Minutes of Regular Meeting

December 16, 2003

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:11 p.m. by Board President, Hope Furth. In attendance were Trustees Janet Elmiger, Jeane Garment, 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 Timothy Connors, Timothy James, and P. Lynn Oliva.

The business of the meeting was preceded by a tour of the areas under construction on the Library’s 3^rd Floor. All were pleased at the substantial progress.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of the November 18, 2003 were approved on a MOTION by Trustee Simmons, seconded by Trustee Schwarz.

City Revenue & Expenditure Budget Reports

The Board reviewed reports for month ending 10/31/03 and 11/30/03.

Bills 2003/04 Budget: #9, #10

The payment of bill vouchers #9 and #10 were approved on a MOTION by Trustee Elmiger seconded by Trustee Schwarz. In relation to payment of bill for tutor.com., Trustee Simmons asked about usage of Online Tutor @ the Library. Library Director Miranda said she would include the monthly statistical report on the service in future Board mailings. She noted that promotion is key, and more is always needed.

Report of Library Administration

The Board reviewed written administration reports. Mrs. Miranda encouraged the Board to look at the Library’s new web page, a work in progress, and share their comments. She reported that White Plains will receive some small reimbursement this year for non-resident use as per action by the PLDA . She noted that the distribution formula remains inequitable and a bone of contention among the libraries, and she suggested that a portion of this year’s reimbursement be used to engage a specialist in this field to recommend a more sound formula. The Board agreed this would be prudent in terms of good relations with the other libraries and potential future funding. Mrs. Miranda said she would bring a recommendation for Board approval at an appropriate time, when PLDA was ready to look at this again. Mrs. Miranda reported that she will serve on the PLDA Executive Board beginning in January.

Mrs. Miranda reported on a meeting with artist Sarah Haviland to discuss possible exhibit of Ms. Haviland’s "Copper Beech Tree" sculpture at the Library. The piece was commissioned for an exhibit at the Westchester Arts Council and based on the copper beech tree on Quarropas that graced the front lawn of the previous library building on Grand Street. Mrs. Miranda said the first preference was to have sculpture on loan, though the artist was interested in selling, and Trustee Elmiger suggested approaching the Friends of the Library as a possible source of funding if needed.

Mrs. Miranda reviewed draft plans for the new administrative and reference offices on the second floor. This second phase of construction is scheduled to begin in Spring 2004 as a preface to starting the new Children’s Library in July.

Library Director Miranda congratulated Trustee Simmons on publication of his new book, and the Board extended its good wishes.

Trustee Reports and Business

WLS

Trustee Furth reported that the County budget should be adopted shortly, and fiscal pressures continue.

Advocacy

Library Director Miranda provided materials on funding proposals for federal, state and county. She encouraged the Board to write to the governor (sample letter provided) to increase state funding for libraries.

Friends

Trustee Elmiger reported the Friends did not meet in December. She noted the book sale could not be held on Sunday due to inclement weather. Trustee Elmiger invited the Board to attend the January 6^th staff luncheon sponsored by the Friends. Library Director Miranda reported that she and Lee Palmer, chair of the Friends book sales, are actively exploring options to sell and clear away more book donations.

Foundation

Library Director Miranda reported the Foundation annual appeal was going well.

Community Outreach

Mrs. Miranda shared invitations to the upcoming WLS African American Tea and American Red Cross Breakfast and encouraged Board to attend as a way to represent the Library in the community.

Volunteer Recognition

No report.

Board Vacancies

Trustee Furth noted with great sadness that after 11 years on the Library Board, Janet Elmiger submitted her resignation. Trustee Furth thanked Trustee Elmiger for her service, and Library Director Miranda said she was honored to have had such a practical, experienced and forthright person as a member of the Board. Trustee Furth said she would maintain contact with the Mayor and Common Council to encourage timely replacement of the two Board vacancies.

Long Range Plan Committee

Trustee Furth reported she and Mrs. Miranda had plans to meet later in the week.

OLD BUSINESS:

CWP Capital Program

Mrs. Miranda reported that the Capital Projects Board was making a recommendation to proceed with Library funding requests for 2004 and 2005, with projects for public restrooms and meeting rooms moved out one year. Trustee Elmiger commended Mrs. Miranda for a fine presentation to the Capital Projects Board on November 24th. Mrs. Miranda thanked both the Capital Projects Board and Library Board for their support

NEW BUSINESS:

Gift Fund

The Board approved request to expend up to $20,000 from the Gift Fund for furnishings related to the 3^rd floor renovation and chairs for public service desks on a MOTION by Trustee Elmiger, seconded by Trustee Simmons.

Public Library Association Conference

The Board approved request for the Library Director to attend the Public Library Association conference in Seattle WA from February 24 - 29, 2004 and be reimbursed normal expenses for registration and travel on a MOTION by Trustee Garment, seconded by Trustee Elmiger.

Meeting Room Policy Revision

Mrs. Miranda presented a draft Meeting Room Policy Revision for review. The Board discussed and various suggestions were made. Trustee Schwarz suggested requiring 50% of the rental fee at the time of application as a non-refundable reservation to discourage last minute room cancellations; all agreed this was reasonable and doable. Trustee Simmons strongly recommended that a Waiver of Insurance be signed by all applicants. Mrs. Thorsen made note of suggestions to have them incorporated into a 2^nd Draft. Library Director Miranda said that the final draft would need to be submitted for Law Dept. review.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:50 p.m. on a MOTION by Trustee Simmons, seconded by Trustee Schwarz.

Don Simmons, Secretary

Library Board of Trustees