Suffolk County Library Association

Minutes of the Executive Board Meeting

September 12, 2003

Location: SCLS Auditorium

Present: J. Clemens, J. Loughren, R. McEneaney, K. McCoy, M. Fusco, V. Antonucci, M. Mueller, S. Atlas, R. Dressler, F. Altemose, D. Bucher, P. Bornstein, L. Hawrey, B. Hoffman, P. Thomson.

J. Clemens called the meeting to order at 10:10AM. Joan apologized for the canceling the meeting in August. She was without electricity both at home and at work, and had assumed that the problem was widespread throughout Suffolk. She acknowledged that canceling the meeting with no notice caused confusion for many, and she apologized to everyone who was inconvenienced.

Minutes for the July 18th meeting were reviewed. R. Dressler moved to approve the minutes. M. Fusco seconded. None were opposed.

TREASURER’S REPORT: J. Loughren distributed copies of the July/August financial statement (combined due to the cancelled meeting). The report showed a fund balance of $35,711.56 as of the end of August 2003. F. Altemose moved to accept the financial report. R. McEneaney seconded. None were opposed. D. Bucher asked how SCLA was, financially, at this point. Joe reported that the organization is doing well financially. Della explained that her reason for asking relates to the White Elephant Sale. Typically, this fundraiser occurs at the end of October, but Della said she wanted to discuss it further. Joe said that, while he personally didn’t want to say whether or not we should pursue this fundraising opportunity, he felt as Treasurer that at present, SCLA is doing well financially. Della remarked that the White Elephant sale is typically quite profitable, but that it takes a lot of time and hard work, and would be particularly difficult this year. Joan commended everyone for being fiscally responsible and noted that sound management of the budget has been shown throughout the year. She suggested that the issue of the White Elephant sale be revisited later in the meeting. 

PRESIDENT’S REPORT: J. Clemens reported asked if there was enough money in the Scholarship Fund for the awards in November. J. Loughren reported that there is $3300, more than enough to cover the amount needed. Joan reported that she received a copy of a letter written by the Directors of the Huntington Zone. They expressed their dissatisfaction at the format of the Legislative Breakfast, and because they felt that there weren’t significant changes made from last year’s breakfast, the members of that zone have decided not to attend this year’s breakfast. There was lively discussion about the breakfast, and many people commented that there were, in fact, many changes that were implemented in past years that made it a more effective format for people to speak to their representatives. It was also noted that there has always been ample opportunity in the past to voice concerns, and that the concerns that this group had last year were, in fact, expressed. Joan also reported that certificates were going to be awarded to those legislators who supported the NYS Budget that, in part, restored funding for public libraries. There may be legislators present not recognized, because they didn’t vote for the Budget, but someone pointed out that the point of the certificates was to recognize those legislators who did support the budget. D. Bucher commented that she had been to some breakfasts in past years, and she questioned how effective it was in being able to approach legislators. Della also felt that SCLA should be more proactive in helping to define the nature of the breakfast. Joan agreed that SCLA should get more involved. Many questions were raised. R. McEneaney asked if all legislators are invited to attend. K. McCoy said that it’s only state legislators. Someone suggested that local legislators should also be included. V. Antonucci asked what, exactly was the criteria for the certificates being awarded. F. Altemose had a copy of the certificate, as the Sachem Library was providing the actual certificate, and it read that the recipients were being recognized for their support of the NYS budget. It was clearly not for member items, which some legislators have provided to individual libraries. Joan said that, perhaps in future years, more items publicizing libraries, such as table displays, could be integrated into the event. Meanwhile, Joan said that she does not plan to draft a response to the letter written. Joan felt that the response should come from the Legislative Committee, which has an SCLA representative on the committee.

DIVISION REPORTS

DASL: K. McCoy reported that upcoming programs include a business meeting on September 19th at the Sachem Public Library, immediately before the Fall Legislative Breakfast. A presentation titled Confidentiality in a Post 9/11 World: Federal Legislation and its Impact on Libraries, IT, and Higher Education will be offered on Friday, September 26th at SCCC, Selden Campus. The speaker will be Tracy Mitrano, co-director of the Computer Policy and Law Program at Cornell University. Also scheduled is the 2nd Annual Trivia Night, co-sponsored with NCLA and SLA-LI. That will be held at Jillian’s Restaurant in Farmingdale on Wednesday, November 19th. Stan Newman will be the host for the evening’s events. DASL’s annual meeting and luncheon will be held on December 5th. It will be held at NYIT, Central Islip Campus. Lisa Melendez, Library Instruction librarian at Suffolk Community College will be speaking about information literacy in Cuba.

