CEF Board Meeting Minutes

CEF Board Meeting Minutes

January 25, 2010 -Minutes are unapproved
December 2009 - No Meeting
November 23, 2009
October 26, 2009
September 28, 2009
August 24, 2009
July 27, 2009
June 22, 2009
May 26, 2009 - No Meeting Held
April 27, 2009
March 23, 2009
February 23, 2009 - No meeting held
January 26, 2009
November 24, 2008
October 27, 2008
September 24, 2008
August 25, 2008
July 14, 2008
May 27, 2008
April 28, 2008
March 31, 2008
January 28, 2008
November 26, 2007
October 22, 2007
August 20, 2007
July 23, 2007
June 25, 2007
May 29, 2007
March 26, 2007
February 26, 2007
January 22, 2007
November 27, 2006
October 23, 2006
September 25, 2006
August 28, 2006
July 24, 2006
June 26, 2006
May 22, 2006
April 24, 2006
March 27, 2006
February 27, 2006
January 23, 2006

The minutes below are UNAPPROVED MINUTES. They will are scheduled to be approved at the next board meeting in February.

Clinton-Essex-Franklin Library System

Minutes for Board of Trustees Meeting

Held January 25, 2010

Call to Order

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

Roll Call

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

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

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

Others Present: Stan Ransom, Plattsburgh Public Library Director.

Swearing in of Officers and Trustees

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

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

Approval of Absences

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

Approval of Agenda

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

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

Approval of Minutes

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

Financial Report

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

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

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

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

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

Public Comment Period

No public comments.

President’s Remarks

Richard Kibben remarked on several items:

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

Director’s Report

In addition to her written report, Ewa Jankowska added:

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

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

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

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

PPL Report

Stan Ransom reported that:

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

CEFDA Report

No Report.

Committee Reports

Executive Committee

No report.

Finance Committee

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

Nominating Committee

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

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

Personnel Committee

Barbara Stowe reported on the following:

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

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

Advocacy Committee

No report.

Development Committee

Nancy Church reported on the following:

Letters have been sent out to Fueling Literacy targets. She stated that we have not heard from anybody, but she is now planning on calling the targets.

Reminders have been sent to funeral homes and financial advisors in an attempt to get donations.
A press-release about Fueling Literacy has been sent out.

Communications

No Report.

Old Business

No old business.

New Business

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

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

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

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

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

Executive Session

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

Reconvene Full Board

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

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

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

Next Board Meeting

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

Adjournment

The meeting adjourned at 6:00 p.m.

Respectfully submitted,

Lisa Minnich
Secretary

Clinton-Essex-Franklin Library System
Minutes of the Board of Trustees Meeting
Held November 23, 2009

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

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

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

Others Present: Francie Fairchild (CEFDA).

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

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

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

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

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

Public Comment Period
No comment.

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

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

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

CEFLS has not heard any further news on the remaining state funding.
Ewa spoke to the three counties last week in regards to the proposed county budgets and the 3% increase that CEFLS asked for. Franklin County was considering cutting the CEFLS proposed budget by 10%, but after Ewa explained the Maintenance of Effort, Mr. Feeley stated he will push for only a 5% decrease in funding. Essex County will tentatively keep the funding the same as last year and Clinton County has stated they plan to provide the 3% increase requested.
CEFLS still has yet to receive roughly $250,000.00 in remaining state funding. Janet Duprey mentioned to Ewa that many nonprofits are in the same situation, while Teresa Sayward celled the Office of the Budget and was told that funds will be released on a monthly basis. CEFLS has not received any funds for the month of November.
The New York Library Association is promoting Digital Literacy and Public Libraries. They urge all to promote that public libraries offer more than just books – they offer training sessions and knowledge on how to use computers and technology.
On December 5^th, the Black Watch Memorial Library in Ticonderoga will be having an open house from 12 p.m. to 3 p.m. to show off their new addition.
Ewa attended the PPL Budget Meeting, which was held this year at the library. PPL will not know the outcome of the meeting for a few months, but Ewa feels that overall it was a good meeting.

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

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

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

CEFDA Report:
Fran Filshie reported:

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

Executive Committee Report:
No report.

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

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

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

Nominating Committee:
Cerise Oberman reported on the following:

·Kip Thompson’s term expires on December 31, 2009. Cerise made a motion to put forth the name of Kip Thompson to renew his term of Essex County trustee. Nancy Church seconded the motion, and motion passed unanimously.

· There is currently one vacancy in Clinton County, and Jennifer Henry who is a school librarian for CVES has shown interest in serving on the board. Cerise Oberman made a motion to recommend Jennifer Henry to the Clinton County Legislators to serve on the CEFLS board. Neil Surprenant seconded the motion, and motion passed unanimously.

· Cerise also noted that Lynn Dufort will be resigning from the board, and that will leave a vacancy in Franklin County. Neil Surprenant noted that maybe the new trustee should be from northern Franklin County, as the remaining Franklin County Trustees are in the southern part of the county.

· Kip Thompson asked about board turnover, in regards to natural turnover or not being able to fulfill their commitments. Cerise noted that most of the latest board resignations have been due to medical reasons. Kip noted that maybe there should be some sort of way to have board members stay past their term limits, by a super majority vote for example.

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

Development Committee:
Nancy Church reported on:

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

Communications:
Kate Williams had nothing to report.

Old Business:
No old business.

New Business:

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

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

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

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

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

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

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

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

Respectfully Submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes of the Board of Trustees Meeting
Held October 26, 2009

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

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

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

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

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

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

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

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

Public Comment Period
No public comments were made.

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

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

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

Plattsburgh Public Library:

Stan Ransom, Director of PPL reported on:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Communications:
Kate Williams had nothing to report.

Old Business:
There was no old business.

New Business:
There was no new business.

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

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

Respectfully Submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes of the Board of Trustees Meeting
Held September 28, 2009

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

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

Roll Call:

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

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

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

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

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

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

Add Kip Thompson to the list of Trustees present.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

CEFDA Report:
No CEFDA report.

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

Finance Report:
Chris de Grandpré reported that:

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

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

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

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

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

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

Development Committee:
Nancy Church reported on:

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

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

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

Communications:
Kate Williams had nothing to report.

Old Business:
There was no old business.

New Business:

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

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

Respectfully Submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes of the Board of Trustees Meeting
Held August 24, 2009

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

Roll Call:

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

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

Others Present: Stan Ransom (PPL).

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

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

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

Under Communications, “Borders” should be changed to “Border’s”, “stunt” to “stint” and “brining” to “bringing.”
On the last page, under New Business, the second bullet, “…while on office business” should be changed to “…while on official police business.”
The next bullet under New Business, the Conflict of Interest Statement should not have an “s” at the end.

Financial Report

Michael Spofford mentioned that according to the independent auditors, approval of the financial reports is still needed, but the abstracts will no longer need to be approved. The Finance Committee is working on developing the reports that will be distributed at every board meeting, the balance sheet and the budget to date are being presented to the board until a decision is made.
Lynn Dufort made a motion for approval of the entire financial packet. Kip Thompson seconded the motion, motion passed unanimously.
Barbara Stowe asked why the Lake Placid Library owed CEFLS $2,500.00, with a balance outstanding. Michael Spofford explained that $2,000.00 of those funds is for the automation contract, another $250.00 for downloadable audiobooks, and the remaining funds are for other items. Lake Placid Library has told Michael that when their funding comes in the fall, they will pay the amount outstanding.

Public Comment Period
No comment.

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

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

Ewa pointed out an explanation of funds chart that Kate created. This chart explains how CEFLS funding works – what it is, where it is coming from and what it is based on.
As of today, CEFLS has received the Basic Aid, but with a 10% reduction. CEFLS has not yet received the other pieces of the funding. The State Legislature will be meeting in September, and there will hopefully be no further cuts.
Ewa attended the PULSIDO and NYALS (New York Alliance of Library Systems) retreat last week, where the conversation focused on the way to approach the state legislature. Most legislators come from downstate, and the library systems in NYC are different than those outside the city. NYALS and PULSIDO will be working on a plan on how to help the legislators understand how library systems work outside NYC.
This year’s Summer Reading Program has concluded, and a total of 23 libraries out of 30 participating. Each participating library will receive a $100 grant to reimburse them for some of the expenses they occurred. The funds will be distributed once a written report from each library is received. There were two different programs this year, Be Creative @ your library for younger children, and Express Yourself @ the Library for teenagers.
TABOB (Take A Bite Out of Books) has also been completed, and the member libraries did a wonderful job taking care of this program. Ewa also thanked Nancy Church for her help in securing grants from the Kiwanis. Ewa stated that member libraries are in need of help in getting local grants to help with TABOB in the future. CEFLS provided them with a form letter, but many member libraries just did not seek the funding.
Ewa will also be talking to Jesse Feiler, who would like to provide a training session for member library staff and trustees on how to conduct an effective meeting. He will also cover Open Meetings Law.
Ewa spoke to two of her former colleagues at the NY Public Library to possibly provide training sessions as well. The individual in charge of staff training at NY Public Library could provide training on supporting library customers with disabilities. The Westchester Library System’s Director would be able to provide training regarding dealing with difficult customers/patrons.
Ewa also wanted to point out that the CEFLS website is frequently updated. A recent article in the Press-Republican featured the CEFLS website as their source of information. Kate has also created two Facebook pages – one for the Bookmobile and the other for the System
All 9 required contracts have been returned from the State Corrections.

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

Stan would also be interested in obtaining more training on obtaining local grants. Stan agrees with Ewa that the member libraries need an extra push on helping obtain additional funding.
On July 30^th, Stan visited the Crandall Library in Glens Falls where the central library directors had their yearly meeting. The library was recently renovated and featured self-checkout scanners and presorting book returns.
PPL has finished their summer reading with approximately 250 kids who finished at least one book. Hannaford Supermarkets donated $3,000.00 which helped PPL put on several activities to help draw the community into the library.
Stan is currently working on obtaining grants, and is seeking $100,000.00 to help fund the placement of solar panels on the roof. Heating and air conditioning is also needed on the second floor auditorium.

CEFDA Report:
No CEFDA report.

Executive Committee Report:

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

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

Finance Report:

Chris de Grandpré reported on:

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

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

Nominating Committee:
Cerise Oberman had nothing to report.

Personnel Committee:
Barbara Stowe had nothing to report.

Development Committee:

Nancy Church reported that the list for the Fueling Literacy Campaign still needs to be worked on; currently it lacks names of the owners of the fuel stations.
Nancy Church also mentioned that the Leadership Campaign will happen again this year, and brought up the idea of sending out information on the buy-a-book campaign.

Communications:
Kate Williams had nothing to report.

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

Old Business:

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

New Business:

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

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

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes of the Board of Trustees Meeting
Held July 27, 2009

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

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

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

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

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

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

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

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

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

President’s Remarks

Mr. Kibben read an e-mail that was sent from Lauren Choate explaining the reason for his resignation from the board this past winter. In Kate’s e-mail this morning, Lauren’s e-mail address was provided, and Mr. Kibben thought it would be a nice gesture if board members could send their wishes, and Lauren would be delighted to hear from the board.
An executive committee meeting will hopefully occur by the next board meeting; Kate will try to work on finding a mutual agreeable time for all members.
The Sunshine Fund, which is funded by the Trustees, is currently running low. The Sunshine Fund is used to provide tokens of appreciation as well as other gifts throughout the year to retiring Trustees. The cost is $10 per Trustee per year; and please hand your funds to Michael, if you do not have your $10 with you, Michael will take your I.O.U

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

This past weekend the TABOB (Take a Bite Out of Books) competition took place at Champlain Centers, featuring the children from member libraries. A total of 7 teams, with 5-6 kids per team competed. A few years back a very successful pilot program was supported by a grant from the State Library. It stipulated that afterwards member libraries would take the lead. This year, the member libraries under the coordination of Jackie Viestenz the library director from Port Henry, proved to be very successful. Ewa thanked Nancy Church for helping with the fundraising and securing funds from the Kiwanis. The Sunrise Rotary Club and Stewarts grants helped with funding and gift cards from Target where used as prizes.
There is no new news about the annual application.
n regards to the Public Library Services Program for State Correctional Facilities 2009 funds, 4 signed contracts have been received. Once the remaining 6 contracts have been signed and returned then the funds will be released. In addition, correctional facilities staff has been granted internet access, and 4 of them are already placing ILL requests online.
Betsy briefly talked to Ewa before the meeting today regarding the stimulus money. CEFLS does not see how we would be able to apply for the stimulus money directly. Betsy has spoken with another library system who is applying for funds to help with a mobile computer lab, including a van. CEFLS does not have the room to store another van nor does CEFLS have matching funds. Betsy is looking into the possibility of creating a mobile computer lab, but it can be taken from library to library with the Equinox. The Gates Grant might be used as the matching funds.

Plattsburgh Public Library
Stan Ransom reported that:

The PPL board will meet tomorrow night, and will focus on the budget which is due to the city by August 7^th. This would be the 3^rd or 4^th year that PPL will receive no increase in funds.
PPL has received notice through Ms. Krinovitz, who is responsible for the Krinovitz Recital Hall at Plattsburgh State, that she will be donating $10,000 by bequest. Stan’s goal is to use the money to buy books over the course of several years
PPL has also received grants from the Kiwanis Club and Stewarts Shop.
Stan and the staff are very happy with the Summer Reading Program, Be Creative at Your Library, where a record of almost 250 children has signed up to read one book. A $3,000 grant from Hannaford’s Supermarkets has helped supply various activities throughout the summer.
PPL is currently completing some landscaping and has recently welcomed two new trustees, Mr. John Prim, from Prim Enterprises and Dr. Brenda Phillips, a local cardiologist.
Stan was very pleased that CEFLS came out with the Whistleblower Policy and the Workplace Violence Prevention Policy, which PPL hopes to adopt.

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

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

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

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

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

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

Lisa Minnich seconded the motion, and motion passed unanimously.

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

Lisa Minnich seconded the motion, and motion passed unanimously.
Lisa Minnich mentioned that in the audit, the auditors noted that CEFLS is not calculating their retirement cost. Ewa Jankowska noted that the same question came up last year, and for the size of CEFLS it would cost the system too much money to calculate the cost by an actuary. CEFLS has sent out bids in the past, but not one individual responded to it. CEFLS was told last year by the auditors that this information must be put in the letter. The auditors also mentioned that many of their clients do not calculate the retirement cost.
There was a request made by the Director for the approval of three new credit cards, which requires a resolution. Within the last couple of months, CEFLS has been switching their banking from Key Bank, N.A. to Community Bank, N.A., and CEFLS would like to also switch their credit cards. The new cards will be through Community Bank, N.A., and the old ones through Key Bank, N.A. will be closed out.

It is the recommendation of the Director that CEFLS acquires three (3) news business credit cards through FIA Card Services (Community Bank, N.A.) and that three individuals will have their names on the cards. Ewa Jankowska with a $2,500.00 credit limit, Michael Spofford with a $2,500.00 credit limit and Kathleen Williams with a $1,000.00 credit limit will be given the three named cards.
Chris de Grandpre recommended approval of the Director’s recommendation that three (3) new business credit cards be acquired through FIA Card Services (Community Bank, N.A.), as presented, and the cards are to be utilized solely for CEFLS business purposes.

Frances Filshie seconded the motion, and motion passed unanimously.

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

Cerise Oberman seconded the motion, motion passed unanimously.

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

Nominating Committee:

Cerise Oberman reported that the Nominating Committee currently has two names that they would like to place before the board for approval, one from Essex County and the other from Clinton County. If approved, the names of the individuals will be sent to their respective county boards for approval to sit on the CEFLS Board of Trustees.
Cerise Oberman made a motion to put forth the name of Nancy J. Cooper from Essex County. Barbara Stowe seconded the motion, and motion passed unanimously.
Cerise Oberman made a motion to put forth the name of Dean Steria from Clinton County. Nancy Church seconded the motion, and motion passed unanimously.
The Nominating Committee also voiced that they would like the candidates to receive a copy of the letter that goes to the county.

Personnel Committee:
Barbara Stowe had nothing to report.

Advocacy:
Lynn Dufort had nothing to report.

Development Committee:
Nancy Church had nothing to report.

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

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

Old Business:
No old business.

New Business:

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

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

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held June 22, 2009

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

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

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

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

Others Present: None.

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

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

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

Approval of Minutes

Cerise Oberman moved approval of April 27, 2009 Minutes as written with the corrections listed below. The motion was seconded by Lynn Dufort. One trustee absented from voting, and motion passed unanimously.
Corrections to the minutes of April 27, 2009 are in the 4^th page, “handing” should be “handling,” and “DOD” should be “DLD.”

Financial Report
Approval of Abstracts

Cerise Oberman moved approval of Manual Check of April 21, 2009. The motion was seconded by Lynn Dufort. One trustee absented from voting, and motion passed unanimously.
Lynn Dufort moved approval of Abstract dated April 27, 2009. The motion was seconded by Kip Thompson. Edward Scharmer absented from voting, and motion passed unanimously.
Cerise Oberman moved approval of Abstract dated May 12, 2009. The motion was seconded by Lynn Dufort. Edward Scharmer absented from voting, and motion passed unanimously.
Lynn Dufort made a motion to elect to approve the rest of the Abstracts (Manual Check of May 20, 2009, Abstract of May 26, 2009, Electronic Funds Transfer of June 8, 2009 and Abstract of June 8, 2009.) Neil Surprenant seconded the motion. Motion passed unanimously.
Lynn Dufort made a motion to approve the rest of the Abstracts (Manual Check of May 20, 2009, Abstract of May 26, 2009, Electronic Funds Transfer of June 8, 2009 and Abstract of June 8, 2009.) Kip Thompson seconded the motion. Edward Scharmer absented from voting, and motion passed unanimously.

Public Comment Periodbr /> No comment.

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

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

Ewa contacted the NYS Library, and she was assured that the items that the NYS Senate is addressing, will not affect the System’s funding since the budget has already been passed.
The Annual Budget Application has been filed, which needs the board’s approval today, and was completed using the 2007 funding numbers.
The Department of Library Development told Ewa that all the proper documentation has been sent, but it is unclear of when the funds will be released. Everything on CEFLS’s end has been done correctly.
CEFLS Summer Reading program is underway, and the North Countryman featured a wonderful article about it (included in the trustees meeting folders.) There are 23 libraries participating in the program, which this year’s theme is “Be Creative at Your Library.”
A question was raised about the closing of Camp Gabriels and the amount of funding CEFLS receives. Ewa noted that the closing will affect the budget, but not significantly since the funds are based on per capita, and Camp Gabriels had a small number of inmates.

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

PPL is organizing a chess club.
PPL has received $3,000.00 from Hannaford’s to help with the Summer Reading Program for this year, and Target has committed $3,000.00 for next year’s program.
The PPL Board is currently discussing the Trustee’s terms.

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

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

Committee Reports

Executive Committee
No executive committee report.

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

The current abstract procedure which is currently a very lengthy process has been an issue of discussion for several months. After months of discussion and hearing advice from the independent auditors, the Finance Committee would like to recommend the following abstract procedure:
Responsibility for Approval of the Abstracts will be rotated on a quarterly basis among all board members who have completed 12 months of service. The Board President will develop the rotation schedule.
Abstracts will no longer be presented for approval at the monthly meeting of the trustees.
A set of Summary Financial Documents relating to the financial status of CEFLS will be presented to the Trustees at each monthly meeting.
Chris de Grandpré made a motion to accept the recommendation of the finance committee. Lynn Dufort seconded the motion, motion passed unanimously.
Kip Thompson added that this way could be more effective since the board will only see the selected documents, rather than be overburdened by having to review all of the monthly abstracts.
The second item addressed is the move that CEFLS will make from Key Bank to Community Bank, N.A., Kip Thompson made a motion that Richard Kibben, Lynn Dufort, Chris deGrandpré, Barbara Stowe and Ewa Jankowska be granted the power as listed on the Corporate Authorization Resolution (first page), which includes the ability to sign checks on behalf of CEFLS. Neil Supernatant seconded the motion, and motion passed unanimously.
The last item that the Finance Committee discussed was the list of resolutions on page two of the Corporate Authorization Resolution. Mary Minnich made a motion to accept the resolutions as written on page 2 of the Corporate Authorization Resolution. Lynn Dufort seconded the motion and motion passed unanimously. A copy of both pages to the Corporate Authorization Resolution shall be attached to the official copy of the minutes.

Nominating Committee

Cerise Oberman stated that the nominating committee would like to nominate Jan M. Eakins as a potential trustee, and have her name forwarded to the Essex County Supervisor’s office for consideration. Neil Surprenant seconded the motion, and motion passed unanimously.
Cerise also mentioned that there are another two potential candidates for Essex County, and one for Clinton County. She hopes to have at least two, if not three names for nomination at the July meeting.

Personnel Committeebr /> No personnel committee report.

Development Committee
Nancy Church stated there was nothing to report.

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

New Business

When Community Bank, N.A. asked for a Certificate of Existence, Ewa and Michael noticed that the State Charter only read, “Clinton-Essex-Franklin Library.” Ewa contacted the NYS Library and was notified that a resolution must be passed along with a check for $60.00 to change the name on the charter. Neil Surprenant made a motion to accept the resolution, as requested by NYS to change the name from the Clinton-Essex-Franklin Library to the Clinton-Essex-Franklin Library System. Lynn Dufort seconded the motion and motion passed unanimously. A copy of the Resolution shall be attached to the official copy of the minutes.
Lynn Dufort made a motion to approve item 2.17 of the Annual State Aid Budget Application which is to approve the Central Library Development Aid Budget Application. Kip Thompson seconded the motion, and motion passed unanimously.
Lynn Dufort made a motion to accept item 2.18 of the Annual State Aid Budget Application, which is to certify that CBA (Central Book Aid) received in the previous funding year, pursuant to §273.1 (b)(2) of the Education Law, has been totally expended. Cerise Oberman seconded the motion and motion passed unanimously.
Lynn Dufort made a motion to accept the Annual State Aid Budget Application for the year 2009-2010. Kip Thompson seconded the motion, and motion passed unanimously.
Kip Thompson made a motion to accept the Grant Application for Adult Literacy Service 2009-2011 for “Adult Learners in the Zone” Project, totaling a request of $20,000.00 per year. Cerise Oberman seconded the motion, and motion passed unanimously.

Executive Session
No executive session.

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

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

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held April 27, 2009

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

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

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

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

Absent: Lynn Dufort and Charles Thompson.

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

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

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

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

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

Financial Report
Approval of Abstracts

Frances Filshie moved approval of Abstract dated March 18, 2009. The motion was seconded by Neil Surprenant. Motion carried unanimously.
Frances Filshie moved approval of Abstract dated March 31, 2009. The motion was seconded by Nancy Church. Motion carried unanimously.
A quick discussion occurred on what is the amount CEFLS pays each month for garbage pick-up. The amount is under ninety dollars a month for weekly pickup of two garbage containers and two recyclable containers.
Cerise Oberman moved approval of Abstract dated April 10, 2009. The motion was seconded by Nancy Church. Motion carried unanimously.
A clarification was made on who is W. O’Donnell Consulting. Ewa mentioned that it is the web server Kerio, which is used at CEFLS.

Public Comment Period
No comment.

President’s Remarks

Richard Kibben thanked the trustees for a wonderful turnout at the off-site meeting. Mr. Kibben also reminded the trustees and those in attendance that the board will try to hold three (3) meetings a year outside of the CEFLS headquarters. His hopes are that the board will get to all of the 30 member libraries that can accommodate the meeting.
Mr. Kibben also noted that in the trustees’ folders, there is a copy of the committee list for the year 2009. The Advocacy Committee has been left empty, as the executive committee will discuss the future of this committee.

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

CEFLS heard this morning that their Annual Report has been approved by the State Library.
CEFLS is currently dealing with the closing of Camp Gabriel’s, and the population of the corrections will affect the CEFLS budget down the road.
There are now (25) twenty-five member libraries online with the completion of Keeseville Free Library. Patrons are able to request books online, and the van delivery brings the book(s) to that library. This makes the van delivery an essential element that CEFLS provides to their member libraries. Better statistics of the van delivery will now be kept.
The Internet has become available to correctional facility library staff. Their sites are limited, but they have access to the CEFLS website and catalog, which will make interlibrary loan requests easier and more efficient for them.
E-Seniors training is going wonderfully, with Betsy providing sessions at member libraries to seniors to aid in the basic training and skills one would need to use a computer and access the internet.
Betsy and Ewa are also working on the CBN Connect Project, which would allow broadband access to the area.
CEFLS is also trying to get more individuals to use the CEFLS webpage. Recently, Betsy has added a gallery which will feature pictures of people reading.
Betsy is also working with Jessie Feeler in making it easier for member libraries to put together their own webpage.
A question recently went out to member libraries seeing if they were interested in having workers from the Department of Labor at their library helping people find jobs. Some were interested, some weren’t. The Department of Labor will pay the worker but provide no funds to the library itself.
The State Library in collaboration with Peru Free Library will be hosting a “Saving Green while Going Green” workshop on May 8^th at the Peru Free Library. Peru Free Library will be installing solar panels from a construction grant from the State Library and the other 50% of the funds is coming from NYSERDA.
Ewa called Franklin County regarding the two trustees who are potential candidates. They did not vote on it at the last meeting but will do so at their May 7^th meeting.
Cerise Oberman brought up a question regarding a change in the chartered areas. Ewa explained that the old charters listed towns, schools, etc. incorrectly and needed to be changed. The new charters now correctly list the towns and schools that the libraries serve; however, the new maps show several unserved areas (shown in red), and money is most likely to go to the school library versus the library system in those area

PPL Report
Stan Ransom reported that:

He is happy to be here at Peru Free Library.
- The circulation for Plattsburgh Public Library seems to be increasing by at least 15% each month, with a 20-40% increase on DVD’s and Videos; which seems to indicate that people are using the library more and more during the current economic situation.
- PPL is also looking for ways that they can save money, and are currently exploring the possibility of installing solar panels.
- The Arbor Day tree planting was also a success, where 24 school aged children came out to help. The PPL Newsletter is also sent out bi-monthly to city residents in their Municipal Lighting Bill, and the QuadraCentennial events are moving along smoothly.

