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Board Meeting Minutes
OCPL Board of Trustees’ Meeting
December 10, 2008
Central Library, Board Room
3:30 p.m.
ATTENDING: V. Biesiada; A. Lombardi; H. Bonner; R. Manning; B. Fisher; R. Strauss; J. Kianka; J. Suddaby
ABSENT: K. Alford;S. Jones; H. J. Hubert
ALSO PRESENT: E. Loftus; R. NaPier;G. Cox; H. Sammons; D. Bendig; P. Infantine; J. Kalkbrenner; S. Kushner; D. Milcarek; M. Laubacher; K. Park; M. Mignano
Mr. Strauss called the meeting to order at 3:35 p.m.
EXECUTIVE SESSION
Ms. Biesiada moved to go into executive session to discuss the hiring process for the Executive Director’s Search.
Ms. Lombardi seconded, the motion carried unanimously.
At 4:10 p.m., Mr. Fisher motioned to adjourn executive session.
Ms. Suddaby seconded, the motion carried unanimously.
No action was taken and open session was convened at 4:15 p.m.
TRUSTEE RECOGNITION
On behalf of the Board, Mr. Strauss presented Mr. Bonner with a set of Stickley Bookends in appreciation of his years of dedicated service as an OCPL Board member and secretary.
Resolution: 08-38
Mr. Kianka moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure of $550 from the Smith Hawley Fund for the 2009 Ossie Golden/Trustees’ Award ($400) and reception ($150).
Mr. Bonner seconded, motion carried unanimously.
Resolution: 08-39
Ms. Biesiada moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure of $500 from the Smith-Hawley Fund for the 2009 membership to NYSALB.
Ms. Lombardi seconded, motion carried unanimously.
Resolution: 08-40
Mr. Kianka moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure of $500 from the Smith Hawley Fund for Retirement/Service Awards.
Mr. Bonner seconded, motion carried unanimously.
Resolution: 08-41
Mr. Kianka moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure of $5,000 from the Smith Hawley Fund to support staff attendance at conferences and workshops.
Ms. Lombardi seconded, motion carried unanimously.
INTERIM DIRECTOR’S REPORT
Ms. Loftus updated the Board on the following meetings and events
she has attended:
Skaneateles Library Board Meeting, OCSL, Education & Libraries,Reception for Susan Reckhow, CLRC Legislative Committee, SWCC Library Visit, Lifecycles, Mundy’s 20th Anniversary, Cost Allocation Plan Workgroup, Grants Committee, Branch Managers, FOCL Author Luncheon, OCPL Foundation Board Meeting, OCPL Board Meeting, CNY Reads, Administration, Ideas Count, Management Team, Librarian II Interviews, Beauchamp;Conference call- Bruce Kingma, S.U. Associate Provost, Ways & Means
Ms. Loftus noted that the staff has been involved with a number of activities in response to community needs. Currently the OCPL website has links to HEAP, the Home Energy Assistance Program and Library Advocacy. Several libraries have hosted programs to inform patrons about reducing home energy costs.
The Library has also facilitated contacting local legislators about library funding cuts by linking patrons to the NYLA Advocacy page.
Several staff participated in the Youth Fair Day at the OnCenter on Saturday, December 6th, signing up 34 people for library cards.
Showing their typical generosity, staff donated 268 pairs of mittens to the County’s Annual Mitten Tree. This number was more than the combined total for all other county departments.
Old Business
a)Skaneateles Library
Ms. Milcarek, Mr. Strauss, Ms. Loftus, along with Ms. Farr, Library Development Specialist from the State attended the Skaneateles Board meeting on November 13th. Ms. Post, facilitator, gave the presentation on the benefits of joining the OCPL System. They also appreciated hearing some specifics about the OCPL System. After they left, the Skaneateles Board decided to go forward with registering and chartering with the State on condition the information they receive meets with their needs. Mr. Farr was later contacted regarding their next steps to take. The whole process should take about 1 year.
b) Librarian I Assignments
The Librarian I’s that were introduced at last month’s Board meeting have now been assigned to one particular location.
New Business
a) 2008/2009 Budget
2008 - Despite the grim news from the State regarding funding, the Library has a good plan put together for absorbing the reductions to our budget.
2009 – The Library responded to the Chief Fiscal Officer’s request for austerity adjustments with a plan that is realistic and enables the Library to retain control over the most important areas.
b) Annual Report
The County Executive’s Office requested 2008 annual report information listing no more than ten highlights. The report is due by January 5th.
c) Galleries 20th Anniversary
June 27th marked the Central Library’s 20th year in the Galleries. An event will be held on December 30th to celebrate this milestone. Ms. Milcarek is working with a small committee from central to organize displays and refreshments.
d) Sorting Room
In response to the County Executive’s letter, asking for an update on the Sorting Room, Ms. Loftus pulled out the recommendations from the 2010 Committee report:
A third initiative was a change in some of the sorting room and delivery procedures:
- New bags were purchased with covers to protect library materials better.
