INDIANHEAD FEDERATED LIBRARY SYSTEM Board of Trustees November 15, 2017 M I N U T E S

Transcription

1 INDIANHEAD FEDERATED LIBRARY SYSTEM Board of Trustees November 15, 2017 M I N U T E S The Board of Trustees of the Indianhead Federated Library System met on Wednesday, November 15, 2017 at Indianhead Federated Library System, 1538 Truax Boulevard, Eau Claire, Wisconsin. Mike Norman called the meeting to order at 12:36 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: Judy Achterhof (St. Croix County); Steve Anderson (St. Croix County); Mary Ellen Brue (St. Croix County); Jan Daus (Eau Claire County); Sue Duerkop (Polk County); Pat Eggert (Dunn County); Robert Eierman (Resource Library); Marilyn Holte (Chippewa County); Chuck Hull (Chippewa County); Kate Isakson (Polk County); Mildred Larson (Eau Claire County); Lyle Lieffring (Rusk County); Ron McLaughlin (Price County); Robert Mercord (Pierce County); Mike Norman (Pierce County); Louie Okey (Barron County); Jackie Pavelski (Eau Claire County); Linda Thompson (Barron County); Jim Tripp (Dunn County). Mary Fayerweather (Pepin County). BOARD MEMBERS ABSENT: OTHERS PRESENT: John Thompson (Director); Juli Button (Business Manager); Lori Roholt (MORE Administrator); Joanne Gardner (Administrative Associate/Recorder); Katherine Elchert (Advisory Council Representative Barron County). APPROVE AGENDA: MOTION #51 (17) : To approve the November 15, 2017 Agenda as presented. Mercord/Brue PUBLIC COMMENTS: There were no public comments

2 ANNOUNCEMENTS/CORRESPONDENCE/INTRODUCTIONS: Anderson is retiring from the IFLS Board at the end of Anderson noted that it has been a privilege to serve on the IFLS Board of Trustees. He was always impressed with the Boards sincerity and serious approach with the job at hand. Anderson shared that the Board and Staff are tremendous and a pleasure to work with. Norman acknowledged Leah Langby who was named Librarian of the Year at the Fall Wisconsin Library Association (WLA) conference. Langby thanked the Board for their congratulations and praise for her work. Langby noted the award is a huge honor of being recognized by her peers. Langby noted that working at IFLS has been a great experience and she has been afforded the freedom to do things of importance with the support of IFLS Director John Thompson and the backing of the IFLS Board, staff, and librarians. IFLS is holding an open house for Langby on December 6 th from 4-6 pm. Board members were invited to attend. MINUTES: MOTION #52 (17) : To approve the Board of Trustees minutes dated September 27, 2017 (Doc. #045-17). Mercord/Brue MOTION #53 (17) : MOTION #54 (17) : To acknowledge receipt of the Personnel Committee minutes dated September 27, 2017 (Doc. #044-17). Daus/Lieffring To acknowledge receipt of the Advisory Council of Librarians minutes dated October 2, 2017 (Doc. #046-17). Holte/Pavelski FINANCIAL REPORTS: MOTION #55 (17) : To approve the September/October 2017 Check Registers (Doc. #047-17). Holte/Daus Daus inquired about purchasing of high demand holds out of the MORE budget. MOTION #56 (17) : To approve the September/October 2017 Financial Reports (Doc. #048-17). Lieffring/Okey Button redeemed $3,000 in credit card rewards which were added to Miscellaneous Income. These funds are covering a couple line items that are over budget. Interest Income was 275.4% over Budget. All other line items are tracking on target

3 DIRECTOR S REPORT OF AGENDA ITEMS AND MONTHLY ACTIVITIES: Su Leslie was promoted to Director at the St. Croix Falls Public Library and begins November 23 rd. Sarah Adams is leaving as Director effective November 22 nd. Thirteen applications were received for the Director position at Amery. They are planning to interview three candidates for the position. New Richmond plans to post for their Director position in the coming month or so. Kim Hennings left her position as Director to work as Assistant Director at the Eau Claire library. New Richmond closed on a lot for the new library and they are still on schedule to move forward with the building project. Carissa Langer was hired as the Prescott Library Director. Thompson has been very involved with work related to the Public Library System Redesign process and will provide an update at today s meeting STATE LONG RANGE PLAN AND BUDGET: MOTION #57 (17) : To approve the 2018 State Long Range Plan and Budget (Doc. #050-17). Mercord/Brue The Long Range Plan and Budget for 2018 is the same as approved by the Board in September. Button added the approved budget into the State Plan document per the mandates that the state requires. PUBLIC LIBRARY SYSTEM REDESIGN (PLSR) UPDATE: The PLSR workgroups released their models of service at the fall Wisconsin Library Association conference. The models were about 75% complete. One-page overviews are the models are available on the PLSR website. Between now and the end of the year, workgroups will be receiving input on their models. The workgroups will present their models to the Steering Committee in February and the feedback will be provided. The completed models are scheduled to be handed off to the Steering Committee on April 2 nd. Focus group conversations with library directors across Wisconsin are being planned for January. The hope is to have three regional focus groups with library directors. Russell Consulting will help facilitate the process. After the focus groups, there will be a survey to all directors in Wisconsin to obtain everyone s voice in the process. In general, this is to see how library directors interact with system services

