SCLA Minutes

Minutes of the Executive Board Meeting

Friday, April 22, 2005

SCLS Blue Room

IN ATTENDANCE: Karen Baudouin, Herb Biblo, Paula Bornstein, Renee Capitanio, Harriet Costello, Rona Dressler, Joanne Genovese, Kim Giery, Susan Gottesman, Ted Gutmann, Stephen Ingram, Suzanne Johnson, Kevin McCoy, Regina McEneaney, Maureen Nicolazzi, Angela Richards, Susan Siegel, Lorraine Squires.

CALL TO ORDER: Susan Gottesman called the meeting to order at 10:02 a.m. The March 2005 Minutes were reviewed. Angela Richards made a motion to approve the minutes, seconded by Suzanne Johnson. None were opposed.

TREASURER’S REPORT : Janet O’Hare sent the following the Treasurer’s report for March 2005. The report showed a fund balance of $91,213.18. Gross income for the month was 17,166.31. We also received $9.00 for the Scholarship Fund and $12.00 for Intellectual Freedom. A 6 month CD has been opened in the amount of $45,000. On a motion by Rona Dressler, seconded by Susan Siegel, the Treasurer’s Report was approved.

The following expenditures were submitted for approval:

$15.84 - Suzanne Johnson for Library Legislation Day bus trip, various expenses

$219.50 – Michael Firestone – beer and wine for the Albany trip

$399.68 – ABL Office Products for portfolios

$490.58 – ABL Office Products for badges

$3,493.00 – September Associates for Post It Cubes (previously approved funds).

Rona Dressler made motion to approve the expenditures; Karen Baudouin seconded. No opposed.

Janet requested that Divisions and Committees remember to use the tax-exempt form for any purchases. Also, there are two outstanding checks for DASL and YASD, please deposit them.

PRESIDENT’S REPORT : Stephen Ingram reported that he had received a phone call from Jeremy Cotton from the New York Mets office inquiring whether we would be interested in a bulk purchase of tickets similar to the ones we get from the LI Ducks. After much enthusiasm from the board, Stephen will meet with Mr. Cotton and discuss cost and availability. It was felt we should not pursue getting a bus and might want to partner with NCLA for the purchase. – The revision to the by-laws should go to open vote in June in order to have the change to the Treasurer’s term to two years. - James Olney spoke with Art Friedman regarding the purchase of the LI Directory. We would be able to purchase 100 copies at $15 and hopefully resell them at $20. Stephen will work out the details with Art at the LILC. – The post-it cubes have arrived for the LILC and Stephen requested held transporting the many boxes to Huntington. We should push SCLA membership when we give out the cubes. A signup sheet for table coverage was passed around for the board to sign up for time slots.

Division Reports

DASL : Virginia Antonucci sent a report and Regina McEneaney reported. DASL met on April 8, 2005 at Southampton College Library. Our thanks to Sue Ketcham for her hospitality. The Committee discussed the Annual Luncheon in December. We will not be having it at NYIT Culinary Arts due to the closing of the campus and the uncertainty as to whether the facilities would be able to handle the luncheon. The tentative date for the luncheon is December 2 at the Irish Coffee Pub, Islip. However, that will depend upon the SCLA Dinner which has the Irish Coffee Pub as one of its possible sites. Topic for keynote speaker: Serving the Culturally and Ethnically diverse community on college campuses. - The Legislative Trip to Albany was successful and Virginia Antonucci represented DASL as well as LILRC. - The DASL presentation at the Long Island Library Conference was discussed. Presenters Kristen Nyitray, Head of Special Collections and Jason Torre, Archivist, for Stony Brook University and Susan McCormick, a retired school librarian, will discuss issues concerning "Friends of the Library" from the Academic and Public library viewpoint. Susan started a successful friends group for the Sayville Public Library. - The Committee discussed presenting the program that DASL had to cancel as part of the Legislative Breakfast in fall, that is, if there is a breakfast. If not, we will schedule visits to legislators' offices. - We will send copies of the DASL newsletter to all academic library directors whether or not they are members. We would like to keep them apprised of what we are doing. - The issue of two major academic libraries closing here on Long Island was discussed. - The next meeting of DASL will be at Dowling College on June 10, 2005.

