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Letters to Newtown

Board of Trustees Meeting Minutes

This website lists C. H. Booth Library Board of Trustees minutes for the past 12 month. Previous years' minutes are posted and maintained on the town of Newtown's website. To view past years' minutes, please click here.

 

Click on meeting date to read the minutes from that meeting:

 

April 9, 2013 - - May 14, 2013 - -no June meeting - - July 9, 2013 Regular Meeting - - July 9, 2013 Annual Meeting - - no August meeting - -September 10, 2013 - - September 24, 2013 - - October 8, 2013 - - November 12, 2013 Meeting Agenda - - November 12, 2013 - - December 3, 2013 - - 2014 Meeting Dates - - January 14, 2014 - - February 11, 2014 - - March 11, 2014 - - April 8, 2014

 

 

 

 

 

Minutes of the Regular Board of Trustees Meeting April 9, 2013

 

Present:  John Benson, George Collins, Dan Cruson, Tom D’Agostino, Carolyn Faxon, John Godin, Colleen Honan, Bill McCarthy,  Jennifer Reilly, Mark Principi,  Martha Robilotti, Peter Stern , John Trentacosta, and Beryl Harrison.

 

Absent: Mary Kelley, Moira Rodgers, Michelle Rosenthal,   Paul Sirois, Janet Woycik

 

Meeting called to order at 7:00 pm by Martha Robilloti, President

 

Consideration of Minutes: Dan Cruson moved to accept the minutes of the March meeting.  Peter Stern seconded, and the motion was unanimously accepted.

 

Public Participation: Judy Craven of the Library staff shared her thoughts on the retirement party for retiring Director, Janet Woycik.

 

President’s Announcements: Martha Robilotti shared current plans for the retirement party for Mrs. Woycik.  Colleen Honan will head the committee for the party and will seek input from the Library staff.

 

Mrs. Robilotti shared the progress on the Library director search. 

 

 

Treasurer’s Report: Bill McCarthy, Treasurer, discussed the budget with attention to variances regarding the Friends' donation expenditures.  Funds have been spent but not recorded.  Invoices have not been received.

 

John Godin moved to authorize the Executive committee to request the next installment from the Friends of the Library dependent upon the spending of the current installment.  Mark Principi seconded the motion.   The motion passed.

 

There was a discussion about the Books Heal Hearts fund.  The future of the fund will be discussed after the year anniversary of the Sandy Hook tragedy.

 

Report of the Library Director: The Director's report was sent by email.  The Dragon Boat, donated by artist Jean Mann, will be displayed in a museum case opposite the circulation desk.  It will be insured under the town's insurance policy.

 

Committee Reports:

 

Policies and Personnel:  No report.

 

Fund Raising: John Godin reported that the race committee met last Sunday. Several tasks need attention including the website, graphics, and sponsorships.

 

Building, Grounds, and Interior: Tom D'Agostino reported on his review of the security systems in the building.  One area of need is a side door that is equipped with an alarm. 

John Godin moved to spend up to $250 for appropriate labeling for the side door to indicate presence of an alarm.  Pete Stern seconded the motion.  The motion passed.

 

Long Range Planning: None

 

Friends of the Library Liaison: Pete Stern reported on the book donation day on Sunday.  Donations continue to be fewer.

 

Art Liaison: Martha Robilotti reported for Michelle Rosenthal.  There is an adjudicated photography show from the Flagpole Photographers in the meeting room currently, and an exhibit by Newtown High School students next month.

 

Historical Liaison: Dan Cruson reported on the ongoing efforts to digitally archive the ephemeral expressions of sympathy sent to Newtown following December 14th. Andrea Zimmerman is seeking suggestions for sources of grants.

 

The Newtown Bee issues from 1940- 1979 need to be archived to microfilm or to a digital format.  Andrea Zimmerman has researched the cost.  Funding is being sought.

 

Nominating Committee: No report

 

Old Business: None

 

New Business:  None

 

Move to adjourn by John Trentacosta, seconded by Dan Cruson.  Approval was unanimous.

 

Meeting adjourned at 8:20pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

 

 

 

 

 

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Minutes Regular Board of Trustees Meeting May 14, 2013

 

Present:  John Benson, , Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill McCarthy,  Jennifer Reilly, Mark Principi,  Martha Robilotti, Michelle Rosenthal,  Peter Stern , John Trentacosta, and Beryl Harrison.

 

Absent: George Collins, Dan Cruson, John Godin,  Mary Kelley, Moira Rodgers, Michelle Rosenthal, and  Paul Sirois

 

Meeting called to order at 7:00 pm by Martha Robilloti, President

 

Consideration of Minutes: Pete Stern moved to accept the minutes of the April meeting.  Bill McCarthy seconded, and the motion was unanimously accepted.

 

Public Participation: None

 

President’s Announcements: Martha Robilotti announce that the Library received a check from the Humeston estate to be used for General purposes. 

 

John Trentacosta moved that the funds be deposited into the Capital Reserve Money Market fund.  Pete Stern seconded, and the motion passed.

 

 

Treasurer’s Report: Bill McCarthy, Treasurer, discussed the budget with attention to the actual income and expense compared to the budget.  Income from fines and photocopying are behind.  We are over budget on contractual services, partially due to unexpected repairs.  Fundraising is ahead of budget, mainly due to the unexpected circumstances of this past year.  We are behind on book expenditures, but we are still spending more in comparison to previous years.

 

Report of the Library Director: The Director's report was sent by email. 

 

The Library received an award from Governor Malloy for Exemplary Service during a Community Crisis.  Many thanks to our Library staff for their commitment to the public!

 

Mrs. Beryl Harrison reported that the Emergency Procedures are due to be updated.

 

Committee Reports:

 

Policies and Personnel:  No report.

 

Fund Raising: Carolyn Faxon reported that Andrea Zimmerman will be the point person for sponsorships for the Turkey Trot.

 

Building, Grounds, and Interior: Tom D'Agostino reported that the emergency door panic bars are in working order and will be labeled clearly. 

Unexpected repairs to a broken water pipe necessary for air conditioning will be made this week. 

 

Security cameras have been realigned throughout the Library.

 

Rug cleaning will take place, as usual, over Memorial Day weekend.

 

John Trentacosta moved to close the Sunday of Memorial Day weekend to clean the rugs.  Mark Principi seconded the motion.  Motion passed.

 

Long Range Planning: None

 

Friends of the Library Liaison: Pete Stern reported that book donations are increased, but not all books are saleable.  Board members are asked to volunteer for the annual book sale which starts on July 12.

 

Art Liaison: No Report

 

Historical Liaison: N o report.

 

Nominating Committee: No report

 

Old Business: Details regarding Janet Woycik's retirement party were discussed.

 

New Business:  None

 

Tom D'Agostino moved to enter executive session to discuss personnel matters.  Pete Stern seconded the motion.  The motion passed and executive session began at 7:37.

 

Executive Session ended at 8:01

 

Mark Principi made a motion to follow the search committee's recommendation to extend an offer to a candidate for Director.  Michelle Rosenthal seconded.  Motion passed.

 

Move to adjourn by John Trentacosta, seconded by Tom D'Agostino.  Approval was unanimous.

