SCLA Minutes
Minutes of the Executive Board Meeting
Friday, April 21, 2006
SCLS Blue Room

IN ATTENDANCE: Susan Gottesman, Danielle Musorofiti-Miller, June Cerveny, Suzanne Johnson, Lorraine Squires, Deb Cunningham, Stephen Ingram, Virginia Antonucci, Karen Baudouin, Michael Aloi, Susan Siegel, Beth Whalen, Kris Minschke, Joanne Genovese, Paula Bornstein, Rona Dressler, Regina McEneaney, Jeri Cohen, Angela Richards, Lisa Kropp, Herb Biblo, and Matthew Bollerman.

CALL TO ORDER: Danielle Musorofiti-Miller called the meeting to order at 10:07 am. The March 2006 minutes were reviewed and corrected. Virginia Antonucci moved to accept the minutes as corrected. Angela Richards seconded the motion. None were opposed.

TREASURER’S REPORT: Suzanne Johnson passed out copies of the Financial Statement. The balance for March was $58,968.75. Bills submitted for payment included
Stephen Ingram $134.91 website domain renewal
Danielle Miller $10.56 hospitality
Regina McEneaney $88.64  stamps and labels
SCLS $650 newsletter printing
SCLS $1195 Careers brochure/ELSA flyers
University Products $331.50 archives supplies
University Products $136.25 archives supplies
Janet O’Hare $129.94 shredder
Joanne Genovese $91.26 ELSA postage
Quarterly division payments:
DASL $369
CATS $417
RASD $886
SSD $397
YASD $341
NYS Dept of Law $50 Charitable filing
Baldessari and Coster $1700 2005 tax returns and financial statements
NCLA $966 reimburse for Long Island Library Conference
 September Associates $3493 cubes for conference
Stephen Ingram made a motion to pay the bills. It was seconded by Regina McEneaney. None were opposed. Suzanne asked all members to please deposit checks in a timely manner. A form for requesting reimbursement is available on the web page under the forms tab.

PRESIDENT’S REPORT: Susan Gottesman and Karen Baudouin attended the reception at SCLS for Kevin Verbesey.

DIVISION REPORTS:

