South Central Library System Board of Trustees Minutes
11/18/2022, 12:15 p.m.

Chester Room
4610 S. Biltmore Lane, Suite 101, Madison, WI  53718

Meeting held via BlueJeans & in person

Action Items: 
Approved the Nominations Committee appointed by the Board President for the proposed 2023 slate of officers.

Present: B. Clendenning, P. Cox, S. Feith, N. Foth, M. Furgal, E. Galanter, J. Honl, M. Nelson, G. Poulson, T. Walske, K. Williams, J. Wright

Absent: N. Brien, S. Elwell, L. Ross, T. Teelin

Recorder:  H. Moe

SCLS Staff Present: M. Van Pelt, K. Goeden, C. Baumann

Guests:  T. Drexler, SCLS; Amy Sampson, Notary Public; David Haug, Lighthouse Realty

Call to Order: 12:15 p.m.  G. Poulson, President

a. Introduction of guests/visitors:  T. Drexler, SCLS; Amy Sampson, Notary Public; David Haug, Lighthouse Realty

b. Requests to address the Board:  None.

Approval of previous meeting minutes: 10/27/2022

a.   Motion:  M. Nelson moved approval of the 10/27/2022 minutes.  J. Wright seconded.    
b.   Changes or corrections:  None

            c.   Vote:  Motion carried.

Financial Statements:  K. Goeden provided an overview of the financial statements.  S. Feith inquired about the difference in payment versus receipt for lost items. SCLS replaces delivery losses on behalf of our libraries.  Waltco is a contractor for deliveries in the northern part of the state. Waltco lost $5,800 worth of materials on one of their stops.  Waltco was only willing to pay $500 based on an old contract that we had with them.  We had legal review of the contract with our attorney and he noted that the contract with Waltco indicated $500 is the max reimbursement.  SCLS is working to improve the contract. 

Bills for Payments:  The payment amount is $116,637.74

a.   Motion:  M. Nelson, with the assistance of J. Honl, reviewed the bills for payment and moved approval of the bills for payment.  N. Foth seconded.

b.   Discussion:  None   

            c.    Vote:  Motion carried.

Presentation: SCLS Data Projects – Tim Drexler, SCLS Data Services Consultant.  You may view the PowerPoint presentation in the documents online. 

Committee Reports

a. Advocacy:  No report. 

b. Nomination:  G. Poulson noted the board needs to approve the nominations committee.  The members are K. Williams, M. Furgal, J. Honl, and M. Nelson.  The slate of candidates will come before the board in December and will be voted upon in January
b. Personnel: Director’s performance review – J. Honl noted the committee met to review the system director’s 2022 and 2023 goals.  The 2023 goals from the Personnel Committee included a review of chapter 43 and the responsibilities between the board and staff.  Ms. Van Pelt’s performance has remained diligent and competent.

e.  Building Needs Assessment Work Group
  i.  Closing process review – D. Haug provided a brief review of the closing process.  There are three changes to the closing statement which includes a seller credit to SCLS for the brokerage fees since the seller is paying those fees, the ground lease rent between Corben and Dane County will be prorated, and the lease with Lakeland College between the landlord, Corben, and Lakeland College/University (subtenant) rent will be prorated.
Questions:  none
  ii.  Presentation and signing of closing documents by Board President and Notary Public.  The documents were signed, notarized, and witnessed by the board members.

Action Items:

a. Approve Nominations Committee appointed by the Board President for the proposed 2023 slate of officers.  The committee consists of: K. Williams, M. Furgal, M. Nelson, and J. Honl.

i.  Motion: M. Furgal moved approval of the appointed nomination committee members.  Seconded by P. Cox

                        ii.  Discussion:  None

                        iii. Vote:  Motion carried.

SCLS Foundation Report:  M. Van Pelt noted the next meeting will be in January.

System Director's Report:  You may view the System Director report online.  We will be receiving our LSTA funds in December.  There is a director vacancy at the Albertson Memorial Library in Albany and Joan Behm, Director of the Cambridge library, will be retiring in February.

Administrative Council (AC) Report:  All Directors Met 11/17/2022.  You may view the minutes online. 

Other Business: 

a. 2023 Committees:  Start thinking which committees you would like to serve on in 2023 including staying on your current committee.  There is an opening on the SCLS Foundation.  Send requests to Heidi Moe. 

Information sharing:  B. Clendenning noted there was much support from the WI Rapids community for the library budget to remain intact.  The budget was not cut for the McMillan Memorial Library.

Adjournment:  1:02 p.m.

For more information about the Board of Trustees, contact Martha Van Pelt

BOT/Minutes/11/18/2022