Minutes of Regular Meeting

September 18, 2007

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 Denise D’Ambrosio, Timothy Connors, Hope Furth, Jeane Garment, Howard Hawkins, Paul Schwarz, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, John Lolis (IT), and Maria Gagliardi (Technical Services). Absent with notice were Trustees James and Trelstad, and Manager of Children’s Services Rosemary Rasmussen.

Minutes of Regular Meeting of July 17, 2007

The minutes of the regular meeting of July 17, 2007 were approved on a MOTION by Trustee Furth, seconded by Trustee Garment.

BUDGET

City Revenue & Expenditure Budget Reports

The Board reviewed reports for FY 06/07 as of 6/30/07, and FY 07/08 as of 7/31/07. Regarding the year-end close, Library Director Miranda reported that approximately $25,000 was maintained in the Library's Fund Balance. Regarding the FY 07/08 budget, she noted that the lines for 2.602 Education - Training Fees and 2.603 Travel & Transportation will need budget transfers later this year, as the funding is already insufficient for essential expenses.

Bills 2006/07 Budget & 2007/08 Budget

Payment of bill vouchers #26 for FY 06/07 and #1, #2, #3, #4 & #5 for FY 07/08 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Connors.

Report of Library Administration

Library Director Miranda introduced two library students from Queens college who came to observe the meeting, as well as John Lolis (IT) and Maria Gagliardi (Technical Services), who attended the meeting to meet the Board and report on their new duties. She reminded the Board that Mr. Lolis, Ms. Gagliardi and David Cambillo have assumed duties previously assigned to Kurt Hadeler and noted that David Cambillo now reports to Mr. Lolis, and the Technical Services staff reports to Ms. Gagliardi. Mr. Lolis expressed that he was pleased to meet the Board, and stated that his challenge is to manage new technology, existing systems and applications, as well as tackle problems. He was pleased to describe some improvements he’s made to the network, and progress getting "360 Search,"a federated database search engine, installed and working. Mrs. Miranda reported that Mr. Lolis is preparing the Library's equipment order for 07/08, and that the balance in the Gift Fund will be applied to this purpose with Board approval. Mrs. Miranda noted that additionally, various equipment was slated to be purchased through a $50,000 grant from the NY State Assembly to the Library Foundation courtesy of Amy Paulin & Adam Bradley. Maria Gagliardi spoke about her responsibilities which include cataloging, coordinating with vendors, working with Reference staff to facilitate requisitions, overseeing invoices and payment process, and overseeing Technical Processing department. Mrs. Miranda was pleased to report that the transition had gone very smoothly, thanks to the talent and time spent by John and Maria. She noted that in the future Ms. Rasmussen, Mr. Lolis, and Ms. Gagliardi would attend Library Board meetings on an as needed basis. The Board congratulated and thanked Mr. Lolis and Ms. Gagliardi.

Mrs. Miranda reported that she and Mr. Lolis were evaluating Library needs for a revised job description for the vacant IT position in his department. She also reported that applications were being received for the Librarian I position formerly held by Cassie Guthrie, in order to evaluate the candidate pool.

Mrs. Miranda reported that the September/October newsletters were sent out citywide, which she hopes to do twice a year if Foundation funds permit. She noted she plans to transition the newsletter to a slightly larger size to accommodate the busy Library calendar. She shared an outreach flyer inviting teens to give their input to the Library, and noted that Librarian Mariel Perez is working hard to reach this group.

Library Director Miranda did a presentation on some of the Library’s new website features. Trustee Schwarz asked about the Library’s Homebound Services, and suggested distributing a flyer about the service to senior residences in White Plains. Trustee D’Ambrosio suggested putting something about this service in an upcoming newsletter.

WLS

Trustee Furth reported that the WLS Board approved a proposal for Bokomaten, a.k.a. GoLibrary!, a book vending machine, noting that Library Director Miranda had written an excellent position paper in opposition, which she had adapted for a presentation vigorously opposing this use of system funds. She noted the machines pose numerous technical and maintenance problems. Board members asked questions and discussed the possible merit of the project and concluded it was not of sufficient interest, regardless of extent of subsidy by WLS. The Board received flyer noting the date change in the Trustee Institute seminar at WLS to 10/3/07.

Advocacy

Mrs. Miranda will continue to send Board advocacy materials as received.

Friends

The Friends will meet on Thursday, 9/20/07.

Foundation

The September Foundation Board meeting was rescheduled to 9/19/07. Trustee Garment reported that the Gala Committee continues to work hard selling journal ads and seeking Silent Auction/Treasure Hunt gifts. She encouraged the Board to attend the Gala and to take invitations to send to family/friends. Library Director Miranda reminded the Board that tickets to Macy’s Shop for a Cause were on sale at the Checkout Desk for a donation of $5.00 each with ticket proceeds going to the White Plains Library Foundation.

Code of Conduct Revision

Library Director Miranda presented a revision to the Code of Conduct regarding cell phone use to broaden the definition of devices and permit quiet activities such as texting or Internet use. On a MOTION by Trustee Hawkins, seconded by Trustee D’Ambrosio, the Board approved revision to the Code of Conduct as presented.

Renewal of Tutor.com contract

Library Director Miranda showed the Tutor.com link on the Library’s website and reviewed the scope of service. Mrs. Miranda recommended renewal and noted that based upon usage statistics/cost, the service continued to be worthwhile, but was still not widely known despite being well promoted. She noted that Tutor.com had just agreed to begin sending her some session transcripts each month for review. Trustee Connors volunteered to engage a few teachers for feedback and help in promoting the service with students. Mrs. Miranda suggested that the District and Library also collaborate to promote Learning Express online practice tests and study guides. The Board approved renewal of Tutor.com contract (service paid by Foundation) as presented on a MOTION by Trustee Furth, seconded by Trustee Hawkins.

Revised WLS Free Direct Access Plan

On a MOTION by Trustee D’Ambrosio, seconded by Trustee Connors, the WLS Free Direct Access Plan was approved as presented, assuming no further changes to the document by the WLS Board or PLDA. Mrs. Miranda noted that the revised plan should benefit White Plains, as the threshold of unacceptable net non-resident circulation was reduced at her request from 16% to 14%.

Approval of Attendance at NYLA Conference

On a MOTION by Trustee Schwarz, seconded by Trustee Garment, the Board approved attendance at New York Library Association Conference (NYLA) at Buffalo, NY from 10/17/07 to 10/20/07 for Tim Baird with normal expenses up to $500 to be reimbursed.

Capital Program Submission 2008

Library Director Miranda reviewed the updated Capital Program summary sent out with the meeting materials, and noted that the Capital Program Submission is due on October 1, 2007. The Board agreed that Mrs. Miranda should request that the $200,000 Capital Project for the Young Adult Area Construction be moved to 2007/08 from "To Be Programmed," with the understanding that the Foundation plans to fully fund the project. Mrs. Miranda reported that she had met with the Finance Commissioner and would seek a meeting with the DPW Commissioner to review the Library requests, and that Foundation officers Judy Nevins and Jack Phelan would seek an opportunity to show the Mayor ideas for the Young Adult area and discuss the project. On a MOTION by Trustee Schwarz, seconded by Trustee D’Ambrosio, the Board approved submission of paperwork for Capital Program Submission 2008 as presented.

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 Garment.

Paul Schwarz, Secretary

Library Board of Trustees