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Site SearchMinutes of Regular Meeting
January 15, 2003
C
all to OrderThe regular meeting of the Library Board of Trustees was called to order at 7:07 p.m. by Board Secretary, Don Simmons. In attendance were Trustees Toni Cox-Burns, Janet Elmiger, Campbell Geeslin, P. Lynn Oliva, Nancy Smith, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Head of Internal Operations, Kurt Hadeler. President Furth joined the meeting shortly after it started and asked Mr. Simmons to continue to chair the meeting. Absent with notice were Trustees Tim Connors and Fernando Martinez.
Minutes of Regular Meeting of Library Board of Trustees
The minutes of the regular meeting of December 18, 2002 were approved on a MOTION by Trustee Geeslin, seconded by Trustee Cox-Burns.
City Revenue & Expenditure Budget Reports
Reports for month ending 12/31/02 were not received.
Bills: 2002/03 Budget #11 & #12
The payment of bill vouchers #11 & #12 were approved on a MOTION by Trustee Oliva, seconded by Trustee Geeslin.
Report of Library Administration
The Board reviewed department reports and information on ebooks now available for loan though the Library’s website.
Trustee Reports and Business
WLS
Nothing reported.
Friends
Trustee Elmiger reported that the Staff Luncheon sponsored by the Friends was a success and that their next book sale would be in May. She also reported that the Friends would welcome recipes for a cookbook they hope to publish and approved a donation to the Library Foundation.
Foundation
Library Director Miranda reported that the Foundation’s annual appeal did well, and she would have the final result at the next meeting.
Advocacy
The Board welcomed guest, newly elected State Assemblyman Adam Bradley, who asked to meet with the Library Board as part of his effort to touch base with various boards and agencies in the communities he represents. Assemblyman Bradley said the Library is important to the City of White Plains, and he was interested in finding out the Board’s issues, concerns and priorities, noting that the state as well as the county is facing a major budget crisis. He said that he had met with WLS and some other libraries in his district, so he was somewhat familiar with library concerns. Issues brought to Mr. Bradley’s attention included the need for basic formula state library aid, the programs represented in the State Department of Education’s "New Century Libraries" proposal, reimbursement for non-resident use, and a possible delegation or member item for the upcoming children’s library expansion. Materials about the first four items were shared with Mr. Bradley. He requested written information about the children’s library project, and though it would not start for more than a year, he said that having it as early as possible would help him. Mr. Bradley gave the address of his new local office and encouraged Board members to be in touch. Trustee Oliva asked if he had any committee assignments yet, and he responded that he had requested assignments with priority to education, higher education, and environmental conservation. Library Director Miranda mentioned and all agreed how important it was for the Legislature act on the ½% sales tax extension for White Plains. Mr. Bradley agreed and said that he is a sponsor of this legislation. He stated that White Plains has unique needs, as it serves five times its population every day. On behalf of the Board, Trustee Simmons expressed gratitude to Assemblyman Bradley for meeting with them, and Mr. Bradley thanked the Board and said he looked forward to hearing from them.
Community Outreach
No activity has been planned at this time.
Board Vacancies
It was noted that Mrs. Cox-Burns is kindly continuing to serve until a successor is appointed, and Trustee Smith, whose term expired at the end of December, will give the Board her decision on reappointment.
Appointment of Nominating Committee
President Furth appointed Trustees Oliva and Elmiger to serve as a nominating committee, with Trustee Oliva as Chair, to present a slate of officers to be elected at the Annual Meeting in February 2003.
Executive Session
On a motion by Don Simmons, seconded by Campbell Geeslin, the Board agreed to meet in Executive Session at the home of President Furth on Wednesday, January 22 at 7:00 p.m. to work on a personnel evaluation.
Library Fund Budget Request FY 03/04
Mrs. Miranda presented the Budget calendar and a first draft budget to illustrate how the guidelines for developing a Target and Ceiling budget request could be applied. She identified the biggest challenge as funding enough of the Library’s full-time vacancies and maintaining the entire existing service profile if this is not possible.
Security for Book & Nonbook Inventory; Issues and Suggestions for Change
Mrs. Miranda reported on concerns regarding adequate security for Library materials and steps being taken to evaluate options for more effective controls to prevent losses. She reported that the Public Safety Department was assisting in this evaluation, and she recommended that the Library follow their recommendations for security improvements as closely as possible. She thanked Mr. Hadeler and Mrs. Thorsen for their help in gathering information and making interim assessments and changes. She stated that one possibility being considered would involve reconfiguring the main lobby so that patrons would enter through one set of doors and exit through the other. This would involve new security gates at each location. The Board discussed these issues in some detail, made suggestions and asked to be kept informed regarding further recommendations and actions to be taken.
Approval to Commence sending Patron Notifications regarding Fines Owed
On a MOTION by Trustee Oliva, seconded by Trustee Elmiger, the Board approved to commence sending patron notifications regarding fines owed and revised borrowing guidelines/extended use fees as presented.
Age Restrictions on First and Second Floors
On a MOTION by Trustee Cox-Burns, seconded by Trustee Geeslin, the Board approved revisions to the Code of Conduct policy as presented, and Computers & Internet - Public Use policy with stipulation that the age restrictions wording be clarified.
Approval for Personnel Added & Deleted from Payroll 10/1/02 - 12/31/02
On a MOTION by Trustee Oliva, seconded by Trustee Geeslin, the Board approved Personnel Added & Deleted from Payroll 10/1/02 - 12/31/02.
Approval for Library Systems Manager to attend SIRSI User’s Conference
On a MOTION by Trustee Furth, seconded by Trustee Oliva, the Board approved Library Systems Manager’s attendance at annual SIRSI User’s Conference, March 16 - 19, 2003 in St. Louis and be reimbursed normal expenses.
Adjournment
There being no more business before the Board, the meeting was adjourned at 9:18 p.m. on a MOTION by Trustee Geeslin, seconded by Trustee Elmiger.
Don Simmons, Secretary
Library Board of Trustees