2009 Minutes

 

Board of Trustees Meeting Held January 26, 2009
MINUTES

Call to Order
The Board of Trustees meeting was called to order at 4:03 p.m. on January 26, 2009 at the CEFLS Board Room, 33 Oak Street, Plattsburgh, by Barbara Stowe, Vice President.

Roll Call
Present: Nancy Church, Chris de Grandpré, Lynn Dufort, Lisa Newton, Cerise Oberman, Barbara Stowe and Charles Thompson (4:06).

Staff Present: Ewa Jankowska, Director; Michael Spofford, Betsy Brooks, and Kate Williams.

Approval of Agenda
Cerise Oberman moved that the agenda be approved. The motion was seconded by Lynn Dufort and passed unanimously (6-0-0).

Excused Absences
Lisa Newton moved that Frances Filshie, Richard Kibben, Nancy Howard and Neil Surprenant be excused from this meeting. The motion was seconded by Chris de Grandpré and passed unanimously (6-0-0).

Swearing in of Officers and Trustees
Cerise Oberman swore in Barbara Stowe as Vice President; Barbara Stowe swore in Nancy Church as Secretary, Chris de Grandpré as Treasurer, Lynn Dufort as Member-at-Large and Charles Thompson as Trustee.

Approval of Minutes
Cerise Oberman moved approval of the November 24, 2008 Minutes as written. The motion was seconded by Lisa Newton and passed unanimously (7-0-0).

Approval of Abstracts

Lynn Dufort moved approval of the Abstract dated November 24, 2008. The motion was seconded by Nancy Church and passed unanimously (7-0-0).

 A brief discussion occurred as to the degree of detail required to approve CEFLS’ abstract by the board. It was agreed that all the Trustees have a financial responsibility to CEFLS, but it was stated that most non-profit boards do not go into as much depth as CEFLS does. Currently, Michael prepares the abstracts; Ewa examines them followed by a board members review. Kate checks over the abstract as she mails out payments. The full board then approves the abstract at the monthly board meeting. It was expressed that one board member should approve the abstract on a rotating basis. An agreement was made that the Finance Committee will further discuss this issue and that Michael will contact the accountant to determine the necessary steps that need to be taken.

 Lynn Dufort moved approval of the Abstract dated December 8, 2008. The motion was seconded by Cerise Oberman and passed unanimously (7-0-0).

 Lynn Dufort moved approval of the Abstract dated December 22, 2008. The motion was seconded by Nancy Church and passed unanimously (7-0-0).

 Lynn Dufort moved approval of the Abstract dated January 6, 2009. The motion was seconded by Nancy Church and passed unanimously (7-0-0).

Public Comment Period
No comment.

President’s Remarks
Barbara Stowe quickly mentioned that Dick Kibben is recovering well, and he should be at the February meeting.

Director’s Report
Ewa Jankowska reported on:

  • The 2009 Service Priorities need to be approved today so that CEFLS staff can develop department and personal goals for 2009.

  • Ewa also mentioned that the member library surveys are all set and Julie Wever will be sending them out once she returns from Jury Duty. The surveys are done on Survey Monkey, which makes it easy for member libraries to complete.

  • The member library contracts that are in Trustees’ packets also need to be approved. These are sent out every year, and have been the same for years and years. This year two items were deleted from the contracts, the System will no longer furnish library cards or hand out cash grants to the member libraries due to budget constraints.

  • Ewa also mentioned that CEFLS has received all the of 2008 money from the State, minus the last 10% because of problems with variances. CEFLS is currently working with Belden-Noble (Essex) and the State Library to have this problem fixed. Belden-Noble currently cannot operate the mandatory 20 hours a week in the winter, due to weather and lack of volunteers in the Essex area.

  • The Finance Committee met and would like to a Vision Committee to be established to help look further into the services that CEFLS provides and find area of savings. There are currently three librarians, Kate and Ewa on the committee, and Michael will be pulled in for budget discussions.

  • Ewa urged all Trustees to take a look at the updated database page on the CEFLS website. Betsy has spent a great deal of time revamping the page and adding links to databases that the State of New York is providing residents free of charge. Elizabeth Rogers has also created a CEFLS blog about books. And the E-Seniors Grant is still moving forward with help from two individuals who work in the Clinton Community College’s IT Department.

  • A question was raised about whether CEFLS will be obtaining Encyclopedia Britannica, and Ewa noted that it still looks hopeful. The set will most likely purchased using Central Book Aid (CBA) money, as the CBA Committee would like to see this item purchased as well.

PPL Report
No report.

CEFDA Report
No report.

Committee Reports

Executive Committee
Cerise Oberman stated reported on:

  • Maternity Leave
    There was a discussion on maternity leave, and the Executive Committee felt that CEFLS should follow the New York State Statute, but will handle it on a case-by-case basis.

  • Management Confidential Letter (Guidelines) 
    The benefits letter for the Management Confidential Staff was also brought up, and this item will now be passed onto the Personnel Committee.

  • Director’s Evaluation
    The Executive Committee also reviewed the process for evaluating the CEFLS Director, which will occur at the February board meeting. The performance evaluation is in your folders, and it will be used as a guide for discussion on that day.

  • Bookmobile Committee
    The Bookmobile was first created as an ad-hoc committee, but the Executive Committee has come to the conclusion that the committee should be a standing committee. Cerise Oberman made a motion to make the Bookmobile Committee a standing committee. Chris de Grandpré seconded the motion and motion passed unanimously (7-0-0).

Finance Committee
Chris de Grandpré reported on:

2009 Budget
Chris mentioned that during the August Board Meeting, a preliminary budget was presented. At that time everyone was unsure what the funding was going to be like, and since then the Finance Committee has met at least two times and has obtained more information. The revised 2009 budget was presented to the board for review.

Ewa went over several items on the revenue side, which ended up being cut a total of 20%. The supplemental aid was not put into the 2009 budget since it is not mandated by law. CEFLS did recently receive the 2008 supplemental aid, which helped cover the gap created by the 20% cut. The Funded Board Reserve is money set aside by the board for retirees and CEFLS still has one Tier 2 employee which has roughly $22,000 in sick leave which will be cashed out at retirement. All other employees are capped on their sick leave at $3,000. The automation grant that was given by NNYLN was also cut from the budget, as NNYLN has dropped that grant.

On the expense side, CEFLS has saved $33,610 on health insurance costs by having all employees and retirees switch to NYSHIP. Ewa thanked Kate for helping the retirees with their forms and all their questions they had. Money is also being saved since CEFLS has completed paid for the old computer system.

Chris de Grandpré made a recommendation to approve the 2009 Budget in the amount of $1,020,033.52 as Amendment #1. Lynn Dufort made a motion to accept the recommendation. Nancy Church seconded the motion, and passed unanimously (7-0-0).

Independent Auditing
Independent Auditing quotes have been compiled, and the Finance Committee has reviewed those quotes and made a recommendation to the Board to approve Martindale, Keysor and Company as the Independent Auditors for the Clinton-Essex-Franklin Library system and awarded a contract for necessary auditing services for three years to include Fiscal Years 2007-2008, 2008-2009, and 2009-2010. Fees for the auditing services are as follows: 2007-2008, $4,000.00; 2008-2009, $4,250.00; and 2009-2010, $4,500.00. The Auditors are to provide and Analysis and Management Letter yearly along with the completion of the Annual Form 990 and other necessary forms in accordance with the Laws of the State of New York and the Federal Government.

Lynn Dufort made a motion to accept the recommendation. Nancy Church seconded the motion and motion passed unanimously (7-0-0). After the passing of the recommendation, a discussion occurred on how long it has been since another company besides Martindale, Keysor & Company has done the auditing for CEFLS. It was noted that it is a good practice to switch to another company, yet a lot of companies in the area do not have the experience or the background to work with CEFLS. It was agreed that Michael Spofford will check into when was the last time another company provided us with an independent audit.

Nominating Committee
Nancy Howard was not able to attend the meeting, but Kate read an e-mail that Nancy had sent to her earlier in the day:

“We are still in search of two board members, one each from Essex and Franklin counties.  Without going into the details of all the communications and the status of same with potential candidates, we are currently hopeful that we have identified good candidates in both counties.  

My latest resource has been the immediate past Superintendent of Tupper Lake Schools.  He has been very helpful.If these two candidates do not jell, I think we should consider contacting the Franklin County Board and Essex County Committee for suggestions.  This is tricky as you might imagine.  But I hasten to say, we did have success with a suggested candidate the one time we sought help in this manner.

Finally, with Virginia LaPointe's resignation, we need a current CEFLS board member from Essex County to join our nominating team.  The fun part of nominating is making new acquaintances through the contacts, yea or nay the result.”

 

Personnel Committee
Barbara Stowe simply stated that the Performance Characteristics in the Trustees folders are simply a guide for discussion.

Advocacy
Lynn Dufort had nothing to report on the committee, but expressed his interest for the need of another chair, since he is already on several committees and chair of the Bookmobile Committee.

Development 
Nancy Church reported that the Board Leadership Donation fund is almost at 100% with $1,250 raised so far.

 Nancy also mentioned that the Fueling Literacy Campaign is still under way, and will start getting names of the gas station owners from the list that Kate has put together. Once that is complete, the campaign will be under way.

Bookmobile
Lynn Dufort had nothing to report. 

Communications
Kate Williams had nothing to report.

Old Business
No old business.

New Business

  • Service Priorities for 2009
    The Service Priorities for 2009 are based on the 5 year plan of service, theses priorities are extracted from the 5 year plan so CEFLS may create yearly department and system wide goals. Lynn Dufort made a motion to accept the Service Priorities for 2009. Kip Thompson seconded the motion and motion passed unanimously (7-0-0).

  • Library Contracts
    Lynn Dufort made a motion to pass the Altona Reading Center Contract. Cerise Oberman seconded the motion and motion passed unanimously (7-0-0).

Lynn Dufort made a motion to pass the Ellenburg Reading Center Contract. Chris de grandpré seconded the motion and motion passed unanimously (7-0-0).

Kip Thompson made a motion to pass the Waverly Reading Center Contract. Lynn Dufort seconded the motion and motion passed unanimously (7-0-0).

Lynn Dufort made a motion to pass the Central Library Contract. Kip Thompson seconded the motion and motion passed unanimously (7-0-0).

Lynn Dufort made a motion to pass the Member Library Contract. Kip Thompson seconded the motion and motion passed unanimously (7-0-0).

 

Executive Session
Lynn Dufort made a motion to move into executive session to discuss personnel. Lisa Newton seconded the motion at 5:15 p.m., and motion passed unanimously (7-0-0).

