Minutes of Regular Meeting

January 15, 2008

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Board President P. Lynn Oliva. In attendance were Trustees Timothy Connors, Denise D’Ambrosio, Jeane Garment, Timothy James, Paul Schwarz, Julie Trelstad and Library Director Sandra Miranda. Absent with notice were Trustees Furth, Hawkins, and Assistant Library Director Patricia Thorsen.

Minutes of Regular Meeting of December 18, 2007

The minutes of the regular meeting of December 18, 2007 were approved on a MOTION by Trustee D’Ambrosio, seconded by Trustee Connors.

BUDGET

City Revenue & Expenditure Budget Reports

Report for December was not yet received.

Comprehensive Annual Financial Report for FY 7/1/06 - 6/30/07

Library Director Miranda reviewed with Board.

Bills 2007/08 Budget

Trustee D’Ambrosio asked if there was an expense report with YTD total by vendor. Library Director Miranda said there is an internally maintained report that lists all YTD payments to all vendors within each budget code, and she could provide to the Board at its next meeting. Trustee Oliva suggested that the Board receive a copy every 6 months.

Regarding expenses for library supplies, Mrs. Miranda reported that she was reassessing the cost and value of security strips for library materials, and there was discussion of their price and effectiveness.

Payment of bill vouchers #12 and #13 were approved on a MOTION by Trustee Connors, seconded by Trustee D’Ambrosio.

Report of Library Administration

The Board reviewed Administrative reports. Library Director Miranda reported that she has been working with Nancy Kunz, the new Community Relations Librarian to supervise outreach and publicity activities. Mrs. Miranda noted that per Finance Department, budget preparation instructions are being sent to City departments today with deadline for submission by February 15. At Mrs. Miranda’s request the Board agreed to set Wednesday, February 13 as the date of its next meeting. Mrs. Miranda expressed concern about rising cost of utilities and monthly payment to NYPA for chiller replacement.

Board President Oliva asked about summary Trove stats for December 2007, and Mrs. Miranda noted that it was time to discontinue that particular report, which had outlived it's usefulness, as it was not based on fiscal year. There were no objections from the Board.

Trustee James asked about the virus that had infected some staff systems. Mrs. Miranda explained that the Library’s virus protection had been disrupted when the software vendor made an unannounced change regarding automatic daily updates. She said that steps were taken to remedy the affected machines, get additional protection in place, and prevent future problems.

Trustee Reports & Business:

WLS

The Board received notification about a Trustee Institute workshop on "Understanding the Budget Process" to be held at WLS on February 7, 2008 at 6:00 p.m. Library Director Miranda highly recommended it, as it will be given by WLS Director, Siobhan Reardon, who has an expertise in this area.

The Board received notice of payment by WLS for 2007 Direct Use based White Plains’ non-resident use for the year. Mrs. Miranda noted that this funding stream has been eliminated from the WLS budget as of 2008.

Advocacy

Mrs. Miranda will continue to send Board advocacy materials, and she encouraged Board members to contact state representatives in support of the $14 million construction grant program for public libraries.

Friends

Library Director Miranda reported that the Friends sponsored its annual staff appreciation luncheon on January 10. She noted that in addition to the staff, Board members and various city employees attended. She thanked Mayor Delfino for a wonderful speech in support of the Friends, Foundation and Library staff. A good time was had by all!

Foundation

Foundation Director and Trustee Jeane Garment reported that at its last meeting on January 9, 2008, the Foundation Board received an audit report and discussed plans for the March 2 Trumble in Trove event. She noted that the event would be free, with many opportunities to donate, and that sponsorships were being sought. She asked for volunteers to help out at the event. Mrs. Garment also reported that the Foundation Board was using a self-evaluation form with its members to stimulate discussion about responsibilities and performance. Board President Oliva noted that she and Mrs. Garment had spoken about preparing a similar self-evaluation tool for Library Board members to use at an upcoming meeting as a way to review roles, responsibilities, ethics, etc. Board President Oliva was also pleased to report that at its last meeting, the Foundation’s Nominating Committee proposed a slate of officers with Jeane Garment as President, Yuki Haynes as Vice President, and Eileen Bradley to continue as Treasurer. Trustee Oliva noted that Mrs. Garment would be elected at the Foundation’s annual meeting in February. The Board applauded and congratulated Trustee Garment.

Report of Nominating Committee

Board President Oliva reported that the Nominating Committee consisting of herself, Hope Furth and Jeane Garment was pleased to present a slate of officers for election at the Library Board’s annual meeting in February as follows: Julie Trelstad, President and Timothy James, Secretary. The Board congratulated the nominees. Trustee Oliva noted that officers have a 1 year term and can serve up to 3 consecutive years.

Trustee Apointments

Board President Oliva reported that she and Trustee D’Ambrosio had been reappointed to the Library Board, but as yet there was no replacement for Trustee Hawkins. Congratulations were extended to both, with appreciation for their decision to serve again. Board President Oliva suggested that Trustee Trelstad, who will be the new Board President, follow up with Common Council President Boykin in March, if there has been no appointment to Mr. Hawkins’ seat.

NEW BUSINESS:

Approval for Personnel Added & Deleted from Payroll, 10/1/07 - 12/31/07

The Board approved Personnel Added & Deleted from Payroll, 10/1/07 - 12/1/07 on a MOTION by Trustee Garment, seconded by Trustee Connors.

White Plains Reads

Library Director Miranda reported on an upcoming city-wide literacy initiative, White Plains Reads, being developed through the Youth Bureau and the Community That Cares Committee. The WPR committee thus far includes representatives from the Youth Bureau, Slater Center, School District, and Library. No decisions have been made regarding specific activities, but the committee has been brainstorming how to kick the effort into gear, keep it going, and cover all age groups from pre-readers through high school. Mrs. Miranda offered to share the listing she prepared of existing local and national literacy initiatives and said she'd welcome ideas from Board members for activities that would get kids and parents excited. Trustee Connors noted that the WPR initiative was intended to tie into the District's goal to have all youngsters able to read by the end of the second grade. He said the District would actively participate in the committee and that he would follow up with Frank Williams to offer assistance. Trustee D’Ambrosio suggested getting high school students to help kids to read as a way of getting community service hours. Trustee Connors noted that the school will advertise the initiative on channel 77 to encourage parents, grandparents, etc. to read to kids. Library Director Miranda suggested taping kids for cable and radio, and letting them talk about and read from favorite books. Trustee Connors noted that the challenge is how to change people’s attitudes about reading, how to encourage parents to read to kids.

Adjournment

There being no more business before the Board, the meeting was adjourned at 7:59 p.m. on a MOTION by Trustee D’Ambrosio, seconded by Trustee Connors.

Paul Schwarz, Secretary

Library Board of Trustees