Minutes of Regular Meeting

November 14, 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 Toni Cox-Burns, Janet Elmiger, Campbell Geeslin, Don Simmons, Library Director Sandra Miranda, and Assistant Library Director Charlotte Szabó. Absent with notice were Trustees Oliva, Simmons, Smith and Yanofsky.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of October 24, 2001 were approved on a motion by Trustee Geeslin, seconded by Trustee Elmiger.

City Revenue & Expenditure Budget Reports

City Revenue & Expenditure Budget Reports 2001/02 as of 10/31/01 were reviewed by the Board. Library Director Miranda reported: 1) The Library received a bill from Hi-Tech for the air-conditioning problem over the summer in the amount of $20,000, ½ labor and ½ parts. Public Works is in process of negotiating better pricing; 2) Electric expense is running high compared to last year which traces back to the settings not having been adjusted correctly after the A/C problem; 3) She was informed by Public Works that the cleaning contract bids were received, and the Library costs will rise by 80% (from $2,900 to $4,900 per month) for the next 7 months of this fiscal year. The cleaning firm previously used was had several violations with the Dept. of Labor and can no longer be utilized. For the next budget year, consideration will be giving to hiring a fourth maintenance man for the Library, and the Library will undertake its own cleaning. New maintenance man was adjusting and seems to be doing very well thus far; 4) Library Reserve for Financing doing well, and will consider requesting 42^nd library position to be filled.

Bills: 2001/02 Budget: #5 & #6

The payment of bill vouchers #5 and #6 were approved on a motion by Trustee Simmons, seconded by Trustee Geeslin.

Report of Library Administration

Department reports for October were reviewed by the Board. Mrs. Miranda reported: She met with Pat Anderson, Director of New Rochelle, Robin Osborne, WLS, Joe Hankin, WCC and members of his staff to discuss the continuation of the New Americans Resource Center after the end of the Dept. of Education grant; She attended a series of meetings with Susan Chang, and staff members, Pat Thorsen and Barbara Wenglin, regarding possible "One City, One Book" event per example of cities across America. She said they have a book in mind and will be meeting with the editor in the near future. Library Director Miranda asked the Board members to consider being chairperson or volunteering for the committee; Study rooms are near completion; She is delighted that the two new librarians have joined the staff; She was pleased to attend the White Plains High School Hall of Fame Induction Ceremony, and extended congratulations to honoree, Hon. Pauline Oliva. The Board reviewed statistical trends, and Mrs. Miranda reported she is carefully monitoring technical processes. Library Director Miranda reminded the Board about the upcoming events for Mrs. Ross and Mr. Mills, and she shared the gifts which will be presented to each.

WLS

Board President Furth reported the WLS Annual Meeting will be held on December 3; the implementation of the Strategic Plan is moving with deliberate speed and PLDA has appointed a committee.

Friends

Assistant Director Szabó reported the annual Friends meeting at Harrison was cancelled. Library Director Miranda reported the Friends held their regular meeting last week, and she was thrilled to report that Lee Palmer, an extremely capable and organized volunteer, will run the book sale. There will be no December Friends meeting.

Foundation

Board President Furth reported the Foundation Board held an executive session on November 13 to discuss fiduciary irresponsibility, income versus expenses. Mrs. Furth noted that a downturn in the economy has led to a significant slowing of giving, and after careful consideration, the Foundation Board decided to discontinue employing a full-time Director of Development as of 12/31/01. Mrs. Furth reported that a request for reconsideration to extend position until 1/31/01 will be brought before the Foundation Board.

Outreach

Trustee Furth reported that the CNA meeting will be held at the Library on December 4, 2001 at 7:30 p.m.

Board Terms Expiring

Library Director Miranda noted Trustee DeSoye’s term will be expiring at the end of the year, and she has decided not to continue. The Board discussed recruitment of new Board members.

Parking Garage Update, Plan of Action

The Board reviewed hierarchy of contacts regarding Library parking garage, discussed plan of action, and enlisting involvement of various community groups. The Board discussed the possibility of requesting creation of additional on street public parking, and agreed to investigate. Trustee Elmiger suggested informally discussing possibility of outdoor parking spaces with Mr. Moroni. Library Director Miranda reported the Library has collected numerous signatures from the Friends of the Library’s parking petition. On a motion by Trustee Geeslin, seconded by Trustee Furth, the Board agreed that a letter should be sent to the Mayor, Common Council, Board of Legislators, County Executive, Judge Nicolai, and Judge Kay enclosing copies of the Friends parking petitions which advocate public access to the Library garage.

Capital Projects

Mrs. Miranda noted that the upcoming capital projects meeting will be a critical one for the Library, and she expects to be notified of the date shortly.

Member Library Statistics - Year 2000

Discussion was postponed to next month.

Policy Revision: Gifts

Mrs. Miranda reported that the Friends of the Library requested a change in the gift policy to accept book donations all day, one day per week on Monday. On a motion by Trustee Furth, seconded by Trustee Elmiger, the Board agreed to the revision in the gift policy that the Library would accept book donations all day, one day per week on Monday.

Public Library Association Conference March 2002

On a motion by Trustee Geeslin, seconded by Trustee Simmons, the Board approved attendance of Library Director Miranda at the Public Library Association Conference, March 2002 with reimbursement of normal expenses.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:07 p.m. on a motion by Trustee Simmons, seconded by Trustee Cox-Burns.

Don Simmons, Secretary

Library Board of Trustees