Minutes of Regular Meeting

May 15, 2007

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:08 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Denise D’Ambrosio, Hope Furth, Timothy James, Paul Schwarz, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Head of Internal Operations Kurt Hadeler, and Manager of Children’s Services Rosemary Rasmussen. Absent with notice were Trustees Connors, Garment and Hawkins.

Minutes of Regular Meeting of April 17, 2007

The minutes of the regular meeting of April 17, 2007 were approved on a MOTION by Trustee James, seconded by Trustee Schwarz.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 4/30/07, and information on the New York State Public Library Construction Aid. Mrs. Miranda noted that deadline to WLS was 8/1/07 with many prequisites to qualify. She said she would coordinate with DPW to see if it would be possible to apply.

Library Director Miranda reported details as requested on the reasons for increased energy costs in this fiscal year, including rates, consumption and increased payments to PASNY for the chiller replacement project ($9,300 to $10,800 per month). She stated that she intends to offset increased expense with savings elsewhere in the Library budget. Trustee D’Ambrosio advised Mrs. Miranda to inquire about contract duration with NYPA to help plan for future increases in budget.

Bills 2006/07 Budget

Payment of bill vouchers #20 & #21 were approved on a MOTION by Trustee Furth, seconded by Trustee Trelstad.

Report of Library Administration

Trustee James noted the adult circulation in April doubled from last year’s figure, and he asked if figure was accurate. Mrs. Miranda responded that the closing of Greenburgh’s main library building could be a factor, but would look into it further and report. Also related to circulation, Mrs. Miranda noted that use of magazines had shifted substantially from hard copy to online, and thanked Assistant Director Thorsen for conducting an extensive review of magazine use, so that the Library could better manage ordering. She also noted that Tutor.com use continues to be disappointing this year, and that she could save Foundation funds on the service if WLS decides to contract for it system-wide. She and Mr. Hadeler demonstrated the Library’s updated Teen411 website, and the Board expressed appreciation for a job well done.

Trustee Trelstad noted difficulty reaching The Trove by telephone during the past month, and Mrs. Miranda apologized, noting problems with the telephone system. Kurt Hadeler explained that the system was installed in the early 80's, and the key switches and equipment are failing, with no compatible equipment available, and that a few weeks ago, three Library departments were without phones for 3 hours due to a failed circuit breaker. The Board expressed concern about how future service interruptions could affect day-to-day Library operations and public service. Mrs. Miranda assured them that the City has made this a high priority with a project to install a new City-wide phone system.

WLS

Trustee Furth reported that WLS went live with its new Sirsi/Dynix system, and there were some problems with implementation. She reported that problems with the delivery system were smoothing out. At its last meeting, the WLS Board received explanation of the new PLDA by-laws. An audit committee has been formed, and WLS is in the process of developing a new website.

The Board reviewed and discussed the 5/10/07 request from WLS on the Trustee Institute Fundamentals of Fundraising survey. Trustee Furth agreed to respond on the Board’s behalf, and Trustee Trelstad was also encouraged to respond since she attended a past session. Trustee Furth encouraged Library Director Miranda to forward the information to the Foundation Board, and Mrs. Miranda agreed to do so.

Advocacy

The Board reviewed Advocate Alert on State Budget, and Board President Oliva encouraged the Board to thank representatives for their support.

Friends

Board President Oliva reported the Friends 60^th anniversary celebration was a success. Library Director Miranda noted the Friends were thrilled to receive the proclamations, and thanked Board President Oliva for her work requesting them, and Trustee Oliva thanked Lucille Marotta and Pat Thorsen for their help. Mrs. Miranda reported that the Friends are underwriting the upcoming Museum Gallery Exhibit, From Heavens to the Earth, being planned by guest curator, Kathy Masterson, with an opening reception on June 20 at 6:30 p.m.

Foundation

Mrs. Miranda reported that there are about 25 vibrant people working on the 2007 Gala Committee, and encouraged Board members to respond early with silent auction items and journal ads. Trustee Furth said that she would again contribute NY Giant tickets to the Silent Auction.

Request to Amend Computer & Internet use Policy

The Board reviewed May 2007 Proposed Revisions to Computer & Internet use Policy, and Assistant Library Director Thorsen added another requested change in 2^nd, page, 1st sentence to read "10" minutes before the Library closes. On a MOTION by Trustee Furth, seconded by Trustee Schwarz, the Board approved revisions to Computer & Internet use Policy as presented.

Proposed Use of PINS for Login Access

The Board reviewed May 2007 Proposed Use of PINS for Login Access. On a MOTION by Trustee Schwarz, seconded by Trustee D’Ambrosio, the Board approved use of PINS for Login Access. Library Director Miranda reported that start date would be June 4, 2007.

Adjournment

There being no more business before the Board, the meeting was adjourned at 8:35 p.m. on a MOTION by Trustee James, seconded by Trustee D’Ambrosio.

Paul Schwarz, Secretary

Library Board of Trustees