Minutes of Scheduled Board of Trustees Meeting

February 21, 2001

Call to Order

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

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of January 17, 2001 were approved on a motion by Trustee Geeslin, seconded by Trustee Elmiger.

City Expenditure & Revenue Budget Reports

City Expenditure & Revenue Budget Reports as of 1/31/01 were reviewed by the Board.

Bills: 2000/01 Budget: #13 & #14

The payment of bill vouchers #13 and #14 were approved on a motion by Trustee Elmiger seconded by Trustee Simmons.

Report of Library Administration

Department reports for January 2001 were reviewed by the Board. Library Director Miranda thanked Trustee Oliva for sharing copy of the Mayor’s White Plains Environmental Protective Initiative and pointing out reference to the Library. Mrs. Miranda shared current list of full-time employees and vacancies with the Board and asked that they retain for future reference. With regard to strengthening library publicity and complementing the Board’s outreach efforts, Library Director Miranda shared a large sample of Library flyers with the Board, and noted she and staff will work on building a consistent visual identity and streamlining the many items prepared for distribution. Mrs. Miranda noted that she had already begun having a graphic designer to update and harmonize the Library, Foundation, and Friends logos. Mrs. Miranda also reported that the Purchase Dept. is now assisting with rebid of study room components and labor, with pricing expected by end of March and installation by June.

WLS

Board President Furth reported highlights of the last WLS meeting: Norman Jacknis was elected President replacing LaRuth Gray; Strategic Planning Sub-Committee will meet in Princeton and Trustee Furth, although unable to attend, will forward her comments to WLS and share report with the Board; African-American Readers & Writers Literary Tea was a smashing success; WLS Book & Author Luncheon will be held on April 5. Trustee Furth suggested honoring Rae Faith Robinson, President of Friends, with appointment as local honorary chair for National Library Week, and the Board heartily approved.

Friends

Trustee Elmiger reported at the last meeting, the Friends discussed various ways to promote the Friends and Trustee Elmiger suggested they place their materials at various Library Programs. Trustee Elmiger reported the Friends are trying to get a prominent author to speak at their annual meeting.

Foundation

Mrs. Miranda reported the Foundation completed its Campaign and reached its million dollar goal. A celebration event will be held at the Library on March 7, 2001 from 7:00 - 9:00 p.m. Mrs. Miranda noted that program would feature Trustee Geeslin interviewing Barbara Wenglin about her work with the Book Discussion Group, and a dessert reception would follow. Mrs. Miranda noted plans were underway to publicize the event and recognize donors. Congratulations and compliments were exchanged by all, with a special vote of thanks to the Foundation Board of Directors and Library Director Miranda.

Trustee Furth noted that although the Campaign has ended, the efforts of the Foundation have only just begun, and that new fund raising activities would focus on annual giving for upcoming projects and endowment. Mrs. Furth recommended the Draft Program and Funding Goals 2001-2003 for the Board’s consideration and approval to provide a mandate for the Foundation to move forward.

Mrs. Miranda reviewed the Draft Program and Funding Goals 2001-2003 with the Board. She noted that the Foundation Board plans to divide into committees to work on raising awareness and funds to meet these goals. On a motion by Trustee DeSoye, seconded by Trustee Simmons, the Board approved the Draft Program and Funding Goals 2001-2003. Mrs. Miranda also recommended the Draft Development Plan by T. Conte, Director of Development, to the Board’s attention, since it provides a blueprint of future activities to meet these goals.

Minutes of the Foundation Board of Directors Meeting of January 10, 2001, and February 2001 Monthly Board Report were reviewed by the Library Board.

Advocacy

Regarding advocacy for the upcoming State budget, Mrs. Miranda recommended letters, call and visits using the materials she had distributed and offered to join any Board member willing to make the Albany bus trip on March 20. Regarding federal legislation, Trustee Geeslin suggested contacting Oren Teicher at the ABA for his take on the implications of the Children’s Internet Protection Act; Trustee Furth noted that WLS is participating in an ACLU lawsuit to challenge it. Library Director Miranda reviewed the key concerns about UCITA, a law being promoted nationwide for passage at the state level, that would adversely affect libraries by limiting fair use of databases and software through licensing regulations favorable to publishers.

Board Vacancies

Library Director Miranda reported that Trustees Elmiger, Furth and Geeslin were reappointed to terms ending 12/31/03 at the February Common Council meeting.

NYSALB

Library Director Miranda shared an announcement from NYSALB that it is seeking trustees, and another about NYSALB’s spring Trustee workshop in Kingston on 5/5/01. Trustee Cox-Burns noted that attending at least one of these meetings is worthwhile in providing perspective for new trustees.