CEFDA Report
Francie Fairchild reported that:

CEFDA met this morning at the Elizabethtown Library, and met the new Director of that library, Donna Norton. There were 15 Library Directors present, with several CEFLS staff members there as well.
CEFLS staff informed attendees about available program training for senior citizens at the member libraries. CEFLS is also working on a blog, putting together trustee forums, and spoke about budget cuts that CEFLS will have to contend with. They also mentioned that the van delivery is overloaded, which is one activity that cannot be dropped with budget cuts. Elizabeth from CEFLS also noted about the Central Book Aid Collection at the PPL, which is available for all libraries to use.
A committee was also formed to figure out a brochure or flyer to inform library patrons what resources are available to them.
A discussion also occurred on issues at various libraries. The main issue discussed was a creepy patron, who the librarian has a very uncomfortable feeling being alone with and worries about his talking to children in the library. Also discussed were overdues, policies and various other small items.
Patty Perez, who is on the NYLA Committee to support Rural Libraries, asked what the state can do to help us. Some suggestions were to fund the system more adequately, and provide subs for small library directors’ vacation and sick time.
A reminder was also given that everyone should be concerned about advocacy for state funding, and issues are more effective coming individual library trustees and patrons, rather than CEFLS.

Committee Reports

Executive Committee

Richard Kibben noted that the Executive Committee is currently working on two issues, the Management/Confidential Policy which is currently being developed, and how the Advocacy Committee should be structured.
The Executive Committee met this afternoon prior to the board meeting to work on the first issue; however more work is still needed.

Finance Committee

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

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

Chris de Grandpré made a recommendation that Community Bank NA, 9 Margaret Street, Plattsburgh, New York 12901 be designated as the Official Depository for the Clinton-Essex-Franklin Library System effective upon completion of all necessary paperwork. Frances Filshie seconded the motion, and motion passed unanimously.
The bank switch prompted several questions. Michael Spofford quickly went over some key features on why CEFLS felt the need to switch banks. Michael first stated that Key Bank would only allow a line of credit for $200,000.00, compared to the normal $500,000.00 line that CEFLS takes out year after year. The past year-and-a-half, CEFLS has been very unhappy with the service that has been received at the local banks.
Chris de Grandpré stated the many factors that were used in comparing the banks. CEFLS and the Finance Committee researched their floor and ceiling rates, as well as the level of personal attention, lower fees, and the ability of CEFLS to easily renew their line of credit. Chris also stated that regional banks are doing very well in today’s economic situation compared to national banks.
The second item that the Finance Committee covered was the handing of monthly abstracts. Chris mentioned that good progress was made, but information is still needed from our independent auditors.
The third item discussed was what is currently happening in 2009. DOD is still working on the numbers, and 8% of the 18% cut has been restored. The Supplemental Aid is supposed to be in the budget again this year, after much thought that it would not be.
CEFLS would also like to place any surplus funds into the contingency fund, since the future budget is not yet known. CEFLS also does not know if they should expand or cut back on services, but will try to provide services that cost the least amount of money.
Currently, CEFLS is financially stable for 2009, since there is still a large portion of money left from the 2008 Supplemental Aid. The reason being that CEFLS did not fill one position, and CEFLS may not be able to fill the vacancy left by a potential retiree this year.
Lastly, another Finance Committee Meeting is being planned.

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

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

Development Committee
Nancy Church stated there was nothing to report.

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

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

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

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

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

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

Respectfully submitted,

Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held March 23, 2009

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

Roll Call

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

Absent: Neil Surprenant

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

Others Present: Stan Ransom, PPL.

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

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

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

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

Financial Report

Approval of Abstracts

Nancy Howard moved approval of Abstract dated January 21, 2009. The motion was seconded by Frances Filshie. Motion carried unanimously.
Lynn Dufort moved approval of Abstract dated February 3, 2009. The motion was seconded by Barbara Stowe. Motion carried unanimously.
Nancy Howard moved approval of Abstract dated February 17, 2009. The motion was seconded by Frances Filshie. Motion carried unanimously.
Lynn Dufort moved approval of Abstract dated March 2, 2009. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Public Comment Period
None.

President’s Remarks

Richard Kibben briefly mentioned that he is very pleased to serve as the CEF President this year and hopes he will do a good job, but will need some help. He is looking for input and suggestions, especially on things that CEF can improve.
He mentioned that his style is not formal, but will try to keep the meetings moving. He would like everyone to have their fair chance to speak their minds throughout the meeting, although some times this may slow the meeting down. If this is done, and the issue is not urgent, Kibben wishes to move the item to the following meeting for further discussion.

Director’s Report

Ewa Jankowska reported that in addition to her written report, the Annual Report must be approved today as well as the 2 grants – the Summer Reading Mini-Grant and the E-Seniors Grant.
She mentioned that the E-Seniors program is going very well. There have been two training sessions held in Champlain, and there are currently two more scheduled for Dannemora. Betsy will soon have information, such as class notes on the CEFLS website.
The Summer Reading Mini-Grant is a $6,000 grant in which CEF gives each participating member library roughly $100. This year Julie is trying to incorporate some Continuing Education into the grant as well as work with Take a Bite Out of Books and What’s the Big Idea.
Ewa mentioned that Peru Free Library will be Going Green, through construction grant money received from NYS. They will also be hosting a “Saving Green by Going Green” program in May. Peru Free Library will be installing solar panels on the roof; fifty-percent of this cost was covered by the grant while the other half is provided by NYSERDA (New York State Research and Development Authority).
Ewa also recently attended Legislative Day in Albany, along with a great group of supporters, including Frances Filshie. She called John Hammond today, and he has not heard anything yet as far as outcome. However, he stressed that he is worried about the school libraries not getting any supplemental aid, which could cause re-evaluation on library systems. For us, our small libraries could not operate without a system; they simply do not have the means or resources. If school libraries do not receive supplemental aid, they will be functioning at 1985 dollars. Frances noted that she would like to see more participants from the board next year.
Ewa also said that she held an interesting conversation with Teresa Sayward. Ms. Sayward is worried that one person libraries may be forced to do more. They are already helping with tax forms and helping those unemployed locate employment. Betsy will be working on adding links to the CEFLS webpage to help job seekers. The Department of Labor would also like to hire personnel to help with resumes and job searching, but will not offer any money.
She also mentioned that CEF has purchased Encyclopedia Britannica with CBA funds. It has two different modules, one for high-school aged and above and the other one aimed at younger children. There is also a blog.
Ewa recently spoke with Jessie Feeler, and he has offered to provide two training workshops free. She would like the boards input on the programs that should be covered.

PPL Report

Stan Ransom reported that Ewa summarized the relations that are currently going on with Albany. He also mentioned that for the first time in several years, PPL was closed today. They recently weeded out their oversized books, which made room for new DVD’s and CD’s. However, a shift of 30,000 books had to be made. Roughly 16,000 books were shifted today, and the rest will be shifted little by little, before the library opens every morning.
Stan also mentioned that PPL received a construction grant to help with finishing the local history room.
There will be a presentation tomorrow night at 6:30 p.m. on maple sugaring, “How Sweet It Is,” as part of the QuadraCentennial program. It will be hosted by Steve Frederick of West Chazy.

CEFDA Report
Nothing to report.

Committee Reports

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

Finance Committee
Chris de Grandpré reported on:

Chris de Grandpré stated that back in January; we adopted a budget with Amendment #1 in it. The Board also approved Martindale and Keysor as independent auditors, with the advisory that we take a look at how many years they have provided our services.
During the meeting today, Chris is hoping to appoint a few more members to the Finance Committee, so a meeting can occur before the next board meeting. The Finance Committee will be needed to look over lines of credit as CEFLS waits for the release of the state budget and funds for 2009. CEFLS does have enough money currently, but additional funds will be needed in two months.
Michael summarized what has been going on with Key Bank and the line of credit. CEFLS does have a few months that we do not have to worry about having funds. CEFLS does have a new contact, Randy Beach, who has been working with the lending branch in Portland, Oregon. Every few days, Key Bank had been requesting more information, and Michael gave all the information that they asked for. Key Bank then offered us a $100,000 line of credit for 6 months. Michael informed them, that even though CEFLS never reached $500,000 in the past, we must try to get that amount since it is unclear when state funds will be released. Michael did inform them (Key Bank) that $100,000 will not work for CEFLS, and that CEFLS will be looking for a new bank.
Chris mentioned that the Finance Committee met right before the meeting today to go over preliminary questions to ask the banks. There are currently only 5 banks in the area that could work with CEFLS.
Kip Thompson made a suggestion to look into credit unions. The credit unions seem to be more community oriented, and are backed by the NCUA (rather than FDIC).
The status of the state budget will also be brought up at the Finance Committee meeting.
Chris stated that a Resolution was needed for check signers.

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

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

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

Nominating Committee

Nancy Howard stated that there are two candidates from Franklin County that she would like to put before the board for nomination. The first is Mary Minnich, a motion to place her name before the Franklin County Legislature was made by Lynn Dufort. Nancy Church seconded the motion, and motion passed unanimously.
The second name is Edward Scharmer, who Richard Kibben spoke with. A motion was made by Lynn Dufort to place his name before the Franklin County Legislature for nomination. Nancy Church seconded the motion, and motion passed unanimously. Mr. Scharmer would fill the unexpired term of Nancy Howard.

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

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

Development Committee
Nancy Church had nothing to report.

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

Communications
Kate Williams said there was nothing to report.

Old Business
No old business.

New Business

Richard Kibben mentioned that two grant applications must be approved; the Summer Reading Program and the Service Improvement Grant, which information on both grants were provided in the trustee folders.
A motion to approve the Summer Reading Program was made by Lynn Dufort, and was seconded by Chris de Grandpré. Motion passed unanimously.
A motion to pass the Service Improvement Grant was made by Chris de Grandpré, and was seconded by Lynn Dufort. Motion passed unanimously.
Richard Kibben also mentioned that several committees need to be updated and new member added.
Frances Filshie and Kip Thompson were added to the Finance Committee.
Richard Kibben will take over chair on the Executive Committee.
The Advocacy Committee needs to be considered, and it was stated that it should be the responsibility of all board members.

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

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

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

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Board of Trustees Meeting Held January 26, 2009
MINUTES

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

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

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

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

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

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

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

Approval of Abstracts

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

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

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

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

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

Public Comment Period
No comment.

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

Director’s Report
Ewa Jankowska reported on:

The 2009 Service Priorities need to be approved today so that CEFLS staff can develop department and personal goals for 2009.
Ewa also mentioned that the member library surveys are all set and Julie Wever will be sending them out once she returns from Jury Duty. The surveys are done on Survey Monkey, which makes it easy for member libraries to complete.
The member library contracts that are in Trustees’ packets also need to be approved. These are sent out every year, and have been the same for years and years. This year two items were deleted from the contracts, the System will no longer furnish library cards or hand out cash grants to the member libraries due to budget constraints.
Ewa also mentioned that CEFLS has received all the of 2008 money from the State, minus the last 10% because of problems with variances. CEFLS is currently working with Belden-Noble (Essex) and the State Library to have this problem fixed. Belden-Noble currently cannot operate the mandatory 20 hours a week in the winter, due to weather and lack of volunteers in the Essex area.
The Finance Committee met and would like to a Vision Committee to be established to help look further into the services that CEFLS provides and find area of savings. There are currently three librarians, Kate and Ewa on the committee, and Michael will be pulled in for budget discussions.
Ewa urged all Trustees to take a look at the updated database page on the CEFLS website. Betsy has spent a great deal of time revamping the page and adding links to databases that the State of New York is providing residents free of charge. Elizabeth Rogers has also created a CEFLS blog about books. And the E-Seniors Grant is still moving forward with help from two individuals who work in the Clinton Community College’s IT Department.
A question was raised about whether CEFLS will be obtaining Encyclopedia Britannica, and Ewa noted that it still looks hopeful. The set will most likely purchased using Central Book Aid (CBA) money, as the CBA Committee would like to see this item purchased as well.

PPL Report
No report.

CEFDA Report
No report.

Committee Reports

Executive Committee
Cerise Oberman stated reported on:

Maternity Leave
There was a discussion on maternity leave, and the Executive Committee felt that CEFLS should follow the New York State Statute, but will handle it on a case-by-case basis.
Management Confidential Letter (Guidelines)
The benefits letter for the Management Confidential Staff was also brought up, and this item will now be passed onto the Personnel Committee.
Director’s Evaluation
The Executive Committee also reviewed the process for evaluating the CEFLS Director, which will occur at the February board meeting. The performance evaluation is in your folders, and it will be used as a guide for discussion on that day.
Bookmobile Committee
The Bookmobile was first created as an ad-hoc committee, but the Executive Committee has come to the conclusion that the committee should be a standing committee. Cerise Oberman made a motion to make the Bookmobile Committee a standing committee. Chris de Grandpré seconded the motion and motion passed unanimously (7-0-0).

Finance Committee
Chris de Grandpré reported on:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Bookmobile
Lynn Dufort had nothing to report.

Communications
Kate Williams had nothing to report.

Old Business
No old business.

New Business

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

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

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

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

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

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

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

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

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

Respectfully submitted,

Nancy J. Church
Secretary

Clinton-Essex-Franklin Library System
Board of Trustees Meeting Held November 24, 2008
MINUTES

Call to Order
The Board of Trustees meeting was called to order at 4:01 p.m. on November 24^th, 2008 at the CEFLS Board Room, 33 Oak Street, Plattsburgh, by Cerise Oberman, President.

Roll Call
Present: Lauren Choate, Nancy Church (4:05), Chris de Grandpré, Nancy Howard, Richard Kibben, Lisa Newton, Cerise Oberman, Barbara Stowe, and Neil Surprenant (4:07).

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

Others Present: Stan Ransom, PPL and Frances Fairchild, CEFDA.

Excused Absences
Lauren Choate moved that Lynn Dufort, Frances Filshie, Virginia LaPointe and Charles Racette be excused from this meeting. The motion was seconded by Nancy Howard and passed unanimously.

Approval of Agenda
Barbara Stowe moved that the agenda be approved. The motion was seconded by Nancy Howard, and passed unanimously.

Approval of Minutes
Barbara Stowe moved approval of the October 24^th, 2008 Minutes as written. The motion was seconded by Richard Kibben and passed unanimously.

Financial Report
Approval of Abstracts

Richard Kibben moved approval of Abstract dated October 27^th, 2008. The motion was seconded by Lisa Newton. Motion passed unanimously.

Lauren Choate moved approval of Abstract dated November 10^th, 2008. The motion was seconded by Nancy Howard. Motion passed unanimously.

Public Comment Period
None.

President’s Remarks
Cerise pointed out several items in the meeting packets:

o The pink colored sheet, prepared by Kate, lists each Trustee, their county, address, contact information, date of resolution to appoint, appointment term, and eligibility for reappointment. Cerise asked that Trustees check their information and let Kate know if any corrections are needed. Cerise thanked Kate for pulling this useful information together.

o Based on the information on the pink sheets, Chuck Racette and Nancy Howard’s terms expire at the end of December. Chuck is not eligible for reappointment, but Nancy Howard is. However, no one is clear on how the reappointment process is done. Ewa will be looking into the process and taking care of what needs to be done prior to December 31.

o The second item brought to the Trustee’s attention was an organizational chart for CEFLS. This and the pink sheet are three-holed punched in order to be placed in your Trustee’s Manual. Under technical services a line was missing from Elizabeth to the staff underneath. It was unclear why there was no line, as the staff does report to Elizabeth. A new organizational chart will be handed out at the next meeting.

o At the last meeting there was discussion on evaluating the CEFLS Director. In your folder there is Ewa’s November 2008 document and this has been expanded to include a yearly self evaluation.

o The process by which the Board will complete the evaluation is also in your folders. Hopefully we will schedule the discussion in January. Prior to the January meeting, the member library surveys will be sent out.

Director’s Report
Ewa Jankowska reported on:

o CEFLS has heard from Mr. Daniel Palmer of Essex County, which has approved the 5% increase. There is a 7 p.m. Essex County budget hearing tonight which Michael and Ewa will be attending. Ewa will thank them, but the 5% will still have to be approved by the legislature.

o There has still been no news from Clinton or Franklin Counties. The budget hearing for Clinton County is normally in the beginning of December and Ewa will try to contact Mike Zurlo to obtain a date.

o Betsy Brooks, Sonia Long and Ewa attended a rally in Albany to oppose the Governor’s proposed cuts. There is still no decision on the remaining 2008 funding; the money continues to be held in Albany. Ewa was told that the State Library is writing purchase orders for the money to be sent. Since we are unsure of what is to come, CEFLS will take a good look at the services we provide.

o Ewa thanked Lauren for joining her for her meeting with Assemblywoman Teresa Sayward, and she thanked Richard for coming to the Essex County budget hearing with her.

o Ewa has not been able to get an appointment with Senator Betty Little.

o Ewa had an interview with Sara at Denton Publications on the budget cuts affecting the library.

o A new substitute driver, Ken Carter, came aboard. Ken also has his CDL License, so we are sending him to all the proper CDL courses and making sure all the testing requirements are completed to comply with DOT regulations.

o Michael talked to the three counties regarding fuel for the bookmobile. The main question now is scheduling. The scheduling not only depends on the bookmobile schedule but also the hours that the county facilities are open. The fuel price is based on the State contract rate. The Board expressed concern about whether the price might be higher on the State contract than at the regular pump.

PPL Report
Stan Ransom reported on:

o PPL is spending their money as wisely as possible. There were some additional expenses that were faced this year.

o PPL is working on a local history room with the help of two volunteers who are putting it in order. Several items are being put in digital form so they can be used by anyone.

o The PPL Board meets tomorrow; they will be finalizing negotiations with the union.

o PPL has been hosting wonderful programs in their new auditorium.

o On Monday 15,000 new color brochures about PPL services provides.

CEFDA Report
Frances Fairchild reported that the CEFDA meeting at Chateaugay Public Library was first postponed and then cancelled. The next meeting will be scheduled in the spring.

Committee Reports
Executive Committee

Cerise Oberman reported that the next Executive Board meeting will be on December 15^th at 4 p.m. at CEFLS. Please let Cerise or any member of the Executive Committee know of any topics/issues that need to be addressed.

Finance Committee

Chris de Grandpré reported the Finance Committee met on November 10^th and reviewed the proposed budget. However, since there is no firm word on the revenue for 2009 or the remaining 2008 revenue the Finance Committee is delaying a recommendation to the Board.
The State is forecasting a huge deficit for 2009, and Michael and Ewa are keeping a close eye on what the State is doing with the budget. Gov. Paterson plans to release his 2009 budget on December 15^th.
A question arose regarding the remaining aid to be received and what would happen if CEFLS did not receive any more funds for 2008? The Finance Committee did touch on this during their meeting, and an exact figure is not known, but CEFLS still has money in the bank and will be able to make the December payroll.
The Committee is still looking at the independent audit reports that have been received, and a recommendation will most likely be made at the January meeting. Ewa noted that she would like to stay with the same company as they know what CEFLS does.
Short-Term Disability plans were reviewed per the provision in the current CSEA Union Contract. Three companies provided CEFLS quotes. The recommendation is to accept the bid from Gordon Pratt at a cost of $562.2 (to be paid one year in advance for 5 men and 9 women). The benefits follow State statutes (currently at a max of $170 a week and 26 week period, with no funds for the first week). A motion to accept the recommendation was made by Chris de Grandpre, and seconded by Neil Surprenant. Motion passed unanimously.

Nominating Committee

Nancy Howard proposed the following officers for 2009; President Richard Kibben; Vice President, Barbara Stowe; Secretary, Nancy Church; Treasurer, Chris de Grandpré; and Member at Large, Lynn Dufort. The motion was seconded by Neil Surprenant and passed unanimously. Cerise Oberman congratulated all officers, and the new officers will be sworn in at the start of the January meeting.
Nancy Howard mentioned that the search for the Franklin County trustee is still ongoing, and there may be another opening depending on what Virginia LaPointe would like to do. Nancy will continue to try to reach Virginia. Michael Spofford mentioned that he has spoken with Virginia and she is working on a list of potential replacements.

Personnel Committee

Barbara Stowe wondered what the format is for sending out the surveys to the member libraries for completing Ewa’s evaluation. A discussion ensued concerning whether the member libraries should be evaluating the director of CEFLS or the services received. The evaluation that was adopted from another library system and the survey that should be completed is on the services received, not on the Director of CEFLS. The third bullet under number 3 should read “results from member library service surveys.
Member library surveys on the Plan of Services would be helpful for the Trustees’ evaluation; however they may not be available for the January meeting. Last year some responses were not received until February.
The self-evaluation form that was prepared by Ewa is in the packet; the evaluation form to be used by the Trustees is also in the packet. The Trustees’ evaluation is intended to provide a structure for the upcoming evaluation discussion. The evaluation does not need to be filled out, however, if you will not be able to attend the January meeting, please send the completed form to Barbara Stowe, as this form will be the basis of the January discussion.

Advocacy Committee

Lynn Dufort was not at the meeting. Cerise mentioned that the Clinton County budget session is normally the first week of December.
Ewa stressed that legislators really want to see Board Members and library patrons, not library directors.
Nancy Howard mentioned that it would be useful to try to contact Sharon Henderson, one of Senator Betty Little’s aids, to try to arrange a meeting. Ewa informed everyone that John Hammond, Director of the Northern New York Library Systems, was also experiencing difficulty arranging a meeting with Senator Betty Little.

Development Committee

Nancy Church passed out a letter to the Board asking for their support in the annual Board Leadership Donation. The credit card information has been removed since CEFLS cannot process credit cards. Nancy stressed that full Board participation was being sought by December 31^st –the amount of the gift matters less than 100% participation.
The letter to the Financial Advisors/Lawyers/Accountants was read out loud by Nancy Church and will be signed by her and sent in the next few days. Kate has worked on the old list and has added more names to it and is roughly around 100 names.
Lastly, Nancy has developed a Fueling Literacy Program to help with the fuel costs of the bookmobile and the van. Kate will be developing a gas station list (both with diesel and regular). The Program has three different levels as noted on the flyer, and follow-up is needed. This Program is highly targeted and will be mailed. Nancy will also work on a press release to “kick-off” this Program as well. We will try to get this sent out by the end of the year.

Bookmobile Committee
Lynn Dufort was absent, but Ewa Jankowska mentioned there was nothing to report.

Communications
Kate Williams had nothing to report.

Old Business

Open Meeting Law – Videoconferencing is required to conduct a legal meeting. To this end, several possibilities were discussed:
- Skype. Skype is intended for one-on-one videoconferencing. This technology could work if only one Trustee is absent. If more than one Trustee is absent Skype will not be a viable solution.
- Betsy Brooks and Ewa will determine if CEFLS has the infrastructure in place to conduct videoconferencing. Some issues include the size of the conference room, the inability, without testing the system, if extension microphones are needed, and possible contention for bandwidth with member libraries.
- A videoconferencing phone will be needed; it will cost around $500.00, but could be found for less on E-Bay. If CEFLS does purchase equipment, it could always be used for other purposes as well.
- The economic situation will need to be determined prior to making any purchases on videoconferencing equipment.

New Business

Variances – these are done every year for Dannemora and Beldon-Noble Libraries relative to their population. The motion was made by Lauren Choate and seconded by Nancy Church. Motion passed unanimously.
We will be mailing Chuck Racette a small token of the Board’s appreciation for his service for the past 10 years on the Board.
Nancy Howard attended a conference and ran into Adirondack Correctional Librarian Susan Orlando who mentioned she would not be able to do her job without CEFLS.

Executive Session
No executive session held.

Next Board Meeting
The next meeting will be held in January, a date to be determined.

Adjournment
Cerise Oberman adjourned the meeting at 5:20 p.m.

Respectfully submitted,
Nancy J. Church,
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held October 27, 2008

Call to Order
The Board of Trustees meeting was called to order at 4:04 p.m. on October 27th, 2008 at the CEFLS Board Room, 33 Oak Street, Plattsburgh, by Cerise Oberman, President.

Roll Call

Present: Nancy Church (4:06), Chris de Grandpré, Lynn Dufort, Frances Filshie, Richard Kibben, Lisa Newton, Cerise Oberman, Barbara Stowe, and Neil Surprenant (4:10).

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

Others Present: Stan Ransom, PPL and Frances Fairchild, CEFDA.

Excused Absences
Lynn Dufort moved that Lauren Choate, Nancy Howard, Virginia LaPointe, and Charles Racette be excused from this meeting. The motion was seconded by Richard Kibben and passed unanimously.

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

Approval of Minutes
Lynn Dufort moved approval of the September 22^nd, 2008 Minutes as written. The motion was seconded by Frances Filshie and passed unanimously.

