Minutes of Regular Meeting

February 8, 2005

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:14 p.m. by Board President, P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Hope Furth, Jeane Garment, Howard Hawkins, Timothy James, 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 was Trustee Connors.

Minutes of Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of January 18, 2005 were approved on a MOTION by Trustee James, seconded by Trustee Garment.

City Revenue & Expenditure Budget Reports

The Board reviewed report as of 12/31/04 and notification of NYS local library state aid payment of $16,199.69 for 2004. Trustee James asked for clarification on revenue category for Overtime Charges, which Mrs. Miranda explained were fees charged to an organization using a meeting room past the Library’s usual closing time.

Bills 2004/05 Budget #15 & #16

The payment of bill vouchers #15 & #16 were approved on a MOTION by Trustee James, seconded by Trustee Garment.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported that an article about Digital Downloans, the Library’s service to download digital books, should appear in The New York Times this Sunday, February 13. She was also pleased to report their potential interest in doing a piece on The Trove for the Real Estate section. Mrs. Miranda reported that a meeting with The Journal News Editorial Board about The Trove was scheduled for Thursday, February 10^th. She noted that The Trove Family Fun Day would be held at the WP Performing Arts Center on March 19 and invited the Board to attend. Trustee Oliva asked if volunteers were needed for 3/19 and offered to help. Mrs. Miranda thanked her and said volunteers were welcome, and encouraged anyone interested in volunteering to contact Rosemary Rasmussen. Mrs. Miranda reported that Librarian Barbara Wenglin was representing the Library on the Sculpture Garden education committee that is arranging for volunteer docents. Trustee Schwarz was pleased to report that his wife, Barbara, signed up to be a docent and was enthused about the opportunity to participate. Mrs. Miranda reported that she and Assistant Director Thorsen met with Elaine Messina, City Archivist, Anne McPherson, Deputy City Clerk, and Jack Harrington, Historical Society, to begin planning a permanent exhibit honoring Renoda Hoffman, as per the Board decision in December. Assistant Director Thorsen reported she conducted several initial interviews for a full-time librarian, and Mrs. Miranda noted they would consider alternatives, if a YA Librarian is not found.

Mrs. Miranda reported that she presented about The Trove to the WP Rotary on 2/8, and thanked Mayor Delfino for his enthusiastic introduction and support, and extended thanks to all those who attended. Trustee Schwarz added that the presentation was remarkable and commented how good it was to see the solid support for The Trove by the Mayor, the Library Staff and members of the Library and Foundation Boards.

Trustee James commented on the statistical breakdown by gender for use of tutor.com, and suggested this might warrant further inquiry and follow-up to boost male participation.

Trustee Reports and Business

WLS

Mrs. Miranda distributed The Journal News article of 1/28/05 to describe the difficulties at the Mt. Vernon Public Library, and the refusal of the WLS Board to approve that Library’s request for a variance due to its inability to meet state standards.

Advocacy

Library Director Miranda noted that it is time to actively lobby state and federal elected officials regarding library funding and that she would continue to provide advocacy updates. She asked Board members to use them to speak or write to legislators about the importance of library funding.

Friends

Board President Oliva reported that the next Friends meeting is scheduled for Thursday, 2/10/05. Trustee Oliva circulated the Friends minutes to the Board, noted they were looking for a speaker for their annual meeting, and was pleased to report the Friends voted to donate $5,000 to support The Trove.

Foundation

Library Miranda reported the Foundation is proceeding with many plans for publicity and fund-raising, including the March 19^th Family Fun Day event. She said she would send the Board a copy of Ms. Candela-Katz’s Campaign Calendar which fully describes all the activities underway or being considered.

Trustee Institute Announcement & Various Awards Nomination Announcements

The Board received nomination materials from various agencies and organizations.

OLD BUSINESS:

CWP 2005/06 Capital Program

The Board reviewed the Library portion of the City of White Plains Capital Improvement Program adopted by the Common Council last night. Board President Oliva suggested the Board keep their copies for future reference.

Other

Trustee D’Ambrosio inquired about further discussion of loan limits, and Mrs. Miranda noted that she would bring this to the Board as soon as staff had completed its review and recommendation.

NEW BUSINESS:

CWP Comprehensive Annual Financial Report for the Fiscal Year ending June 30, 2004

Library Director Miranda reviewed the sections of the Report pertaining to the Library Fund, noting fund balance to be carried forward. Mrs. Miranda suggested that Board members keep their copies for future reference.

Library Fund Budget Request For FY 2005/06

Mrs. Miranda reviewed Library Budget Request for FY 2005/06 and Proposal for Selected Raises for Hourly/Part-Time Library Employees with the Board. After discussion, the Library Budget Request for FY 2005/06 was approved by the Board, with Proposal for Selected Raises for Hourly/Part-Time Library Employees to be appended to the minutes, on a MOTION by Trustee Furth, seconded by Trustee Trelstad.

SIRSI Annual Conference

On a MOTION by Trustee Trelstad, seconded by Trustee Garment, the Board gave approval for Kurt Hadeler, Head of Internal Operations, to attend SIRSI annual conference and be reimbursed for normal expenses.

RFID Functionality, cost and implications - Preliminary Report

Library Director Miranda reviewed with the Board the preliminary report Kurt Hadeler prepared based on their joint work to assess options for RFID inventory control, self-check and media dispensing equipment for the new children’s library. Kurt Hadeler reviewed the benefits and drawbacks of Scenario 1: Existing barcodes and security with new self-service terminals, and Scenario 2: Augmenting existing barcodes with RFID tags and related equipment, and Optional Component: CD/DVD Media Dispensing Unit. Mr. Hadeler circulated a picture of the Media Dispenser being considered as an option to eliminate media losses. Trustee D’Ambrosio noted one downside of the dispenser was the inability to browse, and another was that only one person at a time could access it. Trustee Hawkins asked how Library would pay for the Media Dispenser, and Mrs. Miranda noted that the Gift Fund was an option. Regarding RFID, Trustee Oliva asked if Library could have a trial, and Mr. Hadeler noted that a 90 day trial option was available, but Library would not be reimbursed for tag costs or staff time. Mr. Hadeler noted that after careful review and consideration, with information to date, they were recommending Scenario 1 with Optional Component (Media Dispenser). Mrs. Miranda noted that the final component of the evaluation would be an analysis of equipment costs vs. value of losses over life of the equipment, after which they would make a final report and recommendation.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:10 p.m. on a MOTION by Trustee D’Ambrosio seconded by Trustee Furth.

Paul Schwarz, Secretary

Library Board of Trustees