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  • LTA Board of Directors Meeting

    2016-09-23

    Library Trustees Association Board of Directors Meeting, 23-24 September, 2016 Minutes

    Call to Order: President Fontanella called the meeting to order at 7:35pm Friday, 23 September, 2016.

    Present: Tish Fontanella, Phil Archer, Jean Currie, Mary-Ellen Darling, John McCarthy, Adria Ripka, George Wolf. Timothy Gavin, Executive Director.
    Absent:Martha Anderson, Bola Majekodunmi

    Public Comment: None

    Approval of Minutes: Moved by Wolf, seconded by Ripka to approve the minutes of 17-18 June, 2018. Motion passed.

    Introductions: Edris Scherer, Westchester Library System provided a letter of introduction as a potential LTA Board Member. She could not be present in person but will attend the November meeting.

    Discussion:
    • Is a recommendation of a potential board candidate by a system director or LTA director enough?
    • There is still the potential for 3 new board members in November.
    • Darling had developed an excellent Duties of an LTA Director.
    • New board members should get a packet of key documents as they begin their term.


    Treasurer's Report: In the absence of the Treasurer, the Board briefly reviewed the P & L and Balance Sheet. LTA is doing well compared to this time last year especially in members and dues. Personal contacts make a big difference.

    President's Report: Fontanella noted the following:
    • Thanks to all Board member for their accomplishments since June.
    • Darling has created a spreadsheet of goals that will be given to us later.
    • Anderson has provided a penultimate version of the STAR Trustee Recognition program.
    • All Directors should have a set of key documents (By Laws, Policies, Budget, etc.)


    Executive Director's Report:
    Gavin reported the following:
    • We have reached and exceeded our 2016 membership goal.
    • Sponsors - Vendors need to know that major financial decisions are made by Boards.
    • Copy Gavin on all emails.
    • The Batavia regional institute was a great success with 80 participants. There is a question of how LTA would subsidize these events, and how we can recognized and reward LTA membership at these events.


    Committee Reports:



    Finance:
    • Currie briefly reviewed a Preliminary Budget and noted that it is conservative and will be tidied up to delete unneeded lines and to add notes for 2017.
    • Is there funding for the new STAR program? Yes.
    • The web site line has a small amount included for new features and for unexpected costs. Currently the cost is $300/month for maintenance and updates.


    Nominating:
    Anderson had presented the following slate for officers for 2017:
    President: Adria Ripka
    Vice President: Martha Anderson
    Secretary: John McCarthy
    Treasurer: Bola Majekodunmi
    Motion by Wolf and seconded by Archer to accept the slate as presented.
    Motion passed.

    Education:
    Anderson had provided a report that included information on the LTA programs at NYLA. There is one major program by LTA and eight that are co-sponsored. There are no hotels in Long Island for a 2017 Institute. We agreed to get a location on LI for 2018. See later discussion on regional institutes.

    Legislation:
    Anderson and Gavin provided an extensive report on NYLA’s legislative priorities for 2017. Key issues are:
    • Increase aid proportionally with increases in Education Funding ($102.8m, 4.3% increase).
    • Continue successful messages.
    • Increase investment in the state library.
    • 4 library related bills that expired and will require resubmission to the legislature.
    • No new legislative initiatives on trustee training except discussion on including training requirements continues.


    Membership:
    McCarthy has a draft of an email to recruit new members in November. The goal for 2017 is to have at least 25 more members than in 2016.

    Communications:
    Ripka noted there is a draft newsletter for October.

    Awards: The STAR program is almost ready for a roll out. See later discussion.
    The Board recessed until Saturday at 9:30pm.

    The Board reconvened at 9:15am on Saturday, 24 September, 2016


    Guests: None

    Old Business:
    Organizational Meeting: To be held 11-12 November and to include:
    • election of new directors to begin terms 1/1/17
    • review of the 2017 calendar
    • LTA Board Meetings Venue Discussion
    • Costs at the Hampton Inn are going up – should we consider another venue?
    • Perhaps stay one more year while we look for something else?
    • Should directors contribute to the meeting costs?
    • Carpooling is encouraged to reduce any requested travel expenses.
    • McCarthy and Wolf will form an ad hoc taskforce to scout a potential new venue and to report back in November.