4 Last week a presentation was made to COLAND and the Steering Committee will meet with Superintendent Evers and the Cabinet in December to provide an update. Tomorrow Thompson will speak to South Central about the process. Thompson was at Southwest Library System last week. Button is working on the budget/finance portion of the process. Brue applauded Thompson and other participants in the monumental job at hand in the PLSR process. Larson inquired about the role of the resource library. Thompson noted that right now the way statutes read is that systems are required to have a resource library which provides three main functions: special collection, backup interlibrary loan, and backup reference. With changes in technology including the internet, the role of the resource library has changed and they have taken on other roles. The process is looking at how resource libraries fit into the scope of providing resources to Wisconsin libraries on a statewide basis. Eierman asked if there will be big changes to what systems look like. Thompson responded that the goal is to look at how services are provided and the best, most cost-effective way to offer them uniformly statewide. Things IFLS is collectively doing on a bigger scale include sharing server space with Wisconsin Valley. IFLS is also housing Anne Hamland of Wisconsin Valley. She is assisting our libraries with website design while here. Juli Button does a tremendous job with finances and budgets. One system contracts with another for finances and another uses an auditor. Staffing and duties vary among the systems. The goal is not to make services worse and to maintain regional connections. The goal is to make libraries and patron experiences better. Questions and feedback are encouraged. You can contact Thompson or use the contact form provided on the PLSR website. (Break from 1:40 pm to 1:49 pm.) MORE REPORT ON DATA BREACH AND IN-DEPTH STAFF REPORT: Lori Roholt thanked the Board for having her report at today s meeting. On September 15, we learned via an electronic ransom note that there had been unauthorized access to our patron record database. The implication was that all our patron data including names, addresses, identification numbers like driver s license numbers was obtained, and this remained the central, unanswered question for several weeks. We later learned that the hacker was able to modify the database query used by a 3 rd party software to retrieve a limited amount of patron data barcode and telephone number, in our case from our system. This left us confident that the most sensitive personal data including driver s license numbers could not have been exposed. Our first steps were to disable the database access provided to the most likely culprit for the breach and notify our software vendors. Other steps included filing an Internet Crime Complaint with the FBI, consulting legal counsel, and making a setting change to our publicfacing catalog on advice from our main software vendor, Innovative Interfaces, Inc. Library - 4 -

5 directors and staff were notified about the incident about a week before a public statement was posted on the MORE Online Catalog and IFLS website. A statement was sent via to those for whom we had addresses on file. It was felt some public notification was in order even though we didn t know a lot. Thompson s contact information was provided in the notification. Thompson and Roholt worked together to get in touch with those that made contact. After explaining the situation, a clear majority of folks left feeling reassured or reasonable about the situation. There were a small number of requests to close library accounts; although they were from patrons who had left the area where their card was held. Our vendors are working on more secure connections among their products, and we will gather more information on that process to determine our next steps with the 3 rd party vendor. Additionally, MORE Directors Council will consider the recommendation to purge and discontinue the practice of storing ID numbers electronically. Roholt wants some points clarified before an updated public notice is posted. Innovative has been very responsive. (Okey left at 2:30 pm.) Roholt distributed an updated MORE brochure. The online catalog is being updated to match. Roholt was thanked for her report. Thompson added that she did a tremendous job with handling the Patron Record Data Breach. REPORTS: IFLS Staff Reports: Print reports were included in the Board mailing. Thompson welcomed questions. A 40 th Anniversary event is being planned and will be held in late April or early May of Advisory Council Report by Katherine Elchert, Barron County: Elchert represents Barron County on the Advisory Council of Librarians and is the Director at the Rice Lake Public Library. Elchert started as a children s librarian and has been the director for a little over a year. Elchert attended her first WLA Conference and noted her pride with her connections at being part of the IFLS System. At the October 2 Advisory Council meeting, the group discussed future planning process for IFLS where it was suggested that a small strategic planning activity using the Advisory Council and IFLS staff would be useful. Thompson provided an update on the Public Library System Redesign process; and librarians shared activities in their respective libraries and counties. Norman inquired if there was any consistent concern or need heard. They have been discussing a resource being available in the event a library needed substitute librarian

6 Thompson noted that Roholt sent an to MORE staff soliciting librarians who were willing and able to be listed as a contact for a substitute librarian. Elchert provided Board members with a progress sheet for the library expansion and remodeling project and a Year-At-A-Glance summary of the Rice Lake Public Library for Elchert noted she is an advocate for no fines and the Rice Lake Library recently went fine free. Elchert felt removing the fines was one thing they could do to increase access for patrons. With the national trend of decreasing circulation, it is important to get people back in the doors. When libraries see people worried about fines, they are losing potential growth. Eierman noted that the L.E. Phillips Memorial Public Library in Eau Claire plans to go fine free in (Eierman left at 2:45 pm.) The Board discussed whether libraries should be consistent when it comes to fines. It was noted that in 2018, the MORE Directors Council voted to switch from owning to lending library rules. It was noted that the setting of loans and fines are local library policy. In addition, fine money does not get exchanged. When fines are paid online, they go to the fining library. Thompson noted that some libraries base their budgets on fine income so it can be difficult to go fine free system-wide. Data shows that there is no difference between having fines or no fines with items returning. (Tripp left at 3 pm.) ADJOURNMENT: Motion to adjourn at 3:01 pm by Lieffring/Isakson Joanne Gardner, Recorder/Administrative Associate These minutes of the Board of Trustees are approved: Presiding Officer as printed. with corrections noted. Dated - 6 -