2011 mcls minutes - september 19

8/3/2019 2011 MCLS Minutes - September 19

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Monroe County Library System

Meeting of the Board of Trustees

Rundel Auditorium

Minutes

September 19, 2011

Trustees Present: Bianco, Goode, Poole-Tracy, Riedman, Thompson, Wolf

Trustees Absent: Caligiuri, Hursh, Lovenheim

Staff and Guests: Assistant County Executive Finnerty;Staff members: Boldt, Dana, Davis, Rock,Shelly, Snow, Loughran, Uttaro

Mr. Goode welcomed trustees and guests, and called the meeting to order at 12:15 p.m.

Action Items

Minutes of June 20, 2011 Meeting

A MOTION WAS MADE BY Mr. Wolf AND SECONDED BY Ms. Thompson to approve the minutesof the June 20, 2011 meeting (Documents Book). THE MOTION PASSED UNANIMOUSLY.

Claims

Mr. Loughran called attention to the Claims dated April 30; May 27 and 31, June 10, 24 and 30, July 8,11, 22 and 31, August 19, and September 2, 2011 included with the packet; reviewed highlights; andresponded to questions (Documents Book). Following discussion, A MOTION WAS MADE BY Mr.Wolf AND SECONDED BY Ms. Riedman to approve the Claims as presented. THE MOTION PASSEDUNANIMOUSLY.

MCLS 2010 Annual Report to New York State

Ms. Snow reviewed highlights from the report that had been sent via e-mail to trustees prior to todaysmeeting, and responded to questions. A MOTION WAS MADE BY Mr. Wolf AND SECONDED BY

Ms. Bianco to approve the MCLS 2010 Annual Report to New York State as presented. THE MOTIONPASSED UNANIMOUSLY. Mr. Goode suggested, and it was agreed by consensus, that it would behelpful in the future for staff to prepare an executive summary for review, with the full report availableupon request.

New York State Minimum Standards Variance Application

Ms. Snow reported that Irondequoit Public Library had requested a variance from CommissionersRegulation 90.2 (Standards for Registration of Public, Free Association and Indian Libraries) on the basisthat the current facilities do not meet the minimum standards for the Irondequoit community, as set by theregulation, for building size, seating and shelving. Following extended discussion, A MOTION WASMADE BY Ms. Thompson AND SECONDED BY Ms. Bianco to approve the 2011 variance application

for the Irondequoit Public Library. THE MOTION PASSED with five in favor and one opposed (Mr.Wolf). In response to inquiries as to whether and how the MCLS Board could help to facilitate a solutionto the challenges facing Irondequoit Public Library in this matter, Ms. Uttaro and Ms. Snow explainedthat the Irondequoit Public Library Board, Town of Irondequoit and the Irondequoit community needed toreach consensus on how to proceed in determining how best to meet the state standards, and then moveforward on that basis.

New York State Library Construction Grant Program Recommendations

Ms. Snow reviewed the projects submitted by member libraries for funding from this grant program, asnoted in the Directors Report. Ms. Snow reported that the MCLS Construction Grants Committee


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MCLS Board of Trustees Meeting Minutes September 19, 2011 (Continued)

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included two member library directors, Betsy Gilbert (Fairport Public Library) and Bernadette Brinkman(Penfield Public Library), in addition to herself, and called attention to the Directors Report for a listingof the committees recommendations for allocation of the $568,981 in state construction grant funds:

Chili Public Library (childrens room renovation) $ 18,263East Rochester Public Library (Eyre Building renovation for new library) 225,676IrondequoitEvans Branch (parking lot repaving and restriping) 12,085

IrondequoitMcGraw Branch (parking lot repaving and restriping) 11,780Rochester Public Library (Rundel infrastructure project, Phase III) 301,178

