Minutes of Regular Meeting

May 18, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:08 p.m. by Board President Hope Furth. In attendance were Trustees Howard Hawkins, Timothy James, Lynn Oliva, Paul Schwarz, Julie Trelstad, 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 Connors, D’Ambrosio and Garment.

Sculpture Garden Presentation

Board President Furth introduced Arne Abramowitz, Recreation Commissioner and Eli Schonberger, Recreation Advisory Committee member. Mr. Schonberger briefly explained the genesis of the project, thanked White Plains Beautification for raising the seed money, and noted they were pleased to present a product which has outgrown their expectations.

Commissioner Abramowitz presented a posterboard of 16 sculptures valued at approximately $1,000,000 designed and built for outdoor display by various renowned artists. He noted the Exhibition will be installed on the sidewalks of the Library Plaza, along Martine Avenue and Martin Luther King Boulevard. He noted that half of the insurance costs would be taken care of by the City with the remaining insurance costs to come from donations. Commissioner Abramowitz noted the WP Recreation & Parks Department and WP Outdoor Sculpture Exhibition Committee worked in conjunction with the New York Sculptor’s Guild, and artists are donating their work for 1 year. Commissioner Abramowitz was pleased to report the Common Council had reviewed the project favorably with thanks to all who had worked on the project.

Mr. Schonberger reported that the Exhibit opening was planned for September 2004, and the potential cultural possibilities for the City and Library were very exciting. Mr. Schonberger reported a color catalog will be prepared and dedicated to the memory of his wife, Lois Schonberger. Commissioner Abramowitz added the Exhibition helps reenforce the Library as a cultural center. Trustee Schwarz thanked everyone involved for their wonderful work, and these sentiments were echoed by all present. Board President Furth and the Board thanked Commissioner Abramowitz and Mr. Schonberger for the exciting presentation.

Temporary Adjournment

On a MOTION by Trustee Furth, seconded by Trustee Oliva, the Board adjourned at 7:25 p.m. to hold its annual meeting. Board President Furth called the regular meeting back to order at 7:28 p.m.

Library Foundation Campaign Presentation

Library Director Miranda introduced John Hicks, J.C. Geever, and Lauren Candela-Katz, consultant and local resident of White Plains, to talk about the Campaign Plan and Steering Committee (first meeting will be held at the Library tomorrow night). A Campaign Plan document and Case for Support were distributed and reviewed with the Board by Mr. Hicks and Ms. Candela-Katz. Mr. Hicks noted they were very excited to work on such a wonderful project as the Children’s Library, and when completed, there will be nothing like it in the surrounding area. He remarked that the generosity and support of the City has been remarkable to ensure a larger, new library space for the children of White Plains. Mr. Hicks reported that his focus would be on helping the Foundation Board secure gifts and grants of $2,500 or more, and Ms. Candela-Katz noted that her focus would be on community gifts below that threshold, to guide the work of the Steering Committee, and work with volunteers on their asks. Ms. Candela-Katz reported there were already 20 members on the Steering Committee, all Library users and residents of White Plains, and her goal was to make sure the diversity of White Plains was represented. She noted the Steering Committee could also be a source of future volunteer leadership for the Library. Ms. Candela-Katz was pleased to report there was much enthusiasm in the community for Library and the Children’s project. She invited Board members to contact her if interested in joining the Steering Committee and reported on upcoming meeting dates. The Board thanked Mr. Hicks and Ms. Candela-Katz for their informative presentation.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of the April 20, 2004 were approved on a MOTION by Trustee Oliva, seconded by Trustee James.

City Revenue & Expenditure Budget Reports

The Board reviewed reports for months ending 4/30/04.

Bills 2003/04 Budget: #19, #20, #21

The payment of bill vouchers #19, #20, and #21 were approved on a MOTION by Trustee Oliva seconded by Trustee Furth.

Report of Library Administration

The Board reviewed written administration reports. Mrs. Miranda reported she recently met with Budget Director to discuss how best to use the Library’s budget for the remaining of the year and to plan for next year. She reported that in light of the high pension payment due to New York State by the City, the proposed Library Fund budget would be reduced by $60,000 ($50,000 from gas and $10,000 from the part time).

