2012 CEF Board Meeting Minutes

November 26, 2012

October 22, 2012

September 24, 2012

August 27, 2012

July 23, 2012

May 21, 2012

April 23, 2012

March 26, 2012

February 27, 2012

January 23, 2012

See also prior year minutes:   2011, 2010, 2009, 2008, 2007, 2006, 2005 and current year minutes.


The minutes immediately below are UNAPPROVED MINUTES.   They will be scheduled to be approved at the next Board of Trustee meeting in January 2013.


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Regular Meeting

Held November 26, 2012

Call to Order

The Board of Trustees meeting was called to order at 3:12 p.m. on Monday, November 26, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh, New York by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Maiko Barcomb, Emily Castine (entered 3:22 p.m.), Nancy Cooper, Chris de Grandpré, Jennifer Henry, Mary “Lisa” Minnich, Martha Spear, Dr. Barbara Stowe and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Dawn Recore, Administrative Assistant; Michael Spofford, Principal Account Clerk; Elizabeth Rogers, Technical Services Consultant

Consent Agenda:  Excused Absences:  Judy Cobb, Fran Filshie and Richard “Dick” Kibben

Approval of Agenda

It was moved by Nancy Cooper, seconded by Dr. Stowe, to approve today’s Agenda as Amended on November 20, 2012.  Motion carried unanimously.

Approval of Consent Agenda

It was moved by Nancy Cooper, seconded by Dr. Stowe, to approve the Consent Agenda as presented.  Motion carried unanimously.

Approval of Minutes of October 22, 2012 Meeting

It was moved by Nancy Cooper, seconded by Dr. Stowe, to approve the Minutes of the October 22, 2012 Meeting.  Motion carried unanimously.

Financial Report

Martha Spear moved that the following financial reports be approved as presented by Michael Spofford, Principal Account Clerk:

·        Over and Under Report for period ending October 31, 2012

·      Budget-to-Date Report from 1/1/12 through 10/31/12

·      Balance Sheet as of 10/31/12

·      Statement of Revenues and Expenditures from 10/1/12 through 10/31/12

·      Status of Grants/Aids as of 10/31/12

Michael Spofford and Ewa Jankowska explained that accounts included in this month's Over and Under Report are determined by the month's proportion of the 12-month calendar year and they are either one percent above 10/12's of their budget amount for the year or 10 percent below their budgeted amount for the year.

With the balance of State Aid money now received, the purchase of books, e-books, etc. that was budgeted for 2012 will either be purchased or the remaining money will be encumbered.  With funding amounts for next year being uncertain, encumbering allows CEFLS to pace the purchase of new materials into 2013.

Gary Alexander seconded the motion.  Motion carried unanimously.

Public Comment Period

There were no comments from the public.

President’s Remarks

Chris de Grandpré commented:

A new date for the May 2013 Board meeting will be determined because the fourth Monday conflicts with the Memorial Day holiday.

There will be an Executive Session to discuss the Performance Evaluation of the Director, Employment Agreement between the Library System and the Director, salary and benefits of the Director and Confidential Staff, and ratification of the CSEA Agreement. 

It is the time of the year to bring up the Leadership Campaign and the Trustees’ Discretionary Fund.  Lisa Minnich will talk about the Leadership Campaign later in the meeting.  For the Discretionary Fund, last year $10 was asked of each trustee for the purpose of buying cards and things of that nature as deemed appropriate. 

Dick Kibben will be leaving the Board on December 31st after six years of service.  It is hoped that he will attend the Holiday Get-Together with staff on December 13th.

Ewa Jankowska has been watching for the posting of Essex County’s proposed 2013 Budget on-line.  It is expected that funding will be level.  CEFLS will have representation at Essex County’s second and third budget hearing meetings which will take place when they are further into the process.

Director’s Report

In addition to her written report, Ewa Jankowska reported:

Health insurance options for staff are limited. 

  • Joining the consortium at Champlain Valley Educational Services to provide a lower rate is not an option because of our small size. 
  • The Clinton County Government Center has a New York State Health Insurance Plan, as does CEFLS’ CSEA staff.  NYSHIP rates are set for the whole state so there would be nothing to gain if we were able to be included with the county.   
  • The county’s non-union staff has Excellus, which the CEFLS non-union staff has, but only county employees can participate in the county’s Excellus plan. 
  • Tish Biesmeyer of Burnham Financials will be meeting with non-union staff later this week to discuss their options.

Ewa, Julie Wever and Betsy Brooks went to a meeting in Mooers recently. There is disagreement between the Town of Mooers and the Mooers Fire Department as to the construction site of a new library.  We have since been reassured that the new library will happen.

Ewa encouraged everyone to look at the CEFLS Facebook page for postings about our databases and events as well as interesting stories about libraries and topics outside of our System.  The number of CEFLS’s “likes” on Facebook is increasing all the time and when stories are shared onto other people’s Facebook pages, they are then distributed over a much larger area.

A $2500 CVPH Foundation grant has been awarded to CEFLS to purchase health related books.  Ewa did a presentation to their Board and is looking forward to developing a continuous relationship with them.

Ewa had a telephone conference with Maura of Lifetime Arts, the art program for seniors “55 and better”.  It has been a very successful program with three of our member libraries participating, and 25 people on a waiting list for next year.  These three libraries, plus four more so far, plan to apply for a grant next year.  Grant money pays for the supplies and the participating artist instructors.  At the end of the program, each participating library has a public reception for artists to show their work.  Ewa attended the reception at the Rouses Point Dodge Memorial Library on October 27 and the final projects were very impressive.

CEFLS is going to participate in World Book Night on April 23, 2013 as a book distribution center.  Everyone is encouraged to register to give away 20 books.  Authors of the books have waived royalties in order to make it possible to print the free World Book Night editions.  The purpose of World Book Night is to provide books to those who are not typically readers.  Visit http://www.us.worldbooknight.org/how-do-i-get-involved/apply-giver-us/application-guidelines.

There is a group who would like to develop a library in Lewis.  Elizabeth Rogers went to their first meeting to talk with them about the process.  She encouraged them to find a location, and explained what a reading center is.  With three existing libraries (Elizabethtown, Westport and Wadhams) already in their small geographic area, some are questioning whether there is need for another library.

Plattsburgh Public Library (PPL) Report

There is no report from Russell Puschak, Interim Director, of Plattsburgh Public Library at this time.  Ewa Jankowska will be attending the PPL Board of Trustees meeting on November 27, 2012.

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

Francie Fairchild, Director of Chazy Public Library, reported that 14 library directors and Betsy Brooks and Elizabeth Rogers from CEFLS attended a CEFDA meeting on October 19, 2012.  Kathy Linker, who hopes to open a library in Lewis, was a guest.  Discussions included the layout of children’s areas, programming, fundraisers, dealing with a Board, printing fees, attending NYLA conferences and public computers.  All library directors are urged to attend CEFDA meetings to share information, ideas and general fellowship.

Consent Agenda:  Communications

There are no communications at this time.

Consent Agenda:  Committee Reports

Advocacy, Bookmobile, Health Plan, Negotiating, Nominating, Personnel, Property, and Strategic Planning Committees have no reports at this time.

Executive Committee

This is the time of year to fund the Trustees’ Discretionary Fund.  Last year $10 was requested of each trustee to buy cards and small gifts for occasions such as retirement or loss of a family member.

Lisa Minnich explained the Leadership Campaign as an opportunity for trustees to support the Library System by leading the way with a donation in whatever amount can be afforded.  The important thing is that there is 100 percent trustee participation.

Finance Committee

The Finance Committee met earlier in preparation for today’s Executive Session. Points of discussion will be ratification of CSEA Agreement, discussion of Director’s Evaluation and renewal of Director’s Employment Agreement, and salary and benefits of Director and Confidential Staff. 

Old Business

Discussion of the Bookmobile

Two bookmobile issues were discussed.  First, resolutions from all three counties have been received relinquishing rights to the bookmobile.  This would enable CEFLS to sign the vehicle over to Clinton County Office of Emergency Services for use as a mobile command center.  The second bookmobile issue is that Queens Library System has been speaking with Ewa Jankowska about possibly borrowing the bookmobile for use in Far Rockaway due to two of their libraries having been destroyed by Hurricane Sandy and three more libraries that do not have electricity.  Discussion ensued regarding whether to loan the bookmobile for use by the Queens Library System or sign it over to Clinton County Emergency Services.  If loaned, a proper legal agreement and insurance papers would be drawn up. 

A motion was made by Gary Alexander to loan the bookmobile to Queens Library System, if they make a formal request, for a period of up to 60 days, subject to CEFLS Director being satisfied with conditions.  If it is needed for an extended period of time, the CEFLS Board of Trustees will then revisit the matter.  Nancy Cooper seconded the motion.  Motion carried unanimously.  If Queens Library System does make a formal request, the CEFLS attorney and insurance broker are ready to move on it.

Ewa Jankowska will speak with Eric Day of Clinton County Office of Emergency Services to explain the situation. 

New Business

Under New Business, today’s agenda has three documents for consideration.  Copies of each were provided to trustees for review prior to this meeting.

Resolution for Variance Request for Dannemora Free Library

Based on circumstances, over which Dannemora Free Library has no control, that are barriers to compliance with their charter with Division of Library Development, Dannemora Free Library is requesting a variance to exclude Clinton Correctional Facility from its “Population Chartered to Serve.”  The actual population is less than half of the chartered population which says the library should be open 35 hours per week.

A motion to approve the Variance Request for Dannemora Free Library making 20 its minimum number of standard hours per week was made by Lisa Minnich, seconded by Kip Thompson.  Motion carried unanimously.

Resolution for Check Signers for 2013

The Officers and Director of the CEFLS Board of Trustees are the signers of abstracts and checks.  For the year 2013, the officers will be:  Mary Minnich, Barbara Stowe, Charles Thompson, Jennifer Henry and Gary Alexander.  These Trustees and the Director will sign the Corporate Authorization Resolution for Community Bank NA.

A motion to approve the Officers and Director as the check signers for 2013 was made by Nancy Cooper, seconded by Martha Spear.  Motion carried unanimously. 

Proposed Calendar for Board of Trustee Meetings in 2013

The proposed calendar for Board meetings for 2013 was distributed for prior review.  The fourth Monday in May conflicts with the Memorial Day holiday.  Therefore, May 20, 2013 and June 3, 2013 were considered as alternatives.

A motion was made by Kip Thompson and seconded by Emily Castine to move the May 2013 meeting of the CEFLS Board of Trustees to May 20, 2013.  Motion carried unanimously. 

Executive Session 

Lisa Minnich made a motion, seconded by Nancy Cooper, to enter into Executive Session for the purpose of discussion related to the ratification of the CSEA agreement, discussion of the Director’s Evaluation and discussion relating to the renewal of the Director’s Employment Agreement, and discussion of salary and benefits of the Director and Confidential Staff.  Motion carried unanimously.  Executive Session was entered at 4:20 p.m.

Return to Regular Session

The Board returned to Regular Session at 5:22 p.m. with three action items. 

Ratification of Memorandum of Agreement between CEFLS and CSEA

A motion was made by Nancy Cooper and seconded by Lisa Minnich to approve the ratification of Memorandum of Agreement between CEFLS and CSEA for a contract which will span from January 1, 2011 through December 31, 2014.  Motion carried unanimously.

New Agreement for Director of the Library System

A motion to approve a new Three-Year Employment Agreement between the Director and the Clinton-Essex-Franklin Library System, effective January 1, 2013, was made by Kip Thompson and seconded by Gary Alexander.  Motion carried unanimously.

Salary Adjustments for Director and Confidential Staff

A motion that the Director and Confidential Staff, who are exempt and salaried employees, receive a one percent retroactive salary increase for 2012 and a two percent increase effective January 1, 2013 was made by Nancy Cooper, seconded by Kip Thompson.  Motion passed unanimously.

Michael Spofford inquired about a payout date for the retroactive pay for CSEA Staff, stating that they have asked if they could receive it before the end of the year and in a separate check.  Michael could prepare the retroactive payment the week of December 10th, payable on December 14th.  Tami Williams, who is finalizing the CSEA Agreement between the parties, will provide the complete Agreement to the Board, and once it has been reviewed by Jaci Kelleher, CEFLS Attorney, it can then be signed by the Board President.  Chris de Grandpré stated that the process is expected to be complete by December 14th

Adjournment

There being no further business to come before the Trustees.  Kip Thompson motioned to adjourn the meeting, seconded by Nancy Cooper.  The meeting was adjourned at by Chris de Grandpré at 5:28 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Regular Meeting

Held October 22, 2012

Call to Order

The Board of Trustees meeting was called to order at 3:53 p.m. on Monday, October 22, 2012 at the Goff-Nelson Memorial Library in Tupper Lake by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Emily Castine, Chris de Grandpré, Jennifer Henry, Richard “Dick” Kibben, Mary “Lisa” Minnich, Dr. Barbara Stowe and Charles “Kip” Thompson.

Staff Present:  Ewa Jankowska, Executive Director; Dawn Recore, Administrative Assistant; Michael Spofford, Principal Account Clerk

Others Present:  Peg Mauer, Librarian at Goff-Nelson Memorial Library, and Dave Minnich

Consent Agenda: Excused Absences:  Maiko Barcomb, Judy Cobb, Nancy Cooper, Frances Filshie, and Martha Spear

Approval of Agenda

It was moved by Lisa Minnich, seconded by Dr. Stowe to approve the Consent Agenda and the Amended Agenda dated October 19, 2012 with the deletion of Item 13.B Discussion of Director’s Evaluation. Motion carried unanimously.

Approval of Minutes

It was moved by Lisa Minnich, seconded by Dr. Stowe to approve the minutes of the September 24, 2012 meeting with the following amendments:

1.    Proposed Amended Budget for 2012, first paragraph - The amounts of the original proposed Budget for 2012 and the Proposed Amended Budget for 2012 - #01 are to be reversed. 

2.   Proposed Amended Budget for 2012, last paragraph – Kip Thompson’s resolution is to include the amount of the Proposed Amended Budget 2012 - #01 - $1,314,614.78.

3.   Proposed Preliminary Budget for 2013, second paragraph – Dick Kibben’s resolution is to include the amount of the Proposed Preliminary Budget for 2013 - $1,314,614.78.

Motion carried unanimously.

Financial Report

Dr. Stowe moved that the following financial reports be approved as presented by Michael Spofford, Principal Account Clerk: 

·         Over and Under Report for period ending September 2012

·       Accounts Payable and Receivable Third Quarter Report

·       Budget-to-Date Report from 1/1/12 through 9/30/12

·       Balance Sheet as of 9/30/12

·       Statement of Revenues and Expenditures from 9/1/12 through 9/30/12

·       Status of Grants/Aids as of 9/30/12

  

Michael Spofford called attention to the Accounts Payable and Receivable Third Quarter Report which recaps payables and receivables which are over 90 days past due.  There is an amount of $7,170 due to Southern Adirondack Library System.  CEFLS has requested draw down funds from New York State to cover this invoice before the funds are paid to the Library System.  There is a balance of $1,134.12 due to CEFLS which will be addressed with member libraries and correctional facilities to clear these items.

Gary Alexander seconded the motion.  Motion carried unanimously.

Public Comment Period

There were no comments from the public.

President’s Remarks

Chris de Grandpré thanked Peg Mauer and the trustees of Goff-Nelson Memorial Library for hosting this meeting.  He welcomed Ewa Jankowska back from Poland and thanked Michael Spofford and Dawn Recore for assisting during Ewa’s absence.

The trustees will need to meet in Executive Session for the purpose of discussing a Mediation Session scheduled for October 23.  Bill Lochner, representing Public Employee Relations Board, PERB, will be present during the Mediation Session to assist with CSEA negotiations.

