Minutes of Regular Meeting

October 17, 2006

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:04 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Hope Furth, Jeane Garment, Timothy James, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Head of Internal Operations Kurt Hadeler. Present also were guests Siobhan Reardon, Director of the Westchester Library System and library school student, Mercy Garland. Absent with notice were Trustees Connors, Hawkins, and Manager of Children’s Services, Rosemary Rasmussen.

Westchester Library System - Guest Siobhan Reardon, Director

The Board welcomed Siobhan Reardon and she thanked the Board for the opportunity to meet. She reviewed some of the changes that have taken place in the year since she joined WLS. In response to questions, she gave background on issues that have arisen recently. She explained that WLS has a Free Direct Access Plan required by New York State and a Code of Service document that describes how WLS member libraries are expected to conduct their cooperative relationships, including contracts for service to communities with no library (unserved areas). She noted that there are a number of libraries with such contracts, and recent renewal negotiations between Greenburgh/Elmsford and Port Chester/Rye Brook have pointed out weaknesses in the Code of Conduct that should be remedied. Mrs. Miranda noted that concerns have also been raised in relation to libraries that do not meet minimum standards or drastically reduce service due to construction or budget cuts, thus unfairly placing burdens on neighboring libraries/communities. Mrs. Reardon said that while WLS cannot take unilateral action on a member, it can address weaknesses in the Code and put itself in a better position to protect member libraries and their communities and execute its advisory role. She said that a committee would work on this in future and that minimally she expects to have comments from the member Library Boards. Trustee D’Ambrosio asked if information was available on the WLS website, and Mrs. Reardon said it was and invited attendance at a public hearing on the Greenburgh/Elmsford/Ardsley situation at WLS headquarters on October 24^th from 6:00 to 7:00 p.m. prior to the WLS Board meeting. Board President Oliva urged participation and expressed concern about how the reduction of services in Greenburgh and contract between Elmsford/Ardsley would affect White Plains.

WLS Member Library Statistics 2005

This report was distributed, and Library Director Miranda explained that it is compiled annually by WLS from the State Report data each library is required to file. She noted that there is a surprising variety in how statistics are reported even when carefully defined, and asked the Board to keep this in mind when reviewing. As an illustration, she noted that intralibrary loans are a huge driving number for circulation in Westchester, since nearly a million items a year are exchanged between libraries by patron request. As currently compiled, this number is included in the report of "Total Circulation" twice - once as a library to library loan, and once as a loan from library to patron. The result is a misleading number, further complicated by the fact that White Plains is not part of this intraloan system, and on a separate spreadsheet, showed how the rankings change when this interloan activity is backed out. She pointed out other anomolies in how libraries count their holding and reference activity and differences in reporting periods used (calendar, school or varying fiscal years). WLS Director Reardon noted that she is very interested in valid reporting and in future wants to introduce more consistency and narrative in areas of the report.

Board President Oliva thanked WLS Director Reardon and said she was impressed by WLS’ diversity of programs and success in obtaining County funding. Mrs. Reardon reported that WLS will continue to seek grant opportunities and will be taking a close look at WLS contracts for possible savings. She invited attendance at the WLS Annual Meeting from 6:00 to 9:00 p.m. on 11/14/06 at WLS headquarters and noted the focus of the meeting will be on how DOPA legislation could restrict access to social networking sites in public libraries. Library Director Miranda referred everyone to the article on DOPA in the Board packets and added that if this legislation passed, libraries would have to agree to its terms in order to be eligible for e-rate funding. As an example, Mrs. Miranda noted that tutor.com, through which the Library provides online homework help, would be considered a social networking website Mrs. Reardon thanked everyone again and excused herself from the meeting.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of September 19, 2006 were approved on a MOTION by Trustee Garment, seconded by Trustee Furth.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed reports for FY 06/07 as of 8/31/06.

Bills 2006/07 Budget

Payment of bill vouchers #4 and #5 for the 2006/07 budget were approved on a MOTION by Trustee Furth, seconded by Trustee D’Ambrosio.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda reported that Rosemary Rasmussen could not attend the board meeting because she and her department were out visiting the schools. The Board congratulated librarian, Tim Baird, on his election to a two-year term on the NYLA Council as Counselor-at-Large. Mrs. Miranda reported that a first Thursday of the month staff meeting was being tried out for staff to exchange information about their participation in recent conferences and workshops. The first one in November would feature attendees to the NYLA conference the week before and special kudos to Tim. Mrs. Miranda noted the Board packet included a copy of public flyer developed on the new policy regarding payments for lost materials.

Trustee Reports & Business

Advocacy

Library Director Miranda reported she continues to send Board materials on advocacy opportunities.

Friends

Library Director Miranda reported that the Friends had toured the Library at their October meeting. Board President Oliva reported that at their meeting of 9/21/06, the Friends were floating ideas to celebrate the organization’s 60^th birthday. She noted that a suggestion was made for establishment of a $1000 Friends scholarship for a college-bound White Plains High School senior, and they would work on developing selection criteria. The Board discussed the idea and offered suggestions which Board President Oliva agreed to bring to the Friends Board.

Foundation

Trustees reviewed minutes of 9/6/06 and gala attendance list as of 10/17/06. Library Director Miranda thanked Board members for their help in promoting the event, buying tickets, journal ads, donating auction items, etc. Mrs. Miranda invited the Board to attend a wrap-up meeting on October 31 and forward comments to her if they were unable to attend.

OLD BUSINESS

World Community Grid

On a MOTION by Trustee Garment, seconded by Trustee Trelstad, the Board approved the Library’s participation in the World Community Grid.

Confidentiality Policy

On a MOTION by Trustee Schwarz, seconded by Trustee D’Ambrosio, the Board adopted and approved the

Confidentiality policy as submitted to and approved by the Law Department for Library use. There were no changes to the Draft presented to the Board at its 7/18/06 meeting and sent to the Law Department for review.

NEW BUSINESS

Approval for Personnel Added & Deleted from Payroll 7/1/06 - 9/30/06

The Board approved Personnel Added & Deleted from Payroll 7/1/06 - 9/30/06 on a MOTION by Trustee James, seconded by Trustee D’Ambrosio.

Capital Projects Submission to CWP

Library Director Miranda reviewed 2007 Library Capital Projects Request with the Board. On a MOTION by Trustee D’Ambrosio, seconded by Trustee Trelstad, the Board approved Capital Projects submission to CWP as presented.

Approval at SIRSI annual user’s group meeting

The Board approved attendance for Library Director Miranda at the SIRSI annual user’s group meeting with reimbursement of normal expenses for travel and registration on a MOTION by Trustee Furth, seconded by Trustee Schwarz.

Adjournment

There being no more business before the Board, the meeting was adjourned at 9:00 p.m. on a MOTION by Trustee James, seconded by Trustee Trelstad.

Paul Schwarz, Secretary

Library Board of Trustees