2010 Minutes

Minutes for Board of Trustees Meeting

Held January 25, 2010

Call to Order

The Board of Trustees meeting was called to order at 4:05 p.m. on January 25, 2010 at CEFLS, 33 Oak Street, Plattsburgh, NY, by Richard Kibben, President.

 

Roll Call

Present:  Nancy Church, Nancy Cooper, Chris de Grandpré, Jan Eakins, Jen Henry, Richard Kibben, Lisa Minnich, Cerise Oberman, and Barbara Stowe.

Absent: Frances Filshie, Ed Scharmer, Dean Steria, Neil Surprenant, and Kip Thompson.

Staff Present:  Ewa Jankowska, Michael Spofford, Elizabeth Rogers, and Eric Gregory.

Others Present:  Stan Ransom, Plattsburgh Public Library Director.

 

Swearing in of Officers and Trustees

Richard Kibben moved the Swearing in of New Officers from item number six on the agenda to item number four.

  • Cerise Oberman made a motion to nominate the following: President, Richard Kibben; Vice President, Chris de Grandpré; Treasurer, Nancy Church; Secretary, Lisa Minnich; and Member at Large, Barbara Stowe.  The motion was seconded by Nancy Cooper and passed unanimously.
  • Chris de Grandpré, Nancy Church, Lisa Minnich, and Barbara Stowe were sworn in by Richard Kibben.  Richard Kibben was then sworn in by Chris de Grandpré.

 

Approval of Absences

Cerise Oberman moved that Frances Filshie, Ed Scharmer, Dean Steria, Neil Surprenant, and Kip Thompson be excused from this meeting.  The motion was seconded by Lisa Minnich.  Motion passed unanimously.

 

Approval of Agenda

Richard Kibben proposed to amend the agenda by changing the wording of item number 17 (3) from Cooperative Collection Development Policy to Cooperative Collection Development Plan.

Cerise Oberman made a motion to approve the agenda as amended by Richard Kibben. The motion was seconded by Chris de Grandpré and the motion passed unanimously.

 

Approval of Minutes

Chris de Grandpré made a motion to approve the minutes from November 23, 2009 as written.  Nancy Church seconded the motion, and the motion passed unanimously.

 

Financial Report

Cerise Oberman made a motion to approve the four reports.  Barbara Stowe seconded the motion.  Motion carried unanimously with one correction to the typo on the statement of revenues and expenditures report after discussion:

  • Cerise Oberman asked why book expenditures spent were at 53.51%.  Michael Spofford replied that because of the lateness of receiving the state aid money and potential cuts, spending the money has been held back until there is an actual figure.
  • Cerise asked when the money needs to be spent by and Michael replied that the state has given him conflicting answers: the board needs to approve when they have encumbered all of their funds from the prior year, however, the state also said that since the money is received so late in the year, you can forward the money.  Ewa stated that this year CEFLS did not receive the money for 2009 until December.

 

Nancy Cooper asked how this will get resolved, to which Ewa responded that CEFLS will carry the grant money over and Michael added that CEFLS had just finished spending 2008 grant money and will soon work on spending 2009 money.

 

Barbara Stowe asked how CEFLS plans how the money is spent.  Ewa Jankowska gave the example of CBA money and mentioned there is now a CBA committee who plans how to spend CBA money.

  • Nancy Church pointed out a typo in the statement of revenues and expenditures report in which a column marked December 2009 should have read December 2008.  She then asked about how much from the contribution line on the report is from the board and how much is from other contributions.  Michael Spofford replied that he will get back to her on the exact figures.  She then asked if money had been received from any of the mailings sent out.  Michael Spofford replied that one funeral home, Brown, had donated money.

 

Public Comment Period

No public comments.

President’s Remarks

Richard Kibben remarked on several items:

  • Richard Kibben read Lynn Dufort’s letter of resignation aloud.  He then stated that the board would have to find a replacement trustee from northern Franklin County.
  • Mr. Kibben also stated that he is revisiting committee assignments.  He asked trustees to contact him if they were interested in being on a specific committee.  He then asked that trustees who are interested in a particular committee to contact him by Friday, January 29.
  • Barbara Stowe pointed out that Ed Scharmer’s e-mail address was incorrect on the list.  The correct e-mail address is Scharmer@verizon.net.

 

Director’s Report

In addition to her written report, Ewa Jankowska added:

  • The library surveys had been received from the member libraries, and they were mainly positive.  CEFLS has not yet had a chance to sit down and look at each in view of CEFLS service priorities for 2010, but they will do so soon.
  • CEFLS had a request for training in Rouses Point for the Learning Express job search database.  Ewa explained the various services the site offers and asked the trustees to look at the database from the CEFLS website.  There have been two trainings so far and two people have shown up.  However, the service has seen significant home use.
  • Tech Fridays-the last Friday of every month CEFLS will have tech training.  The first Friday will be about Learning Express.

 

Barbara Stowe pointed out that on the survey it seems that automation is underused.  She then suggested that some librarians feel that tech issues might be over their head.  Ewa responded that Betsy travels a lot to help libraries but there is only one Betsy so a tech training day at CEFLS is necessary.

 

Barbara Stowe stated that the populace seems unaware of services offered by member libraries.  Ewa replied that CEFLS tries to advertise, but there is only so much they can do which is interesting to the press.  Local libraries have much more opportunity to get information to the public and disinterest is not from a lack of trying.  Nancy Church re-stated her previous offer of helping with public relations.

  • Ewa stated that she received a call from John Hammond from Northern New York Library Network, and that they would have to meet with Steve Bolton (North Country Library System) about the future of the system since five library system directors in the state will soon be retiring.
  • Moriah Shock and Lyon Mountain correctional facilities might close.  A loss of 378 inmates between the facilities would equal a loss in funding of about $3500.
  • CEFLS’ consultant at the state library told Ewa that ECHO Lake Aquarium and Science Center in VT has a grant for free programming at four libraries on the Lake Champlain watershed.  This could tie in with the summer reading theme of water.

 

PPL Report

Stan Ransom reported that:

  • The PPL had not had an increase in their budget in 5 years, but this year they received $23,000. $8,000 will go to a position that will be taken by Kelly Sexton, who received her Master’s degree in library science.  She will be appointed as a reference librarian and part-time local history collection librarian.  $15,000 will be used to open on Sundays again.
  • The PPL has plans to build a return box on the corner of Brinkerhoff St.  There was an article in the paper about the box and PPL has already received $800 toward the $4500 necessary.
  • Circulation grew by 6300 books to 159,000 in 2009.
  •  The PPL now has federal and state tax forms at the library and is also one of the centers for census determination between March 1 and April 15-19.
  • Barbara Stowe asked if they had to rent the space for the new return box on Brinkerhoff St.  Stan replied that he hoped not and their first priority is to get the necessary money for the box.

 

CEFDA Report

No Report.

Committee Reports

Executive Committee

No report.

Finance Committee

Chris de Grandpré reported that the committee had not met.  Once the committee is established they will meet to refine the budget and update everyone on state aid.

 

Nominating Committee

Cerise Oberman thanked everyone who agreed to be an officer and reported on the following:

  • There is one vacancy on the board which is to be filled by someone from northern Franklin County.
  • Chris de Grandpré suggested asking Donna Hanus for suggestions.

 

Personnel Committee

Barbara Stowe reported on the following:

  • The board needed to approve the management confidential guidelines.
  • Richard Kibben stated that the guidelines have undergone legal review and can be amended if needed.

Nancy Cooper motioned to approve the guidelines.  Nancy Church seconded the motion and the motion passed unanimously.

 

Advocacy Committee

No report.

Development Committee

Nancy Church reported on the following:

  • Letters have been sent out to Fueling Literacy targets.  She stated that we have not heard from anybody, but she is now planning on calling the targets.
  • Reminders have been sent to funeral homes and financial advisors in an attempt to get donations.
  • A press-release about Fueling Literacy has been sent out.

 

Communications

No Report.

Old Business

No old business.

New Business

  • Ewa reported that they need to approve new contracts for member libraries, reading centers and the central library.  Wording was the same as previous year.

Lisa Minnich made a motion to accept the contracts.  Chris de Grandpré seconded the motion and it carried unanimously.

  • Ewa proposed an increase in Horizon fees.  If approved, the increase would not go into effect until January 2011.  Ewa is suggesting an increase of 10% in order to build up a fund for future replacements, and repairs, as well as to keep up with inflation.  Discussion followed on how to notify member libraries of the increase.
  • Cerise Oberman suggested that after the 10% increase this year, a yearly scheduled increase of 2-3% that would be tied to some index.  Richard Kibben then asked Michael and Ewa to develop a plan to tie a yearly increase to some sort of index.

An approval of the increases and the decision to give a dollar amount rather than a percentage in the notifications to libraries was decided on by the board.

