BOARD MEETING

***6:00 p.m. Thursday, September 17, 2015*** Trustees: If you cannot attend the board meeting, please contact Sandy Lopata, slopata@midyork.org

735-8328 ext. 2228

AGENDA Call to Order Recognition of Visitors Conflict of Interest Disclosure Minutes of May 21, 2015* (Document #1) President’s Report: Jude Walton

• July 16, 2015, Special Meeting (Document #6) Treasurer’s Report*: Andy Alesia (Document #2)

• June 30 Financial Statement (Sent in July) • August 31 (Included in packet)

Director’s Report: Wanda Bruchis

• Expenditure Report*(Document #3) o June 5-July 9 (Sent in July) o July 10-September 11 (Included in packet)

• Director’s Consolidated Activities Report (Document #4) Committee Reports (if applicable):

• Executive Committee: Jude Walton o Amending Bylaws* (Document #7)

• Operations/Administration: Larry Tully o Disaster Recovery Plan

• Nominating Committee: Sally Swierczek o Slate of Officers o Madison County Nominee-Samuel Stradling o Oneida County Nominee-Mary Lordes Heaton o Utica Public Library Representative-Al Ritchie

• Finance Committee: Tom Vanhatten o 2016 Budget Review Scheduled

• Planning Committee: Jennifer Hartsig o Construction Grant Apportionment Approval* (Document #5) o 2016-2021 Plan of Service

• Physical Plant Committee: Andy Alesia o 1560 Lincoln Ave. o Parking Lot Update

• Advocacy: Pat Corbett

Member Library Liaison Report: April Bliss/Betsy Kennedy

Old Business:

New Business: Other:

Adjourn* * = action required

Annual Meeting: 6:00 pm, Thursday, October 15, 2015 at The Oneida Community Mansion House, 170 Kenwood Ave., Oneida, NY 13421

Document #1

Minutes Mid York Library System Board of Trustees Meeting

Thursday, May 21, 2015 Trustees present: Andy Alesia, Peter Billard, Barbara Boucher, Pat Corbett, Jim Cusack, Jane Guzewich, Jennifer Hartsig, Hannah McClennen, Charles Shatzkin (via conference call), Sally Swierczek, Larry Tully, Tom VanHatten, Jude Walton. Trustees Absent: Dominic Passalacqua Others Present: Wanda Bruchis, Jeff Wooldridge 1. Called to order by President Jude Walton 6:00 pm 2. Minutes of March 19, 2015 (Document #1) – motion made by Hannah McClennen;

seconded by Larry Tully; approved by all. 3. Conflict of Interest Disclosure

• None disclosed 4. Treasurer’s Report (Document #2)– Andy Alesia

• Highlights of April 30, 2015 Financial Position • Motion made to accept Treasurer’s Report by Jennifer Hartsig ; seconded by Peter

Billard; approved by all. 5. Director’s Report (Document #3)-Wanda Bruchis

• New IT costing model approved by member libraries 27- yes, 1-no during May 20, 2015 DAC (Directors Advisory Council) meeting.

• Leslie Stolins hired as Lending and Outreach Librarian will start June 8. • Mid York hosting PULISDO (Public Library System Directors Organization) Conference at

Vernon Downs Hotel, July 28-30. 6. Committee Reports:

• Operations/Administration-Larry Tully o Telecommuting Policy (sent separately by email) recommended for approval by

committee. Seconded by Andy Alesia. Accepted by all with this correction: Eliminate “Agreement Party Section”.

Document #1

o Internal Control (Procurement) Policies (sent separately by email) recommended for approval by committee. Seconded by Jim Cusack. Accepted by all with this correction: Under “Cash Receipts/Disbursements”, item fourteen, change the sentence to read “The Administrative Manager assembles a voucher package consisting of the unsigned check, the invoice, and the receiving report (packing slip) and submits them for approval to the Chief Financial Officer who will forward to the Executive Director for final review.”

o Annual Dinner-October 15th, Oneida Community Mansion. Dr. David Lankes, Keynote Speaker.