In response to a question, Ms. Snow reminded trustees that it was a requirement of the grant program thatthe library or municipality provide matching funds. During extended discussion of the proposedallocations to the Irondequoit Public Librarys parking lot projects, the following points were noted:providing funding for parking lot repairs to two separate libraries that have been explicitly identified asinadequate to meet the communitys needs based on New York State standards was in conflict with thegoal of many stakeholders to ultimately create one consolidated Irondequoit library facility; approvingthis funding allocation could be viewed as supporting the status quo; Irondequoit was the only memberlibrary requesting a variance from the state standards, while the committees recommendation called for

other member libraries projects to receive less than full funding in order to provide full funding forIrondequoits proposed projects. In response to an inquiry, Ms. Snow explained that this board was notscheduled to meet again prior to the deadline for submission to the state. Following extensive discussion,A MOTION WAS MADE BY Mr. Wolf AND SECONDED BY Ms. Riedman to approve the MCLSConstruction Grants Committees allocation recommendation as presented for submission to New YorkState with the exception of two Irondequoit Public Library projects, with the further instruction due totiming of the submission deadline, that the funds earmarked for those projects be divided equallybetween the two libraries whose projects were not already recommended for full funding (East Rochesterand Rochester Public Library), with the understanding that matching funds would be provided by thelibraries (or municipalities) in accordance with the grant requirements. THE MOTION PASSEDUNANIMOUSLY.

Finger Lakes and Genesee Valley Regional (FLAG) Heritage Agreement

Ms. Snow briefly described the proposal that would make Rochester Images and other selecteddigitized materials available on the FLAG Heritage website. She explained that participating in this effortwould make the materials more easily accessible by a much larger audience, noting that MCLS wouldcontinue to add materials to the collection. Ms. Snow responded to questions and following briefdiscussion, A MOTION WAS MADE BY Dr. Poole-Tracy AND SECONDED BY Mr. Wolf to approvethe proposed agreement with Rochester Regional Library Council as described for participation in theFLAG Heritage project. THE MOTION PASSED UNANIMOUSLY.

Central Library Development Aid Application for Fiscal Year 2012

Mr. Loughran noted that the budget application for the expenditure of Central Library Development Aidfor the 20112012 budget cycle that was approved by this Board in June had incorporated the 6.7%decrease in state aid, based upon preliminary numbers received from the State. He reported that the finalallocation from New York State increased funding from the initially anticipated $182,988 to $184,126.Following brief discussion, A MOTION WAS MADE BY Mr. Wolf AND SECONDED BY Ms. Biancoto approve the revised Central Library Development Aid application for the 20112012 budget cyclewith the understanding that the additional funds would be used for Central Library reference materials.THE MOTION PASSED UNANIMOUSLY.


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Monroe County Capital Improvement Program (CIP) Request 20132018

Mr. Loughran called attention the summary CIP 20132018 Request document included with the packetand reviewed contents with trustees (Documents Book). He explained that Monroe County Budget officerepresentatives had requested a decrease of 10% in out-year expenses, and described the proposedexpenditures and the supporting rationale. Following discussion, A MOTION WAS MADE BY Ms.Bianco AND SECONDED BY Mr. Wolf to approve the 20132018 Capital Improvement ProgramRequest for 20132018 as presented. THE MOTION PASSED UNANIMOUSLY.

Appointment of MCLS Trustee Liaison to the Rundel Library Foundation Board

A MOTION WAS MADE BY Dr. Poole-Tracy AND SECONDED BY Ms. Bianco to endorse thenomination of Mr. Wolf to the role of MCLS Liaison to the Rundel Library Foundation Board. THEMOTION PASSED UNANIMOUSLY. Mr. Goode congratulated Mr. Wolf and expressed gratitude forhis willingness to serve in this capacity.

Proposed Increase of Central Library Hours to Meet New York State Minimum Standards

Ms. Uttaro noted that as previously discussed with this Board, initial indications from representatives ofthe New York Division of Library Development were that a waiver to Section 273, 90.4 of EducationLaw requiring central libraries to be open a minimum of 55 hours each week was likely to be granted, in

light of fiscal challenges faced by municipalities and libraries across the state. Ms. Uttaro reported thatshe had been informed during several more recent discussions with NY State Division of LibraryDevelopment officials that such a waiver, in fact, would not be granted. She added that the budgetapproved by this Board had provided for the Central Library to be open 51 hours per week beginning onJuly 1. Ms. Uttaro further explained that she had been informed by state representatives that CentralLibrary Aid would be withheld if the minimum standard for weekly public service hours was not met.

