Minutes of Scheduled Board of Trustees Meeting

May 17, 2000

Call to Order

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

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of April 19, 2000 were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons with correction requested by Trustee DeSoye to 1st page, last paragraph, 1st sentence to read "Trustee DeSoye" recommended that library hours be considered, etc .

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Report as of 4/30/00 was reviewed by the Board.

Bills: 1999/00 Budget #21 & #22

The payment of bill vouchers #21 & #22 were approved on a motion by Trustee Simmons, seconded by Trustee DeSoye.

Report of Library Administration

Department reports for April 2000 were reviewed by the Board.

WLS

Trustee Furth reported she was not able to attend the last WLS meeting.

Friends

Assistant Director Szabo reported the Friends annual meeting will be held at the Library on May 21 and invited Board members to attend. Ms. Szabo reported the Friends Book Sale was a success, and thanked the Friends for all their hard work.

Foundation

Trustee Simmons suggested the Foundation contact Oprah Winfrey asking for her support. Trustee Furth supported the suggestion noting Ms. Winfrey's interests in books, minorities, and family values.

Library Director Miranda reviewed draft components of the revised and expanded Foundation Vision with the Board. These will be presented again at future meetings for discussion, review and approval.

Mrs. Miranda reported that the Foundation Board has suggested scheduling a joint meeting of the Foundation, Library and Friends Boards, Mayor and Common Council to update all on campaign status, current activities and vision. Date suggested is September 20 prior to the Library Board's regular meeting. Time would be 6pm with light supper. Board members agreed that this was a good idea and directed Mrs. Miranda to proceed with planning and invitations, including a "Hold this Date" announcement to be sent out in June.

Advocacy

The Board received copy of 4/5/2000 letter from Beverley Sheppard, Director of the federal Institute of Museum and Library Services, in response to Hon. Nita Lowey's request regarding funding opportunities for the White Plains Library.

Goodness Fund

Library Director Miranda requested the Board replenish its "Goodness Fund," as she would be sending a donation to the American Cancer Society in memory of Phyllis Johns, a dedicated library employee, who recently passed away.

OLD BUSINESS

Personnel

Library Director Miranda reported that May 26, 2000 will be Business Manager, Sarah Prototo's last day with the Library. Mrs. Miranda reported the posting for the position was recently received, and she would be collecting resumes for consideration. The Board expressed concern about distribution of the workload. Mrs. Miranda reported that Bill Deierlein would be assuming some additional responsibilities with compensation, and her workload would also increase.

Capital Improvement Program

Mrs. Miranda reported that meetings took place on 5/1 & 5/16 with Lothrop Associates and Public Works for design of Children's Library and work on other approved projects. At the same time, Public Works is researching with NYPA the replacement of HVAC systems for increased effectiveness and equipment. A study room alternate is being designed and priced. About half of the first floor layout is done; work on the layout for the Center for Business has started; the rest of the first floor shelving is inventoried and will be re-laid out. From this will come the installation plan for the carpet installer and purchase list for any new furnishings and shelving. The carpeting is ordered and installation proposals are due before the end of May.

Policies

On a motion by Trustee Elmiger, seconded by Trustee Furth, the Board approved request to revise Meeting Room Policy to raise cost of 4 hour rental for Auditorium from $50 to $60.

On a motion by Trustee Furth, seconded by Trustee Simmons, the Board approved request to modify loan policy to permit inter-loan of all materials currently shared by WLS libraries (e.g. new books and non book materials, in addition to regular book collection).

Downtown Revitalization Plan

The Board reviewed the Downtown Revitalization Plan and expressed support for many of its concepts. Board President Campbell Geeslin agreed to write a letter to the Mayor on the Board's behalf expressing its sentiments: that the Library is an important downtown resource that serves in many capacities identified as critical to downtown development; that the City's capital project to renovate the Library's second floor meets several objectives in the Plan and therefore offers an opportunity for the City to lead the way to achieving those objectives; that since the Library is the City's first and most experienced public technology center, the Board would be pleased if a library representative was included on the proposed Digital Divide Task Force.

Key Information Technology Trends & Libraries

The Board reviewed report and acknowledged change in name of monthly agenda item to Key Customer Service, Community, & Information Technology Trends. Library Director Miranda reported that to provide more responsive collections of new materials, the Express Collection was being streamlined and refocused. In addition, Patricia Thorsen, Head of Adult Services, is working out the details of how to offer online reserves, and leading a discussion on reserve fees. The Adult Services staff has made many suggestions for improving service, some of which are already being implemented, all of which are being investigated.

NEW BUSINESS

ALA Traveling Exhibits "Go Figure" and "The Great Experiment" On a motion by Trustee Cox-Burns, seconded by Trustee Furth, the Board approved participation in each of these two traveling exhibits per conditions of each agreement, with reimbursement of staff representative for the two required out-of-state training sessions from the Gift Fund, with Gift Fund to be reimbursed when Library receives payment through these two grants.

Holiday/Sunday Schedule

The Board approved the Holiday/Sunday Schedule as presented on a motion by Trustee Furth, seconded by Trustee DeSoye.

Reader's Digest Endowed Book Fund

On a motion by Trustee Elmiger, seconded by Trustee DeSoye, the Board reviewed 4/19/00 letter from J. Wilton, General Counsel, The New York Community Trust, and confirmed their prior approval that the Foundation Board be the recipient of the principal of the Reader's Digest Endowed Book Fund. The Board once again expressed its appreciation to DeWitt-Wallace Reader's Digest for its generosity in establishing this fund to benefit the White Plains community.

Adjournment

There being no more business before the Board, on a motion by Trustee DeSoye, seconded by Trustee Elmiger, the Meeting was adjourned at 8:50 p.m.

Betsy DeSoye, Secretary

Library Board of Trustees