Minutes of Regular Meeting

September 21, 2004

Call to Order

On a MOTION by Trustee Connors, seconded by Trustee D’Ambrosio, the Board appointed Trustee Garment as President pro-tem and Trustee Schwarz as Secretary pro-tem. The regular meeting of the Library Board of Trustees was called to order at 7:04 p.m. by Board President Pro-tem, Jeane Garment. In attendance were Trustees Timothy Connors, Denise D’Ambrosio, Howard Hawkins, 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 Furth, James and Oliva.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of the July 20, 2004 were approved on a MOTION by Trustee Trelstad, seconded by Trustee D’Ambrosio.

City Revenue & Expenditure Budget Reports

The Board reviewed reports for month ending 6/30/04.

Bills 2003/04 Budget: #26 and 2004/05 Budget # 1, 2, 3, 4 & 5

The payment of bill vouchers #26 for Budget 2003/04, and #’s 1, 2, 3, 4 & 5 for Budget 2004/05 were approved on a MOTION by Trustee Connors seconded by Trustee D’Ambrosio.

Report of Library Administration

The Board reviewed written administrative reports. Trustee Hawkins complimented the Children’s staff on hosting International Story times. Ms. Rasmussen expressed thanks and reported that they were well attended, and the Children’s Department received many compliments.

Library Director Miranda reported that in anticipation of moving the Children’s Library, the loan period for Children’s materials had been temporarily lengthened to 8 weeks so that more items would be off the shelves.

Trustee Reports and Business

WLS

No meeting. Library Director Miranda reported that the WLS Annual Meeting would be 11/18 with speaker Sally Reed, Executive Director of Friends of Libraries USA.

Advocacy

Library Director Miranda noted the Assembly failed to override the governor’s veto of library aid, and urged Board members to contact their state representatives in support of libraries.

Friends

Assistant Director Thorsen was pleased to show the Friends’cookbook and noted it is selling for $15 at the Checkout Desk. Mrs. Miranda commended Lee Palmer and her committee for doing such a

fine job handling this project. She noted that the Friends plan to host an event in October to promote the cookbook, and urged Board members to consider purchasing one in support of the Friends. She also reported that the Friends will take a field trip next month to visit the new Yonkers Riverfront Library, and that Cassie Guthrie is now assisting the Friends with their newsletter.

Foundation

Mrs. Miranda reported on successful Campaign fund-raising efforts to date, with the summer spent securing gifts and pledges from Foundation Board and Steering Committee members and with these volunteers reaching out to their contacts. She stated that she expects the Campaign to become public and far more active when the Common Council establishes the Capital Project and the Mayor makes a public announcement, most likely next month. Mrs. Miranda noted that Foundation consultant, Lauren Candela-Katz, will speak to the Library Board at the next meeting. Mrs. Miranda also reported that about 30 appeals to Foundations will be sent out over the next several months.

Community Outreach & Volunteer Recognition - No report.

OLD BUSINESS

Long Range Plan- postponed to next month.

Report on Construction, Children’s Project, Branding

Library Director Miranda reported that the children’s project was out to bid and when bids come back, assuming the project was within budget, the Common Council would be asked to establish the Capital Project. She reported that although frustrations continue, the second floor is proceeding well; and hopes for occupancy at the end of October or early November. Library Director Miranda noted there are some minor outstanding issues to be resolved on the 3^rd floor, and one more serious matter, the airflow to offices, which she was told may be a re-balancing issue. This problem is being further analyzed for a solution.

Library Director Miranda shared the design of the new library cards, Library logo/letterhead, Children’s Room logo/letterhead, and materials developed to use in fund-raising and talking about the new children’s library, including a blueprint of the feature areas of the new space. Mrs. Miranda noted the blueprint will be enlarged and displayed in the second floor lobby after the public announcement. She also reported that alternative ways to advertise library services are also under consideration, e.g. pizza boxes, ads at the train station, diner menus, etc. in order to reach new (or old) audiences in new ways.

Collection Use Statistics

Kurt Hadeler reviewed the July 2003 - June 2004 Item Type Turnover Rate, Collection Count and Circulation by Item Type - Ranked by Circulation, and Collection Count and Circulation by Item Type - Ranked by Item Count reports with the Board. Mr. Hadeler noted the reports tell at a glance which collections are being used, how large they are, how popular they are. He noted the Children’s Library staff is in the process of weeding materials, and it will be interesting to review these reports again a year from now. Mr. Hadeler also reported that a part-time page has nearly completed inventorying the Children’s collection.

Library Director Miranda reported she recently met with the Reference staff and asked, based on these reports, for staff input as to how we can tailor and target our collections and services most effectively to our community. Mrs. Thorsen reported they are currently brainstorming, and have some innovative ideas.

NEW BUSINESS:

Staff Attendance - New York Library Association Conference

On a MOTION by Trustee Connors, seconded by Trustee Trelstad, the Board approved reimbursement for normal expenses up to $500 for staff member, Tim Baird, who will be attending NYLA from October 20 - 23, 2004.

Authorization to participate in Sirsi Data normalization project

Library Director Miranda explained that Sirsi is the vendor for the Library’s online management system which runs checkin, checkout, and library catalog etc. and is the basis on how the Library inventory and is managed. The Board reviewed the Sirsi Normative Data Program Agreement. Trustee D’Ambrosio questioned whether data pertaining to patron name and address would be used in any way, and Library Director Miranda replied no and referred the Board’s attention to the first paragraph of the agreement which addresses that issue. On a MOTION by Trustee Schwarz, seconded by Trustee Connors, the Board approved White Plains Public Library’s participation in Sirsi Data normalization project.

Authorization for PLDA Direct Use Study

Library Director Miranda explained the background of direct use and how it impacts White Plains Public Library to the Board. Mrs. Miranda noted that based on a discussion last year with the Board and with the agreement of PLDA, a consultant, Tom Hennen, who does statistical analysis for public library usage, is now completing a report to help the libraries with fair distribution of direct use funds. Library Director Miranda noted the bill for Mr. Hennen’s services would be approximately $1,000, which she expected to will bring to the Board for approval next month.

Ribbon Cutting Ceremony for the New Local History Room at WPPL

On a MOTION by Trustee Schwarz, seconded by Trustee D’Ambrosio, the board gave permission to serve wine at the ribbon-cutting ceremony for the New Local History Room at WPPL on Thursday, September 23, 2004 from 6:30 - 8:00 p.m.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:25 p.m. on a MOTION by Trustee D’Ambrosio, seconded by Trustee Connors.

Paul Schwarz, Secretary pro-tem

Library Board of Trustees