Minutes of Regular Meeting

April 17, 2002

Call to Order

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

Minutes of Regular Meeting of Library Board of Trustees

The minutes of the regular meeting of March 20, 2002 were approved on a MOTION by Trustee Elmiger, seconded by Trustee Geeslin.

City Revenue & Expenditure Budget Reports

The Board reviewed month ending report March 2002.

Bills: 2001/02 Budget: #16 & #17

The payment of bill vouchers #16 and #17 were approved on a MOTION by Trustee DeSoye, seconded by Trustee Geeslin.

Report of Library Administration

The Board reviewed department reports. Library Director Miranda reported she would be leading a discussion at WLS on May 14, "Pandora’s Box, What policies & practices do we use to optimize the use of the Internet in our libraries?"

Trustee Reports and Business

a) WLS

Trustee Furth reported there was no WLS meeting. Library Director Miranda reported the Children’s Department is planning terrific events to promote Charlotte’s Web for the WLS Westchester Reads.

b) Friends

Trustee Elmiger reported that the Friends of the Library met recently and their Spring book sale was quite successful. Trustee Elmiger commended Lee Palmer for the marvelous job in organizing the sale. Trustee Elmiger reported the Friends approved payment of $1,500 to help underwrite the Summer Foreign Film Series and an additional $1,600 annual fee to license public performance rights for the Library’s video collection.

c) Foundation

The Board reviewed the Foundation minutes of 2/6/02. Director Miranda reported that the Foundation Board is continuing to follow-up with various prospects for the newsletter support appeal, and she submitted two grant applications. Mrs. Miranda reported that only a few gift envelopes were returned from the 2,000 enclosed in some newsletters distributed in the White Plains Watch. She said it was worth trying, but the rate of return was not good enough to do this again.

d) Community Outreach

Director Miranda reminded the Board that the Rosedale Residential Association invited Library representatives to speak about services at its April 24 meeting at Education House at 7:30 p.m.

e) Board Vacancies

The Board briefly discussed the need to fill the Board vacancy, and Mrs. Miranda thanked Trustee DeSoye for serving past her term.

f) By-laws

The Board received finalized version of the By-laws of the White Plains Library Board of Trustees which were approved/revised at the March meeting.

OLD BUSINESS

Proposed Library Fund Budget FY2002-2003

The Board reviewed the Proposed Library Fund Budget FY2002-2003.

NEW BUSINESS

Internet Access Policies

The Board reviewed request by Library Director to Law Department to review and advise on proposed change in Library practice in enforcing Code of Conduct and Computer & Internet Policy. Assistant Director Patricia Thorsen described incidents with patrons violating Library policies. Library Director Miranda noted that these behaviors interfere with staff in performance of their duties and with other patrons in their use and enjoyment of the Library. She further noted that policy enforcement takes staff away from service activities and exposes them to harassment and risk. The Board had a lengthy discussion on the pros and cons of filtering and agreed to have further discussion until response is received from Law Department.

Personnel

a) Personnel Added & Deleted from Payroll

Personnel Added & Deleted from Payroll from January 1, 2002 thru March 30, 2002 was approved by the Board on a MOTION by Trustee Simmons, seconded by Trustee Furth.

b) Vacancies

The Board reviewed the Proposed Library Table of Organization dated 4/12/02. Library Director Miranda reported positions were approved for Patricia Thorsen, Assistant Library Director, and Kurt Hadeler, Head of Internal Operations, and she also received approvals to two Librarian positions. She expressed thanks to the City Administration for acting quickly to assist the Library in stabilizing its management structure in the wake of retirements. An additional vacancy request is still pending for clerical position in Administration, and Mrs. Miranda expressed hope that new budget would bring relief.

c) Management Issues

Mrs. Miranda reported on performance issues to be addressed in the Technical Services department where Mr. Hadeler would be assuming management responsibility. She said she would be working with Mr. Hadeler to evaluate personnel issues, backlogs, work assignments, training and performance and identify strategies to resolve. She reported that Mr. Hadeler has already begun working with primary vendor for children’s materials to get them delivered more "shelf-ready," so they will require less staff intervention before public use. Mrs. Miranda said that Mr. Hadeler’s ability to handle his new responsibilities would be limited until the vacancy could be filled to take on many of his current job duties. Director Miranda also reported that a Disciplinary Interview had been held.

Grant from White Plains Library Foundation for Teacher in the Library FY 01/02

Library Director Miranda reported the Foundation approved grant of $10,000 to the Library for the FY 01/02 Teacher-in-the-Library program. On a MOTION by Trustee Geeslin, seconded by Trustee Simmons, the Board approved that the Library petition the Common Council to increase the Library Fund Budget revenue and expenditures by $10,000 for Teacher in the Library program for FY 01/02.

Library Plaza

Board President Furth will contact the Chair of Recreation Advisory Committee to ask about Committee recommendation (reported in Journal New article 4/3/02) regarding implementing an outdoor art sculpture program in and around the White Plains Library Plaza.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:25 p.m. on a MOTION by Trustee DeSoye, seconded by Trustee Smith.

Don Simmons, Secretary

Library Board of Trustees