Present: Merribeth Advocate (MHLS), Carol Donick (Garrison); Linda Duebert (Coxsackie); Jody Ford (Stone Ridge), Sue Hermans (Central Reference Library Services Coordinator), Kathleen McLaughlin (Putnam Valley); Joanne Meyer (Rhinecliff); Rebekkah Smith (MHLS), Ellen Tannenbaum (Dover Plains)

Review 2003 offerings:

• M. Advocate reported on the 2003 offerings using the NYS categories for CE used in the system's Annual Report. Reports have been sent out to each library citing their attendance for 2003. MHLS will continue to send thank you letters to libraries that host MHLS events. The survey responses from libraries willing to provide space for MHLS trainings have been collated into a binder for system staff to use in order to offer training in geographically balanced way throughout the system - staff has found this very helpful in planning training.
• M. Advocate shared the Book Discussion Workshop evaluation summary in the format requested by the committee. The committee approved of the format and asked for all future summaries to come to them in this format.
• S. Hermans reported to the committee about the on-site trainings done in 2003 - customer service and database training.

Potential workshop/user group topics for 2004: M. Advocate shared a document that lists what has been requested for CE this year from MHLS; the SENYLRC 2004 offerings; and Sue Hermans list of on-site training opportunities for 2004. Discussed potential events for 2004, keeping in mind what staff of all kinds would want training on during the year

• Discussion about how to create a culture of "transferring knowledge" (sharing info) from those who attend trainings to those who are unable to. (See Action 1)
• Committee agreed that some topics could be offered prior to the start of DA meetings. Around 20 minutes in length. The committee identified potential topics from the list provided to use for this purpose. MHLS staff will pursue. (See Action 2)
• M. Advocate described the "Summer Rerun Series" for 2004, this will be repeat workshops that were very popular, in order to reach new staff or staff that missed the opportunity the first time around: Data Entry and Circulation Essentials; Disaster Preparedness; and Electronic Resources @Your Library.
• In the area of "special client populations" - L. Deubert expressed the need to attract special client populations is more relevant to most MHLS libraries than dealing with them at this point. The committee decided against the LAMA institute in this area, feeling it was not needed yet.
• Discussion about a potential space planning workshop highlighted the need for the presenter to tailor the workshop to existing spaces and furnishings if possible.
• Members were enthusiastic about S. Hermans on-site training topics for 2004. S. Hermans assured the committee that she will develop new database trainings if any new databases are purchased system-wide. Committee asked her to include the Census tutorial in her on-site offerings. (See Action 3)
• Discussed having Sandra Nelson come and do a full day workshop on Management Skills for Librarians. It would cost around $3,000. The committee was in favor of pursuing this program.
• The Book Discussion Program evaluations revealed comments that some people would like to have this repeated. The committee felt this could be offered in an upcoming year, but not so soon after last year's.
• The committee decided that if a presenter has a fee that is over the honorarium agreed upon by the committee ($100 per contact hour) then they will consider charging members to attend.
• The Friends Group event was discussed, the committee decided that the event should be targeted to Friends as a thank you event, and at the same time, giving them the opportunity to network with each other on specific topics (such as re-energizing a group; fundraising; relationship with the library board; longevity).
• The committee decided to continue the practice of charging out-of-system participants that attend MHLS sponsored events. The committee decided to leave the decision to system staff regarding when to post MHLS events to the SENYLRC calendar.

Print Materials:

• Did you find everything? Posters - committee approved this for distribution. Each library is eligible to receive one of each format (poster and stand-up sign), upon request through a form on the web site. If they would like more, they can purchase them from the MHLS Print Services Department.
• HomeACCESS brochure - the committee approved the brochure, with minor grammatical changes. System staff will send one brochure to each library and ask directors to order the number of brochures they'd like through the web site. L. Deubert reminded the committee that this is a great advocacy tool since the NOVEL databases are being threatened by lack of funding from NYS. R. Smith will incorporate a line about NOVEL into the brochure. (See Action 4)

MHLS electronic discussion list: The committee discussed the questions raised by the Director's Association related to subscription procedures to the MHLS LIB_LIST.

• Optimal number of lists was discussed. Committee reviewed the MHLS past of several separate lists, all but one failed from non-use.
• Committee discussed Director's only list. Felt issues for private discussion would be better through a personal e-mail list or a phone call.
• A draft posting policy was created (see Action 5)
• Committee suggested that list subscribers must be member library staff or trustees, pertinent postings from other lists should be posted by MHLS staff, identification of poster and subject of posting is important.
• The committee suggested the subscription procedure (see Action 6) include:
  • Getting the name, position and library of the applicant
  • Verifying by phone with the director
  • Library director notifies MHLS when a subscribing employee leaves their library

Explore chat or conference call alternatives to meetings: The committee will be testing a trial conference call set-up. More information will be e-mailed to the committee.

Report to DA

1. Discussed potential events for 2004, keeping in mind what staff of all kinds would want training on during the year.
2. Posters will be available for each library, with the message "Did you find everything you were looking for? If not, please ask us - we're here to help," to display on the back of the exit door and to stand by the OPAC. Information will be sent to each library about requesting their copy.
3. Committee reviewed new brochures which promote HomeAccess. System staff will send one brochure to each library and ask directors to order the number of brochures they'd like through the web site.
4. MHLS electronic discussion list:
   • Optimal number of lists was discussed. Committee reviewed the MHLS past of several separate lists, all but one failed from non-use.
   • Committee discussed Director's only list. Felt issues for private discussion would be better through a personal e-mail list or a phone call.
   • A draft posting policy was created (attached to DA packet)
   • Committee suggested that list subscribers must be member library staff or trustees, pertinent postings from other lists should be posted by MHLS staff, identification of the person posting and subject of the posting is important.
   • The committee suggested MHLS staff investigate implementation of a new subscription policy which would include:
     • Getting the name, position and library of the applicant
     • Verifying by phone with the director
     • Library director notifies MHLS when a subscribing employee leaves their library

ACTIONS:

1. MHLS Staff will work to bring the idea of "transfer of knowledge" to all staff and trustee training.
2. MHLS will pursue a program on management skills for librarians done by Sandra Nelson.
3. S. Hermans will offer the Census tutorial on-site at libraries.
4. R. Smith will distribute the HomeACCESS brochure as discussed in a timely manner.
5. MHLS Staff will insure that the approved draft of the listserv posting policy will be added to the next DA packet.
6. MHLS Staff will investigate the implementation of a new subscription procedure for the listserv and sort out the people that are currently subscribed.

Handouts:
Advisory Committee Responsibilities
MHLS Workshops/User Groups Presented in 2003
Annual Report Categories for System CE
Libraries Trained by Central Reference Library Services Coordinator
Evaluation Summary: Book Discussion Group Workshop
Potential workshop/user group topics for 2004
SENYLRC Topics Proposed for Workshops/Programs in 2004
SENYLRC Leadership & Supervisory Development Program
21st Century Organizational Effectiveness
Understanding and Communicating with Culturally Diverse Communities
Sandra Nelson - Management Skills for Libraries
Current Post Policy for the MHLS_LIBLIST
Draft Posting Policy for the MHLS_LIBLIST

Next meeting: Wednesday, May 12th from 10:00am-12:30pm.
Agenda item: exploration of CE cost recovery.

Submitted by Rebekkah Smith, 2.12.04