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  • Board Meeting

    2002-03-16

    New York State Association of Library Boards

    Minutes of the Directors’ Meeting

    March 16, 2002

    Albany, New York

     

    The meeting was called to order at 9:09 a.m. at the Best Western Sovereign Hotel, 1228 Western Avenue, Albany, New York by President Norm Jacknis.

     

    Directors present: N. Jacknis, N. Simaitis, J. Rosen, T. Thompson, D. Strauss, E. Field, J. Hurley, D. Krogmann, G. Manitzas, S. Patton, A. Smith, B. Taber, and B. Wells.  Mable Robertson has resigned.  Association manager, Karen Dyer was also present.  We were joined by Jim Farrell, Division of Library Development and Gina Kress from the Broome County Convention and Visitors Bureau.

     

    Minutes

    A motion to approve the minutes of January 12, 2002 was made by D. Strauss, seconded by A. Smith; unanimous.

     

    Treasurer’s Report

    The board received the following documents:

                        Balance Sheet as of March 15, 2002

                        Budget Comparison for January 1 through March 15, 2002

                        Profit and Loss Statement for January 1 through March 15, 2002

                        Brokerage Account Statements from Nathan & Lewis Securities for

                        NYSALB and the Velma Moore Fund

     

    Treasurer Dick Strauss explained that the Velma Moore Fund is currently invested according to our investment policy, half in bond mutual funds and half in two equity mutual funds.   Next month we will receive separate balance sheets for the Velma Moore Fund.  According to the financial records, the Velma Moore Fund owes the Association for three years of expenses.  Joseph Eisner has not yet designated his library service choice for the award money he received.  Karen was asked to call him.

     

    A motion to authorize President Norman Jacknis, 1st Vice President Nancy Simaitis, 2nd Vice President Judy Rosen and Treasurer Dick Strauss, or any of them acting individually to sign, endorse  or otherwise authorize payments, transfers or withdrawals at Fleet Bank in the name of this corporation, was made by D. Strauss, seconded by N. Simaitis; unanimous.

     

    The twenty four month certificate of deposit was terminated at the cost of $92.12 and has been reinvested.  The three month certificate of deposit is due this month and will be reinvested.

     

    A motion to accept the Treasurer’s Report was made by D. Krogmann, seconded by S. Patton; unanimous.

     

     

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    Communications (On file at the   NYSALB office)

    We received an e-mailed letter from New York State Librarian Emeritus Joe Schubert asking for our comments on a statement issued by the Governing Board of the Friends of the New York State Library.  We agreed to discuss this request under New Business.

     

    Marilyn Douglas forwarded a proposal to the Gates Foundation for training grants.

     

    Committee Reports

    Membership

    A Membership Analysis, Statistics and Membership History were distributed to the Board.

     

    Dick Strauss reported that the second membership mailing will be sent on this Tuesday.  Each board member was given a list of non member libraries from their system.  A personalized letter urging a local library to join this organization will be presented at the May meeting for use by NYSALB Board members.

     

    Jim Farrell noted that we need to correct our membership data base.  There are 750 public libraries in New York State.

     

    W discussed how to reach trustees who may not receive information about NYSALB. 

     

    A motion to provide a copy of the newsletter for inclusion in the NYLA Conference packet was made by N. Simaitis, seconded by G. Manitzas; unanimous.

     

    Newsletter

    Ed Field reported that the spring issue is at the printer’s.  Senator Farley provided information on effective lobbying.  George wrote an article about the need for diversity on a library board. Joan submitted a column which discussed library board self evaluation.  Bill provided information about the Trustee Institute.

     

    Two hundred extra copies of the spring newsletter will be distributed in the Trustee Institute packets.

     

    June 10 is the deadline for the July issue of the newsletter.

     

     

     

     

     

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    Nominating

    The Board was reminded that Mable Robertson recently resigned in addition to Marcella O’Hanlon.  Audrey Smith is unable to continue on the Board because she is no longer an acting trustee.  Judy Rosen, who is planning to resign from the Board following the Trustee Institute, is hoping to find her successor.

     

    Tina Thompson reported that the committee had received no nominations to fill the current vacancies.  She will contact specific library system directors to ask for their suggestions.

      

    The following board members have agreed to serve as officers for the following year:                    President                          Norm Jacknis

                        1st Vice president               Tina Thompson

                        2nd Vice president              Joan Hurley

                        Secretary                          Sam Patton

                        Treasurer                          Dick Strauss

     

    A motion to accept the slate of candidates was made by T. Thompson, seconded by A. Smith; unanimous.

