SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS MEETING
Minutes of March 17, 2003 Meeting
These minutes are for informational purposes only. For official minutes please contact the Town Clerk's Office.
PRESENT: Carol Bingham, Bert Kaplan, Babs Gardner and Anne Erickson. Susan Bullock, Director; Eileen Sickinger, Recording Secretary.
The meeting was called to order by Carol Bingham, Vice-Chair, at 7:25 P.M. Anne Erickson moved that the minutes of the February 24, 2003 meeting be accepted with the following corrections: The 2003 Excellence in Public Library Services Award is sponsored by the CT State Library and CT Library Association. Under Internet Policy, a sentence should be included: The Customer Service Policy was also included in the Director's Report. Second: B. Gardner. So moved.
There was no public audience and no additional agenda items.
COMMUNICATIONS: Mrs. Bullock received a letter from John Loomis of the Simsbury Planning Commission in reply to her letter. In it he noted that the Commission recognized, 1) The Library Board is meeting residents' needs over the next two decades though expansion, and 2) The Board's updated statement intended for inclusion in the 2004 Plan of Conservation and Development was accepted. Mrs. Bullock shared information on the legislative breakfast to be held March 25th at the Canton Public Library. Local legislators have been invited to come and learn how important public libraries are to residents in their districts.
On April 2nd the Legislative Pot Luck Supper and Rally will be held in Hartford. Following the Rally the legislators are invited to the pot luck supper when they will be urged to support increasing funding for the successor to the Library Cooperating Services Unit. The governor has cut this unit from $600,000 to $150,000. This, as well as all cuts being proposed affecting libraries in the state budget, will be addressed.
There were no Committee Reports.
DIRECTOR'S REPORT: Mrs. Bullock informed the Board that the Board of Finance has scheduled a public hearing to discuss the Town Budget at Simsbury High School on April 1st. She urged the Board to attend. The proposed Library budget presented to the First Selectman included cuts in Library hours and a decrease in Sunday openings from 38 to 30 Sundays. Mrs. Bullock explained that the recent 6% cut requested for the current fiscal year greatly impacted this year's proposed budget. The Library makes monthly payments while most of the other Town departments do not. This leaves the Library with more unexpended funds - hence a higher giveback. As Mrs. Bullock explained, libraries can not purchase books until they are published. This is the third year of flat budgets for books
and other library materials, effectively cutting spending in these categories by 15%. In early March Mrs. Bullock, Eileen Higham, and other members of Friends, met to discuss Friends volunteerism. The different jobs that need additional volunteers were discussed. Mrs. Bullock will again have a note in Doorways For Friends seeking volunteers to serve on the Public Awareness Committee for the proposed expansion. She also asked for a representative from the Board to serve on the Committee. Anne Erickson agreed to represent the Board.
Plans are proceeding for the May 24th Simsbury Muster. Since the kiosk at Westfarms Mall never came to be, funds set aside for that will help defray the cost. Also, Friends funds earmarked for "Special Events" will be used. Attached to the Director's Report was a letter from Mrs. Bullock and Mrs. Higham that will be used to solicit funds for the event. The Historical Society will also send out a letter.
The Night of a 1,000 Stars will be held on April 10th, at which time Kendall Wiggins, State Librarian, will present the Excellence in Public Library Services Award. Recognition for this award will also be given at the CT Library Association's Annual Conference on April 8th.
The annual volunteer luncheon will be held on April 16th and Mrs. Bullock invited all Board members to attend.
The Library is currently testing a router allowing patrons to plug into the Library's Internet with their own laptop. Mrs. Bullock will be checking with the Town's Data Processing Department to see if they have any concerns. Also in the technology area, the staff is researching a smart-chip, which allows patrons to self-check out books and allows books to auto-sort themselves when they are returned. British Columbia currently has some libraries using this technology.
At last month's meeting, the Board had concerns over the effects of the recent 6% giveback to the Town. Charging for copying from workstations was discussed. It was decided that the Board will send a letter to the First Selectman regarding this, with the request that funds collected could be kept at the Library to be used to replenish the paper and toner that is used. Mrs. Bullock had a copy of the form to be given to patrons regarding the fee, as well as tips on alternatives to printing.
PATRIOT'S ACT: Before the Board's policy on the Patriot's Act is voted on, it was decided to have it reviewed by legal counsel.
INTERNET AND CUSTOMER SERVICE POLICIES: Bert Kaplan moved that the Internet Policy be approved. Second: Anne Erickson. So moved.
The language inconsistencies in the Customer Service Policy discussed last month were corrected. Changes discussed in the Return Check Policy and Procedure were also made. Bert Kaplan moved that the Customer Service Policy and the Return Check Policy and Procedure be accepted. Second: Anne Erickson. So moved.
The Board briefly discussed and reviewed the Appendix that will go into the Policies notebook.
At 8:50 P.M. Bert Kaplan moved for adjournment. Second: Babs Gardner. So moved.
Anne Erickson, Secretary
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