Financial Report

Approval of Abstracts
Frances Filshie moved approval of Abstract dated September 16^th, 2008. The motion was seconded by Richard Kibben. Motion passed unanimously.

Richard Kibben moved approval of Abstract dated September 30^th, 2008. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Nancy Church moved approval of Abstract dated October 15^th, 2008. The motion was seconded by Lisa Newton. Motion passed unanimously.

Public Comment Period
None.

President’s Remarks
-Cerise Oberman reported that the Essex County Board of Supervisors has approved Charles “Kip” Thompson as a CEFLS board member and hopefully he will be joining us for our November meeting. Kip has a strong financial background that should be valuable to the Board.
-Cerise also thanked the entire board for their responses to the survey that was sent out regarding the date, time, and venue of the Board meetings. A full report on the answers to the survey will be covered under Old Business.
-Nancy Howard was not able to attend the meeting today, but she does continue to work diligently to fill the vacancies that currently exist on the board.

Director’s Report
Ewa Jankowska reported:

-Attached to her written report is a summary that was prepared by Julie Wever on the summer reading program. This program saw an increase of 53% compared to last year, and Julie is doing a wonderful job on this program.
-There is still no further news on the budget from the state or the counties.
-Michael and Ewa will be heading down to Albany on November 18^th to lobby for library aid. This will be coordinated with the New York State Library and she hopes that not only library staff will be attending but patrons as well.
-Ewa, Julie, Elizabeth and Betsy will all be attending the NYLA Conference this year in Saratoga. They are hoping to receive some information on advocacy and what the priorities are this year for all New York State Libraries.
-She currently has two scheduled meetings with local area legislators, Teresa Sayward and Janet Duprey. Kate is working on setting up a meeting with Betty Little as well. The dates and times of these meetings will be sent to the Board to see if any of the trustees are interested in attending as well.
-CEFLS with PPL and the Central Book Aid have purchased three databases; small engine repair, auto repair, and home repair. These will be available online and accessible to anyone with a library card. Betsy will be putting some information on the databases on the CEFLS website.

PPL Report
-Stan Ransom reported that PPL has presented the budget to the Common Council with an increase of only 1.2%, but this figure does not include negotiated raises. PPL is still waiting to hear more on this, but has so far been denied opening on Sundays and hiring any new staff.
-PPL is pleased with the new auditorium on the 2^nd floor. It has been painted and carpeted, and thanks to the Betty Little grant, there are now 100 chairs for use. PPL does not charge a fee to use the room, nor do they allow those using the room to charge an entry fee to attendees. PPL has also received a new laptop computer from funds made available through the Gates Grant, which completes the audio/visual system in the auditorium. Those who use the space will now be able present PowerPoint programs.
- PPL is just finishing up the Friends Book Sale, which has currently brought in $900.00.
-Tax Forms will be now made available at the PPL. USPS has given PPL several racks to hold the various tax forms.
-Next year we will celebrate the 400^th anniversary of Samuel de Champlain’s first voyage on Lake Champlain. The city has not done much, but has appointed a chairperson for the event, Jennifer Lafontaine. She is eager to get the city involved and really promote the event.

CEFDA Report
Frances Fairchild reported that CEFDA will meet at Chateaugay Public Library on November 17^th.

Committee Reports

Executive Committee
-Cerise Oberman reported that the Executive Committee has met and received an update from Ewa on the budget and how the meeting went in Essex County that she, Michael Spofford, and Richard Kibben attended.
-The committee also decided to put out a survey to the Board regarding meeting times, date and venue, which has already been completed.
-The committee discussed the need to get a legal opinion on whether or not the Board can use phone conferencing for completing board business. This was prompted by a difference of opinion among Board members regarding the validity of conference calling for conducting Board business; this issue will be discussed under Old Business.
-The committee also asked Ewa to get a legal opinion on establishing maternity leave.
-The next Executive Committee meeting date is unknown, as there is a need to change the date. Cerise will get in touch with the Executive Committee to establish a date.

Finance Committee
Chris de Grandpré reported that the next finance committee meeting will be on November 10^th at 10 a.m., and any final changes to the 2009 budget will be completed. Hopefully the committee will have more information on the 2008 aid as well and be able to present a budget to the Board for the November meeting.

Nominating Committee
Cerise Oberman stated that Nancy Howard apologizes for not being able to be at the meeting. Nancy does continue to work on filling the vacancies that currently exist. There are members who will be rotating off the Board in December, including Chuck Racette in Clinton County.

Personnel Committee
Barbara Stowe had nothing to report.

Advocacy Committee
Lynn Dufort reported that discussion has occurred on sending letters to the Governor’s office and the legislator’s office. However, there has been no further push from the committee. The committee feels that what is being done by CEF currently is the best approach.

Ewa noted that the push should not be made until after the NYLA Conference to see what the priorities are. Ewa also stated that the most important thing that should be stressed is that CEFLS services a large geographic area, but it does not have a large per capita ratio.

Development Committee
-Nancy Church reported that Kate is doing a wonderful job on revising the donation card that was previously used. The credit card information was taken off, but Nancy wondered whether or not a local bank would be able process the credit card payments for free. Kate is also adding to the list of donors to send the card & letter to. A proper tax deductible letter is needed as a thank you letter to donors.
-Nancy is working on the letter to send to the donors that will be enclosed with the card. This year, more than one card should be sent to the donors to encourage asking their customers to designate CEFLS as a memorial/donation.
- The annual Board donation will also be coming up. The Board members are able to designate the type of books and/or what their funds shall be used for.
- Nancy mentioned solicitation of the new gas station in Plattsburgh, MapleFields. She will send a letter to them shortly. Nancy also brought up trying to get Target involved, Ewa mentioned that Julie is currently working on a letter to Target to help fund the Take a Bite Out of Books program.

Bookmobile Committee
Lynn Dufort asked the question if the Bookmobile Committee was still needed as the problem that they were working on has been addressed. Clarification will be made as if the committee was a temporary 1 year appointment, or an ad-hoc committee.

Communications
Kate Williams had nothing to report.

Old Business

- A Resolution for Section 41j is needed. In our signed contract, we have adopted 41j, which details the allowance of unused sick leave credits. New York State & Local Retirement System is requesting a resolution by the Board to make it official.

Section 41-j allows the application of up to 165 days for additional service credit at the time of retirement. The retirees will be permitted to take 41j, take the buyout option, or use both. However, this time cannot be used before the date of retirement, as it will be considered used time. The yearly cost for Section 41j is $482, and will follow the State’s calendar year (April 1^st – March 31^st). Clarification is needed as if the amount is prorated since CEFLS is adopting Section 41j in November as opposed to the start of the state’s year.

“BE IT RESOLVED, that the Clinton-Essex-Franklin Library System does hereby elect to provide the additional pension benefits of Section 41-j of the Retirement and Social Security Law as presently or hereafter amended.

BE IT FURTHER RESOLVED, that the effective date of such shall be the first date of November 2008.”

The motion was made to accept the Resolution by Chris de Grandpré, and seconded by Neil Surprenant. The motion passed unanimously.

- The results of the trustees survey on meeting day and time confirmed that Monday remains the day of choice and 4:00 remains the time of choice. There was unanimity among the trustees for holding board meetings three times a year at difference CEF libraries.

Cerise brought up the possibility of changing the time during DST (Daylight Savings Time). There were conflicts for some board members, and the possibility was dropped. Cerise also mentioned that specific months should be set for the movement of the Board meetings, and it came to a consensus that April, July and September shall be the three months. The libraries will be on a rotating basis, so all libraries that want to hold a Board meeting will be able to.

A question of excused absences for far trips was brought up; however, every Board member will have to try the best to make it.

- Legal counsel informed Ewa that telephone conference calls cannot count as a vote or as part of the quorum.

Mid Hudson Library System’s document on Open Meetings Law and the Freedom of Information Law contradicts what legal counsel has stated to Ewa. It states that a trustee may vote by phone, only if they are calling into a meeting. Videoconference is permitted, but the site must be open to the public.

Further clarification is still needed; a suggestion was brought up to seek an opinion from the Freedom of Information Office in Albany.

New Business
No new business.

Executive Session
At 4:58 p.m. Lynn Dufort moved to adjourn for Executive Session to discuss personnel issues. The motion was seconded by Lisa Newton. Motion passed unanimously.

Next Board Meeting
The next meeting will be held Monday, November 24 at 4 p.m. at CEFLS.

Adjournment
Cerise Oberman adjourned the meeting at 5:15 p.m.

Respectfully submitted,
Nancy Church,
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held September 24, 2008

Call to Order
The Board of Trustees meeting was called to order at 4:08 on September 22^nd at the Saranac Lake Free Library, 109 Main Street, Saranac Lake, NY, by Cerise Oberman, President.

Roll Call
Present: Nancy Church (4:10), Chris de Grandpré (4:10), Lynn Dufort, Frances Filshie, Richard Kibben, Nancy Howard, Cerise Oberman, Charles Racette, Barbara Stowe and Neil Surprenant.

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

Others Present: Betsy Whitefield, Saranac Lake Free Library and Frederick Smith, past CEFLS Board member.

Approval of Absences
Lynn Dufort moved that Lauren Choate, Virginia LaPointe and Lisa Newton be excused from this meeting. The motion was seconded by Neil Surprenant. Motion passed unanimously.

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

Approval of Minutes
Lynn Dufort moved approval of August 25, 2008 Minutes as written. The motion was seconded by Richard Kibben. Motion passed unanimously.

Financial Report

Approval of Abstracts
Richard Kibben moved approval of Abstract dated August 18, 2008. The motion was seconded by Frances Filshie. Motion carried unanimously.

Richard Kibben moved approval of Abstract dated September 2, 2008. The motion was seconded by Charles Racette. Motion carried unanimously.

Public Comment Period
None.

President’s Remarks
Cerise Oberman thanked the Trustees for finally having a meeting occur outside of Plattsburgh. And thanked Richard Kibben for suggesting Saranac Lake.

Director’s Report
Ewa Jankowska reported on:

- Budget Requests
Each county was sent an application asking for a 5% increase in the budget. The application was followed by a meeting with each of the county’s managers (a copy of the budget application for each county was given to the Trustee representing that county).

- Franklin County
She has asked at their Budget Hearing for an additional 1% increase (equal to an additional $153.00) with hopes that the other counties will be encouraged to award the requested amount.

- Essex County & Clinton County Budget Hearings
Essex County has been scheduled for September 30^th, Richard Kibben plans to attend, and Barbara Stowe will join as well if her schedule allows.

Ewa will attend the Clinton County Budget Hearing as soon as a date is set.

-The Bookmobile Circulation is up 13%

-Just in the past week, we received $450.00 in donations in the memory of Mary Leggett.

-Chateauguay Memorial Library
Saturday, October 11^th is their Grand Opening. This library will be part of the CBN Connect broadband pilot project and one of our sites for teaching both seniors and farmers to use the internet.

PPL Report
Nothing to report.

CEFDA Report
Frances Fairchild was not able to attend, however Kate Williams mentioned the following:

- CEFDA met on September 22^nd at PPL and discussed Youth Services since there is no Youth Services Librarian at CEF. Member directors were asked to decide the most important youth services that they would like to see CEF provide.

- Ewa also mentioned that discussion occurred on a possible purchase of new databases on car repair, small engine repair, and home repairs and as well as an online encyclopedia.

Committee Reports

Executive Committee
Cerise Oberman stated there was nothing to report.

Finance Committee
Chris de Grandpré reported on:

-Audit Report
Overall a very good audit – but briefly mentioned that the audit company would like to see a reduction in the amount of end-of-year journal entries that they need to make. However, there is understanding that some entries require technical assistance and the reduction may never reach zero.

A motion was made by Chris de Grandpré to approve the independent audit of the fiscal year dated 1/1/07 – 12/31/2007, it was seconded by Nancy Church. Motion carried unanimously.

- Quotes are needed for a new independent audit service.

- Finalize the 2009 Budget by November
CEF staff needs to receive the rest of the 2008 numbers to successful complete the 2009 budget.

Nominating Committee
Nancy Howard mentioned:

- Franklin County
Still need to find 2 Trustees, the previous ones that were considered are no longer interested. The Tupper Lake Library provided 3 names for potentials, and she met with each of them, but each was concerned with travel.

Discussion also took place on conference calls, and further investigation is needed on whether a video conference call can be used for motions as a phone based conference does permit motions. A time change was also mentioned, and shall be followed up with a survey to the current members on the Board to find a more suitable time.

- Essex County
Charles “Kip” Thompson’s bio was presented and Nancy felt he would make a great Trustee. A motion was made by Neil Surprenant to approve the nomination of Charles Thompson and to send a letter to the Essex County Manager. Barbara Stowe seconded the motion and the motion carried unanimously.

- Virginia LaPointe
She is having some health issues, and has recommended one individual to take over her position.

Personnel Committee
Barbara Stowe said there was nothing to report.

Advocacy Committee
Lynn Dufort said there was nothing to report.

Development Committee
Nancy Church mentioned she would like to meet with the new Administrative Assistant to work on the letter campaign. The donation card will need to be redone and have the credit card part taken out.

Bookmobile Committee
Neil Surprenant said there was nothing to report.

Communications
Kate Williams said there was nothing to report.

Old Business
Michael Spofford made Part I of his presentation on the Finances of CEFLS to the Board, which covered Purchase Orders and Accounts Payable procedures.

New Business
- Recycling

Nancy Howard mentioned libraries recycle everyday with books being reused by different individuals. Could we further work on this theme to promote “going green”?

Charles Racette suggested having a speaker come to one of the libraries and promote/discuss recycling.

Executive Session
There was no Executive Session.

Next Board Meeting
The next meeting will be held Monday October 27^th at 4 p.m. at CEFLS.

Adjournment
Cerise Oberman adjourned the meeting at 5:13 p.m.

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held August 25, 2008

Call to Order
The Board of Trustees meeting was called to order at 4:03 on August, 25^th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call
Present: Lauren Choate, Nancy Church (4:08), Chris de Grandpré, Lynn Dufort, Frances Filshie, Richard Kibben, Virginia LaPointe, Lisa Newton, Cerise Oberman, Barbara Stowe, and Neil Surprenant.

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

Others Present: Stanley Ransom, Plattsburgh Public Library; Frances Fairchild, CEFDA.

Approval of Absences
Lynn Dufort moved that Nancy Howard and Charles Racette be excused from this meeting. The motion was seconded by Virginia LaPointe. Motion passed unanimously.

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

Approval of Minutes
Chris deGrandpré moved approval of July 14, 2008 Minutes as written. The motion was seconded by Richard Kibben. Motion passed unanimously.

Financial Report

Approval of Abstracts & Manual EFT (Electronic Fund Transfer)
Richard Kibben moved approval of Abstract dated July 9, 2008. The motion was seconded by Neil Surprenant. Motion carried unanimously.

Nancy Church moved approval of Abstract dated July 21, 2008. The motion was seconded by Frances Filshie. Motion carried unanimously.

Barbara Stowe moved approval of Abstract dated August 5, 2008. The motion was seconded by Lynn Dufort. Motion carried unanimously.

Lauren Choate moved approval of Manual EFT (Electronic Funds Transfer) dated July 9, 2008. The motion was seconded by Lisa Newton. Motion carried unanimously.

Lynn Dufort moved approval of Manual EFT dated July 20, 2008. The motion was seconded by Nancy Church. Motion carried unanimously.

Public Comment Period
None.

President’s Remarks
Cerise Oberman stated:

- Final copies of approved By-Laws were in your folders today.

- Announced that David Reuther has resigned from the Board of Trustees due to conflicts with his schedule and health. His letter of resignation was read out and Cerise accepted his resignation.

- Status on vacant Board of Trustee positions – Nancy Howard will work to fill these positions. If any Board Members have recommendations for their counties, please forward them to her.

- Essex County, David Reuther’s position – David suggested some names.

- Essex County, Virginia LaPointe’s term is up but she is eligible for reappointment.

- Clinton County, Charles Racette has served for 10 years and is not eligible for reappointment.

- Franklin County, still searching for a replacement for Maria Tirone.

- Franklin County, Nancy Howard’s term is up but she is eligible for reappointment.

- Discussion occurred on the definition of a quorum in the By-Laws under Article VIII #10. Dr. Church requested the following amendment, “membership is defined as number of filled seats on the Board.” Neil Surprenant seconded the motion and amendment was passed unanimously. At the next Board Meeting a new set of By-Laws will be distributed.

- New York State continues to be in deep financial trouble and the funding in not looking good this year and may look even worse in 2009. We might be looking at deep financial cuts.

Director’s Report
Ewa Jankowska reported on:

- State Aid – Ewa stated that at this time she could not get information from the State Library about the exact amount of 2008 remaining aid. CEFLS received Basic Aid, which used to be $751,000.00, cut by 2% making it $734,000.00. We are still awaiting the news about remaining State aid for Coordinated Outreach, Correctional Institutions and County Jail. We cannot get further information whether these amounts will be cut 6%. Ewa was trying to get a clearer understanding from the State Library if the cut will be in addition to the 2% (totaling 8%) or if the 2% was included in the 6% cut. An additional cut of 6% on the Aid to be received would amount to approximately $39,483.00. If the cut totals 8%, it would constitute an additional cut of $6,000.00. We will hopefully be able to balance the budget this year since we had two positions not filled for most of the year.

- New Website – Thanks to the grant received from Betty Little and Teresa Sayward we have installed new servers for the Horizon Integrated Library System. The grant enabled us to purchase an additional module for a separate children’s catalog and to configure compatibility with mobile phones and other hand held devices. Thank you letters have been sent to both Betty Little and Teresa Sayward.

- Construction Grant – Julie has been working very hard on this grant but only 4 member libraries filed their applications, meaning about $260,000.00 has to be returned to the State. The lack of applications could be due to extensive paperwork and a matching funds requirement.
- 2009 budget – needs to be approved and then CEFLS will be writing letters requesting these funds in the upcoming 2009 budget year.
- Memorial fund – CEFLS will be receiving over $500.00 in memory of Marion Elliott from Fort Covington. Ewa is hoping this will start a trend, since patrons will notice the book plates and realize books last longer than flowers.
- Asking for approval of the Broadband Grant. The Board was briefed about this during the prior meeting. This grant is for Member Libraries to get high speed internet access to be available in their area.
- Job Vacancy for Librarian I position will be discussed during the Finance Committee report.
- Job Vacancy for Administrative Assistant – CEFLS feels that we have a good candidate that is not currently on the Civil Service list. We are asking Civil service to approve this candidate pending the exam that she has to take that will be offered by the County in two years.

PPL Report
Stan Ransom reported:

- Has been very busy this summer – circulation increased anywhere from 20 to 45%
- The Summer Reading Program had122 children read at least 5 books and there were lots of other successful programs, the favorite being the ventriloquist.
- Thanks to Julie Wever for help with the Public Library Construction Grant writing.
- Received a letter from Senator Little stating PPL will receive $7,000.00, but we have not yet received a form and have no further information on this member item.
- Altona Correctional Facility is arriving on the 2^nd of September to repaint the auditorium. Renovations were done in 2003 but only updated the basement and first floor. The goal now is to make the auditorium more accessible and to be used by the public. We are hoping to receive grant funding to purchase 100 chairs, as the auditorium is rated for 100 people.
- Other funding: $1,000.00 from QuadraCentennial Grant to purchase Software, $500.00 from Stewart’s Shops for the purchase of Children’s Books, and funding from Community Bank, NA for a Public Info Brochure.
- New color copier was recently installed, staff training occurred a few days earlier.

CEFDA Report

Frances Fairchild reported that the next meeting will be held on Monday, September 22^nd at PPL. They will discuss a new program for non-fiction books and databases that will be bought with State funds and will be used by all Member Libraries. The Committee feels that the library directors need more information on this program.

Committee Reports

Executive Committee
Cerise Oberman stated that the Executive Committee meet briefly after the July meeting.

Finance Committee
Chris de Grandpré reported on:

- 2008 Budget
The Budget was reviewed since some State Aid is being received, though a number is not yet known. Discussion occurred on the revised budget (Amendment 3), which was presented to the Trustees. Ewa clarified some of the figures on this revision, and noted several cuts were made, and as of now the budget is balanced. The Librarian I position was discussed, which brought about a lengthy discussion on health insurance and prompted further investigation by the Health Insurance Committee on finding a more cost effective program while still providing the same coverage.

A motion was made by Chris de Grandpré to not fill the Librarian I position in 2008 and leave it out of the preliminary 2009 budget, it was seconded by Lynn Dufort. Motion carried unanimously.

A motion was made by Chris de Grandpré to approve the 2008 Budget Amendment 3 with the removal of the last 4 months salary and benefits for the Librarian I position, and a number will be made available at the next meeting. Lynn Dufort seconded the motion. Motion carried unanimously.

- 2009 Budget
The Committee reviewed and prepared a preliminary 2009 Budget, noting it was not balanced. An approved budget is needed for Ewa to bring to the counties.

A motion was made by Chris de Grandpré to direct Administration to propose a balanced 2009 budget to include a 2% reduction in the Basic Aid. Lynn Dufort seconded the motion. Motion carried unanimously.

A motion was made by Lynn Dufort to ask the counties for a 5% increase in funding. Lisa Newton seconded the motion. Motion carried unanimously.

- Bookmobile Schedule
Research was done on looking into changing the current Bookmobile Schedule to 3 weeks. Recommendation was to leave it as a 4 week schedule since 3 weeks will cause an increase in money and to revisit the issue again in 6 months.

- Independent audit of January 1, 2007 to December 31, 2007
Report was not available, but will be made available at the next meeting.

- Solicitation of independent auditing services for the next fiscal year
To be done by administration.

Nominating Committee
Nancy Howard was absent, but Lynn Dufort reported that Nancy is compiling a list of potential candidates. There are several issues in Franklin County, especially in the Akwesasne region. Hopefully some names will be available by the next meeting.

Personnel Committee
Barbara Stowe said there was nothing to report.

Advocacy Committee
Lynn Dufort said there was nothing to report.

Development Committee
Nancy Church revisited the mailing list for the letter campaign. She will await the arrival of the new Administrative Assistant for help in the mailing, and further questioned if the mailing list is on the Administrative Assistant’s computer already. Nancy also brought the idea of soliciting oil companies for gas donations for the Bookmobile, and asked if the donor cards had a line for Bookmobile donations.

Bookmobile Committee
Neil Surprenant reported:

- Bookmobile as Advocacy Tool

The Bookmobile Committee recommended that the Bookmobile be used as its own advocacy tool last meeting, parking it in front of government offices where legislative meetings are about to be held and thus giving the legislators first-hand exposure to its capabilities.

Franklin County Legislatures did not like this idea as they felt it would interfere with their busy schedules.

Communications
Michael Spofford said that there was nothing to report.

Old Business
There was no old business to discuss.

New Business

- Construction Grant
4 Member Libraries applied (Chateauguay Memorial Library, Peru Free Library, PPL and Westport Library Association); Nancy Church moved to approve the grant. The motion was seconded by Lynn Dufort. Motion carried unanimously.

- Broadband Access Grant
Nancy Church moved to approve the grant, Lynn Dufort seconded the motion. Motion carried unanimously.

Executive Session
At 5:55 p.m. Virginia LaPoint moved to adjourn for Executive Session to discuss personal issues. The motion was seconded by Lisa Newton. Motion passed unanimously.

At 6:02 p.m. the full Board reconvened. Nancy Church made a motion to give the Principal Account Clerk a 3.25% raise retroactive to January 1, 2008. Motion was seconded by Lynn Dufort and the motion was carried unanimously.

Next Board Meeting
The next meeting will be held Monday, September 22^nd at 4:00 at Saranac Lake Free Library.

Adjournment
Cerise Oberman adjourned the meeting at 6:04 p.m.

Respectfully submitted,
Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held July 14, 2008

Call to Order

The Board of Trustees meeting was called to order at 4:00 on Monday, July 14^th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Nancy Church, Chris de Grandpré, Lynn Dufort, Frances Filshie, Richard Kibben, Lisa Newton, Cerise Oberman, Charles Racette, Barbara Stowe, and Neil Surprenant (4:04).
Staff Present: Ewa Jankowska, Director; Michael Spofford, Betsy Brooks, Susan Rohde.
Others Present: Stanley Ransom, Plattsburgh Public Library; Frances Fairchild, CEFDA.

Approval of Absences

Richard Kibben moved that Lauren Choate, Nancy Howard, Virginia LaPointe, and David Reuther be excused from this meeting. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Approval of Agenda

Nancy Church moved that the agenda be approved. The motion was seconded by Barbara Stowe. Motion passed unanimously.

Approval of Minutes

Lynn Dufort moved approval of May 27, 2008 Minutes as written. The motion was seconded by Richard Kibben. Motion passed unanimously.

Financial Report

Approval of Abstracts & Manual EFT (Electronic Fund Transfer)

Richard Kibben moved approval of Abstract dated May 27, 2008. The motion was seconded by Lynn Dufort. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated June 11, 2008. The motion was seconded by Charles Racette. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated June 23, 2008. The motion was seconded by Lisa Newton. Motion carried unanimously.

Lynn Dufort moved approval of Manual EFT dated June 6, 2008. The motion was seconded by Barbara Stowe. Motion carried unanimously.

Public Comment Period
None.

President’s Remarks

Cerise Oberman:-
- Thanked Richard Kibben for making arrangements to hold the June Board meeting at the Saranac Lake Library, even though it failed to transpire.
- Stated she will speak to the Executive Committee about the issue of the number of Board meetings per year. She noted that a balance needs to be found between the burden on Board members vs. the need to take care of Board business.
- Stated that the budget presentation to be given by Ewa Jankowska and Michael Spofford will be held at the August Board meeting.