The Board came out of executive session at 5:25 p.m. Lynn Dufort made a motion to recommend the Senior Account Clerk and the Administrative Assistant receive a 4% salary raise retroactive to January 1, 2009. The motion was seconded by Cerise Oberman and passed unanimously (7-0-0).

Adjournment
Barbara Stowe adjourned the meeting at 5:27 p.m.

Next Meeting
The next meeting will be held February 23, 2009 at the CEFLS Board Room at 4 p.m.

Respectfully submitted,

Nancy J. Church
Secretary 

Minutes for Board of Trustees Meeting 
Held March 23, 2009

Call to Order
The Board of Trustees meeting was called to order at 4:00 on March 23rd at CEFLS, 33 Oak Street, Plattsburgh, NY, by Richard Kibben, President.

Roll Call

Present:  Nancy Church (4:07), Chris de Grandpré, Lynn Dufort, Frances Filshie, Richard Kibben, Nancy Howard, Cerise Oberman, Barbara Stowe and Charles Thompson.

Absent: Neil Surprenant

Staff Present: Ewa Jankowska, Director;Michael Spofford, Betsy Brooks and Kate Williams.

Others Present:  Stan Ransom, PPL.

Approval of Absences
Frances Filshie moved that Neil Surprenant be excused from this meeting.  The motion was seconded by Nancy Howard.  Motion passed unanimously.

Approval of Agenda
Lynn Dufort moved that the agenda be approved.  The motion was seconded by Frances Filshie.  Motion passed unanimously.

Swearing in of Officer and Trustee
Richard Kibben was sworn in as President by Barbara Stowe, Vice President. Nancy Howard was sworn in as Trustee by Barbara Stowe.

Approval of Minutes
Chris de Grandpré moved approval of January 26, 2009 Minutes as written.  The motion was seconded by Lynn Dufort.  Motion passed unanimously.

Financial Report

Approval of Abstracts

  • Nancy Howard moved approval of Abstract dated January 21, 2009.  The motion was seconded by Frances Filshie.  Motion carried unanimously.

  • Lynn Dufort moved approval of Abstract dated February 3, 2009.  The motion was seconded by Barbara Stowe.  Motion carried unanimously.

  • Nancy Howard moved approval of Abstract dated February 17, 2009.  The motion was seconded by Frances Filshie.  Motion carried unanimously.

  • Lynn Dufort moved approval of Abstract dated March 2, 2009.  The motion was seconded by Chris de Grandpré.  Motion carried unanimously.

Public Comment Period
None.

President’s Remarks

  • Richard Kibben briefly mentioned that he is very pleased to serve as the CEF President this year and hopes he will do a good job, but will need some help. He is looking for input and suggestions, especially on things that CEF can improve.

  • He mentioned that his style is not formal, but will try to keep the meetings moving. He would like everyone to have their fair chance to speak their minds throughout the meeting, although some times this may slow the meeting down. If this is done, and the issue is not urgent, Kibben wishes to move the item to the following meeting for further discussion.

Director’s Report

  • Ewa Jankowska reported that in addition to her written report, the Annual Report must be approved today as well as the 2 grants – the Summer Reading Mini-Grant and the E-Seniors Grant.

  • She mentioned that the E-Seniors program is going very well. There have been two training sessions held in Champlain, and there are currently two more scheduled for Dannemora. Betsy will soon have information, such as class notes on the CEFLS website.

  • The Summer Reading Mini-Grant is a $6,000 grant in which CEF gives each participating member library roughly $100. This year Julie is trying to incorporate some Continuing Education into the grant as well as work with Take a Bite Out of Books and What’s the Big Idea.

  • Ewa mentioned that Peru Free Library will be Going Green, through construction grant money received from NYS. They will also be hosting a “Saving Green by Going Green” program in May. Peru Free Library will be installing solar panels on the roof; fifty-percent of this cost was covered by the grant while the other half is provided by NYSERDA (New York State Research and Development Authority).

  • Ewa also recently attended Legislative Day in Albany, along with a great group of supporters, including Frances Filshie. She called John Hammond today, and he has not heard anything yet as far as outcome. However, he stressed that he is worried about the school libraries not getting any supplemental aid, which could cause re-evaluation on library systems. For us, our small libraries could not operate without a system; they simply do not have the means or resources. If school libraries do not receive supplemental aid, they will be functioning at 1985 dollars. Frances noted that she would like to see more participants from the board next year.

  • Ewa also said that she held an interesting conversation with Teresa Sayward. Ms. Sayward is worried that one person libraries may be forced to do more. They are already helping with tax forms and helping those unemployed locate employment. Betsy will be working on adding links to the CEFLS webpage to help job seekers. The Department of Labor would also like to hire personnel to help with resumes and job searching, but will not offer any money.  

  • She also mentioned that CEF has purchased Encyclopedia Britannica with CBA funds.  It has two different modules, one for high-school aged and above and the other one aimed at younger children. There is also a blog.

  • Ewa recently spoke with Jessie Feeler, and he has offered to provide two training workshops free. She would like the boards input on the programs that should be covered.

PPL Report

  • Stan Ransom reported that Ewa summarized the relations that are currently going on with Albany. He also mentioned that for the first time in several years, PPL was closed today. They recently weeded out their oversized books, which made room for new DVD’s and CD’s. However, a shift of 30,000 books had to be made. Roughly 16,000 books were shifted today, and the rest will be shifted little by little, before the library opens every morning.

  • Stan also mentioned that PPL received a construction grant to help with finishing the local history room.

  • There will be a presentation tomorrow night at 6:30 p.m. on maple sugaring, “How Sweet It Is,” as part of the QuadraCentennial program. It will be hosted by Steve Frederick of West Chazy.

 

CEFDA Report
Nothing to report.

Committee Reports

Executive Committee
Richard Kibben had nothing to report, since there have been no executive committee meetings.

Finance Committee
Chris de Grandpré reported on:

  • Chris de Grandpré stated that back in January; we adopted a budget with Amendment #1 in it. The Board also approved Martindale and Keysor as independent auditors, with the advisory that we take a look at how many years they have provided our services.

  • During the meeting today, Chris is hoping to appoint a few more members to the Finance Committee, so a meeting can occur before the next board meeting. The Finance Committee will be needed to look over lines of credit as CEFLS waits for the release of the state budget and funds for 2009. CEFLS does have enough money currently, but additional funds will be needed in two months.

  • Michael summarized what has been going on with Key Bank and the line of credit. CEFLS does have a few months that we do not have to worry about having funds. CEFLS does have a new contact, Randy Beach, who has been working with the lending branch in Portland, Oregon. Every few days, Key Bank had been requesting more information, and Michael gave all the information that they asked for. Key Bank then offered us a $100,000 line of credit for 6 months. Michael informed them, that even though CEFLS never reached $500,000 in the past, we must try to get that amount since it is unclear when state funds will be released. Michael did inform them (Key Bank) that $100,000 will not work for CEFLS, and that CEFLS will be looking for a new bank.

  • Chris mentioned that the Finance Committee met right before the meeting today to go over preliminary questions to ask the banks. There are currently only 5 banks in the area that could work with CEFLS.

  • Kip Thompson made a suggestion to look into credit unions. The credit unions seem to be more community oriented, and are backed by the NCUA (rather than FDIC).

  • The status of the state budget will also be brought up at the Finance Committee meeting.

  • Chris stated that a Resolution was needed for check signers.

“The checking account in the Name of CEF Library System, at Key Bank National Association account #xxxxxxxx0874 and #xxxxxxxx2206 (regular general account and payroll account), and that the Director and Officers of the Board of Trustees of the CEF Library System be named as signers on the account (The Director will be the signatory on all checks approved through the abstract process and manual checks under $1,000.00. Two signatures will accompany all manual checks over $1,000.00).

It is further resolved that the Director and Officers of the Board of the CEF Library System will execute the “Depository Account Resolution” and “Signature Card” for Key Bank National Association, after this meeting, and that a copy of these be attached to the minutes of this meeting.”

Chris de Grandpre made a motion to accept the resolution, and Frances Filshie seconded. Motion passed unanimously.

 

Nominating Committee

  • Nancy Howard stated that there are two candidates from Franklin County that she would like to put before the board for nomination. The first is Mary Minnich, a motion to place her name before the Franklin County Legislature was made by Lynn Dufort. Nancy Church seconded the motion, and motion passed unanimously.

  • The second name is Edward Scharmer, who Richard Kibben spoke with. A motion was made by Lynn Dufort to place his name before the Franklin County Legislature for nomination. Nancy Church seconded the motion, and motion passed unanimously. Mr. Scharmer would fill the unexpired term of Nancy Howard.

Personnel Committee
Barbara Stowe said they will cover the items in executive session.

Advocacy Committee
Lynn Dufort mentioned that Ewa seems to be doing a wonderful job at advocacy.

Development Committee
Nancy Church had nothing to report.

Bookmobile Committee
Lynn Dufort had nothing to report. But noted that if Kate could send the first two sheets that Nancy Howard is leaving electronically it would be very beneficially to all trustees.

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

New Business

  • Richard Kibben mentioned that two grant applications must be approved; the Summer Reading Program and the Service Improvement Grant, which information on both grants were provided in the trustee folders.

  •  A motion to approve the Summer Reading Program was made by Lynn Dufort, and was seconded by Chris de Grandpré. Motion passed unanimously.

  •  A motion to pass the Service Improvement Grant was made by Chris de Grandpré, and was seconded by Lynn Dufort. Motion passed unanimously.  

  • Richard Kibben also mentioned that several committees need to be updated and new member added.

  • Frances Filshie and Kip Thompson were added to the Finance Committee.

  • Richard Kibben will take over chair on the Executive Committee.

  • The Advocacy Committee needs to be considered, and it was stated that it should be the responsibility of all board members.

Executive Session
Frances Filshie made a motion to move into Executive Session to discuss personnel matters at 5:00 p.m. Nancy Howard seconded the motion, and motion passed unanimously.

Next Board Meeting
The next meeting will be held Monday April 27th at 4:00 p.m.

Adjournment
The meeting adjourned at 5:30 p.m.

Respectfully submitted,
Nancy Church
Secretary

Minutes for Board of Trustees Meeting
Held April 27, 2009

Call to Order
The Board of Trustees meeting was called to order at 4:00 on April 27th, at Peru Free Library, 3024 Route 22, Peru, NY, by Richard Kibben, President.

Tour of Premises
Ms. Becky Pace, the Director of the Peru Free Library provided the CEFLS Trustees with a tour of the Peru Free Library. Richard Kibben also thanked Becky for allowing CEFLS to host their monthly board meeting at the Peru Free Library. 

