Board of Trustees Meeting Minutes

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

July 14, 2009 - - September 8, 2009 -- October 13, 2009 -- November 10, 2009 -- December 8, 2009 - - January 12, 2010 - - February 9, 2010 - - March 9, 2010 - - April 13, 2010 -- May 11, 2010 -- June 8, 2010 - - July 13, 2010 + Annual Meeting

Minutes of Meeting, July 14, 2009

Present:  Liz Arneth, Dan Cruson, Eric DaSilva, Kathy Geckle, John Godin, Bill Lavery, Peter Marshall, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, Mary Thomas, and John Trentacosta.

Absent:  Bob Cox, Jeanne Honan, Martin Margulies, and Paul Sirois.

President Robilotti called the Annual Meeting to order at 7:35 PM.

The Library Director submitted all the annual reports.   Bill Lavery suggested that the reports should be submitted to the Board of Selectmen, the Finance Committee, and the Legislative Council in order to make the members aware of the increase in usage of the library.  If anyone had any questions, they could call Martha or Janet. 

Janet announced that C L and P would be shutting off the electricity to the library on Friday, July 17^th between 4 and 5 AM.  It should be restored by 11 AM.  If the electricity remains off for any reason, the library will have to close.  The rain date is for July 22^nd.

Janet said that the Friends would like to donate money to put extra lights in the Children’s Department as well as new lights in their office.  An electrician has made a proposal and Mary Maki will report back to the board by the next meeting.

Election of Trustees:  Bill Lavery moved that the Secretary cast one ballot to approve the trustees.  Dan Cruson seconded.  Motion passed unanimously.

Bill Lavery moved that the Secretary cast one ballot to approve the nomination of Moira Rodgers to the Board.  John Trentacosta seconded.  Motion passed unanimously.

Bill Lavery moved that the Secretary should cast one ballot to approve the Nominating Committee.  Dan Cruson seconded.  Motion passed unanimously.

There was a celebration for departing board members Eric DaSilva and Mary Thomas who were honored for their years of service with books and bricks that will be installed.  Paula Stephan could not be present because of an injury, but a book and a brick were donated in her name as well.

Mary Thomas thanked Caroline Stokes for her many years of dedicated service as Curator of the library.  Mary Thomas will be taking her place as Curator.

A short reception followed.

The Annual Meeting was adjourned at 7:55 PM.

The regular meeting was called to order at 8:10 PM.

The Minutes were accepted as presented.

President’s Announcements:  Martha read a note of thanks from Andrea Zimmermann for the Board’s support of the Newtown Authors/Illustrators Reception.  Martha also read a note from Caroline Stokes that announced her retirement.

Minutes of Meeting, September 8, 2009

Present: Liz Arneth, Robert Cox, Dan Cruson, Kathy Geckle, Bill Lavery, Martin Margulies, Peter Marshall, Jennifer Reilly, Martha Robilotti,  Nancy Reidy, Moira Rodgers, Michelle Rosenthal, Peter Stern, and John Trentacosta, and Janet Woycik.

Absent:  John Godin, Jeanne Honan, Mary Kelley, and Paul Sirois.

President Robilotti called the meeting to order at 7:35 PM.

The Minutes were accepted as presented.

Martha welcomed new board members Moira Rodgers and Nancy Reidy to the Board.

Martha read a letter from the Fairfield Hills Commission that stated even though they fulfilled all the requirements; they were still not able to use some of the equipment for their meeting last month.   Janet stated she has spoken to Robert Geckle, Chairman of the Fairfield Hills Commission, and the matter will be addressed.

Bill Lavery made a motion that the Friends of the library be given priority to use the Board Room from 9-12 on a daily basis in order to organize their e Bay sales operation.  Martin Margulies seconded.  Motion passed unanimously.

Bill Lavery made a motion that the Friends be given permission to move forward with their renovation of the Sorting Room.  Martin Margulies seconded.  Motion passed unanimously.

