June 2000 Library Board Meeting Minutes

Minutes of Scheduled Board of Trustees Meeting

June 21, 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, P. Lynn Oliva, Don Simmons, Saul Yanofsky, Library Director Sandra Miranda, and Head of Public Services, Patricia Thorsen. Absent with notice were Trustee Hope Furth and Assistant Director Charlotte Szabo.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of May 17, 2000 were approved on a motion by Trustee DeSoye, seconded by Trustee Elmiger.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Report as of 5/31/00 was reviewed by the Board. Library Director Miranda reported she was working on closing out revenues and expenditures for the fiscal year, and thanked Pat Thorsen and Staff for help in identifying and placing book orders, and Lucille Marotta and Bill Deierlein for their assistance in keeping things on track in absence of Business Manager.

Bills: 1999/00 Budget #23 & #24

The payment of bill vouchers #23 & #24 were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons.

Report of Library Administration

Department reports for May 2000 were reviewed by the Board. Library Director Miranda reported that about 30 applications had been received for the position of Business Manager and she would schedule interviews with several of the most promising candidates over next few weeks. Mrs. Miranda also reported that of the three vacancy release requests filed with Personnel, two had been released. The third would require follow-up to clarify that all of these vacancies fell within the City’s target of maximum number of filled positions for the Library at this time. Out-of-title pay request was approved for Bill Deierlein, while he assumed some responsibilities of the Business Manager until that position is filled. Mrs. Miranda thanked Elizabeth Wallace, the City’s Personnel Officer, for her assistance with these and other recent matters. Mrs. Miranda reported that she and Manager of Children’s Services, Rosemary Rasmussen, were preparing Teacher in the Library renewal grant application for Reader’s Digest.

In response to a question regarding Mr. Swift’s report on the Express Collection, Mrs. Thorsen clarified that based on staff evaluation of use and cost, the Express Collection was being returned to its original scope as a fast-moving collection of best sellers. This will make the collection more appealing for patrons, contain costs, and facilitate introduction of online reserves. She reported that the staff has come up with a way for the Express books to be prioritized so they can quickly get onto the shelves and is certain that Barbara Wenglin, who is devoted to the collection, will fine tune the collection and this process to work like a charm. Library Director Miranda reported that at her request, Kurt Hadeler and Patricia Thorsen have drafted a new statistical report which she plans to use with the Board starting with the new fiscal year. Trustee Elmiger complimented Kurt Hadeler for the excellent report on Electronic Usage Statistics. Mrs. Miranda said this was a first step in reporting patron uses that did not fit into old categories.

WLS

Trustee Cox-Burns reported she attended a WLS kick-off event featuring a speaker on cyber-technology and its impact on libraries. Library Director Miranda reported that Trustee Furth was invited to join WLS strategic planning steering committee and that Mrs. Furth was attending a meeting of that group this evening. Mrs. Miranda also reported that Dr. Freedman and WLS Board President LaRuth Gray had accepted the Board’s invitation to attend its next meeting on July 19^th.

Friends

Trustee Elmiger reported the Friends held their annual meeting on May 21 with speaker William O’Shaughnessy. Mrs. Miranda acknowledged the wonderful year-round support of the Friends and gave as a recent example their help in checking the Library’s door count for one day. Mrs. Thorsen reported the Friends, supplied with clickers, assisted the Library staff with a manual patron count on 6/12/00 to confirm accuracy of automatic counters. Over 2,000 people visited that day, and the results indicated that the Library’s turnstile reports have been significantly under-reported. Although the manual count confirmed that the downstairs counters are operating correctly, it was found that the Children’s counters are recording only half the patrons who visit. Visitors to the Gallery and meeting rooms are not being counted at all. For information purposes, a count was also taken of those who pass through the building or just use the phones or rest rooms, although this will not be used in turnstile reports. Mrs. Miranda said she would like to repeat this exercise once more to verify the findings, and that the monthly turnstile count would be corrected.

Foundation

Library Director Miranda shared most recent minutes and report on Foundation Campaign. Tracy Conte, the Director of Development, began her maternity leave on June 2^nd; her baby, a healthy boy, Michael Nico, was born on June 8^th! In her absence, Mrs. Miranda reported that she would continue to follow up on proposals and prospects as they had planned. Trustee Cox-Burns reported on her progress in planning an Evening of Poetry and Jazz for October 7, 2000 as her fundraiser for the Foundation, and thanked former Trustee Oren Teicher, COO of the American Booksellers Association, for offering the use of ABA’s mansion in response to her request. Mrs. Miranda offered a suggestion for a performer.

Advocacy

Contract with Westchester County

On a motion by Trustee Elmiger, seconded by Trustee Yanofsky, the Library Board of Trustees voted to approve the contract with Westchester County for the Center for Business Jobs & Nonprofits as per Certification by Library Board of Trustees signed by Board President Campbell Geeslin on June 21, 2000.

