Member Information Packet

Enclosed with this week's Bulletin libraries will find the 2009 MHLS Member Information Packet. All information found in the print version is also available online, go to http://midhudson.org and click on Contacts, or get there directly at http://midhudson.org/contacts/09packet.htm.

Included in this year's packet is information for and about MHLS' member libraries:
MHLS Information:
· MHLS Staff Contacts
· MHLS Board of Trustees (2009)
· 2009 Fee Schedule [also attached to this issue of the Bulletin]
· MHLS 2009 Incentive Program
· MHLS Holiday Closings (2009/2010)
· MHLS Delivery Schedule
Member Library Information:
· Member Libraries by County
· At-a-Glance: Member Libraries' Phone Numbers, Fax Numbers, Email Addresses and Web Sites
· Member Libraries by Type
· MHLS Libraries by Legislator
· MHLS Correctional Facility Libraries
· Member Library Directory
· Member Library's Hours Open
2009 Calendar [preliminary]
Find the most up-to-date information on the MHLS Contacts page: http://midhudson.org/mhls/contact_info.htm.

MHLS Announcements
2009 MHLS Incentive Program: The incentive program is designed to use Mid-Hudson Library System funds to build better libraries. It is not to be considered ongoing budget support and is reviewed annually for changes as needed. The goals of the program are to:
· Encourage all library staff and trustees to participate in and have access to system activities
· Support continuing education and professional development for all library staff and trustees
· Assist libraries in increasing their visibility in and support (or usage) by the community.
Check out the 2009 Incentive Program in the Member Information Packet or find it online (along with the claim forms) at http://midhudson.org/mhls/incentive/main.htm

2009 Director's Association Dates
· Wednesday, January 7 (snow date 1.8)
· Thursday, February 5 (snow date 2.6)
· Tuesday, March 3 (snow date 3.4)
· Thursday, April 2
· Monday, May 4
· Friday, June 5
· Wednesday, July 1
· Monday, August 3 (if needed)
· Thursday, September 3
· Tuesday, October 6
· Wednesday, November 4 (snow date11.5)
· Friday, December 4

2009 Advisory Committee Dates
Resource Sharing Advisory Committee:
· Tuesday, January 20 (snow date 1/30)
· Monday, March 16 (snow date 3/18)
· Wednesday, May 27
· Wednesday, August 19
· Friday, November 20
Marketing & Programs Advisory Committee:
· Wednesday, January 28 (snow date 1/29)
· Tuesday, April 21
· Thursday, July 23
· Wednesday, November 18
Central Library / Collection Development Advisory
· Thursday, Feb. 19 (snow date February 25)
· Friday, April 17
· Tuesday, June 16
· Monday, October 26
Continuing Education / Professional Development Advisory Committee:
· Friday, May 15
· Tuesday, September 15
For more information about the MHLS Advisory Committees, including their mission statements, members and past minutes go to midhudson.org à Contacts à Advisory Committees or get there directly at http://midhudson.org/mhls/committee/advisory.htm

2009 System Tour Dates:
Tuesday, May 19 & Wednesday, September 23
Each tour runs from 9:30am - 12:30pm beginning in the MHLS Auditorium. For more information and to register go to http://calendar.midhudson.org/

Resource Sharing & Millennium
Save the Dates!
o Create Lists for Beginners: Wednesday, January 21
o Advanced Create Lists: Tuesday, February 3
o Millennium Users Group: Thursday, February 12
o Millennium Customized Notices: Friday, March 27
o Millennium Statistics & Web Management Reports: Wednesday, April 8
Register online at http://calendar.midhudson.org/

Marketing, Advocacy & Funding
Reminder: New date for the Best Practices & Tips for an Annual Report to Your Community workshop with Rebekkah & Laurie:
Wednesday: January 14th from 1:00 - 3:00pm
Register online at http://calendar.midhudson.org/

Programming
MHLS Performers' Showcase: Looking for new performers to bring into your library? Look no further! The MHLS Youth Services Department Performers' Showcase on Friday, February 20th from 9:30am - 1:00pm in MHLS auditorium will offer member libraries an opportunity to preview a variety of acts suitable for programs for children and families. Each performer will have 10 minutes to demonstrate the essence of his/her act and many performers will remain throughout the program so library staff can talk to them about bookings. The performers this year will include: Storyteller, Clown, Magician, 2 Bands, 2 musicians, Science Stories, Poetry / writing workshop, Juggling, Wildlife Education and possibly a comic book guy. There will be flyers available from not only those performers at the Showcase but also others who are not taking part. Register for this program on the MHLS calendar at http://calendar.midhudson.org/
P.S. For those of you with children, feel free to bring them to the Showcase; the performers love to see kids in the audience and feel it enhances their performance, since that's their normal audience.

Administration & Management
Annual Statistical Report to NYS: Each library is required to do an annual statistical report online for the NYS Division of Library Development. All reports should be fully submitted by the end of Tuesday, February 17, 2009.

What do I need to do now?
Become familiar with the questions that will be asked on the annual report. There is a link on the home page of midhudson.org in the center to the instructions and questions, so you can see the kind of data you will be asked to report.

If your financial numbers are coming from someone other than you, we strongly suggest that you give that person a copy of the questions and instructions for their section now. That way they can give you back the info in the form you will need to use it in, rather than giving you a report that you have to interpret to make it match the questions on the report.

Directors who are new to submitting a NYS Annual Report online with Bibliostat software, or who want a hands-on refresher, should register for a session of the Annual Report Workshop for New Directors. Space is limited so register now to get your date of choice!
· Friday, January 23: 10am-noon
· Friday, January 23: 1pm-3pm
· Thursday, January 29: 10am-noon
· Thursday, February 5: 1pm-3pm
[Register online: http://calendar.midhudson.org/]

When will I be entering my data into the software?
The annual report software has not yet been turned on by the Division of Library Development. When it is ready for data entry we will send out a notice and add a login link to the center of our homepage. Usernames and passwords are the same from year to year.

Where will I get the data?
Most of the information will come from your library records (trustee info, program information, financial expenditures, etc.) Some of the information you need to report will be sent to you in the delivery in January in a manila envelope labeled "Library Director: Important Annual Report Information", including:
· Data for many of the Holdings & Circulation questions from Laurie Shedrick, who will get it from the Millennium system.
· Some financial information from the MHLS Business Office.

Who can I contact with questions?
· Usernames & passwords, software functionality issues & general questions: Lena Smolon (lsmolon@midhudson.org or x236)
· Millennium information: Laurie Shedrick (lshedrick@midhudson.org or x221)
· Info provided by MHLS Business Office: Doris Formby (dformby@midhudson.org or x210)
· General questions: Merribeth Advocate (madvocate@midhudson.org or x254)

When do I need to be finished?
Please have your report fully submitted by February 17. State funding (LLSA) is not released to any MHLS library until all MHLS annual reports are fully submitted.

Member Libraries are welcome to submit items of interest and job openings to the MHLS Bulletin: bulletin@midhudson.org. The MHLS Bulletin is available on line at http://midhudson.org/bulletins/main.htm.