South Central Library System Board of Trustees Minutes
8/26/2021, 12:15 p.m.
4610 S. Biltmore Lane, Suite 101, Madison, WI  53718

Meeting held remotely via BlueJeans & in person

Action Items: 
Approved the BCPL Borrowing Resolution
Approved and signed the BCPL loan application
Approved the SCLS 2022-2024 Strategic Plan


Present: N. Brien, J. Chrisler, B. Clendenning, P. Cox, S. Elwell, S. Feith, N. Foth, M. Furgal, J. Healy-Plotkin, J. Honl, N. Long, M. Nelson, R. Nelson, T. Walske, K. Williams

Absent:

Excused: G. Poulson
Recorder:  H. Moe

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

 

Call to Order: 12: 15 p.m.  J. Healy-Plotkin, President

a.      Introduction of guests/visitors:  None

b.   Changes/additions to the agenda:  None

c.   Requests to address the Board:  None 

Approval of previous meeting minutes: 7/22/2021  

            a.   Motion:  K. Williams moved approval of the 7/22/2021 minutes.  N. Long seconded.    
            b.   Changes or corrections:  None

            c.   Vote:  Motion carried.

Bills for Payments:  The payment amount is $108,943.71

a.   Motion:  M. Nelson moved approval of the bills for payment.  M. Furgal seconded.

b.   Discussion:  None

            c.    Vote:  Motion carried.

 

Financial Statements:  K. Goeden provided an overview of the financial statements. 

 

Committee Reports:

a. Advocacy – K. Williams noted the committee met.  All board members are encouraged to financially support the SCLS Foundation and attend the Cornerstone Event.  
b. Personnel and Budget & Finance – recommendation to approve 2022 budget and budget notes in September.  The board will take action on the budget recommendation in September.
c. Recommendation to adjust System Director 2022 salary within 2022 budget.  This will be an action item at the September board meeting.
d. SCLS 2022-2024 Strategic Plan (see action item)

Action Items

a.       Approve the Board of Commissioners of Public Lands of Wisconsin (BCPL) Borrowing Resolution.

Board President, Jaime Healy-Plotkin read the BCPL preamble and resolution to the SCLS Board as follows:

Form of Record
The following preamble and resolutions were presented by Board Member Jaime Healy-Plotkin and were read to the meeting.
By the provisions of Chapter 24 and Sec. 43.17 (9) (b) of the Wisconsin Statutes, all Federated public library systems may borrow money to accomplish any of its purpose, and,


By the provisions of Sec. 43.17 (9) (b) of the Wisconsin Statutes, the Board of Commissioners of Public Lands of Wisconsin is authorized to make loans from the State Trust Funds to Federated public library systems for such purposes.


THEREFORE, BE IT RESOLVED, that the South Central Library System, in the Counties of Adams, Columbia, Dane, Green, Portage, Sauk and Wood, Wisconsin, borrow from the Trust Funds of the State of Wisconsin the sum of Five Million Five Hundred Thousand and 00/100 Dollars ($5,500,000.00) for the purpose of financing construction of new SCLS Headquarters/Delivery facility and for no other purpose.


The loan is to be payable within 20 years from the 15th day of March preceding the date the loan is made.  The loan will be repaid in annual installments with interest at the rate of 4.00 percent per annum from the date of making the loan to the 15th day of March next and thereafter annually as provided by law.


RESOLVED FURTHER, that the outstanding amount of the Federated public library system’s state trust fund loan, together with all indebtedness of the system, may not exceed an amount equal to the system’s receipts for the prior fiscal year.


RESOLVED FURTHER, that no money obtained by the South Central Library System by such loan from the state be applied or paid out for any purpose except financing construction of new SCLS headquarters/Delivery facility without the consent of the Board of Commissioners of Public Lands.


RESOLVED FURTHER, that in the case the Board of Commissioners of Public Lands of Wisconsin agrees to make the loan, that the President and Board Designee of the South Central Library System, in the Counties of Adams, Columbia, Dane, Green, Portage, Sauk and Wood, Wisconsin, are authorized and empowered, in the name of the library system to execute and deliver to the Commission, certificates of indebtedness, in such form as required by the Commission, for any sum of money that may be loaned to the library system pursuant to this resolution.  The President and Board Designee of the library system will perform all necessary actions to fully carry out the provisions of Chapter 24 and Sec. 43.17 (9) (b), Wisconsin Statutes, and these resolutions.