  • CCDP- Ewa explained the plan to have libraries specialize in a subject and have other member libraries suggest resources to that specialized library.  Nancy Church also suggested that if any libraries have a particular specialty they might ask for donations from those areas in the community.
  • A motion to apply for the Gates Opportunity Online Broadband grant program was made by Nancy Cooper and seconded by Barbara Stowe.  Motion carried unanimously.

 

Executive Session

Cerise Oberman made a motion to move into executive session at 5:12 p.m. to discuss personnel matters.  Nancy Church seconded the motion and the motion passed unanimously.

Reconvene Full Board

The full board reconvened at 5:56 p.m.

A motion to increase the salary of principal accounts clerk by 4% for the fiscal year 2010 was made by Chris de Grandpré.  Seconded by Cerise Oberman, motion carried unanimously.

 

Barbara Stowe made a motion to begin the process to extend the contract of the CEFLS director with the salary to be determined and retroactive.  The motion was seconded by Nancy Cooper and the motion carried unanimously.

Next Board Meeting

The next meeting will be held February 22, 2010 at 4:00 p.m.

Adjournment

The meeting adjourned at 6:00 p.m.

 

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held March 22, 2010

 

Call to Order

The Board of Trustees meeting was called to order at 4pm on March 22, 2010 at CEFLS, 33 Oak Street, Plattsburgh, NY, by Richard Kibben, President.

Roll Call

Present: Nancy Cooper, Chris de Grandpré, Frances Filshie, Jennifer Henry, Richard Kibben, Lisa Minnich, Cerise Oberman, Barbara Stowe, and Nancy Church (4:03)

Absent: Jan Eakins, Neil Surprenant, and Kip Thompson

Staff Present: Ewa Jankowska, Michael Spofford, and Eric Gregory

Others Present: Francie Fairchild, Stan Ransom, and Betsy Brooks

Approval of Absences

Frances Filshie moved that Neil Surprenant and Kip Thompson be excused from this meeting.  The motion was seconded by Barbara Stowe.  Motion passed unanimously.

Approval of Agenda

Richard Kibben amended number 6 on the agenda to approve January and February financial reports.  Barbara Stowe moved that the agenda be approved.  The motion was seconded by Cerise Oberman.  Motion passed unanimously.

Approval of Minutes

Cerise Oberman moved approval of the January 25, 2010 Minutes as written.  The motion was seconded by Nancy Cooper.  Motion passed unanimously.

Financial Report

Chris de Grandpré made a motion to approve the January financial reports.  Frances Fairchild seconded the motion.  Motion passed unanimously.

Cerise Oberman made a motion to approve the February financial reports.  Barbara Stowe seconded the motion.  Motion passed unanimously

Public Comment Period

 

No comment.

 

 

President’s Remarks

 

Richard Kibben stated that he would like to get a feeling for the sense of the board members on holding meetings offsite this year.  There would never be more than three offsite meetings in the year.  Mr. Kibben then suggested the Joan Weill library at Paul Smith’s College as a possible site.  Ewa Jankowska suggested the library in Ticonderoga since they have built a new addition.  Nancy Church stated that she is unsure about holding a meeting at a non-member library when the board has still not visited all CEFLS libraries yet.  Mr. Kibben then made the suggesting of trying to contact member libraries first about holding offsite meetings, and if that is not possible they would consider non-member libraries.  He also suggested that everyone visit the Paul Smith’s library if they have a chance.

Director’s Report

In addition to her written report, Ewa Jankowska reported:

Debbie Crossley is retiring on December 1.  Richard Kibben then asked if she travels on the bookmobile, which she does.  Ewa then stated that she and Julie are now trying to figure out how to deal with the upcoming change.

Ewa stated that she and Michael Spofford attended an excellent presentation on wage and hour issues by Jaci Kelleher.  Ms. Kelleher is willing to do the presentation for the member libraries and their boards for free.  It will answer questions of overtime and fair labor standards which everyone has to follow.

Ewa then stated that this year’s Betty Little member grant has been reduced from $2500 to $1000.  Now, CEFLS needs to apply for the grant and create a program for it.  CEFLS is going to ask member libraries to spend half of the money on non-fiction materials so that CEFLS can combine the program with their Cooperative Collection Development program.

Ewa stated that Mr. Bernard Margolis, the State librarian, is very sick and she is unsure of how he can influence the funding situation.  She also learned that Jonathan Bing is the new Chair of Library and Information Technologies for the State.  He is from the 73rd Manhattan District and Ewa is also unsure how this will affect libraries throughout the State.  The Senate, though, has reinstated the fifth cut to the budget, which Ewa views as a good sign.

CEFLS is getting another set of letters about charter problems, this time affecting libraries in Keeseville and Willsboro.

Ewa also stated that CEFLS is asking the board to approve two LSTA grant applications.  Ewa will also be talking to Bill Owens’ office to ask him to support these types of grants on the federal level.  One grant is for the Summer Reading Program which is done every year and the other, Small Libraries Mean Business, is a program that would help libraries start their own grant applications.

PPL Report

Stan Ransom handed out the latest PPL newsletter Hi-Lights which shows some of the things they have been doing, which include: a grant for storytelling and that Karen Glass and Kate Dudding will be telling stories.  Janine Laberty from Saratoga Springs is doing programs about Jean Robert Foster, an Adirondack woman of note.  At the end of the week Julia Spencer Fleming, who has written six award winning books, will be at the library.  Also, a new book return is being put on the corner of Brinkerhoff and Oak Street so people can drive up and drop off books.

Census workers are on the PPL site between March 19 and April 19.

Nancy Church asked about movie attendance, and Stan reported anywhere between 6 and 16 people attend, and that it is a growing group.

CEFDA Report

Francie Fairchild stated that CEFDA had not met, so there was nothing to report.

 

Committee Reports

Executive Committee

No report

Finance Committee

Nancy Church reported that there was a change to the format in which the monthly financial reports would be done each month.  Michael Spofford then explained how the monthly and yearly reports are being done differently.

From now on, the board will be receiving the following reports in their monthly packets:

  • Balance Sheet
  • Statement of Revenues and Expenditures
  • 2010 Budget to Date
  • Status of Grants and Past State Aid

After much discussion on why the changes in format were needed, it was determined that the financial committee was able to approve of the change in format and that a resolution from the full board was not needed.  Cerise Oberman then asked Michael Spofford if he could put page numbers on the reports from now on.

Discussion then moved to a needed amendment to the 2010 budget.

Cerise Oberman made a motion to approve Amendment number 1 of the 2010 budget.  Lisa Minnich seconded the motion.  Motion passed unanimously.

Nominating Committee

Cerise Oberman made a motion to accept Deborah Wells as a nominee to the Clinton-Essex-Franklin Library System board of trustees from Clinton County.  Richard Kibben asked what her current occupation is, and Nancy Church responded that she is a human resources consultant.  Frances Filshie seconded the motion.  Motion passed unanimously.

Cerise reminded the board that there are two board vacancies from Franklin County and that she has contacted Lynn Dufort and Donna Hanus about possible board members.  Richard Kibben suggested on focusing on people from the north end of the county.

Personnel Committee

Barbara Stowe stated that the report would be done during executive session

Advocacy Committee

Lisa Minnich reported that it is important to try and be visible

Development Committee

Nancy Church asked the CEFLS staff present to check and make sure that the “Fueling Literacy Campaign” address and contact information was still on their computers.

Communications

Eric Gregory reported that Ed Scharmer had sent his letter of resignation from the board.

Old Business

Cerise Oberman made a motion to approve the Horizon fee increases for 2011.  Lisa Minnich seconded the motion.  Motion passed unanimously.

New Business

Frances Filshie made a motion to approve Richard Kibben, President; Chris de Grandpré, Vice President; Barbara Stowe, Member at Large; Nancy Church, Treasurer; and Ewa Jankowska, Director as check signers for 2010.  Nancy Cooper seconded the motion.  Motion passed unanimously.

Frances Filshie made a motion to approve the application form for the Summer Reading Program grant 2010.  Nancy Cooper seconded the motion.  Motion passed unanimously.

Nancy Church made a motion to approve the application for the Small Libraries Mean Business grant.  Chris de Grandpré seconded the motion.  Motion passed unanimously.

Ewa then explained that CEFLS had to file the 2009 Annual Report before March 1.  She then explained the Service Priorities Report that she gave the board with it.

Barbara Stowe made a motion to accept the 2009 Annual Report.  Nancy Cooper seconded the motion.  Motion passed unanimously.

 

Executive Session

Nancy Cooper made a motion to enter executive session at 4:58 p.m. to discuss personnel matters.  Motion was seconded by Frances Filshie.  Motion passed unanimously.

Executive session ended at 5:33 p.m.

Chris de Grandpré made a motion to recommend upgrading two Library Clerk positions to Senior Library Clerk.  Frances Filshie seconded the motion.  Motion passed unanimously.

