RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING MARCH 20, 2017 MINUTES

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1 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING MARCH 20, 2017 BOT MINUTES BOARD MEMBERS PRESENT BOARD MEMBERS ABSENT Carla Randazzo Amthor Jain Jacob Anita Baumann Eleanor Kassner Carl S. Berkowitz Lynn Skolnick Roslyn Applebaum Hurwitz Bernard Marone Helen Rados William R. Troy Matt Pfisterer, Director, Thrall Public Library District of Middletown and Wallkill Directors Association Representative Martha Anderson, President STAFF Ruth K. Daubenspeck, RCLS Administrative Assistant Stephen P. Hoefer, RCLS Fiscal Officer Robert Hubsher, RCLS Executive Director Grace Riario, RCLS Assistant Director & Outreach Coordinator Martha Anderson, President, called the Board to order in Regular Session at 7:31 p.m., at RCLS, followed by the Pledge of Allegiance. A quorum was present. AGENDA Helen Rados moved and Roslyn Applebaum Hurwitz seconded the motion to approve the March 20, 2017 Agenda as distributed. Martha Anderson noted that the Assistant Director s Report has been added to the agenda. Grace Riario will prepare a written report to the Board each month. The motion passed unanimously. (motion ) PUBLIC COMMENTS There were no comments. MINUTES Carla Randazzo Amthor moved and Bernard Marone seconded the motion that the minutes of the February 21, 2017 meeting be approved as submitted. The motion passed unanimously. (motion ) Ramapo Catskill Library System 1 of 7 March 20, 2017

2 EXECUTIVE DIRECTOR S REPORT Robert Hubsher reported that he, Grace Riario, Stephen P. Hoefer and Chuck Conklin, met with the engineers from Fellenzer Engineering and reviewed the building renovation drawings with them. The full set of drawings will be updated with a couple of minor changes. He noted that working with Fellenzer Engineering is very productive as they are attentive to our comments and timely in delivering drawings. Robert Hubsher also noted that we received the sample finishes and are deciding on the materials and colors to use This information will be sent to Fellenzer Engineering so that they can provide us the pre-permit cost estimate by the beginning of April. Once we receive a copy of the final set of drawings, he will contact William R. Troy, Facilities Chair to call a Facilities Committee meeting to discuss the project and bring a recommendation to the Board. The intention is to start the project in the fall. Robert Hubsher expects that the work will take about four to eight weeks. Robert Hubsher reported that RCLS received a total of $3,168 in donations for New York Library Association Library Advocacy Day. Of that amount, $1,702 came from Mid-Hudson Library System libraries and Friends groups and $1,466 came from RCLS member libraries, Friends groups, organizations and individuals. About 120 people rode the buses this year. This was the best year of attendance that we have had in four or five years. In terms of what we anticipate, he feels we are pretty sure of getting the restoration funding and he expects that we will receive about another $1 million. The auditors from Nugent & Haeussler, P.C. of Montgomery conducted their field visits at RCLS February 22 and 23. They were scheduled for three days; however, they were able to complete the field work in two days. We expect to receive the draft Audit Report in April and will add the Audit Board review to the May Board agenda. Carl S. Berkowitz moved and William R. Troy seconded the motion to approve the purchase of a new Sprinter van, as per the specifications provided to the vendors, from Mercedes Benz of Nanuet at a total cost of $40, The motion passed unanimously. (motion ) Robert Hubsher noted that National Legislative Library Day (NLLD) is May 1-2, 2017 in Washington, D.C. President Trump suggested cutting funding for the Institute of Museum and Library Services (IMLS) in FY These funds support the Library Services and Technology Act (LSTA) grant program. LSTA grants are used by the State Library (42% of its budget comes from these funds) and the NOVELny program. State Library funding supports the staff and operation of the Division of Library Development (DLD). In fact, all but two of the staff at DLD are funded through the LSTA grant. The total amount of the IMLS funding represents % of the overall federal budget, but would be devastating for New York State, as well as for libraries across the country. The two items on the NLLD agenda at this point are funding and net neutrality. Net neutrality guarantees that every data packet is equal. For those that are unable to go to Washington for NLLD, there is the option of participating virtually through Virtual Library Legislative Day (VLLD). This option also provides live streaming of NLLD briefing day including the Keynote speech. FINANCIAL REPORTS A. Anita Baumann moved and Helen Rados seconded the motion that the Treasurer s Report for February 28, 2017 be accepted as submitted. The motion passed unanimously. (motion ) Ramapo Catskill Library System 2 of 7 March 20, 2017

