Member-library expectations

Member-library expectations:

  • WALS libraries are to provide a knowledgeable person to coordinate communication with Winnefox staff.
  • WALS libraries are to provide adequate training for their staff.
  • WALS libraries are to follow the established guidelines for creating item and patron records.
  • WALS libraries are to process transited items, holds, and maintenance lists in a timely manner.
  • WALS libraries are to respect renewal limits of other libraries’ material.
  • WALS libraries are to purchase adequate numbers of in-demand titles to meet local needs.
  • WALS libraries are to share material via the holds system. Local-hold items should be kept to a minimum. It is agreed that new collections and new material can be local hold to meet local demand and browsing needs.

WALS Terms and Conditions of Service

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The Winnefox Library System administers a service to its member libraries known as Winnefox Automated Library Services (WALS). The purpose of WALS is to enable resource sharing and improve library efficiencies by providing a shared, integrated library automation system and the necessary infrastructure to connect all Winnefox member libraries. The components of the system include circulation control, an on-line catalog, acquisitions and e-mail. 
The following terms and conditions of service are approved by the Winnefox Library System Board of Trustees and may be modified by its consent:
A.    A Library will begin sharing annual operations costs of WALS when its equipment is installed and training is received for inventory conversion and patron record creation.
B.     The annual WALS budget will be completed in accordance with the budget timelines of the Libraries and Winnefox, and in sufficient detail to support the amounts requested.
C.     As part of each year’s WALS operating budget process, the costs for operations and maintenance will be determined and shared among the Winnefox member libraries using the procedure described in this section.
1.      Calculate the total costs: The total costs will include purchase and maintenance of hardware and software, catalog records, personnel, equipment, supplies, telecommunication costs, contracted services and charges such as rent and utilities, and insurance. The total costs will also include an amount to be added to the WALS Capital Reserve Fund, which is used for replacement and/or improvement of the central site computer systems and/or telecommunications equipment. 
2.      Adjust costs to be shared: Subtract Winnefox payment from the total costs to determine the total costs to be shared among Winnefox member libraries.
3.      Establish a base payment amount: The base will be a minimum amount to be paid by each library that year.
4.      Calculate each library’s percentage share of the total costs: The formula for allocating the costs shall be determined by calculating the average of the following two (2) percentages: the library’s proportion of total annual circulation transactions and the library’s proportion of item and patron file sizes. The percentages shall be calculated using the annual statistics for the prior year.
5.      Calculate each library’s amount share of the total costs: For each library, multiply its percentage share of total costs by the adjusted total costs.
6.      Adjust the payments of libraries below the base: Any library whose payment as calculated in C.5. falls below the base amount will have its payment increased to the base.
7.      Adjust the payments of libraries above the base: The amounts of the adjustments made to bring libraries up to the base will be added together.  The total of the adjustments will be used to reduce the payments of those libraries whose payments as calculated in C.5. are above the base payment amount. 
8.      Assist member libraries to make the transition to a new funding formula: Starting in 2009, Winnefox may provide financial assistance to member libraries that experience significant payment increases when moving to the new funding formula.
D.    Library payments are due upon billing at the beginning of each calendar year. Payment terms for all accounts will be due net 60 days from invoice date. Failure to comply with the payment terms may result in the following penalties:
    1. for accounts 1-60 days past due – nine percent (9%) interest on amounts delinquent
    2. for accounts 61-120 days overdue – eighteen percent (18%) interest on amounts delinquent
    3. for accounts 121-180 days overdue – cessation of some or all automation services
 E.     WALS funds will be managed by Winnefox. They will be deposited and handled as are other funds managed by Winnefox. Winnefox will maintain WALS funds separately from other Winnefox funds and will draw on them solely to pay expenses necessary to develop and maintain an automated resources system. WALS funds will be covered by Winnefox’s annual audit and copies will be provided upon request.
F.      Winnefox will be responsible for the purchase and maintenance costs of all central site equipment and all equipment located in libraries that it deems necessary for the efficient operation of the shared, integrated library system and/or the telecommunications infrastructure. Winnefox will insure and hold title to that equipment.
G.    Libraries will be responsible for the purchase and maintenance costs of all equipment located at their own locations, such as PCs, switches, routers and self-charge equipment. Each library will also be responsible for any costs that are related solely to the support of such equipment. The purchase of the initial local equipment will be made through WALS. Each Library may subsequently buy additional equipment directly through WALS or from another vendor. Equipment purchased on behalf of the libraries by Winnefox, for use in their facilities, shall be owned and insured by the Libraries.
1.      Libraries will each be responsible for the purchase of their own supplies such as library cards, barcodes and radio frequency identification (RFID) tags. The purchase of supplies may be coordinated by WALS.
2.      Libraries will each be responsible for any cabling or electrical work needed in their own facilities to connect their equipment. The contracts for such work may be coordinated by WALS.
H.    Libraries participating in the shared, integrated library automation system will purchase materials for their local collections to meet local demand, and will share those materials with other libraries. Some high-demand items in each library’s collection may be kept for local use until the local need is met.
I.       Libraries will maintain accurate patron and item records.
J.       Libraries will ensure that their employees receive initial and ongoing training in the use of the system.
K.    Any library which fails to observe WALS policies and procedures will be billed for the staff time lost due to failure to follow such policies and procedures at the average rate of salaried project employees including benefits. Such a bill will be for actual time expended on the problem but in no case for less than one hour. Additionally, any vendor or other contractual charges directly attributable to failure to follow agreed upon policies and procedures will be charged in full to the library responsible.
L.     Continued failure to follow agreed upon procedures may result in action by Winnefox, including cessation of some or all automation services.
M.   A library may withdraw from participation in the WALS automated resources system at the close of any calendar year by notifying Winnefox in writing by June 30 of that year. The withdrawing library will be billed for the costs of extracting a copy of its records from the WALS database and purging its data and current transactions.
N.    The Winnefox Technology Executive Council (WTEC) will provide guidance and make recommendations to Winnefox for the development of WALS and other Winnefox technology services. WTEC will operate according to by-laws approved by the Winnefox Library System Board of Trustees.


