2006 Minutes

 Board of Trustees Meeting held January 23, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, January 23, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:02 p.m., by Donna Hanus, President.

Oath of Office

Donna Hanus, President, administered the oath of office to reappointed trustee, Barbara Stowe.

Roll Call

Present:  Lynn Bezio; Nancy Church; Chris de Grandpre; Lynn Dufort; Donna Hanus; Patricia McCaughin; Charles Racette; Fred Smith and Barbara Stowe.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Betsy Brooks; Kathie LaBombard (5:00); Elizabeth Rogers; Michael Spofford and Julie Wever.

Others present:  Barbara Doh, Plattsburgh Public Library Representative; Sonia Long, Plattsburgh Public Library Director and Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Excused Absences

Lynn Dufort moved that Lauren Choate, Nancy Howard, Virginia LaPointe, Neil Surprenant and Valerie Trudeau be excused from the meeting.  The motion was seconded by Barbara Stowe and passed unanimously.  Motion carried (9-0-0).

Agenda

Patsy McCaughin moved approval of the Agenda.  The motion was seconded by Lynn Bezio and passed unanimously.  Motion carried (9-0-0).

Election of Officers

Patsy McCaughin moved election of the following slate of officers:  Donna Hanus, President; Cerise Oberman, Vice President; Barbara Stowe, Secretary; Chris de Grandpre, Treasurer; and Fred Smith, Member-at-Large.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (9-0-0).

Approval of Minutes

Barbara Stowe moved approval of the November 21, 2005 Minutes.  The motion was seconded by Charles Racette and passed unanimously.  Motion carried (9-0-0).

Financial Report

Fred Smith moved approval of Abstracts dated November 16, November 29, December 15, December 28 and Manual Checks dated November 18 and January 3.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

The Board urged the Finance Committee to review a bidding process for insurance coverage.

President’s Remarks

Donna Hanus reported that a 2006 meeting schedule was included in folders.  The schedule does not include a meeting for December but includes meetings on the fourth Monday of each month.  Trustees were requested to contribute $10 to the trustees fund.  A committee list was distributed.

Lynn Dufort moved acceptance of the attached 2006 Committee list.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (9-0-0).

The new bookmobile arrived with great publicity.  Following the meeting, trustees can tour the bookmobile and the new van, which arrived today.  Donna noted that both Bob Welch and Debbie Crossley and Julie Wever should be commended for their great efforts in keeping the old bookmobile running during difficult times.

Fred Smith moved the following:  Be it Resolved, that special commendation be awarded to Debbie Crossley, Bob Welch and Julie Wever for maintaining operation of the bookmobile under adverse conditions.  The motion was seconded by Patsy McCaughin and passed unanimously.  Motion carried (9-0-0).

The Executive Committee has been meeting and working with Ewa on goals.  Donna will report more fully on that under Committee Reports.

Director’s Report

Ewa Jankowska reported:

  • She commends all of the staff on their work in preparing for and obtaining the new bookmobile.  It was an unbelievable effort by all staff.
  • The roof was repaired as was the garage door, and heating was installed in the ladies room.
  • The van was repaired as we were told that the new one would not arrive until March.  It arrived today.  Michael will drive the blue car to and from work until the lift is removed from the garage.
  • The new bookmobile was featured on Mountain Lake Journal, a PBS production.  We hope to have a copy of that to show at the next board meeting.
  • Chris Ortloff held a press conference to showcase some of the agencies he has acquired funding for.  Betsy Brooks spoke at that conference, and the bookmobile was present.
  • Celebrations are being planned for the three counties during National Library Week in April.
  • CEFLS is very fortunate to have been chosen as the only rural library system to participate in the What’s the Big Idea grant.

Plattsburgh Public Library (PPL) Report

Barbara Doh reported that the PPL Board met on November 22 and again on December 12.  Tom Neale, board president, and Sonia Long met with the Mayor to discuss personnel budget cuts.  Concessions were made, and Carol Baumeister has been hired as Librarian I.  Sonia’s job description was included in packets, and she reviewed 2005 circulation statistics.  Friends of the Library purchased a banner which reads “Open Sundays” and is displayed on the building.  A request from the Clinton County Historical Association will be researched.  Sonia distributed 2006 goals at the December 12 meeting and asked the Board to review, add and/or modify them at the next meeting.  President Neale requested that each committee meet in January to discuss 2006 goals.  Kim Harvish and Diana Lavery are in charge of special grants.  Sonia will give a presentation on “Special Library Districts” at the January meeting.  Additions to the director job description were suggested and added.  Richard Scales will research alternate methods for financing a new boiler.  Dot Buchanan is stepping down as President of the Friends in January, and Mary Coleman will be the incoming President.  Their winter book sale is January 26-28.  The union has requested opening the negotiation process.  The current contract expires

June 30, 2006.  City Engineer, Rick Perry, will review CEF’s request to make the driveway one-way.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that a meeting was held on December 12 at the AuSable Forks Free Library with five library directors present as well as Ewa, Elizabeth and Kathie from the System.  Member Library Handbooks were distributed, and Ewa suggested that directors could add their own library information to the notebooks.  Programming ideas were discussed as well as buddy/mentor libraries.

Committee Reports

Executive Committee

Donna Hanus reported that the Executive Committee has met and worked with Ewa to help her develop the 2006 goals are included in today’s folders.  The Committee has worked out details of Ewa’s contract, which will be discussed in executive session.

Finance Committee

Chris de Grandpre reported that the Finance Committee met on January 13.  After reviewing audit quotes, the committee recommends the appointment of Martindale, Keysor and Co.    for auditing services.  They have done a good job at a fair cost in the past.

Chris de Grandpre moved that Martindale, Keysor and Co. be awarded a contract for auditing services, including a management letter and completion of the yearly 990 Form for the following years at the following costs:  2005 - $3,250; 2006 - $3,500 and 2007 – $3,600.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Chris then reported on the 2005 budget.  At the November meeting is was anticipated that there would be a small surplus at the end of the year.  At the January 13 Finance Committee meeting it was anticipated that the budget would result in a $1,000 deficit.  After further work on the budget, the result is approximately a $14,000 deficit.  The reasons for that deficit are settlement of negotiations, higher insurance costs and repairs.

Ewa noted that the 2005 budget did not include in a realistic way the union contract agreement and retirement costs of Mary Brown.  The sick leave cap was also increased from $3,000 to $4,000.  A higher hourly rate was not included for the van driver who substitutes on the bookmobile.  Overtime payments for 2005 were also not budgeted.  Ewa stated that she and Michael would be adjusting the 2006 budget to more accurately reflect expected expenditures.  She is paying much closer attention to overtime and has instructed staff that overtime will only be granted on an absolutely necessary basis.  Other sources of income will be researched.

Fred Smith noted that Mary Brown did receive the management confidential salary increase from January through April.

Chris and Ewa also reported that a special legislative grant in the amount of  $75,000 that was reported to be payable to CEFLS by the New York State Library was in error.  The 2006 budget will be revised to reflect that decrease.

Future Financial Committee

Barbara Stowe asked if there had been any progress with the McDonald’s Foundation that Julie Wever was working on.  Ewa will check into that.

Communications

Donna Hanus reported receipt of a letter from Emy Pombrio, Esq., asking the Board to explore the possibility of changes to the contract between CEFLS and Emy.  Donna asked that Michael compile and deliver to her a listing of charges that have been paid to Emy in the last contract period.

New Business

Patsy McCaughin advised that the Ticonderoga Library suffered a huge budget problem.  The Town slashed the library budget, and no library representatives were present at that meeting.  The library board then had to address the issue at a later date.  Patsy urged that libraries who receive town funding actively participate in meetings that may affect their funding.

Executive Session

Lynn Dufort moved that the board enter executive session at 5:02 p.m. to discuss contracts and personnel.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (9-0-0).

Executive session ended at 5:26.

Fred Smith moved to grant a three percent salary increase for 2006 to two management confidential employees, Penny Cowan and Michael Spofford, retroactive to January 1, 2006.  The motion was seconded by Patsy McCaughin and passed unanimously.

Motion carried (9-0-0).

The director will undertake a study of the responsibilities of the position of Principal Account Clerk.

Lynn Dufort moved to accept and move forward with the contract for the Director of the System for two years, from October 1, 2005 through September 30, 2007.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Next Meeting

The next meeting will be Monday, February 27 at 4 p.m.

Adjournment

The meeting adjourned at 5:28 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

 

 Board of Trustees Meeting held February 27, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, February 27, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:04 p.m., by Donna Hanus, President.

Oath of Office

Donna Hanus, President, administered the oath of office to reappointed trustee, Neil Surprenant.

Roll Call

Present:  Lynn Bezio; Nancy Church; Chris de Grandpre; Donna Hanus; Virginia LaPointe; Cerise Oberman (4:26); Fred Smith; Barbara Stowe and Neil Surprenant.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Elizabeth Rogers and Michael Spofford.

Others present:  Barbara Doh, Plattsburgh Public Library Representative; Sonia Long, Plattsburgh Public Library Director and Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Excused Absences

Neil Surprenant moved that Lauren Choate, Lynn Dufort, Nancy Howard, Patricia McCaughin, Charles Racette and Valerie Trudeau be excused from the meeting.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (8-0-0).

Agenda

Barbara Stowe moved approval of the Agenda without an executive session.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (8-0-0).

Approval of Minutes

Lynn Bezio moved approval of the January 23, 2006 Minutes.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (8-0-0).

Financial Report

Fred Smith moved approval of Abstracts dated January 12, January 26 and February 8 and Manual Checks dated January 20, January 25, January 30 and February 1.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (8-0-0).

President’s Remarks

Donna Hanus thanked the Finance Committee for work on revising the budget and making necessary cuts.  Donna asked that board meeting packets be emailed to trustees in an effort to cut mailing and copying expenses.  The process will be evaluated over the next few months.  Donna noted that February 28 is the PPL Board Meeting.  Lynn Bezio will attend the PPL March meeting.

Director’s Report

Ewa Jankowska reported:

  • A proposed Interlibrary Loan (ILL) Policy was distributed in board meeting packets.  This, and other policies, are being worked on for Board approval.  The ILL policy will result in changes to CEF’s borrowing of fiction in that CEF will not borrow fiction from out of state.  This is in response to cost savings measures and deemed necessary due to high costs in prior years.

