SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS MEETING
Minutes for Monday, October 16, 2006
PRESENT: B. Kaplan, B. Gardner, G. Ryan, A. Erickson, C. Bingham, C. Glew. Staff: S. Bullock, Director, Eileen Sickinger, Recording Secretary
The meeting was called to order at 7:25 P.M. by Mrs. Glew, Chair. G. Ryan moved the minutes of the September 18, 2006 meeting be accepted as presented. Second: A. Erickson. So moved.
Additional Agenda Item: Item #10 was added - Approval of Minutes of the October 4, 2006 special meeting. There was no public audience and there were no communications.
COMMITTEE REPORTS: Friends: Friends continue to look for a vice-president. There was no personnel committee report. Fund Raising: The packet for the fund raising campaign was included with the Director’s Report. The October 12 fund raising kick-off party at the home of Margaret and Robert Patricelli was very successful. Building Task Force: Mrs. Bingham and Mrs. Bullock attended a meeting the Public Building Committee earlier in the evening and reported that plans are underway for bidding to go out for the expansion. A firm estimate will be in place and Mr. Cutler will get an estimate on the add alternates. The Committee asked about the possibility of raising another $1,000,000 if necessary. Also explained was how the project might be scaled back if the bids are too high. If it is deemed necessary negotiations
could take place with the three lowest bidders. Mr. Cutler will have design plans with specifics for add alternates and a construction document with revised estimates by November 1, 2006. The next Public Building Committee meeting will be on November 13 when plans and specs will be approved.
Mr. Sawitzke thought a technical consultant to advise on the technical items that will be installed in the new building (AV, telephone, computers, wireless communications and security) was a good idea. Mrs. Bullock has someone in mind who was used at the Southbury Library.
CHAIR’S REPORT: Mrs. Glew had a meeting with Tom Vincent regarding the schedule of moving into temporary quarters. It is anticipated that the building will close on December 15, move to temporary quarters on January 2, open in the new quarters on January 15. Final negotiations are in progress for the temporary location.
Contributions and the naming recognition for the different amounts, as well as the administration of the money as it comes in, were reviewed. The state, HUD, and town funds will be administered by the town. Friends and private contributions will be administered through Friends.
The use of an interior designer is in the budget and Mrs. Glew has three names for consideration.
Mrs. Glew’s letter regarding the Martin Luther King, Jr. statue has been sent.
It was the consensus of the Board that the Save the Woods poster currently in the lower level hallway should be removed.
DIRECTOR’S REPORT: Tom Vincent requested that a written document be prepared by October 17 regarding the hours of operation, staffing, services and programs while the library is in its temporary quarters. This will be discussed at a meeting on October 19 with Mr. Vincent, Mr. Sawitzke, Mr. Kane and Mrs. Bullock. She will explain that it will be a full service library in the new quarters. Mrs. Bullock has discussed with Mr. Vincent the $150,000 that was earmarked from the operating budget for the move. $75,000 of this will be used for lights, heat, rent, etc. and the other $75,000 for the other expenses related to the move. No cuts are anticipated in the Children’s Room, and the Business Outreach programs will continue. About one-half the adult collection will be packed and stored with the rest moved to the new quarters.
Additional Pronto Books will be ordered and it is expected that inter-library loans will be increased. Part-timers schedules may increase preparing for the moves to the new quarters and then again upon return to the new building. Adjustments to their schedules may take place when the needs of the new quarters become evident.
Weeding and packing continues. Lightly used books are being given to Hands Across the Water.
Volunteers have transplanted perennials to Schultz Park, to be returned upon completion of the expansion. This was arranged by the Simsbury Beautification Committee with help from the Farmington Valley Chorale and CT Prudential Realty.
B. Kaplan moved the minutes of the October 4, 2006 meeting be approved. Second: G. Ryan. So moved.
At 9:10 Mr. Kaplan moved for adjournment. Second: C. Bingham. So moved.
Anne Erickson, Secretary
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