Minutes of Regular Meeting

June 21, 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, P. Lynn Oliva. In attendance were Trustees Jeane Garment, Howard Hawkins, Timothy James, Paul Schwarz, Julie Trelstad, 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 and Assistant Library Director Patricia Thorsen.

Trustee Oliva thanked Library Director Miranda and staff for hosting such a wonderful event in honor of Bob Greer.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of May 17, 2005 were approved on a MOTION by Trustee James, seconded by Trustee Trelstad.

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 4/30/05. Library Director Miranda was pleased to report that the Common Council approved the Library’s request at its June meeting for budget transfer of $53,650 for use in the Capital Project.

Bills 2004/05 Budget #24 & #25

The payment of bill vouchers #24 & #25 were approved on a MOTION by Trustee Garment, seconded by Trustee Hawkins. The Board discussed and established a general policy whereby the Library Director would canvass the Board for its interest and contributions in relation to journal ads for community events.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported the Library had received two bids for security services and would send the draft contract for the preferred bidder to the Law Department for review. Mrs. Miranda noted that security services for the Library would be more costly because of the passage of time and added security needed with the opening of The Trove. Library Director Miranda reported that she has been heavily involved in helping to resolve a host of construction issues. Trustee Schwarz inquired about logistics for the Children’s move. Mrs. Miranda reported that as some shelving will be re-used, the Children’s Library will have to close for approximately 3 weeks. During this time accommodations will be made so people can continue to borrow materials from the children’s collection, and the children’s staff will assist with the set-up of the new space, as well as go out into the community, especially as it is the start of the school year.

Mrs. Miranda reported that when she notified OverDrive of her intent to cancel because of low usage, they made a deal to continue at reduced cost until January and pledged to work with us to try and identify barriers to usage and develop the audience, which seemed reasonable.

The Board discussed the 6/16/05 Reuters article distributed with reference to the Patriot Act. The Board inquired about status of the Library’s privacy policy which was sent to the Law Department for review. The Board President was asked to follow up with Corporation Counsel.

Trustee Reports & Business:

WLS

Library Director Miranda reported that Trustee Furth was attending the WLS Board meeting tonight, and the search continues for a new WLS director.

Advocacy

No report.

Friends

Board President Lynn Oliva noted the annual meeting of the Friends was a success, and thanked the Friends for their generous donation to the Foundation’s Campaign for The Trove. Trustee Oliva reported the Friends next monthly meeting will be in September.

Foundation

The Board reviewed minutes of regular meeting of May 11, 2005. Library Director Miranda reported the Campaign is progressing well with approximately $113,000 left to raise. Trustee Schwarz, as a member of the Foundation’s Planning Committee, reported the committee met on 6/16/05 to discuss the types of events which should take place surrounding the opening of The Trove. Trustee Schwarz noted there were numerous first-time donors to the Foundation, and these need to be cultivated to ensure future gifts and programming. Board President Oliva noted the Board should be active at the opening, and Mrs. Miranda agreed and welcomed the Board’s input and participation on the Planning Committee (next meeting June 30). Library Director Miranda outlined preliminary ideas for opening events, including 1) a ticketed preview party sponsored by the Foundation on October 22, featuring the author of A Treasure’s Trove, Michael Stadther, a treasure hunt, food and music; 2) ribbon cutting on October 23 with ceremonies, cake and an open house; 3) week-long program activities and tours, geared to different age groups and constituencies; 4) a free event the evening of October 27^th, sponsored by the Foundation, to thank donors to the Campaign. Library events would be paid from the Library budget, and Foundation events by the Foundation.

OLD BUSINESS

Library Fund Approved Budget for FY 2005-2006

Library Director Miranda briefly reviewed the Library Fund Approved Budget FY 2005-06 with the Board, and was pleased to report the part-time raises were included and would go into effect after July 1. She noted the report of the Adopted Budget was more detailed that the one she normally distributed, and she would distribute the summary report at a future meeting.

Proposals for Self-check and RFID inventory security

Library Director Miranda reported that the Library received two proposals for Self-check and RFID inventory security, one from Integrated Technologies, a Georgia-based company and subsidiary of Vernon, and one from Libramation, a Canadian company, formerly known as Codeco. Mrs. Miranda reported both companies and their proposals were very comparable, with Libramation being the slightly the more expensive option. She reported the price quotes for self-check were in the $30,000 - $40,000 range, and the RFID was in the $150,000 range. Mrs. Miranda noted that RFID was outside the scope of what the Library could afford at this time, so the Board’s previous decision to re-evaluate in future when the technology improves is both prudent and necessary. Library Director Miranda reported that the self-check systems of both vendors are good, but they like the hardware of one better than the other. Mrs. Miranda noted it is likely that the vendor chosen at this time for self-check would be the one chosen for RFID in the future, but the Library would not be locked into anything. On a MOTION by Paul Schwarz, seconded by Julie Trelstad, the Board empowered Library Director to enter into contract with either vendor at her best discretion, based on further evaluation. Trustee Trelstad commended Mrs. Miranda and Mr. Hadeler for their due diligence in evaluating these systems.

NEW BUSINESS:

Implementation of wireless service for public

Kurt Hadeler reported that after researching the options, he and John Lolis had been able to find an open source solution to implement wireless service for the public without compromising network security, using access points previously purchased by the Library. To start, he recommended offering service on a limited basis, i.e. two access points in Adult Reference area. Mr. Hadeler explained this service would enable patrons to come to the Library and use their wireless PDAs or laptops, access web sites unfiltered, and access web-based e-mail. He noted that upon logging in, the patron would be brought into the Library’s home page and be required to authenticate by entering library card number and birthdate. If the information was correct and their account in good standing, they would be logged in. Trustee Oliva asked if the capability of accessing unfiltered web sites would pose a problem for the Library staff, as this was an issue in the past that was brought to the Board for discussion. Library Director Miranda explained that requiring patrons to log in removes anonymity, and this typically discourages objectionable behavior. On a MOTION by Trustee Schwarz, seconded by Trustee Hawkins, the Board empowered Library Administration to move forward with establishing a limited wireless network in the Library for public use and to amend the Library’s Computer Internet policy based on the materials presented.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:47 p.m. on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

Paul Schwarz, Secretary

Library Board of Trustees