General Principles of Participation in the Winnefox Library System

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General Principles of Participation in the Winnefox Library System and the WALS

There is a long history of strong cooperation, collaboration, and trust among the Winnefox member libraries. This spirit has been the foundation of the many accomplishments within Winnefox, including the development of the shared automation system

As part of that history, there have been discussions and consensus agreements about how libraries are to operate and of how library staff are to function in this cooperative environment. There are also expectations and requirements based in Wisconsin statues. This document is an attempt to summarize both. As new directors and staff start working in Winnefox libraries, this document will help to provide a clear summary of what is expected. For existing staff, it provides a review.

1. State Requirements for System Membership and Library Operation
Libraries must meet and follow all of the state statutes that cover library operations and procedures.

2. Communication

Open and honest communication between Winnefox libraries is a crucial component of the cooperation needed for providing good library service.

a. Email

Email is the primary means of communication between Winnefox libraries. Library staff are expected to regularly read email and manage their email accounts. The Winnefox email account is for work purposes. Staff are expected to use a separate email account for personal use. There are many free, web-based options for personal email.

b. Communicating Problems

Information about problem patrons and potential problem situations should be shared with other system libraries.

c. Project Consultation

Large projects that might affect other libraries or would require Winnefox staff time should be discussed with Winnefox staff as the project is planned.

d. Communications with Library Staff

In many cases, Winnefox staff communication is with library directors or, in larger libraries, department heads. It is essential that information be communicated to all library staff whose duties warrant it.

3. No Special Privileges for Library Board Members and Directors

§19.59 Codes of ethics for local government officials, employees and candidates.
No local public official may use his or her public position or office to obtain financial gain or anything of substantial value for the private benefit of himself or herself or his or her immediate family, or for an organization with which he or she is associated. [19.59(1)(a)]

Library board members and the library director are not to receive special privileges. This

  • Borrowing new items before they are entered into the system
  • Multiple renewals
  • Extended loans
  • Selective forgiving of fines 

Per the Wisconsin Government Accountability Board, the Code of Ethics for Local Public Officials applies to local elected officials and local government employees who are either appointed to serve for a specified term of office or who serve at the pleasure of the appointing authority.

This means the libraries cannot legally provide special services to their board members or to library directors. Ethically, staff members should not receive special privileges either. If a service is offered to the public—extended loans, forgiven fines, etc. staff and board membersare allowed to receive those same services.

Staff may check out new, donated material first for the purposes of reviewing a title before deciding whether to add it. Staff may also have different loan periods for material needed for story times, book talks, etc. The emphasis is on material needed for work purposes, not personal use.

