TRAVERSE DES SIOUX LIBRARY COOPERATIVE BOARD OF DIRECTORS

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1 TRAVERSE DES SIOUX LIBRARY COOPERATIVE BOARD OF DIRECTORS Minutes of Meeting FINAL September 20, 2018 Waseca Public Library Waseca, MN Board Members Present Les Tlougan, Waseca County Board President Vance Stuehrenberg Blue Earth County Board Treasurer Holly Postel Brown County Board Secretary Steve Flohrs Martin County Board Vice-President Jack Kolars Nicollet County Leslie Peterson Academic Library Representative Julie Trebelhorn Sibley County Tim Hayes Blue Earth County Carol Fried Le Sueur County Cindy Pischner School Library Alternate Board Members Absent Amy Lorenz Sue Sonnek Diane Rabe TdS Staff Present Ann Hokanson Seth Erickson Casie Reiner Connie Haugen Guests Linda Kramer Stacy Lienemann School Library Representative Faribault County Watonwan County Executive Director Library Systems Administrator Technical Services Librarian HR Generalist/Bookkeeper (Recorder) Academic Library Alternate Library Director, Waseca-Le Sueur Regional Library I. Call to Order President Les Tlougan called the meeting to order at 9:00 am at the Waseca Public Library in Waseca, MN. II. Approval of Agenda MOTION: Jack Kolars made a motion, seconded by Julie Trebelhorn, to approve the agenda as presented. The motion passed unanimously. 1

2 III. IV. Approval of Minutes MOTION: Jack Kolars made a motion, seconded by Tim Hayes, to approve the minutes as presented. The motion passed unanimously. Correspondence. None V. Financial Reports A. A financial report summary and financial reports were included in the board packet. B. Last month the Board approved paying the invoices for Innovative Interfaces, Inc. (iii) for Years 1-3 of the Sierra contract, but asked Ann Hokanson to look into whether iii had lived up to commitments made in the contract, especially with regard to patron notices coming from the lending library. An investigation by TdS and a couple of libraries found discussion information and the intent to insert the requirement for patron notices, but discovered the requirement was not added to the original contract or any amendments. TdS reported to the Board and libraries and paid the invoices as approved by the Board. The total amount of $230,735 had been set aside. The reason iii had not been paid to date was because the NCIP program had never worked as promised. TdS tested NCIP for the past several months, before determining that it would work as promised by iii. NCIP became active last week and seems to be working well. We received an invoice for $98,157 for Year 4, which we are starting now. Per the contract, we need to pay this invoice in September. That amount was budgeted for We will pay for years 5, 6, and 7 as they become due, and we get year 8 for no cost. MOTION: Leslie Peterson made a motion, seconded by Vance Stuehrenberg, to approve the bills payable. The motion passed unanimously. VI. VII. President s Report. None. Executive Director s Report A. Executive Director s Report. Ann Hokanson reported that she, TdS staff, and member libraries are working together to decide how to best move forward with events like Battle of the Books and Camp Read-A-Lot, in light of staffing changes this year. Discussion has included recruiting new member library staff to participate, adapting the events, changing the tasks, etc.). B. TdS Department Reports. 1. Technical Services Department (Cataloging/Interlibrary Loan). Casie Reiner reported that NCIP became active this last week and is working well. The tasks that previously took two staff two hours to accomplish now takes one staff only 45 minutes to complete. There will be some training time required to become as efficient and effective as they can be. Also, the records created for this step are temporary records and go away after a certain amount of time, saving Casie time not having to delete them later. 2