DASL: Virginia Antonucci reported. The DASL Executive Board met on April 7.Membership in DASL is 131. They will sponsor a program at the LILC.The speaker will be Linda Braun, and the subject is pod casting. Their annual luncheon will be held December 8th at Farmingdale. Virginia noted that DASL keeps its own archive. Do divisions wish to keep their own archives, or send them to SCLA?
RASD: Karen Baudouin reported.  RASD met on April 4, 2006 at the East Hampton Public Library.  The committees reported as follows:  The CARE committee reported that they met on March 16 at Port Jefferson.  Fifteen librarians attended.  The committee began proofing the core career bibliography, additional annotations were assigned and a format for presentation was discussed.  Next meeting is May 18 at Mastics.  They expect to be close to completing the bibliography at that meeting.  ELECTRONIC RESOURCES reports that the committee will meet on April 27 at SCLS for Database Roundtable 2006.  New databases will be discussed. The HEALTH CONCERNS committee has one speaker, Carol Chamoff who was affiliated with Brunswick Hospital.  Ms. Chamoff is planning to bring a stroke survivor who would share their experience.  The committee is is trying to get another speaker from Stony Brook.  The RASD HISTORIAN worked with SCLA to lay out a plan on managing the copious amounts of material stored at SCLS.  A library school student has been selected to go through this material, archiving minutes and financial records of the divisions but weeding flyers, etc.  The LONG ISLAND HISTORY committee held its Roundtable at The Smithtown Library on March 30.  Twenty-nine people attended.  Cindy Sciacca and Cathy Ball presented the speakers:  Virginia Antonucci, LILRC archivist who gave an orientation on LILRC and the New York State Documentary Heritage Program’s support to local history professionals.  Kristin Nyitray, Director of Special Collections at SUNY Stony Brook discussed her archive and spoke about the basic aspects of collecting and managing an archive.  Sharon Pullen, archivist for Suffolk County’s Historic Documents Library at the County Center in Riverhead addressed her holdings and how they are managed.  It was agreed that this committee would meet quarterly with the emphasis on more roundtable discussions.  Mary Ann Koferl of Brentwood will host the next meeting at the Brentwood library in June.  LONG ISLAND READS reported that following the book discussion workshop given by Grace O’Connor in March, the committee held a live web cast with Mark Mills in his London home.  DVD’s were made and sent to all Long Island libraries.  Posters were available for download from the Long Island Reads website.  The committee will meet in May to evaluate this year’s program and begin planning for 2007.  Elizabeth Olesh will stay on the committee but step down as co-chairperson.  The board discussed whether Long Island Reads should become an RASD committee.  Since its inception, it has been under the auspices of SCLS and NLS.  The MEMBERSHIP total as of the meeting was 349, up from 342 last month.  Some board members received their new membership cards but their names are not on the “paid” list.  We reviewed a membership flyer that will be on our table at the LILC.  The MULTICULTURAL SERVICES committee met on April 18 at SCLS.  OARS was to meet on April 12 at South Huntington.  Their agenda was “a leap into the 21st century.”  PROGRAMS:  The program for the library conference is Down the Isle: Wedding Traditions across Long Island.  All details are being finalized.  The READER’S ADVISORY committee meets on April 27 at Rogers Memorial in Southampton.  Genre is YA Fiction for Adults.  The next issue of RAMBLINGS is due in early October.  September 1 is the deadline for articles.   The WEB PAGE is being updated with the Readers Advisory committee updates.  Committee leaders were reminded to be sure and have meeting dates posted on website.   The board also discussed details for our table at LILC and discussed the possibility of a speaker at the RASD dinner to be held in September rather than June.  RASD Board’s next meeting is in Deer Park on June 6th.
CATS: Michael Aloi reported. CATS Executive Board met on April 6th at SCLS. The next CATS program, MP3’s: Another New Format to Deal With… The Technical Service Experience, will be taking place at SCLS from 10am to 1pm on Tuesday April 25. John Richardson of SCLS will be demonstrating the future of MP3’s in libraries and how to catalog them. 44 have registered so far, attendance is free and unlimited. The CATS LILC program will be on the topic of RSS and XML for Libraries. Our program speaker will be Steven Cohen, Senior Librarian at PubSub Concepts, Inc. Another CATS program is coming up on Fridays June 2 and June 16. Ceil Hearn of Sharper Training Solutions will be conducting a two part training session on Microsoft access. The programs will be from 2-4pm at SCLS each day. The cost for both parts is $20 for SCLA members and $25 for non-members. Attendance will be limited to the first 24 checks received. We are hoping to have flyers ready by the LILC. The Cats Annual Library Tour is currently being organized by Cynthia Guzzo and will be held on Friday, July 28. One Library has been lined up so far- Middle Country.
SSD: Vinny Rogers reported. SSD held their annual roundtable meeting. Membership stands  at 146. SSD is set for their LILC program, and are also working on a website and newsletter.
YASD: Beth Whalen reported. The 2nd annual Fran Romer Memorial Booktalk Workshop was a success.  We had 50 participants at Northport Public Library.  Northport did an excellent job of hosting the event. While we still didn’t break even, we came close.  Our expenses were $1727.12 and our income was $1615.00.  Our keynote speaker, Mary K Chelton, was warmly received and our guest book talkers from New York Public Library did a wonderful job.
Once all of the registration checks were in, our account settled back to normal, so we are returning the $1500 forwarded to us from SCLA.  Thank you.
Next year’s workshop will be even bigger and better.  Our keynote speaker is lined up – Patrick Jones of textbook (Connecting Young Adults and Libraries) and YA literature (Things Change) fame.  The committee will meet to decide on date, location and more in the next month.
Upcoming YASD events include:

• Chat’n’Chow on Thursday May 18 at the Borders in Bohemia
• Nassau YASD luncheon on May 18 – Managing Manga with speaker Robin Brenner, graphic novel expert
• June 8 Meeting on “Learning about the Teens in your Community,” led by Nicholas Buron of Queensborough Public Library.

