Minutes of Regular Meeting

September 16, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:02 p.m. by Board President, Hope Furth. In attendance were Trustees Timothy Connors, Janet Elmiger, Jeane Garment, Timothy James, Paul Schwarz, Don Simmons, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Head of Internal Operations, Kurt Hadeler, and Manager of Children’s Services, Rosemary Rasmussen. Absent with notice were Trustees Martinez and Oliva.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of August 12, 2003 were approved on a MOTION by Trustee Simmons, seconded by Trustee Elmiger.

City Revenue & Expenditure Budget Reports

The Board reviewed preliminary report for year ending 6/30/03 and month ending 7/31/03.

Bills 2002/03 Budget: #1, #2 & #3

The payment of bill vouchers #1, #2 & #3 were approved on a MOTION by Trustee James, seconded by Trustee Connors.

Report of Library Administration

The Board reviewed written administration reports. Library Director Miranda reported a group of Russian librarians will be visiting WPPL on October 9 for a tour of the Library and luncheon. Mrs. Miranda invited the Board to attend the luncheon and said she would send further details. Assistant Director Thorsen reported she was hosting one of the librarians at her home, and will also be taking the group on a tour of the Yonkers Riverfront Library.

Trustee Reports and Business

WLS

Trustee Furth reported she attended the WLS Board subcommittee (replaced tax district committee) meeting. Mrs. Furth noted subcommittee was formed to seek alternative funding streams to secure a steady revenue base for WLS. Ways to get the WLS Delivery Service underwritten were also discussed.

Friends

Trustee Elmiger reported the Friends met last week and voted to approve payment of $945 for renewal of donor management software maintenance. The Foundation and Friends share this software and pay this fee in alternating years. Trustee Elmiger noted the Friends are still in need of recipes for their cookbook.

Foundation

Library Director Miranda reported that the Foundation Executive/Finance Committee met last week, the next Foundation Board meeting will be held on September 24 at 5:00 p.m., and the Foundation will mail its annual appeal late October/early November. Mrs. Miranda reported that the Breakfast

for Business Leaders will be held on October 8, and Louis Fortunoff will be the speaker. Board members will soon receive their invitations from Mayor Delfino and Jack Phelan, President of the Foundation. The theme is "Celebrating White Plains, the Right Place to Be."

Community Outreach

Rosemary Rasmussen, Manager of Children’s Services, reported outreach to the schools is underway; newsletters were delivered by staff along with information on Homework Help.

Volunteer Recognition

Trustee Garment reported that planning is in beginning phase, and ideas will be brought to the Board next month.

Board Vacancies

A draft letter was presented by Trustee Furth, at the recommendation of Common Council President Ben Boykin, for the Board’s approval. The letter expressed acceptance of and regret at Trustee Fernando Martinez’ decision to resign as communicated to Mr. Boykin. On a MOTION by Trustee Simmons, seconded by Trustee Elmiger, the Board approved letter be sent as presented by Mrs. Furth.

Long Range Plan Committee

Mrs. Miranda noted there was nothing further to report, as the 3^rd floor renovation project has taken precedence, created time constraints and put further work on the Long Range Plan temporarily on hold. Trustee Furth noted the LRP committee will plan to meet again soon to complete the Long Range Plan.

Approval for Addition to Meeting Room Policy

Mrs. Miranda noted that while making an inquiry on meeting room usage, she was recently advised by the Insurance Dept. that organizations must supply a Certificate of Insurance as condition of room use at the Library. Library Director Miranda shared sample wording with the Board, and Trustee James noted he would like to see the Library adopt the minimum policy mandated by the City. Trustee Connors volunteered to send Library Director sample of school policy on room usage requirements. On a MOTION by Trustee Connors, seconded by Trustee Elmiger, the Board approved an addition to meeting room policy with wording at discretion of Library Director.

Approval for Staff Attendance at NYLA

On a MOTION by Trustee Connors, seconded by Trustee Garment, the Board approved the New York Library Association conference attendance by Library Director with normal expenses and up to $500 each for up to 4 additional staff members.

Adjournment

There being no more business before the Board, the meeting was adjourned at 7:52 p.m. on a MOTION by Trustee Simmons, seconded by Trustee Schwarz.

Don Simmons, Secretary

Library Board of Trustees