Mrs. Miranda reported that contracts are being awarded for the next phase of construction for 2^nd floor offices to start in June, and the first contractors meeting with the successful bidders would be held next week. Staff will move into the 3^rd floor offices beginning next week. The current phone system is being extended to the third floor pending a decision on purchase of a new system. Training on the new security system is scheduled, and guidelines are being prepared for Staff. Mrs. Miranda requested that the Privacy Policy Committee incorporate language on use of security cameras into the policy under development. Mrs. Miranda reported meetings with the architects are continuing to finalize plans for the new Children’s Library and that unfortunately yet another team has been assigned to the project by the architectural firm.

Library Director Miranda regretfully reported the resignation of Bob Cataldo, Electronic Services Specialist, and wished him well on his return to the private sector.

Trustee Reports and Business

WLS

Trustee Furth reported budgetary concerns continue, and Mt. Vernon is undertaking major repairs to bring the Library up to standard after recent damages and budget crises.

Friends

Assistant Director Thorsen reported the annual meeting of the Friends would be held on Sunday, May 23, and former Trustee Campbell Geeslin would be speaking and signing books. Mrs. Miranda noted that with the departure of Trustee Janet Elmiger, the Library Board no longer had a liaison to the Friends Board and asked if any board member would be interested. Trustee Oliva noted she may consider in the Fall.

Volunteer Recognition

Trustee Oliva reported she and Trustee Garment have devised a plan, the first step of which is to have a letter of appreciation sent to the Friends and Foundation Boards signed by all of the Library Board, and have someone bring the letter along with refreshments to one of their board meetings. Some other ideas were giving plaques to library volunteers, and getting their names in Library newsletter. Trustee Oliva noted she and Trustee Garment needed to further discuss their ideas with Mrs. Miranda and the Board, and they will try to get the proposed letter done for the Board’s June meeting.

Long Range Plan

Mrs. Miranda distributed a Draft Long Range Plan, and asked the Board for suggestions. She noted after receiving the Board comments, the next step would be to put in objectives and time lines. Trustee Furth asked the Board to return the Draft LRP to Mrs. Miranda with their comments by June 1, 2004.

OLD BUSINESS:

Library Branding Project - Progress Report

Mrs. Miranda reported she met again with firm of Pisarkiewicz & Mazur with whom she is working to create a strong new image for the Children’s Library and at the same time tie this into a strong new image for the Library. The Board provided feedback on some draft images for the library mark.

NEW BUSINESS:

Holiday Closings

On a MOTION by Trustee Schwarz, seconded by Trustee Furth, the Board approved the proposed 2004/2005 Holiday/Sunday/Summer Schedule as presented with some minor editing suggestions.

Board Certification of New York State Report

On a MOTION by Trustee James, seconded by Trustee Schwarz, the Board approved submission of the New York State Annual Report for Association and Public Libraries 2003, with completed report to be distributed at the next regular meeting.

Revision to Computer & Internet - Public Use policy regarding email

The Board reviewed the requested revision to page 2, Computer & Internet - Public Use policy to read "E-mail is permitted on all adult workstations." Assistant Director Thorsen and Manager of Children’s Services, Rosemary Rasmussen requested additional deletions/changes to page 2 of the policy as follows: under CyberSpot, delete 2^nd paragraph; under CyberKids, 2^nd paragraph, change to "age of eight" and delete 3^rd paragraph. Trustee James requested the Computer & Internet - Public Use policy be put on the agenda for the next Board meeting for further discussion with the ALA Bill of Rights which is referenced in the policy. On a MOTION by Trustee Schwarz, seconded by Trustee Trelstad, the Board approved revisions to the Computer & Internet - Public Use policy as noted.

Approval for Library Director to attend American Library Association Annual Conference

On a MOTION by Trustee Schwarz, seconded by Trustee Howard, the Board gave approval for Library Director to attend American Library Association Annual Conference, June 24 - 28, Orlando, FL, and be reimbursed normal expenses.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:17 p.m. on a MOTION by Trustee Oliva, seconded by Trustee James.

P. Lynn Oliva, Secretary

Library Board of Trustees