Minutes of Scheduled Board of Trustees Meeting

April 19, 2000

Call to Order

The regular Meeting of the Library Board of Trustees was called to order at 7:15 p.m. In attendance were Board President Campbell Geeslin, Trustees Toni Cox-Burns, Betsy DeSoye, Janet Elmiger, P. Lynn Oliva, Don Simmons, and Library Director Sandra Miranda. Absent with notice were Trustees Hope Furth, Saul Yanofsky, and Assistant Director Charlotte Szabo.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of March 15, 2000 were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Report as of 3/31/00 was reviewed by the Board. Trustee Oliva asked for clarification why some budget lines seemed under-expended for time of year. Library Director Miranda explained why this was so in some cases, and how these lines would be expended by year-end.

Bills: 1999/00 Budget #18, #19 & #20

The payment of bill vouchers #18, #19 & #20 were approved on a motion by Trustee Cox-Burns, seconded by Trustee DeSoye.

Report of Library Administration

Department reports for March 2000 were reviewed by the Board. Library Director Miranda reported that the vinyl record collection had been disposed of successfully; only about 100 records were unclaimed, and almost $900 was raised by the Friends.

Continuing the Board’s discussion at the last meeting on the future of libraries, Mrs. Miranda reported that she and staff were reviewing practices to evaluate what changes might make the Library more responsive to the community. As an example, she cited the very successful experience that the WLS member libraries were having with resource-sharing, loaning one another record-high numbers of materials, over 25,000 in February, and still climbing. She suggested that given this level of new activity, it might be time for White Plains to permit return of its materials any WLS library without fee. The Board agreed that it made sense for White Plains to be as easy to use as any other library, and on a motion by Trustee Oliva, seconded, by Trustee Simmons, the Board resolved that the Library would no longer assess a fee for White Plains materials returned from other libraries.

The Library continues to be used in new ways for online information and resources, and all agreed that it was urgent to begin assessing and reporting these uses more fully. Director Miranda said that more capability now exists to do this effectively, now that the Library is connected to the City wide area network, and that she would make this an immediate priority.

Trustee Oliva recommended that library hours be considered in any discussion of how the Library could be more responsive, in case there are days or times that would be more convenient for library use, for example, longer Sunday hours. Mrs. Miranda agreed and pointed out that we would need to be mindful of limitations imposed by union contract, scarcity of part-time librarians, and our part-time rates of pay, especially for Sunday work.

Trustee Reports & Business

Foundation

The Board reviewed Foundation minutes and reports. Trustee Cox-Burns reported that 38 people were signed up so far for the Business Leader’s Breakfast on April 27^th and was pleased to report that the Mayor would attend. The first Campaign newsletter will be mailed everyone invited to the Breakfast and all donors and will be distributed at the Library in early May. Additional activities to encourage support for the Campaign are upcoming.

Advocacy

Trustees reported on contacts with legislators in the previous month. Mrs. Miranda encouraged Board members to keep in contact, especially regarding the request to the State delegation for support of the Children’s Room project, until the budget is passed.

Regents Commission on Libraries

The Board reviewed the Library’s Director’s written overview of the recommendations of Regents Commission on Libraries and their relevance to White Plains. This will be conveyed to the Commission as the Library’s official comment.

NYSALB

The Board considered the renewal notice sent by New York State Association of Library Boards and decided once again not to join, since there is insufficient benefit to membership.

OLD BUSINESS

2000/2001 Proposed Budget

The Board received copies of the City Proposed Budget as pertains to the Library, along with timetable for review and adoption. The Library is not scheduled for a budget review meeting.

Personnel

The Library Director reported that she had acted to extend 30 days additional sick leave to Phyllis Johns whose leave balances would be exhausted due to serious illness, and that this had been confirmed by the Common Council at its April meeting. Mrs. Miranda also reported that 2 positions for Library Clerk have been filled, that Librarian I candidates are still being sought, and that data collection for review of pay grade for Library Clerk title is underway.

Capital Improvement Program

The Board received conference memos from recent meetings with architect. Carpet is on order, installation prices are being sought, affordable alternative for study room project is being sought, revised shelving plan for first floor is halfway completed, and conceptual design for second floor is near completion.

Policies

Revised policy statements were reviewed by the Board. On a motion by Trustee Elmiger, seconded by Trustee Simmons, the revised Code of Conduct was approved, with a suggestion that beepers be prohibited, along with cell phones. On a motion by Trustee DeSoye, seconded by Trustee Simmons, the revised Meeting Room policy was approved with the suggestion that fee for half-day Auditorium use be raised. Mrs. Miranda will investigate and report on this at the May meeting. On a motion by Trustee Elmiger, seconded by Trustee Cox-Burns, the revised policy on Exhibits and Displays was approved. On a motion by Trustee Cox-Burns, seconded by Trustee Oliva, the American with Disabilities policy was approved. On a motion by Trustee Elmiger, seconded by Trustee Simmons, the revised Gifts policy was approved. On a motion by Trustee Simmons, seconded by Trustee Oliva, the revised policy on Staff Use of Internet was approved. Copies of these policies are appended to these minutes. Thanks to the Staff Policy Committee for its work to assemble and evaluate existing policies and recommend revisions, and to the Assistant Director and Head of Public Services for reviewing revisions with the Library Director. Many more policies remain to be reviewed and revised, and these will be brought to the Board as they are ready.

NEW BUSINESS

SIRSI User’s Group

On a motion by Trustee DeSoye, seconded by Trustee Cox-Burns, approval was given for the Systems Manager to attend the annual SIRSI User’s Group meeting and pre-conference in Huntsville from 5/23 - 5/28 with normal expenses to be reimbursed.

Gift Fund

On a motion by Trustee Elmiger, seconded by Trustee Simmons, approval was given to accept gift of $516 from Westchester Association for the Education of Young Children, deposit to Gift Fund, and expend for additions to the Helen Rappaport Memorial Collection.

On a motion by Trustee Elmiger, seconded by Trustee Simmons, approval was given to accept $1,000 Reader’s Digest Tall Trees mini-grant, deposit to Gift Fund, and expend for P.O.P.C.O.R.N. project per grant guidelines.

Key Information Technology Trends & Libraries

The Board agreed that discussion of future trends should continue at each meeting.

County Grant

On a motion by Trustee Cox-Burns, approval was given to enter into contract with Westchester County for expenditures related to the Library’s Center for Business, Jobs & NonProfits, in return for $50,000 grant payment to be deposited to the Library Operating Fund, and for the Library Director to execute all necessary documents.

Downtown Revitalization Plan

A copy of City plan was distributed. The Board asked for this to be put on the agenda for its May meeting.

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