 

Meeting adjourned at 8:02 pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

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Minutes Regular Board of Trustees Meeting July 9, 2013

 

Present:  John Benson, Dan Cruson, John Godin,  Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill McCarthy,  Jennifer Reilly, Mark Principi,  Martha Robilotti, , Moira Rodgers, Michelle Rosenthal ,  Peter Stern, Shawn Fields  and Beryl Harrison.

 

Absent: George Collins, Mary Kelley, and John Trentacosta,

 

Meeting called to order at 7:20 pm by Martha Robilotti, President

 

Consideration of Minutes: Bill McCarthy pointed out that the May 2013 minutes had an error. The President's remarks should state that a check was received from the  Merlin E. Fisk estate, not the Humeston estate.  Joe Humeston served as Executor of the Fisk estate.

 

Tom D'Agostino moved to accept the revised minutes.  Colleen Honan seconded, and the motion was unanimously accepted.

 

Public Participation: Andrea Zimmerman was present to discuss fundraising and historical committee issues.

 

President’s Announcements: Martha Robilotti welcomed the new Director, Mr. Shawn Fields.  She stated that the Executive Committee would meet with him regularly.

 

 

Treasurer’s Report: Bill McCarthy, Treasurer, presented the draft year-end budget.  Some accrual expenses will be backdated to bring the budget closer to plan.  The operating income is lower than budget, but the 2013-14 budget reflects the downward trend.  Fundraising revenue is partially due to the Books Heal Hearts fund, which is not expected to be recurring. 

 

The Friends approved the next fiscal year's allocation.

 

Don Studley has been engaged for the yearly audit which will begin on July 22nd.

 

Salary increases are in effect for the first pay period of July.  Mr. McCarthy will verify that the increases are distributed accurately.

 

Report of the Library Director: The Director's report was sent by email. 

 

The new Director, Shawn Fields, thanked the Board for the warm welcome.  He reported that he is meeting with individuals on the staff, and he commends them for their dedication and commitment to the Library.

 

He will be working on a strategic plan, cash handling, and policies and procedures in the coming weeks.

 

Committee Reports:

 

Policies and Personnel:  Moira Rodgers formally thanked Beryl Harrison for stepping in as acting director during the transition.

 

Fund Raising: Carolyn Faxon introduced Andrea Zimmerman.  Andrea Zimmerman thanked John Godin for getting the Library off to a great start with the Turkey Trot.  She outlined changes in sponsorship, website and advertising.  It was suggested that part of the proceeds of the Turkey Trot be earmarked for children's books in light of Newtown's tragedy.

 

Ms. Zimmerman  and Mrs. Faxon request that all board members help to identify a potential sponsor to contact.  A form was distributed to help with that request.

 

Building, Grounds, and Interior: Tom D'Agostino reported on a leaking pump.  He also detailed changes and suggestions for further changes to improve security at the library.  Mr. Fields shared additional ideas which include staff training for emergencies.

 

Long Range Planning: None

 

Friends of the Library Liaison: Pete Stern reported the book fair should be set up by Thursday, and that the sale starts Saturday, the 12th. 

 

He noted that the Friends are concerned about sale location for next year due to security  concerns expressed by the Board of Education and a conflict with a summer educational program. 

 

Art Liaison: Michelle Rosenthal reported that more exhibits were forthcoming.

 

Historical Liaison: Andrea Zimmerman presented Iron Mountain's plan for providing storage for condolence materials received following December 14.  Iron Mountain has offered to donate this service. 

 

Nominating Committee: Report given during Annual Meeting

 

Old Business: Colleen Honan thanked the Board for helping make Janet Woycik's retirement celebration a successful event.

 

New Business:  Assistant Director, Beryl Harrison, showed the new plaque listing all the Directors' names. 

 

Colleen Honan and Martha Robilotti discussed details for the Friends of the Library dinner to be hosted after the book sale on Saturday.

 

 

Move to adjourn by Pete Stern seconded by Mark Principi.  Approval was unanimous.

 

Meeting adjourned at 8:45pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

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Minutes Annual Board of Trustees Meeting July 9, 2013

 

Present: John Benson, Dan Cruson, Tom D’Agostino, Carolyn Faxon, John Godin, Colleen Honan,  Bill McCarthy, Mark Principi, Jennifer Reilly, Martha Robilotti,  Moira Rodgers, Michelle Rosenthal, Peter Stern, Beryl Harrison, and Shawn Fields

Absent: George Collins, Mary Kelley, John Trentacosta

 

Meeting called to order at 7:00 pm

 

Submission of Annual Reports: No print submissions

 

Nominating Committee:

The slate was presented for the re-election of trustees:  Dan Cruson and Colleen Honan.   

 

Martha Robilotti has been reappointed by the Republican Town Committee and sworn in at Town Hall. 

 

The secretary presented the nomination committee’s recommendation for the Board of Officers:  Martha Robilotti, President; John Trentacosta, Vice President;  Bill McCarthy, Treasurer; Jennifer Reilly, Secretary. 

 

Moira Rodgers moved to accept the nominations for re-election, appointment and the slate of officers as presented by the nominating committee.  Colleen Honan seconded, and the motion passed.

 

The Secretary cast one ballot for each motion.

 

The new Nominating Committee will be: Colleen Honan (chairman), Peter Stern, Michelle Rosenthal, Carolyn Faxon and Mark Principi

 

Moira Rodgers moed to accept the new nominating committee; Michelle Rosenthal seconded, and the motion passed.

 

Recognition of Departing Board Members:  John Godin will be stepping down from his service to the board.   He will be recognized with a sidewalk brick bearing his name and a book reflecting his interest in military history.    A book by Rick Atkinson was suggested.

 

President's Remarks: Martha Robilotti suggested that the executive board position of VP of Finance which has not been in practical use in a number of years be eliminated. 

 

Moira Rodgers moved to eliminate the position of VP of Finance.  Peter Stern seconded.  The motion passed.

 

 

 

 

Move to adjourn by Moira Rodgers, seconded by John Benson.

 

Meeting adjourned at 7:10 pm.

 

Respectfully submitted, 

Jennifer Reilly,

Secretary, CH Booth Library Board of Trustees

 

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Minutes Regular Board of Trustees Meeting September 10, 2013

 

Present:  Dan Cruson, Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill McCarthy,  Mark Principi,  Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Michael Talluto, John Trentacosta, Shawn Fields and Beryl Harrison.

 

Absent: Mary Kelley and Moira Rodgers

 

Meeting called to order at 7:01 pm by Martha Robilotti, President

 

Consideration of Minutes:

 

Mark Principi moved to accept the minutes.  Dan Cruson seconded, and the motion was unanimously accepted.

Public Participation: Statements were made by the following members of the public:

Anne Rothstein, 78 Taunton Rd, Newtown: regarding qualities of leaders

Liz Arneth, former Board member, Southbury: regarding recent negative reaction from public

Pat Denlinger, former Board member, Southbury: regarding recent changes

Kathy Geckle, former Board member, : regarding questions for the Board

Joanne Zang, former Board member, 2 Camelot Crest, Sandy Hook: regarding previous Board hiring decisions

Dianne Orlando, 7 Lazybrook Rd, Newtown: regarding Director transition time

George Duncan, 86 Nunnawauk Rd, Newtown: regarding employee resignation

Mary Thomas, former Board member, 22 Juniper Rd, Newtown: regarding Labor Day opening

Maureen Rohmer, 27 Main Street, Newtown: regarding Director qualifications

Ted Kreinik, Cadey Lane, Newtown, former Board member: regarding change at the Library

Elise Silkowski, 113 Head of Meadow Rd, Newtown, former employee, : regarding Director and Board

Justin Scott, 40 Parmalee Hill Rd, Newtown: letter read in absentia regarding employee resignation

 

Written statements, if available, are attached to the minutes.