Neil Surprenant moved approval of the attached CEFLS Interlibrary Loan Policies.  The motion was seconded by Barbara Stowe and passed unanimously.  Motion carried (8-0-0).

(Cerise Oberman entered the meeting at 4:26 p.m.)

Oath of Office

Donna Hanus, President, administered the oaths of office to reappointed trustee and Vice President, Cerise Oberman.

Director’s Report (continued)

  • The van and bookmobile advertisements resulted in no bids for the bookmobile and three bids for the van.

Cerise Oberman moved to accept the high bid for sale of the van in the amount of $851.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

  • After discussion it was agreed to advertise the bookmobile on NYLINE without a minimum bid.  If no bids result, it could be offered for free to member libraries.
  • Lynn Dufort arranged for the bookmobile to be presented to the Franklin County Legislature on March 2 at 11:30.
  • On February 23, Ewa attended correctional facility events with Julie Wever and presenter Jackie Warren Moore.  The events were very moving and impressive.  Jackie was a good presenter and leader, and inmates wrote poetry during the event.
  • Ewa participated in a New York Library Association conference call regarding funding for library systems.  She is quite concerned that proposed funding based on the 2000 census population will result in decreased funding for CEFLS.  She initiated an  appointment with Teresa Sayward, will meet with Chris Ortloff on Friday and will meet with Betty Little as soon as possible to discuss this issue.
  • Invitations to the March 6 “What’s The Big Idea” press conference were distributed to board members.
  • March 14 is Library Legislation Day.  Ewa and Kathie LaBombard will be attending and leaving CEF at 7 a.m. if anyone is interested in attending.
  • Research on the McDonald’s Foundation showed an interest in funding of children’s activities.  Julie and Kathie will work on that, and Ewa will report more after they meet.
  • A letter was received from Emy Pombrio, Esq., terminating her agreement with CEFLS as of March 14.  Emy sent the same letter to Plattsburgh Public Library.  CEFLS will need to find another labor attorney.

Plattsburgh Public Library (PPL) Report

Barbara Doh reported that the PPL Board met on January 24.  They are still lacking board members from Wards 1 and 3.  All 2005 funds have been expended or encumbered.  Certain items were given to the Clinton County Historical Association.  The Director’s job description was discussed, several revisions were made and then adopted.  Bill Provost explained the city’s proposed budget.  The Friends January book sale raised over $1500 plus approximately $300 in new memberships.  Sonia is contacting CEF regarding sharing the cost of one way driveway signage.  Virginia Brady, following up on recommendations of the Planning Process Committee report, has made arrangements with Colleen Pelletier to hold computer training workshops for the public.  Sonia gave a presentation on special district libraries and distributed handouts from Division of Library Development.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that a CEFDA meeting has not been held since her last report.

Committee Reports

Finance Committee

Chris de Grandpre reported that a revenue anticipation note (RAN) would be necessary due to CEF’s current financial situation and the New York State budget.  Quotes were obtained for such note from Key Bank, Glens Falls National and NBT.

Cerise Oberman moved authorization of a Revenue Anticipation Note in the amount of $450,000 from Key Bank for a period of six months at an interest rate of 3.40 percent with a prepayment without penalty clause.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (9-0-0).

The 2005 budget deficit of approximately $14,000 was due to negotiations, insurance and repair costs.  The 2006 budget could be a $24,000 deficit.  Cuts of almost $40,000 are being considered to ensure CEF will be in the black at the end of 2006.

Donna noted that cuts will be made to the budget in order to preserve current staff.

Ewa noted that $4600 in additional cuts will need to be made.  Distributed was a document outlining $32,066 cuts as follows:  Various Contingencies - $6,500; Payroll Accounting Module - $1,500; Accounting Training and Travel - $2,250; Office Supplies - $1,000; Conference Expenses to Grants - $1,270; Cash Grants to Member Libraries - $9,400; Book Budget - $8,000; Cleaning – reduce by 1 day - $1,500; Annual meeting expenses - $500; Chamber of Commerce Membership - $146.

Fred Smith moved approval of the above mentioned 2006 budget cuts.  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (9-0-0).

Discussion ensued as to budget issues.  Nancy Church suggested making up the difference in the book budget through service club requests.  Chris noted that CEFLS owns Metropolitan Life Insurance shares in the approximate amount of $9,800 which could be liquidated.  Further cuts will be necessary as well as exploring new sources of revenue.

Communications

Penny Cowan read a letter from Assemblyman Chris Ortloff thanking CEF for attending his January press conference.

Old Business

Sunshine fund contributions are due for  2006.

Next Meeting

The next meeting will be Monday, March 27 at 4 p.m.

Adjournment

The meeting adjourned at 5:16 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

 Board of Trustees Meeting held March 27, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, March 27, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Donna Hanus, President.

Roll Call

Present:  Lynn Bezio; Lauren Choate; Nancy Church (4:05); Chris de Grandpre; Lynn Dufort; Donna Hanus; Nancy Howard; Virginia LaPointe; Patricia McCaughin; Cerise Oberman; Fred Smith; Barbara Stowe; Neil Surprenant and Valerie Trudeau.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Betsy Brooks; Kathie LaBombard; Elizabeth Rogers and Michael Spofford.

Others present:  Barbara Doh, Plattsburgh Public Library Representative; Sonia Long, Plattsburgh Public Library Director and Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Agenda

Patricia McCaughin moved approval of the Agenda without an executive session.  The motion was seconded by Cerise Oberman and passed unanimously.  Motion carried (12-0-0).

Approval of Minutes

Lynn Dufort moved approval of the February 27, 2006 Minutes.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (12-0-0).

Financial Report

Lauren Choate moved approval of Abstracts dated February 23 and March 8 and Manual Checks dated February 17 and March 20.

(Nancy Church entered the meeting at 4:05 p.m.)

(Neil Surprenant entered the meeting at 4:09 p.m.)

The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (14-0-0).

President’s Remarks

Donna Hanus noted that there will be an Executive Committee meeting on Wednesday, March 29 with a lengthy agenda.  Donna noted also that the 2005 Annual Report was distributed in folders.  She requested, and the Board consented, that the Executive Committee review and approve its submission.  Lynn Bezio will attend Plattsburgh Public Library’s Board Meeting on March 28.

Director’s Report

Ewa Jankowska reported:

  • Two bookmobile bids were received in the amounts of $2,500 and $1,253.

Cerise Oberman moved sale of the bookmobile to the high bidder in the amount of $2,500.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (14-0-0).

  • Letters were received from Plattsburgh Public Library and Saranac Lake Free Library with $500 from each library.  Their respective Boards authorized payment to CEFLS from the unrestricted Betty Little grant funds to assist in purchasing a catalog module that would be beneficial to all users of the CEFLS catalog.
  • Four individuals attended the Public Library Association conference in Boston from March 22-24.  Next month’s board packets will include reports on the conference.
  • Carol Desch from Library Development advised that she was optimistic about 2006 state funding.
  • Several libraries have local history collections.  Elizabeth will be cataloging those items.
  • Eight member library directors have volunteered to serve on the Plan of Service Advisory Committee in response to CEF’s survey.
  • Jesse Feiler, former President of the Mid Hudson Library System contacted Ewa about offering a trustees training overview of New York State library systems and systems funding.

Discussion ensued as to the type of training.  The Board requested a written proposal of the proposed training.

  • Enclosed in packets was a program statement and budget for “Books – A Treasure!  Summer Reading Program 2006.”

Neil Surprenant moved approval and acceptance of the Books – A Treasure! Summer Reading Program 2006 grant and budget in the amount of $6,000.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (14-0-0).

  • Ewa issued her congratulations to Virginia LaPointe on her Woman of Distinction award.

A discussion followed about the funds received from Plattsburgh and Saranac Lake libraries.  Fred Smith expressed strong concern regarding the letter from Becky Pace to other member libraries suggesting giving the System a portion of its Betty Little grant funds.  He said that he felt that member libraries should not be put in the position of attempting to compensate for CEFLS’s deficit.  Barbara Stowe agreed.  Lynn Dufort also agreed but had no comment on how the funds would be used.  Cerise Oberman expressed concern that libraries would feel pressure from other libraries but felt the funds were being utilized appropriately.  Fred expressed equal concern that funds were given to CEF as well as directions on how to spend it.  Chris de Grandpre suggested getting clarification from CEF’s auditors.  The Board agreed that the letter and funding were points of concern.

Plattsburgh Public Library (PPL) Report

Barbara Doh reported that the PPL Board met on February 28.  Discussion occurred regarding PPL’s fund balance which would need to be tapped to balance the 2006 budget deficit.  Discussion occurred as to the role of the Mayor and the Board and supervisory status over the Director.  The Board agreed that the director is responsible to the Board, and the Mayor should present any requests he has to the Board.  Emy Pombrio canceled her legal agreement with PPL, leaving the question of who will negotiate the next agreement.  The City Engineer inspected the handicapped parking space, which location may be changed, and the steps.  The Special Library District issue is being revisited since the Board’s composition has changed since it was first presented. The Board voted to give $500 from the Betty Little grant to CEF.  Because of the 2006 budget deficit, consideration is being given to elimination of Sunday hours.  The 2006 slate of officers was presented and approved as follows:  President – Tom Neale; Vice President – Linda Parks; Secretary – Dee Polhemus; Treasurer – James Buran, Chamberlain, City of Plattsburgh.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that a CEFDA will meet on May 1 at Chateaugay Memorial Library.

Committee Reports

Executive Committee

Donna Hanus reported that the Executive Committee will meet on Wednesday, March 29.

Finance Committee

Chris de Grandpre reported that CEF is waiting outcome of the State budget process.  The Finance Committee will meet before the April 24 board meeting.  They will continue to look at the budget to assess steps necessary for a 2006 balanced budget.

Future Financial Committee

Barbara Stowe reported that they will meet before the next board meeting.

Next Meeting

The next meeting will be Monday, April 24 at 4 p.m.

Adjournment

The meeting adjourned at 5:00 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

 Board of Trustees Meeting held April 24, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, April 24, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Donna Hanus, President.