RASD: P. Thomson read the following report. The last committee and Board meetings were held in June 2003. There were no meetings in July and August. A Board meeting was held on September 9th at the Smithtown Library. Planning for the 2004 Long Island Library Conference was initiated. On September 16th, the 2004 Slate of Officers will be sent out to RASD membership. Committee meetings are scheduled for September and October. Upcoming workshops include a program offered by Reader’s Advisory at SCLS in March 2004. The workshop will be on reader’s advisory. Specifics regarding the date and time will be announced. Reader’s Advisory is scheduled to meet on September 18th at South Country Library. They will discuss Part II of Asian Literature: Japanese and Korean Literature. The Long Island History Committee has a tour of historic houses in Port Jefferson Village on September 17th from 9:30-12:00. Anyone interested in attending can still contact Cynthia Sciacca at Longwood Public Library for more information. On October 29th, the Health Concerns Committee will be offering a program at SCLS from 10:00-12:00. The topic is Multiple Sclerosis. The next RASD meeting is on October 29th, before the 10:00 program.

CATS: L. Hawrey reported that the Desktop Publishing workshop has been rescheduled. It is now scheduled for October 3rd. Of the 26 people who registered, 20 can attend the newly scheduled session. There are a few openings still available. Anyone interested can contact a CATS officer directly. The CATS Technical Services Open Forum has been postponed until Spring 2004. There will be a meeting for CATS members on October 1st at SCLS. 

SSD: M. Mueller reported that SSD’s Annual Round Table was held at the Brentwood Public Library. There were 22 people in attendance. There was some disappointment in the number of people in attendance, as there were 70 people who attended last year’s event. Marie thought that the problems with the listserv made it difficult to notify people of the event. Flyers were sent out 2 weeks before the event. J. Clemens suggested that, perhaps with more notice, people might be able to make arrangements. Joan felt that, in her particular circumstances, 2 weeks notice isn’t a lot of time to make the necessary arrangements to attend a meeting outside of her library. Marie announced that SSD is looking for candidates for Board Members. Anyone interested can contact Marie directly. They are having difficulty filling all positions, except for the position of Member-At-Large. SSD’s slate of candidates will be mailed next week. Marie announced that there were some unexpected changes in their officers, due to job changes. Fran Byrne has agreed to step in to fill the position of Vice President, and Marie has volunteered to assume the role of Treasurer. There is a meeting scheduled for Tuesday, September 16th, where the membership will vote for those changes.

YASD: No report.

COMMITTEE REPORTS

ARCHIVES: No report.

CONSTITUTION AND BY-LAWS: No report.

CONTINUING EDUCATION: P. Thomson read the following report. The Continuing Education Committee is sponsoring a bus trip to the libraries at the American Museum of Natural History and the NY Historical Society on October 3, 2003. The 27-passenger bus is filled. There is a short standby list, but it’s not yet long enough to warrant an upgrade to a larger bus. They wanted to thank everyone who has encouraged people to attend this program. The Committee met with the Nassau Continuing Education
Committee on September 11, 2003. Co-sponsorship of a Long Island Library
Conference program was discussed. It will very likely be a program on
communication styles, pending our potential speaker's schedule and financial
expectations. We are tentatively planning a program for February on "How to Run
Great Meetings". We have not yet set our next meeting date. 

ELSA: G. Pepa sent the following report. The ELSA Committee met on Wednesday, September 10th and all members were present. Nominees for this year’s award were discussed, voted upon, and a winner was chosen by unanimous decision. The committee will begin making arrangements for the plaque to be engraved, certificates will be printed, and participants will be notified. Gail encouraged all members of the committee to attend the Annual Dinner as a showing of full support for the winner. Gail would also like to announce the availability of the ELSA Chairperson position for 2004 to the SCLA Board. Gail feels it is the sort of committee and position in that committee that would benefit by a change of leadership every few years. Gail has enjoyed the process very much, but she would like to pass the opportunity on to another candidate.

