WHITE PLAINS PUBLIC LIBRARY BOARD OF TRUSTEES

Regular Meeting

Wednesday, October 13, 2016 7:00 p.m. Call to order

1. Minutes of Regular Meeting of September 14, 2016 2. Budget

a. City Revenue & Expenditures Budget by Department – 09/26/16

3. Bills: 2016 – 2017 Budget: Claim #4, #5

4. Reports of Library Administration

5. Trustee Reports & Business a. WLS b. Friends Meeting – 9/15/16 Meeting Minutes c. Foundation Report

6. Ongoing Business

a. Capital Project Update

7. New Business a. Approval of funding of up to $800 for Library Staff member to attend a legal

course for the Palmer School PLA Certificate b. Vote on Personnel Additions/Deletions – 7/1/16 – 9/30/16

AGENDA ITEM #1

Minutes of the September 14, 2016 meeting of the Library Board of Trustees, page 2 Ongoing Business Library Director Kenney spoke about the virtual ground breaking ceremony on September 7th and thanked the elected officials and donors who were present. Mr. Kenney is working on gathering public information to be used during the renovations. Library Director Kenney discussed the status of funding for the renovation. New Business On a MOTION by Trustee Furth, seconded by Trustee Haynes, approval was granted for allocating $750 for Librarians Himmelfarb and Nadas to attend the NYLA Conference in Saratoga Springs, NY. Library Director Kenney discussed the possibility of a Children’s Garden as part of the Plaza Renovation and was meeting with Stone Barns next week to see if a partnership was possible with them and the Shinnoy-en Foundation. Mr. Kenney remarked that Susan Siegel and Theresa Jattan (both of Collection Management) retired in the summer. Library Director Kenney announced he had hired Suzanne Erhard full-time to the Collection Management Department as a replacement for Ms. Siegel’s position. Nancy Kunz, our marketing librarian, announced her resignation. Mr. Kenney stated that he, along with several staff members (Librarians Carlson and Rabideau and Assistant Library Director Degyansky) hoped to identify a candidate for the Manager of Youth Services Department (replacement for Children’s Services Librarian) within the next two weeks. Assistant Library Director Degyansky talked about the new Mobile Hotspot program the library offered that was very popular and provided a demo. The mobile hotspot that provides internet service for those without access. Ms. Degyansky said that we had five and bought 10 more. Assistant Library Director Degyansky said that it was a very nice outreach tool and recently Librarian Carlson connected his laptop to the mobile hotspot at the National Night Out event and demonstrated its use as well as signed up patrons for Library cards. President Tim James signed the Assurances for Public Library Construction Grant Program Form that will be submitted with the construction grant. Library Director Kenney thanked the Library staff for all their support during his five week absence. Adjournment There being no more business before the Board, the meeting was adjourned at 7:51 p.m. on a MOTION by Trustee Matthews-Serra, seconded by Trustee Scherer.

_________________________________ Denise Matthews-Serra, Secretary Library Board of Trustees

AGENDA ITEM #3

WHITE PLAINS PUBLIC LIBRARY BOARD OF TRUSTEES

BUDGET YEAR 2016 - 2017 CLAIM LIST # 4 Claims Paid On: September 16, 2016 BUDGET CODE NUMBER VENDOR AMOUNT

I:\LIBRARY BOARD\CLAIM LISTS\2016-2017\CLAIM LIST 4.DOC

2.603 Travel 20 Ben Himmelfarb - reimburse $ 91.65 3.001 Office Supplies claim 8/31 Staples 21.68 claim 9/2 W.B. Mason 36.21 3.006 Periodicals 18 Magnotta’s Supermarket 68.50 3.011 Program Supplies claim 8/31 Staples 145.94 PC-36 S&S Worldwide 23.32 3.012 Equipment Maintenance PC-40 Carl Viggiani 90.00 3.014 Library Supplies PC-35 DEMCO 290.32 PC-42 Gaylord Bros. 237.98 3.306 Maintenance Supplies PC-37 EBP Supply Solutions 297.40 PC-38 Grainger 516.41 Aug ’16 Purchase - Supply Room 76.70 3.601 Electricity 7/13 - 8/11 NYPA 32,687.93 3.603 Gas 8/11 - 9/12 Con Edison 34.32 3.704 Copier Rental PC-43 Canon Financial Services 654.31 4.015 Service Contracts PC-43 Canon Financial Services 37.97 PC-41 Canon Solutions America 456.12 4.016 Security 19 Security Services of Connecticut 6,341.06 4.023 Program Services PC-39 Foundation Center 1,995.00 4.058 Online Subscriptions PC-39a Bill Deierlein - reimburse 1,308.00 22 Tutor.com 14,250.00 4.709 Library Programs 21 Kearah-Armonie Jeudy 150.00 Approved: ______________________ Denise Matthews-Serra, Secretary