Roll Call

Present:  Nancy Church; Chris de Grandpre; Lynn Dufort; Donna Hanus; Nancy Howard; Virginia LaPointe; Charles Racette; Fred Smith; Barbara Stowe and Neil Surprenant.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Elizabeth Rogers and Michael Spofford.

Others present:  Barbara Doh, Plattsburgh Public Library Representative; Sonia Long, Plattsburgh Public Library Director and Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Excused Absences

Neil Surprenant moved that Lynn Bezio, Lauren Choate, Cerise Oberman and Valerie Trudeau be excused from this meeting.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

Agenda

Fred Smith moved approval of the Agenda without an executive session.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (10-0-0).

Approval of Minutes

Neil Surprenant moved approval of the March 27, 2006 Minutes.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

Financial Report

Fred Smith moved approval of Abstracts dated March 21 and April 6.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

Public Comment

Sonia Long noted that Ewa did a wonderful presentation at the Rotary Club meeting last week.

President’s Remarks

Donna Hanus noted that Plattsburgh Public Library has a meeting tomorrow.  Chuck Racette will attend on behalf of the CEFLS Board.

Donna reported that Ewa placed number one on the civil service list for the CEF Director position.

Nancy Howard moved to permanently appoint Ewa Jankowska as Director of the Clinton-Essex-Franklin Library System for an initial term of two years with a salary of $67,000 retroactive to October 1, 2005.  The motion was seconded by Charles Racette and passed unanimously.  Motion carried (10-0-0).

Ewa and Donna executed the employment contract.

Director’s Report

Ewa Jankowska reported:

  • The Annual Report and Gates Grant Applications were submitted.  The Gates Grant is an $8,000 grant to be used for equipment and training.
  • She was the guest speaker at Rotary last week.  One person donated $20 toward CEF’s Book Adoption Program 2006.
  • Changes are being made in the van schedule.  The weekly delivery to Akwesasne will now be bi-weekly.  Other changes may be necessary due to the increased cost of gasoline.  More on-line libraries result in higher borrowing numbers.  Additional services may need to be adjusted.
  • Three member libraries contributed funds to CEFLS.  Plattsburgh Public Library’s five hundred dollar amount and three hundred dollars of Saranac Lake Free Library’s five hundred dollar amount were used to pay for the Horizon cataloging module.  Following discussions with David Minnich, Wead Library’s five hundred dollar amount will be used to restore cuts made in the video collection to include foreign videos.
  • She worked with the New York State Division of Library Development to make changes to the reading center contracts for 2006.

Plattsburgh Public Library (PPL) Report

Barbara Doh reported that the PPL Board met on March 28.  Sonia attended NYLA Legislative Day and met with two other central library directors.  Restructuring material was received from Betty Little and Chris Ortloff.  Plattsburgh City Police will be attending the next staff meeting to discuss proper steps when dealing with problem patrons.  Flyers on the new databases have been sent to schools.  The City Engineer has recommended moving the handicapped parking spot.  The Friends Luncheon will be on June 14 at Lake Forest with Anne Smith as guest speaker.  Dr. Ultee reported that year to date expenditures are at 26 percent.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that CEFDA will meet on May 1 at Chateaugay Memorial Library.

Committee Reports

Executive Committee

Donna Hanus reported that the Executive Committee met on March 29.  The Annual Report was reviewed and approved for submission.  A donation policy was discussed, and Ewa was asked to query other public library systems for such policies.  The budget and finances were reviewed.  An insurance issue came to light and will be addressed by Chris de Grandpre.

Finance Committee

Chris de Grandpre presented a written report which was distributed in trustees’ folders.  Items addressed are historic and current financial condition of CEFLS, the 2005 fiscal year deficit, an omission from the 2006 budget, new State Aid attributable to the 2006 budget, an unanticipated health insurance charge to CEF and the need to plan for the long term financial health of CEFLS.

CEFLS was notified in March that an Agreement for recoupment of deficits in the amount of $10,947.30 was not signed in 2003 when CEFLS re-entered the New York State Health Insurance Program.  The amount due is not payable until CEFLS again withdraws from NYSHIP.

Fred Smith did a presentation on definitions and examples of fund balances and reserves.

Chris noted that the Finance Committee will meet again when CEF knows how much state aid will actually be received.  He also suggested that the Finance Committee and Future Financial Committee meet jointly.

Future Financial Committee

Barbara Stowe reported that she and Nancy Church met and discussed several items.  The goal is to generate funds and enhance awareness of CEF.  Specific focus areas may be addressed by identifying and contacting service groups as well as the possibility of United Way membership.  Multiple tiered gifting options and time limited sponsorship of certain bookmobile areas are under consideration and will be presented to the Executive Committee or full Board for further evaluation.  There are concerns regarding competing with member libraries for funds and how to proceed which need to be carefully considered.

Old Business

Ewa will send the written proposal of Jesse Feiler to the entire Board for review.  Mr. Feiler will be asked to attend the next board meeting to make a brief presentation.

New Business

Lynn Dufort moved approval of the 2006 member library contracts.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (10-0-0).

Lynn Dufort moved approval of the 2006 reading center contracts.  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (10-0-0).

Nancy Church moved approval of the Central Library contract.  The motion was seconded by Barbara Stowe and passed unanimously.  Motion carried (10-0-0).

Barbara Stowe moved approval of the revised CEFLS Interlibrary Loan Policies.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

Neil Surprenant moved approval of the 2006 Coordinated Outreach State Aid Program in the amount of $65,084.  The motion was seconded by Charles Racette and passed unanimously.  Motion carried (10-0-0).

Fred Smith moved approval of the 2006 Library Services to County Correctional Institutions (Jails) in the amount of $2,316.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

Lynn Dufort moved approval of the 2006 Public Library System Resources for State Correctional Facilities Program in the amount of $85,821.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (10-0-0).

Virginia LaPointe moved approval of the 2006 Central Library Development Aid Program in the amount of $105,000.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (10-0-0).

Nancy Howard moved approval of the 2005 Certification of Expenditures of Central Library Book Aid in the amount of $71,500.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (10-0-0).

A letter was received from Joanne Greig withdrawing her bid of $2,500 for the purchase of the 1991 Thomas Bookmobile.

Neil Surprenant moved acceptance of the bid of Kenneth L. Lushia in the amount of $1,253 for purchase of the 1991 Thomas Bookmobile.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (10-0-0).

Next Meeting

The next meeting will be Monday, May 22 at 4 p.m.

Adjournment

The meeting adjourned at 5:27 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

 Board of Trustees Meeting held May 22, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, May 22, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:01 p.m., by Donna Hanus, President.

Roll Call

Present:  Lauren Choate; Nancy Church; Chris de Grandpre; Lynn Dufort; Donna Hanus; Nancy Howard; Virginia LaPointe; Patricia McCaughin; Cerise Oberman; Fred Smith and Neil Surprenant.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Betsy Brooks; Kathie LaBombard; Elizabeth Rogers and Michael Spofford.   

Others present:  Barbara Doh, Plattsburgh Public Library Representative; Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative; Jesse Feiler.

Excused Absences

Nancy Church moved that Lynn Bezio, Charles Racette, Barbara Stowe and Valerie Trudeau be excused from this meeting.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (11-0-0).

Agenda

Lynn Dufort moved approval of the Agenda without an executive session.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (11-0-0).

Approval of Minutes

Neil Surprenant moved approval of the April 24, 2006 Minutes with the inclusion of Patricia McCaughin listed as excused.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (11-0-0). 

Financial Report

Fred Smith moved approval of Abstracts dated April 20 and May 3.  The motion was seconded by Cerise Oberman and passed unanimously.  Motion carried (11-0-0). 

Public Comment

Ewa Jankowska introduced Jesse Feiler, who has moved to the area and is past president of the Mid-Hudson Library System.  Mr. Feiler had presented a written proposal to the Board regarding trustee training workshops he is willing to conduct for CEF.  He advised that he worked aggressively on trustee training while a member of the Mid-Hudson Library System Board of Trustees and that Josh Cohen, Director of that System, had given permission for that material to be used with CEFLS.  Mr. Feiler noted that the training is something that can be done yearly involving such issues as chartering, running effective meetings, fundraising, etc.  The logistics of the training would be determined at a later time and would involve different locations and two hour sessions.  Donna Hanus advised that the Executive Committee will meet on June 14 and will be in contact with Mr. Feiler after that meeting. 

Francie Fairchild, Director of the Chazy Public Library, noted that trustee training would be welcomed. 

President’s Remarks

Donna Hanus noted that Plattsburgh Public Library has a meeting tomorrow.  No trustee was available to attend that meeting, but Ewa will be attending. 

Donna requested that Trustees notify Penny if they have a problem receiving or printing the emailed packets. 

Donna acknowledged receipt of an email communication from Valerie Trudeau resigning from the CEFLS Board as of May 22, 2006 due to conflict in work schedule commitments with CEF Board meetings as well as a recent medical diagnosis.  Donna will be contacting the Nominating Committee regarding appointments.

Director’s Report

Ewa Jankowska reported:

  • Bob and Betsy traveled to Pennsylvania for installation of a satellite dish as provided for in the Chris Ortloff grant.  They tested the dish in Lewis, and it worked there.  Betsy will visit bookmobile stops to assess the best parking spot for satellite reception.  The new terminal server which was installed will provide faster and more reliable connection for the bookmobile’s Horizon service.
  • The garage door does not have a sensor and for that reason there have been instances of damage.  Ewa expressed concern for potential personal and property damage without a sensor on such a large, heavy door and especially because of the new satellite.  Ewa asked that approval be granted for sensor/motor installation in the amount of $1,400.  Michael noted that currently there is $3,238.89 in Code 5301, Capital Expense – Vehicles, from which that expense could be paid.

Fred Smith moved approval of the expenditure of $1400 for enhancements to the garage door opener.  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (11-0-0).

