Minutes of Scheduled Board of Trustees Meeting

March 24, 1999

Call to Order

The regular Meeting of the Library Board of Trustees was called to order at 7:05 p.m. In attendance were Board President Campbell Geeslin and Trustees Betsy DeSoye, Janet Elmiger, P. Lynn Oliva, Don Simmons, and Library Director Sandra Miranda. Absent with notice were Trustees Toni Cox-Burns, Hope Furth, Oren Teicher, Saul Yanofsky and Assistant Library Director, Charlotte Szabo. New Trustees Lynn Oliva and Don Simmons were welcomed.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the February 10, 1999 annual and regular meetings of the Library Board of Trustees were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons.

City Detail Listing of Obligations vs. Budget as of 1/31/99 and 2/22/99

City Detail Listing of Obligations vs. Budget as of 1/31/99 and 2/22/99 were reviewed by the Board. Library Director Miranda reported that Public Works had not yet reported on documentation sent and the possible causes of the overage/underage with respect to Gas and Electric usage.

Bills: 1998/99 Budget, #15, #16, #17

The payment of bill vouchers #15, #16, and #17 was approved on a motion by Trustee DeSoye, seconded by Trustee Elmiger

Report of Library Administration

The Board reviewed written reports. For easy reference and identification, Library Board President Campbell Geeslin suggested Department Heads follow one format. The Board agreed and selected one for overall use. Library Director Miranda said she would notify department heads of this, and proceeded to highlight administrative activities. Mrs. Miranda reported that a policy committee headed by Karyn DeLuca, Adult Services Librarian, was in the process of creating a library policy manual. The committee was gathering, reviewing, and reformatting library policies which will eventually be put on library LAN. Mrs. Miranda shared draft policies and format with the Board, and stated she was very pleased with the outcome thus far. She reported that as they are completed, policies would be brought to Board for information, or for approval, if not previously approved. Library Director Miranda reported on two staff resignations to be effective in the month of April, Susan McBrien/Circulation Department, and Marge Harper/Adult Services Librarian. Mrs. Miranda expressed her gratitude to both Ms. McBrien and Ms. Harper for their years of exemplary service. Mrs. Miranda also commented that filling some of our vacancies was critical, as public services were being cut back, and many existing staff were over-extended and unable to meet their workloads.

Foundation

The Board reviewed Foundation information. The Library Board approves program initiatives of the Foundation, therefore on a motion by Trustee DeSoye, seconded by Trustee Elmiger, Program Descriptions and Listing of Sponsorships were endorsed by the Board. Mrs. Miranda invited the Library Board to attend the corporate breakfast sponsored by the Journal News on April 14, 1999, and reported that Mayor Delfino will be giving the welcoming remarks. Library Director Miranda also reported on some successes and progress with program initiatives.

Advocacy

The Library Director encouraged the Board to write their legislators in support of increased library funding, and stated she would forward the appropriate bill numbers to their attention. As reported at the last meeting, Mrs. Miranda reiterated that the new Chair of the New York Assembly Committee on Libraries is Assemblywoman Naomi Matusow, 89th Assembly District. Mrs. Miranda also reported that George Latimer, Chair, County Board of Legislators is expecting a meeting at our mutual convenience, and that she would will notify trustees when this was set.

Friends

Mrs. Miranda reported the Friends’ annual meeting will be held on April 23, 1999. Library Board President complimented the Friends for the varied selections available in the book store. Library Director Miranda reported that Elizabeth Hughes, Adult Services Librarian, was appointed liaison for the Friends bookstore, and had made a very positive difference in managing this project.

OLD BUSINESS

1999/2000 Proposed Budget - Update

The Board reviewed and briefly discussed the status of the Proposed Budget.

NEW BUSINESS

Gift Fund

On a motion by Trustee Elmiger, seconded by Trustee Oliva, the Board approved a request to receive and expend the Westchester Arts Council Arts Alive grant from the Gift Fund for the Harmony Chorus project.

SIRSI User’s Group and Systems Manager’s Training

On a motion by Trustee DeSoye, seconded by Trustee Simmons, the Board approved a request for the Library Systems Manager to attend the SIRSI Annual User’s Group meeting in Huntsville, AL in June 1999 and take two training workshops being offered before and afterwards, and be reimbursed normal expenses for registration, travel and lodging.

Adult Literacy Services

On a motion by Trustee Elmiger, seconded by Trustee Oliva, the Board approved an application to be submitted for a NYS Adult Literacy Services grant for program year 1999-2000 for continuation of the Links to Literacy collaboration with the White Plains School District.

State Education Dept. Special Legislative Grant

On a motion by Trustee DeSoye, seconded by Trustee Simmons, the Board approved a request to expend up to $7,500 from the Gift Fund for Special Legislative Grant Project 7149-99-0001, and to replace these funds in the Gift Fund when grant is received.

Nuclear Regulatory Commission Cooperative Agreement

On a motion by Trustee DeSoye, seconded by Trustee Elmiger, the Board approved a request to renew the Library’s Cooperative Agreement No. NRC 10-87-440 with the Nuclear Regulatory Commission and to deposit this grant to the Gift Fund, and acknowledged notification from NRC to the Library that this agreement will not be extended after this, as the federal government plans to distribute public information provided under this program over the World Wide Web.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:52 p.m.

Betsy DeSoye, Secretary

Library Board of Trustees