Present: M. Advocate, S. Alderdice, J. Cohen, L. Duebert, W. Fuller, E. Tannenbaum, R. Smith, S. Hermans

• Minutes:
  Vote: 1st: S. Alderdice, 2nd: W. Fuller
  Discussion: Brief DA sessions: committee discussed resurrecting the DA "round robin," a question would be posed, such as "What do you include in your director's report to your board?," and each person responds on the spot, if they'd like to. The committee decided to pilot this at the next DA meeting.
  Passed unanimously
• Listservs (a.k.a electronic discussion list) (referred from DA): Committee discussed this issue at length, expressing the same security concern discussed by the committee at the February 12, 2004 meeting. In addition, as also expressed at the 2004 meeting, the committee felt that adding more segmented lists would create too many complications. The committee proposed the following to help directors manage messages from the MHLS List more efficiently:
  • The creation of subject headings for use in the subject line of all messages posted to the list, i.e. circulation, data entry, annual report, in the news, etc.
  • The creation of a print/online list of director email addresses be generated and matched up with information such as county, type of library, population size and the square footage of their building to help a director reach out to others who may be able to help with a specific question that they don't want to post to the full list.
  • Provide information for getting free email accounts for directors that do not have a separate email address from the general library email account.
  • Provide information about receiving messages in digest form from the MHLS List and for accessing/searching the archives of messages.
• Preview of Professional Development section of MHLS web site: Committee suggested adding resources to help explain civil service requirements by county, otherwise satisfied with the new format and content.
• Training for new member library staff: The committee brainstormed ideas for inclusion in an orientation curriculum for new member library staff. This orientation would be a two-hour workshop administered by MHLS staff, initially to be held at quarterly. Suggestions included:
  • Organization of the curriculum similar to that of Trustee Essentials - begin with the broad and work down to the more specific aspects of working in a library.
  • Structure of libraries in New York State
    • Role of the System/System Services
    • How libraries are funded
    • Relationship amongst member libraries
  • Resource Sharing
    • Importance of resource sharing
      • Card works at any member library/returns to any member library
    • Shared database issues
    • Catalog searching basics - awareness of different material types/items with similar titles; patrons with similar names
      • How to properly ask a patron to refine their request
    • Exercises to work on upon return to the library
    • ILL "chain of request"
  • Brief Customer Service Concepts
    • Importance of privacy & confidentiality
    • When and how to refer a patron to a different staff person or resource (i.e. co-worker, director, another member library)
    • safety issues and how to deal with them - irate patron, threatening behavior, etc.
    • Referral for more in-depth customer service training to Central Reference Library Services Coordinator
  • Resources on MHLS web site
  • Concepts/foundation of public library service; why libraries are important
  • What they should make sure they know about their own library's policies and procedures.
  • Committee recommended a print version of orientation curriculum/tutorial for new staff included on the Professional Development web site.
• CE
  • Review of Evaluations:
    • Noted that holding a "northern" instance of the SRP workshop boosted attendance from Columbia and Greene Counties, and that this should be continued. There is a feeling that this is a general attendance trend.
    • Overall, it seems the topics presented were well received, committee felt that topics we've chosen were on target.
    • Committee agreed that it is valuable for board representatives and directors to attend the Executive Committee/Director's forum together. 50% of libraries in attendance at the 2005 forum did not attend in tandem.
    • Committee requested that MHLS explore the option of video taping the Performer's Showcase for 2006.
  • Upcoming CE
    • M. Advocate noted that MHLS staff has been able to get events in the online calendar at least 6 weeks prior to events to aid the advanced notification feature of the calendar.
  • New
    • Friends event: R. Smith proposed an event for Friends Groups. The committee recommended that the event be organized as a recognition event with opportunities to learn from other Friends present; that basic resources introduced like how to apply for tax exemption and the FOLUSA web site; that it be held on an evening in the fall of this year.
    • Construction workshop: R. Smith proposed brining in Paul Mays of Butler Rowland Mays architectural firm to do a workshop on construction projects. Mr. Mays presented the NYLA Institute, "Blueprints for Success." The Committee was in favor of this.
      § Fundraising workshop: The committee discussed options for a fundraising workshop and agreed that focusing on starting and growing a capital fund would be helpful.
    • Legal issues: J. Cohen reported that at the request of director's attending the Working With Your Board series, MHLS has begun planning for a workshop that would educate director's about legal issues facing libraries. Jerry Nichols, former Suffolk Cooperative Library System director and current director of the Palmer Institute for Public Library Organization and Management would be the presenter.

ACTIONS:
1. The committee recommended the DA round robin be resurrected, a question will be brainstormed with the chair of the DA for the next DA meeting.
2. MHLS will develop subject headings for messages posted to the MHLS List.
3. MHLS will collect director email addresses at the next DA meeting to differentiate from general library email accounts currently on file.
4. MHLS will provide tips for obtaining a free email address/account.
5. MHLS will provide information on receiving messages from the MHLS List in digest format and for accessing/searching the list archives.
6. MHLS will add civil service requirement information by county to the new Professional Development section of the MHLS web site.
7. MHLS will explore the option of video taping the Performer's Showcase in 2006.
8. MHLS will work on brining the construction workshop to MHLS.
9. MHLS will organize a Friend recognition event for this fall.
10. MHLS will organize a Legal Issues workshop later this year.

Handouts:
· Evaluations Summaries: Accounting 101; Performer's Showcase; SRP Workshop North & South; Book Banquet
· Minutes from 2.17.05
· Workshop Notices: Interlibrary Loan Refresher; Providing Computer Training to Seniors; SEAL ILL System Refresher Class
· Advanced Certificate in Public Library Administration brochure

Next meeting: Friday, August 19th, 2006

Report to DA

1. The committee recommended leaving the current MHLS List (a.k.a electronic discussion list) as is and suggested the following be provided to help directors better manage the message load from the list:
   • The creation of subject headings for use in the subject line of all messages posted to the list, i.e. circulation, data entry, annual report, in the news, etc.
   • The creation of a print/online list of director email addresses be generated and matched up with information such as county, type of library, population size and the square footage of their building to help a director reach out to others who may be able to help with a specific question that they don't want to post to the full list.
   • Provide information for getting free email accounts for directors that do not have a separate email address from the general library email account.
   • Provide information about receiving messages in digest form from the MHLS List and for accessing/searching the archives of messages.
2. The committee reviewed the draft of the redesigned Professional Development section of the MHLS web site which will include upcoming local and regional workshops and training schedule; Training-on-Demand options; self-directed learning opportunities; competencies and civil service requirements; conferences and professional organization information; professional literature access; certificate programs; financial assistance resources; graduate school information and employment postings.
3. The committee gave input on the curriculum that will make up the orientation offered for new member library staff by MHLS.
4. Upcoming CE offerings:
   1. An event to recognize the importance of Friends Groups is being planned for the fall, MHLS hopes to have the new president of FOLUSA as a speaker.
   2. Capital Fund Development workshop
   3. Construction workshop
   4. Legal Issues presented by Jerry Nichols, former Suffolk Cooperative Library System director and current director of the Palmer Institute for Public Library Organization and Management would be the presenter.

Submitted by Rebekkah Smith/Merribeth Advocate, 5.18.05