 

President’s Announcements: Martha Robilotti introduced new Trustee, Michael Talluto.

 

Mrs. Robilotti announced that a conference for Connecticut Library Boards will be held on October 25th.  Board members wishing to attend should contact Mrs. Robilotti for more details.

 

Mrs. Robilotti encouraged Trustees to assist Fund Raising Chairperson, Carolyn Faxon with identifying potential sponsors for the Turkey Trot.

 

 

Treasurer’s Report: Bill McCarthy, Treasurer, presented the following documents:

1.  Schedule of Revenues and Expenses-Actual vs. Budget FYE 6-30-13 from the draft of audited financial statements.  The final audit will be complete soon.  Highlights: The book spending has been higher than in previous years; the Library's fundraising is higher than normal due to the Books Heal Hearts donations, a one-time event.

2.  Review of Friends of the Library Funding.  Highlights: Installment amounts are adjusted for cash-flow reasons.

3.  Statement of Income and Expense for the two months ended 8-31-13.  This is incomplete.

4.  Funds Provided by Friends of the Library Statement of Revenue and Disbursements YTD through 8-31-13.

5.  Treasurer Review of Payroll Changes:  the changes have been made accurately.

 

Report of the Library Director: The Director's report was sent by email. 

 

Shawn Fields, Library Director reported that he implementing a schedule for strategic planning which has begun by hosting three public forums.  Comments from those forums were emailed to the Board.  Mr. Fields requests that the Board form a Vision Planning Committee.

 

Committee Reports:

 

Policies and Personnel:  No report.

 

Fund Raising: Carolyn Faxon discussed details for the Turkey Trot including t-shirts and sponsorship.  Trustees are encouraged to donate to the Turkey Trot.  We have been challenged, as a Board to achieve Gold Level Sponsorship.  Checks can be made to "Newtown Turkey Trot" .

 

Building, Grounds, and Interior: Tom D'Agostino reported on the cooling and heating systems and the potential costs of having the leaking pumps repaired or replaced.  He states that replacement, though more expensive, would be preferable over the long term.

 

Mr. D'Agostino mentioned Roots to Shoots, a company that is doing some weeding and trimming on the grounds.  They will look at the trees, some of which are in a weakened state.

 

Long Range Planning: No report.

 

Friends of the Library Liaison: Pete Stern reported on the success of the book sale and mentioned that they continue to seek books.  A book drive is planned in October.

 

Art Liaison:  No report.

 

Historical Liaison: Dan Cruson reported that there will be a display of penny banks at the Library.  He brought one example, possibly from the 40s or 50s, from Newtown Savings Bank.    

 

Nominating Committee: No report.

 

Old Business: None.

 

New Business:  Director Shawn Fields mentioned that a statue that was donated some time ago will be placed in the Rose Garden.  A committee to review gifts has been formed that includes Mary Thomas, Trustee Emeritus, and Michelle Rosenthal. 

 

A motion to accept the statue (in the event that its unknown value exceeds $500) was made by Bill McCarthy.  Michelle Rosenthal seconded, and the motion passed.

 

Mr. Fields mentioned that a Documentary Filmmaker was planning to come to the Library to take video of the digitization process of 12/14 memorabilia.  The presumed prior approval for this documentary was of uncertain origin.  No Board action was taken due to lack of complete information.

 

A request was made by Iron Mountain, the company that has provided a generous grant for storage of 12/14 memorabilia, to film the digitization process for the purposes of motivating and/or instructing staff. 

 

Dan Cruson moved to allow Iron Mountain to film; Bill McCarthy seconded.  The motion passed with a request for a Library copy and a letter from the company stating that the video would not be used for sales purposes.

 

Mr. Fields stated that an organization, Autism Speaks, would like to donate materials and resources regarding autism.  He will forward more information to the Board for consideration at the October meeting.

 

Local business owners who do not live in Newtown have requested Newtown library cards to be able to access Newtown databases. 

 

Bill McCarthy moved to allow local business owners to get Newtown Library  Cards.  Pete Stern seconded, and the motion passed.

 

Mr. Fields noted that the Library Staff feels disconnected from the Board and suggested the Board consider hosting a holiday party for the staff.

 

During the Labor Day Parade there was a question of usage of the land in front of the Library.  Two different groups wanted to set up operations in the area.

 

There is a suggestion that during the holiday festival period decorations might be used in one of the historical rooms.

 

A motion to enter executive session was made by Michelle Rosenthal.  Bill McCarthy seconded.  Motion passed.  Executive Session commenced at 8:09.

 

Executive Session ended at 9:47 pm.

 

Move to adjourn by Pete Stern seconded by Michelle Rosenthal.  Approval was unanimous.

 

Meeting adjourned at 9:48 pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

 

 

Public Particpation Written Statements:

 

Morris Letter

Duncan Letter

Silkowski Letter

Scott Letter

Thomas Letter

Thomas Letter 2

Rothstein Letter

Geckle Letter

Geckle Letter 2

 

 

 

 

 

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Minutes Special Board of Trustees Meeting, September 24, 2013

 

Present: Dan Cruson, Tom D'Agostino, Carolyn Faxon, Colleen Honan, Mary Kelley, Bill McCarthy, Mark Principi, Jennifer Reilly, Michelle Rosenthal, Michael Talluto, John Trentacosta

 

Absent: Martha Robilotti, Moira Rodgers, Pete Stern

 

Meeting called to order at 7:01 pm by John Trentacosta, Vice President of the Board

 

1.  Discussion on the Turkey Trot.  It was decided by consensus that we shall not cancel the Road Race.  The Library Department Heads and the Board agreed to work together to make this another successful event.

 

2.  Discussion on the Annual Fund Raising Letter.  Carolyn Faxon, Fundraising chairperson will be assisted in the writing of the annual appeal by Colleen Honan and Michelle Rosenthal.

 

3.  Discussion on interim leadership.  A committee of three Board members will explore options and make a recommendation to the Board on a new search process for a Director.  They will seek counsel from the CT Council of Municipalities whose services were explained by guest and CCM board member, Herb Rosenthal. They will seek out information from the State Library and other organizations to further identify best practices for hiring.  After their recommendations are made, the committee is expected to expand to include other members from inside and outside of the Board of Trustees.  Michael Talluto and Michelle Rosenthal will serve on the initial committee along with one other Board member to be determined. 

