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Doc. #15-70
STLS TRUSTEE MEETING Tuesday, July 21st, 2015 - 2:00 pm
Dundee Library, Dundee, NY
AGENDA
1. Agenda Doc. #15-70
2. Approval of Minutes – June 2015 *FOR APPROVAL Doc. #15-71
3. Treasurer’s Report – June 2015 *FOR APPROVAL Doc. #15-72
4. Financial Clerk’s Report – June 2015 *FOR APPROVAL Doc. #15-73
5 Quarterly Profit – Loss Statement – June 2015 *FOR APPROVAL Doc. #15-74
• Subject to corrections, above items may be approved without motion.
COMMITTEE REPORTS
6. Executive Committee – Denise King
7. Negotiations Committee (Ad Hoc) – Maija DeRoche
8. Personnel & Policies Committee – Bonnie Weber & Sherry Collins Doc. #15-75 (Minutes)
Doc. #15-76 (Purchasing Policy)
9. Finance & Facilities Committee – Pat Finnerty Doc. #15-77 (Minutes)
10. Public Relations Committee – Lynnette Decker
11. Foundation for Southern Tier Libraries – Bonnie Weber Doc. #15-78 (Minutes)
BOARD ACTIONS
12. Approval of the Chartered Libraries Policy * FOR APPROVAL Doc. #15-79
Personnel & Policies Committee Recommendation: Approve the proposed Chartered Libraries Policy
as presented by the Personnel & Policies Committee during the June 2015 Board of Trustees meeting.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
13. Approval of the STLS Meeting Room Policy * FOR APPROVAL Doc. #15-80
Personnel & Policies Committee Recommendation: Approve the proposed STLS Meeting Room
Policy as presented by the Personnel & Policies Committee during the June 2015 Board of Trustees
meeting.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
Doc. #15-70
14. Approval of Marc Rubin & Associates Purchase Order for Exterior STLS Signage
* FOR APPROVAL Doc. #15-81
Finance & Facilities Committee recommends: The STLS Board of Trustees approves the expenditure
of $5,560 for Exterior Building Signage that displays new STLS logo.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
15. Approval of the 2015/2016 Construction Aid Awards * FOR APPROVAL Doc. #15-82
Public Relations Committee Recommendation: Approve the 2015/2016 Allocations of NY State
Public Library Construction as presented by the Public Relations Committee.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
16. Approval of SirsiDynix Purchase Order for 2015/2016 ILS Services
* FOR APPROVAL Doc. #15-83
Executive Director recommends: The STLS Board of Trustees approves the expenditure of $68,377 for
contracted ILS services with SirsiDynix for 2015/2016 per STLS Purchasing Policy.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
17. Approval of Freegal Music Services Purchase Order for 2015/2016 Downloadable Music Services
* FOR APPROVAL Doc. #15-84
Executive Director recommends: The STLS Board of Trustees approves the expenditure of $35,000 for
contracted Downloadable Music Services with Library Ideas for 2015/2016 per STLS Purchasing Policy.
Move: ______________________ Second ____________________
Aye __________ Nay _________ Abstain ___________ Absent __________
Approved/Failed
Discussion:
Doc. #15-70
BOARD INFORMATION
18. Old Business
19. New Business
20. Library Networking
21. President’s Report
22. Monthly System Management Team & Divisional Reports Doc. #15-85
Public Expression (15 minutes)
Adjournment
Next meeting to be held: Tuesday, September 15th, 2015 at 2:00 pm – Fred & Harriett Taylor Memorial Library,
Hammondsport, Steuben County
Doc. #15-71
Page 1 of 4
STLS TRUSTEE MEETING
Tuesday, June 16, 2015 - 2:00 pm
Southern Tier Library System, Painted Post, NY
MINUTES
TRUSTEES PRESENT:
Richard Ahola - 2017 Gaile Felli - 2019
Sarah Collins - 2019 Patricia Finnerty - 2017
Sherry Collins - 2015 Denise King - 2019
Maija DeRoche - 2018 Bonnie Weber - 2016
Lynnette Decker - 2016 Dale Wexell - 2015
Cindy Emmer - 2017
TRUSTEES EXCUSED:
Pat Selwood - 2019
Al Yanda - 2016
Melodie Farwell - 2015
Public present: Philip Archer and Kathy Stickler
Staff present – Brian Hildreth, Executive Director and Margo Gustina, Member Services Consultant
Sherry Collins called the meeting to order at 2:02 pm.
AGENDA REVIEW
June Agenda Doc. #15-56
Sherry Collins asked for review and approval of agenda. R. Ahola moved and C. Emmer seconded that Kathy
Stickler present first. Sarah Collins moved and B. Weber seconded that Philip Archer present second. Agenda
approved as amended.
2014 Financial Auditor’s Report (Mengel, Metzger Barr & Co. – Kathy Stickler)
K. Stickler opened by noting significant improvements in internal controls and reporting. She recommended that
checks be signed “For Deposit Only”. Additional recommendations were covered, including improving
documentation that reconciliation happened. Sherry Collins asked if there should be a written report from the
internal auditors done to the larger Board on a regular (ie. quarterly) basis. K. Stickler said that reporting out to
the Board would be a beneficial step for communication purposes. She also noted that if the reporting process
became burdensome for Trustees, there are other communication measures that could be taken, including
asynchronous methods.
K. Stickler also gave reminders on Whistle Blower and Conflict of Interest policies. She asked that STLS
investigate whether we had additional reporting requirements imposed by NYSED that STLS may not be aware
of.
