Doc. #15-70 STLS TRUSTEE MEETING Tuesday, July 21st, 2015 - 2:00 pm Dundee Library, Dundee, NY AGENDA 1. Agenda Doc. #15-70 2. Approval of Minutes – June 2015 *FOR APPROVAL Doc. #15-71 3. Treasurer’s Report – June 2015 *FOR APPROVAL Doc. #15-72 4. Financial Clerk’s Report – June 2015 *FOR APPROVAL Doc. #15-73 5 Quarterly Profit – Loss Statement – June 2015 *FOR APPROVAL Doc. #15-74 • Subject to corrections, above items may be approved without motion. COMMITTEE REPORTS 6. Executive Committee – Denise King 7. Negotiations Committee (Ad Hoc) – Maija DeRoche 8. Personnel & Policies Committee – Bonnie Weber & Sherry Collins Doc. #15-75 (Minutes) Doc. #15-76 (Purchasing Policy) 9. Finance & Facilities Committee – Pat Finnerty Doc. #15-77 (Minutes) 10. Public Relations Committee – Lynnette Decker 11. Foundation for Southern Tier Libraries – Bonnie Weber Doc. #15-78 (Minutes) BOARD ACTIONS 12. Approval of the Chartered Libraries Policy * FOR APPROVAL Doc. #15-79 Personnel & Policies Committee Recommendation: Approve the proposed Chartered Libraries Policy as presented by the Personnel & Policies Committee during the June 2015 Board of Trustees meeting. Move: ______________________ Second ____________________ Aye __________ Nay _________ Abstain ___________ Absent __________ Approved/Failed Discussion: 13. Approval of the STLS Meeting Room Policy * FOR APPROVAL Doc. #15-80 Personnel & Policies Committee Recommendation: Approve the proposed STLS Meeting Room Policy as presented by the Personnel & Policies Committee during the June 2015 Board of Trustees meeting. Move: ______________________ Second ____________________ Aye __________ Nay _________ Abstain ___________ Absent __________ Approved/Failed Discussion:
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Doc. #15-70
STLS TRUSTEE MEETING Tuesday, July 21st, 2015 - 2:00 pm
Dundee Library, Dundee, NY
AGENDA
1. Agenda Doc. #15-70
2. Approval of Minutes – June 2015 *FOR APPROVAL Doc. #15-71
3. Treasurer’s Report – June 2015 *FOR APPROVAL Doc. #15-72
5451 · Building Maintenance & Repairs 6,032 11,968
5452 · Capital Improvements 0 50,209
5453 · Mortgage Interest 0 0
5454 · Commercial Insurance 8,798 12,716
5471 · Vehicle Maintenance & Repairs 5,685 5,984
5473 · Vehicle Fuel 6,444 24,933
5474 · Vehicle Insurance 3,565 4,987
5475 · Vehicle Purchase 0 29,919
5490 · Grants 8,264 21,662
5977 · Contingency 0 0
Total Expense 689,889 1,643,573
Net Income -273,039 0.00
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Southern Tier Library System Personnel & Policies Committee Meeting
MINUTES
July 7th, 2015 at 12:00 pm STLS Headquarters / Painted Post, NY
Committee Members in Attendance: Bonnie Weber (Co-Chair), Richard Ahola, Denise King
Bonnie Weber called the meeting to order at 12:03 pm I. Discuss Purchasing Policy
Committee members reviewed the revisions of the Purchasing Policy as presented by the
Finance & Facilities Committee. The P&P Committee agreed the revisions reflected current
practice and read-well to be presented to the full Board of Trustees for review. B. Weber
indicated to B. Hildreth the revised policy should be included with the July board meeting
packet.
II. Executive Director’s Performance Evaluation
B. Weber asked B. Hildreth to present potential objectives for the 2015-2016 Executive
Director’s performance evaluation. B. Hildreth presented three potential objectives, but
also indicated objectives might need to be considered from this year’s Executive Director’s
Survey from member library directors. Committee members thanked B. Hildreth for the
proposed objectives, and agreed the objectives could be more clearly defined in September
following the 2014-2015 Executive Director’s performance evaluation.
