Upper Hudson Library System
Friday, September 7, 2001 At UHLS
Attending: Jeff Cannell (APLM); Nancy Pieri (BETH); Carol
Trager (BRUN); Carolyn Brook (CAST); Bob Jaquay (COLN); Carol Hamblin (GUIL);
Carol Gaillard (HOOF); Lenny Zapala (MEND); Pat Sahr (NASS); Daryl McCarthy
(NGRN); Sharon Hodges (PTRB); Margie Morris (POES); Judy Felsten (RCSC); Rebecca
Lubin (RVLL); Jane Minotti (SNLK); Barbara Kubli (STEP); Paul Hicok (TROY);
Phil Ritter (UHLS); Bobbi Crowther (VAFL); Gail Sacco (VOOR); Barbara Schoen
Visitors: Barbara Nichols Randall (GUIL)
Meeting convened at 9:00am
Motion ( Hamblin, Zapala) to approve August 3, 2001 minutes. Carried.
UHLS: Phil Ritter
- Erate - Some libraries have still not sent a technology
plan or Form 479 to Rachel at UHLS.
- LSTA Grants – All 3 grants have been approved but
at a reduced level – participating libraries will be contacted regarding
I Spy Hometown – asked for $41,000
funded at $30,000.
Numbers Tell the Story II - $3000 reduction but
Sara Dallas was able to purchase palm pilots needed for this grant with
funds leftover from this year. Therefore the reduction will not impact this
grant. Diana Mayo will present a program on November 28th & 29th. The
program is the same for each day so participants only need to attend one
session. Sandra Nelson will present a two-day workshop on May 9th &
10th. Polly Alida Farrington will instruct on how to use Power Point and
Excel to present statistics – date to be announced.
Families Read – asked for $137,000 funded
at $112, 000.
- Salary & Benefits Survey – spreadsheet of survey
compilation was distributed. Four libraries have not responded yet. Directors
were asked to check the information and verify that is was correct for their
library. Corrections should be sent to Heidi Fuge. Final copies will be distributed
to each library.
- Disaster Plan Workshop – by Karen Brown, preservation
librarian at SUNY Albany on November 13, 2001. This will be held from 9:00am
to noon at UHLS.
- CDLC Task Force – Phil serves on the CDLC Board.
The academic librarians would like to have a 24/7 reference service. Tim Burke
of Siena College will chair a task force of 5-6 people to investigate this
issue. They would like to have representation from public libraries. If anyone
is interested or knows of someone that would be interested in serving on this
task force, contact Phil.
- CIPA Workshop – Tuesday, September 11th at 1:00pm
and 7:00pm at UHLS. There is still space in both sessions, with more openings
in the evening session. A flyer was sent out to each trustee from every library
- Pool Collection Planning Committee – First meeting
will be held on October 11th at 9:00am at UHLS. The committee members are
Bob Jaquay, Jeff Cannell, Carol Trager, Barbara Schoen, Rebecca Lubin, Margie
Morris, Sara Dallas, Mary Fellows, and Jo-Ann Benedetti. Jeff Cannell is replacing
Carol Hamblin on this committee as she is retiring at the end of September.
This advisory committee will make recommendations and not final decisions.
Mary Fellows will chair the committee.
- Outreach Mini-grants – An ad hoc committee was appointed
by the UHLS Board to study the process of how the mini-grants are reviewed
and awarded. The committee has met and will report to the Services Committee
and then to the UHLS Board. They have suggested some changes.
Satisfaction Survey – sent out on Tuesday. Cohoes was the first to return
- Automation System Migration – Implementation Team
is currently negotiating with Epixtech. At this time the cost is at $271,000.
Additional components currently being discussed are:
Zoom Text - for all in-house machines, helps
everyone meet ADA standards
The goal is to have a finalized contract to the Automated Services Committee
by September 25th and then to the UHLS Board by October 10th. There was concern
that this would not give the ASC adequate time to review the contract before
it needs to be sent out to UHLS Board members on October 1st.
EasyAsk or Reportsmith – although there are many
canned reports included with the system, either of these would allow libraries
to create their own reports.
Telesearch System – capability of notifying of overdues
and reserves by phone. Participating libraries would need to pay the cost
of a telephone line to provide this service. The general opinion is that
this would be much less expensive than the cost of mailing out the notices.