Ms. Uttaro described the proposal to add four hours per week to the Central Librarys public service hoursin order to meet the state minimum standard. She explained that plans called for limited service to beoffered from 9 a.m. to 10 a.m. Tuesdays through Fridays, with access confined to the first floor of theBausch & Lomb Public Library Building to include first floor computers, newspapers, browsing

collection, circulation desk and restrooms. She added that staffing would include only two securityguards, one reference librarian, and one circulation clerk, with the annual cost to total approximately$20,000 for these additional four hours per week. Ms. Uttaro further noted that these funds would besecured through savings from staff attrition and vacancies. Following discussion, A MOTION WASMADE BY Ms. Bianco AND SECONDED BY Mr. Wolf to authorize the addition of four hours to theweekly Central Library operating schedule beginning on October 3, 2011, as proposed. THE MOTIONPASSED UNANIMOUSLY. Discussion ensued regarding the possibility of communicating with theRegents and perhaps inviting them to visit the Central Library; Ms. Uttaro will follow up with Mr. Gooderegarding the most effective strategy for communicating with the Regents.

Proposed Harold Hacker Fund for the Advancement of Libraries Grant Application

Ms. Uttaro briefly described the conference, entitled Comics, Libraries, and Education: Literacy withoutLimits, scheduled for April 27, 2012 at the Central Library, noting that the 14 presenters had graciouslyagreed to waive their fees; the grant application seeks to cover travel and hotel costs for the out-of-townpresenters, as well as some meals. She called attention to the Directors Report for additional details.Following brief discussion, A MOTION WAS MADE BY Mr. Riedman AND SECONDED BY Dr.Poole-Tracy to authorize submission of the grant application in the amount of $2,000 to the HaroldHacker Fund for the Advancement of Libraries to support the conference, Comics, Libraries andEducation: Literacy without Limits, as described. THE MOTION PASSED UNANIMOUSLY.


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MCLS Nominating Committee

On behalf of the MCLS Nominating Committee, Ms. Thompson presented the recommendation of JudithKharbas for consideration as a candidate to fill a vacant seat on this Board. She presented Ms. Kharbasextensive credentials, noting her long history of dedicated service to the regional library community invarious capacities as well as many prestigious awards, noting that she currently serves on the Chili PublicLibrarys Board of Trustees and is a past President of the Friends of the Rochester Public Library. AMOTION WAS MADE BY Ms. Bianco AND SECONDED BY Mr. Wolf to endorse the Nominating

Committees recommendation to forward Judith Kharbas name for consideration by the CountyExecutive for appointment by the County Legislature to a seat on this Board for a five year term (20112016). THE MOTION PASSED UNANIMOUSLY. Ms. Riedman pointed out that it was most helpful forMCLS trustees to have had the experience of serving on a member library board, as this provided vitalunderstanding of the workings of MCLS as well as the member libraries perspectives.

Report / Discussion Items

Rundel Library Foundation

Mr. Davis reported that annual campaign proceeds had surpassed the $215,000 goal, and expressedgratitude for a very generous community. He further reported that after approximately 10 years of

discussion and two years of focused planning and negotiation, the documents formalizing a merger of theFriends of Rochester Public Library and the Rundel Library Foundation had been executed, withanticipated official merger date of October 3, 2011 pending final approval by the New York StateAttorney Generals office. He added that it had been surprising to some in the community that the twoorganizations were actually separate; he noted that the vast majority of other analogous entities across thecounty were similarly structured as one organization. Based on results of the vote, Mr. Davis noted thatthe community seems strongly in favor of the merger with well over 600 Friends of RPL members votingin favor, with only five voting against. Mr. Davis further noted that there was optimism thatorganizational and operational efficiencies would result from the merger; the new organization will beknown as Friends and Foundation of the Rochester Public Library. He expressed gratitude to Ms. Rockfor her years of dedicated service with the Friends of RPL.

Mr. Davis further reported that Mr. Kessler would be extraordinarily missed; he announced that anendowment fund had been established in Mr. Kesslers name that would initially support the OutreachDepartment.

Rochester Regional Library Council (RRLC)

Dr. Poole-Tracy noted that RRLC had also recently completed its report to New York State. She alsoreported on visioning efforts underway, exploring what libraries should / will look like in the future. Shenoted the importance of and challenges associated with identifying what is on the horizon, and how bestto position libraries for the future. Dr. Poole-Tracy added that RRLC was also enthusiastic about theFLAG Heritage collaboration with MCLS as previously discussed.

