Minutes of Regular Meeting

March 20, 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 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. Absent with notice were Trustees Connors, D’Ambrosio, Hawkins, and Manager of Children’s Services Rosemary Rasmussen.

Minutes of Annual & Regular Meetings of February 13, 2007

The minutes of the annual and regular meetings of February 13, 2007 were approved on a MOTION by Trustee Garment, seconded by Trustee Schwarz.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 1/31/07 and 2/28/07. Library Director Miranda reported that the part-time hourly raises were implemented in mid-February and thanked the Finance Commissioner and Mayor’s Office for their assistance. Regarding Sundays through May 2007, she reported that staff were advised that they may request pay or comp time. Guidelines for FY 07/08 Sunday pay will be given to staff after the start of the new fiscal year. She also reported that she is discussing the possibility of transferring the WPPL’s collection of ebooks to WLS in return for appropriate credit on paid services.

Bills 2006/07 Budget

Payment of bill vouchers #15 & #16 were approved on a MOTION by Trustee Furth, seconded by Trustee Trelstad.

Report of Library Administration

The Board reviewed administrative reports. Trustee Furth noted that they constantly show how many talented people are working to deliver excellent services to the community, and she expressed appreciation. Trustee James asked for more information about Better World Books, which has begun to be used by the Friends as an outlet for overflow discards. Mrs. Thorsen elaborated about the service, and Mrs. Miranda displayed the website for more details.

Library Director Miranda distributed preliminary results of an online survey about the Library’s website taken by more than 400 library patrons. She was pleased to note the overall high level of satisfaction with the website, that users ranked the catalog and online account management features highest in importance, and that many had offered interesting suggestions. She reported that through the Foundation, services to improve the website are being considered, which would give the opportunity for increased usability and better delivery of services, particularly those that people are currently less aware that we have. To give an idea of how this might look, Mrs. Miranda demonstrated the mock-up of a new Trove website that she and Kurt Hadeler had created. Library Director Miranda also reported that through the Foundation, new calendar and room booking software had been provided that would not only improve the display of this information, but allow people to register for classes and programs online and request email reminders. Using the websites of other public libraries, Kurt Hadeler showed the Board

how this looks and works. Mrs. Miranda added that library staff is currently entering the data, and the plan is to have the new calendar up and running for the public in May.

Assistant Library Director Thorsen distributed a handout developed to explain how residents at the Coachman Family Center can obtain a WPPL library card. This was done at the suggestion of Trustee James to ensure that a clear and consistent message is given by staff to applicants. Mrs. Thorsen also noted that Trove staff members Deb Gaffney and Sue Stassa have initiated a renewed outreach effort and are working closely with the Coachman Family Center to encourage use of Library.

WLS

Library Director Miranda noted that the WLS Book and Author luncheon will be held on 4/19/07 and urged Board members to get their reservations in early if attending.

Advocacy

Mrs. Miranda noted various advocacy materials were included in the packet, and advocacy post cards from NYLA/WLS were distributed to Board to send to state legislators in support of increased library aid.

Friends

Board President Oliva reported that proclamations in honor of the Friends 60^th anniversary were requested from Mayor Delfino and the Westchester County Board of Legislators, State Assembly and Senate, and US Congress, and she thanked Mrs. Thorsen, and Lucille Marotta for their help. She noted that she wrote a tribute for the anniversary journal the Friends are preparing and encouraged everyone to attend the event at the Library on April 22. Mrs. Miranda noted that the Library was making an anniversary booklist of 60 books in the Friends’ honor with a bookplate in each. Board President Oliva asked for a volunteer to attend Friends’ meetings as Board liaison, as she could no longer do so due to a scheduling conflict. Trustee Furth agreed to be liaison and attend the meetings starting in September.

Foundation

The Board reviewed minutes as of 1/10/07. Trustee Garment noted that an enthusiastic committee has been assembled for the 3^rd Annual Treasures Gala to be held on October 27, 2007. She reported that there still are many details to be worked out, but that the silent auction, journal, giving tree, Trove birthday presents and treasure hunt were definite. She noted that the Foundation Board was asked to contribute to the Silent Auction, and they would welcome contributions from the Library Board as well. She encouraged Board members to attend the event and asked for help getting journal listings. She noted that the next Committee meetings were set for Tuesday morning, 4/17, and Wednesday evening, 4/18. Mrs. Miranda added that the Gala co-chairs are Jeane Garment and fellow Foundation Board member, Yuki Haynes, with members of the Committee drawn from the community. The plan is to have members of the Foundation and Library Boards participate on subcommittees, serve as liaisons in specific areas, such as budget, and be part of the event by attending, getting in-kind donations and selling ads. She also encouraged Board members to begin securing items for the Silent Auction and ads as soon as possible.

Board President Oliva was pleased to report that the Foundation elected two new board members at its annual meeting last month, Diane Tabakman and Yuki Haynes.

CWP 2007/08 Capital Improvement Program

Library Director Miranda reviewed the CWP 2007/08 Capital Improvement Program. The Board was appreciative at the City’s ongoing plans to support needed maintenance projects and asked about service projects put in the to be programmed area. Mrs. Miranda explained that this was the way projects got listed for future consideration and that there would be opportunities in the future for discussion. She noted that the Foundation is very interested in helping to advance service projects and that NYS Public Library Construction grants could also be available for them. She noted that given the City’s recent generous commitment to The Trove and ongoing commitment to library building maintenance, it was understandable that other City projects needed to take priority.

NYSALB 2007 Request for Membership

On a MOTION by Trustee Furth, seconded by Trustee Garment, the Board approved joining NYSALB at the discretion of the Library Director depending on available budget resources.

FY07/08 Library Fund Budget Request

Library Director Miranda noted that request was pending, and the Proposed Budget would be submitted to the Common Council at its April meeting.

Certification of application - Adult Literacy Services Grant 2007-09

On a MOTION by Trustee James, seconded by Trustee Trelstad, the Board voted to approve the application for the Adult Literacy Services Grant 2007-09.

NYLA 2007 Request for Membership

The Board reviewed NYLA 2007 Request for Membership and opted not to join at this time.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:40 p.m. on a MOTION by Trustee Furth, seconded by Trustee Trelstad.

Hope Furth, Secretary Pro-tem

Library Board of Trustees