3 2. Technology Department. Seth Erickson discussed that interested libraries (a total of 17 buildings) have begun using automatic renewals. Patrons seem to like it. The Tech Committee met last week and reviewed the language in the member contracts regarding PC and network support. They clarified that language and what items would be maintained by TdS. The Tech Committee also discussed introducing Chrome Boxes, Google cloud devices, which are efficient and easy for patrons to use. They cut down on library staff management, updates, and antivirus requirements. Seth recommends that libraries who go to Chrome Boxes also maintain a couple of computers for people to use Microsoft products, like Word. VIII. Member Library Directors Report The library directors met on September 13. Tim Hayes asked the Board if they want or get copies of the director s meeting minutes. Ann Hokanson stated that in the past, if TdS receives the minutes in time, they have been included in the board packet. If not, they are usually distributed by the public library representative at the board meeting. The Board asked Ann Hokanson to see that library directors receive board packets and that the Board receives the library directors minutes in a separate --not in the board packet. IX. Committee Reports None X. Old Business A. Member Library Contracts. Ann Hokanson stated that the PC and network support contract now shows dates of computers and servers that will be supported. Currently, TdS does not charge members for this service. This might be an area that we would charge members in the future. MOTION: Julie Trebelhorn made a motion, seconded by Vance Stuehrenberg, to authorize Board President Les Tlougan to sign all the contracts. XI. New Business A. ACHF Interim Progress Report. Jessica Roschen, Legacy Coordinator, reported that TdS received the signed Official Grant Award Notification (OGAN), which allows us to start spending Arts and Cultural Heritage Fund (ACHF) FY19 money. Quarterly reporting of the total amount of money spent is required. An Interim Progress Report that details every item and itemized spending is due September 30. Jessica submitted that report. No Board action is required at this time. B. Courier Delivery Contract. Ann Hokanson reported that TdS has a 3-year courier delivery contract with Alliance Courier that ends December 31. We contacted A to see if they would be interested in a one-year contract extension, and they offered us a 5% increase for one year. We had budgeted a 10% increase. Ann is interested in postponing going out for bid at this time because we believe that Sierra is capable of making some changes that may impact delivery in the future. If Sierra could make some changes that would direct searches to items available at the patron s 3

4 own library, rather than list all items available at all libraries, this could reduce delivery. MOTION: Steve Flohrs made a motion to approve a one-year extension of the courier delivery contract with Alliance Courier. Cindy Pischner seconded the motion, and the motion passed unanimously. C. PC and Network Support Member Contract Attachment. Discussed previously by Seth Erickson and Ann Hokanson. D. RLTA Final Report. Executive Director Ann Hokanson asked the Board to approve the Regional Library Telecom Aid (RLTA) Final Report for FY18 that shows how TdS spent the grant money. This report was included in the board packet. MOTION: Tim Hayes made a motion, seconded by Carol Fried, to approve the RLTA Final Report. The motion passed unanimously. E. MCMT Report of Results. Ann Hokanson asked the Board to approve the Multicounty Multitype (MCMT) Report of Results for FY18. The report was included in the board packet. MOTION: Vance Stuehrenberg made a motion, seconded by Tim Hayes, to approve the report. The motion passed unanimously. F. Overdrive Funding Request. All of the public libraries, except for North Mankato, cooperate to provide ebooks through the Overdrive platform. Libraries are charged based on size and demographics to buy the books through Overdrive. Libraries spend about $20,000 per year. In addition, many libraries and friends groups have made extra contributions of about $15,000, so we are spending about $35,000 a year on ebooks. Libraries feel that there has not been enough money spent for ebooks. TdS submitted an LSTA grant last year for $80,000, but we did not receive the grant. TdS s Overdrive collection is a small collection, but there is high demand for it. Current use is about 7%, and nationwide, usage runs about 10%. Therefore, if we can increase our collection, the usage will probably increase as well. Ebooks are expensive. Overdrive owns the titles. If we were to switch to another provider, we would lose everything we have now, which is about $187,000 spent on content to date. The Overdrive Committee and library directors voted to have Ann Hokanson seek the Board s approval for TdS to match up to $25,000 in extra contributions from October to December 2018 for the purchase of additional ebooks for Overdrive. We believe that the matching dollars will motivate libraries and friends groups to make additional contributions. The Overdrive Committee will work on figuring a way to make the collection self-sustaining in the future. MOTION: Vance Stuehrenberg made a motion, seconded by Julie Trebelhorn, to approve one-to-one match up to $25,000 XII. Board Member Exchange Jack Kolars asked libraries and board members for their minimum maintenance of effort amounts, as Nicollet County is looking at what other counties do. Stacy Lienemann gave the Board a tour of the Waseca Public Library. 4

5 MOTION: Tim Hayes made a motion, seconded by Vance Stuehrenberg, to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 10:20 am. Minutes prepared by Connie Haugen, Holly Postel, Board Secretary Date HR Generalist/Bookkeeper 5