Minutes of Scheduled Board of Trustees Meeting

July 19, 2000

Call to Order

The regular Meeting of the Library Board of Trustees was called to order at 7:09 p.m. In attendance were Board President Campbell Geeslin, Trustees Toni Cox-Burns, Janet Elmiger, Hope Furth, P. Lynn Oliva, Don Simmons, Library Director Sandra Miranda and guests WLS Board President, LaRuth Gray and WLS Director, Mitch Freedman. Absent with notice were Trustees Betsy DeSoye, Saul Yanofsky, and Assistant Director Charlotte Szabo. The Board appointed Janet Elmiger Secretary Pro-Tem.

Visit with WLS Board President, LaRuth Gray and WLS Director, Mitch Freedman

Library Board President Campbell Geeslin welcomed WLS Board President, LaRuth Gray and WLS Director, Mitch Freedman. LaRuth Gray said that she was especially glad to meet with the White Plains Board as part of development of its Strategic Plan. Ms. Gray gave an overview of the process being used to develop the Strategic Plan and emphasized that honest, open discussion was being encouraged at every level. Mitch Freedman said he is looking forward to Strategic Plan, and is committed to it. He stated that the White Plains Library is consistently singled out for its excellence and position in the County seat, and it was not by accident that a member of the White Plains Board of Trustees, Hope Furth, was chosen for the Strategic Plan steering committee. Library Director Miranda said that because of these factors, White Plains is in a good position to advance the Strategic Plan and library services in the County. Dr. Freedman described WLS as a cooperative system chartered by the state of New York. WLS serves 38 libraries, independent and autonomous, and provides a number of services (on-line, indexing, consulting, delivery, etc.) to them. Dr. Freedman said it is WLS’ goal to work cooperatively and collaboratively to establish linkages to provide better public service. Dr. Freedman mentioned that no library is collecting materials as rapidly as White Plains in terms of quantity, selection and range, but that these are not being used to capacity without a shared system. Dr. Freedman suggested that there could be a financial benefit to White Plains with an integrated system, which would facilitate catalog access. Library Director Miranda stated that this was a matter for future investigation, and that the benefits and costs of being linked to the City and School District would need to be weighed against the costs and benefits of being on the WLS shared system. Library Director Miranda said that there was much WLS could do right now to let patrons know what linkages exist and how to use them. Trustee Furth said consideration should be given as to what can be done immediately and examine ongoing how we can do more in the future to work towards common goals. Dr. Freedman reported that the WLS/White Plains newspaper indexing project is up and running despite many problems tied to the previous vendor. Trustee Elmiger pointed out that not all problems have been resolved, and staff correspondence indicates that WLS has not been responsive. Library Director Miranda voiced her concern that with the delays, a monumental backlog developed, and between this and the deficiencies of the new indexing software, including inability to search or sort by date, WLS has put an inferior product out to the public, but the public perception is that White Plains dropped the ball. Dr. Freedman said WLS had encountered problems with the data conversion, plus flaws in the new indexing software, and promised that WLS would contract with the vendor to make needed changes. LaRuth Gray clarified that there were two problems, backlog and sorting. Mrs. Miranda noted there was a third problem: to get current indexing going by resolving access and functionality issues. LaRuth Gray said she would work with Dr. Freedman to prioritize, and they will come back to White Plains with a response within 2 weeks. Mitch Freedman reiterated the issues: improved communication, eliminating backlog and adding functionality to search and sorting by date, which is a fundamental way people seek information from a newspaper database. Trustee Furth added that both WLS and White Plains Library are extraordinary institutions, and was sure resolution could be reached. LibraryDirector Miranda emphasized that these are isolated and solvable problems centered on a shared goal to provide a good regional service. She stated that once the project is on solid footing, White Plains would be happy to help coordinate indexing and train other libraries to add their local records on the system.

Returning to discussion of Strategic Plan and future of libraries, Trustee Oliva introduced the subject of e-books and asked how they will affect libraries. LaRuth Gray said that issues like this were discussed at the two Strategic Plan public meetings already held and will be discussed further at two additional meetings which would be announced. She expressed her hope that Trustees from White Plains would attend these meetings. Ms. Gray said that libraries will re-think their roles, and Dr. Freedman added that a library is a place for community, that people want to see other people, and that computers isolate. Dr. Freedman emphasized that libraries need better funding, and that most public funding is directed to school systems. Library Director Miranda said libraries need to be marketed professionally so that people understand and want what they offer and insist on more funding for them. Trustee Cox-Burns agreed with Mrs. Miranda, and said that marketing needs to be added to the Strategic Plan. Trustee Simmons suggested that libraries also look at ways to better network with the school systems. LaRuth Gray and Dr. Freedman thanked the Board for inviting them, and Dr. Freedman noted with thanks the kudos to WLS staff on the discussion list for the meeting . Mrs. Miranda stated that she wanted to give credit to the many fine people at WLS who do so much to make library services better in White Plains and Westchester.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of June 21, 2000 were approved on a motion by Trustee Elmiger, seconded by Trustee Simmons.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Report was not received to date.