The Committee went into Executive Session at 12:35 pm to discuss Personnel Matters
pertaining to the Executive Director’s 2014-2015 Performance Evaluation. B. Hildreth
recused himself from the meeting.
The Committee came out of Executive Session at 1:30 pm. The meeting was adjourned
following the Executive Session.
Respectfully submitted by:
Brian M. Hildreth, Executive Director
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SOUTHERN TIER LIBRARY SYSTEM PURCHASING POLICY
Mod 4 July 1, 2015 APPLIES TO: STLS Board of Trustees; STLS Employees REFERENCES: NYS Municipal Law, Article 5 (A) Section 103 and Section 104-b STLS Authority of the Board Policy STLS Conflict of Interest Policy It is the policy of the Southern Tier Library System (STLS) to obtain the maximum practical value when purchasing goods and services required for the effective operation of the organization consistent with the provisions of this policy, standard business practices and in accordance with applicable laws and statutes. STLS requires competitive bids for certain items and services to keep costs at a minimum; to give interested, qualified suppliers an equal opportunity to supply goods and services to STLS; and, to guard against favoritism, extravagance and fraud, waste and abuse. This policy sets forth the provisions to ensure compliance with applicable NYS General Municipal Law and STLS policies. STLS is a cooperative library system. It is neither a political subdivision nor a district thereof and is not subject to General Municipal Law except when purchasing for a member library that must comply with New York State statutes. Purchased Items – Purchased items include all goods and services obtained using STLS funds except the following: postage, travel, utilities, and loans. All purchased actions over $25.00 $50.00 (twenty-five dollars) (fifty dollars) in value will require a purchase order issued by the business office. Insurance and legal and professional services do not require issuance of a purchase order but will follow competition guidelines below. Authorization to Commit Funds and Sign Purchase Orders - The authorization to commit funds is described in the STLS Authority of the Board Policy, Commitment of Funds section. Purchase orders may be signed by the Executive Director or his/her designee. Competition Guidelines Formal Bids - When STLS executes procurement actions for member libraries that are required to comply with New York State Purchasing regulations, all purchasing actions will be in accordance with applicable New York State Municipal Law. When STLS executes procurement actions for itself or member libraries that are not required to comply with New York State Purchasing regulations, the following shall apply. All contracts for public works involving an expenditure of more than $35,000.00 (thirty-five thousand dollars) and all purchase contracts involving an expenditure of more than $20,000.00 (twenty thousand dollars) will be awarded based on best value resulting from responses from responsible suppliers to a written Request for Proposal or Request for Quote. STLS will issue a Request for Proposal or Request for Quotation as a basis for awards for professional services and insurance. Exceptions to the requirement for a formal bid or proposal are the
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same as described in Section 103 of NYS Municipal Law Article 5 (a). Other Purchases - Purchases up to $1500.00 (one thousand five hundred dollars) in value do not require competitive quotes and may be justified by catalog/retail pricing. Purchases from $1500.00 (one thousand five hundred dollars) to $3000.00 (three thousand dollars) require quotes from at least two qualified suppliers. Purchases over $3000.00 (three thousand dollars) require written quotations from at least three qualified suppliers. Purchases may not be fragmented to avoid higher approval authorities. Single and Sole Source Purchases – Single source purchases are allowed. Single source purchases are those in which other qualified sources may be available but competition would not be beneficial because of prior agreements or technical considerations. Sole source purchases are those in which there are no other qualified suppliers. In the absence of competition, reasonable attempts to negotiate fair and reasonable pricing are required. Purchase Order Documentation – A file that includes a copy of the purchase order, records of quotes/bids, price analysis, packing slip, invoice, vendor claim form and approval stamp, and check or voucher number will be established for each purchase order issued and filed in accordance with established procedures. If it is a sole or single source procurement or the low bidder is not chosen, adequate justification for price paid is required. Receipt of Goods and Services – Receipt of goods and services will be verified in writing by a staff person other than the originator of the purchase. Services provided will be monitored by a staff person to ensure that contractual agreements are met. Inspection – To ensure compliance with purchase order requirements, goods and services received will be inspected or verified by the originator of the request and results documented in the purchase order file. Supplier Qualification – Reasonable efforts will be made to ensure suppliers providing goods and services to STLS are qualified and reputable. It is STLS policy to purchase goods and services from qualified local sources when prices are fair and reasonable. Sales Tax Exemption – STLS is not required to pay NY state and local sales tax on purchased items. Ethical Practices and Conflict of Interest – Individuals purchasing goods and services must conduct business in a professional manner and qualified vendors must be given an equal opportunity to compete for STLS business. Purchasing decisions should be made with integrity and objectivity, free from any personal bias or benefit. The STLS Conflict of Interest Policy provides specific guidelines regarding gifts and gratuities and STLS persons holding interests in suppliers doing business with STLS. Employees who would benefit financially from a given prospective supplier selling goods or services to STLS may not participate in the supplier selection process.