 

 The Board is not naming an interim director.  The executive committee will be meeting weekly with the Library Department Heads to provide an opportunity for staff to present questions or concerns that require Board input.  Day-to-day operations will continue to be managed by the staff, with the Department Heads fulfilling their duties in their own departments.  Mrs. Beryl Harrison is the Assistant Director, therefore her job description includes responsibilities that would otherwise be completed by a Director.  This is an approach that is meant to allow the Department Heads to be empowered to make the day to day  decisions while working as a team and creating a closer working relationship with the Board.  Furthermore, John Trentacosta commented that it might be beneficial for the Board to meet more frequently than monthly during this transitional phase.  The Board members in attendance agreed that Tuesday evenings generally fit with their schedules.   

 

Colleen Honan motioned to adjourn.  Mark Principi seconded.  The meeting adjourned at 8:07. 

 

Respectfully submitted,

Jennifer K. Reilly

Secretary

Library Board of Trustees.

 

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Minutes Regular Board of Trustees Meeting October 8, 2013

 

Present:  Dan Cruson, Tom D’Agostino, Colleen Honan, Mary Kelley, Bill McCarthy,  Jennifer Reilly, Michelle Rosenthal, Peter Stern, Michael Talluto, John Trentacosta, and Beryl Harrison.  Also, Trustees Emeriti: Mary Thomas and Bill Lavery

 

Absent: Carolyn Faxon, Mark Principi,  Martha Robilotti, and Moira Rodgers

 

Meeting called to order at 7:06 pm by John Trentacosta, Vice-President

 

Consideration of Minutes:

 

Bill McCarthy moved to accept the minutes from the September 10.  Michelle Rosenthal  seconded, and the motion was unanimously accepted.

 

Dan Cruson moved to accept the minutes from the Special Meeting held on September 24. Tom D'Agostino seconded, and the motion was unanimously accepted.

 

Public Participation:

Michael Beaudry, Turkey Trot Race Director, introduced himself to the Board and updated the progress made so far on the road race. 

 

The Honorable William Lavery, Trustee Emeritus, addressed the Board about having an librarian in place as acting director.  He recommends that the entire Board be involved in the search for a new director.  He also encourages the Board to form a subcommittee to work with the town to have the library work as a true agency of the town. 

 

President’s Announcements: John Trentacosta, Vice President, requested that "Search Process Committee" be added to the next agenda under committee reports.  Michael Talluto updated the Board on the progress made so far by the committee. 

 

Treasurer’s Report: Bill McCarthy, Treasurer, explained that Turkey Trot expenses are being invoiced before sponsorship dollars have been deposited.  He recommended that the Board move $5,000 from the operating account to the Turkey Trot account, an amount that would be replenished as funds come in.

 

Mary Kelley moved to use $5,000 from the operating account to fund the Turkey Trot account.  Colleen Honan seconded the motion.  The motion passed.  

 

Mr. McCarthy presented 2 documents;

1.  Statement of income and Expense:  Variances were explained.

2.  Funds provided by the Friends.

 

Tom D'Agostino moved to accept the Treasurer's report.  Mary Kelley seconded.  The motion passed.

 

 

Report of the Library Director: The Director's report was sent by email. 

 

Beryl Harrison, Assistant Director, showed photographs of a gift that has been offered to the Library.  It is a section of the last wooden flagpole used in the middle of Main Street.  This gift will be accepted, pending confirmation that the size of this flagpole section can be accommodated.

 

Mrs. Harrison explained staffing needs.  Instead of hiring a new half-time reference librarian, a title that requires an MLS degree and higher salary, Mrs. Harrison will fill those hours in addition to her duties as assistant director.  A part-time circulation supervisor (a non-MLS position) will be hired instead.

 

Committee Reports:

 

Policies and Personnel:  No report.

 

Fund Raising: The Turkey Trot was discussed again, with a focus on corporate sponsorship.  Many Trustees have volunteered to help. 

 

Carolyn Faxon has completed writing the annual fundraising letter. 

 

Building, Grounds, and Interior: Tom D'Agostino reported on the cooling and heating pumps that no longer work.  He presented a quote from McKenney Mechanical Contractors for rebuilding them at a cost of $5,767.

 

Pete Stern moved to rebuild the heating and cooling pumps.  Colleen Honan seconded.  The motion passed.

 

Mr. D'Agostino is following up with Fred Hurley on treework.

 

Long Range Planning: No report.

 

Friends of the Library Liaison: Pete Stern reported on the upcoming book collection day on October 20. There is also a trailer at the transfer station to collect used books.

 

Art Liaison:  No report.

 

Historical Liaison: No report.

 

Nominating Committee: Colleen Honan circulated Mr. Ted Meehan's resume and recommended that he be nominated to fill a Board vacancy. 

 

Michelle Rosenthal moved to elect Ted Meehan to the CH Booth Library Board of Trustees.  Mary Kelley seconded the motion.  The motion passed.

 

It was noted that there are still vacancies on the Board.  A Republican appointee and two Board elected members are needed.

 

Old Business: The digitization of 12/14 condolence materials as funded by Iron Mountain was discussed.  Beryl Harrison updated the Board on the project.  Jennifer Reilly explained the need for a Board member to serve as a liaison with the town so that the Reference Librarian, Andy Forsyth could continue on with the project.  Mary Kelley volunteered to fulfill that role.

 

Mary Kelley moved to add acceptance of Shawn Fields's resignation to the agenda.   Bill McCarthy seconded.  The motion passed. 

 

Dan Cruson moved to formally accept the resignation of Shawn Fields.  Peter Stern seconded.  The motion passed.

 

 

New Business: 

Michelle Rosenthal reported on her conversation with CCM (Connecticut Council of Municipalities) regarding setting up training in FOI.  She will continue to work with the organization to find an appropriate time.  This may not be during the regular Board meeting, and it may include other boards in town.

 

The Board will attempt to add a special meeting before the next regular meeting to address specific agenda items.  Jennifer Reilly will contact Board members with a date.

 

 

Meeting adjourned at 8:35 pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

 

 

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November 2013 Agenda

The Cyrenius Booth Library Agenda

Newtown, Connecticut 06470

 

A regular meeting of the Board of Trustees of the Cyrenius Booth Library will be held on Tuesday, November 12, 2013 at 7:00 PM in the MEETING ROOM of the library.  Any business proper to come before the meeting will be discussed and acted on including:

 

  1. Roll call
  2. Consideration of the minutes of the previous meeting
  3. Public participation
  4. President’s announcements

*Welcome to new board members, Ted Meehan and Robert Geckle

  1. Treasurer’s Report
  2. Report of the Library Director
  3. Committee reports, including:
    1. Policies and Personnel
    2. Search Process Committee

*Report on findings and recommendations for conducting a search for Director

    1. Fund Raising

*Turkey Trot update including call for volunteers

*Annual appeal letter update

    1. Building, Grounds, and Interior
    2. Long Range Planning
    3. “Friends of the Library” Liaison
    4. Art Liaison
    5. Historical Liaison
    6. Nominating Committee

*new vacancy

  1. Old Business
  2. New Business
  1. Possible Executive Session

 

Per order of President, Martha Robilotti

 

Jennifer Reilly

Board Secretary

 

If you are disabled, hearing impaired, require an interpreter or require assistance to attend this meeting, contact the Office of the First Selectman (203 270-4201) at least forty-eight (48) hours prior to the meeting.

