SCLS Administrative Council Minutes

SCLS HQ – Chester Room
September 15, 2022, 10:00 a. m.

Virtual Meeting online and in-person

Action Items: 

Approved the Recommendation of the 2023 SCLS Budget and 2023 Budget notes to SCLS Board of Trustees
Approved the Recommendation of the 2023 SCLS System Plan to SCLS Board of Trustees

Present: R. Daley (1), R. Staveness (2), E. Clauss (3), L. Oathout (4), J. Bergin (5), J. Porter (6) J. Ramsey (7), W. Rawson (8), N. Snortum (9-10), M. Navarre Saaf (11-13)

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

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: 8/18/2022 AC Minutes

a. Motion: W. Rawson moved approval of the 8/18/2022 AC Minutes. J. Ramsey seconded.

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

Action items:

a.  Recommendation of 2023 SCLS Budget and 2023 Budget notes to SCLS Board of Trustees

i. Motion:  R. Staveness moved approval to recommend the 2023 SCLS Budget and 2023 Budget notes to SCLS Board of Trustees.  W. Rawson seconded.

ii. Discussion:  The budget does not include a cost of living increase for staff in 2023.  The WLA lease goes until May 2023. 
iii. Vote:  Motion carried.

b. Recommendation of 2023 SCLS System Plan to SCLS Board of Trustees

i. Motion:  J. Porter moved approval to recommend the 2023 System Plan to SCLS Board of Trustees.  J. Ramsey seconded.

ii. Changes or Corrections:  None
iii. Vote:  Motion carried.

Reports of action of committees/workgroups

a. Delivery Committee- Met 8/11/2022.  You may view the action items and details in the minutes of the last meeting online.  C. Baumann noted delivery has been backed up in the last week or so.  A series of untimely staff absences and the holiday weekend effected a couple of delivery routes.  300 bins were held over, which is 35-40% of normal volume.  The good part is that staff closed the gap and took on extra shifts, different routes, and longer hours, etc. 

b. ILS Committee – Did not meet.  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 – Did not meet.  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 8/9/2022.  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 the BNAW will  recommend the purchase of the Lakeland Property to the SCLS Board.  The SCLS Board will vote whether to go forward with the purchase.  If the vote is yes, SCLS will apply for an additional $1 million loan from BCPL, which the board previously approved.  The entire budget is $7 million (including the additional $1 million loan).  If the building is purchased, we will assume the ground lease from Dane County.  SCLS would then create construction documents for the HQ remodel and the delivery building addition, which will go out to bid.  Headquarters remodel will be the primary bid and delivery will be a secondary bid.  If the bids come back within the $7 million budget we will move forward with the HQ remodel, move staff and the data center into the new facility, and begin construction of the delivery addition.  HQ has to be out the current facility by May 2023.  Delivery has a lease to November 2023.  If the bid comes back and it’s too high then delivery will stay in their current building until an alternate plan is determined. 

Items from clusters for initial discussion: J. Porter thanked J. Anderson for the welcome luncheon for director Katherine Elchert to the MCM library.

Meeting evaluation and Summary:  Good

Next meeting:
October 20 AC, November 17 All Directors (Waunakee P. L.), December 15 AC

Adjournment:  11:04 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/9-15-2022