Minutes of Regular Meeting

October 19, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:09 p.m. by Board Secretary, P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Jeane Garment, Howard Hawkins, Timothy James, 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 Connors and Furth, and Head of Internal Operations Kurt Hadeler.

Foundation Campaign

Trustee Oliva introduced Lauren Candela-Katz, Foundation consultant. Ms. Candela-Katz was pleased to share a Campaign Gift Report as of 10/15/04 with $604,900 raised so far (including $250,000 earmarked from the Centennial Campaign) towards the current $1 million goal. Ms. Candela-Katz noted with appreciation the substantial financial support received from the Foundation Board. She reported on Campaign progress: she is continuing to work with the Foundation Board and Steering Committee members on their prospects, submitting grant proposals to various foundations and corporations, preparing a direct mail campaign to be sent out in November, and planning a family event on March 19 at the White Plains Performing Arts Center to kick off a final push. She noted that information about the Campaign and children’s library expansion is being received favorably in the community and cited a recent successful presentation before the Network Alliance of Westchester Business. At Ms. Candela-Katz’ suggestion, Trustee Garment spoke briefly about her experiences as a member of the Campaign Steering Committee, and expressed the hope that all Library Board members would be active supporters of the Campaign. Trustee Garment noted she would be contacting the Board on an individual basis. Ms. Candela-Katz distributed revised Campaign Case and Donor Recognition statements.

Library Director Miranda expressed that the Foundation was fortunate to have Mrs. Candela-Katz working on its behalf, as she is a talented professional and dedicated and enthusiastic about the Library as a local resident and parent. Mrs. Miranda was pleased to share a few new color renderings of aspects of The Trove, and she noted that Linda Harelick, Campaign Committee chair, had secured pro bono design services from Altria for a campaign "thermometer"and PowerPoint template.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of September 21, 2004 were approved on a MOTION by Trustee Garment, seconded by Trustee Hawkins.

City Revenue & Expenditure Budget Reports

The Board reviewed reports for the year ending 6/30/04 and the month ending 7/31/04. With respect to year-end for FY 2003-04, Mrs. Miranda reported a positive outcome in discussions with the Budget and Finance Departments, so the Library’s fund balance would better reflect the extent to which the Library Fund budget was underspent. Trustee D’Ambrosio asked to see a copy of the authorization that permits the City to change the amount to be allocated from General Fund to Library Fund from what is in the Adopted Budget. Trustee D’Ambrosio also asked if the City would cut back on funds to the Library with expectations that dollars from the Library Foundation would be used. Mrs. Miranda felt that this was unlikely, and noted that the Library Foundation can choose year by year whether to raise any funds, for what and to what extent.

Further, its by-laws specify that its funds can only be used for enhancements, not basic library services. She felt this should be adequate to keep a clear distinction between the role of public and private funding.

Bills 2004/05 Budget # 6, #7 & #8

The payment of bill vouchers #6, #7 and #8 were approved on a MOTION by Trustee Schwarz seconded by Trustee D’Ambrosio.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported that Carl Bannister, head of the Library’s Maintenance Department, would be retiring after many years of dedicated service and invited Trustees to attend his retirement dinner. Mrs. Miranda noted that Manny Aristy, who had been assigned previously to the Library and moved temporarily to another department, will be returned to the Library to replace Mr. Bannister. Library Director Miranda shared a sample ad to be placed at the train station to promote the Library’s online tutoring service and noted that two more are being developed to promote other online services.

Assistant Library Director Thorsen distributed a Homework Help flyer given out in the middle schools and high school and reported that the Library will host a middle school event to celebrate Teen Read Week and promote the Online Tutor service. In conjunction with the Homework Help promotion, there will be a raffle open to students in grades 6 through 12 , with an iPod as grand prize, and she thanked raffle sponsors: The White Plains Library Foundation, Barnes & Noble, The Westchester, The Apple Store, Tutor.com and the Galleria Mall. To enter the raffle, students need to complete an online Homework Help session and fill out an online entry form. Mrs. Miranda also thanked Trustee Connors for his support in arranging for the Online Tutor service to be available on a trial basis in the schools.

Trustee Oliva asked about discussion mentioned in staff reports about limiting losses to non-permanent residents. Mrs. Miranda described Library policy as it exists and said that she and staff are discussing creating a new category of borrower to encompass people in all kinds of transitional living situations. Mrs. Thorsen noted that this is a mixed group, from people staying in a hotel until they can move into their house or apartment, to people on temporary corporate assignments, to nannies, to people in shelters. Mrs. Thorsen emphasized that Library’s goal is to provide fair access to and reasonable protection of Library resources. Mrs. Miranda said the issues would be carefully examined, and staff would come back to the Board with a recommendation.

Trustee Reports and Business

WLS

Library Director Miranda encouraged the Board to attend the WLS Annual Meeting on November 18.

Advocacy

No report.

Friends

Library Director Miranda reported that she joined the Friends’on their successful, interesting field trip to visit the Yonkers Riverfront Library on Oct. 14. Trustee Oliva, Friends’ liaison, reminded the Board that the Friends’ cookbook was on sale at the Checkout Desk, and it would make a wonderful holiday gift.

OLD BUSINESS

Long Range Plan

Library Director Miranda presented and asked the Board to review a redrafted mission statement. After discussion and further revision, it was approved as follows, on a MOTION by Trustee D’Ambrosio,

seconded by Trustee Trelstad:

Mission Statement of The White Plains Public Library

We are a dynamic, civic resource. Our mission is to enable all members of our community to engage in lifelong learning, find inspiration and build citizenship. We do this by providing:

- free and open access to recorded knowledge,

- personal guidance in its use, and

- diverse opportunities for cultural exchange and exploration of ideas.

Library Director Miranda thanked the Trustees and asked them to review the Long Range plan in its entirety for discussion next month.

Draft Privacy Policy

The Board reviewed the Privacy Policy Draft dated 17-Sept-2004 as distributed. Trustee James asked that "I" be removed in 2^nd paragraph, (ICPLR 4509), requested edit in the last paragraph, 2^nd to last sentence to read: "We do not make Library records available to any agency of state, federal, or local government unless a subpoena, warrant, or court order is issued pursuant to law." On a MOTION by Tim James, seconded by Paul Schwarz, the Board approved the Privacy Policy with amendments to be forwarded to the City’s Law Department for review. Mrs. Miranda thanked the Privacy Policy Subcommittee for its excellent job.

NEW BUSINESS:

Personnel Added & Deleted from Payroll 7/1/04 - 9/30/04

On a MOTION by Trustee Garment, seconded by Trustee James, the Board approved Personnel Added & Deleted from Payroll 7/1/04 - 9/30/04.

Out-of-state site visits to RFID libraries

To better evaluate self-check and inventory protection technologies being considered for the new children’s library, on a MOTION by Trustee Schwarz, seconded by Trustee Hawkins, the Board gave permission for out-of-state day visits to libraries in Cleveland Heights and suburban Chicago by Library Director Miranda and Head of Internal Operations, Kurt Hadeler with reimbursement for normal expenses.

Library Capital Project request submission for 2004-05

Library Director Miranda reviewed the submission, and on a MOTION by Trustee Garment, seconded by Trustee Trelstad, the Board approved the submission for Library Capital Projects as presented. Mrs. Miranda was very pleased to share the City Ordinance dated 10/4/04 from Mayor Joseph M. Delfino regarding action taken by the Common Council to establishment the capital project for construction of the new Children’s Library.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:48 p.m. on a MOTION by Trustee D’Ambrosio, seconded by Trustee Schwarz.

P. Lynn Oliva, Secretary

Library Board of Trustees