Western New York Library Resources Council Board of Trustees MINUTES/DISCUSSION RECORD ATTENDING: EXCUSED: Heidi Julien (UB/DLIS), 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),Timothy Binga (Center for Inquiry Library) Lindsay Delaney (Orleans Niagara BOCES SLS), Paul Cieslik (Lipsitz, Green et. al) Sheryl Knab (Executive Director-WNYLRC), Debbie Porter (WNYLRC) Ann Tenglund (St. Bonaventure University), Dean Hendrix (UB-University Libraries), Tom Bindeman (Nioga Library System), Kerrie Fergen Wilkes (State University of NY at Fredonia) ON POLYCOM: John Hood (Ecology & Environment), Barbara Kane (Southwestern High School), Eli Guinnee (Chautauqua Cattaraugus Library System), Mary Jean Jakubowski (BECPL) ABSENT: GUESTS: DATE: LOCATION: RECORDED BY: Thursday March 3, 2016 2:30 pm WNYLRC Board Room Pat Klaybor (WNYLRC) MINUTES/DISCUSSION RECORD TOPIC DISCUSSION/ CONCLUSIONS 1. Call to order Heidi Julien called the meeting to order at 2:37pm. For clarification purposes, Heidi asked that those attending remotely, to please state their names prior to statements and votes. RECOMMENDATIONS/ACTION/ EVALUATION/FOLLOW-UP RESPONSIBILITY & TARGET DATE 2. Approval of January 2016 Meeting Minutes approve the January 13, 2016 meeting minutes. Tim Binga made a motion to approve the January 13, 2016 meeting minutes. Lindsay Delaney seconded. Motion was unanimously approved, with a suggestion to move the Polycom
3. Accounting Manager s /Treasurer s Report The budget is in good shape. Tim Binga reported that everything is in line and there are no surprises coming up. The Business and Finance Committee meeting that was schedule for earlier today had to be canceled. It will need to be rescheduled. participants list up farther on the page, so all the categories are listed together. This will be done for future meetings. 4. New Business a.) Bylaws of the Membership 1. Current Member Bylaws 2. Current Board Bylaws Sheryl went over the new Bylaws of the Membership. She apologized for needing to send out the current bylaws of both the board and the membership for comparison instead of one copy with tracked changes. That would not have been possible this time, as there were many changes and two documents were combined into one. This was an arduous process and Sheryl looked at the bylaws of NYLA and also the other 3Rs councils in order to revise WNYLRC s. Sheryl added sections 1-4, as they were not all part of both current bylaws. In Article III, Section 1, she revised the language in the membership categories so it could be more easily understood. Sheryl also removed the program participant member category. That category was used when nonmembers digitized material. The fee for this category was $60.00. The lowest membership dues fee is $100.00, which she feels those program participant members should have no problem moving into that category. approve the new Bylaws of the Membership, which now also include the Bylaws of the WNYLRC Board of Trustees. Heidi Julien praised Sheryl for doing a good job with the revisions. Barbara Kane commented that is now much easier to understand. Tim Binga made a motion to approve the new Bylaws of the Membership, which now also include the Bylaws of the WNYLRC Board of Trustees. Mary Jean Jakubowski
These Bylaws will need to be approved by the membership at the Annual Meeting in September of 2016. seconded. Motion was unanimously approved. 4. b.) 2016 RBDB Grants Sheryl explained the guidelines for the RBDB grant funds and then the process that takes place. After the applications are received, they are sent to the Reading Team. The Reading Team makes recommendations and then they are sent to RAC, for approval. The final step in the process is Board approval. She would like to go over and explain each the application before the voting process begins. The first application is to digitize the Chautauqua County Historic Newspapers. The newspapers are now on a different platform and with this addition, we only need newspapers from Genesee county, to have newspaper from all the counties that WNYLRC serves. The second application is from the State University of NY at Fredonia. Originally, they were asking for $61,004.00. RAC would not consider unless it was revised, which it was. The third application is from the Marion H. Skidmore Library, Lily Dale Assembly. This collection is very fragile, has been digitized before, but poor quality. Amanda Shepp, the librarian at that library, has developed a DIY Digitization Chamber, so she can scan her fragile images in-house. She is presenting her workshop, Do It Yourself (DIY) Digital Black Box here at WNYLRC on 3-16-16. Hopefully this can help other some libraries/archives who have the same issues. The next application is from the Museum of disability. This application was revised because the per item imaging cost was high.