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Unauthorized Purchases – No individual may commit STLS funds without proper authorization. Responsibility – The Executive Director of STLS has overall responsibility for purchasing for STLS and for implementing effective procedures that comply with the requirements of this policy and demonstrate effective internal controls.
Adopted by the STLS Board of Trustees September 20, 2011
Southern Tier Library System
Finance and Facilities Committee Meeting July 1, 2015
Present: Pat Finnerty, Cindy Emmer, Al Yanda, and Denise King Signage The committee reviewed an e-mail from Brian and the accompanying STLS signage proposal from Marc Rubin Associates. On motion by Al Yanda and second by Cindy Emmer, the motion was passed to recommend to the full board the approval of the Marc Rubin Associates proposal and approval to expend the necessary funds as proposed by the Brian. The committee also will request a clarification from Brian whether this was part of the original contract with Marc Rubin and Associates. Policies Review The committee completed the review of the Purchasing policy and upon motion by Al Yanda and second by Cindy Emmer to do so, the Treasurer will forward the completed version to the Personnel and Policies Committee. The committee began review of the Finance Policy and the Authority of the Board Policy. Responsibility for reviewing bank reconciliations After discussion about what is needed for oversight of financial transactions, Pat Finnerty agreed to contact Kathy Stickler of Mengel, Metzger and Barr to discuss what is necessary. Next Finance and Facilities meeting September 2 at 2:30 at STLS
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Minutes July 1, 2015
STLS Conference Room Present: Peter Gamba, Paul Webster, Denise King, Bonnie Weber, Suzanne Blowers, Judy Phillips, Phil Archer. Minutes were approved with the following corrections: Balance in treasury is $9948.93 and next meeting will be July 1, 2015. Moved by Suzanne, 2nd by Bonnie. Passed unanimously. Reviewed financials for for May 2015. Copy attached. Paid all bills, all checks cashed. Balance to date is $10,020.18. Motion by Phil, 2nd by Suzanne to accept. Passed unanimously.. Committee discussed those to be invited to strategy session on September 24, from 9AM to 3:30PM at the STLS headquarters in Coopers Plains. The following is a list of names to be considered. Each member will submit addresses to Brian for use in letter. Brian also has a list of names to be included. DENISE: JERRY KEELER JOE CAPARULO SANDRA KEITH RICK ROBERTS VALERIE ROSBAUGH BARBARA POWELL BONNIE; RUSTY NANCY ANDREWS MARY BACALIS PAM BUMP CAROLINE MILLER KATHRYN MEAD ELLEN O’HARE JANE JAMISON KEVIN WILLIAMS LINDA CARL PETER MORGAN BROWN KEUKA COLLEGE REP SANDY PEEL CAROL OSWALD PHIL FRED SPRINGER TONY VICKIO PHIL BARNES JUDY GAIL FELLI
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There will be a meeting August 11, 10Am to draft the letter to be sent to each potential member. Input will be sought from Dale re: bio of Mike McDonald, goals to be achieved, mention of short term commitment, accomplishments to date. Bonnie, Denise and Judy have committed to this work session, other members are encouraged to join them. The letter will be mailed by August 24. 2 weeks after the letter is sent each member will follow up with pho9ne calls. Judy will contact Dale for input. Other business: LTA is having a Regional institute in Hammondsport on July 13, aimed at trustees. Starts at 4PM, with sessions until 8PM. Denise reported that the STLS branding is internal at this time. Denise will handle publicity for the Foundation. Peter brought up the tax cap and felt that it will have a significant impact on Libraries. Asked if it would be possible to get some information on this. Next meeting will be in October unless a special need arises. There being no further business the meeting was adjourned at 5:10PM Judy Phillips Secretary Pro Tem
Chartered Public Libraries Policy Guidelines for Established Reading Centers
APPLIES TO: Established Reading Centers in STLS Service Region
