Minutes of Regular Meeting

July 09, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:10 p.m. by Board President, Hope Furth. In attendance were Trustees Janet Elmiger, Jeane Garment, Timothy James, Lynn Oliva, Paul Schwarz, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Manager of Children’s Services, Rosemary Rasmussen and Head of Internal Operations, Kurt Hadeler. Absent with notice were Trustees Connors, Martinez, and Simmons. Trustee Furth welcomed new Trustees Garment and Schwarz to the Board, and outgoing Trustee Nancy Smith as Head of the Long Range Planning Committee. On a MOTION by Trustee James, seconded by Trustee Oliva, the Board appointed Trustee Elmiger as Secretary Pro-Tem.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of June 11, 2003 were approved on a MOTION by Trustee Elmiger, seconded by Trustee Oliva.

City Revenue & Expenditure Budget Reports

Not received.

Bills 2002/03 Budget: #24 & #25

The payment of bill vouchers #24 and #25 were approved on a MOTION by Trustee Oliva, seconded by Trustee Elmiger.

Report of Library Administration

The Board reviewed written administration reports, and Library Director Miranda noted that board members should feel free to call her at any time with questions.

Trustee Reports and Business

WLS

Trustee Furth, WLS liaison, provided an update on WLS’ proposed formation of a county-wide tax district for a stable source of improved funding, and Library Director Miranda reviewed the 7/2/03 written summary of issues. Board members agreed that this was not a course of action they could support and that it would be better to state this sooner than later. On a MOTION by Trustee Furth, seconded by Trustee Schwartz, the Board decided that a letter would be sent to the WLS Board President stating its opposition to the concept of forming a county-wide tax district. Board members reviewed and edited a letter to be sent, and decided that the Mayor and Common Council and presidents of the 37 other public library boards would receive copies.

Advocacy

No report.

Friends & Foundation

No meetings until September.

Community Outreach

No report

Volunteer Recognition

Trustee Oliva asked if anyone would be interested in being on a committee, and Trustee Garment offered to do so.

Board Vacancies

Mrs. Miranda suggested a hail and farewell gathering for incoming and outgoing trustees. Everyone was enthusiastic, and Trustee Furth offered to host it at her home, details TBD.

President Furth asked the Board to consider an issue of ongoing absenteeism. It was noted that the Board By-Laws state, "Three or more consecutive unexcused absences shall be considered grounds for requesting notice to the Common Council for replacement of the Trustee." Board members expressed regret that the situation had not resolved itself and acknowledged that in this case not all eight absences were unexcused. Nonetheless, all agreed that participation was essential and that Trustee Furth should speak to the President of Common Council regarding how to proceed.

Library Board Meeting Dates

The Board discussed future meeting dates and agreed to meet the 4^th Wednesday of the month except for the months of February (meeting date TBD), and November and December meetings would be held the 3^rd Tuesday of the month. Library Director Miranda noted she would send meeting schedule to the Board.

Long Range Plan Committee

Nancy Smith, head of LRP committee (Mrs. Furth, Mrs. Elmiger, Mrs. Thorsen and Ms. Miranda) reviewed the process undertaken in developing the Draft WPPL Long-Range Plan dated 7/9/03 presented to the Board at this meeting. The starting point had been review of the Library’s previous plan, and Mrs. Smith was pleased to report the Library had attained most of its goals, and commended Library Director Miranda. Mrs. Smith asked the Board to review the new draft plan and plan to discuss and give input at the September board meeting. She noted that the committee planned as next steps to get input from staff, library users and non-users to incorporate into a final draft. The Board suggested that any community focus group(s) take place after its discussion of the draft.

Patriot Act

The Board received additional materials on the Patriot Act from Library Director Miranda. She noted that the Act has added an additional layer of complexity to the issue patron privacy and confidentiality of library records. Another layer has been created by the library’s computer systems which automatically create and keep more information than ever before. Kurt Hadeler reinforced that a retention policy on electronic records, as well as a privacy policy was essential. Mrs. Miranda noted that these items are listed in the draft Long-Range Plan and should be short-range objectives.

Child Internet Protection Act (CIPA)

Library Director Miranda distributed the Library’s current "Computers & Internet - Public Use" policy and highlighted sections that could need revision based on the recent Supreme Court ruling on CIPA. She noted that a request had been made to the Law Department for review.

Approval for Personnel Added & Deleted from Payroll (4/1/03 - 6/30/03)

On a MOTION by Trustee Oliva, seconded by Trustee Elmiger, the Board approved Personnel Added & Deleted from Payroll, 4/1/03 - 6/30/03.

Approval Requested for Addition to Meeting Room Policy

On a MOTION by Trustee James, seconded by Trustee Garment, the Board amended the meeting room policy to state that rental bookings are accepted no more than four months in advance of a requested meeting date.

Capital Project Established to Begin 3^rd Floor Renovation

Library Director Miranda was pleased to report at the July 7 meeting, the Mayor and Common Council established a Capital Project for the 3^rd floor renovation. Contracts will now be awarded, and work will proceed on this first phase leading to the expansion of the Children’s Library! Mrs. Miranda said she would take the Board on a tour of the third floor after the meeting to see HVAC project work completed and areas to be renovated.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:21 p.m. on a MOTION by Trustee Garment, seconded by Trustee Schwarz.

Janet Elmiger, Secretary Pro-Tem

Library Board of Trustees