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MINUTES
OCPL Board of Trustees’ Meeting
September 13, 2006
Central Library
Smith Room
4:00 p.m.
ATTENDING: S. Jones, R. Strauss, J. Kianka, E. Sullivan, H. J. Hubert, K. Wojslaw
ABSENT: H. Bonner, P. Mautino, D. Lankes, J. Suddaby
GUESTS: F. Forte, A. Wagner, L. Hand, A. Cameron, E. Kochian, B. Schickling, J. Scherzi
ALSO PRESENT: J. M. Latham, M. Mignano, G. Cox, R. NaPier, S. Jensen, K. Park, P. Infantine, T. Riehlman, E. Loftus, H. Sammons, K. McCaffrey, G. Sanford, D. Milcarek
Mr. Sullivan called the meeting to order at 4:00 p.m.
WELCOME
Mr. Sullivan welcomed everyone.
PRESENTATIONS
Book Breaks: In recognition of WSTM NBC-3 20th Anniversary of Book Breaks, Mr. Sullivan presented Ms. Hand with Stickley bookends. Ms. Hand expressed her appreciation and the importance of getting young people to read and how the NBC staff is very pleased to be able to partner with the libraries. Ms. Latham noted how important it is for the community to get involved with promoting children to read and how wonderful it is to have this length of a partnership with NBC-3.
FOCL: Mr. Kochian and Mr. Scherzi gave a presentation on FOCL’s Lecture Series. The DVD will make its debut at the Carol Oates Lecture on Oct 3rd. Mr. Kochian explained that FOCL decided to develop this presentation to promote the viability of Syracuse as an author’s venue. They also hope it will help with fundraising.
Mr. Scherzi explained he is on the FOCL board and gave some background history of his community service projects. He mentioned that when the question came up about getting their name out a little bit more, the idea came to do a video. FOCL went through ten years worth of information and it wasn’t until they started putting the video together that they realized how significant the list of authors awards were and what it meant to Syracuse as a community.
Polaris: Mr. Schickling, President & CEO of Polaris gave some background on himself and Polaris. He also introduced the other members of his team, Ms. Wagner and Mr. Cameron. He explained how excited Polaris was to be considered as a possible vendor for the new ILS system for OCPL.
Mr. Schickling handed out some marketing materials for the Board’s review.
Revitalization: Mr. Kochian discussed the elements involved in a library revitalization strategy: new technologies, building renovations, and promotion of the library. He assured the Board that everyone agrees the county libraries are an important element of the quality of life in the region and wants to support them.
Ms. Latham added that in discussions with DMB they have seen their way clear for the library to begin some of the construction projects in the branches concerning ADA compliance. They are looking at approximately $585,000 worth of renovations to the branches. In terms of the System, the technology upgrades are approximately $670,000, which includes the ILS, replacement of the green screens, technology upgrades throughout the member libraries, some of the software needed to manage the network, and some funds for some software development. The other component is some upgrades for the Central, including beginning conversations regarding the roof.
Mr. Kochian urged the Board to support the plan and the ILS proposal that they will be bringing forward.
Literacy: Mr. Kochian spoke about promoting early literacy and the loss of participants in the Summer Reading Programs. A while back, the County began working with the public health nurses to begin an outreach program to try to reach young mothers and their infants. They have been working with the children’s librarians within the city, giving out first books to infants and young children. They also have a DVD available that encourages people to read to their children everyday.
Mr. Kochian distributed a list of accomplishments made this year with early literacy and the promotion of the Summer Reading Program. He spoke about the Harriet Tubman program, Light a Candle for Literacy event and field trips to Alliance Stadium, the MOST, and the Rosamond Gifford Zoo at Burnet Park.
Lean Process: Mr. Sullivan mentioned that the Board invited Mr. Forte to speak on process improvement in the library with the emphasis on customer service.
