Trustee Meetings

Trustee Meeting 2017.03.18

NWLS Board of Trustees
March 18, 2017
12:00 p.m.

1. Call to Order/Roll Call
Jeff Burke called the meeting to order at 12:00 pm.

Present: Sandy Mackie (Washburn County), Kathryn McKenzie (Douglas County), Jeff Burke (Vilas County), Al Lundquist (Ashland County), Clarence Campbell (Ashland County), Connie Cogger (Bayfield County), Robert Mock (Douglas County), Jim Crandall (Bayfield County), Vivian Markley (Douglas County), Mary Platner (Vilas County), Sherry Machones (Director), Mike Sheehan (Asst. Director), Michael Sauvola (Network Administrator), Michelle Gostomski (Office Manager), Donna Knuckey (Winter Public Library).

Excused: Donna Bergum (Douglas County), Buzz Byrne (Burnett County), Dian Delong (Sawyer County), Jocelyn Ford (Washburn County), Jim Bassett (Sawyer County), Laura Rachford (Burnett County), John Sendra (Iron County)).

2. Guest Comments

3. Approval of the January 21, 2017, Board of Trustees Meeting Minutes
Motion by Al Lundquist, second by Mary Platner to approve the January 21, 2017 Board of Trustees Meeting Minutes, with the following corrections: Addition of attributing Sawyer County to Jim Bassett and attributing the Vaughn Public Library to Clarence Campbell in the Election of Officers section. Motion carried unanimously.

4. Approval of January and February 2017 NWLS Expenditures
Motion by Vivian Markley, second by Kathryn McKenzie to approve the January and February 2017 NWLS Expenditures. Motion carried unanimously.

5. Approval of February 28, 2017, Financial Statement and Budget Report
Motion by Sandy Mackie, second by Mary Platner to approve the February 28, 2017 Financial Statement and Budget Report. Motion carried unanimously.

6. Approval of 2016 Annual Audit
Motion by Robert Mock, second by Clarence Campbell to approve the 2016 annual audit. Michelle Gostomski provided background of the audit process this year and our issues with the audit agency. Motion carried unanimously. Motion by Mary Platner, seconded by Kathryn McKenzie to withhold payment of the audit invoice until a detailed explanation is provided by the audit agency as to the additional charges. Motion carried unanimously.

7. Approval of 2016 Annual Report
Motion by Kathryn McKenzie, second by Al Lundquist to approve the 2016 annual report. Motion carried unanimously.

8. Approval of Reciprocal Borrowing Agreements
Motion by Robert Mock, second by Jim Crandall to approve the Reciprocal Borrowing Agreements for Bridges, Monarch, and Winnefox Library Systems. Motion carried unanimously.

9. Discuss and Consider Director Memberships and Conferences
Motion by Mary Platner, second by Robert Mock to approve Director memberships to the Association for Rural and Small Libraries, the American Indian Library Association, and approve Director attendance at the Association for Rural and Small Libraries 2017 Conference. Motion carried unanimously.

10. Discuss and Consider Contingency Plans for LSTA Funding and NWLS Contracts and Services
Motion by Jim Crandall, second by Connie Cogger to approve using Reserve Funds to cover Delivery and Technology Service contracts if LSTA funding is not dispersed in April of 2017. Background: By this time of the year, the DPI team usually announces grant application awards that have been approved for funding in 2017. However, there are no current plans to send award notifications and letters. DPI and its LSTA funds are subject to the current Continuing Resolution (CR) affecting all federal agencies and is in effect until April 28, 2017. To back up a few months, the 2017 federal fiscal year began October 1, 2016. There was an initial CR issued to keep the government running until November 18th. On that date, a 2nd Continuing Resolution was issued to keep the federal government operating until April 28th. That CR will either get resolved with a budget at the end of April, or risk a government shutdown. When the new President took office, Congress began working on FY 2018 appropriations bills, not FY 2017. NWLS’s contracts are set to renew in April. We currently receive $15,000 for Delivery services and $23,700 for Technology services, totaling $38,700. Sherry Machones also reported on the FY 2018 Budget that the new Administration unveiled this week, calling for the shutdown of the IMLS which provides us and the rest of the state LSTA money.