     

    Public Relations

    No report

     

    Velma Moore

    Information about the award will be in the newsletter.  Bill Taber also told the Board that nominees from the previous year will again be given consideration.

    The deadline for nominations is August 15, 2002.

     

    Budget, Planning and Finance

    No further report.

     

    Trustee Institute

    Nearly 5,700 trustees will receive the brochure which will be mailed next week.

     

    April 15, 2002 is the deadline for discounted registration.  Trustees may register with a credit card through the Pay Pal button on the website.  We will not accept credit cards for on site registration.

     

    While exhibitors will not be invited to this year’s institute, we may want to offer this opportunity in the future.  Sam expressed an interest in helping with the project.  Jim Farrell offered to provide a list of potential vendors and recommended publicizing a year and a half in advance.  Those fields of interest

     

    Page 4

     

    to trustees might include architecture, construction, auditing, insurance and strategic planning.

     

    Karen told us there is no charge for tables around the room for displays.  If a separate room was needed, the cost is $200 in addition to hiring the company to provide draping and other necessities.

     

    Nancy Simaitis reported that Patricia Owen will receive a $400 speaker’s fee in addition to expenses.  Nancy suggested budget items be established for the Institute.

     

    Bill reviewed the program.  Karen will mail biographical information to the board members who are introducing the program speakers.

              Bill Taber                Jim Farrell and Dave Krogmann

              Audrey Smith Patricia Owens

              Judy Rosen             Robert Freeman

              Sam Patton             Barbara Lilley

              Norm Jacknis Carey Hatch

     

    We will try to include information from each speaker in the registration packets.  We agreed to reprint, at the cost of $100, bookmarks from Pat Owens.  Jim Farrell mentioned that Bob Freeman’s office has a pamphlet, “Your Right to Know” which could also be included.

     

    Nancy will invite Assemblywoman Matusow and Senator Farley on behalf of the organization.

     

    We began a discussion of the site for the Trustee Institute for May 2003.

    Gina Kress from the Broome County Convention and Visitors Bureau joined us at 10:45a.m.   She showed us a brief video of the amenities of the Binghamton area.   We discussed transportation availability which includes express bus service from New York City but no train service.  We would like to provide video conferencing if this could be arranged through the Four County Library System or SUNY Binghamton.  The Convention Bureau will provide registration assistance, help with programs for spouses, and name badges.

     

    Binghamton is an attractive site but the library system would need to join NYSALB for us to hold the Institute there.  Alternate sites mentioned include Syracuse, Rockland County and Poughkeepsie.

     

    We will make a decision by May if not before.  The consensus of the board was to hold the Institute in Binghamton, if the system joins the NYSALB.

     

     

    Page 5

     

    A short recess was taken from 11:35am to 11:55am.  We agreed to work through lunch.

     

    NYLA Conference

    We agreed on the following programs: “The Trustees’ Role in Evaluating the Library Director” and “Selling the Referendum to Your Community” (including the Long Range Plan, Community Evaluation and Budget Approvals).

     

    Judy Rosen will arrange for the speakers.  We agreed that a person with a public relations background should be on the panel for the second workshop.

     

    Legislative

    No report

     

    Guests

    Jim Farrell from Library Development noted that we need to correct our list of System Directors.  Martin Gomez is no longer with Brooklyn Public Library; Mary Lou Caskey is now the Director of the Mid-York Library System; Miriam Meier is the Director of the Southern Adirondack Library System.

     

    He informed us that funding for the Office of Cultural Education is not a part of the Governor’s budget.  At the state level advocacy groups are requesting financial support from the legislature.     

     

    Jim reminded us that we should ask for a technical amendment in the law to change the name of the organization from the Library Trustee Foundation to the New York State Association of Library Boards.  We will ask Assemblywoman Matusow and Senator Farley to sponsor this amendment.

     

    He also asked us to consider making a new training video for trustees.  This would be one way to provide trustee training to areas of the state that do not attend the Trustee Institute.  Sam volunteered to help with the proposal.

     

    We need to determine which resources are available on a voluntary basis and what the production costs will be.   This should also be usable by the hearing impaired.  Audrey volunteered to look for organizations that might be willing to provide funding for the project.   We could also ask for funding through a member item.

     

    Old Business

    Sam continues to be willing to act as a liaison to ALTA.