Roll Call/Introductions
Present:  Nancy Church, Chris de Grandpré, Frances Filshie, Richard Kibben, Cerise Oberman, Neil Surprenant, and Barbara Stowe (4:20).

Each CEFLS Trustee gave a brief introduction during roll call to let those present know the county they represent, the city they are from and what office (if any) they hold on the board.

Absent: Lynn Dufort and Charles Thompson.

Staff Present: Ewa Jankowska, Director; Michael Spofford, and Kate Williams.

Others Present:  Stan Ransom (PPL), Fran Fairchild (CEFDA), Becky Pace (Peru Free Library) and a board member from Peru Free Library.

Approval of Absences
Cerise Oberman moved that Lynn Dufort and Charles Thompson be excused from this meeting.  The motion was seconded by Neil Surprenant.  Motion passed unanimously.

Approval of Agenda
Nancy Church moved that the agenda be approved.  The motion was seconded by Frances Filshie.  Motion passed unanimously.

Approval of Minutes
Cerise Oberman moved approval of March 23, 2009 Minutes as written.  The motion was seconded by Chris de Grandpré.  Motion passed unanimously.

Financial Report
Approval of Abstracts

  • Frances Filshie moved approval of Abstract dated March 18, 2009.  The motion was seconded by Neil Surprenant.  Motion carried unanimously.

  • Frances Filshie moved approval of Abstract dated March 31, 2009.  The motion was seconded by Nancy Church.  Motion carried unanimously.

  • A quick discussion occurred on what is the amount CEFLS pays each month for garbage pick-up. The amount is under ninety dollars a month for weekly pickup of two garbage containers and two recyclable containers.

  • Cerise Oberman moved approval of Abstract dated April 10, 2009.  The motion was seconded by Nancy Church.  Motion carried unanimously.

  • A clarification was made on who is W. O’Donnell Consulting. Ewa mentioned that it is the web server Kerio, which is used at CEFLS.

Public Comment Period
No comment.

President’s Remarks

  • Richard Kibben thanked the trustees for a wonderful turnout at the off-site meeting. Mr. Kibben also reminded the trustees and those in attendance that the board will try to hold three (3) meetings a year outside of the CEFLS headquarters. His hopes are that the board will get to all of the 30 member libraries that can accommodate the meeting.

  • Mr. Kibben also noted that in the trustees’ folders, there is a copy of the committee list for the year 2009. The Advocacy Committee has been left empty, as the executive committee will discuss the future of this committee.

Director’s Report
Ewa Jankowska added to her written report:

  • CEFLS heard this morning that their Annual Report has been approved by the State Library.

  • CEFLS is currently dealing with the closing of Camp Gabriel’s, and the population of the corrections will affect the CEFLS budget down the road.

  • There are now (25) twenty-five member libraries online with the completion of Keeseville Free Library. Patrons are able to request books online, and the van delivery brings the book(s) to that library. This makes the van delivery an essential element that CEFLS provides to their member libraries. Better statistics of the van delivery will now be kept.

  • The Internet has become available to correctional facility library staff. Their sites are limited, but they have access to the CEFLS website and catalog, which will make interlibrary loan requests easier and more efficient for them.

  • E-Seniors training is going wonderfully, with Betsy providing sessions at member libraries to seniors to aid in the basic training and skills one would need to use a computer and access the internet.

  • Betsy and Ewa are also working on the CBN Connect Project, which would allow broadband access to the area.

  • CEFLS is also trying to get more individuals to use the CEFLS webpage. Recently, Betsy has added a gallery which will feature pictures of people reading.

  • Betsy is also working with Jessie Feeler in making it easier for member libraries to put together their own webpage.

  • A question recently went out to member libraries seeing if they were interested in having workers from the Department of Labor at their library helping people find jobs. Some were interested, some weren’t. The Department of Labor will pay the worker but provide no funds to the library itself.

  • The State Library in collaboration with Peru Free Library will be hosting a “Saving Green while Going Green” workshop on May 8th at the Peru Free Library. Peru Free Library will be installing solar panels from a construction grant from the State Library and the other 50% of the funds is coming from NYSERDA.

  • Ewa called Franklin County regarding the two trustees who are potential candidates. They did not vote on it at the last meeting but will do so at their May 7th meeting.

  • Cerise Oberman brought up a question regarding a change in the chartered areas. Ewa explained that the old charters listed towns, schools, etc. incorrectly and needed to be changed. The new charters now correctly list the towns and schools that the libraries serve; however, the new maps show several unserved areas (shown in red), and money is most likely to go to the school library versus the library system in those area

PPL Report
Stan Ransom reported that:

  • He is happy to be here at Peru Free Library.

    • The circulation for Plattsburgh Public Library seems to be increasing by at least 15% each month, with a 20-40% increase on DVD’s and Videos; which seems to indicate that people are using the library more and more during the current economic situation.

    • PPL is also looking for ways that they can save money, and are currently exploring the possibility of installing solar panels.

    • The Arbor Day tree planting was also a success, where 24 school aged children came out to help. The PPL Newsletter is also sent out bi-monthly to city residents in their Municipal Lighting Bill, and the QuadraCentennial events are moving along smoothly.

CEFDA Report
Francie Fairchild reported that:

  • CEFDA met this morning at the Elizabethtown Library, and met the new Director of that library, Donna Norton. There were 15 Library Directors present, with several CEFLS staff members there as well.

  • CEFLS staff informed attendees about available program training for senior citizens at the member libraries. CEFLS is also working on a blog, putting together trustee forums, and spoke about budget cuts that CEFLS will have to contend with. They also mentioned that the van delivery is overloaded, which is one activity that cannot be dropped with budget cuts. Elizabeth from CEFLS also noted about the Central Book Aid Collection at the PPL, which is available for all libraries to use.

  • A committee was also formed to figure out a brochure or flyer to inform library patrons what resources are available to them.

  • A discussion also occurred on issues at various libraries. The main issue discussed was a creepy patron, who the librarian has a very uncomfortable feeling being alone with and worries about his talking to children in the library. Also discussed were overdues, policies and various other small items.

  • Patty Perez, who is on the NYLA Committee to support Rural Libraries, asked what the state can do to help us. Some suggestions were to fund the system more adequately, and provide subs for small library directors’ vacation and sick time.

  • A reminder was also given that everyone should be concerned about advocacy for state funding, and issues are more effective coming individual library trustees and patrons, rather than CEFLS.

 

Committee Reports

Executive Committee

  • Richard Kibben noted that the Executive Committee is currently working on two issues, the Management/Confidential Policy which is currently being developed, and how the Advocacy Committee should be structured.

  • The Executive Committee met this afternoon prior to the board meeting to work on the first issue; however more work is still needed.

 

Finance Committee

  • Chris de Grandpré mentioned that the Finance Committee met at 12:30 this afternoon, and had a very nice turnout, with 6 individuals. 

·     There has been some discussion on CEFLS switching banks, and after lots of research and discussion, the Finance Committee would like to recommend that CEFLS switch to Community Bank, N.A. located on Margret Street in Plattsburgh to become the CEFLS banking institution. The needs of the library system have changed, and the accounts that CEFLS has will be better served by a community bank.

 

  • Chris de Grandpré made a recommendation that Community Bank NA, 9 Margaret Street, Plattsburgh, New York 12901 be designated as the Official Depository for the Clinton-Essex-Franklin Library System effective upon completion of all necessary paperwork. Frances Filshie seconded the motion, and motion passed unanimously.

  • The bank switch prompted several questions. Michael Spofford quickly went over some key features on why CEFLS felt the need to switch banks. Michael first stated that Key Bank would only allow a line of credit for $200,000.00, compared to the normal $500,000.00 line that CEFLS takes out year after year. The past year-and-a-half, CEFLS has been very unhappy with the service that has been received at the local banks.

  • Chris de Grandpré stated the many factors that were used in comparing the banks. CEFLS and the Finance Committee researched their floor and ceiling rates, as well as the level of personal attention, lower fees, and the ability of CEFLS to easily renew their line of credit. Chris also stated that regional banks are doing very well in today’s economic situation compared to national banks.

  • The second item that the Finance Committee covered was the handing of monthly abstracts. Chris mentioned that good progress was made, but information is still needed from our independent auditors.

  • The third item discussed was what is currently happening in 2009. DOD is still working on the numbers, and 8% of the 18% cut has been restored. The Supplemental Aid is supposed to be in the budget again this year, after much thought that it would not be.

  • CEFLS would also like to place any surplus funds into the contingency fund, since the future budget is not yet known. CEFLS also does not know if they should expand or cut back on services, but will try to provide services that cost the least amount of money.

  • Currently, CEFLS is financially stable for 2009, since there is still a large portion of money left from the 2008 Supplemental Aid. The reason being that CEFLS did not fill one position, and CEFLS may not be able to fill the vacancy left by a potential retiree this year.

  • Lastly, another Finance Committee Meeting is being planned.

Nominating Committee
Cerise Oberman stated that there are currently 6 vacancies on the board, but the 2 spots in Franklin County will soon hopefully be filled once the Board of Supervisors approves their nomination. There are 2 vacancies in Clinton County as well as 2 more in Essex County. The Nominating Committee is working very hard together to get these spots filled, but help would greatly be appreciated from everyone on the board. 

Personnel Committee
Barbara Stowe noted that the Personnel Committee is currently working with the Executive Committee on the Management/Confidential letter.

Development Committee
Nancy Church stated there was nothing to report.

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

New Business
Richard Kibben stated that the 2nd year of the Gates Grant needs to be approved. Nancy Church made the motion to approve the second year of the Gates Grant, and both Barbara Stowe and Fran Filshie seconded the motion, and motion passed unanimously. 

Executive Session
Nancy Church made a motion to move into Executive Session to discuss personnel matters at 5:20 p.m. Neil Surprenant seconded the motion, and motion passed unanimously.

Return to Session
The board reconvened at 5:45 p.m., and Cerise Oberman made a recommendation to increase the Director of CEFLS’ salary by $3,000.00 retroactive to January 1, 2009.  There was a unanimous second, and motion approved.

Next Board Meeting
The next meeting will be held Tuesday, June 22nd at 4:00 p.m.

Adjournment
The meeting adjourned at 5:47 p.m.

Respectfully submitted,

Nancy Church
Secretary

Minutes for Board of Trustees Meeting
Held June 22, 2009

Call to Order
The Board of Trustees meeting was called to order at 4:00 on June 22, 2009 by Nancy Church, Secretary at CEFLS, 33 Oak Street, Plattsburgh, New York.

Roll Call
Present:  Nancy Church, Chris de Grandpré, Lynn Dufort, Cerise Oberman, Neil Surprenant (4:10), and Kip Thompson.

