North Country Library System
Director’s Organization Meeting
March 09, 2017
Minutes
Present at NCLS: Present at POT (video conference):
Margaret McKay (ADM) Annie Chase (POT)
Linda Strader (BEL)
Sandra Lamb (BLR)
Emily Hastings (CAN) Present at OSW (video conference):
Linda McCullough (CAR) Carol Ferlito (OSW)
Sharon Briggs (CAV)
Kathy Jewsbury (CLA)
Becky Nowak (EHO)
Douglas Moore (FUL)
Linda Adams (GOU)
Mary Bidwell (HEN)
Michelle McLagan (LIS)
Meghan Harney (LOW)
Dorothy Dineen (MEX)
Penny Kerfien (OGD)
Donna Miller (ORW)
Linda McNamara (PAR)
Katie Male-Riordan (SAH)
Jessica Godfrey (SCR)
Beverly Ripka (WMT)
The meeting was called to order at 1:32 pm by Penny Kerifen (OGD).
Approval of Minutes:
Correction by Sandy Lamb (BLR) to change BLK to BLR.
Motion by Dorothy Dineen (MEX), seconded by Bev Ripka (WMT) to approve the minutes. Unanimous
Approval of Agenda:
Motion by Sandy Lamb (BLR), seconded by Dorothy Dineen to approve the agenda. Unanimous
Old Business:
None
NCLS Director Report:
Steve Bolton (NCLS) talked about the New York State Budget and encouraged us to reach out to our state legislators and encourage them to support local libraries. At this point, library aid has been cut by 4 million dollars. The ideal situation would be to have the 4 million dollars restored to the library budget and receive the same percentage increase that the rest of the education department receives, since we are chartered under State Ed.
State construction grant funds have been reduced from 19 million to 14 million. Last year, NCLS received around $520,000 for construction grants, plus an additional $12,000 from another system that didn’t use all of their construction money. We used every dollar last year and came close to funding everyone at the 75% level.
The Minimum Standards Survey went out last week to directors for us to review, and will go out again to directors plus trustees next week. We have about a month to respond, either individually or as a group – whatever each library prefers. New standards are in discussion at the state level. Currently there are no proposed changes to the number of hours libraries must be open and no changes to the director’s education requirements. There has been discussion about having mandatory audits but that has currently been pushed back due to the high cost for smaller libraries.
It looks like there may be training requirements for library staff (8 hours per year) and trustees (3 hours per year). Much of the staff training requirements can be accomplished via NCLS classes, webinars, Universal Class and other free resources. Trustee training can be met by having a consultant attend a board meeting, attendance at the NCLS trustee workshop, a webinar from the Library Trustee Associate, etc. Some type of documentation will be required.
Libraries depend heavily on volunteers and they should be covered in the employee personnel manual. Volunteers should be held to the same standards as employees.
Another possible change is that all libraries must be part of an automated circulation system – very few systems have non-automated libraries, so this will impact NCLS more than most of the state. Currently the fee to become automated is about $1,100 to $1,200 and there are about twelve libraries in our system that are not automated. East Hounsfield, Antwerp, and Mannsville are working on the process now.
Libraries can apply for a variance to allow for additional time to meet standards.
Steve would like at least one response to the survey from each library.
New Business:
A. Ancestry.com – the question was whether we are using it, and if yes, is it worth the money. The general consensus is that we could use more publicity. Emily (CAN) suggested sending out a survey and we can provide feedback. Sharon (CAV) had trouble printing from Ancestry and Jerry (NCLS) was able to fix it. Margaret (ADM) suggested a webinar on how to use Ancestry. Sandy (BLR) suggested making sure the local historian knows the library has Ancestry. Looks like there will be an upcoming class on Ancestry.