We are sending out a call for officers for 2007 and new editors/writers for our Newsletter, Route 66.   We hope to have an information meeting about the various positions in May or June. Now that Kevin Verbesey has been named the new director of SCLS, YASD is looking to refocus attention on the Young Adult Specialist position at SCLS.  We will be gathering information and support to request that SCLS fill that position as soon as possible.  We hope that SCLA will support us in this goal.

ARCHIVES: Janet O’Hare sent this report. The organization of SCLA archives is underway. I have purchased a heavy-duty shredder and ordered boxes and file
 folders from University Archival Products so Beth Handley can start
 work.  I have met with her and discussed the criteria for weeding the
 archives and she seems comfortable with guidelines.  Diane Eidelman will
 validate her time for a maximum of 10 hours per week and facilitate her
 reimbursement of $20/hr. through SCLS.  SCLS will bill us for her time
 and we will pay them.  This is an agreement reached through a discussion
 with our accountant. She will start work the week of 4/17/06.
 If there are any items she has questions on, she will contact me and I
 will contact the Board for a decision. Thanks to Virginia Antonucci for her help with this project.
Janet also worked on the weeding criteria for the archives.
PREPARED BY JANET O’HARE
ARCHIVES COMMITTEE
4/4/06

• Financial Records
• Legal Documents/Correspondence
• SCLA Minutes
• Newsletters
• Membership lists
• Constitution and By-laws plus any changes
• Scrapbooks
• Long Island Library Conference Program

Discard:

1. Publicity materials
2. Flyers
3. Handouts
4. Ballots
5. Cancelled/old checks
6. Minutes of Divisions/Committees
7. Duplications of any of the items from the kept list.

All kept items will be sorted into new folders by category and date.  All boxes will be labeled as to their contents.
CONSTITUTION AND BYLAWS: No report. CONTINUING EDUCATION/ PROFESSIONAL CONCERNS: No report. ELSA: Joanne Genovese reported. The brochures are ready and will be available at the SCLA table at the LILC. A letter was sent to each library director highlighting the ELSA award and providing sample newsletter press. After the conference, the brochures and flyers will be sent to each library, and brochures will be sent to each SCLA member. Members of the general public may also nominate people for the ELSA award. FALL DINNER:
No report. INTELLECTUAL FREEDOM: The Intellectual Freedom committee received a $500 donation from the League of Women Voters. LDA: Paula Bornstein reported. The three Suffolk County 2006 LDA Award committee members, Maureen Nicolazzi of North Babylon Public Library, Grace O’Connor of West Islip Public Library, and Lorraine Simmons of East Islip Public Library, received information packets on the three candidates for this year’s LDA Award. They returned their ballots to Ken Bellafiore, NCLA LDA Award Chairperson. Ken then contacted me with the name of the LDA Award winner. The people responsible for nominating all three candidates will be contacted also. The name of the LDA Award winner will be announced in the final version of the Long Island Library Conference brochure, according to Rona Dressler, chair of the Long Island Library Conference committee. LEGISLATIVE: Suzanne Johnson reported. Library Lobby Day was a success this year, and libraries received more funding. Deb Cunningham will take over the job of arranging Lobby Day next year. A legislative Breakfast is planned for September. LISTSERV: No report. LONG ISLAND LIBRARY CONFERENCE: Rona Dressler reported. The Committee met on April 19 at the Huntington Townhouse.
Anyone requesting special meals has to find Sue Sloan at lunch so she can ask the kitchen for the meal that has been requested. We’ve purchased our raffle prizes: HP Photosmart digital camera, a Scandisk MP3 player and a USB 1 GB flash drive. We will have 3 bulletin boards in the Exhibit Room for raffle prizes and all Associations, Divisions and Organizations in the outside lobby area will have their own bulletin board to post their raffle prize winners. Raffle times will be printed in the program booklet. Vendors will also be eligible for their free table as a prize if they stay till 2:40 when we pull the name. All Associations, divisions, etc should have received a confirmation letter about their table and also a template for the raffle tickets. If you haven’t please let me know.
Very few library positions are posted currently. If you know of any position, part-time or full time, please send the information to Meg Sala-James at Deer Park. We have 17 programs. Arrangers should have been notified about where to send their handouts to be posted on the website after the conference. All handouts can be sent to Antolini at Longwood Library in pdf, doc, or whichever form they are using. PowerPoint presentations can also be sent. Books will be available for sale all morning. You may purchase books prior to the keynote speaker. Mr. Crutcher will sign the books and all books must be picked up by 3:00 PM. Book sales will be opposite the SCLA and NCLA table at the top of the stairs prior to entering the Exhibit Hall.The deadline for registration has been extended to Friday April 28. We also have a blog on the Conference website for anyone to answer our questions. This will give us and the arrangers feedback on their programs rather than having evaluation forms. We hope that the blog will be useful so that next year we can be more responsive to problems that may have occurred this year.
If you know anyone who wants to volunteer as a room monitor or concierge, please let the Arrangements committee know. They will have free conference registration. LONG RANGE PLANNING/PUBLIC RELATIONS. Queens is looking for a representative for their career day on May 6th. Sue Gottesman will give the information to Sue Holden. MEMBERSHIP: Regina McEneaney reported. To date there are 771 active members for 2005-2006.Reminders have been sent and several renewals are coming back already.  We have 569 members for 2006 of which 46 are honorary members (library schools and legislators.) NEWSLETTER: Jeri Cohen reminded us that the newsletter deadline is May 1st. Please send in articles and news. NOMINATING: No report. SCHOLARSHIP: Angela Richards reported that the Mets are playing well, and 56 out of 90 seats are spoken for. The major fundraising will be the raffle at the annual dinner. STATISTICAL SURVEY: Renee Capitanio reported that sales are slow. She will be posting to the listserv again next week. Work continues on the revamping of the survey. SUFFOLK COUNTY JAILS LIBRARY SERVICE: No report. WEBPAGE: Stephen Ingram reported that he had renewed the web page domain for 9 years from Network Solutions until March 29m 2015. He changed the e-mail and contact information to SCLA. There is also a new forms page and SCLA treasury reports have been added.

