Minutes of Regular Meeting

February 10, 2004

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 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 were Trustees Timothy Connors and Janet Elmiger. Trustee Furth announced that Arne Abramowitz, Commissioner of Recreation & Parks, sent his apologies for not being able to attend this meeting due to unforeseen circumstances, but noted he would attend a future meeting.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of the January 20, 2004 were approved on a MOTION by Trustee Simmons, seconded by Trustee Garment.

City Revenue & Expenditure Budget Reports

Not yet received.

Bills 2003/04 Budget: #13, #14

The payment of bill vouchers #13 and #14 were approved on a MOTION by Trustee Oliva seconded by Trustee James.

Report of Library Administration

The Board reviewed written administration reports. Mrs. Miranda reported construction on 3^rd floor was going well, and was on target for occupancy at the end of March. She noted that an important third floor issue is still pending - purchase of phone system - and she is coordinating with City IT and Public Works to get this resolved. She noted that the architect is not moving as fast as she would like on the subsequent phases of design and reported that she met with the Children’s Room staff to discuss preparations for upcoming construction, including beginning to plan their temporary move to the auditorium and gallery.

Mrs. Miranda reported that the sculptor, Sarah Haviland, had just notified her that the "Copper Beech Tree" sculpture displayed at the Arts Council would be available for long-term display at the Library. Further specifics will be given to Board after feasibility of the installation is investigated.

Mrs. Miranda reported that news: Kurt Hadeler is running for election as upcoming chair of the SIRSI User’s Group conference, and that our Library is among 14 libraries chosen nationwide to host an ALA traveling exhibit, NASA @ your Library.

Library Director Miranda reported due to the massive influx of book donations, she and Mrs. Thorsen decided that the Library could not accept any more until after April 15. Mrs. Thorsen reported that public will receive notification of this via signs posted at Library, posting on Library’s web page, and notation in Library’s newsletter.

Trustee Reports and Business

WLS

Trustee Furth reported there was no meeting. Mrs. Miranda noted that WLS will soon be mailing out the invitations for the Book & Author luncheon.

Advocacy

Materials were distributed.

Friends

Mrs. Miranda reported the next Friends meeting will be February 19.

Foundation

Library Director Miranda reported the Foundation Board will meet on February 18 and will be interviewing firms to assist with fund-raising for another campaign to support the Children’s Library expansion.

Community Outreach

No report.

Volunteer Recognition

Trustee Garment noted a report will be given next month.

Board Vacancies

Trustee Furth noted she has been in touch with the Common Council, and they are working on trustee appointments.

Trustee Simmons shared that he would be tendering his resignation as Trustee due to pressing personal and professional obligations. He noted that this was not an easy decision because his heart is with the Library. All expressed sincere gratitude for his excellent service and regret at his decision.

Long Range Plan Committee

No report.

OLD BUSINESS:

CWP 2004-05 Capital Improvement Program

The Board reviewed the CWP 2004-05 Capital Improvement Program as presented. Trustee Oliva noted with appreciation that the Children’s Library expansion project is the largest the City is funding next year, and the Trustees expressed gratitude to the Mayor and City for making this project such a visible priority.

Library Fund Budget Request 2004-05

Mrs. Miranda reviewed the proposed Library Fund Budget request for FY 2004-05 with the City's Target, 5% cut for each line, shown next to the Library request and the difference, plus or minus, shown as well. She explained that part-time hourly was an area that could not be reduced per the Target, given the number of full-time vacancies, but at the same time did not reflect anything for raises, as hourly salaries were frozen. The Board discussed this at length asking questions about hiring, retention and comparable pay locally. Assistant Director Thorsen, Mr. Hadeler and Ms. Rasmussen stated that the rates of pay are an increasing problem; good candidates for professional and clerical spots are going elsewhere. On a motion by Paul Schwartz, seconded by Tim James, the Board directed Mrs. Miranda to add an amount to the Library Fund Budget request sufficient for hourly raises, as priority should be placed on good public service based on our ability to attract, hire, and retain quality staff.

NEW BUSINESS:

POLICIES:

Managing Emergencies & Problem Situations

The Board reviewed the draft policy, Managing Emergencies & Problem Situations, and Mrs. Miranda noted this policy replaced the Librarian-in-Charge policy. On a MOTION by Trustee Oliva, seconded by Trustee Furth, the Board adopted the Managing Emergencies & Problem Situations policy as presented.

Meeting Rooms - Mrs. Miranda noted policy was not ready for further action.

Privacy - Trustee Schwarz reported the committee met, reviewed a model ALA policy, made modifications, and completed their first draft.

Collection Development - finalized, approved policy distributed.

Annual Meeting

On a MOTION by Trustee Garment, seconded by Trustee Simmons, the Board postponed its annual meeting to April in anticipation of new trustee appointments. A nominating committee for election of new slate of officers will be appointed in March.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:55 p.m. on a MOTION by Trustee Garment, seconded by Trustee Simmons.

Don Simmons, Secretary

Library Board of Trustees