Administration Department Who we are:

Eileen Acosta Communications Assistant 6 years

Dan Hulse Development Officer 35 years

Grace Riario Assistant Director and Outreach Coordinator 4 years

Robert Hubsher Executive Director 16 years

Ruth Daubenspeck Administrative Assistant 37 years

The Administration Department What we do:

FOR THE MEMBER LIBRARIES – Create, write, set-up, post to the RCLS website and,

when needed, print and distribute the following RCLS publications

- RCLS Weekly Memo

- RCLS Weekly Memo Highlights e-mail

- Trustee FYI (newsletter)

- RCLS Directory

- RCLS Highlights

- RCLS Statistics

Maintain and post to website the 55+ Resource Guide and Employment Resource Guide.

Coordinate, schedule and publicize events such as:

- NYLA Library Advocacy Day Motorcoaches

- RCLS Legislative Breakfast and Annual Meeting

The Administration Department What we do:

FOR THE MEMBER LIBRARIES (continued) – Act as a liaison between RCLS and local caterers, the motorcoach company and

local media for special events.

Maintain meeting room booking schedules. Prepare for meetings and workshops with refreshments, nametags, sign-in sheet, handouts and room arrangements. Take photographs of events. Compile program evaluations.

Prepare RCLS’ six regularly scheduled library advocacy press releases: National Library Week, National Children’s Book Week, Summer Reading Program, Library Card Sign-Up Month, Banned Books Week and Teen Read Week.

Create generic press releases for member libraries to customize and distribute for specific groups receiving national recognition such as Teen Tech Week, Women’s History Month, Black History Month, Hispanic Heritage Month, etc.

Research various online and print sources for grant opportunities for RCLS and member libraries.

Maintain RCLS Continuing Education hours for member library staff and issue a “Certificate of Completion” upon request.

The Administration Department What we do:

FOR THE MEMBER LIBRARIES (continued) – Update RCLS website. Assist others in use

of RCLS Web page.

Maintain mailing lists for:

- Directors

- Children’s Librarians

- Member Library Trustees

- Member Library Board Presidents

- Friends Groups

- New York State Library Systems

- Local News Media

Maintain online calendar.

Maintain library budget vote data spreadsheet.

Maintain member library board meeting schedule.

The Administration Department What we do:

FOR OTHER RCLS DEPARTMENTS – Answer main phone to RCLS, assist callers, or direct

calls. Change phone greeting as needed for delays and closings.

Greet visitors to RCLS.

Sort incoming mail. Take interlibrary loan materials to the garage for delivery to member libraries.

Prepare the Professional / Managerial Schedule and distribute to staff.

Prepare flyers, brochures, programs, bookmarks, bibliographies, certificates, labels, etc. for posting to the website and/or printing and distributing.

Prepare correspondence when necessary.

Assist in maintenance of professional collection.

Drive guest speakers to/from public transportation (airport, train station, etc.).

Organize and emcee the staff holiday party.

The Administration Department What we do:

FOR OTHER RCLS DEPARTMENTS (continued) – Summer Reading Program (SRP):

- Format reading lists for commercial printer.

- Compile statistics from surveys and evaluations for juvenile, young adult and adult programs.

- Collect member libraries’ SRP flyers for notebook.

- Distribute SRP materials (i.e. manuals, reading lists, stickers, promotional items) to member libraries.

Organize juvenile review books for previews sessions and distribute the books to member libraries.

Organize Youth Services Programmers’ Showcase.

Enter juvenile and young adult books to LibGuide for mock Newbery and Caldecott Award programs.

Maintain AccuCut die collection.

Maintain schedule and distribute youth periodicals to requesting libraries.

The Administration Department What we do:

FOR OTHER RCLS DEPARTMENTS (continued) – Schedule and circulate to the member libraries:

- Mobile Circ - STEM Kits (3Doodler, littleBits Electronics, Ozobot and WeDo

2.0 LEGO education). Maintain list of foreign authors and New York authors and illustrators

for juvenile and young adult books. Chair and record minutes for the Coordinated Outreach Services

Advisory Group (COSAG). Maintain the book consortium database for book discussions. Field

consortium requests. Maintain various LibGuides for Adult/Outreach services. Maintain meeting area bulletin board.

FOR THE EXEUCTIVE DIRECTOR – Attend Managers meetings and record the minutes. Assist with correspondence (letter, FAX, e-mail,

phone) and completing forms. Prepare routine correspondence such as:

- Welcome letter to new Board members and send information packets. - Welcome letter to new member library directors. - Invite Legislators to the annual Legislative Breakfast. - Solicit donations for Legislative Breakfast and NYLA Library Advocacy Day

motorcoaches. - Thank donors for contributions received (PayPal, NYLA LAD, Legislative

Breakfast). Maintain the Emergency Call List required by CSEA Union. Maintain member library files that contain mandated information (bylaws, annual

report to the community, long range plan, etc.) and other materials (news articles, publications and miscellaneous items) as well as policies.

Schedule appointments with legislators for National Library Legislative Day. Prepare press releases for happenings at RCLS. Collect information for the RCLS State Annual Report from RCLS department

heads and enter on report.

The Administration Department What we do:

FOR THE RCLS BOARD – E-mail notice of the monthly Board meeting to the

member libraries for posting. Prepare the Board meeting agenda for review by the

Executive Director and Board President. Post the Board materials to the RCLS website and secure server prior to the

monthly meeting. E-mail RCLS Trustees and member library Board Presidents that the materials are available.

Copy materials for the Board packets. Attend Board meeting and committee meetings to record the minutes. Post the approved Board minutes with financial report, Executive Director’s and

Assistant Director’s Reports to the website after the monthly meeting. E-mail member library Board Presidents that the materials are available.

Maintain the official Board Minutes book, which is scrutinized annually by the auditors.

Assist with correspondence and clerical work to, from and for the Board and its committees.

Prepare menu and order food for the monthly meetings. Reserve and prepare the RCLS Conference Room.

The Administration Department What we do:

The Administration Department What we do:

FOR THE RCLS LEGISLATIVE BREAFAST and ANNUAL MEETING - Work with Board Annual Meeting and Awards

Committee to coordinate and publicize the event.

Format, print and distribute the invitations, response cards, programs and other materials needed for the event.

Compile spreadsheet of responses.

Prepare service recognition of RCLS staff.

Prepare certificates and order plaques for retiring Board members and award winners.

Attend the event to greet attendees, distribute nametags and other materials.

Record the minutes of the Annual Meeting.

Post appropriate materials to the RCLS website.

The End

Thank you for your time.