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NYSALB Board of Directors’ Meeting
Saturday March 10, 2007
The meeting was called to order by President Norm Jacknis at 9:10a.m. Present: N. Jacknis, R. Strauss, G. Stamatiades, A. Elman, S. Swierczek, K. Achilles, Francis Picart, M.E. O’Connor, S. Patton, R. Presutti, and S. Stockman (speaker phone). Excused: J. Hurley and Larry Jorgensen. Resigned: Jack Taylor. Also present: Association Manager, M. Malicki. Carol Desch attended part of the meeting later.
Minutes: The January Board of Directors meeting minutes were presented for approval. A. Elman moved the minutes be accepted. R. Presutti seconded the motion. S. Patton abstained because he was not in attendance. The motion passed unanimously.
Treasure’s Report: M. Malicki gave an update in L. Jorgensen’s absence. D Strauss discussed the Morgan Stanley investment accounts. One is up and the other down ($5000.00 had been withdrawn for cash flow.). Russ Bancroft, our financial representative, is preparing recommendations for our investments. D. Strauss suggested that we continue our discussion after his proposal arrives later in the meeting. D. Strauss moved that the Treasurer’s Report be accepted. R. Presutti seconded. The motion passed unanimously and will be filed for audit.
M. Malicki reported on the 2007 Trustee Institute for Suzanne S. who was participating by speaker phone. Tina Thompson will post the Institute information on the NYLA listserve. There is a link on the NYSALB website for registration along with more Institute information. How to make the Institute successful was discussed at length. Each board member should contact their system director and any others who might attend. Promote the $129.00 per might hotel room (plus taxes). The NYSALB board meeting will begin at 1:00pm on May 4th at the Crowne Plaza Hotel with lunch served. Norm. J. questioned if the speakers had been confirmed. The baseball game will be Saturday evening. The board discussed paying for a NYSALB sign that would be displayed during the game. We decided against the idea. M. E. O’Connor gave an update on sponsors. She thanked everyone for their help. 600 letters were sent to those who do business with libraries. She will follow up shortly with a reminder letter. She will email a list to everyone to help with follow up. M. Malicki said two libraries will be on the tour Friday. It was suggested that the board sit at different tables at the Friday evening dinner and take notes during the “success stories”. Sam P. will use the stories for the Newsletter. Bring a camera and take pictures as well, but ask permission and jot down the names of those in the photo. S. Stockman said she hoped everyone would enjoy the storyteller and continue the tradition of entertainment during the Friday evening dinner. One idea for next year might be a “Book Reader”. N. Jacknis announced that Assemblywoman Amy Paulin from Westchester County is the new chairman of the Libraries and Education Technology committee. She has strong credentials and has been a strong advocate for those things she truly believes in. It was suggested that she be invited to the Institute.
Carol Ann Desch, Coordinator of Library Services, NYS Library State Ed Department could give her report. She gave us information on the appointment of Amy Paulin. She indicated there would be a meeting on Monday to set priorities to be discussed with Assemblywoman Pulian. Tuesday March 13th is Lobby Day, and we were encouraged to attend. NovelNY was discussed (See handouts for details.). Two bills (S2125 and S2620) introduced by Senator Farley will be considered again. They will provide inflationary increases each year for library aide. (See handouts for details.) Jeffrey Cannell has been appointed Deputy Commissioner for Cultural Education. C.A. Desch reported that 206 applications for construction monies were received. The process is lengthy. The Dormitory Authority will announce next week who will be given funding. State Funding for Libraries in NYS was discussed. (See the draft handout for details.). Desch passed out the new revised Statement on the Governance Role of a Trustee or Board Member. Copies will be available at Trustee Institute. She then gave an update on Technology: 1.) The Gates US Hardware Sustainability Program, 2.) Tech Atlas Workshops, and 3.) “Training on the Go” which is offered on online. Desch announced that the NYLA Conference is October 18 -20 in Buffalo. She asked if we would partner again with NYLA for the Legislators Panel on Friday October 19thl. The board agreed. A. representative should be appointed for that event. Several questions were raised and discussed: collecting tax monies, what portion of school funding comes from state aide, and the need for a handbook for libraries that move from association status to public status. Please see all handouts from C.A. Desch for complete details.
Education Committee (continued)
M. Malicki reported that the Holiday Inn in Saratoga Springs had recontacted her with information for the 2008 Institute. The hotel is available for the first weekend in May, and the room rate would be $129.00 plus taxes. R. Presutti discussed western NY. D. Strauss said we should go to Saratoga Springs in 2008 and return to Syracuse in 2009. K. Achilles moved that we adopt this plan. A. Elman seconded. The motion carried unanimously. The status of the 2006 LSTA training grant was discussed. The status of NYSALB trustees reaching out to Systems to partner for LSTA grants was discussed. We will continue to pursue this idea. N. Jacknis suggested a conference call to all interested parties. F. Picart gave an overview of his meeting with Assemblywoman Eddington. He sent an email about the next steps with no response. It was suggested that D. Strauss, R. Presutti, and F. Picart work on crafting the letter to Janet Welch to formalize regulations to train new trustees using the model for school boards as suggested by R. Presutti. It was again suggested that we find our original NYSALB Charter which would give us credentials for this legislation.
Legislation and Policy
F. Picart reported that a good deal of his report had been covered under Education. D. Strauss, R. Presutti, and F. Picart will work on the document for training new trustees. It was mentioned that the person from Westchester County that will replace N. Jacknis on the board is from Amy Pulian’s district. It was suggested that Assemblywoman Nolan be invited to meet with the board at the May 4th meeting. At the conclusion of today’s meeting we will discuss outreach efforts.