A letter was passed around that stated the Friends would be donating $119,445 for the 09-10 fiscal year.  This will be discussed later on in the meeting.

Treasurer’s Report:  Peter Marshall gave his report.  The audit has been finished and the Finance Committee will discuss it with Don Studley.  The Hawley Trust transfer to Morgan Stanley has been completed.  Peter suggested that a new disbursement policy should be developed as soon as possible.  Bill Lavery made a motion to delay any action on the proposed budget until the Executive Committee reviews the budget with Janet and the other librarians in order to approve the budget and the disbursement policy.  The Executive Committee will then come back next month to discuss these issues in form of an action plan.  Martin Margulies seconded it.  Motion passed unanimously.  Janet then made a request that we ask the Friends for another check out machine for the Children’s Department that will cost $10,377.83.  Peter Marshall made a motion that we request an additional special donation to cover the cost of the check out machine.  John Trentacosta seconded.  Motion passed unanimously.  Peter then suggested that the Friends release the funds for the check out machine after receiving the invoice for it.

Director’s Report:  Janet passed out her report.  She noted that tree work has been done, the leak has been fixed upstairs in the library, and that the two women involved in the theft in the library were arrested.  Janet stated that she, Brenda McKinley, and John Trentacosta had met to discuss developing a plan for future technology needs in the library such as a new phone system and the eventual installation of an RFID system to track the collection.  Janet reported that the public telephone should be removed by the end of the month.  Bill Lavery made a motion that the public phone should be removed and signs installed.  The signs will be prominently displayed that state in case of emergency the patrons should ask the staff to use a library phone for no more than one minute in duration. Martin Marguilies seconded.  Motion passed unanimously.  A free public fax machine will be installed on the third floor of the library.

John Trentacosta asked how we formulate a strategy planning committee to discuss technology needs in the library.  He said he would look into getting pro bono help on some of the issues.  Other libraries should be consulted vis a vis their technology plans.  Peter, Brenda, and Janet will be on the committee and John Godin will be asked to join it as well.  John Trentacosta volunteered to be Chairperson.  They will meet soon.

Policies and Personnel:  Michelle reported that the draft is almost complete for the Employee Manual and will be presented in October for review by the board.  The Staff Evaluations have been completed.  Janet reported that all MLS degrees are now on file including the one she was awarded by the University of Arizona. 

Fund Raising:  Martha read a note from John Godin that said he would present two versions of the appeal letter next month.  One will be geared to those who have already made donations in the past; another will be geared to new donors.  He will be working on grant writing and new ways to raise money.  John was also given a monetary award from General Electric that he could donate to the charity of his choice and he will donate it to the library.

Building and Interiors:  Bob Cox reported that the Newtown Tree Service did work on the library property today.  Trimming needs to be done on the plantings at the appropriate time.  The Tree Warden will look at the trees near Main Street to see if they need work.  Bob will call Maureen Rohmer to discuss a dead tree on her property that has had some limbs fall on the dumpster.  We need chimney caps on the chimneys. Some of the memorial bricks are settling and need to be fixed.  Kathy Geckle stated that a punch list for the interior of the building had been generated in the past, but that we are behind in keeping up with the wear and tear.  The building should have a complete fall cleaning and Janet will look into getting bids.  Kathy asked when the next carpet cleaning should be done.  Janet stated it usually is done in October.  It was requested that the work be done after closing hours so that library service will not be impacted.  Janet will look into the cost.  Janet stated that all alarms are working.  A suggestion was made that a staff member should check them routinely.  Janet will take care of it.

Long Range Planning:  Liz Arneth brought up some issues involving the scheduling of various rooms in the library.  Changes have been made in the scheduling that has led to some public relations issues.  We need to investigate why changes are made and determine what groups take precedence.  The question was asked if there was a glitch in the new software program that maintains the master schedule?  We need to set policies and post them in the library.

Friends Liaison:  Peter Stern reported that there would be another book collection day in the middle of October because the last one was so successful.  The Friends now have better lighting in their office and the Sorting Room project will soon be under way.