The final 2012 meeting of the Board of Trustees will be in November. There is no meeting in December unless deemed necessary.

Director’s Report

Ewa Jankowska has returned from Poland. Internet access while in Poland was not as reliable as anticipated so she was not able to communicate with CEFLS staff as often as planned.

The BTOP (Broadband Technology Opportunities Program) van, which was obtained through a grant and was used throughout Essex County for a computer technology training program at member libraries, is now being used by CEFLS for deliveries.  Ewa will meet with the staff to discuss how to make the van identifiable and what will happen with the old van.

Ewa’s November report will include the period between the September and October Board of Trustees meetings.

Plattsburgh Public Library (PPL) Report

There is no report from Plattsburgh Public Library.  Ewa Jankowska stated that Interim Director of PPL, Russell Puschak, has decided not to take the position as director.  It is unclear at this time whether he will stay on as interim director while the search for a director is opened again.

Communications

A letter from Jeanie Roberts, who retired in 2011 as Director of North Country Chapter of American Red Cross, was read.  Ms. Roberts encourages the CEFLS Board to support working with Clinton County Emergency Services for the transition of the bookmobile. She feels it would enhance how well responders can do their jobs and be a positive move for the North Country.

Consent Agenda: Committee Reports

Advocacy, Bookmobile, Development, Executive, Finance, Health Plan, Negotiating, Personnel, Property, and Strategic Planning have no reports at this time.

Nominating Committee

Dick Kibben presented the Nominating Committee’s 2013 potential slate of officers for the Board of Trustees:

Mary “Lisa” Minnich – President

Barbara Stowe – Vice President

Jennifer Henry – Secretary

Charles “Kip” Thompson – Treasurer

Dick Kibben moved to accept the slate of officers as presented for 2013, with an amendment to include Gary Alexander for Member-at-Large.  Emily Castine seconded the motion. The amended motion carried unanimously. 

The terms of four trustees will expire on December 31, 2012.  Gary Alexander, Frances Filshie and Emily Castine have all agreed to accept nomination for another term.  Richard “Dick” Kibben will not be seeking an additional term. 

It was moved by Dick Kibben and seconded by Kip Thompson to accept these three candidates as Trustees of the Clinton-Essex-Franklin Library System beginning in 2013. Motion carried unanimously.

Letters will be sent to the respective counties of the trustees and officers who have accepted nomination so that official appointments can be made. The Oath of Office will be administered at the January 2013 meeting.

The Nominating Committee is continuing their search to fill the remaining vacancies on the CEFLS Board.  Currently, there are two open Franklin County seats.  As of January 1, 2013, there will be three.

Old Business

Disposition of the Bookmobile

Mr. Paul Burrow of Wallingford, Vermont has inquired by telephone message about the bookmobile.  A return telephone message was left for him advising that its disposition is on hold at this time and that he can follow the minutes of the CEFLS Board of Trustee meetings on the website to see when the status changes. 

New Business

Public Library Construction Grant

A request for approval of a grant, Public Library Construction FY 2013, was distributed prior to this meeting for review by the trustees.  With matching help from this grant, CEFLS would like to undertake two minor projects that would yield big improvements in energy efficiency and safe ingress/egress to the rear delivery doorway of the building.  Work would include replacing garage lighting with new high efficiency T-8 strip fixtures and removing and replacing existing stairs on the rear of the building.  Respectively, the two proposed vendors are Harvey Electric of Chazy with a quoted cost of materials at $1,349 and labor at $1,965, and Corrado Concrete of Plattsburgh with a quoted cost of materials and labor at $4,746. The total amount of construction funds requested is $4,030, with CEFLS matching that amount, for a grand total for the two projects at $8,060. 

Emily Castine moved, seconded by Lisa Minnich to approve the grant application of Public Library Construction FY 2013 for use at Clinton-Essex-Franklin Library System, in the amount of $4,030, with Clinton-Essex-Franklin Library System providing the matching amount. Motion carried unanimously.

Executive Session 

Kip Thompson made a motion, seconded by Dick Kibben for the Board to enter into Executive Session to discuss the Mediation Session scheduled for October 23, 2012.  Motion carried unanimously.  Executive Session was entered at 4:26 p.m.

Return to Regular Session and Adjournment

The Board returned to Regular Session at 5:20 p.m. and was adjourned by Chris de Grandpré at 5:21 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held September 24, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:00 p.m. on Monday, September 24, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Maiko Barcomb, Emily Castine, Judy Cobb, Chris de Grandpré, Jennifer Henry, Richard “Dick” Kibben, Martha Spear, Dr. Barbara Stowe and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Dawn Recore, Administrative Assistant; Michael Spofford, Principal Account Clerk; Betsy Brooks, Automation Consultant; Chad Chase, Library Clerk; and Elizabeth Rogers, Technical Services Consultant

Excused Absences:  Nancy Cooper, Frances Filshie, and Mary “Lisa” Minnich

Others Present:  Frances Fairchild, Director of Chazy Public Library and Russell Puschak, Interim Director of Plattsburgh Public Library (entered at 4:15 p.m.)

Consent Agenda

Approval of today’s Consent Agenda includes Approval of Excused Absences, Approval of Amended Agenda for today’s meeting with changes as mentioned by Chris de Grandpré, Approval of the Minutes of the August 24, 2012 Board of Trustees Meeting, and the following committees for which there are no reports at this time:  Advocacy, Development, Executive, Health Plan, Negotiating, Personnel, Property, and Strategic Planning, and Communications for which there is no report at this time. 

CEFDA Report has been removed from Consent Agenda and will be a discussion item. 

Martha Spear motioned to approve Consent Agenda as presented by Chris de Grandpré.  Dick Kibben seconded.  There were no further comments.  Motion carried.

Financial Report

The following reports have been received from Michael Spofford, Principal Account Clerk.

·         Over and Under Report for period ending August 2012

·         Budget-to-Date Report from 1/1/12 through 8/31/12

·       Balance Sheet as of 8/31/12

·       Statement of Revenues and Expenditures from 8/1/12 through 8/31/12

·       Status of Grants/Aids as of 8/31/12

 

 Gary Alexander resolved approval of the financial  reports as presented.  Dr. Stowe seconded the resolution.  Resolution carried.

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

Francie Fairchild announced that after a lengthy hiatus, there will be a CEFDA meeting on October 19, 2012 at 10 a.m.  She reported that earlier today she attended a wonderful workshop on Family Literacy in the Digital Age.  It was presented by Anne Sayers and Karen Armstrong, arranged by Julie Wever of CEFLS and funded by Lake Placid Education Foundation.  Francie gave these workshops high praise.

Public Comment Period

There were no comments from the public.

President’s Remarks

Chris de Grandpré presented Maiko Barcomb with a small gift from the trustees in honor of the birth of her daughter, Emma.  Ewa Jankowska was wished a safe journey for her upcoming trip to Poland.  Dawn Recore was welcomed back after a lengthy absence, and Michael Spofford was thanked for all the additional work he did in Dawn’s absence.

Martha Spear will report today on progress toward filling vacant trustee seats. 

Judy Cobb and Emily Castine were thanked for selecting the committees on which they wish to serve.

There will be an Executive Session today for the purpose of discussing the status of CSEA negotiations. 

Attempts are being made to arrange an Executive Committee meeting to be held prior to the October meeting of the Board of Trustees.

Chris has received telephone calls from a couple of Clinton County Legislators regarding the disposition of the bookmobile.  More information will follow later in this meeting.

Congratulations to everyone who participated in obtaining a grant entitled “Piloting the Shoals of Consumer Health Care.”

Director’s Report

In addition to her written report, Ewa Jankowska reported:

PULISDO and NYS Library Monthly Telephone Conferences

PULISDO colleagues are very upset about the possible five percent cut in local funding which would cause New York State to cut their funding by 25 percent.  They would like to see the law changed. 

A PULISDO delegation spoke with the Attorney General’s Anti-Trust Office in New York City in regard to the disparity of e-book prices between what you see on Amazon and what we pay through OverDrive.  Based on the ideals of free trade, that did not go very far.  One publisher has announced they are going to raise the price of e-books by 200 percent. 

DLD is talking about the need to think more creatively when applying for grants due to decreased availability of funds.  For example, the Family Literacy Grant will be merged with the Summer Reading Grant, and the Adult Literacy Grant may need to be combined with a literacy provider such as Literacy Volunteers, plus have a Workforce Development component.  Combining their missions will be difficult.  One is for people who don’t speak English or cannot read as opposed to retraining for employment especially in the field of technology.  Also, Service Improvement Grants for electronic resources or to conduct training will probably not be available. 

The new list of Novel New York databases subscribed to by the State Library has been sent to trustees.  These databases are free to every New Yorker with either a library card or a driver’s license.  Grolier Encyclopedia’s database has some new additional components.

The Connect to Compete Grant targets low income areas but revolves around broadband adoption and sustainability, and it is really aimed more at internet providers than libraries.  Another issue is that even though we could provide a grant to provide fiber optics or provide a better conduit for internet, most of our member libraries would not able to sustain the fee for a higher broadband connection.

Reiterating from Ewa’s written report, CEFLS is now basically working on three grants. 

  • New York Trustees Online Grant - A website for trustees training which will officially be available on October 2, 2012.  All trustees are encouraged to allow Betsy Brooks to apply for access on their behalf, as the grant will be evaluated by the time spent on line.  Two consultants were hired to prepare the website and to work on five well written library policies.  Trustees can participate in discussion groups about our library or that of any of the other eight participating library systems, or they can just observe them.  Library directors will have separate discussion groups.  Additionally, there will be access to a lot of resources, such as Education Law.  To understand what will be offered, you really need to log in to see what interests you.  
  • Creative Aging Grant - We currently have three member libraries who are participating in this along with three New York City Libraries and libraries of Westchester County.  They are Rouses Point Dodge Memorial Library, Schroon Lake Public Library, and Wells Memorial Library in Upper Jay, and registration is full for each.  Next year there will be another round of Creative Aging Grants and it is hoped that more libraries will apply. 
  • Piloting the Shoals of Consumer Health Information, a NNYLN grant - We are working on this with CVPH Foundation and Clinton County Health Department.  We are applying for an additional $2,500 to have a presenter for perhaps eight different health topics that we would like to record so they can be viewed at any time.  A website, Lib Guides, would direct people to different resources, one of which is the Streaming Media Database to which CEFLS subscribes.  It will provide information on different conditions, diseases, nutrition, etc.  With the addition al $2,500, CEFLS would like to purchase both e-books and regular books on health related topics, and circulate them by van delivery to the 30 member libraries.  CEFLS already has a good relationship with United Way who is helping to disseminate information to the community.  Later this Fall, Ewa will be speaking with Red Cross.

 Plattsburgh Public Library (PPL) Report

Russell Puschak, Interim Director of PPL, thanked everyone for the encouragement in changing the funding for Construction Grants so that the matching funds are reduced from 50 percent to 25 percent.  Unfortunately, time is running short for applying for Construction Grants for this year.  The PPL Building and Grounds Committee has determined that their areas of greatest need are a leaking roof which may actually be the mortar needing repointing, ADA accessibility issues, holes in the main workroom floor that make wheeling carts difficult, and issues with the entrance stairway where the effectiveness of the concrete patch job has run its course.  Also, to improve customer service, new shelving is needed and some areas of the library need to be redesigned. 

Mr. Puschak expressed appreciation of the help provided by Julie Wever and Ewa Jankowska as he learns more about PPL and its operation. 

The City of Plattsburgh notified PPL last week that they need to cut their budget by $30,000 due to the increase in health care costs and the additional funds the comptroller is requiring for the New York State Retirement Fund.  Cuts will be made from PPL’s material budget.  The Friends of PPL are helping out, and their book sale is coming up on October 18th through the 20th and it should be a big one. 

“City Refuses to Fund Library Board Request” was a misleading recent newspaper headline.  The BTOP Grant which funds the Computer Resource Center is coming to an end and a Board member informally asked if the City might be able to assist with funds to extend the services.  The Computer Resource Center has been a very, very successful career and education program, and contrary to some people’s belief, it does not duplicate the services of the Workforce Investment Board.  

PPL is looking at e-readers to experiment with Kindles and Nooks that are already loaded with some titles that would be available for patrons to sign out.  Kindles are available now for $69 which is almost the cost of a hardcover book.  Amazon is selling them at cost to dominate the market then sell more e-books. 

As a Central Library, Mr. Puschak does not know of any other System that services 50 percent of their patrons for free.  Patrons come from areas outside of the City of Plattsburgh that are not served by a library and are not economically contributing to PPL. Citizens in these unserved areas are more interested than ever in library services, and Mr. Puschak would like to see this addressed somehow for the future viability of the Central Library.  He requested help from CEFLS trustees to somehow assist with getting some additional funding so patrons from areas such as the Towns of Plattsburgh, Saranac, Schuyler Falls and Altona can continue to use the Central Library.  A last option that he would not want to see would be to charge minimal user fees for patrons from these areas. 

Kip Thompson asked if PPL would try to take advantage of the 25 percent matching funds from the Construction Grant, to which Mr. Puschak responded that they will.  Due to the short timeline and PPL’s need to go through the City Chamberlain’s office, they will be addressing their smaller needs of the physical plant at this time, rather than the leaky roof.

Mr. Puschak encouraged CEFLS trustees to take advantage of the New York Trustees Online Grant for trustee training that Ewa Jankowska spoke about in her Director’s Report.  It will be an excellent opportunity.

Finance Committee

Independent Audit for Fiscal Year Ending December 21, 2011 and 2010

Nancy Cooper, Chairperson for this committee, could not be present today.  Some of the members of the Finance committee met last Friday.  Kip Thompson reported that the letter from Martindale Keysor & Co., the independent auditor, did not find anything that concerned them and the Finance Committee is asking the Board’s consideration in approving the fiscal audit. 

Martha Spear resolved approval of the Independent Audit for Fiscal Year ending December 31, 2011 and 2010.  Dick Kibben seconded.  There was no further discussion.  Resolution carried.

Proposed Amended Budget for 2012

The original proposed Budget for 2012 was in the amount of $1,287,098.88.  The Proposed Amended Budget for 2012- #01 in the amount of $1,314,614.78 was prepared with actual figures whereas for the previous one, actual amounts of grants and aids were not known.  Michael Spofford pointed out that CEFLS was billed for additional employees that New York State Retirement says CEFLS is going to have between now and March 31, 2013, totaling $7,000 more than was estimated.  The State says they will review the amount after it is paid and then provide a credit after the payment is due again in 2014.  Then in 2014, a similar situation will occur, with the State charging $10,000 more than CEFLS’s preliminary estimate.

CEFLS has learned that the amount of New York State Unemployment Insurance to be paid will be $6,300.

Medical insurance expenses are down 6.77 per cent on the Proposed 2012-#01 Budget due to a reserve that NYSHIP had.  NYSHIP for 2012 only went up 3 percent; however, the reserve will be used up in 2012, so NYSHIP is expected to be up approximately 11 percent for 2013. 

Under Capitol Expense-Computer/Servers, Basic Aid-Computers, the amount is up because it is felt that two computers will need to be purchased this year.  The Board has previously agreed that one or two will be purchased each year so as to not have more than that be obsolete in one year. 

Michael Spofford explained that the amounts of revenue that we don’t have actual figures for yet are Interest Income, Gifts & Endowments, Funded Board Reserve-Retirees, Buy-a-Book Fund and Anticipated Workers’ Comp.  Almost all of the aid has been received, excepting Supplemental Aid, about $95,000-96,000, which is being withheld by the State.  Ninety percent of Local Library Services Aid and Local Services Support Aid have been received; we will have to do a variance for the standard number of hours that a library is open, and then the remaining 10 percent will be received.  All the Clinton County funding has been received, and one more quarter each is to be received from Essex and Franklin Counties.