R ASD : Maureen Nicolazzi reported. Our last meeting was held at Central Islip on April 7 th. Committee Reports: CARE: The committee met to proof the Career Services Directory on April 7 th at the Connetquot library. The number of pages will be 20-25, slightly under the original estimates. They do not expect it to be ready for the Conference. ELECTRONIC RESOURCES: Gary Lutz, co-chair with Bruce Silverstein reported that at their meeting on March 28 th, the committee drafted a statement which consisted of their format for future meetings, a list of ways to promote the committee, and possible topics for future meetings. They are creating a website with a blog. Their next meeting is at Connetquot on May 26 th where guest speakers will present “Negotiating with Database Vendors.” HEALTH CONCERNS: Next meeting is June 9 th at Patchogue. They are in the process of selecting speakers for October’s workshop. Possible speakers include a nutritionist and a health professional on obesity. LONG ISLAND HISTORY: An outing has been scheduled on May 18 to the Long Island Maritime Museum in West Sayville. Lunch will be at Cricket’s in Sayville. LONG ISLAND READS: On April 12 th there was a program at Nassau Community College “An Interdisciplinary Approach to John Steinbeck’s Travels with Charley. This event is sponsored by the National Library Week Committee of NCC and the Long Island Reads Committee of the Nassau and Suffolk Library Systems. All the events are open to the public. MEDIA: Their next meeting is June 24 at Cutchogue. MULTICULTURAL SERVICES: They met on April 12 th at Brentwood. OARS: The committee met on April 6 th at Central Islip. They are finalizing their flyer and program for the LILC. READER’S ADVISORY: Grace reported that they will meet on April 21 for their Alternative History discussion. The status of the Long Island Authors bibliography remains unchanged from the last report. RAMBLINGS: The new edition of Ramblings was mailed out to members.

LIBRARY CONFERENCE: Rose Marut has been busy finalizing the handouts and arrangements for our presentation. We are creating a “reader’s basket” raffle at the LILC. We are finalizing the plans for our table at the conference. We are working on a brochure promoting RASD. It will be available at the Conference.

We are planning a sit-down dinner at the Garden Grill. It will be at the end of September. Our next meeting is June 7 th at the North Babylon Library.

CATS : Ted Gutmann reported. On April 5, 2005 the CATS board met at SCLS. - Sue Ketcham’s program “ Dewey or Don't We? -- LC See, Let's See!” took place on March 29, and was well received. - The AACR2 Study Group will meet on May 10, at SCLS. - We finalized some details about CATS programs and our table at the upcoming Long Island Library Conference on May 4. Our next newsletter is being finalized and we will have copies available at the Conference. - We will be sponsoring a program in June: “Online Career Resources and Resume Software .” It is a two-part program, June 9 and June 16 to be held from 2pm – 4pm at SCLS. The program will hands-on and will be presented by Ceil Hearn of Sharper Training Solutions.

SSD : Susan Siegel reported. The Support Staff Executive board met on April 13. – Our Annual Roundtable Discussion was held on Thursday, March 31 at the Mastics-Moriches-Shirley Library. About 60 people attended and we received very positive feedback. We seemed to really peak interest as many people inquired about becoming involved in SCLA. The MMS library staff was very accommodating providing demonstrations of their Radio Frequency Identification system (RFID). – We spoke about the LILC and our “Team Spirit is Essential” program which we are co-sponsoring with NCLA. We have finalized all other details involving the day’s events as well. – The division currently has 136 members. – We will be posting updated information regarding our Annual Luncheon meeting as well as plans for additional fall programs.

YASD : Lorraine Squires reported. The Fran Romer Literature Conference was a tremendous success. The evaluation forms were very positive and the division is already planning for next year. Thank you to SCLA for the financial support. – The Teen Talk book titles (Dragon Song and Staying Fat for Sarah Burns) as well as the chocolate bars will be available for sale at the LILC. – Battle of the Books fundraising is beginning and YASD is requesting funds from SCLA. It was suggested that YASD should provide a breakdown of costs so that the SCLA board can assess what funds might be needed.

