILS & CSS recommendation of revisions to SCLS Guidelines for Registering Patrons
i. Motion:  J. Bergin moved approval.  M. Navarre Saaf seconded. 
ii. Discussion: None
iii. Vote:  Motion carried.

b. Recommendation of Agreements to SCLS Board of Trustees– see discussion and report below

i. Resource Library Statutory Resources Services Agreement (no changes)

ii. Resource Library Supplemental Services Agreement (no changes)
i. Motion: L. Oathout moved approval to recommend the Statutory Resource Services Agreement and Supplemental Services Agreement to the SCLS Board of Trustees.  J. Ramsey seconded.
ii. Discussion: None
iii Vote:  Motion carried.

Reports of action of committees/workgroups

a. Delivery Committee- Met 4/11/2024.  You may view the action items and details in the minutes of the last meeting online.  

b. ILS Committee – Met 4/3/2024.  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 4/3/2024.  You may view the action items and details in the minutes of the last meeting online as well as the Technology Report.    

        i. Cost Formula Work Group:  V. Teal Lovely noted the work group met 4 times and focused on ILS and PC support fees because there has been a gap in the fees collected.  Contingency fees have been used the last couple of years to cover that gap, but the gap is increasing.  SCLS contributed an additional $25,000 from state aid to tech services, which will be applied to the infrastructure budget for the benefit of all libraries.  The result of the funds being disbursed across all libraries decreases the cost of pc fees to all libraries.  There will be an increase of $10/pc per year and will go into effect next year.  SCLS is also contributing $25,000 of state aid toward the ILS fees and that is going to be issued as a rebate/discount for small/rural libraries. 

d. Consultants: You may view the report in the documents online.  For the July AD Meeting, J. Anderson suggested CE training on policies and record retention. 

e. Library Innovation Subcommittee:  Met 4/9/2024.  You may view the action items and details in the minutes of the last meeting online.   

Items from clusters for initial discussion:  Cluster 6 inquired whether documents referenced in the meeting minutes could be linked within the minutes.  J. Anderson noted there may be a reason that it’s not being done and will research it further. 

Other Discussion:

a. Review 2 Resource Library agreements.  Both SCLS and MAD are recommending no changes.; SCLS Board and Madison Public library Board vote in May on final contracts approval

a. Review of SCIDs – M. Warren, Madison Public Library provided a brief review.

Next meeting: 5/16/2024 – All Directors Meeting at Baraboo.

Meeting evaluation and Summary: 

Adjournment:  10:59a.m.

For more information about the Administrative Council, contact Shannon Schultz.

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/4-18-2024