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MINUTES
OCPL Board of Trustees’ Meeting
December
13, 2006
Central Library
Board Room
4:00 p.m.
ATTENDING: H.J. Hubert, R. Strauss, S. Jones, J. Suddaby, D. Lankes, E. Sullivan, P. Mautino, K. Wojslaw
ABSENT: H. Bonner, J. Kianka
ALSO PRESENT: J. Latham, D. Milcarek, K. McCaffrey, K. Park, D. Bendig, S. Considine, G. Cox, E. Dailey, S. Jensen, E.
Kochian, E.Loftus
Mr. Sullivan called the meeting to order at 4:00 p.m.
WELCOME
Mr. Sullivan welcomed and invited everyone to some holiday refreshments.
ACKNOWLEDGEMENTS
Mr. Sullivan explained how Ms. Latham missed the November board meeting due to the
fact that she was in Illinois defending her dissertation. He announced with
great pleasure that Ms. Latham was successful in defending the dissertation,
completing all requirements for the PhD. He continued by stating how very proud
the Board is of her accomplishment and recognized her achievement with flowers
and a nameplate in her honor.
Ms.
Latham noted that the OCPL Board of Trustees was included in her
acknowledgements in her dissertation for providing support to give her the
ability to complete the dissertation.
On
behalf of the Board, Ms. Jones acknowledged Mr. Sullivan’s stewardship over the
past years not only as a member of the Board, but for standing by the Board and seeing the Board through many
things. She continued by stating how much the Board appreciated everything he
has done and how much he will be missed. In honor of his leadership, The Board
presented Mr. Sullivan with a set of inscribed Stickley bookends.
APPROVAL
OF MINUTES: Mr. Strauss moved for approval of the minutes of the November 8,
2006 meeting.
Ms.
Wojslaw seconded, the motion carried unanimously.
ACTION ITEM
Resolution: 06-26
Mr. Strauss moved the
following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure
of $500 from the Smith-Hawley Fund for the 2007 membership to NYSALB.
Ms. Wojslaw seconded, the motion
carried unanimously.
Resolution: 06-27
Ms. Mautino moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the
expenditure of $500 from the Trustees’ Endowment Fund for the 2007
Ossie/Golden/Trustees’ Award ($400) and reception ($100).
Ms.
Jones seconded, the motion carried unanimously.
Resolution: 06-28
Mr.
Lankes moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the expenditure of $250 from the
Trustees’ Endowment Fund for Retirement/Service Awards.
Ms.
Mautino seconded, the motion carried unanimously.
Resolution: 06-29
Ms.
Jones moved the following resolution:
Resolved, That
the OCPL Board of Trustees authorizes the transfer of funds of $5,000
from the OCPL Endowment Fund to the Executive Director’s Discretionary Account.
Mr.
Strauss seconded.
Mr. Sullivan requested an
updated report on the director’s account. A complete 2006 report will be
distributed to the Board at the January meeting.
The motion
carried unanimously.
Resolution: 06-30
Ms.
Wojslaw moved the following resolution:
Resolved, that the OCPL Board of Trustees approves the additional amount of $2,713.61 for
the increase cost ($111.94) for the on-site emergency facing and consolidation
of 18 fragile Barrow paintings and for the restoration on the frame for the
digital print of The Village of Skaneateles 1869 ($2,601.67).
Mr. Strauss
seconded.
Ms. McCaffrey reported on the
conversation she had with Ms. Blakney regarding the restoration of the frame
for the reproduction. She explained that the Library would never be able to buy
an antique frame for what it would cost to restore the Barrow frame. She
continued by explaining the labor-intensive nature of the restoration work.
The Board discussed possible
alternative solutions and decided to approve only the first part of the
resolution and table the rest.
Mr. Lankes moved to amend the
resolution to read as follows:
Resolved, that the OCPL Board of Trustees approves the additional amount of $111.94 for
the increase cost for the on-site emergency facing and consolidation of 18
fragile Barrow painting.
Ms. Suddaby seconded the amended
resolution, the motion carried unanimously.