  • She has visited all 30 member libraries and one reading center. 
  • She plans to hold a brainstorming session in June for the Plan of Service Committee to assess libraries and patrons needs, will write the plan of service, will meet again with the Committee and then bring the document back to the Board for approval.  Ewa invited board members to attend either or both sessions. 
  • Approval has been received for the Gates Grant in the amount of $8,126 for training in troubleshooting computer problems and for software which will allow problems to be repaired from CEF. 
  • Ewa again offered thanks to the anonymous donor for CEF’s Chamber membership.  She will be attending a Wage Seminar tomorrow. 
  • She has been appointed to the Battle of Plattsburgh Association Board of Directors, which group is considering having their own library in the future. 
  • She has also been appointed to the Adirondack-Champlain Community Broadband Network and met last week with Janet Duprey.  Support from the three counties is enabling continued efforts to provide better service in this area.
  • She received a telephone call from Steve Racette of M&T Mortgage Corporation who asked to have CEF house brochures on the bookmobile regarding reverse mortgages.  The Board agreed that it was not appropriate material for bookmobile distribution.
  • A folder containing 2006 Survey Results from Member Libraries was available for the Board’s review.  A short summary was provided in the Director’s Report.  Ewa will attach an executive summary in her next report. 

Plattsburgh Public Library (PPL) Report

Barbara Doh reported that the PPL Board met on April 25.  The handicapped parking spot was moved, and the front steps fixed.  April 28 was approved as Denim Day.  The City has placed PPL’s boiler replacement as a capital project fund in the amount of $100,000.  Friends President, Mary Coleman, reported 35 paintings in the Blooms and Blossoms exhibit and 60 pots in the Pretty Pots silent auction.  The Friends Annual Luncheon will be June 14 at Lake Forest with guest speaker Ann Easter Smith.  Dr. Ultee, Finance Committee Chair reported usage of 33.7 percent of the budget.  John Linney, Human Resources Manager for the City will negotiate for the Board in upcoming negotiations.  Mr. Clute, City attorney, will check into the fund balance question. 

Donna Hanus thanked Barbara for her attendance at CEFLS meetings as PPL liaison.  Barbara has resigned from the PPL Board. 

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that CEFDA met on May 1 at Chateaugay Memorial Library with 12 library directors, 1 children’s librarian, 1 trustee and 3 CEF staff in attendance.  CEFDA was pleased to hear of Ewa’s official appointment as CEF Director.  Copies of CEF policies for ILL and Lost Items were distributed and discussed.  As policies are approved by the CEFLS Board, they are officially distributed to member libraries.  Ewa talked about the State Budget impact and informed librarians that Horizon maintenance fees will rise as more libraries automate.  Librarians participating in the Big Idea grant shared information about the grant and would like to hold a Friday workshop in Plattsburgh to share more information.  The summer reading program “Treasures,” the Battle of the Books event, and fundraising ideas were also discussed.  The next meeting will be June 12 at Lake Placid Public Library with Cali Brooks from the Adirondack Community Trust as guest speaker. 

Committee Reports

Executive Committee

Donna Hanus reported that the Executive Committee will meet on June 14. 

Finance Committee

Chris de Grandpre noted that the Finance Committee awaits official word of the approved State budget before meeting again.

Future Financial Committee

Nancy Church reported for Barbara Stowe that Barbara was not comfortable asking Ed Roetmann to contribute this year but would be comfortable asking permission to have the bookmobile in McDonald’s parking lot or sending a request as a private donor.  Barbara is attempting to contact Cali Brooks from Adirondack Community Trust to explore that avenue.  They will meet again on May 31.

New Business

Kathie LaBombard explained a proposed grant submission which she and Julie Wever developed which is geared to help children who are either hospitalized or have family members who are hospitalized.  A copy of the grant proposal was distributed to the Board.   

Lynn Dufort moved approval of the McDonald’s Charitable Trust Grant submission of Words of Comfort:  Helping Kids Faced with Hospital Time in the amount of $11,800.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (11-0-0). 

Fred Smith moved approval of the 2006 State Aid Budget Application.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (11-0-0). 

Nancy Howard suggested holding a meeting in Franklin County.  Donna advised that the Executive Committee will discuss same at the June meeting.

Next Meeting

The next meeting will be Monday, June 26 at 4 p.m.

Adjournment

The meeting adjourned at 5:02 p.m.

Respectfully submitted,

Ewa Jankowska
Acting Secretary

Board of Trustees Meeting held June 26, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, June 26, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:05 p.m., by Donna Hanus, President.

Roll Call

Present:  Lynn Bezio; Lauren Choate; Nancy Church; Chris de Grandpre; Lynn Dufort; Donna Hanus; Nancy Howard; Cerise Oberman (4:08) and Barbara Stowe.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Elizabeth Rogers and Michael Spofford.

Others present:  Virginia Brady, Plattsburgh Public Library Representative; Sonia Long, Plattsburgh Public Library Director; Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Excused Absences

Lynn Bezio moved that Virginia LaPointe, Patricia McCaughin, Fred Smith and Neil Surprenant be excused from this meeting.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (8-0-0).

Agenda

Lauren Choate moved approval of the Agenda without an executive session.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (8-0-0).

Approval of Minutes

Lynn Dufort moved approval of the May 22, 2006 Minutes.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (8-0-0).

(Cerise Oberman entered the meeting at 4:08 p.m.)

Financial Report

Chris de Grandpre moved approval of Abstracts dated May 18, May 31 and June 15.  The motion was seconded by Lauren Choate and passed unanimously.  Motion carried (9-0-0).

Public Comment

Sonia Long introduced Virginia Brady, Plattsburgh Public Library Trustee and newly appointed CEF Liaison.

President’s Remarks

Donna Hanus noted that the Executive Committee met on June 21, and she will report on that during Committee Reports.

Plattsburgh Public Library has a meeting tomorrow.  No trustee was available to attend that meeting, but Ewa will be attending.

Donna read an email letter from Jesse Feiler (a copy of which is attached along with a copy of his trustee training proposal), withdrawing his offer to hold trustee training.

Trustee training will be addressed at a later date.

Director’s Report

Ewa Jankowska reported:

  • A policy for Items Lost in Circulation was distributed at the last meeting and will be acted on under Old Business.
  • She received a message from the State Library that basic aid and LSSA will be distributed in the near future.  CEFLS must submit a proposal of how the $45,060 increase will be spent.
  • The increase in gas expense will be addressed with the Finance Committee at the next meeting.
  • A bill was passed that created a special library district for Dodge Library, West Chazy.
  • A Collection Development Policy was distributed in folders.  This policy will be acted on at the next board meeting.
  • She requested permission for sale of the garage lift.
  • The McDonald’s grant application was submitted today.
  • She reported on changes in the bookmobile schedule as follows:  discontinuance of Jay stop; change in Peasleeville stop to save fuel costs; change in Lake Forest stop to avoid overtime accrual and addition of Senior Center stop at the Senior Center on North Catherine Street.
  • Last Monday was a Plan of Service brainstorming session.  Ewa will compile an executive summary from the survey, the Plan of Service session and on member library visits.
  • Last week Cassie Artale, NYSDLD, visited CEF.  Library registrations, charters, bookmobile, outreach programs and individual library needs were discussed.

Cerise Oberman moved approval of the sale of the garage lift.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (9-0-0).

Plattsburgh Public Library (PPL) Report

Sonia Long reported that the PPL Friends Annual Luncheon was held last week with Anne Easter Smith as guest speaker.  Ewa Jankowska noted that Penny Cowan was recognized by the Friends at that meeting.  The PPL union contract expires at the end of June.  The City of Plattsburgh Mayor has resigned.  The PPL Board continues its investigation of its fund balance and monetary responsibilities in conjunction with the City Chamberlain’s office.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that CEFDA met on June 12 at Lake Placid Public Library with eight library directors and three CEF staff in attendance.  Cali Brooks from the Adirondack Community Trust was the speaker.  Partnerships between libraries and ACT could be an option to build and manage an endowment fund to support the library’s future programs and operations.  Summer reading programs at the libraries were discussed.  Member libraries are welcome to use CEF’s Grant Station program.  Patty Perez, Director at Lake Placid Public Library, has completed her first semester of library school and also a week long internship at the New York Public Library which was arranged by Ewa.  The next meeting will be September 18 at Keeseville Free Library.

Committee Reports

Executive Committee

Donna Hanus reported that the Executive Committee met on June 21.  Ewa is on target with her goals.  If Board members have recommendations for a CEF labor attorney, please email or call Ewa.  The September CEFLS Board Meeting will be at Keene Valley Library Association if acceptable to them.  The garage door sensor motion which was approved at last month’s meeting erroneously listed the cost at $1400.  The actual cost is $1725, and the Executive Committee approved that revision.  The contract includes Christmas Eve Day and Christmas Day as legal holidays.  Christmas Day falls on a Monday in 2006.  The Executive Committee recommended that Friday, December 22 be the Christmas Eve Day legal holiday for the calendar year 2006.

Lynn Dufort moved that Friday, December 22 be the Christmas Eve Day legal holiday for the calendar year 2006.  The motion was seconded by Lauren Choate and passed unanimously.  Motion carried (9-0-0).

Future Financial Committee

Nancy Church distributed a generic donor request sheet for the perusal of the Board.  Some suggested changes to the form were made, and Nancy will reformat the sheet for the next meeting.  It was suggested that a System “wish list” be created for givers wishing to contribute to a specific project or purpose.  Board members are requested to participate in ongoing support of the System.

Finance Committee

Chris de Grandpre noted that we are hoping to receive State funding in the near future so as not to require another Revenue Anticipation Note.  The auditors will attend the next Finance Committee meeting.

Old Business

Lynn Dufort moved approval of the attached Policy for Items Lost in Circulation with the provision that individual names be replaced with job titles.  The motion was seconded by Barbara Stowe and passed unanimously.  Motion carried (9-0-0).

New Business

A Collection Development Policy was distributed to the Board and will be acted on at the next meeting.

Nancy Howard was a guest at the Saranac Lake Free Library board meeting and discussed CEFLS’ role in library service to member libraries.  She highly recommended that Board members make themselves available to member library boards.  She will provide the CEFLS Board with a copy of paperwork she developed for the presentation.

Next Meeting

The next meeting will be Monday, July 24 at 4 p.m.

Adjournment

The meeting adjourned at 5:17 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

 Board of Trustees Meeting held July 24, 2006

MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, July 24, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Cerise Oberman, Vice President.

Roll Call

Present:  Lauren Choate; Nancy Church; Chris de Grandpre; Lynn Dufort; Nancy Howard; Cerise Oberman; Charles Racette; Fred Smith; Barbara Stowe (4:09) and Neil Surprenant.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Kathie LaBombard; Elizabeth Rogers and Michael Spofford.