Absent: Frances Filshie, Richard Kibben, and Barbara Stowe.

Staff Present: Ewa Jankowska, Director; Michael Spofford, Betsy Brooks and Kate Williams.

Others Present:  None.

Swearing in of New Trustees
Nancy Church swore in Mary Elise Minnich and Edward H. Scharmer as new trustees for the Clinton-Essex-Franklin Library System.

Approval of Absences
Cerise Oberman moved that Frances Filshie, Richard Kibben and Barbara Stowe be excused from this meeting.  The motion was seconded by Lynn Dufort.  Motion passed unanimously.

Approval of Agenda
Lynn Dufort moved that the agenda be approved as amended.  The motion was seconded by Mary Minnich.  Motion passed unanimously.

Approval of Minutes

  • Cerise Oberman moved approval of April 27, 2009 Minutes as written with the corrections listed below.  The motion was seconded by Lynn Dufort.  One trustee absented from voting, and motion passed unanimously.

  • Corrections to the minutes of April 27, 2009 are in the 4th page, “handing” should be “handling,” and “DOD” should be “DLD.”

Financial Report
Approval of Abstracts

  • Cerise Oberman moved approval of Manual Check of April 21, 2009.  The motion was seconded by Lynn Dufort.  One trustee absented from voting, and motion passed unanimously.

  • Lynn Dufort moved approval of Abstract dated April 27, 2009.  The motion was seconded by Kip Thompson. Edward Scharmer absented from voting, and motion passed unanimously.

  • Cerise Oberman moved approval of Abstract dated May 12, 2009.  The motion was seconded by Lynn Dufort.  Edward Scharmer absented from voting, and motion passed unanimously.

  • Lynn Dufort made a motion to elect to approve the rest of the Abstracts (Manual Check of May 20, 2009, Abstract of May 26, 2009, Electronic Funds Transfer of June 8, 2009 and Abstract of June 8, 2009.) Neil Surprenant seconded the motion. Motion passed unanimously.

  • Lynn Dufort made a motion to approve the rest of the Abstracts (Manual Check of May 20, 2009, Abstract of May 26, 2009, Electronic Funds Transfer of June 8, 2009 and Abstract of June 8, 2009.) Kip Thompson seconded the motion. Edward Scharmer absented from voting, and motion passed unanimously.

Public Comment Period: No comment.

President’s Remarks
Nancy Church, Secretary filled in for President Richard Kibben today, and she noted she had no remarks.

Director’s Report
Ewa Jankowska added to her written report:

  • Ewa contacted the NYS Library, and she was assured that the items that the NYS Senate is addressing, will not affect the System’s funding since the budget has already been passed.

  • The Annual Budget Application has been filed, which needs the board’s approval today, and was completed using the 2007 funding numbers.   

  •  The Department of Library Development told Ewa that all the proper documentation has been sent, but it is unclear of when the funds will be released. Everything on CEFLS’s end has been done correctly.

  • CEFLS Summer Reading program is underway, and the North Countryman featured a wonderful article about it (included in the trustees meeting folders.) There are 23 libraries participating in the program, which this year’s theme is “Be Creative at Your Library.”

  • A question was raised about the closing of Camp Gabriels and the amount of funding CEFLS receives. Ewa noted that the closing will affect the budget, but not significantly since the funds are based on per capita, and Camp Gabriels had a small number of inmates.

PPL Report Stan Ransom was not at the meeting, but Michael Spofford attended the PPL monthly meeting held earlier this month and noted that:

  • PPL is organizing a chess club.

  • PPL has received $3,000.00 from Hannaford’s to help with the Summer Reading Program for this year, and Target has committed $3,000.00 for next year’s program.

  • The PPL Board is currently discussing the Trustee’s terms. 

CEFDA Report
Francie Fairchild was absent, but sent the following report to Kate Williams:

  • “We had the most pleasant CEFDA meeting ever I think.  We met at picnic tables, half in the sun, half in the shade on Lake Champlain in Alison Mandeville’s back yard.  The sun was shining, the dog was playing, and the lake was beautiful.  Alison made clam chowder and salad and cookies. 
  • First we welcomed the new director at Rouses Point, Donna, a teacher who will be starting at the library full time in July.
  • Elizabeth told us many books have been lost and CEF will be billing for their replacement. We need better communication about this.  In discussion it was suggested there should be one template for all of us to use to send bills for missing/lost books.
  • Elizabeth also discussed the Cooperative Collection Development (each library to specialize in a different category i.e.; poetry, art).   We could make a forum discussion of that program. Betsy also suggested a request form for library directors to make suggestions for purchases of CBA books.
  • Betsy Brooks talked about technology issues, in particular, a program that would give access to a forum for discussion among CEFDA members only.
  • We also talked of book budgets, budget cuts, beach reads and an out-reach program.  We thought we would make a system wide  (participation voluntary) appeal for food pantry food in July, a time when families have children home from school and do not have access to free and/reduced lunch.  Becky Pace will do publicity.  Participating libraries would collect food in their libraries and bring it to the local food banks.   It is a way for us to be a visible part of the community. May call it "Food for Thought"”

Committee Reports

Executive Committee
No executive committee report.

Finance Committee
Chris de Grandpré reported that the Finance Committee met at 2:30 this afternoon, and discussed the following items:

  • The current abstract procedure which is currently a very lengthy process has been an issue of discussion for several months. After months of discussion and hearing advice from the independent auditors, the Finance Committee would like to recommend the following abstract procedure:

  • Responsibility for Approval of the Abstracts will be rotated on a quarterly basis among all board members who have completed 12 months of service. The Board President will develop the rotation schedule.

  • Abstracts will no longer be presented for approval at the monthly meeting of the trustees.

  • A set of Summary Financial Documents relating to the financial status of CEFLS will be presented to the Trustees at each monthly meeting.

  • Chris de Grandpré made a motion to accept the recommendation of the finance committee. Lynn Dufort seconded the motion, motion passed unanimously.

  • Kip Thompson added that this way could be more effective since the board will only see the selected documents, rather than be overburdened by having to review all of the monthly abstracts.

  • The second item addressed is the move that CEFLS will make from Key Bank to Community Bank, N.A., Kip Thompson made a motion that Richard Kibben, Lynn Dufort, Chris deGrandpré, Barbara Stowe and Ewa Jankowska be granted the power as listed on the Corporate Authorization Resolution (first page), which includes the ability to sign checks on behalf of CEFLS. Neil Supernatant seconded the motion, and motion passed unanimously.

  • The last item that the Finance Committee discussed was the list of resolutions on page two of the Corporate Authorization Resolution. Mary Minnich made a motion to accept the resolutions as written on page 2 of the Corporate Authorization Resolution. Lynn Dufort seconded the motion and motion passed unanimously. A copy of both pages to the Corporate Authorization Resolution shall be attached to the official copy of the minutes.

Nominating Committee

  • Cerise Oberman stated that the nominating committee would like to nominate Jan M. Eakins as a potential trustee, and have her name forwarded to the Essex County Supervisor’s office for consideration. Neil Surprenant seconded the motion, and motion passed unanimously.

  • Cerise also mentioned that there are another two potential candidates for Essex County, and one for Clinton County. She hopes to have at least two, if not three names for nomination at the July meeting.

Personnel Committee No personnel committee report.

Development Committee
Nancy Church stated there was nothing to report.

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

New Business

  • When Community Bank, N.A. asked for a Certificate of Existence, Ewa and Michael noticed that the State Charter only read, “Clinton-Essex-Franklin Library.” Ewa contacted the NYS Library and was notified that a resolution must be passed along with a check for $60.00 to change the name on the charter. Neil Surprenant made a motion to accept the resolution, as requested by NYS to change the name from the Clinton-Essex-Franklin Library to the Clinton-Essex-Franklin Library System. Lynn Dufort seconded the motion and motion passed unanimously. A copy of the Resolution shall be attached to the official copy of the minutes.

  • Lynn Dufort made a motion to approve item 2.17 of the Annual State Aid Budget Application which is to approve the Central Library Development Aid Budget Application. Kip Thompson seconded the motion, and motion passed unanimously.

  • Lynn Dufort made a motion to accept item 2.18 of the Annual State Aid Budget Application, which is to certify that CBA (Central Book Aid) received in the previous funding year, pursuant to §273.1 (b)(2) of the Education Law, has been totally expended. Cerise Oberman seconded the motion and motion passed unanimously.

  • Lynn Dufort made a motion to accept the Annual State Aid Budget Application for the year 2009-2010. Kip Thompson seconded the motion, and motion passed unanimously.

  • Kip Thompson made a motion to accept the Grant Application for Adult Literacy Service 2009-2011 for “Adult Learners in the Zone” Project, totaling a request of $20,000.00 per year. Cerise Oberman seconded the motion, and motion passed unanimously.

Executive Session
No executive session.

Next Board Meeting
The next meeting will be held Monday, July 27th at 4:00 p.m. at Paine Memorial Library in Willsboro.

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

Respectfully submitted,
Nancy Church
Secretary

Minutes of the Board of Trustees Meeting
Held July 27, 2009

Call to Order
The Board of Trustees Meeting was called to order at 4:05 on July 27, 2009 by Richard Kibben, President, at Paine Memorial Library in Willsboro, New York.

Roll Call:
Trustees Present: Nancy Church, Chris de Grandpre, Lynn Dufort, Frances Filshie, Richard Kibben, Lisa Minnich, Cerise Oberman, Edward Scharmer, and Barbara Stowe.  

Staff Present: Ewa Jankowska, Michael Spofford, and Kate Williams

Others Present: Stan Ransom (PPL), Patty Paine (Willsboro Library), Ann Choate (Willsboro Library), and Marcia Bears (Willsboro Library).

Introduction:
President Kibben thanked the Paine Memorial Library for letting CEFLS hold their board meeting at the library, and thanked those in attendance for joining us. All board members, staff and attendees went around the room and introduced themselves.

Approval of Absences
Lynn Dufort made a motion to excuse Neil Surprenant from the meeting. The motion was seconded by Frances Filshie, motion passed unanimously.

Approval of Amended Agenda
Frances Filshie made a motion to accept the agenda as amended. Lynn Dufort seconded the motion, motion passed unanimously.

Approval of Minutes
Cerise Oberman made a motion to approve the minutes from June 22, 2009 as written. Lisa Minnich seconded the motion, motion passed unanimously.

Public Comment Period
Patty Paine mentioned that years ago at the CEFLS annual meetings, 3 awards were handed out. She feels that the system should still hand out these awards since it is important to recognize those individuals who have worked hard consistently, even if they do not have an annual meeting and could be published in the Trailblazer.