OLD BUSINESS

Adopted Budget FY00/01

The Board reviewed adopted budget for fiscal year 2000/01.

Foundation Vision - Fund Raising Objectives

Library Director Miranda asked that this agenda item be held until the July meeting and reported that Trustee Furth had graciously offered her assistance in fine-tuning this document.

Key Customer Service, Community & Information Technology Trends

Library Director Miranda and Head of Public Services Patricia Thorsen reported on initiatives to review what the Library offers, what people are using, and what would make the Library easier

to use. Statistical reports have been reviewed in light of what we are required to report and what what uses are taking place that we don’t report. Revised reports have been drafted to incorporate online use and other new measurements. Trustee DeSoye noted that e-businesses are counting their on-line subscribers and suggested that the Library should begin counting its virtual, as well as in-person, patrons.

Patricia Thorsen reported that Adult Services staff was energetically discussing how to break down barriers to use, especially after librarians C. Trace and C. Deschamps came back from a recent thought-provoking workshop on the future of reference services. Mrs. Thorsen stated that as a start, she was presenting a proposal for the Library to start an online reference service in July. Trustees reviewed the policy and suggested e-mail form and were most enthusiastic. On a motion by Trustee Cox-Burns, seconded by Trustee Simmons, the Board approved proposal to start online reference service in July.

Mrs. Thorsen further reported that the Library was already using e-mail for patron notifications regarding reserves, and Mrs. Miranda added that the Library would shortly begin testing e-mail for overdue notices and following that, for sending messages regarding library events. Trustee Oliva suggested sending Board materials via e-mail; Mrs. Miranda agreed this would be a great way to handle distribution of documents when all trustees have e-mail.

As another example of staff efforts to make the Library easier to use, Mrs. Thorsen cited that adding a simple message and the Library’s telephone number to date due slips immediately increased the number of telephone renewals. The Trustees thanked Mrs. Thorsen and her staff for a job well done.

NEW BUSINESS

Gallery Director Contract Renewal

On a motion by Trustee Elmiger, seconded by Trustee Yanofsky, the Board approved Gallery Director Contract Renewal for 2000/01.

Policies

Request for Reconsideration of Library Materials

On a motion by Trustee Oliva, seconded by Trustee Cox-Burns, the Board approved Request for Reconsideration of Library Materials. Trustee Elmiger noted that the new form was much clearer.

Borrowing Guidelines

Patricia Thorsen presented proposal to revise current Borrowing Guidelines to be more consistent with WLS policy. Mrs. Miranda said this was undertaken, along with revision of Library policies on Universal Return and Interlibrary loans, as part of effort to make services more responsive. On a motion by Trustee DeSoye, seconded by Trustee Cox-Burns, the Board approved proposal as presented to revise Borrowing Guidelines as of 7/1/00.

Library Director Miranda praised Head of Public Services, Patricia Thorsen, for encouraging new ideas and helping staff work as a team. Mrs. Thorsen stated she was working with a wonderful staff, and enjoyed working with them, and that it was a pleasure to work with Library Director Miranda.

State Report

Library Director Miranda extended her thanks to Elise Burke, WLS, for her time and assistance in helping with completion of the state report. Mrs. Miranda also thanked Assistant Director Charlotte Szabo, Library Systems Manager Kurt Hadeler and Head of Public Services Patricia Thorsen for their assistance. On a motion by Trustee Yanofsky, seconded by Trustee Simmons, the Board approved the draft state report.

Notification from State Assemblywoman Audrey Hochberg regarding Member Item

On a motion by Trustee Yanofsky, seconded by Trustee Oliva, the Board acknowledged notification from State Assemblywoman Audrey Hochberg regarding Member Item and extended its appreciation.

Gates Foundation Grant

Library Director Miranda reported that per Gates Foundation guidelines as to what the Library would be eligible to receive, the Library would request 3 English and 3 Spanish computers, a content server, and a printer from the Gates Foundation. She noted that these computers were loaded with software of high public interest and that the Library could purchase additional computers or public access software at low cost. She noted, with thanks, the Mayor’s support of the application, as well as Library Systems Manager Kurt Hadeler and Assistant Director Charlotte Szabo’s invaluable assistance in preparing it. On a motion by Trustee Simmons, seconded by Trustee DeSoye, the Board approved grant application.

Downtown Revitalization

President Geeslin reported that a letter had been sent to the Mayor expressing its support and identifying ways the Library could contribute to the Downtown Revitalization plan. Trustee Oliva suggested the Library Board network with other community groups, such as the Slater Center Board and Hispanic Coalition Board. This idea was well received, and Mrs. Miranda offered to draft letters of invitation to these groups from the Board.

Adjournment

There being no more business before the Board, on a motion by Trustee Elmiger, seconded by Trustee DeSoye, the Meeting was adjourned at 9:08 p.m.

Betsy DeSoye, Secretary

Library Board of Trustees