DRAFT Central New York Library Resources Council Executive Committee May 11, 2011 3:00 p.m. CLRC Present: Kathy Corcoran (Munson-Williams-Proctor Arts Institute), Member-at-Large; Debby Emerson, CLRC Executive Director; Ron Foster (SUNYIT), Secretary; Maureen Kays (Bond, Schoeneck & King), President; Robert O’Boyle (Onondaga Community College), Vice-President; Jeff Wooldridge (Mid-York Library System), Treasurer, via phone. Action Items . Send financial reports to the Board . Clarify acceptance procedure for new Board members . Clarify procedure to create new membership categories . Send 2011-2012 Draft Budget to the Board . Send proposed personnel changes to the Board . Send proposed committee merger to the Board Maureen called the meeting to order at 3:10. . Minutes of April 13, 2011 Meeting . The minutes were approved as corrected. M(Corcoran)/S/Approved unanimously. . Financial Reports ending April 30, 2011 . The group reviewed the financial statements and check register ending April 30th. We are being conservative, and the balance sheet is strong. The Finance Committee has approved the documents. A motion was made to forward the items to the Board for its consideration. M(Wooldridge)/Approved unanimously. . Executive Director’s Report . We’re getting a lot done. It is good to have the special projects assistants on board. Claire is working on the Web site, and Katie is working on the advocacy video contest. Debby and Deirdre have been visiting a lot of the member libraries and have been learning a lot; they are seeing how each member is a little different and has different needs. Unfinished Business: . Advocacy Update . Debby has been working with OCPL to schedule legislative appointments. They will be visiting the governor’s representatives in the summer or early fall, i.e., before the real work on the budget has begun in order to be proactive in lobbying for libraries’ needs. Wanda from Mid-York and OCPL are both interested in going on visits. . Databases Update . LRS met Monday. The FirstSearch Base Package was our subscription, which provided members with WorldCat and Wilson. As of July, Wilson will no longer be included. We will continue to subscribe to WorldCat. LRS voted not to move forward with Wilson: they felt it was not the best use of our money. The committee asked Debby to contact Wilson to ask about consortial pricing that members would pay themselves, hopefully at a discounted rate. A few school libraries make heavy use of Wilson; most libraries are not heavy users. Debby is looking for alternatives before she notifies the heavy users. On NewsBank, LRS has not yet decided what to do. The price will go down about $4,000 because Waldo is no longer charging their administrative fee. Not going with Wilson gives us some money; LRS wants to examine its options and will devote their next meeting to discussing this issue. Debby has sent out the survey LRS wanted. DRAFT Preliminary feedback indicates NewsBank users are willing to pay a little more for continued access. No one was willing to pay for Wilson. The survey also indicates that the non-use of databases was because people had other options or because people did not know the databases were available. . New Board Members . Two new members -- Deb Hailston-Jaworski (Faxton-St. Luke's Healthcare) and Maija MacLaughlin (Fayetteville Free Library) -- will be joining the Board. Debby will check the bylaws so the correct procedure to accept them is followed. New Business: . New Membership Categories . Debby is proposing the creation of two new membership categories: Heritage Membership and Patron Membership. The first is for archival, depository and historical societies who would participate in the digital history project, which requires membership. Kathy asked what criteria would be used to determine who fit into this category. Debby said the determination would be based on the organization being a non-profit, non-library institution. Maureen asked if continuing education opportunities would be offered at the membership rate, and Debby said they would be. The second proposed membership category would be for people not associated with a member library and would cover students. Debby will check the bylaws to see if the current membership categories are defined and to determine the procedure we need to follow to add these categories. The issue will be discussed at next week’s Board meeting. . 2011-2012 Draft Budget . Debby has prepared a draft budget, which is based on a 6.5% decrease in funding; that amount is their estimated income. She also estimated that health care costs would increase 10%. The draft budget is much less than last year’s budget because Waldo is no longer billing through the 3Rs; they are billing libraries directly. That money is no longer counted either as coming in or going out, so there is no real change to our budget. Reserves are in a healthy state; we will not be transferring as much to reserves. The Finance Committee voted to move the budget forward. A motion was made to move the budget to the Board for its consideration. M(Foster)/Approved unanimously. . Advocacy Video Contest . Katie is working on the plan for the contest. Rather than have CLRC create an advocacy video, it was determined that the project would be more fun and the project and final product would be more engaging and effective if it was community-driven. There are three categories: youth up to age 13; young adults between 13 and 17; and adults 18 and older. The videos need to be three to five minutes long and posted to YouTube, where the Legislative Committee will judge them. Member libraries will need to encourage the participation of their constituents and market the contest; member libraries will benefit by winning collection development money, and the contest winners will receive gift cards to bookstores. . Sendoff for Penelope . Some Board members feel something should be done to recognize Penelope for her service. The issue will be discussed at next week’s Board meeting. . Personnel . Debby is proposing two personnel-related changes: a one-time bonus to Anna for her hard work with interlibrary loan and the addition of dental insurance for CLRC’s three full- time employees. The Finance Committee recommends the approval of both items. If accepted, dental insurance would be offered to any future full-time employees, and the Personnel Manual will need to be updated. A motion was made to move the proposals to the Board for its consideration. M(Foster)/S/Approved unanimously. DRAFT . Other . Kathy donated to CLRC a copy of the 10th edition of Robert’s Rules of Order. . It was noted that in the past, some meetings were conducted via video conferencing. We will plan to do this for the August Executive Committee meeting, since it saves some people not only the expense of gas but also travel time. . Debby is proposing the merger of the Automation and LRS Committees. This issue has been considered for a while. A joint meeting of the committees was held, and they voted to merge. A motion was made to accept the committees’ recommendations and move the issue to the Board for their action. M(O’Boyle)/Approved unanimously. . Approval of Board Agenda . A motion was made to approve the agenda of next week’s Board meeting. M(Corcoran)/S/Approved unanimously. . Adjournment . The meeting was adjourned at 4:20. M(Foster)/S/Approved unanimously. Respectfully submitted, Ron Foster, Secretary SUNYIT