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 Denise D’Ambrosio, Jeane Garment, Howard Hawkins, Timothy James, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Manager of Children’s Services Rosemary Rasmussen. Absent with notice were Trustees Connors, Furth, and Head of Internal Operations Kurt Hadeler.

The minutes of the regular meeting of May 16, 2006 were approved on a MOTION by Trustee Trelstad, seconded by Trustee Garment.

The Board reviewed reports as of 5/31/06.

The payment of bill vouchers #23 & #24 were approved on a MOTION by Trustee James, seconded by Trustee Schwarz.

Report of Library Administration - Library Director Miranda was pleased to announce that Cassie Guthrie gave birth to a healthy baby boy, Christopher Richard, on June 19, and would be out on maternity until October. The Board extended congratulations to the proud parents.

Mrs. Miranda reported that since there continues to be issues each month with electronic posting of materials for the Board meeting, we will return to mailing of hard copies as of the July meeting.

The Board reviewed written administrative reports. Library Director Miranda reported that SIRSI has communicated its unwillingness to accept any responsibility for the Library’s recent service outage, and the Library will respond and argue for appropriate satisfaction. Mrs. Miranda reported that she was invited to speak on the topic at NYLA in the fall and that Kurt Hadeler had additional venues for sharing information about this incident and vendor performance.

Mrs. Miranda reported that much progress has been made on a new Trove website. The intent of the new design is to make it more interactive, interesting, easy to use and attractive. She thanked Cassie Guthrie for bringing back some excellent programming and website ideas from a recent conference and Kurt Hadeler for finding new software to build the site. The plan is to get feedback from parents as soon as it’s ready.

Library Director Miranda shared an informative two-page article about the Library that appeared in the June issue of the Westchester County Times.

Rosemary Rasmussen reported that staff had finished visiting each elementary school class, and that there had also been many class visits to The Trove in May. She was pleased to share notes and pictures drawn about The Trove from one of the second grade classes.

Library Director Miranda reported that noted that Trustee Furth was attending the WLS meeting this evening and that she and Mrs. Furth had volunteered to serve on a newly formed WLS Plan of Service Committee. Board President Oliva called attention to the 5/30/06 letter sent to the WLS Board requesting that WESTLYNX be seamlessly integrated with White Plains when WLS implements SIRSI as its integrated library system.

Mrs. Miranda referred to several emails sent to the Board during the previous month with various information and requests for action. She was pleased to share the results of a recent public opinion study about libraries that was very positive and encouraged Board members to share this information as well. Trustee Oliva suggested that community outreach be on the agenda for the next meeting.

Assistant Library Director Thorsen reported the Friends’ annual meeting on May 21, 2006 was a success, new officers were elected, and regretfully Kay Conroy, Treasurer, had to resign due to illness. Board President Oliva shared minutes from the meeting.

The Board reviewed minutes of regular meeting of May 10, 2006. Library Director Miranda reported that income for the year had exceeded expectations and that the Board had adopted its budget for next year. Mrs. Miranda noted the Benefit Committee is on track with planning for the fall event, and reminded Board members that their help is needed to secure in-kind gifts and journal ads. Trustee Oliva emphasized that the Library Board has set a goal of three journal ads for each trustee. Mrs. Miranda reported that the fall event has been refocused; instead of having an honoree, the emphasis will be entirely on our wonderful Library.

Library Director Miranda reviewed the Adopted Budget with the Board, noting the shift of funds from part-time to full-time to accommodate the hire of an additional full-time children’s librarian. She complimented Kurt Hadeler, Rosemary Rasmussen and Pat Thorsen for managing the part-time budget so that this shift could be made. She noted that there is $8,000 in the budget for an auditorium/meeting room consultant, and that the Foundation will supplement it with an additional $12,000. Board President Oliva asked about the Facilities Committee report on the need for rehabilitation of the auditorium/meeting rooms, and Trustee Schwarz reported that he and Trustee Furth had completed a draft. Library Director Miranda noted that Trustee Furth had given this to her, and she would review it and make suggestions.

Board President Oliva inquired about the status of the draft privacy policy, and Mrs. Miranda reported that it was still in the Law Department. Trustee Oliva suggested that she send a follow-up letter to the Corporation Counsel stating the Board’s intent to have it on the agenda for approval at its September meeting. Before doing so, she asked that hat the Policy Committee consisting of Kurt Hadeler, Tim James and Paul Schwarz review the draft and make any changes needed.

Trustee D’Ambrosio asked whether Superintendent Connors could be asked to send a designee to the Board meetings when he is unable to attend, as had been discussed at a previous meeting. Library Director Miranda reminded the Board that a designee would be unable to vote or count towards a quorum and noted that the Library enjoys a close relationship with the School District, thanks to the Superintendent. Trustee Hawkins observed that Mr. Connors keeps an active and visible schedule in the community, and conflicts are inevitable. Board President Oliva agreed to touch base with the Superintendent.

Assistant Director Thorsen reminded Board members to let her know if they planned on representing the Library at the Best of Westchester party on July 20 at the V.I.P. Country Club in New Rochelle.

Library Director Miranda reported that WLS received a grant from Westchester County for an eBook service, and as part of its grant contract, WLS agreed that each member library would acknowledge the County Executive and Board of Legislators on their respective websites. Mrs. Miranda suggested that this had potentially broad implications in terms of how our home page might look, if populated with acknowledgments, and what other grantors might expect. She also noted that it was more customary for government acknowledgments to reference the corporate entity. The Board discussed and agreed that WLS could not obligate individual libraries in this way, that such acknowledgment belonged on the WLS website, and that we should continue to handle recognition on our website as we have been doing, with acknowledgments linked to subpages about donors and/or the services they have funded.

The Board authorized Library Director Miranda to renew 8/1/06 - 7/31/07 agreement with Tutor.com for online Homework Help services as per Exhibit A, Service Order of Master Service Agreement

There being no more business before the Board, the meeting was adjourned at 8:26 p.m. on a MOTION by Trustee Garment, seconded by Trustee Schwarz.