SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS MEETING
Minutes of the January 5, 2004 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, Gail Ryan, Anne Erickson, and Charmaine Glew. Staff: Susan Bullock, Director; Eileen Sickinger, Recording Secretary. Joel Mandell, BOS Liaison, Eileen Higham, Kathy Miller from Friends.
The meeting was called to order at 7:20 P.M. by Carol Bingham, Chair. Gail Ryan moved to have the order of the agenda changed, placing 9. Building Project to 5. Second: A.Erickson. So moved.
APPROVAL OF MINUTES: Gail Ryan moved the December 15, 2003 minutes be approved with one correction: Add Anne Erickson’s name to those in attendance. Second: A. Erickson. So moved.
There was no public audience and no additional agenda items.
BUILDING PROJECT: Discussion began on the Board’s need to know if the building expansion project will be on the May 2005 referendum. Fund raising can only begin when it is known what amount will be approved for the project in the capital improvement budget. At this time it is anticipated the referendum amount will be $7.25 million. If the Board is to reapply for the State Library Grant, the grant application is due in August 2004. During the coming budget process the project will come up and Mr. Mandell will keep the Board informed of its status. The Board will make every effort to have representatives at public hearings and meetings so they can stay informed on project’s position on the Town’s capital improvement agenda. On numerous occasions Mrs. Bullock has been asked how the expansion will
affect a homeowner’s taxes. This can’t be answered yet since it is not known where it fits in the Town’s debt service. There may be an increase, but there may not be. It will not, however, be a phased in project. Mrs. Bullock will be speaking with people from the State Library Board about the grant application and if there are any changes in the application process.
COMMUNICATIONS: Mrs. Bullock had additional newspaper articles related to the Meridan Library Art Exhibit discussed in December. At this time she also shared the corrections and changes made in the Library’s “Art Exhibit/Displays/Bulletin Board Use” and the Meeting Room Policy. Bert Kaplan moved the Library Board approve the italicized changes and corrections in the Library’s Art Exhibit/Displays/Bulletin Board Use and Meeting Room Policies. Second: A. Erickson. So moved.
COMMITTEE REPORTS: Mrs. Glew will be meeting with the Personnel Committee on Friday to go over the Director’s Evaluation.
Eileen Higham reported for Friends that Sandra Katz would be the author at the January 13 Booked for Lunch. Mrs. Higham and Liz Keppel will be meeting with Avi Smith-Rappaport to discuss fund raising for the building expansion. He has offered his advice to Friends at no cost.
DIRECTOR’S REPORT: There was no report this meeting.
BUDGET 2004-2005: Kevin Kane has instructed Department Heads to keep the bottom line of their budgets the same as last year and the only increases can be contractual ones. Mrs. Bullock distributed the printed copy for this year’s proposed budget and reviewed each section. She felt that when the final budget is prepared a summary sheet for each category should accompany it. The reduction in hours (136 hours) that started in July 2003 seems to be having an impact on the Library causing attendance and circulation to decline. The one-half hour earlier closing time was chosen so that there would be some consistency in the building’s hours of operation. Bert Kaplan moved the Library Board put the decreased 136 hours of operation, compared to Fiscal Year 2002-2003, be put back into this year’s budget.
Second B. Gardner. So moved. Discussion continued on how many more items could be dropped from a flat budget. Some of this will be determined by increases that the vendors may make. Donations decreased last year. Some libraries have developed a “Wish List” for books and Amazon.com has a program where libraries can place their “wishes” and people with donate them through Amazon.com. Some of the public school libraries post a Wish List and it was suggested that during April’s National Library Week, Friends might sponsor such a program. Mrs. Higham has agreed to look into this.
Mrs. Bullock reported that Bartlett Tree Service has looked at the rare Japanese trees on the Library’s property. They presented a quote for the care and maintenance of the Library’s plants and trees. Mrs. Bullock asked the Board to consider a Tree/Grounds Maintenance line item on the budget. She felt an appropriate amount would be $3,000 and adjusting the Electricity line item could do this. She will get quotes from two other landscaping firms to compare them with the Bartlett quote. Gail Ryan moved the Library Board create a line item for a Grounds and Maintenance program in the amount of $3,000, and lower the Electricity line item by the same amount. Second: B. Kaplan. So moved.
Bert Kaplan moved the proposed Library budget dated January 5, 2004 be approved with the two changes discussed (the decreased 136 hours being returned to the budget, and the new line item for a grounds and maintenance program). Second: B. Gardner. So moved.
At 9:30 P.M. Babs Gardner moved for adjournment. Second: A. Erickson. So moved.
Anne Erickson, Recording Secretary
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