SCLS Administrative Council Minutes

SCLS HQ – Chester Room
June 16, 2022, 10:00 a. m.

Virtual Meeting online and in-person

Action Items: 
Approved voting shares for July All Directors fees votes for Delivery, Technology Services (Infrastructure, Network Services, PC Support, ILS Services & Getit), OverDrive, Advantage, and OverDrive magazines.
Approved Resource Library Statutory Resources Services Agreement
Approved Library Supplemental Services Agreement
Approved Agreement to Participate in SCLS Technology Services
Approved Technology Services Cost Formula
Approved Delivery Services Cost Formula

Present: R. Daley (1), R. Staveness (2), L. Oathout (4), J. Bergin (5), J. Porter (6), J. Ramsey (7), B. Anderson (8), T. Herold (9-10), M. Navarre Saaf (11-13)

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

Excused: Vacant (3)

Visitor:

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 10:00 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: 4/14/2022 AC Minutes; 5/19/2022 AD Minutes

a. Approved by motion: M. Navarre Saaf moved approval of the 4/14/2022 AC Minutes and 5/19/2022 AD Minutes.  R. Staveness seconded.

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

Action items:        

a. Approve voting shares for July All Directors fees votes

i. Delivery

ii. Technology Services

1. Infrastructure

2. Network Services

3. PC Support

4. ILS Services & GetIt

iii. OverDrive

iv. Advantage

v. OverDrive magazines

i. Motion:  T. Herold moved approval of all the voting shares for the July All Directors fees votes.  J. Bergin seconded. 
ii. Discussion: How are the voting shares calculated?  The details are listed in the Technology Services Agreement under section #5 as follows:  Libraries participating in any services selected in Section 1 of this Agreement shall vote annually to approve the related fees for the following fiscal year at the All-Directors’ meeting held in July.   This meeting will be noticed to all parties at least one month before the scheduled date of the meeting.  Votes for each service shall be allocated as follows:  a maximum of one thousand (1,000) shares or votes shall be allocated to Libraries participating in each service based on their share of the current year’s operating budget for that service.  A quorum of 51% of the libraries participating in each service controlling 51% of allocated votes must be present in person or by proxy for action to be taken.    A super majority of 75% of all votes cast and 75% of the libraries in each service must be present in person or by proxy for passage of the fees.  SCLS will not be responsible for performance of services if fees are not approved or timely paid.

iii. Vote:  Motion passed.

b.   Approval of Agreements

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

ii.         Resource Library Supplemental Services Agreement  ( no changes)

iii.        Agreement to Participate in SCLS Technology Services (no changes)

iv.        Technology Services Cost Formula (no changes)

v.         Delivery Services Cost Formula

Motion:  J. Porter moved approval of the agreements and the technology and delivery services cost formulas.  R. Staveness seconded. 
Discussion: None
Vote:  Motion passed

Reports of action of committees/workgroups

a. Delivery Committee- Met 6/9/2022.  You may view the action items and details in the minutes of the last meeting online.         

b. ILS Committee – Met 6/1/2022.  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 6/1/2022.  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 6/14/22. You may view the action items and details in the minutes of the last meeting online. 

f. Building Needs Assessment Work Group:  M. Van Pelt noted all bids for the Walton Commons project will be rejected since the bids were too high for our budget or we didn’t receive bids on specific units.  We have asked the architect to reduce the size of the new building to keep it under the $7 million budget.   We are also looking to possibly purchase an existing building as long as the delivery portion can be added.  An offer was made for a property and we have received a counter offer.  We have met with headquarters and delivery landlords to inform them of the current situation and options for extending leases since the timeline to move out is extended. 

Items from clusters for initial discussion: None

Discussion:

a. SCLS Advantage information and recorded webinar available.  Please remind directors in your cluster to vote.  Vote is open June 15 – June 21.

b. What does AC want to do for the fun activity for the afternoon of the July All Directors meeting in the Wisconsin Dells?  It was suggested a Dells Boat tour would be fun.  Detailed will be provided to the directors regarding cost, time, etc.

Meeting evaluation and Summary: 

Next meetings:  All Directors Meeting July 21, 2022 at Wintergreen Resort in WI Dells in person and virtually.

Adjournment: 10:52 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/6-16-2022