K. Stickler went over the firm’s “Qualified opinion”: Have an Actuarial Calculation on retiree health benefits
that could be included as a liability in statements. Because of the cost of the Calculation, the benefits of having
the information might not outweigh cost. Having a “qualified opinion” in the audit report does not have a
negative impact on the organization’s standing with Mengel, Metzger Barr & Co., but might impact funder
opinion of STLS. B. Hildreth noted that NYSED (our primary) does not require a change.
K. Stickler went on to read through the remainder of the report, highlighting that the audit team made no
significant changes because of the accuracy of local accounting and reporting.
Doc. #15-71
Page 2 of 4
C. Emmer moved and G. Felli seconded to approve the acceptance of the audit.
LTA Representative Report – Philip Archer
B. Hildreth met with LTA Reps to secure Board Development sessions. Cassie Guthrie (board development) and
potentially Conrad Wullen (legal counsel) have agreed to meet with Boards of Trustees in Hammondsport on
Monday July 13. Registration will be $10 and start at 4pm. The program will run 4:30-8ish. Phil Archer will be
sending out talking points to all organizers and reps. The Board thanked Philip Archer for his service and input.
APPROVAL OF MINUTES
May Board Minutes Doc. #15-57
Minutes should consistently reflect S. Collins’s correct spelling in surname: Sarah. The final sentence of the
Finance and Facilities Committee report should read: “P. Finnerty stated that the Committee has reviewed the
Purchasing Policy and will offer recommendations in the fall.” Within the PR Committee report: The Board
approved that Free and Reduced Lunch percentage rates at the 35% level be used as the new Determination of
Economically Disadvantaged Libraries measure for purposes of Construction Aid Grant matching funds rates.
As part of the Foundation report, the question from D. King should read “What has been given by the
Foundation in total?” The response from D. Wexell should read “$20,000 over three funding cycles.” The
minutes are approved as amended.
APPROVAL OF FINANCIAL REPORTS
Treasurer’s Report – Pat Finnerty Received and filed Doc. #15-58
On line 1200 in Current Assets, - $9,184.65 misrepresents the STLS Operating Fund account. B. Hildreth
explained: While all our payments and funds were transferred and disbursed correctly on Monday, our
Quickbooks weren’t updated until the following week. When this report was run, we hadn’t included the
information in the financial software. All understood.
Financial Clerk’s Report – Brian M. Hildreth Received and filed Doc. #15-59
Nothing to report. You will see the same reporting error in this report as you see in the Treasurer’s Report. On
line 3909 and line 3910, you see a balance that is not correctly reflected in our current reports in QuickBooks.
Brian and Barb are working with the Audit team to identify and run the correct reports so that the balances are
correctly mirrored between bank accounts and financial software. STLS still has .10 rate of return.
STANDING COMMITTEE REPORTS
Executive Committee – D. King
Met by email this month. Reviewed and amended the agenda. Nothing new to report.
Personnel & Policies Committee –Sherry Collins & Bonnie Weber, Co-Chairs Doc. #15-60, Doc. #15-61,
Doc. #15-62, Doc. #15-63
Sherry Collins began by speaking about the new Meeting Room Policy and a Reading Center Policy (with
historical background information) that will be open for approval at the July meeting. C. Emmer thanked Sherry
for the historical inclusion. She also noted that “a Reading Center Director hired (implies paid) and trained in
local library practices” should read “a paid Reading Center Director trained in local library practices”. All
agreed.
Finance and Facilities Committee – Pat Finnerty Doc. #15-64
P. Finnerty shared that the Committee’s main work in the recent months was to work with the audit team.
Doc. #15-71
Page 3 of 4
Public Relations Committee – Lynette Decker, Chair Doc. #15-52
The Committee didn’t meet today because it will be meeting for the Construction Aid grant presentations June
23rd
, 9:30 am – 4 pm. All from the Board are welcome to attend.
Foundation for Southern Tier Libraries – Dale Wexell
The Foundation has committed to the development of a strategic plan including a meeting with 25 to 30
individuals to develop a master plan for a long range vision. D. Wexell and the Foundation will hold this day of
planning on Thursday, September 18th. The Foundation minutes should read that the next meeting is Wednesday,
July 1 (not the 8th).
M. DeRoche moved and C. Emmer seconded to enter into Executive Session at 3:02pm.
Negotiations Committee – Maija DeRoche
G. Felli moved and C. Emmer seconded to end Executive Session at 3:29 p.m.
BOARD ACTIONS
2014 Independent Financial Auditor’s Report * FOR APPROVAL Doc. Provided at Meeting
Finance & Facilities Committee Recommendation: Accept the 2014 Independent Financial Auditor’s
Report as presented by Mengel, Metzger, Barr & Co.
Move: C. Emmer Second G. Felli
Aye 11 Nay 0 Abstain 0 Absent 3
Approved
Discussion: See above “2014 Financial Auditor’s Report”
Approval of Trustee Selection Policy * FOR APPROVAL Doc. #15-67
Personnel & Policies Committee Recommendation: The STLS Board of Trustees approves the Trustee
Selection Policy as presented May 19, 2015.
Move: _Out of Committee Second ____________________
Aye 11 Nay 0 Abstain 0 Absent 3
Approved
Discussion: Sherry noted that the size reduction was significant. No other discussion.
Capital Reserves Commitment for Dark Fiber Connectivity * FOR APPROVAL Doc. #15-68
(Provided at June’s Board Meeting) up to $150,000
Executive Director recommends: The STLS Board of Trustees Commits Capital Reserves to Dark
Fiber Connectivity for STLS IT Infrastructure Improvements.