- A new bag tagging procedure was implemented
- New procedures for how staff in the individual libraries sorts items
- A new procedure manual has been developed giving staff detailed instructions
- Two new positions have been added—a PT Driver/Messenger and PT Laborer
- There is now a clerk overseeing the sorting room
- Future plans include renovating the sorting room for increased efficiency. There is currently $10,000 in the budget to analyze the sorting room and draw up a plan to renovate it”
She noted that all except the last item have been implemented. As reported in August, the addition of the part-time staff has had the greatest impact. The Laborer position, which is currently vacant works solely in the Sorting Room, while the Driver/Messenger position drives the vans as needed and sorts when s/he isn’t driving.
The Board discussed moving forward with this issue and having Ms. Loftus respond to the County Executive’s letter.
Staff Reports:
KyungJin – Monthly VRR Update
COMMITTEE REPORTS
Director’s Search Process
Mr. Strauss reported that the Board has taken the list of candidates narrowed it down to seven, then to three candidates, one of whom has withdrawn. The Board has interviewed one of the final candidates and will interview the other candidate within a week. The steps beyond that are still yet to be decided. He mentioned they have two viable candidates with a strong possibility that one of the candidates will accept the position. Ms. Biesiada noted that the feedback given by the Advisory Search Committee members was seriously taken into account during this process. It was from their information and rankings that the group identified three individuals that were very favorable and from there the Board was able to make their final selection. The Advisory’s input was instrumental in getting the list from seven to three.
Mr. Fisher added that the Board may be looking into more input from the Advisory Search Committee during this process.
Government Relations
Mr. Manning gave an update on the key events since the last Board meeting. He expressed his appreciation to Ms. Bendig and Ms. Loftus for putting together a first rate and highly professional presentation.
Mr. Manning informed the Board of the Committee’s upcoming meetings/events.
Roof Update – is making great progress. Mr. DeCook supplies regular updates on the status of the roof. There was discussion on the internal repairs cost and who is liable for those costs. Ms. Mignano felt those costs were probably not included.
Finance
Ms. Lombardi reported that Alliance Bank will propose to the Board an exit strategy. The Board agreed to have Alliance Bank present their strategy first to the Finance Committee. She gave an update on her findings in Public Law regarding investment limitations and private endowments.
Mr. Strauss inquired about the Strategic Planning. Mr. Fisher explained where they are in the process and their intentions are to begin meeting in January.
Lifecycles
Ms. Biesiada stated the final report is complete. She commented how it was a fascinating process and is pleased with the finished product and welcomes any comments. Ms. Loftus has an electronic format of the report if anyone else is interested in obtaining a copy. There was a brief discussion on the additional fee for the facilitator.
OCSL
Mr. Kushner mentioned Ms. Loftus, Mr. Fisher, and Mr. Manning attended their last meeting. They discussed the downloadable audiobooks, playaways, and downloadable audiobooks overdrive, which now can be loaded on IPods.
They also discussed the DeFranciso grant, the Cost Allocation Plan and are still in the process of working out the revenue questions regarding E-commerce.
Mr. Kushner commented that he was glad to hear about the Advisory Search Committee’s participation in the Search. Ms. Biesiada explained now that they are down to one or two final candidates they need to do due diligence and speak to the people they work with and others, which they absolutely intend to do. Ms. Laubacher mentioned that the information the Advisory Search Committee received from the Board was an interesting piece of information that they haven’t had in the past, but felt it was only a piece. She felt that she wasn’t really able to evaluate the candidates completely, because you didn’t know the background information. Ms. Biesiada stated that was out of respect for the individuals who didn’t want to go public yet. The Board didn’t want them to have to go to their current employer and say they are interviewing for another job if they weren’t going to make it to the next step. While it has been a very prolonged process, that opportunity will be afforded to each of the constituencies, once they have disclosed to the final candidates that they are indeed one of the finalists. Ms. Laubacher commented the Advisory Search Committee would like to be involved as much as the Board will allow and thanked them for the opportunity.
Mr. Fisher inquired about the Cost Allocation Plan. Mr. Kushner stated the purpose of the Plan is basically to find out if the money allocated from the State for the System is being used in the best way for the sake of the System.
Mr. Kushner reminded everyone about the CLRC Legislative Breakfast on December 12th at Baker High School.
President’s Report
The Board acknowledged the season’s greeting card from the NOPL Board of Trustees.
Mr. Strauss acknowledged the letter the Board received from County Executive, Joanie Mahoney.
Mr. Strauss mentioned he has received the nominations for the Ossie Golden/Trustees’ Award, if any other Board members would like to review them. The ceremony will be held on Tuesday, February 3rd at 3:30 p.m. in the Central Library’s Smith Room.
APPROVAL OF MINUTES
Ms. Lombardi moved the minutes of the November 12, 2008 Board meeting.
Mr. Manning seconded, the motion carried unanimously.
Ms. Biesiada moved the minutes of the November 24, 2008 special Board meeting.
Ms. Lombardi seconded, the motion carried unanimously.
ADJOURNMENT
Ms. Biesiada moved to adjourn.
Mr. Strauss adjourned the meeting at 5:30 p.m.
Next scheduled Board meeting is for January 14, 2009 at the Central Library.
Respectfully submitted,
Gail M. Cox
Administrative Aide
Last updated February 18, 2009