AGENDA ITEM #3

WHITE PLAINS PUBLIC LIBRARY BOARD OF TRUSTEES

BUDGET YEAR 2016 - 2017 CLAIM LIST # 5 Page 1 Claims Paid On: September 30, 2016 BUDGET CODE NUMBER VENDOR AMOUNT

I:\LIBRARY BOARD\CLAIM LISTS\2016-2017\CLAIM LIST 5.DOC

2.601 Memberships 27 Guggenheim Museum $ 500.00 2.603 Travel 33 Bill Deierlein - reimburse 151.00 3.001 Office Supplies PC-51 CDW Government 126.96 PC-46 PIP Printing 75.00 3.003 Printing PC-46 PIP Printing 75.00 3.005 Books 28 Baker & Taylor, Inc. 9,071.14 29 Ingram Library Services 162.09 3.006 Periodicals 24 EBSCO 3,815.28 30 Royal Scarlet Deli 500.50 3.010 Non Books PC-45 Midwest Tape 7,258.31 PC-52 Midwest Tape 4,047.88 3.011 Program Supplies PC-47 Brian Kenney - reimburse 135.00 PC-45 Michael’s Pizza 60.00 3.022 Software 28 Westchester Library System 250.00 3.301 Facility Maintenance PC-52 Interstate Fire & Safety 56.00 PC-53 White Plains Glass & Mirror 380.00 3.306 Maintenance Supplies PC-49 Burke & McCowen 20.34 PC-48 Graybar 204.00 3.602 Telephone 26 Verizon Wireless 39.28

AGENDA ITEM #3

WHITE PLAINS PUBLIC LIBRARY BOARD OF TRUSTEES

BUDGET YEAR 2016 - 2017 CLAIM LIST # 5 Page 2 Claims Paid On: September 30, 2016 BUDGET CODE NUMBER VENDOR AMOUNT

I:\LIBRARY BOARD\CLAIM LISTS\2016-2017\CLAIM LIST 5.DOC

3.703 Equipment Rental PC-44 Pitney Bowes $ 258.00 4.015 Service Contracts PC-44 Pitney Bowes 168.00 4.016 Security 31 Security Services of Connecticut 3,581.60 4.023 Program Services PC-45 Midwest Tape 1,304.35 PC-52 Midwest Tape 589.35 PC-50 Baker & Taylor, Inc. 3,542.50 4.058 Online Subscriptions 32 Optimum 18.31 4.709 Library Programs 25 Sara Daly 150.00 23 Clarissa Taylor 150.00 5.207 Computer Peripherals PC-51 CDW Government 966.48 Approved: ______________________ Denise Matthews-Serra, Secretary

By: Timothy Baird

Dept. Adult Services

Subject: Monthly Report – September 2016

Date: October 6th, 2016

Administrative

• Met with Foundation Executive Rubini and Librarian Perez to discuss collaborative programming with

Latino U.

• Librarian Kunz announced that she is resigning after 8.5 years of service at the Library.

• Met with Trove Librarian Rabideau to go over the part time hiring process. Also worked with Rabideau

on updating the Homework Help flyer that includes information about Tutor.com.

• With Director Kenney attended a renovation meeting at City of WP Department of Public Works.

• Met with Director Kenney, Senior Circulation Clerk Harris, and Librarians Himmelfarb & Rothman to go

over the Hub Training Checklist that was developed to establish a baseline for good customer service.

• Gathered Trove summer program stats for staff.

• Attended a relocation meeting to go over all aspects of the upcoming renovation.

• Edited the upcoming Local History blog post.

• With Director Kenney, did a tour of the new KOI Creative Space on Mamaroneck Ave.

• Gather usage statistics comparing 3M Library to Overdrive.

