SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS MEETING
These minutes are for informational purposes only. For official minutes see the Town Clerk's office.
Minutes of October 21, 2002 meeting
PRESENT: Gail Ryan, Bert Kaplan, Carol Bingham, Anne Erickson, and Charmaine Glew. Staff: Susan Bullock, Director. Eileen Sickinger, Recording Secretary. From Friends: Eileen Higham and Victoria Rogers.
The meeting was called to order at 7:20 P.M. by Gail Ryan, Chair. Bert Kaplan moved that the minutes of the September 9, 2002 meeting be accepted with the following changes. In the paragraph starting with "Cataloging" change it to: Volunteers do most of the processing of library materials. This includes packaging videos and covering books. Classification " assigning Dewey call numbers " is handled by the Technical Services staff. Ms. Hartman classifieds the non-fiction while another person does fiction. The Children's Department catalogs and classifies its own materials. All titles are entered into the computer database. Occasionally duplicate copies of a single title may be found in tow different departments. The Technical Services Department works
together with other departments to determine where to place special items. An example would be items relating to 9/11 which may be classified under several different numbers depending on the content.
On page 2, line 14, after Library add the word "expansion". Second: Carol Bingham. The minutes were accepted as changed.
There were no additional agenda items and no public audience.
COMMUNICATIONS: Mrs. Bullock shared communications received. A thank you note from Friends for the help on the Used Book Sale. A thank you note from Margaret Keating, on behalf of her daughter, for the Children's Summer Reading Program. An article from the Wall Street Journal on "Strange Hissing Sounds in Libraries". A copy of the New England Development Newsletter. A list of press releases from CT Library Associations and Jan Madrak s letter to Michael Cicchetti, Asst. Superintendent of Schools, with a summary of the Library's summer reading programs.
Mrs. Bullock and Gail Ryan received a letter from Buzz Holmes, of SCTV, who is interested in interviewing representatives from the various Boards and Commissions for the local TV station. Mrs. Bullock, Mrs. Ryan and Mrs. Bingham will be interviewed. Included in the letter was a questionnaire with the type of information he is looking for, as well as a request for the type of questions the Board would like covered. Members felt that the role of the Library Board and the Director should be covered. Plans for the future and especially the need for expansion should be included in the discussion. The budget process and how the budget affects the size of the staff, hours, and number of days open could be explained, as well as the contribution of the business reference department to the local business community.
The various programs for children and adults, the number of people using the Library and all it offers, should also be covered. When the date has been set for the program the participants will meet to discuss their presentation.
Mrs. Ryan had a copy of the bi-monthly newsletter Readings from the CT Center for the Book.
COMMITTEE REPORTS: Friends: Mrs. Higham reported that at Friends recent Board meeting fund raising for the expansion was discussed. A committee has not been formed yet but they will start on the awareness program. Liz Keppel will help write plans for the awareness campaign. Mrs. Higham also reported that an updated museum brochure will be ready soon and new book bags are being ordered.
Mrs. Ryan mentioned the need for Jack Bannon's "Turkey Trot" and Mrs. Higham will e-mail her board to get some additional volunteers.
DIRECTOR'S REPORT: Mrs. Bullock reported that the $500,000 State Grant for the Library expansion was withdrawn by the State Library Board on September 23rd. The Town had a good representation at the meeting, including State Representative Heagney. The State Board did not wish to set a precedent in a allowing three-year extension for such funding. Correspondence related to this was included in the Director's packet. Mrs. Bullock did point out that without State funding some limitations are removed- one being it will not be necessary to accept the lowest bidder when the expansion begins. The challenge now is how to exist in the building the next five years. Mrs. Bullock will be meeting with the necessary Town officials to discuss the dangerous carpet situation - something that poses
a real danger to the older population using the building. Some loose outdoorfacing will have to be repaired, as will the tripping hazard that exists on the outside stairwell. It is hoped the upper parking lot can be widened to prevent the frequent fender benders that are occurring. Mrs. Bullock is going to prepare a comprehensive capital budget request for the upcoming budget process. The question of whether adding more stacks and other storage placement materials is a good idea at this point was discussed. Mr. Kaplan asked if there were other avenues to find money for these projects but it doesn't appear so at this time.
Mrs. Bullock reported that Simsbury Public Library placed 9th (out of 1,700) in the Hennen's American Public Library Ratings for town's in our population category, and 42nd (out of 9,000) public libraries overall. Simsbury was one of only two in the State to be recognized.
The annual staff meeting was held September 26th. At that time the achievements of the past year were reviewed as well as the goals for the coming year. Goals discussed were to resume Department Head meetings, renew departmental cooperation, and integrating the extreme customer service philosophy into everything done in the Library. A complete list of the goals in management, technology, collections and local and regional cooperation were in the packet. Mrs. Bullock asked the Board to let her know if they wanted anything added to the list.
Mrs. Bullock suggested that multiple copies of Winning Library Referenda Campaigns be purchased for the staff, Board and Friends. It was the consensus of the Board that these copies be purchased from the gift account.
Mrs. Madrak's report on the Children's Room activities was included in the packet as well as her correspondence with Dr. Cicchetti regarding the summer reading programs. It was suggested that sometimes a letter campaign to newspapers about the various programs in the Library might even be more effective than a press release.
Teen October is well underway. Jackie Hemond worked tirelessly to make this a very successful event.
The plans for the Simsbury Muster in May are underway. In cooperation with Simsbury Historical Society it is planned for Saturday and Sunday of Memorial Day weekend. A summary of the plans is also in the packet.
In discussing the statistics for September there appeared to be a significant drop and Mrs. Bullock will check this.
BY-LAWS AND POLICY REVIEW: Linda Root retyped the policy changes that have been suggested and after going through the old and new copies the Board will discuss this next month.
A Universal Gift Discount Book from local businesses has been prepared and the Library was asked if they could be sold in the building. It was the consensus of the Board that while they could not be sold in the building a poster and order form could be available.
Since all other agenda items were covered in the Director s Report, Carol Bingham moved for adjournment at 9:15 P.M. Second: Anne Erickson. So moved.
Anne Erickson, Secretary
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