Even after revisions, the cost is still high, but it was passed with the expectation that this institution would work closely with the WNYLRC Digital Services Librarian to streamline processes. The fifth application was from UB. This is the third phase of the Digitization of Local Women s History, Zonta International. There were no concerns with this grant and the reading team thought this was a very worthwhile grant since it highlights women s history. The sixth and final application also comes from UB. This is the Digitization of the Polish American Pamphlet Collection. There are no concerns over the process for this application. Sheryl commented that there are no applications from schools. College yearbook collections have had a lot of views and are very popular on NY Heritage. This led to a discussion regarding copyright and ownership of digital images. Dennis Galucki asked for an explanation of the funding process after the grants are approved. Sheryl explained that the money does not arrive until after July 1 st, and sometimes later, so all grant recipients are cautioned not to start anything early. Also, they are given 75% of the total in the beginning. They must submit a final report in order to receive the final 25% of the grant. The RBDB Member Grant Proposals for 2016 are as follows: 1. Chautauqua Cattaraugus Library System - Chautauqua County Historic Newspapers Requesting: $17,635 Funded: $10,000 approve the Chautauqua Cattaraugus Library System - Chautauqua County Historic Newspapers grant application. Charles Lyons made a motion to approve the Chautauqua Cattaraugus Library System - Chautauqua County Historic Newspapers grant application. John Hood seconded. Motion was approved with Eli Guinnee
2. Daniel A. Reed Library Archives & Special Collections-State University of NY at Fredonia- Archives of the Holland Land Company Digitization Project, 2015 abstaining. Requesting: $61,004 Funded: $7,730 approve the Daniel A. Reed Library Archives & Special Collections-State University of NY at Fredonia- Archives of the Holland Land Company Digitization Project, 2015 grant application. Lindsay Delaney made a motion to approve the Daniel A. Reed Library Archives & Special Collections-State University of NY at Fredonia- Archives of the Holland Land Company Digitization Project, 2015 grant application. Eli Guinee seconded. Motion was approved with no abstentions. 3. Marion H. Skidmore Library, Lily Dale Assembly- The Sunflower Spiritualist Newspaper Requesting: $7.640 Funded: $7,640 approve the Marion H. Skidmore Library, Lily Dale Assembly- The Sunflower Spiritualist Newspaper grant application. Tim Binga made a motion to approve the Marion H. Skidmore Library, Lily Dale Assembly- The Sunflower Spiritualist Newspaper grant application. Dennis Galucki seconded. Motion was approved with no abstentions. 4. Museum of disability History- J.N. Adams Memorial Hospital: Digitization Project Requesting: $4,330 Funded: $2,165 approve the Museum of disability History- J.N. Adams Memorial Hospital: Digitization Project grant application. Charles Lyons made a motion to approve the Museum of disability History- J.N. Adams Memorial Hospital: Digitization Project grant application. Tim
5. University at Buffalo- Digitization Local Women s History Portal, Phase Three: Zonta International Binga seconded. Motion was approved with no abstentions. Requesting: $6,680 Funded: $6,680 approve the University at Buffalo- Digitization Local Women s History Portal, Phase Three: Zonta International grant application. 6. University at Buffalo- Digitization of Polish American Pamphlet Collection Lindsay Delaney made a motion to approve the University at Buffalo- Digitization Local Women s History Portal, Phase Three: Zonta International grant application. Tim Binga seconded. Motion was approved with Charles Lyons abstaining. Requesting: $5,000 Funded: $5,000 approve the University at Buffalo- Digitization of Polish American Pamphlet Collection grant application. Dennis Galucki made a motion to approve the University at Buffalo- Digitization of Polish American Pamphlet Collection grant application. Eli Guinnee seconded. Motion was approved with Charles Lyons abstaining. 4. c.) New Member There is a library applying for membership in WNYLRC, the Fellowships of the Spirit Lakeside Learning Center Library. Sheryl asked Pat to explain how we received this application, since she knows the librarian that sent the application. The librarian is Susan Jaworski, who used to be a committee member of WNYLA, the committee that Pat is the WNYLRC liaison for. Susan received her MLS, still works as a librarian at SUNY Buffalo State and works at FOTS part time. In Pat s opinion, Susan s motive for wanting her small library to join WNYLRC was There were some concerns raised about this library, most of which were that we know very little about it. Discussion ensued. The board members thought it would be best to table the vote until a site visit could be undertaken.