Move: R. Ahola Second : M. DeRoche
Aye 11 Nay 0 Abstain 0 Absent 3
Approved
Discussion: (Ken Behn attended to assist in presentation). B. Hildreth gave an overview about the
commitment STLS has already invested. Ken gave additional information about changes in designation of
Broadband access. The minimum standard is 25mb/sec. The accepted practice is 100mb/sec. The approach STLS
would like to take is to be the Dark Fiber hub for all member libraries. Ken explained that all libraries would
Doc. #15-71
Page 4 of 4
experience improved speed by us building a large pipeline for internet access via STN, and then one smaller
direct pipe to each member library.
Ken also spoke to the security improvements this hub would provide by making a physical private connection
between members and STLS for ILS services. Right now, this work is done through a Virtual Private Network
(VPN), which is as secure as our resources allow, but this move would reduce access to our private information
by outside malicious actors.
B. Hildreth spoke to the need for the formal resolution from the Board so that the STLS ARC grant can be
submitted.
Sherry Collins asked about the prospects of getting Allegany connected and Brian explained that he is working
with all in Allegany willing to work toward this common goal. He stated that the only infrastructure in Allegany
county for dark fiber right now is in the hands of a for-profit company with high, non-competitive rates.
BOARD INFORMATION
Old Business
NY Non-Profit Revitalization Act. D King recommended that Trustees cross off page 5 and Jurisdictions on page
4. The lawyers at the LTA said there should be a separate audit committee. STLS contacted the STLS lawyer
Conrad Wuller who stated he would draft the legal opinion that STLS should have an audit committee that is
separate from the Finance committee. The Policies & Procedures Committee will submit the Conflict of Interest
and Whistle Blower policies to Conrad for review once they have revised.
New Business
Library Networking
C. Emmer went to the Library of Celsus in Ephesus, Turkey (ruins).
D. King was at the Greenwich Public Library with her grandson.
President’s Report
D. King is working to support the very important ARC grant by gathering letters of support, where appropriate.
Monthly System Management Team & Divisional Reports Doc. # 15-69
B. Hildreth spoke more on Dark Fiber and mentioned the ExCEL program. Many positive budget votes and
overall this year there is an increase of $368,570 in public funding in the system.
Public Expression
No public expression.
ADJOURNMENT
P. Finnerty moved to adjourn the meeting at 4:04 p.m. C. Emmer seconded.
Next meeting to be held: Dundee Library, Dundee, NY; Tuesday, July 21, 2015 at 2:00 pm
Respectfully submitted,
Margo Gustina
4:27 PM
07/02/15
Accrual Basis
Southern Tier Library System
Treasurer's Report
As of June 30, 2015
Jun 30, 15
ASSETS
Current Assets
Checking/Savings
1200 · Cash - Operating 7,145.92
1201 · Cash - Payroll 4,106.71
1202 · Cash - Money Market 652,974.61
Total Checking/Savings 664,227.24
Accounts Receivable
1380 · Accounts Receivable 94,729.11
Total Accounts Receivable 94,729.11
Total Current Assets 758,956.35
Fixed Assets
1100 · Fixed Assets
1102 · Building 952,454.06
1104 · Equipment 741,162.39
1112 · Accumulated Dep Building -455,937.98
1114 · Accumulated Depreciation -608,399.25
Total 1100 · Fixed Assets 629,279.22
Total Fixed Assets 629,279.22
TOTAL ASSETS 1,388,235.57
LIABILITIES & EQUITY
Liabilities
Current Liabilities
Other Current Liabilities
2601 · Accrued P/R 9,788.63
2604 · Deferred Grant 3,597.89
2625 · Payroll Deductions Payable 385.14
2626 · Flex Spending Deduction Payable 1,554.75
2630 · Due to Member Libraries Pay Pal 9,444.38
2640 · Accrued Compensated Absences 68,613.67
Total Other Current Liabilities 93,384.46
Total Current Liabilities 93,384.46
Total Liabilities 93,384.46
Equity
3200 · Unrestricted Net Assets 202,424.92
3909 · Fund Balance Unreserved 1,258,468.74
Page 1 of 2
4:27 PM
07/02/15
Accrual Basis
Southern Tier Library System
Treasurer's Report
As of June 30, 2015
Jun 30, 15
3910 · Fund Balance Replacement Res 100,000.00
Net Income -266,042.55
Total Equity 1,294,851.11
TOTAL LIABILITIES & EQUITY 1,388,235.57
Official Depository: Community Bank NA
Money Market Account: .10 Rate of Return
Checking Accounts: .05 Rate of Return
Page 2 of 2
4:25 PM
07/02/15
Accrual Basis
Southern Tier Library System
Financial Clerk's Report
June 2015
Jun 15 May 15 $ Change
1200 · Cash - Operating 7,145.92 -9,184.65 16,330.57
1201 · Cash - Payroll 4,106.71 3,782.68 324.03
1202 · Cash - Money Market 652,974.61 761,873.19 -108,898.58
1380 · Accounts Receivable 94,729.11 96,774.09 -2,044.98
12000 · Undeposited Funds 0.00 14.25 -14.25
1100 · Fixed Assets 629,279.22 629,279.22 0.00
1382 · Prepaid expenses 0.00 60,222.61 -60,222.61
2601 · Accrued P/R -9,788.63 -9,788.63 0.00
2604 · Deferred Grant -3,597.89 -3,597.89 0.00
2625 · Payroll Deductions Payable -385.14 1.70 -386.84
2626 · Flex Spending Deduction Payable -1,554.75 -1,554.75 0.00
2630 · Due to Member Libraries Pay Pal -9,444.38 -9,452.37 7.99
2640 · Accrued Compensated Absences -68,613.67 -68,613.67 0.00
3200 · Unrestricted Net Assets -202,424.92 -202,424.92 0.00
3909 · Fund Balance Unreserved -1,258,468.74 -1,258,468.74 0.00
3910 · Fund Balance Replacement Res -100,000.00 -100,000.00 0.00
