RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING APRIL 16, 2018 MINUTES

Transcription

1 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING APRIL 16, 2018 BOT MINUTES BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Diane Arcieri Carla Randazzo Amthor Anita Baumann Jain Jacob Carl S. Berkowitz Roslyn Applebaum Hurwitz Eleanor Kassner Bernard Marone Helen Rados Lynn Skolnick Rosemary Cooper, Director, Albert Wisner Public Library, Warwick, Library, Directors Association Representative Martha Anderson, President STAFF Chuck Conklin, RCLS Delivery & Building Maintenance Supervisor (left 7:01 p.m.) Ruth K. Daubenspeck, RCLS Administrative Assistant Stephen P. Hoefer, RCLS Fiscal Officer Grace Riario, RCLS Assistant Director & Outreach Coordinator Martha Anderson, President, called the Board to order in Regular Session at 6:31 p.m., at RCLS, followed by the Pledge of Allegiance. A quorum was present. Martha Anderson noted that former RCLS Trustee Robert P. Knight passed away on Sunday, April 1. New York State Librarian and Assistant Commissioner for Library Bernard A. Margolis also passed away on Saturday, April 14. A moment of silence was observed in remembrance of these two Library Champions. AGENDA Helen Rados moved and Roslyn Applebaum Hurwitz seconded the motion to approve the April 16, 2018 Agenda as distributed. The motion passed unanimously. (motion ) RCLS MANAGER S PRESENTATION Chuck Conklin, RCLS Delivery & Building Maintenance Supervisor gave a presentation describing his duties and responsibilities. Ramapo Catskill Library System 1 of 6 April 16, 2018

2 PUBLIC COMMENTS There were no public comments. MINUTES Eleanor Kassner moved and Diane Arcieri seconded the motion that the minutes of the March 19, 2018 meeting be approved as submitted. The motion passed unanimously. (motion ) EXECUTIVE DIRECTOR S REPORT Robert Hubsher was on vacation and did not provide a report. ASSISTANT DIRECTOR S REPORT Grace Riario answered the Trustees questions regarding her written report. FINANCIAL REPORTS A. Carl S. Berkowitz moved and Helen Rados seconded the motion that the Treasurer s Report for March 31, 2018 be accepted as submitted. The motion passed unanimously. (motion ) B. Roslyn Applebaum Hurwitz moved and Eleanor Kassner seconded the motion that the Fiscal Officer s Report for March 31, 2018 be accepted as submitted. The motion passed unanimously. (motion ) C. Anita Baumann had examined the Vouchers for March 2018 and moved for approval. Lynn Skolnick seconded the motion. The motion passed unanimously. (motion ) D. Carl S. Berkowitz moved and Lynn Skolnick seconded the motion to approve the following budget adjustment to reallocate Coordinated Outreach Funds allowing Grace Riario to visit more libraries and help with their advocacy for the Outreach target population groups: Debit Credit Travel-Public/Outreach $ 2, Outreach Not Assigned $ 2, The motion passed unanimously. (motion ) E. Stephen P. Hoefer announced that Diane Biondi, Assistant Fiscal Officer has submitted her retirement notice effective as of Thursday, August 30, Ramapo Catskill Library System 2 of 6 April 16, 2018

3 F. Division of Library Development reviewed the RCLS State Annual Report and had two questions. Anita Baumann had reviewed the report and Stephen P. Hoefer thanked her for her observations. G. Stephen P. Hoefer announced that he has been nominated for the Treasurer s position of the Friends of Libraries Section (FLS) of the New York Library Associations (NYLA). DIRECTORS ASSOCIATION REPRESENTATIVE Rosemary Cooper reported that for many of the libraries this is budget season. Traditionally, the libraries are very successful with their budget votes. The Albert Wisner Public Library had a successful vote on Monday, April 9. Rosemary Cooper noticed in the March 19, 2018 minutes what seemed like a slight misunderstanding about the process involved with the libraries circulating rules changing. This is a big thing for the libraries. Measuring the library s value and worth simply by using the traditional way of measuring circulation statistics is not the only way; there are other ways. It is still a valuable measure of what the libraries do to provide for their communities. Rosemary Cooper feels the libraries need to make some adjustments to how they provide services and materials to their communities to really enhance and recognize that the libraries understand that the times they are a-changing. There is a three-prong approach to this change. First, the libraries are still waiting to implement the checkout libraries rules taking precedent. This will possibly be implemented by early May. Second, the libraries expect that at the May meeting of the Directors Association, action will be taken to approve the implementation of the automatic renewal. There are some controversies related to this procedure. The third step, for some of the libraries, is the trial of the fine free children s and young adult materials. The directors are beginning to understand, and some a little bit differently, filtering the internet and how it relates to E-Rate rebates. Robert Hubsher and Jerry Kuntz, RCLS Electronic Resources Consultant have helped the libraries understand the new world of filtering. In the past most of the libraries automatically objected to filtering and therefore rejected the possibility of getting E-Rate rebates. However, with the new filters available some libraries within RCLS are filtering because their boards believe it is important and necessary. This give the libraries the possibility to capture funding through E-Rate. Other libraries are beginning to understand and realize that they should be at least looking at how filtering has changed. Rosemary Cooper feels this awareness by the directors is very encouraging and appreciates RCLS and Robert Hubsher s efforts on behalf of the member libraries. Rosemary Cooper also noted public safety in public libraries in regards to the use of NARCAN and active shooters. The libraries in Middletown and Newburgh have had instances where their security guards have administered NARCAN to patrons. This action has increased attention and awareness of the subject on the part of the library directors and many are reviewing if this is something they should be doing. The rules related to this topic are very complex. Ramapo Catskill Library System 3 of 6 April 16, 2018