Resolution: 06-31
Mr.
Lankes moved the following resolution:
Resolved, That the OCPL Board of Trustees recommends the application for $5,969 from the
New York State $800,000 Annual
Construction Grant Program FY 2006-2007 for Solvay Public Library to create a
handicap accessible bathroom, and replace and old HVAC unit and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $7,400 from the
same New York Construction Grant Program for the Tully Free Library for new ductwork; and sealing and installing
the attic and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $5,970 from the
same New York Construction Grant Program for Fayetteville Free Library for a new roof and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $6,167 from the
same New York Construction Grant Program for the Central Library for STAR room accessibility and for the installation of A/C in the pass
Computer Lab.
Mr. Strauss
seconded, the motion carried unanimously.
Resolution: 06-32
Mr.
Lankes moved the following resolution:
Resolved, That the OCPL Board of Trustees recommends the application for $73,680 from the
New York State $14 million Construction Grant Program FY 2006-2007 for Solvay
Public Library’s project to add handicap accessible parking spaces, sinage, and
an elevator, which will enable full use of the building by persons with
disabilities and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $6,000 from the
same New York Construction Grant Program for Tully Free Library for a new Roof and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $73,680 from the
same New York Construction Grant Program for Liverpool Public Library for a new roof and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $73,680 from the
same New York Construction Grant Program for Fayetteville Free Library for a new café and community space
and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $44,969 from the
same New York Construction Grant Program for Paine Branch Library for the installation of an ADA compliant ramp
and entrance and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $85,608 from the
same New York Construction Grant Program for White Branch Library for
replacement windows and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $41,436 from the
same New York Construction Grant Program for Betts Branch Library for the
installation of an ADA compliant ramp ($27,712) and an ADA compliant restroom
($13,724) and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $27,861 from the
same New York Construction Grant Program for Soule Branch Library for a
the installation of an ADA compliant restroom and;
be it further resolved, That the OCPL Board of Trustees recommends the application for $19,449 from the
same New York Construction Grant Program for Central Library for the installation of a restroom in Children’s World.
Ms. Latham explained OCPL’s
total allocation from the New York State’s 14 million statewide grant program
is 446,362.
Ms. Latham thanked everyone
involved in getting the totals together for these grant requests.
EXECUTIVE
DIRECTOR'S REPORT
Meetings
Ms. Latham gave highlights on
the following meeting:
E
& L Committee:
The Education and Libraries Committee advanced the bond
request of $662,000 to the Ways and Means Committee. Ways and Means will meet
on Friday, December 15th at 9:30 a.m.
Ms. Latham
thanked Ms. Mignano, who worked hard with her to nail down the figures. Also, Mr. Kochian who advocated for the
Library to keep it moving along.
Construction Grant Applications:
This is a lot of money into the system at
this point and time for a lot of initiatives. This money has come as a result
of our outreach to our state legislators, particularly Senator DeFrancisco. He
was a big part of getting this state money to the system last year. Ms. Latham
thanked Mr. Strauss for his dedication in building relationships with the state
legislators to help make this happen.
New York State Library Development Grant:
The Library
has been notified that we have qualified for a $15,000 grant to support a
system-wide service, and have determined that a system-wide installation of
Sharepoint, a Windows-based intranet service, will be extremely useful in
facilitating information exchange among all the libraries.
News Event:
Beauchamp
Branch Library had their wireless hotspots installed, through the sponsorship
of the IST department at Syracuse University.
Old Business
a) Board Resolution Index
Ms. Latham
congratulated and thanked Peg Gingalewski and Gail Cox for the successful
completion of indexing the past thirty years of Board resolutions.
Ms. Latham
thanked Mr. Wirth for de-accessioning three hundred and five pieces of outmoded
equipment.
b) Materials
Contract
Responses
have been received to the materials contract and they are poised to make a
final selection of a vendor by the end of the week.
COMMUNICATIONS
Foundation: Ms.