4719 · Interest -424.83 -365.62 -59.21
4723 · Member Library Cost Share -391,781.00 -391,781.00 0.00
4724 · Member Library IT Contracts -1,966.82 -390.52 -1,576.30
4725 · Grants Revenue -10,000.00 -10,000.00 0.00
4732 · Reading Center Support -1,112.00 -1,112.00 0.00
4733 · Member Library Processing Fees -9,196.75 -7,581.25 -1,615.50
4735 · Non State Aid Pass Through -117,502.41 -114,150.56 -3,351.85
4782 · Donations -178.75 -169.75 -9.00
4784 · General Reimbursements & Refund -2,190.56 -1,759.01 -431.55
5100 · Salaries 332,734.82 283,273.82 49,461.00
5150 · Personnel Benefits 118,136.20 90,930.66 27,205.54
5204 · STLS Software & Small Equipment 8,502.52 8,462.53 39.99
5205 · Maintenance Contracts & Leases 6,742.13 6,470.18 271.95
5407 · Integrated Library System 50,512.07 0.00 50,512.07
5408 · Platform Fees & Licenses 7,910.62 3,822.94 4,087.68
5409 · STLS Telephone/Internet 40,171.73 33,617.18 6,554.55
5417 · Library Materials 7,202.70 6,267.33 935.37
5419 · Electronic Materials 33,999.89 30,843.82 3,156.07
5420 · Staff Development Travel 3,128.74 2,315.01 813.73
5422 · Trustee Mileage 2,108.33 1,408.55 699.78
5424 · Conference Registration 2,980.00 1,548.00 1,432.00
5425 · Staff & Member Library Mileage 871.66 556.78 314.88
5427 · Programming & Annual Conference 1,629.00 1,490.00 139.00
5428 · Meeting Supplies 549.88 311.46 238.42
5430 · Office Supplies 3,954.57 3,820.24 134.33
5433 · Postage 1,980.31 1,980.31 0.00
5434 · Public Relations 4,727.50 4,727.50 0.00
5435 · Member Library Pass through 115,103.30 111,879.33 3,223.97
Page 1 of 2
4:25 PM
07/02/15
Accrual Basis
Southern Tier Library System
Financial Clerk's Report
June 2015
Jun 15 May 15 $ Change
5442 · Professional Fees 4,849.92 4,456.12 393.80
5443 · Legal Counsel 985.80 785.00 200.80
5444 · Accounting Support & Audit 8,200.00 6,375.00 1,825.00
5450 · Utilities 5,105.69 4,416.14 689.55
5451 · Building Maintenance & Repairs 6,031.67 4,768.00 1,263.67
5454 · Commercial Insurance 8,797.54 4,978.00 3,819.54
5471 · Vehicle Maintenance & Repairs 5,417.52 4,060.47 1,357.05
5473 · Vehicle Fuel 6,444.42 6,444.42 0.00
5474 · Vehicle Insurance 3,565.00 2,476.00 1,089.00
5490 · Grants 8,052.14 5,962.80 2,089.34
TOTAL 0.00 0.00 0.00
Page 2 of 2
4:28 PM
07/02/15
Accrual Basis
Southern Tier Library System
Profit Loss Budget Overview
June 30, 2015
TOTAL
Jan 1 - June 30, 2015 Budget
Income
4700 · Basic State Aid 0 775,289
4706 · Jails and Institutions 0 3,507
4709 · Local Services Support 0 85,253
4710 · Supplemental Aid 0 116,897
4711 · Coordinated Outreach 0 67,811
4713 · State Corrections 0 23,750
4719 · Interest 425 648
4721 · E-Rate Funding 0 60,836
4723 · Member Library Cost Share 391,781 398,882
4724 · Member Library IT Contracts 1,967 12,965
4725 · Grants Revenue 10,000 68,862
4732 · Reading Center Support 1,112 0
4733 · Member Library Processing Fees 9,197 19,946
4740 · Prof Development & Conf Fees 0 1,197
4781 · Retiree Health Ins Payments 0 4,488
4782 · Donations 179 249
4784 · General Reimbursements & Refund 2,191 2,992
Total Income 416,851 1,643,573
Expense
Total 5100 · Salaries 332,735 694,667
Total 5150 · Personnel Benefits 118,136 376,846
5203 · STLS Equipment 0 3,989
5204 · STLS Software & Small Equipment 8,503 5,485
5205 · Maintenance Contracts & Leases 6,742 14,461
5407 · Integrated Library System 50,512 67,797
5408 · Platform Fees & Licenses 7,911 15,957
5409 · STLS Telephone/Internet 41,190 89,958
5417 · Library Materials 7,756 11,968
5418 · Consultant Collection 0 997
5419 · Electronic Materials 34,648 86,774
5420 · Staff Development Travel 3,290 11,968
5422 · Trustee Mileage 2,820 6,981
5424 · Conference Registration 2,980 4,737
5425 · Staff & Member Library Mileage 872 748
5427 · Programming & Annual Conference 1,629 9,973
5428 · Meeting Supplies 550 1,197
5430 · Office Supplies 3,955 21,941
5433 · Postage 1,980 5,984
5434 · Public Relations 4,728 7,181
5436 · STLS Grants to Member Libraries 375 6,981
5442 · Professional Fees 4,850 7,480
5443 · Legal Counsel 986 997
Page 1 of 2
4:28 PM
07/02/15
Accrual Basis
Southern Tier Library System
Profit Loss Budget Overview
June 30, 2015
TOTAL
Jan 1 - June 30, 2015 Budget
5444 · Accounting Support & Audit 8,200 10,173
5450 · Utilities 5,756 15,957
5451 · Building Maintenance & Repairs 6,032 11,968
5452 · Capital Improvements 0 50,209
5453 · Mortgage Interest 0 0
5454 · Commercial Insurance 8,798 12,716
5471 · Vehicle Maintenance & Repairs 5,685 5,984
5473 · Vehicle Fuel 6,444 24,933
5474 · Vehicle Insurance 3,565 4,987
5475 · Vehicle Purchase 0 29,919
5490 · Grants 8,264 21,662
5977 · Contingency 0 0
Total Expense 689,889 1,643,573
Net Income -273,039 0.00
Page 2 of 2
Southern Tier Library System Personnel & Policies Committee Meeting
MINUTES
July 7th, 2015 at 12:00 pm STLS Headquarters / Painted Post, NY
Committee Members in Attendance: Bonnie Weber (Co-Chair), Richard Ahola, Denise King
Bonnie Weber called the meeting to order at 12:03 pm I. Discuss Purchasing Policy
Committee members reviewed the revisions of the Purchasing Policy as presented by the
Finance & Facilities Committee. The P&P Committee agreed the revisions reflected current
practice and read-well to be presented to the full Board of Trustees for review. B. Weber
indicated to B. Hildreth the revised policy should be included with the July board meeting
packet.