Nancy Cooper made a motion to approve the Director’s contract for two years with a pay increase of 2.5% for the first year, retroactive to January 1, 2010.  Richard Kibben also stated that there would also be language added to the contract regarding the financial viability of the system.  Nancy Church seconded the motion.  Motion passed unanimously.

 

Next Board Meeting

The next meeting will be held April 26, 2010 at 4 p.m.

Adjournment

The meeting adjourned at 5:35 p.m.

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held April 26, 2010

 

Call to Order

The Board of Trustees meeting was called to order at 4pm on April 26, 2010 at CEFLS, 33 Oak Street, Plattsburgh, NY, by Richard Kibben, President.

Roll Call

Present: Jan Aikens, Nancy Cooper (4:02), Chris de Grandpré, Frances Filshie, Jennifer Henry, Richard Kibben, Lisa Minnich (4:02), Cerise Oberman, Barbara Stowe, and Nancy Church (4:06)

Absent: Neil Surprenant and Kip Thompson

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

Others Present: Stan Ransom

Approval of Absences

Cerise Oberman moved that Neil Surprenant and Kip Thompson be excused from this meeting.  The motion was seconded by Frances Filshie.  Motion passed unanimously.

Approval of Agenda

Richard Kibben amended number 15 on the agenda to add Senator Betty Little Patron Grant.  Frances Filshie moved that the amended agenda be approved.  The motion was seconded by Jennifer Henry.  Motion passed unanimously.

Approval of Minutes

Barbara Stowe moved approval of the March 22, 2010 minutes.  The motion was seconded by Nancy Cooper.  Frances Filshie asked that the minutes be amended on page 1 to show that she seconded a motion to approve January’s financial reports instead of Frances Fairchild.  Motion passed unanimously.

Financial Report

Cerise Oberman made a motion to approve the March 2010 financial reports.  Frances Filshie seconded the motion.  Motion passed unanimously.

Public Comment Period

 

No comment.

 

President’s Remarks

Richard Kibben stated that he would like to get a feeling for the sense of the board members on holding meetings offsite this year.  He deferred talking about offsite board meetings until the director’s report.  Mr. Kibben stated that he had a copy of the Memorandum of Agreement, the document related to the resolution that was passed at last month’s meeting in regards to promoting 2 Library Clerks to Senior Library Clerks and compensating a page position.  CSEA has agreed to the contents of this document.  However he had an issue with statement #4 at the bottom of the page that reads: “The Parties agree that the terms of this Memorandum of Agreement shall be adopted in any successor CBA.” He will not sign the agreement until he has a conversation with Jaci Kelleher, the CEFLS legal counsel, who prepared the contract.  If he can’t get resolution then he will bring the document back before the Board for review.  There was some discussion with this matter between the board members.

Director’s Report

In addition to her written report, Ewa Jankowska reported:

Ewa talked about the Betty Little Patron Grant for the current year that did not need any Trustees’ action but she still asked for the board’s approval.  She stated that this year, it will amount to $1,000.00 for each member library and that it would be spent on books and library materials.  CEFLS will order all the materials through Baker & Taylor and keep the documentation needed for the final report in one central location.  The orders will be put together with cooperation from both the member libraries consultants and the member libraries.

 

Ewa then stated that CEFLS is working on a BTOP (Broadband Technology Opportunities Program) grant that would include a new van and a mobile computer training unit. The only way we can afford this grant is if CEFLS uses services of an outside contractor. Ewa and Betsy Brooks will be having a meeting with Paul Grasso from the One Work Source Foundation to discuss a possible contractual agreement. Since hiring people by CEFLS will not be financially feasible, Ewa also received an assurance from DLD that we could back out of the grant if need be.

 

Ewa stated that we received a list of eligible people for the Administrative Assistants from the Clinton County Civil Service. She further stated what the process will be to interview people for this position.

 

Ewa stated that the Bookmobile Principal Clerk’s husband passed away and CEFLS was closed for one hour for the staff to attend the memorial service.

 

A discussion then ensued and the following dates and member libraries were agreed upon:

·         June 28th meeting will be held at the Black Watch Memorial Library,

·         August 23rd meeting will be held at the Chateaugay Memorial Library,

·         and October 25th meeting will be held at Plattsburgh Public Library.

PPL Report

Stan Ransom stated that Plattsburgh Public Library applied for a public computer center grant.  They will contract with 2 people to administrate the grant and plan on buying 21 computers to go with the 9 that they currently have in the building for public access.  The computer centers main purpose would be to help people with job searches.  The grant period is for two years.

 

Stan then stated that later this month, the library was going to have the Foundation Center Grant Collection and that will help access grants and donors online and through an extensive reference books collection.

 

Stan then stated that there will be some office renovations on the second floor with some minor construction being done.

Karen Glass will hold a story-tellers time at Plattsburgh Public Library on May 11th at 6:30 pm.

CEFDA Report

No Report.

Committee Reports

Executive Committee

No report

Finance Committee

No Report.

Nominating Committee - Cerise Oberman and Ewa had a conversation about the possibility of reducing the number of trustees from each county from 5 to 3. Cerise stated that Ewa is looking into the legality of this issue.  Ewa then stated since the trustees are approved by each county, that we would have to go back to each county to have a resolution passed for this reduction in the number of trustees. Discussion to be included on future board’s agendas.

Dr. Church asked if Deborah Wells was approved from Clinton County and Ewa stated that Clinton County had not acted on that resolution yet since paperwork had to be resent. Apparently the original paperwork sent by the CEFLS was not received.

Personnel Committee

No Report

Advocacy Committee

No Report

Development Committee

Nancy Church will still remain the chair of this committee since Jan Aikens has not accepted the chair position but is willing serve on the committee.

Communications

No communications

Old Business

None

New Business

First order of business was an automation contract for Westport. Ewa gave some history of the automation contracts. There was some discussion of what information the contracts were based on, which is FTE (full time equivalence). The contractor uses this method to bill CEFLS and we have included this in our contract to our member libraries.  Further discussion ensued in this matter. Ewa will put together a presentation for the next board meeting showing the history and cost versus revenue for this contract. Another item in this matter is the question should we include some of Betsy’s salary and cost of new servers in the amounts that we charge the automated libraries. Frances Filshie made a motion to have the Westport automation contract signed and Mary Minnich seconded the motion. Motion passed unanimously.

The second item was the approval of the Betty Little Patron Grant that was already discussed earlier in the meeting. Cerise Oberman made a motion to approve the grant and it was seconded by Nancy Cooper. There was some discussion of the vendors that will be used in purchasing items for this grant. Ewa stated that all purchases will be made through Baker & Taylor that uses the State’s contract pricing.

Executive Session

Barbara Stowe made a motion to enter executive session at 5:10 p.m. to discuss personnel matters.  Motion was seconded by Mary Minnich.  Motion passed unanimously.

Executive session ended at 5:24 p.m.

Dr. Nancy Church made a resolution stating at Ewa’s discretion to offer up to $32,000.00 salary for the Administrative Assistant’s position. Frances Filshie seconded the resolution. Resolution passed unanimously.

 

Next Board Meeting

The next meeting will be held May 24, 2010 at 4 p.m.

Adjournment

The meeting adjourned at 5:25 p.m.

 

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held June 28, 2010

  Call to Order

The Board of Trustees meeting was called to order at 4pm on Monday, June 28, 2010 at the Black Watch Memorial Library, at 99 Montcalm Street, in Ticonderoga, NY, by Richard Kibben, President.

Roll Call

Instead of the usual roll call, each Board member introduced themselves and indicated the county they represented.

Present: Chris de Grandpré, Frances Filshie, Richard Kibben, Lisa Minnich, Cerise Oberman, Barbara Stowe, Nancy Church, and Charles “Kip” Thompson

Absent: Neil Surprenant, Jan Eakins, Nancy Cooper, and Jennifer Henry

Staff Present: Ewa Jankowska and Michael Spofford

Others Present: Heather Johns, Black Watch Memorial Library Director, Linda Cunningham and Cheryl O’Connor, Library Board members.

Dick Kibben thanked the Black Watch Memorial Library director and the trustees for hosting the CEFLS Board meeting.

Linda Cunningham, one of the Library’s trustees, expressed her gratitude for the CEFLS help in obtaining State construction grants without which the addition could not be built.

Excused Absences

Lisa Minnich moved that Neil Surprenant, Jan Eakins, Nancy Cooper, and Jennifer Henry be excused from this meeting.  The motion was seconded by Barbara Stowe.  Motion passed unanimously.

Approval of Agenda

Cerise Oberman moved that the amended agenda be approved.  The motion was seconded by Lisa Minnich.  Motion passed unanimously.

Approval of Minutes

Barbara Stowe moved approval of the April 26, 2010 minutes as written.  The motion was seconded by Frances Filshie.  Motion passed unanimously.

Financial Report

Kip Thompson made a motion to approve the April & May 2010 financial reports.  Nancy Church seconded the motion.  Motion carried unanimously.

