Kingston Library Board of Trustees Meeting January 17, 2013

Transcription

1 Roll Call 7:03 pm Heather Ohlson, President Susan Simek, Vice President Annie Internicola, Secretary Ellen DiFalco David Rolfe Ed Pell Clark Richters Lisa Terwilliger (arrived at 8:03pm) Not present: Rita Worthington, Treasurer Kingston Library Board of Trustees Meeting January 17, 2013 Staff: Margie Menard, Library Director Michelle Diano, Recording Secretary Marylou Decker, Library Technical Services Distribution: Agenda, Kingston Library Board of Trustees (BOT) Meeting, January 17, 2013 Draft of Minutes/Resolutions from Kingston BOT Meeting, December 20, 2012 Executive Committee Meeting Report, January 16, 2013 Operations Committee Meeting Report, January 8, 2013 Highlights of Financial Reports, January 11, 2013 Balance Sheet, as of December 31, 2012 Budget vs. Actual, January through December 2012 Voucher Report, for January 2013 Meeting Voucher Report Paid Pre-Audit, for January 2013 Meeting Donation Activity, December 2012 Budget Modifications: # , # , # , # , # President s Report, January 17, 2013 Director s Report, January 17, 2013 Approval of the Agenda Ellen DiFalco noted a correction on the date for the Standards and Development meeting. Motion: David Rolfe motioned to approve the agenda with modifications which was seconded by Ed Pell and unanimously approved.

2 Approval of Minutes, December 20, 2012 BOT meeting Susan Simek requested that her attendance be listed as excused. Motion: Ellen DiFalco motioned to accept the minutes from the December 20, 2012 meeting with modifications of typos sent to the recording secretary. Public Comment None Friends of the Kingston Library (FOKL) Susan Simek reported that she had attended the FOKL meeting. She reported that the FOKL has raised $18,000 for the endowment. She also reported that the FOKL did not have a successful book sale, and that discussion ensued about using Amazon as a means to sell books. Lastly, she reported that Ursula Ingham, former Kingston Library Trustee, is now the chair of the FOKL Membership Committee. Community and Public Relations Committee BOT discussed the charge of this committee, and its duplication overlapping with FOKL. Susan Simek will write a description of a FOKL liaison to be reviewed by the Standards and Development Committee. Susan Simek updated the BOT on the Snacks in the Stacks program. Executive Committee Heather Ohlson reported that the committee discussed the BOT retreat, the Irene Snyder gift and upcoming workshops for library trustees. The BOT discussed the importance and value of trustee training programs. Motion: Heather Ohlson motioned to add the Irene Snyder gift of $500,000 to the capital reserve. This was seconded by Ed Pell and unanimously approved. Operations Committee David Rolfe updated the BOT on the landscaping project, and informed the BOT of the next meeting with the architects for the interior renovation project. Standards and Development Committee Ellen DiFalco reported that the committee reviewed template styles for meeting agendas. Changes in the bylaws will be discussed at next month s Standards and Development meeting. The Pledge of Allegiance and a moment of silence will be added to the BOT agenda starting next month. Clark Richters thanks the BOT for this decision.

3 Ellen DiFalco reported to the BOT that the Social Media Policy is ready for review and will be included in the minutes as a First Reading which requires no action. See below: Purpose Kingston Library may sponsor blogs, wikis, photo sharing, video sharing, tagged websites, and other social networking sites or applications to further its mission to connect library users and community residents to the world of ideas. Kingston Library s sponsored sites are also a place for the public to share opinions about library-related subjects and issues. Definition of Social Media Social media is defined as web sites and other online means of communication that are used by large groups of people to share information and to develop social and professional contacts. Social media applies to big names like FaceBook and Twitter but also applies to other platforms that include exchange of information such as Instagram, YouTube, Flickr, Tumblr and other blogs and wikis which are defined as a web site that allows anyone to add, delete, or revise content by using a web browser.. Management of Social Media Applications The Library Director must approve Kingston Library s use of a social media application before it goes live. Kingston Library assumes no liability regarding any event or interaction that takes place through any social networking service, and does not endorse content outside that created by Kingston Library staff. Participation in Kingston Library social networking services implies agreement with all Library policies. Content The goals of Kingston Library s sponsored social networking sites are: To inform the public about library resources and activities. To increase the public s use of library resources. To provide additional communication with members of the public. Publicly posted information will be professional and reflect positively on Kingston Library as well as the City of Kingston, its staff, volunteers, and services. Staff shall check facts, cite sources, present balanced views, acknowledge and correct errors, and check spelling and grammar when publishing any posts. Kingston Library reserves the right not to publish any posting, or to remove it later. Employees representing Kingston Library via social media sites must conduct themselves at all times as a representative of the library and in accordance with all Kingston Library policies. Comments from the Public

