Simsbury, CT - September 18, 2006

PRESENT: Babs Gardner, Gail Ryan, Carol Bingham, Anne Erickson and Charmaine Glew. Susan Bullock, Director, Eileen Sickinger, Recording Secretary.

The meeting was called to order at 7:20 P.M. by Mrs. Glew, Chair. Mrs. Bingham moved the minutes of the August 21, 2006 meeting be amended to show that the dedicated fishing space discussed by Mr. Kaplan could possibly serve as a pilot program. Second: A Erickson. So moved.

There were two additional agenda items. Mrs. Bingham moved the minutes of the September 5, 2006 special meeting be accepted as presented. Second: B. Gardner. So moved.

Mrs. Bingham requested a brief discussion on comments she is to make in a video for Rob Heagney. It was suggested she thank him for his help in twice obtaining the $500,000 state grant and his participation as TV moderator for the public awareness campaign, as well as his explanation of the process of how the Board of Finance allocates money. The recently awarded $5,000 state grant to be used for furniture should also be mentioned.

COMMUNICATIONS: Mrs. Bullock received information on the Association of Connecticut Library Boards awards luncheon on October 10. She also received communication from the Court of Probate that funds have been left to the Library from the estate of Theodore Molava.

COMMITTEE REPORTS: Friends: Mrs. Glew reported the first meeting of the season is scheduled for this Wednesday. The Used Book Sale was again very successful.

Library Task Force: Mrs. Glew is preparing a list of interior decorators to be considered for the interior design of the new building. Mrs. Ryan and Mrs. Bullock have visited other libraries to view their furniture, fixtures and equipment. Pictures and notes were taken to be shared. Pictures have also been taken of furniture in the Library which will help in deciding what to keep and what to discard. Proposals from moving companies are coming in but no proposal can be accepted until plans are complete on the temporary quarters.

Fund Raising: Babs Gardner reported that a kick-off party is planned for October 12 for major donors. Various foundations are also being contacted. The fund raising committee is assured of the 100% commitment of the Library Board and Friends.

DIRECTOR’S REPORT: Mrs. Bullock reported on the success of the Library’s booth at Septemberfest. A building project newsletter is being planned and many e-mail addresses were obtained for those interested in receiving it via the Internet.

Preparations are underway for the storage of the collection during the renovation. The weeding of the collection is progressing. The plan is to take 80% of the children’s collection and 50% of the adult collection and as much furniture as possible to the temporary location.

MOVING FAQs: The staff is being asked many questions about what will happen during the renovation. Mrs. Bullock prepared a list of frequently asked questions and how the staff could reply to them. These were reviewed. There will be a brochure available to the public on how the moved will be handled. The newsletter previously mentioned will also keep the public informed. During the renovations the Library Board recommends that there be a full complement of staff onboard.

Volunteers will be trained to pack the books and people will be invited to strip the shelves under the “Shelter a Shelf” project. This will help to cut the cost of moving the books either to storage or the temporary quarters. Professional movers will do the actual moving.

The public will be notified about all these changes and where the temporary quarters will be located through advertisements, the newsletter and the brochure.

MARTIN LUTHER KING, JR. STATUE: During the discussion on the proposed use of library property for the Martin Luther King, Jr. statue, it was the consensus of the board that the monumental scale of the statue was not in the vision of the building and its setting. Mrs. Glew will contact the committee and inform them that they should pursue the project with the Board of Selectmen.