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Trustee Resources
Winter 2001

Across the Board | Winter 2001 | Topic: Trustee Resources
The Mid-Hudson Library System's Quarterly Newsletter for Public Library Trustees

Trustee Services Available through the Mid-Hudson Library System
As a trustee you are important to the well-being of the Mid-Hudson Library System, and the System Board of Trustees has established a separate Board committee dedicated to trustee services as a way of underscoring that importance. The new committee has identified the following fundamental services that Mid-Hudson provides to member library trustees. For example, System staff are available to assist member library boards with routine clerical tasks on request: mailing assistance, typing, or phone calls. • MHLS maintains a database of all member library trustees. • MHLS Director for Administrative Services Fred Van Tassell assists library board treasurers with budget preparation, financial statements, and investment strategies. • System staff are available to answer questions and provide assistance on library issues including policy, technology, governance, construction, fundraising, etc. • A section of the MHLS web site is devoted to trustee concerns (see Resources at • MHLS provides workshops throughout the year on a number of topics that have an impact on trustees and their libraries. • Events such as the annual Presidents Forum provide an opportunity for Board presidents to network and discuss issues of importance to libraries and trustees in the Mid-Hudson service area. • Members of the Mid-Hudson Library System’s Board of Trustees conduct Board-to-Board visits. On request System staff and Board members will attend member library Board meetings and address such issues as construction, fundraising, capital campaign planning, community relations, and personnel issues. Across The Board, this very newsletter, is published four times a year to keep you informed in a timely way about System and statewide library activities. • Member library trustees are encouraged to join the MHLS Listserv—a great way for you to understand the context of many of the issues your libraries face. • To contact MHLS staff, use the directory at

Managing Library Building Projects: From Identifying the Need to Post-Occupancy Evaluation | March 26th | 9 A.M.–5 P.M.
WHERE | Mid-Hudson Library System Auditorium. FEE | $75 for Mid-Hudson Library System member library staff and trustees, and $95 for all others. Lunch is included in the fee. This one-day workshop will provide models and practical advice for academic and public librarians considering a library building project. The workshop will provide the tools to determine if a building project is needed and tips on its management, outline the alternatives available to meet the need, and list the action steps required to implement the selected alternative. Three case studies from recent library projects will illustrate alternatives, the components of a library building program, and the steps in the design process. The workshop will also enable participants to identify the key players involved in a building project—their roles, and their different goals and objectives—and why there may be possible areas of conflict in what at times is a highly political process. The workshop will address the role of the library building program in shaping the services offered by the library, as well as defining the physical building. A detailed overview of programming will be presented, and a case study will illustrate how a program is turned into a schematic design that visualizes how the building will look and function. The Institute will feature a mix of lecture, slide presentation, case studies, and small-group discussions. PRESENTER | William W. Sanwald, Assistant to the City Manager and Manager of Library Design and Development for the City of San Diego, has delivered papers at national and international conferences, and is the author of ALA’s Checklist of Library Building Considerations, now in its third edition. WORKSHOP OVERVIEW | “Library Needs: Indicators of Dissatisfaction” • Library-Needs Exercise • Role of Library Committees and Constituency • Case Studies Showing Project Alternatives • Refurbishment and/or Renovation • Expansion • New Construction • Implementing the Selected Alternative • Library Building Programs • Building Program to Conceptual Design, slide show • Schematic Design Alternatives • Design Development, Working Drawings & Specifications, Construction • Questions, Comments, and Wrap-up. REGISTRATION | Send the following information to Merribeth Advocate, Continuing Education Coordinator, Mid-Hudson Library System, 103 Market Street, Poughkeepsie, New York 12601: A check made out to the Mid-Hudson Library System, the names of attendees, their library affiliation, and a phone number and e-mail contact for confirmation. Registration deadline is March 13, 2001. For more information, you may contact Merribeth at 845.471.6060 ext. 254 or by e-mail to Since we have had a lot of interest from outside the System, we strongly suggest that you register by March 1st to guarantee your spot(s). Registrations received after March 1st cannot be guaranteed a space.

Achieving Excellence in Governance Series | March
WHERE | Poughkeepsie Grand Hotel (formerly the Sheraton) Civic Center. FEE | None (but you must register as a member of the Mid-Hudson Library System). A great, nocost
opportunity is available for library board members. The New York State Office of Alcoholism and Substance Abuse Services (OASAS) together with the State Board Training Consortium (SBTC) has launched a new statewide training program for individuals who serve on the boards of directors of nonprofit agencies. The series consists of six core workshops: “Duties and Responsibilities of Nonprofit Boards,” March 29th, 1–4 P.M. • “Understanding Your Legal Obligations as a Nonprofit Board Member,” March 29th, 1–4 P.M. or 5:30–8:30 P.M.; also March 31st, 9 A.M.–NOON • “Developing a Fiscally Accountable Nonprofit Board,” March 30th, 9 A.M.–NOON • “Nonprofit Accounting Basics for Board Members,” March 29th, 5:30–8:30 P.M. • “Fund Development for Nonprofit Boards,” March 30th, 1–4 P.M. • “Human Resource Issues for Nonprofit Boards,” March 30th, 1–4 P.M. and March 31st, 1–4 P.M. You may call 518.434.9194 ext. 109 or email to To be eligible to attend, you must register as a member of the Mid-Hudson Library System.