 

RESOLVED FURTHER, that this preamble and these resolutions and the aye and no vote by which they were adopted, be recorded, and that the Board Designee of the library system forward this certified record, along with the application for the loan, to the Board of Commissioners of Public Lands of Wisconsin.

i. Motion:  M. Furgal moved approval of the Board of Commissioners of Public Lands of Wisconsin Borrowing Resolution.  P. Cox seconded.
           

ii. Discussion:  
What is the advantage to using the BCPL versus a commercial lender?  BCPL has a lower interest rate, no down payment or balloon payment and offers one loan payment per year, which aligns with our funding schedule.   
Is there a penalty to pay off the loan early?  No. 
When is the first payment due?  March 2023. 
The loan application states the number of counties in SCLS.  What if the number of counties changes? It is a legal description of what SCLS is at the time of the loan application.  
Is there any financial liability to member counties for this loan?  No.     

                        iii. Roll Call vote:

                        Nan Brien - aye

                        Bill Clendenning - aye

                        Philip Cox - aye

                        Suma Menon Elwell - aye

                        Susan Feith - aye

Nancy Foth - aye

                        Mike Furgal - aye

                        Jaime Healy-Plotkin - aye

                        Joan Honl - aye

                        Nancy Long - aye

                        Mary Nelson –aye

                        Rob Nelson - aye

                        Gary Poulson - absent

                        Theresa Walske - aye

                        Kristi Williams – aye

Motion carried.

 

b.      Approve and sign Board of Commissioners of Public Lands of Wisconsin (BCPL) loan application with Jaime Healy-Plotkin as Board President and Mary Nelson as Board Designee.

i. Motion. B. Clendenning moved approval and signing of the Board of Commissioners of Public Lands of Wisconsin loan application with Jaime Healy-Plotkin as Board President and Mary Nelson as Board Designee.  P. Cox seconded.

                        ii. Discussion:  None

                                    iii. Vote:  Motion carried.

c. Approve SCLS 2022-2024 Strategic Plan:  S. Elwell noted the committee met 5/19 and 7/23 and discussed a survey that was sent to the member libraries to compare same items ranked in 2018.  They also reviewed the activities that were completed and the goals that were set.  The survey results indicated very little difference between the years.  The current strategic plan received little change from SCLS staff except for a few minor “tweaks” and service priorities will remain the same for the next 3 years.  

 

i. Motion:  N. Long moved approval of the SCLS 2022-2024 Strategic Plan.  M. Nelson seconded.

                        ii. Discussion:  None

                                    iii. Vote:  Motion carried


Presentations:  K. Goeden – SCLS Financial Statements.  You may view the Power Point presentation in the documents online.
           

SCLS Foundation Report:  M. Van Pelt noted the board met July 22.  The Cedar Grove Public Library joined the foundation.  The 3rd quarter electronic newsletter was sent.  Brochures are being distributed to financial institutions and funeral homes. The Cornerstone events will take place 9/20 at the Bullseye Golf Course in Wisconsin Rapids and 10/7 at Buck and Honey’s in Monona to celebrate and honor the libraries’ staff from all 7 counties.  Both events run 5:30 -7:30.

System Director's Report:  You may view the System Director report online.  Susan Feith was introduced as the newly appointed Wood County representative.  She also serves on the Wood County Library Board and the McMillan Memorial Library Board.
Mark Ibach is retiring at the end of 2021.  SCLS has hired Tracie Miller to take on specific responsibilities of M. Ibach’s position, effective 9/7/21, which covers Chapter 43, annual reports, adjacent county billing, and she will also be the SCLS representative to Columbia County.  SCLS will advertise the Consulting Services Coordinator position internally.  The new Rock Springs Public Library is open.
T. Walske encouraged the board to read the recent foundation newsletter and the article written by Peter Kaland regarding the Columbus Public Library. 


Discussion: None
           

Administrative Council (AC) Report:  All Directors Met 7-17-2021.  You may view the minutes online. 

Other Business:  None

           

Information Sharing: R. Nelson noted the Baraboo Public Library is waiting for FDA loan approval for their building expansion project. 

Adjournment:  1:53 p.m.

           

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

 

BOT/Minutes/8-26-2021