Minutes of Regular Meeting

November 18, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:05 p.m. by Board President, Hope Furth. In attendance were Trustees Janet Elmiger, Jeane Garment, Timothy James, Lynn Oliva, 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 was Trustee Timothy Connors.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of October 21, 2003 were approved on a MOTION by Trustee Simmons, seconded by Trustee Schwarz.

City Revenue & Expenditure Budget Reports

The Board reviewed report for month ending 9/30/03.

Bills 2002/03 Budget: #6, #7, #8

The payment of bill vouchers #6, #7, and #8 were approved on a MOTION by Trustee Garment, seconded by Trustee Schwarz.

Report of Library Administration

The Board reviewed written administration reports. Library Director Miranda was pleased to report that construction on the third floor had resumed and going well. She alerted the Board to the new Gallery exhibit, "Salaam," and the press and patron interest surrounding it. She emphasized that the Library had chosen to host it after being approached by the Arts Council with the idea over a year ago. Assistant Director Thorsen reported the opening was well attended, with many expressing their appreciation to the Library for the hosting the exhibit. Trustee Simmons commended the Library for presenting programs with such cultural diversity. Kurt Hadeler reported the Library’s new web page was up and running. Trustee Garment extended her compliments, noting that she had visited the web page and found it very user friendly.

Trustee Reports and Business

WLS

Trustee Furth reported on issues discussed at the most recent WLS meeting. The Mt. Vernon Public Library has been determined to be a school district library and must put its budget out to an annual vote (as per New Rochelle). The State Comptroller is being lobbied from many quarters to propose alternate payment options that protect the NYS retirement system without decimating local budgets, such as those of libraries, municipalities or employers like WLS. Mrs. Furth also reported that Mary Berman, Assistant Director of WLS was honored by the New York Library Association, and LaRuth Gray was honored by American Woman of African American Heritage. Trustee Furth noted that she would report next month on discussion of WLS’ upcoming budget. Trustee Schwarz reported that he attended the WLS annual meeting at which the Patriot Act was discussed at length, and he shared some of the concerns raised. Library Director Miranda agreed that the need for a policy in the area of privacy and records retention was great. She suggested that the Board’s help would be welcome in studying this issue and drafting a privacy policy, including retention guidelines for paper and nonpaper records that are at our discretion. She noted that the completed draft would need to be sent to the Law Dept. for review. Trustee Furth suggested a subcommittee to scope out the issues and make recommendations. Trustees James, Schwarz, and Simmons and Kurt Hadeler, Head of Internal Operations, volunteered to serve and agreed to meet in January, date TBD. Mrs. Miranda agreed to supply background information and sample policies to get the subcommittee started.

Friends

Library Director Miranda asked for Board guidance with respect to book donations, most of which must be discarded because of their poor condition, lack of space and impact on staff work areas. Library volunteer efforts focus mostly on internal sales, not donations to other organizations. Even with a larger sorting room in the new 3^rd floor storage area, the next phase of construction will effectively prevent all but sales from the 1^st floor lobby book store. Trustee Oliva suggested that the Library speak to the Friends about limiting acceptance of book donations starting in 2004 due to the construction and lack of space. The Board discussed alternatives, e.g. the Friends seeking a drop off location outside the Library. Trustee Elmiger noted the Friends would not meet until January and agreed as Friends liaison to approach them beforehand with the Library Director about limiting book donations and sales. Trustee Elmiger added that the Friends have done well in the past year with sale of books on Ebay.

Foundation

Library Director Miranda reported the Foundation was preparing to mail its annual appeal and invited any available Board members to volunteer to help complete the job. Trustee Garment offered her help. Mrs. Miranda was pleased to report that the Foundation received a $10,000 renewal grant from MasterCard International for Homework Help @ the Library.

Community Outreach

Assistant Director Thorsen reported that Christiane Deschamps hosted the SCORE seminar which drew a good crowd, and that Christiane attended the Small Business & Economic Development Forum. Mrs. Thorsen reported that the Foundation Center program arranged by Sharon Rothman was a success with over 50 people in attendance.

Volunteer Recognition

Trustee Garment reported that she and Trustee Oliva had reviewed the roster of volunteers and discussed the possibilities, and their plan would be to extend an invitation to all volunteers and bring coffee/danish and certificates of appreciation for each volunteer at the Friends April Board meeting. Trustee Garment asked about inviting the Foundation Board; Trustee Furth noted that most of those Board members would be working at that time. It was suggested that a plaque in recognition of the Friends be presented and displayed in their book store.

Board Vacancies

Trustee Furth noted she would follow up with Common Council President Boykin for status.

Long Range Plan Committee

Trustee Furth noted the LRP committee would meet in December to discuss completing the Long Range Plan.

OLD BUSINESS:

Capital Projects

The Board reviewed the Library’s Capital Project recommendations with Library Director Miranda. Mrs. Miranda noted the Capital Projects Board meeting to review the Library’s requests would be Monday, November 24^th at 4:00 p.m. at City Hall; she encouraged Board members to attend. On a MOTION by Trustee Oliva, seconded by Trustee Simmons, the Board approved the Library’s Capital Project recommendations as presented.

NEW BUSINESS:

Borrowing Guidelines

Assistant Director Thorsen presented proposed revisions of borrowing guidelines to the Board. On a MOTION by Trustee James, seconded by Trustee Schwarz, the revised Borrowing Guidelines (attached) were approved with one change, raising borrowing limit # of children’s AV from 5 to 6, as requested by Children’s Manager, Rosemary Rasmussen.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:45 p.m. on a MOTION by Trustee Oliva, seconded by Trustee Schwarz.

Don Simmons, Secretary

Library Board of Trustees