Director’s Report

Ewa Jankowska reported on:

State Aid
Ewa and Michael compiled the 2008 Library Aid Chart (included in today’s folders) from information found on the website of the NY State Library, Division of Library Development.

Budget allocations to state agencies that were approved during Gov. Spitzer’s tenure were reduced by 2% under Gov. Patterson. Gov. Patterson predicts that next year’s cuts will be more substantial.

The impact on CEFLS is a loss of $23,118. Ewa and Michael will meet with the Finance Committee to discuss how the budget can be adjusted to absorb the loss.

Liaison from State Library, Division of Library Development
A new state library consultant, Karen Balsen, visited CEFLS on July 9, 2008. She met with Ewa and the CEFLS librarians and toured the facility.

Correctional Facilities
The ten correctional facilities we serve have signed the annual contract (“Authentication of Annual Negotiations”) as a result of a meeting held with facility representatives on June 27.

The representatives expressed appreciation for the services we provide, including the lease plan we arranged with McNaughton Publishing. Ewa was also able to arrange for 100 free books-on-tape (10 per facility) through a BBC Audio contact person she met at the Public Library Association Conference last Spring.

Downloadable Audio Books
Through a conference call involving Ewa, Betsy Brooks, Elizabeth Rogers, and Julie Wever, CEFLS was able to get a 50% discount on a renewal subscription to NetLibrary. Funds contributed by some of the larger member libraries (Plattsburgh, Saranac Lake, Keene Valley, Lake Placid, and Malone) will allow CEFLS to use funds originally budgeted for the subscription to purchase additional books on CD, which have become quite popular.

Central Book Aid Selection Committee
A new Central Book Aid Selection Committee has been formed to allow input from member libraries on the selection of non-fiction books and databases purchased with NYS funds received by CEFLS for the Central Library (PPL). The committee consists of PPL staff, member library directors, and CEFLS staff . The purchases will be accessible to all residents of the tri-county area, as required by law.

Computer Back-Ups
Ewa and Michael Spofford attended a Records Retention Seminar, which highlighted the need for the safe storage of computer back-ups. Ewa plans to draw up a formal back-up procedure but in the meantime has arranged to have our back-up tapes stored on a monthly basis at the Clinton County Government Center. The tapes contain library data for the entire CEFLS region as well as server system files.

Job Vacancies
There are currently two vacant positions at CEFLS: Administrative Assistant and Librarian I for Youth Services. Interviews for Administrative Assistant are underway, with names drawn from the Civil Service list as required. Several people on the list have declined, so the process continues.

Server Room
The work on the new server room has been completed, including the installation of sound-proofing.

Grants

- Broadband Connection

Member libraries who would benefit from a broadband grant are unable to apply because they would not be able to sustain the monthly fees over the long term, as required by the grant guidelines.

- Construction

CEFLS is looking into a construction grant to cover the installation of a safety railing along the raised platform in the garage. Cost estimates have been requested.

Nancy Church suggested that CEFLS solicit donations of books-on-tape from private individuals. Ewa said she has discussed the issue with Julie Wever, since books-on-tape are in demand not only at the prisons but by a number of Bookmobile patrons, and they may submit a letter to the Press-Republican requesting donations. Cerise Oberman cautioned that donated books-on-tape would not be completely “free” since they would need to be listened to before being placed in circulation.

PPL Report

Stan Ransom reported:

- The summer issue of the PPL newsletter, Plattsburgh Public Library Highlights, went out in July.
- PPL is working on a new brochure describing the library’s services.
- PPL’s Catch the Reading Bug summer reading program has really “caught on” – about 180 children have signed up. Karen Pillsworth, a storyteller, conducted a program last week, and Steve Charney, a ventriloquist, will be performing next week.
- Renovation of the PPL auditorium is about to begin, using a $7,000 grant from the State (thanks to Senator Little) for the purchase of chairs and carpeting, paint purchased by the Friends of the Library, and labor supplied by inmates from the Altona Correctional Facility.
- Patron Appreciation Day will be held at the AuSable Chasm Pavilion on Sunday, August 24^th. The event is free, with donations of food, games, and activities from various local organizations.

CEFDA Report

Frances Fairchild reported that the June meeting was cancelled because the member libraries are busy with summer programs. The group will meet in September.

Committee Reports

Executive Committee

Cerise Oberman stated that the Executive Committee would meet briefly after the Board meeting today.

Finance Committee

Chris de Grandpré reported on:

- 2008 Budget
The Finance Committee will be meeting to discuss revisions to the 2008 CEFLS budget in light of the reduction in State Aid.

- Union Negotiations
The tentative agreement reached with the CSEA will be discussed at the Executive Session.

- Cash Flow
Michael Spofford reported that we drew $12,000 against the Line of Credit last week. He expects our State Aid to arrive within a month or two.

- Annual Audit
Michael reported that the annual independent audit will be conducted this week and should be completed by the end of the week.

- 2009 Budget
Michael reported that a tentative budget for 2009 is due in September for the three County governments.

Nominating Committee

Nancy Howard was absent, but Lynn Dufort reported that progress has been made in the search for a candidate from Franklin County. Chief Jim Ransom from Akwesasne has expressed interest but feels he does not have the time. However, he has recommended his “sub-chief”, a Ms. Jacobson, who is quite interested in education and was pleased to be asked. The Nominating Committee hopes to be able to propose a candidate at the next Board meeting.

Personnel Committee

Barbara Stowe said there was nothing to report.

Advocacy Committee

Lynn Dufort said the Advocacy report would be included with the Bookmobile report.

Development Committee

Nancy Church spoke of the letter campaign, stating that she would like to wait until a new Administrative Assistant is hired to help compile a mailing list of local professionals (lawyers, funeral homes, accountants, financial advisers, etc.). The purpose would be to encourage these professionals to encourage their clients to include library donations in their wills.

Bookmobile Committee

Three members of the Bookmobile Committee met with Ewa Jankowska and Julie Wever immediately prior to today’s Board meeting. Lynn Dufort reported on:

- Drop/Add Policy
The Bookmobile Committee recommended that the Board approve the Drop/Add Policy, including the updates proposed in the Spring of 2008, as it exceeds national recommendations and contains clear measurables. Frances Filshie moved approval of the updated Policy. The motion was seconded by Neil Surprenant.

After considerable discussion, an amended motion was made by Frances Filshie and seconded by Neil Surprenant, incorporating the following Board suggestions:

1) The last line on p. 1 should be shortened, deleting the phrase “and are not served by a member library”.

2) A clearly-defined procedure for making changes to the Policy should be added to the document.

3) The parenthetical phrase on p. 3, item #4 should be deleted.

The motion carried unanimously.

Cerise asked Ewa to draft a policy change procedure.

- 3-Week vs. 4-Week Schedule
The Bookmobile Committee recommended that the scheduling issue be referred to the Finance Committee to determine if a 3-week schedule is affordable. Lynn Dufort moved approval of the recommendation. The motion was seconded by Barbara Stowe. Motion carried unanimously.

- Bookmobile as Advocacy Tool

The Bookmobile Committee recommended that the Bookmobile be used as its own advocacy tool, parking it in front of government offices where legislative meetings are about to be held and thus giving the legislators first-hand exposure to its capabilities. The visits should be scheduled prior to, rather than on the same day as, budget voting.
It was suggested that the campaign begin at the county level and, if successful, be expanded to municipalities.

Communications

Susan Rohde reported that there were no communications this month.

Ewa reported that her letter to the Press-Republican thanking the SUNY marketing class for their Bookmobile project was finally published.

Old Business

- Annual State Application for State Aid
Lynn Dufort moved approval of the Annual State Application for State Aid. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Executive Session

At 5:00 p.m. Neil Surprenant moved to adjourn for Executive Session for the purpose of discussing the CEFLS Director’s Goals and the CSEA contract negotiations. The motion was seconded by Frances Filshie. Motion passed unanimously.

At 5:30 p.m. the full Board reconvened.

New Business

- Director’s Goals
Barbara Stowe moved approval of the Director’s Goals as written. The motion was seconded by Lynn Dufort. Motion carried unanimously.

- CSEA Contract
Chris de Grandpré moved approval of the CSEA Union Agreement for January 1, 2008 to December 31, 2010. The motion was seconded by Neil Surprenant. Motion carried unanimously.

Chris de Grandpré added that the parties still need to sign the document.

Cerise Oberman thanked the contract negotiation team.

Next Board Meeting

The next meeting will be held Monday, August 25^th at 4:00 at CEFLS .

Adjournment

Cerise Oberman adjourned the meeting at 5:40 p.m.

Respectfully submitted,

Nancy Church
Secretary

Clinton-Essex-Franklin Library System
Minutes for Board of Trustees Meeting
Held May 27, 2008

Call to Order

The Board of Trustees meeting was called to order at 4:00 on Tuesday, May 27^th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Nancy Church (4:02), Chris de Grandpré, Nancy Howard, Richard Kibben, Lisa Newton, Cerise Oberman, Barbara Stowe, and Neil Surprenant.
Staff Present: Ewa Jankowska, Director; Michael Spofford, Betsy Brooks, Susan Rohde.
Others Present: Colleen Pelletier, Plattsburgh Public Library.

Absences

Lauren Choate, Lynn Dufort, Virginia LaPointe, and David Reuther had sent word that they would be unable to attend. Charles Racette was also absent. No vote was taken to approve the absences.

Approval of Agenda

Neil Surprenant moved that the agenda be approved. The motion was seconded by Lisa Newton. Motion passed unanimously.

Swearing In

Frances H. Filshie was sworn in as the new CEFLS Board Trustee from Essex County. Her signature was notarized by Jamie Parrotte.

Approval of Minutes

Barbara Stowe moved approval of April 28, 2008 Minutes as written. The motion was seconded by Richard Kibben. Motion passed unanimously.

Financial Report

Approval of Abstracts & Manual Check Run

Richard Kibben moved approval of Abstract dated April 28, 2008. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Neil Surprenant moved approval of Abstract dated May 16, 2008. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Neil Surprenant moved approval of Manual Check Run dated April 29, 2008. The motion was seconded by Lisa Newton. Motion carried unanimously.

Financial Training

In response to a comment by Nancy Howard, Cerise Oberman asked that the CEF staff prepare a brief presentation about CEF financials, to be given at the next Board meeting.

Richard Kibben commented that he has found it instructive to go through the stack of actual checks written by CEF over the course of a month.

Public Comment Period

Colleen Pelletier stated that she was standing in for PPL Director Stan Ransom at the CEF Board meeting as Stan’s presence was needed at the concurrent PPL Board meeting.

President’s Remarks

Cerise Oberman:

- Thanked Barbara Stowe for leading the April Board meeting.
- Read aloud the letter of resignation from Maria Tirone.
- Suggested that Board members look at the revised Committee List in this month’s Board packet to see which committees they have been assigned to.

Director’s Report

Ewa Jankowska reported on:

- State Aid

Although the amount of State Aid is still not known, CEFLS submitted its 2008 budget application today in compliance with the state deadline. The figures are tentative, based on the budget approved by the Board, with a few reallocations made in order to show the county that county funds would be put toward specific services the county wants to support.

Before the application was submitted, it was sent to the chair of the Finance Committee, Chris de Grandpré, for his review, but the brief window between the day the form was made public and the day it was due did not allow time to submit it to the Board. The Board is asked to review the application (distributed at today’s meeting) and be prepared to vote on it at the June meeting.

- Bookmobile

Fuel expenses for the Bookmobile have risen alarmingly, and Ewa has asked Michael Spofford to monitor the costs.

- Server Room

Ewa commended Betsy Brooks for the “fantastic job” she has done with the server room project. The room has been remodeled (repainted, refloored, and rewired) with funding from a State Construction grant and two Member Item grants – one from Senator Betty Little and one from Assemblywoman Teresa Sayward. Four new servers have been installed, two of which are already in operation and the remaining two (the catalog and circulation servers) will be operating by Thursday.

Ewa expressed her gratitude to Betsy Brooks and Julie Wever for writing the grant applications and to Betsy for steering the project through to its completion. She also thanked Michael Spofford for participating in the system training along with Betsy, thus giving us a back-up in case Betsy is unavailable.

- Member Library Contracts

Ewa is happy to report that all the member libraries have signed their annual contracts except the Dodge Library in West Chazy, which is expected to sign soon.

- Downloadable Audio Books

Ewa is waiting to hear back from the North Country Library System and the CEF member libraries about their willingness to share the expenses (subscription fee and book costs) for a new vendor, OverDrive. Renewal with the current vendor is not an option because, amongst other issues, it was only affordable this year through a grant.

Ewa is looking particularly to the larger member libraries to contribute, but to date, Malone is the only library which has made an (informal) offer to contribute ($1,500-2,000).

- Administrative Assistant

Ewa asked for Board approval to raise the upper salary offer for an Administrative Assistant to $30,000. In response to a question about funding, she said that funds are available because Kathy LaBombard’s position has been vacant for several months and a decision has been made to replace her with a Librarian I rather than a Librarian III. In response to a question about local salary levels, Ewa said that the County’s lower figure for an Administrative Assistant is $32,000.

Neil Surprenant moved to raise the upper salary offer for an Administrative Assistant to $30,000. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

PPL Report

Colleen Pelletier reported on:

- Summer Reading Program
The PPL Summer Reading Program is on track to start in July. Karen Ricketson has scheduled a number of speakers, including a ventriloquist.

- ReferenceUSA
Colleen and Stan Ransom will be meeting this Thursday with Ewa Jankowska, Betsy Brooks, and Elizabeth Rogers to discuss funding options to make ReferenceUSA available to all member libraries. Colleen has asked but not yet heard back from the Chamber of Commerce about the possibility of their funding this until the next subscription renewal in January 2009.

- Collection Rearrangements
The non-fiction collection is going to be shifted toward the north wall. As a first step, the oversize books will be weeded, and some will be integrated into the main collection.

CEFDA Report

There was no news from CEFDA, which has not met since the last Board meeting.

Committee Reports

Executive Committee

Nothing to report.

Finance Committee

Chris de Grandpré reported:

- State Aid
The Finance Committee is waiting for the 2008 State Aid figures to be released before holding a meeting. The committee will need to establish criteria to decide on 2008 priorities in case of funding reductions or increases.

- Line of Credit
The Line of Credit that was arranged to tide us over until the arrival of State Aid has so far not been needed, as there is still a balance of $120,000 in our bank account. The decision to use a Line of Credit instead of a Revenue Anticipation Note (used in 2006) was based on the fact that in 2007, a Line of Credit proved to be a less costly approach.

Nominating Committee

Nancy Howard has spoken to the Director of the Akwesasne Library about finding a replacement for Maria Tirone. She remarked that it would be helpful if Maria Tirone could recommend a colleague, as correctional institutions are part of the community that CEF serves.

Personnel Committee

Barbara Stowe said there was nothing to report.

Advocacy Committee

Ewa Jankowska reported that a number of useful ideas for publicizing the Bookmobile were gained from an advertizing project presented to the CEF staff by a SUNY student group. Nancy Howard suggested that CEF attempt to get some newspaper publicity about the student project, and Nancy Church suggested that a letter to the editor might be a good approach.

Bookmobile Committee

The committee has not yet met.

Development Committee

Nancy Church asked if Susan Rohde might compile a mailing list of local professionals (lawyers, funeral homes, accountants, financial advisers, etc.) who might recommend library donations to their clients. Colleen Pelletier suggested using ReferenceUSA as a search tool.

Nancy stated that the donation card needed to be redesigned, deleting the credit card option.

For the “Donate a Book” campaign, Lisa Newton suggested approaching local book discussion groups.

Communications

Susan Rohde reported that there were no communications this month.

Old Business

- Bookmobile Policies
Cerise Oberman postponed the discussion about Bookmobile policies until the June meeting because of Lynn Dufort’s absence.

- Director’s Goals
Cerise asked that Board members review the Director’s goals, which were distributed at today’s meeting. Cerise stressed the importance of this document, as it will form the basis for the Director’s evaluation. Discussion of the goals will take place at the June meeting.

New Business

- Teleconferencing
Neil Surprenant proposed that the Board consider the use of teleconferencing at Board meetings to help members who live at a distance from Plattsburgh. In the discussion which followed, the following points were made:

Teleconferencing requires specific technology: a good speaker phone (“bat”) at the CEF headquarters and a system for coordinating calls from remote sites. Richard Kibben offered to look into a free teleconferencing service used successfully by another local organization.
Teleconferencing could potentially allow better attendance, especially during bad weather.
With rising gas prices, the trip to Plattsburgh for members who live far away has become more of a burden.
-Since face-to-face contact is important, teleconferencing should not be used at every meeting.

- Venue Rotation

Frances Filshie asked if Board meetings could be held at other sites over the course of the year, possibly at a more central location. Cerise responded that although rotating the venue is a good way for Board members to see member libraries, experience has shown that it is difficult to get a quorum at other sites. Richard Kibben suggested the Saranac Lake library for the next meeting and called the library to confirm its availability.

The Board voted to hold the June meeting at the Saranac Lake Free Library.

Executive Session

At 4:52 p.m. Nancy Howard moved to adjourn for Executive Session for the purpose of discussing personnel issues. The motion was seconded by Barbara Stowe. Motion passed unanimously.

At 5:15 p.m. the full Board reconvened.

Neil Surprenant moved to have the Director’s raise retroactive to October 1, 2007, thus amending a previous Board decision. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Next Board Meeting

The next meeting will be held Monday, June 23^rd at 4:00 at Saranac Lake Free Library, 109 Main Street.

Adjournment

Cerise Oberman adjourned the meeting at 5:17 p.m.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Minutes for Board of Trustees Meeting
Held April 28, 2008

Call to Order

The Board of Trustees meeting was called to order at 4:00 on Monday, April 28th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Barbara Stowe, Vice President.

Roll Call

Present: Nancy Church (4:02), Chris de Grandpré, Lynn Dufort, Richard Kibben, Virginia LaPointe, Lisa Newton (4:05), Charles Racette, Barbara Stowe, and Neil Surprenant.
Staff Present: Ewa Jankowska, Director; Michael Spofford, Betsy Brooks, Susan Rohde.
Others Present: Colleen Pelletier, Plattsburgh Public Library; Francie Fairchild, CEFDA; Fred Smith.

Approval of Excused Absences

Nancy Church moved that Lauren Choate, Nancy Howard, Cerise Oberman, and Maria Tirone be excused from this meeting. The motion was seconded by Lynn Dufort. Motion passed unanimously. David Reuther had communicated that he would be arriving late but in the end was unable to attend.

Approval of Agenda

Lynn Dufort moved that the agenda be approved. The motion was seconded by Richard Kibben. Motion passed unanimously.

Approval of Minutes

Lynn Dufort moved approval of March 31, 2008 Minutes as written. The motion was seconded by Richard Kibben. Motion passed unanimously.

Financial Report

Lynn Dufort moved approval of Abstract dated March 31, 2008. The motion was seconded by Richard Kibben. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated April 15, 2008. The motion was seconded by Richard Kibben. Motion carried unanimously.

Public Comment Period

None.

President’s Remarks

Barbara Stowe (VP):

Reported that Cerise Oberman was away on business.
Reported that Frances Filshie has been appointed to the CEFLS Board by the Essex County Board of Supervisors. She was unable to attend this meeting but will be coming to the next.
Asked if all the trustees have signed a Conflict of Interest statement. Michael Spofford reported that everyone except Maria Tirone have submitted one.

Director’s Report

Ewa Jankowska reported:

Librarian II Youth Services Vacancy - Ewa requested the creation of a Librarian I position rather than trying to fill the current Librarian II vacancy. Ewa and the CEF staff arrived at this suggestion because of the following considerations:

None of the 5 candidates interviewed for the Librarian II position was suitable.
Someone fresh out of library school might be more up-to-date with new technologies.
An entry-level librarian might be more easily trained to the specific needs of CEFLS.
The salary of an entry-level librarian would be lower.
The current CEF staff would be able to handle the 2008 Summer Reading Program.

Alan Gibson, Director of Civil Service, said there would be no problem creating the new position while still maintaining the option of filling the Librarian II position at some future time.

Administrative Assistant - SueAnn Cotter submitted a letter of resignation. Candidates for a permanent replacement must be chosen from the existing Civil Service list.
Audio Books - CEF’s current subscription for downloadable audio books will expire in June. Ewa has been looking into another system, OverDrive, and has spoken with Steve Bolton, Director of the North Country Library System, about sharing the subscription cost. Since CEF has fewer member libraries (30 to NCLS’s 60), CEF would contribute 1/3 ($6,000) of the annual subscription. However, even with a shared subscription and a one-time $7,500 “gift” from OverDrive toward the purchase of titles, CEF could only afford the new service if member libraries shared the cost of purchasing titles (approximately $25 each).

The advantages of OverDrive are (1) extensive, up-to-date holdings, (2) compatibility with new technologies, (3) ease of use (books downloadable by chapter), and (4) widespread use by other library systems. The disadvantages are (1) the expense, (2) the fact that a book license allows only one patron at a time to “borrow” a book, and (3) lending time is limited to 3 weeks, unless the book is burned onto a CD.
NCLS has yet to come to a decision. Ewa considers it important to continue offering a downloadable book service, but without NCLS’s participation, OverDrive would be beyond our financial reach.

Trustee Forums - The two Trustee Forums held in April, one in Keene Valley and one in Malone, were very well-received, and Ewa hopes to continue the program, possibly using an occasional paid consultant to address special topics such as fund¬raising.
Direct Access - The Keene Valley Library Board President proposes to charge patrons (by credit card) for using the library’s wireless internet service for their personal laptops. Ewa will attend the Keene Valley Board meeting on May 8th to discuss the Direct Access contracts signed by the member libraries to assure equal access to services to all patrons across the 3-county system. The CEF Board does have authority over Direct Access issues.
Trustee Manuals - Manuals are being prepared for new Board members, and an updated Table of Contents will be distributed to current members. Ewa mentioned that some of the manual updates are distributed as part of the monthly Board packets (e.g., service priorities, meeting minutes, annual report, etc.). Richard Kibben asked that items in the packets that belong in the manual be flagged as such.
State “E-Senior Grant” - CEF has received a two-year LST grant for a “Seniors in the Driver’s Seat” program to help seniors improve their internet skills. The funding (a little over $6,000) will be used to pay someone to train trainers and develop a training module to post on the CEF website.
One of the program sites is the Chateaugay Library, which will be relocating in early summer from a room in the Town Hall to a remodeled building. At the same time, Chateaugay has been selected as a site for a pilot CBN Connect project providing free broadband service. Chateaugay will also be a recipient of a Gates Foundation hardware grant which will provide public-access computers and peripherals.
PPL Report - Colleen Pelletier reported on:

ReferenceUSA

PPL offers an online business and consumer database, ReferenceUSA, to all walk-in patrons and to PPL cardholders for home use. Features include career searches, product searches, demographic information, etc. The advantage of this service over a browser search engine is that the information is derived from a broader reference base and is verified and kept updated.
The $1,600 annual fee is currently covered by PPL’s Tillson Endowment Fund. If it were to be funded as a CEFLS service by the NYS CBA, it would be available to all member libraries and to all patrons from their home computers.
PPL will be scheduling an online tutorial (“webinar”) about the system and will be inviting the Chamber of Commerce to notify their members. CEF Trustees who would like to participate from their home computers should notify Ewa.
PPL plans to use ReferenceUSA to conduct a library fundraiser, using the database to search for potential donors and then citing the database service as a reason to make a contribution.

Gates Foundation advocacy conference

Colleen Pelletier, Stan Ransom, and Harold Brohinsky (PPL Trustee) attended the Gates conference “Turning the Page” and found it quite useful, learning about advocacy strategies for promoting the use of computers in libraries.

Library card issues

Residents in the CEF region should obtain their library card from their local library, but they can use that card at any of the CEF libraries. Part-time residents, such as college students, are eligible for library cards.

CEFDA Report

Francie Fairchild reported that the CEFDA meeting held on April 28th at AuSable Forks was attended by 11 library directors and 3 representatives from CEF (Ewa Jankowska, Karen Batchelder, and Elizabeth Rogers). The group discussed ideas from the Gates Foundation conference, for Summer funding, for the Summer Reading Program, and for the Lake Champlain Quadricentennial celebration.

Committee Reports

Executive Committee
Barbara Stowe reported:

The Committee deliberated about eliminating one of the winter Board meetings and decided against it because of the unpredictability of the weather.
The Committee will look at the goals that Ewa submitted and will bring them to the next Board meeting for approval.

Finance Committee
Chris de Grandpré:

Asked about the line of credit. Michael Spofford reported that the paperwork is currently in the hands of the CEF lawyer for final processing.
Reported that State aid figures are still not available.
Stated that the Finance Committee will not meet again until there is further news about the line of credit and State aid.

Nominating Committee
Lynn Dufort reported that the Committee has already begun looking for a replacement for Maria Tirone, the trustee from Franklin County who has moved out of the area. They are hoping she might be able to suggest someone who, like herself, works in the prison system, since this is a population that CEF serves.

Personnel Committee
Barbara Stowe stated that personnel issues will be discussed at the Executive Session.

Advocacy Committee
Lynn Dufort stated that there was nothing new to report.

Bookmobile Committee
Lynn Dufort asked to meet with the other committee members as well as Julie Wever and Ewa on Tuesday, May 27th at 3:30, a half-hour before next month’s Board meeting.

