Minutes of Regular Meeting

January 17, 2006

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:08 p.m. by Board President, P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Hope Furth, Jeane Garment, Paul Schwarz, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Manager of Children’s Services Rosemary Rasmussen. Absent with notice were Trustees Connors, Hawkins, James, Trelstad, and Head of Internal Operations Kurt Hadeler.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of December 20, 2005 were approved on a MOTION by Trustee Furth, seconded by Trustee Schwarz.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed reports for December. Library Director Miranda highlighted line items of concern, such as Gas and Security. She reported that the contract for a new security guard service has been finalized, and when it goes into effect, service will be at a higher rate than current.

Bills 2005/06 Budget

The payment of bill voucher #13 was approved on a MOTION by Trustee Garment, seconded by Trustee D’Ambrosio.

Report of Library Administration

The Board reviewed written administrative reports. Library Director reported Kurt Hadeler’s absence was due to long hours spent here completing a system upgrade that did no go smoothly, thanks to Sirsi’s unsatisfactory instructions and service. Board President Oliva complimented Cassie Guthrie for the terrific job on the Library’s newsletter.

Trustee Reports & Business

WLS

Trustee Furth reported that WLS Board authorized the Administration to seek a new rental space, and issues with Mt. Vernon and Briarcliff are ongoing.

Advocacy

Mrs. Miranda reported that the Governor released his budget today, and encouraged Board to advocate to the Governor and state officials for increased funding for libraries.

Friends

Board President Oliva noted the Staff luncheon sponsored by the Friends was held on January 11. Mrs. Miranda reported it was enjoyed by all who attended.

Foundation

Library Director Miranda reported the Foundation Board met on January 4, 2006, and decision was made to plan for another fall event. She reported an event committee was formed with Barbara Loucks as chair. Trustees are welcome to participate and should contact Mrs. Loucks if interested. The first meeting is 1/18/06 at 10:00 a.m. in the Board room. Library Director Miranda mentioned one idea advanced was to celebrate the first anniversary of The Trove, and asked the board for its thoughts. Trustee Oliva observed that if the intent was to raise funds for all Library programming and enhancements, a more general theme should be chosen, and Mrs. Miranda agreed that was the intent. The Board discussed, and consensus was that the Library should be the main focus.

Board Appointments

Board President Oliva was pleased to report that the two trustees whose terms expire are seeking reappointment from the Mayor and Common Council.

Appointment of Nominating Committee to propose slate of Officers at Annual Meeting of 2/7/06

Board President Oliva noted that as per the by laws, officers can serve for up to 3 consecutive years, but a nominating committee must be appointed and a slate proposed for election at the annual meeting. Trustee Furth agreed to serve on nominating committee. She asked Trustees Oliva and Schwarz if they were willing to serve again as President and Secretary respectively, and both agreed. Slate will be proposed at the annual meeting next month.

NYSALB

The Board reviewed and discussed NYSALB 2006 Request for Membership, and decided to consider joining next year.

OLD BUSINESS

Capital Projects

Mrs. Miranda reviewed the Capital Improvement Program 2006-07 recommended by the Capital Projects Board. She noted that nearly all the Library’s requests were included, and the Board expressed appreciation to the City for its ongoing attention to the Library building. It was noted that the project for Design & Construction of the Auditorium/Meeting Rooms had been removed from the program, and Trustees asked Mrs. Miranda to review the purpose of the request. She reported that it was primarily to rehabilitate deteriorated space, and took the Trustees on a tour of the meeting rooms and adjacent facilities to see condition of lighting, ceilings, etc. She noted that plans for refurbishing the Gallery, public restrooms to serve the meeting rooms, and a café were also part of this project request. As an example of deteriorating equipment, she noted that the auditorium’s sound system remained unreliable despite all efforts and investments to repair and replace. The Board discussed various issues and concerns. On a MOTION by Trustee Furth, seconded by Trustee Schwarz, the Board appointed a Facilities Committee to further review and make a report to help delineate the need for this rehabilitation. Volunteers for the committee were Board President Oliva, Trustees Furth and Schwarz. Board President Oliva asked that facts and figures on library programs held in the auditorium/meeting rooms be given to the committee.

Mrs. Miranda noted that the $70,000 for Interior Renovations - Children’s Room General Architectural Services and $50,000 for Roof Replacement Design would be cash outlays from the Library’s 2005-06 operating budget pending authorization; and that she had met with Commissioner Bud Nicoletti, DPW, and his staff to review final billings on the Children’s Library project and discuss how to proceed.

NEW BUSINESS

Approval for Personnel Added & Deleted from Payroll 10/1/05 - 12/31/05

On a MOTION by Trustee Furth, seconded by Trustee Garment, the Board approved Personnel Added & Deleted from Payroll 10/1/05 - 12/31/05.

Request for Photo of Library Stacks

Library Director Miranda reported that today someone had requested permission to take a photo of library stacks (to illustrate the concept that there are many choices in life) for a religious publication, with assurance that the photo would not reveal the location, nor would there be any mention of the Library. The Board discussed, and although not convinced that this really posed a problem, voted (3 nay, 1 yea, 1 abstention) against allowing the photo. Library Director Miranda then asked if it would be acceptable if the assurances were put in writing and the Library approve the photo before releasing, and there were no objections.

Honoree - League of Women Voters

Board President Oliva congratulated Trustee Jeane Garment on being honored by the League of Women Voters on January 29 and noted all are welcome to attend.

YSS Conference

Library Director Miranda was pleased to report that the Youth Services Section of the New York Library Association will hold its annual conference in White Plains in March 2007. She noted the conference was always well attended, and that as host Library, WPPL would plan events and offer tours of The Trove.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:09 p.m. on a MOTION by Trustee D’Ambrosio seconded by Trustee Furth.

Paul Schwarz, Secretary

Library Board of Trustees