II. Executive Director’s Performance Evaluation
B. Weber asked B. Hildreth to present potential objectives for the 2015-2016 Executive
Director’s performance evaluation. B. Hildreth presented three potential objectives, but
also indicated objectives might need to be considered from this year’s Executive Director’s
Survey from member library directors. Committee members thanked B. Hildreth for the
proposed objectives, and agreed the objectives could be more clearly defined in September
following the 2014-2015 Executive Director’s performance evaluation.
The Committee went into Executive Session at 12:35 pm to discuss Personnel Matters
pertaining to the Executive Director’s 2014-2015 Performance Evaluation. B. Hildreth
recused himself from the meeting.
The Committee came out of Executive Session at 1:30 pm. The meeting was adjourned
following the Executive Session.
Respectfully submitted by:
Brian M. Hildreth, Executive Director
1
SOUTHERN TIER LIBRARY SYSTEM PURCHASING POLICY
Mod 4 July 1, 2015 APPLIES TO: STLS Board of Trustees; STLS Employees REFERENCES: NYS Municipal Law, Article 5 (A) Section 103 and Section 104-b STLS Authority of the Board Policy STLS Conflict of Interest Policy It is the policy of the Southern Tier Library System (STLS) to obtain the maximum practical value when purchasing goods and services required for the effective operation of the organization consistent with the provisions of this policy, standard business practices and in accordance with applicable laws and statutes. STLS requires competitive bids for certain items and services to keep costs at a minimum; to give interested, qualified suppliers an equal opportunity to supply goods and services to STLS; and, to guard against favoritism, extravagance and fraud, waste and abuse. This policy sets forth the provisions to ensure compliance with applicable NYS General Municipal Law and STLS policies. STLS is a cooperative library system. It is neither a political subdivision nor a district thereof and is not subject to General Municipal Law except when purchasing for a member library that must comply with New York State statutes. Purchased Items – Purchased items include all goods and services obtained using STLS funds except the following: postage, travel, utilities, and loans. All purchased actions over $25.00 $50.00 (twenty-five dollars) (fifty dollars) in value will require a purchase order issued by the business office. Insurance and legal and professional services do not require issuance of a purchase order but will follow competition guidelines below. Authorization to Commit Funds and Sign Purchase Orders - The authorization to commit funds is described in the STLS Authority of the Board Policy, Commitment of Funds section. Purchase orders may be signed by the Executive Director or his/her designee. Competition Guidelines Formal Bids - When STLS executes procurement actions for member libraries that are required to comply with New York State Purchasing regulations, all purchasing actions will be in accordance with applicable New York State Municipal Law. When STLS executes procurement actions for itself or member libraries that are not required to comply with New York State Purchasing regulations, the following shall apply. All contracts for public works involving an expenditure of more than $35,000.00 (thirty-five thousand dollars) and all purchase contracts involving an expenditure of more than $20,000.00 (twenty thousand dollars) will be awarded based on best value resulting from responses from responsible suppliers to a written Request for Proposal or Request for Quote. STLS will issue a Request for Proposal or Request for Quotation as a basis for awards for professional services and insurance. Exceptions to the requirement for a formal bid or proposal are the
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same as described in Section 103 of NYS Municipal Law Article 5 (a). Other Purchases - Purchases up to $1500.00 (one thousand five hundred dollars) in value do not require competitive quotes and may be justified by catalog/retail pricing. Purchases from $1500.00 (one thousand five hundred dollars) to $3000.00 (three thousand dollars) require quotes from at least two qualified suppliers. Purchases over $3000.00 (three thousand dollars) require written quotations from at least three qualified suppliers. Purchases may not be fragmented to avoid higher approval authorities. Single and Sole Source Purchases – Single source purchases are allowed. Single source purchases are those in which other qualified sources may be available but competition would not be beneficial because of prior agreements or technical considerations. Sole source purchases are those in which there are no other qualified suppliers. In the absence of competition, reasonable attempts to negotiate fair and reasonable pricing are required. Purchase Order Documentation – A file that includes a copy of the purchase order, records of quotes/bids, price analysis, packing slip, invoice, vendor claim form and approval stamp, and check or voucher number will be established for each purchase order issued and filed in accordance with established procedures. If it is a sole or single source procurement or the low bidder is not chosen, adequate justification for price paid is required. Receipt of Goods and Services – Receipt of goods and services will be verified in writing by a staff person other than the originator of the purchase. Services provided will be monitored by a staff person to ensure that contractual agreements are met. Inspection – To ensure compliance with purchase order requirements, goods and services received will be inspected or verified by the originator of the request and results documented in the purchase order file. Supplier Qualification – Reasonable efforts will be made to ensure suppliers providing goods and services to STLS are qualified and reputable. It is STLS policy to purchase goods and services from qualified local sources when prices are fair and reasonable. Sales Tax Exemption – STLS is not required to pay NY state and local sales tax on purchased items. Ethical Practices and Conflict of Interest – Individuals purchasing goods and services must conduct business in a professional manner and qualified vendors must be given an equal opportunity to compete for STLS business. Purchasing decisions should be made with integrity and objectivity, free from any personal bias or benefit. The STLS Conflict of Interest Policy provides specific guidelines regarding gifts and gratuities and STLS persons holding interests in suppliers doing business with STLS. Employees who would benefit financially from a given prospective supplier selling goods or services to STLS may not participate in the supplier selection process.
