Minutes of Regular Meeting

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Board President, P. Lynn Oliva. In attendance were Trustees Hope Furth, Jeane Garment, Timothy James, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Head of Internal Operations Kurt Hadeler, and Manager of Children’s Services Rosemary Rasmussen. Absent with notice were Trustees Connors, D’Ambrosio and Hawkins.

Board President Lynn Oliva requested an amendment to minutes under Report of Library Administration to read: "On behalf of the Board, President Lynn Oliva noted how proud she was of the wonderful work done by Library Director Miranda, Assistant Director Thorsen, Kurt Hadeler, Rosemary Rasmussen, Lucille Marotta, and Library staff and extended a hearty congratulations to all!" The minutes of the regular meeting of October 18, 2005 were approved with this amendment on a MOTION by Trustee Furth, seconded by Trustee James.

September and October reports not yet received.

The payment of bill voucher #9 was approved on a MOTION by Trustee Garment, seconded by Trustee Schwarz.

The Board reviewed written administrative reports. Library Director Miranda thanked the Library Board for its good wishes, support and participation in The Trove events. She noted that children and families continue to be entranced, and the room is very busy. Programs are at capacity, homework help is bustling, and the computer room is full after school. Mrs. Miranda thanked Rosemary Rasmussen and staff for an amazing job adapting to the new space. She reported that there is a long punch list, and she is working to identify and resolve all the items. The most serious involves problems with Galaxy Hall and StoryTrove doors, and she thanked the Building Dept. for flagging these. Mrs. Miranda reported that the lighting in The Trove has been improved, but is not completely satisfactory; she will be meeting with the lighting consultant regarding further corrections. Trustee Schwarz expressed everyone’s delight with The Trove and opening events, and congratulated Library Director Miranda and staff.

Mrs. Miranda made appreciative note of a new in-Library music service initiated by Kurt Hadeler. Mr. Hadeler explained that patrons will be able to listen to selections from the Library’s CD collection while using their computers on our wireless network or while using our public PC’s. He thanked librarian Sharon Rothman for the fine job she is doing developing the music collection and noted that she will be providing the rotating music playlists. The goal of the service is to highlight the Library’s diverse music collection.

Library Director Miranda reported that publication of the Library’s 8-page, bi-monthly newsletter will resume in January with funding from the Foundation. She shared a draft of the new look and layout, and and thanked Cassie Guthrie for her excellent work. She welcomed the Board’s suggestions for a catchy title.

Board President Oliva commented on the wonderful, welcoming demeanor of one the new security guards outside The Trove. Mrs. Miranda agreed that this particular guard is outstanding, and reported that many compliments have been received.

Trustee James asked about the decline in use of "Digital Downloans" (downloadable e-books and recorded books) October 2005 vs. October 2004. Mrs. Miranda reported that the service has been a disappointment. Patrons seem to find it difficult to use, and the lack of iPod compatibility is a serious drawback. The Library contacted the vendor about canceling, and to forestall this, the vendor suspended monthly fees for 6 months (ending January 2006). Usage has not improved, and the plan is to run a couple of focus groups with patrons to pinpoint for the vendor their areas of dissatisfaction. The Foundation was funding the monthly fees for the service, and if a solution to improve usage or permanently reduce fees cannot be identified, it will be cancelled. Kurt Hadeler noted that another vendor may be considered.

Rosemary Rasmussen reported that she was interviewed by a student reporter for Church Street School newsletter about The Trove and was asked what had changed and what was the same. She replied that although the space was different, the books, the staff and spirit were the same.

Trustee Furth reported on status of issues regarding compliance of the Briarcliff and Mt. Vernon libraries with state standards. WLS director, Siobhan Reardon, is pursuing increased funding from the county and state. A Budget Committee consisting of the Executive Committee and two other members has been created, and Trustee Furth was asked to chair the Budget Committee. WLS will be migrating its Westlynx system to SIRSI, the same company used by WPPL. Library Director Miranda noted that this will create an opportunity to create an interface between the WLS and White Plains’ systems, and she has already spoken to WLS and SIRSI about how best to make this happen. On behalf of the Board, Board President Oliva thanked Trustee Furth for the wonderful job she is doing as WPPL’s liaison and congratulated her on being appointed Chair of the WLS Budget Committee.

Library Director Miranda encouraged the Board to contact their County and State representatives in support of increased funding for libraries. Board President Oliva asked if the timing was known regarding the $50,000 grant funding from Assemblyman Adam Bradley & Assemblywoman Amy Paulin, and Mrs. Miranda said she had no news. Trustee Schwarz volunteered to follow-up with Mr. Bradley.

Assistant Library Director Thorsen reported the Friends were delighted to tour of The Trove at their November meeting. Library Director Miranda reported that they approved $1,200 for staff development for Kurt Hadeler and John Lolis and a donation of $500 for the Friends of Mississippi Libraries to assist libraries damaged by Hurricane Katrina.

Library Director Miranda reported that at its November meeting the Foundation Board approved a revised budget to reflect all project expenses for The Trove. She noted that an annual appeal will go out this month to donors and prospects who haven’t given in 2005. Trustee Furth was pleased to report that a trustee of the New York Public Library, whom she met at recent event, had seen The Trove and praised it highly. Board President Oliva announced that the Foundation Board is seeking suggestions for board members, and asked for any candidate names to be forwarded to her, Mrs. Miranda, or Judy Nevins, Foundation Board President.

Board President Oliva noted the Board had received updated information on the Library’s submission, and that she, Library Director Miranda, Trustees Schwarz and Garment, Assistant Library Director Thorsen, and Foundation Board President Judy Nevins attended the Capital Projects Board Review meeting on 11/14/05. Mrs. Miranda thanked the Board for its support, noted there were few questions at the meeting, and said that the Capital Projects Board would make a recommendation which would then go to the Common Council for consideration and approval. She reported that she and Assistant Director Thorsen met with Executive Officer Paul Wood regarding status of The Trove capital project.

On a MOTION by Trustee Furth, seconded by Trustee Trelstad, the request for policy change for the PC Use Card was approved as presented.

Mrs. Miranda noted that it would be desirable for both Kurt Hadeler and John Lolis to attend, and for Mr. Lolis to take basic training on the Unicorn system at the preconference. Partial funding would be provided by The Friends. On a MOTION by Trustee Schwarz, seconded by Trustee Garment, the Board approved attendance at SIRSI annual meeting in Nashville for Kurt Hadeler and John Lolis with reimbursement for normal expenses and travel.

Other - The Board decided to bring holiday cookies to the Library Staff in appreciation of their efforts and support during the transition to The Trove.

There being no more business before the Board, the meeting was adjourned at 8:20 p.m. on a MOTION by Trustee Schwarz, seconded by Trustee James.