The Southern Tier Library System, a regional consortium of chartered public libraries, works in partnership with its members to support and strengthen them through clearly defined, cost-effective services that make possible the coordination and sharing of resources, enabling all individuals in the five-county region to have equal access to excellent library services. The intent of this document is to assist reading centers identify with public library best practices, and strive for standards set by the field of public librarianship. In order to apply fair and equitable practices to all chartered public libraries, the STLS Board of Trustees has created formal requirements for services to the established reading centers of Arkport, Greenwood, Hector, Middlesex and Rushville. In these days of transparency and accountability, the System requires each Reading Center meet most Minimum Standards for Chartered Public Libraries. These standards, adopted by the NYS Education Department and Division for Library Development in 1994 require that all libraries:
have a Board of Trustees of at least three (3) members;
have Board of Trustees’ meetings at least four (4) times a year;
be governed by written By-Laws which outline the responsibilities and procedures of the Reading Center Board of Trustees;
has Board-approved written policies for the operation of the Reading Center and oversight of its finances;
has a Board-approved, written Long Range Plan of Service;
presents a written budget annually to the appropriate funding agencies which would
enable the Reading Center to meet or exceed these standards, and carry out its Long
Range Plan of Service;
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annually present a narrative report to the community on the Reading Center’s progress
toward meeting its goals and objectives, as well as a statistical report to the Southern
Tier Library System;
periodically evaluates the effectiveness of the Reading Center’s collection and services
in meeting community needs;
maintains a facility adequate to meet community needs, including adequate space,
lighting, shelving, seating, and a restroom;
compiles and maintains regular library records;
maintains its collection with standard library classification and arrangement;
provides equipment and connections to meet community needs including, but not
limited to telephone, photocopier, telefacsimile capability, and microcomputer or
terminal with printer to provide access to other library catalogs and other electronic
information;
distributes printed information listing the library's hours open, borrowing rules, services,
location and phone number.
In addition, each STLS reading center must provide its community with:
a Reading Center Director hired (implies paid) and trained in local library practices;
open at least 12 regularly scheduled hours per week all year
Any Reading Center not meeting the requirements of this policy within three years will be placed on probationary status. Should the condition continue, STLS will withdraw its services from Reading Centers.
Communities wishing to create a reading center are ineligible for services from Southern Tier Library System. STLS will partner with local communities to create a new chartered public library under the Board of Regents. Charter applications for public libraries must meet all criteria outlined by the Board of Regents.
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Southern Tier Library System will work with all reading centers to apply for, and leverage sustainable funds to provide services aligning with public library best practices. Reading centers will need to work within the scope of Minimum Standards for Public Libraries, chartered service areas and mechanisms prescribed in NYS Education Law to become chartered entities within five (5) years.
Adopted by STLS Board of Trustees mm/dd/yyyy
SOUTHERN TIER LIBRARY SYSTEM
MEETING ROOM POLICY
APPLIES TO: Board of Trustees, Staff, and Member Libraries The Southern Tier Library System maintains a meeting room for use by its Board members, staff and member libraries. The meeting room is not available for community groups or open to the general public. Adopted by the STLS Board of Trustees mm/dd/yyyy
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2015-2016 Construction Grant Awards
Member Library & System Allocations
2015-2016 Applicant Eligible Costs
Matching Funds Requested
Amount Recommended Project description
Canaseraga $ 22,698.00 75% $ 17,023.50 Young Adult Space - Renovation of and access to (new staircase and chair lift) 250 sq ft second floor space in library.
CCLD $ 305,000.00 75% $ 101,763.68 New chiller. Bid is estimate not from vendor but from engineering firm assumptions
Cohocton $ 10,276.62 75% $ 7,707.47 Replace & relocate old furnace to increase efficiency, access and patron comfort
Fillmore $ 371,022.00 75% $ 101,763.68 New library building plus circulation desk purchase and construction
Savona $ 17,240.00 75% $ -
HVAC system to meeting house building (not currently used as the library); Internet connection to allow for library use. Previous projects cannot be funded multiple years.
