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Board Meeting Minutes
MINUTES
OCPL Board of Trustees’ Meeting
August 13, 2008
Marcellus Library
4:00 p.m.
ATTENDING: K. Alford,A. Lombardi, V. Biesiada, R. Manning, H. J. Hubert, R.Strauss,
S. Jones,J. Suddaby
ABSENT:H. Bonner,J. Kianka, B Fisher
ALSO PRESENT: E. Loftus,C. Johnson, G. Cox,E. Kochian,D. Bendig,S. Kushner,D. Headd,
K. McCaffrey, D. Milcarek,M. Mignano, K. Park,C. Rhinehart, H. Sammons,J. Sharon, K. Benson, M. Connor
Mr. Strauss called the meeting to order at 4:05 p.m.
PRESENTATIONS
Marcellus
Ms. Johnson gave a PowerPoint presentation on the history of the library and details about the new Marcellus Free Library.
Lifecycles
Ms. Connor explained the Lifecycles grant process and the two main ideas we need to understand.
- All non-profit organizations exist on a lifecycle.
It begins with an idea, into startup, then into growth, and then up to maturity and if all goes well they stay there for quite awhile. If the organization starts to decline and they recognize it they have two choices.
a) to become terminal, go out of business
b) go into turn around and repeat the cycle
- Capacity Building – to build up the internal capacity of the organization.
Ms. Connor continued by explaining how the organization is built and the structures that hold up the organization.
She mentioned the process begins by asking three questions:
Where are we now?
Where do we want to be?
What are the things that are holding us back?
The end result should be a thorough self-assessment with a lot of detail and then an executive summary with some recommendations of priorities on what needs to be attended to first, and suggested next steps.
The members of the leadership team are: H.J. Hubert, Ginny Biesiada, Liz Loftus, Janet Park, Ed Kochian, and Scott Kushner.
There was discussion on the timeline and how the Executive Director’s search would fit into the Lifecycles plan.
ACTION ITEMS
Resolution: 08-26
Ms. Lombardi moved the following motion:
Resolved, That the OCPL Board of Trustees approves the expenditure of up to $100.00 from the Smith Hawley Fund for the purchase of two plaques for “Trustee of the Year” award given by the OCPL Advisory Council.
Mr. Manning seconded. A brief discussion followed.
Amended:
Resolved, That the OCPL Board of Trustees approves the expenditure of up to $150.00 from the Smith Hawley Fund for the purchase of two plaques for “Trustee of the Year” and a “Lifetime Achievement” award given by the OCPL Advisory Council.
Mr. Manning seconded, the motion carried unanimously.
Resolution 08-27
Ms. Biesiada moved the following resolution:
Resolved, That the OCPL Board of Trustees recommends the application for $129,800 from the New York State $14 million Construction Grant Program FY 2008-2011 for Hazard Branch’s project to replace its HVAC; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $62,150 from the same New York State Construction Grant Program FY 2008-2011 for White Branch’s project to replace and relocate its Air Handler; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $45,100 from the same New York State Construction Grant Program FY 2008-2011 for Paine Branch’s project to replace its HVAC; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $67,275 from the same New York State Construction Grant Program FY 2008-2011 for Elbridge Free Library’s project to replace the library’s leaking and deteriorating roof; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $64,048 from the same New York State Construction Grant Program FY 2008-2011 for Marcellus Free Library’s project to add solar panels to the library roof in order to generate electricity for the library; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $4,925 from the same New York State Construction Grant Program FY 2008-2011 for Jordan Bramley Library’s project to create access to an existing restroom directly from the library portion of the building and to upgrade this bathroom to comply with ADA requirements; and to replace the library’s deteriorated rear door; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $35,673 from the same New York State Construction Grant Program FY 2008-2011 for Fayetteville Free Library’s project to install exterior safety lighting and to upgrade the west side gravel drive with pavers to create a safe and useable outdoor space.
Ms. Jones seconded, the motion carried unanimously.
Resolution 08-28
Mr. Hubert moved the following resolution:
Resolved, That the OCPL Board of Trustees recommends the application for $3916 from the New York State $800,000 Construction Grant Program FY 2008-2011 for Baldwinsville Public Library’s project to replace the existing interior book drop with one of different design in order to eliminate noise associated with the use of the current book drop, which is a hindrance to those using the library’s community room; and
be it further resolved, That the OCPL Board of Trustees recommends the application for $21,080 from the same New York State Construction Grant Program FY 2008-2011 for Fayetteville Free Library’s project to automate the existing ADA compliant front door plus make necessary modifications to the building in order to install an additional ADA compliant door.
Ms. Suddaby seconded, the motion carried unanimously.