Public Comment Period

Heather Johns, director of Black Watch Memorial Library, expressed her appreciation for CEFLS services, especially for facilitating grants, for the rotating collections and the weekly van delivery that greatly helps her meet the needs of the Ticonderoga patrons.

President’s Remarks

Richard Kibben:

talked  about Broadband Express @ Your Library grant, coming through the (ARRA)American Recovery and Reinvestment Act, Broadband Technology Opportunity Program.  The grant will allow CEFLS to purchase a mobile computer training unit consisting of a van and 15 laptop computers.  The System received permission from the State Library to carry out the grant’s program using ACAP (Adirondack Community Action Program) as a contractor.  Since ACAP is chartered to conduct business only in Essex the grant will be limited to one county.

mentioned his conversation with Kip Thompson about the “consent agenda”, which would allow for less frequent and more productive meetings. Further discussion of this matter needs to take place in the future.

Director’s Report

In addition to her written report, Ewa Jankowska reported:

there was no news about the NYS budget but all library systems were told to start filing this year’s budget applications.

Michael has started to work with an auditor supplying documents for the 2009 Audit.

during the most recent CEFDA (CEF Directors’ Association), Kerry Haley, the Executive Director of the CVPH Foundation  gave a “Fundraising 101” seminar that was very well received.

the most recent “Tech Friday”  was devoted to “repair databases” bought with CBA funds.

Friends of PPL had their yearly luncheon at the Burgundy Room that featured Carol Blakeslee-Collin, the Curator/Director at the Clinton County Historical Museum. Clinton County Historical Museum,, the director and curator at the Clinton  e director/curator

so far there was not response to the CEFLS grant application to the Lake Placid Education Foundation

ECHO Center in Vermont selected three member libraries to participate in their “Voices of the Lake” program. Libraries in Willsboro, Peru and Saranac Lake will receive training how to help people to record and film their own stories.

there was no news about the status of Senator Betty Little member item which would provide each library with $1000 grant to purchase library materials.

PPL Report

Stan Ransom was not present.  Ewa attended the PPL Board meeting and reported:

PPL staff is preparing for the new computer center that will be funded by ARRA/BTOP grant similar to that received by CEFLS. .

Local history collection has been moved to a newly renovated room and Elizabeth Rogers will catalog the un-cataloged materials.

CEFDA Report

Francie Fairchild was not present. However the program of their latest meeting was already included in the Director’s report.

Committee Reports

Executive Committee

Dick Kibben stated that there was nothing new to report.

Finance Committee

in view of the difficulty in hiring a more qualified person, a wider range for the Administrative Assistant’s salary was requested. Kip Thompson made a motion to increase the salary range from 32,000 to 37,000 and Cerise Oberman seconded the motion. Motion passed unanimously.

a new accounting module to process Electronic Fund Transfers (instead of paper checks) was brought under discussion.  Michael assured the Board that and the cost of the module will be covered by the savings within two-three years. Cerise made a motion to purchase the accounting module and Frances Filshie seconded the motion.  Motion passed unanimously.

Nominating Committee - Cerise Oberman reminded the Board of a conversation about the possibility of reducing the number of trustees from each county. She suggested that the issue should be discussed in the future.

Personnel Committee

Barbara Stowe stated that there was nothing to report.

Advocacy Committee

There was no report.

Development Committee

Nancy Church will keep her position as the chair of this committee.  Jan Eakins declined the chair position although she expressed her willingness to serve on the committee.

Communications

Michael read two items:  one was from Black Watch Memorial Library inviting the CEFLS Board to the dedication ceremony on July 10, 2010 and the other was thanking the staff in participating at the Senior Celebration again this year.

Old Business

None

New Business

1)      Resolution –to accept the Records Retention and Disposition Schedule MI-1, issued pursuant to Article 57-A of the Arts and Cultural Law and Part 185, Title 8 of the Official Compilation of Codes, Rules and Regulations of the State of New York - motion was made by Frances Filshie and seconded by Lisa Minnich. Motion passed unanimously.

2)      Authentication of the Broadband Express @ Your Library grant – motion was made by Lisa Minnich and seconded by Nancy Church. Motion passed unanimously.

Executive Session

None needed.

Next Board Meeting

The next meeting will be held July 28, 2010 at 4 p.m.

Adjournment

The meeting adjourned at 5:20 p.m.

Respectfully submitted,

 

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held July 26, 2010

Call to Order

 

The Board of Trustees meeting was called to order at 4:15 p.m. on Monday, July 26, 2010 at the Clinton-Essex-Franklin Library System, at 33 Oak Street, in Plattsburgh, NY, by Richard Kibben, President.

 

Swearing in of New Trustee

 

Deborah Wells was sworn in as trustee by President Richard Kibben.

 

Roll Call

 

Present:  Chris de Grandpré, Frances Filshie, Richard Kibben, Lisa Minnich, Charles “Kip” Thompson, Jennifer Henry, Deborah Wells, and Dr. Nancy Church (4:35)

 

Absent:  Neil Surprenant, Jan Eakins, Nancy Cooper, Cerise Oberman, and Barbara Stowe

 

Staff Present:  Ewa Jankowska and Michael Spofford

 

Others Present:  Stanley Ransom, Plattsburgh Public Library Director and Francie Fairchild (CEFDA)

 

Excused Absences

 

Charles “Kip” Thomson moved that Neil Surprenant, Jan Eakins, Nancy Cooper, Cerise Oberman, and Barbara Stowe be excused from this meeting.  The motion was seconded by Frances Filshie.  Motion passed unanimously.

 

Approval of Agenda

 

Frances Filshie moved that the agenda be approved.  The motion was seconded by Chris de Grandpré.  Motion passed unanimously.

 

Approval of Minutes

 

It was noted that the minutes had to be amended to state that the next board meeting would take place on July 26th and not the 28th as written. Frances Filshie moved approval of the June 28, 2010 minutes as amended.  The motion was seconded by Charles “Kip” Thomson.  Motion passed unanimously.

 

Financial Report

 

Lisa Minnich made a motion to approve the partial June financial reports.  Michael Spofford indicated that grant status report and the over and under reports were missing and that they would be included in the next set of financials. Chris de Grandpré seconded the motion.  Motion carried unanimously.

 

Public Comment Period

 

None

 

President’s Remarks

 

Richard Kibben:

  • Stated that he is working on a communication about consent agenda’s that will be sent to the whole board.
  • Mentioned a meeting of the Executive Committee will be planned to make a recommendation in regards to the number of trustees per county on the CEFLS Board and also the different committees.
  • Mentioned that next month’s Board meeting will be held at the Chateaugay Memorial Library.

 

Director’s Report

 

  • In addition to her written report, Ewa Jankowska reported:
  • The NY State Annual Library System Application has been completed and needs Board’s approval as part of the “New Business” agenda item.
  • There was no news from New York State on their budget but Governor Patterson was calling a special session.
  • Two notices were received from the State Library indicating that two libraries need to have their charter amended:  Champlain Memorial Library needed to define their serving area and Malone’s Wead Library, the Malone Central School District Library to just to Wead Library.
  • During the most recent thunderstorm in Plattsburgh there was a flood in the garage because the drain under the van needed cleaning.
  • CEFLS voice mail system was down and needed to be repaired.  We need to look at other service options.
  • The search for a new administrative assistant is still in progress.
  • We have received approval from New York State for the ARRA Broadband stimulus grant.

 

PPL Report

 

Stan Ransom was present and reported:

  • PPL staff is preparing for the new computer center that will be funded by ARRA/BTOP grant similar to that received by CEFLS. They are still awaiting approval from the State.
  • Book drop is working very well and in 30 days, 1560 books were deposited.

 

CEFDA Report

 

Francie Fairchild was present.  She stated that there was no meeting since May and that everyone is busy with their summer reading programs.  Next CEFDA meeting will probably be scheduled in September.

 

Committee Reports

 

Executive Committee

 

Dick Kibben stated he wanted to get the committee to get together to speak about the issues.

 

 Finance Committee

  • Clinton-Essex-Franklin Library System’s State Aid Budget Application for the State’s 2010-2011 budget year was reviewed and Charles “Kip” Thomson made a motion to approve the annual application as a complete document.  Lisa Minnich seconded the motion.  Motion passed unanimously.
  • Lisa Minnich made a motion to approve the Central Library Development Aid budget application and the motion was seconded by Frances Filshie. Motion passed unanimously.
  • Dr. Nancy Church made a motion to approve that the Library System’s Board certify that Central Book Aid received in the previous funding year has been totally expended for adult non-fiction or foreign language materials in different formats. It was seconded by Frances Filshie. Motion passed unanimously.
  • The IRS form 990 that was prepared by the independent auditors was review and approved pending a clarification or interpretation from the auditors on question 2a which is on page 12 of the form. Charles “Kip” Thomson would like to receive clarification from the auditors about the word “reviewed” and also why they answered this question with a “no” response.  Mr. Thompson asked why a management letter to the Board was not included with the form 990.  Michael Spofford will request this letter from the auditors and pass it on to the Board’s attention.  Dr. Nancy Church made a motion to approve the 2009 IRS Form 990 pending clarification of the above mentioned item.  Lisa Minnich seconded the motion and the motion passed unanimously.
  • The Clinton-Essex-Franklin Library System’s Financial Statements for December 31, 2009 and 2008 was reviewed by the Board.  A motion was made by Lisa Minnich to approve the Financial Statements and Charles “Kip” Thomson seconded the motion. Motion passed unanimously.

