Library Trustees Association
Board of Directors Meeting, 23-24 September, 2016
Minutes

Call to Order: President Fontanella called the meeting to order at 7:35pm Friday, 23 September, 2016.

Present: Tish Fontanella, Phil Archer, Jean Currie, Mary-Ellen Darling, John McCarthy, Adria Ripka, George Wolf. Timothy Gavin, Executive Director.
Absent:Martha Anderson, Bola Majekodunmi

Public Comment: None

Approval of Minutes: Moved by Wolf, seconded by Ripka to approve the minutes of 17-18 June, 2018. Motion passed.

Introductions: Edris Scherer, Westchester Library System provided a letter of introduction as a potential LTA Board Member. She could not be present in person but will attend the November meeting.

Discussion:

  • Is a recommendation of a potential board candidate by a system director or LTA director enough?
  • There is still the potential for 3 new board members in November.
  • Darling had developed an excellent Duties of an LTA Director.
  • New board members should get a packet of key documents as they begin their term.

Treasurer’s Report: In the absence of the Treasurer, the Board briefly reviewed the P & L and Balance Sheet. LTA is doing well compared to this time last year especially in members and dues. Personal contacts make a big difference.

President’s Report: Fontanella noted the following:

  • Thanks to all Board member for their accomplishments since June.
  • Darling has created a spreadsheet of goals that will be given to us later.
  • Anderson has provided a penultimate version of the STAR Trustee Recognition program.
  • All Directors should have a set of key documents (By Laws, Policies, Budget, etc.)

Executive Director’s Report:
Gavin reported the following:

  • We have reached and exceeded our 2016 membership goal.
  • Sponsors – Vendors need to know that major financial decisions are made by Boards.
  • Copy Gavin on all emails.
  • The Batavia regional institute was a great success with 80 participants. There is a question of how LTA would subsidize these events, and how we can recognized and reward LTA membership at these events.

Committee Reports:

Finance:

  • Currie briefly reviewed a Preliminary Budget and noted that it is conservative and will be tidied up to delete unneeded lines and to add notes for 2017.
  • Is there funding for the new STAR program? Yes.
  • The web site line has a small amount included for new features and for unexpected costs. Currently the cost is $300/month for maintenance and updates.

Nominating:
Anderson had presented the following slate for officers for 2017:

President: Adria Ripka
Vice President: Martha Anderson
Secretary: John McCarthy
Treasurer: Bola Majekodunmi

Motion by Wolf and seconded by Archer to accept the slate as presented.
Motion passed.

Education:
Anderson had provided a report that included information on the LTA programs at NYLA. There is one major program by LTA and eight that are co-sponsored.
There are no hotels in Long Island for a 2017 Institute. We agreed to get a location on LI for 2018. See later discussion on regional institutes.

Legislation:
Anderson and Gavin provided an extensive report on NYLA’s legislative priorities for 2017. Key issues are:

  • Increase aid proportionally with increases in Education Funding ($102.8m, 4.3% increase).
  • Continue successful messages.
  • Increase investment in the state library.
  • 4 library related bills that expired and will require resubmission to the legislature.
  • No new legislative initiatives on trustee training except discussion on including training requirements continues.

Membership:
McCarthy has a draft of an email to recruit new members in November. The goal for 2017 is to have at least 25 more members than in 2016.

Communications:
Ripka noted there is a draft newsletter for October.

Awards:
The STAR program is almost ready for a roll out. See later discussion.

The Board recessed until Saturday at 9:30pm.


The Board reconvened at 9:15am on Saturday, 24 September, 2016

Guests: None

Old Business:
Organizational Meeting: To be held 11-12 November and to include:

    • election of new directors to begin terms 1/1/17
    • review of the 2017 calendar

LTA Board Meetings Venue Discussion

  • Costs at the Hampton Inn are going up – should we consider another venue?
  • Perhaps stay one more year while we look for something else?
  • Should directors contribute to the meeting costs?
  • Carpooling is encouraged to reduce any requested travel expenses.
  • McCarthy and Wolf will form an ad hoc taskforce to scout a potential new venue and to report back in November.

