Minutes of Scheduled Board of Trustees Meeting

January 20, 1999

Call to Order

The regular Meeting of the Library Board of Trustees was called to order at 7:08 p.m. by Board President, Janet Elmiger. In attendance were Trustees Toni Cox-Burns, Betsy DeSoye, Hope Furth, Campbell Geeslin, JoAnne Lee, Oren Teicher, Library Director Sandra Miranda, and Assistant Library Director Charlotte Szabo. Absent with notice was Trustee Saul Yanofsky.

Introduction of Jim Lothrop, Lothrop & Associates, architectural firm

Library Director Miranda introduced Jim Lothrop, Lothrop & Associates, to the Board. Mr. Lothrop reviewed the scope of projects planned and their timing based on his initial meetings with Mrs. Miranda and the Department of Public Works. Mr. Lothrop shared computer-generated floor plans of the existing library with the Board as the first part of the five-part project. According to the timetable, design work for the second phase, the expansion of study rooms including mezzanine area, begins in January, followed by third phase, design and specification of new carpeting, and fourth, improving security and surveillance. Construction related to these projects would take place beginning in July. The fifth and final phase will be space study for the expansion of Children’s Services with the design work to begin around April. The Children’s phase will include more than one opportunity for public input. Library Director Miranda stated that this was an excellent time to dovetail a general revision of the Library’s long-range plan, and reminded the Board that she would be proposing additional consultant services for this purpose. The Library Board thanked Mr. Lothrop for the presentation.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the December 16, 1998 regular meeting of the Library Board of Trustees were approved on a motion by Trustee Geeslin, seconded by Trustee Cox-Burns.

City Detail Listing of Obligations vs. Budget as of 12/31/98

City Detail Listing of Obligations vs. Budget as of 12/3l/98 were reviewed by the Board as well as the Gas & Electric analysis. The Board expressed their concern over the drastic increase in electric and asked if there was any explanation. Director Miranda reported that Public Works has not yet responded to her written request for analysis of the situation; that request was made in December and included details of past Gas and Electric usage for the current and past two years. After some discussion, the Board agreed that a letter would be written from the Board to the Department of Public Works requesting an investigation into the matter.

Bills: 1998/99 Budget, #11, #12

The payment of bill vouchers #11 & #12 were approved on a motion by Trustee Cox-Burns, seconded by Trustee Lee.

Report of Library Administration

The Board reviewed written reports, and Library Director Miranda highlighted administrative activities. The Board reviewed WLS Direct (non-resident) use reimbursement, NYS Local Library aid, and a letter to the Editor published in the Journal News on 12/28/98 praising Library staff. Mrs. Miranda explained that although state aid to libraries was increased, White Plains’ share has not increased since the formula became population-based.

WLS

Trustee Cox-Burns reported the response to the WLS literary tea far exceeded her expectations with approximately 300 guests. Mrs. Cox-Burns extended a special thanks to WLS and Amy Small, and thanked the Library Board for their support. Library Director Miranda noted the WLS 8th Annual Book & Author Luncheon would be held on April 15, 1999 at Abigail Kirsch’s Tappan Hill.

Foundation

Trustee Cox-Burns reported the Business Committee met on January 11, 1999. Mrs. Cox-Burns reported there were several new members who joined the meeting, and some members volunteered to make contacts. Library Board President Janet Elmiger requested that the Library Board contact Mrs. Cox-Burns with names of any contacts they may have who would be willing to help.

Advocacy

The Board reviewed the Legislative Update from NYLA, and Library Board President Elmiger urged the board to write to Governor Pataki to encourage him to increase library support.

Board Vacancies and Expired Terms

Board President Janet Elmiger reported that she, Trustee DeSoye, Trustee Lee, and Library Director Miranda met with two prospective board members. Trustee Elmiger reported that both candidates were encouraged to write to the Mayor and Common Council President to express their interest, as board members are appointed by the Common Council.

OLD BUSINESS

Commissioner’s Regulations 90.3, Direct (non-resident) use

The Board reviewed materials on Regulations 90.3. Jim Farrell from the NYS Division of Library Development is attending the January PLDA meeting; Charlotte Szabo is attending and will report on the discussion.

NEW BUSINESS

1999/2000 Budget Preparation

Library Director Miranda reported that the City had distributed Budget preparation instructions for FY 1999/2000 with a deadline for submission of 2/11/99. Accordingly, the Board changed the date of its Annual meeting and next Regular meeting to 2/10/99 at 7pm to accommodate this deadline. Director Miranda reported that departments were required to submit two budget requests, one with 1/2% sales tax extended, and one without 1/2% sales tax extended.

Draft Centennial Plan

The Board reviewed the Draft Centennial Plan prepared by Library Director Miranda, based on a preliminary draft by Carol Heller and Lisbeth Wesley-Furke. The Plan combines both celebration and fund raising activities and will be expanded to include specific dates, primary contacts and co-sponsors, as they are identified. Assistant Library Director Szabo reported a "hot off the press" addition to the Plan - Trustee Campbell Geeslin volunteered to hold two autobiography writing workshops for seniors at the end of May. Mrs. Miranda reported she would be meeting with staff next week to further refine the Plan, and that Assistant Director Szabo would begin to coordinate all committee and planning activities related to the Centennial.

Commissioner’s Regulations 90.2, Minimum Standards

The Board reviewed the materials on Commissioner’s Regulations 90.2, Minimum Standards.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:15 p.m.

Betsy DeSoye, Secretary

Library Board of Trustees