     

     

    Page 6

     

    At our last meeting we were asked to cosponsor a Library Advocacy Leadership Meeting with NYLA.  Norm was asked about a monetary contribution toward

    expenses from NYSALB.  We are unable to contribute at this time.  He has heard nothing further.

     

    We agreed to keep the topic of revising, reformatting, and rewriting the Trustee Handbook on the agenda.  Joan e-mailed the board this web site <http.//web.syr.edu/~jryan/infopro/trustee.html> which provides access to handbooks from other states.

     

    New Business

    NYLA has asked if NYSALB would be willing to encourage trustees to join NYLA.

     

    We agreed to encourage boards of trustees to take advantage of NYLA’s organizational membership which provides copies of the “NYLA Bulletin” to board members.  In addition, one board member can attend the NYLA Conference at the member rate.  We will ask NYLA to ask public library directors to encourage their boards to join NYSALB.

     

     

    We discussed the letter from Joe Shubert. 

     

    As to the proposed Institute for Cultural Education, we recommend the following:

    1. The Legislature exercise its wisdom by restoring the $19 million needed for the Office of Cultural Education in the fiscal year that begins April 1, 2002.

     

    2. The Legislature studies the Institute proposal and holds hearings on the proposal before the end of 2002 to be able to make a measured policy decision in 2003.

     

    3. The Legislature, even in the tight fiscal situation caused by September 11 and the recession, enact necessary, appropriate parts of the “New Centuries Libraries” program, particularly the New York Online Virtual Electronic Library (NOVEL) A.6048A / S.3166A in this session.

     

    Motion made by D. Krogmann, seconded by S. Patton; unanimous.

     

    Letters will be sent to Governor Pataki, Senator Bruno, Speaker Silver, Assemblywoman Matusow and Senator Farley informing them of our unanimous resolution.  Tina was asked to post this information to NYLINE.

     

    NOTE: On Monday, March 18, 2002, I e-mailed the board with the following wording for the posting to NYLINE which gave credit to Governing Board:      As to the proposed Institute for Cultural Education, we endorse the

     

     

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    recommendations of the Governing Board of the Friends of the New York   State Library.

     

              These recommendations include:

                        1. The Legislature exercise its wisdom by restoring the $19 million                        needed for the Office of Cultural Education in the fiscal year that                          begins April1, 2002.

                        2. The Legislature studies the Institute proposal and holds hearings            on the proposal before the end of 2002 to be able to make a                                measured policy decision in 2003.

                        3. The Legislature, even in the tight fiscal situation caused by                     September 11 and the recession, enact necessary, appropriate                            parts of the “New Centuries Libraries” program, particularly the New                     York Online Virtual Electronic Library (NOVEL) A.6048A / S.3166A                       in this session.

     

    The following board members e-mailed their approval of the change:

    N. Simaitis, G. Manitzas, S. Patton, B. Wells, J. Rosen, A. Smith, D. Krogmann and N. Jacknis.

     

    I later received an e-mail that the correct bill numbers are A.7349-A / S.3714-A.

     

    We discussed hiring a lobbyist.  The individual would be located in the Albany area, knowledgeable and responsible for advocating for library services at the state level.  Karen distributed one proposal from Carr Public Affairs. We agreed that we need to consider more than one proposal.

     

    We need to find out if this will affect our status as a 501 C-3 organization.  We need to learn the distinction between advocacy and lobbying.  We are also interested in contacting a statewide friend’s group to ask if they would share the costs of the lobbyist.

     

    A motion to further investigate the hiring of a lobbyist for the organization was made by D. Krogmann, seconded by N. Simaitis; unanimous.

     

    Norm asked if we want to submit questions to the gubernatorial and legislative candidates in September.  We need to ask their positions on specific issues with questions requiring yes/no answers.  For example, did you vote for the New Century Libraries in caucus?  The board was asked to send potential questions to Norm via e-mail.

     

    We will invite a representative from PULISDO to attend our Friday afternoon meeting in May.

     

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    A motion to adjourn was made at 2:40 by D. Krogmann, seconded by N. Simaitis; unanimous.

     

    Respectfully submitted,

     

    Tina Thompson, Secretary

     

    Future Meeting Dates        May 3, 2002, 1 pm Friday afternoon

                                            May 3 and 4, 2002 Trustee Institute

                                            September 14, 2002, Saturday

                                            October 25, 2002, Friday evening, NYLA Conference,                               Buffalo, N.Y.

                                            January 11, 2003, Saturday

                                            March 15, 2003, Saturday

                                            May 2, 2003 Friday afternoon

                                            May 2 and 3, 2003


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