Others present:  Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative.

Excused Absences

Fred Smith moved that Lynn Bezio, Donna Hanus, Virginia LaPointe, and Patricia McCaughin be excused from this meeting.  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (9-0-0).

Agenda

Lynn Dufort moved approval of the Agenda without an executive session.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (9-0-0).

Approval of Minutes

Neil Surprenant moved approval of the June 26, 2006 Minutes.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Financial Report

Fred Smith moved approval of Abstract dated June 28.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (9-0-0).

Lauren Choate moved approval of Manual Check dated July 10.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (9-0-0).

Fred Smith moved approval of Abstract dated July 11.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (9-0-0).

President’s Remarks

Cerise Oberman noted that Plattsburgh Public Library has a meeting tomorrow.  No trustee was available to attend that meeting, but Chuck Racette will attend the August meeting.

Director’s Report

Ewa Jankowska reported:

  • A revised McDonald’s grant budget was distributed to the Board inasmuch as the grant amount received will be $4,000 and not $11,800 as originally applied for.  The Board encouraged more research so that the purchase of the DVD players would be at a reasonable cost with the remaining money to be used for the purchase of DVDs.

(Barbara Stowe entered the meeting at 4:09 p.m.)

  • Insurance quotes were requested, and two quotes were received (from the same company).

Fred Smith moved acceptance of Quote #02 from Gordon W. Pratt Agency in the amount of $11,732.83.  The motion was seconded by Lynn Dufort and passed unanimously.  Motion carried (9-0-0).

  • An Alcohol and Drug Policy must be established for CEFLS drivers with a commercial driver’s license in order to comply with federal mandated regulations which require random drug testing and a medical check-up every two years.  Ewa met with Bonnie Black of the Employee Assistance Program who handles the County’s testing.  Bonnie provided a standard drug testing policy which was distributed to the Board as well as three proposals for compliance.  Ewa recommended that the third proposal be accepted by the Board which would provide access to counseling for all CEF employees and random drug testing for the drivers.  Discussion ensued as to issues surrounding the policy as well as the fact that such a policy had been discussed during the last negotiating session and not adopted subsequent thereto.

Fred Smith moved that the proposed Alcohol and Drug Policy be referred to the Personnel Committee for a thorough review and cost analysis for immediate action at the August meeting.  The motion was seconded by Barbara Stowe.  Trustees Choate, Church, de Grandpre, Howard, Oberman, Smith, Stowe and Surprenant voted in favor of the motion.  Trustees Dufort and Racette voted to oppose the motion.  Motion carried (8-2-0).

  • A staff meeting was held today to discuss the self-assessment process.  Because of the short time that Ewa was here in 2005, the evaluations/assessments will be completed in 2006.  The Plan of Service to be developed for 2007-2011 will be a helpful tool in the process.
  • The Town of Fort Covington Supervisor has not signed the 2006 Reading Center Contract and has indicated that they will not be executing that contract.  CEF anticipates receipt of that information in writing at which time the funds held by CEF for the Reading Center will be paid to the Town of Fort Covington.
  • A review of bookmobile stop and library locations will take place in the near future.
  • The new bookmobile continues to have generator problems.  The Board urged Ewa to put Matthews Specialty Vehicles on notice as to CEF’s dissatisfaction with the new bookmobile detailing all of the problems since delivery.
  • Ewa offered her applause to the staff for the weeding and gardening work they performed on Friday and asked for donations of perennials.

Plattsburgh Public Library (PPL) Report

Ewa reported that she attended the June PPL board meeting.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that CEFDA has not met since CEF’s last board meeting.

Committee Reports

Finance Committee

Chris de Grandpre noted that the committee had a lengthy meeting on July 18.  Auditors David Bushey and Rick Martindale of Martindale, Keysor & Co., were present and distributed a draft copy of the audit report.  A number of clarifications were requested by management and the committee.  The single item of concern is the cost of employees’ post-retirement benefits, which is extremely difficult to determine.  Ewa will research whether a determination can be made in a cost effective manner.  The Library System has experienced deficit budgets for the last two years and should address ways of avoiding a deficit budget in 2006.  Capital and technology reserves could be eliminated as well as other ways to balance the 2006 budget, all of which need review and approval.  The Finance Committee found it helpful to meet with the auditors, who were pleased with managements cooperation in the auditing process.

Ewa and Michael are working on amendments to the 2006 budget which will be reported to the Finance Committee and then to the full Board.  The 2007 budget development process also needs to begin.  The issues of a CEF attorney and future negotiations also came up at the Finance Committee meeting, which issues are being referred to the President.  Adirondack Community Trust (ACT) could be helpful in planning CEF’s financial future.  Ewa suggested the possibility of selling the Met Life stock (approximately $7,000-$8,000) and depositing those funds with ACT, which would manage the account and also attract donors.  Cali Brooks, Director of ACT, would be willing to meet with the Committee or Board.

Future Financial Committee

Nancy Church distributed a donor request card which could be inserted in CEF’s brochure.  A distribution list will be developed.  If board members have feedback on the card or names for the distribution list, please email Nancy or Barbara.

Nominating Committee

Nancy Howard has been in contact with a potential Franklin County trustee.  If anyone has suggestions for the trustee position, please contact Nancy.

Old Business

Nancy Church moved approval of the attached Collection Development Policy.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (10-0-0).

Next Meeting

The next meeting will be Monday, August 28 at 4 p.m.

Adjournment

Charles Racette moved that the meeting adjourn at 5:23 p.m.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (10-0-0).

Respectfully submitted,

Barbara K. Stowe
Secretary

Board of Trustees Meeting held August 28, 2006
MINUTES

 Call to Order

The Board of Trustees meeting was called to order on Monday, August 28, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:04 p.m., by Donna Hanus, President.

Roll Call

Present:  Nancy Church; Chris de Grandpre; Lynn Dufort; Donna Hanus; Virginia LaPointe; Cerise Oberman; Charles Racette; Fred Smith and Neil Surprenant.

Staff present:  Ewa Jankowska, Director; Penny Cowan; Betsy Brooks; and Michael Spofford.

Others present:  Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA) Representative and Sonia Long, Plattsburgh Public Library Director.

Excused Absences

Charles Racette moved that Lynn Bezio, Lauren Choate, Nancy Howard; Patricia McCaughin and Barbara Stowe be excused from this meeting.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Agenda

Lynn Dufort moved approval of the Agenda without an executive session.  The motion was seconded by Cerise Oberman and passed unanimously.  Motion carried (9-0-0).

Approval of Minutes

Fred Smith moved approval of the July 24, 2006 Minutes.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Financial Report

Cerise Oberman moved approval of Abstracts dated July 24 and August 8.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

President’s Remarks

Donna Hanus thanked Cerise for conducting the July meeting in her absence.  Donna noted that today is Penny Cowan’s last meeting and that she would be missed.  Chuck Racette attended the August Plattsburgh Public Library Board of Trustees meeting.  He reported that discussion ensued as to the fund balance issue.  PPL is reviewing the possibility of natural gas installation.

Nancy Church will attend the November Plattsburgh Public Library meeting.  Donna reminded the Board that the September meeting will be held at Keene Valley Library Association and that Ewa’s evaluation will be moved to the October and November meeting.

Director’s Report

Ewa Jankowska reported:

  • that she was unable to complete the Plan of Service and apologized.  She hopes to email the document within a week and will ask for its approval at the September meeting.
  • Teresa Sayward rode on the bookmobile on August 21 and will do so again on September 13.
  • A letter was sent to the President of Matthews Specialty Vehicles and to Daimler/Chrysler regarding the trouble issues with the new bookmobile.  The matter will be pursued further.
  • She participated in a conference call regarding $318,000 in public library construction grant funds.  This amount is a one-time grant with applications due to CEFLS by November 6 to ensure timely staff review and Board approval.
  • Betsy Brooks will meet with the Dodge Memorial Library’s (Rouses Point) Board of Trustees on September 11 to discuss automating that library.
  • A message was received from the State Library that Keeseville Free Library’s charter is the Village of Keeseville.  Any changes to that service area would affect other libraries.
  • The Governor has signed a bill allowing Dodge Library, West Chazy, to be a special district library.
  • She attended a special event at the Ellenburg Sarah A. Munsil Free Library in Ellenburg Depot on Saturday and then attended the Battle of the Books competition at the mall.  Eight libraries participated  in the competition and all were very well prepared.  The Saranac Lake War Eagles won after two rounds of “sudden death” competition.

Plattsburgh Public Library (PPL) Report

Sonia Long reported that the Battle of the Books competition was a great presence in the mall and that they look forward to participating again next year.  PPL will be meeting soon to establish a 2007 budget.  The Board of Trustees passed its Plan of Service at the August meeting.  Sonia’s review will be accomplished soon, and she will share that process with Ewa and Donna.  PPL is planning to institute Sunday hours again.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Francie Fairchild reported that CEFDA will meet in Keeseville on September 18 and that Penny Cowan will be missed.

Committee Reports

Nominating Committee

Donna Hanus reported for Nancy Howard that Richard Kibben has agreed to serve as a Trustee. A copy of his resume was distributed to the Board.

Fred Smith moved endorsement of the appointment of Richard Kibben as Franklin County CEFLS Trustee to fill the unexpired term of Valerie Trudeau through December 31, 2007.  The motion was seconded by Virginia LaPointe and passed unanimously.  Motion carried (9-0-0).

Personnel Committee

Cerise Oberman reported that the Personnel Committee met and discussed in detail various matters such as the proposed drug and alcohol policy and the upcoming vacancy of the senior stenographer position.

Cerise Oberman moved approval of the Clinton-Essex-Franklin Library System Alcohol and Drug Policy which was distributed at the July meeting with the following changes:  replace “Supervisor” with “Director” in three places; change the effective date to August 28, 2006 (copy attached).  The motion was seconded by Charles Racette and passed unanimously.  Motion carried (9-0-0).

Cerise Oberman moved acceptance of Proposal C from Employee Assistance Services to implement the aforementioned policy and also provide services for all CEFLS employees at a cost of $325 per year.  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (9-0-0).

Cerise Oberman moved approval of contracting with Industrial Medical Testing to provide drug and alcohol testing as well as the required DOT physical (every two years).  The motion was seconded by Neil Surprenant and passed unanimously.  Motion carried (9-0-0).