 

Nominating Committee

 

A report was not given since Cerise was not present at the meeting.

 

Personnel Committee

 

A report was not given since Barbara was not present at the meeting.

 

Advocacy Committee

 

There was no report.

 

Development Committee

 

Nancy Church stated that she will wait and work with the new administrative assistant after the person is hired.

 

Communications

 

No communications.

 

Old Business

 

None

 

New Business

 

Executive Session

 

Dr. Nancy Church moved that they go into executive session to talk about negotiations.  It was seconded by Lisa Minnich.  Motion passed unanimously.

 

Next Board Meeting

 

The next meeting will be held August 23, 2010 at 4 p.m. at the Chateaugay Memorial Library.

 

Adjournment

 

The meeting adjourned at 5:20 p.m.

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held August 23, 2010

Call to Order

 

The Board of Trustees meeting was called to order at 4:02 p.m. on Monday, August 23, 2010, at the Chateaugay Memorial Library, at 4 John Street, in Chateaugay, NY, by Richard Kibben, President.

 

Additions to Agenda

 

Richard Kibben asked that a number 7 be added to agenda item number 12 and what would be negotiations.  Neil made a motion that the item be added to the agenda and it was seconded by Deborah Wells.  Motion was passed unanimously.

 

Roll Call

 

Instead of the usual roll call, each Board member introduced themselves and indicated the County they represent.

 

Present:  Nancy Cooper, Chris de Grandpré, Richard Kibben, Lisa Minnich, Cerise Oberman, Barbara Stowe (4:35), Charles “Kip” Thompson, Neil Surprenant, and Deborah Well

 

Absent:  Dr. Nancy Church, Jan Eakins, and Frances Filshie.

 

Staff Present:  Ewa Jankowska and Michael Spofford

 

Others Present:  Melissa Erhardt, Chateaugay Memorial Library Director, and Francie Fairchild (CEFDA)

 

Excused Absences:

 

Cerise Oberman moved that Dr. Nancy Church, Jan Eakins, and Frances Filshie be excused from this meeting.  The motion was seconded by Lisa Minnich.  Motion passed unanimously.

 

Approval of Agenda

 

Please see the above additions to agenda section.

 

Approval of Minutes

 

It was noted that the minutes had to be amended to state that the next board meeting would take place on August 23rd and not the July 26th as written.  Charles “Kip” Thomson moved approval of the July 26, 2010 minutes as amended.  The motion was seconded by Neil Suprenant.  Motion passed unanimously.

 

Financial Report

 

Neil made a motion to approve the remaining June financial reports and all of July financial reports.  Lisa Minnich seconded the motion.  Motion carried unanimously.

 

Public Comment Period

 

None

 

President’s Remarks

 

Richard Kibben:

  • Mentioned that he is trying to schedule an Executive Committee to be held in September and non committee members are welcome to participate.  There are currently two issues that will be on the meeting agenda and they are: considering decreasing the number of trustees per county and changing the way that the agenda are being done and operate more efficiently.

Director’s Report

 

In addition to her written report, Ewa Jankowska reported:

  • No news from Albany in regards to the 2010 budget.
  • 2011 Budget application request was received from Essex County.
  • 1st BTOP meeting will be held and reported on at the next meeting. Press releases were sent out on this project.
  • Working with Jesse Feiler on presenting two seminars, one this fall and then another next spring.
  • Working with Terry Kirchner-Director from Westchester County System talk to library about their long rang plan.
  • Also working with Jackie Kelleher to present a wage and hour labor law        seminar for library’s boards and staff.
  • Met with John Hammond, Director of NNYLN and Steve Bolton, Director of the North Country Library System in Lake Placid and discussed many subjects and would like to meet again with these people in the future.
  • Further discussion ensued about future of library’s and their technology.

 

PPL Report

 

Stan Ransom was not present but Ewa reported:

  • From their last meeting, they are working on their local history room and CEFLS staff will help PPL with this room.
  • Stan is proposing about having the local genealogy group housed in the library.
  • PPL will be hosting our Board meeting in November rather than October.

CEFDA Report

 

Francie Fairchild was present.  She stated that there was no meeting since May and that everyone is busy with their summer reading programs.  Next CEFDA meeting will probably be scheduled in September.  She also thanked CEFLS for the Summer Reading mini grant.  Francie also talked about fund raisers that Chazy Library will be having in the future.

 

Committee Reports

 

Executive Committee

 

Discussed earlier in the meeting.

 

Finance Committee

  • Since Dr. Nancy Church was not present at the meeting, Michael Spofford spoke on her behalf.  Michael brought up two proposed budget amendments to the 2010 budget to be discussed and voted on.
  • First 2010 budget amendment was to transfer $5,000.00 from the book budget reducing from $40,000.00 to $35,000.00 and splitting the amounts between the Audio books and DVD’s line items.  This would increase the audio book budget from $4,000.00 to $6,500.00 and increase the DVD budget from $5,000.00 to $7,500.00.  Cerise Oberman made a motion to approve the first budget amendment.  Lisa Minnich seconded the motion.  Motion carried unanimously.
  • Second 2010 budget amendment was to transfer $5,800.00 from the vacant administrative assistant’s budget line to workers comp. and State retirement.  We propose to increase State retirement $5,500.00 from $42,123.48 to $47,623.48 because the retirement bill to be paid in February of 2011 was increased more than we had anticipated.  In addition we propose to increase worker’s comp line item by 300.00 from $5,329.40 to$ 5,629.40 to account for a larger increase than first anticipated for the last 2 quarters of 2010 coverage.  Lisa Minnich made a motion to approve the second budget amendment.  Chris deGrandpre seconded the motion.  Motion carried unanimously.
  • Michael stated that he attached a preliminary 2011 budget with an increase of 3.50% requested from the counties that was suggested by the Finance Committee.  Nancy Cooper made a motion to approve the preliminary 2011 budget with the increases included.  Lisa Minnich seconded the motion.  Motion carried unanimously.
  • Discussion in the Finance meeting to increase the budget line item transfer that can be done by the director without the approval of the Board from $2,500.00 to $5,000.00.  Lisa Minnich made a motion to approve the budget line item transfer.  Barbara Stowe seconded the motion.  Motion carried unanimously.
  • A purchasing policy was brought up to the Board for their approval.  Deborah Wells requested that to take out any reference to a telephone quote and also to remove the sentence attached to page 2 (a).  There was also discussion to add Board Approval to items over $2,000.00.  The Board agreed that these two items be amended in the CEFLS purchasing Policy.  Cerise Oberman made a motion to approve the CEFLS Purchasing Policy as amended.  Lisa Minnich seconded the motion.  Motion carried unanimously.

 

Nominating Committee

 

Cerise Oberman stated that she will be going in high gear to find replacements for either open Board spots or replacing leaving members due to expiration of their term. She will be sending a formal request to try to identify people to fill the open positions in their area.

 

Personnel Committee

 

No Report.

 

Advocacy Committee

 

No report.

 

Development Committee

 

No report.

 

Negotiation’s Committee

 

Neil Suprenant would like help on this committee and Deborah Wells volunteered to help Neil and Chris with this committee since she has experience in HR.  Also Kip is a member also of this committee.  Ewa will send a copy of the current union contract to Deborah Wells.  The board members need to respond to Ewa by September 10 on any changes that they would like to make or suggest to the contract.  Ewa will compile the suggestions by September 17 and discuss them at the next board meeting.  The board will discuss these items at the September 27th Board Meeting.  They will try to set up a negotiations meeting with the Union by the week of October 18th.

 

Communications

 

No communications.

 

Old Business

 

Ewa discussed the status of the Administrative Assistant’s position.

 

New Business

 

Two items are under new business per Richard Kibben and they are:

  • CEFLS Circulation Policy – summarizing what has been put in place in the past.  Discussion ensued about number of items per bookmobile patron can take out at one time.  More discussion ensued about the policy itself and the board recommended that the staff rework this policy and submit it again to the Board for their review.
  • Construction grant approvals – Lisa Minnich made a motion to approve the list of ranked Member Library construction projects.  Further discussion ensued.  Neil Suprenant seconded the motion.  Motion carried unanimously.

Executive Session

 

No session is necessary at this time per President Richard Kibben.

 

Next Board Meeting

 

The next meeting will be held September 27, 2010 at 4 p.m. at the Clinton-Essex-Franklin Library System.

