Minutes of Regular Meeting

July 18, 2001

Call to Order

The regular monthly meeting of the Library Board of Trustees was called to order at 7:05 p.m.In attendance were Board President Hope Furth, Trustees, Betsy DeSoye, Janet Elmiger, Campbell Geeslin, P. Lynn Oliva, Don Simmons, Nancy Smith, Saul Yanofsky, Library Director Sandra Miranda, and Assistant Library Director Charlotte Szabó.Absent with notice was Trustee Toni Cox-Burns.

Sculpture Gard

The Library Board welcomed guests Ann Edwards, President of White Plains Beautification, Eli Schoenberger and Norman Adler. Mr. Schoenberger said their purpose at the Board meeting was to present a proposal for a Sculpture Garden on the Library Plaza. Mrs. Edwards reported that WP Beautification was interested in supporting the project by paying the $5,000 stipend to the Sculpture Guild (NYC) to supply the sculptures. Mr. Schoenberger reported that the Mayor had offered his support as well, including the help of the Public Works Department to fabricate and install bases for the sculptures. Trustee Oliva asked if the sculptures would be permanent and if their weight was a problem. Mr. Schoenberger responded that the sculptures would be changed on an annual basis, and that the average sculpture would weigh 300-400 lbs., and would not, per Commissioner Nicoletti, be a problem if strategically located with sensitivity to the infrastructure. Library Director Miranda noted that pedestrian traffic in front of the Library needed to be taken into consideration in placing sculptures. Mr. Schoenberger replied they would be considerate of pedestrian traffic and sculptures would not jut out further than planters currently there. Trustee Geeslin inquired about liability and expressed concerns about personal injury, i.e. children climbing on the sculptures. Trustee Furth asked about Library liability as to property destruction of the sculptures themselves. Mr. Schoenberger noted that the Mayor had indicated this could be handled under the City's insurance. To improve security Mrs. Edwards said that the possibility of improved lighting had also been mentioned, and Mr. Adler noted that Beautification suggested having additional police patrols of the Plaza. Trustee Oliva noted that the Library hoped for an Outdoor Café in the future, and Mr. Schoenberger agreed that the Library's future plans would have to be taken into consideration. Mrs. Miranda mentioned that the County may need to resurface the Plaza after the Courthouse construction is complete and that we should not think in terms of anything permanent until then. Mr. Adler noted the plan was for a typical Sculpture Garden with representations and abstracts, and they would agree to take one person from the Library Board to be on the Selection Committee. Mr. Schoenberger said that if the Library Board gives approval to the plan, his next step would be to meet with the County to try and incorporate their space into the planning. Trustee Oliva asked who was the lead in the project. Mr. Schoenberger responded it should be the Library, and Library Director Miranda strongly agreed. Mr. Schoenberger suggested formation of a committee with an appointee by the Mayor, appointee by the Library Board, Mr. Adler, and himself. Board President Hope Furth and the Board thanked Beautification for their exciting presentation.

The Board continued their discussion of the Sculpture Garden proposal posing various questions/ issues they would like addressed before making a decision:

- Clarify administration and choice of sculptures

- Who is on selection committee? Who and how many from Library?

- What is the cost to the Library?

- How long is Beautification's commitment?

- What is the responsibility of the city? Would there be a commitment from the city for lighting and manpower to patrol the Plaza?

- Is there an expectation of named the Sculpture Garden in memory of? Is there a gift to underwrite the project?

After much discussion, the Board voted and unanimously agreed that Mrs. Miranda would contact Harriet Weissman to seek her opinion in an advisory capacity. Trustee Geeslin suggested and the Board agreed that they would ask that every artist represented in the Sculpture Garden must be represented in major museums of note. Trustee Smith suggested asking that green slats be placed on the fence between the Library plaza and the County construction project to block the view of the construction underway. Trustee Simmons suggested having security cameras. Trustee Oliva suggested asking for a Memorandum of Understanding since there were many unanswered questions, and the Board agreed. Trustee Furth asked the Board to consider if this is the right idea for the Library Plaza, and if not, how should the Plaza be developed. Dr. Yanofsky suggested the Board consider developing a Master Plan outlining long-term goals on how to best utilize the Plaza. Library Director Miranda noted that she views this as potentially a first step in the re-development of the Plaza, an interim measure to try out additional uses of the Plaza and stimulate interest in a larger plan. The Board decided that Mrs. Miranda would ask for another meeting some time next week with the presenters, and several board members (Trustees Furth, Geeslin & Oliva) volunteered to attend if available.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of June 20, 2001 were approved on a motion by Trustee Geeslin, seconded by Trustee DeSoye.