 

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Minutes - Regular Board of Trustees Meeting November 12, 2013

 

Present:  Dan Cruson, Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill McCarthy,  Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Michael Talluto, John Trentacosta, and Beryl Harrison.  Also, Trustee Emeritus: Mary Thomas and Board Member awaiting appointment: Robert Geckle

 

Absent:, Mary Kelley, Ted Meehan and  Mark Principi

 

Meeting called to order after a fire alarm delay at 7:20 by Martha Robilotti, president

 

Consideration of Minutes:

 

John Trentacosta moved to accept the minutes from the October meeting.  Peter Stern seconded, and the motion was unanimously accepted.

 

Public Participation:

None

 

President’s Announcements: Martha Robilotti, President, welcomed Bob Geckle to the Board pending his official appointment by the Board of Selectmen. 

 

There will be a special meeting of the Board of Trustees on December 3 to approve the budget by the town deadline of December 6. 

 

Treasurer’s Report: Bill McCarthy, Treasurerpresented 2 documents;

1.  Statement of income and Expense:  Variances were explained.

2.  Funds provided by the Friends.

 

A suggestion was made for a prior year comparison for the next meeting for the purpose of comparing budgets year over year. 

 

Mr. McCarthy will send the budget by email when it is completed so the trustees can review it prior to the meeting. 

 

Report of the Library Director: The Director's report was sent by email. 

 

Beryl Harrison, Assistant Director, explained the new initiative idea for a Makerspace in the Story Hour Room. The annual report will be completed on Thursday. 

 

Committee Reports:

 

Policies and Personnel:  No report.

 

Search Process Committee:  A report was distributed and explained by Michael Talluto.  The Board discussed and will explore the idea of hiring a consultant to evaluate the Library's needs.

 

Fund Raising: Carolyn Faxon announced that the fundraising letter has been sent. 

Bob Geckle showed some examples of other fundraising appeals with photos and other information.  The idea of sending a mid-winter newsletter/follow-up appeal was discussed. 

 

Mrs. Faxon passed a signup sheet seeking volunteers for the Turkey Trot.

 

Jennifer Reilly updated the Board on registrations and sponsorships for the road race.  Michael Talluto has secured a donation of water from PepsiCo.

 

Building, Grounds, and Interior: Tom D'Agostino reported on the heating pumps.  He is also pursuing purchasing of light bulbs through the town to save money. 

 

Long Range Planning: No report.

 

Friends of the Library Liaison: Pete Stern reported that the book drop at the town dump is successful so far.

 

Art Liaison:  No report.

 

Historical Liaison: Dan Cruson reported that Historical Society-owned books from the Tercentennial celebration that were stored in the Library's attic have been moved, some to the front porch.  Beryl Harrison, Dan Cruson and the Historical Society will work to find an agreeable solution.

 

Nominating Committee: Colleen Honan reported that Moira Rodgers resigned from her position on the Board.  We now have 3 vacancies.  The nominating committee will meet to review some resumes.    It was noted that a person with marketing experience would be valuable.

 

 

Old Business: The town is working to organize a Freedom of Information Act educational session.  Board members are strongly urged to attend. 

 

 

New Business: 

Tom D'Agostino showed the banner proof for the Turkey Trot.  The banner is being donated by ABC signs. 

 

Dan Cruson moved to enter executive session.  Colleen Honan seconded.  Bob Geckle and Beryl Harrison were invited to stay. 

 

8:51 Entered Executive Session

9:00 Exited Executive Session

 

Peter Stern made the following motion:  "As a member of the Search Process Committee, I move that Beryl Harrison assume the title, 'Acting Director' until a new Director is named."  Michael Talluto seconded.  The motion passed.

 

Meeting adjourned at 9:02 pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

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Minutes Regular Board of Trustees Meeting December 3, 2013

 

Present:  Tom D’Agostino, Robert Geckle, Colleen Honan, Bill McCarthy, Ted Meehan, Mark Principi, Jennifer Reilly, Martha Robilotti, Peter Stern, and Beryl Harrison. 

 

Absent: Dan Cruson, Carolyn Faxon, Mary Kelley, Michelle Rosenthal, Michael Talluto, and John Trentacosta

 

Meeting called to order at 7:02 by Martha Robilotti, president

 

Consideration of Minutes:

 

Bob Geckle moved to accept the minutes from the November meeting.  Tom D’Agostino seconded, and the motion was unanimously accepted.

 

Report of the Library Director: The Director's report was distributed. 

 

Beryl Harrison, Acting Director, addressed the recent false fire alarms.  The alarm in the boiler room will be replaced. 

 

There is a new recycling dumpster for cardboard in the parking lot that will be paid for by the Friends.

 

 A press release is being prepared regarding the Iron Mountain digitization project by reference librarian, Andy Forsyth, with assistance from Mary Kelley. 

 

Mrs. Harrison encouraged all Board Members to try to be present at the Library on the weekend of the 14th and 15th.  While there isn’t any specific anticipated need, the Library is a public building, and a Board presence would be appreciated for support.

 

Interviews for the Circulation Coordinator position are upcoming.

 

New copiers will need to be purchased or leased.  It was suggested that including this purchase as part of the town’s combined procurement should be explored.

 

Treasurer’s Report: Bill McCarthy, Treasurer,presented the budget draft.

 

Increases in the request of funds from the town were discussed.

 

The greatest increase is in the area of salaries to include:

    • 2 new positions; Circulation Coordinator and Community Outreach Librarian.
    • Line item for substitute and seasonal pay
    • Salary increase request of 3%
    • Benefits increase

Other areas that account for the increase include:

  • Databases currently covered by donations

Changes to be made to the draft:

  • Increase fundraising and grants by 20,000; contingent upon new Community Outreach Librarian position which includes fundraising and development roles
  • Increase maintenance line item to 5,000 to cover ongoing necessary repairs in the building.
  • Request increase to be reduced to an increase of $122,000.

Mark Principi introduced a motion to accept the budget with the changes discussed.  Pete Stern seconded, and the motion passed unanimously.

 

Jennifer Reilly will purchase $100 gift card for a local restaurant for Mike Beaudry, race director, with Turkey Trot proceeds.

 

 

Search Process Committee: Pete Stern reported that a consultant will present to the Board at the January meeting. He suggested that Board members start to consider if they are able to serve on the Search Committee.

 

Dates for 2014: Jennifer Reilly distributed the list of meeting dates for 2014.  Most meetings will be on the second Tuesday of each month with the exception of: August (no meeting); November (November 18 due to library closing on Veterans Day…budget will be prepared for this meeting) and December (First Tuesday to approve final budget).

 

The REGULAR MEETING, scheduled for December 10, 2013, will be cancelled.

 

Tom D’Agostino moved to adjourn, and Bob Geckle seconded. 

 

Meeting adjourned at 9:07 pm.

 

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

 

 

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2014 Regular Meeting Dates for the CH Booth Library Board of Trustees

All meetings take place at 7:00 PM in the CH Booth Library Meeting Room

 

 

January 14, 2014

 

February 11, 2014

 

March 11, 2014

 

April 8, 2014

 

May 13, 2014

 

June 10, 2014

 

July 8 2014- Regular and Annual Meeting

 

August: No meeting

 

September 9, 2014

 

October 14, 2014

 

November 18, 2014 ***Third Tuesday due to Veteran’s Day Library closing on the second Tuesday***

 

December 2, 2014 ***First Tuesday to meet town budget deadline***

 

January 13, 2015

 

 

Respectfully Submitted,

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

If you are disabled, hearing impaired, require an interpreter or require assistance to attend this meeting, contact the Office of the First Selectman (203 270-4201) at least forty-eight (48) hours prior to the meeting.