There’s $$ Out There for You | Writing Personal Grants
WHO | Presented by the Capital District Business Librarians Group WHEN | Tuesday, March 6th, 1:00 P.M.–4:30 P.M. WHERE William K. Sanford Town Library, 629
Albany-Shaker Road, Loudonville, New York, 518.458.9274. This workshop addresses where to apply for a grant, how to draft a winning proposal, and creative strategies for the process. Lead by Carol Anne Germain and Gerald Burke from the University at Albany, this afternoon workshop will take the mystery out of grant writing. Preregistration is required. Provide the following information and a check for $5 by March 1st: Name, Organization, E-mail/Voicemail. Return the completed registration information with fee by March 1st to: Pat Markley, Siena College Library, Siena College, Route 9, Loudonville, New York 12211; E-mail: or voicemail: 518.783.4196. Please make checks payable to CDLC.

Resource & Fund Development | A Series of Training Workshops | March through June
This series is presented by the Leadership & Management Institute of the Council of Community Services of NYS, Inc. • The Fund Development Plan, March 6th or March 9th • The Board’s Role in Fund Development & Successful Solicitation Strategies, March 13th • Enhancing Your Annual Fund Campaign, April 3rd • Cost-Effective Special Events, April 10th • Going for the Major Gift: April 24th • Launching A Successful Capital Campaign, May 8th • Grant Writing, May 22nd • Planned Giving & Endowments, June 5th COST | Non-member agencies | $50 per workshop or $185 per series; Council Member Agencies | $35 per workshop or $125 per series. All workshops will be held at the CCSNYS offices at 200 Henry Johnson Boulevard in Albany. Registration information is available from Rebekkah Smith, MHLS Coordinator of Member Information (ext. 39 or or call CCSNYS at 518.434.9194.

Mid-Hudson Library System Tour | April 24th
The next System tour and orientation for new directors, staff, and trustees is April 24th. Anyone who has not participated in a Mid-Hudson orientation is encouraged to signup with Peggy Winn at 845.471.6060 ext. 216. Begin the day at noon as our guests for lunch, followed by a tour of the System’s service center and the Adriance Memorial Library, central reference library for the Mid-Hudson Library System.

New York State Association of Library Boards (NYSALB) Trustee Institute | Friday, May 4th & Saturday, May 5th
WHERE | Holiday Inn, Kingston, New York. FEE | Non-member: $55; Member: $45. Register before April 1st and save $10 off the fee. The Friday dinner is an additional $25. Friday evening dinner participants will have the opportunity to network with trustees from libraries of all sizes. Attendees from previous years were so enthusiastic about this part of the program that the opportunity is being offered again. This is a time to share your successes and to learn how other trustees handle library problems, programs, and activities. Saturday’s program includes a general session on Trusteeship for all participants on the importance of being a pro-active trustee-advocate, followed by a choice between two morning workshops: “Library Construction and Renovation” or “e-Books and Other Electronic Technology.” Suzanne Pfister, experienced library advocate and professional lobbyist from Phoenix, Arizona will be the keynote speaker at the closing luncheon. Her presentation is chock-full of lobbying tips. If you are not on NYSALB’s mailing list and would like registration information, call 518.286.2150.

MHLS Trustee Training Sessions | June
WHEN | Saturday, June 2nd, 10 A.M.–NOON WHERE | Hudson Area Library WHEN Wednesday, June 6th, 6–8 P.M. WHERE MHLS Auditorium WHEN | Saturday, June 9th, 10 A.M.–NOON WHERE | Kingston Area Library WHEN |Tuesday, June 12th, 6–8 P.M. WHERE | Mahopac Library. These sessions are designed to educate public library trustees in two areas: (1) The background and structure of libraries in New York; (2) The roles and functions of a board. The Mid-Hudson Library System is offering a $100 incentive grant to libraries if at least one of their trustees attends a Trustee Training sessions. The System will mail checks based on attendance. To register contact Merribeth Advocate, Continuing Education Coordinator, at 845.471.6060 ext. 254 or by e-mail to Directions to the Mid-Hudson Library System are available at


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