Minutes of Regular Meeting

April 20, 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, Howard Hawkins, Timothy James, P. Lynn Oliva, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Manager of Children’s Services, Rosemary Rasmussen. Absent with notice were Trustees Denise D’Ambrosio, Timothy Connors and Head of Internal Operations, Kurt Hadeler. Trustee Oliva was appointed as Secretary Pro-Tem on a MOTION by Trustee Garment, seconded by Trustee James. Trustee Furth welcomed new Board members, Trustees Hawkins and Trelstad, and all those present introduced themselves. The Board extended a special thank you to Trustee Furth for the baked goodies.

Sculpture Garden Presentation

Library Director Miranda announced that the Sculpture Garden presentation by Arne Abramowitz, Commissioner of Recreation & Parks was postponed with his apologies to the May meeting.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of the February 10, 2004 were approved on a MOTION by Trustee James, seconded by Trustee Garment.

City Revenue & Expenditure Budget Reports

The Board reviewed reports for months ending 1/31/04, 2/29/04 and 3/31/04.

Bills 2003/04 Budget: #15, #16, #17, & #18

The payment of bill vouchers #15, #16, #17 and #18 were approved on a MOTION by Trustee Oliva seconded by Trustee Garment.

Report of Library Administration

The Board reviewed written administration reports. Mrs. Miranda reported construction on 3^rd floor was going well with occupancy anticipated for May. She noted the next phase of construction for 2^nd floor offices is out to bid.

Library Director Miranda reported the "Copper Beech Tree" sculpture is now being stored on the first floor while waiting for approval from structural engineer regarding installation at the Library. Mrs. Miranda noted the artist has drafted an agreement which she will send to the Law Dept. for review. The Board gave Library Director Miranda authority to proceed with the Copper Beech Tree Agreement with the artist after the Law Dept. has reviewed and assuming approval from the structural engineer.

Trustee Reports and Business

WLS

Trustee Furth reported budgetary concerns continue with balancing of delivery services demands and increase in numbers of ILL’s.

Foundation

Library Director Miranda reported the Foundation is embarking on another campaign to raise $1,000,000 to be completed in 1 year with plan to raise 75% of the goal raised by January. $250,000 from the Centennial Campaign is earmarked for this project, so $750,000 new funds will be sought. She noted that at the Board’s next May meeting, two fund raising consultants, John Hicks/J.C. Geever (responsible for 75% of the Campaign goal) and Lauren Candela-Katz (responsible for 25%), hired by the Foundation will speak to the Board about the Campaign. Trustee Oliva asked how the Board can get involved. Mrs. Miranda noted that Board members can endorse the Campaign and the project, volunteer to serve on a committee or serve as member of the Foundation Board, and make a gift. The Foundation Board hopes for full participation from the Trustees. Mrs. Miranda said that training and materials will be provided for all volunteers. Trustee Furth noted that although the first responsibility would be to the Library as Trustee, there is no conflict of interest in participating on both Boards. Library Board President Furth noted that all monies raised by the Foundation are used to enhance projects initiated by the Library. She also noted that the City has been generous in its support of the Library. Library Director Miranda stated that both firms will also be writing grant proposals to Foundations and Corporations. Mrs. Miranda reported the Foundation had also hired the firm Pisarkiewicz and Mazur to undertake a branding project to develop a compelling visual image for the Library and Children’s Room, including a name for the new Children’s Library.

Mrs. Miranda also reported that she has created a Youth Team on the staff to better coordinate our communication, planning and delivery of our youth services and to collaborate even more successfully in the community. She noted that the City’s "Communities That Care" project, the expansion of the Children’s Library and our strong staff of professionals all provide perfect reasons to strengthen our approach to this critical area of service.

Annual Meeting/Nominating Committee

Library Director Miranda noted that the Board By-Laws stated that an Officer cannot serve more than 3 consecutive terms. She suggested that the Board consider making an exception this year and allow Board President Furth’s term to be renewed until the next annual meeting in February 2005. She explained to the new board members that the annual meeting has been postponed from the usual February meeting since the Board was awaiting three new board members. Following discussion by the Board, Trustee Furth appointed Trustee Schwarz to serve as nominating committee to propose a slate of officers at the next meeting. On a MOTION by Trustee Furth, seconded by Trustee Garment, the Board decided to hold its annual meeting to May.

OLD BUSINESS:

City of White Plains Proposed Library Fund Budget FY 2004-05

Library Director Miranda reported the City’s Proposed Budget included few changes for the Library. The Children’s book budget was reduced, but this will be compensated for by transferring funds from adult.

NEW BUSINESS:

Extend Express Books loans from 3 to 7 days

On a MOTION by Trustee Oliva, seconded by Trustee Schwarz, the Board approved revision to Circulation Policy to extend Express Books loans from 3 to 7 days.

Gift and Donation Policy

The Board reviewed the revised Book Donation Guidelines which were distributed. Trustee Hawkins suggested the Library have these scrolled on the Cable network as another way of informing the public. On a MOTION by Trustee Schwarz, seconded by Trustee James, the Board approved revision to the Gift and Donations policy as presented with additional wording to specify that copies of guidelines are available on our web site.

Personnel Added & Deleted from Payroll 1/1/04 - 3/31/04

On a MOTION by Trustee Garment, seconded by Trustee Schwarz, the Board approved Personnel Added & Deleted from Payroll 1/1/04 -3/31/04 with correction in number of Hourly Staff Appointments to "(2)" to reflect those listed.

Contract for Digital Download Services (OverDrive)

Library Director Miranda explained that this service will permit patrons to borrow digital files of bestsellers and other books, and eventually, recorded books, music and videos. She noted the company, OverDrive, hosts the files and manages the loans; our librarians will build the collection. Mrs. Miranda reported the contract will be forwarded to the Law Dept. for review. On a MOTION by Trustee Oliva, seconded by Trustee Trelstad, the Board gave approval to enter into contract for digital download services with OverDrive after review by the Law Dept.

RFP for Collection Agency Services

Mrs. Miranda reported the Library had been utilizing a collection agency in the past, however the contract had lapsed and the services had been poor. She and the staff have researched services used by other libraries across the country and she recommended that the Library issue an RFP for these services, which are unfortunately necessary. On a MOTION by Trustee Schwarz, seconded by Trustee James, the Board approved issuing RFP for Collection Agency Services.

Presentation on Trends in Library Services and Facilities

With assistance from Bob Cataldo (thanks Bob!), Technical Services Dept., Library Director Miranda gave a presentation to the Board on trends in library services and facilities. Presentation included What Kids Say about the Library, virtual tour of Cerritos Library, and demo of Checkpoint’s "Intelligent RFID Library System." RFID is planned for the new Children’s Library for security, easy self-checkout and checkin.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:18 p.m. on a MOTION by Trustee Schwarz, seconded by Trustee James.

P. Lynn Oliva, Secretary Pro-Tem

Library Board of Trustees