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Unauthorized Purchases – No individual may commit STLS funds without proper authorization. Responsibility – The Executive Director of STLS has overall responsibility for purchasing for STLS and for implementing effective procedures that comply with the requirements of this policy and demonstrate effective internal controls.
Adopted by the STLS Board of Trustees September 20, 2011
Southern Tier Library System
Finance and Facilities Committee Meeting July 1, 2015
Present: Pat Finnerty, Cindy Emmer, Al Yanda, and Denise King Signage The committee reviewed an e-mail from Brian and the accompanying STLS signage proposal from Marc Rubin Associates. On motion by Al Yanda and second by Cindy Emmer, the motion was passed to recommend to the full board the approval of the Marc Rubin Associates proposal and approval to expend the necessary funds as proposed by the Brian. The committee also will request a clarification from Brian whether this was part of the original contract with Marc Rubin and Associates. Policies Review The committee completed the review of the Purchasing policy and upon motion by Al Yanda and second by Cindy Emmer to do so, the Treasurer will forward the completed version to the Personnel and Policies Committee. The committee began review of the Finance Policy and the Authority of the Board Policy. Responsibility for reviewing bank reconciliations After discussion about what is needed for oversight of financial transactions, Pat Finnerty agreed to contact Kathy Stickler of Mengel, Metzger and Barr to discuss what is necessary. Next Finance and Facilities meeting September 2 at 2:30 at STLS
Minutes July 1, 2015
STLS Conference Room Present: Peter Gamba, Paul Webster, Denise King, Bonnie Weber, Suzanne Blowers, Judy Phillips, Phil Archer. Minutes were approved with the following corrections: Balance in treasury is $9948.93 and next meeting will be July 1, 2015. Moved by Suzanne, 2nd by Bonnie. Passed unanimously. Reviewed financials for for May 2015. Copy attached. Paid all bills, all checks cashed. Balance to date is $10,020.18. Motion by Phil, 2nd by Suzanne to accept. Passed unanimously.. Committee discussed those to be invited to strategy session on September 24, from 9AM to 3:30PM at the STLS headquarters in Coopers Plains. The following is a list of names to be considered. Each member will submit addresses to Brian for use in letter. Brian also has a list of names to be included. DENISE: JERRY KEELER JOE CAPARULO SANDRA KEITH RICK ROBERTS VALERIE ROSBAUGH BARBARA POWELL BONNIE; RUSTY NANCY ANDREWS MARY BACALIS PAM BUMP CAROLINE MILLER KATHRYN MEAD ELLEN O’HARE JANE JAMISON KEVIN WILLIAMS LINDA CARL PETER MORGAN BROWN KEUKA COLLEGE REP SANDY PEEL CAROL OSWALD PHIL FRED SPRINGER TONY VICKIO PHIL BARNES JUDY GAIL FELLI
There will be a meeting August 11, 10Am to draft the letter to be sent to each potential member. Input will be sought from Dale re: bio of Mike McDonald, goals to be achieved, mention of short term commitment, accomplishments to date. Bonnie, Denise and Judy have committed to this work session, other members are encouraged to join them. The letter will be mailed by August 24. 2 weeks after the letter is sent each member will follow up with pho9ne calls. Judy will contact Dale for input. Other business: LTA is having a Regional institute in Hammondsport on July 13, aimed at trustees. Starts at 4PM, with sessions until 8PM. Denise reported that the STLS branding is internal at this time. Denise will handle publicity for the Foundation. Peter brought up the tax cap and felt that it will have a significant impact on Libraries. Asked if it would be possible to get some information on this. Next meeting will be in October unless a special need arises. There being no further business the meeting was adjourned at 5:10PM Judy Phillips Secretary Pro Tem
Chartered Public Libraries Policy Guidelines for Established Reading Centers
APPLIES TO: Established Reading Centers in STLS Service Region
The Southern Tier Library System, a regional consortium of chartered public libraries, works in partnership with its members to support and strengthen them through clearly defined, cost-effective services that make possible the coordination and sharing of resources, enabling all individuals in the five-county region to have equal access to excellent library services. The intent of this document is to assist reading centers identify with public library best practices, and strive for standards set by the field of public librarianship. In order to apply fair and equitable practices to all chartered public libraries, the STLS Board of Trustees has created formal requirements for services to the established reading centers of Arkport, Greenwood, Hector, Middlesex and Rushville. In these days of transparency and accountability, the System requires each Reading Center meet most Minimum Standards for Chartered Public Libraries. These standards, adopted by the NYS Education Department and Division for Library Development in 1994 require that all libraries:
have a Board of Trustees of at least three (3) members;
have Board of Trustees’ meetings at least four (4) times a year;
be governed by written By-Laws which outline the responsibilities and procedures of the Reading Center Board of Trustees;
has Board-approved written policies for the operation of the Reading Center and oversight of its finances;
has a Board-approved, written Long Range Plan of Service;
presents a written budget annually to the appropriate funding agencies which would
enable the Reading Center to meet or exceed these standards, and carry out its Long
Range Plan of Service;
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annually present a narrative report to the community on the Reading Center’s progress
toward meeting its goals and objectives, as well as a statistical report to the Southern
Tier Library System;
periodically evaluates the effectiveness of the Reading Center’s collection and services
in meeting community needs;
maintains a facility adequate to meet community needs, including adequate space,
lighting, shelving, seating, and a restroom;
compiles and maintains regular library records;
maintains its collection with standard library classification and arrangement;
provides equipment and connections to meet community needs including, but not
limited to telephone, photocopier, telefacsimile capability, and microcomputer or
terminal with printer to provide access to other library catalogs and other electronic
information;
distributes printed information listing the library's hours open, borrowing rules, services,
location and phone number.