Kip Thompson resolved approval of the Proposed Amended Budget for 2012 in the amount of $1,314,614.78 as presented.  Dr. Stowe seconded.  There was no further discussion.  Resolution carried.

Proposed Preliminary Budget for 2013

Kip Thompson stated that the Finance Committee went through the Proposed Preliminary Budget for 2013 line by line, and the same base amount, $1,314,614.78, that was just approved for the 2012 budget was used in the Proposed Preliminary Budget for 2013.  Dick Kibben recapped that a year ago CEFLS was in the same position when preparing the budget proposal for 2012.  Gary Alexander questioned the expense for the State Retirement System, to which Michael Spofford reiterated that they are billing for employees they say we might have and the figure is higher than it was for 2012. 

Dick Kibben resolved to approve the Proposed Preliminary Budget for 2013 in the amount of $1,314,614.78 as presented.  Emily Castine seconded.  There was no further discussion.  Resolution passed.

Nominating Committee

Martha Spear has been working on finding two potential trustees to represent Franklin County.  She has been networking within that county with Wead Library and North Country Community College.  She found it interesting to learn that Franklin County has two populations, Northern and Southern.  Martha would be appreciative of help with networking from the trustees, explaining that someone who is not interested in serving on the Board at this time might be interested next year or in the future.  Developing a list will make a better pipeline for future use. 

Old Business

Disposition of the Bookmobile

Bob Butler, Clinton County Legislator and Chairman of the Public Safety Committee, has conveyed to Chris de Grandpré that Clinton County would still like to acquire the bookmobile to be used as a mobile command center for Emergency Services.  Mr. Butler expects that CEFLS will be hearing from Essex and Franklin Counties that they would have no objection with the bookmobile being transferred to Clinton County.  Sometime later, Randy Douglas, Chair of the Essex County Board of Supervisors, contacted Chris to say there is no animosity in Essex County over this and though he cannot speak for individual Essex County supervisors, he does not think the bookmobile transfer to Clinton County will have any bearing on the outcome of the budget request of CEFLS.  Mr. Douglas did report that Essex County is looking at cuts in funding to all agencies.

Tim Burpoe, Chair of the Franklin County Legislature, has not contacted CEFLS as of yet.

To recap from the August CEFLS Board meeting, it was decided to table any action on the bookmobile for a while.  Since then, Clinton County passed a resolution authorizing “upon the recommendation of the Public Safety Committee, at its meeting of September 10, 2012, the Clinton County Legislature hereby authorizes the acceptance of the “Bookmobile” from the C-E-F Library and instructs the Director of Emergency Services to take the necessary steps to convert it to a Mobile Command Center.”  Essex County has also passed a resolution, theirs relinquishing “any claim or rights to the sale or surplus of the C-E-F Library Bookmobile, which was to be used as a shared communications van.”

Insurance was renewed on the bookmobile as of September 1st with collision being removed which decreased the premium by $700.  The vehicle inspection will be due in January.

 New Business

Typically the Board does not meet in December, so Chris de Grandpré stated that the Nominating Committee has 60 days to work on a slate of officers for 2013.  Martha Spear is working on it. 

Executive Session 

A motion was made by Kip Thompson for the Board to enter into Executive Session to provide the trustees with an update on the status of the Mediation Session that was held earlier today.  Dr. Stowe seconded the motion.  Motion carried.  Executive Session was entered at 5:00 p.m.

Return to Regular Session and Adjournment

The Board returned to Regular Session at 5:23 p.m.  A motion was made by Dr. Stowe to adjourn the meeting, seconded by Martha Spear.  The meeting was adjourned by Chris de Grandpré at 5:24 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held August 27, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:02 p.m. on Monday, August 27, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Maiko Barcomb, Chris de Grandpré, Richard “Dick” Kibben, Mary “Lisa” Minnich, Martha Spear, Dr. Barbara Stowe and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; and Elizabeth Rogers, Technical Services Consultant

Absences:  Nancy Cooper, Frances Filshie, and Jennifer Henry

Others Present:  Eric Day, Director of Clinton County Office of Emergency Services (entered at 4:40); Robert Butler, Clinton County Councilman Area 6(entered at 4:12); Harry McManus, Clinton County Councilman Area #1(entered at 4:26); and David Minnich

Swearing in of New Trustee

Chris de Grandpré thanked Judy Cobb for accepting appointment as a Trustee of the Clinton-Essex-Franklin Library System.  He administered the Oath of Office and welcomed her.

Consent Agenda

Approval of today’s Consent Agenda will include Approval of Excused Absences, Approval of the Minutes of the July 23, 2012 meeting, CEFDA, for which there is no report, and the following committees for which there are no reports at this time:  Advocacy, Development, Executive, Health Plan, Negotiating, Nominating, Personnel, Property, and Strategic Planning, and Communications for which there is also no report at this time. 

Other agenda items which were slated for approval within the Consent Agenda are Plattsburgh Public Library (PPL) Report and Finance Committee.  There are no reports for these agenda items. 

Dick Kibben motioned to approve Consent Agenda as presented by Chris de Grandpré.  Barbara Stowe seconded.  There were no further comments.  Motion carried.

Financial Report

The May 2012 reports that were not approved at the July 23, 2012 Trustees meeting are below:

·         Over and Under Report for period ending May 2012

·         Budget-to-Date Report from 1/1/12 through 5/31/12

·         Balance Sheet as of 5/31/12

·         Statement of Revenues and Expenditures from 5/1/12 through 5/31/12

·         Status of Grants/Aids as of 5/31/12

 

Kip Thompson motioned approval of the May 2012 financial reports as presented.  Martha Spear seconded the motion.

 

Ewa Jankowska stated that since we have several new trustees, she would like to offer a Power Point presentation about the CEF Library System and its services.  The presentation can be offered either at the end of October or at the beginning of November.  Michael will assist in this presentation by explaining the budget and by preparing a glossary of budget terms that would give a better understanding of the financial reports that are provided each month.

Motion to approve May 2012 financial reports as presented carried.

The following reports have been received from Michael Spofford, Principal Account Clerk.

·         Over and Under Report for period ending July 2012

·         Budget-to-Date Report from 1/1/12 through 7/31/12

·         Balance Sheet as of 7/31/12

·         Statement of Revenues and Expenditures from 7/1/12 through 7/31/12

·         Status of Grants/Aids as of 7/31/12

 

Kip Thompson motioned approval of the July 2012 financial reports as presented. Lisa Minnich seconded the motion.

 

Motion to approve July 2012 financial reports as presented carried.

Public Comment Period

Robert Butler , the Area 6 Clinton County Councilman, said  that Harry McManus, Area 2 Clinton County Councilman, and Eric Day, Director of Clinton County Office of Emergency Services, are scheduled to attend this meeting.  Since they were running a bit late, Mr. Butler asked if he could defer speaking until section 10 of the Agenda, which is Old Business, “Discussion of disposition of the bookmobile.”

Finance Committee

No report since Finance Committee Chair Nancy Cooper was excused from attending the meeting.

President’s Remarks

Chris deGrandpre stated that Dawn Recore has not been feeling well and was unable to attend this meeting and that he hopes that she makes a speedy recovery.   Michael Spofford is taking the Board’s  meeting minutes this afternoon in her place

Chris reminded the trustees that they have a Trustee Handbook in a large three-ring binder that has valuable information.  If they receive material with three holes in the paper that is a hint that it needs to be added to their binder.  He also mentioned that  there is a lot of valuable information on the CEFLS website for the trustees.

 Chris welcomed Judy Cobb to the board and stated that all members of the Board are looking forward to working with her.

Chris stated that they are going to have a brief executive session for purpose of discussing the Library System’s Director employment agreement at the conclusion of today’s Board meeting.

Chris also reminded trustees who serve on the negotiations committee that there is a mediation session scheduled for September 24th at 1:00 p.m.

Director’s Report

In addition to her written report, Ewa Jankowska reported:

We have received most of our State Aid but the amount is still $259,000 short of the statutory Aid figures per the New York State Education Law. We are still awaiting the remaining 10% of  two portions of the aid, which will be received after the Division of Library Development approves a variance for one of the member libraries. We have yet to receive the Supplemental Aid from New York State in the amount of  $96,000.

Ewa stated that later in the meeting there will be a few items to be considered for approval.  One of them is the Construction Library Grant Guidelines for allowing libraries to contribute a 25% matching  amount  instead of  the previously required 50%.

CEFLS and eight other library systems are collaborating on a LSTA funded grant called Library Trustees Online.   CEFLS and member library trustees can participate in the training and access resources that are available to them online.  The hired consultants will be working on five different policies that could be useful for all member libraries and the CEFLS. She asked if the trustees present would object if she signs all of them up for this resource.

 Ewa stated that Keene Public Library is now online and is fully automated.  At this point the only library that is not automated is Hammond Library in Crown Point. This makes 29 of 30 libraries automated.

Ewa reiterated that she would like to have some kind of training for new trustees at  the end of October or in early November. She will be returning from Poland on the 20th of October so it would be scheduled some time after her return.

Ewa supplied the brochure that will be included in the 2013 budget request for Clinton County which is due September 7th. The Essex County Budget request is due on September 14th. We need help from trustees in attending meetings for Essex and Franklin Counties. Discussion ensued about the Maintenance of Effort clause in the Education Law which stipulates that if there is a cut of more than 5% from the two year average of the local public funding,  the State will cut CEFLS funding by 25%.

Plattsburgh Public Library (PPL) Report

No report since Interim Director of Plattsburgh Public Library did not attend the meeting.

Old Business

Chris de Grandpré introduced two Clinton County Councilmen present at the meeting; Harry McManus, representing Area 1 and Robert Butler from Area 6 and Eric Day, the Director of Emergency Services.  He thanked them for coming to the meeting.  They affirmed that Clinton County continues to be very interested in acquiring the bookmobile for a Mobile Emergency Preparedness Center.  There was a lot of media attention drawn to the reluctance of the other two counties in the project. Chris reviewed the timeline in regards to the disposition of the bookmobile which started in March and brought it forward to current date.  The Board agreed to table the decision of the disposition of the bookmobile until further notice.

Richard “Dick” Kibben left at 5:30 pm

New Business

  1. Approval of Construction Grant – Charles ‘Kip” Thompson made the motion to accept the guidelines and Emily Castine seconded the motion. Some discussion ensued. Motion carried.
  2. Approval of NNYLN Grant 2012: Piloting The Shoals of Consumer Health Information – Martha Spear made the motion to accept the grant proposal and Mary “Lisa” Minnich seconded the motion. Motion carried.
  3. Approval of Director’s membership dues for Rotary – Mary “Lisa” Minnich made the motion to accept the expense to be reimbursed to the director and Gary Alexander seconded the motion. Motion carried.
  4. Approval of Director’s membership dues for NYLA – Emily Castine made the motion to accept the expense to be reimbursed to the director and Charles “Kip” Thompson seconded the motion. Motion carried.
  5. Approval of submission of 2011 IRS form 990 – Dr. Barbara Stowe made the motion to approve the submission of the IRS forms and Mary “Lisa” Minnich seconded the motion. Motion carried.
  6. Approval of Financial Statement per Independent Audit for 12/31/11 and 2010. Gary Alexander made the motion to accept the Financial Statements and Martha Spear seconded the motion. Kip stated that in past years the finance committee reviewed and approved the financial statements before submitting the documents for the full Board’s approval. Charles “Kip” Thompson made a motion to table the acceptance of the Audited Financials until the September meeting after the Finance Committee has reviewed them.  Emily Castine seconded the motion and the motion carried.

Executive Session 

A motion was made by Mary “Lisa” Minnich for the Board to enter into Executive Session to discuss the Director’s Employment Contract.  Maiko Barcomb seconded the motion.  Motion carried.  Executive Session was entered at 5:44. Executive session was ended at 5:48 p.m.

Adjournment

Chris de Grandpré adjourned the meeting at 5:51 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held July 23, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:00 p.m. on Monday, July 23, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Nancy Cooper, Chris de Grandpré, Frances Filshie, Jennifer Henry (entered at 4:04), Mary “Lisa” Minnich, Martha Spear, Dr. Barbara Stowe and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant; Betsy Brooks, Automation Consultant; and Elizabeth Rogers, Technical Services Consultant

Absences:  Maiko Barcomb and Richard “Dick” Kibben

Others Present:  Eric Day, Director of Clinton County Office of Emergency Services; Kelly Donoghue, Assistant Director of Clinton County Office of Emergency Services; Russell Puschak, Interim Director of Plattsburgh Public Library (PPL); and David Minnich

Swearing in of New Trustee

Chris de Grandpré thanked Emily Castine for accepting appointment as a Trustee of the Clinton-Essex-Franklin Library System.  He administered the Oath of Office and welcomed her. Emily served on this Board in the 1980s and 90s, serving two terms as president.

Consent Agenda

Approval of today’s Consent Agenda will include Approval of Excused Absences, Approval of Agenda for today’s meeting with the changes Chris de Grandpré noted, Approval of the Minutes of the May 21, 2012 Meeting, CEFDA for which there is no report, the following committees for which there are no reports at this time:  Advocacy, Development, Executive, Health Plan, Negotiating, Nominating, Personnel, Property, and Strategic Planning, and Communications for which there is no report at this time. 

Other agenda items which were slated for approval within Consent Agenda are Plattsburgh Public Library (PPL) Report and Finance Committee.  These will now be discussion items. 

Nancy Cooper motioned to approve Consent Agenda as presented by Chris de Grandpré.  Fran Filshie seconded.  There were no further comments.  Motion carried.

Financial Report

The following reports have been received from Michael Spofford, Principal Account Clerk.

Over and Under Report for period ending June 20

Budget-to-Date Report from 1/1/12 through 6/30/12

Balance Sheet as of 6/30/12

Statement of Revenues and Expenditures from 6/1/12 through 6/30/12

Status of Grants/Aids as of 6/30/12

Lisa Minnich motioned approval of the financial reports as presented.  Fran Filshie seconded the motion.

Michael Spofford reported that in the Balance Sheet on page 26 of the Board packet, the Grants Receivable, the Deferred Revenue, the Grants Payable have been updated to 2011 numbers.  This was done in preparation for the auditors coming in last week.

Ewa Jankowska stated that as was mentioned earlier at the Fiaance Committee meeting, the State retirement bill was much higher than anticipated.  Although some money was saved during the past few years, it does not cover the full amount.  This will be discussed further in the Finance Committee Report.

Motion to approve financial reports as presented carried.

Public Comment Period

Eric Day, Director of Clinton County Office of Emergency Services, provided an update of where they are at with the acceptance of the bookmobile.  Clinton County is fully behind the project as originally presented.  Essex and Franklin Counties will be revisiting the matter in August and they are expected to vote at that time.  Bob Butler who is chairman of Clinton County’s Public Safety Committee has spoken to Essex and Franklin legislators about how he envisions this going forward with the three counties.  Regardless of what the other two counties do, Mr. Butler has reported to Mr. Day that Clinton County would still like to use the vehicle as a command post vehicle.  Mr. Day asked if CEFLS is willing to be patient to see what the other counties decide.  He reports that the emergency services people of the three counties are 100 percent on board with the idea and have formulated a plan for converting the vehicle to a command post. 

Ewa Jankowska stated that is it important for the legislators to realize that the concept of converting the bookmobile into a command post is not the idea of CEFLS, but of the emergency services people who approached her.  Mr. Day feels that Essex County may have been confused about this in the beginning but he feels they are clear on it now.  Discussion then ensued on a variety of information that is less than accurate that has appeared in local print media. Regarding funding going into the future, it is hoped that legislators understand that CEFLS is much more than a bookmobile.  A lot of other services are provided to member libraries and the people of the three counties.