Community Outreach

Trustee Simmons reported that the Slater Board would meet with Library Trustees at a future date to be determined. Mrs. Miranda reported that Slater’s Director and convener of the White Plains Community Committee to Combat Drugs (WPCCCD), Charlie Booth, agreed that Library Trustees

would be welcome to attend a WPCCCD meeting to meet the community leaders represented there. Mrs. Miranda noted that these meetings are held every Thursday at 11am at the Slater Center, and Trustees Furth and Simmons agreed to attend one in the Spring. Library Director Miranda also reported that Mr. Booth expressed hope that the Library would be helpful to Slater which is planning to open a community technology center, and she invited him to meet with our staff to discuss our varied experience which now stretches back over a number of years. Mrs. Miranda also reported that Frank Williams, Director of the Youth Bureau, said Trustees would be welcome to visit the Youth Board, and Mrs. Miranda agreed to get a schedule of upcoming meetings.

Trustee Cox-Burns reported she distributed various library materials to Reverend Maddox, as follow-up to our visit to the ministerial group.

Trustee Oliva reported that the Council of Neighborhood Associations (CNA) would meet at the Library on March 13 at 8:00 p.m. in the Auditorium and asked for attendance from the Library Board. Trustee Oliva questioned whether the Outreach Committee needed to continue, since the whole Library Board is now involved and interested. After some discussion, the Board decided that it was effective to have a committee with Trustee as coordinator, and asked Trustee Oliva to continue. Trustee Furth suggested they plan to meet some time in April.

Library Director Miranda requested Trustee Yanofsky consider the suggestion (made at the January Board meeting) that the school district include information about the Library as a resource in its calendar and newsletter. Dr. Yanofsky agreed to investigate the possibility.

Internet Policy

Library’s policy on "Computers and Internet - Public Use" was approved on a motion by Trustee Oliva, seconded by Trustee Cox-Burns.

Library Operating Budget Request FY2001-02

Library Director reviewed the Library Operating Budget Request FY2001-02 with the Board. On a motion by Trustee Yanofsky, seconded by Trustee Simmons, the Board approved the Library Operating Budget Request FY2001-02 with the provision that if approved with the $75,000 reduction, the Board would have the opportunity to revise program reduction.

CWP Capital Improvement Program

The Board reviewed CWP Capital Improvement Program and expressed gratitude to the Mayor and Common Council for their support of the Children’s Library expansion project and other planned improvements to the Library facility.

Library Garage Parking

The Board reviewed new parking instructions and Library Director’s 2/16/01 memo to the Parking Authority requesting response on various outstanding issues. Trustee Cox-Burns suggested that the Board mobilize library patrons to express their concerns, especially in light of the renovations being done at the Courthouse and to be done at the Library. Trustee Elmiger suggested having postcards readily available in the Circulation Dept. for patrons to send in their concerns about the parking situation at the Library. There was general agreement, but the Board decided to wait one month for response from Parking Authority, before contacting Parking Authority directly or soliciting input from patrons. Library Director Miranda was asked to put this on agenda for March meeting.

Approval to Close Library 5/20/01

On a motion by Trustee Geeslin, seconded by Trustee Elmiger, the Board agreed to close the Library on Sunday, May 20, 2001 for the Soap Box Derby and Car Show on Martine and Martin Luther King Blvd. as requested by Department of Recreation and Parks in Commissioner Davidson’s letter of 2/2/01.

Donation of Microfilm

On a motion by Trustee Geeslin, seconded by Trustee Furth, and with the appropriate procedures having been followed, the Board approved the Donation of Microfilm ("The Washington Post") to the Scarsdale Public Library.

Closeout of NRC Cooperative Agreement No. NRC-10-87-440

On a motion by Trustee Simmons, seconded by Trustee DeSoye, the Board authorized Library Director Miranda to complete the Financial Status Report and appropriate paperwork to closeout the NRC Cooperative Agreement No. NRC-10-87-440.

New York State Annual Report

Hope Furth was authorized to sign certification form required for submission of New York State Annual Report.

Live at the Library

On a motion by Trustee Oliva, seconded by Trustee Elmiger, the Board approved to accept $1,500 "Live at the Library" grant from American Library Association, and deposit and expend from Gift Fund in accordance with grant guidelines. Mrs. Miranda noted that this grant would underwrite the spring book discussion series, "An American Mosaic," with the required matching funds to be provided by the Library Foundation.

Adjournment

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

Don Simmons, Secretary

Library Board of Trustees