Minutes of Regular Meeting

July 19, 2005

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:09 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, 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 Trelstad.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of June 21, 2005 were approved on a MOTION by Trustee Garment, seconded by Trustee D’Ambrosio.

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 5/31/05.

Bills 2004/05 Budget #26 & #27

The payment of bill vouchers #26 & #27 were approved on a MOTION by Trustee James, seconded by Trustee Furth

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported the Library sustained internal damage yesterday on all floors, including a small area of the new Children’s room, due to flooding. She noted that water damage was mostly to carpets and ceiling, a couple of computers, and minimal to some furniture. She reported the primary reason for the flooding was due to overflow from the cooling tower, a problem which is scheduled for remediation this year through a capital project. Library Director Miranda thanked Jerry Lopilato, DPW staff, and Library maintenance crew for their quick response, as well as Assistant Director Thorsen and Library staff Karyn DeLuca, Maria Gagliardi, and Bill Deierlein for their help, and the Trustee Oliva extended the thanks of the Board. Mrs. Miranda reported that DPW is installing a pump as a temporary fix to handle future overflow problems. The Board requested that Trustee Oliva send a letter to DPW requesting that the capital projects for the cooling tower and roof be moved up in priority, and include documentation of past incidents, the risk to newly renovated space, the potential health danger from mold/mildew in insulation, duct-work & carpeting, and a request for qualified third-party evaluation of air-quality.

Trustee James inquired about item in Assistant Director Pat Thorsen’s report that mentioned regents testing in conjunction with the Home Instruction Office of the School District. Mrs. Thorsen explained that this is a long-standing arrangement by which the Home Instruction Office arranges for teachers to meet at the Library with students who cannot be in a public school for a variety of reasons.

Trustee Reports & Business:

WLS

Trustee Furth reported the search for a new WLS director is coming to an end, with 50 applications narrowed down to 3 viable candidates. The WLS Board is working on a list of priorities which she will share with the Board when done.

Advocacy

No report.

Friends

No report.

Foundation

Library Director Miranda reported the Preview Party for the Trove will be held on October 22, 2005 with plan to mail invitations right after Labor Day. She asked for the Board’s help in reaching out to personal contacts to attend or take a journal ad, and Board members made suggestions about who should be on the mail list. Mrs. Miranda reviewed the Preview Party Task List as of 7/15/05, the journal ad letter, and corporate sponsorship letter, and invited the Board to attend the upcoming Foundation planning committee meeting on July 27. Trustee Furth suggested the Board take out a journal ad, and there was agreement to take up a collection for this.

OLD BUSINESS

Borrowing Limits

Assistant Director Thorsen reported that at the 1/18/05 Board meeting, she suggested potentially reducing borrowing limits in some categories of materials in order to help reduce losses. Mrs. Thorsen was pleased to report that with the help of borrowing reports (for resident and non resident materials checked out 12/31/01 to 12/31/04) provided by Kurt Hadeler and time spent by part-timer Caitlin Bonanno to examine them, her concern for losses was not substantiated. She also reported that a spot check of materials borrowed by 137 new library patrons revealed that less than 10% of the materials were unreturned, and therefore the previous Board decision to limit first-time borrowers to three items was a good one. Board President Oliva asked if the Board had any objections to leaving the borrowing limits unchanged at present, and there were none.

NEW BUSINESS:

Approval for Personnel Added & Deleted from Payroll - 4/1/05 - 6/30/05

On a MOTION by Trustee Furth, seconded by Trustee Garment, the Board approved Personnel Added & Deleted from Payroll, 4/1/05 - 6/30/05.

Attendance for NYLA in Buffalo, Tata Canuelas

On a MOTION by Trustee Furth, seconded by Trustee D’Ambrosio, the Board approved attendance for NYLA in Buffalo for Tata Canuelas, to be reimbursed normal expenses up to $150 in addition to Friends grant of $500.

Policy on Publicity or Promotional Photos of Library, or Use of Library to Endorse Products or Services of Others.

The Board discussed this and decided no changes were needed to current policy which specifies that no one can take photos in the Library without the permission of the Library Director or use the Library to endorse products or services.

Executive Session

On a MOTION by Trustee Oliva, seconded by Trustee Garment, the Board went into Executive Session to discuss a personnel matter. On a MOTION by Trustee Oliva, seconded by Trustee Garment, the Board came out of Executive session and reported that it would hold a special meeting on August 30, 2005 at the home of Trustee Furth to work on an evaluation of the Library Director.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:30 p.m. on a MOTION by Trustee D’Ambrosio, seconded by Trustee Garment.

Paul Schwarz, Secretary

Library Board of Trustees