4. d.) Potential Charter Change 5. Executive Director s Report for the networking opportunities with other small institutions. table the approval of this membership application until a site visit is completed, and Sheryl reports back to the board. The WNYLRC Provisional Charter (Oct. 28, 1966) was looked at. Item number 5 in the charter states, The principal office of the corporation will be in the city of Buffalo, NY, which Mary Jean Jakubowski brought to Sheryl s attention. Mary Jean investigated the matter to see if the charter needs to be changed, since we are in Cheektowaga, NY. DLD sent an email stating that no charter change is needed. This response should be kept with the charter documents for future reference. Sheryl asked if there were any question regarding her Executive Director s Report. She then reported on the legislative visits that WNYLRC held in this area over the last few months and also Lobby Day in Albany, which was yesterday (March 2, 2016). She feels that the operating aid could see an increase of possibly 4.3%. There should also be an increase in library construction aid. The legislators that we visited in Albany all gave us good reports. Also, Hugh Farley who is the Library Committee Chair in the Senate and Tom Abarnethy, his counterpart in the Assembly have indicated that they thought it would be a good year for library aid. Sheryl also reported that the meeting scheduled on some new initiatives WNYLRC is planning had to be canceled due to weather conditions. This was for the Regional Repository and Regional Tim Binga made a motion to table the approval of this membership application until a site visit is completed, and Sheryl reports back to the board. Dennis Galucki seconded. Motion was unanimously approved. Discussion ensued regarding regional and union catalogs.
6.Old Business a.)wnylrc s 50 th Anniversary Commemoration List 6. b.) Proposed Board Committee Delivery Task Groups. She will reschedule after she returns for her vacation. Sheryl also mentioned that there are no LSTA grant funds for projects that result from these types of committees anymore. The next in the series of anniversary commemoration events will be held on March 14, 2016 at the Niagara Falls Public Library from 4-6pm. It was originally planned for the NYPA (New York Power Authority), but apparently there will be renovations occurring there this spring. Sheryl encouraged all board members to attend these anniversary events. The Proposed Board Committee which was tabled at the last board meeting has had revisions made to it. approve the proposed Board Committee with changes noted. Discussion ensued on this proposal including such things as having a staff member be part of the evaluation process for the Executive Director, that the actual review gets discussed at the board level, that it is the process that the committee would recommend changes to, not the review. After much discussion, it was agreed that the vote could take place if the line, Manage the annual review process of the Executive Director was removed. Charles Lyons made a motion to approve the proposed Board Committee with changes noted. Lindsay Delaney seconded. Motion was unanimously approved. 7. Other Heidi Julien requested that a Business statement be put into the minutes regarding a recent personnel issue. The issue has been reviewed and discussed by the Executive Committee and is considered closed. 8. Lindsay Delaney announced that
Announcements WNYLRC is helping to sponsor a SLS event on Monday, April 25, 2016. Kathleen Odean, a nationally recognized author and presenter, will be presenting a full day workshop on The Best New Young Adult Books-Grade 6-12 with a Special Focus on Fiction/Nonfiction Pairs. This workshop will be held at the Erie1 BOCES Campus. She will also present on Tuesday, April 26, 2016 at the Roger Tory Peterson Institute in Jamestown. Heidi Julien announced that a colleague of hers will be joining the UB-DLIS staff in August of this year. He will be joining the staff at the associate professor level and his name is Dan Albertson. Sheryl reminded the board that WNYLRC is holding The Wide Angle: Expanding Visions of Reference Services in the 21 st Century conference here tomorrow beginning at 9am. There are over 50 registrants. This will be our test run, as it is the first time we are holding such a large event here at our new facility. 10. Adjournment adjourn. Meeting adjourned at 4:10 pm. Tim Binga made a motion to adjourn, seconded by Mary Jean Jakubowski. Motion was unanimously approved.