 

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Minutes Regular Board of Trustees Meeting January 14, 2014

Present:  Tom D’Agostino, Robert Geckle, Colleen Honan, Bill McCarthy,  Ted Meehan, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Michael Talluto, John Trentacosta, and Beryl Harrison.  Librarians Brenda McKinley and Kim Weber in attendance.

Absent: Dan Cruson and  Mark Principi

Meeting called to order at 7:02 pm

Consideration of Minutes:

 

Bill McCarthy moved to accept the minutes from the December meeting.  John Trentacosta  seconded, and the motion was unanimously accepted.

 

Public Participation:

Invited guest, Alan Burger of Library Development Solutions shared information about his consulting business.  Details are listed under Search Process Committee report.

 

President’s Announcements: Martha Robilotti, President, distributed committee assignments to the Board Members.  Of note: all members of the Board are on the Fundraising Committee.

Treasurer’s Report: Bill McCarthy, Treasurer presented several documents:

1.  Statement of income and Expense for the Six Months Ending December 31, 2013.  Variances were explained, and a comparison of last year's Income and Expense was provided.  The large grant from Iron Mountain skews the numbers somewhat.  Overall, the income and expense from that grant cancel each other out.  Fundraising shows the results of a single large donation. 

2.  Second Half Forecast for Fiscal Year 2014. Operating income is expected to be impacted by library closing.  Without a Director's salary, there appears to be a surplus.  This is an anomaly that is unlikely to be repeated in future years.

3.  Statement of Income and Expense for Friends of the Library Funds.  Spending is on track with a few variances due to timing. 

John Trentacosta moved to accept the Income/Expense Statement for Friends' Funds and to approve a request for the next installment of funds from the Friends.  Bob Geckle seconded, and the motion passed.

4.  Revisions to FY 14-15 Budget. Following a meeting with the Selectmen's Office, revisions were made to the budget to be submitted to the town.  The overall request was reduced by $81,518. A proposed position was eliminated which represented the largest cut to the original request. 

John Trentacosta moved to accept the budget revisions.  Pete Stern seconded, and the motion passed.

Mr. McCarthy reported on the recent Finance Committee meeting which included a report from Don Studley on the audit.  Mr. Studley was complimentary of Meg Savarese, and stated that the Library's accounts are being managed well.  There was also an update on the Trusts.

Mr. McCarthy suggested that we request donor support once again to help cover the significant cost of the insurance deductible and the various "unknown" expenses that may not be immediately quantifiable for insurance purposes.  The Fundraising Committee will work with Librarians to contact donors.

 

Report of the Library Director: The Director's report was distributed.  It highlights the daily work being done while the Library is closed due to the flooding.  Of particular note is the efforts being made to redesign spaces and create new programs while the Library is closed to the public. 

Committee Reports:

 

Policies and Personnel:  No report.

Search Process Committee:  Alan Burger of Library Development Solutions presented his background, experience and fee structures for consulting services related to director searches.  He outlined his process for developing strategic plans and leading association libraries  in the hiring of directors.  A successful search would include a mini strategic plan to determine the library's strengths and needs and would take about six months. 

Michael Talluto outlined the expectations of the Search Committee. 

There will be three Trustees, one Library staff person (to be chosen by the Library's department heads), one representative from the Friends of the Library, and two community members (to be chosen by the Search Process Committee) on the Search Committee.  All members will be expected to sign confidentiality agreements.  Michael Talluto, Bob Geckle, Colleen Honan, and Peter Stern (also a member of the Friends) expressed interest in serving on the committee.  The Committee will be named by January 21st with their first meeting held by the end of this month.  The Search Committee will be charged with making a recommendation regarding the use of a consultant in the search for a Director. 

Fund Raising: The topic of a follow-up to the annual appeal was revisited briefly.  The Turkey Trot will need new leadership due to Board turnover.  A Turkey Trot sub-committee will form that will include members of the community who are already invested in the race.  In addition, Jennifer Reilly will be the Chairman of Fundraising until her term expires in July.

Building, Grounds, and Interior: Tom D'Agostino has met with the adjuster and the general contractor   regarding the library flooding.  There is a six-week timeline for the building to be 100% operational.  Remediation will include a temperature sensor to alert staff should the unit heater in the attic fail again to prevent freezing pipes.  Insulation will also be improved in the space surrounding the sprinkler pipes. 

The Library has business interruption insurance which will assist with lost revenues and the employees who are not working due to the closure.  

Newtown Savings Bank has given the Library temporary office space.  The Library staff has been itemizing losses, creating orders for replacement materials and planning for newly designed spaces. 

Long Range Planning: No report.

Friends of the Library Liaison: Pete Stern reported that the Friends sustained minimal damage to their work space in the flooding, and they hope to resume processing of books soon.  In the meantime, donations are being accepted in the Friends' bin at the town dump.

Art Liaison:  On hold while Library is closed.

Historical Liaison: No report.

Nominating Committee: Colleen Honan reported that the Nominating Committee has several resumes, and interviews  will take place to fill vacancies.  There is one vacancy to be filled by the Democratic Town Committee. 

 

Old Business: An update was given regarding the Iron Mountain condolence material project.  Iron Mountain has requested permission for a press release on the partnership, which has been approved by the Board. 

 

New Business: 

none

 

John Trentacosta moved to adjourn.  Pete Stern seconded.  The motion passed.

 

Meeting adjourned at 9:30 pm.

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

 

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Minutes Regular Board of Trustees Meeting February 11, 2014

Present:  Dan Cruson, Tom D’Agostino, Robert Geckle, Colleen Honan, Bill McCarthy,  Ted Meehan, Mark Principi, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Michael Talluto, John Trentacosta, and Beryl Harrison. 

Absent:

Meeting called to order at 7:01 pm

Consideration of Minutes:

 

John Trentacosta moved to amend the minutes from the January meeting in the Search Committee Report to read: "The Search Committee recognizes the necessity for confidentiality and will so acknowledge it in a written document."  Pete Stern seconded, and the motion was unanimously accepted.

 

Public Participation:

None

 

President’s Announcements: Martha Robilotti, President, announced that the Town will pay for the deductible for the insurance following the flooding. 

The Town leaders indicated that the Library will need to maintain a contingency fund.

The appointed Executive Board members will be Colleen Honan, Michelle Rosenthal and Mark Principi

Treasurer’s Report: Bill McCarthy, Treasurer presented the following report:

1.  Statement of income and Expense for the Seven Months Ending January 31, 2014.  The net income/expense is tracking very close to last year.  Grant income is largely explained by Iron Mountain.  Some spending areas, such as books, are halted due to the Library's flooding. 

2.  Statement of Income and Expense for Friends of the Library Funds.  Much of the spending of Friends' Funds is at a standstill while the Library undergoes repairs. 

3.  Revised Budget.  The budget request to the town has been reduced by $31,100.  Areas impacted include books, databases, programs and professional development. 

