January 2009

Minutes DA Meeting January 8, 2009

Meeting was called to order at 9:30 a.m. by Jessica Serrano.


Columbia County

Sally Alderdice Claverack, Julie Hamrah Johnson Kinderhook, Karen Garafalo Philmont

Dutchess County

Phyllis Keaton Beacon, Carole Rodriguez Beekman, Gloria Goverman East Fishkill, Julie Spann Fishkill, Gregory Callahan Hyde Park, Lisa Karim LaGrange, Robert P. Reilly Pawling, Marguerite Hill Pine Plains, Daniela Pulice Pleasant Valley, Tom Lawrence Poughkeepsie, Steven Cook Rhinebeck, Joanne Meyer Rhinecliff, Arlene Christiansen Stanford, Bonnie Corrado, Tivoli

Greene County

Putnam County

Jean Buck Carmel, Gillian Thorpe Cold Spring, Carol Donick Garrison, Frank Rees Kent, Patti Haar Patterson, Kathleen McLaughlin Putnam Valley

Ulster County

Margie Menard Kingston, James Cosgrove Marlboro, Jessica Serrano Saugerties, Faith Johnson Town of Ulster

Mid-Hudson Library System

Josh Cohen, Margaret Keefe, Merribeth Advocate, Rebekkah Smith Aldrich, Laurie Shedrick

Action Items

T. Lawrence moved that the minutes of the previous meeting be approved. R. Reilly seconded and the motion passed.

Reinstate OCLC/ILL fees of $10 for requests through Mid-Hudson. Motion to recommend to the Mid-Hudson Board that they approve. Modified motion by T. Lawrence to notify OCLC customers that a fee based service may be re-imposed pending resolution of State funding.

Seconded by D. Pulice. Passed.

Changes to Resource Sharing Guidelines. Add in section covering lost items- “ This also includes items paid for by e-commerce.” Moved by T. Lawrence, seconded by S.Cook. Passed.

Protective Packaging Recommendations. Informational document passed out by L. Shedrick. Motion by D. Pulice that libraries sending out items in jewel cases are doing so at their own risk. Seconded by J. Meyer. Motion passed. Items not specifically mentioned in the Delivery Packaging Recommendations may provide items to T. Finnegan for examination of suitability.

MHLS Reports

MHLS Executive Director’s Report Josh Cohen

J. Cohen and L.Vittone discussed the budget summary for 2009, understanding that State aid amounts may be different than as predicted, but this will impact 2010 more significantly than 2009. If a cut occurs in 2009, money will be made up from the fund balance, which will then be at zero in 2010. This will result in additional fees and/or cuts next year as a consequence. Patrons need to know about future cuts, but cuts occur at non-calendar times due to the State’s April budget schedule. A balanced budget for 2010 has been created, assuming several unfilled positions pursuant to retirements, and possible new or increased fees to members. A goal is to replenish the fund balance, if and when economic conditions improve and a ‘worst case scenario’ is not endured.

A Written report was circulated in advance of the meeting

MHLS Board Liaison Report Frank Rees

Written report will be posted online. January 24 will be the next meeting.

Advisory Committee Reports

Central Library/Collection Development Pat Kaufman

No meeting held yet in 2009. See Mid-Hudson calendar for dates.

Continuing Education/Professional Development Merribeth Advocate

No meeting held yet in 2009. See Mid-Hudson calendar for dates.

Marketing and Program Midge Quick

No meeting held yet in 2009. See Mid-Hudson calendar for dates.

Resource Sharing

No meeting held yet in 2009. See Mid-Hudson calendar for dates.

Consultant Activities

Outreach & Education Coordinator Merribeth Advocate

Good response so far, but not everyone responded to quality of service survey. Each library recently sent list of continuing ed. [CE] program attendance. Please send any corrections to Merribeth. Looking forward to Annual Reports for state. Due 2/17/2009. Hands on training is available. Please sign up, as spaces are limited. Bibliostat is not open yet, but a message will be sent when it is. Info from Mid-Hudson will be sent presently. A follow up survey will be sent after annual reports, CE will be the topic, and one query will be about availability of local CE classes, based upon info surveyed. Link to form to provide your library’s facilities will be emailed.

