Minutes of Regular Meeting

January 20, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:12 p.m. by Board President Hope Furth. In attendance were Trustees Janet Elmiger, Jeane Garment, Timothy James, P. 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 the December 16, 2003 were approved on a MOTION by Trustee Simmons, seconded by Trustee Oliva.

City Revenue & Expenditure Budget Reports

The Board reviewed report for month ending 12/31/03.

Bills 2003/04 Budget: #11, #12

The payment of bill vouchers #11 and #12 were approved on a MOTION by Trustee Elmiger seconded by Trustee Garment.

Report of Library Administration

The Board reviewed written administration reports. Mrs. Miranda reported good progress on construction. She also reported that the concept of an enclosed AV will not be pursued any further at this time due to cost. New security equipment will be operational by April and will help monitor AV collections, as well as the rest of the Library.

Trustee Reports and Business

WLS

Trustee Furth reported that she was not at the last meeting, but it is her understanding that WLS is continuing to investigate options to cut or contain spending. Trustee Simmons reported the African American Literary Tea was a huge success. The Board reviewed Larchmont Public Library’s letter to Mitch Freedman, WLS, opposing formation of special tax district for WLS. Some concern was expressed about Larchmont’s support of the concept of fundraising for a WLS headquarters. All agreed that no action was needed, but that it was important to see what, if anything, further came of this idea. Mrs. Miranda suggested that if the Board were interested, Dr. Freedman could be invited to attend a meeting as Larchmont had done. All agreed this would be useful to do after Board vacancies are filled.

Advocacy

Library Director Miranda reported that the Governor’s Budget proposes a 5% cut in existing library funding, and encouraged Board members to write legislator to advocate for status quo.

Friends

Trustee Elmiger reported the annual Staff Holiday luncheon was a great success with Mayor Delfino, and several Common Council members in attendance. She reported Friends approved funding for

film and music programs at their last meeting, and raised a good amount of funds from their book sales. Library Director Miranda reported that she and Lee Palmer, chair of the Friends book sales, are continuing to actively explore options to sell and clear away book donations. She asked Board members for their opinion about an idea for an outdoor donation drop such as those used for clothing. After some discussion, it was agreed that this would probably encourage more donations instead of contain them. To give a picture of the dimensions of the problem, Mrs. Miranda offered to take Board members after the meeting to an area where the overflow was waiting for garbage pick-up.

Foundation

Library Director Miranda reported the Foundation annual appeal went very well. She reported that at the last Foundation Board meeting, she presented the need for a new special initiative to raise substantive additional funds for the Children’s Room project. The Foundation Board will be considering what process and services it would need to accomplish this. Mrs. Miranda noted that unless the Foundation commits to raising these funds, it will be necessary to trim specialty items from the project. Trustee Oliva suggested a "buy a brick" type fund raiser, and Library Director Miranda agreed it would be important to include a strategy like this as part of the campaign.

Community Outreach

No report.

Volunteer Recognition

No report.

Board Vacancies

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 that plan will be completed as soon as feasible.

OLD BUSINESS:

Meeting Room Policy Revision

After reviewing the draft meeting room application from the January meeting, Trustee James questioned the need to focus on the definition of an organization rather than the purpose of the event. The Board discussed possibilities of using other criteria. Library Director Miranda suggested that judging eligibility on the basis of meeting topic would be more subjective and difficult to administer, and open staff to more challenges. Mrs Thorsen noted that a 2^nd Draft of the policy was not yet ready, and Mrs. Miranda said that when it was, it would be sent to the Law Dept. for review and advice. Mrs. Miranda noted that the Library will stop booking its meeting rooms for dates after July 1, 2004 for at least a year, possibly more, while areas of the second floor are being reconstructed.

NEW BUSINESS:

SIRSI Annual User’s Conference

On a MOTION by Trustee Oliva, seconded by Trustee Simmons, the Board approved request for the Head of Internal Operations to attend this annual training conference in St. Louis, MO from April 18 - 21, 2004 and be reimbursed normal expenses for registration and travel.

Approval for Personnel Added & Deleted from Payroll 10/1/03 - 12/31/03

On a MOTION by Trustee Elmiger, seconded by Trustee Garment, the Board approved Personnel Added & Deleted from Payroll 10/1/03 - 12/31/03.

Update to Collection Development Policy

Library Director Miranda reviewed updates to the Collection Development policy with the Board, noting that changes were based on revised management staff responsibilities and discontinuation of the pamphlet collection. The Board suggested a few wording and punctuation corrections, and Mrs. Miranda made note of their suggestions. On a MOTION by Trustee Garment, seconded by Trustee Oliva, the Board approved updated Collection Development policy with corrections as noted.

Library Fund - Budget Request 2004-05

Library Director Miranda reviewed the relevant sections of the City’s 2002-03 Financial Report for status of Library’s fund balance, trust funds, and capital projects. Budget preparation materials have not yet been issued to departments.

Annual Meeting

On a MOTION by Trustee Oliva, seconded by Trustee Simmons, the Board moved its Annual Meeting from February to March 2004. A nominating committee for election of new slate of officers will be appointed in February. Hopefully, some if not all Board vacancies will be filled by then.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:20 p.m. on a MOTION by Trustee Simmons, seconded by Trustee Garment.

Don Simmons, Secretary

Library Board of Trustees