Dan Cruson made a request to take some historical maps from our library up to UCONN to have them scanned for their collection.  Bill Lavery made a request that Dan ask UCONN to send an official letter of request to scan them and Dan would be responsible for the care of the maps.  The letter can be presented to the Executive Committee for approval.

Art/Historical:  Michelle reported on all future art shows through March.

Old Business:  Bill Lavery made a motion to create the position of Assistant Treasurer who will work on the board with Peter Marshall but will not be able to vote.  Martine Margulies seconded. The motion passed unanimously.  John Trentacosta will recruit someone from the Newtown Savings Bank.  Janet will get a report from Brenda that will break down the usage of books, DVDS, and CDs, etc.  Janet said that the Annual Report would be submitted to the Finance Committee and the Legislative Council.

Meeting adjourned at 9:25 PM.

Respectfully submitted,

Minutes of Meeting, October 13, 2009

Present:  Liz Arneth, Robert Cox, Dan Cruson, Kathy

Geckle, John Godin, Jeanne Honan, Mary Kelley, Martin Margulies, Peter Marshall, Nancy Reidy, Jennifer Reilly, Moira Rodgers, Martha Robilotti, Michelle Rosenthal, Peter Stern, and John Trentacosta.

Absent:  Bill Lavery and Paul Sirois

Minutes were accepted as presented.

Treasurer:  Peter Marshall passed out the Financial Audit done by Studley and White and stated that the Finance Committee had met with them to discuss it. Peter Marshall complimented Meg Savarese for the wonderful job she did gathering all the needed financial information.  Peter and Janet met with the librarians individually to go over the Friends’ budget.  The Executive Committee then met some of the librarians to discuss the Friends’ budget and how important it will be to empower the librarians to spend 75% of their budgets on their own, leaving 25% for contingencies.  Janet will authorize the process.  The Friends Disbursement Policy was then passed around and discussed.  Dan Cruson made a motion to accept the Friends Disbursement Policy and Peter Marshall seconded it.  Motion passed unanimously.  Peter said that J. P. Morgan Chase would be reporting to the board on a monthly basis in the future.  A motion was made to bring Bill Mc Carthy from the Newtown Savings Bank on board as an Assistant Treasurer who will not be able to vote in order to begin the transition to prepare for when Peter will move out of Newtown.  John Godin made the motion to appoint Bill Mc Carthy as Assistant Treasurer.  Kathy Geckle seconded it.  Motion passed unanimously.

Library Director’s Report:  The library will have a different garbage disposal service.  There will be a fall clean up soon.  A dead tree located next to the library in a neighbor’s yard will be taken down. The Tree Warden has not yet inspected the trees in the front of the library.  Janet said the lighting issue on the third floor would be addressed.

Policies and Personnel:  Michelle reported that the Employees Handbook is still a work in progress.

Fundraising:  John Godin made report on future fundraising activities.  Two letters will be sent out in November-one to benefactors who have donated in the past, and another that will appeal to new donors.  John is working on establishing a third leg of a Grand Prix Road Race that will be geared towards raising funds for the library. John hopes the race will be held in Newtown next Thanksgiving.

Building and Grounds:  Bob Cox is working on the settling bricks problem on the back entrance sidewalk as well as installing chimney caps.  Janet stated that the carpets were cleaned in the library on October 11^th and that she is still looking for quotes on cleaning the windows.  Janet also said the library also needs worn painted surfaces to be painted.  Kathy Geckle suggested that Janet install a saw- horse or cones where the bricks have receded.  Kathy also asked Janet to look into getting quotes for fall and spring cleanings of the building.

Friends Liaison:  Peter said Collection Day would be on October 18^th starting at noon. 

Art Liaison:  Michelle reported that the reception for Arthur Anderson went very well.  Michelle and Janet will work together on the scheduling of the Meeting Room in order to avoid any conflicts. 