11. Discuss Director’s Evaluation Process Update
Jeff Burke discussed the evaluation form that was sent by email to Board members. Jeff Burke would like all responses emailed back to him by May 1, in time for the Board meeting on May 20.

12. Library Filtering Discussion
Michael Sauvola and Sherry Machones gave an overview of E-rate and filtering requirements and software.

13. PLSR Update
Sherry Machones gave an overview of where the PLSR process is. Workgroups are progressing on their work plans. Some workgroups have merged. Workgroups are now working with new groups called Topic Teams. Topic Teams deal with complex statewide issues. There are four teams: Defining the Help Center, Refining and Defining Consulting and Continuing Education, Regions, and Resource Sharing. Mike Sheehan and I are on the Regions Team. We have a meeting next week which will give us a good idea on how the new Service Regions will be designed and located. Some of the workgroups have specific requirements that potentially move Headquarter locations. Upcoming PLSR Events: WAPL Conference: Topic Teams will be presenting their research and models. Sherry is the presenter for the Regions Team. There will also be an evening event to gather public opinion and a chance for the public and attendees to ask questions; Chapter 43 Workgroup will be meeting with past Wisconsin library leaders as well as other state library leaders to work on state structure models; Sometime this summer or fall there will be PLSR days. These events will be day long events at library systems for all to hear about the close to final models and to give final feedback and answer questions;
There is a new push to bring in County Executives into this project, to get them informed about the changes to come and how it could impact funding and services.
Much of the PLSR project is funded through LSTA funds. It is unclear how this project will be handled after the April 4th election if the State Superintendent changes, and if the IMLS is cut.

14. Discussion on NWLS Strategic Plan renewal process
Sherry Machones suggested that we extend the current plan for another year, as we will have definitive new direction from the PLSR project at that time.

15. Trustee Essentials Chapters 25-27
These are the last chapters in the Trustee Handbook.

16. Director’s Report
Updates from member libraries:
• Shania Schaefer of Shell Lake Public Library was chosen for a scholarship for the online course “Coding Together, Learning Together.”
• The Madeline Island Public Library has now switched over to solar energy.

Updates from the system:
• Compliance updates:
- Annual Reports: Currently Lac Du Flambeau and Bad River have not started their reports. Signed reports were due to DPI by March first. We are still waiting for signed reports from Madeline Island and Winchester.
- County Plans: Vilas County has appointed a library planning committee and a new library plan is scheduled for passage on April 10th. This process has begun in Burnett County. After comparing NWLS and DPI records the current in compliance Counties are Ashland and Douglas. Emails from DPI about County compliance will start being issued in April or May.

• Updates from the Director:
- I have been very busy with the County Library Plan process in Vilas County. I hope the methodology and plan can be a template for future County plans.
- I visited Lac Du Flambeau and met with the new Education Director that oversees the Library Department. We talked about compliance issues and I believe these will be rectified by September.
- I represented the State of Wisconsin at the ALA Midwinter Conference. My report is included with your packet.
- I attended Library Legislative Day and met with 6 of our legislators. We have just been given word that one of the Joint Finance Committee members will put our request for $1.5 million in System aid into the budget. (Previously Walker had not included it). We have no update on the statute wording change that was requested regarding adding the word ‘libraries’ to the Education Department’s WISEdata program.
- In February I was at a DPI Inclusive Services retreat. I am the Inclusive Services Consultant for our system. I am involved in 5 of the working groups to roll out a State-wide campaign this year.
- Regarding Board member composition: Recent PLSR developments, I think it is premature to discuss this, as there will likely be massive changes to Board makeup.

17. Adjourn
Kathryn McKenzie moved to adjourn the meeting at 2:02 p.m. Mary Platner seconded.

Respectfully submitted,

Sherry Machones, Director