FALL DINNER: No report. J. Clemens asked that everyone mark his or her calendar for Friday, November 14th for the Annual SCLA Fall Dinner, which will be held at the Meadow Club in Port Jefferson Station. There was a printing error in the Fall newsletter that will be corrected by hand before it is sent out.

INTELLECTUAL FREEDOM: K. McCoy reported that the flyers for the Confidentiality in a Post 9/11 World conference on September 26th were distributed by e-mail and print. There is an article in the current SCLA newsletter. To date, there are 45 people registered. It would be nice to look at the filtering issue once the Confidentiality workshop is over.

LDA AWARD: No report.

LEGISLATIVE: P. Thomson read the following report. The time of the Legislative Breakfast was changed from 8:30 to 10:30 am. This change was made to avoid a conflict with the Literacy Volunteers of America – Suffolk County Legislative Breakfast scheduled for the same day from 8-10am at the Radisson Hotel MacArthur Airport. For information about this breakfast, one can call 286-1649. The administrative office at the Sachem Public Library is currently taking e-mails and calls from legislators and staff wishing to attend the breakfast at the Sachem. As of September 10th, 70 people have signed up to attend. Certificates will be presented to the legislators. The Sachem Library will be providing the frames for the certificates. If a legislator is not present, the certificates will be presented to that legislator’s aide.

LISTSERV: K. McCoy reported that after new additions and maintenance, we now have 845 people subscribed to the SCLA-List listserv. There was a problem with the SCLS server. It seems to be resolved now.

L.I. LIBRARY CONFERENCE: No report. J. Loughren did report that the money from the profitable 2003 conference was received.

LONG RANGE PLANNING: No report.

MEMBERSHIP: R. McEneaney reported that as of Sept. 12th, there are 706 members for 2003. Membership renewal forms will go out the beginning of November.

NEWSLETTER: B. Hoffman reported that the Fall newsletter was printed and ready to be mailed. This issue was the first issue that used color. Paul Miner of SCLS, who prints the newsletter, charged $75 for the additional color. Everyone agreed that the price was more than reasonable. The policies that relate to the selling of advertisements in the newsletter were revisited. Most of the policies were in place from 1998, and most seemed to be appropriate as written if applied today. J. Clemens asked who would actually take the responsibility of selling the advertisement space. Barbara wants to ask those people who have expressed an interest in being involved with the newsletter to assist. There was some discussion as to how much space should be allotted for advertisements. Many people agreed that having R. McEneaney’s contact information and perhaps the web address that would lead someone to the membership form on SCLA’s web site is more than sufficient. By doing so, the full-page membership form could be removed, and more space could be available for ads to be displayed. At present, all ads would be in black and white, although that could change if it proved profitable. Graphics and photos can be included. The only stipulation is that advertisements have to be submitted camera ready in order to be eligible for print. Joan asked how much it costs to print the newsletter, and Barbara said that she wasn’t certain, as the bill goes directly to the Treasurer. Barbara made a motion to accept the advertising policy, advertising rate, and contract as written. R. Dressler seconded the motion. J. Loughren asked when this would go into effect. Barbara said it would be effective as of the printing of the very next issue. Joe asked if the money generated from advertisements would be used to offset the cost of printing the newsletter, and Barbara said that it would. She thought the cost to print the newsletter was about $700. Joe said it could be between $750 and $900. D. Bucher asked again about the rates, and Barbara read the rates again, and stressed that the rates used could be changed in the future if that was seen as necessary. J. Clemens mentioned that the phrasing that referred to placement on SCLA’s website had to be removed, as discussed previously. Della suggested that one thing that could be added in the future was a calendar of events. Barbara mentioned that she already has a section titled ‘Remember These Dates’, but that she would be willing to consider a calendar for future issues. F. Altemose said that 3 months worth of calendars could pose a problem. Barbara agreed to try collecting that type of information and printing it in the best format possible. The Board voted on the policy, rates, and contract as amended, and it passed, with no opposition.