History Liaison:  Dan Cruson said he would soon receive a letter from UCONN in regard to the scanning of some of the library’s antique maps.

The meeting was adjourned at 9:15 PM.

Respectfully submitted:

Elizabeth Arneth, Secretary

Minutes of Meeting, November 10, 2009

Present:  Liz Arneth, Robert Cox, Dan Cruson, John Godin, Jeanne Honan, Mary Kelley, Bill Lavery, Martin Margulies, Peter Marshall, Jennifer Reilly, Michelle Rosenthal, and Peter Stern.  Bill McCarthy-Guest.

Absent:  Kathy Geckle, Nancy Reidy, Martha Robilotti, Moira Rodgers, Paul Sirois, and John Trentacosta.

Liz Arneth sat in for Martha Robilotti and ran the meeting.

Minutes were accepted as presented.

Liz said that Martha wanted the Board to know that the Staff Appreciation will be held on January 22, 2010 at Kathy Geckle’s house with a snow date of January 29^th.  Money was collected from the Board members to support this event.

Treasurer’s Report:  Peter Marshall presented his report and announced that he would be resigning from the Board because his house is in the process of being sold.  A motion was made by Bill Lavery to authorize Bill McCarthy to sign checks as the Assistant Treasurer. Seconded by Dan Cruson.  Motion passed unanimously.

Library Director gave her report.  Janet also reported a complaint about the height of the hedge at the end of the driveway by the handicapped entrance.  The hedge has been trimmed.

Committees:

1. Policies and Personnel-no report.     
2. Fund Raising-John Godin reported that two different letters will be mailed out before Thanksgiving targeted towards those who have contributed in the past and another to new donors.  There will be

a follow up letter on line. He hopes to track the responses monthly.

He also discussed the road race that will be held next year on Thanksgiving weekend as a fundraiser for the library.  He has already talked to the police, but they will need a three month notice.  The Borough is the choice for the course with Fairfield Hills and Dickinson Park as back up options.  The permit will be submitted in January or February.  John also requested that members of the Board submit contact names to him connected to corporations in a thirty mile radius of Newtown in order to ask for donations.  There was a discussion about targeting “special requests” for the library to promote donations.

Janet asked if the Board would approve a request to the Friends for $498.00 to purchase a wireless connection for the Reference Room.  Jennifer made the motion, seconded by John Godin, and the motion passed unanimously.

1. Building and Grounds:  Bob Cox said the brick walkway and the curb

have now been fixed in the back of the library.  The site will be checked periodically to see if the problem returns.  A motion was made by Bill Lavery to pay the invoice of $792.25 out of the Capital Reserve. Peter Marshall seconded it and the motion passed unanimously.  Two of the fireplace dampers can’t be closed and need repair.  Liz reported that there might be some mice in the attic and Bob will check it out. Peter Stern said that disposal of fluorescent bulbs is expensive, but Janet said that the landfill is supposed to start collecting them in January. 

1. Long Range Planning: No report.
2. Friends of the Library Liaison:  Peter Stern stated that the Friends had to move books to a different building over at Fairfield Hills and that

they may have to rent space in the future.  They are working on redoing the book room.

           F: Art Liaison:  Michelle Rosenthal reported that the “Here’s to Painting

               Exhibit” has been a huge success.  Newtown High School Seniors will

               have a portfolio exhibit in December, followed by the Candlewood

               Camera Club.

           G:  Historical Liaison:  Dan Cruson said he has still not received a letter

                from UCONN about scanning the historical maps.  He is very happy

                about the antique magazines that were discovered in the library and

                there will be a future exhibit based on some of the material in them.

            H: Nominating Committee:  No report.

Old Business:  None

New Business:  Janet will call Dr. Mehri to discuss the memorial bench he wants to donate to be installed on the library grounds in his wife’s memory.

Motion to adjourn the meeting was made by Bill Lavery at 8:30 PM and seconded by John Godin.  Motion passed unanimously and the meeting adjourned.

