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To be approved at the February 8, 2012 meeting

Minutes of the Pioneer Library System Board of Trustees Meeting Wednesday, January 11, 2012 Pioneer Library System, Canandaigua, NY PLS Board members Sandra Kushner, Carolyn Lyons, Anne Mancilla, Pic Schade, Fran Smith, Joanna Whelan, Joe Wilson (5:10 arrival), John Zornow were present. Excused: Carolyn Meisel. Also in attendance PLS staff Cindy Gardner, Cassie Guthrie and Betsy Morris; representing Central Library, Beth Horn (5:23 arrival), and PLSDAC liaison; Peggy Parker. PLS Board President John Zornow called the meeting to order at 5:01 p.m. He then issued the Oath of Office to incoming trustees, Carolyn Lyons and Joanna Whelan. John asked if there were any changes to the agenda. There were none. MOTION 1: Sandy Kushner made a motion to adopt the agenda as presented. Anne Mancilla seconded and the motion passed unanimously. John asked if there were any additions or corrections to the minutes. There were none. MOTION 2: Fran Smith made a motion to accept the minutes as presented. Pic Schade seconded and the motion passed unanimously. Communications and Reports: 1. Financial Report Cindy referred to the Financial Report in the packet, indicating that it was through 12/31/2011 and that January activity will be presented at the next meeting. She asked if there were any questions. There were none. MOTION 3: Pic Schade made a motion to accept the financial cash report as submitted. Fran Smith seconded and the motion passed unanimously. 2. Directors Reports Cassie reported on advocacy updates: the Governors proposed budget is due to be released on January 20; and the Senate passed a resolution to establish the Senate Committee on Libraries. This reconvened a committee that was eliminated in 2009 when the Senate leadership changed. The committee will be bipartisan, and have 19 yet-to-be-named members. Cassie went on to read note from former Board member Linda Morris, thanking Pioneer for the parting gift, and expressing her appreciation for the time she spent serving on the Pioneer Board and COSAC committee. Betsy reported that she has been working on a possible alternative to Time Warners managed security firewall services. The denial of e-rate for this service resulted in a loss of $24,000, so Pioneer is investigating more cost effective ways to provide network security. She continued with an update on the work she is doing with Ellen to draft a proposal for the funding and selection of materials for the OWWL2go service. The proposal will be presented to OWWLAC and PLSDAC in the coming weeks. Beth Horn reported, later in the meeting, that there were no updates to her written report.

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PLSDAC Liaisons Report Peggy Parker reported that PLSDAC will meet on February 3. She distributed copies of the Walworth newsletter, The Gateway. She then reported on news from Walworth, Lima, and Perry libraries. There was a brief discussion about the circulation of e-readers. 3. Committee reports (under New Business, if any)

4. Other Old Business: Cassie referred to the revised 2012 PLS Board Meeting Schedule, which included the date changes for March and April meetings. She confirmed who would be available on those dates. MOTION 4: Sandy Kushner made a motion to approve the revised 2012 PLS Board Meeting Schedule. Anne Mancilla seconded, and the motion passed unanimously. New Business: 1. Approve 2011 Amended Budget and YTDs Cindy referred to the Budget Summary and detail reports in the packet. She explained the columns in the budget detail report and indicated that the differing fiscal years between the State and Pioneer add a layer of complexity to understanding the report. And, the unpredictability of the date by which State Aid is received further complicates the budget process. She indicated that the revised 2012 budget will be available at the February Board meeting. MOTION 5: Fran Smith made a motion to approve 2011 Amended Budget and Year-to-Date figures. Joe Wilson seconded, and the motion passed unanimously. 2. Approve PLS Grants & Fees to Members program for 2012 Cassie reviewed the fees and grants as listed on the document in the packet. MOTION 6: Fran Smith made a motion to approve 2012 Fees and Grants program. Joe Wilson seconded, and the motion passed unanimously 3. Approve 2012 Central Library Budget Cassie reviewed the Central Library Development Aid and Central Book Aid budget allocations that had previously been approved by the Central Library Advisory Committee and the Geneva Public Library Board of Trustees. There was a brief discussion about the usage and expansion of the Reference 24/7 service. MOTION 7: Joe Wilson made a motion to approve the 2012 Central Library Budget. Anne Mancilla seconded, and the motion passed unanimously. 4. Conflict of Interest Policy Statement Cassie asked the Board to fill out the Conflict of Interest form and return to her. 5. Updates for 2012 trustee bios Cassie asked that the Board to complete or update the biography forms and return to her. She reminded the Board that some grant applications request biographical information about the trustees.

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Other:

To be approved at the February 8, 2012 meeting

Board Development: Cassie passed around a copy of the Livingston Wyoming Community Connections booklet, prepared by the Outreach Department for people returning to Livingston and Wyoming counties from prison and jail. She then offered a show & tell of a Caregiver Kit and described the way they are used and promoted. All of the kits are listed in the OWWL catalog, and can be checked out to individuals or agencies. She indicated that Nancy Herzig, Outreach Assistant, had received a grant from the F.F. Thompson Hospital that provided the funds to develop several new caregiver kits. Cassie and Betsy then gave a demonstration of the Chilifresh book review service that allows users to read and write reviews of books in the OWWL catalog. Reminders Next Regular Meeting: The next meeting of the full Board of Trustees will be February 8 at 5:00 p.m. at the Pioneer Library System Headquarters. MOTION 8: Sandy Kushner made a motion to adjourn, and the meeting was adjourned at 6:09 p.m.

Respectfully submitted, Betsy Morris Drafted January 12, 2012

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