Mr. Day adamantly stated that he does not want to see the financing for CEFLS derailed in any way.

Chris de Grandpré then stated that disposition of the bookmobile will be further discussed later in this meeting under Item 9.A.

Approval of BTOP videoconferencing equipment purchase

Discussion of Item 10.A. on today’s agenda was moved up due to a time constraint for Betsy Brooks, CEFLS Automation Consultant.  Betsy explained that CEFLS and Adirondack Community Action Program had a grant in Essex County for federal stimulus money for training which was winding down with more money left over than anticipated and equipment is generally a good thing to buy with public grant money because it doesn’t obligate you to a service.  This videoconferencing equipment would provide a very high definition picture with an audio microphone system.  It would be located at CEFLS and at 2 to 3 locations in the System, allowing communication between the locations.  Member library directors would be able to go to designated libraries to participate in trainings and meetings without having to travel great distances.  It would also allow a CEFLS Board member to travel a lesser distance to participate in meetings.  The system from Lifesize is reportedly easy to use and features high definition.  Lifesize is a subsidiary of Logitech with less of the market share than Cisco and Polycom, but it is an up-and-coming company, so that would allow the purchase of equipment for three remote locations instead of two.  Lifesize is highly recommended by North Country Library System and they can assist us with its use if necessary. 

Plattsburgh Public Library (PPL) Report

Chris de Grandpré welcomed Russell Puschak, Interim Director of PPL.  Russell was a public library director for eight years in the Southern Adirondack Library System where he worked at a start-up library after the services of a bookmobile ended.  He then became chair of the Library Directors Council as a paraprofessional, got his Masters in Library Science, and began working in school libraries.  

Russell noted that about 52 percent of PPL’s library usage comes from within their taxing district and about 48 percent comes from outside.  As a central library, that means PPL serves a lot of communities; however, this is challenging since they are serving many who are outside of their geographical funding area.

The Community Computer and Employment Resource Center is doing very, very well, offering computer classes in many areas that are helping people with employment skills, plus there are a lot of classes that can be taken on line.  Unfortunately its funding source is coming to an end and the Center will close October 1 unless new funding sources can be found.  

Russell has been working on his personal goals and ways to work with central book aid money when it arrives. 

The Wild Center passes have been so popular that PPL is now limiting the number of check-out days from five to three.  Other libraries are also reporting that the passes are very popular.

The tunnel that connects PPL with CEFLS has been painted and is in the process of being cleared out.

Finance Committee

Nancy Cooper stated that in the Finance Committee meeting held earlier today, there was discussion on the videoconferencing equipment purchase that Betsy Brooks is proposing.  Kip Thompson motioned to approve the purchase of the CDW-G for three Lifesize Team 220 units with phones for the price of $9,962 and the CDW-G Lifesize 13 Passport with Micpod for $8,868.99.  Martha Spear seconded the motion.  Motion passed.

Nancy advised trustees that should CEFLS sign the bookmobile over to Clinton, Essex and Franklin Counties, they need to be aware that there will be a decrease in the assets of CEFLS.  Michael Spofford stated that right now the bookmobile is on the books at about $125,000. 

With the bookmobile off the road and the driver retired and able to collect unemployment benefits, CEFLS has received a bill from the state.  Nancy stated that the way CEFLS is set up, if there is an item over $2,500, a motion is needed to cover it.  Michael Spofford stated that if the retired person receives unemployment benefits for 26 weeks, it will be one amount, but if he receives 13 additional weeks of benefits, the amount will be $11,583, minus the $2,500 limit, leaving a total of $9,083.  Lisa Minnich motioned approval for an internal transfer of the full amount to make this payment on a timely basis and to alleviate the need to make the same request again next month.  Fran Filshie seconded the motion.  Motion carried.

President’s Remarks

Chris de Grandpré welcomed Emily Castine to the Board.  In August Judy Cobb will be sworn in as a trustee, and then there will be a full contingent of trustees from Clinton County.  There are two slots open for trustees from Franklin County, so recommendations for people who might be willing to serve are welcome.  Emily and Judy will be asked to look at our list of committees to select a couple that are of interest to them.

Chris asked that the chairs of committees check with Ewa Jankowska periodically to see if there is a need for their committee to meet.

There will be discussion today about the locations for the upcoming away meetings of the Board.

The status of negotiations with CSEA will be discussed in Executive Session.

Chris complimented Julie Weaver for the fine article in the Press Republican in June.

A gift card will be given to a trustee who recently had a baby girl.  The funds will come from the Trustees’ Discretionary Fund which is comprised of personal donations from the trustees. 

Director’s Report

In addition to her written report, Ewa Jankowska reported:

A $10,000 grant was received from Lake Placid Education Foundation.  It is a grant that Julie writes yearly for workshops for young adults services and they are very well attended by member library directors, correction services librarians and literacy volunteers. 

Ewa has met with Assemblywoman Janet Duprey to ask about the delayed funding from the State for CEFLS.  There are two notable reasons for the delay.  First, the State has a new financial system that has crashed.  Then, there is the issue with the Metropolitan Transportation Authority and the libraries of Long Island and Westchester County.  They will be reimbursed for their tax rather than abolishing the tax.  Assemblywoman Duprey feels she can help to get the funding for CEFLS and all the systems.  She inquired for specific information, so Ewa will call the State Library to request it. 

The library director at Goff Nelson Memorial Library in Tupper Lake, Linda Auclair, will be retiring at the end of August so they will be looking for a new library director.  This will mean the majority of libraries in Franklin County will have new directors.  If during the negotiations with Franklin County a spokesperson on behalf of CEFLS is needed, Glory Cole, Director of Akwesasne Library, will speak about the budget and about what CEFLS actually does for member libraries. 

Arrangements will be attempted for the August meeting of the Board of Trustees to be at Hammond Library in Crown Point.  It is the only library in the system that is not automated or in the process of automation, and it appears that they have no plans to become automated.  Arrangements will be attempted to reschedule for September a meeting at Goff Nelson Memorial Library in Tupper Lake with a tour of the Wild Center.

On Friday, July 13, Ewa delivered the CEFLS budget application to the Franklin County Manager.  With aide from New York State not being distributed yet for 2012 and the amount for CEFLS to receive not known, the budget that Ewa delivered for 2013 was a tentative budget.  She also delivered, to be shared with legislators, a list of the 23 databases to which CEFLS subscribes and color brochures with bulleted points to help them to be aware of the services provided by the System to member libraries.  Also, using one of the databases available on CEFLS’ website, Business Decisions, Ewa provided a total profile of Franklin County in full color.

All member libraries’ annual reports have been approved, so as far as paperwork on the part of CEFLS, everything possible has been done to receive the State aid.

Ewa encouraged everyone to visit the CEFLS Facebook page often and like it.  She and several staff members are posting pictures and interesting things about books and libraries.  She also encouraged everyone to visit the CEFLS website.  Betsy Brooks is always adding to it and making it better and Dawn Recore posts member library events on the event calendar.

We are going to meet with Kerry Haley, the Executive Director of the CVPH Foundation.  Ewa would like to set up a joint grant for distributing health information.  As with United Way, it is very good to join institutions with a much bigger presence in the community to be better known as well.

Ewa has been asked to serve on the Board of Rotary, which means she will have lunch every third Monday with Rotarians, apart from the Wednesday lunch she already has. 

Ewa will be leaving for Poland to visit her mother the day after the September Board meeting, the 25th, and returning October 20th.

In regard to the CEFLS Board meeting at Crown Point previously mentioned, Fran Filshie questioned the fact that this library has not been automated.  She would like to have their trustees be invited to the August meeting.  Ewa stated that Wendy Terbeek, the director, did a fantastic job speaking about the services of CEFLS at last year’s Essex County budget meeting and this would be an opportune time to publicly thank her. 

Old Business

As was mentioned earlier, regarding the discussion of disposition of the bookmobile, Clinton County has approved acceptance of the bookmobile for conversion as a mobile command center for Emergency Services.  There was a very good editorial in the Press Republican recently, and there also have been several other media articles that have been disturbing and contained some misinformation.  Ewa reminded those present that in Education Law, if local funding falls below five per cent, our state aid would get cut 25 percent which would be devastating.

Eric Day stated that retrofitting the bookmobile would be done with grant money, and as for maintenance and repair costs, the vehicle was driven far more as a bookmobile than it ever will be as a mobile command center, so those costs should be much less than it was for CEFLS. Franklin and Essex Counties have tabled their decisions until their August Board meetings.  Fran Filshie motioned that further discussion on the disposition of the bookmobile be tabled until the August meeting.  Nancy Cooper seconded the motion.  Motion carried.

Executive Session 

A motion was made by Nancy Cooper for the Board to enter into Executive Session to discuss the status of negotiations with Civil Service Employees Association.  Dr. Stowe seconded the motion.  Motion carried.  Executive Session was entered at 5:18.

Adjournment

Chris de Grandpré adjourned the meeting at 5:51 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held May 21, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:00 p.m. on Monday, May 21, 2012 at the Dannemora Free Library, 40 Emmons Street, Village Community Building, Dannemora, New York, by Christopher de Grandpré, President.

Roll Call

Present:  Gary Alexander, Nancy Cooper, Chris de Grandpré, Frances Filshie, Richard “Dick” Kibben, Mary “Lisa” Minnich, Dr. Barbara Stowe and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant

Absences:  Maiko Barcomb, Jennifer Henry and Martha Spear

Others Present:  Laura Pritchard, Director of Dannemora Free Library, and Kelly Donoghue, Assistant Director of Clinton County Office of Emergency Services

Consent Agenda

Today’s Consent Agenda includes Approval of Excused Absences, Approval of April 23, 2012 Agenda, Approval of the Minutes of the May 21, 2012 meeting, CEFDA for which there is no report, the following committees for which there are no reports:  Advocacy, Development, Executive, Health Plan, Negotiating, Personnel, Property, and Strategic Planning, and Communications for which there is no report at this time. 

 Finance Committee and Nominating Committee were on today’s agenda as Consent Agenda items, but have been removed to be discussion items. 

Nancy Cooper motioned to approve Consent Agenda as outlined by Chris de Grandpré.   Dr. Stowe seconded.  There were no further comments.  Motion carried.

 Financial Report

The following reports have been received from Michael Spofford, Principal Account Clerk.

Over and Under Report for period ending April 2012

Budget-to-Date Report from 1/1/12 through 4/30/12

Balance Sheet as of 4/30/12

Statement of Revenues and Expenditures from 4/1/12 through 4/30/12

Status of Grants/Aids as of 4/30/12

Kip Thompson motioned approval of the financial reports as presented.  Gary Alexander seconded the motion.

Ewa Jankowska stated that she recently sat in on a telephone conference with New York State Library, and they still do not know when New York State Aid will be distributed.  Due to the Municipal Transportation Authority (MTA) reimbursement that will be going to Westchester Library System and two systems on Long Island, it is not known at this time how much CEFLS will receive of the remaining portion of the five percent increase in State Aid.  Ewa stated that it could potentially be delayed in any one of the many offices through which it must pass.  Nancy Cooper stated that the Finance Committee will meet once the amount CEFLS is to receive is known.

Motion to approve financial reports as presented carried.

Public Comment Period

Kelly Donoghue, Assistant Director of the Clinton County Office of Emergency Services, representing managers of the Emergency Services Offices of Clinton, Essex and Franklin Counties, addressed the Board about the disposition of the bookmobile.  More information will follow as it develops.

President’s Remarks

On behalf of the Board and administration, Chris de Grandpré thanked Laura Pritchard for hosting this meeting at Dannemora Free Library.

Committees are asked whenever possible to have their meetings one half hour to an hour prior to Board meetings.

Nomination of a potential trustee to represent Clinton County will be discussed today and there will be a brief Executive Session.

Chris asked Ewa Jankowska about upcoming small construction projects at CEFLS.  Ewa stated that if Construction Grant funds are available, she would like to repair of the concrete steps to the side door and do something with the steep stairs in the garage plus add a railing to the platform.  Matching a Construction Grant at 50 percent would be difficult, but if a 25 percent match is possible, it might be doable.

Chris asked at which other member libraries Ewa Jankowska would like the Board to meet this year.  A meeting at Goff-Nelson Memorial Library in Tupper would allow Ewa to arrange a little tour of The Wild Center on the same day.  She and Julie Wever are currently collaborating on a project whereby CEFLS, through the member libraries and United Way, will promote The Wild Center and in turn, “Discovery Passes” will be available for check out at member libraries with a library card.  More information on The Wild Center will follow in the Director’s Report later in this meeting.  A meeting in Tupper Lake should take place before Goff-Nelson’s director retires in August. 

Hammond Library in Crown Point, the only library that has not expressed interest in automation, is under consideration as a Board meeting location.  Kip Thompson and Ewa Jankowska would like to use the opportunity to personally thank Wendy Terbeek, the director of Hammond Library, for the tremendous presentation she did in support of CEFLS at a Board of Supervisors meeting in Essex County at budget time last December.

Wells Memorial Library in Upper Jay, which was flooded last year, is also under consideration as a Board meeting location.  It will be the alternate choice if it is not possible to schedule with either Goff-Nelson or Crown Point.

Chris complimented the CEFLS consultants for the fine job they do in providing their monthly reports for the Board packet.  They are responsible for a tremendous amount of work which in turn makes a lot of things happen. 

Future meeting agendas will have a new item entitled Other Reports which will follow Director’s Report.  This will be a time for questions pertaining to reports in the Board packet. 

Director’s Report

In addition to Ewa Jankowska’s written report, she reported:

A successful seminar entitled It Takes a Town to Raise a Reader was organized by Julie Wever with a grant from the Lake Placid Education Foundation.  It was held at Plattsburgh Public Library and was the most recent installment in this series of workshops.  Member libraries, correctional institution libraries and Literacy Volunteers were invited.  A lot of on-line resources were discussed and two instructors talked about how to find good books for children. 

Ewa participated in the PULISDO State Library telephone conference call on April 17. 

  • As stated earlier in this meeting, it is still unknown when New York State funds will be distributed. 
  • Ewa is considering attending a meeting of New York Alliance of Library Systems (NYALS) which is a relatively new organization of three types of library systems – school, public and 3-R’s.  The meeting will focus on getting consensus on a message about consolidation.  Consolidation of library systems has not been very successful in other states where it has already been tried.
  • PULISDO, the director’s association, is trying to eliminate literacy as a grant and have those same funds added to library aid. 

Ewa participated in the official start of the Summer Reading Program at Plattsburgh Public Library with Jeff Cannell, Assistant Commissioner of Education, on May 16. 

Ewa and Julie Weaver met with John Bernardi and his coworkers at United Way to ask for assistance in locating under privileged and low income families to participate in a collaborative project with The Wild Center.  Each member library will get a “Discovery Pass” that families will be able to check out with a library card and it will entitle them to free entrance to The Wild Center.  The Discovery Pass program will be a joint project of The Wild Center, United Way and Clinton-Essex-Franklin Library System all working together. 

Ewa invited Mr. Bernardi of United Way to a meeting of member library directors in the fall to speak about “Dial 2-1-1” which is a little-known service that connects people with important community services and assistance. 

A group of CEFLS staff members have volunteered to be part of an internal public relations (PR) group that has met three times already.  They are developing a short message which will be used in a brochure to help publicize what CEFLS does.  When the PR group comes to agreement on the message, it will be shared with the Advocacy Committee for their opinion.

Ewa and Betsy Brooks went to Stan Ransom’s retirement party at the City Hall Rotunda on May 20.  Special resolutions were read by Assemblywoman Janet Duprey and Mayor Kasprzak from the City of Plattsburgh.

