Western New York Library Resources Council. Board of Trustees

Transcription

1 Western New York Library Resources Council Board of Trustees MINUTES/DISCUSSION RECORD ATTENDING: EXCUSED: Dr. Heidi Julien (UB/DLIS), Dean Hendrix (UB-University Libraries), Michael Cambria (Buffalo School Library System),Dennis Galucki (Founder and Director, Center for the Study of Art, Architecture, History and Nature), Charles Lyons (UB-University Libraries), Mary Jean Jakubowski (BECPL), Tom Bindeman (Nioga Library System), Timothy Binga (Center for Inquiry Library) Sheryl Knab (Executive Director-WNYLRC), Debbie Porter (WNYLRC) Paul Cieslik (Lipsitz, Green et. al), Barbara Kane (Southwestern High School), Ann Tenglund (St. Bonaventure University), Eli Guinnee (Chautauqua Cattaraugus Library System) ABSENT: GUESTS: DATE: LOCATION: RECORDED BY: ON POLYCOM: Jim Lougen (M & T Bank) Wednesday, January 13, :30 pm WNYLRC Board Room Pat Klaybor (WNYLRC) John Hood (Ecology & Environment), Lindsay Delaney (Orleans Niagara BOCES SLS) Kerrie Fergen Wilkes (State University of NY at Fredonia) TOPIC DISCUSSION/ CONCLUSIONS 1. Call to order Heidi Julien called the meeting to order at 2:34pm. For clarification purposes, Heidi asked that those attending remotely, to please state their names prior to statements and votes. She also informed the board members that agenda item # 6.b). Sheryl s Review will be discussed in Executive Session. Paperwork for Check Signers-Jim Lougen from M & T Bank was here at the beginning on the meeting to RECOMMENDATIONS/ACTION/ EVALUATION/FOLLOW-UP RESPONSIBILITY & TARGET DATE

2 (Conflict of Interest Statements) 2. Approval of November 2015 Meeting Minutes 3. Accounting Manager s /Treasurer s Report collect signature cards from designated check signers from the board. John Hood will stop in and sign the paperwork tomorrow. Jim also informed the board that both HLSP and RBDB have new accounts, as was discussed at the last board meeting in November. At this point in the meeting the Conflict of Interest Statements, which are signed by all board members annually, were passed out, signed and returned to Pat. approve the November 17, 2015 meeting minutes. The budget is in good shape. The figures do not reflect exactly, but they are in line. The investment piece has also been added to the financial packet, as per the board s request. motion to approve the November 17, 2015 meeting minutes. Tim Binga seconded. Motion was For those on the PolyCom and excused from this meeting, Pat will the forms tomorrow, so they can be signed, returned and retained on file. 4. New Business a.) 2016 Board Officers There was a concern voiced about our investments. Heidi Julien nominated John Hood for the office of Vice- President/President Elect, and John accepted the position. Sheryl will have a conversation with the investment bankers. There will be a meeting of the Business and Finance Committee prior to the next board meeting. This will take place on Thursday, March 3, approve the nomination of John Hood as Vice President/President Elect of the WNYLRC Board. Heidi Julien also made a motion to approve the nomination of John Hood as Vice President/President Elect of the WNYLRC Board. Mary Jean Jakubowski seconded. Motion was approved with John Hood abstaining.

3 Tim Binga was also asked if would continue as the Treasurer of the WNYLRC Board. Tim agreed. 4. b.) Board Committees 4. c.) WNYLRC Strategic Plan approve the nomination of Tim Binga as Treasurer of the WNYLRC Board. The WNYLRC Board Officers for 2016 are as follows: Heidi Julien-President John Hood-Vice President/President Elect Mary Jean Jakubowski-Secretary Tim Binga-Treasurer The WNYLRC Board Committees lists were gone over. In some cases, the membership of committees depends on who holds board officer positions. For example- on the Executive Committee, John Hood and Tim Binga will be added to the roster. Sheryl went over each committee and asked whether board members would like to continue. Dean Hendrix will be removed from the Nominating Committee, as he is leaving the Board,(See Announcements) and Charles Lyons volunteered for this committee. Sheryl explained the working of this particular committee and Dean will help guide the process before his departure. Currently, the person from the membership that is also on this committee is Samantha Gust (NU). There can be two positions on this committee held by persons from the membership. There were fourteen participants on the Strategic Planning Committee. They included board members, Dean Hendrix, Michael Cambria, Kerrie Fergen Wilkes, John Hood, motion to approve the nomination of Tim Binga as Treasurer of the WNYLRC Board seconded. Motion was approved with Tim Binga abstaining. Discussion ensued regarding an audit committee since we are a not for profit. Many of the laws governing not for profits have been revised and the bylaws will need to be reviewed to assure that WNYLRC is in compliance.