The board looked at the “Steps to Engage Previous Members and Targeted Non-Member Libraries” memo. R. Presutti related that the invoice system is working very well. 343 libraries have joined NYSALB as of this date which is up considerably. Letters will be mailed at the end of next week to those libraries that have never joined. Board members will contact those receiving the letters to encourage them to join NYSALB. Those libraries that have joined at one time have already received another invoice (week prior). S. Swierczek reported that she had talked with Utica National Insurance. They will not provide a discount if a library is a member of NYSALB. Discussion followed as to whether we should pursue talking with other insurance companies. It was announced that Kevin Vervesy is the new Suffolk County Systems Director.
D. Strauss reviewed the terms of the Board of Trustees. R. Presutti, G. Stamatiades, and S. Patton each agreed to serve another 3 year term. N. Simaitis and J. Taylor have resigned. N. Jacknis nominated Patty Dohrenwend from Westchester County to replace him. She has a very impressive resume. F. Picart has had no communication from the person in Ithaca who might be a possibility. D. Strauss and K. Achilles will contact System Directors to solicit possible candidates. N. Jacknis presented the slate of officers for next year: President, D. Strauss; First Vice President, R. Presutti; Second Vice President, Suzanne Stockman; Secretary, Karen Achilles; and Treasurer, A. Elman. Discussion followed. F. Picart feels that candidates were not canvassed properly. A. Elman asked for clarification. It was suggested that the nominating process begin earlier in the calendar year. It was also suggested that the by-laws need to be reevaluated. They were last changed in 2001. The executive committee will draft changes for the nomination process and submit a first draft at the May Board meeting. The board will finalize this matter at the September board meeting.
D. Strauss reviewed the terms of the Board of Trustees. R. Presutti, G. Stamatiades, and S. Patton each agreed to serve another 3 year term. N. Simaitis and J. Taylor have resigned. N. Jacknis nominated Patty Dohrenwend from Westchester County to replace him. She has a very impressive resume. F. Picart has had no communication from the person in Ithaca who might be a possibility. D. Strauss and K. Achilles will contact System Directors to solicit possible candidates. N. Jacknis presented the slate of officers for next year: President, D. Strauss; First Vice President, R. Presutti; Second Vice President, Suzanne Stockman; Secretary, Karen Achilles; and Treasurer, A. Elman. F. Picart felt that candidates were not canvassed properly. A. Elman asked for clarification. F. Picart objected to the way the process of proposing nominees for directors and officers was conducted, especially in that he felt he had not fully participated as a member of the Nominating committee. After discussion of the perspective of the various participants and other directors, there was general agreement to start the process earlier to allow greater participation. There was also general agreement to review the Bylaws. They were last changed in 2001.
S. Patton gave an update on the next Trustee. There will be a slight delay. He is looking for information for the “Library Circuit”. Discussion followed on the state archives. C. Desch will check to see what has been kept.
Norm gave an update on the website. Even though a professional firm is now doing the actual work on the website, we still need a NYSALB Trustee to assist with decisions. M.E. O’Connor will take on this responsibility. F. Picart suggested we move toward having a BLOG. A. Elman has some concerns. We need to be more definite. Regarding placing Library Policies on the Website, M. Malicki will send a request to member libraries asking if they have electronic copies of their policies that could be added to our website. The “Member Only” area was discussed at great length. We will resolve the issue at a later date possibly through our Long Range Plan. N. Jacknis suggested that for the “short run” we take the “Members Only” portion off the web. It was suggested that we send a serial number to member libraries in the future. A. Elman again questioned the resignation of Jack Taylor.
Velma Moore Award
K. Achilles reported that S. Swierczek and F. Picart had lengthy discussions about the process of selecting the Velma Moore Award Winner. The committee believes that the guidelines and selection process need to be rewritten for next year. It was suggested that we present a Distinguished Library Service Award to someone who has made a difference in the library community separate from the Velma Moore Award. After a lengthy discussion the Board gave the committee permission to pursue this idea. The committee will meet this coming week and email the board with their suggestions for approval. The committee will present “draft guidelines” for this award along with “draft guidelines” for the selection of the Velma Moore Award. M. Malicki and K. Achilles will contact all Velma Moore nominees (29) from the past 3 years congratulating them on being nominated for this prestigious award. The committee will use new guidelines for next year for selection.
The board discussed the memo from Janet Welch concerning the Regents Commission Recommendations (See memo entitled: Changes in Assembly Leadership and Committee Heads dated March 8, 2007.). A memo dated 3/9/07 was received from Tina Thompson relating to the last NYLA Council meeting (See handout for details.). D. Strauss discussed the letter received from the Ramapo Catskill System concerning Steven Oppenheim serving as a NYSALB director. He said he had done research in the archives. According to the records, Mr. Oppenheim is not eligible to serve another term on the board. The board instructed D. Strauss to send a letter to Mr. Oppenheim explaining the situation.
There was none. D. Strauss received the material from Russ Bancroft concerning making a change in our investments. He suggested that the board accept Mr. Bancroft’s recommendations. A. Elman moved that the board sell our current investments and place the proceeds into a mix of mutual funds reflecting our investment policy, i.e. 50% equities and 50% fixed. Even though the switch will cost NYSALB a few hundred dollars in each account, the improved potential gain with the new investments will more than offset the cost. R. Presutti seconded the motion. It passed unanimously.
The May board meeting was discussed. We will meet on Friday May 4, 2007 from 1:00pm until 3:30pm before Institute begins. The annual meeting this year will be held before lunch is served at the Institute on May 5, 2007.
There being no further business D. Strauss moved that the meeting be adjourned. The meeting ended at 2:15pm.