 

Adjournment

 

The meeting adjourned at 5:45 p.m.

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting

Held September 27, 2010

 Call to Order

The Board of Trustees meeting was called to order at 4:00 p.m. on Monday, September 27, 2010 at the Clinton-Essex-Franklin Library System at 33 Oak Street, in Plattsburgh, NY, by Richard Kibben, President.  He introduced Dawn Recore, the new administrative assistant at CEFLS.

 

Roll Call

 

Rather than the usual roll call, each Board member introduced themselves and indicated where they reside and the county they represent.

 

 

Present:  Dr. Nancy Church, Chris deGrandpré, Jennifer Henry, Richard Kibben, Lisa Minnich, Barbara Stowe, Neil Suprenant, and “Kip” Thompson

 

 

Absent:  Nancy Cooper, Jan Eakins, Frances Filshie, Cerise Oberman, and Deborah Wells

Staff Present:  Ewa Jankowska, Director, Michael Spofford, Principal Account Clerk, and Elizabeth Rogers, Librarian III

 

Others Present:  Peter Lynch (Gordon W. Pratt Agency, Lake Placid), Stan Ransom (PPL), and Francine Fairchild (CEFDA)

 

Excused Absences

 

A motion was made by Lisa Minnich to excuse Frances Filshie, and seconded by Kip Thompson.  Motion passed unanimously.  At the October meeting, a motion will be made to excuse Cerise Oberman, Nancy Cooper, and Deborah Wells as it was not done at this meeting.

 

Additions to Agenda

 

Special Guest

 

Richard Kibben introduced Peter Lynch, of Gordon W. Pratt Agency in Lake Placid, an independent insurance agency dealing with Utica National.  Mr. Lynch presented a Summary of Insurance for Clinton-Essex-Franklin Library System.  He has been working with Michael Spofford, CEFLS Principal Account Clerk, for a number of years, and they are always trying to streamline insurance expenditures while meeting the needs.  Mr. Lynch went through his prepared summary of the policy line-by-line for property, liability, and auto coverage.

Initial replacement value was based on square footage and each subsequent year, inflation rates for this zip code are figured into that value.  Mr. Lynch is going to look into whether it would be advisable to increase deductibles for auto and liability.

 

Legal liability covers Board members and staff for a multitude of things.  It may be possible to reduce the premium for liability based on the number of employees being 12 not 15.  Mr. Lynch believes Board members must be counted as full time, but will seek to clarify that.

 

Discussion ensued regarding decreasing the amount of book coverage considerably, as Elizabeth Rogers reports that 20 percent of the books are dispersed to member libraries or out in a van or on the bookmobile at any one time.  Ewa Jankowska stated that this topic needs to be addressed, as our collection is replaced every 10 years.  We don’t really have rare or expensive books, though we have some Adirondack books.  Mr. Lynch will check to be sure the cost of processing new books would be included, as that would be labor intensive.

 

Future questions on the insurance report should be directed to Michael Spofford.  In closing, Mr. Lynch stated that he has been on the Board of the Lake Placid Library, so he has been around the Clinton-Essex-Franklin Library System for a long time, and he appreciates it as a valuable system for our three counties.

Mr. Lynch was excused following his report.

 

Approval of Agenda

 

Kip Thompson made a motion that today’s agenda be approved.  Dr. Church seconded the motion.  Motion was passed unanimously.

 

Approval of Minutes

 

Neil Suprenant moved approval of the August 23, 2010 minutes.  The motion was seconded by Chris deGrandpré.  Motion was passed unanimously.

 

Financial Report

 

Conversation ensued about revenue versus expenses as included in the monthly financial packet.

 

Barbara Stowe made a motion to approve the August financial reports.  Chris deGrandpré seconded the motion.  Motion was carried unanimously.

 

Public Comment Period

 

Kip stated that before Peter Lynch left today’s meeting, he gave a big compliment to the library system. Also, the CEF Library System has received a pat on the back from each of the member libraries that the Board has visited this year.

 

President’s Remarks

  • Richard Kibben stated that we tried but were unsuccessful at getting an Executive Committee meeting organized for September due to scheduling difficulties.  In October, when Ewa Jankowska returns from vacation, a committee meeting will be arranged.

Director’s Report

 

In addition to her written report, Ewa Jankowska reported:

 

  • ·     At the Corrections Librarian Meeting on September 24, 2010, the proposed System contract was approved.  Seven out of nine signed statements were received, and once they are in, we hope to receive State Corrections’ funding soon.
  • ·     CEF is funded per capita; however, there are fewer and fewer inmates every year.
  • ·     Regarding the bookmobile, we received the money from the insurance company.  We are waiting for Matthew’s, the original company that worked on the bookmobile, for a part, and then Dick’s Customizing will do the repair.
  • ·     A letter of resignation from Jan Eakins is being pursued so that it can be sent to the Essex County Legislature.  Communication from Jan was received today saying that she would get it to Ewa sometime this week.  Ewa stated there is a provision in the bylaws that pertains to lack of excused attendance at Board meetings with no communication.

 

PPL Report

Stan Ransom reported:

  • PPL has been working very hard to prepare for the opening on October 13th of the Public Computer and Job Resource Center in the Brinkerhoff Room of the library.  The furniture and computers are coming in.  Some of it is being purchased under the grant, and some of it has been obtained through donations from Pfizer through their Miner Farm Facility in Chazy at no cost.  PPL is excited to have created this new service which will help the people of the North Country to acquire new jobs and to work also on understanding the computer.
  • Tomorrow at PPL’s Board meeting, they will be discussing requesting additional funds from the City of Plattsburgh to assist with replacing people at their lending desk.  They will also bring it to the city’s attention that there has never been a promotion at PPL, although there is a Librarian I who has been there for 20 years.

Mr. Kibben questioned whether the new computer and resource room at PPL is a parallel effort to what CEFLS is doing with the van.  Ewa and Stan stated that it is the same grant, though CEFLS’s amount was greater than PPL’s.

Stan was excused following his report.

 

CEFDA Report

 

Francine Fairchild was present and reported that:

  • CEFDA’s meeting will be a week from tomorrow, October 5th, at CEFLS.
  • Like PPL, Chazy has received a lot of donations of equipment and supplies from Pfizer.  Pfizer in Rouses Point seems to be funneling donations for 501-c-3’s, not-for-profits, through their Chazy Miner Farm Facility.

 

Committee Reports

 

Executive Committee

 

No report.

 

Finance Committee

 

Ewa would like to have a Finance Committee meeting sometime in October for the purpose of discussing adjustments in the budget.  She requested that Dawn Recore work on scheduling two meetings.  Dr. Church will provide Dawn with the dates that she will be available because she will be out of town multiple times during the month of October.  Ewa stated that if necessary Michael could be present in her place because he knows what they would like to adjust.

 

Nominating Committee

 

A report was not given since Cerise was not present for today’s meeting.  Kip knows of a person in Saranac Lake that he would like to see nominated.  Dick stated that they are heavy with membership on the southern end of Franklin County right now, but it won’t always be that way.  Lisa Minnich also knows of a potential person in Saranac Lake.  They will follow up.

 

Personnel Committee

 

There was no report.

 

Advocacy Committee

 

There was no report.

 

Development Committee

 

Dr. Church spoke about Fueling Literacy.

  • With Dawn here, we can possibly follow up on the Fueling Literacy campaign started last year for fueling the bookmobile and vans.  Dr. Church would like to see a letter go out to gas stations asking for donations of fuel.
  • If we have enough advocates of the bookmobile, we could do a capital campaign when it or the van needs replacing.  Dr. Church suggested that letters go out by the end of November.

 

Dr. Church would also like to have a member solicitation for the Library System trustees

 

Negotiating Committee

 

The Negotiating Committee will meet in Executive Session later in this meeting.

 

Communication

 

There were no communications on which to report.

 

Old Business

 

There was no old business on which to report.

 

New Business

 

Any new business has already been covered by today’s previous reports.

 

Executive Session

 

Lisa Minnich moved that the Board go into Executive Session to discuss negotiations.  Neil Suprenant seconded the motion.  At 4:44 the Board went into Executive Session.

 

The Board reconvened to Full Board at 5:10.

 

Conversation ensued on the topics of committees, refreshments, and officers’ terms, with no official action taken.

 

Next Board Meeting

 

The next meeting will be held October 25, 2010 at 4:00 p.m.

 

Adjournment

 

A motion to adjourn the meeting was made by Kip Thompson, seconded by Neil Suprenant.  The meeting adjourned at 5:16 p.m.

Respectfully submitted,

Lisa Minnich
Secretary

Minutes for Board of Trustees Meeting
Held October 25, 2010

Call to Order

The Board of Trustees meeting was called to order at 4:05 p.m. on Monday, October 25th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Richard “Dick” Kibben, President.

