Trustee Meeting 2013.11.09

NWLS Board of Trustees Meeting
November 9, 2013 Minutes
NWLS Headquarters, Ashland

1. Call to Order/Roll Call
Dee Kittleson called the meeting to order at 12:05 p.m.

Present: Donna Bergum (Superior Public Library), Jessie Burhans (Douglas County), Jeff Burke (Vilas County), Buzz Byrne (Burnett County), Clarence Campbell (Ashland County), Dee Kittleson (Bayfield County), Robert Mock (Douglas County), Deb Nordgren (Douglas County), Laura Rachford (Burnett County), Tom Thompson (Iron County), Jim Trojanowski (Director), Linda Stobbe (Office Manager).

Excused: Jim Basset (Sawyer County), Bill Bruen (Bayfield County), Dan Gretz (Sawyer County), Tuula Harris (Douglas County), Jamie Klema (Ashland County), Sandy Mackie (Washburn County), Vivian Markley (Douglas County), Jim Pearson (Washburn County), Mary Platner (Vilas County).

2. Guest Comments

3. Approval of the September 21, 2013 NWLS Board Meeting Minutes
Motion by Buzz Byrne, second by Jessie Burhans to approve the September 21, 2013 Board of Trustees Meeting Minutes. Motion carried.

4. Appointment of nominating committee for 2014 Officers.
Dee Kittleson appointed Dee Kittleson, Jessie Burhans, and Donna Bergum to the nominating committee.

5. September and October 2013 NWLS Expenditures
Motion by Laura Rachford, second by Deb Nordgren to approve the September and October, 2013, NWLS expenditures. Motion carried.

6. October, 2013 Financial Statement and Budget Report
Motion by Jeff Burke, second by Jessie Burhans to approve the October, 2013, NWLS Financial Statement and Budget Report. Motion carried.

7. Approval of Financial Procedures Handbook
Laura Rachford moved to approve the Financial Procedures Handbook, second by Donna Bergum. Carried unanimously.

8. Approval of NWLS Investment Policy
Jeff Burke moved to approve the NWLS Investment Policy, second by Jessie Burhans. Carried unanimously.

9. Approval of NWLS Public Use of Library Networks and Peripherals Policy
Laura Rachford moved to approve the NWLS Public Use of Library Networks and Peripherals Policy, second by Jeff Burke. Carried unanimously.

10. Discussion of process for Director’s annual evaluation
Jim outlined the process used in recent evaluations of his performance. Laura Rachford finds the current evaluation form difficult to use and suggested finding a improvement. Following discussion, motion by Jeff Burke, second by Clarence Campbell to use the current form this year and appoint a committee to develop a process for future evaluations of the Director and present it to the NWLS Board of Trustees for approval by May, 2014. Motion carried. Dee Kittleson appointed Tuula Harris, Donna Bergum, and Laura Rachford to the committee.

11. Director’s Report
Jim has been selected to serve on the Council on Library and Network Development (COLAND), an advisory body to the Division for Libraries and Technology appointed by the governor. Half the appointments are librarians, half are public members.

The exploration of the ILS (ie Merlin) merger with Indianhead and Wisconsin Valley is now called Project WIN. In October meetings were held to gather input from automation staff of the three library systems involved in the discussion and with representatives of libraries in each of the three ILSs. The goal is to decide whether to merge the ILSs by May, 2014.

Bandwidth continues to be an ongoing concern for public libraries and public library systems, both in Northern Wisconsin and throughout the state. Jim outlined long and short-term efforts being made to help address the problem. Mike Sauvola has told NWLS members that he expects a problem at this system level by next spring.

Rose Bitzer has resigned her position as Mail-A-Book and Delivery Assistant. A new hire should be announced within a week.

Board members asked that the January meeting be held at 10:00 since it is a web meeting.

12. Adjourn
Dee Kittleson declared the meeting adjourned at 1:15 pm.

Respectfully submitted,


Jim Trojanowski