Committee Reports

ARCHIVES : Suzanne Johnson reported that she is searching for the Association’s incorporation papers which have been requested by the accountant.

CONSTITUTION & BY-LAWS : No report.

CONTINUING EDUCATION : Karen Baudouin reported that tasks have been assigned for the upcoming bus trip. The next meeting will be May 17, 9:45 a.m. at Middle Country. Stephen reported that he has someone interested in chairing the committee and will ask her to attend the next meeting.

ELSA : Joanne Genovese reported. The Brochures and flyers are ready and will be available at the SCLA table at the LILC. The packets will be sent to all members and libraries May 5, the day after the conference. The brochure and flyer will also be available on the SCLA web page. A letter will be sent out next week to each library director informing them of the May arrival of their ELSA packet. In preparing the brochures I noticed that I need to mail 211 brochures as home addresses were given instead of library addresses. This requires $78.07 in postage.

FALL DINNER : No report. Cynthia Guzzo is looking for a sight. Angela Richards reported that she had spoken to Cindy about changing the night to a Thursday in hopes that we could draw more members and get a better price on the restaurant.

INTELLECTUAL FREEDOM : Kevin McCoy reported. The Intellectual Freedom website is up and running and is linked from the SCLA homepage. – The conference was very successful and Kevin is submitting expenses of $885.63. – The Committee is looking into sponsoring an essay contest in the fall. The topic will be “What does Freedom of Speech mean to me?” The contest will be open to all ages. – The committee will be partnering with the Brookhaven League of Women Voters in their Local Voices project. – A traveling exhibit, “Faces of Liberty”, will be available from January through April 2006 and they are looking for libraries to host the exhibit. – The committee is looking into complaints that groups are being refused permission to use library community rooms if the meeting has a political agenda.

LDA AWARD : Paula Bornstein reported. We received nomination packets for three candidates. Copies of these packets were sent to the six LDA Committee members, three from the NCLA membership and three from the SCLA membership. Score sheets are due back at the end of this week; so far, I have received those from two of the committee members. When all are returned, I will review them with LDA co-chairperson Ken Bellafiore. After we have determined the winner of this year’s LDA award I will order the plaque, notify Andrew Ippolito of LDA Publishing Company about the results, and ask Art Friedman to make the presentation at this year’s Long Island Library Conference

LEGISLATIVE : Suzanne Johnson reported on the successful Legislative trip which helped to restore the library funds to the state budget. There was only one library trustee and she felt we should make an effort to get more trustees to attend. Suzanne will speak to Bruce Massis about an appeal at the Trustees Workshop. Steven reported that the breakfast is still on the back burner until after the conference. He felt we should do something with the theme, “Your library card...the smartest card in your wallet.”

LISTSERV : Kevin McCoy reported. We currently have 978 subscribers.

L.I. LIBRARY CONFERENCE : R. Dressler reported. We met at the Townhouse on Monday April 18. The cost for the Townhouse should be approximately $40,000. The estimate for Design Audiovisual is about $7300. We have a $5000 deposit on the Townhouse already. - There will be a meeting of the Concierges on Tuesday, May 3 at 10 to explain what their responsibilities will be. - Signs are being made for each room to be placed on easels outside each room. - We have 12 walkie talkie’s rented, 1 for each concierge, 2 for arrangements, 2 for the Townhouse staff, DAV person, and exhibit hall committee. - We will also have a raffledrum in the exhibit hall. Raffles will have the names of all who registered so no one has to remember to drop a slip in the drum. - So far, we have 81 vendors with 95 tables. There are 14 association tables and these will have the names of the associations/divisions on them. - The job table will have a wireless connection so people can email information to themselves. - The Long Island Directory should be complete and available at the conference. - We’re expecting an electronic confirmation for Mike Lupica. - We also have a list of vacancies for the next year.