Resolution: 08-29
Mr. Manning moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the proposed hours effective September 2, 2008 for the following locations:
Branch Fall Hours 2008
Beauchamp Branch
Mon Tues Wed Thurs Fri Sat Sun
9-5 9-8:30 9-6 9 – 8:30 9 -5 9–5 Closed
Betts Branch
Mon Tues Wed Thurs Fri Sat Sun
9-9 9-5 9-9 9–5 9–5 9–5 9 to 5
Hazard Branch
Mon Tues Wed Thurs Fri Sat Sun
9-5 9-9 9-5 9-9 9-5 9-5 Closed
Mundy Branch
Mon Tues Wed Thurs Fri Sat Sun
9-5 9-7 9-7 9-5 9-5 9-5 Closed
Paine Branch
Mon Tues Wed Thurs Fri Sat Sun
9-9 9-9 9-5 9-5 9-5 9-5 Closed
Petit Branch
Mon Tues Wed Thurs Fri Sat Sun
9-9 9-5 9-5 9-9 9-5 9-5 Closed
Soule Branch
Mon Tues Wed Thurs Fri Sat Sun
9-5 9-9 9-9 9-5 9-5 9-5 9 to 5
White Branch
Mon Tues Wed Thurs Fri Sat Sun
9-7 9-7 9-7 9-7 9-5 9-5 Closed
Northeast Community Center
Mon Tues Wed Thurs Fri Sat Sun
9-5 9-5 10-5:30 10-5:30 9-5 Closed Closed
Southwest Community Center
Mon Tues Wed Thurs Fri Sat Sun
10-5 10-5 10-5 10-5 10-5 Closed Closed
DEPUTY DIRECTOR’S REPORT
Ms. Loftus updated the Board on the success of the Summer
Reading Program and the three summer fieldtrips that just began.
Ms. Loftus updated the Board on the following meetings she attended:
Labor/Management
Education & Libraries
Ways & Means
Branch Managers
Uniform Circulation Committee
CNY Reads
OCPL Foundation Board
FOCL Board meeting
FOCL Author Selection Committee
CLS/Baker & Taylor
Individual Management Staff Meetings
Ms. Loftus was part of the interview panel to fill the Librarian II vacancies in Local History/Genealogy and Automation/Technical Services vacancies. She forwarded the panel’s recommendations to Ms. Park. Holly Sammons and Rebecca Gilbert were appointed to the positions.
She also partook in a potluck dinner with area library directors from SUNY ESF, Upstate, and LeMoyne.
Ms. Loftus, Ms. Bendig, Ms. Park and Ms. Carmer met with the county Information Technology department to discuss the Memorandum of Understanding for the Network Administrator position. Ms. Bendig and Ms. Loftus presented agenda items at the Education and Libraries meeting and will present them at the Ways & Means meeting on Friday. Ms. Bendig presented the IMLS Grant and Ms. Loftus presented the Library Card Replacement Fee.
Ms. Loftus reported that the Banned Books Event mailings were sent out on August 1st.
Old Business
- Internet Policy Update
The Board, Ms. Loftus and Mr. Sharon discussed the current and the revisions that were made to the OCPL Internet Policy.
There was a lengthy discussion on what the employee’s concerns might be in the implementation of the updated policy.
Ms. Loftus felt the staff would be pleased to see it move forward.
Mr. Sharon explained how they had worked out an interim solution to accommodate both the law enforcement agency and the Library’s missions: Criminal mission and the library’s mission over protecting patron’s privacy.
Mr. Hubert inquired about the use of screen filters, so others cannot view another person ’s PC screen. Ms. Loftus explained that we do have them and they have been used, but they are not fool proof. Patrons remove them and they break often.Ms. Sammons gave an example on how a patron seeks the help of an employee and that puts the employee in close physical proximity of a person viewing pornography. Mr. Hubert would still like the Library to look into the cost of privacy screens.
MOTION
Mr. Hubert motioned to approve the amended Internet Use Policy.
(Resolution: 08-31)
Resolved, That the OCPL Board of Trustees approves the amended Internet Use Policy
INTERNET USE POLICY
The Onondaga County Public Library Board of Trustees subscribes to the principles of free speech and expression embodied in the First Amendment of the U. S. Constitution and New York State Constitution. The Board also endorses the Library Bill of Rights, as developed by members of the library profession and formalized by the American Library Association. These principles foster the principles of open access and the free exchange of ideas, some of which may be considered objectionable by some members of the public.
The Library (hereinafter “OCPL” or “Library”) provides access to the Internet as an electronic conduit of ideas and information, greatly expanding its knowledge resources and services. This access is available to all users who recognize and accept the scope of this policy. We recognize parental rights and responsibilities in this regard and strongly recommend that parents and/or guardians closely supervise their children’s use of the Internet while at the Library.
OCPL is also aware that a public library is a public space; all users are expected to respect the space as a collective information commons and adhere to OCPL patron relation’s standards.
Rules Governing Use
It will be considered a violation of this Policy for a Library patron to engage in the following conduct:
- Abusive or harassing conduct.
- Any criminal or otherwise illegal conduct, including the public display of offensive sexual materials as restricted by NYS Penal Laws, §245.10, §245.11, §263.11 and §263.16 when using a public PC. The library reserves the right to limit access to pertinent web resources to maintain compliance with this legislation.
- Any copyright infringement. Users are required to comply with all licensing and copyright regulation that may apply to systems or software.