Nominating Committee- Sally Swierczek • No report

Finance Committee-Tom VanHatten • Form 990 (Document #4) recommended for approval by committee. Seconded by

Jim Cusack. Approved by all. Planning Committee-Jennifer Hartsig

• New IT costing model (sent separately by email) recommended for approval by committee. Seconded by Hannah McClennen. Approved by all.

• Discussed upcoming NYS Construction Grant application approval process Physical Plant-Andy Alesia

• Discussed survey distributed to staff for long range planning. Advocacy – Pat Corbett

• Reminder of upcoming budget season.

7. President’s Report – Jude Walton • Executive Director’s performance review due June 15. • Reminder of Trustee donations. • Boilermaker Charity Bib. • “Buy It Now” program on Mid York’s website.

8. Member Library Liaison Report-

• No report

9. Old Business-Wanda Bruchis • Updated board on progress of trustee term limits bill.

10. New Business-Jude Walton

• Presented BOCES Healthcare Consortium Representative Form (document #5) for approval. Motion made by Pat Corbett. Seconded by Jane Guzewich. Approved by all.

Document #1

11. Adjourn-Jude Walton • Motion made by Pat Corbett. Seconded by Jennifer Hartsig. Approved by all.

Adjourned by Jude Walton.

Respectfully submitted by: Jude Walton (Note: Secretary Barbara Boucher unavailable to submit minutes due to health issues).

Document #6

Board Meeting-July, 16, 2015 (**Special Meeting)

Present: Andrew Alesia, Jane Guzewich, Jennifer Hartsig, Dominic Passalacqua, Sally Swierczek, Tom VanHatten, and Dr. Jude Walton.

Absent/Excused: F. Peter Billard, Pat Corbett, Jim Cusack, Hannah McClennen and Larry Tully, Charles Shatzkin (via conference call).

Staff Members: Wanda Bruchis, Jeff Wooldridge.

Library Liaisons: April Bliss and Betsy Kennedy

Visitors: Sandy Lopata

Dr. Jude Walton called the meeting to order at 6:01 pm.

There is no quorum for this meeting therefore Open Meeting Law does not apply. No motions, proposals or resolutions will be enacted.

The following is a summary of topics discussed:

• The treasurer report. • Directors report including an explanation of the expenditure report and the additional

information provided in trustees packets, trustee term limits, health insurance, the IT costing model, SIRSI hosting via the cloud, E-Rate updates, Ingram pre-processing (shelf –ready)progress, and the new Lending/Outreach Librarian Leslie Stolins.

• The executive committee is working on some by-law changes, the resignation of Barbara Boucher, and the performance review for the Executive Director.

• Operations committee is working on Disaster Recovery Plan. • Nominating committee will be looking at filling Barbara Boucher’s Herkimer County vacancy as

well as the two other open positions. • Finance committee had nothing new to report. • The planning committee will be working on construction grants and the new state portal. • The physical plant committee reviewed the progress on the building and future uses of the

building and possible projects. • The July DAC meeting was great. Two new directors were introduced, Christine Fleischer (Frank

J. Basloe-Herkimer) and Mary Kay Junglen (Sherrill-Kenwood). • Review of new logo designs.

The meeting ended at 7:35 pm

** reference- Robert Freeman, Executive Director of the Committee on Open Government

Document #3

Check #'s: 43000-43177 Approved: 9/17/2015

Board President InitialsAndrew AlesiaF. Peter BillardPat CorbettJim CusackJane GuzewichJennifer HartsigHannah McClennenDominic PassalacquaCharles ShatzkinSally SwierczekLarry TullyTom VanHattenDr. Jude Walton

Document #4

Director’s Consolidated Activities Report September 2015

Wanda Bruchis, Executive Director General Information

• New edition of the Handbook for Library Trustees of New York State • CNY Reads-“To Kill A Mockingbird”-January-March, 2016 • County Aid Update • Annual Meeting/Dinner Preparations, Oct. 15 • Disaster Recovery Plan-in progress

Highlights of 2015 Annual Operating Plan (AOP) Activities:

• Participated in the Greater Utica Chamber of Commerce Community Business Expo with Utica and Dunham Public Libraries.