Bills: 1999/00 Budget #25, #26 & #27

The payment of bill vouchers #25, #26 & #27 were approved on a motion by Trustee Oliva, seconded by Trustee Furth.

Report of Library Administration

Department reports for June 2000 were reviewed by the Board. Trustee Geeslin noted the large crowd attending the Children’s Family Night Stories, and complimented the Children’s Department for their programming. Trustee Simmons complimented the Children’s Department on their StoryCraft/Read from the Robobots which he recently attended with his son. Trustee Cox-Burns also complimented the Children’s Department for the great display of paper mache animals.

WLS

Trustee Furth asked the Board what they would like her to report back to WLS as their concerns, and if there was any particular emphasis regarding the Strategic Plan. Trustee Furth thanked Trustee Cox-Burns for paving the way with her outstanding efforts with WLS over the last 5 years. The Board responded with several questions/comments: 1) What can White Plains do now? 2) Can WLS use member libraries like White Plains to advance or publicize library services in general? 3) Can WLS make the resources/strengths of each library better known? 4) How can we better problem-solve?

Friends

Trustee Furth reported that the Friends do not meet over the summer.

Foundation

Library Director Miranda reported that gifts and pledges to Foundation Campaign are approaching $750,000; Chase proposal was resubmitted; a part-time bookkeeper was hired for Foundation; Poetry & Jazz event is being planned by Toni Cox-Burns to take place at American Booksellers Association on 10/7; and Tracy Conte, Director of Development would return from maternity leave on September 11, 2000.

OLD BUSINESS

Personnel

Personnel Added & Deleted from Payroll 3/16 - 6/30/2000 was approved on a motion by Trustee Cox-Burns, seconded by Trustee Oliva. Library Director Miranda reported that two Librarian I have been identified for hire in the Fall, and she is completing interviews for Business Manager position. Mrs. Miranda reported on severe illness of wife of Adult Services Librarian, Tim Baird, and staff collection being taken up to assist with expenses. The Board expressed their concern and well wishes. Library Director Miranda invited the Board to attend Retirement Party in the Library Auditorium for Mr. Habersham, long-time dedicated employee of Public Works and the Library, on July 27, 2000 between 12:00 & 2:00 p.m. The Board unanimously congratulated and acclaimed Mr. Habersham for his devoted service and wished him well.

Policies

To promote public safety, prevent continued damage to City property, and assist in police enforcement - On a motion by Trustee Elmiger, seconded by Trustee Furth, the Board approved request to revise Library Code of Conduct to prohibit skateboarding and skating on Library Plaza, to post sign(s) outside Library stating same, and to submit request to amend City ordinance(s) as needed to prohibit same.

Key Customer Service, Community & Information Technology Trends

Library Director Miranda reported library is on track with planned new services, policies and procedures.

Legislative Grants

On a motion by Trustee Cox-Burns, seconded by Trustee Elmiger, the Board acknowledged Notification of Member Item Grant from Suzi Oppenheimer & Press Release from Westchester County Legislators George Latimer, Bill Ryan and Lois Bronz announcing County Board Funding of $50,000 for White Plains Public Library’s Business Center and extended its enthusiastic appreciation for their support.

NEW BUSINESS

NYLA Annual Conference, Saratoga Springs, NY

On a motion by Trustee Elmiger, seconded by Trustee Simmons the Board approved request for up to five staff to attend conference and be reimbursed for registration and normal expenses up to $250 each.

SIRSI Regional Training

On a motion by Trustee Furth, seconded by Trustee Simmons, the Board approved request for two staff to attend regional training for serials management module in Philadelphia in August and be reimbursed for registration and normal expenses.

Adjournment

There being no more business before the Board, on a motion by Trustee Furth, seconded by Trustee Simmons, the Meeting was adjourned at 9:33 p.m.

Janet Elmiger, Secretary Pro-tem

Library Board of Trustees