Minutes of Regular Meeting

December 21, 2004

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:10 p.m. by Board Secretary, P. Lynn Oliva in the new Library Board room. In attendance were Trustees Jeane Garment, Howard Hawkins, Timothy James, Paul Schwarz, Library Director Sandra Miranda, Manager of Children’s Services Rosemary Rasmussen and Head of Internal Operations Kurt Hadeler. Absent with notice were Trustees Connors, D’Ambrosio, Furth, Trelstad, and Assistant Library Director Patricia Thorsen .

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of November 16, 2004 were approved on a MOTION by Trustee Schwarz, seconded by Trustee James.

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 8/31/04, 9/30/04 and 10/31/04. There were some questions regarding office supplies and PC software, and Library Director Miranda noted she would check on figures and report back next month.

Bills 2004/05 Budget #11 & #12

The payment of bill vouchers #11 & #12 were approved on a MOTION by Trustee Garment seconded by Trustee Schwarz.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda regretfully announced that Librarian Jamika Buchanan resigned, and wished her luck in her relocation to Florida. Mrs. Miranda was pleased to report the new Electronic Services Specialist, John Lolis, joined the Library staff this month. She reported that although finishing work still needed to be completed in the new Administrative offices, the move went smoothly and staff was settling in well. She reported that she was interviewed for the Church in the Highlands cable show, Views from the Pews, about The Trove; the show will appear on January 1 & 6. Trustee Oliva asked Children’s Manager, Rosemary Rasmussen, to thank Tata Canuelas for persevering with outreach even without a car. Trustee Howard asked if the Homework Help ads at the train station increased usage. Mrs. Miranda was pleased to report there was a burst of awareness which she attributed partly to the ads, but primarily to staff networking and special support from the School District and Tutor.com in agreeing to have the Homework Help link prominently displayed on all school district workstations for 3 months. Kurt Hadeler added that the site is branded to the Library, so it’s clear that it’s a Library service paid for by the White Plains Library Foundation. Mrs. Miranda reported that the next ad will be to promote Digital Downloans. Mr. Hadeler added that WPPL will make digitally downloaded audiobooks available to the public next month, and our Library will be one of 3 libraries in the country to start this service.

Library Director Miranda reported the NASA exhibit will be at the WPPL from March 9 - April 18, 2005. She noted there are new worries about space for the exhibit, since the first floor has already been so compromised by construction, but staff is committed to make it work. Worst case is that we will clear more tables and chairs in order to house the exhibit for these six weeks.

Trustee Reports and Business

WLS

No report.

Advocacy

Library Director Miranda reported there was no override of the governor’s veto to restore library funding.

Friends

Mrs. Miranda invited the Board to attend the Annual Staff Luncheon hosted by the Friends which will be held on January 11, 2005 from 12:00 - 2:00 p.m in the new Administration and Reference office areas..

Foundation

Library Director Miranda reported the Foundation appeal went out, and the Campaign is steadily progressing Foundation towards its million dollar goal.

OLD BUSINESS:

Capital Projects

Library Director Miranda shared the notes of the Capital Projects Board Meeting of November 10, 2004 and noted that a recommendation would be forthcoming in December as to the scheduling of future Library projects, followed by submission of the Capital Program to the Common Council in January for its action in February.

NEW BUSINESS:

ALA Midwinter Attendance

On a MOTION by Trustee James, seconded by Trustee Howard, the Board approved attendance at the ALA Midwinter meeting for Rosemary Rasmussen, Bonnie Grant ("Every child ready to read" preconference), and Sandra Miranda, Kurt Hadeler (RFID vendors), with normal expenses to be reimbursed.

Donor Recognition

Library Director Miranda submitted a request to amend the Donor Recognition Plan for The Trove Capital Campaign to permit a plaque to be placed near the relocated tiles from the Grand Street Children’s Library recognizing the role of the late Kay Milmoe (a former Library Trustee) and John Milmoe in preserving this piece of the Library’s history. The request was made by the family which is considering a gift to the Campaign. On a MOTION by Trustee Garment, seconded by Trustee James, the Board approved this amendment to the Donor Recognition Plan.

Request from local organization

Library Director Miranda reported that the White Plains Historical Society asked whether the Library’s local history room could be named in honor of City Historian, Renoda Hoffman, to recognize her role chronicling the history of White Plains. The Board discussed and, based on input from Trustees Schwarz and James, the Board suggested instead to erect a permanent exhibit in the Local History Room honoring Mrs. Hoffman and showcasing her contributions. Mrs. Miranda agreed to bring this idea back to the Society. The Board also discussed and agreed that for consistency’s sake in future decision-making, it should continue to coordinate the naming of rooms with the Library Foundation.

Adjournment

Mrs. Miranda wished a Happy Holiday to all present. There being no more business before the Board, the meeting was adjourned at 8:20 p.m. on a MOTION by Trustee Hawkins, seconded by Trustee Garment.

P. Lynn Oliva, Secretary

Library Board of Trustees