4. Privacy of Library Patron Records §43.30 Public library records.

Records of any library which is in whole or in part supported by public funds, including the records of a public library system, indicating the identity of any individual who borrows or uses the library's documents or other materials,  resources, or services may not be disclosed except by court order or to persons acting within the scope of their duties in the administration of the library or library system, to persons authorized by the individual to inspect such records, to custodial parents or guardians of children under the age of 16 under sub. (4), to libraries under subs. (2) and (3), or to law enforcement officers under sub. (5). [43.30(1m)]

Wisconsin law protects the privacy of library users. As a matter of library ethics, staff should not look at user records unless necessary for library business and should not talk about patron use of the library. Volunteers who deal with the public or have access to records should have the same standards.

Friends of the library groups are not the library and should not have access to patron records. The library can use patron address information for library mailings to users, the Friends cannot. A Friends group should develop its own mailing list.

5. Meetings

The library director or a representative is expected to attend the county library advisory committee meetings, county funding committee meetings, the Winnefox Annual meeting, and All-WALS meetings. These meetings are usually not eligible for meeting directory certification requirements, but are extremely important for other reasons.

6. Automation System

The library director or other library staff need to be trained in the use of the automation system and to maintain those skills as the system changes. Email is used frequently for disseminating information about changes made to the automation system. The All-WALS meetings are the most appropriate settings for discussing the automation system and options for our use of it.

7. Interlibrary Loan System

The library director or other library staff need to be trained in the use of the interlibrary loan system and to maintain those skills as the system changes. Interlibrary loan is used to get material from libraries other than Winnefox members.

8. Technology Skills and Awareness

The library director and other library staff need to be familiar with technology used by the public in their communities and to be aware of technology trends.

9. Collection Development

Using material from other libraries via the hold system is not a substitute for an adequate local library budget for library material.

a. In-demand items

The automation system software is used by staff to set most in-demand items to local hold so they are not available to fill holds at other libraries. Libraries are expected to buy their own copies of high-demand titles. Libraries are expected to take copies off local hold when they are no longer in demand locally.

b. Material Purchases Meet Community Needs

Material coming from other libraries to fill holds should be monitored and buying patterns adjusted when appropriate. This includes types of material and subject areas.

10. Sharing of Library Material

One important purpose of the shared automation system is the access to the combined collection of all of the member libraries. To maximize that access, each individual library must follow the same practices:

a. Minimal Number of Local Holds

Libraries are expected to keep local holds to a minimum. Lists are produced monthly for libraries to review and use to remove local holds.

b. Renewal of Library Material

To provide fair service to library users, library material must be handled in a consistent manner. Overriding renewal limits to provide special service to one user may mean poorer service to another user and could harm the library’s reputation.

i. Items with holds should not be renewed, even if the renewing library is the owning library. If the user keeps the item past the due date, the library has the option of forgiving the fine.

ii. Multiple renewals of items without holds should be done infrequently, especially if it is owned by another library. An item should not be renewed more than twice without permission of the owning library.

c. Holds

The timeliness of the hold system depends on the library. The hold system is set to randomize the selection of the library to fill the hold. To handle holds fairly and promptly:

I. The on-shelf holds report should be processed every day the library is open.
II. The hold system queue should not be manipulated.
III. Items not picked up from the holds shelf during the appropriate time should be cleared so the item can be used by another user.

d. Rotating Collections

The items received by the library in rotating collections should be handled in a timely manner, and damages and missing items reported.

e. Interlibrary Loan

Interlibrary loan is a special loan of material from one library to another. Items received from non-Winnefox libraries may not be renewed without permission of the owning library and should be returned promptly.

11. Follow Established Procedures

For the shared automation system to be maintained efficiently, libraries must be consistent in entering and maintaining records. There are separately issued documents with the established rules for the following:

• Item and Patron Records
• Lost, Damaged, and Missing Items
• Failed Email Notices
• Delivery of Material

12. Library Websites

The library website is an important means of marketing library services. The information on the library’s website must be kept up to date.

13. Licensed Databases

Databases licensed by the library or Winnefox are for the use of eligible patrons only. These databases are listed on the library’s Research Tools page of their website. Library cards may not be issued to non-local residents for the purpose of using databases. This clause is intended to restrict access of persons who do not live in the area and have no local contacts whose sole purpose of acquiring a card is to obtain access to online resources which their
local library does not subscribe to.

Many databases are licensed and billed based on population or library circulation.