    Recruitment of New Directors
    • There will be a vote on Scherer in November.
    • We need more board members. There are feelers out to potential new members.


    Speaker suggestions for LTA programs/webinars
    • Gavin wants suggestions for speakers for programs or webinars especially on Robert's Rules/ running good meetings.


    Trustee Institute planning
    • We agreed to a full Institute on Long Island in 2018. Gavin is working with an event planner to identify a venue for either April 27-28 or May 4-5.
    • A local LTA Board member is helpful but if they do not have planning skills, may not be best! However a local system director is essential for planning.
    • After some discussion we agreed to hold two mini institutes in 2017.

    • Motion by Wolf and seconded by Ripka to hold two regional meetings in 2017 and to not hold a two day Institute. The two regional meetings to be In Binghamton in May and Long Island in the summer.
      Motion passed.

    • Ripka and Currie will contact 4CLS (Steve Bachman) to begin planning the Binghamton meeting: getting ideas for topics, venue, speakers, time of day, fees, etc.
    • We need a poster to be used in such meetings listing LTA benefits.


    LTA Board Goals:
    We reviewed the LTA Goals 2016-2017 document provided by Darling for goals completed and those to be added or revised. Currie will update the document and send it to all directors.

    Communications:
    Fontanella noted there should be a policy on what can be added to the web site -this issue was raised by whether a useful and relevant document developed by a company could be added. We agreed that the web, FB or Twitter poster and/or Gavin could have the discretion or authority to make decisions on content. We agreed that the sponsors should have their links higher up on the web pages.

    NYLA Booth:
    The booth costs $500 and it is not clear how much value we get, since trustee attendance is low. We agreed to have a booth in 2016 and to review this issue again in 2017. We should make available sponsors’ materials, LTA materials, and the STAR materials.

    Sponsors:
    Currie suggested we change our sponsorship program to have Business Members who would pay much less but we may get many more and thus just as much money - this based on the model of the Ford Memorial Library. The issue will be added to the Long Range Plan.

    STAR Program:
    Discussion:
    • Work with Systems to recognize award recipients.
    • We made a few changes to the program and document.
    • Eventually there will be a self-reporting system on the web but in the meantime, it will be paper based by Gavin.
    • Gavin will talk with Kirchner, PULISDO President, to get advice on promotion and recognition.
    • It will be rolled out on the web and NYLA Conference in November.
    • It will be part of the LTA benefits list on a poster.


    Other:
    • McCarthy is working with DLD on additional statistical reporting for trustees from system annual reports, e.g. longitudinal, type of library, rural vs urban, circulation trends.
    • On 30 Sept. there will be a Symposium for Libraries sponsored by U. Albany Library School.
    • On 29-30 Sept. there will be HATS training in Albany.
    Motion by Wolf and seconded by Currie to adjourn at 2:30pm. Motion passed.

    Minutes by Jean Currie, Secretary pro tem


    Action Items from meeting 23-24 September, 2016

    1. Develop a package of key documents for all Board members (budget, by laws, director list with terms, committee assignments, long range plan, duties of directors, Executive Director contract, goals, ???) = Gavin, Currie
    2. Review Goals document for assignments = All
    3. Revise preliminary budget = Currie, Gavin
    4. Ad hoc taskforce check out new venue for meetings = McCarthy, Wolf
    5. Continue recruiting new board members = All
    6. Suggest speakers for programs/webinars, especially Robert's Rules/good meetings = All
    7. Identify a Long Island venue for a TI in 2018 = Gavin
    8. Work with 4CLS on a regional meeting = Ripka, Currie
    9. Work with Suffolk &/or Nassau on a regional meeting = Gavin/Eisner?
    10. Develop a poster with LTA benefits to be used at meetings, booth etc. = Gavin??
    11. Update Goals document = Currie
    12. Help look after the NYLA booth = Fontanella, Archer, Currie, Gavin
    13. Add suggestion about business members to the Long Range Plan = McCarthy?


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