Cerise Oberman moved authorization for the Director to hire a temporary replacement for the soon to be vacant senior stenographer position for up to three months as allowed by Civil Service Law.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (9-0-0).

A Reclassification Form for the senior stenographer position was submitted to Clinton County Department of Personnel as approved by the Personnel Committee.  The position will be classified by that Department and returned to Ewa for acceptance or revision.

Finance Committee

Chris de Grandpre reported that the Finance Committee met and discussed the current 2006 budget, the proposed 2007 budget and several financial issues.  Chris noted that if there are no surprises in the next four months that a small surplus should be realized from the 2006 budget.

The 2007 budget shows a 30 percent increase in fuel costs and is more than $77,000 out of balance.  As is typical, the level of State funding is unknown.  Ewa and Michael reported on certain line items.  Trustees should review the proposed budget and relay concerns or comments to Ewa, Michael or Chris.  Ewa and Michael will meet with the staff to get their input.  Discussion ensued as to the request for county support which is extremely essential to the System.

Chris de Grandpre moved approval of the attached Budget Draft #06 for 2006.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Chris de Grandpre moved approval of the attached 2007 Budget Draft #01.  The motion was seconded by Charles Racette and passed unanimously.  Motion carried (9-0-0).

Chris de Grandpre moved approval of requesting a ten percent increase in funding from Clinton, Essex and Franklin Counties.  The motion was seconded by Virginia LaPointe and passed unanimously.  Motion carried (9-0-0).

Chris de Grandpre moved that the Director, Ewa Jankowska, bring to the Board of Trustees a balanced 2007 budget by no later than the November meeting.  The motion was seconded by Fred Smith and passed unanimously.  Motion carried (9-0-0).

Chris noted that the vacant senior stenographer position will be restructured for financial savings.  The independent auditor’s report was distributed to the Board with the request that they review same for action at the September meeting.

Cerise Oberman moved the following:  Resolved, that Key Bank National Association is designated as a depository of the Clinton-Essex-Franklin Library System.  Resolved that any one of the following individuals may sign checks on behalf of the Clinton-Essex-Franklin Library System:  President, Vice President, Director, Secretary or Member-at-Large.  The motion was seconded by Chris de Grandpre and passed unanimously.  Motion carried (9-0-0).

Cerise Oberman moved the following:  Resolved, that Glens Falls National Bank is designated as a depository of the Wilmington Special Account held by the Clinton-Essex-Franklin Library System.  Resolved that any one of the following individuals may sign checks on behalf of the Clinton-Essex-Franklin Library System:  President, Vice President, Director or Secretary.  The motion was seconded by Virginia LaPointe.  Trustees de Grandpre, Dufort, Hanus, LaPointe, Oberman, Racette, Smith and Surprenant voted to approve the motion.  Trustee Church abstained.  Motion carried (8-0-1).

Future Financial Committee

Nancy Church requested that all trustees help establish a mailing list for the fundraising effort by providing names of two individuals for several categories.  She will send the request to trustees by email.  She will also send the original donor card to CEFLS staff for inclusion of the logo and mission statement and for printing.

New Business

Fred Smith noted that Penny Cowan should be commended for her years of excellent service to the System and offered best wishes for the future.

Next Meeting

The next meeting will be Monday, September 25 at 4 p.m., at Keene Valley Library Association.

Adjournment

The meeting adjourned at 5:22 p.m.

Respectfully submitted,
Ewa Jankowska
Acting Secretary

 Board of Trustees Meeting held September 25, 2006

MINUTES

 Call to Order

The Board of Trustees meeting was called to order on Monday, September 25, 2006 at the Keene Valley Library Association, Keene Valley at 4:08 p.m., by Donna Hanus, President.

Roll Call

Present: Donna Hanus, Nancy Howard, Barbara Stowe, Chris DeGrandpre, Patsy McCaughin, Cerise Oberman, Fred Smith; (Chuck Racette entered the meeting at 4:09 p.m., Neil Surprenant entered the meeting at 4:14, Nancy Church entered the meeting at 4:40)

Staff present:  Ewa Jankowska, Director; Betsy Brooks, and Michael Spofford.

Others present: Karen Glass, Keene Valley Library Association Director; David Mason, Keene Valley Library Board President; Liz Coupoe, Keene Valley Library Vice President; and Rod Boula, Keene Valley Library Board Treasurer.

Excused Absences

Motion by Patsy McCaughin: Virginia Lapointe, Lauren Choate and Lynn Dufort to be excused from this meeting.  The motion was seconded by Cerise Oberman and passed unanimously.

Motion carried (9-0-0).

Agenda

Fred Smith moved approval of the Agenda without an executive session.  The motion was seconded by Nancy Howard and passed unanimously.  Motion carried (9-0-0).

Approval of Minutes

Cerise Oberman moved approval of the August 28, 2006 Minutes.  The motion was seconded by Fred Smith and passed unanimously. Motion carried (9-0-0).

Financial Report

Chuck Racette moved approval of Abstracts dated August 22.  The motion was seconded by Nancy Church and passed unanimously. Motion carried (9-0-0).

Fred Smith moved approval of Abstracts dated September 5.  The motion was seconded by Patsy McCaughin and passed unanimously. Motion carried (9-0-0).

Public Comment

No public comment.

President’s Remarks

Donna Hanus requested that Karen Glass, Director of Keene Valley Library Association, introduce the board members present from their library.  Karen introduced David Mason, President; Liz Coupoe, Vice President; and Rod Boula, Treasurer.

Donna acknowledged Keene Valley Library Association for coordinating efforts with the local public school library in providing services for their youth.  She also expressed appreciation for Keene Valley Library allowing this CEFLS Board of Trustee Meeting to be held at this location.

Donna read a letter from Lynn Bezio regarding her regretful resignation as Essex County Board Member of CEFLS.  Nancy Church and the Nominating Committee are currently working on finding a replacement for Lynn.  Anyone having names of individuals who may be possible candidates are encouraged to contact Nancy Howard.

Volunteers were requested to attend the Plattsburgh Public Library Meetings.  Nancy Church has volunteered for November.  Ewa Jankowska volunteered for the October meeting. Donna explained that CEFLS bylaws contain a clause that both CEFLS and PPL each have a working relationship, as PPL is the central library for the library system.  Therefore, there should always be a representative of either board at each board meeting.  Board Members from Clinton County are currently taking turns representing CEFLS at PPL’s board meetings.

Executive Board did meet (see Committee Reports for details).  Donna Hanus read correspondence from Michael J. Sheldon, Labor Relations Specialist.  Mr. Sheldon responded to the Alcohol and Drug Policy adopted at the August 28, 2006, board meeting.  He felt that this policy was written without substantive negotiations with CSEA and was concerned over several components of the policy.  Until these concerns can be resolved, he requested that CEFLS suspend this policy.  Executive Board decided not to suspend the policy in order to maintain compliance with the law.  Ewa will arrange a meeting with Mr. Sheldon and will report further on this issue in the Director’s Report.  There was a question as to whether Mr. Sheldon had outlined his concerns in his correspondence.  Donna explained he had not, and that a meeting with him would address these issues.

The Board will need to enter into Executive Session during October’s meeting in order to review Ewa Jankowska’s contract, her attainment of goals set, etc.  Donna noted that the Executive Board has been very pleased with Ewa’s performance and with the goals being fulfilled.

Director’s Report

Ewa Jankowska reported:

  • A meeting has been arranged between Mr. Sheldon, Ewa, and Chris de Grandpre on October 17, 2006, to discuss the objections to the Drug and Alcohol Policy.  In the interim, CEFLS is going forward with the Department of Transportation’s requirements and all three drivers have signed the policy.
  • Training will be available for Supervising Librarians in regards to the Drug and Alcohol Policy.
  • Deborah Crossley, Bookmobile Clerk, needs to be on the substitute drivers list.  She is classified as a Principal Clerk and does not have driving as part of her job description.  A potential problem with salary differences and job description was resolved with Clinton County Civil Service Department.  The Union has approved Deborah remaining at her current rate of pay.
  • Ewa noted that there was a problem with one driver which should be officially resolved this week.
  • The bookmobile is now working.  She is waiting for a report from Daimler-Chrysler as to an extension of the warranty.
  • A temporary employee, Sandra Haley, has been hired to work four hours per day, doing a very small portion of Penny’s duties.
  • Dodge Memorial Library in Rouses Point has signed an Automation Agreement.  Soon twenty-two libraries will be automated.  Libraries in Essex and Dannemora are also interested in becoming automated, but have some financial constraints.  Ewa and Betsy Brooks will be requesting money at the beginning of 2007 for the automation of member libraries and also need between $30,000 and $50,000 for new servers.
  • Julie Wever is handling the new special construction grant CEFLS received in the amount of $318,000 for library construction, renovation, and improvement.  If any library started a project after July 1, 2006, it can still be applied to this grant.   The deadline for submissions is December 6, 2006.  A time constraint exists as the board doesn’t meet in December.  Ewa will be reviewing items for submission to the board regarding this grant, as the final deadline is December 29, 2006.
  • Approximately one week ago monies were received for 2006 from the Central Book Aid at PPL.  This money is to be used to purchase non-fiction books or other materials for Plattsburgh Public Library.
  • Public libraries in all three counties are subject to civil service rules.  Mr. Alan Gibson, from Clinton County Personnel Department, was made aware of this when West Chazy Library began the process of becoming a special district public library.  Civil Service was notified when a bill was signed during this process.  Mr. Gibson is now requesting a meeting with Ewa regarding the member libraries.  Board members felt that Mr. Gibson will be looking for some direction and guidance, but that Ewa cannot negotiate for these libraries in any way.
  • Betsy Brooks, Union President, requested to meet with the Health Committee.
  • Donna Hanus to research whether or not a person filling a position as Librarian is required to take a civil service exam.  She will email everyone with this information.
  • A possibility of member grants was discussed.  Nancy Howard suggested that Ewa inquire about possible additional state funding which could be utilized for the computer system updates mentioned by Ewa. There would be paperwork necessary to pursue this funding option.