LONG RANGE PLANNING : No Report.

MEMBERSHIP : Regina McEneaney reported. There are 782 active members of which 583 members have renewed for 2005. Reminders have been sent out. She has checked LILC registration against the membership list in past years and found that very few who say they are members are not.

NEWSLETTER : No Report. Stephen reported that he does have someone interested in taking over for Barbara when she retires.

NOMINATING : Sue Gottesman reported that she is soliciting people to run but has nothing solid yet.

PROFESSIONAL CONCERNS : No Report.

PUBLIC AWARENESS/RELATIONS : William Salas sent the following report. The Public Relations committee has been in contact with St.John’s University and although unable to secure time to speak with the students of the Oakdale campus directly arrangements are being made for an October visit. In lieu of a visit to St.John’s University SCLA packets will be distributed to all students at the Oakdale campus. Furthermore, I will be speaking on behalf of SCLA at the Brentwood campus of C.W. Post on Thursday the 21 st of April. Once again, I apologize for not being able to attend the board meeting

SCHOLARSHIP : Angela Richards reported. The Scholarship committee has been very successful in our efforts to solicit raffle prizes. The raffle tickets will read: Support the Suffolk County Library Association’s Scholarship Fund Raffle and Annual Dinner, November 2005 ; $100 “Mall” certificate donated by the H untington TownHouse -- $25 Gift Certificate to Book Revue -- Two Tickets to the Smithtown Center for the Performing Arts -- Two Tickets to Theatre Three Productions -- Your Favorite Seussdonated by Random House -- Floral Arrangement donated by Flowers by Fred; Donation: $1.00 per ticket or six for $5.00 ; You do not have to be present at the dinner to win. - The tickets will be ready in time for the LILC. The owner of the Huntington Town House contributed a check for $100 which we will turn into a "Mall" certificate. - To date 12 Scholarship applications have been requested and three Continuing Education Award applications. - I plan to print up additional flyers to hand out at the table for the LILC. Angela asked that everyone at the table promote the scholarship applications.

STATISTICAL SURVEY : Stephen Ingram reported that it is printed and he will check on distribution.

SUFFOLK COUNTY JAILS LIBRARY SERVICE : No Report.

WEB PAGE : Stephen Ingram reported that he has spoken with Louis regarding using the same calendar program that SCLS uses on their website. Once the conference is over, he will post information on both the ELSA and the scholarship. A question was raised as to whether we have a counter on our site. Stephen stated that SCLS has a counter which keeps track of all sites housed at system.

Liaisons

CLASC: Kim Giery reported. The CLASC annual dinner was very successful with 76 attendees. Sarah Weeks, author of “So Be It” was the speaker. The sale of her books raised money for the CLASC scholarship fund. The walking tour of the Greenwich Village area of NYC on September 14 is all set as their LILC program.

E. S. BOCES: No Report

LILRC : Herb Biblo reported. A list of the future LILRC continuing education programs was handed out. – The new dean at the Palmer School will be someone from the publishing world. He is currently president of Elsevier. – While it is good that the library funds were restored to the state budget, they are still at the 1990 census levels. In a meeting with the NYLA Legislative committee, Herb urged them to push for funding based on the 2000 census. – The new Union List of Serials is dynamic and can be updated instantaneously. As a result, libraries should send their changes as they occur. – The new newsletter is in the mail and accessible on the LILRC website. – LILRC held two very successful continuing education programs. The third part of the Digitization series was well attended, as was the demonstration of the new Firstsearch product. – At a meeting at Nassau Library System, the directors expressed concern over the overlap of continuing education programs between Nassau and Suffolk and would like to coordinate programs. – The annual conference program on “Changing Demographics in our Libraries” has an excellent panel including Ruben Martinez, a 2000 MacArthur Genius Award winner.