Roll Call

Present:  Nancy Cooper, Chris de Grandpré, Frances Filshie, Jennifer Henry, Richard Kibben, Barbara Stowe, Neil Surprenant, and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Director, Michael Spofford, Dawn Recore, Betsy Brooks, and Elizabeth Rogers

Others Present:  Stan Ransom, Plattsburgh Public Library

Approval of Absences

Frances Filshie moved that Nancy Church, Mary “Lisa” Minnich, Cerise Oberman, and Deborah Wells be excused from this meeting.  The motion was seconded by Kip Thompson.  Motion passed unanimously.

Approval of Agenda

Nancy Cooper moved that the agenda be approved.  The motion was seconded by Kip Thompson.  Motion passed unanimously.

Approval of Minutes

Kip Thompson moved approval of the September 27, 2010 Minutes as written. The motion was seconded by Chris de Grandpré.  Motion passed unanimously.

Financial Report

Kip Thompson moved approval of the Financial Report.  The motion was seconded by Frances Filshie.

Kip commended Michael Spofford for the Over and Under Report which is very helpful.

Discussion ensued on whether it might be advantageous to increase the travel budget as a means of keeping CEFLS on the forefront of library advancement, particularly for travel to relatively nearby trainings.

Nothing will happen with Central Library Book Aid until after the November election, when hopefully the legislature will meet to act on some of the budget issues.

Motion to approve the Financial Report carried.

Public Comment Period:

None

President’s Remarks

Dick stated that we will work on getting an Executive Committee Meeting together since we haven’t been successful with that between the last meeting and now.

Director’s Report

Ewa Jankowska reported:

There was a telephone conference with Systems Directors. Only 50% of $84.5 million in library aid has been allocated thus far.  The State Library does not expect anything will be done before the November election, and we hope they will meet before January to act on unfinished business.  We need to have Article VII Bill passed so they can distribute the money, especially the supplemental aid. Our budget application was approved.

Civil Service has approved the Library Clerk position on the Bookmobile to fill the position of the retiring Principal Library Clerk.  A list of potential candidates has been received and interviews will begin soon.  Hopefully it will be only the month of November that CEF staff will substitute on the Bookmobile.

Our library consultants have been very busy.  Elizabeth Rogers is helping member libraries weed out older books.  Betsy Brooks has been very successful with BTOP (Broadband Technology Opportunity Program) and has submitted purchase requests through this stimulus grant for a new van and eight computers to be used in Essex County.  Betsy has also been busy helping member libraries get on line.  West Chazy is now on line, Keene is interested, and Ellenburg Depot is in the process.

Julie had a very successful meeting at CEF for Take A Bite Out of Books Competition (TABOB).  There were grants from Stewart’s and Kiwanis to start the project, and now the libraries are already planning for next year.

Julie is doing an incredible job juggling two jobs, since she is also filling the Youth Services position that could not be filled last year.

We are continuing with the Adult Learners in the Zone Project, which continues the E-Senior computer training.  Several libraries have expressed interest in having classes.

We are now spending CBA money on databases instead of paper reference books. We have Encyclopedia Britannica, which has a lot of new features and is great for children, and Byki. Byki can be done on the computer and has a module that is downloadable to a phone.  Next Friday will be Tech Friday at CEFLS to showcase these two databases to the libraries and anyone who wants to attend.

Several of our staff went to the recent opening of the Plattsburgh Employment and Public Computer Center at Plattsburgh Public Library.

Michael Spofford has been helping member libraries with comptroller reports. We are thinking of providing a seminar on completion of annual reports and comptroller reports in the winter.

The New York State Library lost six people through attrition and early retirement incentives.  Lisa Areford is the new liaison with the State for CEFLS and our member libraries.  Lisa used to work with us and is familiar with our needs.

Michael attended a 501-c-3 training and learned that as a not-for-profit, we can have dividends from our stocks.

We learned from our statement from the NYS Retirement System that we will have to pay another $20,000 in 2012.

Michael and Dawn Recore attended two health insurance updates, on NYSHIP and Excellus. We will have increases of between 16 and 20 per cent in our health insurance premiums.

New York Library Association (NYLA) Conference in Saratoga takes place next week. Ewa Julie Wever, Betsy Brooks, and Elizabeth Rogers will attend.

Discussion ensued on the aforementioned comptroller’s report which must be done 60 days after the close of the fiscal year.  It was suggested that treasurers and presidents of library boards attend the training that Michael may offer so they will understand the report.

Plattsburgh Public Library (PPL) Report

Stan Ransom reported:

The Public Computer Center opened October 13th with about 60 people in attendance and offers classes on all aspects of computer with the goal of assisting with employment search.

PPL has several leaks from the recent rain storms and their budget for this year is about spent.  Stan is hopeful that the city will offer some help; however, the Plattsburgh mayor has all city budgets on hold until after the election.

PPL has a lot of new people getting library cards.

For those who are interested in obtaining grants, on October 27th, from 1:30 to 4:00, PPL is hosting a library grant program with Keith Schladweiler of Collections Department for Foundation Center.  PPL has Collections’ designation, so at PPL you can go on line to go into all the grants the Foundation administers.

Stan was excused immediately following his report.

Clinton-Essex-Franklin Director’s (CEFDA) Report

Francine Fairchild was not present to report.

At the recent CEFDA meeting, Elizabeth Rogers did a power point presentation on weeding your collection.

Committee Reports

Executive Committee:

Dick Kibben stated that we were not able to get an Executive Committee meeting scheduled.  We will work on scheduling the meeting in the next couple weeks.

Finance Committee:  (Nancy Church)

Michael Spofford stated he, Ewa, and staff will amend the 2011 budget that was approved in August, and hopefully he will have an update at the November meeting.

Nominating Committee:  (Cerise Oberman)

Barbara Stowe reported that it is time to begin Ewa’s evaluation by taking a look at the survey that was sent to member libraries at the beginning of this year.

Dick reported that Jan Eakins, from Essex County, has vacated her position on the Board of Trustees.  The bylaws have a provision whereby if you have three unexcused absences, you are automatically considered to have abandoned your position.  Nominations will be needed to fill this and other Trustee positions whose terms will be complete December 31st.

Personnel Committee:  (Barbara Stowe)

No report

Advocacy Committee:  (Lisa Minnich)

No report.

Development Committee:  (Nancy Church)

Barbara Stowe interjected a Bookmobile question here since there is no Bookmobile Committee.  She asked what the number of books is that can be charged out.  Ewa plans to talk about the Circulation Policy at the next meeting after she works on the wording with the library consultants.  Michael has determined that the biggest losses are with DVD’s.

Negotiations Committee:  (Neil Surprenant)

The Board will enter into Executive Session later in the meeting.

Communications

Dawn Recore read a thank you card from The Senior Celebration Committee.  Ewa Jankowska explained that CEF usually has a display at their Seniorama.

Old Business

Barbara Stove moved approval to excuse Cerise Oberman, Nancy Cooper, and Deborah Wells from our September 27, 2010 Board of Trustee Meeting. Chris de Grandpré seconded. Motion carried.

Michael Spofford has learned from Peter Lynch of Gordon W. Pratt Agency that our insurance premium would not be reduced if we reduced the number of Board members and employees on our insurance policy, so we will leave the numbers as they are.  We are able to reduce our premiums by $1,700 as a result of reducing the amount of computer and inland coverage on books and equipment, and raising the amount of deductible on vehicle coverage.

New Business

Betsy Brooks submitted purchase requests through a stimulus grant for a new van and eight computers to be used in Essex County.  Excellent prices were obtained through state purchase contract.  Neil Surprenant moved approval of these purchases.  Frances Filshie seconded.  Motion passed unanimously.

Requests for variances must be submitted by libraries that don’t follow New York State’s rules for minimum standards for hours of operation.  Beldon Nobel Library in Essex and Dannemora Free Library have submitted variances.  Kip Thompson moved approval.  Neil Surprenant seconded. Motion passed unanimously.

Executive Session

Barbara Stove moved that the Board enter into Executive Session at 5:05 for the purpose of discussing negotiations.  Nancy Cooper seconded.  Motion passed unanimously.

At 5:25 p.m., the full Board reconvened.

Next Board Meeting

The next meeting will be held Monday, November 22nd at 4:00 at Plattsburgh Public Library.

Adjournment

Dick Kibben adjourned the meeting at 5:26 p.m.

Respectfully Submitted,

Mary Minnich
Secretary

Minutes for Board of Trustees Meeting
Held November 22, 2010

Call to Order

The Board of Trustees meeting was called to order at 4:05 on Monday, November 22, 2010 at the Plattsburgh Public Library, 19 Oak Street, Plattsburgh, NY, by Richard “Dick” Kibben, President.