City Revenue & Expenditure Budget Reports

City Revenue & Expenditure Budget Reports as of 6/30/01 were not yet available for review due to year-end.

Bills: 2000/01 Budget: #23,#24, & #25

The payment of bill vouchers #23, #24 and #25 were approved on a motion by Trustee Simmons, seconded by Trustee Yanofsky.

Report of Library Administration

Department reports for June 2001 were reviewed by the Board. Library Director Miranda reported the vacation allocation recalculations were distributed to all full-time staff along with a memo of notification/explanation, shelving was going out to bid with bids due back on 8/3/01, and Purchase Department was completing a revised listing of authorized vendors for library materials. Mrs. Miranda noted with appreciation to the Mayor and Betty Wallace, the City's Personnel Officer that job reclassification and promotion requests had been approved and processed along with accompanying raises for affected staff. She praised Mrs. Wallace's careful assessment of the jobs done by our Library Clerks. She also reported attending Declaration of Independence ceremony at Armory and preliminary meeting with Mayor, Ann Edwards, Eli Schoenberger, Norman Adler and Hope Furth regarding proposed Sculpture Garden on the Library Plaza.

WLS

Board President Furth reported: 1) WLS is still searching for an Assistant Director; 2) Mr. Freedman will have a substantial independent budget from ALA to fulfill his new duties; 3) WLS is still working out Internet and e-mail problems; 4) Strategic Plan is being revised to better reflect the needs of all constituencies and libraries, with plan to go before WLS for approval in September.

Friends

Trustee Elmiger, Board representative to the Friends group, reported that Board member Robert Mills had regretfully resigned for personal reasons after many years of service, and Vice President Gerry Morrison has also resigned because she is moving. Mrs. Miranda reported the Library is planning a November concert in honor of Mr. Mills which will be featured in the Library's September/October newsletter. Mrs. Miranda reported that a moratorium has been put on book donations until the Fall of 2001 to allow time to take stock and organize what we already have, and the weekend of October 21 has been set aside for a "possible" Fall book sale. She reported the "self service" book sale now underway was problematic, and she planned explore other book sale options with the President of the Friends, Faith Robinson. Mrs. Furth suggested that perhaps a quarterly book sale could be held as a community service project. Assistant Director Szabó reported the third annual Friends conference will be held in November.

Foundation

Mrs. Miranda reported that the Foundation had formed three task forces to plan of series of fund-raising events to take place in the Spring 2002. Library Director Miranda noted it was the goal of each task force to come up with four possible hosts and four luminaries, and to seek new people to join their task force. Mrs. Miranda extended an invitation to the Library Board to join one of the three task forces.

Outreach

Trustee Oliva reported that several meetings have been scheduled, a September 17 meeting with the Greater White Plains Council of Community Services, a November 1 meeting with the Youth Board, and they were aiming for a September/October meeting with the Council of Neighborhood Associations. Mrs. Miranda requested the Board consider when they would like to hold their annual update meeting with the Foundation & Friends Boards, and Mayor and Common Council. The Board decided to hold the meeting in January/February 2002.

Parking Authority

Parking issues were tabled until the September meeting, and the Board agreed the focus should be on available parking for the public. Mrs. Miranda reported she is still working on fine-tuning the parking survey.

Personnel Added & Deleted from Payroll

The Board approved Personnel Added & Deleted from Payroll, April 1, 2001 through June 30, 2001 on a motion by Trustee Geeslin, seconded by Trustee Elmiger.

Approval for NYLA Annual Conference Attendance

On a motion by Trustee Elmiger, seconded by Trustee Oliva, the Board approved reimbursement of normal expenses for Library Director Miranda and up to $250 each for five staff members for attendance at NYLA Annual Conference.

Other

Library Director Miranda announced the Library Board will shortly be receiving an invitation to attend a Focus group to discuss the Library newsletter on July 31 at 10:45 a.m. in the Library auditorium.

Trustee Oliva suggested inviting Sue Habel, Deputy Planning Commissioner, to a future meeting to discuss the Library's role in the Mayor's environmental initiative.

Dr. Yanofsky was pleased to report that a 1/4 page about the Library would appear on the back page of the school calendar.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:10 p.m. on a motion by Trustee Oliva, seconded by Trustee Geeslin.

Don Simmons, Secretary

Library Board of Trustees