14. Telecommunication Network and Equipment and Security

The sophisticated telecommunication system linking Winnefox libraries makes shared automation possible. State and federal funds make it affordable. The following steps will help maintain the effectiveness and security of the network.

a. Staff Network Access

Library staff must follow established guidelines for the use of the network.

i. Passwords should be kept secure.
ii. The public should not have access to staff computers. A breach of security on a staff PC exposes the rest of the network and grants access to sensitive information.
iii. The public should not be allowed to plug devices into the network. The exception is when the library's network has dedicated specific jacks to secured, public access.
iv. Winnefox staff should be notified when a library staff person leaves so that we can disable that person's access to the network.
v. If a staff person is discharged, WALS must be notified immediately. Passwords will need to be changed.

b. Not Connect Unauthorized Equipment to the Network
Only authorized equipment may be connected to the network. Library staff must work with Winnefox staff when adding new equipment. This is not intended to cover connections to the public wireless network by smartphones, laptops, or similar devices.

c. Consult Before Purchasing Network-dependent Software

Software that interacts with network resources (such as the integrated library automation system or library web sites) should not be purchased without consulting first with Winnefox staff.

d. Maintain and Upgrade Equipment

The library must budget for and replace equipment on an ongoing basis. The library must maintain PCs using the appropriate anti-virus and PC protection software. In some cases software does not automatically update or scan; this must be done by library staff.

e. Use of Network Resources

Planned library projects that will use network resources must be discussed with Winnefox staff before being undertaken. Other network resources not already mentioned above include: patron authentication or any connections to the ILS and/or catalog, network storage and/or backup of large quantities of digital data.

f. USB Flash Drives and Other Storage Devices

USB flash drives are commonly used to spread viruses and other malware, sometimes without the knowledge of the person using them. Staff must never plug non-library devices into staff computers.

15. Access to the Network by Library Volunteers

We recognize that volunteers play an important part in the operations of member libraries and that they have access to staff-only areas of the library. Nevertheless, care should be taken to protect network security and patron privacy.

It is recommended that libraries have a written Volunteer Policy. For duties that entail access to sensitive information, network resources, or the ILS, it is recommended that volunteers be required to read and agree to the Volunteer Policy.

Volunteer Policies used by other libraries are available on the Division’s Wisconsin Public Library Policy Resources page and in WAPL’s Sample Library Policies for the Small Public Library

16. Penalties for Non-compliance

The purpose of imposing penalties on a library that fails to abide by these principles and practices is to prompt the library to change its practices and procedures and cooperate with other libraries rather than to punish.

a. Penalties imposed will be limited to reducing services, imposing fees for services, or increasing fees for services.

b. Penalties will be designed to impact only the library concerned. Services to other libraries and their users should not be affected by another library’s non-cooperation.

c. Penalties will be imposed in proportion to the degree of the library’s non-cooperation. If initial measures are not successful, more severe penalties may be imposed.

d. Penalties must not impact a library’s compliance with system membership requirements or jeopardize its membership in Winnefox Library System.

e. Penalties must be approved by the system board.

17. Process for Imposing Penalties

If system staff believe that a member library is not abiding by the established rules and procedures as outlined above, Winnefox will follow these procedures:

a. Work with the Director to correct the issue

i. System staff will contact the library director to determine the facts of the case and reasons for a violation.
ii. Staff will attempt to work out a process with the director to correct the problem.

b. Work with the Library Board to correct the issue

i. If the problem is not resolved within three months, system staff will contact the president of the library board and request time at the next board meeting to discuss the issue.
ii. System staff will present the problem to the library board and attempt to work out a process to correct the problem.

c. Involve the System Board

If earlier steps have not succeeded in resolving the problem, the system board may choose to impose penalties on that library. The process for doing so shall be:

i. System staff developing a plan for imposing penalties on the noncompliant library.
ii. The library receiving at least three weeks’ notice of the Winnefox board meeting at which the proposed penalties are to be discussed.
iii. A public hearing held at the Winnefox board meeting. Representatives of the library will be given opportunity to present their case.


Approved by the Winnefox Library System Board 9/28/2016

WALS fees

How the WALS Fee is Calculated (with examples from the 2017 budget)

WALS fees are based on the library's file size (patrons and items) and on the circulation for the prior year.  There is also a base fee amount.  It is $7,775 for 2017.  It was $7,545 in 2016.

The current formula for calculating fees has been used since 2009 but basing library fees on file size, circulation, and a base fee goes back at least to the late 1990s and has been accepted as a fair way of allocating the cost of this service to each library.  Many other library systems also base fee calculations on these factors.

We begin the budget process by calculating the next year’s expenditures.  Revenues from all other sources (Winnefox, LSTA, Interest, etc) are subtracted from the expenditures. The amount remaining gets shared among the libraries according to the formula. In 2017, WALS expenditures will be $850,068.  Of this, $192,320 will come from Winnefox, LSTA, and other sources, leaving $657,477 to be divided among the 29 libraries.