Development Committee
Nancy Church stated that there was nothing new to report.

Communications
Susan Rohde reported that there were no communications this month.

Old Business

Bookmobile Stop-Drop-Add Policy

A copy of the suggested changes to the Bookmobile Policy has been included in the Trustee folders distributed at today’s meeting. Discussion and action will take place after members have had a chance to review the document.

Tunnel connecting CEF with PPL

Richard Kibben asked if there had been any follow-through on last year’s decision to take photographs of the tunnel on an ongoing basis. Ewa reported that Sue Cotter had been assigned the responsibility of taking photos and that she would try to locate the files. Michael Spofford said that photos had been taken in the winter and offered to take additional photos if desired.

New Business

Revised Committee Assignments

The revised committee assignments were included in this month’s Board packet. Since that mailing, Fran Filshie has been assigned to the Bookmobile and Health Plan Committees.

CEFLS Librarian I position

Ewa explained that this entry-level position, requiring an MLS but no professional experience, would serve CEFLS’s Youth Services, most likely under the supervision of Julie Wever, a Librarian III. She hoped to find someone with a good familiarity with new technologies, including online social networking tools.
Lynn Dufort moved that a CEFLS Librarian I position be created. The motion was seconded by Neil Surprenant. Motion carried unanimously.

Executive Session

Chris de Grandpré moved to adjourn for Executive Session at 4:55 p.m. The motion was seconded by Nancy Church. Motion passed unanimously.

At 5:15 p.m. the full Board reconvened. Four recommendations were brought from the Executive Council to the Board:

To accept SueAnn Cotter’s letter of resignation dated 4/23/08, effective immediately

Lynn Dufort moved that her resignation be accepted. The motion was seconded by Neil Surprenant. Motion carried unanimously.

To increase the Director’s salary by 4%, retroactive to 1/1/07

Lynn Dufort moved that the raise be approved. The motion was seconded by Lisa Newton. Motion carried unanimously.

To accept the proposed Director’s evaluation form

Lynn Dufort moved that the evaluation form “Performance Criteria for Evaluation of Director of CEFLS” be used by the CEFLS Board. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

To accept the proposed Director’s evaluation procedure

Lisa Newton moved that the proposed evaluation procedure be used by the CEFLS Board. The motion was seconded by Richard Kibben. Motion carried unanimously.

Next Meeting
The next meeting will be held Tuesday, May 27th at 4:00 at CEFLS.

Adjournment
Barbara Stowe adjourned the meeting at 5:20 p.m.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Minutes for Board of Trustees Meeting
Held March 31, 2008

Call to Order

The Board of Trustees meeting was called to order at 4:00 on Monday, March 31st at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Lauren Choate, Nancy Church (4:10), Chris de Grandpré, Lynn Dufort, Nancy Howard, Richard Kibben, Virginia LaPointe, Cerise Oberman, David Reuther (4:07), and Barbara Stowe.

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

Others Present: Stanley Ransom, Director of Plattsburgh Public Library; Francie Fairchild, CEFDA; Fred Smith.

Approval of Agenda
Cerise Oberman recommended that the following items be added to the Agenda:

after Approval of Agenda: swearing in of new trustee, Lisa Newton
under Finance Committee: set of recommendations carried over from February 19th
under Nominating Committee: potential nominee
under New Business:

review Gates Foundation grant application
review CEFLS Annual Report

Lynn Dufort moved that the agenda be approved with the suggested changes. The motion was seconded by Richard Kibben. Motion passed unanimously.

Excused Absences

Lynn Dufort moved that Neil Surprenant and Maria Tirone be excused from this meeting. The motion was seconded by Nancy Howard. Motion passed unanimously.

Swearing in of Trustee

Cerise Oberman swore in Lisa M. Newton as Trustee. Cerise instructed Lisa to sign the statement after the meeting, to be witnessed by Lynn Dufort.

Approval of Minutes

Lauren Choate moved approval of January 28, 2008 Minutes as written. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Financial Report

Lynn Dufort moved approval of Abstract dated January 22, 2008. The motion was seconded by Virginia LaPointe. Motion carried unanimously.

Richard Kibben moved approval of Abstract dated February 4, 2008. The motion was seconded by Chris de Grandpré. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated February 19, 2008. The motion was seconded by Nancy Howard. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated March 4, 2008. The motion was seconded by Nancy Howard. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated March 18, 2008. The motion was seconded by Virginia LaPointe. Motion carried unanimously.

Trustee Nancy Howard asked if there is any competition for Baker & Taylor. Elizabeth Rogers responded that there are two other jobbers (Brodart and Ingram), but we use Baker & Taylor because they provide a 40% discount.

Public Comment Period
None.

President’s Remarks
Cerise Oberman:

thanked the trustees, former trustees, Ewa Jankowska, and (later in the meeting) Betsy Brooks for visiting our State Legislators
expressed disappointment that the February Board meeting had to be cancelled for lack of a quorum and announced that, at the suggestion of one of the trustees, she would ask the Executive Committee at their April meeting to revisit the policy of having 11 meetings per year
welcomed Lisa Newton and thanked Susan Rohde for attending

Director’s Report
Ewa Jankowska reported:

Ewa will discontinue the use of her Blackberry to reply to Board emails, as it has proved unreliable.
Interviews for the open Youth Services Librarian position have been scheduled for April, and the search period has been extended to April 15th in the hopes of increasing the number of candidates. In the meantime, Julie Wever and Karen Batchelder have been filling in as needed.
CEF received funding approval from the NY State Library for the Summer Reading Program. We will be hiring a consultant to jump-start it.
Ewa attended the Public Library Association Conference last week in Minneapolis, where she learned about Overdrive, a vendor for downloadable audio books. She spoke with Steve Bolton (head of the North Country Library System) about a joint order, and they are optimistic about getting subscriptions for both library systems for the price of one. Beginning June/July, the Overdrive audio books will be downloadable to iPods.
Ewa, along with other NNYLN representatives (Steve Bolton from NCLS, school library directors, etc.), attended a Regent’s Regional Forum whose purpose was to evaluate the NY State Education Department. Ewa asked that anyone seeing Jim Dawson, the organizer of the event, should thank him for taking the unusual step of inviting library representatives to such a meeting.
The class on Mold Treatment has received 50% funding from NNYLN.
News has come in that Camp Gabriels, one of the correctional facilities we serve, will remain open.
Ewa attended the Mooers Library Board meeting and was pleased with their work on a collection development policy.
Crown Point and Ellenburg Depot Libraries have had their provisional charters extended.
The service area for Keene Valley Library has been redefined.
Ewa commended Betsy Brooks and Julie Wever for writing the two grant applications that are on today’s agenda.
We are applying for a Kiwanis grant to provide funding for materials for “Tell Me a Story”, a program serving 0-5-year-olds.
Trustee training workshops will be conducted by Jesse Feiler on Saturday, April 12th in Keene Valley and Saturday, April 19th in Malone, 10 a.m. – 3 p.m. His workshops have been well received in the past, and CEF Trustees are welcome to attend.
There were no questions about Ewa’s report, but Cerise Oberman had a question about some figures in Betsy Brooks’ report and expressed an interest in having Betsy meet with the Trustees at some point to explain how the statistics should be interpreted. She also thanked Betsy for participating in the trip to Albany to visit State Legislators

PPL Report
Stanley Ransom reported:

PPL received 350 copies of 2008 Women of Distinction in New York State, an annual NYS Senate publication promoted by Sen. Betty Little in honor of Women’s History Month. The Trustees are welcome to pick up a copy at PPL, and PPL will be sharing copies with CEF member libraries.
At the PPL Board meeting on March 25th, some of the following issues were covered:
PPL will be promoting Turn-off-TV Week (April 21-27), encouraging any activities other than TV-watching, including visiting a public library. The dates are, appropriately enough, two weeks after National Library Week.
There has been a request to increase the number of copies of the library newsletter, which gets mailed with the local electric bill, from 8,000 to 10,000.
Stan has participated in meetings to prepare for the Quadricentennial Lake Champlain celebration beginning on July 12th and continuing through the year. Stan would like to see libraries along the lake represented in the celebration, and PPL is applying for grants now.
PPL has intensified their publicity efforts, attempting to get into the newspaper once a week with articles and/or photographs. Responsibility for publicity has primarily fallen to Stan, but other staff members are also helping (Colleen Pelletier, Karen Ricketson, etc.). In response to a question from Nancy Howard, Stan said that the Press Republican welcomes their photographs. Cerise congratulated Stan on the success of his publicity efforts.
PPL is planning on a variety of programs, such as the addition of games (chess, checkers, Chinese checkers, cards, table shuffleboard, etc.) to the Teen Room to attract more teenagers to the library.

CEFDA Report
Francie Fairchild reported that the next CEFDA meeting will be held on April 14th at AuSable Forks.

Committee Reports

Executive Committee
Cerise Oberman reported that the Executive Committee will be meeting on April 7 and asked that Trustees notify her or any committee member about issues they would like addressed at that meeting.

Finance Committee
Chris de Grandpré reported:

The Board needs to consider the proposed authorization for a line of credit, included in the March packet, to help cover expenses until State funding comes in.
The Board needs to consider the proposed budget amendments, included in the February packet, which would increase some budget code amounts while decreasing others, leaving the bottom line intact.

Lynn Dufort moved approval of the proposed Resolution Authorizing the Issuance of Line of Credit. The motion was seconded by Lauren Choate. Motion passed unanimously. Cerise Oberman thanked Michael Spofford for his efforts in finding the best interest rate.

Nancy Church moved approval of the budget changes. The motion was seconded by Barbara Stowe. Motion passed unanimously.

Nominating Committee
Nancy Howard reported:

Frances Filshie has been suggested by Assemblywoman Teresa Sayward as a candidate to fill the CEFLS Board vacancy from Essex County.
After the Essex County opening is filled, there will be no further vacancies.
Nancy read aloud from Ms. Filshie’s resume, after which copies of the resume were circulated to the members present for review.

Nancy Howard moved that Frances Filshie be nominated for the Board vacancy from Essex County. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Cerise thanked Nancy for her work and mentioned:

We will need a nomination letter sent to the Essex County Board of Supervisors.
We will need suggestions by Board members due to go off the Board at the end of this year about possible replacements.

Personnel Committee
Barbara Stowe mentioned the Director evaluation form, and Cerise said that it will be addressed at the April Board meeting.

Advocacy Committee
Lynn Dufort stated that there was nothing new to report.

Development Committee
Nancy Church asked about acknowledgement letters to recent donors, and Ewa Jankowska confirmed that they had been sent.

Nancy reported that no book memorials had been received recently and suggested that contacts be made with funeral homes, attorneys, etc.

Lisa Newton offered to join the Development Committee, and Cerise replied that official approval will have to wait until the April Board meeting.

Communications
Susan Rohde summarized a letter from State Senator Betty Little discussing the Patron Grant Program. The program consists of a $2,500 allocation for each library in Little’s district and $10,000 for a “delivery service program”. It is assumed that the delivery service program refers to our van service, but that has yet to be clarified.

Old Business
Cerise Oberman asked for a motion to approve the amended by-laws distributed in the January packet. Richard Kibben moved that the new by-laws be accepted. The motion was seconded by Barbara Stowe. Motion passed unanimously.

New Business

Conflict of Interest Statement
Cerise Oberman reported that the idea of a Conflict of Interest statement had been brought to the attention of the Executive Council by Ewa Jankowska, where it was enthusiastically received, for use not only by the CEF Board but as a model for member libraries.
Barbara Stowe moved that the statement enclosed in the March packet be signed by each Board member. The motion was seconded by Lynn Dufort. Motion passed unanimously.
The members present each signed a Conflict of Interest statement before leaving the meeting.
Grants

1. 2008 LSTA Service Improvement Grant
Ewa Jankowska described the proposed “Seniors in the Drivers’ Seat” program, whose goal would be to increase the skills and comfort level of seniors using the internet. CEFLS proposes to hire a consultant from Clinton Community College to conduct workshops at several member libraries (“training the trainers”) and recruit teenage volunteers to follow up with the senior participants, possibly as part of a community service or computer club project.
Virginia LaPointe moved to submit the LSTA Service Improvement Grant application. The motion was seconded by Nancy Church. Motion passed unanimously.

2. 2008 Bill and Melinda Gates Foundation Opportunity Online Hardware Grant
Ewa Jankowska explained that the grant provides funding for both public-access computers and training in computer advocacy (to press for the purchase of public-access computers). Stan Ransom, Betsy Brooks, and Julie Wever will be attending the advocacy training workshop, and CEFLS will need to host online advocacy training. Member libraries will need to provide a 25% grant match. Two of our libraries will not be participating: Lake Placid because of the match requirement and Keene Valley because the economic status of its service area disqualifies it.

Ewa Jankowska mentioned that the grant pays a 7% administrative fee.

Nancy Howard moved to submit the Gates Foundation grant application. The motion was seconded by Virginia LaPointe. Motion passed unanimously.

2007 CEFLS Annual Report

Michael Spofford mentioned that annual reports had been submitted to the State not only by CEFLS but by all its member libraries.
Nancy Howard moved that the 2007 CEFLS Annual Report be approved. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Bookmobile Drop/Add Policy

Cerise Oberman suggested that since the drop/add guidelines had only been sent to members of the Executive Council, discussion by the Board should be postponed until all the Board members had had a chance to review the document. She proposed that copies be mailed out and the issue taken up at the next Board meeting.

Bookmobile Committee

A new Bookmobile Committee has been proposed by the Executive Council so that the Bookmobile will have a constituent base on the Board of Trustees. The precise charge would be crafted by committee members if the creation of this committee should be approved by the Board.
Discussion included remarks about:
- the high visibility of the Bookmobile in the community
- the importance of good communication between the Board and staff
- the importance of not micromanaging the Bookmobile, keeping the focus on policy issues rather than day-to-day operations
- the possibility of having a single liaison rather than a full committee
Lauren Choate moved to create an ad hoc committee, to be re-evaluated after a period of time to determine if the committee should be made permanent. Lynn Dufort seconded the motion, specifying a 6-month evaluation period, a friendly amendment which Lauren accepted. Motion passed unanimously.
Lynn offered to serve on the committee, and Cerise asked that any other Board members interested in serving please let her know of their interest.

Executive Session

Nancy Church moved to adjourn for Executive Session at 5:22 p.m. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Virginia LaPointe moved to come out of Executive Session at 5:50 p.m. The motion was seconded by David Reuther. Motion passed unanimously.

No recommendations were brought from the Executive Council to the Board.

Next Meeting
The next meeting will be held Monday, April 28th at 4:00 at the CEFLS.

Adjournment
Cerise Oberman adjourned the meeting at 5:50 p.m.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held January 28, 2008

Call to Order

The Board of Trustees meeting was called to order at 4:03 on Monday, January 28th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Lauren Choate, Nancy Church (4:04); Chris deGrandpre; Lynn Dufort, Nancy Howard; Richard Kibben; Virginia LaPointe, Cerise Oberman; Barbara Stowe(4:06); Neil Surprenant (4:19); Maria Tirone

Staff Present: Ewa Jankowska, Director; Michael Spofford; Julie Wever, and Sue Cotter

Others present: Stanley Ransom, Director of the Plattsburgh Public Library; Francie Fairchild, CEFDA; and Fred Smith.

Agenda

Cerise Oberman stated that she would like entertain a motion to amend the agenda. Richard Kibben made the motion. It was seconded by Chris de Grandpre. Motion passed unanimously.

The following amendments were recommended by Cerise Oberman: Swear in the 2008 CEFLS officers following approval of the agenda, move number eleven, “Survey results”, to New Business, add CEF Bylaws to New Business, add Check Signing Resolution to New Business, add Summer Reading Grant to New Business, add Central Library Contract wording change to New Business, and wording change for Member Library Contracts. The Finance Manager/Account Clerk discussion is to be moved to Executive Session

Nancy Howard moved approval of the amended agenda. The motion was seconded by Barbara Stowe. Motion passed unanimously.

Excused Absences

Nancy Howard moved that Charles Racette and David Reuther be excused from this meeting. The motion was seconded by Virginia LaPointe. Motion passed unanimously.

Swearing in of Officers and Trustee

Cerise Oberman swore in Barbara Stowe as Vice President for 2008. Barbara Stowe then swore in Cerise Oberman as President for 2008.

Cerise Oberman swore in Chris deGrandpre as Treasurer for 2008, Nancy Church as Secretary for 2008, and Richard Kibben to renew his term as Trustee and as Member-at-Large for 2008.

Approval of Minutes

Richard Kibben moved approval of the November 26, 2007 Minutes. The motion was seconded by Lynn Dufort. The motion passed unanimously

Financial Report

Lauren Choate moved approval of Abstract dated November 26, 2007. The motion was seconded by Virginia LaPointe. Motion carried unanimously.

Nancy Howard moved approval of Abstract dated December 10, 2007. The motion was seconded by Lynn Dufort. Motion carried unanimously.

Lynn Dufort moved approval of Manual Check dated December 18, 2007. The motion was seconded by Richard Kibben. Motion passed unanimously.

Lynn Dufort moved approval of Abstract dated December 26, 2007. The motion was seconded by Chris de Grandpre. Motion carried unanimously.

Nancy Howard moved approval of Abstract dated January 8, 2008. The motion was seconded by Chris de Grandpre. Motion passed unanimously.

Public Comment Period:

None

President’s Remarks:

Cerise Oberman reported:
ü The request for donations from the trustees at the end of the year has resulted in some very generous donations. We are close to one hundred percent participation, and have taken in $1,450.00 to date. It is a wonderful goal to have met and she hopes it will continue in subsequent years.
ü Cerise asked for the Executive Committee to stay after the meeting to set meeting dates 2008.
ü Contributions of $10.00 towards the “Sunshine Fund” were requested from the board members. The money is to be given to Michael Spofford until it is needed.

Director’s Report

Ewa Jankowska reported:
ü Ewa urged the board members to take a look at the CEFLS website http://www.cefls.org/. The first page has been changed and there are many more to come. The original site originally contained mostly graphics, making it very difficult to make any changes. It also incorporates a “style sheet”, allowing the font, color, etc. to be the same on every page.
ü Later in the meeting when discussing new business we will look at the Central Library Contract for 2008. She would like to report that she attended the last PPL board meeting to inquire as to their thoughts about having one of their trustees attend each CEFLS board meeting and one of the CEFLS trustees attend each PPL board meeting. It was agreed that this section should be omitted since they are open meetings, anyone can attend if they would like to, and both Stan and Ewa try to attend them.
ü There are two items included on Governor Spitzer’s budget that are of interest to us. The first is $3,000,000 for the systems. The lobby efforts will be for an additional $5,000,000. The other item included in the budget, which affects member libraries, is $14,000,000 in construction money.
ü She has spent hours with the Clinton County Civil Service regarding the vacancy created by Kathie LaBombard’s retirement. She had asked if the job description for the position could be updated because the way it could be advertised was very generic, and Civil Service requested that she update all four positions, i.e., Librarian I, Librarian II, Librarian III, and Librarian IV. She is hoping the job description will be edited by the end of the week so that we can begin advertising. The position must be advertised with the Civil Service title, not as a Youth Services Librarian. She tried to include everything we could possibly want in the revised job descriptions.
ü The Summer Reading Grant is something we apply for every year and will be brought up under New Business. It is a pass through grant that gives each member library $100. In Kathie’s absence, Julie has taken over filing for this particular grant.
ü She is not ready to give the board the statistics for the Annual Report. There is a survey for the Member Libraries posted on-line until February 8th. When we submit the Annual Report to the State Library it is both qualitative and quantitative.
ü She has had a very productive meeting with the bookmobile staff. They would really like to go back to a three week schedule. An analysis has been prepared for the Executive Board to review. It has been determined that it would cost about $2,700 per year to institute the three week schedule. She asked the board to consider this request. It was suggested that the question be brought up in regular session, but Cerise felt that there was not yet enough information and that the Executive Committee could raise questions to be answered prior to it being presented to the full board.
ü Legislative Day is on March 11th. Ewa will be going the day before for PULISDO. Elizabeth Rogers and Stan Ransom will be going in the Equinox. There is room for three more passengers.
ü Ewa is hoping to set up appointments with Assemblywoman Teresa Skyward, Assemblywoman Janet Dupery, and Senator Elizabeth O’C. Little prior to Lobby Day. She asked if any of the board members would be interested in joining her. Nancy Church expressed an interest depending on when the meeting was scheduled.
ü Facebook is an on-line social group. The only thing that is required to sign up is an email address. Jesse Feiler has set up a closed group for trustees. The idea is that after the trustee’s training, participants will have a forum to exchange ideas and ask questions. There is another closed group set up library directors. Currently Ewa is still on it, but once it gets going she plans to withdraw. A third open group has been set up for CEFLS. She is trying to put some on interesting links for members of the group to look at. An official invitation has been sent to library directors and trustees to join Facebook.

Plattsburgh Public Library (PPL) Report

Stanley Ransom reported:
ü Stan re-iterated that it is very important to visit our local legislators.
ü PPL has had some changes in staff. Carol, the Adult Services Librarian, has moved back to her home town of Rochester. Caleb Moshier from the Buffalo Graduate Library School has been appointed to the position and will be starting on February 4th.
ü Circulation was up 4,510 in 2007 to a total of 134,077. People seem to be reading more, as well as taking out more audio books.
ü PPL is starting a newsletter that will be mailed out with the city electric bills in order to save postage.
ü One of Stan’s goals this year is to renovate the second floor of the library. He would like to see more groups using the room as a meeting space.

CEFDA Report
ü A summary of the January 14th meeting held at CEF can be found in the board member folders.
ü The next meeting will be held on April 14th at the Ausable Forks Library.

Committee Reports

Executive Committee:
Cerise Oberman reported:
ü The Executive Committee met in December. Discussion items will come up later in this meeting.
Finance
Chris deGrandpre reported:
ü The CEF Library System Finance Committee met at 4:00 p.m. on Tuesday January 15, 2008. Members of the Finance Committee present were Cerise Oberman, Lauren Choate, Maria Tyrone and Chris de Grandpré along with Library System Director, Ewa Jankowska, and Principal Account Clerk, Michael Spofford. The meeting lasted one hour and thirty minutes. Two Agenda Items were discussed: The 2008 Budget and a possible change in the Library System’s banking designation.

ü The Finance Committee reviewed the final version of the proposed 2008 budget to be presented to the Trustees at today’s meeting. The Trustees approved a preliminary 2008 budget August 20, 2007 in order for the Library System to submit a tentative Fiscal Plan to the Clinton, Essex & Franklin County Legislatures in early September of 2007 to meet the Counties’ various budget deadlines. Four months have passed since approval of the Preliminary Budget and we still do not know how much state aid will be available in support of the 2008 Library System’s fiscal plan. This is not unexpected. During the interim, a few budget items have been clarified and dollar amounts changed as needed and without significant impact on the overall budget. The Finance Committee recommends the use of some unexpended funds from the 2007 year to be used as revenue to balance the budget for 2008. Further, we recommend funding be included in the 2008 budget for contingencies or emergencies. Should additional state aid be forthcoming it is possible that the Library System may want to consider amending the 2008 Budget allowing for more services. The reverse could be the case if state funding were scaled back. The recommendation to be made today is our best estimate for the needs of the Library System at this point in time. Motion was made by Chris de Grandpre and seconded by Lynn Dufort. Motion passed unanimously.

ü Recommend a Funded Reserve-Contingency be established and incorporated as a line item in the 2008 budget effective January 28, 2008. The motion was made by Chris de Grandpre to accept, and seconded by Nancy Church. Motion passed unanimously.

ü Recommend the sum of $93,769.52, available after the close of the 2007 fiscal year ending December 31, 2007, be moved from the Undesignated Unrestricted Fund Balance to the newly established Designated Unrestricted Board Reserve-Contingency to balance the 2008 budget. Motion was made by Chris de Grandpre, and seconded by Lynn Dufort. Motion passed unanimously.

ü It is unknown at this time how much State Aid may be forthcoming in support of the revenue side of the 2008 budget. The recommended budget for 2008 reflects a decrease in state aid in the amount of $145,656.72. With adoption of a State Budget hopefully some or all of this aid will be restored.

ü Recommend approval of the 2008 Budget in the amount of $1,103,059.17. The anticipated 2008 CEF Budget including Grants for 2008 is estimated to be $1,258,054.11. Motion made by Chris de Grandpre and seconded by Lynn Dufort. Motion passed unanimously.

ü Ewa and Michael are in conversation with a number of local banks to discern which banking institution CEFLS plans to do business with in the future. Among the issues associated with this review are: The sweep on funds over a specified amount on deposit in various CEFLS accounts, bank fees, interest rates available on funds deposited in money market accounts, CD Rates, etc. Hopefully we will have a recommendation for the Trustees at the February Meeting.

ü I would like to thank Ewa and Michael, the membership of the Finance Committee along with the CEFLS Staff for their hard work in preparing the 2008 Budget Plan.

Nominating Committee
Nancy Howard reported:
ü Nancy made a motion to recommend Lisa M. Newton as a candidate for a trustee to represent Clinton County. The motion was seconded by Lynn Dufort. Motion passed unanimously. Her name and resume will be forwarded to the Clinton County Legislature for appointment.
ü There is still a vacancy for a representative from Essex County.

Personnel Committee
Barbara Stowe reported:
ü The committee is working on formalizing the Director’s evaluation process.

