SCLS Administrative Council Minutes
9/16/2021, 10:00 a.m.
Virtual Meeting online and in-person

Action Items: 

Approved Recommendation of 2022 SCLS Budget and 2022 Budget notes to SCLS Board of Trustees

Approved Recommendation of 2022 SCLS System Plan to SCLS Board of Trustees

Approved the Creation of Cost Formula Work Group to work on 2023 Technology Services fees

Approved the Creation of Cost Formula Work Group to work on 2023 Delivery Services fees

Present: R. Daley (1), L. Ganz (2), K. Linde-Moriarty (3), L. Oathout (4), J. Bergin (5), S. Hetzler (7), W. Rawson (8), T. Herold (9-10), M. Navarre Saaf (11-13) (The number following each individual indicates the cluster they represent)  

Excused: J. Porter (6)

Recorder:  H. Moe

SCLS Staff Present: C. Baumann, M. Ibach, T. Miller, V. Teal Lovely, M. Van Pelt

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

a. Introduction of guests/visitors: Tracie Miller was introduced.

b. Changes/Addition to the Agenda:  

c. Requests to address the Council: None

Approval of previous meeting minutes: August 19th AC Minutes

a. Changes or Corrections:  Change minutes to reflect S. Hetzler was present instead of R. Claringbole.

b. Approved by motion:  L. Oathout moved approval of the revised August 19th AC Minutes.   W. Rawson seconded. 

c. Motion carried.

Action items: 

    a.      Recommendation of 2022 SCLS Budget and 2022 Budget notes to SCLS Board of Trustees
i. Motion: S. Hetzler moved recommendation of 2022 SCLS budget and 2022 budget notes to SCLS Board of Trustees. 

ii. M. Navarre Saaf seconded

iii. Discussion: None
iv. Vote:  Motion Carried.

b. Recommendation of 2022 SCLS System Plan to SCLS Board of Trustees
i. Motion: L. Oathout moved approval of the recommendation of 2022 System Plan to SCLS Board of Trustees.   

ii.   M. Navarre Saaf seconded

iii. Discussion: None

iv. Vote:  Motion Carried.

c. Create Cost Formula Work Group to work on 2023 Technology Services fees and Create Cost Formula Work Group to work on 2023 Delivery Services fees
i. Motion: K. Linde-Moriarty moved approval

ii. L. Oathout seconded.
iii. Discussion: Please volunteer to serve on this work group.  We would like representation from all the counties.
iv. Vote: Motion Carried.

Reports of action of committees/workgroups

a. Delivery Committee- Met 8/12/2021.  You may view the action items and details in the minutes of the last meeting online.  C. Baumann has been leading the statewide delivery meetings regarding the PLSR implementation recommendations.   Delivery hired Emily Bauer as a part time driver and Layn Palmer moved to full time working at delivery and as janitorial staff at SCLS HQ three times a week.   Heading into 2023, delivery will have to expand service for statewide delivery.  C. Baumann is creating a new schedule for staff to manage and maintain routes inside and outside the system.  The first draft will be available 11/1/2021.

b. ILS Committee – Met 8/4/2021.  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 8/4/2021.  You may view the action items and details in the minutes of the last meeting online.  

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

e. Library Innovation Subcommittee:   Met 8/10/2021.  You may view the action items and details in the minutes of the last meeting online.  

f. Building Needs Assessment Work Group:  Met 9/2/2021.  You may view the action items and details in the minutes of the last meeting online. M. Van Pelt provided information based on questions asked.  It will be cheaper for SCLS to own one combined building versus renting two buildings.  While leasing, the rent goes up every year and SCLS pays taxes through the rent.  If they owned the building, they would not pay taxes.  They would also have a fiscal asset.  While more staff is working remotely, there is mandatory on site meetings for all staff at HQ.  Delivery still needs a physical building.  Administrative staff works on site.  The building also needs to house a data center and meeting rooms for staff and member meetings. 

Items from clusters for initial discussion:  None

Discussion:
a. ARPA money – An email was sent to the directors regarding application for ARPA funds.  The applications need to be submitted in one month.  Once the applications are received, SCLS has two weeks to create the budget with the details and the funds will be provided in November.  $3.2 million is available and needs to be spent by June 2022.  The funds will come to SCLS and be dispensed to the participating libraries.

The following ideas were provided:
Micro-grid system to keep power on for patrons so they don’t need to leave the library. 

24/7 library – ability to have a contact outside of libraries

Envisionware automated branch with items to browse, checkout.
Lucky day rotating collection
A library vehicle for each county that would have the ability to provide home delivery and neighborhood materials with mobile WiFi.  

Funding for self-checks and replace Bibliotecha with Envisionware.  We are supporting two systems and it would be nice to go to one. 
Pick up lockers. Envisionware carries them.  REE just got one. 
Marketing/advocacy

Subscriptions – charge for 2 years for one invoice. 
Continue the RFID tagging commitment and self-check
Sorter pilot for delivery
Continue to extend wireless access points in and outside of libraries.
System wide databases – Gale courses, Creativebug, Kanopy, Hoopla

  b. SCLS survey – May not have time to use it. Will be discussed at the directors check-in tomorrow.

Meeting evaluation and Summary: 

Next meetings:  October 21 and December 16

Adjournment: 11:01 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/9-16-2021