Minutes of Regular Meeting

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 Hope Furth, Jeane Garment, 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, Hawkins and James.

The minutes of the regular meeting of November15, 2005 were approved on a MOTION by Trustee Furth, seconded by Trustee Schwarz.

The Board reviewed reports for September, October, and November. Library Director Miranda noted expense line items of concern to be monitored closely: Building Facility Maintenance, Electricity, Gas, Security Guards.

Mrs. Miranda reviewed the CWP 2004-05 Financial Statement with the Board, pointing out that the City had appropriated the full amount needed to cover expenses. She noted that the Library’s undesignated Fund Balance now stands at less than $25,000 and is unlikely to grow in the future, as the City will continue to fund the Library based on its expenses. After some discussion, the Board directed Mrs. Miranda to continue to manage expenses prudently and also utilize the Library’s appropriation to the fullest extent. Mrs. Miranda reported that the Capital Projects Board was recommending $70,000 for this year to close out expenses on the Children’s project, but the cash sources of funding were still to be determined. She will work with the Public Works Commissioner on this and to try and bring these expenses down.

Library Director Miranda reported the NYS Local Library Services Aid payment had been distributed via WLS, and that a population-based formula is used to determine the amount of funding. She noted that State Aid for libraries has not increased in many years, therefore the amount of funding has been the same.

The payment of bill vouchers #10, #11, and #12 were approved on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

The Board reviewed written administrative reports. Library Director reported that work continues on punch list items, the most problematic being the meeting room doors. The Board reviewed The Trove statistics for November 2005. Mrs. Miranda reported that in January the Library will begin issuing Trove library cards and introduce a pay station feature at the self-check machines. She reported that a $50,000 grant secured by State Assembly representatives Adam Bradley and Amy Paulin will be earmarked for additional pay station and cash handing equipment, security monitoring equipment in The Trove, display shelving, study tables & chairs, and a machine to clean and repair DVD’s. She noted that it would be important to plan some recognition for this grant at the appropriate time.

Trustee Furth reported on decision highlights of the November and December meetings: the WLS budget was adopted, with goal to bring the budget into balance within 2-3 years; WLS needs to move and has found a great new space;

SIRSI has been chosen for the new WLS online system; Mt. Vernon Library’s request for variance was approved; Briarcliff Library’s request for variance was denied and deadline of March 2006 was given for Briarcliff to respond or the matter will be turned over to the state. Board President Oliva asked about the outcome of WLS’ request to the County. Library Director Miranda reported that WLS received 90% of what was requested and commended Director Reardon on her excellent budget presentations to WLS, PLDA and the County, as well as for quickly resolving a few issues at WPPL.

Mrs. Miranda reported that she would forward to the Board any requests for advocacy to the Governor and state officials. On a federal level, she noted that given unresolved concerns over its extension, the move to temporarily extend the Patriot Act pending further review was a welcome development.

Board President Oliva noted she was pleased to receive the invitation to the Staff luncheon on January 11, 2005 which is sponsored by the Friends.

Library Director Miranda was pleased to report the Robert Klein event was a success and the annual appeal was proceeding well. She noted the next Foundation Board meeting will be held on January 4, and the immediate priority will be planning for the future.

Mrs. Miranda was pleased to report that the Library’s requests were being worked into the Program and she would share the Capital Project Board’s recommendations as soon as they were available.

Trustee Furth suggested the Board of Ed be asked to send a representative to Library Board meetings when Superintendent Connors is unable to attend. Mrs. Miranda observed that a representative would be unable to vote. Board President Oliva and Library Director Miranda agreed to discuss the matter with Mr. Connors.

Library Director Miranda called attention to the two trustee terms that expire on 12/31/05, and suggested that these trustees contact the Mayor and the Common Council regarding their interest to continue.

There being no more business before the Board, the meeting was adjourned at 8:10 p.m. on a MOTION by Trustee Garment seconded by Trustee Furth.