Minutes of Regular Meeting

April 17, 2007

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:14 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Jeane Garment, Howard Hawkins, 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, James and Head of Internal Operations Kurt Hadeler.

Minutes of Regular Meeting of March 20, 2007

The minutes of the regular meeting of March 20, 2007 were approved on a MOTION by Trustee Schwarz, seconded by Trustee Garment.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed report as of 3/31/07. Library Director Miranda reported that expenses for electricity would significantly exceed the budgeted amount due primarily to rate increases and increased payments to NYPA for the chiller rehabilitation project. Trustee D’Ambrosio asked for details about the chiller cost, and Library Director Miranda agreed to provide to the Board. Mrs. Miranda noted that she hoped to offset this increased expense with savings elsewhere in the budget and would apprise the Finance Commissioner of the situation.

Bills 2006/07 Budget

Payment of bill vouchers #17 , #18 & #19 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Schwarz.

Report of Library Administration

The Board reviewed administrative reports. Library Director Miranda reported that she and Kurt Hadeler have redeveloped the Teen411 website and will show it to the Board next month. She reported that the Library received eight responses to the Foundation’s request for proposal on the redevelopment of the Library’s website, and these are under review. She noted that the Library’s new online calendar will be up and running for the public in May and thanked staff who have been working hard to learn the software and input information. She also noted that based on lower usage this year, Tutor.com has been asked to reduce next year’s billing.

Library Director Miranda reported that Cassie Guthrie, Librarian/Public Relations Coordinator, had resigned and will be moving from the area. The Board expressed appreciation for Ms. Guthrie’s excellent work over many years, and asked about the Library’s capacity to continue appropriate public outreach until a replacement can be hired. Mrs. Miranda and Mrs. Thorsen responded that reduced capacity is a legitimate concern, and it will not be possible to fill this gap by rearranging duties or making do. ON a MOTION by Trustee Garment, seconded by Trustee Trelstad, the Board commended Ms. Guthrie on a job well done, and further stated that because public outreach is a basic responsibility of a public library, filing this position as soon as possible is essential to continued levels of taxpayer awareness and use of library services.

Mrs. Miranda reported the Youth Services Section (YSS) of NYLA will hold its Spring conference at the Crown Plaza in White Plains this week. Rosemary Rasmussen reported that 200 people have registered for the conference. On Friday evening after we close, the Library will be the site of the YSS dinner event featuring tours of The Trove. Mrs. Miranda thanked The Trove staff, Rosemary Rasmussen and Patricia Thorsen for their hard work preparing for this and other tasks related to the conference.

WLS

Library Director Miranda reported that WLS would shortly be going live with its new Sirsi/Dynix system.

Advocacy

Mrs. Miranda reported that the state budget passed with extra dollars for Library aid and continued funds for state construction. She encouraged Board to congratulate Amy Paulin as the new Chair of the NYS Assembly Committee on Libraries and Education Technology.

Friends

Board President Oliva reminded the Board to attend the Friends 60^th anniversary celebration at the Library on April 22.

Foundation

The Board reviewed regular and annual minutes of 2/28/07 and special meeting minutes of 3/9/07. Library Director Miranda was pleased to report the Foundation received notification from the Westchester Arts Council that it was chosen to receive an additional $1400 for the Poetry Slam.

Jeane Garment reported that Foundation Board members were asked to secure items for the Silent Auction, and was pleased to report that some members have already done so. She encouraged the Library Board to begin securing items or contributing for the Silent Auction/Treasure Hunt and journal ads, and stressed the importance of getting items as soon as possible. Board members received copies of the journal ad, in-kind and corporate sponsorship forms for their solicitations along with piece, Creating Powerful Choices, and the Foundation Board meeting schedule 2007/08.

Mrs. Garment noted that the goal for the 3^rd Annual Gala is $51,000, and she hopes to surpass it. She reported the Gala committee is already working hard and expressed gratitude for such a wonderful committee.

Assistant Library Director Thorsen encouraged the Board to attend the Clarice Wilson Memorial Concert on Sunday, April 29 at 2:30 p.m. for a delightful program by the acclaimed, prize-winning ensemble, Contrasts Quartet. She noted the Clarice Wilson Memorial fund was established by Mr. Wilson with the Foundation in memory of his wife Clarice, beloved Music Specialist at the Library.

Trustees

Board President Oliva noted that the Board received updated publication, 2/07, "Statement on the Governance Role of a Trustee or Board Member," and encouraged Board to review.

FY07/08 Proposed Library Fund Budget

Library Director Miranda reviewed FY07/08 Proposed Library Fund Budget and Budget Prep Report - Expenditures by Organization as of 4/16/07 with the Board. In reviewing budget requests versus budget recommended, the Board expressed concern about the replacement cycle of the Library’s equipment since budget requested amount for personal computers was reduced by 65%.

Mrs. Miranda reported that through the American Library Association, the Gates Foundation has undertaken a new initiative targeted to libraries that received Gates Grants in past years, of which the WPPL is one. She explained that in order to be eligible (not guaranteed to receive) a portion of these funds (approximately $2,000), each library must agree to install and administer data collection software on all its public access computers. Mrs. Miranda said that these terms were unacceptable, had checked with the WLS Director who agreed, and wanted the Board to be aware that WPPL would refuse to participate. The Board commented that the grant program should have been refused at the State Library level rather than putting libraries in this position.

Proposed 2007/08 Library Closing Schedule

On a MOTION by Trustee Hawkins, seconded by Trustee D’Ambrosio, the Board approved the 2007/08 Library Closing Schedule.

Approval for Personnel Added & Deleted from Payroll - 1/1/07 - 3/31/07

On a MOTION by Trustee Schwarz, seconded by Trustee Hawkins, the Board approved Personnel Added & Deleted from Payroll, 1/1/07 - 3/31/07.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:18 p.m. on a MOTION by Trustee D’Ambrosio, seconded by Trustee Schwarz.

Paul Schwarz, Secretary

Library Board of Trustees