Directors Report

Ms. Uttaro called attention to the summary statistical report provided (Documents Book) that addressesquestions raised at the June, 2011 Board meeting regarding library materials expenditures by memberlibraries; she briefly reviewed trends with trustees.

Ms. Uttaro reported that she and Mr. Loughran had met with representatives of a company interested inplacing a machine at the Central Library capable of high-speed printing/binding of soft bound book onsite (in three to five minutes each). She passed around the table sample books created by the machine,called Espresso and explained that the primary target audience is self-publishers, however, any of the


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librarys digitized materials could also be published in this way, as well as other copyright-free materials.Mr. Loughran reported on the dramatic increase in the number of self-published books in the last fiveyears, in comparison with conventionally published books, and added that initially, the company wouldfully staff the machines operation and pay rent to the library. Ms. Uttaro noted that further due diligenceefforts were underway, however, it was hoped that such a machine could be located at the Central Libraryvery soon. In response to a question, she confirmed that there would be no out-of-pocket cost nor stafftime required by the Library, adding that this would be a unique service offered by the Central Library.

Ms. Uttaro confirmed that today was Betty Lawrences last day prior to her retirement, and expressed hersincere gratitude for her years of dedicated service. She added that on a short-term basis, her duties hadbeen reassigned to Ms. Snow, Mr. Creek and Ms. Suro. Ms. Uttaro also confirmed that Mr. Loughranhad announced his plans to retire at the end of January, noting that his position had been identified asmission-critical which had the effect of postponing his retirement from July, 2011 to January, 2012. Shebriefly reviewed plans to recruit someone in the fall such that there could be an opportunity for Mr.Loughran to provide training to his successor prior to his departure.. Mr. Goode noted that the departureof two members of the librarys management team would provide Ms. Uttaro a unique opportunity toexplore and evaluate the entire organizational structure and potentially recommend improvements thatwould even better position the library and system to thrive in the midst of anticipated continuing fiscal

challenges ahead.

Town Library Liaison

Ms. Shelly called attention to her report included in the September Directors Report (Documents Book),noting that many of the directors were working on very challenging budgets particularly in light of the 2%property tax cap together with increasing medical insurance and retirement costs as well as increases inMCLS cost shares. She added that Henrietta Public Library, Pat Bernhard was retiring, and would begreatly missed.

MCLS

Ms. Snow announced the implementation of the VIP Pass Program announced at a press conference held

at the Pittsford Community Library, noting that media coverage had been good. She briefly described theVIP Pass Program that provides for MCLS to purchase passes at a discount from several of the areasmost popular cultural destinations. She further explained that library card holders will able to borrow aVIP pass from member libraries; when they visit the selected very important place, the VIP pass-holders will receive a discount on admission. The VIP pass will then be returned to the public library forthe next user to borrow. Ms. Snow expressed thanks to Ms. Wahl in the MCLS office for her work on thisproject.

Central Library

Ms. Lawrence noted that over the last year, at each Board meeting, a division of the central Library washighlighted in order to enhance trustees awareness and understanding of the resources available and

activities underway at the Central. Library. She introduced Ms. Dana, Head of the CirculationDepartment, who called attention to the materials distributed at the meeting (Documents Book). Sheexpressed that the primary message she wished to convey was that the Circulation Department staff doesmore than simply check out and return books! She explained that the staff members are committed toproviding excellent customer service, noting that for many patrons, the Circulation staff are the only (ormost frequent) staff members having interactions with patrons. She added that staff in this department arefrequently called upon to explain the librarys various policies and procedures to patrons. Ms. Uttaroadded that Circulation Department staff may be thought ofas the watchdogs of the collection, and havesaved the library significant funds over the years. Ms. Dana added that staff members take their roles


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seriously, and pride themselves on fulfilling their many vital duties with smiles on their faces! Mr. Goodethanked Ms. Dana for her excellent report.

Other Business

On behalf of the trustees, Dr. Poole-Tracy expressed profound gratitude to Ms. Lawrence for sharing hermany gifts, her willingness to take on challenges, and her dedication in developing Teen Central, awelcoming venue for urban youth at the Central Library.

Ms. Uttaro called attention to the Books Sandwiched-In flyers announcing the fall series distributed at themeeting.

Adjournment

BY CONSENSUS, the meeting was adjourned at 1:30 p.m.

Respectfully submitted,Patricia Uttaro,Secretary