4 Kingston Library reserves the right to modify or remove any messages or postings that: Use offensive language or hate speech Are deemed to be abusive or defamatory Violate copyright, trademark right, or other intellectual property right of any third party Are considered to be spam or commercial in nature Are off topic. Kingston Library is not obligated to take any such actions, and will not be responsible or liable for content posted by any participant in a Library-sponsored social networking service. Forums, comments, and messaging may not be used for commercial purposes or for organized political activity. Social media activity that happens on personal time/ while not on the job In their capacity as private citizens, library employees have the same right to selfexpression enjoyed by members of the community as a whole. This section focuses on content created by Kingston Library staff on personal time for social media accounts created and maintained by themselves or other members of the community. Staff members must keep in mind the following best practices when posting content about library related subjects and issues on personal time: Make it clear that the views expressed are yours alone and do not represent the views of your employer. Respect the library s confidentiality and proprietary information. Do not post information that has been shared with staff but is still in draft form and pending publication. Be respectful of the library, its employees, volunteers, partners, competitors and critics. Ensure that your personal blogging activity does not interfere with your work commitments. Ask your manager if you have questions about this policy or about what is appropriate to share. Review Given the rapidly changing nature of social media, this policy will be reviewed annually. Financial Reports Susan Simek reviewed the Balance Sheet, the Budget vs. Actual Report, the Voucher Report, the Donation Report, and the Budget Modifications.

5 Motion: Susan Simek motioned to approve vouchers payable this month in the amount of $34, which was seconded by Ed Pell and unanimously approved. David Rolfe requested that a binder of all matters relating to library technology be created to serve as a resource for disaster relief and for future technology providers who work with the library. Motion: Susan Simek motioned to approve the pre-audit vouchers in the amount of $4, which was seconded by Annie Internicola and unanimously approved. Motion: Susan Simek motioned to approve the donations in the amount of $ which was seconded by Ed Pell and unanimously approved. Motion: Susan Simek motioned to approve the following Budget Modifications: Budget Modification # to account for purchase of additional new adult circulating books and new adult circulating AV material in the amount of $2,800. Budget Modification # to account for purchase of additional new juvenile circulating books in the amount of $250. Budget Modification # to account for purchase of Windows 8 and upgrade library computers to Windows 8 in the amount of $2,640. Budget Modification # to account for purchase of additional library supplies in the amount of $100. Budget Modifications # to account for other disability expense in the amount of $200. The Budget Modifications were seconded by Ed Pell and unanimously approved. President s Report Heather Ohlson read from her report (see distribution). She spoke about the Trustee retreat and the Snacks in the Stacks program. Director s Report Margie Menard reported that Kristin Charles Scaringi will be taking maternity leave, and Allyson Urie will take her place. She also reported that the library budget for 2013 is now in effect and updated the BOT on upcoming meetings with the architects for the interior renovation project. She also reported that she

6 submitted a letter of support for Bard College s application for the Big Read program. Ulster County Library Association (UCLA) Margie Menard reported that the 2013 Ulster County budget was approved by the County Legislature, and that the UCLA received an increase of $6750 over Ellen DiFalco requested that a letter of thanks be sent to the legislature. Heather Ohlson suggested that the library create post cards that constituents could also send to the legislature. Old Business Ed Pell requested an update about the pruning project. David Rolfe reported that he will be getting a proposal from Victoria Gardens. New Business Lisa Terwilliger communicated that she is stepping down as a BOT member. She will submit this in writing. Clark Richters communicated concern over the condition of the sidewalks. Public Comment by Trustees Susan Simek thanked Lisa Terwilliger for her service to the BOT. The BOT discussed the process for replacing that position. Margie Menard said that the BOT can appoint a trustee to serve out the resigning member s term. Adjournment 8:23 pm Motion: Ellen DiFalco motioned to adjourn the meeting which was seconded by David Rolfe and unanimously approved. Summary of Resolutions January 17, : Resolution to add the Irene Snyder gift of $500,000 to the capital reserve : Resolution to approve vouchers payable this month in the amount of $34, : Resolution to approve the pre-audit vouchers in the amount of $4, : Resolution to approve the donations in the amount of $ : Resolution to approve the following Budget Modifications:

7 Budget Modification # to account for purchase of additional new adult circulating books and new adult circulating AV material in the amount of $2,800. Budget Modification # to account for purchase of additional new juvenile circulating books in the amount of $250. Budget Modification # to account for purchase of Windows 8 and upgrade library computers to Windows 8 in the amount of $2,640. Budget Modification # to account for purchase of additional library supplies in the amount of $100. Budget Modifications # to account for other disability expense in the amount of $200. Respectfully submitted by, Michelle Diano, Recording Secretary