President’s Remarks

  • Mr. Kibben read an e-mail that was sent from Lauren Choate explaining the reason for his resignation from the board this past winter. In Kate’s e-mail this morning, Lauren’s e-mail address was provided, and Mr. Kibben thought it would be a nice gesture if board members could send their wishes, and Lauren would be delighted to hear from the board.

  • An executive committee meeting will hopefully occur by the next board meeting; Kate will try to work on finding a mutual agreeable time for all members.

  • The Sunshine Fund, which is funded by the Trustees, is currently running low. The Sunshine Fund is used to provide tokens of appreciation as well as other gifts throughout the year to retiring Trustees. The cost is $10 per Trustee per year; and please hand your funds to Michael, if you do not have your $10 with you, Michael will take your I.O.U

 

Director’s Report
Ewa Jankowska reported that in addition to her monthly report, reported on:

  • This past weekend the TABOB (Take a Bite Out of Books) competition took place at Champlain Centers, featuring the children from member libraries. A total of 7 teams, with 5-6 kids per team competed. A few years back a very successful pilot program was supported by a grant from the State Library. It stipulated that afterwards member libraries would take the lead. This year, the member libraries under the coordination of Jackie Viestenz the library director from Port Henry, proved to be very successful. Ewa thanked Nancy Church for helping with the fundraising and securing funds from the Kiwanis. The Sunrise Rotary Club and Stewarts grants helped with funding and gift cards from Target where used as prizes.

  • There is no new news about the annual application.

  • n regards to the Public Library Services Program for State Correctional Facilities 2009 funds, 4 signed contracts have been received. Once the remaining 6 contracts have been signed and returned then the funds will be released. In addition, correctional facilities staff has been granted internet access, and 4 of them are already placing ILL requests online.

  • Betsy briefly talked to Ewa before the meeting today regarding the stimulus money. CEFLS does not see how we would be able to apply for the stimulus money directly. Betsy has spoken with another library system who is applying for funds to help with a mobile computer lab, including a van. CEFLS does not have the room to store another van nor does CEFLS have matching funds. Betsy is looking into the possibility of creating a mobile computer lab, but it can be taken from library to library with the Equinox. The Gates Grant might be used as the matching funds.

Plattsburgh Public Library
Stan Ransom reported that:

  • The PPL board will meet tomorrow night, and will focus on the budget which is due to the city by August 7th. This would be the 3rd or 4th year that PPL will receive no increase in funds.

  • PPL has received notice through Ms. Krinovitz, who is responsible for the Krinovitz Recital Hall at Plattsburgh State, that she will be donating $10,000 by bequest. Stan’s goal is to use the money to buy books over the course of several years

  • PPL has also received grants from the Kiwanis Club and Stewarts Shop.

  • Stan and the staff are very happy with the Summer Reading Program, Be Creative at Your Library, where a record of almost 250 children has signed up to read one book. A $3,000 grant from Hannaford’s Supermarkets has helped supply various activities throughout the summer.

  • PPL is currently completing some landscaping and has recently welcomed two new trustees, Mr. John Prim, from Prim Enterprises and Dr. Brenda Phillips, a local cardiologist.

  • Stan was very pleased that CEFLS came out with the Whistleblower Policy and the Workplace Violence Prevention Policy, which PPL hopes to adopt.

 

CEFDA Report: Francie Fairchild was not present at the meeting, but Kate Williams supplied her report:

“There have been no further meetings, and all of CEFDA is saddened by the loss to this area of two wonderful Library directors.  Larry Hahn of Dodge Library in West Chazy is moving to Saratoga and Patty Perez of Lake Placid Library has accepted a job at the East Lake Public Library in Palm Harbor, Florida We wish them both the best of luck, and will miss them.”

Executive Committee Report:
Richard Kibben noted that hopefully the executive committee will meet before the next board meeting.

Finance Report:
Chris de Grandpré reported that the Finance Committee met before the board meeting to discuss various items that need action taken today.

  • The first being the Form 990, which is an Internal Revenue Services Form which CEFLS has to complete on a yearly basis. Much of the form is completed by the CEFLS Administration in cooperation with Martindale & Keysor Company (CEFLS’ independent auditors). Chris de Grandpre made a motion to accept the following resolution:

“Recommend approval and submission of the Internal Revenue Services Form 990 for the calendar year 2008 as prepared by the Clinton-Essex-Franklin Library System administration, and the auditors, Martindale & Keysor, PLLC.”

Lisa Minnich seconded the motion, and motion passed unanimously.

  • Chris de Grandpre made a motion to recommend approval of the Independent Audit for the calendar year 2008 (January 1, 2008 to December 31, 2008) and 2007 as prepared by Martindale & Keysor, PLLC, independent auditors for CEFLS in their correspondence dated July 16, 2009.
  • Lisa Minnich seconded the motion, and motion passed unanimously.  

  • Lisa Minnich mentioned that in the audit, the auditors noted that CEFLS is not calculating their retirement cost. Ewa Jankowska noted that the same question came up last year, and for the size of CEFLS it would cost the system too much money to calculate the cost by an actuary. CEFLS has sent out bids in the past, but not one individual responded to it. CEFLS was told last year by the auditors that this information must be put in the letter. The auditors also mentioned that many of their clients do not calculate the retirement cost.

  • There was a request made by the Director for the approval of three new credit cards, which requires a resolution. Within the last couple of months, CEFLS has been switching their banking from Key Bank, N.A. to Community Bank, N.A., and CEFLS would like to also switch their credit cards. The new cards will be through Community Bank, N.A., and the old ones through Key Bank, N.A. will be closed out.
  • It is the recommendation of the Director that CEFLS acquires three (3) news business credit cards through FIA Card Services (Community Bank, N.A.) and that three individuals will have their names on the cards. Ewa Jankowska with a $2,500.00 credit limit, Michael Spofford with a $2,500.00 credit limit and Kathleen Williams with a $1,000.00 credit limit will be given the three named cards.

  • Chris de Grandpre recommended approval of the Director’s recommendation that three (3) new business credit cards be acquired through FIA Card Services (Community Bank, N.A.), as presented, and the cards are to be utilized solely for CEFLS business purposes.

Frances Filshie seconded the motion, and motion passed unanimously.

  • During the Finance Committee meeting, the preliminary 2010 budget was discussed. Michael received just recently the budget request from Essex County, which is roughly due 30 days sooner than in the past years. Michael and Ewa are working on the 2010 budget which will be presented at the August meeting. However, Michael and Ewa need to find out if an increase should be asked from the counties.
  • Chris de Grandpre made a motion to ask for a 3% increase from the three counties in their budget allocation for CEFLS.

Cerise Oberman seconded the motion, motion passed unanimously.

  • The Finance Committee also discussed what reports the trustees will now receive on a monthly basis. Ewa and Michael will confer with the committee and then a presentation will be laid out for the entire board.

Nominating Committee:

  • Cerise Oberman reported that the Nominating Committee currently has two names that they would like to place before the board for approval, one from Essex County and the other from Clinton County. If approved, the names of the individuals will be sent to their respective county boards for approval to sit on the CEFLS Board of Trustees.

  • Cerise Oberman made a motion to put forth the name of Nancy J. Cooper from Essex County.  Barbara Stowe seconded the motion, and motion passed unanimously.

  • Cerise Oberman made a motion to put forth the name of Dean Steria from Clinton County. Nancy Church seconded the motion, and motion passed unanimously.

  • The Nominating Committee also voiced that they would like the candidates to receive a copy of the letter that goes to the county.

Personnel Committee:
Barbara Stowe had nothing to report.  

Advocacy:
Lynn Dufort had nothing to report.

Development Committee:
Nancy Church had nothing to report.

Communications:
Kate Williams mentioned that several thank you cards came in during the last month.

  • Nancy Howard thanked the board for the Boarders gift card she received for her years of service.
  • Cerise Oberman thanked the entire CEF Board for her Border's gift card for her two year stint as President.
  • The Saranac Elementary School thanked CEFLS and the Bookmobile staff for brining the Bookmobile out to the students at the school.
  • Karla Rae Barker of Adirondack Correctional Facility took the time to thank CEFLS for the donation of children’s books to the facility. The items will be used in the “Words Travel” program, and a record of donation valued at $80.00 has been recorded.

Old Business:
No old business.

New Business:

  • The Whistleblower Protection Policy is needed at CEFLS since it is a non-profit agency. Lisa Minnich made a motion to accept the Whistleblower Protection Policy as written. Lynn Dufort seconded the motion, and motion passed unanimously.
  • Lynn Dufort made a motion to accept the Workplace Violence Prevention Policy with a change to the paragraphs regarding weapons on the bottom of the first page, to allow law enforcement personnel to carry them while on office police business. Lisa Minnich and Cerise Oberman seconded the motion, motion passed unanimously.
  • The Conflict of Interest Statements is being recommended to be signed every year by CEFLS’ independent auditors. Cerise Oberman made a motion to set up a procedure to sign the Conflict of Interest Statements on a yearly basis. Frances Filshie seconded the motion, motion passed unanimously.

Adjournment
Richard Kibben adjourned the meeting at 5:01 p.m.

Respectfully submitted,
Nancy Church
Secretary

Minutes of the Board of Trustees Meeting
Held August 24, 2009

Call to Order
The Board of Trustees Meeting was called to order at 4:05 on August 24, 2009 by Richard Kibben, President, at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh.

Roll Call:

Trustees Present: Nancy Church, Chris de Grandpré, Lynn Dufort, Richard Kibben, Lisa Minnich, Cerise Oberman, Edward Scharmer, Neil Surprenant, Barbara Stowe and Charles Thompson.  

Staff Present: Ewa Jankowska, Michael Spofford, and Kate Williams

Others Present: Stan Ransom (PPL).

Swearing in of New Trustee:
Jan Eakins, the new trustee member from Essex County, has started teaching a new class at Plattsburgh State this semester and has sent a message that she will not be able to arrive at the board meetings until 5 p.m. (Jan Eakins arrived at 4:50 p.m., and was sworn in at that time).

Approval of Absences
Chris de Grandpré made a motion to excuse Fran Filshie from the meeting. The motion was seconded by Lynn Dufort, motion passed unanimously.

Approval of Minutes
Cerise Oberman made a motion to approve the minutes from July 27, 2009 as written with the following corrections. Lisa Minnich seconded the motion, motion passed unanimously.

  • Under Communications, “Borders” should be changed to “Border’s”, “stunt” to “stint” and “brining” to “bringing.”

  • On the last page, under New Business, the second bullet, “…while on office business” should be changed to “…while on official police business.”

  • The next bullet under New Business, the Conflict of Interest Statement should not have an “s” at the end.