The Formula is calculated based on a library’s “file size” and circulation. “File size” is calculated by the total number of items and cardholders in the database as of the end of the previous year. Circulation is the total number of items checked out in the previous year.  Each library’s percent of the total file size, and percent of the total circulation is averaged and that average percentage is used to calculate the library’s initial cost.

The initial cost per library places some libraries below the base cost. We have a base cost because there are other benefits each library receives and related expenses that each library incurs (telecom, internet, website hosting, etc) which are not directly tied to the database size or circulation. Thus the base cost represents a minimum “cost of doing business” regardless of size. So, we bring all the libraries below the base cost up to this amount ($7,775).

There are 14 libraries that will pay the base fee in 2017. (14 x $7,775 = $108,850).
This means that the remaining 15 libraries need to pay $548,627 ($657,477 - $108,850 = $548,627).

However, there is added money ($38,064) that the below-base libraries are paying to bring them up to the baseline. ($108,850 minus the total of the below-base libraries' actual calculation equals $38,064) Therefore, what needs to happen is that the initial cost figure to be paid by the above-base libraries needs to be decreased proportionally by $38,064. 

In order to distribute that $38,064 amount proportionally, we need to re-calculate the percentages to be used for adjusting the original calculation figure.

In order to calculate the new percentage, we take the original formula percentages of the total that above-base libraries need to pay ($548,627). These percentages won't total 100% because the small libraries aren't figured in that percentage, but they can be used to get an amount per library.  A new percentage is then calculated based on each of the above-base library’s share of the summed total. The new percentages do equal 100%. Each library’s new percentage is then used to divvy up the $38,064.

So, to use Neenah as an example:
1.    As of the end of 2015, Neenah has a file size of 257,057 records.  This is the total of their items in the database and their cardholders.  This is 18% of the total file size of 1,410,776 records
2.    Neenah checked out 895,341 items in 2015.  This is 28% of the 3,194,524 items checked out by all 29 libraries.  
3.    Those two percentages are averaged to get 23%.
4.    According to the original formula, Neenah should owe $152,099, which is 23% of $657,749.
5.    But Neenah should also get a percentage "discount" from bringing the sub-base libraries up to base.
6.    So, we take 23% of $548,092 in order to get Neenah's "share" of that total above-base cost ($126,928)
7.    Then we use the sum of all the above-base "shares" ($489,829) to calculate what percentage of the $38,064 Neenah should be "discounted" ($126,928 divided by $489,829 = 0.2591 or 26%)
8.    Then take the percentage from Step 7 and multiply it by $38,064 to get $9,863
9.    Then subtract $9,863 from the original $152,099 to get $142,236, which is the Neenah Public Library’s 2017 fee.

Note that because Excel calculates to many more decimal places than shown here these calculations will be slightly different if done on a calculator.

When this process is repeated for all the above-base libraries, the total new fee for libraries above base equals $548,902 and the sum of the individual "discounts" equals the $38,064 and the above-base libraries have picked up 100% of the $548,902.

When the sum of all the libraries (above and below base) is totaled it equals the required $657,751

Winnefox Technology Executive Council (WTEC)

The purpose of the Winnefox Technology Executive Council is to provide guidance and to make recommendations to Winnefox for the development of Winnefox Automated Library Services and other Winnefox technology services. This includes working with WALS management and staff on policies and procedures, recommending an annual WALS budget, addressing concerns, planning, and setting priorities related to technology services.

WTEC has bylaws, terms and conditions of service agreement, and an election process.

The current WTEC members are:

  • Mark Arend, Winnefox Assistant Director (non-voting)
  • Karla Smith, Winnefox ILS Manager (non-voting)
  • Jon Mark Bolthouse, Fond du Lac (Permanent)
  • Desiree Bongers, Ripon (Permanent)
  • Jeff Gilderson-Duwe, Oshkosh and Winnefox (Permanent) (Two votes)
  • Chris Kalupa, Berlin (Permanent)
  • Vicki Lenz, Menasha (Permanent)
  • Aaron Raschke, Westfield
  • Gretchen Raab, Neenah (Permanent)
  • Clairellyn Sommersmith, Princeton
  • Julie Stobbe, Omro
  • Cindy Wallace, Winnefox Cooperative Technical Services Coordinator (non-voting)

Non-permanent members are elected every January for a 1-year term.

WTEC meetings are usually monthly on the second Friday of the month if there is sufficient reason for a meeting.