LVA-SC : No Report

NCLA : Rona Dressler presented the following report. On May 25, The Children’s Division will sponsor a walking literary tour of Greenwich Village with Leonard Marcus. On April 21, the Clerical Division will hold a Roundtable at Hewlett Woodmere. On March 22, the Media Division held their Roundtable, while on April 22, they will have workshop with Recorded Books about downloading audiobooks. On June 14, RASD will sponsor a bus trip and on May 23, a workshop with Jerry Nichols on Management Skills and Techniques.

On June 16, the Young Adult Division will host their Annual Luncheon at Peppercorns. On April 22, the Computer Committee will have a workshop with a panel discussion “Utilizing Technology to Assist Patrons with Disabilities.” The LI Directory will be going to the printer and should be published by the Conference.

43 people attended Legislation day. The Library aid package is at the 1998 level. There has been no agreement on additional funding. NCLA has 811 members, 180 of which are Clerical. Baruch College will accept 3 courses from the Library management Coursework for credit towards an MPA. Each class is $630.

On May 11, there will be a program on Services to Homebound Patrons. The Professional Concerns Committee is looking into GHI for part-timers and Retirees, since most libraries will not pay for continuing health coverage. Also being discussed is having a lawyer on retainer. Members are encouraged to join the ALIS Exchange yahoo group. They need the Director’s permission. NLS is giving away 11,088 CD’s. They’ve also asked member libraries for financial support due to the state budget situation. NYLA has sent 3 titles dealing with NY State to the 1 Nation 1 Book project. – Rona also reported that NCLA has many institution members. Discussion ensued as to how SCLA could attract more libraries to joining as institutions as well as more directors and trustees as individuals. H. Biblo stated that we should ask libraries to join to support SCLA activities. There is a broad benefit down the road for the libraries to support association and continuing education activities for their staff. R. McEneaney suggested that institutions be made members of all divisions, so they receive all newsletters and flyers for programs. Institutional membership is $55 and many libraries have institutional memberships to other groups. Stephen will write a letter to all libraries as well as to PLDA. We could treat institutional membership as an honor roll to be published in the newsletter.

PLDA : No report.

SCLS : No report.

SLA : James Olney sent flyers advertising their P rofessional Development Workshop: Tracking Technology Trends in Libraries with Steven Cohen to take place at Adelphi University on May 18 at 12:30 p.m. $20 for members, $30 for nonmembers.

Members-At-Large : Lorraine Squires reported that she has had conversations with Edana regarding taking over the Writers on the Vine series. – Edana Chicanowicz sent the following report. 75 tickets for Writers on the Vine have been purchased. The cost was $450 or $6 per ticket. Palmer wants us to sell for $8 per ticket. I've contacted Larry Davidson but have not yet received the schedule of speakers. Our tickets are for July and August, any Sunday. One ticket per Sunday. Tickets will go on sale at the LI Library Conference. I hope to have the full schedule by then. – Fran Altemose sent the following. Renee has the invoice for the SCLA post-its - 700 at a cost of $3493. They were shipped to Steve at Northport for the LILC. Bracelets: Royal blue SUFFOLK LIBRARIES MATTER (or lower case Suffolk Libraries Matter) bracelets would be $1500 for 1000 pieces (1.50 each) or $3250 for 5,000 units (.65 each). Ariel or Tahoma font. Please call Marilyn at September Associates (589-4044) and give her the count, the font and the case - she will go ahead as soon as she knows how many and she will send the bill directly to Janet O’Hare. ($1500 was authorized at the March meeting.) The artwork for September King Kullen bags can be sent in July when I am back. The sample bracelets were passed around for the board to inspect. It was decided to go with 1000 blue bracelets, Ariel font. Renee will call to order. We could market them to the libraries for their summer reading clubs.

OLD BUSINESS: None.

NEW BUSINESS : Stephen Ingram expressed an interest in seeing if we could get discounted tickets for “ New York is book country” which takes place in Washington Square Park in NYC. There are lots of vendors and K. Baudouin reported that it is an excellent opportunity to get free books.

The meeting was adjourned at 11:30 a.m. by Susan Gottesman on a motion by Angela Richards, seconded by Maureen Nicolazzi.

Respectfully submitted,

Renee Capitanio