Ewa, Julie Wever and Betsy Brooks are planning to attend a Regional North Country Development Council workshop to learn if CEFLS might qualify for funds that will be distributed.  Although the plan is for CEFLS have the BTOP van when ACAP’s InternetXpress computer workshop program in Essex County is done in the fall, funds from the Regional North Country Development Council might allow ACAP to extend the program. 

Dr. Stowe asked about publicity for The Wild Center Discovery Pass, to which Ewa explained that The Wild Center will do a lot of it themselves.  Also, Julie Wever is developing literature that United Way will make available to the underprivileged population through use of their distribution lists, and member librarians have been invited to participate in V.I.P. tours on June 4th

Kip Thompson inquired about a numerical statistic that appears in the Automation Report for the month of April under Bibliographic Catalog (Size of Collection).  The report indicates a drop of 100,000 for the total number of items (books, videos, audios).  Michael Spofford was able to confirm that this is a typographical error, with the actual April figure being 615,539, down from 616,564 in March.

Dr. Stowe suggested that when information for valuable conferences is received, more consideration should be given them.  In the past, CEFLS has been very cautious about expenditures.  This will be further discussed by the Finance Committee in the future, followed by information sharing at a subsequent Board meeting.

Plattsburgh Public Library (PPL) Report

Ewa Jankowska presented the PPL Report for Stan Ransom who could not be present today.

On May 16, PPL hosted Jeffrey Cannell, Deputy Commissioner of Cultural Education, for the launch of New York State’s Summer Reading Program, “Think Big, Read.”  Senator Betty Little and Assemblywomen Janet Duprey and Teresa Sayward all sent messages of support since they were in Albany for Legislative Session and could not be present.  Stewart’s Shops Foundation, represented by Mrs. Angela Snook, was presented a plaque of appreciation and thanked for their support of children’s reading and summer reading programs on behalf of all our public libraries.

There will be an open house at the Public Computer Center on May 2 from 4 to 5:30.

On June 2 and 3, Museum and Library Day, museums will not charge admission.  PPL will have special displays of local history and passports will be available to encourage visits to libraries and museums.  Filling out these passports can lead to the award of prizes.

Stan Ransom has recommended to the PPL Board that they enlist the assistance of Unique Management Services, Inc. to pursue overdue books which continues to be a serious problem.  Reportedly, this company has a 60 to 70 percent success rate. 

There was a retirement reception for Stan Ransom hosted by the PPL Board at City Hall Rotunda on May 20.   Certificates of appreciation from Mayor Kasprzak and the New York State Legislature, conveyed in person by Assemblywoman Janet Duprey, were presented.  Stan’s last day is May 31.

Stan would like to thank the CEFLS Board for allowing him to present the news and messages from the Central Library, adding that it has been his privilege and an honor to represent PPL. 

In light of the fact that PPL’s Search Committee, of which Ewa Jankowska is a member,  was close to hiring a new Library Director who then cited the need to relocate as his reason to decline the position, discussion ensued about an informal request made by PPL that Ewa serve as PPL’s Interim Director until their Search Committee is successful in hiring someone.  Chris de Grandpré recently informally requested input from CEFLS Trustees and received consensus from half of them with much concern expressed for the amount of work it would be for Ewa who already has a very full workload.  It was asked what they do at PPL now when the director is not in.  Ewa explained that they have an administrative assistant who takes care of many financial aspects, they are part of the city government structure so if they have a disaster they can turn there for direction, they have department heads and three certified librarians on staff.  Since PPL is our Central Library, Ewa is available to them at all times as their consultant.  Further concern was expressed that with 30 member libraries, this would set a precedence for when other libraries find themselves without a director, or what if a director is not found for an extended period of time, and what would be expected of Ewa regarding PPL’s unfinished projects. 

In the previous week before this meeting, Ewa conveyed to the chairperson of PPL’s Search Committee the concerns of CEFLS’ Board regarding serving as interim director.  Since then, Ewa has learned that PPL may now have some other potential candidates for director.  No formal action was required at this time by CEFLS’s Board.

Committee Reports

Nominating Committee

Lisa Minnich received a list from Chris de Grandpré of possible candidates to fill one of the Clinton County trustee vacancies on the Board.  Emily Castine, who has expressed interested, is a retired librarian and former trustee of both Chazy Public Library and CEFLS.  Chris stated that Mrs. Castine is well known in Clinton County, has a fabulous background and he feels she would make a wonderful addition to the CEFLS Board of Trustees. 

 Kip Thompson motioned that Emily Castine’s name be submitted to the Clinton County Legislature for consideration for appointment to the CEFLS Board.  Nancy Cooper seconded.  There was no further discussion.  Motion carried. 

 This will leave one Clinton County vacancy on the Board and two Franklin County vacancies.  Lisa Minnich has the name of a potential Franklin County candidate and she will be asking Martha Spear to call this person.

New Business

 Approval of Institute of Museum and Library Services Grant (IMLS)

This adult arts program, “55 and Better”, is being led by Lifetimearts.org and Westchester Library System, in conjunction with New York Public, Queens, Brooklyn and CEF Library Systems.  It has been discussed at meetings previously and now needs Board approval.  There are two meetings coming up soon for library directors to learn more about how their libraries can participate and a third meeting for artists who are interested in applying to libraries as the participating teaching artists.  Library directors will have to apply for funds to pay the artists who are selected for participation.

Fran Filshie resolved approval of the IMLS Grant.  Lisa Minnich seconded.  Ewa stated that CEFLS is required to do a variety of in-kind service to facilitate implementation of the Grant for member libraries and she and Julie have already spent quite a lot of time working on it.  Participating member libraries will get between $1,500 and $2,500 to pay the artists.  Motion carried.

Resolution to adopt the State Aid Budget Application for 2012-2013

Approval of the State Aid Budget Application is done yearly.  Lisa Minnich resolved approval of adopting the State Aid Budget Application for 2012-2013 as presented.  Nancy Cooper seconded.  Resolution carried. 

Resolution to adopt the Central Library Development Aid Budget Application for 2012-2013

Lisa Minnich resolved approval of adopting the Central Library Development Aid Budget Application for 2012-2013.  Kip Thompson seconded.  Resolution carried.

Resolution for approval of encumbrances for Central Book Aid received in NYS’s previous funding year for adult non-fiction or foreign language materials in different formats, per 2012-2013 Annual State Aid Budget Application

Dr. Stowe resolved approval of encumbrances for Central Book Aid received in NYS’s previous funding year for adult non-fiction or foreign language materials in different formats, per 2012-2013 Annual State Aid Budget Application.  Fran Filshie seconded.  Ewa stated that most of these funds are spent on databases, and the money is encumbered.  Motion carried.

Executive Session 

A motion was made by Dick Kibben for the Board to enter into Executive Session to discuss the status of negotiations with Civil Service Employees Association.  Nancy Cooper seconded the motion.  Motion carried.  Executive Session was entered at 5:12.

Return to Regular Session

The Board returned to Regular Session at 5:31 p.m.

Adjournment

Chris de Grandpré adjourned the meeting at 5:32 p.m.

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held April 23, 2012

 

Call to Order

 

The Board of Trustees meeting was called to order at 4:00 p.m. on Monday, April 23, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, in Plattsburgh, New York, by Christopher de Grandpré, President.

 

Roll Call

 

Present:  Gary Alexander, Maiko Barcomb, Chris de Grandpré, Frances Filshie, Jennifer Henry, Richard “Dick” Kibben and Charles “Kip” Thompson

 

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant; and Elizabeth Rogers, Technical Services Department Head

 

Absences:  Nancy Cooper, Mary “Lisa” Minnich, Martha Spear and Dr. Barbara Stowe

 

Others Present:  Stanley Ransom, Director of Plattsburgh Public Library, and Francie Fairchild, Clinton-Essex-Franklin Director’s Association (CEFDA) Liaison and Director of Chazy Public Library

 

Consent Agenda

 

Today’s Consent Agenda includes Approval of Excused Absences, Approval of April 23, 2012 Agenda, CEFDA for which there is no report, and the following committees for which there are no reports:  Advocacy, Development, Executive, Finance, Health Plan, Negotiating, Nominating, Personnel, Property, and Strategic Planning. 

 

Approval of the Minutes of the March 26, 2012 meeting was slated to be in Consent Agenda; however, an amendment is required.  Under New Business, the year of the Annual Report that was approved is 2011, not 2012.

 

Fran Filshie motioned to approve Consent Agenda as outlined by Chris de Grandpré.  Dick Kibben seconded.  There were no further comments.  Motion carried.

 

Financial Report

 

The following reports have been received from Michael Spofford, Principal Account Clerk.

  • Over and Under Report for period ending March 2012

  • Budget-to-Date Report from 1/1/12 through 3/31/12

  • Balance Sheet as of 3/31/12

  • Statement of Revenues and Expenditures from 2/1/12 through 3/31/12

  • Status of Grants/Aids as of 3/31/12

   

Kip Thompson motioned approval of the financial reports as presented.  Gary Alexander seconded the motion. 

 

Questions followed regarding unused sick and vacation time of a retired employee, the disbursement of health insurance buyout payments that were made in January, and the low amount that has been spent on telecommunications so far this year.  Ewa Jankowska explained that a former employee requested to receive his payment for unused allowable time per Union Contract in installments rather than a lump sum.  She then explained that until we know what aid we will receive from New York State, it will not be determined how health insurance buyouts that took place in January will be disbursed.  Seventy percent of some portion of the aid can be used for the cost of staff; we just don’t know how much that will be yet.  Next, Ewa explained that our telecommunications expenses are affected in a positive way by E-rate.  E-rate is a universal program that offers discounts on telephone bills and internet connections.  CEFLS applies it to telephone expenses.  The amount of discount is based on the number of participants in the free lunch program in regional schools.  CEFLS encourages member libraries to apply for E-rate assistance.  Ewa also stated that staff takes full advantage of the use of e-mail to communicate which greatly reduces telephone usage.

 

Motion to approve financial reports as presented carried.

 

Public Comment Period

 

Francie Fairchild, Director of Chazy Public Library, thanked CEFLS for the upcoming trustee training.  Since this training will be on-line and trustees can do it at their own pace, it will be easy to participate.  Ms. Fairchild expressed concern though that participants will miss the opportunity for exchange amongst trustees, to which Ewa Jankowska responded that the training will offer the opportunity for exchange.

 

President’s Remarks

 

Chris de Grandpré stated:

  • There will be an executive session today during which the on-going     negotiations with Civil Service Employees Association will be discussed.

  • Next month the Board of Trustees meeting will be held at Dannemora Public Library.

  • Chris met with Ewa Jankowska recently and they discussed New York State aid.  Ewa then explained that what we have heard about five percent increase in aid is not so.  Westchester Library System and two systems on Long Island were trying to be excluded from the Municipal Transportation Authority (MTA) tax, because it doesn’t really affect them.  The Legislators gave libraries a five percent increase, after cutting them previously by 23 percent.  From the five percent increase, Legislators are going to reimburse these three library systems.  It is not known at this time how the remaining portion of the five percent will be distributed.

 

Director’s Report

 

In addition to Ewa Jankowska’s written report, she reported:

  • We are working on two grants, one of them being the Service Improvement Grant that Francie Fairchild mentioned during the Public Comment period for trustee and library director training.  Julie Wever and Ewa went to a meeting in Saratoga Springs with Southern Adirondack Library System and other participating systems.  A consulting firm has been hired to work on the website.  Right now they are focusing on writing policies.  There will be different training modules and website discussion groups so that trustees can talk with other trustees, directors can talk with other directors, and then another grouping will allow trustees and directors to converse together.  There will be a final meeting in Utica and the website should be ready by the end of September. 

  • The other grant is with Westchester and three New York library systems (NYPL, Brooklyn and Queens) and will bring art programs to the area libraries.  Lifetime Arts, which is a not-for-profit organization, received ca. $400,000 for a two year federal grant from Institute for Libraries and Museum Services.  Each year five member libraries will be awarded a grant to launch art programs for seniors and which will be led by teaching artists.  Maura O'Malley, the CEO of Lifetime Arts, will visit our area to conduct orientation/application seminars about her programs.  She will arrive on May 22, will go to Westport Library, then spend a whole day in Saranac Lake where she will have two presentations, one for librarians and one for artists.  Then she plans to go to Akwesasne, followed by a presentation at CEFLS for member librarians.  Julie Wever and Karen Batchelder are preparing brochures that will be sent out to encourage attendance at these presentations.  This is an exciting opportunity to provide programming for adults.

  • Stan Ransom, Director at Plattsburgh Public Library, will be retiring in May. Ewa is involved with the Search Committee to find a new director.  The committee has met multiple times at CEFLS and interviews are taking place right now.

  • There will be a retirement party for Stan Ransom at City Hall Rotunda on May 24 from 2:00 to 4:00.  Everyone is invited.

  • Michael Spofford has been working very hard on Annual Reports.  The CEFLS Annual Report was submitted by the due date, March 1, and has been approved.  Of the 30 CEFLS Member Libraries, 25 have submitted their Annual Reports to date.  Michael has gone to two member libraries to assist with their reports.  One is Saranac Lake Free Library where Peter Benson is a new director and the other is Ticonderoga Black Watch Memorial Library. 

  • We have 27 member libraries that are automated.  Two libraries are in the process of automation, and at this time Crown Point is not interested in automation.  This means that Crown Point can borrow from member libraries, but others cannot borrow from them.  CEFLS will be working to create a better understanding of the benefits of automation.

  • Consideration will be given to having an “away” CEFLS Board meeting at Crown Point this summer or fall.

 

Plattsburgh Public Library (PPL) Report – Stan Ransom

 

Stan Ransom reported:

  • During Amnesty Week, PPL took in 18 overdue books with the oldest being from 2005, which means a large dollar amount of fines was waved but there are still thousands of unreturned books.  This is a loss of many thousands of dollars.

  • There will be a press conference in the Children’s Room of PPL on May 16th to launch the Summer Reading Program.  One of the things they will do is honor Stewart’s Foundation for their generosity to libraries.  Over the past four years, PPL has received $3,250 from Stewarts.  Kip Thompson interjected that Stewarts does so much for his hometown of Elizabethtown, followed by other trustees adding that all North Country communities benefit from the generosity of Stewart’s and they deserve more recognition for their wonderful support.

  • June 2nd and 3rd is Museum Weekend.  Museums in the area are trying to attract tourists and provide them with some local history and information on local services.

  • Tonight is World Book Night.  This is a push by publishers to encourage people to read.  Volunteers will be receiving cartons of specially published books to be given away.  There are no royalties involved.  Stan and his wife are participating and the book they will be giving away at Champlain Center is “The Immortal Life of Henrietta Lacks”.  This is the first time this program is being done in the United States.  Last year it was done successfully in Ireland and Britain. 

 

Committee Reports

 

Advocacy Committee

Chris de Grandpré had a request as to what will happen with the spring training for trustees that Jim Britell was planning.  Since Jim resigned as a trustee in March, that training is in limbo.  Ewa Jankowska stated that she would like to go back to having an annual meeting and it would be a fundraising dinner.  It would take some time to organize, so it could perhaps take place next spring.  Ewa has already contacted a Polish woman who is a very interesting writer.  She has a book on the Canadian best seller list and has done some readings in libraries that were very well received.  Her fee for libraries is not a lot and CEFLS would have to pay for her transportation.  It was suggested that perhaps Stewart’s Foundation would contribute funds for such an event.

