SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS
Minutes of Special Meeting - Monday, August 26, 2002
These minutes are for informational purposes only. For official minutes please contact the Town Clerk's office.
PRESENT: Carol Bingham, Bert Kaplan, Babs Gardner, Charmaine Glew and Gail Ryan. Staff: Susan Bullock, Director; Eileen Sickinger, Recording Secretary. From Friends: Eileen Higham and Jewel Gutman.
The meeting was called to order at 7:35 P.M. by Gail Ryan, Chair. The purpose of the meeting was to discuss fund raising for the proposed Library addition. Mrs. Ryan reviewed the procedure in obtaining the $500,000 State Library Grant. The grant was awarded with the understanding that the Town would have a contract with a firm for the construction of the expansion prior to October 27, 2002. The 30% design development plans that have been completed are in the process of being reviewed by Town land use agencies. Since construction will not begin in October 2002, Tom Vincent, First Selectman, has requested an extension of this award. The State Library Board will be meeting on September 23rd to discuss this request and make a decision. Mrs. Bullock was asked to invite Mr. Vincent to
attend this meeting. Mrs. Ryan wondered if the Library Board felt the Board of Finance should be approached before this meeting to elicit their support. Mrs. Bullock will contact Mr. Vincent to see if someone from the Board of Finance could also attend the September 23rd meeting. The next Board of Finance meeting is scheduled for September 10th and it is hoped that an informal meeting can be arranged with Mr. Henault, or a representative from the Board of Finance, to discuss the September 23rd meeting.
The Board felt that Septemberfest would be a good time to start an awareness campaign of the need for the Library extension. Among the things brought to the public's attention would be the current building not being in compliance with the American Disability Act, current technology equipment taking up so much more space than it did years ago, and for every book that goes on a shelf, one is removed from the collection. Mrs. Bingham will work with Mrs. Bullock to provide a one-page flyer about the expansion and Friends will do one on how their organization will help the program.
At the September 19th meeting of Friends, a fund raising committee will be started. The next issue of Doorways will ask for volunteers from the general membership. Mrs. Higham was not sure of the scope of the Friends fund raising and she will discuss this with her Board.The cost of the expansion is estimated at $7,300,000. The State Grant reduces this to $6,800,000 and it is hoped $500,000 can be raised through corporate and foundation grants. This would leave $500,000 for Friends to raise.
The question of having a professional fundraiser and how the fund raising committee will work was discussed. Whether it will be run by a dedicated staff person "paid or unpaid" was to be decided. The expense of hiring someone to do the job is a concern. Mrs. Bullock suggested that some thought be given to adding funds to next year's budget for a consultant for fund raising. This will be discussed at future meetings.
Mrs. Bingham moved the Library Board, in conjunction with the Friends of the Library, endeavor to raise funds to offset the cost of the proposed building project. Second: Bert Kaplan. So moved.
The three major points of the meeting were:
1) Mrs. Bullock will meet with Mr. Vincent and Mr. Henault prior to the September 23rd meeting.
2) At the September 19th meeting of Friends, Mrs. Higham will tell them of the awareness kickoff at Septemberfest and that the time has come to start a fund raising committee.
3) The Library Board will meet with this committee in October, either at the regular meeting or a special meeting. Bert Kaplan will be the Board's liaison to the Friends committee.
Mrs. Bullock stated that Mr. Vincent is keeping State Senator Herlihy and State Representative Heagney apprised of the process of the State Grant.
At 9:00 P.M. Bert Kaplan moved for adjournment. Second: C. Bingham. So moved.
Eileen Sickinger
Secretary Pro Tempore
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