Mr. Forte commented on how Ms. Latham is such a dynamic leader. He continued to explain how the library wants to be in a customer service mode that is constantly changing and evolving on the way they do business. In order for the lean process to work it will not only involve Ms. Latham, but also needs the participation of the employees. Mr. Forte explained that they do use consultants, it is employee driven, and it’s in a facilitated environment. It is not all process and no action; Ms. Latham will be there so the items that they can improve upon immediately they will. While other ideas may take longer, require funds, and some they may not be able to accomplish. It is actually about process improvement strategies.
Ms. Latham added that they would go through a series of meetings facilitated by a consultant who would take them through the brainstorming and the de-stressing process and stimulate the dialog that Board would have indicated an interest in. This would then engage the participants in setting the priorities for the organization.
APPROVAL OF MINUTES: Mr. Hubert moved for approval of the minutes of the August 9, 2006 meeting.
Ms. Wojslaw seconded, Mr. Sullivan made an addition to the minutes.
Mr. Hubert moved for approval of the addition and Ms. Jones seconded, the motion carried unanimously.
ACTION ITEM
Resolution: 06-17
Mr. Kianka moved the following resolution:
Resolved, That the OCPL Board of Trustees and staff would like to acknowledge our appreciation to FOCL for their fundraising efforts to enhance our materials collection and children’s programming events.
Mr. Strauss seconded, the motion carried unanimously.
Resolution: 06-18
Mr. Strauss moved the following resolution:
Resolved, That the OCPL Board of Trustees approves the submission of the 2007-2011 Plan of Service to the State.
Ms. Wojslaw seconded, a discussion followed.
Ms. Latham explained how the Plan incorporated all the input from the member libraries that they felt they could manage. The Plan as well and the ILS contract will be drafted in Committee with a memorandum of understanding that will go out to each of the participating groups. The local Boards will get copies of the Plan of Service, but they don’t approve the Plan of Service. Once the memorandum of understanding is completed, each Board will need to sign off on that document.
The motion carried unanimously.
BUDGET
Ms. Jensen reviewed the 2007 recommended budget.
EXECUTIVE SESSION
At 5:35, Mr. Kianka moved to go into executive session to discuss a contract issue.
Mr. Strauss seconded, the motion carried unanimously.
At 6:13 p.m., Mr. Strauss moved to adjourn executive session and to reconvene in open session.
Mr. Kianka seconded, the motion carried unanimously.
MOTION: Ms. Jones moved the following motion:
Resolved, That the OCPL Board of Trustees authorizes the Executive Director to secure final contract commitments from Polaris as a potential ILS vendor and the County concerning final figures for the revitalization plan.
Ms. Wojslaw seconded, the motion carried unanimously.
PRESIDENT’S REPORT
Mr. Sullivan commented on the Trustee of the Year recipient.
Mr. Sullivan asked Mr. Strauss to comment on the meetings with the legislators. Mr. Strauss mentioned that Ms. Latham and himself met with Mr. DiBlasi to discuss the budget and the meeting with Mr. Meyer was cancelled.
Mr. Sullivan inquired about the OCPL Foundation bill. Mr. Sullivan gave an update on the progress of the Foundation Board.
Ms. Latham was asked to discuss the community survey. Ms. Latham commented that the focus groups would be held on September 18th at Soule and September 21 at Mundy. She explained the purpose of the focus groups regarding the community survey.
Mr. Sullivan inquired about a date for the fall retreat. Ms. Jones mentioned that they are looking at sometime in October/early November. The Board agreed upon a weekday from 3:00-7:00 p.m.
OCPL ADVISORY
Mr. Strauss mentioned they are looking at revising the by-laws and changing their meeting schedule. Mr. Strauss noted that nearly eight hundred thank you letters for the state funding were sent out to the state legislators.
Mr. Strauss mentioned he attended the beginning of the OSCL meeting. The idea of “take your county legislator to lunch” came up, he offered to get some OCPL Board members to join in on the idea.
ADJOURNMENT
Ms. Wojslaw motioned to adjourn.
Mr. Sullivan adjourned the meeting at 6:45 p.m.
Respectfully submitted,
Gail M. Cox
Administrative Aide