Minutes of Regular Meeting

January 16, 2002

Call to Order

The regular monthly meeting of the Library Board of Trustees was called to order at 7:03 p.m. by Secretary, Don Simmons. In attendance were Trustees Toni Cox-Burns, Betsy DeSoye, Janet Elmiger, Campbell Geeslin, P. Lynn Oliva, Nancy Smith, Library Director Sandra Miranda, and Head of Public Services Patricia Thorsen. Absent with notice were Trustees Furth and Yanofsky. In the absence of the President, Secretary Simmons presided over the meeting.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of December 19, 2001 were approved on a motion by Trustee Geeslin, seconded by Trustee DeSoye.

City Revenue & Expenditure Budget Reports

City Revenue & Expenditure Budget Reports 2001/02 as of 12/31/01 were reviewed by the Board.

Bills: 2001/02 Budget: #9 & #10

The payment of bill vouchers #9 and #10 were approved on a motion by Trustee DeSoye, seconded by Trustee Smith.

Report of Library Administration

Department reports for December were reviewed by the Board. Trustee Cox-Burns noted she was very pleased to see the Library shelving project come to fruition. Library Director Miranda took the Board on a short tour to view the new shelving.

Trustee Elmiger asked for details on the "One City, One Book" planning meeting on January 14^th. Mrs. Thorsen said that after some research was done on how this project was carried out in other cities, several people from our community were asked meet to explore the concept. She described various ways to promote the project, including book discussions, classroom activities, creative writing and poetry. Mrs. Thorsen reported that there was still much work to be done, i.e. identifying a coordinator, contacting community groups, planning the logistics. Mrs. Miranda said that, given short staffing and upcoming retirements, she and Mrs. Thorsen both felt that the Library could not assume responsibility for coordinating a project of this magnitude. Next planning meeting is February 11 at 1:00 p.m. Library Director Miranda invited the Library Board to attend.

Trustee Elmiger asked for some detail on Board President Furth’s meeting with Mayor Delfino. In the absence of Trustee Furth, Mrs. Miranda reported that Mrs. Furth wanted the Board to know that Mayor Delfino expressed interest in working closely with the Library and the Board, and Mrs. Furth agreed that the Board would make every effort to coordinate and keep him well informed. Mrs. Miranda further reported that Trustee Furth extended an open invitation to Mayor Delfino to attend Library Board meetings and be part of the Foundation Board. Mrs. Miranda said that Mrs. Furth intends to keep in regular contact with the Mayor, and Mrs. Miranda said that she would do her part as well.

Mrs. Miranda asked Mrs. Thorsen to report on the start-up of the Library’s new PC reservation system. Mrs. Thorsen outlined the features that would help manage patron appointment on PC’s used for public Internet access and e-mail. Mrs. Miranda added that the software will have useful statistical reporting and patron validation capabilities and noted that it was purchased for the Library by the White Plains Library Foundation.

WLS

Mrs. Miranda said that there was no WLS report, as there was no meeting. She reminded the Board about the WLS African American Literary Tea on 1/21.

Friends

Mrs. Miranda reported the New Year’s staff luncheon sponsored by Friends was a success, that the Friends approved additional funds for music and literary programs to the end of the fiscal year, and that Lee Palmer, new book sale chair, had donations well in hand and had recruited a few more volunteers.

Foundation

Library Director Miranda reported the Foundation’s annual campaign was a success, and reminded the Library Board members that they were invited to attend the Foundation meeting on Friday, 1/18/02 at 8am at which time the program for the Business Breakfast will be reviewed.

Outreach

Trustee Oliva reported the committee is still working on setting up meetings with Slater Center and Senior Center. Mrs. Miranda asked the Board to confirm its decision to schedule a joint meeting with the Foundation Board, Friends Board, Mayor and Common Council on March 20, 2002 at 6:00 p.m. She expressed some concern about the date, and recommended that this meeting be cleared with the Mayor’s Office.

By-Laws Review

Mrs. Miranda called the Board’s attention to minor updates needed and agreed to present an edited version at the next meeting with strike-outs and adds indicated.

Nominating Committee

Mrs. Miranda reminded the Board that their annual meeting will be held on February 13, 2002. Trustees Simmons and Geeslin agreed to serve on the nominating committee to present a slate of officers at the annual meeting.

Personnel

Personnel Added & Deleted from Payroll from October 1, 2001 through December 31, 2001 was approved by the Board on a motion by Trustee Oliva, seconded by Trustee Geeslin

Mrs. Miranda reported on various personnel issues, and the Board discussed. Library Director Miranda reported she sent 2 vacancy release requests to Personnel, one for a Children’s Librarian position, and one for a clerical position. Mrs. Miranda agreed to provide update on these requests at the next Board meeting.

City Comprehensive Annual Financial Report July 1, 2000 - June 30, 2001

Mrs. Miranda briefly reviewed sections of general interest and those relating directly to the Library.

Budget Preparation for Fiscal Year July 1, 2002 - June 30, 2003

The Board reviewed the Budget Calendar and 1^st Draft of Library Budget Proposal for Fiscal Year 2002/03.

Capital Projects

Library Director Miranda reported that the recommendation of the Capital Projects Board will go to the Common Council in February. The recommendation includes three years of funding beginning in 2002/03 for Library renovations that will encompass the third floor, the new Children’s Library and a new Auditorium/meeting room/Gallery complex.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:28 p.m. on a motion by Trustee Geeslin seconded by Trustee Cox-Burns.

Don Simmons, Secretary

Library Board of Trustees