Development Committee:
Nancy Church reported:
ü She reported that donations to CEFLS cannot be made via credit card. Richard Kibben suggested the possibility of using Paypal.

Communications
ü Sue Cotter read a thank you letter from Fred Smith thanking the board for their retirement gift.

Old Business
Nancy Church distributed a summary of the survey project administered by her students. The topic of the survey was the Bookmobile, and the member libraries were asked a series of questions to determine accessibility, service, role of the Bookmobile, programs offered, etc. The summary discusses the results and then makes recommendations. The advertising class may follow up on this and create an ad campaign.

New Business
ü A copy of the Board of Trustees Bylaws with changes highlighted can be found in the trustee folders. Cerise asked that the trustees review this document prior to the meeting in February, at which time the changes will be voted on.
ü Barbara Stowe read aloud a resolution listing the approved check signers on both the general and payroll accounts at Key Bank. They are Cerise Oberman, Barbara Stowe, Chris de Grandpre, Richard Kibben, and Ewa Jankowska. Manual checks over one thousand dollars require two signatures. Neil Surprenant moved to accept the resolution. The motion was seconded by Nancy Church. Motion passed unanimously.
ü There is a summary of the Summer Reading grant in the trustee folders. Virginia LaPointe made a motion to accept the application. The motion was seconded by Neil Surprenant. Motion passed unanimously.

Executive Session
Richard Kibben moved for adjournment to Executive Session at 6:05. The motion was seconded by Virginia LaPointe. Motion passed unanimously. Purpose of the session was negotiations.

Maria Tirone made a motion to come out Executive Session at 6:15. The motion was seconded by Nancy Howard.

Barbara Stowe made a motion to increase the salary of the Senior Account Clerk by $3,000 each year for the next three years, beginning in 2008 and continuing through 2010, for a total increase of $9,000. The motion was seconded by Lynn Dufort. Motion passed unanimously.

Next Meeting
The next meeting will be Monday, February 25th at 4:00 at the CEFLS.

Adjournment
The meeting adjourned at 6:20.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held November 26, 2007

Call to Order

The Board of Trustees meeting was called to order at 4:01 on Monday, November 26th at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Lauren Choate, Nancy Church (4:10); Chris deGrandpre; Lynn Dufort, Nancy Howard; Richard Kibben; Cerise Oberman; Charles Racette (4:04); David Reuther (4:13); Fred Smith; Neil Surprenant (4:12);

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

Others present: Stanley Ransom, Director of the Plattsburgh Public Library; Francie Fairchild, CEFDA; and Judy Rose, PPL trustee.

Excused Absences

Lynn Dufort moved that Virginia LaPointe, Patsy McCaughin, Barbara Stowe, and Maria Tirone be excused from this meeting. The motion was seconded by Chris de Grandpre. Motion passed unanimously.

Agenda

Lauren Choate moved to accept the agenda. The motion was seconded by Fred Smith and passed unanimously.

Approval of Minutes

Lynn Dufort moved approval of the October 22, 2007 Minutes. The motion was seconded by Nancy Howard. The motion passed unanimously

Financial Report

Richard Kibben moved approval of Abstract dated October 16, 2007. The motion was seconded by Lynn Dufort. Motion carried unanimously.

Lynn Dufort moved approval of Abstract dated October 29, 20077. The motion was seconded by Charles Racette. Motion carried unanimously.

Chris de Grandpre moved approval of Abstract dated November 13, 2007. The motion was seconded by Lynn Dufort. Motion carried unanimously.

Public Comment Period

None

President’s Remarks

Cerise Oberman reported:
v A warm welcome was extended to Stanley Ransom, the new director of the Plattsburgh Public Library.
v Since the Executive Committee will be meeting in two weeks she asked that if a member or committee of the board had any agenda items to please let her know. They will be looking at the current by-laws as recommended by Patsy McCaughin.
v Franklin County has voted in the 5% increase in 2008 funding for CEFLS.
v Clinton County has included a 5% increase in the proposed budget. The public budget hearing is to held on December 5th at 7:00pm. Nancy Church and Ewa Jankowska will attend the hearing, and Chris de Grandpre will try to attend.
v Essex County did not include the 5% funding increase in their budget for 2008. Fred Smith, Ewa Jankowska, and Michael Spofford attended the hearing held on November 26th. Attendance seemed necessary to build recognition of the CEFLS for future requests.

Director’s Report

Ewa Jankowska reported:
v Thanks to the board members for their help and their editorial input in the compilation of the letters sent to the legislators concerning CEF funding in each of the county annual budgets.
v The CEF staff has begun to work on the compilation of data for the 2007 Service Priorities. In January she will report the results to the board.
v We now have twenty-one libraries automated, and four more are working on it.
v Bar-coding is going full speed in Rouses Point.
v Julie Wever and her staff have begun work on the evaluation of the bookmobile stops and service. With this and the results of the survey being done by Nancy Church’s students we hope to present the board with an updated policy for adding and deleting stops. The bookmobile staff would like very much to return to a three week schedule, as opposed to the four week schedule currently in place.
v She has worked with Nancy Church on the development of the survey. Nancy’s students will call each of the member library directors to learn their perception of the current bookmobile stops and service. We need to make sure that the bookmobile is serving the population that the member libraries do not serve.
v Kathie LaBombard has submitted a letter of announcing her retirement, effective December 28th of this year.
v The premium for the health insurance offered by NYSHIP will have approximately a 10% increase in 2008. The increase for Community Blue, our HMO, is 25%. We are meeting with our insurance broker on November 27th to discuss other options that may be available.

Plattsburgh Public Library (PPL) Report

Stanley Ransom reported:
v He and the PPL Board of Trustees have presented the PPL budget to the city council.
v He feels very privileged to be working at PPL, and is looking forward to a good relationship with CEF.

Clinton-Essex-Franklin Directors Association (CEFDA) Report
v A summary of the October 29th meeting held at the Paine Library in Willsboro can be found in the board member folders.
v The next meeting will be held on December 3rd at CEF.

Committee Reports

Executive Committee
Cerise Oberman reported:
v The Executive Committee will meet on the second Monday in December.

Finance Committee
Chris deGrandpre reported:
v The Finance Committee met on November 14th. They looked at the 2008 budget and Michael discussed proposals he has been working on with several banks. He will have more information for the committee in January. They had intended to present the budget to the board at this meeting, but are waiting for clarification on county funding, health insurance costs, fuel costs, and the capital replacement schedule. The goal is to have enough funds so as not to have to borrow as we wait for anticipated state aid so as to eliminate the associated costs of borrowing.
v Also talked about was the need to provide more training for local libraries, trustees, and CEF staff.
v They are looking at the possibility of reinstating the annual meeting.
v The plan is to get the proposed budget out to the trustees in early January so that you will have ample time to review it before the January meeting.

Nominating Committee
Nancy Howard reported:
v A motion was made by Nancy Howard for Nominations for the officers of the CEF Board of Trustees in 2008 as follows: Cerise Oberman for President, Barbara Stowe for Vice President, Chris de Grandpre for Treasurer, Nancy Church for Secretary, and Richard Kibben for Member at Large. The motion was seconded by Fred Smith. Motion carried unanimously.
v No motions for other nominations were made from the floor.
v Charles Racette made a motion to close the nominations. The motion was seconded by Nancy Church. Motion passed unanimously.
v There will be two openings on the board for 2008, one in Essex County and one in Clinton County. Jerry McGovern was suggested as a possibility for Clinton County.

Development Committee
Nancy Church reported:
v In the individual board folders the trustees will find a letter asking for support of CEF in the form of a donation. We are looking for 100% board participation this year.

Old Business
v Nancy Church reported that the students are doing a pre-test with friends and will start calling the library directors next week. It was decided that when the data is being put together the directors will be kept anonymous, except in specific requests for their service area.

New Business
v Ewa Jankowska announced that the Service Priorities for 2008 were included in the board packet and that she would like the board to make a motion to accept them. Neil Surprenant made the motion, which was seconded by Lynn Dufort. Motion passed unanimously.
v Ewa also announced that the variance requests for the Dannemora Free Library and the Belden-Noble Library in Essex for a variance from the required hours were included in the board packet and needed to be voted on. Fred Smith made a motion to accept the requests. The motion was seconded by Richard Kibben. Motion passed unanimously.

PPL Board Meeting
v Nancy Church will attend the meeting on November 27th.

Executive Session
Fred Smith moved for adjournment to Executive Session at 5:05. The motion was seconded by Charles Racette. Motion passed unanimously. Purpose of the session was negotiations.

Next Meeting
The next meeting will be Monday, January 28th at 4:00 at the CEFLS.

Adjournment
The meeting adjourned at 5:20.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held October 22, 2007

Call to Order

The Board of Trustees meeting was called to order at 4:01 on Monday, October 22nd at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

New Trustee

David Reuther was affirmed by Cerise Oberman as a new trustee representing Essex County.

Roll Call

Present: Nancy Church(4:07); Chris deGrandpre; Lynn Dufort, Nancy Howard; Richard Kibben; Virginia LaPointe, Patsy McCaughin; Cerise Oberman; Charles Racette(4:04);David Reuther; Fred Smith; Barbara Stowe(4:04), Maria Tirone(4:07)

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

Others present: Sonia Long, Director of the Plattsburgh Public Library, Francie Fairchild, CEFDA, Virginia Brady, PPL trustee, and Judy Rose, PPL trustee.

Excused Absences

Lynn Dufort moved that Lauren Choate and Neil Suprenant be excused from this meeting. The motion was seconded by Patsy McCaughin. Motion passed unanimously.

Agenda

Nancy Howard moved to accept the agenda. The motion was seconded by Virginia LaPointe and passed unanimously .

Approval of Minutes

Fred Smith moved approval of the August 20, 2007 Minutes. The motion was seconded by Richard Kibben. The motion passed unanimously

Financial Report

Fred Smith moved approval of Abstract dated August 20, 2007. The motion was seconded by Richard Kibben Motion carried (13-0-0).

Barbara Stowe moved approval of Abstract dated September 4, 2007. The motion was seconded by Virginia LaPointe Motion carried (13-0-0).

Charles Racette moved approval of Manual Check dated September 11, 2007. The motion was seconded by Chris deGrandpre. Motion carried (13-0-0).

Lynn Dufort moved approval of Abstract dated September 17, 2007. The motion was seconded by Patsy McCaughin. Motion carried (13-0-0).

Virginia LaPointe moved approval of Abstract dated October 1, 2007. The motion was seconded by Richard Kibben. Motion carried (13-0-0).

New Trustee

Maria Tirone was affirmed by Cerise Oberman as a new trustee representing Franklin County.

Public Comment Period:

None

President’s Remarks:

Cerise Oberman reported:
v Thanks were extended to Neil Suprenant for his invitation to host the board meeting at Paul Smith’s on two separate occasions. We failed to make a quorum, but a thank you is in order.
v It is getting to be legislative budget time. This is a very important time for the trustees to weigh in with their legislators and to attend the public budget hearings.
v Several years ago the board began a tradition on the board to make personal contributions and donations to CEF so to set a model for others out in the community. It is getting to be the time of the year when members of the board should start thinking about what they would like to give.

Director’s Report

Ewa Jankowska reported
v Trustee forums conducted by Jesse Feiler were held on both Saturday October 13th and October 20th. The evaluations completed at the end of each forum indicate that his presentation was well received. More in-depth training has been requested.
v On Friday, October 19th, Stan Ransom held a book repair workshop
v During the week Ewa attended the 2007 NYLA Convention in Buffalo. She took part in the PULISDO group meeting.
v While there she learned that the $8,000,000 “special” funding for library systems in New York State, which includes school library systems, is in the budget of the Education Department for next year.
v Also, NYLA is going to introduce new legislation for the Family Literacy Grant that would increase the amount of the grant from $300,000 to $1,200,000. “Take A Bite Out Of Books” is one of the programs recently funded by this grant. We currently do not have the funds do continue the program, although the noon Plattsburgh Rotary Club has donated $300 towards it, and the breakfast Rotary has donated an additional $200. To keep it going we need a total of $6000.
v The Kiwanis Club, thanks to Dr. Nancy Church, donated $500 for the “playaway” program. These are one unit audio books that allow the user to plug in the earphones included and listen to a book, which is an advantage for those who cannot afford an MP3 player for downloadable audio books or are technologically challenged. Additionally, we received $500 from the Kiwanis at an earlier date for very early childhood materials.
v Plattsburgh Chamber of Commerce had an interesting program on identity theft and computer security that might be of interest to CEF and those member libraries which had been automated. Ewa will try to invite Jerome Miner, an investigator working in the Computer Crime Unity for the New York State Police to give a presentation at CEFLS.
v Ewa spoke to the SIRSI/DYNIX representative in Buffalo about the future of Horizon. One of the possibilities will be moving data to a remote server supported by the company.
v She spoke to a representative from Encyclopedia Brittanica who offers a data base that would be very useful to the public. It might be beneficial, funds permitting, to offer this service in the future. The cost for the service is only $5,000.
v In-house payroll is running smoothly. We now have a separate bank account for payroll.

Plattsburgh Public Library (PPL) Report

Sonia Long reported:
v The PPL board has offered the position of Director to Stanley Ransom, former Director of CEF.
v TABOB (Take a Bite Out of Books) was a two year grant provided by the State. Plattsburgh Public Library was the lead agency for the grant. Money not used for consultants was spent buying materials for the ten participating libraries such as “Hooked on Phonics” to help children who are learning to read
v The driveway is now one way with the entry on Brinkerhoff Street and the exit going onto Oak Street.
v The mayor’s budget came out on Friday, October 19th, and does not look as bad as was anticipated.
v Sonia expressed a goodbye to everyone and spoke about how wonderful it had been to work with CEF. She plans to continue lobbying for the libraries in her retirement. A special thanks was extended to Ewa.
Virginia Brady reported:
v Judy Rose, another member of the PPL board, was introduced. She and Virginia will be sharing the responsibility of attending the CEF board meetings.

Clinton-Essex-Franklin Directors Association (CEFDA) Report
v The next meeting will be held on October 29th at the Paine Memorial Library in Willsboro. There will be a luncheon following the meeting to say good bye to Sonia Long, Niki Kourofsky, and Anne de la Chapelle.
v The trustees from the Chazy Library were very pleased with the trustee forum held at CEF.

Committee Reports

Executive Committee:
Cerise Oberman reported:
v The Executive Committee has agreed to look through the bylaws by the meeting in January to determine whether or not they should be revisited and, if so, how extensively.v

Finance
Chris deGrandpre reported:
v A resolution was made by Chris that the Director of CEF and the following members of the Board of Trustees of the CEFLS: President, Vice-President, Treasurer, and Member-at-Large be named as authorized signers on the Payroll account #325210052206. Further resolved that the Director and Officers of the board will execute the “Depository Account Resolution” and “Signature Card” for Key Bank after the October 22, 2007 meeting. Resolution was seconded by Fred Smith. Motion carried (13-0-0).
v A motion was made by Patsy McCaughin to pass a resolution to accept the annual independent audit. Motion was seconded by Lynn Dufort. Motion carried (13-0-0).
v The preliminary budget approved at the August 20, 2007 meeting for the purpose of requesting funding from the three counties for 2008 needs be better defined and presented to the board for review and approval. The Finance Committee will meet during the first two weeks of November to refine the budget proposal and prepare it to present at the November 26th meeting.
v David Reuther has been asked to serve as a member of the Finance Committee.

Nominating Committee
Nancy Howard reported:
v Patsy McCaughin from Essex County and Fred Smith from Clinton County will be leaving the board at the end of this year.
v Patsy is already working on a possibility for her replacement.
v We need to find a replacement for the Clinton County representative.

Advocacy Committee:
Lynn Dufort reported:
v The Advocacy Committee has not met again. However, Lynn worked with Julie Wever to put together more materials for advocacy that were distributed to the board.

New Business
Dr. Nancy Church reported on the marketing research project being done by her students:
v The research will be focusing on the librarians within the CEF Library System.
v It will be mostly a structured survey, with some open ended types of questions.
v They would like to do a census of all of the libraries, rather than a sample as is done in most surveys.
v The survey will look at their perception of how we, including the bookmobile, serve the libraries and the whole region.
v The students will have to provide questions. By being multiple choice there will be response categories provided.
v Prior to today’s meeting Nancy had distributed the research objectives and question topics.
v Lynn Dufort suggested adding “how” to question #6. It originally said “Do you promote the bookmobile? Why or why not?”
v The primary customers of the System other than the bookmobile patrons are the libraries.
v The idea behind the survey is to strengthen our service.

PPL Board Meeting
v Charles Racette will attend the PPL board meeting on October 23rd.
v Dr. Church will attend the meeting on November 27th.

Executive Session
Nancy Church moved for adjournment to Executive Session at 5:20. The motion was seconded by Charles Racette. Motion passed unanimously (13-0-0). Purpose of the session was personnel matters.

Regular Session

The board returned to regular session at 5:45. Fred Smith moved to adopt the resolution to approve Ewa Jankowska’s reappointment as System Director from October 1, 2007 through December 31, 2009. Chris deGrandpre seconded the motion. Motion carried unanimously (13-0-0).

Next Meeting
The next meeting will be Monday, November 26, 2007 at 4:00 at the CEFLS.

Adjournment
The meeting adjourned at 5:55.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held August 20, 2007

Call to Order

The Board of Trustees meeting was called to order at 4:02 on Monday, August 20 at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Nancy Church(4:06); Chris deGrandpre; Lynn Dufort, Nancy Howard; Richard Kibben; Virginia LaPointe, Patsy McCaughin; Cerise Oberman; Charles Racette; Fred Smith; Barbara Stowe(4:04), Neil Suprenant

Staff Present: Ewa Jankowska, Director; Michael Spofford, and Sue Cotter

Others present: Sonia Long, Director of the Plattsburgh Public Library, Francie Fairchild, CEFDA

Excused Absences

Nancy Howard moved that Lauren Choate and David Reuther be excused from this meeting. The motion was seconded by Virginia LaPointe. Motion passed unanimously (12-0-0).

Agenda

Neil Suprenant moved to accept the agenda. The motion was seconded by Virginia LaPointe and passed unanimously (12-0-0).

Approval of Minutes

Lynn Dufort moved approval of the July 23, 2007 Minutes. The motion was seconded by Fred Smith. . The motion passed unanimously (12-0-0). Cerise Oberman noted one correction in the Financial Committee report.

Financial Report

Richard Kibben moved approval of Abstract dated July 23, 2007. The motion was seconded by Fred Smith. Motion carried (12-0-0).

Lynn Dufort moved approval of Abstract dated August 6, 2007. The motion was seconded by Patsy McCaughin. Motion carried (12-0-0).

Public Comment Period:

Sonia Long, who has retired from the Plattsburgh Public Library, will be covering the director’s position on a part-time basis until her replacement is found.

President’s Remarks:

Thanks to the Nomination Committee for all the work they have done. Thanks also to Lynn Dufort for taking on the Advocacy Committee.

Director’s Report

Ewa Jankowska reported:
ü The bookmobile is working reasonably well, with the exception of a continued problem with an air pressure hose. We are trying to get Matthews to replace the entire unit, rather than just the hose. They have assured us that the warranty on their work will last indefinitely.
ü We have been working very hard on the construction grants. They will be reviewed under “New Business”.
ü Michael attended the MIP training for the payroll module we are installing. Beginning in September he will run the payroll on the new system side by side with our current ADP payroll to ensure there are no problems. Assuming there are none, we will go live with in-house payroll for the fourth quarter.
ü Michael is changing some of the accounting system set-up to provide better reporting.
ü Ewa went to Potsdam on Monday, August 13th. She is now on the board of the Northern New York Library Network (NNYLN). At this meeting she and Steve Bolton of the North Country System continued discussion of joining forces. She also discussed the possibility of a shuttle van between Massena and Akwesasne with John Hammond, director of the NNYLN.
ü One van delivery has been added to the 2008 preliminary budget.
ü The board needs to approve the preliminary budget at this meeting because the three counties require submission of our budget requests by September 7th, and they must be accompanied by the 2008 budget.
ü CEFLS is applying for a construction grant this year, for the first time ever, in order to purchase a new server and renovate the server room.
ü The audit statement for 2005-2006 is included in the board member folders. The auditor gave us a very good report.
ü Ewa has met with Jesse Feiler to arrange for trustee’s training on either October 13th or 20th. The training would consist of defining the roles of the library director and that of the board. He also plans to have open discussion regarding other concerns of the libraries to help plan for another session in the spring.
ü We have received our first “Playaway” single unit audio book/player for those haven’t learned how to transfer books to an MP3 player. These players are possible due to a grant from the Kiwanis. This would be a good service for us to publicize.

Plattsburgh Public Library (PPL) Report

Sonia Long reported:
ü The library board is doing a search for her replacement and she hopes that someone will be in place in another month or so.
ü They are finishing up with TABOB and she has talked to the state about using the remainder of the funds from the grant. She has talked to Kathie LaBombard about possibilities and hopes to have it spent in the next couple of weeks.
ü The library is currently in the midst of negotiations. Due to the financial condition of the city it is unknown what will happen to the library and to other city offices over the course of the next couple of months.
ü Patty Perez, director of the Lake Placid Library, shadowed Sonia for an entire day.
ü PPL is applying for a construction grant to cover expenses for the front steps and a new air conditioner.
ü They are working on their Central Book Aid purchases. This money is available for adult non-fiction material. Last year CEFLS received the money “Septemberish”. She currently has to juggle finances because of the timing of the State’s payments.

Clinton-Essex-Franklin Directors Association (CEFDA) Report
o The next meeting will be held in September at the Paine Memorial Library in Willsboro.

Committee Reports

Executive Committee:
Cerise Oberman reported:
ü Their focus is currently on the director’s contract.

Finance
Chris deGrandpre reported:
ü On August 7th the committee met and reviewed the 2008 preliminary budget. Some suggestions for changes were made at that time and are reflected in the report found in the trustee folders. It will be submitted to each of the three counties in September. We are asking for a 5% increase in funding from each.
ü Ewa added that in order to balance it they had to put in the fund balance from this year, twelve percent was added to the health insurance expense, worker’s compensation insurance is paid through July of 2008, the DYNIX maintenance contract went up, revenue has increased because more libraries are on-line, we are still paying on the old server but since it’s the last year the interest is minimal, there is an increase in travel expense because she would like employees to be able to attend more training events, contractual expenses have gone up due to the lease on the new copier and the purchase of the payroll module, building expenses are expected to be lower. The preliminary budget includes expected State Aid without the supplemental monies we received this year.
ü Fred Smith made a motion to adopt the preliminary budget for 2008. The motion was seconded by Lynn Dufort. Motion passed (12-0-0).
ü Chris asked the board members to review the independent audit in the trustee folders to prepare for a discussion on it at the September meeting. The Finance Committee will try to meet with the auditor prior to the next board meeting.

Nominating Committee
ü The nominating committee is ready to present their nomination, Maria Tirone, from Franklin County.
ü The Franklin County Board of Legislators has already passed a resolution appointing Ms. Tirone to the board.
ü Franklin County will now have a balanced representation of the county on the board.
ü Nancy Howard made the motion to affirm the Franklin County Board’s appointment of Maria Tirone to the board. The motion was seconded by Neil Suprenant. Motion passed unanimously (12-0-0).
ü Nancy asked that if anyone is thinking of resigning from the board to please also be thinking of possible replacements.

Advocacy Committee:
Lynn Dufort reported:
ü The Advocacy Committee met on August 20th. The committee is going to ask Julie to join them and share her knowledge and skills.
ü Advocacy should be from everyone on the board.
ü We need to begin locally and with the state legislators, Election Day is only 62 days away.
ü The committee would like to see the extra money in this year’s state aid become permanent. This is one area where meeting with or writing to our legislator’s is important.

New Business
ü Some discussion arose regarding absenteeism. According to the by-laws, a trustee with three unexcused consecutive absences is deemed to have resigned. The Executive Committee will take a look at this issue.
ü Patsy McCaughin suggested that a committee be formed to review the by-laws.
ü The construction grant requests for the system and member libraries are in the trustee folders to be approved.
ü Ewa reported that we are submitting the amounts requested by each library, with the exception of Ticonderoga. The amount requested put us over the $318,676 allowed, so their request was reduced by about $21,000. There is another annual grant for $18,000 that Ticonderoga can apply for to cover most of the difference.
ü Neil Surprenant made a motion to approve the construction grant applications. The motion was seconded by Lynn Dufort. Motion passed unanimously (12-0-0).

Executive Session
Nancy Church moved for adjournment to Executive Session at 5:08. The motion was seconded by Charles Racette. Motion passed unanimously (12-0-0). Purpose of the session was personnel matters.

Next Meeting
The next meeting will be Monday, September 24, 2007 at 4:00 at Paul Smiths.

Adjournment
The meeting adjourned at 5:40 following the closure of executive session.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held July 23, 2007

Call to Order

The Board of Trustees meeting was called to order at 4:04 on Monday, July 23 at the CEFLS, 33 Oak Street, Plattsburgh, NY, by Cerise Oberman, President.

Roll Call

Present: Lauren Choate; Nancy Church; Chris deGrandpre; Lynn Dufort, Nancy Howard; Richard Kibben; Patsy McCaughin; Cerise Oberman; Charles Racette; Fred Smith; Barbara Stowe

Staff Present: Ewa Jankowska, Director; Betsy Brooks (4:08); Michael Spofford, Elizabeth Rogers and Sue Cotter.

