IFLS Board of Trustees #019(16)
INDIANHEAD FEDERATED LIBRARY SYSTEM
Board of Trustees
March 23, 2016
M I N U T E S
The Board of Trustees of the Indianhead Federated Library System met on Wednesday,
March 23, 2016 at Indianhead Federated Library System, 1538 Truax Boulevard, Eau Claire, Wisconsin. Mike Norman called the meeting to order at 12:35 pm.
QUORUM AND CERTIFICATION OF COMPLIANCE
WITH OPEN MEETINGS LAW:
Joanne Gardner established that a quorum was present and certified that the meeting had been properly noticed in compliance with the open meeting law.
BOARD MEMBERS PRESENT:
Steve Anderson (St. Croix County); Mary Ellen Brue (St. Croix County); Pat Eggert (Dunn County); Robert Eierman (Eau Claire County); Mary Fayerweather (Pepin County); Marilyn Holte (Chippewa County); Lyle Lieffring (Rusk County); Ron McLaughlin (Price County); Robert Mercord (Pierce County); Mike Norman (Pierce County); Jackie Pavelski (Eau Claire County); Jean Schlieve (Eau Claire County); Linda Thompson (Barron County); Jim Tripp (Dunn County).
BOARD MEMBERS ABSENT:
Judith Achterhof (St. Croix County); Jan Daus (Eau Claire County); Sue Duerkop (Polk County); Warren Nelson (Polk County); Louie Okey (Barron County); Larry Willkom (Chippewa County).
OTHERS PRESENT:
John Thompson (Director); Juli Button (Business Manager); Joanne Gardner (Administrative Associate/Recorder).
APPROVE AGENDA:
MOTION #08(16): To approve the March 23, 2016 Agenda as presented. Mercord/Holte
RESULT: Carried.
CITIZEN COMMENTS:
There were no citizen comments.
ANNOUNCEMENTS/CORRESPONDENCE/INTRODUCTIONS:
Robert Eierman was introduced as a new trustee representing the Resource Library – L.E. Phillips Memorial Public Library in Eau Claire. Introductions were made among the group.
Thompson provided a summary of the IFLS system Services Importance and Satisfaction Survey.
MINUTES:
MOTION #09(16): To approve the Board of Trustees minutes dated January 27, 2016 (Doc. #007-16). McLaughlin/Brue
RESULT: Carried.
FINANCIAL REPORTS:
MOTION #10(16): To approve the December 2015 Check Register (Doc. #008-16). Holte/Brue
RESULT: Carried.
MOTION #11(16): To approve the January-February 2016 Check Registers (Doc. #009-16). Lieffring/Pavelski
RESULT: Carried.
MOTION #12(16): To approve the December 2015 Financial Reports (Doc. #010-16). Mercord/Brue
RESULT: Carried.
Button noted that the Additional IFLS Carryover Funds @ 12/31/15 was at $108,770.74. Some of these funds will be recommitted to reserve items when these items are spent. IFLS is planning to replace the roof and parking lot.
MORE ended the same as they did the previous year.
Savings in delivery costs were just over $12,000. Much of this is attributable to the reduced fuel surcharge. Also some building repairs were moved to 2016.
The 2015 annual audit is scheduled for May.
MOTION #13(16): To approve the January-February 2016 Financial Reports (Doc. #011-16). Holte/Mercord
RESULT: Carried.
Button noted that some costs seem high, that is due to paying for yearly subscriptions.
It is hoped delivery costs will be down from what is budgeted for 2016.
IFLS INVESTMENT REPORT AND REVIEW OF INVESTMENT POLICY:
Button noted that the Investment Policy has not changed.
Because of the small amount earned in interest, the Investment Report in the last few years has been oral.
Most funds are in the Select Investor Account with Bank Mutual. In January and February, interest rates were .44 and .58 respectively. The Pooled Investment Fund rates were .33 for January and .39 for February.
In 2015, Interest Income gained $809.85 over what was budgeted.
IFLS has been issued a letter of credit for the additional insurance for $1.2 million in the Select Investor Account. A combination of the letter of credit and FDIC insurance, IFLS would be covered.
Schlieve inquired about IFLS’ annual audit and the firm used. Button responded that we use Baker Tilly and she has been satisfied working with them. Thompson noted that an audit typically is not designed to detect fraud. Every year we have a note on internal controls and have put mechanisms in place to address that. There are three sets of eyes on all bills created internally and the Board is the fourth set. In addition, Gardner handles the Income Journal of incoming cash and reconciles the bank statements. Staff are randomly asked by the auditors about any suspicion of fraud and the Board President is also interviewed by the auditors annually. Pavelski noted that she has been pleased with the audit presentation each year to the full Board.
MOTION #14(16): To approve the oral Investment Report and review of the Investment Policy (Doc. #012-16). L. Thompson/Lieffring
RESULT: Carried.
DIRECTOR’S REPORT OF AGENDA ITEMS
AND MONTHLY ACTIVITIES:
Thompson reported that the System Redesign process and the assistance with hiring of new directors has consumed a good share of his time.