Plattsburgh Public Library (PPL) Report

No report available from Sonia Long at this meeting.  It will be attached to the minutes.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

CEFDA met on Monday, October 25, 2006.  Karen Glass reports that 12 to 15 library directors were present. An abundance of information was shared, with CEFLS contributing valuable input regarding the services they offer.  Some member libraries do not have an awareness of CEFLS services.  Karen Glass suggested that an orientation packet be made available for new librarians in order to address this issue.

Committee Reports

Executive Committee

The Executive Committee met on September 15. The letter mentioned earlier from Michael Sheldon, regarding the current Drug and Alcohol Policy at CEFLS, was addressed. Ewa continues to remain on target in reference to her goals.  Chris de Grandpre has researched some attorneys for CEFLS, looking for someone preferably with labor relations experience.  The Executive Committee needs to go through an interviewing process with prospective candidates.  A recommendation can be anticipated at the next board meeting.

Donna Hanus reminded the Board that even though the Union contract doesn’t expire until December 2007 the process will need to be started.  A letter will be forthcoming in regards to setting up dates to meet. A December meeting has already been scheduled for the Executive Committee and an additional meeting date will occur soon in order to address these issues.

Personnel Committee

Ewa discussed the need for reclassification of Penny Cowan’s position from Senior Stenographer to Administrative Assistant.  The Clinton County Civil Service Department has determined this reclassification to be necessary after reviewing the qualifications for the position.  Ewa reviewed the canvassing process and the starting salary options. CEFLS is able to determine a salary without approval from Civil Service as this is not a union contracted position but a management/confidential position.

Fred Smith moved approval of the reclassification of the position previously occupied by Penny Cowan from Senior Stenographer to Administrative Assistant, with a salary outlined by the Director of CEFLS. The position will be canvassed on or about November 1, 2007. The motion was seconded by Neil Surprenant.

Further discussion occurred regarding this issue.  Chuck Racette suggested starting the salary at $26,000, with the option of increasing this amount. Fred Smith voiced that he felt $30,000 should be the starting salary due to qualifications requirements. Cerise Oberman recommended a salary range to provide for flexibility until the candidate has shown their capabilities.

Motion modified by Fred Smith that the salary be recorded as a range of $27,000 to $30,000.  The motion was seconded by Nancy Church and passed unanimously.  Motion carried (9-0-0).

Finance Committee

Chris DeGrandpre reported that the Finance Committee has not met since August; however they are planning to meet within the next couple of weeks.  A budget needs to be prepared and submitted to the trustees in November.  At the last meeting a preliminary budget was approved so that a document could be shared with the three counties.  The budget is out of balance by more than $70,000.

Letters have been forwarded to the CEF counties requesting a 10% increase in their contributions.  The committee will be approaching the Legislatures in October or November to report the needs for the coming year, looking for an increase in state aid and county support.  The committee continues to monitor expenses closely.

Michael Spofford researched locating an actuary through Heidi Clute.  Clinton County pays their actuary $20,000.  Michael will investigate the possibility of sharing their actuary service.

Chris DeGrandpre recommended that the audit be accepted for the period of December 31, 2005 and 2004.  The motion was seconded by Chuck Racette and passed unanimously. Motion carried (9-0-0).

Future Financial Committee

Nancy Church reported that many on the Board have sent in names as she requested, so that Attorneys, Accountants, etc. may be sent our brochure and appeal card.  She expects that the mailing will be out by mid-November.  Discussion ensued regarding contributions made by local businesses and organizations to CEFLS that should be recognized publicly.  Recognition in local newspapers should occur more frequently.

Nominating Committee

Recommendations are needed for candidates to replace board members whose terms expire at the end of December.  Both Lauren Choate and Nancy Church are eligible for reappointment.  Donna Hanus will need to be replaced as she is not eligible for reappointment.

Old Business

The Plan of Service for CEFLS is due October 2, 2006.  Neil Surprenant moved to approve the Plan of Service for CEFLS for January 1, 2006 through December 31, 2011.  The motion was seconded by Chuck Racette and unanimously approved. Motion carried (9-0-0).

The Plattsburgh Public Central Library Plan of Service is also due October 2.  Chuck Racette moved to approve this plan.  The motion was seconded by Nancy Howard and unanimously approved.

New Business

None entered.

Next Meeting

The next meeting will be Monday, October 23 at CEF headquarters.

Adjournment

The meeting adjourned at 5:35.

Respectfully submitted

Barbara K. Stowe

Secretary

Board of Trustees Meeting held October 23, 2006
MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, October 23, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Cerise Oberman, Vice President.

Roll Call

Present: Lauren Choate; Chris de Grandpre; Lynn Dufort; Nancy Howard; Patsy McCaughin;
Cerise Oberman; Charles Racette (4:05); Fred Smith; Barbara Stowe; and Neil Surprenant (4:05).

Staff Present: Ewa Jankowska, Director; Betsy Brooks; Elizabeth Rogers; and Michael Spofford.

Others present: Frances Fairchild, Clinton-Essex-Franklin Directors Association (CEFDA)
Representative; Sonia Long, Plattsburgh Public Library Director and Virginia Brady, Plattsburgh Public Library Trustee.

Excused Absences

Patsy McCaughin moved that Nancy Church, Donna Hanus and Virginia LaPointe be excused from this meeting. The motion was seconded by Nancy Howard and passed unanimously. Motion carried (10-0-0).

Agenda

Lauren Choate moved approval of the Agenda. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (10-0-0).

Approval of Minutes

Fred Smith moved approval of the September 25, 2006 Minutes as corrected. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (10-0-0).

Financial Report

Neil Surprenant moved approval of Abstract dated September 19. The motion was seconded by Fred Smith and passed unanimously. Motion carried (10-0-0).

Lynn Dufort moved approval of Abstract dated October 2. The motion was seconded by Chris de Grandpre. Motion carried (10-0-0).

Director’s Report

Ewa Jankowska reported:
• CEFLS staff completed goals set up for the 2007 Plan of Service (copy provided to Board Members). Ewa requested a decision on these goals be made by the next Board meeting.
• All drivers for CEFLS have participated in the Drug Testing Program, passed and have been issued a DOT Medical Card.
• The CSEA Representative Meeting with Mike Sheldon was rescheduled for October 26, 2006, to discuss the Drug and Alcohol Policy. Attendants at this meeting will include: Chris de Grandpre; Betsy Brooks; Mike Sheldon; Ewa Jankowska; and Tami Williams, Labor Relations Specialist for CSEA.
• Ewa met with Alan Gibson of the Clinton County Civil Service Department regarding their jurisdiction relative to the Clinton, Essex and Franklin Libraries. All three counties should be under civil service requirements. This may affect the hiring and firing of employees, but will not pertain to pay structure. Many aspects of Civil Service involvement are still unclear at this time.
• Dodge Library in West Chazy and Chazy Public Library will be the first libraries subject to Clinton County Civil Service requirements. Alan Gibson agreed to begin application of the requirements in 2007.
• Ewa attended a presentation by Howard Lowe, Community Broadband Representative at the Wadhams Library.
• Ewa congratulated Chazy Public Library for organizing a fundraiser event for their library featuring the Gibson Brothers.
• Ewa commented on a wonderful luncheon held by Plattsburgh Public Library Friends with Mr. Steven Kellogg, renowned children’s author and illustrator, who gave a wonderful presentation.
• After December 16, 2006 when Ewa returns from her vacation, interviews for the Administrative Assistant position at CEFLS will begin. Sandra Haley can legally remain in this position temporarily until December 18, 2006.
• Grant money was used from the McDonald’s Words of Comfort Grant to purchase audiovisual materials and equipment for children in hospital emergency rooms. Kathie LaBombard purchased twelve Phillips portable DVD players. A letter from Ewa requesting donations from library companies to support this effort resulted in six DVD donations. Ewa received a phone call explaining that there will be a box of audio books waiting for her from the BBC Audio Book Company at the NYLA Conference (held November 1 - 4).
• The Frankfort 2006 Book Fair contained over 382,000 titles this year. An interesting fact is that 43% of these are printed books. The remaining percentages are downloadable books, DVDs, CDs and eBooks.
• Question arose as to when budget meetings were to occur in Essex and Franklin Counties. Fred Smith felt that CEFLS should have a presence at these meetings. Ewa has met with Mike Zurlo, Clinton County Administrator. Discussion ensued as to whether a request for monies should be made in dollar amounts or percentages.
• Ewa will ascertain the schedule for the three counties’ budget hearings and let the Board members know so that as many Board members as possible can be present and CEFLS will be well represented.

.

Plattsburgh Public Library (PPL) Report

Ginny Brady, from the Board of Directors at PPL, reported a continued struggle with the union contract negotiations. This is due to the fact that the City negotiator has not been available.

Ginny reports the library benefits in many ways from the Friends of Plattsburgh Public Library group. This month the library is sponsoring a house during “Safety Street for Halloween”, taking place at the City of Plattsburgh Crete Civic Center.

Sonia Long discussed the many benefits received by the library resulting from the efforts put forth by the Friends. October was designated “Steven Kellogg Month”. On October 19th Mr. Kellogg was the guest speaker at a luncheon provided by the Friends. That same evening, Mr. Kellogg held a story time at PPL, generating an audience of 83 people.

Mr. Kellogg’s artwork is now prominently displayed at PPL. Some of this artwork offers children the opportunity for a “treasure hunt” that he has incorporated into his pictures.

Stephanie Gorin, from News Channel Five, recently provided some publicity for the library. She read one of Mr. Kellogg’s books at Bailey Avenue School and later discussed this during the nightly news, making a connection to the events at PPL. Sonia felt this was good publicity for all libraries in general. She is hopeful that the Friends and PPL will be able to continue offering these opportunities on a yearly basis.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild reported that CEFDA met today, October 23, at CEF with ten library directors present as well as seven staff members from the System (Ewa, Tracey LaBarge, Elizabeth Rogers, Betsy Brooks, Kim Fletcher, Kathie LaBombard, and Julie Wever). Tracey LaBarge presented an ICEPAC refresher and discussed how to use ICICLL for lending and borrowing requests. Van delivery processing was explained by Kim Fletcher. The procedure to follow for books sent to CEF for mailing was also reviewed. Elizabeth Rogers explained how to access libraries outside the CEF area in order to research and request book titles. She explained that CEF’s new policy is to request only non-fiction books due to cost constraints.
.
Committee Reports

Personnel Committee

Nothing to report from this committee.

