MHLS DA Minutes July 1, 2009
Meeting was called to order at 9:30 a.m. by Jessica Serrano
Present
Columbia County
Sally Alderdice, Claverack, Julie Hamrah Johnson Kinderhook, Jeanne Bogino New Lebanon, Karen Garafalo, Acting, Philmont., Lynn Place, Germantown
Dutchess County
Phyllis Keaton Beacon, Gloria Goverman East Fishkill, Tom Lawrence Poughkeepsie, Tom Lawrence Arlington Branch, Matthew Pfisterer Wappingers Falls, Carol Rodriquez, Beekman, Midge Quick, North East- Millerton, Marguerite Hill, Pine Plains, Daniella Pulice, Pleasant Valley, Mary Anna Egan, Red Hook, Steven Cook, Rhinebeck, Anne Jordan, Staatsburg, Arlene Christiansen, Stanford
Greene County
David DeShong Catskill, Tracy Priest, Palenville Branch, Catskill, Barbara Flach, Greenville.
Putnam County
Gillian Thorpe Cold Spring, Patricia Kaufman Mahopac, Patti Haar, Patterson, Kathleen McLaughlin, Putnam Valley, Frank Rees, Kent
Ulster County
Kelly Tomaseki, Esopus- Port Ewen, Julie Kelsall-Dempsey Highland Clintondale Branch, Faith Johnson Town of Ulster, Kara Lustiber West Hurley, Margie Menard, Kingston, John Georghiou, Plattekill, Amy Raff, Woodstock, Jessica Serrano, Saugerties
Mid-Hudson Library System Merribeth Advocate, Rebekkah Smith Aldrich, Laurie Shedrick
Action Items
S.Alderdice moved that the minutes of the previous meeting be approved. T. Lawrence seconded. Motion passed.
Action Items
Change name of September 3 meeting to Retreat and location to Mt. St.
Alphonsus to enable all Directors to understand how we have arrived at the ‘fee for delivery’ state that we currently are at. Will also examine models for future (2012 and later) system services and funding. T. Lawrence filled in members as to why new fees in future coming our way. This meeting will encourage discussion. “It’s a process.” No fee will be charged to attend. Regular business may be discussed if needed, to be determined by the Steering Committee, dependent on whether an August meeting is held (optional). The meeting length will be approx. four or five hours. Letter from Josh to be sent to encourage attendance. Registration requested, to ensure critical mass of Director attendance. T. Lawrence will work on that.
Moved by T. Lawrence, seconded by P. Kaufman. Motion passed.
Snow date for November 10 to November 5. Moved by T. Lawrence, seconded by P. Kaufman. Motion passed.
Secondary e-mail notification field in Millennium. Laurie Shedrick discussed pros and cons of sending email to patrons beyond those official Millennium notices. Will be on template if desired. If not desired, you do not have to use it; will write an alternative template. Laurie will work on a system-wide default, but each library may determine its own. Default should be set to YES.
Motion to create e-contact template with default set to YES, moved by T. Lawrence D. Pulice seconded. Motion passed.
Essential Millennium Circ Training. Desirable to have training for
all- train or re-train staff. One person per library, at least, and attendance to be required. Sept 09 at MHLS, Sept 10 at Germantown, Sept 16 at Mahopac.
Motion to require attendance by at least one staff member from each library to attend Essential Millennium Circulation Training. Moved by D. Pulice, seconded by P. Kaufman Motion passed.
Update Resource Sharing Standards, Circulation Section 7B
Julie Kendall reports that libraries are overriding other libraries material. This motion makes the overriding library responsible for items. …….From Resource sharing: “ As a general rule, libraries should not override messages and or blocks. Only directors or their designated representative(s) can override messages, to prevent abuse.
The director is responsible for all overriding done at their library, and ultimately the overriding library can be held financially responsible if another library suffers loss. “
T.Lawrence moved to table item. K. Lustiber seconded. Motion passed.
MHLS Reports
MHLS Executive Director’s Report Josh Cohen
Report circulated in advance of the meeting. J. Cohen away. Cost of new drivers contract not reported. T. Lawrence received notice that there would be an additional delivery run at Arlington. Unsure as to how that will work. Effective July 6.
P. Kaufman pointed out that contents of report should not be read verbatim.
MHLS Board Liaison Report Frank Rees
No meeting. No report.
Next meeting July 8, Wednesday
Advisory Committee Reports
Central Library/Collection Development Josh Cohen
Report attached. August 3 meeting scheduled.
Continuing Education/Professional Development Merribeth Advocate
The next meeting is scheduled for Fall, 2009
Marketing and Program Midge Quick
Next meeting is Thursday July 23, 2009.
Resource Sharing
The next meeting is scheduled for August 19 2009
Consultant Activities
Outreach & Education Coordinator Merribeth Advocate
Report circulated prior to meeting. New webinars available: free online staff training. See front page of MHLS website. 2008 Annual Report information is now available. Please review your library’s material for accuracy. Link will be sent out 7-1. Please send corrections by 7-30 for printing.
Coordinator of Membership Information Rebekkah Smith Aldrich
Congratulations to Rebekkah for becoming a Sustainable Building Advisor. LEAD accreditation was also achieved.
Legislation to enable consolidation Special Districts signed by Governor. As written, will apply to Special District libraries and in some instances, municipal libraries.
Youth Services Coordinator
No report. New hire starts in July
Automated Systems Manager Laurie Shedrick
July 7 will be the next Millennium upgrade, with July 14 being an update that may affect users. Users should check the listserv before logging in. Info will be sent to each library. Changes will not be noticeable.
Net Term access will be ended. Security is an issue. Putty will be new product to allow Telnet emulation. Net Term is used primarily for bounced email. Effective Sept 1. See link on resource sharing page of MHLS website.
System Task Force on System Funding
T. Lawrence reported. Additional info attached. Recast the Sept. DA meeting as a retreat. To be held on Sept 3. How can conversation about System Funding be held? To discuss how the System got to where we are today, from where we came from. Conversations must be held to discuss where we want to go. Meeting would be from 10-3, with lunch. Goal- to have model for 2012 to handle state funding issues.
· When do we involve Boards?
· When do we make recommendations?
· Focus groups?
· Important for Directors to attend, Josh will send letter to
Board to encourage attendance.
Old Business
Library Thing
Marketing and Central Library Committees will discuss together, and report to the D.A. for September meeting.
New Proposed Business & Information
Syndetics- renewal September 1.
New Millennium licenses. L.Shedrick discussed how licenses are tied up. Rarely is it a problem, but it does happen. Capital fund would need to be expended for additional licenses. Differentiation between licenses and license fees described. 5 licenses is $7500. MHLS owns
235 licenses. Each license is $1500. $78,000 is in Capital Fund. L.
Shedrick believes 5 new licenses will suffice. New term- simultaneous use ports (SUP) rather than license. L. Shedrick will prepare list of libraries and number of SUPs.
Adjournment
Motion to adjourn J. Georghiou. Meeting ended at 12:01PM.
The next meeting is scheduled for Monday August 3, at 10:00 A.M.
PLEASE REMEMBER: Any agenda items submitted for inclusion should be accompanied with the name of the Director or Consultant or person responsible for explaining to the Directors Association the nature of the issue. This is to ensure that valuable meeting time is not wasted.
Respectfully Submitted:
Steven Cook
Starr Library Rhinebeck