 

Nominating Committee

We have four open seats on the Board of Trustees, two each for Clinton and Franklin Counties.  If anyone knows of any individuals they feel would make good trustees, please give their names to Martha Spear, the chair of the Nominating Committee.  The committee will contact those individuals, and then the names of those who are approved will be sent to their respective legislators for county approval.  Kip Thompson suggested that periodically trustees could provide lists of names of possible candidates to build up an ongoing list.  Individuals from Plattsburgh State, the area’s community colleges and trustees from member libraries could be suggested as it is possible to serve simultaneous terms on the CEFLS Board and on a member library board.

 

Old Business

 

We are awaiting something in writing from either Eric Day or Kelly Donoghue in regard to the sale/disposition of the bookmobile.  At the March Board of Trustees meeting, it was unanimously agreed upon to give Clinton County Office of Emergency Services until June 1, 2012 to make their intentions known.  Once we hear from them, Ewa Jankowska intends to contact the managers of Clinton, Essex and Franklin Counties to make the offer of CEFLS known.  Ewa will also then contact the CEFLS attorney to have the necessary paperwork drawn up.  If the response from the counties is negative, the CEFLS Board will check further into the consignment services of Specialty Vehicles Services of Wisconsin.

 

Discussion ensued about Mr. Day and Mr. Donoghue contacting the three counties, and in light of the June 1 deadline that the Board of Trustees voted on in February, Ewa was then asked to contact the three counties directly to let them know what is being offered.

 

New Business

 

Fran Filshie thanked Ewa Jankowska, Dawn Recore, and Chad Chase for attending Schroon Lake Public Library’s Open House during Library Week.  Chad did training on E-books from 2:00 to 6:00 p.m. and that went very well.  Fran also extended appreciation for Betsy Brooks for doing training on E-books for Schroon Lake’s trustees.

 

Executive Session 

 

A motion was made by Dick Kibben for the Board to enter into Executive Session to discuss the status of ongoing negotiations with Civil Service Employees Association.  Fran Filshie seconded the motion.  Motion carried.  Executive Session was entered at 4:47.

 

Return to Regular Session

 

The Board returned to Regular Session at 5:35 p.m.

 

Adjournment

 

Chris de Grandpré adjourned the meeting at 5:36 p.m.

 

Respectfully submitted,

 

Jennifer Henry

Secretary


 

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held March 26, 2012

 Call to Order

 

The Board of Trustees meeting was called to order at 4:05 p.m. on Monday, March 26, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, in Plattsburgh, New York, by Christopher de Grandpré, President.

 

Roll Call

 

Present:  Gary Alexander, Maiko Barcomb, Nancy Cooper, Chris de Grandpré, Frances Filshie, Jennifer Henry and Mary “Lisa” Minnich

 

Dr. Barbara Stowe is expected to arrive a little late.

 

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant; and Elizabeth Rogers, Technical Services Department Head

 

Absences:  James Britell, Richard “Dick” Kibben, Martha Spear, Charles “Kip” Thompson and Deborah Wells

 

Others Present:  Stanley Ransom, Director of Plattsburgh Public Library, and David Minnich

 

Consent Agenda

 

Chris de Grandpré stated that due to the resignations of James Britell and Deborah Wells, Approval of March 26, 2012 Agenda, which is item 2.C, will be taken out of Consent Agenda and it will be a be a new discussion item, D, added under New Business.

 

Consent agenda to be approved today includes:  Approval of Excused Absences; Approval of Minutes of February 27, 2012 meeting; CEFDA (no report at this time), Committees for which there are no reports at this time (Advocacy, Development, Executive, Finance, Health Plan, Negotiating, Nominating, Personnel, Property, Strategic and Planning); and Communications (there are none at this time). 

 

Nancy Cooper motioned to approve Consent Agenda as outlined by Chris de Grandpré, Lisa Minnich seconded.  There was no discussion.  Motion carried.

 

Financial Report

 

The following reports have been received from Michael Spofford, Principal Account Clerk.

·         Over and Under Report for period ending February 2012

·         Budget-to-Date Report from 1/1/12 through 2/29/12

·         Balance Sheet as of 2/29/12

·         Statement of Revenues and Expenditures from 2/1/12 through 2/29/12

·         Status of Grants/Aids as of 2/29/12

 

Gary Alexander motioned approval of the financial reports as presented.  Maiko Barcomb seconded the motion.  Michael Spofford stated that it is possible there will be some slight increases from what we were initially told we will receive from New York State and some transfers might be necessary.

 

Ewa stated that she has heard the New York State budget might be early this year.  The Senate is proposing a 4% increase and the Assembly is proposing a 1% increase.  Chris de Grandpré stated that even though the budget might be passed, the money might not flow for a couple of months.  Ewa stated that if necessary, we have a line-of-credit that is guaranteed.   

 

Motion carried.

 

Public Comment Period

 

There were no public comments at this time.

 

President’s Remarks

 

Proposed Committee Lists were distributed prior to this meeting.  Chris de Grandpré thanked everyone for agreeing to serve on one to three committees.  Chairs will be responsible for asking the committees to meet as necessary.  Due to the resignations of James Britell and Deborah Wells, these lists will be amended and redistributed for the April Board meeting.

 

It does look like the new Tier 6 pension plan will be passed.  Ewa Jankowska stated that it won’t affect CEFLS at this time because it is for new employees hired after April 1, 2012.  In Ewa’s written report that was previously provided to the Trustees in the Board packet, she summarized what she has learned about the Tier 6 pension plan.

 

There has been no further activity regarding negotiations with CSEA, so there is nothing additional to report at this time.  Currently, Ewa Jankowska is awaiting response from Jaci Kelleher, CEFLS Attorney, to a question sent earlier via e-mail. 

 

Director’s Report

 

In addition to Ewa Jankowska’s written report, she reported:

 

Julie Weaver from the Outreach Department communicated today that a service plan has been put in place for those who have difficulty accessing a library since bookmobile service ceased.  It will be a rotating collection but will not be included in regular van deliveries which are already over burdened.  Chad Chase, CEFLS’ newest library clerk, will deliver to six places, Roderick Rock Seniors in Morrisonville, Apple Valley Seniors in Peru, North Star Industries in Malone which is for disabled adults, Keeseville Town Gardens, Lake Forest Seniors and Bright Beginnings in Plattsburgh.  Every two months they will receive approximately 60 books; however, due to budget cuts, if we do not have enough new materials, we may have to do less than 60 books per rotation.

 

March 15th marked the beginning of OverDrive with E-books for the System.  A press release was published in the Press Republican on March 25th

 

Ewa is going with Julie Weaver on April 3rd for a meeting on the Service Improvement Grant for trustee training.  Topics for the training will be discussed.  Ewa asked trustees to let her know if they have any particular topics of interest and she will ask at the meeting to have them included in the training modules. 

 

Our New York State librarian, Bernie Margolis, has been ill for almost two years.  Today Ewa received an e-mail message saying that he is doing better and is considering coming back part time in June.  Having representation by a State librarian at the State level is valuable.   

 

A brief discussion ensued about E-books that get temporarily lost in cyber space, in part because people try to work their way through the process of downloading books without proper instruction or use of an on-site Help section.  It was suggested that we request to have an icon created for downloading that says “Start here” to which Ewa responded that we can make the request and see if it can be done.

 

Ewa is concerned that CEFLS does not have a lot of E-books because their prices are astronomically high.  She is encouraging memorializing people with E-books, or donating money as gifts to purchase E-books, such as for birthdays, Christmas, Easter and other holidays.  When cataloging E-books, a line can be inserted to denote “In memory of…”, “Gift from…” or “In honor of …”. 

 

Membership with OverDrive will have to be renewed annually.  E-books that are purchased will belong to CEFLS for as long as we subscribe to the service. 

 

Plattsburgh Public Library (PPL) Report – Stan Ransom

 

Stan Ransom spoke for a moment about a program promoted by Senator Betty Little called “Women of Distinction” which was established in 1998 to recognize the historic contributions of New York women who exemplify exceptional quality.  Stan provided a copy of the book to all who were present, pointing out Lucy Hobbs Taylor, Doctor of Dental surgery from Ellenburg and Kateri Takakwitha from Akwesasne.

 

On March 28th, about 30 students from Africa will be visiting PPL for a tour of the library to see the different departments and the services offered in an American public library.  Then Stan will tell the African tale “The Colossal Pumpkin,” accompanied by the Kora, an African musical instrument.

 

April 16 to 21 will be Amnesty week at PPL.  The fine-free week is to encourage the return of overdue books of which there are thousands, with the dollar value being astronomical.

 

April 23rd is World Book Night.  Publishers are giving public libraries extra copies of the book “The Immortal Life of Henrietta Lacks”.  People will have had to sign up to help distribute this important book.  At the end of March, those people come in to pick up the free books that they will then take away to the malls and various places to hand out.  This is an experiment to see if people will participate in a program like this.

 

The Deputy Commissioner of Cultural Education, Jeff Cannell, who is also acting State Librarian, will be coming to PPL on May 31 to announce the kick-off for the Summer Reading Program, as he also did last year.

 

Committee Reports

 

Advocacy Committee:

Chris de Grandpré was expecting to learn more from Jim Britell about the evening gathering for trustees of CEFLS and the System’s member library trustees that was being planned for the spring at Malone Country Club.  With Jim’s announcement of resignation from the CEFLS Board, it is possible that the gathering will not take place.

 

Chris read from Jim Britell’s letter of resignation which states that he will also be resigning from the Wead Library Board in June.  Jim had recently been named as chair of CEFLS’ Advocacy Committee for 2012, so for our April Board of Trustees’ meeting, we hope to have a new chairperson.  In considering this chairmanship, Chris suggested that two trustees might want to share the responsibility. 

 

Bookmobile Committee:

At last month’s Board of Trustees meeting, Eric Day and Kelly Donoghue of Clinton County Emergency Services expressed interest in purchasing the CEFLS bookmobile for the purpose of converting it into a mobile command center that would be shared among Clinton, Essex and Franklin Counties.  Since last month, they have requested information on specific associated costs, including total amount that was spent to put the bookmobile in service, its special features and yearly maintenance costs.  Mr. Day and Mr. Donoghue have to talk with their counterparts in the two other counties, so at this time they are not ready to submit a proposal to CEFLS.

 

At the time that CEFLS purchased the bookmobile, Clinton County contributed almost $87,000, Essex County contributed $51,500, and Franklin County contributed $68,000, so if Emergency Services of the three counties could use the bookmobile, this might be the best way to dispose of it.

 

Chris de Grandpre stated that later in today’s meeting the sale/disposition of the bookmobile will be discussed further.

 

Old Business

 

Chris de Grandpré stated that at some point, CEFLS should adopt a resolution to either sell the bookmobile or dispose of it to the three counties.  Lisa Minnich stated that getting it to Emergency Services of the three counties, if they can move on it in a timely fashion, should be the first priority, to which many trustees agreed.  Discussion ensued about how long they should be given because the bookmobile is costing CEFLS money in the meantime.  Also, space in the garage at CEFLS will be needed at the end of August when CEFLS takes over the BTOP van that has been in service in Essex County. 

 

Nancy Cooper stated that if any of the three counties do not approve of this idea of a tri-county mobile command center, then we will need to talk about selling the bookmobile using the services of the company in Wisconsin.  Ewa then stated that it will be a difficult vehicle to sell and suggested that we donate it to the counties. Recently, Senator Betty Little advised Ewa that Emergency Services from all over the state are selling their vehicles, apparently due to the expense involved.

 

Ewa will go to the three counties to advise them of our plan for the bookmobile’s sale/disposition, as advised by Assemblywoman Janet Duprey. 

 

Nancy Cooper made a motion for CEFLS to donate the bookmobile to Clinton, Essex and Franklin Counties for the use of all three counties for Emergency Services provided they agree to accept it by June 1, 2012, and if they are not interested, they are to let us know by the same date.  Gary Alexander seconded the motion.  It was stated that the CEFLS wrap on the bookmobile makes it very recognizable in the three counties.  Motion carried.

 

CEFLS Board of Trustees meetings are routinely on the fourth Monday of the month.  In May of this year that would be Memorial Day.  Fran Filshie motioned that the May meeting be changed to the third Monday, May 16.  Lisa Minnich seconded.  Motion carried.  It was then agreed upon by general consensus that the May meeting will be the first of the “away” meetings for this year, and it will take place at the new Dannemora Free Library.

 

New Business

 

The 2012 Annual Report was distributed in its entirety for review prior to this meeting.  Chris de Grandpré extended appreciation to all the staff of CEFLS for working collaboratively to put the report together.  Lisa Minnich made a resolution to approve the 2012 Annual Report as presented; Jennifer Henry seconded.  Resolution carried.

 

Ewa Jankowska briefly spoke about the Summer Reading Program and Take a Bite Out of Books (TABOB), that takes place every year.  Included in TABOB, which is a competition for children, is a training for those who facilitate the program, book purchases and promotional materials.  Fran Filshie made a resolution to approve the Summer Reading Program for 2012; Jennifer Henry seconded.  Resolution carried.

 

Ewa Jankowska explained that with the new lease of a copier that does color printing, CEFLS would like to offer color copying service to member libraries.  A proposal of rates for 2012 based on cost and consideration of fees charged elsewhere, prepared by Michael Spofford, was distributed prior to this meeting.  Lisa Minnich stated that if the proposed fees are lower than commercial prices, then this would be a good deal to member libraries and we need to do it.  Fran Filshie feels the CEFLS yearly contract with member libraries should more clearly state the fees for copying. 

 

Michael Spofford explained that recently Mooers Free Library had a color printing job that was emergent, so he had to quickly come up with a price for them.  He explained to their director that the price he was offering was for the one job only and that fees would be set soon for future jobs.  Approval was then obtained from the Board of the Mooers Free Library, and the copies were made.

 

Ewa pointed out the necessity of figuring labor into printing costs, as CEFLS has lost two positions over the last couple of years, plus Bob Welch, the bookmobile driver, would sometimes help with things like copying and now he is gone, so CEFLS staff is stretched thin.

 

Nancy Cooper made a resolution to approve printing and fees as presented, effective May 1, 2012.  Member libraries will be notified of the service.  Lisa Minnich seconded.  Resolution carried.

 

Executive Session 

 

A motion was made by Nancy Cooper for the Board to enter into Executive Session to discuss the Director’s annual evaluation.  Barbara Stowe seconded.  Executive Session was entered at 5:10

 

Return to regular Session

 

A motion to return to Regular Session was made by Lisa Minnich at 5:29 p.m. and seconded by Barbara Stowe.

 

Adjournment

 

Chris de Grandpré adjourned the meeting at 5:30 p.m.

 

Respectfully submitted,

Jennifer Henry

Secretary


CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held February 27, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:05 p.m. on Monday, February 27, 2012 at the Clinton-Essex-Franklin Library System, 33 Oak Street, in Plattsburgh, New York, by Christopher de Grandpré, President.

Roll Call

Present:  Maiko Barcomb, James Britell, Nancy Cooper, Chris de Grandpré, Jennifer Henry, Richard Kibben, Mary “Lisa” Minnich, Dr. Barbara Stowe

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant; and Elizabeth Rogers, Technical Services Department Head

Absences:  Gary Alexander, Frances Filshie, Martha Spear, Charles “Kip” Thompson and Deborah Wells

Others Present:  Eric Day, Director of Clinton County Office of Emergency Services and Kelly Donoghue, Assistant Director of Clinton County Office of Emergency Services

Swearing In of Officers for 2012

Chris de Grandpré, President, administered the Oath of Office for the office of Secretary to Jennifer Henry, and for the office of Member-at-Large to Dr. Barbara Stowe. 

Consent Agenda

Before addressing Consent Agenda, for the benefit of the guests in attendance at this meeting, Chris de Grandpré initiated introductions of everyone present. 