Financial Report

  • Michael Spofford mentioned that according to the independent auditors, approval of the financial reports is still needed, but the abstracts will no longer need to be approved. The Finance Committee is working on developing the reports that will be distributed at every board meeting, the balance sheet and the budget to date are being presented to the board until a decision is made.

  • Lynn Dufort made a motion for approval of the entire financial packet. Kip Thompson seconded the motion, motion passed unanimously.

  • Barbara Stowe asked why the Lake Placid Library owed CEFLS $2,500.00, with a balance outstanding. Michael Spofford explained that $2,000.00 of those funds is for the automation contract, another $250.00 for downloadable audiobooks, and the remaining funds are for other items. Lake Placid Library has told Michael that when their funding comes in the fall, they will pay the amount outstanding.

Public Comment Period
No comment.

President’s Remarks
Richard Kibben noted that he will defer his remarks until the Executive Committee report.

Director’s Report
Ewa Jankowska reported that in addition to her monthly report:

  •   Ewa pointed out an explanation of funds chart that Kate created. This chart explains how CEFLS funding works – what it is, where it is coming from and what it is based on.

  • As of today, CEFLS has received the Basic Aid, but with a 10% reduction. CEFLS has not yet received the other pieces of the funding. The State Legislature will be meeting in September, and there will hopefully be no further cuts.

  • Ewa attended the PULSIDO and NYALS (New York Alliance of Library Systems) retreat last week, where the conversation focused on the way to approach the state legislature. Most legislators come from downstate, and the library systems in NYC are different than those outside the city. NYALS and PULSIDO will be working on a plan on how to help the legislators understand how library systems work outside NYC.

  • This year’s Summer Reading Program has concluded, and a total of 23 libraries out of 30 participating. Each participating library will receive a $100 grant to reimburse them for some of the expenses they occurred. The funds will be distributed once a written report from each library is received. There were two different programs this year, Be Creative @ your library for younger children, and Express Yourself @ the Library for teenagers.

  • TABOB (Take A Bite Out of Books) has also been completed, and the member libraries did a wonderful job taking care of this program. Ewa also thanked Nancy Church for her help in securing grants from the Kiwanis. Ewa stated that member libraries are in need of help in getting local grants to help with TABOB in the future. CEFLS provided them with a form letter, but many member libraries just did not seek the funding.

  • Ewa will also be talking to Jesse Feiler, who would like to provide a training session for member library staff and trustees on how to conduct an effective meeting. He will also cover Open Meetings Law.

  •  Ewa spoke to two of her former colleagues at the NY Public Library to possibly provide training sessions as well.  The individual in charge of staff training at NY Public Library could provide training on supporting library customers with disabilities. The Westchester Library System’s Director would be able to provide training regarding dealing with difficult customers/patrons.

  • Ewa also wanted to point out that the CEFLS website is frequently updated. A recent article in the Press-Republican featured the CEFLS website as their source of information. Kate has also created two Facebook pages – one for the Bookmobile and the other for the System

  • All 9 required contracts have been returned from the State Corrections.

Plattsburgh Public Library 
Stan Ransom, Director of PPL reported that:

  • Stan would also be interested in obtaining more training on obtaining local grants. Stan agrees with Ewa that the member libraries need an extra push on helping obtain additional funding.

  • On July 30th, Stan visited the Crandall Library in Glens Falls where the central library directors had their yearly meeting. The library was recently renovated and featured self-checkout scanners and presorting book returns.

  • PPL has finished their summer reading with approximately 250 kids who finished at least one book. Hannaford Supermarkets donated $3,000.00 which helped PPL put on several activities to help draw the community into the library.

  • Stan is currently working on obtaining grants, and is seeking $100,000.00 to help fund the placement of solar panels on the roof. Heating and air conditioning is also needed on the second floor auditorium.

CEFDA Report:
No CEFDA report.

Executive Committee Report:

Richard Kibben reported that the Executive Committee met this afternoon and discussed the following:

  • Further work was done on the Management-Confidential Personnel Policy, on which they have been working on for several months. The Executive Committee has not made it through the entire policy yet, but they would like to get this policy in place as promptly as they can. Chris and Richard will establish a date and invite all those on the board to attend the meeting to work through the policy.
  • The structure of the Advocacy Committee was also discussed. The Board has had a committee in the past, but no board member has been satisfied with the efficiency of the committee.  A new structure is being considered based on the fact that politicians like to hear from those who can vote for them. Each trustee will now be responsible for contacting their legislature. One trustee from each county will be the county coordinator, with Ewa being the common thread with all three counties.
  • Patty Paine from Willsboro suggested last month that the System should consider reestablishing the three awards that were given out at the annual meetings. The Executive Committee agreed to have Ewa dig back in the records and research more on these three awards.
  • At the suggestion of Edward Scharmer, at the end of every meeting there will be some brief time to reflect and make comments on what has occurred over the course of the meeting. (New trustee, Jan Eakins entered the meeting at this time.)

 

Finance Report:

Chris de Grandpré reported on:

  • The Preliminary Budget was sent to Essex County, and Chris thanked Ewa and Michael and all of those who helped in preparing the packet.
  • The numbers on the budget were very preliminary, with hopes that by the November meeting the Finance Committee will be able to submit a 2010 budget to the Board.
  • In regards to Ewa’s discussion, the Finance Committee will be looking into which reports should be given to the trustees each month.
  • Ewa and Michael brought up the issue that the preliminary 2010 budget must be approved. Ewa would like to mention it to the three counties that the preliminary 2010 budget was approved by the board when asking for funding.

Chris de Grandpré made recommendation to approve the preliminary budget for 2010 as presented to the board which was sent via e-mail and regular mail. Lynn Dufort seconded the motion, and motion passed unanimously (Jan Eakins was not eligible to vote for this motion since she had not been sworn in yet).

 

Nominating Committee:
Cerise Oberman had nothing to report.

Personnel Committee:
Barbara Stowe had nothing to report. 

Development Committee:

  • Nancy Church reported that the list for the Fueling Literacy Campaign still needs to be worked on; currently it lacks names of the owners of the fuel stations.  

  • Nancy Church also mentioned that the Leadership Campaign will happen again this year, and brought up the idea of sending out information on the buy-a-book campaign.

Communications:
Kate Williams had nothing to report.

Swearing in of Trustee
Jan Eakins was sworn in as trustee by President Richard Kibben.

Old Business:

  • There was a discussion on Chris Ortloff’s name appearing on the back of the Bookmobile. It was noted that this was previously approved to have his name replaced by “Office of the Assembly District 114.” Ewa will send the new wording for the Bookmobile, since the district he represented did supply CEFLS with funds.

New Business:

  • Approval of the “$14 Million Construction Grant” applications for four member libraries in the System was needed, Goff-Nelson Memorial Library, Keeseville Free Library, Plattsburgh Public Library and Chateaugay Library.
  • Ewa mentioned that the Board needed to approve the intention for these libraries to apply, and also noted that these grants require 50% matching funds. Ewa also mentioned that she works with Julie to assign the ranking for the libraries based on the project.
  • Lisa Minnich made a motion to approve the intention $14 Million Construction Grant applications for the following libraries in rank order; (1) Goff-Nelson Memorial Library; (2) Keeseville Free Library; (2) Plattsburgh Public Library; and (4) Chateaugay Library. Nancy Church seconded the motion, and motion passed unanimously.  

Adjournment
Richard Kibben adjourned the meeting at 5:20 p.m. and noted the next meeting will occur on September 28th at the Akwesasne Library.

 

Respectfully submitted,
Nancy Church
Secretary

Minutes of the Board of Trustees Meeting
Held September 28, 2009

William Herne, board president of the Akwesasne Library and Cultural Center welcomed the Clinton-Essex-Franklin Library System Trustees. A brief tour of the Cultural Center was given by the museum curator, Sue Ellen Herne, to those trustees and staff member who arrived prior to the meeting.

Call to Order
The Board of Trustees Meeting was called to order at 4:05 on September 28, 2009 by Richard Kibben, President, at the Akwesasne Library and Cultural Center in Hogansburg, New York.

Roll Call:

Trustees Present: Nancy Church, Chris de Grandpré, Richard Kibben, Edward Scharmer, Barbara Stowe, Neil Surprenant and Kip Thompson.

Staff Present: Ewa Jankowska, Michael Spofford, and Kate Williams

Others Present: Glory Cole Director of the Akwesasne Library and William Herne, Board President of the Akwesasne Library.

Approval of Absences
Neil Surprenant made a motion to excuse Lynn Dufort, Jan Eakins, Fran Filshie, Lisa Minnich and Cerise Oberman from the meeting. The motion was seconded by Barbara Stowe, motion passed unanimously.

Approval of Agenda
Nancy Church made a motion to accept the Agenda as written. Chris de Grandpré seconded the motion, and motion passed unanimously.

Approval of Minutes
Barbara Stowe made a motion to approve the minutes from August 24, 2009 as written with the corrections listed below. Neil Surprenant seconded the motion, motion passed unanimously.

Add Kip Thompson to the list of Trustees present.

Financial Report
Richard Kibben asked Michael Spofford which reports needed the board’s approval. Michael noted that it was the entire financial packet, which was sent out along with the board packet that needed approval. Michael also mentioned that the Finance Committee along with Ewa and himself are currently in the process of establishing the reports that will be given to the board at the monthly meetings.

Neil Surprenant made a motion to accept the financial packet which was sent with the board packet either electronically or by mail. Chris de Grandpré seconded the motion, and motion passed unanimously.

 Kip Thompson asked for an explanation of line item 4300 on the 2009 Revenue to Date, entitled, “Automation System Revenue.” Michael and Ewa explained that CEFLS pays for the member libraries’ subscriptions to DYNIX/Horizon in advance and then billed to the libraries. CEFLS bills each automated member library on their automation contract anniversary date, and the amount is based on the number of FTE’s that was reported in the previous years’ annual report.  

Public Comment Period
Glory Cole, Director of the Akwesasne Library noted that there are several information items available for the trustees to take on the side table.

 William Herne welcomed the group and mentioned that he would like to see the Akwesasne Library back in the Trailblazer, and Ms. Cole noted that she will be working on getting the information in to be published.

President’s Remarks
Richard Kibben noted that he will defer his remarks until the committee reports.

Director’s Report
Ewa Jankowska reported that in addition to her monthly report:

·   On September 28th, CEFLS received a message from the State, that the Supplementary Aid ($109,000) will be released in the upcoming weeks. Supplementary Aid was not expected to be received this year, since it is not protected by Education Law. CEFLS has not heard anything regarding the grants and aid that is protected by the Education Law (Corrections, Outreach, etc.)