[4.15 Element 7-AWARNESS AND AVOCACY]

• New IT Costing Model Memorandum of Understanding (MOU) was submitted to our attorney for review. Working on scheduling Extended Planning Committee for review of the MOU.

[4.13 Element 5- CONSULTING AND DEVELOPMENT SERVICES] [4.14 Element 6-COORDINATED SERVICES]

• Attended NYALS (New York Alliance of Library Systems) meeting. Agenda included advocacy reports on regional outreach to governor, increasing New Yorkers for Better Libraries PAC revenue, being heard amidst Session noise, enhancing coordination between NYLA and NYALS members.

[4.17 Element 9-COOPERATIVE EFFORTS WITH OTHER LIBRARY SYSTEMS]

• Participating in the ILEAD program as mentor for the Mid York team. The team project is re-designing Mid York’s logo and improving our website to include mobile accessibility. Last meeting scheduled for Oct. 27-29.

[4.17 Element 9-COOPERATIVE EFFORTS WITH OTHER LIBRARY SYSTEMS]

• Member of the Madison County Team Broadband. Objective is to submit a successful NYS Broadband Grant

proposal to improve broadband access in Madison County. Governor Cuomo’s budget includes $500M to encourage expansion of broadband. Ongoing

[4.15 Element 7-AWARENESS AND ADVOCACY]

• Attending ARSL (Association for Rural and Small Libraries) Conference, Oct. 1-3, Little Rock, AR and Library Marketing and Communications Conference, Nov. 3-4, Dallas, TX

[4.12 Element 3- PROFESSIONAL DEVELOPMENT AND CONTINUING EDUCATION] ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Document #4

Jeff Wooldridge, CFO

• Phase III of the major Parking Lot project is complete. Certain unanticipated clean up issues such as interior insulation and outside border work and paving will be done this year and included in our Construction Grant for 2015-16.Certain safety issues like the floor in the old tech services area will also be addressed in this Grant application. There continues to be renewed interest in making available for sale the property on our north side. We are following up with the owner and our attorney and will report new developments.

[4.18 Element 10-CONSTRUCTION]

• Plans are in place to anticipate the new 2016 Costing Model by continuing education on the accuracy of the Annual Report statistics and timing of the new costing model.

[4.13 Element 5- CONSULTING AND DEVELOPMENT SERVICES]

• I will be enrolling in the new 2015 CPE sessions this fall focusing again on non-profit issues and trends in financial reporting. I will also be arranging for the next Interim Actuarial Valuation for our post-retirement benefits accrual which will appear on our December 31,2015 financial statements.

[4.12 Element 3-PROFESSIONAL DEVELOPMENT AND CONTINUING EDUCATION] ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

Linda Manfredo, IT Administrator

• The ILS migration has been scheduled for October 5th-7th. The data will be transferred from our local servers to a Sirsidynix facility in Atlanta. The libraries have been notified and a MYDAS (Mid York Data and Automateiron Services) meeting is scheduled for September 30th to discuss all the details.

[4.2 Element 1- RESOURCE SHARING INTEGRATED LIBRARY SYSTEM]

• Coordinated IT Sessions at the Public Library System Director's Organization conference we hosted at the Vernon Downs Hotel. IT kicked off with an ice-breaker 'Business Bingo' game followed by group discussion on a variety of IT topics.