Consent Agenda today includes Approval of Excused Absences Gary Alexander, Frances Filshie, Martha Spear, Charles “Kip” Thompson and Deborah Wells), Approval of the Amended Agenda for today’s meeting, Approval of the Minutes of the January 23, 2012 meeting, CEFDA Report (there is none at this time), the following committees for which there are no reports at this time:  Advocacy, Development, Finance, Health Plan, Negotiations, Nominating, Personnel, and Property and Strategic Planning, and Communications (there are no formal communications at this time). 

A motion was made by Lisa Minnich to approve Consent Agenda as presented, seconded by Dick Kibben.  Motion carried.

Financial Report

Chris de Grandpré stated the following reports have been received from Michael Spofford, Principal Account Clerk:

·       Over and Under Statement for period ending January 2012

·     Budget-to-Date Report for January 1, 2012 through January 31, 2012

·     Balance Sheet as of January 31, 2012

·     Preliminary Statement of Revenues and Expenditures from January 1, 2012 through January 31, 2012

·     Status of Grants and Aids as of January 31, 2012

Dr. Stowe motioned approval of the financial reports as presented.  Michael Spofford was available to discuss any concerns; there were none.  Nancy Cooper seconded the motion.  Motion carried.

Public Comment Period

Eric Day, Director of Clinton County Office of Emergency Services, stated that just prior to today’s meeting he and Kelly Donoghue, Assistant Director of Clinton County Office of Emergency Services, were shown the CEFLS bookmobile by Ewa Jankowska.  They are interested in learning what the CEFLS Board’s thoughts are regarding its disposition, and they would like to see dialogue opened up between CEFLS and Emergency Services.  They are interested in determining the feasibility of converting the bookmobile into a Mobile Emergency Services Command Post for the counties of Clinton, Essex and Franklin.  Mr. Day stated that there has been a little unofficial discussion among Emergency Services of the three counties. 

Chris de Grandpré stated that bookmobile services were ceased in December 2011 and in January 2012 the Board of Trustees voted to declare the bookmobile surplus, which freed it to be sold.  Recently Ewa Jankowska contacted CEFLS Attorney, Jaci Kelleher, to ask whether the Library System can dispose of the bookmobile through sale to the counties for the aforementioned purpose, or whether it has to be put out to bid.  It was learned that the bookmobile can be disposed of either way.

 Ewa Jankowska also recently contacted Special Vehicle Services (SVS) of Cleveland, Ohio, a specialty vehicle dealer, who explained the terms they would require to sell the bookmobile for CEFLS. 

Chris de Grandpré then brought this discussion to a close to be further discussed later in this meeting under Bookmobile Committee discussion.

President’s Remarks

Committees:

Chris de Grandpré thanked Maiko Barcomb for her willingness to serve on the Development Committee and the Advocacy Committee.  Other than the addition of Maiko, membership on the CEFLS Committees will remain as it was for 2011.

Nancy Cooper made a motion to accept the committee list for 2012 as presented. Lisa Minnich seconded the motion.  Motion carried.  Dawn Recore will update the list and distribute it to trustees as an e-mail attachment.

Conflict of Interest Statements:

Dawn Recore will mail Conflict of Interest Statements with return envelopes to those trustees who have not yet signed them for 2012.

Vacant Seats on the Board:

There are two vacant seats on the Board of Trustees, one each from Clinton and Franklin Counties.  If anyone knows of a potential candidate, please let the Personnel Committee know.

Check Signers for 2012:

Those who will be check signers for CEFLS during 2012 who have not already signed the bank paperwork should see Michael Spofford to do so before they leave today.

Other:

Additional topics to be addressed later during this meeting will be Advocacy Day and the annual performance evaluation of the Director.

Director’s Report

In addition to Ewa Jankowska’s written report, she reported:

Ewa and CEFLS consultants Betsy Brooks, Elizabeth Rogers and Julie Wever attended the funeral of Betsy Whitefield today.  Betsy was the Director of the Saranac Lake Free Library for almost 25 years and contributed to the Saranac Lake community in numerous ways.  She will be missed.

There will be an open house honoring David Minnich, Director of Wead Library in Malone on Wednesday of this week from 4:30 to 6:00 p.m.  Several CEFLS staff members plan to attend.

Ewa attended a Planning Committee meeting at Keene Valley Public Library.  They are very interested in communicating with trustees of other member libraries.  Jesse Feiler will be working on a website that will facilitate this type of communication.

Recently CEFLS had a very interesting presentation by Open-source Automated Library System (OPALS).  OPALS is an internet service used by many school districts and appears to be quite user friendly.  There is pending legislation (S.1573 Oppenheimer/A.464 Gunther) that would authorize BOCES to contract with public libraries or library systems for internet services.  Contracting with OPALS might improve communication among public and school libraries.  OPALS will offer a free trial of our catalog on their system.

CEFLS recently had an e-book training with OverDrive and our next Tech Friday, on March 2nd, will also be on the use of e-books.  We hope to have OverDrive available for use early in March.

Ewa will be attending a library conference in New York City later this week.  On Monday of next week, she is going to Albany for a PULISDO meeting, followed by Legislative Day in Albany next Tuesday.

Plattsburgh Public Library (PPL) Report

Stan Ransom was not able to be present due to a conflicting meeting.  He forwarded his report to Ewa Jankowska, who reported for him.

PPL is conducting a search for a new director to replace Stan who is retiring in the spring.

PPL’s Library Construction Grant project is coming to an end.  Panic bars have been installed on the auditorium doors and two staff bathrooms have been renovated.  The work on the basement floor is still to be finished. 

Ashley Cousens has left PPL’s Public Computer Center to take another job at Clinton Community College.  Michele Armani of the Workplace Investment Board has taken her position.  The Center has just had its busiest month yet, with 80 courses given and attendance at 370 persons.

PPL has again been honored by a request from New York State Education Department to hold the Summer Reading Program kickoff sometime in May.

Committee Reports

Bookmobile Committee:

Ewa Jankowska reported that the bookmobile cost about $305,000 new, with most of that provided by Clinton, Essex and Franklin Counties, and some funds provided by Senator Betty Little.  The bookmobile is a 2006 and currently has 103,000 miles.  The motor is a Mercedes Benz that has been regularly maintained.  Ewa contacted Specialty Vehicles Service (SVS) of Wisconsin.  They seem to feel that we could sell the bookmobile for $100,000 to $125,000 taking depreciation into consideration.  They would want $2,500 to have their representative come here to inspect it, and then if they sell it, SVS would get 10 percent of the selling price.

Chris de Grandpré stated that CEFLS could either work with SVS or with Clinton, Essex and Franklin Counties for their creation of an Emergency Services Command Post.  Jim Britell stated his preference is to work with Emergency Services if they can give CEFLS a reasonable amount for the bookmobile. 

Eric Day stated that Homeland Security’s funding was cut 40 percent for this year, and may be cut 100 percent next year.  Further, Homeland Security funds might not be an option for purchasing a used vehicle; however if other funds could be found for the purchase, then it might be possible to use Homeland Security funds to furnish the vehicle. 

Kelly Donoghue stated that public funds, for the most part, purchased the bookmobile, and then the public was served well; it would be nice to see the vehicle kept within the communities it has been serving.  Mr. Day will encourage his counterparts in Franklin and Essex Counties to come to look at the bookmobile. 

Ewa will email the specifications of the bookmobile to Mr. Donoghue, and then Emergency Services will need some time to do their homework.  Chris de Grandpré stated that at the March Board of Trustees meeting a resolution could be offered as to whether the Library System could be receptive to selling the bookmobile to the three counties.  Mr. Day or Mr. Donoghue can let Ewa Jankowska know how things are moving along by our March 26 meeting.  Mr. Day stated that 911 in the three counties is basically linked to handle overflow from one county to another, so ultimately if this project materializes, it would be the three counties combined. 

Advocacy Committee

Jim Britell has no new information at this time on advocacy training for trustees or for the evening event for all regional trustees.  As plans develop for these events which will be held in Malone, Jim will report further.

Legislative (Leg or Advocacy) Day will take place March 6th in Albany.  To help prepare everyone who will be attending, Ewa Jankowska sent out Talking Points to provide pertinent topics for discussion.

From CEFLS, Elizabeth Rogers and Chad Chase will be leaving for Albany at 5 a.m. with the CEFLS Equinox.  Stan Ransom of PPL and Cheryl Blanchard of Paine Memorial Library in Willsboro will be riding with them.  Four CEFLS Trustees and several member library directors with some of their staff are also planning to attend and will be traveling in their own vehicles. 

 First on the Advocacy Day agenda will be breakfast with our legislators at 8:30.  It is likely that all three of our representatives, Senator Betty Little, and Assemblywomen Teresa Sayward and Janet Duprey, will be present for this important event.  Then there are meetings scheduled in the offices of our representatives at 10:45 and 11:30. 

Jim Britell contacted 14 member library trustees to encourage them to attend Legislative Day.  Although they had good conversations, none would commit to attending.  Chris de Grandpré thanked Jim for his effort and time.

New Business

Independent Auditor:

Michael Spofford contacted Rick Martindale of Martindale Keysor & Co. to learn why their quote for the three-year contract for the CEFLS annual audit was more than what they charged for the past three years.   Reportedly, the graduated increases in their quote over the next three years will bring their incurred expenses more in line with other audits that they do.  Discussion ensued that Martindale Keysor has been very accommodating to CEFLS, and audits are more involved than they used to be, in part because the IRS is requiring more information.

Nancy Cooper resolved to accept Martindale Keysor as the CEFLS independent auditor for the next three years.  Ewa Jankowska stated that they really do have a good understanding of not-for-profits.  Dick Kibben seconded the resolution.  Resolution carried.

Approval of Loan Syndications and Trading Association (LSTA) Service Improvement Grant

Ewa Jankowska explained that this one-year grant through New York State Library would serve library directors and trustees with a website providing training modules.  CEFLS would not be contributing any money toward this.  Dick Kibben questioned whether Saranac Lake Library would be excluded from this website because they are not a public library.  Ewa explained that all member libraries of our System would be included.  Once obtained, Ewa and Julie Wever would meet with the people who would prepare the modules to tailor them to the needs of our System. 

Nancy Cooper motioned to approve the application of the LSTA Service Improvement Grant Funds.  Ewa stated that trustee training has been a topic of discussion forever, and that CEFLS has been offering training to trustees for many years.  The training this grant will offer will be online, so trustees can sit at their computers and work on modules at their own pace, whether that would be half of a module in a sitting, or five modules. 

 Lisa Minnich seconded the motion.  Motion carried.

 Discussion of Annual Report Narrative:

The Annual Report Narrative, including survey reports, was sent to trustees by email attachment a few days prior to this meeting and printed copies were provided to everyone as they arrived for this meeting.  The full Annual Report which will include statistical numbers will be provided for review prior to the March Board of Trustees meeting. 

Executive Session

A motion to enter into Executive Session to discuss the Director’s annual evaluation was made by Dick Kibben, seconded by Nancy Cooper.  Motion carried.  Executive Session was entered at 5:15 p.m.

Return to regular Session

The Board returned to Regular Session at 6:02 p.m.

Chris de Grandpré adjourned the meeting at 6:03 p.m.

 Respectfully submitted,

Jennifer Henry

Secretary


 CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Minutes for Board of Trustees Meeting

Held January 23, 2012

Call to Order

The Board of Trustees meeting was called to order at 4:07 p.m. on Monday, January 23, 2012, at the Clinton-Essex-Franklin Library System, 33 Oak Street, in Plattsburgh, New York, by Dawn Recore, Administrative Assistant.

Roll Call

Present:  Gary Alexander, James Britell, Nancy Cooper, Chris de Grandpré, Richard Kibben, Mary “Lisa” Minnich and Charles “Kip” Thompson

Staff Present:  Ewa Jankowska, Executive Director; Michael Spofford, Principal Account Clerk; Dawn Recore, Administrative Assistant; and Elizabeth Rogers, Library Consultant

Absences:  Frances Filshie, Jennifer Henry, Martha Spear, Dr. Barbara Stowe and Deborah Wells

Others Present:  Stan Ransom, Plattsburgh Public Library and Maiko Barcomb, new Trustee to be sworn in at this meeting

Swearing In of Officers for 2012

Nancy Cooper, Vice President, administered the Oath of Office for the office of President to Chris de Grandpré, who then administered the Oath of Office to Mary “Lisa” Minnich, Vice President, and Nancy Cooper, Treasurer.  Jennifer Henry and Dr. Barbara Stowe will be sworn in at the February 2012 meeting for the respective offices of Secretary and Member-at-Large.

Swearing in of New Trustee

Chris de Grandpré then administered the Oath of Office to Maiko Barcomb who is a new Trustee representing Clinton County.

Consent Agenda

Consent Agenda includes Approval of Excused Absences (Frances Filshie, Jennifer Henry, Martha Spear, Dr. Barbara Stowe and Deborah Wells), Approval of Amended Agenda for Today’s Meeting, CEFDA Report (there is none), the following committees for which there are no reports at this time:  Advocacy, Health Plan, Nominating, Personnel, and Property and Strategic Planning, and Communications (there are none). 

A motion was made by Dick Kibben to approve Consent Agenda, seconded by Nancy Cooper.  Motion carried.

Financial Report

Chris de Grandpré stated the following reports were received from Michael Spofford:

·         Over and Under Statement for November 2011

·         Budget-to-Date for January 1, 2011 through November 30, 2011

·         Balance Sheet as of November 30, 2011

·         Statement of Revenues and Expenditures for November 2011

·         Status of Grants and Aids as of November 30, 2011

·         Over and Under Statement for December 2011

·         Preliminary Budget-to-Date for January 1, 2011 through December 31,    2011

·         Preliminary Balance Sheet as of December 31, 2011

·         Preliminary Statement of Revenues and Expenditures for December 1, 2011 through December 31, 2011

·         Preliminary Status of Grants and Aids as of December 31, 2011

 

Gary Alexander moved to approve the Financial Reports as presented.  Michael Spofford explained that the December reports are all “preliminary” at this time because we are still receiving bills for December that he is expensing back into 2011.  At next month’s Board meeting, his reports will better reflect how things were expensed out for 2011 and what can be moved into the 2012 Budget.  Lisa Minnich seconded the motion to approve the Financial Reports as presented.  Motion carried.

Public Comment Period

There were no comments.

President’s Remarks

Chris de Grandpré welcomed Maiko Barcomb to the Board of Trustees and thanked her for her willingness to serve.

Dr. Nancy Church, who was a CEFLS Trustee for seven years, stepped down December 31, 2011 to follow other pursuits.  To thank Dr. Church for her years of service, the Board will be giving her a Certificate of Appreciation and a gift card for Arnie’s Restaurant.  Dr. Church will be missed.

Trustees are encouraged to consider serving on two or three committees during 2012.  Please let Dawn Recore know your choices soon so a Committee List for 2012 can be developed for the February meeting.

Dr. Barbara Stowe, who could not be with us today, has been charged with putting together the materials for the Director’s evaluation.  Initially the evaluation was to be addressed today but with several Trustees not present, we will try to do it at the February meeting.  Trustees were asked to get their performance criteria document back to Dr. Stowe in the next week to ten days.  Chris thanked Ewa Jankowska for getting the Strategic Plan and her goals to Dr. Stowe.

Another great edition of the Trailblazer has gone out.  Chris complimented all those who are associated with it, particularly Julie Wever and Karen Batchelder.  Kip Thompson commented that the Trailblazer is very well done.  He feels it should be provided to new Trustees as a wonderful overview of CEFLS.

Legislative Advocacy Day (Leg Day) in Albany will be March 6, 2011.  Jim Britell will talk about it later in the meeting.

Kip Thompson will talk about different ways we might approach funding Library Systems.  He calls his plan “Fix Our Funding”.