Currently, Elmwood is the only library without a Director. Thompson plans to attend a welcome reception of Eric Green and farewell to Chris Byerly of Frederic.
St. Croix County is funding Hudson at 100% this year. St. Croix County is deciding if they can come up with other money to fund the other libraries as well. Hudson will begin being open for a half-day on Mondays.
L. Thompson thanked Thompson for helping at Rice Lake. Thompson’s help and guidance was very good.
LIBRARY LEGISLATION UPDATE:
Governor Walker signed the Return of Library Materials bill into law on February 29th. It is a local library decision whether libraries will use collection agencies and/or law enforcement on the theft of library materials.
There is another piece of legislation, The Tribal College and Joint County Libraries bill, is still pending. It would allow a tribal college-county joint library to participate in a public library system. There are no tribal colleges in our area. This bill also addresses electronic resources and databases as they relate to same service concerns. Services like Freegal would become allowable.
IFLS ANNUAL REPORT AND STATEMENT OF COMPLIANCE:
IFLS is required to fine an Annual Report and Statement of Compliance with the state each year. It includes our budget and how we provided services to member libraries.
MOTION #15(16): To approve the IFLS Annual Report and Statement of Compliance
(Doc. #014-16). Brue/Holte
RESULT: Carried.
MEMBER LIBRARY COMPLIANCE ISSUES:
Elmwood Public Library is not in compliance with Wisconsin State Statute regarding the vacant position of library director. IFLS is required to develop a compliance plan in order to maintain our funding. Thompson provided memo to the Elmwood Public Library Board of Trustees including a plan and timeline to bring the library back into compliance. The Division has reviewed and signed off on the proposed plan.
MOTION #16(16): To approve the Memo to the Elmwood Public Library Board of Trustees regarding Library System Membership Compliance (Doc. #015-16). Norman/Lieffring
RESULT: Carried.
SYSTEM EFFECTIVNESS STATEMENTS FROM MEMBER LIBRARIES:
As part of the member library annual reports, they are to sign a Statement Concerning Public Library System Effectiveness. All 53 public libraries stated that IFLS provided effective leadership. The meeting packet included those libraries who added comments to their statement.
UPDATE ON SYSTEM REDESIGN PROCESS:
The System Redesign Project has a new website for all the project related information and updates. The address was included with the board packet. For a while IFLS was the owner of the website, then the project manager requested that they handle the website management.
The website is a central place for the redesign process and all updates to the library community are located here. It also includes links to all the resources and research.
Thompson noted that staff from IFLS are well-represented in the process. Gus Falkenberg is involved with technology; Leah Langby with consulting; Maureen Welch with delivery; Gail Spindler with interlibrary loan; and John is chair of the Steering Committee. Librarians within the system are also on the workgroups.
IFLS is acting as the fiscal agent for the project.
The IFLS System Services Importance and Satisfaction Survey is one piece of information gathered by the WILS process. 46 of the 53 member libraries of IFLS completed the survey. IFLS did well for the vast majority of questions. Nothing trended negatively. Once all systems have completed the survey and it is plotted out, we will see how IFLS falls into the graph with other systems.
IFLS BYLAWS REVIEW COMMITTEE:
The By-laws Committee of the IFLS Board meet this morning and reviewed the by-laws. Gardner will incorporate the revisions and it will be brought to the May meeting for review and approval. Board members will receive a copy of the revised by-laws prior to the meeting.
BOARD SUMMER MEETING/LIBRARY VISIT:
Arrangements are being made to hold the May Board meeting at the L.E. Phillips Memorial Public Library in Eau Claire. Board members can meet the new director, Pamela Westby, and see the updates to the library.
The July Board meeting will be held at the Chippewa Falls Public Library and include lunch at a local restaurant.
REPORTS:
IFLS STAFF REPORTS: Print copies of staff reports were included in the meeting packet.
BOARD MEMBER REPORTS: L. Thompson noted that she recently visited the Ridgeland library. Thompson noted that Ridgeland and Dallas are technically reading rooms. They are talking with Barron about the possibility of becoming branch libraries. Ridgeland has a very dedicated group and some furnishings and materials came from libraries within our system.
Brue noted that Baldwin Public Library has a new library board member from the Village Board. Brue was hopeful to see positive things.
Eierman announced that Eau Claire will be starting a “book bike” which will make appearances at various events such as the Farmers Market and outdoor concerts at Phoenix Park. The “book bike” will include WI-FI hot spots, I-pads to check out, and the ability to issue new library cards. It is hoped this will be a popular outreach project.
Lieffring noted that Rusk County Community Library in Ladysmith will be adding cameras to help control loss of library materials.
Updated trustee lists were provided by Gardner.
ADJOURNMENT:
Motion to adjourn at 1:39 pm by Mercord/Pavelski
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Joanne Gardner, Recorder/Administrative Associate
These minutes of the Board of Trustees are approved: o as printed.
o with corrections noted.
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Presiding Officer Dated
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