NOMINATING: P. Thomson read the slate, as it existed on September 12th. At that time, it read as follows: Vice President/President Elect: Joe Loughren, Secretary: Jan Miller and Patty Thomson, Treasurer: Kitty Grinnell and Janet O’Hare. Members-At-Large: Fran Altemose, Edana Cichanowicz, and Paula Bornstein. J. Clemens stated that there should have been a slate for August’s meeting, and asked for additional nominations. Joan reported that Stephen Ingram was also nominated for the position of Vice President/President Elect. Joan asked for a motion to accept the slate as announced. R. Dressler made the motion. D. Bucher seconded. There was no opposition. The results will be announced at the Fall Dinner. R. McEneaney asked when the ballots were going to be sent out. P. Thomson replied that she thought that C. Guzzo was planning on having them completed at the end of September. Regina said she would get a set of mailing labels to Cindy by October 1st. Patty reported Cindy Guzzo’s new contact information to the Board.

PROFESSIONAL CONCERNS: No report.

PUBLIC AWARENESS/PUBLICITY: J. Clemens read the following report. Stephen submitted the following summary he wrote to explain the new addition to the SCLA web page. It reads ‘SCLA is pleased to announce the addition of a professional resource section to our web site. In it, you will find a listing of the different sections of librarianship, a brief job description, details about any specific educational requirements, schools relevant to your choice of vocation and unique details related to the individual areas. Links to further resources are also available.’ Stephen also wanted to add something to the description to suggest that SCLA members can take this information on the road to a school or classroom as needed, but he couldn’t think of a way to phrase it. He was open to suggestions. He also said that he spoke to Jerry Nichols and Jerry said that he would have no problem answering any questions about civil service. Questions would just have to forward to him. Stephen would also like to make a new brochure that talks just about SCLA, perhaps completely different from the application. He hasn’t gotten to the point of getting his ideas to paper, yet. He would like to add another section to the professional resources page that just discusses civil service. Stephen would be happy to have any volunteers help with that project. He also asked for more suggestions for improving the PR page. Several people sent him comments during its formation, and he thanked those people who helped. Stephen also thanked Danielle Zubiller for posting the information to the SCLA web page so quickly.

SCHOLARSHIP: P. Thomson read the following report. The Scholarship committee has been deliberating the selection of the scholarship recipient. There are five worthy candidates and A. Richards has given the committee a few more days to be absolutely sure on who they've selected as number one. The votes are very close - three members favoring one person and two members favoring another. Angela will report the final results, contact the recipient by phone and then follow-up with a formal letter of congratulations.

STATISTICAL SURVEY: S. Atlas reported that she has received 50 of 55 surveys so far (not including the Elwood Library, as they do not have data yet to send). Sandy has also had 3 libraries that, although they haven’t sent in their survey yet, have promised to return their surveys. Two of the libraries traditionally do not respond, and New York State Report Card data is typically used. This is the time when the heavy workload begins. Sandy is looking for someone else to help with the secretarial aspects of the work needing to be done. Sandy thanked R. Dressler for offering so much help and support. A co-worker at Smithtown is helping Sandy proof the data. Sandy is using Excel to compile the information. J. Clemens asked if perhaps there was someone from SSD who could help. R. McEneaney said she would send Sandy the names of those people expressing an interest in this committee. Sandy said it was a very different job this year without having a secretary. Joan asked that Sandy include that information in her end of the year report. Specifically, the report should discuss each aspect of compiling the survey that needs to be done. Sandy said that one difficulty that arose this year is that a few surveys were lost. One library tried sending a copy three times to Sandy before she received it. Sandy said that she’d be available to advise on this committee next year, but she can’t commit to the level of work that has been required of her this year. Sandy isn’t quite certain when this year’s survey will be completed. Joan asked if copies are typically available for purchase at the Fall Dinner. F. Altemose said that they have been sold there in the past, but typically, only one or two surveys are sold. Joan then said that Sandy shouldn’t put pressure on herself to have it available by a particular date. Most copies were sold through the SCLA listserv or at the Long Island Library Conference. Joan thanked Sandy and Rona for their hard work.

SUFFOLK COUNTY JAILS LIBRARY SERVICE: M. Fusco asked that non-violent, paperback book donations be sent via the SCLS system bag. Please mark the destination as either “Yaphank Jail” or “Riverhead Jail”.

