Minutes of Scheduled Board of Trustees Meeting

January 17, 2001

Call to Order

The regular monthly meeting of the Library Board of Trustees was called to order at 7:03 p.m. In attendance were Board President Campbell Geeslin, Trustees Toni Cox-Burns, Betsy DeSoye, Janet Elmiger, Hope Furth, P. Lynn Oliva, Don Simmons, Library Director Sandra Miranda, and Assistant Library Director Charlotte Szabo. Absent with notice was Trustee Saul Yanofsky.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of December 20, 2000 were approved on a motion by Trustee Cox-Burns, seconded by Trustee Elmiger.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Reports as of 12/31/00 were reviewed by the Board. The Library Director reported that she would monitor and project impact of increasing gas and electric rates on current adopted and budget request for next year.

Bills: 2000/01 Budget: #11 & #12

The payment of bill vouchers #11 and #12 were approved on a motion by Trustee DeSoye seconded by Trustee Elmiger.

Report of Library Administration

Department reports for December 2000 were reviewed by the Board. Trustee Geeslin complimented the Library Staff for skillfully handling patron requests for temporarily inaccessible materials during the re-carpeting of the Library.

Library Director Miranda announced that Barbara Wenglin, Adult Services Librarian, just informed her that the Library would receive an ALA "Live at the Library" grant award in the amount of $1,500 to sponsor the Spring Book Discussion Series, An American Mosaic. Mrs. Miranda reported that the Foundation would provide the required matching funds, and she praised Mrs. Wenglin for her excellent work in providing quality literary programs.

Library Director Miranda reported a strong start for the Library’s new online reserve service. Mrs. Miranda said that internal discussion about removing the fee on reserves had already been abandoned, given the strength of patron response and the amount of work generated. Mrs. Miranda reported that some issues had already emerged that must be resolved in order to respond positively and promptly to each request, but that everyone is very excited about the new service and confident of success. Mrs. Miranda illustrated one problem: that people could see an "on shelf" status for materials that in fact could be unavailable for a variety of reasons, and some of these were discussed. Trustees agreed strongly on the importance of staff always following standard checkout and checkin procedures, even for materials being used in-house, and made some suggestions. Mrs. Miranda reported that statistics will be gathered over the next few months to better understand who is using the service and how, but that our first priority is to ensure that patron requests are filled. Trustee Oliva requested statistics be kept for resident versus nonresident reserves online.

Mrs. Miranda’s January report was a "to do" list for the coming year, and she asked Trustees for their input. Trustee Cox-Burns expressed concern over the need to improve availability of parking for Library visitors and staff. Mrs. Cox-Burns stated this has been an on-going problem, and suggested the Board contact the Parking Authority to suggest options for resolution. There was agreement that this should be done as soon as possible. Trustee Furth suggested that the Board find ways to lobby effectively for libraries as an addition to Mrs. Miranda’s "to do" list. Mrs. Miranda observed that the Library was successful last year in getting more State and County funding, thanks to a special effort by the Board, and she recommended that the Board focus its lobbying efforts on seeking funding for the Children’s Library expansion. There was some additional discussion of safety, security and building issues on Mrs. Miranda’s list. Regarding personnel, Trustee Furth asked if there were any plans to replace the Business Manager position, and Mrs. Miranda reported there were not at this time.

WLS

Trustee Furth reported no meeting had taken place since the last Board meeting.

Friends

Trustee Elmiger reported the New Year’s luncheon sponsored by the Friends of the Library was a success and well attended by staff, some members of the Friends, Library & Foundation Boards, and representatives from a few City Departments. Library Director Miranda reported with pleasure that Trustee Elmiger had agreed to take over as Trustee liaison to the Friends Board.

Foundation

The Minutes of the Foundation Board of Directors Meeting of December 6, 2000 and January 2001 Monthly Board Report were reviewed by the Library Board.

Advocacy

Library Director Miranda reported Federal legislation was passed in December to require libraries to filter Internet access for children. Mrs. Miranda reported that the County budget had been passed, but that our representatives would probably make an opportunity for us to discuss renewal of last year’s grant. She requested participation of Library Board members participation at any meetings.

