March 2009

Minutes MHLS Directors Association Meeting

Tuesday March 3, 2009


Columbia County

Luisa Sabin-Kildiss Chatham, Julie Hamrah Johnson Kinderhook, Jeanne Bogino New Lebanon, Vicki Kurashige, North Chatham, Rhiannon Leo Hudson

Dutchess County

Phyllis Keaton Beacon, Carole Rodriguez Beekman, Terry Sennett Clinton Corners, Gloria Goverman East Fishkill, Julie Spann Fishkill, Nancy Rogers Millbrook, Margaret Quick North East Millerton, Robert P. Reilly Pawling, Marguerite Hill Pine Plains, Daniela Pulice Pleasant Valley, Tom Lawrence Poughkeepsie, Mary Anna Egan Red Hook, Steven Cook Rhinebeck, Joanne Meyer Rhinecliff, Matthew Pfisterer Wappingers Falls

Greene County

Debra Kamecke Cairo, Catskill, Linda Deubert Coxsackie, Barbara Flach Greenville, Candace Begley Windham

Putnam County

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

Ulster County

Kelly Tomaseski Esopus, Julie Kelsall-Dempsey Highland Clintondale Branch, Tracey Pause Hurley, Margie Menard Kingston, James Cosgrove Marlboro, Laurie Coccio Milton, John Giralico New Paltz, Regina Johnson Phoenicia, Jessica Serrano Saugerties, Jody Ford Stone Ridge, Faith Johnson Town of Ulster, Kara Lustiber West Hurley, Amy Raff Woodstock

Mid-Hudson Library System

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



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


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


Action Items

Fee Recommendations

Fees for 2010 were discussed. Different models were reviewed by the Task Force. Best model based on number of holds, plus a flat fee. Sampled over three years to ensure fairness. Central Library Committee voted to take $40,000 to apply to the fee. ProQuest is now being covered, via the State, in their purchase of ProQuest Platinum.

Nothing would be lost in what we receive, except for the NY Times, the Wall St. Journal, each available in similar forms, from other sources.


The idea to incentivize ‘net lenders’ of holds is being discussed, based on some libraries being used more than others to supply holds, due to the way delivery routes are setup.


This fee is not something to be voted on by member library Boards. Per T. Lawrence, no one was happy to consider a fee. Questions: does this go away in 2011? How does this affect our relationship with Mid-Hudson? The idea is to reconvene later in the year to discuss future service if MHLS needs to sustain this charge. Unless help comes from

the state level, MHLS must work to maintain the level of service. J. Cohen suggests a retreat or offsite meeting to discuss member services if funding remains flat or declines further. Models: pay as you go, or tires and wires/ technology and delivery. Other possible ideas- system mergers. Many scenarios are possible. Unlikely that more money from the State will be forthcoming, at least in the near term. So, more money must come from member libraries, as in Suffolk County, or the fee-based model.


Cuts in funding that do not lead to noticeable differences may lead to future cuts. Cuts that can be absorbed seamlessly are problematic. Fees must be discussed by Boards. T. Lawrence suggested supplying MHLS Board with information about the value of cuts, in relative dollar amounts, to inform the Board that this library service helps people directly.


T. Lawrence moved the Central Library fee schedule for calendar years 2010 and 2011 be adopted. P. Keaton seconded. Motion passed.


OPAC Changes

L. Shedrick demonstrated new OPAC design. T. Lawrence moved. D. Pulice seconded, with following changes: Help button moved up, larger fonts in search box, change Check Your Record, change spelling, exclude “Readers Resources”. Motion passed. Advanced search to be discussed in future. Expected to go live on March 20, 2009.



MHLS Reports

MHLS Executive Director’s Report Josh Cohen


Report circulated in advance of the meeting.


MHLS Board Liaison Report Frank Rees

Next meeting March 14, 2009


Advisory Committee Reports

Central Library/Collection Development Josh Cohen


A written report of the February 27, 2009 meeting was circulated in advance of the meeting.


The next meeting is scheduled for April 17, 2009.


Continuing Education/Professional Development Merribeth Advocate


Workshop evaluations will be discussed at the next meeting


The next meeting is scheduled for May 15, 2009


Marketing and Program Midge Quick

The next meeting is scheduled for April 21, 2009.


Resource Sharing

The next meeting is scheduled for March 15, 2009


Consultant Activities

Outreach & Education Coordinator Merribeth Advocate


Annual reports all submitted. Novel NY database changes start April 1, 2009. See MHLS Website for information on database changes.


Calendar changes discussed. New filters introduced. Limit search introduces new functionality.


Board/Director training and Trustee Essentials session scheduled. See calendar for dates.


Incentive Grant for Trustees – send three trustees to a workshop, $100 will be reimbursed.


Constant Contact is growing in use. MHLS will collect information, offer information to libraries using.


Coordinator of Membership Information Rebekkah Smith Aldrich

Thank you to postcard-mailers. Coloring sheets are returning to MHLS as well. Another tool in the arsenal. Bus ride signup for Lobby Day is currently 22. If not attending, make a call, or do something. 400 signatures on online petition. Email patrons the link directly- as suggested by Dutchess Directors. “This item traveled miles to reach you” bookmark is being reissued, along with budget cut information and links. April 12-18 during National Book Week will be when the Barnes + Noble promotion will occur. The voucher must be brought this year. Benefits the Battle of the Books.


County funding advocacy group met. Notes available. Form 990 instructions are available.


Other workshops are available- Managing Non-profits in difficult times. See calendar.


Youth Services Coordinator Rebekkah Smith Aldrich reported Performer grants may be provided. Mini USB camera may be obtained through a grant. “Flip out at your library” workshop to use mini- camera will be scheduled.


Automated Systems Manager Laurie Shedrick


Upcoming workshops- Millennium customized printing workshop. See calendar.


Millennium statistics workshop upcoming. III loaded a patch on February 17, 2009. Patch affected loan rules. Spellchecker turned back on, with enhancements. Broken holds still an issue, but diminishing with changes in loan rules. List of in-transit items sent, good

success reported. Updated lists send shortly. Items with misc. status- Lost Transit, discard, etc. will be sent shortly.


Old Business


New Proposed Business & Information


Revised Bylaws proposal. Attached to agenda.

Changes to bylaws, to be voted on next month as part of the packet distributed.


Consultant Reports

Perhaps put in writing vs. delivered verbally. Will start next month, and be included in the packet.



Change in timings of meetings to engender increased participation.

Possibility: start meetings later.


Fee recommendations

Globally charge for holds, and waive locally or vice versa?



T. Lawrence moved to adjourn the meeting. The meeting was adjourned at 12:15.


The next meeting is scheduled for Thursday April 2, 2009



Respectfully Submitted:

Steven Cook