- Damaging, disabling or otherwise interfering with the operation of computers, computer systems (including, but not limited to, altering the existing computer settings or filenames), software or related equipment through physical action or by electronic means.
- Downloading, installing or using software not expressly authorized by OCPL.
Linking to the OCPL Website
The Library requests that your link to the Library’s Website be presented in a manner that does not give the impression that the Library is making an express or implied endorsement of any good or service provided on your Website and that the link is presented in a manner that clearly indicates that the user is leaving one site and accessing another.
Compliance
The OCPL Administration is authorized to develop rules for appropriate use of the Internet at the OCPL. Regardless of whether a rule is specifically listed herein or in the Administration’s rules, if the user’s conduct while using the system disrupts the Library or its computer network, it will be considered a violation of this Policy and appropriate action will be taken against the violator, as provided for in the OCPL Patron Relations Manual and/or as set forth in other Board Policy(ies) governing patron behavior. Federal, state and/or local law enforcement agencies may also be contacted where the violation involves criminal activity.
Ms. Biesiada seconded, the motion carried unanimously.
Mr. Hubert would like to get a price quote on privacy covers for the computers
- Relocation Costs
Mr. Strauss mentioned it would cost approximately ½ million dollars to temporarily relocate; this does not include moving costs.
Mr. Kochian reported that they are still in the negotiation process regarding the roof repair. The Board would like a deadline date on the decision of the roof repair.
Mr. Manning suggested that the Library should still mature the costs in event that the Board may need to take action. Ms. Biesiada asked if this could be tabled until the October meeting.
New Business
a) Local Holds
Ms. Loftus mentioned that this new procedure would take effect on September 1st. This came out of the Uniform Circulation Procedures Committee. Items purchased by your library will be holdable only at that library for the first six weeks. She explained this way the materials will spend more time in patron’s hands and less time in the delivery. People will be able to enter their local library and hopefully see the new items their library purchased actually on their own shelves.
Staff Reports:
VRR Updates
Ms. Park handed out an updated report on the status of positions within OCPL. She also reported that three library staff members attended on the Bridges Over Poverty (train the trainer) workshop. She is hoping to roll it out within OCPL by the beginning of next year.
PR Report
Ms. Headd reported on the press coverage the libraries have received within the last four months. She presented a binder showing the press the libraries have received since the beginning of the year.
COMMUNICATIONS
Other Reports
Finance
Ms. Lombardi reported on the need and the reasons for a change in banks for the Board’s Trustee Fund. The committee recommended moving the Board’s Trustee Fund from HSBC to Alliance Bank. At their next meeting they plan on discussing how to handle the stocks & bonds.
Resolution: 08-30
Ms. Biesiada moved the following resolution:
Resolved, that the OCPL Board of Trustees approves the transfer of their funds from HSBC to Alliance Bank.
Ms. Jones seconded, the motion carried unanimously.
OCSL
Ms. Johnson mentioned that Mr. Strauss, Mr. Fisher, and Ms. Mignano attended their last meeting and discussed the cost allocation project and member representation on financial analysis discussions.
OCSL also discussed databases that are available and how the amount of money allocated through the county budget has been shrinking or not grown at all. There is a desire for more databases and the possibility of member libraries chipping in to purchase countywide databases.
Ms. Johnson also mentioned they would also like to see an increase of professional librarian representation on the advisory committee for the Director’s search.Ms. McCaffrey explained the Transfer of Possession agreement, that the suburban libraries can’t legally own the computers that were part of the new ILS implementation. Ms. Mignano did state that while they cannot own them, there is transfer language that still can be done. Ms. McCaffrey stated then the question then becomes, who is responsible for maintenance? She also mentioned she gave Mr. Fisher a packet of all the warranty information. He thoroughly reviewed the information and made a couple of suggestions. Ms. McCaffrey wanted the board to be aware that the issue of ownership and maintenance will probably come up again.
OCPL Advisory Council
The Committee met yesterday and made their selection of the “Trustee of the Year, along with an individual “Outstanding Service or “Lifetime Achievement” award. They are in the process of setting up a Trustee workshop, with the presentation of the plaques the same evening. Mr. Strauss is still looking for a representation from the OCPL Board on the Advisory Council.
APPROVAL OF MINUTES
Mr. Manning moved the minutes of the July 9, 2008 Board meeting.
Ms. Biesiada seconded, the motion carried unanimously.
Ms. Suddaby moved the minutes of the July 23, 2008 special Board meeting.
Ms. Lombardi seconded, the motion carried unanimously.
EXECUTIVE SESSION
At 5:20 p.m., Ms. Suddaby moved to go into executive session to discuss personnel matter on a specific individual.
Ms. Biesiada seconded, the motion carried unanimously.
At 6:00 p.m., Mr. Strauss motioned to adjourn executive session and to reconvene in open session.
Ms. Biesiada seconded, the motion carried unanimously.
No action was taken in open session.
ADJOURNMENT
Ms. Suddaby moved to adjourn.
Mr. Strauss adjourned the meeting at 6:03p.m.
Respectfully submitted,
Gail M. Cox
Administrative Aide
Last updated February 13, 2009