Others present: Sonia Long, Director of the Plattsburgh Public Library, Virginia Brady

Excused Absences

Nancy Howard moved that Virginia LaPointe, David Reuther, and Neil Surprenant be excused from this meeting. Motion passed unanimously (11-0-0).

Agenda

Nancy Church moved to accept the agenda. The motion was seconded by Patsy McCaughin and passed unanimously (11-0-0).

Approval of Minutes

Fred Smith moved approval of the June 25, 2007 Minutes. The motion was seconded by Richard Kibben. The motion passed unanimously (11-0-0). Cerise Oberman noted one typo to be corrected.

Financial Report

Fred Smith moved approval of Abstract dated June 21, 2007. The motion was seconded by Chris deGrandpre. Motion carried (11-0-0).

Lauren Choate moved approval of Abstract dated July 10, 2007. The motion was seconded by Nancy Church. Motion carried (11-0-0).

Public Comment Period:

Sonia Long, who is retiring from the Plattsburgh Public Library next month, said good-bye and spoke about how pleasant is has been to work with the CEF staff. She also reported that circulation at PPL has gone up 33% in the four and a half years she has been there.

President’s Remarks:

None

Director’s Report

Ewa Jankowska reported:
o Jim Dawson, Regent, asked the State Library to render an opinion as to whether or not CEFLS is a government entity. What he reported to us is that we are not eligible for a RAN. She and Fred Smith are going to put together a letter to send to the State Library stating our position on this matter.
o We have received our state aid, paid off the line of credit, and are doing a sweep again.
o Last week we had a very fruitful meeting with State Corrections. We will continue to work with them on book selection and programming.
o We have received the paperwork for member items from both Betty Little and Teresa Sayward. This year there is much more paperwork involved than in the past, but we are staying on top of it.
o Dick Panz held a very informative workshop at CEFLS on July 23rd. He is a library consultant for library funding and redistricting. Several CEFLS staff members attended and will be able to provide information to member libraries.
o Last week Ewa attended the Annual Meeting in Willsboro at the Paine Library. There was a wonderful presentation by Peter Schultz, the inventor of fiber optics. He is also a great advocate for broadband in our area.
o Advocacy kits were distributed at the last meeting. There are more in the conference room for those board members who did not receive one. Any suggestions for additions to the kit are welcome.
o Sue has prepared a “Trustee’s Guide”. It includes a list of board members, committee members, policies passed by the board, copies of annual reports, information about the system, and other information that that the board may require at some time.
o The auditor was here all last week. He spoke with Ewa Friday afternoon and told her that every year is better. Thanks were extended to Michael.
o As Betsy’s report indicates, there are now twenty libraries that are automated. There are four others working on automation, and Chateaugay should be going live next month. Wilmington started the process recently, but is moving quickly.
o Betsy and Julie are working on the construction grant for us. Julie is also assisting member libraries with theirs. The construction grants will need to be approved at the next board meeting.

Plattsburgh Public Library (PPL) Report

Virginia Brady reported:
o There will be a dinner to celebrate Sonia’s service at Anthony’s on September 4th at 6:30.
o There has been a search committee formed to find Sonia’s replacement. The position has been advertised in the “Press Republican” and on several websites, but to date there have been very few applicants. She asked that if anyone knows of a qualified applicant to encourage them to apply.
o The air conditioner at PPL has not been working for the last couple of weeks. A new one is being built in Montreal, and she hopes to have it delivered soon. When it is delivered it could cause some traffic flow problems on Brinkerhoff Street.
o The stairs to the library have been temporarily repaired and can again be used by the public to enter the library safely.
o Union negotiations continue.

Clinton-Essex-Franklin Directors Association (CEFDA) Report
o The next meeting will be held in September.

Committee Reports

Executive Committee:
Cerise Oberman reported:
o Legislative sessions are gearing up and we are probably looking at a tentative approval in August for the 2008 budget.
o Advocacy will begin in the fall. Lynn Dufort is pleased with the advocacy kits put together by Julie and Karen, and plans to definitely meet with the Advocacy Committee prior to next month’s board meeting.
o The work on the tunnel has been put on hold temporarily. We need to definitely determine where the property line is between CEFLS and PPL. Also, Sue will take pictures of the current damage and follow up with more pictures for comparison in October to determine if it is getting any worse.
o They need to get a list of possible lawyers to represent CEFLS, but will use Jackie Kelleher for the purpose of negotiations.
o The executive committee is working on getting Ewa’s new contract ready to sign. It will probably be presented to the board at the August meeting.

Development
Nancy Church reported:
o Julie prepared two grant proposals the Kiwanis Club. The Kiwanis gave $500 for the senior “Playaway” book project and $500 for children’s books.
o Nancy is going to get a list of Kiwanis and Rotary Clubs for Julie so that additional grant requests can be made.

Finance
Chris deGrandpre reported:
o Based on additional state aid in the amount of $121,214 the committee recommends that the budget be amended to include this amount. The amount of $58,962 goes to an increase in appropriations, leaving $71,027 that is unallocated. The committee also recommended using this money towards five items on the CEFLS wish list. These five items are a new car, two new chairs, software and training for Michael to do payroll in-house, training and meetings for the staff, and computer equipment.
o Fred Smith made a motion to approve the resolution to amend the budget. The motion was seconded by Charles Racette. Motion passed unanimously (11-0-0).
o Chris deGrandpre made a motion to accept the resolution to purchase a new car, not to exceed $25,000, two new chairs for $400, computer equipment for $21,912, accounting software and training to do payroll in house for $4,350, and $2,500 for training and meetings for CEFLS staff. The motion was seconded by Lynn Dufort. Motion passed unanimously (11-0-0).
o Some of the other items on the priority list have been referred to committees.
o We may have to expend some funds in order to determine what kind of entity CEFLS actually is.
o We borrowed about $134,000 on the line of credit. The interest on the line of credit was $757.67 compared to $5,800 last year on the RAN.

Nominating Committee
Nancy Howard reported:
o She has been talking to two possible candidates. Fred Smith let us know that he was recently told that one of them is not interested. He does have another name that can be discussed at the next meeting.
o She has also talked to two people who would be interested the next time a need arises.

Old Business
o The bookmobile is running! Ewa reported that Masters has guaranteed an unlimited warranty on anything that they repaired.

New Business
o Nancy Church will attend the PPL board meeting on August 28th.

Executive Session
o None held.

Next Meeting
The next meeting will be Monday, August 27, 2007 at 4:00 at the CEFLS .

Adjournment
The meeting adjourned at 4:55 following the closure of executive session. Fred Smith moved for adjournment.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held June 25, 2007

Call to Order

The Board of Trustees meeting was called to order on Monday, June 25,, 2007 at the
Dodge Memorial Library, 144 Lake Street, Rouses Point, NY at 4:05 p.m., by Cerise
Oberman, President. Cerise thanked Andy Ewart, president of the Dodge Memorial Library Board of Trustees, for hosting the meeting.

Roll Call

Present: Nancy Church; Chris deGrandpre; Richard Kibben; Patsy McCaughin; Cerise Oberman; Charles Racette; Fred Smith; Barbara Stowe

Staff Present: Ewa Jankowska, Director; Betsy Brooks (4:08); Michael Spofford, and Sue Cotter.

Others present: Andy Ewart

Excused Absences

Barbara Stowe moved that Lauren Choate, Lynn Dufort, Nancy Howard, Virginia LaPointe, David Reuther, and Neil Surprenant be excused from this meeting. The motion was seconded by Patsy McCaughin and passed unanimously (8-0-0).

Agenda

Patsy McCaughin moved to accept the agenda. The motion was seconded by Nancy Church and passed unanimously (8-0-0).

Approval of Minutes

Fred Smith moved approval of the May 29, 2007 Minutes. The motion was seconded by Nancy Church. The motion passed unanimously (8-0-0).

Financial Report

Nancy Church moved approval of Abstract dated May 29, 2007. The motion was seconded by Richard Kibben. Motion carried (8-0-0).

Richard Kibben moved approval of Abstract dated June 12, 2007. The motion was seconded by Barbara Stowe. Motion carried (8-0-0).

Public Comment Period:

Andy Ewart expressed pleasure that the board had decided to meet at the Dodge Memorial Library. He commented that it should be helpful for the CEF board to see what challenges the member libraries face with their programs and facilities. The Dodge Memorial Library is in need of roof repair and would like to expand to be able to provide space for readers and children’s programs.

President’s Remarks:

None

Director’s Report

Ewa Jankowska reported:
§ Ewa presented the Advocacy Kit to the board members, noting that it had been prepared by Julie, Karen, and the rest of the staff. She hopes the board members will review the manuals and let us know if there is anything that should be added. Also, presentations at different locations or to different organizations may require specific information not already included.
§ Ewa presented the board members with a summary of the State Aid received by CEF in 2006. State aid is our main source of income. She asked the board to review the material and be prepared to discuss it at the next meeting. The estimated aid for 2007 as compared to 2006 is a little over 4% higher, although there is no guarantee that the increased amount will continue in future years..
§ Each of the board members was given a copy of the latest bookmobile newsletter. Ewa stated that so far the bookmobile is running fine, except that there was an air leak in the air pressure system that operates the door. The repairs would have taken another three weeks in Ballston Spa. MA Jerry looked at it and repaired the air leak by replacing an air hose. We are still waiting to hear from Matthews as to whether or not they will extend the warranty, at least for the amount of time (six weeks) that the bookmobile was inoperable. We are also waiting for a list of the repairs that were done, and if there will be any warranty provided on those.
§ As mentioned in Ewa’s written report, she met with Regent Dawson and has asked Janet Duprey to amend the finance law to include CEF in the institutions able to issue a RAN. She asked Regent Dawson if the legal counsel for the NYS Department of Education could help us to determine if we are a government entity. She does not yet know the result of Regent Dawson’s inquiries, but he was meeting with the State Librarian, Janet Welch, today.
§ The grant from Theresa Sayward is with the Ways and Means committee. We should hear something by the end of this month. We have received a confirmation letter for the $25,000 grant from Betty Little for the new servers and to refurbish the small conference room for a server room. We did receive the $3,000 from Clinton County Social Services for youth programs.
§ On July 1, audiobooks will become available on the CEF website. There is a brochure and bookmark advertising it in the board member folders. The CEF staff will be trained on using this service on Wednesday, June 27. The company we chose to go with allows an unlimited number of people downloading a single book. They also add about thirty books each month. A book can be downloaded for twenty-one days, and can then be renewed. Ewa demonstrated that a book on CD’s can take up to ten or more CD’s. The MP3 player can hold up to three or four books. It is a very exciting program.
§ The CEF audit will begin on July 16.
§ We have received four quotes for filling in the tunnel. The cost ranges from $5,600 to almost $11,000. Reinforcement would cost $3,800. There are a few options: do nothing, reinforce it, or fill it in and be done with it. Cerise suggested the issue be put before the executive counsel.

Plattsburgh Public Library (PPL) Report

Ewa Jankowska reported:
§ The circulation is climbing up.
§ The Department of Public Works is working on fixing the front steps to the library.
§ The “Take a Bite Out of Books” competition, with Kathie LaBombard’s help, was a success. Ten member libraries participated.
§ Ewa attended the PPL Friends of the Library annual luncheon. The speaker, Margaret Barkley who wrote a book entitled Grisha, was very good.
§ Sonia Long is still planning to retire in August.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild submitted a CEFDA report that is in each board member’s folder. Betsy reported that it was a very good meeting and that they discussed the downloading of audiobooks and coordinated collection development.

Committee Reports

Advocacy Committee:
§ The Advocacy Committee was unable to meet today.

Finance Committee:
Chris DeGrandpre reported:
§ Ewa and Michael revised the estimated budget for 2007. The board packed includes a copy of the new budget. This is generated after learning the amount of our state aid and reviewing other financial considerations for the year. Chris deGrandpre moved to accept the second amendment to the budget. The motion was seconded by Fred Smith and passed unanimously (8-0-0).
§ There is still a “wish list” that needs to be prioritized and will be discussed at the July Finance Committee meeting.
§ Chris made a motion for the implementation of a policy by which the director of CEF has the authority to approve up to $2,000 exceeding the budget for an individual line item. Chuck Racette moved to accept the motion. It was seconded by Nancy Church. Motion passed unanimously (8-0-0).
§ At the last Finance Committee meeting, the committee members discussed the financial implications of negotiations.
§ The Finance Committee also discussed whether or not the PPL grant being administered by CEF should be segregated, and came to the conclusion that it should not.
§ The Finance Committee discussed the funding for the bookmobile assessment to be done by Nancy Church’s class. It was decided that more information is needed before moving forward. Nancy will provide a proposal for the project.

Nominating Committee:
§ Nancy Howard is still working diligently to find a candidate from the Malone area. Donna Hanus and Lynn Dufort are also involved in the project.

Personnel Committee
§ Barbara Stowe is still working on the first cut of a job description/evaluation form for the director. Once the first cut is complete it will be distributed to the Personnel Committee to be reviewed and commented upon. She will then take those comments and evaluate them, making necessary changes to the form. The committee has not tackled the question of who will do the evaluation.

Old Business
§ None discussed.

New Business
§ Chuck Racette will attend the PPL board meeting on July 24th.

Executive Session

Fred Smith moved that the board enter executive session at 4:45. The motion was seconded by Nancy Church. The Executive Session was held to discuss negotiations.

Next Meeting
The next meeting will be Monday, July 23, 2007 at 4:00 at the CEFLS .

Adjournment
The meeting reconvened at 4:55 following the closure of executive session. Patsy McCaughin moved for adjournment. The motion was seconded by Fred Smith and passed unanimously (8-0-0).

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held May 29, 2007

Call to Order

The Board of Trustees meeting was called to order on Tuesday, May 29, 2007 at the
Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:03 p.m., by Cerise
Oberman, President.

Roll Call

Present: Lauren Choate; Nancy Church(4:04); Chris deGrandpre; Lynn Dufort; Richard Kibben; Virginia LaPointe; Cerise Oberman; Charles Racette; Fred Smith

Staff Present: Ewa Jankowska, Director; Betsy Brooks; Michael Spofford, and Sue Cotter. Kathie LaBombard joined the meeting at 5:00

Others present: None

Excused Absences

Virginia LaPointe moved that Nancy Howard, Patsy McCaughin, David Reuther, Barbara Stowe, and Neil Surprenant be excused from this meeting. The motion was seconded by Lauren Choate and passed unanimously (9-0-0).

Agenda

A vote on the State Aid Budget Application was added to the agenda. Nancy Church moved to accept the revised agenda. The motion was seconded by Lynn Dufort and passed unanimously (9-0-0).

Approval of Minutes

Lynn Dufort moved approval of the March 26, 2007 Minutes. The motion was seconded by Richard Kibben. The motion passed unanimously (9-0-0).

Financial Report

Fred Smith moved approval of Abstract dated March 21, 2007. The motion was seconded by Lynn Dufort. Motion carried (8-0-0).

Lynn Dufort moved approval of Abstract dated April 2, 2007. The motion was seconded by Lauren Choate. Motion carried (9-0-0).

Nancy Church moved approval of Abstract dated April 19, 2007. The motion was seconded by Lynn Dufort. Motion carried (9-0-0). Nancy Church questioned the payment for cell phones, and it was made clear that the amount paid was for all four cell phones used by the CEF staff.

Nancy Church moved approval of Abstract dated May 1, 2007. The motion was seconded by Fred Smith. Motion carried (9-0-0).

Discussion arose concerning discarded books and the payment made to New England Waste Management Systems. Alternatives mentioned were book sales, donations to missions, and finding out if Ken Lucia, who bought the old bookmobile and has picked up books at PPL and in Chazy, would be interested in them.

Richard Kibben questioned payments made to Consultants. Ewa explained that the money for those payments come from grants and are for programs given at the correctional facilities.

Nancy Church moved approval of Abstract dated May 14, 2007. The motion was seconded by Fred Smith. Motion carried (9-0-0).

Public Comment Period:

No public comment.

President’s Remarks:

Cerise Oberman reported:
v The board’s newest member, David Reuther, has been ill and has been and is undergoing treatment. He plans to begin attending meetings when his treatment is complete.
v The meeting on June 25, 2007 will be held at the Dodge Memorial Library in Rouses Point.
v Please let Sue Cotter know by the Friday prior to the board meeting whether or not you will be able to attend.

Director’s Report

Ewa Jankowska reported:
v We would like to go ahead with Fuller Excavating to repair the tunnel that runs between CEFLS and PPL.
v We are having the area around the building raised, sealed, and landscaped so that water will run away from it instead of towards it.
v We would like to combine the work done by Fuller Excavating and renovation of the server room in a construction grant. We would be reimbursed by the grant for 50% of our expense.
v Horizon is not going to be further developed, though it will to provide support for at least a couple of years. At the NNYLN Annual Meeting, Ewa spoke to Steve Bolton of the North Country Library System about the possibility of joining forces.
v Congratulations to Betsy for organizing and completing computer trouble shooting workshops. They were very well received.
v Saturday there will be a Take a Bite Out of Books event held at the Champlain Centre Mall. There are ten libraries and fourteen teams. This is organized by the Plattsburgh Public Library, but thanks also go out to Kathie LaBombard for her efforts in making TABOB a success.
v Dannemora Free Library goes live on May 30, 2007. Wadhams will go live in June.
v We understood that we are to receive a $5,000 grant from Theresa Sayward, but it has not yet been received. We will be following up on that this week.
v Ewa and Betsy both went to Utica for training on “Outcome Based Evaluations” needed when applying for a state grant. They also had the opportunity to see their server room, which is set up so that the servers can be easily worked on from all sides.

Plattsburgh Public Library (PPL) Report

Ewa Jankowska reported:

v Sonia Long is retiring from PPL in August. A search committee is being formed to look for her replacement. A salary survey will be done to find out how much librarians in similar positions are making. The State Library is going to provide salary information from the Annual Reports. Sonia is to reclassify two positions at PPL.
v PPL is in receipt of a $31,000 donation from an anonymous donor. The funds will be administered by CEFLS.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild submitted a CEFDA report that was in each board member’s folder.

Committee Reports

Finance Committee:
Chris DeGrandpre reported:
v The finance committee will meet on June 13th at 8:00.
v The interest rate on the line of credit at 7.07% is twice that of a RAN. One advantage is that we only borrow and pay interest on the amount we borrow against it.
v Chris asked about the timing of the arrival of state aid. Michael said three things need to happen first. There are financial forms, our Annual Report, the member libraries’ Annual Reports, and the State Aid Budget Application that all need to be submitted. This has been done and we will receive the funds when they are released by the government.

Personnel Committee
Barbara Stowe is working on a first cut of an evaluation form.

Advocacy Committee
Lynn Dufort reported:
v Lynn would like to hold a meeting on June 25th prior to the board meeting in Rouses Point. Sue will contact Andy Ewart to see if this is acceptable to them.

Old Business
v Bookmobile Physical Checkup: Diagnosis and Status - The bookmobile is expected to be ready on Thursday, May 31st. One of the biggest problems with it was that the front wheels were rubbing against the floor of the bookmobile when it turned, which could have caused a serious accident. This was due to there being no stops installed to prevent the wheels from turning too far. That problem, as well as many others, has been fixed. Bob is very hopeful and believes the man who worked on the bookmobile in Ballston Spa has been very thorough. We have asked Matthews proper to extend the warranty at least one more month since the bookmobile has been out of service for that period of time. At this point we have not heard back from them. Ewa is also going to ask Matthews in Ballston Spa for a one year warranty on the work they have just completed.
v Assessment of Bookmobile Services - Nancy Church has offered to have her fall semester class do a project on the assessment of bookmobile services. After doing background research the class would design a survey concerning the services offered, and the location of the bookmobile stops. They would then collect the data and compile a report. Since only two people are allowed to ride on the bus, Nancy asked if there would be a small amount of money ($200-$300) to reimburse the students for gas. She will provide a detailed estimate of what it would cost to Chris for review by the Finance Committee. Lynn Dufort made a motion to accept Nancy’s offer. The motion was seconded by Charles Racette. Motion passed (9-0-0).
v CEF as Governmental Entity: Update – Ewa received another call from Mike Borges, the director of the NYLA. He had been contacted by a legislative body asking his opinion, and needed new copies of the documentation she had sent him last month. We still have no real clear idea of what we are. Chris deGrandpre will talk to Jim Dawson, who may be able to apply some pressure to get an answer. Cerise Oberman will also follow up on it.
v Alcohol and Drug Policy – Ewa reported that there were some minor changes to the policy, the most significant one being that we agreed to pay for a taxi home if an employee came to work impaired. Currently, the policy approved by the board last year is in place. The new policy has been given to Betsy for review, and Ewa will email a copy to each of the board members.
.
New Business
v The CEFLS State Aid Budget Application – The application was filed on time on May 25,2007.
v Nancy Church volunteered to attend the PPL board meeting on June 26th.
v Nancy Church would like to ask Julie to write a proposal to receive funds from the Kiwanis Club. Fred Smith also mentioned the Annual Stewarts Grant.
v Fred Smith moved to renew Ewa Jankowska’s contract through December 31, 2009. The motion was seconded by Lynn Dufort. Motion passed (9-0-0)

Executive Session

Fred Smith moved that the board enter executive session at 5:14. The motion was seconded by Nancy Church. The Executive Session was held to discuss contract negotiations.

The meeting reconvened at 5:45 following the closure of executive session.

Next Meeting

The next meeting will be Monday, June 25, 2007 at 4:00 at the Dodge Memorial Library in Rouses Point.

Adjournment

Lauren Choate moved to adjourn the meeting at 5:55. The motion was seconded by Lynn Dufort. Motion carried (9-0-0).

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held March 26, 2007

Call to Order

The Board of Trustees meeting was called to order on Monday, March 26th, at the
Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:02 p.m., by Cerise
Oberman, President.

Roll Call

Present: Lauren Choate; Nancy Church(4:04); Chris deGrandpre; Lynn Dufort; Nancy Howard; Richard Kibben; Cerise Oberman; Fred Smith; Barbara Stowe.

Staff Present: Ewa Jankowska, Director; Betsy Brooks; Michael Spofford, and Sue Cotter.

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

Excused Absences

Nancy Howard moved that Virginia LaPointe, Patsy McCaughin, Charles Racette, David Reuther, and Neil Surprenant be excused from this meeting. The motion was seconded by Lauren Choate and passed unanimously (8-0-0).

Agenda

The swearing in of David Reuther was removed from the agenda since he was unable to attend the meeting. Barbara Stowe moved approval of the Agenda. The motion was seconded by Lauren Choate and passed unanimously. Motion carried (8-0-0).

Approval of Minutes

Fred Smith moved approval of the February 26, 2007 Minutes. The motion was seconded by Lynn Dufort. The motion passed unanimously (8-0-0).

Financial Report

Nancy Howard questioned our paying meals for the bookmobile drivers. It was said that we have always done this and that it is part of the union contract. Nancy Church questioned the “slush fund”, which is employee donations towards coffee and other kitchen supplies. It was suggested the name be changed to “staff fund” and that the credit card not be used for those purchases. Nancy Howard noted that we are a member of the Plattsburgh North Country Chamber of Commerce and that possibly Ewa could meet with Garry Douglas, the director. Fred Smith moved approval of Abstract dated February 22nd. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (8-0-0).

Fred Smith moved approval of Abstract dated March 6th. The motion was seconded by Lauren Choate. Motion carried (8-0-0).

Public Comment Period:

No public comment.

President’s Remarks:

Cerise Oberman reported:
o The board is going to try a new approach to verifying a quorum for scheduled meetings. Board Members will notify Sue Cotter by the Friday before the meeting whether or not they will be able to attend.
o The April meeting is scheduled for April 23rd at 4:00 at the library in Rouses Point. Sue Cotter will provide directions to the library prior to the meeting. There was some concern that a quorum would not be met for this meeting since several members in attendance said they would not be there. Sue Cotter will try to find out if there will be a quorum prior to the meeting.
o Cerise thanked Ewa Jankowska, Sonia Long, Eileen Clar, Larissa Bigelow, and Dick and Jan Kibben for attending Legislative Day in Albany.
o Governor Spitzer’s Executive Order #3 requires that government meetings be broadcast via the web as of July 1st. Ewa will find out how that affects us.
o NYSALB has invited CEFLS to reconsider membership. It was determined to hold for now.

Director’s Report

Ewa Jankowska reported:
o Michael Spofford applied to three banks for a RAN, something we have been getting for at least ten years. One bank (NBT) called Tom Murnane, our lawyer, and questioned whether or not our type of organization is eligible for a RAN. Ewa has spoken with the State Comptroller and has an appointment with Janet Duprey, our assembly person, in an attempt to obtain a definition of what we are.
o Due to time constraints we have applied for a line of credit in place of the RAN. Citizen’s Bank offered an interest rate of 7.07% on $500,000 for six months. They would require us to move all of our accounts to their bank. Key Bank has said they will either match that rate or give us a lower one.
o Ewa suggested that the board members could send letters to their senators and assembly representatives supporting the legislative proposals for libraries. Sue will resend the proposals to the board members for review.
o Twenty-two of our thirty member libraries were originally approved for the Gates Foundation Grant. We appealed, and Dannemora was added to the list, bringing the total libraries eligible for the grant to twenty-three.
o We are receiving a $6,000 summer reading grant from the State Library that Kathie LaBombard would like to combine with the Science Grant for the “What’s the Big Idea” project currently in progress.
o The summer program is entitled “Get a Clue at Your Library”. Each participating member library can apply for $100 to supplement this program.
o Horizon was a Dynix company product. It is now owned by SIRSI/Dynix and will be discontinued. We still have two years to pay on it, and they will continue support for Horizon until 2009. We currently have the latest version, which Betsy Brooks maintains very well.

