Minutes of Regular Meeting

October 21, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Board President, Hope Furth. In attendance were Trustees Timothy Connors, Jeane Garment, Timothy James, Lynn Oliva, Paul Schwarz, 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 Elmiger and Simmons.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of September 16, 2003 were approved on a MOTION by Trustee James, seconded by Trustee Schwarz with amendment to motion on Approval for Addition to Meeting Room policy that Library Director will bring proposed policy wording to the Board for approval.

City Revenue & Expenditure Budget Reports

Library Director Miranda reviewed and discussed with the Board the final report for year ending 6/30/03. This report had been previously presented, but questions had been raised as to whether it report was correct. A board member noticed there was a surplus of unexpended funds and questioned whether it went into the Library’s fund balance. Mrs. Miranda explained that since the full budget appropriation had not been added to the Library Fund, the unexpended funds did not generate any addition to fund balance. The Board reviewed reports for month ending 8/30/03.

Bills 2002/03 Budget: #4, #5

The payment of bill vouchers #4 & #5 were approved on a MOTION by Trustee Connors, seconded by Trustee Schwarz.

Report of Library Administration

The Board reviewed written administration reports. Assistant Library Director Thorsen noted she was very pleased to have two new additions to full-time staff. Rosemary Rasmussen reported the Teacher-in-Library homework help program was more popular than ever.

Library Director Miranda reported that the 3^rd Floor project has come to a halt due to a dispute between the general contractor and the carpenter’s union. The conflict is unrelated to the Library job, but the union is currently picketing the contractor at this site. Mrs. Miranda reported that Public Works is working to get the job underway again.

Trustee Reports and Business

WLS

Trustee Furth attended the most recent WLS meeting. The Board subcommittee is still discussing alternative funding streams. Mrs. Furth proposed a motion that WLS trustees that represent more than one library should send regular reports to each library they represent.

Friends

Library Director Miranda reported the Friends are scheduling monthly mini-book sales, since, due to space limitations, they are unable to accumulate enough stock for bi-annual "big book sales." She noted that the excessive volume of donations is a growing problem for library staff.

Foundation

Library Director Miranda reported that the Breakfast for Business Leaders held on October 8 was a success and commended Mayor Delfino and Foundation President Jack Phelan for their key roles, as well as library staff for their expert preparations. Trustee Schwarz commented the Breakfast reflected very well on the Library, and noted he also enjoyed the luncheon with the visiting Russian librarians. Mrs. Thorsen thanked Trustee Schwarz for attending, and also noted that Mayor Delfino’s attendance and support were much appreciated.

Community Outreach & Volunteer Recognition - Nothing to report.

Board Vacancies

Trustee Furth noted there was still one vacancy, and the Common Council had names under consideration.

Long Range Plan Committee

Trustee Furth noted the LRP committee will try to meet again in November.

Capital Projects

Library Director Miranda reported that capital projects were due on October 15, 2003, but she did not get materials and budget from the architects until October 17, 2003. These then needed to be analyzed and revised and the resulting estimates reviewed with the Commissioner of Public Works. Mrs. Miranda reported she notified the Budget Director of the reason for the delay and hopes the materials may be ready to submit by this Friday October 25. Mrs. Miranda said the Board’s attendance at the capital projects meeting to review the Library’s projects would be important, and she would advise them of date.

Personnel Added & Deleted from Payroll 7/1/03 - 9/30/03

On a MOTION by Trustee Oliva, seconded by Trustee Garment, the Board approved Personnel Added & Deleted from Payroll 7/1/03 - 9/30/03.

Contract Continuation for Maintenance on replacement IBM server from SIRSI

On a MOTION by Trustee Furth, seconded by Trustee Garment, the Board approved contract continuation for maintenance on replacement IBM server from SIRSI.

Agreement for Continuation of database licensing from Thomson/Gale

Library Director Miranda reported the Library subscribes to several databases from Thomson/Gale, and on a MOTION by Trustee James, seconded by Trustee Schwarz, the Board approved continuation of database licensing from Thomson/Gale for these databases.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:05 p.m. on a MOTION by Trustee James, seconded by Trustee Oliva.

P. Lynn Oliva, Secretary Pro-Tem

Library Board of Trustees