[4.12 Element 3 –PROFESSIONAL DEVELOPMENT AND CONTINUING EDUCATION]

• Installed 10MB fiber connections and new network equipment in Clinton, Herkimer, and Ilion libraries. [4.14 Element 6 –COORDINATED SERVICES] ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

Document #4

Leslie Stolins, Lending and Outreach Librarian

• Mid York is partnering with CNY Reads One Book for 2016 season from January to March. 26 member libraries are participating in the read and the information/opportunity is available for our correctional librarians if they would like to participate as well. [4.7 Element 2 – ADULT LITERACY]

• Attending Community Counselor Training Program offered through the Central New York Labor Agency. Using knowledge and partnerships developed through training to develop community resource guide.

[4.7 Element 2 – SPECIAL CLIENT GROUPS]

• Toured Talking Book and Braille Library in Albany. Gained insight into services offered by TBBL as well as opportunities to provide services to special client groups. [4.7 Element 2 – SPECIAL CLIENT GROUPS]

____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

Katie McCauley, Technology Librarian

• Worked with nine libraries to complete and submit NYS Construction Grant; Reviewed grants and summarized request amounts and recommendations for funding allocation.

[4.18 Element 10 - CONSTRUCTION]

• Continued working on iLead project: met with Josh from Romanelli Communications to look at second round of logo designs.

[4.2 Element 1 – RESOURCE SHARING]

• Continue to meet with the Madison County Broadband group to further plans for expansion of broadband access to all residents; provide committee with information about library broadband access and training.

[4.15 Element 7 – AWARENESS AND ADVOCACY OR 4.16 Element 8 – COMMUNICATIONS] ____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

Heather Urtz, Collections and Materials Librarian

• Year two report for Family Literacy Grant has been completed; currently gathering required end-of-summer statistics for the State Library and tweaking the year three timeline.

[4.7 Element 2 – SPECIAL CLIENT GROUPS]

• Fall training has been booked. I am currently providing Ingram training at Mid York and at member libraries. In August, I attended the Overdrive Conference. We have started a webinar series at Mid York (held in conjunction with CLRC) with “The Elusive Non-Library User.”

Document #4

[4.12 Element 3 – PROFESSIONAL DEVELOPMENT AND CONTINUING EDUCATION]

• Completed the transition of 28 libraries to Ingram shelf-ready services; 9 libraries currently in the process. Other

libraries send books directly to their libraries, and are using in-house processing. [4.13 Element 5- CONSULTING AND DEVELOPMENT SERVICES]

____________________________________________________ ____________________________________________________ ____________________________________________________ ____________________________________________________

Document #7

Mid York Library System Bylaws Recommended Amendments

ARTICLE III – Duties of Officers and Appointees

Current:

SECTION 3 The Secretary shall have charge of the records of the System and keep minutes of all meetings.

Recommended Change:

SECTION 3 The Secretary shall have charge of the records of the Board [System] and keep minutes of all meetings. The Secretary may designate a non-trustee to record the minutes.

ARTICLE VI – Committees

Current: SECTION 1 The President shall be empowered to appoint an Executive Committee of not less than five members to act on an advisory basis. The elected officers shall be members of the Committee and each of the three Counties shall be represented. Recommended Change:

SECTION 1 The Executive Committee, consisting of the officers and the immediate Past President, if the immediate Past President is still a member of the Board, and otherwise in conformance with New York State Law, shall transact such business as may be necessary between meetings of the Board. If the past President is no longer seated on the Board, the Board Development and Nominating Committee will nominate an additional member. The Executive Committee shall conduct the Director’s annual performance evaluation.

ARTICLE VI – Committees Current:

SECTION 2 The President shall appoint a Chair and members of Standing Committees in addition to the Executive Committee. Representative of such Standing Committees are:

1. Operations and Administration–to review matters of policy, facilities management, personnel management and to conduct director’s annual performance evaluation.

Recommended Change: SECTION 2 The President shall appoint a Chair and members of Standing Committees in addition to the Executive Committee. Representative of such Standing Committees are:

1. Operations and Administration – to review matters of policy, facilities management, and personnel management. [and to conduct director’s annual performance evaluation.]

Note: Brackets mean deletion; red means addition.

