Minutes of Regular Meeting

The regular meeting of the Library Board of Trustees was called to order at 7:07 p.m. by Board President, P. Lynn Oliva. In attendance were Trustees Tim Connors, Hope Furth, Jeane Garment, Howard Hawkins, 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 D’Ambrosio and James.

The minutes of the regular meeting of January 17, 2006 were approved on a MOTION by Trustee Furth, seconded by Trustee Garment.

Report for January not yet received.

The payment of bill vouchers #14 & #15 were approved on a MOTION by Trustee Schwarz, seconded by Trustee Connors.

To facilitate transfers from the General Fund needed for FY 05/06 Library Fund Position Control, on a MOTION by Trustee Garment, seconded by Trustee Trelstad, the Board requested the Library Director to file such communications as may be needed with the Budget Department to bring this item to the Common Council for action.

To facilitate transfers from the General Fund needed for FY 05/06 Cash to Capital, on a MOTION by Trustee Hawkins, seconded by Trustee Garment, the Board requested the Library Director to file such communications as may be needed with the Budget Department and/or the Department of Public Works to bring this item to the Common Council for action.

The Board reviewed written administrative reports. Rosemary Rasmussen reported many visitors continue to tour The Trove, including a welcome, impromptu visit from 2^nd grade classes at George Washington School during which all received The Trove library cards. Kurt Hadeler reported on his recent successful meetings with Technical Services staff members to review changes in their responsibilities , short -term and long-term, to better distribute tasks and workload. He also reported on progress with vendors Libramation and EnvisionWare to diagnose and resolve problems with self-service and bill payment software. Library Director Miranda thanked Mr. Hadeler for a job well done in documenting, reporting, and resolving gaps in services with these vendors. Trustee Furth inquired about plans to institute self-service pick-up of reserves. Assistant Director Thorsen explained how it would be handled, and Mrs. Miranda added that the start date will be March 1. Trustee Trelstad commended the staff for continually coming up with innovative ways to improve library services.

Trustee Oliva asked about the status of the punch list items. Library Director Miranda reported she continues to work with contractors, vendors, DPW, and the architects to resolve open items, and continues to follow up with the Public Works Commissioner regarding final billings.

Trustee Furth reported she did not attend the last meeting, but checked on the business discussed, and has nothing to report.

Mrs. Miranda noted that there is good news for libraries in the 2007 federal budget proposal just released by President Bush, with a proposed increase of $171,500,000 for grants to State Library Agencies which in New York would be distributed in grants through the State Library. Library Director Miranda encouraged the Board to use the easy link provided on the New York Library Association website to send letters in support of libraries to state and federal elected officials. Mrs. Miranda noted that WLS was looking into the possibility of getting a bus to Albany for NYLA Lobby Day, and asked if any trustees were interested in attending on Tuesday, March 14. Trustee Oliva expressed interest, and Mrs. Miranda thanked her and said she would let WLS know.

Board President Oliva reported the next Friends’ meeting will be held on Thursday, February 9, at 9:30 a.m. Library Director Miranda reported the Library will be submitting a request to the Friends to support programming.

Library Director Miranda reported the next meeting of the Foundation Event committee will be held February 8 at 10:00 a.m. in the Board room. Library Director Miranda noted the committee has set the date for the fall event as Saturday, October 21, 2006, and was very pleased to report that Mayor Delfino has agreed to be the honoree in recognition of his substantial contributions to serve the youth of our City.

Library Director Miranda thanked Trustees Furth and Schwarz for quickly setting a meeting to review and report on the need for rehabilitation of the auditorium/meeting rooms.

The Board received excerpts pertaining to the Library from the City’s 2006/07 Capital Improvement Program, and Board President Oliva expressed thanks to the City and congratulated Mrs. Miranda for her efforts to get so many worthwhile capital projects listed for the Library.

Library Miranda reviewed the 2006/07 Library Fund Budget Request, Draft 2/7/06, with the Board. She noted that the Board’s Facilities Committee would help articulate the need for auditorium/meeting room rehabilitation, and in the Budget Request the need for funds was reflected in a new line item for Capital Outlay/architectural design. These funds would enable the Library to use consulting services to develop a conceptual plan for rehabilitation of the meeting room space, so a clearer picture of the intended result could be presented to the Capital Projects Board in the fall. On a MOTION by Trustee Furth, seconded by Trustee Schwarz, the Board approved the 2006/07 Library Fund Budget Request, Draft 2/7/06, as presented, with permission given to Library Director to make any necessary adjustments to the final document before submitting to Budget Director.

Kurt Hadeler reviewed with the Board the new procedure for accessing meeting materials online. It was agreed that the link to the URL and password will be e-mailed to the Board prior to the next meeting.

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