Training - UHLS will purchase 30 training days in addition
to the six that come as part of the system.
UHLS Board: P. Nonamaker
- Authorized Phil to negotiate a contact with Epixtech.
- Two responses to the classification study RFPs were received. They were
identical in price at $18,000. The Motion for the Board to accept one
of them was defeated because one member felt it was too expensive and another
felt it was not needed. Phil will contact both groups who responded to get
an itemized breakdown of their proposals. Phil reported to the Directors’
Association that he had done that and neither group felt that the study could
be done in components. He asked them if there was another way to do this study
and if they could get back to him with new proposals. They responded with
new procedures and figures, one at $15,000 and the other at $12,500. Phil
will bring this information to the UHLS Board.
- UHLS is paying for 21 people form member libraries to attend the NYLA Conference.
UHLS Finance: P. Nonamaker
- Quorum not present (8/8/01 meeting)
- LLSA funds have been distributed
- Incentive and supplemental grants have been distributed
UHLS Administration: N. Pieri
- Meeting room policy was discussed
- Classification study discussed
- No meeting in September
Interest Groups: P. Nonamaker
- YS Continuing Education Subcommittee – met in July to make plans
for a full-day workshop on September 26, 2001. Topics will be “serving
teens” and collection management. Patrick Jones, a nationally known
YS expert will be speaking.
- YS– will meet September 21st to discuss Summer Reading Club issues,
program exchange, Battle of the Books, and recruiting and keeping of volunteers
Reference - will meet September 20 to discuss issues and balanced viewpoints
- ILL – will be starting up again in the fall
- Other – Phil, UHLS consultants and Pat met on August 16th to discuss
formalizing the definition, roles, and responsibilities of the interest groups,
work teams, and other advisory groups in the system. A draft has been prepared
and will be presented to the Directors’ Association at the November
Services: J. Felsten
- Discussed Salary and Benefits Survey, Chapter-a-day book club, tutor.com,
and web site policy
Automated Services Committee: N. Pieri
- There was a question about purging inactive patron accounts before migration
to the new system. This still needs to b clarified.
Central Library: J. Cannell
- Albany County funding – Jeff thanked libraries that responded to
his query as to what they did with the money that came from the county. A
meeting for Albany County libraries was arranged.
- Café will have a “soft”opening next week.
- They are waiting for a grant to help pay for tutor.com at the library.
- NYLA Conference – This is a chance for Albany to make a good impression
in order to get the conference back her in the future.
Nuts & Bolts:
- Voorheesville – Gail is helping with local arrangements
for the NYLA conference – help is needed for the registration desk and
NYLA store. She is setting up information on the libraries website to show
where and when help is needed. Please let her know if you can help.
Also, 3 librarians from Croatia and Lithuania will be here on September 25th
–27th. They are scheduled to stay in hotels but Gail is looking for
someone to host them while they are here instead.
- Hoosick Falls – They were given the book contents
of an estate. They discovered that this collection includes Nancy Drew’s
from the 30’s with the dust jackets still intact (actually in excellent
condition), comics from the 30’s, Five Little Peppers, etc.
- Poestenkill – They were awarded a NYLA Building Award
for their new location. This will be given at the NYLA dinner in October.
$500 is given for this award. They are one of three libraries in the state
to earn this award.
- Castleton – They have started filling ILL requests
and are getting ready to go online.
- Brunswick – Two upcoming fundraisers: Fashion Show
on October 6th at Boscovs. $5.00 per person. There will be door prizes and
raffles. Then in November they will hold their annual fundraiser at the Troy
Country Club. $25.00 per person. Silent auction, light dinner, and wine.
- Sand Lake - New York Wine & Cheese Party at Crooked
Lake Coffee House on October 20th.
- Carol Hamblin questioned the equity of erate and why some libraries went
down and then up and others just kept going down in their reimbursements.
Jo-Ann Benedetti cannot explain it as the rules and regulations seems to change
daily. The general feeling is that it is very hard to understand where all
the figures come from and how to calculate them.
- Renewals – questions as to whether the policy changed for other libraries
renewing non-renewable items. This has been happening more frequently. This
issue will be going before the ILL/CIRC group at their next meeting.
- Everyone wishes Carol Hamblin the best on her retirement effective September
Motion ( Zapala, Trager) Meeting adjourned 11:00am. Next meeting October
5, 2001 at UHLS.