Mautino commented on their last meeting. They are continuing to fill their Board
seats and have begun discussing the direction they may pursue, projects, and
fundraising. The next meeting is scheduled for the end of January. At this
point the Board includes: Ted Sullivan, Joyce Latham, Jay Kianka, Pat Mautino,
Barry Weiss, Adie Sylvia, Marcia Tait, and Andy Zaplatynsky.
Mr.
Sullivan acknowledged how Mr. Kianka and his staff has been a major contributor
in keeping the Foundation process going.
Government Relations: Mr. Strauss reported that the Committee didn’t meet in December.
They
will resume with meeting the first of the year and their objectives will be to
engage the county legislators.
March
13th is Library day in Albany.
Management,
Development and
Recruitment : Ms. Jones reported on
their last meeting. They would like the board members to consider putting together a profile of what the Board is looking for in a Trustee. They are looking for the Board’s opinion on including someone from a
member library Board to the OCPL Board.
The
Committee would like to propose adding a Board Public Relations and Marketing
committee in addition to the other committees on the Board.
Ms.
Latham is recommending that the Board consider the establishment of a
development fund for the deputy director. The recommended figure being
requested is $1,000.
Ms.
Jones reviewed the feedback she received from the Board.
The
Board engaged in an extended discussion of the appropriate source for staff
development funding. The consensus of the Board is that the principal of staff
training and development is essential and the need to build this in the operating
budget for subsequent years. The Board would like to know what is it that they
need to do to get this accomplished to make it effective for more staff to get
the training and development that is needed to move the library forward.
MOTION: Mr. Lankes made a motion to approve the transfer of funds of $1,000 from the OCPL
Endowment Fund to a Deputy Director’s Development Account.
Mr.
Struass seconded, 7 in favor and one opposed based upon the source of funding.
The
Board would like some comparison data and information from other libraries and
departments within the county along with comparable systems within the state.
OTHER
Ms.
Mautino inquired about the goals that were established from the Board retreat
and what are the next steps.
Mr.
Sullivan questioned if it should be brought back to the Management Committee
for some direction and then bring it back to the Board for consideration.
PRESIDENT’S REPORT
Mr.
Sullivan asked about the community survey. Ms. Latham reported that the survey
has been completed and KS & R are in the process of compiling the data.
They are about to do a focus group with the member directors.
Mr.
Sullivan inquired on the Continuous Improvement Committee.
Ms.
Latham updated the Board on their meetings and explained the various
subcommittees that the staff on the Committee established in order to get the
library ready for “Library of the Year” in 2010.
Mr.
Sullivan took a few moments to individually acknowledge the senior staff and
the Board for all their hard work over the years.
OCPL ADVISORY
Mr.
Strauss reported that the group continues to work on the revisions of the
bylaws.
OCSL
Ms.
Considine mentioned that at their last meeting they took the opportunity to thank
Ms. Milcarek for her work over the years, and they are looking forward to
working with Ms. McCaffrey beginning in the New Year.
The
member libraries that applied for state construction funds want to thank
everyone who worked with them and considered their requests.
As
a group they are looking forward to reinstituting the System Meet. They have
adjusted their OCSL calendar to make it work for everyone.
At
OCSL’s last meeting, they were given a demonstration of Tutor.com. Many of the
member libraries are very interested in it. Ms. Dailey explained the functions
of this support service.
Member
News:
Liverpool: launched their Rapid Reads program.
Fayetteville: the town of Manlius reversed its decision to cut their funding for 2007, but
not for 2008. This decision also affects East Syracuse, Minoa, and Manlius
libraries.
EXECUTIVE SESSION
At 6:00
p.m., moved to go into executive session to discuss a
personnel matter.
Ms.
Suddaby seconded, the motion carried unanimously.
At 6:30 p.m., Ms. Jones moved to adjourn executive session and to reconvene in open session.
Ms. Wojslaw seconded, the motion carried unanimously.
No action was taken.
ADJOURNMENT
Ms.
Mautino motioned to adjourn.
Mr. Sullivan
adjourned the meeting at 6:30 p.m.
Respectfully
submitted,
Gail
M. Cox
Administrative
Aide