Staff Activities - Thanks to librarians Sharon Rothman, Mariel Perez, Nancy Kunz, Erik Carlson , Kathlyn

Carroll, Ben Himmelfarb and Austin Duffy who contributed to this report as well as Digital Media Specialist Austin

Olney.

• Librarian Kunz trained Librarian Carroll in using InDesign to create the monthly Library calendar. Carrroll

will be taking over this responsibility.

• Media Specialist Olney participated in a WLS Youth Services Advisory Group conference call.

• Librarian Carlson and Media Specialist Olney met with Argus who are interested in funding some teen

initiatives in the Edge.

• Librarian Himmelfarb attended a CUNY Research Seminar from urban education scholars; attended a

YWCA workshop on unconscious bias; attended a Forum on the Future of White Plains; Successful roll-

out of oral histories done with Jazz Fest artists.

• Librarian Rothman attended a Westchester Library Association Board meeting.

• Librarians Carroll and Carlson attended the Maker Faire in NYC.

• Librarian Duffy attended two Metro Workshops on Digital Privacy.

Customer Service:

• 12 1-1 Computer Help appointments.

• 2 3D Printing Appointments.

• Computer programs for adults included: Video Editing 101 and Intro to 3D Printing. Please see the Edge

Report for the listing of teen computer programs this month.

• 17 Local History queries were answered.

• Three Homebound deliveries were arranged.

Community Outreach:

• The Library sponsored Gilda’s Club of Westchester Red Door Readers book group read “Miller’s Valley”

by Anna Quindlen.

• Media Specialist Olney taught a Photo Editing class to the Sparcs program students from Berkeley

College.

• Librarians Carroll and Carlson visited Highlands middle school and WP High and met with the school

librarians to discuss fall collaborations.

• Librarian Carlson helped organize the library at Woodfield Cottage.

• Please see the Community Outreach report for more details on Outreach.

Programs:

• Poetry Slam & Open Mic held offsite at Grace Church. Featured Guest Poet was Kearmonie!

• The Library hosted a Small Business Administration program: How to Write a Business Plan.

• The Library continues to offer a popular Lunchtime Meditation program.

• The Book’em Mystery Book Group returned in September after a summer hiatus.

• Please see the Edge Report for Teen Programming.

By: Kathleen Degyansky Dept.: Assistant Library Director Subject: Monthly Report for September 2016 Date: October 5, 2016 OUTREACH AND COLLABORATION

• Worked with the League of Women Voters of Westchester County to host a voter

registration event on September 27.

• Met with representatives from Argus, Maker Corps, and STEM Alliance of Larchmont on September 28 to discuss plans to host a Maker Corp member in the Edge for summer 2017.

PROGRAMMING

• Contracted with AARP Foundation Tax Aide to provide tax preparation services at the Library beginning February 1 and continuing through April 18. Volunteer tax preparers will work with people of all ages and will offer their services in Spanish as well as English.

• Finalized arrangements for Kraft Mobile Food Pantry, TASC Connect, the National Alliance on Mental Illness, Youth Bureau Step Up, BOCES Citizenship and Second Saturday Knitters to continue their programs through 2017.

RENOVATION

• Prepared measurements for the library movers to determine which of the collections will be re-located to the second floor during construction.

• Prepared and submitted an application for New York State’s Library Construction

Grant Program. After the initial review, Westchester Library system has recommended an award amount of $152,647. These funds will be used to pay for part of the Hub construction costs.

STAFF AND VOLUNTEERS

• Participated in interviews for a part time clerk for the Trove. A candidate was selected and will begin work in October.

• Participated in the final round of interviews for the Librarian III position.

• Deployed a new volunteer who work on blog writing projects for the Library.

Christiane Deschamps

Department: Collection Management

Subject: Monthly Report (September)

Date: October 5, 2016

14 Request a Purchase forms were processed (AV requests done by Karyn De Luca).

Worked day and evening shifts at the reference desk.

Led 1 English Conversation Group.

Attended several meetings with Brian Kenney and others to plan moving of collections

and furniture in preparation for the library renovation.

Worked with Ben Himmelfarb to plan location of Local History materials in Third Floor

workroom.

Rest of Department

Mary Black and Suzanne Erhard placed orders, received, processed, cataloged materials

and assisted with weeding. Maya Leggat processed items, assisted with weeding, boxed

and labeled New York Times microfilm for storage.

