Minutes of Regular Meeting

January 18, 2005

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:10 p.m. by Board President, Hope Furth. In attendance were Trustees Timothy Connors, Denise D’Ambrosio, Howard Hawkins, Timothy James, P. Lynn Oliva, 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 Trustee Garment and Head of Internal Operations Kurt Hadeler.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of December 21, 2004 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Furth.

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 11/30/04.

Bills 2004/05 Budget #13 & #14

The payment of bill vouchers #13 & #14 were approved on a MOTION by Trustee James, seconded by Trustee Trelstad.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported that construction for The Trove is on track, but noted there was still a significant amount of work to be done with the architect. Mrs. Miranda reported that several closings have been discussed to permit electricity, heat or water shut-downs, but so far nothing definite; the most disruptive but necessary would be closing access to the front lobby stairwell and second floor (up to 3 weeks) to permit work on the second floor lobby ceiling. In this event, staff will apply their usual resourcefulness to make sure patrons receive the service they need.

Trustee Oliva noted with sadness the passing of City Historian, Renoda Hoffman, and was pleased the Board had decided last month to honor her with a permanent exhibition in the Local History Room.

Library Director Miranda reported that she and Kurt Hadeler attended ALA over the past weekend and saw several RFID vendors which helped to narrow down our preferences and options. She reported she and Kurt saw a promising possibility, a media dispenser, for handling CD’s and DVD’s. Mrs. Miranda noted that they will develop a flow chart to aid in illustrating and determining what will work best for patron self-service in The Trove.

Trustee Oliva complimented Rosemary Rasmussen and the Children’s Staff for all their wonderful work.

Trustee Reports and Business

WLS

Trustee Furth reported there was no meeting. She noted Mount Vernon Library continues to struggle, and the WLS Board will be considering a request from the Mt. Vernon Trustees for a variance to preserve their library’s state aid while they address the problems.

Advocacy

Library Director Miranda reported efforts are still underway to override the governor’s veto and restore the 5% cut to 2004 library funding.

Friends

Mrs. Thorsen noted that the Annual Staff Luncheon hosted by the Friends was enjoyed by all, and everyone appreciated the opportunity to see the new Reference and Administrative offices.

Foundation

Library Director Miranda reported the Foundation has raised $715,000 towards its million dollar goal and that the coming months would be critical to the successful completion of the Campaign. Foundation consultant, Lauren Candela-Katz, is ably assisting the Foundation Board, Steering Committee and Library staff to implement strategies to raise the remainder of funds. Mrs. Miranda reported there will be a Trove Family Fun Day event on March 19 at the WP Performing Arts Center from 12:30 to 4:30 p.m. with free food and entertainment. Commerce Bank will sponsor a coin collection project with its Penny Arcade and has promised a matching gift. Other sponsors are being sought from among the businesses and restaurants at City Center. At this event, families can begin signing up to create a tile that will be mounted in a wall of The Castle activity room in return for a contribution in the range of $250. There would be approximately 125 tiles available for the project.

Board

Library Director Miranda congratulated Trustees D’Ambrosio, Hawkins & Oliva on their re-appointments. Board Trustee Furth asked for volunteers for Nominating Committee to develop a slate of officers to be presented at the Annual Meeting in February. Trustees James and Furth volunteered to serve on the Nominating Committee.

OLD BUSINESS:

Capital Projects

Library Director Miranda was pleased to report that the Capital Projects Board had recommended placement of Library projects on its calendar for outgoing years and noted she would provide a copy of the new schedule as soon as it was available.

NEW BUSINESS:

Approval for Personnel Added & Deleted from Payroll 10/1/04 - 12/31/04

On a MOTION by Trustee Oliva, seconded by Trustee D’Ambrosio, the Board approved Personnel Added & Deleted from Payroll 10/1/04 - 12/31/04.

Proposal for New Patron Guest Card

The Board reviewed and discussed 12/6/04 Proposal for New Patron Guest Card to accommodate people who do not live in the City of White Plains permanently, yet would like to use the Library. Trustee D’Ambrosio asked how staff would qualify addresses, and Assistant Director Thorsen responded several options were under discussion, but a procedure had not been finalized. On a MOTION by Trustee Connors, seconded by Trustee Oliva, the Board approved the establishment of a new Patron Category "Guest Card" as presented in the proposal dated 12/4/04 and appended to these minutes.

Other

Mrs. Thorsen noted that reducing borrowing limits on some categories of materials could be also helpful in reducing losses. Trustee Schwarz asked Mrs. Thorsen for statistics as to which materials were a problem, and she said she would ask Mr. Hadeler for detailed information from the library management system and report back. The Board discussed, and Trustee Connors suggested that the Board consider a recommendation at a future meeting.

Letter to The NY Times regarding Sculpture Exhibition on the Library Plaza

The Board reviewed and discussed a draft letter to the Westchester section of The NY Times. Trustee Oliva agreed that the letter could be sent out in her name as Board Secretary. In response to some discussion about striking the right tone, Library Director Miranda offered to tweak a couple of sentences. On a MOTION by Trustee Schwartz, seconded by Trustee Oliva, the Board approved sending this letter, with some minor tweaking, to Westchester section of The Times.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:09 p.m. on a MOTION by Trustee Oliva, seconded by Trustee Hawkins. Following the meeting, Library Director Miranda took all present on a tour of The Trove!

P. Lynn Oliva, Secretary

Library Board of Trustees