Minutes of Regular Meeting

September 18, 2002

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:08 p.m. by Board President, Hope Furth. In attendance were Trustees Toni Cox-Burns, Janet Elmiger, Campbell Geeslin, Fernando Martinez, P. Lynn Oliva, Nancy Smith, Don Simmons, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Head of Internal Operations, Kurt Hadeler. Absent with notice was Trustee Timothy Connors.

Minutes of Regular Meeting of Library Board of Trustees

The minutes of the regular meeting of July 17, 2002 were approved on a MOTION by Trustee Geeslin, seconded by Trustee Simmons.

City Revenue & Expenditure Budget Reports

The Board reviewed the report for month ending 6/30/02 and preliminary report for month ending 7/31/02.

Bills: 2001/02 Budget: #24; 2002/03 Budget #1, #2, #3

The payment of bill vouchers #24, #1, #2 & #3 were approved on a MOTION by Trustee Cox-Burns seconded by Trustee Elmiger.

Report of Library Administration

The Board reviewed department reports. Library Director Miranda reviewed highlights from her report, and noted there is still no contract for security services, and it could be another month before contract is signed. Mrs. Miranda reported that the 3^rd floor renovation plans include upgrades to fire and security systems that are exciting, and that Capital Project submissions will be due on October 15. Mrs. Miranda also reported that she and Kurt Hadeler met with IS Director Len Lolis to discuss future development of library systems and would start planning for replacement of the SIRSI server, as well as some telecommunications equipment, in order to maintain quality of services.

Mrs. Miranda reported that the Mayor’s Office was planning a Launch Party for Tutor.com, and the Board would be invited. Library Director Miranda invited the Board to attend the October 7 Common Council meeting at which Yvonne Charles and Barbara Wenglin will be honored for 25 years of service. She noted how busy the Children’s Room was during the summer and commended the dynamic staff in the Children’s Department. She also noted that despite the drought conditions, the plantings around the Library thrived, thanks to WP Beautification which this year provided watering servcie in addition to the plants.

Assistant Director Patricia Thorsen reported that the new career counselor was being enthusiastically received and thanked Librarian Sharon Rothman for her help in familiarizing the counselor with the Library. Assistant Director Thorsen also noted that industry expert Peter Weddle’s program "Finding a Job on the Web" was excellent and enthusiastically received. Mrs. Miranda noted how well the staff was beginning to coordinate Center for Business publicity and services. Mrs. Thorsen reported that the fall book discussion series "One City, One Book: White Plains Reads "The Pearl" and "Voices and Values: American Fiction Classics" had brisk registration. Trustee Cox-Burns invited the Board to attend a book discussion of The Pearl at the Women’s Club on September 30 at 3:00 p.m.

Trustee Reports and Business

WLS

Trustee Furth reminded the Board about the upcoming WLS Trustee Institute, said she would be going and encouraged others to attend. Mrs. Miranda also emphasized how useful it would be to attend.

Friends

Trustee Elmiger reported the Friends met on September 12, and approved various funding for the Library, i.e. film, music, literacy, book discussion, staff enrichment and scholarship. Trustee Elmiger noted the next book sale will be held October 26 & 27. Mrs. Miranda reported the next Friends meeting on October 10 would be a field trip to tour the new Bronxville Library and invited Board members to attend.

Foundation

Library Director Miranda reported the Foundation Board will meet on Wednesday, September 25, 2002, and will consider revisions to its by-laws which include changing its annual meeting to February and eliminating term limitations. Mrs. Miranda noted that the audit is underway, and the Foundation’s annual report was published as the last page of the September/October 2002 newsletter (already mailed to Library Board). Mrs. Miranda reported the Executive/Finance Committee met on September 13 to discuss contractual agreements and disbursement of monies from the Foundation to the Library. After discussion with the Law Department, Library Director Miranda recommended that the Library enter into contractual agreements with vendors with costs underwritten with grants from the Foundation, and the Executive/Finance committee agreed. Mrs. Miranda noted the Foundation Board will vote on this procedure at its Spetember 25^th meeting.

Advocacy

The Board reviewed advocacy e-mail regarding information from NYLA on the position of candidates for Governor on state funding for libraries.

Community Outreach

Assistant Director Thorsen reported she and Librarian Miriam Varian will be distributing promotional materials on Homework Help@the Library to the PTA Council on 9/19.

OLD BUSINESS

Library Plaza

At request of Trustee Oliva, the Board discussed pursuing development of a Master Plan for the Library Plaza as per its discussions and various communications last since last fall. Trustee Oliva noted that with the courthouse project coming to an end, it would be an appropriate time to form a joint committee to develop a master plan for the Plaza with the assistance of the Planning Deptartment. The Board concurred, and Trustees Furth and Simmons agreed to approach the Mayor for his advice and assistance.

NYS Parent Child Grant - Cyberfamiles

On a MOTION by Trustee Simmons, seconded by Trustee Geeslin, the Board approved request to receive and expend grant from the Library Gift Fund, per grant guidelines, for the NYS Parent Child Grant - Cyberfamilies.

Library Foundation Grant

On a MOTION by Trustee Geeslin, seconded by Trustee Oliva, the Board approved action to request the Common Council increase Library Fund Budget revenue & expenses for Foundation grant of $52,300 for Homework Help @ the Library Services (Teacher in the Library; Tutor.com) and Westchester Library System for WEBS career counseling services.

Tutor.com Contract

On a MOTION by Trustee Simmons, seconded by Trustee Oliva, the Board authorized the Library Director to enter into contract with Tutor.com for online tutoring services, pending review and approval of contract by the Law Department.

WLS/WEBS Career Counseling Services Contract

On a MOTION by Trustee Oliva, seconded by Trustee Elmiger, the Board authorized the Library Director to enter into contract with Westchester Library System for WEBS career counseling services, pending review and approval of contract by the Law Department.

NEW BUSINESS:

Personnel Added & Deleted from Payroll 4/1/02 - 6/30/02

On a MOTION by Trustee Geeslin, seconded by Trustee Oliva, the Board approved Personnel Added & Deleted from Payroll 4/1/02 - 6/30/02.

Other

Trustee Simmons invited the Board to attend his book signing on Letters of Togetherness at That Old Black Magic on Saturday, October 5 from 2:00 to 4:00 p.m. Trustee Cox-Burns and the Board warmly congratulated Trustee Simmons.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:25 p.m. on a MOTION by Trustee Elmiger, seconded by Trustee Geeslin.

Don Simmons, Secretary

Library Board of Trustees