4 4. d.) Coordinated Collection Development Plan 4. e.) Proposed Board Committee Ann Tenglund and Dennis Galucki. Sheryl thanked those board members for their service on this committee. This committee will still be meeting to start on work plans related to the Strategic Plan of Service. These will be more granular with specific objectives. The process for the strategic plan is board approval, then reviewed by the membership for at least 30 days (put up on the website) and submission to DLD by 4/1/16. approve the WNYLRC Strategic Plan of Service Sheryl explained how the CCDA works. The 9 NY3Rs councils review all the applications and then they are submitted to the state by the Executive Directors on behalf of the academic libraries that will be receiving aid. There must be a link to the CCDA Plan on WNYLRC s website and we must bring the sixteen WNYLRC member libraries together to have a conversation on collection development. Each of the sixteen libraries collects materials in multiple formats in a variety of subject areas. This plan needs board approval also. approve the Coordinated Collection Development Plan 2015/2016, with corrections as noted. accept the Proposed Board Committee. Dean Hendrix made a motion to approve the WNYLRC Strategic Plan of Service Tim Binga seconded. Motion was Kerrie Fergen Wilkes pointed out some corrections that need to be made to the information of her institution.(state University of New York at Fredonia) motion to approve the Coordinated Collection Development Plan 2015/2016, with corrections as noted. Tom Bindeman seconded. Motion was Tom Bindeman made a motion to accept the Proposed Board Committee. Tim Binga seconded. Motion was unanimously approved. Discussion ensued regarding the formation and the duties of this committee. Many opinions were voiced regarding the resolution of

5 The need for a committee like this arose from the fact that there are no procedures stated in the Employee Handbook for conflict resolution when the conflict involves the Executive Director and is then brought before the board. After much discussion, it was decided to table this item until the next meeting. A new draft will be written to be voted on at the March meeting. table the approval of the Proposed Board Committee. personnel matters. It was also noted that it was difficult for board members to find information regarding these issues, in the first place. Possibly the Employee Handbook and the Job Descriptions need to be posted in the Board Packet section of the website, for accessibility by board members. If a complaint resolution procedure is put in place, it needs to be tailored to the organization. Employee reviews were also discussed. Discussion also involved whether this committee should also be looking at benefits. Should they also look at the procedures of the Executive Director s Review instead of the Executive Committee? Should the complaint process be written by the staff, not the board? The original intend of this draft was different than the how the language was interpreted. motion to table the approval of the Proposed Board Committee. Tim Binga seconded. Motion was The board did survey the other NY3Rs councils and only one of them has a conflict resolution procedure. 5. Executive Director s Report 6.Old Business Sheryl reported that it has been quiet here, since the report covered the holiday season. We are working on putting together legislative visits. It s important because last year we were confident of the $5M in the governor s budget. There are rumors this year that this will not be the case and we need to educate the legislators. As always, everyone should consider being an advocate through NYLA. It s very important that we do this. The first of WNYLRC s

6 a.)wnylrc s 50 th Anniversary Commemoration List 6. b.) Executive Director s Review 7. Executive Session Commemoration events was held at the Milestones of Science at BECPL. The exhibit and the food were great. The second one will be held at the Niagara Falls Public Library on 3/14/16 from 4-6pm.Attempts were made to hold this event at the NYPA (New York Power Authority) but there were renovations being done there during the time period we requested. Orleans, Genesee and Chautauqua counties are also all set up, with the culmination being the Annual Meeting in Ellicottville on 9/30/16. We are looking into having speakers from the region participate and it will be held from 10am-3pm. Sheryl thanked Lisa Erickson from Nioga for her help with the events in Niagara, Genesee and Orleans Counties. (See Below) Heidi Julien asked for all Other Business and Announcements to be done now so that after the Executive Session, the meeting can be adjourned. The Board went into Executive session. The purpose of the session was Personnel Issues. enter into Executive Session. Executive session was entered into at 3:50 pm. leave the Executive Session. Executive session was ended at 4:20 pm. Dean Hendrix made a motion to enter into Executive Session. Tim Binga seconded. Motion was motion to leave Executive Session. Tom Bindeman seconded. Motion was

7 8. Other Business Dean Hendrix announced that he is resigning his position at UB and also his board position here at WNYLRC. He will be attending the next board meeting in March, but that will be his last. His last day at UB will be 4/8/16. Sheryl informed the board that she will be out of the office on vacation from March 8-25, Dean was asked for a recommendation for his replacement on the WNYLRC Board of Trustees by the next Board meeting. Since Dean now represents Special Libraries/ Health Sciences Libraries preferably someone from the health care community. 9. Announcements Dennis Galucki reminded the board about his Imagine Series at BECPL, with a special emphasis on the 4 th Tuesdays of the month discussion co-sponsored by the WNY STEM Hub. Sheryl shared information about an article in the Health Progress journal co-authored by Olivia Helfer (HLSP). A copy of the recurring agenda items for the 2016 board meeting was also passed out. Sheryl informed the board that a list of all the legislative appointments is up on WNYLRC s website. All WNYLRC members are encouraged to attend. If there are any dates anyone is interested in, please see her. We are giving each of the legislators a NY Heritage image from their district, when we visit. Also, Lobby Day is March 2, 2016 in Albany. WNYLRC is offering to help more people to attend by arranging car-pooling for anyone that doesn t have a way to get there or who doesn t want to drive alone. 10. Adjournment adjourn. Meeting adjourned at 4:20pm. Tim Binga expressed interest in attending some of the legislative visits. Tom Bindeman made a motion to adjourn, seconded by Charles Lyons. Motion was unanimously approved.