Meeting agendas are sent to the Directors-Plus email list at least a week in advance of the meeting. WTEC usually meets in Oshkosh.

Any Winnefox director may attend.

Minutes are sent to Directors-Plus.

WTEC Bylaws



 A.    The name of this body shall be the Winnefox Technology Executive Council (hereinafter referred to as WTEC). 
A.    The purpose of WTEC is to provide guidance and to make recommendations to Winnefox for the development of Winnefox Automated Library Services (hereinafter referred to as WALS) and other Winnefox technology services.
A.    The Director (or designee) of the Berlin, Fond du Lac, Menasha, Neenah, Oshkosh and Ripon public libraries shall be ex-officio members of the WTEC.
B.     The Director of Winnefox (or designee) shall be an ex-officio member of WTEC.
C.     Other Winnefox member libraries shall elect three (3) members at large to WTEC.
D.    The WALS Technology Coordinator, the Winnefox Assistant Director and the Winnefox Cooperative Technical Services Program Coordinator will be ex officio non-voting members of WTEC.
E.     If the Director of Winnefox is also the Director of Oshkosh Public Library, he/she may cast two votes rather than appointing a representative from either agency to represent the interests of that agency.
A.    Work with WALS management and staff to adopt such policies and procedures as are necessary to coordinate and facilitate use of the automated resources system.
B.     Recommend an annual WALS operating budget for approval by the Winnefox Board of Trustees and monitor budget reports.
C.     Address concerns raised by member libraries regarding the operations of WALS or other Winnefox technology services.
D.    Provide oversight and guidance on projects related to WALS and other Winnefox technology services. Evaluate ideas for new projects, monitor the status of continuing projects, and make recommendations on priorities among technology projects.
1)      Continuing projects include the development and maintenance of a telecommunications network; computer servers and associated equipment; network user accounts; email; a shared bibliographic database; integrated library system software for servers, clients and public access; procedures for cataloging, acquisitions, circulation/inventory control; and reporting of statistical data.
2)      Special projects are those activities that are not ongoing, that relate to the development and advancement of the shared, automated resources system.
E.     Participate in long range planning activities pertaining to WALS and other Winnefox technology support services.
A.    Elections for at-large members of WTEC shall be held at the Winnefox annual meeting. Nominations for at-large WTEC members may come from the floor and must be seconded by at least one other library.  Ex officio members shall not participate in nominating or electing at-large members.
B.     The new members of WTEC will take office at the first meeting following the Winnefox annual meeting.
C.     The officers of WTEC shall be the Chair, and the Vice-Chair.  The Winnefox Director shall serve as Chair. The Vice-Chair shall be elected by the members of the committee at the first meeting following the Winnefox annual meeting.
D.    The Chair shall establish the agenda for and preside at all meetings of WTEC; shall see that the by-laws are enforced; shall appoint all sub-committees with the approval of WTEC, designating one member of each committee as Chair; shall authorize calls for special meetings; and shall generally perform the duties of a presiding officer. In the absence of the Chair the Vice-Chair shall serve as Chair.
E.     The Vice-Chair shall perform all of the duties of the Chair in his/her absence.
F.      A Winnefox employee shall serve as secretary at meetings, taking minutes and disseminating them to all WALS members upon approval by WTEC.
A.    A schedule of regular meetings of WTEC shall be established annually by the committee, including the place, time and date of each meeting. The date or time may be altered provided that such decision is made at a meeting prior to the meeting in question or by emergency decision of the Chair, and provided that proper notice is given. The schedule of meetings for the upcoming year shall be posted on the Winnefox extranet. Meetings of WTEC shall be open to representatives of all Winnefox member libraries.
B.     A quorum of WTEC shall be required to conduct committee business. A quorum shall be defined as a simple majority of the committee. Decisions require a simple majority of the votes present. Members of WTEC may send a voting proxy to any meeting they will be unable to attend, or designate another member of the committee as their proxy.
C.     The WALS Technology Coordinator or her/his alternate (in case of emergency absence) shall attend all WTEC meetings.
D.    Meeting agendas shall be provided by the Chair to the Winnefox office in a timely fashion and will be posted online by the designated Winnefox staff at least seven calendar days before the meeting. Any member of the committee may request that an item be placed on the agenda of the next meeting by making such request in writing (including email) at least 24 hours prior to the posting of the agenda.