 

Recruitment of New Directors

  • There will be a vote on Scherer in November.
  • We need more board members. There are feelers out to potential new members.

Speaker suggestions for LTA programs/webinars

  • Gavin wants suggestions for speakers for programs or webinars especially on Robert’s Rules/ running good meetings.

Trustee Institute planning

    • We agreed to a full Institute on Long Island in 2018. Gavin is working with an event planner to identify a venue for either April 27-28 or May 4-5.
    • A local LTA Board member is helpful but if they do not have planning skills, may not be best! However a local system director is essential for planning.
    • After some discussion we agreed to hold two mini institutes in 2017.

Motion by Wolf and seconded by Ripka to hold two regional meetings in 2017 and to not hold a two day Institute. The two regional meetings to be In Binghamton in May and Long Island in the summer.
Motion passed.

  • Ripka and Currie will contact 4CLS (Steve Bachman) to begin planning the Binghamton meeting: getting ideas for topics, venue, speakers, time of day, fees, etc.
  • We need a poster to be used in such meetings listing LTA benefits.

LTA Board Goals:
We reviewed the LTA Goals 2016-2017 document provided by Darling for goals completed and those to be added or revised. Currie will update the document and send it to all directors.

Communications:
Fontanella noted there should be a policy on what can be added to the web site -this issue was raised by whether a useful and relevant document developed by a company could be added. We agreed that the web, FB or Twitter poster and/or Gavin could have the discretion or authority to make decisions on content. We agreed that the sponsors should have their links higher up on the web pages.

NYLA Booth:
The booth costs $500 and it is not clear how much value we get, since trustee attendance is low. We agreed to have a booth in 2016 and to review this issue again in 2017. We should make available sponsors’ materials, LTA materials, and the STAR materials.

Sponsors:
Currie suggested we change our sponsorship program to have Business Members who would pay much less but we may get many more and thus just as much money – this based on the model of the Ford Memorial Library. The issue will be added to the Long Range Plan.

STAR Program:
Discussion:

  • Work with Systems to recognize award recipients.
  • We made a few changes to the program and document.
  • Eventually there will be a self-reporting system on the web but in the meantime, it will be paper based by Gavin.
  • Gavin will talk with Kirchner, PULISDO President, to get advice on promotion and recognition.
  • It will be rolled out on the web and NYLA Conference in November.
  • It will be part of the LTA benefits list on a poster.

Other:

  • McCarthy is working with DLD on additional statistical reporting for trustees from system annual reports, e.g. longitudinal, type of library, rural vs urban, circulation trends.
  • On 30 Sept. there will be a Symposium for Libraries sponsored by U. Albany Library School.
  • On 29-30 Sept. there will be HATS training in Albany.

Motion by Wolf and seconded by Currie to adjourn at 2:30pm. Motion passed.

Minutes by Jean Currie, Secretary pro tem


Action Items from meeting 23-24 September, 2016

  1. Develop a package of key documents for all Board members (budget, by laws, director list with terms, committee assignments, long range plan, duties of directors, Executive Director contract, goals, ???) = Gavin, Currie
  2. Review Goals document for assignments = All
  3. Revise preliminary budget = Currie, Gavin
  4. Ad hoc taskforce check out new venue for meetings = McCarthy, Wolf
  5. Continue recruiting new board members = All
  6. Suggest speakers for programs/webinars, especially Robert’s Rules/good meetings = All
  7. Identify a Long Island venue for a TI in 2018 = Gavin
  8. Work with 4CLS on a regional meeting = Ripka, Currie
  9. Work with Suffolk &/or Nassau on a regional meeting = Gavin/Eisner?
  10. Develop a poster with LTA benefits to be used at meetings, booth etc. = Gavin??
  11. Update Goals document = Currie
  12. Help look after the NYLA booth = Fontanella, Archer, Currie, Gavin
  13. Add suggestion about business members to the Long Range Plan = McCarthy?