Finance Committee

On November 15, the Finance Committee will meet with Ewa and Michael to review the CEF budget. They plan to present the budget at the November board meeting.

Chris recommended a budget amendment to move $3,410 from the Other Salaries Expense Budget Account to the Contractual Agreement Expense Account for the temporary employee filling the receptionist position, employed by Eastern Technical Services. Charles Racette moved approval of this transfer of funds. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (10-0-0).

Nominating Committee

Mr. Richard Kibben has been recommended to fill the vacancy of Franklin county trustee board member. An appointment letter and resolution should be forthcoming from Franklin County Legislature soon.

Nancy Howard moved that the Board recommend to the appropriate legislative bodies the reappointment of Lauren Choate and Nancy Church. The motion was seconded by Charles Racette and passed unanimously. Motion carried (10-0-0).

Old Business

Chris de Grandpre reported on his research into acquiring the services of a labor relations attorney. His search focused on finding an attorney with practice and skills in regards to labor relations and community service. Taking these things into consideration, Chris recommended Jacqueline Kelleher, from Stafford, Owens, Curtain & Trombley, PLLC as the chosen candidate. Ewa agreed with this recommendation.

Ms. Kelleher’s hourly rate is $150.00 through June 30, 2007, as outlined in her Proposal to the Library System dated September 21, 2006.

Chris de Grandpre moved that Jacqueline Kelleher be appointed as the Library System’s Labor Relations Attorney effective immediately. The motion was seconded by Neil Surprenant and passed unanimously. Motion carried (10-0-0).

Fred Smith discussed the Health Committee. This committee consists of three representatives from the Board of Trustees – Fred Smith, Neil Surprenant, and Lynn Dufort. Fred further explained that pursuant to Section 20 of the Contract, “The parties agree that a joint Health Committee with three representatives from each party, having been selected by each party, shall be available for the term of this agreement for the purpose of evaluating the current health plans’ offerings and producing a recommendation to the Board of Directors and CSEA as to any changes to the plans offered which would be equal to or better than those currently offered.”

Betsy Brooks, Union Representative, had requested a meeting with the Health Committee. Betsy and Fred met briefly and discussed some procedural items. Betsy will meet with her committee of three individuals and review the health benefits in the Contract. If any outstanding issues related to these benefits arise then Betsy will contact Fred in order to arrange a meeting.

New Business

Cerise Oberman discussed a request for variances by Dannemora and Belden Noble Libraries. These are annual requests because of the unique nature of both of these libraries. Dannemora Library’s request is based on the fact that their population served is not reflected in the true population of the town. Belden-Noble Memorial Library’s request is based on a complex seasonal problem which has been previously reviewed by the Board. These variances would result in a reduction of library hours. Charles Racette moved to approve the variance request for both Dannemora Free Library and Belden-Noble Memorial Library. The motion was seconded by Neil Surprenant and passed unanimously. Motion carried (10-0-0).

Proposed changes to the Automation Contract were discussed. The purpose of these changes is to make the billing schedule more fair, giving the same initial period of free usage of the system to each library. The amendment to page 5 of the contract would read as follows – “The annual fee will be paid yearly and will be billed on the anniversary date of the library’s commencement of using the automated library system for circulation. If the fee schedule changes, CEFLS will notify the Library at least one year prior to the billing date.”

A discussion followed as to the appropriate time for notifying the libraries about fee schedule changes. Fred Smith suggested that the libraries that budget July 1 – June 30 should be notified in January that the fee change will take effect as of July 1 of that given year. For the libraries that budget on the calendar year, CEFLS should notify them in January that the changes will take effect in January of the following year.

Lynn Dufort moved that these proposed changes be made to the Automation Contract. The motion was seconded by Charles Racette and passed unanimously. Motion carried (10-0-0).

Executive Session

Cerise Oberman moved that the board enter executive session.

Neil Surprenant moved to grant a three percent salary increase to Ewa Jankowska, retroactive to September 30, 2006. The motion was seconded by Nancy Howard and passed unanimously. Motion carried (10-0-0).

The meeting reconvened following the closure of executive session.

Next Meeting

The next meeting will be Monday, November 27 at 4 p.m.

Adjournment

The meeting adjourned at approximately 5:00 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

Board of Trustees Meeting held November 27, 2006

Call to Order

The Board of Trustees meeting was called to order on Monday, November 27, 2006 at the Clinton-Essex-Franklin Library System, 33 Oak Street in Plattsburgh, at 4:00 pm. by President Donna Hanus.

Board Member Oath of Office

Donna Hanus officially swore in new Board member Richard Kibben, who is filling a term that ends in December 2007, and Lauren Choate, appointed to a second five-year term that ends in December 2011.

Roll Call

Present: Lauren Choate, Nancy Church, Chris de Grandpre, Lynn Dufort, Donna Hanus, Nancy Howard, Richard Kibben, Virginia LaPointe, Cerise Oberman, Fred Smith, and Neil Surprenant.

Staff Present: Ewa Jankowska, Betsy Brooks, Elizabeth Rogers, Michael Spofford and Julie Wever.

Others Present: Frances Fairchild representing the Clinton-Essex-Franklin Directors Association.

Excused Absences

Nancy Howard moved that Patsy McCaughin, Charles Racette and Barbara Stowe be excused from the meeting. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (11-0-0).

Agenda

Cerise Oberman moved approval of the agenda. The motion was seconded by Neil Surprenant and carried unanimously. Motion carried (11-0-0).

Approval of Minutes

The following changes were made to the published minutes of the October 23, 2006 meeting:
The first sentence of the Finance Committee report was changed to read:
“On November 15, Chris de Grandpre will meet with Ewa, Michael and the Finance Committee to review the CEF budget.” (Page 4)

The 2006 Book Fair cited by the Director was changed to the Frankfurt 2006
Book Fair. (Page 3)

The spelling of the CEFDA representative's name was corrected to Frances.
(Page 4)

The minutes were revised to indicate that the action taken on Ewa Jankowska's
salary was taken after the Board came out of the Executive Session.

Richard Kibben moved that the minutes be approved as revised. The motion was seconded by Neil Surprenant and passed unanimously. Motion carried (11-0-0).

Financial Report

Fred Smith moved approval of the Abstract dated October 16. The motion was seconded by Lauren Choate and carried unanimously. Motion carried (11-0-0).

Nancy Church moved approval of the Abstract dated October 31. The motion was seconded by Chris de Grandpre and carried unanimously. Motion carried (11-0-0).

President's Report

Cerise Oberman was thanked for conducting the October meeting.

The following were named to the Negotiations Committee: Fred Smith (Chair),
Chris de Grandpre and Neil Surprenant. Cerise Oberman moved approval of the Committee appointments. The motion was seconded by Virginia LaPointe and carried unanimously. Motion carried (11-0-0).

A December meeting of the Board will take place on December 18; in the case of inclement weather, the meeting will occur on December 20.

Director's Report

Staff were commended for their work on the revised bookmobile schedule and their
work on grants.

Library construction grants have been completed and will be presented under New Business for approval.

CEFLS is applying for a Service Improvement Grant of $10,000 for a pilot project involving down loadable audio books.

The revised bookmobile schedule, generated with a goal of enhanced service, eliminates one stop at St. Regis Falls and adds a Santa Clara stop. The schedule eliminates the need for a staff overnight and the related cost thereof.

The proposed 2007 Essex County budget reflects no increase in the allocation for CEFLS. Franklin County has proposed a 5% increase and Clinton County is proposing a 3.5% increase. The Clinton County budget hearing will take place Wednesday evening, November 29; Nancy Church and Fred Smith agreed to attend the hearing.

Health insurance cost information for 2007 has been received. Blue Cross/Blue Shield insurance cost will increase by 11.48%; the NYSHIP cost increases 4.7%. Michael Spofford is arranging for a staff meeting with Tish Bisemeyer to review 2007 health insurance changes.

Plattsburgh Public Library (PPL) Report

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild, CEFDA representative, reported that the group would next meet on December 11 at the Keene Valley Library.

Committee Reports

Nominating Committee

The slate of officers for 2007 will be presented at the December 18 Board meeting. The Committee will also propose a new Essex County member at that time.

Finance Committee

The Committee met with Ewa Jankowska and Michael Spofford on November 15 to review the proposed 2007 budget. A revised proposal will be reviewed at the Committee's meeting during the week of December 11. The final 2007 budget proposal will be presented for Board action at the December 18 meeting.

The Committee is recommending a 3% salary increase for the Principal Account Clerk.

Future Finance Committee

Chairman Nancy Church thanked Board members for their input used in developing a list of ninety individuals that will receive a letter soliciting their support in recommending CEFLS to clients and other contacts in major gift planning. Copies of the proposed letter were distributed for suggested changes.

Nancy Church recommended that Board members give strong consideration to making a contribution to the Buy a Present for the Bookmobile campaign.

Old Business

Staff service priorities based on the Plan of Service will be presented for action at the December meeting.

New Business

Three grants were presented to the Board for action:

Lynn Dufort moved that the LSTA Service Improvement Invitational Grant
Program be approved as presented. The motion was seconded by Nancy
Howard and passed unanimously. Motion carried (11-0-0).

Lynn Dufort moved that the construction grant covered by the $14 Million
Public Library Construction State Aid Program be approved as presented.
The motion was seconded by Cerise Oberman and passed unanimously.
Motion carried (11-0-0).

Lynn Dufort moved that the construction grant covered by the $800
Thousand Public Library Construction Grant Program FY 2006-2007
be approved as presented. The motion was seconded by Neil Surprenant
and passed unanimously. Motion carried (11-0-0).

Executive Session

Chris de Grandpre moved that the Board enter into Executive Session for the purpose of discussing personnel. The motion was seconded by Lauren Choate and passed unanimously. Motion carried (11-0-0). The Board entered Executive Session at 5:07 pm.

Return to Regular Session

The Board returned to regular session at 5:20 pm.

Cerise Oberman moved to grant a three percent salary increase, effective January 1, 2007, to Michael Spofford. The motion was seconded by Nancy Church and passed unanimously. Motion carried (11-0-0)

Adjournment

The meeting was adjourned at 5:23 pm.

Respectfully submitted,

Frederick G. Smith
Secretary Pro-Tem

 

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