4 COMMITTEE REPORTS A. Library Trustees Association (LTA) of New York State Martha Anderson, Representative reminded the Board that the Trustee Institute is April 27 and 28 in Uniondale, NY. B. Ad-Hoc Committee Board Goals/Follow-up to Board Retreat. No report. C. Advocacy and Fundraising Anita Baumann, Chair. No report. D. Annual Meeting and Awards Lynn Skolnick, Chair reported that the Committee met prior to this meeting. Lynn Skolnick moved and Helen Rados seconded the motion to create a fourth Annual Meeting Award for 2019 to be called a Member Library Young Adult Program of the Year Award (ages 12 to 19) and to replace the existing youth award and rename it the Member Library Children s Program of the Year Award (from birth to age 11) with each award to receive $500 and a plaque. The motion passed unanimously. (motion ) The Committee had discussed increasing the amounts of the awards, but decided to table that decision. E. Board Development / Nominating Jain Jacob, Chair. No report. F. Bylaws /Policy Review Anita Baumann moved and Carl S. Berkowitz seconded the motion to accept the revised Bylaws as presented at two previous Board meetings and were ed at least 10 days prior to the Board meeting. The motion passed unanimously. (motion ) G. Facilities Eleanor Kassner, Chair. No report. Grace Riario gave the Board an update on the progress of the RCLS renovation project. H. Member Library Trustee Outreach and Orientation Helen Rados, Chair asked the Trustees if they had committed to visiting member libraries last year and had not yet done so, this is the year to do it. Grace Riario distributed a sample packet that the Trustees could share when they visited the member libraries. I. Personnel and Finance Bernard Marone, Chair is planning an upcoming meeting. The purpose of the meeting is to finalize Robert Hubsher s performance review and trustee involvement and questions about the budget process. J. Plan of Service Review Roslyn Applebaum Hurwitz, Chair is planning a committee meeting to review the Plan of Service survey results. UNFINISHED BUSINESS A. One of the remaining 2018 Annual Conflict of Interest Statements was completed. One still remains to be done. Ramapo Catskill Library System 4 of 6 April 16, 2018

5 B. Stephen P. Hoefer administered the Oath of Office to Eleanor Kassner. The document will be filed with the Orange County Clerk s office. C. The Board discussed what they are looking for in a Trustee Retreat for July. Martha Anderson will give the Board proposals to consider at the May meeting. NEW BUSINESS The Board had no new business to discuss. PUBLIC COMMENTS There were no public comments. PRESIDENT S COMMENTS Martha Anderson had no further comments. BOARD DISCUSSIONS / COMMITTEE OF THE WHOLE The Board had no discussion. CORRESPONDENCE A. Letter dated April 4, 2018 from Lisa Palmer, Library Manager, Wallkill Public Library to Grace Riario expressing her sincere thanks for the RCLS Board awarding her the RCLS Management Professional Development Scholarship. B. Lohud article dated April 9, 2018 by Swapna Venugopal Ramaswamy entitled, Only woman in the room : Cuomo Bridge Subcontractor Ellie Kassner. Ramapo Catskill Library System 5 of 6 April 16, 2018

6 TALKING POINTS Observed a moment of silence for two recently departed Library Champions Former RCLS Trustee Robert P. Knight and New York State Librarian and Assistant Commissioner for Library Bernard A. Margolis. Chuck Conklin presented a report on his department Delivery and Building Maintenance. Report from Rosemary Cooper, Directors Association representative regarding circulation rules, E-Rate, and public safety. Approved increasing the number of Annual Meeting Awards for 2019 from three to four and to retitle the Youth Program Award as Children s Program Award and add Young Adult Program Award. These awards will be based on programs held during Topics for Board Retreat centered on services that RCLS provides to member libraries. ADJOURNMENT Helen Rados moved and Carl S. Berkowitz seconded the motion that the meeting adjourn at 8:47 p.m. The motion passed unanimously. (motion ) MOTIONS Approve April 16, 2018 Agenda Approve March 19, 2018 Minutes Approve the Treasurer s Report for March 31, Approve the Fiscal Officer s Report for March 31, Approve the Vouchers for March Approve a budget adjustment to reallocate Coordinated Outreach Funds Approve creating a fourth Annual Meeting Award for Approve revised RCLS Bylaws Adjournment Ramapo Catskill Library System 6 of 6 April 16, 2018

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27 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING MAY 21, 2018 BOT FISCAL OFFICER S SUMMARY OF ACTIVITY BOARD INFORMATION Last month RCLS enrolled in Orange Bank & Trust Company s Remote Deposit capture program that allows us to deposit checks directly from the Account Payroll Coordinator s desk at RCLS. This will save RCLS staff s time of traveling to the bank and the funds will be deposited more quickly, thereby gaining a tiny bit more interest income. Due to our long-standing relationship with Orange Bank & Trust Company, the equipment purchase of $1,000 and monthly fee of $50 have been waived. BUDGET ADJUSTMENTS Debit Credit Increasing the budget so that John Hurley, ANSER Manager and Network Administrator, may attend Windows Server 2016 training at the Westchester Library System Continuing Education - Auto $2, ANSER Fund Balance $2, To increase the budget for the purchase of a replacement laptop for Robert Hubsher as his computer s hard drive failed. It is under warranty and will be fixed and redeployed Equipment, Furniture & Fixtures $3, General Fund Balance $3, CONFLICT OF INTEREST STATEMENTS All Conflict of Interest Statements have been received, reviewed and I see no conflicts to bring to the boards attention. Remember that there continues to be a Duty to Disclose should an actual or possible Conflict of Interest or Related Party Transaction arise in the ordinary course of the year. Fiscal Officer s Report May 21, 2018