September monthly report 2016

Programs

• Citizenship class 25 students

• 5 one-on-one computer Spanish classes

• 2 Spanish for Beginners classes 25 students

• Searched for items on Missing List

Community Outreach• Attended 39th Annual Neighborhood Health Fair at the Slater Center,

registered 8 people for library cards.

• Attended White Plains Jazz festival. Registered 9 people for library cards.

• Food Pantry 306 people

• Visited 2 ESL classes at One Stop's Employment center.

Spoke to 45 students. Registered 21 for library cards.

Webinars/meetings

• Met with Nancy Rubino, Brian and Tim to discuss Allstate's grant to Latino U.

• scheduled a Jail panel meeting, but was canceled.

MONTHLY REPORTBy: John Lolis

Dept. Library Systems

Subject: Monthly Activity Report - September 2016

! On the evening of Friday, the 23 , I replaced the firewall/gateway server that handlesrd

staff access to the internet. The previous server had one failed hard drive and would nolonger allow management through a browser. The replacement server was one thatwas no longer needed by the City’s IT Department.

! After removing potentially useful parts, we disposed of a significant amount of equipmentthat was either obsolescent or defective. This was also necessitated by the need foradditional space in the Technical Services area of the 3 floor, due to staff having tord

relocate because of the renovation.

! We received a replacement selfcheck computer from Sentry Technology. For a numberof months, we have been using one of our own computers to keep the selfcheck inoperation. The replacement will be kept as a spare selfcheck computer.

! We purchased two “tiny form factor” Lenovo computers for evaluation as possible adultpublic access computers in the Hub. Despite their size–7" x 7" x 1.5"–they are the mostpowerful desktop computers we now have. Their design is such that the computer canbe affixed to a Lenovo monitor, effectively turning it into an all-in-one PC

! We purchased two USB chargers, one to accommodate the 15 mobile hotspots we nowhave, and one to serve as a replacement charger for the iPads and Launchpads in theTrove. Regarding the latter, a replacement was necessary because the originalLaunchpad USB charger we had literally experienced a meltdown and began to smoke. We were extremely fortunate that staff noticed the problem right away. Staff have sincebeen advised to avoid low cost USB chargers and to remain vigilant while chargingdevices.

! It should be noted that much of the Systems Department resources have been devotedto planning and preparing for the renovation in addition to accommodating manychanges brought about because of personnel turnover.

###

Memorandum To: Brian Kenney, Library Director From: Nancy Kunz, Community Relations Librarian Subject: September 2016 Publicity Date: 9/24/16 A Virtual Groundbreaking at White Plains Library http://scarsdale10583.com/about-joomla/shout-it-out/5676-a-virtual-groundbreaking-at-white-plains-library

Edge Report - September 2016

Teen Programs:

● Librarian Carlson ○ Comic Book Club, SAT Math, College Essay Workshop, College Search

Workshop ● Digital Media Specialist (DMS) Olney

○ Video Game Tournament, Drop-in 3-D printing, Coding Club ● Librarian Carroll

○ Battle of the Books (four sessions) Training & Meetings:

● Librarian Carlson ○ Edge staff meetings, WPHS Librarians, Highlands Librarian, Argus and Maker Ed

● DMS Olney ○ Edge staff meetings, Argus and Maker Ed, Youth Services Advisory Group

(YSAG), 3D Printing appointment (x2) ● Librarian Carroll

○ Edge staff meetings, WPHS Librarians, Highlands Librarian, Argus and Maker Ed, Friends board meeting

Other Projects:

● Librarian Carlson ○ Organize Library at Woodfield Cottage, Started LIS Legal Issues Class, Weekly

and Monthly calendars ● DMS Olney

○ Edge Teen Calendar, Photo Editing class for Sparcs ● Librarian Carroll

○ Learned how to make Library calendars to take over temporarily for Nancy Kunz

I:\Library Board\Personnel-Add&Delete\September 30.doc

WHITE PLAINS PUBLIC LIBRARY July 1, 2016 through September 30, 2016

Civil Service Appointments (1) Erhard, Suzanne Library Clerk 8/15/16

Civil Service Retirements (1) Jattan, Theresa Library Clerk 8/30/16

Hourly Staff Appointments (1) Bridger, Sara Sr. Clerk PT 9/17/16

Hourly Staff Resignations (2) Berhard, Molly Library Assistant PT 9/9/16 Erhard, Suzanne Library Assistant PT 8/13/16