3 B. William R. Troy moved and Carl S. Berkowitz seconded the motion that the Fiscal Officer s Report for February 28, 2017 be accepted as submitted. The motion passed unanimously. (motion ) C. William R. Troy had examined the Vouchers for February 2017 and moved for approval. Roslyn Applebaum Hurwitz seconded the motion. The motion passed unanimously. (motion ) D. Stephen P. Hoefer reported that all 47 member library Annual Reports were reviewed and submitted to the Division of Library Development (DLD) on time. He noted that for the Fiscal Officer, reviewing the Annual Reports and preparing the RCLS report is the biggest project of the year, taking a full two months to complete. Robert Hubsher pointed out that RCLS is one of only a few of the systems in New York State that submits its reports on time. That is a credit to Stephen P. Hoefer and the other staff involved in completing the report. RCLS is eligible to receive its funds once all the reports are approved. ASSISTANT DIRECTOR S REPORT Grace Riario thanked Helen Rados for attending two of the Sullivan County member library Board meetings. Grace Riario reported on the activities of the State Minimum Standards (SMS) Committee, of which she is a member. The State of New York Division of Library Development (DLD) asked the system directors last year for their help with updating the Minimum Public Library Standards, which were last updated in The system directors formed the SMS Committee to review the proposed Minimum Standards from DLD. Currently public libraries need to meet 11 Minimum Standards. If a library does not meet any of the Minimum Standards the library is required to request a variance outlining the actions that will be taken to meet the Standard(s). The RCLS Board of Trustees must approve the variance before it is sent to DLD for approval. If the library is unwilling or unable to meet the Standard(s), they may lose their Charter and thus their ability to receive public funding. The State Minimum Standards Committee proposed 19 Minimum Standards. Grace Riario would like to gather input from the member library directors on the proposed Standards. In order to do this she scheduled three meetings in various locations within the RCLS service area. Once the Committee has finished gathering data, its findings will be sent to DLD. DLD will in turn review the public input information and make a final proposal that will be distributed across the State for public comment. In addition, public hearings will be held to receive testimony from across the State. Following the public input DLD will make a decision about the Standards to present to the Commissioner of Education. The Commissioner of Education will make a recommendation to the Regents about adopting the new Minimum Standards, which the Regents must approve before it can be implemented as Commissioner s Regulation Grace Riario invited the Trustees to attend the What is the BIG DEAL about Intellectual Freedom? workshop presented by James LaRue, Director of American Library Association s Office for Intellectual Freedom scheduled for Wednesday, June 7, 2017 at RCLS. Ramapo Catskill Library System 3 of 7 March 20, 2017

4 DIRECTORS ASSOCIATION REPRESENTATIVE Matt Pfisterer s report echoed Robert Hubsher s thanks and appreciation for Stephen P. Hoefer and the hard work he puts into the State Annual Reports. He also thanked Grace Riario for coordinating the Minimum Standards meetings for member library directors. The Directors Association approved a motion to purchase the SirsiDynix product BLUEcloud Visibility. The product is a web based geo-location and web optimization application integrated with the online catalog to make it visible to people searching the web. This will allow both library users and non-users in our region to see what materials member libraries have available. The contract is for three years with the ability to opt out prior to the start of a new year. The System Services Committee is discussing adding $50,000 to the e-content pool funds for the cooperative purchasing of e-books. This would bring the pool funds to a total of $150,000. The fund was created in July Member libraries are continuing the DVD sharing trial until May 3. After that date, Jerry Kuntz, RCLS Electronic Services Consultant will prepare a report to show how the circulation of DVDs was affected by opening ILL access to all library users. Many of library staff are hopeful this sharing will be made permanent. They expect the report will indicate that sharing DVD is providing better customer service by patrons receiving their high demand items more quickly. The libraries need to find ways to stimulate their circulation statistics because the numbers have been decreasing over the past few years. Hopefully this is a step in the right direction. COMMITTEE REPORTS A. Library Trustees Association (LTA) of New York State Martha Anderson, Representative reported LTA had a special Library Trustee Association table at the NYLA Library Advocacy Day, which many Trustees discovered. The LTA Trustees are working on a miniinstitute planned for August 2017 on Long Island. Invitations have been sent out to a workshop called Trustees in the Know scheduled for Saturday, May 6, 2017 in Binghamton. LTA is also arranging a Trustee Institute on Long Island for They continue to work on membership renewals. B. Advocacy and Fundraising Carla Randazzo Amthor, Chair announced that the Committee will meet before the Board meeting on Monday, April 17 at 6 p.m. C. Annual Meeting and Awards Carla Randazzo Amthor reported that the Committee met and reviewed the proposed guidelines for the awards. The information will be sent out tomorrow. Board members are encouraged to get out the word about awards. Nominations are due by Friday, May 19. Maureen Jagos, Director of the Chester Public Library, has volunteered to work with the Committee. D. Member Library Trustee Outreach and Orientation Helen Rados, Chair, would like the Trustees to commit to attending board meetings of libraries in their county. Robert Hubsher suggested targeting the six libraries that did not submit a ballot for the RCLS 2017 Budget. Libraries that did not submit an evaluation of the RCLS Plan of Service survey would also be a good focus to let them know that we care about their opinions. In addition, Helen Rados felt these visits would be a good time to solicit candidates for the RCLS board. Ramapo Catskill Library System 4 of 7 March 20, 2017

