New Rochelle Public Library
Board of Trustees Meeting

Tuesday, February 12, 2008

Thomas Leghorn, President, called the meeting to order at 7:10 p.m.
and immediately went into Executive Session to discuss a Board matter.  Executive Session ended at 7:34 and the regular meeting began.
The following members of the Board and Administration were present
or excused.  

MINUTES OF JANUARY MEETING:
The minutes from the January meeting were reviewed by the Trustees.  Greg Varian moved that the minutes be approved, seconded by Michael Schiffres and approved.

FINANCIAL REPORT:  
Tom Geoffino reported that the library’s finances are in a positive state; 62% of the year has lapsed with the Library’s budget spent at 60%, and the revenue collected at 64%. Question was raised as to whether we need to continue with the budget codes currently being used or if we have some flexibility in order to make the budget lines more descriptive. 
Tom Geoffino will investigate and get back to the Board with options.

EXPENDITURES:
Vouchers previously reviewed by George Walters were found to be
in order and co-signed by Haina Just-Michael. Board approved payment
of the following vouchers:
 

February 2008 Vouchers

PRESIDENT’S REPORT
Tom Leghorn discussed the tumultuous weeks dealing with Frank Pasquale’s difficulties. Frank has expressed concern that he may have caused the library any negative attention. A motion was made by
Tom Leghorn to accept Frank’s resignation letter effective January 31, 2008 and all others were in favor.

DIRECTOR’S REPORT:
ADA Restrooms: The project has been approved by NYSED. Bidding for the renovation is slated to begin the week of February 18, to be due by mid-March. The contracting will likely be bid in three parts:  general, electrical and plumbing.  Per New York State Law, a Clerk of the Works will be hired to keep track of the contractors’ work.  

Boilers:  The project is nearly complete. Valco Systems, vendor of the project, plans to submit final documentation to architect Anthony Pucillo’s office in the near future. All payments to Valco will be held until the architect and library are satisfied.

State Construction Grants: The process was held up, but we should be receiving official word shortly as to the grants to assist in the wiring infrastructure here at the Main Library, and for the basement renovations at the Huguenot Children’s Library.

Donations:  The Lillian Robbins $100,000 bequest is moving along. 
We have also received paperwork for the release of a $3,000 bequest from the Wallens estate. The prospective music area donor recently toured
New York Public Library’s Lincoln Center music area with Tom Geoffino
and Judy Factor. The trip was very illuminating, with the donor agreeing to allow the library to go ahead with design plans. Tom thanked Judy Factor, Bruce Gilbert and Marge Sunshine for their efforts on behalf of this project.

Gates Opportunity Grant- The library received the official invites to the required two day workshop at the Sagamore Hotel in Lake George, NY on April 7-8, 2008. George Walters will join Tom Geoffino and Daniel Ogyiri
in attendance.

Technology:  Website design with Harquin is moving along.  
Tom Geoffino shared the initial mark-up designs and expressed
confidence in Harquin’s ability to deliver a quality, professional product. 

Foundation: Tom Geoffino attended the Board meeting held January 28.  Members have tentatively agreed to raise funds for making changes in the lobby, and will put together a subcommittee to reconvene at a future date.  Tom Geoffino and Janet Doerge met with staff to get their ideas, and then with designer Fenizia Maffucci. 


Friends: Tom Geoffino attended the Board meeting where the Friends reported that their book sales are not generating as much revenue as in past years causing them to be concerned regarding their ability to support the library programs on the same level as they have in the past. They are asking the Board of Trustees to consider adding more programming money to the Library’s budget to make up for any Friends’ funding shortfalls. 
It was noted that November 2008 will be the 30^th Anniversary of the Friends’ formation. 

State of the City Address:  In order to allow Board members to attend the Mayor’s State of the City address on March 13, the next Board meeting has been rescheduled for Tuesday March 11, 2008 at 7:30 p.m.

One City, One Book:  The full committee will be meeting tomorrow and will hopefully choose the book to be read by the community. The Library
is hoping to schedule this program in Fall 2008. 

Library Budget Vote: The Library needs to set the date for the Public Hearing.  It was suggested that we do as we have done in previous years and schedule it for the same night as the Board Meeting.  Vote has been scheduled for May 20. Tom Geoffino will confirm if the May 8 Board Meeting date fits within the legal dates in which the Library must hold the Budget Public Hearing. 

Cleaning Library Façade:  City Manager Chuck Strome is seeking to find corporate sponsors to assist in underwriting this effort.

Library Retirement:  Tom Geoffino related a plan that the City of New Rochelle is offering employees regarding retirement. Apparently, the library is able to participate if it chooses to do so. City employees are being offered retirement with a guarantee that they will be rehired at their same salary and benefits.  The benefit to the employee would be that they would then be able to collect a pension as well as a salary. 
The benefit to the City/Library is a savings of 8.4% of each eligible
and interested employee towards the State Retirement Fund.

Sexual Harassment Training:  The Board agreed to authorize the library to accept the proposal from a highly recommended and experienced attorney regarding sexual harassment training for staff and assistance in formulating an updated sexual harassment policy. 

GLSEN Donation: The Library has added 273 titles to the collection through the generous donation made by GLSEN. Tom Geoffino reported that as a result of this action he is being honored by the organization at an annual dinner.  Tom Leghorn invited GLSEN representatives to a future Board meeting in order to express its appreciation to the Library.

PERSONNEL REPORT:
Janet Doerge reported that the Circulation Department is in the process
of interviewing for a vacant part-time position.

COMMITTEE REPORTS:

Special Projects:  Greg Varian asked about the feasibility study as it relates to the renovations being proposed to the lobby. It was suggested that we get an updated cost estimate, and should move forward with it whether or not any improvements are made this year.

Community Relations: Haina Just-Michael reported on the Foundation’s plans to look at the lobby as a viable investment opportunity. 

Budget: A new revenue line will be added to the new budget called Contingent Recovery.

Policy: The Committee reviewed the revised Code of Conduct Policy submitted by Janet Doerge and suggested some minor changes. They ask that Janet make the corrections and circulate the updated policy to the
full Board to review and discuss at next month’s meeting.  
The current incarnation of the Sexual Harassment Policy will be given to Tom Geoffino to forward to the woman conducting the Sexual Harassment Training for her input.

UNFINISHED BUSINESS
The Board agreed that a press release be written to inform the public that we are considering filling the vacancy on the Board. Interested parties should send a letter of interest and qualifications to the attention of
Tom Geoffino.

EXECUTIVE SESSION
The Board went into Executive Session to discuss a Personnel matter at 9:04 p.m. and came out of Executive Session at 9:23. 

At that time motion was made to adjourn the meeting by
Tom Leghorn, seconded by Lianne Merchant, and the meeting was adjourned at 9:23 p.m.   

Respectfully submitted,

Michael E. Schiffres

Secretary