E.     Any five (5) Winnefox members may request that an item be placed on the agenda of the next meeting by making such request in writing (including email) at least 24 hours prior to the posting of the agenda.  An Agenda may be modified at a meeting with the unanimous approval of members present, representing no less than seven members of the full committee.
F.      The order of business at all regular meetings of WTEC shall be determined by the Chair and shall include the following: 
1)      Call to order;
2)      Establishment of Quorum;
3)      Minutes;
4)      WALS Financial Report (once every two months);
5)      Report on WALS operations and projects
6)      Report on other Winnefox library technology services and projects;
7)      Committee Reports,
8)      Communications;
9)      All Other Business.
G.    Special meetings of WTEC may be called by the Chair, or upon written request of five voting members of the committee. Notice of any special meeting shall be delivered to each member at least one week in advance of such meeting, with a statement of time and place, and information as to the subject or subjects to be considered.
A.    Winnefox Standing Technology Committees: 
Winnefox shall have the following standing technology committees. The standing technology committees will provide information to and support the work of WTEC. It is expected that each library accounting for 5% or more of the circulation of the WALS system will send a representative to each of these committees. Directors of member libraries or their designees are encouraged to attend as well. WALS & Winnefox staff will participate in these committees. Significant recommendations from any of these committees to WTEC may be discussed by the entire Winnefox membership.
1)      ALL-WALS. The ALL-WALS meeting occurs three times per year. It is not, strictly speaking, a committee. However, it is an opportunity, open to all members, for training, sharing, and discussing issues and concerns. Consensus recommendations on policies and procedures may emerge from discussion in these meetings. Portions of these meetings may be used to discuss guidelines and procedures pertaining to WALS operations, including resource sharing, bibliographic and patron database maintenance, and statistical reporting. Recommendations will be forwarded to WTEC for consideration.
2)      Circulation Services User Group. The purpose of this group shall be to make recommendations to WTEC regarding changes in circulation policies and procedures.
3)      Emergent Technology Committee. The purpose of this committee shall be to explore using technology to improve service delivery. This committee will forward recommendations to WTEC for changes to WALS and to Winnefox technology services.
4)      Reference & Adult Services User Group. The purpose of this group shall be to serve as a forum for sharing best practices, sharing ideas for improving programs and services for adults in system member libraries and for formulating guidelines and procedures pertaining to improving users’ experiences of digital information resources, including the public access catalog, purchased electronic resources, etc. User group recommendations will be forwarded to WTEC for consideration.
5)      Other committees may be established by the Chair with the approval of WTEC. All such committees shall be created with a stated purpose and a time certain in which to accomplish said purpose. All committees appointed under this section shall cease to exist upon their final report to WTEC, or their established sunset date, whichever occurs first.
A.    WTEC will, on a regular basis, recommend policies and procedures for the efficient and effective operation of the automated system. Each member library is responsible for adherence to these policies and procedures, provided they have been distributed to each member library at least one month prior to the date they go into effect. 
A.    The rules contained in the current edition of Robert’s Rules of Order shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these by-laws, the membership agreement, Wisconsin Statutes, or any special rules of order WTEC shall adopt.
B.     In cases where the sources of authority are in conflict, the Wisconsin Statutes shall take precedence, followed by the WALS Terms and Conditions of Service, these by-laws, any special rules adopted by WTEC, and finally Robert’s Rules of Order.
A.    These by-laws may be amended or changed at any meeting of WTEC at which a quorum is present provided that the proposed amendment is properly noticed on the meeting agenda and that amendment or changes were distributed in writing and distributed to all members at least seven days in advance of the meeting at which the amendments are to be voted upon. Once approved by WTEC, changes to by-laws will be forwarded to the Winnefox Board of Trustees for final approval and implementation.