Community Outreach

Trustee Oliva reported that she, Trustee Cox-Burns, Mrs. Miranda, and Ms. Szabó had a successful meeting with members of the Greater White Plains Ministerial Alliance. The ministers expressed strong interest in taking advantage of library services, especially technology training. Trustee Cox-Burns reported that she would follow up with the group in about a month.

Trustee Oliva reported that she and Trustees Cox-Burns, Furth, and Geeslin met with Library staff on January 9 to discuss the Board’s role in outreach to the community. Trustee Oliva reported that staff was very helpful and reviewed various staff suggestions including meeting with the Senior Center and Centro Hispano Board and making library information available to local agencies. Trustee Furth reported on a suggestion to have a Library calendar that also highlights library services; she suggested that perhaps this could be underwritten by Friends or Foundation. Mrs. Miranda reported the Friends were also discussing ways to improve outreach and said that a newsletter was one of the program goals proposed to the Foundation. Trustee DeSoye suggested asking the School District to include a Library page in its annual calendar or to insert a page in the District’s monthly newsletter "About Our Schools," which is now being distributed monthly in the Watch. Mrs. Miranda said this might be a very practical way to reach an important audience and at the same time hold down costs.

Trustee Oliva reported that Trustee Simmons contacted the Slater Center and the next Board meeting there will be held on February 21, the same evening as the Library Board meeting. The Library Board decided to meet earlier on the 21^st (6:00 or 6:30) to be available to the Slater Board. Trustee Simmons agreed to contact Slater to invite its Board to the Library and find out if it would be convenient for Library Trustees to visit the Slater Board in February.

Trustee Oliva reported the CNA (Council of Neighborhood Associations) had accepted an invitation to hold its meeting at the Library on March 13 at 8:00 p.m. and asked members of the Board to attend. Mrs. Miranda asked the Board to let her know what materials they would particularly like distributed to the CNA, and Ms. Szabó agreed to prepare the packets.

Trustee Oliva suggested that a Board member be designated as liaison to each community group. Library Director Miranda said this would help promote communication and good will, but suggested that a staff member - herself, Ms. Szabo or Mrs. Thorsen - be the contact for making arrangements for tours, meetings or services.

Board Vacancies

Status unchanged.

Nominating Committee

With their agreement, Board President Campbell Geeslin appointed Trustees Elmiger and DeSoye as a Nominating Committee to present a slate of officers for approval at the annual meeting, which will be held at the time of the regular meeting in February.

YWCA Salute to Women Award

Assistant Director Szabó presented a suggestion by Board President Geeslin to nominate Trustee Cox-Burns for the YWCA Salute to Women Award. Nomination was seconded by Trustee Simmons. Trustee Cox-Burns thanked the Board for the honor.

Personnel Added & Deleted from Payroll

On a motion by Trustee DeSoye, seconded by Trustee Simmons, Personnel Added & Deleted from Payroll was approved by Library Board.

2001/2002 Proposed Budget

The Board reviewed the Budget preparation timetable and 1/12/01 memo on 2001-02 Budget Preparation from the City’s Budget Director. Mrs. Miranda asked the Board hold its February meeting a week earlier in order to review and approve the Library’s budget request prior to its submission on due date of 2/15/01. However, given schedule conflicts, the Board decided that Library Director Miranda should submit the budget request with notation that it would be reviewed and approved by the Board at its 2/21/01 meeting.

Internet Policy

Mrs. Miranda distributed a draft revision of the Library’s policy on "Computers and Internet - Public Use," along with copies of the current policy. She suggested that the Board review these materials, contact her with any questions or suggestions, and consider for approval at the next Board meeting. The Board agreed to consider in February.

Reader’s Digest Endowed Book Fund

On a motion by Trustee Elmiger, seconded by Trustee Simmons, the Board authorized Library Director Miranda to execute Receipt and Release for final payment from Reader’s Digest Endowed Book Fund and transfer to the Library Foundation as per previous Board resolutions.

Other

Ms. Szabó complimented Trustee Geeslin on adding a beautiful and artful touch to the Shakespeare ceremonies at the Benjamin family reception on January 13.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:55 p.m. on a motion by Trustee Elmiger, seconded by Trustee Furth.

Betsy DeSoye, Secretary

Library Board of Trustees