In addition, each STLS reading center must provide its community with:
a Reading Center Director hired (implies paid) and trained in local library practices;
open at least 12 regularly scheduled hours per week all year
Any Reading Center not meeting the requirements of this policy within three years will be placed on probationary status. Should the condition continue, STLS will withdraw its services from Reading Centers.
Communities wishing to create a reading center are ineligible for services from Southern Tier Library System. STLS will partner with local communities to create a new chartered public library under the Board of Regents. Charter applications for public libraries must meet all criteria outlined by the Board of Regents.
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Southern Tier Library System will work with all reading centers to apply for, and leverage sustainable funds to provide services aligning with public library best practices. Reading centers will need to work within the scope of Minimum Standards for Public Libraries, chartered service areas and mechanisms prescribed in NYS Education Law to become chartered entities within five (5) years.
Adopted by STLS Board of Trustees mm/dd/yyyy
SOUTHERN TIER LIBRARY SYSTEM
MEETING ROOM POLICY
APPLIES TO: Board of Trustees, Staff, and Member Libraries The Southern Tier Library System maintains a meeting room for use by its Board members, staff and member libraries. The meeting room is not available for community groups or open to the general public. Adopted by the STLS Board of Trustees mm/dd/yyyy
2015-2016 Construction Grant Awards
Member Library & System Allocations
2015-2016 Applicant Eligible Costs
Matching Funds Requested
Amount Recommended Project description
Canaseraga $ 22,698.00 75% $ 17,023.50 Young Adult Space - Renovation of and access to (new staircase and chair lift) 250 sq ft second floor space in library.
CCLD $ 305,000.00 75% $ 101,763.68 New chiller. Bid is estimate not from vendor but from engineering firm assumptions
Cohocton $ 10,276.62 75% $ 7,707.47 Replace & relocate old furnace to increase efficiency, access and patron comfort
Fillmore $ 371,022.00 75% $ 101,763.68 New library building plus circulation desk purchase and construction
Savona $ 17,240.00 75% $ -
HVAC system to meeting house building (not currently used as the library); Internet connection to allow for library use. Previous projects cannot be funded multiple years.
STLS $ 70,056.00 50% $ 35,028.00 Dark Fiber connections for Canisteo, Cohocton, CCLD, Jasper, Montour Falls and Watkins Glen libraries.
Wellsville $ 458,159.00 75% $ 101,763.68 Whole building HVAC energy efficiency improvements
Totals $ 1,254,451.62 $ 999,575.47 $ 365,050.00
Southern Tier Library System Monthly System Management Team & Divisional Reports
July 21st, 2015
Office of the Executive Director by Brian Hildreth, Executive Director Division of Library Sustainability and System Resources
The Executive Director’s office spent the months of June and July participating in the following activities:
Attended Construction Aid Review Committee presentations on June 23rd. Attended Board Meeting at Montour Falls Library to discuss Sustainable Funding Module,
and briefly present Policy Development Worksheet for Library Boards on June 24th. Attended Village of Alfred Planning Committee meeting to discuss the connection of STN
dark fiber to Alfred Box of Books Library. Vacation from June 29th through July 3rd. Participated in Conference Call with LTA CE Workshop Planning Committee on July 8th. Visited Hammondsport Library to discuss STN dark fiber connectivity and plan for LTA CE
Workshop. Hosted LTA-STLS Continuing Crucial Connections Workshop at Hammondsport Library on
July 13th. Attended STLS Board committee meetings, PULISDO conference calls, NYLA Council
conference calls, Public Libraries Section - NYLA conference calls. Met with Jeff Gasper, ECC Technologies and Ken Behn, STLS Assistant Director Head of IT to
discuss dark fiber connectivity to 9 member library outlets on July 14th. Visited Avoca Free Library to discuss board development with Board of Trustees on July
16th.
Member Services by Margo Gustina, Member Services Consultant Division of Library Sustainability and System Resources
Annual Reports are done! Expanding Community Education through Libraries (ExCEL) round one is done! Construction Aid applications have begun and our libraries are prepared. In June, I met with two boards, performed two whole day training sessions, applied for two scholarships for NYLA initiatives, did one on one training with two directors on website issues, visited two libraries for STLS Library Appreciation Week (Penn Yan & Andover) and assisted six libraries with the Construction Aid process.
ExCEL: Every participant is required to contact me when they schedule a digital literacy workshop based on the work they did as part of the ExCEL program. Savona is the first, with a tablet tools program coming up in July. Candy will follow-up with me on the community outcomes achieved next month.
STLS Appreciation Week: Both Angela (Penn Yan) and Linda (Andover) mentioned the importance of high-touch training and conversation to their practice and the desire to see STLS be in member libraries more often.