Coordinator of Membership Information Rebekkah Smith Aldrich

Legislative Lobby day is Tuesday March 10, buses will be provided.

Flyer to come after designed. Fee of $15 +/- for transportation will be charged. Postcard campaign for Library Lovers’ Month is being worked on. Looking for ways for staff to talk about the System to patrons, and how potential cuts may impact. Needed: frontline stories of how library usage is changed with the recession. Reminder: staff is facing patrons who are in dire straits; may hear difficult stories over the desk. Barnes+Noble bookfair in April. All system libraries will be provided vouchers. County funding issues- all 5 restored or increased. County funding advocacy group will be meeting on Thurs Feb.

26. Feb 11 will be Friends advocacy group meeting. Roundtable for New Directors March 3 after the D.A. meeting. Best practices meeting Jan 14, also rescheduled. Member info package just sent.

Youth Services Coordinator Margaret Keefe

MHLS Youth Services Department Report

DA Meeting – January 8, 2009

Upcoming Dates to Consider

q NEW DATE –Friday, January 16 – Battle of the Books meeting @ Esopus Library

q Monday, Jan. 26 – Columbia/Greene/Ulster Youth Services meeting @ Catskill Library

q Friday, Feb. 20 – Performers’ Showcase @ MHLS

q Thursday, March 19 – Movement & Music in Storyhour w/Sukey Molloy @ MHLS

q Two spring summer reading workshops—dates TBA

Reminder re annual opportunity to come to MHLS YS Dept. to choose 10 free children’s/teen books from MHLS publishers preview collection.

See Kerstin or me for particulars. Opportunity ends Jan. 30. Only half of MHLS libraries have picked books so far.

Bulk buy opportunity to purchase AWE Early Literacy workstations.

Handouts including the order form are posted on the MHLS youth services site at

http://midhudson.org/department/youth/main.htm. Purchase timeframe is Feb. 1 – Feb. 28, 2009. Deal directly with Desiree Jeremenko at AWE with questions and ordering. The Gates grant rep says that using the Gates funds to purchase these AWE machines is allowed.

News from Health Information Project: Last week they sent mass mailing to every middle/high school librarian & health teacher as well as area youth agencies. Yellow sheet was sent with newest, teen reviewed DVDs and websites so you might be hearing from some of those contacted who wish to borrow materials.

Youth Services Section (YSS) of NYLA Spring Conference takes place April 3 in Canandaigua, NY. Information and registration flyer is available on the MHLS Youth Services site. The MHLS Incentive Package now includes reimbursement for expenses incurred from attending this Conference.

Automated Systems Manager Laurie Shedrick

New receipt printers a success, with a high introduction rate. Paper discounts are being investigated, athough storage is an issue due to the high number of cases needing to be order. Length of transit slips may also be altered. Customizable slips are possible for several of the new forms. Override for holds is now turned on, and items with one hold may now be renewed by Circ. desk staff.

Old Business

MHLS Budget presentation. L. Vittone

Given as part of J. Cohen’s report.

New Proposed Business & Information

Proxy vote. An ad-hoc committee was established to discuss meetings, how they are held, and how proxy votes may fit in. J. Cosgrove, P. Kaufman, G. Goverman, F. Rees, J. Serrano, T. Lawrence, J. Johnson and S. Cook will comprise the committee.

Recorded Books Demo. J. Stewart [Recorded Books, Inc.]


P. Haar moved to adjourn the meeting. The meeting was adjourned at 12:42PM

The next meeting is scheduled for Thursday February 5, 2009.

Respectfully Submitted by
Steve Cook , Secretary
Starr Library Rhinebeck