5 E. Personnel and Finance Bernard Marone, Chair reported the Committee discussed briefly the merits of having two chairs for the committee or splitting into two committees. The general thinking was it is better to have one committee, as there is a lot of overlap of duties, and to have one chair for that committee. The consensus of the committee was for Carl S. Berkowitz to chair the Committee. The group also discussed the personnel aspect of its charges. They added a charge that the Committee is responsible for the Executive Director s review and the task of creating a mechanism for the review that can be consistently used from year-to-year. Robert Hubsher added that at each committee s inaugural meeting, they should set goals for the year. This way everyone on the committee will know what is expected for the year. Committees need to meet to get their work done. By setting the goals, they will know what they need to accomplish. UNFINISHED BUSINESS A. Martha Anderson stated that she reviewed the 2017 Annual Conflict of Interest Statements and saw no issues. She also reminded Trustees and staff that if a conflict arises throughout the year, they have an obligation to disclose it. B. Final committee appointments are as follows: Executive Martha Anderson, President (Ex Officio on all committees except Nominating) Lynn Skolnick, Vice President Carla Randazzo Amthor, Secretary Bernard Marone, Treasurer Carl S. Berkowitz, Past President Advocacy and Fundraising Carla Randazzo Amthor, Chair Anita Baumann Carl S. Berkowitz Roslyn Applebaum Hurwitz Annual Meeting and Awards Lynn Skolnick, Chair Carl S. Berkowitz, Vice Chair Carla Randazzo Amthor Eleanor Kassner Helen Rados Maureen Jagos, Directors Association Representative Board Development / Nominating Jain Jacob, Chair Lynn Skolnick William R. Troy Bylaws / Policy Review Anita Baumann, Chair Carl S. Berkowitz William R. Troy Facilities William R. Troy, Chair Jain Jacob Eleanor Kassner Lynn Skolnick Member Library Trustee Outreach and Orientation Helen Rados, Chair Carla Randazzo Amthor Anita Baumann Eleanor Kassner Grace Riario, RCLS Staff Ramapo Catskill Library System 5 of 7 March 20, 2017

6 Personnel and Finance Carl S. Berkowitz, Chair Bernard Marone Roslyn Applebaum Hurwitz Jain Jacob William R. Troy Plan of Service Review Roslyn Applebaum Hurwitz, Chair Anita Baumann Bernard Marone Helen Rado Voucher Approval William R. Troy NEW BUSINESS The Board had no unfinished business to discuss. PUBLIC COMMENTS There were no comments. PRESIDENT S COMMENTS Martha Anderson had no further comments. BOARD DISCUSSIONS / COMMITTEE OF THE WHOLE In the future, Martha Anderson would like the Board to discuss the RCLS Bylaws in regards to the length of the Trustees terms three-year versus five-year terms. The Board will continue to discuss advocacy and how they can become better advocates. CORRESPONDENCE There was no correspondence. TALKING POINTS NYLA Library Advocacy Day, Wednesday, March 1 had a successful turnout. Waiting for New York State final budget amounts and changes that are coming for 2017/2018. RCLS audit was completed in two days instead of the three that were allotted. The draft audit report is expected on or about April 26. All 47 member library State Annual Reports were completed and filed on time with the Division of Library Development. Kudos to Stephen P. Hoefer, the RCLS staff and the member libraries for getting this job completed in a timely and efficient manner. Ramapo Catskill Library System 6 of 7 March 20, 2017

7 The 2017 RCLS Board committees have been established and begun their meetings and timetables for future meetings, agendas and goals. The Annual Meeting and Awards Committee met. The guidelines for the nomination of the 2017 awards will be distributed this week. The deadline for submissions is Friday, May 19, ADJOURNMENT Roslyn Applebaum Hurwitz moved and Helen Rados seconded the motion that the meeting adjourn at 9:06 p.m. The motion passed unanimously. (motion ) MOTIONS Approve March 20, 2017 Agenda Approve February 21, 2017 Minutes Approve the purchase of a Sprinter van, as per the specifications provided to the vendors, from Mercedes Benz of Nanuet at a total cost of $40, Approve the Treasurer s Report for February 28, Approve the Fiscal Officer s Report for February 28, Approve the Vouchers for February Adjournment Ramapo Catskill Library System 7 of 7 March 20, 2017