Professional Development and Outreach by Al Oliveras, Deputy Director Division of Professional Development and Library Outreach
On 6/12/2015 I attended South Central Regional Library Council’s (SCRLC’s) board retreat at the
Rakow Research Library in Corning NY. The retreat facilitator, David Campbell (Chair and
Associate Professor, Department of Public Administration at Binghamton University) reviewed the
results of a SCRLC board self-assessment (data was provided by board members via an online
survey). For more information on the free board assessment service, go to
https://www.boardcheckup.com/.
During the week of 6/22, I made visits to 5 member libraries in support of “Library Appreciation
Week” (Whitesville Public Library, Dormann Library, Pulteney Free Library, Wimodaughsian Free
Library and the David A. Howe Public Library). Information was collected from library directors
via a 5-question survey.
During the week of 7/6, Lorie and I distributed marketing materials to 3 member libraries (Cuba
Circulating Library, Cohocton Public Library and Alfred Box of Books Library). The materials,
which include an easel backed sign and shelf talkers, will be used to increase awareness of the
availability of large print materials within member libraries.
Youth Services & Interlibrary Loan
by Lorie Brown, Youth Service Consultant and Head of ILL
Division of Professional Development and Library Outreach
Library Appreciation Week
June marked the first, STLS Library Appreciation Week. Lorie partnered with Nicole Hann, Integrated Library Specialist, for library visits to the Jasper Free Library, the David A. Howe Library, Wellsville and the Wide Awake Club Library, Fillmore. Dorie Robinson, ILL/Circ Clerk, visited the Southeast Steuben County Library, Corning.
Dorie’s notes from her visit with the youth services’ staff at Corning are full of enthusiasm, appreciation and serious comments about their library’s needs, challenges and STLS’ ability to assist with those needs and challenges but also to broaden scope of library services to all libraries in the system.
For Lorie, visiting libraries as a part of the STLS’ Library Appreciation Week put a different ‘spin’ on library visits as training and/or solutions for problems and issues were not on the agenda. As Nicole and I conversed with the separate library directors, it quickly became apparent that change was the over-riding theme of the day. The Jasper library staff seemed frustrated and concerned by the lack of foot traffic and, consequently, circulation at their library. They are taking modest steps to embrace solutions such as plans to organize community meetings (focus groups) that will allow
the library to reconnect with their community. For Jasper staff, change is challenging and, perhaps, just a bit threatening. Our visit to the Wellsville library (with whom we did not ask the STLS staff survey questions as another staff member was visiting for that purpose) was centered on a library tour. Nicole and I had never truly ‘seen’ the entire library—what a wonderful building! But, our conversation with our tour guide, library director, Michele LaVoie, still revealed the theme of change. Changes at Wellsville include new staff, moves in location of various segments of the collection—large print etc. and the long-range plans for creating a maker space. For Wellsville staff, change is happening. Change is what it is. And, for them, change seems to be a bit of a double-edged sword. Our final visit ended our system tour on a high note! The Fillmore library’s whole focus is CHANGE with capital letters. They break ground for a new building in July with the expectation of being in their new facility before winter! So many of their challenges will be solved within a few short months. Change for the Fillmore library staff is an opportunity and a long-sought goal. Their excitement is almost palatable!
Allegany County Directors Association
Lorie had the opportunity to attend and to present a short program at the Allegany County Directors Assn’s June meeting. It was wonderful to see directors of small libraries in our system brainstorm, share, learn from each other (and, from me) in a respectful and congenial forum. My short presentation was on web resources (such as blogs etc) for library programs with a brief mention of simple ways to monitor new posts on pertinent topics.
Youth Services FLASH etc.
Youth Services is connecting with member library staff serving youth in new ways. An ePush of information began with the Youth Services FLASH (Just a FLASH of insights, ideas and news for you…..) just about a year ago. These e-mails of 3-5 sound bites of library-related, and most importantly, youth services-related information have been well-received by member library staff. Looking for more varied ways to share information with library staff in a wider variety of places has led to changing the way in which the FLASH is formatted and path through which it is delivered to staff’s inboxes. The FLASH has been re-formatted is distributed via Constant Contact. This makes for a ‘prettier’ and bit more polished document with the added benefit of being able to post, relatively effortlessly, to STLS’ additional web platforms of Facebook and Twitter. (Postings to FB and Twitter are features that will be added to FLASH posts in late July.) The FLASH and other info will also be posted/archived on the Youth Services blog (http://www.stls.org/category/youth-services/). Feedback from member library staff: Hope Decker, Cohocton Public Library—“ I love the new look of Youth Services Flash! Great info as always, now really easy to read.” Janet Ackerman, CCLD-Steele Memorial—“ Just a thanks for sending these FLASHES....ideas, insights, and bottom line advice for our busy children's Departments. Kudos and keep them coming!”
Better services via organizational and other clerical tasks
Other activities continue to be random organizational tasks—better labeling of dies for AccuCut dies; (along with Al Oliveras) weeding the STLS Consultants Collection, ensuring that library staff understand the most effective way to place holds on STLS Programming Aids, continuing to work on custom holdings in OCLC.
Information Technology by Ken Behn, Assistant Director
Division of Information Technology
The month of June had 186 Help Desk Requests submitted. After hours or urgent support was provided 25 times and 11 visits to libraries were made.
IT staff attended a Meraki wireless and networking configuration workshop, the NYS Technology Summit and the NYS Broadband Conference. Met with Teracai to discuss equipment needed for dark fiber and arranged for equipment demos. Attended a SirsiDynix ILS security webinar. Installed upgrades and patches on STLS Windows servers. Worked on API projects in Symphony for member library patron weeding projects. Worked on supporting documentation for our e-rate applications.