WEB PAGE: No report.

LIAISONS

CLASC: No report.

BOCES: No report.

LILRC: V. Antonucci reported the following upcoming events: LILRC’s 8th Annual Archives Week Leadership Conference: Marketing Your Archives and Special Collections: How to Promote It, So They Will Come, Friday, October 10th, 9am-1pm at the Milleridge Inn in Jericho, LILRC’s 12th Annual Conference on Libraries and the Future, the Information Commons: Delivering Library Service in a Virtual World, October 16th, 6pm-9pm and October 17th, 8:30am-4pm at Dowling College, and Opening the Door: Serving the Culturally & Linguistically Diverse will be held on Friday, October 24th, 9:30-12:30 at the Farmingdale Library, and LILRC’s Annual Meeting, Thursday, November 20th, 9:30am at the Woodbury Country Club in Woodbury. Virginia also reminded everyone that registration flyers are available at www.lilrc.org as PDF files, as well as a complete calendar of events. Also, Virginia was happy to report that the regional digitization project is underway, the dedicated server is set up, and that there are a number of libraries that have joined with LILRC to work on a digital project.

NCLA: P. Thomson read the following report. There is no NCLA meeting for the month of August. NCLA now has a newsgroup similar to the SCLA listserv. To subscribe, you can visit NCLA-subscribe@yahoogroups.com or contact Tracy Simon, Lynbrook Public Library at (516) 599-8630 for more information. The Nassau Legislative Breakfast, which is hosted by the Hempstead Public Library, will be held on September 26th at 8:30am. Candidates for the NCLA Executive Board are as follows:

President

Christine Penna

Uniondale

Vice Pres/President Elect

Tom Bazzicalupo

North Bellmore

Secretary

Regina Mascia

West Hempstead

Michelle Young

Oceanside

Treasurer

Nancy Sherwood

Garden City

Director

John Bosco

Jericho

Rocco Cassano

East Meadow

Lee Fishel Fertitta

Port Washington

Trina Reed

Lakeview

Darlene Rogers

Peninsula

Alicia Sanchez

Nassau Community College

PLDA: No report. J. Clemens announced that Carroll Kelly of Huntington is the PLDA liaison.

SCLS: No report.

SLA: No report.

OLD BUSINESS: D. Bucher discussed the details concerning the White Elephant sale. A letter was sent to Janet Messina of Islip Parks to request space at the Fall Antiques and Collectibles Show. Della received a response from Mary Lou Cohallen that indicated that SCLA could have space at the show and, as has happened in previous years as well, we would not be charged for the space. The date of the show is Saturday, October 25th, with the rain date set for Sunday, October 26th. Della made a flyer, and she thought that do-it-yourself pricing would be a good idea, as Harborfields Public Library is under construction. However, she is concerned, as there are typically problems with this fundraiser. Staffing is always difficult. The show runs from 10am-4pm, and set-up time and clean-up time is needed on either side of the show as well. Originally, this fundraiser was done for the sole purpose of funding the scholarships. Now, it’s used as a general fundraising event. J. Clemens asked how much is typically made at the White Elephant sale, and Della reported that it’s usually around $900. Joan acknowledged that there is a lot of work involved, especially leading up to the event. Della said that one problem is that many people sign up to help that day, but many people end up not showing up. Joan said that a motion is not needed, as it is not a regular practice. Della said that there are two sides to the issue; the positive is that it is a fun day and it is successful. But one other concern that Della has is that she has a personal conflict that day, and she is typically extremely involved with the activities the day of the sale. Joan suggested that perhaps the format should change so that SCLA only offers the White Elephant Sale once every 2 years, rather then every year. B. Hoffman suggested that SCLA not do the White Elephant Sale this year due to the conflict with the date. Everyone in attendance agreed. Joan thanked Della for her efforts and said that the White Elephant Sale would be considered again next year.

NEW BUSINESS: J. Clemens announced that NYLA’s Giving wall will be unveiled on September 17th at 3:30pm in Albany. She also announced that SCLA would be renewing our membership with NCLA.

J. Clemens asked for a motion to adjourn. F. Altemose made the motion. The meeting was adjourned at 11:46AM.

Respectfully submitted.

Patricia Thomson

2003 Secretary