Mark Principi moved to accept the revised budget.  John Trentacosta seconded, and the motion passed.

 

Mr. McCarthy announced that $20,000 will be moved from the Turkey Trot account to the general account.  Carpeting installation not covered by insurance will be paid for out of capital reserves.  Reserves will be replenished after the insurance reimbursement.

 

Report of the Library Director: Beryl Harrison, Acting Director, expects the Library to reopen on March 8th.  A re-opening reception may be held on March 21st by invitation for major donors and for the general public on March 22nd. Mrs. Harrison commended board members Tom D'Agostino for his support in getting the new security system set up and Bob Geckle for his many hours of support during the recovery efforts.

Committee Reports:

 

Policies and Personnel:  Bob Geckle presented a change of language in the by-laws that would change a quorum from 9 to 50% of the current Trustees.  The draft proposal will be ready for vote at the March meeting.

Search Committee:  Michael Talluto reported that the Search Committee has been formed.  It consists of three Board Representatives: Michael Talluto, Colleen Honan and Bob Geckle; one staff representative: Kim Weber; one Friends of the Library representative: Pete Stern (who is currently a Trustee); and two community representatives: Christine Stowe and Joan Petersen.

The Mission of the Search Committee reads, "Identify and present to the C.H. Booth Board of Trustees the most qualified candidate(s) to serve as C. H. Booth's Library Director.

Mr. Talluto reported that there has been no decision made on whether to hire a consultant.  The Search Committee will conduct further research before making a recommendation.

Fund Raising: Jennifer Reilly reported that a letter will be sent out this week as a follow-up to the annual fundraising appeal.  The focus will be raising funds for the library to reopen  with new programs, redesigned spaces and updated technology.

Mrs. Reilly reported that the Turkey Trot sub-committee will meet on February 24 at the Library to convene a group of Trustees and Community Advisors, including Race Director, Mike Beaudry to begin the planning of the 5th Annual Turkey Trot.  Ted Meehan will chair the group.

Building, Grounds, and Interior: Tom D'Agostino reported on the status of the security alarms and the need to fix the actuator in the attic.  The sprinklers are now totally insulated, and they have a new heater with sensors.  An alarm will sound if the temperature goes below 40 degrees. 

Long Range Planning: No report.

Friends of the Library Liaison: Pete Stern reported that the Friends are losing income due to the Little Book Store being unavailable for patrons.  In addition, donations are not coming in at their usual pace due to the Library closure. 

Art Liaison:  No report.

Historical Liaison: No report.

Nominating Committee: Colleen Honan reported that the Nominating Committee will meet Monday the 17th at 4pm at the Library.

 

Old Business: none

New Business:  none

Pete Stern moved to enter Executive Session to discuss matters of performance and compensation of Library staff.  Bill McCarthy seconded, and the motion passed.

Exited Executive Session at 8:25 pm.

Bob Geckle moved to give the Acting Director a two part bonus in the amount discussed in the executive session. 50% of the bonus is payable in the next regular Library pay cycle and the second  50% will be paid upon the hire of a new Library Director.  It assumed the new director will be in place no later than six months from now . If the search exceeds this time frame a pro rata addition will be made to the second payment.  Michael Talluto seconded, and approval was unanimous.

 

John Trentacosta moved to adjourn.  Michelle Rosenthal seconded.  The motion passed.

 

Meeting adjourned at 8:27 pm.

Respectfully submitted, 

Jennifer Reilly

Secretary

CH Booth Library Board of Trustees

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Minutes Regular Board of Trustees Meeting March 11, 2014

 

Present:  Dan Cruson, Tom D’Agostino, Robert Geckle, Colleen Honan, Bill McCarthy,  Ted Meehan, Mark Principi, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Michael Talluto, and Beryl Harrison.  

Absent: John Trentacosta

 

Meeting called to order at 7:07 pm

 

Consideration of Minutes:

Dan Cruson moved to accept the minutes of February 11, 2014.  Pete Stern seconded, and the motion was unanimously accepted.

 

Public Participation:
None

 

President’s Announcements: Martha Robilotti, President, announced that the Association of Connecticut Library Boards offers periodic email discussions with helpful information for Library Board members.  Any interested Trustees need to contact Martha by Thursday so that she can submit email addresses to those wishing to receive these email notifications.

 

Treasurer’s Report: Bill McCarthy, Treasurerpresented a report on the transactions details related to the Library restoration after the flood.

Total damages are not yet calculated; however, the estimate is in the several hundred thousand dollar range.  

 

A partial listing of the invoices received and paid by insurance was presented to the Board.  Additional invoices and reimbursements are expected.

Other necessary maintenance work that was done while the Library was closed that was not covered by insurance has used up our contingency savings.  We will begin to rebuild this fund in the coming months.

 

Report of the Library Director: Beryl Harrison, Acting Director, reported that the "soft opening" on March 8 went well.  People are pleased to be back in the Library, and it has been busy each day.  There continue to be problems with heat we hope to be addressed by the efficiency survey conducted by the town.  Other needs include glass tops for the circulation desk, carpeting for Reference and additional painting.


Committee Reports:

 

Policies and Personnel:  Bob Geckle presented a change of language in the by-laws that would change a quorum from 9 to 50% of the current Trustees.

Bob Geckle moved to accept a change to page 3, section 7 of the by-laws to read: "50% of the currently serving members of the Board of Trustees at the time of each meeting shall constitute a quorum for the transaction of business at any meeting of the Trustees." Bill McCarthy seconded, and approval was unanimous.

 

Search Committee:  Michael Talluto and Bob Geckle reported that the Search Committee has met weekly.  The focus of these meetings has been to determine the qualities which comprise a successful Library Director, to create a survey to gain community input and to start on the creation of community Focus Groups.  A  job description is being created.  Dawn LaValle and Mary Engels of the CT State Library will serve as a consultants in the search.  

 

Fund Raising: Ted Meehan reported on the last Turkey Trot sub-committee meeting.  Community Advisors and Trustees met to discuss last year's race and set a timeline for the next race.  The next tasks to tackle include marketing and fundraising.  The next meeting for the Turkey Trot Committee will be March 25th.

 

Building, Grounds, and Interior: Tom D'Agostino reported that the fire alarms and security cameras are working.  He will approach the same person who did spring cleaning for the library last year to do it again this year.  Old floor outlets will need to be covered with a creative approach.

 

Long Range Planning: No report.

 

Friends of the Library Liaison: Pete Stern reported that the Friends are hoping to benefit from a backlog of donations that had been held up during the Library closure.  The Friends are also recruiting new members.

 

Art Liaison:  Michelle Rosenthal reported that the art of Ann Marie Foran is currently hanging in the Meeting Room.  There are displays planned in April and in May.

 

Historical Liaison: No report.

 

Nominating Committee: Colleen Honan presented the resumes of four candidates.  The Democratic Town Committee will provide the name of a fifth new Trustee.  The Nominating Committee is also seeking Trustees interested in serving in executive positions.  Trustees are encouraged to contact the Nominating Committee if interested.

 

Tom D'Agostino moved to accept the slate of candidates for Trustee presented by the Nominating Committee.  Mark Principi seconded.  The motion passed.