B. Marketing our products – Angela (NCLS) talked about canoe level marketing and the benefit of promoting library services at every opportunity, to everyone you meet. It’s also great to speak at local service group meetings (Lions, Zonta, Rotary, etc). Take them brochures and any freebies you might have. Just talk to them and show them what services you offer. Summer market in Sackets Harbor – Katie (SAH) described the new summer market and said the library is going to have a permanent booth where they can reach out and promote the library. Margaret (ADM) is doing something similar. Suggestion is to join the local Farmer’s Market if you have one in your community. Sandy (BLR) said that Wal-Mart had a non-profit day last year and her library participated. Penny (OGD) suggested hosting a volunteer fair where organizations come to the library and set up a table for the public to browse and obtain information. Matt (NCLS) suggested an email newsletter and offering a free WiFi hotspot at community events (email him if you want more information).
C. Photoshop – There is extra money in the Central Library budget due to the way costs have changed. Matt posed the question of whether we want it via an email survey and reports that there is some interest. There are many options at various cost levels. He will research and present more information in the future.
D. Collection Development Policy – There are currently twenty-seven libraries without a policy. Some type of policy is necessary – broad or narrow – to give you protection if/when purchases are challenged, or when someone donates an item that you just don’t want to keep. The policy should talk about the criteria for making a decision – item condition, the type of materials, etc. A board-approved policy backs up how you operate in your library. LTA has sample policies, NCLS can help, your consultant can help. Penny (OGD) offered to help if you email or phone her.
E. Intellectual Freedom – Angela has added The Intellectual Freedom Handbook to the NCLS professional collection. She has also ordered ten copies and will raffle them off via email. Intellectual freedom builds on the first amendment and applies to books, movies, video games, the internet, and meeting rooms. Libraries should have a collection development policy that describes what you have, what you buy, what you accept as donations, what you get rid of, and why. Libraries should have an internet policy, a privacy policy, a confidentiality policy, and a patron behavior policy. If your library has meeting space, you should have a policy. If you allow non-library programming in your library, you must allow all programs as long as they fit within your policy and don’t’ discriminate between one type of group and the next. (For example, you cannot discriminate against a church group, but you can limit all organizations to no more than one meeting per month). Children have first amendment rights and can legally check out R-rated movies – library staff cannot restrict what children borrow. It’s up to the parent to monitor their children, and only the parent has the right (and responsibility) to restrict children’s use in the library. The Children’s Internet Protection Act (CIPA) restricts federal funding to libraries that filter computers ad block harmful images to children. It does not require that text be blocked. One way to handle it is to put children’s computers separate from adult computers. Sometimes intellectual freedom may be affected by federal, state, or local laws. You shouldn’t hide materials (ie, certain magazines, books, or DVDs that have “questionable” conent) behind the circulation desk because it restricts access by making people ask for it. It’s okay to put ALL of your DVDs behind the desk, you just can’t pick and choose. If you have questions, ask Angela (NCLS), and there will likely be a workshop coming up in the near future.
Announcements:
A. Jessica (SCR) reported that Zoo prices have gone up from $130 to $225 for a 30 minute presentation.
B. Penny (OGD) had a packed house with the Zoo and reported that it was a very good show. She has also booked a reptile show from the Cape Vincent area.
C. Linda (CAR) had a good show with Birds of Prey.
D. Penny (OGD) reminded us to send out an email when we have questions on how to do things. We can help each other.
E. Penny (OGD) reported that her budget was cut by $40,000 and her book budget, with the exception of Central Library funding, is zero for the year. She sent out a fundraising letter and is seeking money from a school ballot referendum. Sandy (BLR) recommended that we send any extra “new” books to OGD to help out.
Next Meeting:
We agreed to continue meeting on the same day as the JAB meeting – therefore our next meeting will be June 20, 2017. A suggestion was made to have the DO meeting in the morning with JAB in the afternoon – easier on Directors who can then leave after DO if they aren’t part of JAB, and it might reduce the break in between since DO is usually shorter than JAB. Penny (OGD) will investigate switching the meetings.
The meeting was adjourned 3:25 pm.
Respectfully submitted,
Michelle McLagan (LIS), Secretary