Minutes of Regular Meeting

June 15, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Board President Hope Furth. In attendance were Trustees Denise D’Ambrosio, Jeane Garment, 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 was Trustee Connors. Board President Furth introduced and extended a hearty welcome to Trustee D’Ambrosio.

Library Branding - Presentation by PM & Co.

Library Director Miranda explained that she would report on three areas affecting the development of the new Children’s Library: 1) space design, with the latest floor plan and renderings from the architect; 2) fundraising, with the solicitation packet developed for the training sessions held for volunteers on June 14, 2004; and 3) branding to establish an identity for the new Children’s Library that is engaging, enduring, stimulating and exciting. Board President Furth welcomed Mary Pisarkiewicz & Steve Mazur of PM & Company to make a presentation on branding. Mary Piesarkiewicz & Steve Mazur outlined their experience, explained the process of the project, and the rationale for choosing a name and tagline for the Children’s Library. Mr. Mazur noted the tagline would help the community value the new facility and help parents feel more connected to it by aspirations. The firm presented the name of the new Children’s Library and tagline on boards in both black and white and color versions. The Board discussed, provided feedback, and thanked PM & Co. for their presentation. The Board then discussed further, and the Board President asked for a show of hands on the two separate elements. Library Director Miranda and management staff spoke in support of the name and tagline. The Board made the following suggestions: that the lettering be adjusted for readability and to soften angles, and that the outline of the tagline be strengthened so it would stand out more. On a MOTION by Trustee Hawkins, seconded by Trustee Garment, the Board approved the new name and tagline and gave Library Director permission to go forward. Library Director Miranda thanked the Board for their help, and agreed to take their suggestions to PM & Co.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the annual and regular meetings of the May 18, 2004 were approved on a MOTION by Trustee Schwarz, seconded by Trustee Trelstad.

City Revenue & Expenditure Budget Reports

Reports for month ending 5/31/04 were not received.

Bills 2003/04 Budget: #22 & #23

The payment of bill vouchers #22 and #23 were approved on a MOTION by Trustee Oliva seconded by Trustee Trelstad.

Report of Library Administration

The Board reviewed written administration reports. Library Director Miranda thanked Carl Bannister and his staff for their patient cooperation and hard work to successfully move staff into the first completed phase of construction, the third floor offices and storage areas. Mrs. Miranda thanked Pat Thorsen, Kurt Hadeler and staff, Technical Processing staff and Adult Services staff for

their good judgement and determined help in making a smooth transition. Assistant Director Thorsen added that the Library ran smoothly, business as usual, despite the additional challenging work required of many staff to move, set up and operate from new locations. On a MOTION by Paul Schwarz, seconded by Jeane Garment, the Board commended the Library staff for their spirit and success during this difficult period.

Trustee Reports and Business

WLS

No report.

Advocacy

Library Director Miranda encouraged Board to write to their legislators regarding passage of a state budget and increased support for libraries.

Friends

Mrs. Miranda reported the Friends are moving into their new space on the third floor. She noted that now that book donations are being accepted again, floods of books are once again piling up in the lobby and work areas. Trustee Trelstad suggested placing a large bin in the parking garage to be used as a book drop for donations. Mrs. Miranda thanked her for this promising idea, and Mrs. Thorsen mentioned that a staff member had coincidentally also just suggested this. Mrs. Miranda said she would check with the Parking Authority about this possibility.

Foundation

Library Director Miranda called the Board’s attention to the materials contained in the solicitation packets, and asked for the Board’s approval for the Campaign Case and the Recognition Plan. Mrs. Miranda reviewed the Case and Plan with the Board. Trustee James suggested a clarification of the wording "136,000 children and families" in the second paragraph which pertains to visits, not individuals, and Mrs. Miranda agreed. On a MOTION by Trustee James, seconded by Trustee Trelstad, the Board approved the Campaign Case for Support with this adjustment. On a MOTION by Trustee Garment, seconded by Trustee Hawkins, the Board approved the Recognition Plan (naming opportunities).

Community Outreach & Volunteer Recognition - No report.

Board Information: NYS Dept. of Education Website

Library Director Miranda distributed information on the "Governance Role of a Trustee or Board Member" from the NYS Dept. Of Education website at the request of Board President Furth. Trustee Furth called the Board’s attention to page 17 and was pleased to note none of the warning signs pertained to our Board.

OLD BUSINESS

Long Range Plan

Mrs. Miranda reviewed Draft 3 of the Long Range Plan, dated 6/10/04. She thanked Trustee Garment and Lucille Marotta for their input. There was discussion of the mission statement, and Mrs. Miranda asked the Board to review further and send comments to her by next week, so we could hopefully move forward to approval and implementation.

Policy Discussion: Computers & Internet - Public Use

As requested at the previous Board meeting, the American Library Association’s Bill of Rights were distributed along with the Library’s Computers & Internet - Public Use policy as revised on 5/18/04. Trustee James suggested that an asterisk be placed in the Computers & Internet policy after the reference to the Bill of Rights to acknowledge the Library’s age-based restriction on internet access in the Children’s Room. Trustee James noted the wording can be as suggested by Library Director. Trustee James also suggested changes to 2^nd & 3^rd bullets under Legal Guidelines: 2^nd bullet, delete phrase, "or that may be considered sexual harassment," and 3^rd bullet, delete second sentence "Deliberate and continued display..." The intent of these changes is to ensure that access could only restricted on the basis of unacceptable behavior, not on the basis of what could be deemed offensive. Some discussion ensued regarding use of privacy screens on computers, and both Mrs. Miranda and Mrs. Thorsen stressed the importance of maintaining an open environment that by its nature does not invite problematic behavior. The Board discussed this, and no action was taken regarding use of privacy screens. On a MOTION by Trustee James, seconded by Trustee Schwarz, the Board approved the Computers & Internet - Public Use policy with the suggested revisions as outlined above.

NEW BUSINESS:

Sculpture Garden: Request to install one piece by the front door

Library Director Miranda reported that the Sculpture Committee has asked to install one representational piece of a mother and child by the Library’s front door. She noted that she saw no reason to deny the request, and the Board agreed.

Approval for Tim Baird, Adult Services Librarian, to attend ALA Annual Conference

On a MOTION by Trustee Garment, seconded by Trustee Trelstad, the Board gave approval for Tim Baird, Adult Services Librarian, to attend ALA Annual Conference and be reimbursed for registration and airfare up to $500. Mrs. Miranda stated she had decided not to attend, as it was an inopportune time, given the start of new construction on the second floor and the timetable to complete design of the children’s library.

New York State Annual Report for Association and Public Libraries 2003

Library Director Miranda distributed copies of the completed report to the Board.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:28 p.m. on a MOTION by Trustee James, seconded by Trustee Schwarz.

P. Lynn Oliva, Secretary

Library Board of Trustees