There a few other items on today’s agenda that will be moved to the February agenda in order to make time for discussion of Jim Britell’s and Kip Thompson’s topics.

There are two Trustee seats still to be filled on the Board of Trustees, one each for Clinton and Franklin Counties, respectively to fill the seats of Dr. Nancy Church and Neil Surprenant.

Director’s Report

In addition to Ewa Jankowska’s written report, she reported:

We are working on setting up OverDrive.  Elizabeth Rogers bought some E-books, and we now have 11 E-Readers that were purchased with a grant from Northern New York Library Network.  Staff are sharing them now and learning how to use them.

Keene Public Library and Belden Noble Memorial Library in Essex are in the process of automating.  Elizabeth Rogers, Betsy Brooks and Kim Fletcher are working with them.  Crown Point Memorial Library is not interested in automating at this time.  All others are automated.

Tom Mangano, new Director of Belden Noble in Essex, toured CEFLS today and met everyone.

Wells Memorial Library in Upper Jay, heavily damaged by flooding in 2011, will reopen on January 28.  CEFLS Library Clerk, Chad Chase, spent some time at Wells last week helping them to set up.  Ewa will attend their opening celebration and encouraged others to attend as well.

NNYLN offered to pay half the cost of a bus to Leg Day in Albany on March 6. Our share of the cost would be about $700.  So far there has not been a lot of interest in riding a bus.  It is a big commitment  due to the very early pick-up time and travel to the pick-up points.  If we do not get enough response, we will have to decline NNYLN’s generous offer. 

We will be applying for a Library Services Technology Act (LSTA) Grant.  This is a program to teach library directors and trustees how to approach writing policies, what policies they should have and how to differentiate between a policy and a procedure.  Ewa stated that appropriate policies make it easier for everyone when problems arise.

On January 24, Ewa will be going to Clinton Community College for an initiative called STRIDE that she learned about when John Jablonski, President of Noontime Rotary spoke at a recent meeting.  STRIDE’s purpose is to enhance learning capabilities from cradle to employment, thus encouraging more people to graduate from high school and get jobs, breaking the cycle of poverty.  Ewa voiced that she would like to see STRIDE take advantage of what libraries have to offer to aid in their mission, so she was invited to attend the meeting.

Plattsburgh Public Library (PPL) Report

Stan Ransom reported that PPL has no building problems right now and they are looking forward to a good year. 

Their attendance for 2011 was very good, although beginning in March 2011 they had to close on Sundays which has affected their circulation.  The circulation of books and DVDs was at 150,000, whereas it was at 163,000 the year before.  DVDs were one third of that total.  PPL has 21,222 registered borrowers. 

The Friends of PPL are working on art shows and other activities. 

Stan is looking forward to retiring on May 31, 2012.

Committee Reports

Executive Committee

Chris de Grandpré reported that there has been no further action regarding current negotiations for the staff.  They are waiting for the appointment of a mediator so the process can be taken a step further and hopefully an agreement can be reached in due course.  That will be touched upon later in this meeting.

Chris stated that as mentioned in the President’s Report earlier in the meeting, we are in the process of evaluating the Director, setting goals, and so forth.

Finance Committee:

The Finance Committee met just prior to this Board meeting.  Nancy Cooper reported that there have been three proposals from auditing firms submitted for the annual independent audit.  The most reasonable proposal, which is the firm that did the previous three years’ audits, is being considered.  Michael Spofford will inquire of them why their price went up more than it has in the past.  Selection of an auditing firm for 2012 through 2014 will be tabled until the February meeting.

Bookmobile Committee:

Jennifer Henry has met with Ewa Jankowska, and Jennifer’s resulting report on selling the bookmobile was distributed to Trustees.  Ewa recapped that basically they tried to figure out how much to charge for it.  Its cost was a little over $300,000.  Most of that came from the three counties, with Clinton contributing the most.  There was also a Betty Little Grant and an anonymous donor.  Also the CEFLS Board and Director at the time contributed $2,700.  Depreciation is about 10 percent a year, so at this point the bookmobile is valued at perhaps $80,000 and they would like to get at least $50,000.  Because it is unique, an actual fair market value has not been obtained. 

Kelly Donoghue, Assistant Director of Clinton County Emergency Services, has expressed interest in obtaining the bookmobile to use as a mobile emergency control center.  Discussion ensued over whether time should be taken to put the bookmobile out for sealed bids starting at $50,000.  In the meantime, comprehensive and collision insurance on the bookmobile are required in order to take it out for a test drive with prospective buyers.

It was also suggested that the services of a broker on a commission basis could be utilized.  A broker could help to find a market. 

Kip Thompson made a motion that the bookmobile is surplus to our needs and CEFLS Board charges the administration and Bookmobile Committee to find the best price for it.  The motion was seconded by Nancy Cooper.  Motion carried.  

Development Committee

Lisa Minnich reported for Leadership Campaign, which began November 1, 2011 and will end October 31, 2012.  We are currently at 60 percent participation.  This campaign is supported only by the Trustees and for those who have not contributed since November 1, there are still nine months left.

Negotiating Committee:

Chris de Grandpré reported that Neil Surprenant who was chairing this committee is no longer, and Nancy Cooper is now doing it.  Nancy stated that we are a very small union and there are a lot of other actions taking place within the State and we do not know when we will have a mediator appointed.

Advocacy Committee

Jim Britell stated that advocacy is a tremendous subject of discussion at all levels of libraries.  In Libraries 20/20, the Regents mention three times that Trustees are responsible for political advocacy in this age of declining budgets.  It is painfully clear that little is known about what CEFLS’s contribution to our Member Libraries is or essentially what we do. 

Jim distributed to Trustees some samples of advocacy from Onondaga Library System.  He pointed out that almost every week they have something on their calendar in preparation for Advocacy (Leg) Day.  They have continuous interaction with their legislators.  Even with all the budgetary cuts this year, Onondaga County made $5,000,000 more available to their libraries.  They have their local elected officials in for lunches at their libraries and other special events every year, and they are in constant contact with them. 

Bob Manning, who heads Onondoga’s advocacy organization, has offered to meet with us to share ideas. 

Jim stated that plans are moving ahead for a meeting in the Spring of all the Trustees of CEFLS and the Trustees of Member Libraries.  Jim reported that the presidents of the Member Library Boards want to meet with CEFLS Trustees

 Jim stated that in New York State, the lack of support of libraries on Advocacy Day is conspicuous.  The president of New York State Library Trustees Association (NYSLTA) is adamant that this year we have strong attendance.  To help accomplish this, Jim would like to see CEFLS Trustees divide up the list of Member Library Presidents and request that they speak with their Board members to advocate for Advocacy Day attendance.  They can explain that we do not know what the climate will be for our small libraries next year, so we must talk to our legislators now.  Even though we don’t have a big population, we have a big political influence in Albany in people like Betty Little.  We need to have a voice so that in the future we don’t find ourselves losing our van which would stop us from sharing books among our libraries

Ewa Jankowska stated that our local politicians are always present at Advocacy Day for the breakfast at 8:30 and NYLA is there taking pictures.  If that is too early, an option would be to have a large group of people meet later in the legislators’ offices.  Either John Hammond or Ewa will schedule an appointment for our entourage to meet with our three legislators, and hopefully all together at the same time.  It is felt that a big impact is made when a large group of Trustees walk into one of these meetings, versus a group of System employees. 

Jim stated that Leg Day and preparation for it is a good time for CEFLS Trustees to get to know the Trustees of the Member Libraries and learn what their problems are. 

Gary Alexander agreed to call Trustees from Tupper Lake Goff Nelson Memorial Library and he is willing to fill his car and drive to Albany.  Lisa Minnich and Dick Kibben will help to make calls to Trustees in other areas. They will find out how many would like to travel by car and how many would like to ride a bus, and for those riding a bus, how much would they contribute to the cost of the bus.  Gary stated that the bus is a tough deal due to the distance Trustees from his area would have to drive to the pick-up point (High Peaks Rest Area), the very early in the morning time they would have to leave, and the fact that they would be expected to contribute to the cost of the bus. 

It was suggested that our Library System’s geographic area divided up among the CEFLS Trustees for future advocacy.  Jim stated that it is important for the Trustees of all Member Libraries to start building alliances with their own legislators and town supervisors.

New Business

Independent Auditor

The Finance Committee is deferring the selection of the auditing firm for the annual independent audit until February’s meeting.  The lowest bid was submitted by the firm who has had the contract for the past three years; however their price has increased, so the Committee has asked Michael Spofford to find out why.

Contracts for Member Library/Central Library/Reading Center

Lisa Minnich resolved to accept the proposed contracts for the Member Libraries, Central Library and Reading Centers.  Ewa Jankowska explained that these contracts are signed yearly for the services that CEFLS provides and basically they remain the same from year to year; however, this year all reference to the bookmobile has been eliminated.  Next year consideration may be given to fees for some of the services provided.  Kip Thompson seconded the resolution to approve the contracts as presented.  Resolution carried.

Individuals, Entities and Institutions with Whom to Conduct Business in 2012

A resolution to accept Individuals, Entities and Institutions with Whom to Conduct Business in 2012 was made by Nancy Cooper.  This is a document listing insurances agencies, attorneys, bank, Clerk of the Board, janitorial services and others with whom we do business.  Dick Kibben seconded the resolution; resolution carried.

Individuals Permitted to Conduct Business in 2012

A resolution to accept Individuals Permitted to Conduct Business in 2012 was made by Nancy Cooper.  This document lists specific Trustees and staff members who will sign and be responsible for specific transactions.  The resolution was seconded by Lisa Minnich, and carried unanimously.

Conflict of Interest Statements

The Conflict of Interest Statement goes hand-in-hand with Individuals, Entities and Institutions with Whom to Conduct Business.  It must be signed yearly by all Trustees and insures that those doing business will not have any financial interest in the entities with who whom we do business.  Signed statements should be handed in before Trustees leave today.

Check Signers 2012

The check signers for 2012 will be Chris de Grandpré as President of the Board, Lisa Minnich as Vice President, Nancy Cooper as Treasurer, Jennifer Henry as Secretary, Barbara Stowe as Member-at-Large, and Ewa Jankowska as Director.  A resolution to accept the check signers for 2012 was made by Dick Kibben, seconded by Kip Thompson.  Resolution carried.

Konica bizhub C360 copier

Ewa reported that the five-year lease for the photo copier is coming to an end.  Office Systems is offering a new copier that would additionally have capability to do color copies, with a cost that is about $150 less per year than the lease on the old copier.  Michael stated that basically we would use the $150 to pay for color copies since they would be at additional cost and billed at the end of the month.  Staff would be limited to the number of color copies that can be done for $150 so that we would not be doing more color copies than we currently are with our laser jet printer.  The laser jet is more expensive per copy, its quality is unreliable, and it has required expensive service calls three times in the last 16 months.   With a new copier, we would consider offering color copying service to our Member Libraries.  We would figure the actual cost and factor in labor to come up with a reasonable rate.

Nancy Cooper motioned to approve the five-year lease of the Konica bizhub C360 copier.  Discussion followed regarding regular maintenance and toner, which are included in the lease agreement.  Office Systems will take the old copier away.  The motion was seconded by Maiko Barcomb; motion carried.

New York Alliance of Library Systems (NYALS)

Chris de Grandpré reported that with Fran Filshie not present today, her requested discussion on NYALS Advocacy Plan will be tabled until the February meeting.

Fix Our Funding

Kip Thompson disseminated schematics to illustrate in a simplified manner a plan he is proposing, called Fix Our Funding, which basically involves an alternative business model for CEFLS and would eventually make Library Systems throughout New York State fee-for-service, likening them to for-profit businesses, rather than dependent upon government funding as they are now.  Member Libraries would tell their Library System what they need, their Library

System would provide it and the Member Library would pay the System for it.  If libraries need something and the Library System doesn’t have it, they find a way to create it or get it.  In this concept, State Aids and mandates would not exist.

With Fix Our Funding, Kip stated that State funding for CEFLS would be given to Clinton, Essex and Franklin Counties.  Then individual libraries would be responsible for getting their money from their counties which would motivate them to know their counties better.  The projected timeframe for this is five years.

Kip stated that ultimately, the final step in about ten years would be when NYS and the counties would not be directly involved in funding CEFLS, and the libraries would have their own taxing districts.  Currently Malone’s Wead Library and Chazy Public Library have taxing districts and they are very stable libraries. 

Kip stated that a first step in this direction would be to begin talking to the directors of the Member Libraries, people in the various library associations, our legislators, and people at the State Library, explaining that this plan has the potential of being a much superior way of doing business and in general would strengthen local library networks throughout New York State.  Kip stated this should be something that we should aspire to, it should be our long range plan.

Discussion from several viewpoints ensued, including what would happen to our Charter from New York State Education Department, whether libraries understand the extent of what their Library System provides, and whether creating taxing districts is a viable option.  Ewa Jankowska stated that what Kip is referring to is similar to what was in place before Library Systems were developed.  Systems were developed to more or less equalize libraries.  Many libraries are staffed with a part-time director, often without a library education, and on their own they may not be able to operate a library and provide quality services.

Jim Britell suggested looking at Libraries 20/20 to see what the financial analysis looks like and what the trend is.  One thing we know is that some of our libraries do not have the funds to support a part-time librarian but we need to ask how many libraries have endowments to get a clearer picture of what money the libraries have.  We need to know which libraries are genuinely impoverished because they would not have the capability of paying like a library in a taxing district could.  Jim stated that charging for our services is a good idea and suggested that we inventory things that we do for Member Libraries that are outside of our Charter, things that we don’t have to do but do, such as annual reporting to the State. 

Jim further stated that the Regents want us to create taxing districts out of our libraries, and then we would have someone they could tax.  Only we can make our Libraries tax leviers.  Jim would like to begin looking at services for which fees can be charged and he would like to work toward creating taxing districts.   He stated that these are the duties of Trustees, not the duties of staff.

Jim suggested that first they figure out what libraries we want to make taxing districts.  Then their Board Presidents would be asked if they have a way to raise the funds it would require.  Funds would allow them to bring in experts and attorneys to guide us.  Ewa Jankowska interjected that this would eliminate our Charter and the Charters of the Libraries, and without the Charters, the State would have no incentive to provide money.  To this Kip stated that his plan would give the approximately 10 to 12 libraries that could become taxing districts independence.  Ewa stated that with the financial health of all our communities, what you would get as taxing districts would never replace what the State is providing.

Chris de Grandpré stated that this has been a very interesting discussion and thanked everyone.  He suggested that in the interest of time and the long distances some Trustees have to drive home, this discussion be tabled until our next meeting.  Jim Britell asked if we could begin looking at services CEFLS can charge Member Libraries for, and is there a way we can learn more about the financial health of Member Libraries beyond what we learn from their Annual Report.  More discussion on this topic will continue at next month’s meeting.

Summer Locations for Board of Trustee Meetings

Ewa Jankowska proposed potential locations for three Summer 2012 Board of Trustee meetings.  The directors of those libraries will be asked if they will host us and then the schedule will be determined.

Essex County:  Upper Jay - They suffered severe flooding and are just reopening this week. 

Franklin County:  Tupper Lake - CEFLS has not had a CEFLS Board meeting there yet. 

Clinton County:  Dannemora or Chazy – Both have moved into newly renovated buildings this year.

By general consensus, the locations were approved, with Dannemora being the Clinton County choice.

 Calendar Fundraiser

Ewa Jankowska shared a calendar of Vermont libraries.  Among the Trustees present, there appeared to be significant interest in doing a similar fundraiser for our Library System with a 2013 calendar. 

Adjournment:

Chris de Grandpré adjourned the meeting at 5:52 p.m.

Respectfully submitted,

 Mary “Lisa” Minnich

Secretary


 

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