STLS $ 70,056.00 50% $ 35,028.00 Dark Fiber connections for Canisteo, Cohocton, CCLD, Jasper, Montour Falls and Watkins Glen libraries.
Wellsville $ 458,159.00 75% $ 101,763.68 Whole building HVAC energy efficiency improvements
Totals $ 1,254,451.62 $ 999,575.47 $ 365,050.00
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Southern Tier Library System Monthly System Management Team & Divisional Reports
July 21st, 2015
Office of the Executive Director by Brian Hildreth, Executive Director Division of Library Sustainability and System Resources
The Executive Director’s office spent the months of June and July participating in the following activities:
Attended Construction Aid Review Committee presentations on June 23rd. Attended Board Meeting at Montour Falls Library to discuss Sustainable Funding Module,
and briefly present Policy Development Worksheet for Library Boards on June 24th. Attended Village of Alfred Planning Committee meeting to discuss the connection of STN
dark fiber to Alfred Box of Books Library. Vacation from June 29th through July 3rd. Participated in Conference Call with LTA CE Workshop Planning Committee on July 8th. Visited Hammondsport Library to discuss STN dark fiber connectivity and plan for LTA CE
Workshop. Hosted LTA-STLS Continuing Crucial Connections Workshop at Hammondsport Library on
July 13th. Attended STLS Board committee meetings, PULISDO conference calls, NYLA Council
conference calls, Public Libraries Section - NYLA conference calls. Met with Jeff Gasper, ECC Technologies and Ken Behn, STLS Assistant Director Head of IT to
discuss dark fiber connectivity to 9 member library outlets on July 14th. Visited Avoca Free Library to discuss board development with Board of Trustees on July
16th.
Member Services by Margo Gustina, Member Services Consultant Division of Library Sustainability and System Resources
Annual Reports are done! Expanding Community Education through Libraries (ExCEL) round one is done! Construction Aid applications have begun and our libraries are prepared. In June, I met with two boards, performed two whole day training sessions, applied for two scholarships for NYLA initiatives, did one on one training with two directors on website issues, visited two libraries for STLS Library Appreciation Week (Penn Yan & Andover) and assisted six libraries with the Construction Aid process.
ExCEL: Every participant is required to contact me when they schedule a digital literacy workshop based on the work they did as part of the ExCEL program. Savona is the first, with a tablet tools program coming up in July. Candy will follow-up with me on the community outcomes achieved next month.
STLS Appreciation Week: Both Angela (Penn Yan) and Linda (Andover) mentioned the importance of high-touch training and conversation to their practice and the desire to see STLS be in member libraries more often.
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Professional Development and Outreach by Al Oliveras, Deputy Director Division of Professional Development and Library Outreach
On 6/12/2015 I attended South Central Regional Library Council’s (SCRLC’s) board retreat at the
Rakow Research Library in Corning NY. The retreat facilitator, David Campbell (Chair and
Associate Professor, Department of Public Administration at Binghamton University) reviewed the
results of a SCRLC board self-assessment (data was provided by board members via an online
survey). For more information on the free board assessment service, go to
https://www.boardcheckup.com/.
During the week of 6/22, I made visits to 5 member libraries in support of “Library Appreciation
Library and the David A. Howe Public Library). Information was collected from library directors
via a 5-question survey.
During the week of 7/6, Lorie and I distributed marketing materials to 3 member libraries (Cuba
Circulating Library, Cohocton Public Library and Alfred Box of Books Library). The materials,
which include an easel backed sign and shelf talkers, will be used to increase awareness of the
availability of large print materials within member libraries.
Youth Services & Interlibrary Loan
by Lorie Brown, Youth Service Consultant and Head of ILL
Division of Professional Development and Library Outreach
Library Appreciation Week
June marked the first, STLS Library Appreciation Week. Lorie partnered with Nicole Hann, Integrated Library Specialist, for library visits to the Jasper Free Library, the David A. Howe Library, Wellsville and the Wide Awake Club Library, Fillmore. Dorie Robinson, ILL/Circ Clerk, visited the Southeast Steuben County Library, Corning.
