Minutes of Regular Meeting

November 21, 2006

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:05 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Timothy Connors, Jeane Garment, Howard Hawkins, Timothy James, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Head of Internal Operations Kurt Hadeler. Absent with notice were Trustees D’Ambrosio, Furth and Manager of Children’s Services Rosemary Rasmussen.

Minutes of the Regular Meeting of the Library Board of Trustees

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

BUDGET

City Revenue & Expenditure Budget Reports

Reports as of 9/30/06 & 10/31/06 not yet received.

Bills 2006/07 Budget

Payment of bill vouchers #7 & #8 were approved on a MOTION by Trustee James, seconded by Trustee Connors.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda was pleased to report many statistics were up, which she attributed largely to activity in The Trove and work such as librarian Sharon Rothman’s successful redevelopment of the Library’s popular music collection. She noted that an effort was being made to analyze some types of usage, e.g. requests for general information (directional questions) with the goal of reducing that number, and database use with the goal of reaching the right audiences and increasing those numbers. She reported that redevelopment of the Library’s website with outside assistance would be a high service priority for the coming year. She noted that YTD FY06/07 statistics would be sent to the Board and included regularly with the monthly reports.

Kurt Hadeler reported that his department was aggressively improving how systems are backed up at the Library and made note of upcoming plans for a security monitoring station in The Trove and replacement of the Traccard system with coin/bill changers.

Mrs. Miranda shared a folder from Public Relations Coordinator Cassie Guthrie with the current month’s flyers and handouts. Trustee Garment commented that the new "key" in the Library newsletter to denote which organization - City, Friends or Foundation - was the program sponsor was a good idea and very interesting.

Trustee Reports & Business

WLS

Library Director Miranda shared information from the WLS annual meeting and asked Board members to respond to a WLS questionnaire about interest in future Trustee Institutes. She encouraged Board to attend the upcoming WLS workshop, Bridges Out of Poverty, on 12/8.

Board President Oliva referenced the 11/8/06 letter with attachment that she received from the President of Greenburgh Public Library Board of Trustees regarding Elmsford/Greenburgh/Ardsley issue and asked for input as to whether the Board should respond or make a statement to WLS. Mrs. Miranda reminded the Board that WLS Director Reardon had indicated at last month’s meeting that WLS is hoping for input from member Library Boards. At Mrs. Oliva’s suggestion, it was decided that since the letter had just been received, the Board would discuss it at the December meeting. Mrs. Miranda offered to draft some language for the Board’s consideration. Trustee Oliva suggested that WPPL’s response should also address concerns about how the GPL’s extended closing may affect the WPPL.

Advocacy

Board reviewed advocacy materials, and Mrs. Miranda encouraged Board to advocate for County and State support and to write to legislators on federal DOPA legislation.

Friends

Board President Oliva reported that she brought the Library Board’s thoughts to Rae Faith Robinson, President of Friends, regarding the idea of a Friends’ scholarship for a college-bound high school senior. Ms. Robinson responded that the idea was still under review by the Friends’ Board, as there were several issues, one being that it does not fit into the Friends’ mission.

Library Director Miranda was pleased to report that the Museum Gallery was back in action with Gallery Director Harriet Weissman. She reported that the Friends agreed to sponsor the upcoming exhibit, "Once Upon a Time... The Art of Children’s Book Illustration" to open with a reception on December 17 from 3:00 - 4:30 p.m. Mrs. Miranda noted that Kathy Masterson would curate a summer exhibit, and reported that the Friends would consider ongoing sponsorship of Gallery exhibits at their January meeting.

The Friends’ annual meeting will be held on April 15, and Board President Oliva asked the Board to keep the date in mind since it was the Friends 60^th anniversary celebration.

Foundation

Library Director Miranda reported the 2^nd Annual Treasures Gala was a success with approximately 130 attendees. Although a final report isn’t ready yet, preliminary figures indicate that the budget goal of $50,000 was successfully reached. She noted the lion’s share of donations came from corporate sponsorships and journal ads with the rest from ticket sales, silent auction, giving tree, and birthday present gifts. Mrs. Miranda thanked the Board for its energetic participation. Board President Oliva gave kudos to co-chairs Barbara Loucks and Eileen Bradley.

Trustees reviewed Foundation minutes of 10/11/06, and Trustee James asked about the Foundation’s financials. Library Director Miranda noted that the minutes refer to reports the Foundation Board receives and offered to provide copies of the Foundation’s most recently audited report and balance sheet. She noted that since The Trove is now complete, Foundation dollars will be available for Library programming and future projects, depending on continued fund-raising efforts. She noted that more than half of the Foundation’s assets are restricted for endowment purposes, and Kurt Hadeler added that two endowed funds, Reader’s Digest and Perkins, are earmarked for collection development. Mr. Hadeler and Mrs. Miranda noted that management of the endowed funds is somewhat cumbersome and time-consuming.

OLD BUSINESS

CWP Capital Program Request

Library Director Miranda reviewed the Library’s revised CWP Capital Program Request and noted that the projects being recommended for listing in the Program would focus on building maintenance. She was pleased to report that the rehab of the 1^st floor Public Restrooms would be one of the first to be undertaken. She noted that several requested projects were designated "to be programmed" for future discussion. She said the next step would be a review meeting with the Capital Projects Board, and she would let the Board know when the meeting was scheduled.

NEW BUSINESS

Expanded services from Tutor.com: Ask a Librarian

Library Director Miranda reminded the Board that Library contracts with Tutor.com for its Homework Help service, and the company had developed an extension of this service, "Ask a Librarian," that would allow people to ask reference questions in a live chat session through the library’s website. She noted monthly reports on this service would give valuable insight into the kinds of questions being asked, as well as how the questions were being answered by Tutor.com librarians. She noted the Library would provide guidelines to Tutor.com as to what questions to refer to WPPL librarians, e.g. local history. Trustee Hawkins asked when the contract would take effect and how much was the service. Mrs. Miranda noted cost was $7,000 for first year and that contract was written to start in February 2007. She noted that expenses for Tutor.com have been split between Library and Foundation, depending on resources, but that the Foundation was the most logical source of funding.to launch this new service. Trustee Hawkins suggested promoting the new service at the schools, and Trustee Connors noted that the schools and the Library collaborate well. On a MOTION by Trustee Schwarz, seconded by Trustee Connors, the Board approved resolution to authorize the Library Director to expand the contract with Tutor.com as presented.

Revised Meeting Room Rental Rates for 2007

Library Director Miranda reported she met recently with Budget Director to review sources of revenue, and based on this meeting, proposed modifying rental fees as noted. On a MOTION by Trustee Trelstad, seconded by Trustee Garment, the Board approved revision to Meeting Rooms policy as presented with Auditorium room charge raised to $150 from $130, and Room B room charge raised to $100 from $80.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:37 p.m. on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

Paul Schwarz, Secretary

Library Board of Trustees