·   Ewa met with Teresa Sayward and Janet Duprey and spoke about whether they could influence the Office of the Budget in releasing the funds sooner than later. Many in the library community are worried that the Governor is going to call the Legislators back into session and cut the budget even more. Chris de Grandpré mentioned that he has seen the State take back money that an agency received and was then put through a mid-year cut.

·    Ewa mentioned that everyone is happy to be receiving the Supplementary Aid, since an unbudgeted cost has arose. The Bookmobile is in need of a new $3,000.00 fuel tank, since the current one has been damaged by the apron leading out to Oak Street. Ewa has written to Mayor Kasprzak about fixing the apron to prevent any further damage to the fuel tank.  

·   Jesse Feiler will be having a series of seminars on how to successfully conduct a meeting and will cover Open Meetings Law and FOIL, entitled Making the Most of Meetings. He will have the first this Saturday, October 3rd at Keene Valley Library, with three more planned for Rouses Point Library, Saranac Lake and Peru.

·    Ewa mentioned that in order to comply with the Open Meetings Law, Kate must have the minutes available to the public within 10 days. Kate will post the minutes to the website, but will contain a disclaimer that the minutes are unapproved

 

Plattsburgh Public Library:
Stan Ransom, Director of PPL was not able to attend the meeting; Ewa Jankowska gave the PPL report:

·   Ewa mentioned that Stan spoke to the Mayor about the budget of the library, and was told that there will be no new hires and the library cannot open on Sunday. Stan was also invited to speak with the city counselors at their meeting.

·    Stan and the staff at PPL are talking about H1N1 precautions they should take. Stan would also like to get a grant to help the staff at PPL vaccinated.

·   PPL will be having a book sale starting October 22nd and there is an art gallery exhibit opening on October 10th.

 

CEFDA Report:
No CEFDA report.

Executive Committee Report:
Richard Kibben stated that there was nothing to report.

Finance Report:
Chris de Grandpré reported that:

·   The Finance Committee along with Michael and Ewa will be working on creating the reports that will be presented to the board at every meeting. Michael and Ewa will be seeking advice from the independent auditors on which forms should be presented, and Chris hopes that a recommendation will made before too long.

·    There will hopefully be a Finance Committee meeting sometime in October to get a proposed budget in the works to present to the full board at the November meeting.

 

Nominating Committee:
Richard Kibben reported that Cerise Oberman could not make it today, but Nancy Cooper, from Essex County has been approved by the Board of Supervisors. Mr. Kibben received a phone call from Ms. Cooper this morning stating that she was unable to attend, but will be at the October meeting.

Personnel Committee:
Richard Kibben stated that the Personnel Committee is currently still working on the Management/Confidential guidelines. Richard Kibben and Chris de Grandpré could not set up a time in the past month to discuss the letter, but hope to do so before the October meeting.

Advocacy Committee:
Richard Kibben stated that there is a thought piece that was handed in each Trustee’s packet regarding advocacy and CEFLS. This draft needs to be looked at, and reviewed as well as corrected on how CEFLS will handle Advocacy. This structure may lead to broader participation without any unnecessary burden.

Under this structure, each trustee will be responsible for taking care of advocacy in their corresponding county. There will then be one primary trustee in each county which will be the link between all the trustees in the county and the chairperson of the Advocacy Committee. The Advocacy Committee will consist of the three primary trustees and the chairperson.

Development Committee:
Nancy Church reported on:

·    Nancy will be speaking with Stephanie Rover, whose family owns Church Oil, on helping compile the list of names of gas station owners. Nancy asked the board if Ms. Rover could be a co-chair of the Fueling Literacy campaign, is she would like to, the board agreed it.

·    There will be a letter coming out in the next few months to the board on the Leadership Campaign. The goal is for 100% participation, the amount does not matter.  

·    Nancy will work on a press release for the “Buy-A-Book” memorial fund, describing the fund and how to contribute.

Communications:
Kate Williams had nothing to report.

Old Business:
There was no old business. 

New Business:

  • Approval of the yearly variances for Belden-Noble Library in Essex, and Dannemora Free Library. Neil Surprenant made a motion to accept the variances for Belden-Noble Library and Dannemora Free Library as written. Nancy Church seconded the motion, and motion passed unanimously.

 

Adjournment
Richard Kibben adjourned the meeting at 5:20 p.m.  

Respectfully Submitted,  
Nancy Church
Secretary

Minutes of the Board of Trustees Meeting
Held October 26, 2009

Call to Order
The Board of Trustees Meeting was called to order at 4:05 on October 26, 2009 by Richard Kibben, President, at the Clinton-Essex-Franklin Library System in Plattsburgh, New York.

Roll Call:
Trustees Present: Chris de Grandpré, Frances Filshie, Jan Eakins (4:50 p.m.), Richard Kibben, Lisa Minnich, Cerise Oberman, Edward Scharmer, Barbara Stowe, Neil Surprenant (4:07 p.m.) and Kip Thompson.

Staff Present: Betsy Brooks, Ewa Jankowska, Michael Spofford, and Kate Williams

Others Present: Fran Fairchild (CEFDA) and Stan Ransom (PPL).

Swearing in of New Trustee:
Richard Kibben noted that Ms. Nancy Cooper, the new trustee from Essex County could not be at the meeting since an emergency arose and she had to go out to Buffalo.

Approval of Absences
Cerise Oberman made a motion to excuse Nancy Church and Lynn Dufort from the meeting. The motion was seconded by Frances Filshie, motion passed unanimously.

Approval of Minutes
Neil Surprenant made a motion to approve the minutes from September 28, 2009 as written. Kip Thompson seconded the motion, motion passed unanimously.

Financial Report
Chris de Grandpré noted that the Finance Committee will have a recommendation today for which reports will need to be approved on a monthly basis.

Public Comment Period
No public comments were made.

President’s Remarks
Richard Kibben noted that he was delighted that the board successfully held 3 offsite meetings this year.

Director’s Report
Ewa Jankowska reported that in addition to her monthly report:

  • Recently NYS has cut library aid by another $3.3 million dollars. The State Library has not informed the systems on how this cut will be distributed.
  • Ewa received a message from the New York Library Association today to remind board members and library staff to send letters to their legislatures about the recent cut. Ewa noted that the letters should focus on requesting Supplementary Aid to become part of the Education Law.
  • Ewa and Julie Wever were scheduled to have a meeting at the Essex Library on Friday, October 23rd but the meeting was cancelled by the State Library representative. Ewa explained that in the past several months, the State Library has been trying to have the Essex Library keep with the standards and stay open for 20 hours a week, based on the census numbers. Although the variance for 2010 was approved, the State Library insists that the library works towards full compliance.
  • A few weeks ago, Ewa had a meeting with Nancy Cooper, the new trustee and showed Ms. Cooper around CEFLS and explained the System’s services.
  • Ewa is currently working on a PowerPoint presentation for the new trustees and when complete, it will be made available on the website.
  • Ewa also mentioned that Dean Steria, a trustee nominee for Clinton County, will be approved at the Clinton County Legislature meeting on Wednesday.
  • There was a brief discussion on the broadband project that is underway in the North Country. Ewa noted that CBN Connect is currently working on securing federal grants to get a broadband backbone up in the area, while Cerise Oberman said that CBN Connect has received at least one grant to help run a pilot program for the medical institutions.  Ewa will be asking Howard Lowe or Julie West to come speak in the spring about the CBN Connect project.

Plattsburgh Public Library:

Stan Ransom, Director of PPL reported on:

  • PPL is hoping to receive grants to open a computer center and to find funding to help overcome the budget shortfalls. The City Council will be holding their next meeting, on November 10th, in the auditorium at the library to discuss the budget.
  • Circulation at PPL is up by 14%.
  • The Friends of the Library have 3 art exhibits that are currently on display in the gallery, the auditorium and throughout the library.

CEFDA Report:
Francie Fairchild reported that CEFDA met this morning, and there were 6 correctional librarians at the meeting this time.  They talked about fundraising, e-rate and other library issues. A book-repair workshop, given by Stan Ransom was held following the meeting. Francie noted a full report will be made of what happened at the November CEFLS Board of Trustees meeting.

Executive Committee Report:
Richard Kibben stated that there was nothing to report.

Finance Report:
Chris de Grandpré reported that the finance committee met this afternoon and discussed the following:

  • A resolution to transfer $6,500.00 to cover unforeseen bookmobile expenses, and new tires for the van. The administration can cover transfers of up to $2,500.00 but anything greater requires a board resolution.  Michael and Ewa explained that the Bookmobile is in need a new fuel tank, and the apron leading out to Oak Street needs repair as well. There have also been 2 other unforeseen repairs, the airbag that lifts the bookmobile and the radiator hose needed to be replaced. Ewa also mentioned that the funds are available in other accounts, but the money needs to be transferred to the account to take care of the issues.

Chris de Grandpre made a motion to authorize the transfer in the amount of $6,500.00 to cover the unforeseen bookmobile and van expenses. Frances Filshie seconded the motion, motion passed unanimously.

  • By means of a resolution, the Finance Committee would like to move “Capital Equipment Reserves” and “Technology Project Reserves” from “Restricted Net Assets” to “Unrestricted Net Assets” Michael explained that these two line items were set up a few years back during the renovation of CEFLS (2002). There is no actual money in these funds, and the auditors approved this move. The “funds” in this account ensure that the liabilities of CEFLS equal the assets.

Neil Surprenant approved the motion. Frances Filshie seconded the motion, and motion passed unanimously.

  • The finance committee recommended a total of 4 reports that the trustees will receive on a monthly basis, (1) Current Period Balance Sheet; (2) Encumbrance Budget Report (including all grants); (3) Statement of Revenues and Expenditures, and: (4) Quarterly Statement of Accounts Receivable and Payable over 90 days or $2,000.00. These four reports will be sent in advance of the meeting, and will need to be approved at each board meeting.

Neil Surprenant made a motion to accept the new reports. Cerise Oberman seconded the motion and motion passed unanimously.

  • The finance committee is currently working on the 2010 budget. The committee is unsure how much revenue will be received this year, and nearly impossible to figure out what CEFLS will receive next year. Michael and Ewa are doing a wonderful job at creating scenarios regarding the budget, including one with a 25% reduction in funds. The proposed budget will be sent out in next month’s board packet for review, followed by discussion at the board meeting.

Nominating Committee:
Cerise Oberman reported that she is glad that Dean Steria will be joining the board shortly. She also mentioned that there is still one vacant seat in Clinton County, and she hopes to bring a name to the board in November. Cerise will also begin looking who will be leaving the board or will need reappointment for 2010.

Personnel Committee:
Richard Kibben stated that the Management/Confidential guidelines are just about ready to be reviewed by the entire board, hopefully at the November meeting.

