CLRC Board Of Trustee Meeting Minutes
CLRC Board of Trustee Minutes
April 24, 2008
SUNY IT
2:00 p.m.
Present: Mary Tiedemann (OCM BOCES); Lois Lemmer (Kirkland
Town Library); Thomas French (SU Law Library);
Darby O’Brien (Utica Public Library); Marion
Hildebrand (Morrisville State College); Charles
Tremper (SU); Paul Pflanz; Sue Considine
(Fayetteville Free Library); Kathryn Corcoran
(MWPAI); Andy Kitzmann (Erie Canal Museum); Robert
O’Boyle (OCC); Penelope J.M. Klein(CLRC), liaison;
Nancy Howe (CLRC).
Excused: Cristina Pope (SUNY Upstate); Sharon Wightmann
(ITT Technical Institute); Kate McCaffrey (OCPL);
Jeff Woldridge (Mid-York Library System).
Minutes from February 28, 2008 Board Meeting:
• Spelling error on page 1, under Committee Reports: “All
Board members received all minutues”. This will be
corrected.
• Motion to accept minutes as corrected by Marion
Hildebrand/S/A.
Finance Committee:
• Check and Deposit Register: Tom explained that the voided
checks in the register were checks given to Penelope by
Courtney during Courtney’s maternity leave, to be used in
an emergency. These checks were not used, and rather than
write checks out-of-sequence, Courtney opted to void
them.
• The Finance Committee presented the Register for Board
approval: Motion to accept was made by Darby O’Brien/S/A.
• Finance Reports: There were no questions from the Board.
The Finance Committee presented the Reports for Board
approval: Motion to accept was made by Andy Kitzmann/S/A.
Preliminary 2008-2009 Budget:
• A revised budget will be created due to research on
benefits for part-time employees and unemployment
insurance.
• There is a line in the budget for digitization, which
must be increased slightly. After preparing this
preliminary budget, CLRC applied for a digitization grant
which required a 35% match from CLRC for software. This
increase will be reflected in the next budget submitted
for approval.
• The Board of Trustees will vote on the 2008-2009 budget
in May.
Discussion on budget costs of the Documentary Heritage Program:
• Penelope provided background information on the financial
situation of the Documentary Heritage Program (DHP) and
distributed a spreadsheet outlining current and projected
costs into the future.
• One option is to pro-rate benefits based the percentage
of time worked Penelope will research if this can be
done.
• The Executive Committee recommended (pending research)
that the Council no longer subsidize this program.
• Question by Andy Kitzmann: Will not subsidizing this
program affect CLRC’s relationship with NYS? No, many
other Council’s do not subsidize this program.
• Motion to allow Penelope time to research this situation
and report back to the Board, thus postponing the passing
of the 2008-2009 CLRC budget until May, was made by Darby
O’Brien/S/A.
Executive Director’s Report:
• $10,000 from Assemblyman Al Stirpe will allow CLRC to
begin building a regional consumer health database and to
join “Go Local” with the Rochester Regional Library
Council. The work will be done by Angela Thor, CLRC’s
Medical Circuit Librarian, as free-lance work.
Grants Update:
• MISP funds: Requests for funds from the Medical
Information Services Program (MISP) funds for 2007-2008
continue from several Council members. CLRC will continue
to fund medical interlibrary loans until the grant monies
are depleted. The grant runs from July 1st – June 30th.
• LSTA 2007-2008: The final report to the NYS Library’s
Division of Library Development is due April 30th. After
review of the final report, CLRC will receive the last
10% ($1,750) of the grant funds.
• LSTA 2008-2010: Penelope will discuss this grant under
New Business:
• Hospital Library Services Program: The new grant year
began April 1st and runs through March 31, 2009. CLRC has
already begun planning this year’s Continuing Education
events using grant funds. Database renewals using these
funds will be due soon.
• RBDB 2008: The Council and members receiving word about
funding have begun working on their projects.
Traditionally, the funds are received in late August.
• RBDB 2009: Forms for the next round of funding will go up
on the CLRC website in late July and will be due to
Council at the end of September.
• Approval of the 2008-2009 CLRC budget has been postponed
until the May Board of Trustees meeting
• Paypal: Penelope and Anna Dobkowski have researched using
Paypal as a method of allowing CLRC to accept credit
cards for payment. After a conversation with the
Southeastern NY Library Resources Council, CLRC chose
Paypal. For a 2.9 % transaction fee (with a maximum of 80
transactions per month) CLRC could begin using Paypal.
However, moments before leaving for this meeting,
Penelope received a call from HSBC (our bank) with an
alternative to Paypal through the bank. The decision of
how to implement credit cards for payment will be
suspended for one month until Penelope and Anna have an
opportunity to research the HSBC offer further.
• CLRC Access database upgrade: CLRC has an out-date
contact management system which is vital to Council
operations. Online systems were researched however, these
out-of-the-box systems are designed for retail and will
not meet Council needs. Christopher Hawkins, the CLRC IT
consultant, recommended Diplomat Global Systems. Jaime
Chapman has met with Anna Dobkowski and has given the
Council a proposal to re-design our current system. The
work was estimated at $1,900 - $3,500, depending on the
amount of work needed to make the system meet our needs.
The Council has the money in the budget to fund this
up-grade. Penelope will limit the consultant to the
amount that is in our budget.
• LSTA grant: Penelope gave the Board background
information that led up to the writing of this grant. She
explained that the amendment in the 2008-2009 CLRC budget
is due to the 35% match for funding required by the terms
of the LSTA grant. CLRC may have a partnering opportunity
with the Liverpool Public Library. However, the grant
and grant budget were written without partnerships
because at this time nothing has been agreed upon.
Penelope explained the timeline of this two-year grant. A
motion to accept the 2008-2010 LSTA grant proposal as
written was made by Sue Considine/S/A.
Old Business:
• None
Other:
• Kate McCaffrey (OCPL) has resigned from the CLRC Board of
Trustees due to a change in employment. OCPL will
designate a new representative to the Board.
• Sharon Wightmann (ITT Technical Institute), CLRC
Secretary to the Board of Trustees, has retired and
resigned from the Board. The council will be looking for
a new Secretary from within the current Board and for a
new Board member.
A motion to go into Executive Session was made. The Board of Trustees came out of Executive Session at 2:40 pm.
Adjournments:
• A motion to adjourn was made at 2:44 pm by Marion
Hildebrand/S/A.
Respectfully Submitted,
Nancy Howe
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