Document #5

LIBRARY PROJECT DESCRIPTION TOTAL COST OF PROJECT

75% Amount Requested (If applicable)

50% Match (If applicable)

AMOUNT RECOMMENDED By Planning Committee

on Sept. 14, 2015

Barneveld Free LibraryWe are energy retrofitting our library by replacing furnace and insulating the entire building. 12,619.00$ 9,464.25$ 6,309.50$ 9,464.25$

Clayville Library Association

Replacement of existing front steps and landing to provide safer access to the library and with planning for potential handicap accessible entrance. 12,225.00$ 9,168.75$ 6,112.50$ 9,168.75$

Dolgeville-Manheim Public LibraryInstallation of a high efficiency solar compatible gas fired heating system and an exterior single-hinge door. 34,427.00$ 25,820.25$ 17,213.50$ 24,990.00$

Dunham Public Library

To complete foundation work for a future parking lot. This first phase of the project will concentrate on tree removal and installation of drainage. 63,000.00$ 47,250.00$ 31,500.00$ 24,990.00$

Ilion Free Public Library

This project is the next phase of exterior masonry repair on the original 1893 building including rebuilding the original fireplace chimney. 203,900.00$ 152,925.00$ 101,950.00$ 101,951.00$

Kirkland Town Library

Remove ballasts for lights in main area from attic space, install new insulation and drywall ceiling, convert lighting in main area to LEDs. 17,820.00$ 13,365.00$ 8,910.00$ 13,365.00$

Oneida Library

The purpose of this application is to apply for funding for plumbing and a fire protection system in the 2015 planned library construction. 204,300.00$ 153,225.00$ 102,150.00$ 153,225.00$

Sullivan Free Library

To replace 8000 sf of the existing flat roof that is bad repair and has been causing leaks into the library building. 47,600.00$ 35,700.00$ 23,800.00$ 24,990.00$

Utica Public Library

Two restrooms will be upgraded and plumbing from one restroom will be re-routed for a future restroom installation on the Library's first floor. 42,900.00$ 32,175.00$ 21,450.00$ 24,990.00$

MidYork

Complete parking lot and construct safety and building energy enhancements due to new south parking lot entrance. 35,924.00$ 26,943.00$ 17,962.00$ 17,962.00$

674,715.00$ 506,036.25$ 337,357.50$ 405,096.00$ -$ Balance

405,096.00$ MY Allocation

Document #5

ASSURANCES: Public Library Construction Grant Program The applicant hereby gives assurances of the following: (check all boxes that

apply)

The applicant will comply with the Minority or Women Business Equity Initiative (M/WBE) established through NYS Executive Law, Article 15-1, NYCRR Part 143 and submit all required paperwork in a timely manner during the period beginning February 1st through thirty days after receiving the official award notice issued by the State Education Department. (This requirement applies only to grant awards in the amount of $25,000 and over.)

It possesses the legal authority to submit this application including all understandings and assurances contained herein and to direct and authorize the person identified as the construction project manager to act as the official representative of the applicant in connection with this application and to provide such additional information as may be required.

The project will begin land acquisition, construction, or continue construction work in the case of a project that has begun but is not complete as of the date of application to the library system, within 180 days after receipt of written notification from the State Education Department that state aid construction funds have been approved for the project, and that the conditions of the funding have been met.

The project will be conducted in accordance with all applicable Federal, State, and local laws and regulations.

In the event the library building or site of the construction project is leased by the applicant or otherwise legally available, the lease on the building or site or other legal agreement is for a minimum of 10** years from the date of the anticipated completion of construction, the owner is aware of and approves the proposed construction project, and the building is open to the public.

AUTHENTICATION OF APPLICATION

This application completed in the preceding pages and accompanying documents for a

public library construction grant to be administered in accordance with the requirements of Education Law §273-a (as Amended by Chapter 57 of the Laws of 2007) and Commissioner's Regulations §90.12 was read and duly adopted by the Board of Trustees of the Library at a legal meeting on 2015.

Signature of President, Library Board of Trustees:

Name of President (type or print):