Advocacy Committee:
Richard Kibben stated at the last meeting, an advocacy thought piece was handed out and briefly discussed. Mr. Kibben opened the floor for discussion at this meeting on the thought piece.

Lisa Minnich felt that the structure allowed for greater advocacy in each county for the system since the trustees in the counties knew the legislators and the situation of the county. Jan Eakins noted that advocacy efforts should be directed apart from legislators towards the community as well.  Frances Filshie would like to see how this structure compares to the old structure. Cerise Oberman stated the current advocacy committee was set up two years ago and does not seem to be working as well as hoped. Jan Eakins mentioned that advocacy training would also be effective and offered to provide it to the board; she will discuss this venture further with Ewa.

Development Committee:
Cerise Oberman reminded the board that Nancy Church will be working on the leadership donation shortly. Cerise reminded the board that Nancy seeks 100% participation, and the amount does not matter.

Communications:
Kate Williams had nothing to report.

Old Business:
There was no old business.

New Business:
There was no new business.

Future Thoughts:
Ed Scharmer asked if the fuel tank will only be replaced after the driveway is fixed. Ewa stated that the driveway will be fixed prior to the fuel tank being replaced to avoid any further damage.

Adjournment
Richard Kibben adjourned the meeting at 5:10 p.m.

Respectfully Submitted,
Nancy Church
Secretary

Minutes of the Board of Trustees Meeting
Held November 23, 2009

Call to Order
The Board of Trustees Meeting was called to order at 4:05 on November 23, 2009 by Richard Kibben, President, at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh.

Roll Call:
Trustees Present: Nancy Church, Chris de Grandpré, Jan Eakins (4:50), Richard Kibben, Lisa Minnich, Cerise Oberman, Edward Scharmer, Barbara Stowe, Neil Surprenant and Kip Thompson.  

Staff Present: Ewa Jankowska, Michael Spofford, Elizabeth Rogers and Kate Williams

Others Present: Francie Fairchild (CEFDA).

Swearing in of New Trustee:
Nancy Cooper was sworn in as trustee by President Richard Kibben. Dean Steria, the newest trustee, was not present at the meeting, and could not be sworn in at this time; Nancy Church noted that Mr. Steria does have a class at the time of the meetings.

Approval of Absences
Cerise Oberman made a motion to excuse Lynn Dufort and Fran Filshie from the meeting. The motion was seconded by Lisa Minnich, motion passed unanimously.

Approval of Agenda
Neil Surprenant made a motion to approve the agenda. Kip Thompson seconded the motion, and the motion passed unanimously.

Approval of Minutes
Barbara Stowe made a motion to approve the minutes from October 26, 2009 as written. Chris de Grandpré seconded the motion, motion passed unanimously.

Financial Report
Chris de Grandpré made a motion to accept the financial reports. Nancy Church seconded the motion, motion passed unanimously.

Public Comment Period
No comment.

President’s Remarks
Richard Kibben stated that he is very saddened to hear about the health problems that trustee Lynn Dufort is having. Mr. Kibben hopes that all will send him a note of encouragement at this time. Lynn will be resigning from the board.

Mr. Kibben also noted that he is still working on the restructuring of the advocacy committee. There will hopefully be more progress to mention at the January meeting.

Director’s Report
Ewa Jankowska reported that in addition to her monthly report:

  • CEFLS has not heard any further news on the remaining state funding.

  • Ewa spoke to the three counties last week in regards to the proposed county budgets and the 3% increase that CEFLS asked for. Franklin County was considering cutting the CEFLS proposed budget by 10%, but after Ewa explained the Maintenance of Effort, Mr. Feeley stated he will push for only a 5% decrease in funding.  Essex County will tentatively keep the funding the same as last year and Clinton County has stated they plan to provide the 3% increase requested.

  • CEFLS still has yet to receive roughly $250,000.00 in remaining state funding. Janet Duprey mentioned to Ewa that many nonprofits are in the same situation, while Teresa Sayward celled the Office of the Budget and was told that funds will be released on a monthly basis. CEFLS has not received any funds for the month of November.

  • The New York Library Association is promoting Digital Literacy and Public Libraries. They urge all to promote that public libraries offer more than just books – they offer training sessions and knowledge on how to use computers and technology.

  • On December 5th, the Black Watch Memorial Library in Ticonderoga will be having an open house from 12 p.m. to 3 p.m. to show off their new addition.

  • Ewa attended the PPL Budget Meeting, which was held this year at the library. PPL will not know the outcome of the meeting for a few months, but Ewa feels that overall it was a good meeting.

Plattsburgh Public Library 
Stan Ransom was not at the meeting, but Ewa Jankowska read his report:
“The Plattsburgh Public Library Board of Trustees and I have been occupied with presenting and defending our proposed budget for 2010. We were pleased that for the first time the Common Council came to tour the Library and to listen to our reasons for asking for a 3.5% increase. We hope to employ a Reference Librarian who would also take charge of the Local History Room. We will not hear the results until early January.

The guest speaker for the Friends, Julie Spencer-Fleming cancelled her visit to us since she had come down with the swine flu and was coughing badly.

We are looking forward to the Holiday season, when we will be enjoying the children’s program on the “Polar Express,” which is also supported by the Friends of the Library with cocoa, cookies and Christmas bell to ring.”

CEFDA Report:
Fran Filshie reported:

  • CEFDA meet before the last CEFLS Board Meeting on October 26th, and there were 13 members in attendance including 5 correctional facility librarians.
  • Ewa reported at the meeting that CEF developed a template for member libraries to use to report their activities to the communities. Ewa also mentioned that Tracey LaBarge is retiring and will not be replaced.
  • There was a discussion on fundraising with each library providing some great ideas.
  • Betsy Brooks explained the CEFDA list serve and Elizabeth spoke about cooperative collection development. There was also a discussion on the federal E-Rate program.

Executive Committee Report:
No report.

Finance Report:
Chris de Grandpré reported that the Finance Committee met this afternoon before the board meeting and discussed several items:

  • The bottom line is that the state aid for 2009 is unknown at this time. Planning for the budget for 2010 is proving very difficult, and is currently being planned with a 20-25% cut in funding. The committee will currently stick with the budget adopted at the August board meeting.
  • In January another Finance Committee meeting will occur, and will look at any possible cuts at the state level.
  • Brainstorming that occurred at the meeting focused on where CEFLS will be in a few years down the road.
  • A motion is needed to accept new photocopying rates that will be established for member libraries. This service has been going on for years, and a price adjustment is greatly needed. The current price that member libraries pay is $0.01 per copy over 500 copies, (the first 500 are free). The new price would include 250 free copies and will then be billed $0.05 a copy for single sided, while double sided will include 125 free copies and $0.10 a copy afterwards. Ewa noted that CEFLS does not want to make money off this service, just simply cover their expenses. Plain white paper will be provided for free, but color paper will be bought by CEFLS and charged to the member libraries or the member library will provide the paper.

 Neil Surprenant moved to accept the motion. Edward Scharmer seconded the motion, and motion passed unanimously.  

Nominating Committee:
Cerise Oberman reported on the following:

  • ·Kip Thompson’s term expires on December 31, 2009. Cerise made a motion to put forth the name of Kip Thompson to renew his term of Essex County trustee. Nancy Church seconded the motion, and motion passed unanimously.
  • · There is currently one vacancy in Clinton County, and Jennifer Henry who is a school librarian for CVES has shown interest in serving on the board. Cerise Oberman made a motion to recommend Jennifer Henry to the Clinton County Legislators to serve on the CEFLS board. Neil Surprenant seconded the motion, and motion passed unanimously.
  • Cerise also noted that Lynn Dufort will be resigning from the board, and that will leave a vacancy in Franklin County. Neil Surprenant noted that maybe the new trustee should be from northern Franklin County, as the remaining Franklin County Trustees are in the southern part of the county.
  • · Kip Thompson asked about board turnover, in regards to natural turnover or not being able to fulfill their commitments. Cerise noted that most of the latest board resignations have been due to medical reasons. Kip noted that maybe there should be some sort of way to have board members stay past their term limits, by a super majority vote for example.

Personnel Committee:
Barbara Stowe noted that discussion will occur in the executive session regarding the Director’s evaluation and the Management Confidential policy. 

Development Committee:
Nancy Church reported on:

  • The Leadership Campaign is now underway. A letter was placed in everyone’s packet today with a salmon colored attachment. The goal is simply 100% participation, regardless of the amount that is given. Receipts will be given and each donation is tax-deductible.
  • The Campaign for financial advisors, lawyers, accountants and funeral homes letters have been completed and will be sent out in the next few days. The letter is two-fold, first asking to recommend to their clients and to possible give a donation at this time. About 100 letters will be sent out.
  • The Fueling Literacy Campaign is still being worked on, and Nancy will be adding the names of car dealers to the list to help with repairs and maintenance.
  • A press release is also being worked on to alert the public to buy a book in memory of someone during the holiday.

Communications:
Kate Williams had nothing to report.

Old Business:
No old business.

New Business:

  • Approval of the 2010 Service Priorities for CEFLS is needed. The priorities are based on the 2007-2011 Plan of Service. The biggest difference for this year’s service priorities is that Elizabeth’s department will create a procedure manual for interlibrary loans. There will also be user surveys on the bookmobile, several WebPages will be redesigned, and a few training opportunities for member libraries will be provided. There will also be a “Tech Friday” once a month to help member libraries with refresher courses or new technology. Ewa would like to also organize a workshop for member libraries on library construction and ADA requirements for public buildings.

Nancy Church noted that she would be happy to provide training on PR and dealing with the Press. Cerise Oberman stated that Ewa should speak to the staff at Feinberg Library as they may be able to provide training as well.

Lisa Minnich made a motion to accept the Service Priorities for 2010. Nancy Cooper seconded the motion, and motion passed unanimously.

  • The Automation Contract for the Ellenburg Sarah A. Munsil Library needs approval. Nancy Church moved to accept the Automation Contract. Cerise Oberman seconded the motion and motion passed unanimously.

Executive Session
Cerise Oberman made a motion to move into executive session at 5:00 p.m. to discuss the MC Personnel Manual and the Director’s evaluation. Neil Surprenant seconded the motion, motion passed unanimously.

Reconvene Full Board
The Board reconvened at 5:38 p.m.

Recommendations from Executive Session:
Cerise Oberman made a motion to put Chris de Grandpre’s name for reappointment to serve as Clinton County Trustee. Nancy Church seconded the motion, motion passed unanimously.

Adjournment
Richard Kibben adjourned the meeting at 5:40 p.m 

Respectfully Submitted, 
Nancy Church
Secretary

 

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