Southern Tier Library System
Directors Advisory Council
October 28, 2014
Dormann Library, Bath
9:30 am – 11:00 am
Minutes
OLD BUSINESS
Standardization of Patron Library Cards & Checkout Limits
The Council discussed the two ILS policies they’d like to see standardized. Council members reported on discussions with member library constituents via email and phone conversation.
Karen McKerlie, Hope Decker and Barb Radigan said it was much more convenient to receive feedback from the members by splitting the libraries up representing a Service Population of
1,999 or less. Overall, member libraries’ feedback was impartial regarding the change to
Patron Library Cards & Checkout Limits. STLS Executive Director asked for the Council to draft a letter explaining the changes that STLS could send on the Council’s behalf. The letter could be sent the first quarter of 2015, and the changes could be implemented in conjunction.
Bylaws for DAC (Angela Gonzalez)
Angela Gonzalez presented a revised copy of the Proposed Bylaws as presented at June’s DAC
Meeting. A. Gonzalez explained she had taken into consideration all recommendations from the Council members. The Council reviewed the documents, and made some additional changes. One significant change for consideration was the name of the DAC’s name. STLS
Board President Denis King suggested the name be the Directors Advisory Council of STLS as opposed to Southern Tier Library System Directors Advisory Council. This name change would reflect the intent of the organization to exist as a separate, but yet partnering affiliation with
Southern Tier Library System. This would be the charge of the Council… an organization, which represents and speaks for member libraries to shape STLS services.
On a motion from Marsha Watson, and seconded by Barb Radigan… the Bylaws of the
Directors Advisory Council of STLS were unanimously approved.
DAC members furthered discussed the slate of officers for 2015. It was recommended Ron
Shaw, CCLD, serve as Chair, Hope Decker, Cohocton, serve as Vice-Chair, and Angela Gonzalez,
Penn Yan, serve as Secretary. The Council members approved the slate as presented. A.
Gonzalez said she would reach out to Ron Shaw to inform him of his new position on the DAC.
Expiring DAC Terms
B. Hildreth mentioned the expiring terms of Karen Deutsch, Sue Moyer, Harriet Eisman and
Pauline Emery. Based on the terms, seats would need to be filled for 2015. K. Deutsch mentioned she would retire in 2015, but would be willing to serve another term until that time. H. Eisman referenced the possibility of picking a new representative for her constituents.
A replacement would need to be found for Sue Moyer as she is unable to attend meeting consistently. Pauline Emery agreed to serve, or send Brad Turner in her place.

NEW BUSINESS
Policy for School District Holds
Marsha Watson discussed the concern over lending or holding library materials from other libraries for the purpose of filling school district reading lists. Teachers are utilizing library materials System-wide to place holds on multiple copies for the purpose of school district curriculum. Feedback was sought from other member libraries and their directors. Library directors agreed school districts should be accountable for providing teachers with ample copies as opposed to asking teachers to place holds for materials at other member libraries.
Member Libraries Following Loan Policies of Lending Libraries
DAC members discussed the procedures and protocol for handling loaning library materials specifically when the material is lost or damaged by the checkout libraries’ patron. It is understood loaning libraries can bill the checkout library for lost or damaged material. It is the checkout libraries’ responsibility to recoup charges from patron. The concern is some libraries uphold this protocol consistently while others do not. How does the DAC address this moving forward? Also part of this discussion was how to address library materials damaged in STLS delivery. Who should be responsible for damages? Loaning library, checkout library or
STLS?
Novelist and Central Library Funds
B. Hildreth reported the Central Library is reviewing the System-wide subscription to Novelist.
Currently usage of this database does not justify its cost. STLS will work with CCLD to determine the best possible replacement. Member libraries will be gaged regarding eResources and Central Library funding.
Patron Registration and Accurate Input of Data
The DAC briefly discussed this issue, and agreed the timing was good because of policy standardization. As libraries start to review patron records annually, input of data into patron records can be “cleaned-up”. B. Hildreth said accurate patron data will help Systemwide when issue new library cards, and avoiding duplicate users. It will also mitigate the number of record holders currently in the ILS. 200,000 plus library card holders in a region with a population equal the amount.
Proposed 2015 Schedule
DAC members agreed to set a schedule between October and January. The first meeting would be in March, but depending upon the schedule of the new officers.
Minutes respectfully submitted by:
Brian M .Hildreth, Executive Director
Southern Tier Library System

Director
Karen McKerlie
Hope Decker
Barb Radigan
Karen Deutsch
Sue Moyer
Harriet Eisman
Michelle LaVoie
Angela Gonzalez
Pauline Emery
Marsha Watson
Ronald Shaw
Southern Tier Library System
2014 Directors Advisory Council
Library
Branchport
Cohocton
Pulteney
Wayland
Scio
Watkins Glen
Wellsville
Penn Yan
County
Steuben
Steuben
Steuben
Steuben
Allegany
Schuyler
Allegany
Yates
Corning Steuben
Hammondsport Steuben
CCLD Chemung
Term Constituents
2013 – 2015 0 – 1,999
2014 – 2016 0 – 1,999
2014 – 2016 0 – 1,999
2012 – 2014 2,000 – 4,999
2012 – 2014 2,000 – 4,999
2012 – 2014 5,000 – 14,999
2014 – 2016 5,000 – 14,999
2013 – 2015 15,000 and over
2012 – 2014 15,000 - over
2013 – 2015 At-large
2014 – 2016 Central Library