8 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT MARCH 31, 2017 PAGE 1 BOT GENERAL FUND: OPERATING FUND - ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 306, PLUS DEPOSITS: 2004 TRANSFER FROM MONEY MARKET-OB&T 250, INTEREST GIFTS-NYLA ADVOCACY ACCOUNTS RECEIVABLE 58, APPROPRIATIONS EXPENSE RECOVERED TOTAL DEPOSITS 309, LESS DISBURSEMENTS: TOTAL APPROPRIATION EXPENSE 283, TOTAL DISBURSEMENTS 283, BALANCE ON HAND AS OF MARCH 31, CHECKING - OB&T $ 332, PLUS DEPOSITS: BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 606, INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS: GENERAL FUND: MONEY MARKET - ORANGE BANK & TRUST CO TRANSFER TO OPERATING FUND-OB&T 250, TOTAL DISBURSEMENTS 250, BALANCE ON HAND AS OF MARCH 31, 2017 MONEY MARKET - OB&T. $ 356, CERTIFICATE OF DEPOSIT # OB&T DUE APRIL 1, (GENERAL) 500, CERTIFICATE OF DEPOSIT # OB&T DUE JUNE 1, (GENERAL) 500, CERTIFICATE OF DEPOSIT # OB&T DUE AUGUST 1, (GENERAL/AUTOMATION) 700, CERTIFICATE OF DEPOSIT # OB&T DUE DECEMBER 14, (GENERAL) 1,007, TOTAL CASH IN GENERAL $ 3,399,313.11

9 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT MARCH 31, 2017 PAGE 2 TRUST AND AGENCY FUND: ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 9, PLUS DEPOSITS: 2005 TRANSFER FROM PAYPAL ONLINE ACCOUNT 2, INTEREST 1.05 PAYROLL TRANSFERS 174, TOTAL DEPOSITS 176, LESS DISBURSEMENTS: PAYROLL LIABILITIES 173, TOTAL DISBURSEMENTS 173, BALANCE ON HAND AS OF MARCH 31, CHECKING - OB&T. $ 13, TRUST AND AGENCY FUND: PAYPAL ONLINE ACCOUNT PLUS DEPOSITS: BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 2, SALES-ITF MEMBER LIBRARIES DEPOSITS-ITF MEMBER LIBRARIES 2, TOTAL DEPOSITS 2, LESS DISBURSEMENTS: 2003 TRANSFER TO TRUST & AGENCY- OB & T 2, PAYPAL FEES TOTAL DISBURSEMENTS 2, BALANCE ON HAND AS OF MARCH 31, CHECKING - PAYPAL $ 2, TOTAL CASH IN TRUST & AGENCY $ 15,434.18

10 RAMAPO CATSKILL LIBRARY SYSTEM TREASURER'S REPORT MARCH 31, 2017 PAGE 3 CAPITAL FUND FOR AUTOMATION: ORANGE BANK & TRUST CO. BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 463, PLUS DEPOSITS: 2401 REVENUE-INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS: TOTAL APPROPRIATION EXPENSE 30, TOTAL DISBURSEMENTS 30, BALANCE ON HAND AS OF MARCH 31, CHECKING - OB&T. $ 433, CERTIFICATE OF DEPOSIT # OB&T DUE SEPTEMBER 2, (AUTOMATION) $ 956, CAPITAL FUND FOR VEHICLES: ORANGE BANK & TRUST CO. PLUS DEPOSITS: BALANCE ON HAND AS OF FEBRUARY 28, 2017 $ 212, REVENUE-INTEREST TOTAL DEPOSITS LESS DISBURSEMENTS TOTAL APPROPRIATION EXPENSE 5, TOTAL DISBURSEMENTS 5, BALANCE ON HAND AS OF MARCH 31, CHECKING - OB&T. $ 207, GRAND TOTAL OF ALL CASH BALANCES AS OF MARCH 31, 2017 $ 5,012,120.33

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27 RAMAPO CATSKILL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING APRIL 17, 2017 BOT FISCAL OFFICER S SUMMARY OF ACTIVITY BUDGET ADJUSTMENT Debit Credit To cover the 1 st year purchase of BLUEcloud Visibility from the ANSER fund balance as approved by the Director s Association on March 08, Software/Hardware Maint. & Subscriptions $ 17, Transfer from Unrestricted ANSER Fund $17, CERTIFICATE OF DEPOSITS $ matures June 1, 2017 (General) $ matures August 1, 2017 (General/Automation) $ matures September 02, 2017 (Capital Fund-Automation) $ matures December 14, 2017 (General) Fiscal Officer s Report April 17, 2017