Minutes of Regular Meeting

November 16, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:05 p.m. by Board President, Hope Furth. In attendance were Trustees Denise D’Ambrosio, Jeane Garment, Timothy James, P. Lynn Oliva, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Manager of Children’s Services Rosemary Rasmussen and Head of Internal Operations Kurt Hadeler. Absent with notice were Trustees Connors and Hawkins.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of October 19, 2004 were approved with corrections (word "emphasize," p. 2 and "guidance in its use," p. 3) on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

City Revenue & Expenditure Budget Reports

Not yet received.

Bills 2004/05 Budget #9 & #10

The payment of bill vouchers #9 & #10 were approved on a MOTION by Trustee Oliva seconded by Trustee Schwarz.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda was pleased to report that Administration and Reference would move into the new office space in December, and the next Board meeting would be held in the new Board Room. She invited the Board to tour the new offices after the meeting. Mrs. Miranda reported on discussions that have taken place to plan construction of the children’s library with minimal disruption to patrons and staff. Some work will be done at night, however there will be unavoidable disruptions during daytime hours. Mrs. Miranda reported that a good candidate for the vacant Electronic Services Specialist position was identified, and he is expected to start in December. She reported she and Kurt Hadeler decided against field trips to out-of-state RFID libraries, but were considering a visit to ALA Midwinter in Boston in January to see the three vendors under consideration. Trustee Oliva asked about a reference to use of a collection agency in one of the Administrative reports. Mrs. Miranda reminded the Board that it had given authorization to issue an RFP for these services, and the preparatory work was underway. A recommendations will be brought back to the Board for consideration when this work is done.

Mrs. Miranda reported that the Youth team would meet later this month to discuss future teen nights at the Library. Assistant Director Thorsen reported the first one was a lot of work, but definitely worth the effort. It was a good mix with about 100 middle school students in attendance. Trustee Oliva asked if volunteers would help and offered her assistance in future. Mrs. Thorsen reported that a business focus group was held recently with a small group of local people and noted that librarians Christiane Deschamps and Sharon Rothman did an excellent job planning and conducting it. Interesting ideas were gathered, including feedback on the Library’s business databases and their promotion. Mrs. Thorsen reported that Barbara Wenglin’s book discussion group being held at the Woman’s Club has been a great success. She also reported that the librarians have been working hard to promote our online homework help service, and Library Director Miranda was pleased to note that October’s usage dramatically increased as a result of all our promotional efforts.

Trustee Reports and Business

WLS

Trustee Furth reported that WLS’ Assistant Director, Mary Berman, has retired, and her position will not be replaced. Mitch Friedman is back full-time as WLS Director. She reported that budgetary problems still exist, as the state legislature has not overridden the governor’s veto, so there is a 5% shortfall which needs to be restored. Trustee Furth reported that WLS’ 2005 budget is predicated on restoration of the 5%, but noted that the unpaid Assistant Director’s salary would help cover the shortfall. Mrs. Furth also mentioned that a planning meeting for the African American Literary Tea will take place on November 23 at 9:00 a.m. at Pepsico; the Tea is held annually on Martin Luther King, Jr. Day at Tappan Hill.

Library Director Miranda reported that WLS is planning to seek grant funds from foundations and corporations, with a reported 80% of project funds directed to member libraries. She noted WPPL may benefit as it has in the past from collaborative programs. Library Director Miranda reported on a request for services that she received from another WLS library, and mentioned that the WLS Annual Meeting would take place Thursday night November 18 with speaker, Sally Reed, President of the National Friends of Libraries.

Advocacy

Library Director Miranda encouraged the Board to use NYLA’s site to write legislators to override the governor’s veto and restore library funding.

Friends

Mrs. Miranda noted the Friends’ next meeting would be 11/18.

Foundation

Library Director Miranda reported the Campaign is doing well and thanked the Board members who have already responded to Trustee Garment’s request for support. Mrs. Miranda noted that a direct mail appeal is scheduled to go out at the end of this week.

OLD BUSINESS:

Long-Range Plan (LRP)

The Board reviewed the 11/12/04 Draft Long-Range Plan, and made some revisions which were noted by Library Director. Trustee James suggested arranging outreach with the schools, i.e. giving out library cards at the schools at the time a child is registered for school. Trustee Oliva expressed her thanks to former Trustee Smith for time spent on the LRP, and Mrs. Miranda thanked Trustee Oliva, Trustee Furth and Assistant Director Thorsen for their work on the LRP committee. On a MOTION by Trustee Schwarz, seconded by Trustee Garment, the Board approved the 11/12/04 Draft Long-Range Plan with revisions as noted by Library Director. Mrs. Miranda said she would send the finalized version of the LRP to the Board, and noted the next step would be to share back with staff and Mayor’s office, which had been given earlier drafts.

NEW BUSINESS:

Policy Statement, Regulation, Procedure, Guideline

Assistant Library Director Thorsen reported on a workshop she attended in October, "Creating Policies for Results - from Chaos to Clarity." She reviewed with the Board the suggested definitions for future use: Policy Statement, Regulation, Procedure, and Guideline and cited some examples. Mrs. Thorsen reported that each Library differs in what they may call a policy and what needs to be approved by the Library’s governing authority. She provided an excerpt to the Board to illustrate a recommended structure: 1) Policy Statements are approved by the library’s governing authority; 2) Regulations are normally approved by the library’s governing authority; 3) Procedures are developed by staff, approved by library managers and not reviewed by library’s governing authority; 4) Guidelines are always approved by the Library Director, but rarely reviewed by the Library’s governing authority. Mrs. Thorsen reported that the plan is that she will re-examine WPPL’s current policies and try to apply this structure for more clarity.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:45 p.m. on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

P. Lynn Oliva, Secretary

Library Board of Trustees