Winnefox Technology Executive Council (WTEC)

Reviewed 3-18-2026:

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:

Clairellyn Sommersmith, Winnefox (Permanent)
Karla Smith, Winnefox ILS Manager (non-voting)
Rachel Fuller, Fond du Lac (Permanent)
Nancy Bell, Ripon (Permanent)
Darryl Eschete, Oshkosh (Permanent)
Chris Kalupa, Berlin (Permanent)
Brian Kopetsky, Menasha (Permanent)
Nicole Hardina-Wilhelm, Neenah (Permanent)
Anna Dinkel, Omro
Deb Sadowski, Coloma
Christina Lyon, Green Lake

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 staff from Winnefox libraries may attend, but please let Karla Smith or Clairellyn Sommersmith know in advance, as space is limited.

Minutes are sent to Directors-Plus.

WTEC Bylaws

Updated 3-18-2026: WINNEFOX TECHNOLOGY EXECUTIVE COUNCIL BY-LAWS are also available at WTEC Bylaws 2023 .docx

WINNEFOX TECHNOLOGY EXECUTIVE COUNCIL BY-LAWS

Approved March 19, 2008; Revised March 31, 2010, Revised Sept 8th 2023

ARTICLE I: NAME

The name of this body shall be the Winnefox Technology Executive Council (hereinafter referred to as WTEC).

ARTICLE II: PURPOSE

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.

ARTICLE III: COMPOSITION

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.
The Director of Winnefox (or designee) shall be an ex-officio member of WTEC.
Winnefox member libraries shall elect three directors from the smaller libraries to serve as members-at-large of WTEC
Additional Winnefox staff may be appointed as non-voting members of WTEC as needed.

ARTICLE IV: DUTIES

WTEC will work with WALS staff to adopt such policies and procedures as are necessary to coordinate and facilitate use of the automated resources system.
WTEC will recommend annual WALS member fees for approval by the Winnefox Board of Trustees.
WTEC will address concerns raised by member libraries regarding the operations of WALS or other Winnefox technology services.
WTEC will provide oversight and guidance on projects related to WALS and other Winnefox technology services. This will include evaluating ideas for new projects, monitoring the status of continuing projects, and making recommendations on priorities among technology projects.

WTEC will participate in long range planning activities pertaining to WALS and other Winnefox technology support services.

ARTICLE V: ELECTIONS, OFFICERS AND DUTIES.

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.
The new members of WTEC will take office at the first meeting following the Winnefox annual meeting.
The Winnefox Director shall serve as Chair.
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, another member may be called upon to run the meeting.
A Winnefox employee shall serve as secretary at meetings, taking minutes and disseminating them to all WALS members upon approval by WTEC.

ARTICLE VI: MEETINGS

WTEC shall attempt to meet on a regular schedule. Whenever possible, the next meeting date will be established at each meeting and included in the minutes of that meeting. Meetings of WTEC shall be open to representatives of all Winnefox member libraries.

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.

Meeting agendas shall be sent to all Winnefox library directors. The preliminary agenda shall be sent out seven days before the meeting, and the final agenda at least two days before the meeting. Any WTEC member or Winnefox member may request that an item be placed on the agenda. The request must be made before the final meeting agenda has been sent out.

The order of business at all regular meetings of WTEC shall be determined by the Chair and shall include the following:

Call to order;
Establishment of quorum;
Minutes;
Report on WALS operations and projects
Report on other Winnefox library technology services and projects;
Committee reports,
Communications;
Establish the next meeting date, time, and place
All other business.

Anticipated WALS fees will be presented annually to WTEC.

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.

ARTICLE VII: COMMITTEES & MEETINGS

ALL-WALS. The ALL-WALS meeting occurs one to four 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.

Winnefox may have other committees as needed. Any technology-based committee will provide information to and support the work of WTEC. Directors of member libraries or their designees are encouraged to attend as well. WALS and Winnefox staff may participate in these committees. Significant recommendations from any of these committees to WTEC may be discussed by the entire Winnefox membership.

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.

ARTICLE VIII: POLICIES AND PROCEDURES

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.

ARTICLE IX: PARLIAMENTARY AUTHORITY

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.

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.

ARTICLE XI: AMENDMENTS

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

Updated 3-18-2026

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 ILS Manager and the Winnefox Public Library Development Consultant are ex-officio non-voting members of WTEC. The WTEC By-laws call for the election of three at-large representatives.

WTEC meets every other month 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. WTEC usually meets 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

1-Dec	Call for nominations	The Winnefox Director 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.
1-Jan	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	Election	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.