Minutes of Regular Meeting

February 13, 2007

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:10 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Hope Furth, Timothy James and Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, and Head of Internal Operations Kurt Hadeler. Absent with notice were Trustees Connors, Garment, Hawkins, Schwarz, and Manager of Children’s Services Rosemary Rasmussen. On a MOTION by Trustee James, seconded by Trustee Trelstad, Trustee Furth was appointed as Secretary-Pro-tem.

Minutes of January 16, 2007

The minutes of the regular meeting of January 16, 2007 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Furth with addition of the words "for budget year 2006/07" at the end of the recorded motion regarding the Library Hourly Pay Plan.

BUDGET

City Revenue & Expenditure Budget Reports

Report as of 1/31/07 not yet received.

Bills 2006/07 Budget

Payment of bill vouchers #13 & #14 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Trelstad.

Report of Library Administration

Library Director Miranda reported that a meeting had taken place with the Mayor’s Office and Finance Commissioner to review proposed adjustments to the Library’s hourly pay plan, and she had subsequently provided additional information on comparable wages at other Westchester libraries, so that a final decision could be made. She reported on the NYState Music Fund Grant and noted that three of the scheduled performances would take place at the White Plains Performing Arts Center in order to increase seating capacity for these events and help the WPPAC boost audience awareness of its other offerings. Mrs. Miranda reported that she and Kurt Hadeler were investigating federated search software to merge results from a catalog search with results from other sources, such as the Library’s subscription databases. In the process they were able to locate a service to add several hundred cataloged websites to the library catalog; this will increase the number of ways people can find suitable responses to their search requests. Mrs. Miranda discussed WLS/WPPL catalog integration and reported that WLS had chosen not to purchase a SIRSI interface for this and has identified another approach. Trustee Furth offered to discuss with the WLS Director, Ms. Reardon, if and when it is appropriate. Mrs. Miranda reported that the start of 24/7 live online reference service was put on indefinite hold after testing the live service that had just come up at a neighboring library. The customer service was not satisfactory, so staff is instead discussing ways to make the current e-mail reference service more responsive. Following up on previous questions about lower online Homework Help statistics, Mrs. Miranda confirmed that it is still available via computers at the School District, but not at Slater or the Youth Bureau, where access to working computers has diminished. She will therefore ask the vendor for a rebate on next year’s subscription because two of the three offsite locations we contracted for were not viable. Trustee James asked about Reading to Dogs, and Mrs. Miranda and Assistant Director Thorsen explained the program.

WLS

Trustee Furth reported that she has been elected WLS Treasurer, and the Board congratulated her. She will have regular meetings with Ms. Reardon, and will continue to build on the good relations that have developed in recent years between WLS and White Plains. She reported that WLS had just completed a new employee handbook which was discussed by the Board at its last meeting.

Advocacy

Mrs. Miranda noted that she continues to forward requests for action from the New York Library Association and WLS regarding the State Budget.

NY State Annual Report 05/06

Trustee D’Ambrosio asked for the note on 1.39 of the report, and Trustee James asked if Library had an open meeting policy, and Mrs. Miranda responded yes, that the Library’s meeting room policy states that all meetings must be free and open to the public, but she would check the report instructions to verify the meaning. On a MOTION by Trustee D’Ambrosio, seconded by Trustee Furth, the Board approved the submission of the report as presented and assured that the Library operated under its plan of service in accordance with the provisions of Education law and the Regulations of the Commissioner, and that the "Annual Report" 2005/06 was reviewed and accepted by the Board, with provisio that the Board be sent a copy of the note pertaining to 1.39 of report.

Attendance at NYLA Conference

On a MOTION by Trustee James, seconded by Trustee Trelstad, the Board approved reimbursement of normal expenses up to $500 for R. Rasmussen’s attendance at NYLA Conference on 11/3/06 and 11/4/06.

Computers in Libraries

On a MOTION by Trustee Furth, seconded by Trustee D’Ambrosio, the Board approved reimbursement of normal expenses from $500 to $600 for Kurt Hadeler to attend Computers in Libraries April 16-18 in Arlington, VA.

Action on IBM Renewal Agreement

On a MOTION by Trustee Furth, seconded by Trustee Trelstad, the Board approved the IBM Renewal Agreement for one year as presented.

Action on FY07/08 Library Fund Budget Request

Library Director Miranda handed out new budget request. She prepared two budgets, 1) target of 0% growth, assumes extension of sales tax; 2) reduced budget, assumes no sales tax extension. Mrs. Miranda reviewed the no change budget line by line, and the Board asked various questions and discussed various areas of expense, including hourly salaries, utilities, equipment and materials.

General concern was expressed about the downward trend in available funding for materials and the fact the increases we must budget for are mostly uncontrollable. On a MOTION by Trustee Trelstad, seconded by Trustee Furth, the Board approved FY07/08 Library Fund Budget Request with an expression of concern regarding the declining level of funding for books. The Board understood that a submission had been requested for the eventuality of a reduction in the sales tax, but declined to approve it and expressed concern on many levels. Board members characterized it as a representative example of how the Library might deal with a reduction of this magnitude. However, if substantive cuts were to be implemented, more time and community input would be essential to target available funds to priority services. They expressed that it was unacceptable to make these decisions in the absence of an open process and more time to plan responsibly.

CWP 2007/08 Capital Improvement Program - Postponed to the March Meeting

NYSALB 2007 Request for Membership - Postponed to the March meeting.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:55 p.m. on a MOTION by Trustee Furth, seconded by Trustee Trelstad.

Hope Furth, Secretary Pro-tem

Library Board of Trustees