WTEC Election Procedure

Election of Representatives to the Winnefox Technology Executive Council
May 20, 2008
The Winnefox Technology Executive Council (WTEC) is to provide guidance and to make recommendations to Winnefox for the development of Winnefox Automated Library Services (WALS) and other Winnefox technology services. This includes working with WALS management and staff on policies and procedures, recommending an annual WALS budget, addressing concerns, planning, and setting priorities related to technology services.
The directors of the Berlin, Fond du Lac, Menasha, Neenah, Oshkosh, and Ripon public libraries and the Winnefox Director are ex-officio voting members of WTEC. The Winnefox Assistant Director, the Winnefox Technology Coordinator, and the Winnefox Cooperative Technical Services Program Coordinator are ex-officio non-voting members of WTEC.   The WTEC By-laws call for the election of three at-large representatives.  
WTEC meets monthly if there is sufficient reason for a meeting. Members of the Council are reimbursed for mileage and for a substitute if someone needs to be hired to cover the director’s time for attending the meeting. The WALS EC had usually met in Oshkosh on the second Friday of the month. This is subject to change based on the membership of the new council.
The election of the at-large representatives is to occur at the Winnefox annual meeting held in January.
Timeline and Steps for the Election
Call for nominations
The Winnefox Technology Coordinator sends an email to the Directors-Plus mailing list soliciting nominations. Directors may nominate themselves or another director with that person’s permission. Reminder emails are sent weekly prior to the deadline.   Nominations are sent to the Winnefox Office. Nominees may optionally send a brief statement about why they would like to be elected.
Nominations close
The Winnefox office compiles the nominations and the list of names, with statements, is sent to the Directors-Plus mailing list.   
January-Winnefox Annual Meeting
The election is held at the Winnefox Annual Meeting. Additional nominations may come from the floor and must be seconded by another library. The Ex-officio members of WTEC are not eligible to participate in the election. The election is by paper ballot. Only directors in attendance may vote.
If a vacancy occurs during the year, a special election will be held. That person will be elected for the remainder of the year and will continue for the following year. The election process will allow for at least four weeks for nominations with the election by confidential paper ballot.

Services provided Oshkosh Public

Under contract, the Oshkosh Public Library provices a number of support services for the shared automation system.  The attached document describes those activities in detail.


Basic terminology
WALS—Winnefox Automated Library Services
WALS is the name for the Winnefox service for the shared automation system. WALS also includes the telecommunication network, Internet access, and PC support.
SirsiDynix is the name of the company that supplies the software for the shared automation system. It is headquartered in Lehi, Utah.
Symphony is the name of the software for the shared automation system. It runs on servers housed at the Oshkosh Public Library. The current version of the software is 3.6. An earlier version of the software was called Unicorn.
That is the name of the client software installed on library PCs. The client software is used to access Symphony.
These are WALS versions of Symphony and WorkFlow terms:
A command only performs one task.  Wizards frequently trigger or provide access to several Commands.
Datawell/Search Box
This is the text box for typing in search terms, or filling in data.
A gadget is a button next to a text box that provides options you can use in that box. When you click the gadget, a window appears giving a pre-defined list of values. Always use the gadget to fill in the box if one is available.
This term refers to any word in WorkFlows with a dashed underline. When you click on the word, a pop-up window provides additional information. 
A helper is a “wizard within a wizard.” Helpers are little icons positioned in a menu bar just below the active window’s title bar.  If present, they appear in the upper left hand corner of the active window.
This is the search-results list that displays after entering a search.

These are accessed by the buttons across the top of the screen. For example: 1Users, 2Holds, 3Special, 4Reports, Barcoding, etc. Toolbars contain Wizards. 
Wizards display on the toolbar and perform a series of discrete tasks.

PC requirements for java WorkFlows

The java client needs:
Microsoft Windows XP/7
  • 2GB RAM minimum recommendation.
  • 200 MB hard disk space
  • 800 MHz processor, 1.4 GHz recommended
  • 1024 x 768 or better screen display
Less powerful PCs may be used with JWF, but will be slower.

Codes for Winnefox Libraries

For reports and some of the Symphony polices, 2 or 3-letter codes are used to identify the library.  These are the codes:

BE     Berlin

BR     Brandon

CA      Campbellsport

CO     Coloma

EN     Endeavor

GR    Green Lake

HA     Hancock

KI      KIngston

MA     Markesan

ME     Menasha

MO     Montello

NE     Neenah

NES   Neshkoro

NF     North Fond du Lac

OA     Oakfield

OM     Omro

OS     Oshkosh

OX     Oxford

PA      Packwaukee

PI      Pine River

PL     Plainfield

PO     Poysippi

PR     Princeton

RE     Redgranite

RI      Ripon

WA    Wautoma

WE    Westfield

WI     Wild Rose

WN    Winneconne


WX     Winnefox


Logon accounts

The logons for Symphony are special user records that control what functions the user can do in WorkFlows. Part of the logon is connected to a specific library to show where the circulation or other activity occurred. Each library has its own logon account or accounts depending on what functions the staff are permitted to do. Most of the smaller libraries have combination accounts that allow staff to do both circulation and barcoding. The larger libraries have separate circulation, barcoding, and public services accounts.

All of the libraries share the Reports account. Via the Reports logon, libraries have access to the Onshelf Holds report and all of the statistical reports.

The WorkFlows logon is NOT the same as the PC logon.