Minutes of Regular Meeting

March 19, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:05 p.m. by Board Secretary, Don Simmons. In attendance were Trustees Toni Cox-Burns, Janet Elmiger, Campbell Geeslin, Lynn Oliva, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Manager of Children’s Services, Rosemary Rasmussen. Absent with notice were Trustees Connors, Furth, Martinez, Smith, and Head of Internal Operations, Kurt Hadeler.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the annual and regular meetings of February 11,2003 were approved on a MOTION by Trustee Oliva , seconded by Trustee Elmiger.

City Revenue & Expenditure Budget Reports

The Board reviewed City Revenue & Expenditure Budget Reports for months ending 1/31/03 and 2/28/03. Library Director Miranda noted amount of fines collected in February was up from previous month; and it is possibly due to new fine notices.

Bills 2002/03 Budget: #15, #16, & #17

The payment of bill vouchers #15, #16 and #17 were approved on a MOTION by Trustee Geeslin, seconded by Trustee Oliva with correction of amount in #17, page 1, number 283 to $24.58.

Report of Library Administration

Trustee Geeslin noted he was pleased see that work on the HVAC capital project to replace the chiller unit and cooling tower was underway as evidenced by presence of a huge crane outside the Library. Mrs. Miranda shared pictures with the Board of the crane in operation on March 15, and reported good progress with the project. She explained that the Library would be closed on March 29 because power to the building would be cut to complete a phase of the electrical work.

Trustee Simmons inquired about satisfaction with the guard service. Mrs. Miranda reported on a meeting held with the vendor on March 3, 2003 to discuss better recruitment, training and supervision of guards. Mrs. Miranda stated that she intends to put the contract out to bid when the year is up to ensure the Library gets the best service possible. Mrs. Thorsen noted that although she’s been disappointed in the vendor’s onsite supervision, she is hopeful that the vendor will be responsive. She emphasized that having security at the Library has made a positive difference, especially for staff.

Library Director Miranda reported that she and the management staff have reviewed registration practices and identified changes to be made in the following areas: types of acceptable I.D., checking non-residents for debts at other libraries, imposing strict limit on loans to all new borrowers and doing routine mailing to verify new borrower addresses. Trustee Simmons asked about DVD’s, and Assistant Director Thorsen reported that procedures for processing and circulating CD-ROM’s and security tagging of DVD’s had been revised, and that DVD’s had been relocated and returned to the browsing shelves. Mrs. Miranda stated that, although it is extremely time-consuming for staff, she has asked for an inventory of the DVD’s to be taken every two weeks until further notice so that further problems, if any, can be quickly identified.

Trustee Reports and Business

WLS

In absence of Trustee Furth, WLS liaison, there was no report.

Friends

Trustee Elmiger reported that the next Friends meeting is scheduled for April 10, 2003, and the Spring Book Sale will be on May 3 & 4. Trustee Elmiger noted the Friends need donations of non fiction books for the sale and recipes for the cookbook they are planning to publish.

Foundation

The Board reviewed Foundation annual and regular minutes of February 5, 2003 and copy of lapsed donor appeal. Library Director Miranda was pleased to report the Foundation welcomed three new board members, Barbara Loucks, Skeff McAllister, and Gail Schwartz. Mrs. Miranda reported the appeal to lapsed donors was mailed, and plans for a Fall Business Breakfast are underway, with thanks to librarian Christiane Deschamps for a good idea for a theme.

Advocacy

Mrs. Miranda reported that PLDA is organizing a rally here in Westchester for better state funding. Further notice will be provided when plans are finalized. Mrs. Miranda urged Board members to participate.

Community Outreach

Library Director Miranda suggested that attending local events would be a wonderful way for board members to mingle in the community on behalf of the Library. She asked if the Board would be interested in learning about these events regularly, and the Board was receptive. Mrs. Miranda also asked if the Board might be interested in handling recognition of our wonderful Library volunteers. The Board was very receptive to the idea, and Trustee Oliva agreed to chair a committee.

Board Vacancies

Library Director Miranda announced with much regret the resignation of Trustee Geeslin and shared a copy of his letter. Trustee Oliva expressed, and all agreed, that Trustee Geeslin will be sorely missed. Trustee Simmons added that Mr. Geeslin’s perspective and intelligence are deeply appreciated, and his presence is irreplaceable. Trustee Geeslin thanked everyone for their sentiments, and noted he is working on many exciting projects, including writing an opera libretto and editing children’s books.

Board members noted that this brings the number of vacancies to three and discussed the importance of bringing good candidates to the attention if the City. Some suggestions were made with promises to follow up.

Goals: Formation of Ad Hoc Committee for Library Long Range Plan

Following up on Board discussion of goals, Library Director Miranda reported for President Furth that Trustee Smith has agreed to chair an ad hoc committee to develop a Long Range Plan for the Library. She reported that Trustee Smith hopes to conclude this work within two months. Trustees Furth and Smith will have an initial meeting to make a plan of work. Mrs. Miranda said that she suggested that this plan include meetings with staff and trustees, as well as a focus group with patrons and community members.

Trustee Development

The Board received an announcement about a trustee development workshop upstate, and Mrs. Miranda said that another is taking place in Tarrytown in May (information will be sent).

Budget Request FY 03-04

The Board received copies of the goals and performance measures submitted with the FY03-04 Budget Request. Mrs. Miranda observed that these would serve as the basis for a Long Range Plan. She reported that the Mayor reviewed the Library’s Budget Request with her and Mrs. Thorsen on March 5 and said that she and Mrs. Thorsen conveyed the Board’s understanding of the need for fiscal prudence and restraint during this challenging time.

Mrs. Miranda also reported that Eileen Earl has retired as the City’s Budget Director and her Deputy, Anne Reasoner, has been appointed as her successor. Also, Tim Dolph, Deputy Personnel Officer, will be leaving his position at the end of March.

Personnel: Report on Executive Session

This agenda item was postponed to the next meeting.

Proposed Amendment to Westchester Library System Direct Access Plan

The proposed Amendment to Westchester Library System Direct Access Plan was approved as presented on a MOTION by Trustee Geeslin, seconded by Trustee Cox-Burns.

Approval for Conference Attendance

On a MOTION by Trustee Oliva, seconded by Trustee Elmiger, the Board approved conference attendance for Library Director, ALA Toronto June 19-24, normal expenses for registration + travel;

Rosemary Rasmussen, NYLA Youth Services Spring Conference, Haupaugue, NY 4/4, normal expenses for registration + travel with overnight stay; 2 Children’s staff members for NYLA Youth Services Spring Conference, Haupaugue, NY 4/4, normal expenses for registration + travel; Tim Baird, ALA Toronto June 19-24, registration only.

NYS Annual Report for Public & Association Libraries - 2002

On a MOTION by Trustee Elmiger, seconded by Trustee Geeslin, the Board approved signing of required certifications by Board President and Library Director for the NYS Annual Report for Public & Association Libraries - 2002.

Other

At President Furth’s request, Mrs. Miranda reported that Mrs. Furth was pleased to meet with Mayor Delfino to convey the Board’s sentiments (reported in minutes of 2/11/03) regarding the sculpture garden proposed for the Library Plaza and touch base in general. Mrs. Furth expressed appreciation for the Mayor’s time and ongoing interest.

Next Board Meeting

The Board confirmed its decision last month (not recorded in the February 11 minutes) to hold the April Board meeting on Tuesday, April 15, 2003.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:40 p.m. on a MOTION by Trustee Oliva, seconded by Trustee Cox-Burns.

Don Simmons, Secretary

Library Board of Trustees