Dorie’s notes from her visit with the youth services’ staff at Corning are full of enthusiasm, appreciation and serious comments about their library’s needs, challenges and STLS’ ability to assist with those needs and challenges but also to broaden scope of library services to all libraries in the system.
For Lorie, visiting libraries as a part of the STLS’ Library Appreciation Week put a different ‘spin’ on library visits as training and/or solutions for problems and issues were not on the agenda. As Nicole and I conversed with the separate library directors, it quickly became apparent that change was the over-riding theme of the day. The Jasper library staff seemed frustrated and concerned by the lack of foot traffic and, consequently, circulation at their library. They are taking modest steps to embrace solutions such as plans to organize community meetings (focus groups) that will allow
the library to reconnect with their community. For Jasper staff, change is challenging and, perhaps, just a bit threatening. Our visit to the Wellsville library (with whom we did not ask the STLS staff survey questions as another staff member was visiting for that purpose) was centered on a library tour. Nicole and I had never truly ‘seen’ the entire library—what a wonderful building! But, our conversation with our tour guide, library director, Michele LaVoie, still revealed the theme of change. Changes at Wellsville include new staff, moves in location of various segments of the collection—large print etc. and the long-range plans for creating a maker space. For Wellsville staff, change is happening. Change is what it is. And, for them, change seems to be a bit of a double-edged sword. Our final visit ended our system tour on a high note! The Fillmore library’s whole focus is CHANGE with capital letters. They break ground for a new building in July with the expectation of being in their new facility before winter! So many of their challenges will be solved within a few short months. Change for the Fillmore library staff is an opportunity and a long-sought goal. Their excitement is almost palatable!
Allegany County Directors Association
Lorie had the opportunity to attend and to present a short program at the Allegany County Directors Assn’s June meeting. It was wonderful to see directors of small libraries in our system brainstorm, share, learn from each other (and, from me) in a respectful and congenial forum. My short presentation was on web resources (such as blogs etc) for library programs with a brief mention of simple ways to monitor new posts on pertinent topics.
Youth Services FLASH etc.
Youth Services is connecting with member library staff serving youth in new ways. An ePush of information began with the Youth Services FLASH (Just a FLASH of insights, ideas and news for you…..) just about a year ago. These e-mails of 3-5 sound bites of library-related, and most importantly, youth services-related information have been well-received by member library staff. Looking for more varied ways to share information with library staff in a wider variety of places has led to changing the way in which the FLASH is formatted and path through which it is delivered to staff’s inboxes. The FLASH has been re-formatted is distributed via Constant Contact. This makes for a ‘prettier’ and bit more polished document with the added benefit of being able to post, relatively effortlessly, to STLS’ additional web platforms of Facebook and Twitter. (Postings to FB and Twitter are features that will be added to FLASH posts in late July.) The FLASH and other info will also be posted/archived on the Youth Services blog (http://www.stls.org/category/youth-services/). Feedback from member library staff: Hope Decker, Cohocton Public Library—“ I love the new look of Youth Services Flash! Great info as always, now really easy to read.” Janet Ackerman, CCLD-Steele Memorial—“ Just a thanks for sending these FLASHES....ideas, insights, and bottom line advice for our busy children's Departments. Kudos and keep them coming!”
Better services via organizational and other clerical tasks
Other activities continue to be random organizational tasks—better labeling of dies for AccuCut dies; (along with Al Oliveras) weeding the STLS Consultants Collection, ensuring that library staff understand the most effective way to place holds on STLS Programming Aids, continuing to work on custom holdings in OCLC.
Information Technology by Ken Behn, Assistant Director
Division of Information Technology
The month of June had 186 Help Desk Requests submitted. After hours or urgent support was provided 25 times and 11 visits to libraries were made.
IT staff attended a Meraki wireless and networking configuration workshop, the NYS Technology Summit and the NYS Broadband Conference. Met with Teracai to discuss equipment needed for dark fiber and arranged for equipment demos. Attended a SirsiDynix ILS security webinar. Installed upgrades and patches on STLS Windows servers. Worked on API projects in Symphony for member library patron weeding projects. Worked on supporting documentation for our e-rate applications.