Plattsburgh Public Library (PPL) Report

Sonia Long reported:
o Virginia Brady was unable to attend the meeting because she was not aware of it until after she had made other commitments.
o It’s Spring, and the front steps to the library are falling apart again. The broken areas are marked with orange paint.
o The city has applied for a grant for a new phone system that would connect all city offices, including PPL. This means that PPL would no longer be “extensions” for CEFLS, but rather we would have to dial their phone number to reach them.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild reported:
o There will be a CEFDA meeting in the CEFLS boardroom on April 2nd.

Committee Reports

Finance Committee:
Chris DeGrandpre reported:
o The board members have the latest version of a resolution for a line of credit in their folders. The resolution is for a $500,000 line of credit for six months with an interest rate of 7.07% or less from Key Bank. This is a much higher rate of interest than a RAN would have been. Chris deGrandpre moved to accept the resolution. Lynn Dufort seconded the motion. Motion passed unanimously (8-0-0).
o Richard Kibben noted that the line of credit should be drawn down only as needed. Also that some prepayments could be eliminated, unless we would save more by prepaying.
o Chris deGrandpre and Cerise Oberman will sign off on the paperwork for the line of credit. They will determine who can authorize borrowing against the line.
o It is understood that any minor changes to the resolution can be approved by an agreement between Chris deGrandpre, Ewa Jankowska, and Michael Spofford.
o Chris congratulated Ewa, Betsy, and the rest of the staff for all the work done in Rouses Point.

Nominations Committee:

Nancy Howard reported:
o She is having difficulty identifying candidates for the CEFLS Board in Franklin County. She has two good candidates but neither is from Malone. She will email their names to Lynn Dufort and continue to pursue them to fill the empty spot.

Development Committee:

Nancy Church reported:
o Donation acknowledgement letters need to indicate the date the donation was made and that no services were provided for the donation.
o Last year Julie wrote a wonderful letter to the local Kiwanis Clubs. Nancy suggested doing the same every year, It was also suggested we send letters to the Rotary Clubs. Lynn Dufort has a list of area Rotary Clubs and will send it to Nancy Church and Sue Cotter.
o Barbara Stowe mentioned that the letter we sent out to attorneys, etc. was received by a member of her Rotary Club. She was asked to make a presentation and in doing so was impressed by the interest shown in CEFLS. We need to let organizations know we are available to make presentations.

Advocacy Committee

Lynn Dufort reported:
o There will be a meeting on May 29th at 3:00, prior to the board meeting.

Old Business
o Matthews Buses in Ballston Spa will be working on the bookmobile on April 20th. They will install an inverter, build protective box panels to protect circuits, and do a tip to tail inspection, all at no charge. We are hoping to also get reimbursement for Bob’s meals and for having to bring an extra vehicle for transportation. It is possible this will take a few days and that bookmobile runs will have to be rescheduled.
o The bookmobile is currently working fine. The oil sensor is also working well.

.
New Business
o Ewa reported that they are working with the old plan of service when doing the Annual Report. All of the questions were answered, but the report does not reflect all of the accomplishments made by CEFLS during the year. Nancy Howard mentioned saying that in the “suggested improvements” section.
o Cerise commented that the statistics show a lot of what has been accomplished.
o Michael is working with member libraries to insure that everything is reported.
o The Plan of Service and Annual Report will have similar formats in the future.
o Chris deGrandpre moved to accept the Annual Report. Lynn Dufort seconded. Motion passed unanimously (8-0-0).

Executive Session

Fred Smith moved that the board enter executive session at 5:14. The motion was seconded by Nancy Church. The Executive Session was held to discuss contract negotiations and the contract status of a current employee.

The meeting reconvened at 5:45 following the closure of executive session.

Next Meeting

The next meeting will be Monday, April 23, 2007 at 4:00 at the Dodge Memorial Library in Rouses Point.

Adjournment

The meeting was adjourned by the President at 5:45.

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held February 26, 2007

Call to Order

The Board of Trustees meeting was called to order on Monday, February 26th, at the
Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Cerise
Oberman, President. Following the call to order Cerise congratulated Richard Kibbin on his recent honor of being selected as the King of the Saranac Lake Winter Carnival.

Roll Call

Present: Nancy Church(4:04); Lynn Dufort; Richard Kibben; Patsy McCaughin; Cerise Oberman; Fred Smith; Barbara Stowe(4:02); Chris DeGrandpre; Virginia LaPointe; and Neil Surprenant.

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

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

Excused Absences

Fred Smith moved that Lauren Choate, Nancy Howard, and Charles Racette be excused from this meeting. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (9-0-0).

Agenda

Three additions were made to the Agenda by Cerise Oberman. Under Old Business, Construction State Aid was added. Under New Business, Ewa’s Personal Goals and a legislative item from Senator Betty Little’s office were added. Patsy McCaughin moved approval of the Agenda. The motion was seconded by Virginia LaPointe and passed unanimously. Motion carried (9-0-0).

Nomination Committee

Cerise Oberman affirmed Chris DeGrandpre as Treasurer of the Clinton-Essex-Franklin County Library System for 2007.

Approval of Minutes

Barbara Stowe moved approval of the January 22, 2007 Minutes. The motion was seconded by Neil Surprenant. Fred Smith noted that when the board goes into Executive Session the minutes need to include the purpose of the session. Cerise Oberman corrected her statement that board packets would be sent out two weeks prior to the meetings. She said that instead agenda items would be solicited two weeks prior to the meetings. The motion then passed unanimously. Motion carried (9-0-0).

Financial Report

Lynn Dufort moved approval of Abstract dated January 22nd. The motion was seconded by Fred Smith and passed unanimously. Motion carried (9-0-0).

Fred Smith moved approval of Abstract dated February 6th. The motion was seconded by Neil Surprenant. Motion carried (9-0-0).

Public Comment Period:

No public comment.

President’s Remarks:

Cerise Oberman reported:
ü The appointment of David Reuther to the CEFLS Board of Trustees was approved by the Essex County Board of Supervisors.
ü Congratulations to the CEF staff on the progress being made with the automation of the member libraries.
ü The 2007 Trustee Institute will be on May 4th and 5th in Queens. Brochures are available for anyone interested in attending.

Director’s Report

Ewa Jankowska reported:
ü We have received a $75,000 library patron grant from Senator Betty Little. There are no strings attached as to its usage, but Sharon Henderson from Senator Little’s office suggested that a good use might be automation. The member libraries in Keeseville and Dannemora have been waiting for some money in order to automate.
ü Ewa and Betsy Brooks had a conference call with the State Library on February 23rd. There is a new Gates initiative coming around that can be used for hardware only. Another stipulation is that the libraries must participate in the Gates Foundation training. We are in receipt of a list of eligible libraries which includes twenty-two of our member libraries. Not included on the list are Dannemora, Willsboro, Upper Jay, Champlain, Wilmington, Essex, and Keene Valley. Eligibility is based on a minimum of 10% of the residents, or 3000 people, being below poverty level.
ü Ewa will be attending Legislative Day in Albany on March 13th with Sonia Long, Eileen Clar who is the Director at the Chateaugay Memorial Library, and Larissa Bigelow, who is working with Eileen to automate the library. Richard Kibben may also attend. The first meeting is at 10:30 with Senator Betty Little.
ü Betsy Brooks suggested that we present Senator Betty Little with a plaque that Becky Pace from the Peru Library will design for us. The plaque will have library cards of each of the fifteen automated libraries on it.
ü We had received $318,686 from the Construction State Aid Program. The board had approved amounts for distribution to seven of the member libraries. Six of the libraries were able to use the full amount approved. However, due to timing issues, the Black Watch Memorial Library (Ticonderoga) was unable to spend the full amount of $124,000. Approximately $74,000 of the amount originally awarded to them is being reallocated to the North Country Library System, which has sixty libraries compared to our thirty. She reminded everyone that it is very difficult for our libraries to apply for these monies because a 50% match is required and the time frame is very short.
ü Last week Ewa, Julie Wever, and an African American poet named Jackie Warren-Moore visited five correctional facilities: Upstate Correctional Facility, Adirondack Correctional Facility, Camp Gabriels, Lyon Mountain Correctional Facility, and Bare Hill Correctional Facility. At each they were able to see the libraries, meet the librarians and had the rare opportunity to meet the inmates. The inmates participated in the program and had been asked to write poems about themselves. She found the inmates to be very attentive and responsive, and learned a lot about the prison population from their poetry.
ü We get approximately $100,000 for Correctional Facilities. Seventy percent of this is spent on overhead, so the remaining thirty percent must be spent very wisely to serve that population the best we can.

Plattsburgh Public Library (PPL) Report

Sonia Long reported:
ü The $100,000 cut in funding from the City of Plattsburgh did not result in the loss of staff. They have had to cut back in other areas, one of which is books, and are depending on help from the Friends of the Library. One thing they will be doing is holding the Pretty Pot auction again this spring. Last year this event brought in $1,200. The book sale at the end of January brought in $1,700. PPL is lucky to have a very active and supportive group.
ü Despite the cutback in hours of operation, circulation in January of 2007 was up from January of 2006.
ü PPL is a lead agency for a grant called “Take a Bite Out of Books”. Last year an event for this grant was held at the Champlain Mall in August. This year is the second year of the grant and the event will be held in June. A third consultant, Molly Ferrington, has joined PPL and preparation is moving along.
ü Sonia thanked Ewa for her assistance in keeping up to date with technology.
ü Sonia thanked Michael for his help with the annual report.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild reported:
ü There will be a CEFDA meeting in the near future. It is tentatively set for April 2nd.

Committee Reports

Finance Committee:
Chris DeGrandpre reported:
ü The committee met on February 7th. All members were present, as well as Ewa and Michael.
ü There is a need for a RAN (revenue anticipation note) in anticipation of state aid. We will need $450,000 for up to six months. Four banks were contacted, two responded with quotes. Chris DeGrandpre moved approval of going with Key Bank at 3.97% interest by March 5th. Fred Smith seconded the motion. Motion passed unanimously (9-0-0).
ü Michael has prepared preliminary fiscal reports. We are in the black with $59,000 subject to adjustments by the auditors.
ü A resolution was made to establish a funded reserve account. Out of the $59,000, $30,000 would be brought forward revenue in 2007. The remaining $29,000 would be used for the funded reserve account to cover unexpected expenses that have not been budgeted for. He emphasized that this reserve is made up of cash. Lynn Dufort questioned where the money would be kept. Michael answered that that had not been discussed, but it would be on the balance sheet in a separate account. Lynn Dufort also noted that we should maximize earnings on these monies. Barbara Stowe suggested that we should include an amount for the funded reserve in the budget for future years. Chris DeGrandpre moved for acceptance of the resolution. Fred Smith seconded the motion. Motion passed unanimously (9-0-0).

Old Business

ü The Executive Board reported that the problems with the bookmobile do not qualify for intervention from the Attorney General’s office, which means we would have to hire a lawyer to pursue the issue.
ü The supplier has fixed almost all of the problems with the bookmobile, with the exception of the oil sensor. We received a kit from them to correct the trouble there, which is being installed at M.A. Jerry’s on March 5th.
ü Ewa brought up taking the bookmobile to a bus place in Latham for an overall checkup. The Executive Board had asked that the supplier be responsible for the cost of the checkup, but the supplier refused. Ewa is confident that if problems were found the manufacturer would cover the expense of those repairs.
ü A motion was made by Neil Surprenant for the approval of the reduction in the Construction State Aid Program. The motion was seconded by Barbara Stowe. Motion passed unanimously (9-0-0).
.
New Business
ü Cerise Oberman moved for approval to create an Advocacy Committee. Fred Smith seconded the motion. Motion passed unanimously (9-0-0).
ü The former Future Financial Committee has been changed to the Development Committee.
ü David Reuther will be added to some of the committees prior to the next board meeting.
ü Nancy Church moved for acceptance of the 2007 committee assignments. Barbara Stowe seconded the motion. Motion passed unanimously (9-0-0).
ü The purpose of the Property Committee was questioned. The Executive Committee plans to examine that issue.
ü Lynn Dufort scheduled the first Advocacy Committee meeting for March 26th at 3:00.
ü Betsy Brooks was thanked for her effort in preparing the grant application sent to Senator Betty Little’s office for new servers. The amount requested was conservative and included $5,000 to reconfigure the small room across from Michael and Betsy’s offices as the new server room. A motion was made to accept the grant application by Neil Surprenant. Lynn Dufort seconded the motion. Motion passed unanimously (9-0-0).

Executive Session

Fred Smith moved that the board enter executive session at 5:05. The motion was seconded by Lynn Dufort. The Executive Session was held to discuss contract negotiations and the contract status of a current employee.

The meeting reconvened following the closure of executive session.

Next Meeting

The next meeting will be Monday, March 26, 2007 at 4:00.

Adjournment

The meeting adjourned at 5:25. The motion for adjournment was made by Neil Surprenant, and seconded by Fred Smith. Motion passed unanimously (9-0-0).

Respectfully submitted,

Nancy Church
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held January 22, 2007
MINUTES

Call to Order

The Board of Trustees meeting was called to order on Monday, January 22nd, at the
Clinton-Essex-Franklin Library System, 33 Oak Street, Plattsburgh at 4:00 p.m., by Cerise
Oberman, Vice President.

Roll Call

Present: Nancy Church(4:03); Lynn Dufort; Nancy Howard; Richard Kibben; Patsy McCaughin; Cerise Oberman; Charles Racette; Fred Smith; Barbara Stowe; and Neil Surprenant.

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

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

Excused Absences

Fred Smith moved that Lauren Choate, Chris De Grandpre, and Virginia LaPointe be excused from this meeting. The motion was seconded by Lynn Dufort and passed unanimously. Motion carried (9-0-0).

Agenda

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

Nomination Committee

Nancy Howard presented the slate of nominations for officers of the board for 2007 as follows: Cerise Oberman, President; Barbara Stowe, Vice President; Nancy Church, Secretary; Chris de Grandpre, Treasurer; and Fred Smith, Member at Large.

Lynn Dufort moved to accept the nominations. The motion was seconded by Richard Kibben and passed unanimously. Motion carried (9-0-0).

Fred Smith affirmed Cerise Oberman as President of the Clinton-Essex-Franklin County Library System for 2007. Following her affirmation, Cerise Oberman affirmed Barbara Stowe as Vice-President, Nancy Church as trustee for Clinton County and as Secretary, and Fred Smith as Member of Large. Chris de Grandpre will be affirmed as Treasurer at the February 26, 2007 meeting.

Approval of Minutes

Neil Suprenant moved approval of the November 27, 2006 Minutes. The motion was seconded by Nancy Church and passed unanimously. Motion carried (9-0-0).

Financial Report

Cerise Oberman moved approval of Abstract dated November 14. The motion was seconded by Neil Suprenant and passed unanimously. Motion carried (9-0-0).

Cerise Oberman moved approval of Abstract dated November 27. The motion was seconded by Charles Racette. Motion carried (9-0-0).

Barbara Stowe moved approval of the Abstract dated December 8. The motion was seconded by Neil Suprenant. Motion carried (9-0-0).

Fred Smith moved approval of the Manual Check dated December 20. The motion was seconded by Richard Kibben. Motion carried (9-0-0).

Patsy McCaughin moved approval of the Abstract dated December 27. The motion was seconded by Lynn Dufort. Motion carried (9-0-0).

Neil Suprenant moved approval of the Abstract dated January 11. The motion was seconded by Nancy Church. Motion carried (9-0-0).

Public Comment Period:

Betsy Brooks requested a picture be taken of the new officers to be sent to the Press Republican as part of the press release.

President’s Remarks:

Cerise Oberman reported:
• An official congratulations was extended to the Ausable Forks Free Library and to Betsy Brooks for the completion of the automation process.
• The proposed list of board meeting dates for 2007 was brought up for approval. Charles Racette moved for approval, and was seconded by Fred Smith. Motion passed (10-0-0).
• Two of the meetings will be held at alternate sites, preferably two of the less visited member libraries.
• A more specific agenda and will be provided for future meetings. Board members will be solicited by email for items to put on the agenda. Materials for the meetings will be sent to the board members at least two weeks before the meeting.
• The Executive Committee presented Donna Hanus with a fifty dollar gift certificate to Borders and also took her out to dinner on behalf of the board.
• It is a tradition of the board to contribute ten dollars to a petty cash fund to be used for special occasions. Ten dollars was solicited from each of the trustees at this meeting.
• Committee appointments will be made soon. Members are invited to let the President know which committees they would like to serve on. All members are required to serve on two committees.

Director’s Report

Ewa Jankowska reported:
• The McDonald Grant, with the theme “Words of Comfort”, was used to provide DVD players and 10 DVD’s to the hospitals in Saranac Lake and Malone.
• The bookmobile is still having problems. A picture of the fan taken by Karen Batchelder and sent to Matthews showed them the wrong fan was installed, and so a new fan will probably be put in.
• The warranty on the bookmobile has been extended an additional six months.
• The chassis selected for the bookmobile is not suitable for rural travel.
• There is a problem with the oil sensor on the bookmobile. Matthews believes it is a faulty sensor. However, this is the fourth one we have had.
• There was discussion of exploring our legal options against Matthews. There is a need for someone with legal expertise in this kind of situation. It was suggested that we start with the Attorney General, and possibly find an attorney who would take the case pro bono.

Plattsburgh Public Library (PPL) Report

Virginia Brady reported:
• Circulation in 2006 was up 10% over 2005.
• The budget crisis in the City of Plattsburgh has resulted in a $100,000 cut in funding. To help with this decrease in funds, the library will now be closed on Sundays.
• Union negotiations continue.
• A request was made for a representative from the Board of Trustees to attend the PPL meeting on January 23. Charles Racette volunteered to attend.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

Frances Fairchild reported:
• CEFDA met on December 11, 2006. They discussed ideas for how CEFDA members can support each other, ideas for programs done in a library that might benefit other libraries, and challenges that a library might have solved.
• Vendors of audio books were discussed. Julie Wever is writing a grant to try a new method of purchasing and circulating audio books. Several libraries are pledging support.
• The group discussed the role of treasurers. There is interest in training on financial matters. Betsy Brooks mentioned that there are some resources that CEF might be able to provide.
• The next meeting is set for April 2, 2007. The location is to be determined.

Committee Reports

Nominating Committee
Nancy Howard reported:
• Mr. David Reuther is recommended to fill the vacancy of Essex county trustee board member Lynn Bezio. The motion was passed unanimously (10-0-0). A letter has been sent to Chairman of the Essex County Board of Supervisors.

Finance Committee:

Fred Smith reported:
• Ewa Jankowska, Michael Spofford, and the entire CEF staff are complimented for the enormous amount of work put into the budget, as well as the “belt tightening” that has been done.
• If there is an increase in state funding, the budget will be revised.
• A $10,987 reduction in the books, videos, and serials line that is covered by a 2005 discretionary grant.
• The budget is subject to ongoing scrutiny and review.
• The budget that has been distributed is dated December 11, 2006. Fred Smith made the motion that the budget be approved. The motion was seconded by Lynn Dufort.
• The cost of the Horizon Library Management System currently used is going up almost $4,000 on April 1, 2007. It was recommended that the cost to the automated libraries be increased by $1,500, spread over all of the automated libraries. It was moved to be approved by Fred Smith. The motion was seconded by Charles Racette. Motion carried (10-0-0).
• It was suggested that upfront funding prior to the receipt of state funding for the Central Library be limited to $10,000 in 2007, and then totally eliminated in 2008 and thereafter. Fred Smith moved for approval. Charles Racette seconded the motion. Motion carried (10-0-0).

Future Financials:
Nancy Church reported:
• Ninety letters are being mailed out to financial advisors, lawyers, accountants, and funeral homes urging them to recommend donations to the CEF Library System when appropriate.

Old Business

Ewa Jankowska reported that problems with the new Bookmobile schedule change have been resolved. A letter has been sent to bookmobile patrons outlining the reasons for the changes. There has also been much effort put into clarifying that although there is no longer at stop at the school in St. Regis Falls, there is a stop in the town. Teachers are taking their students to this stop instead. Cerise Oberman received many letters from the St. Regis students and plans to respond to all of them. Also, the bookmobile staff is keeping statistic, both qualitative and quantitative, to evaluate the changes.

New Business

Executive Session

Fred Smith moved that the board enter executive session at 5:30. The motion was seconded by Lynn Dufort.

The meeting reconvened following the closure of executive session.

Next Meeting

The next meeting will be Monday, February 26, 2007.

Adjournment

The meeting adjourned at approximately 5:55 p.m.

Respectfully submitted,

Nancy Church
Secretary

CEF MINUTES – November 27, 2006

Call to Order

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

Board Member Oath of Office

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

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

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

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

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

Financial Report

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

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

President's Report

Cerise Oberman was thanked for conducting the October meeting.

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

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

Director's Report

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

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

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

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

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

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

Plattsburgh Public Library (PPL) Report

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Nominating Committee

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

Finance Committee

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

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

Future Finance Committee

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

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

Old Business

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

New Business

Three grants were presented to the Board for action:

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

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

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

Executive Session

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

Return to Regular Session

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

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

Adjournment

The meeting was adjourned at 5:23 pm.

Respectfully submitted,

Frederick G. Smith
Secretary Pro-Tem

.

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held October 23, 2006
MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

Financial Report

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

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

Director’s Report

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

.

Plattsburgh Public Library (PPL) Report

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

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

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

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

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Personnel Committee

Nothing to report from this committee.

Finance Committee

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

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

Nominating Committee

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

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

Old Business

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

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

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

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

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

New Business

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

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

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

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

Executive Session

Cerise Oberman moved that the board enter executive session.

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

The meeting reconvened following the closure of executive session.

Next Meeting

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

Adjournment

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

Respectfully submitted,

Barbara K. Stowe
Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM

Board of Trustees Meeting held September 25, 2006

MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Motion carried (9-0-0).

Agenda

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

Approval of Minutes

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

Financial Report

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

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

Public Comment

No public comment.

President’s Remarks

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

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

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

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

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

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

Director’s Report

Ewa Jankowska reported:

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

Plattsburgh Public Library (PPL) Report

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Executive Committee

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

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

Personnel Committee

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

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

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

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

Finance Committee

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

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

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

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

Future Financial Committee

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

Nominating Committee

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

Old Business

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

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

New Business

None entered.

Next Meeting

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

Adjournment

The meeting adjourned at 5:35.

Respectfully submitted

Barbara K. Stowe

Secretary

CLINTON-ESSEX-FRANKLIN LIBRARY SYSTEM
Board of Trustees Meeting held August 28, 2006
MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

Financial Report

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

President’s Remarks

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

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

Director’s Report

Ewa Jankowska reported:

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

Plattsburgh Public Library (PPL) Report

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Nominating Committee

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

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

Personnel Committee

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

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

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

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

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

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

Finance Committee

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

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

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

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

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

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

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

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

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

Future Financial Committee

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

New Business

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

Next Meeting

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

Adjournment

The meeting adjourned at 5:22 p.m.

Respectfully submitted,
Ewa Jankowska
Acting Secretary

Board of Trustees Meeting held July 24, 2006

MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

Financial Report

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

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

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

President’s Remarks

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

Director’s Report

Ewa Jankowska reported:

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

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

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

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

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

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

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

Plattsburgh Public Library (PPL) Report

Ewa reported that she attended the June PPL board meeting.

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Finance Committee

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

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

Future Financial Committee

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

Nominating Committee

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

Old Business

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

Next Meeting

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

Adjournment

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

Respectfully submitted,

Barbara K. Stowe
Secretary

Board of Trustees Meeting held June 26, 2006

MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

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

Financial Report

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

Public Comment

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

President’s Remarks

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

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

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

Trustee training will be addressed at a later date.

Director’s Report

Ewa Jankowska reported:

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

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

Plattsburgh Public Library (PPL) Report

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Executive Committee

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

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

Future Financial Committee

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

Finance Committee

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

Old Business

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

New Business

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

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

Next Meeting

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

Adjournment

The meeting adjourned at 5:17 p.m.

Respectfully submitted,

Barbara K. Stowe
Secretary

Board of Trustees Meeting held May 22, 2006

MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

Financial Report

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

Public Comment

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

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

President’s Remarks

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

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

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

Director’s Report

Ewa Jankowska reported:

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

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

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

Plattsburgh Public Library (PPL) Report

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

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Executive Committee

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

Finance Committee

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

Future Financial Committee

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

New Business

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

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

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

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

Next Meeting

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

Adjournment

The meeting adjourned at 5:02 p.m.

Respectfully submitted,

Ewa Jankowska
Acting Secretary

Board of Trustees Meeting held April 24, 2006

MINUTES

Call to Order

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

Roll Call

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

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

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

Excused Absences

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

Agenda

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

Approval of Minutes

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

Financial Report

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

Public Comment

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

President’s Remarks

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

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

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

Ewa and Donna executed the employment contract.

Director’s Report

Ewa Jankowska reported:

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

Plattsburgh Public Library (PPL) Report

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

Clinton-Essex-Franklin Directors Association (CEFDA) Report

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

Committee Reports

Executive Committee

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

Finance Committee

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

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

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

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

Future Financial Committee

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

Old Business

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

New Business

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

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

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

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

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

Fred Smith moved approval of the 2006 Library