SIMSBURY PUBLIC LIBRARY BOARD OF DIRECTORS SPECIAL MEETING
Monday, September 24, 2007
PRESENT: Bert Kaplan, Charmaine Glew, Gail Ryan, Anne Erickson, Babs Gardner, Carol Bingham. Susan Bullock, Director, Eileen Sickinger, Recording Secretary. George Boissard, Friends.
The meeting was called to order by Charmaine Glew, Chair, at 7:20 P. M. B. Kaplan moved the minutes of the August 20, 2007 meeting be approved. Second: A. Erickson. So moved.
Mrs. Bullock introduced Cheryl Donahue, new Head of Children's Services both of whom had come from the Board of Selectmen's meeting where Mrs. Donahue was introduced.
COMMUNICATIONS: Mrs. Glew shared the e-mail she sent to Brandon Robertson regarding the Library Board's feelings about the individual e-mail accounts the Town is proposing for elected officials.
A patron has complained verbally and in writing that his son was not allowed to participate in a children's program for 3 - 5 year-olds. Since his son is only two-and- one-half years old he was informed the child could not participate because of his age. He felt humiliated by this decision and complained to a member of the children's room staff and Mrs. Bullock. Apologies were made by both the staff member and Mrs. Bullock but he was not satisfied and asked for the name of Mrs. Bullock's supervisor. He has contacted the First Selectman's office.
The contract from Barbara Joslin, interior designer, has been received and G. Ryan moved that the Library Board approve the agreement of $20,000 for the interior designer, Barbara Joslin, for the renovation of the Simsbury Public Library. Second: B. Gardner. The motion passed unanimously.
Mrs. Bullock has written to Barbara Joslin regarding the finish schedule for floor, wall, counters and cabinetry. Mrs. Glew has written to Jim Russo regarding the contractor's finish schedule being sent in a timely manner to avoid hasty decisions.
Marge Storrs e-mailed Mrs. Glew regarding the merging of sections of the American Library Association and Friends of Libraries that would eventually be combined into an extended division of the ALA in 2008.
COMMITTEE REPORTS: Friends: George Boissard reported that the Friends Finance Committee has collected $525,000 for the expansion fund. $32,000 has been paid so far for the bay windows and $350,000 has been approved for furnishings as presented by the decorator. Also, $20,000 to the decorator was approved.
Amy Hunter, a long-time Friends volunteer passed away recently. Many Friends were able to honor her memory by attending her memorial service.
The book sale was a huge success in its new location (Simsbury High School) bringing in $29,000.
Decorating Task Force: The July and August bills for Barbara Joslin have been forwarded to Friends. Carpet chosen by the task force was understood to be $16 sq. ft. including installation. The task force was not informed of the surcharge and overage. Ms. Joslin has managed to reduce the shipping charges. The tile chosen by the task force for the downstairs gallery was a change order for an additional $7,7000.
Building Committee: The Public Building Committee has approved $17,187 extra for the carpet and tile. Mrs. Glew thanked the Library Board and Friends for their support at the Public Building Committee meeting during this process.
Mrs. Bullock has informed Mrs. Glew that there will be no extra charges for the staff's cabinets. The size has been resolved.
A resolution is forthcoming about the issue of floor plugs for the computers.
Eight companies have come in with bids under $110,000 for the technology phase and an award will be made in the near future.
Shelving issues are resolved and they all match.
At the last Public Building Committee Meeting it was stated that the construction is on schedule. All paint, floor tiles, doors, fabrics, etc. have been chosen.
CHAIR'S REPORT: Mrs. Glew would like to have a task force in place to discuss what is needed and what must be done in the Library when it opens and what can be in place after the opening. The group will meet September 28th at 9:30 A.M.
DIRECTOR'S REPORT: The copper roof is to be removed soon, the project is on budget and schedule and construction is 40% complete.
She has called the Board of Education to find out when the High School graduation will be so there is no conflict between that and the grand opening celebration of the new building.
The Director's packet has the letter from the Hartford Foundation regarding their grant in the amount of $135,675.00 to be awarded over a three year period. The grant will go to the Friends and will be used to equip and provide staff support for the Library's Technology Learning Center. B. Kaplan moved that approval be given, if necessary, for either Charmaine Glew or Susan Bullock, to sign as Agency Director on the Hartford Foundation Grant acceptance letter. Second: B. Gardner. So moved.
The Foundation must be notified of any budget revisions made over the three years of the Grant. She has suggested that a meeting be arranged with Kevin Kane, herself, the Board and Friends about how the grant money will be handled in its second and third year.
There was a brief discussion on the other grants received.
A LibraryTects meeting is scheduled for October 17th and she invited any Board member interested to attend with her.
The circulation analysis comparing 2006 with 2007, by category, was also in her packet.
Mrs. Glew thanked her for all the hard work she has done on all Library projects.
At 9:00 P.M. C. Bingham moved for adjournment. Second: B. Kaplan. So moved.
Anne Erickson, Secretary
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