Roll Call

Present: Dr. Nancy Church, Nancy Cooper, Chris de Grandpré, Jennifer Henry, Richard Kibben, Mary “Lisa” Minnich, Cerise Oberman, Barbara Stowe, Neil Surprenant, Charles “Kip” Thompson (4:11 p.m.), and Deborah Wells

Staff Present: Ewa Jankowska, Director, Michael Spofford, Elizabeth Rogers, and Dawn Recore

Others Present: Stanley Ransom, Plattsburgh Public Library

Approval of Absences

Cerise Oberman moved that Frances Filshie be excused from this meeting. The motion was seconded by Neil Surprenant. Motion passed unanimously.

Approval of Agenda

Nancy Cooper moved that the agenda for today’s meeting be approved. The motion was seconded by Barbara Stowe. Motion passed unanimously.

Approval of Minutes

Nancy Cooper moved approval of the October 25, 2010 Minutes as written. The motion was seconded by Chris de Grandpré. Motion passed unanimously.

Financial Report

Chris de Grandpré moved approval of the Financial Report. The motion was seconded by Neil Suprenant. Motion passed unanimously.

Public Comment Period

There were no public comments.

President’s Remarks

This is Dick’s last meeting as president of the Board of Trustees, having completed two years. He will continue as a member of the Board of Trustees, as his term is still ongoing. He thanked everyone for all of their assistance, particularly Ewa Jankowska and Michael Spofford.

Director’s Report

Ewa thanked Dick for his service as president and stated that it has been a pleasure to work with him. She knows it wasn’t easy, as there were long periods without an Administrative Assistant.

Ewa reported:

According to Robert Freeman, authority on the topic of Open Meetings Law, it is okay to use consent agenda for our Board meetings, if the Board decides to do so.

Michael Spofford and Dawn Recore attended a records’ retention training and learned that we need an official designee as Records Management Officer in order to get grants if we apply for them. Ewa requested that later during this meeting Michael be appointed.

Regarding library funding, there was no November 15th legislative meeting as originally requested by the governor. It is thought that he will ask the legislators to meet on November 29th for an extraordinary session to address unfinished business. It is expected that the agenda will include education funding, which is the grouping for libraries.

Ewa and Julie Wever attended a Literacy Volunteer Luncheon. The organization has a great shortage of classic easy readers. There is a series of classics by Penguin that they would really like, so we will be looking for a grant for them.

We still need to work on the Circulation Policy. We know that the bookmobile loses the most, and the most expensive items are DVDs. We would like to limit DVDs to five per person, but we still have to see how our system is going to address it.

Ewa suggested that our “away” Board of Trustee meetings for 2011 be held in Champlain for Clinton County, in Westport for Essex County, and in Malone for Franklin County.

Plattsburgh Public Library (PPL) Report

Stan Ransom thanked everyone for coming to today’s meeting being hosted at Plattsburgh Public Library. He invited everyone who hasn’t seen their new Computer and Resource Center to come in anytime that they are open and Janelle Sheppard will give a tour.

Stan reported:

Plattsburgh Public Library has been working on a number of issues with asbestos, mold and mildew in their basement. Also, a roofer has identified some serious leaks in their roof. They expect to have the roof leaks tarred soon. The mayor has visited, and PPL may receive some assistance in taking care of these issues.

PPL has a new Spinet piano that they hope will be played by staff.

PPL is building up its local history collection.

There are many people coming in to their library and to the new Public Computer Center, and PPL is very happy to be serving the people and the community.

Discussion ensued on PPL’s asbestos problem in the basement where tiles are cracking and coming unglued, exposing the bare mastic.

Clinton-Essex-Franklin Director’s Association (CEFDA) Report

Francie Fairchild was not present.

Ewa reported that there has been a lot of recent communication among the library directors about office space because some directors do not have offices.

CEFDA meets four times per year, usually not in the winter. It is an all-volunteer program.

Committee Reports

Executive Committee:

The Executive Committee met on November 11th, minus Barbara Stowe, who was out of town. They discussed two items: possible use of consent agendas and the size of the Board of Trustees.

Consent agendas are used by quite a few nonprofit boards, and according to Robert Freeman, authority on the topic, consent agenda doesn’t run afoul with any state requirements. The advantage is that it allows meetings to move along more efficiently and less repetitively. The caution of using it is that members must have access to all material in time to go through it, digest it, formulate their opinions and decide whether they are comfortable with it. To move things off consent agenda and into discussion mode, Dick found two methods in his research. One is that prior to the meeting, it must be requested that the topic be singled out for discussion, and the other method is to have a motion for discussion on the spot. Dick reports that if this Board elects in the future to use consent agenda, the consensus of this group is to do the latter, not the former. For the most part, financials need to be carved out of consent agenda.

The size of the Board of Trustees is currently constituted at five members per county. There was discussion of going to a smaller odd number. The rationale for considering a smaller number is that it is difficult to get people to serve. The con side of having fewer Board members is that if we are to maintain the number of current committees, the board members would find themselves serving on many.

Possible ways of making meeting participation easier were discussed.

To ease the commitment, Kip suggested having regular meetings every other month, with the off months being for committee meetings. However, Dick stated that generally at least one meeting yearly is cancelled either due to weather or lack of quorum, which in a sense self regulates to fewer meetings. Ewa is concerned that there are months when it is very important to have meetings to discuss and vote on various issues.

The use of Skype, on occasion, due to poor weather or other travel-prohibitive reasons, was suggested, as were other potential alternative methods of being present for Board meetings by video cam or telephone, rather than in person. Due to our own equipment limitations for visual identification of more than one person at a time, some of these methods would not work for our Board meetings; however, for committee meetings, there is a telephone number in Georgia offering a service that allows several people to participate at the same time, and it is a free service that Dick has used.

The question was raised whether it would be beneficial to hold Board meetings at other locations, such as government meeting rooms, where there is more technology already in place which might allow for “remote” attendance. Ewa expressed concern that if we rely heavily on such technology and then have technical difficulties, we may find ourselves without a quorum for a meeting.

A committee is being formed to discuss reducing the number of months that the Board meets and to investigate what technology is available within our resources to make meeting attendance easier.

Ewa has volunteered to help recruit Board of Trustee members, and currently has the names of three possible candidates. Two are from northern Franklin County, and one is from southern Franklin County.

Finance Committee:

After observing the finances of Clinton-Essex-Franklin Library System for several years, Dick is concerned, and encourages we do everything in our power to ensure its long-term viability. Labor costs and the defined benefit pension system that we have now are of great concern. He stated that if we continue as we are now, as people retire, leave, or quit, we are not going to be able to replace them. He feels that a change in the contribution system is needed to get our costs under control.
Discussion ensued that after this negotiation is finished, it is hoped that a package can be put together for existing retirees for whom we are paying massive amounts for health insurance.
Kip stated we need to be creative and possibly come up with some sort of a trade of immediate dollars for future stability.

Nominating Committee: (Cerise Oberman)

Cerise stated that the Nominating Committee is not quite ready to put a slate of officers on the table, but will be ready for the January meeting. If the Board accepts it, there should be a smooth and seamless transition. At that time, Cerise also hopes to have some potential Board member names to send to the various county legislatures for approval.

Personnel Committee: (Barbara Stowe)

Barbara Stowe initiated dissemination of information for the Director’s evaluation, which included “CEFLS Director’s Evaluation Procedures”, an overview of the Member Library Survey of January 2009, and a list of Performance Criteria for Evaluation. Barbara asked that the performance criteria form be completed by Board members on line and sent to her by January 5, 2011. She will compile responses.

Currently, there are only two committee members on this committee, Barbara Stowe and Nancy Cooper.

Advocacy Committee: (Lisa Minnich)

There was no report.

Development Committee: (Nancy Church)

Nancy Church will work with Dawn Recore to send out letters to Board members asking if they would like to be part of our Leadership Campaign and make a donation to our library system.

Nancy would like to see the Fueling Literacy campaign that was implemented last year tried again. This involves requesting donations of gas and diesel for the bookmobile and van from service stations and gas stations. Another mailing would be needed, as well as follow-up phone calls and press releases that would go out at the same time as the mailing. Potential major participants in this project are companies such as Mobil, Maplefields, Church Oil and Stewarts. There will be various incentives for donations at various levels, such as signs or placards on or in the bookmobile stating something like Fuel Courtesy of… or Fuel Donated by….

Communications

There were no communications to be read.

Old Business

There was no old business to be discussed.

New Business

A motion to appoint Michael Spofford as Records Management Officer was made by Lisa Minnich, seconded by Nancy Cooper. Motion passed unanimously.

Each of the trustees made their annual donation of $10 to the Trustees’ Discretionary Fund.

Executive Session

Lisa Minnich moved that the Board enter into Executive Session at 5:15 for the purpose of discussing negotiations. Nancy Church seconded. Motion passed unanimously.

At 5:31 p.m., the full Board reconvened.

The next meeting will be held on Monday, January 24, 2011 at Clinton-Essex-Franklin Library System.

Adjournment

Dick Kibben adjourned the meeting at 5:32 p.m.

Respectfully submitted,

Mary Minnich
Secretary

 

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