The secretary casts one ballot each for Raymond Irrera, Julia Starkweather, Walter Motyka and Carolyn Signorelli.

 

Each new Trustee has an assigned Board Member for a personal welcome and "orientation".  Pete Stern will work with Julia Starkweather, Jen Reilly will meet with Carolyn Signorelli, Ted and Tom will both meet with Walter Motyka, and Michael Talluto will discuss the Board with Raymond Irrera.

 

Old Business: Michelle Rosenthal announced that there will be a FOI information session for Town Board Members in May.  Michelle will contact the Trustees when the date is set.  All Trustees should attend.

 

New Business:  Bob Geckle reported that the number of Trustees serving on the Board is fixed not only in the Board's by-laws, but also by the Town Charter.  The Charter is being revised over the next two years, so it is a good time for the by-laws to be revised as well.  Jennifer Reilly stated her opinion that any changes to the number of Trustees must be made with the entire by-laws in mind.  The mission of the Board must be taken into account when deciding the number of trustees.  Other by-law changes that need to be changed by Town Charter include term limits.

 

Mr. Geckle also reported on the grand re-opening events the weekend of March 21-22.  Board Members' presence is requested on the evening of the 21st from 6- 8 pm.  

Colleen Honan moved to adjourn.  Michelle Rosenthal seconded.  The motion passed.

 

Meeting adjourned at 8:25 pm.

 

Respectfully submitted,  
Jennifer Reilly
Secretary

CH Booth Library Board of Trustees

 

 

 

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Minutes Regular Board of Trustees Meeting April 8, 2014

 

Present:  Tom D’Agostino, Robert Geckle, Colleen Honan, Raymond Irrera, Bill McCarthy,  Ted Meehan, Walt Motyka, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Carolyn Signorelli, Julia Starkweather and Beryl Harrison. 

Absent: Mark Principi, Michael Talluto and John Trentacosta

 

Meeting called to order at 7:03 pm

 

Consideration of Minutes:

Pete Stern moved to accept the minutes of March 11, 2014.  Tom D'Agostino seconded, and the motion was unanimously accepted.

 

Public Participation:
None

 

President’s Announcements: Martha Robilotti, President, welcomed and introduced new Trustees: Ray Irrera, Walt Motyka, Carolyn Signorelli, and Julia Starkweather.  She updated the committee assignments.

 

Treasurer’s Report: Bill McCarthy, Treasurer presented the Statement of Income and expense for the Director's Budget for the Nine Months Ending March 31, 2014.  There is an outstanding variance on the books in the area of Operating Income due to the Library's closure. 

Mr. McCarthy also provided a report on the Funds Provided by the Friends of the Library.  The third installment would usually be requested at this time of year; however, the second installment has not been fully spent due to the Library's closure.  The request will be delayed until the second installment has been spent. 

Mr. McCarthy also reported on the status of the insurance deductible.  The Town is expected to reimburse the Library for the deductible soon.  The check will go into the contingency fund.

 

Report of the Library Director: Beryl Harrison, Acting Director, distributed her monthly report via email.  She addressed the plan to use funds received from an anonymous donor for creating a Maker Space which will include a 3D printer, robotics kits and soldering kits.  Carolyn Signorelli expressed a need to research exhaust from 3D printers before purchasing one.

 

Julia Starkweather made a motion to approve the expenditure of the anonymous grant of $12,500 for the initial purchases of equipment for the Maker Space.  Pete Stern seconded, and the motion passed.

 

Committee Reports:

 

Policies and Personnel:  Michelle Rosenthal reported that there will be a very important workshop on May 20 from 6-9 pm.  This workshop will be presented by Attorney Tom O'Dea at the Sandy Hook Firehouse.  It will cover procedures for town boards including the Freedom of Information Act.  It is strongly encouraged that all Trustees attend.  Jennifer Reilly will collect RSVPs to direct to Carole Ross.

 

Search Committee:  Bob Geckle introduced Christine Stowe and Kim Weber, members of the Search Committee and  Dawn La Valle, a consultant from the Connecticut State Library  who is helping conduct the search.  Ms. La Valle presented a report on the Focus Groups that were conducted over the past weeks.  All groups had similar responses with communication, visibility within the community and love for the library being high on the list.

Mr. Geckle reported that the ad had been online for about a week and some resumes have already come in.  Dawn La Valle and Mary Engels have assisted with the creation of interview questions, and the Search Committee will meet again on April 9 to review the applicants so far.  June 15th is a target date for hiring.  The full Board is requested to participate in the final interview of candidates after the Search Committee has narrowed the field.

 

Fund Raising: Ted Meehan reported on the last Turkey Trot sub-committee meeting.  Community Advisors and Trustees met to discuss marketing and fundraising strategies for this year's race.  The sponsorship brochure will be revised soon.  All Trustees are asked to secure a sponsor for this year's race.  In addition, the Board has been challenged again to be a "Gold Sponsor".  Trustees are asked to donate in the hopes of collectively raising $1,000 or more.

Bob Geckle has identified donor levels to re-start the practice of recognizing donors on plaques in the Library. 

Board Members are asked to add a personal note to gift acknowledgements if they know the donors.

 

Building, Grounds, and Interior: Tom D'Agostino reported that the heating and cooling work has been completed.  He is looking into removing the stumps by the front walk.  Landscaping work will be done by the same person as last year.  Regarding the question of maintaining versus repairing, Mr. D'Agostino pointed out that each year during budget season, the effort to fund maintenance projects has been cut back which leads us to the need for higher-cost repair projects.  There is a new table donated from the Newtown Savings Bank in the old board room.  A glass top is needed to protect the table, and improved lighting would make the room more usable.

 

Bob Geckle moved to approve an expenditure of $650 for the glass table top and $350 for the lighting upgrades in the Old Board Room.  Walt Motyka seconded the motion. 
During discussion it was noted that the glass table top would require yearly cleaning due to its size, and that cleaning could cost $100 each year.  The motion passed unanimously.

 

Long Range Planning: No report.

 

Friends of the Library Liaison: Pete Stern reported that the book donations are getting back to the usual pace.  Sunday, May 4th is a book donation day at the Library.  Trustees are asked to help get the word out, including hanging signs.  Bob Geckle mentioned that ads could be placed for free for "sister organizations" before movies using the new digital technology at the Edmond Town Hall Theatre.

 

Art Liaison:  Michelle Rosenthal reported that the art of Kim Day and Pam Wilson is currently hanging in the Meeting Room.  May and June will feature art from SCAN and the Flagpole Photographers.

 

Historical Liaison: No report.

 

Nominating Committee: Colleen Honan stated that the Nominating Committee will meet next week regarding the slate of officers.

 

Old Business: Bob Geckle reminded the Board that requests for by-law changes need to be made by April 15 for the Charter Revision Committee to consider them.  Martha Robilotti will contact the Legislative Council with a request to consider changes to the number of Trustees and term limits.  Mr. Geckle said that language does not need to be provided, yet, and that the charter revisions are a long-term process. 

 

New Business:  None

 

Julia Starkweather moved to adjourn.  Carolyn Signorelli seconded.  The motion passed.

 

Meeting adjourned at 8:31 pm.

 

Respectfully submitted, 
Jennifer Reilly
Secretary

CH Booth Library Board of Trustees

 

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