LIAISONS:

CLASC: The CLASC Annual Dinner and General Membership Meeting was held Tuesday, April 11 at Three Village Inn, Stony Brook.  Children’s author Margie Palatini was the guest speaker. Election of new Executive Board members for 2006/2008 were held in March, announced at the membership meeting and include: 
          President, Lisa Kropp, Middle Country Public Library
          Vice-President, Kristen Todd, Middle Country Public Library
          Treasurer, Elaine Perez, Patchogue-Medford Library
          Recording Secretary, Jennifer Marin, South Country Library
Plans are continuing to welcome children’s author and former librarian Johanna Hurwitz to the Long Island Library Conference. EASTERN SUFFOLK. BOCES: No report. LILRC: Herb Biblo reported.  Most of the money that libraries have obtained in this years budget are one time funds. Of the library construction money 40% is permitted to be used for SCLS. Activity for lobbying for next years budget should start now. Roger Tilles, the New York Regent for Long Island has been invited to the LILRC annual meeting in November. Kevin Verbesey has been appointed to  the LILRC Board. The weeding program was well received and had 85 attendees. The Long Island memories digitization project is proceeding, and the newspaper pilot project preliminary work with OCLC is proceeding, and from the sample we will get an idea of how much it will cost. LILRC is planning a workshop on Content DM. LVA: No report. NCLA: No report. PLDA: Matthew Bollerman reported. Kevin Verbesey has resigned as president of PLDA  Robert Lusak is the new president. SCLS: No report. SLA: James Olney reported that they did a distance learning program on marketing.

MEMBERS AT LARGE

Deb Cunningham will work on legislative projects this year.
Lorraine Squires is working on obtaining the SCLA banner by May 1st. It will cost $370.

OLD BUSINESS

There may be a problem with Ducks tickets. We may need to pick another date.
Steve showed the new note cubes for the conference. Staffing is requested for the SCLA table at the conference.

NEW BUSINESS

Sue Gottesman will contact Edana Cicanowicz to see if she is willing to do the Writers on the Vine series this summer.
The Board expressed condolences to Suzanne Johnson on the death of her mother.
Joanne Genovese did a pod cast of the book talk on Amagansett.

The meeting was adjourned at 11:27

Respectfully submitted
June Cerveny