Respectfully submitted,

Michelle Rosenthal substituting for Liz Arneth, Secretary

Minutes of Meeting, December 8, 2009

Present: Liz Arneth, Robert Cox, Dan Cruson, Kathy Geckle, John Godin, Jeanne Honan, Bill Lavery, Jennifer Reilly, Nancy Reidy, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, John Trentacosta, and Janet Woycik.

Absent:  Mary Kelley and Martin Marguilies.

Minutes were accepted as presented.

Treasurer’s Report:  Bill McCarthy presented a report on the November finances.

Janet discussed the budget.  John Trentacosta moved that the proposed budget be accepted.  Bill Lavery seconded.  Motion approved unanimously.

Bill Lavery suggested that we need to create a profile to show how much the services of town library are in demand.  Usage of every aspect of the building has increased dramatically.  John Godin will compile statistics of the usage in order to justify any request for grant money.  The library also needs to explain how much it supplements the facilities available at the local schools.  All this information should be shared with the Board members as well.

Director’s Report:  Janet presented a detailed report on the various functions of the library.  She also then asked for a motion to use Friends’ money to purchase a new laser printer for the Reference Department because the original printer failed last week.  John Trentacosta made a motion that we purchase a new printer for $945.72.  Bill Lavery seconded it.  The motion passed unanimously.

Committee Reports:

Fundraising:  Janet told John that the fundraising letters should go out in the mail tomorrow.  John is working on an e-mail blitz that will go out to site users to follow up the letter.  On Thanksgiving, John and some of his friends scouted the course for the road race.  He needs to get a permit from the state.  The backup course will be Fairfield Hills.  John will compile all the information needed to make the race happen including how to obtain sponsorship dollars from local businesses.  The race could start at 8 AM and be done by 10:15 AM (including walkers).  More details will be forthcoming. John will be submitting a grant proposal to General Electric in January.  He stated that it would be a good idea to target money from fundraising towards youth and education.  He will be looking into a second grant from Boehringer Ingelheim Corporation in Ridgefield.

John will bring demographic information to the next Board meeting.  A major question that remains is:  Where should fundraising dollars go?  A proposal will be drafted after the Fundraising Committee meets.  After a question about where the fundraising dollars have been going, Janet replied that they have gone towards paying for things already in the budget.

Bill Lavery mentioned that we should look into the costs of repairing the slate roof on the old part of the building.  Janet will check into this as well as the cost of the replacement of the antiquated phone system.  Janet should also talk to the new Selectman about the town’s Capital Improvement Plan.

Building and Grounds:  Bob Cox reported that the firm of Wild Things set traps for the rodents in the attic.  It will cost $700 to put caps on the chimneys, fix the fireplace dampers, plus seal and waterproof the chimneys.  Bill Lavery moved that we take the money from the Capital Reserve Fund. John Trentacosta seconded it.  Motion passed unanimously.  Trees have also been trimmed away from the building.

Friends Liaison:  The sorting room is finished.  The Internet business is picking up. They held an impromptu sale on the weekend that raised $700.00.  The Friends still need better storage options.

Art Liaison:  Michelle stated that high school seniors will display their portfolio work for a week in December.  A photography exhibit will run for January and February.  March will feature Tom Kretz.

Historical Liaison:  Dan Cruson expressed concerns about the availability of the use of the vault.  The issue will be investigated and discussed with Janet.

Old Business:  Kathy Geckle stated that the Staff Appreciation will have to be moved to June.  Janet will inform the staff once a date has been picked.

Meeting adjourned at 9:20.

Respectfully submitted,

Elizabeth Arneth, Secretary

Minutes of Meeting, January 12, 2010

1. Roll call:

Present:  Robert Cox, Dan Cruson, Kathy Geckle, John Godin Bill Lavery Marin Margulies, Bill McCarthy Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, John Trentacosta, and Janet Woycik

Absent:  Liz Arneth, Jeanne Honan, Mary Kelley, Nancy Reidy, and Paul Sirois

2. Consideration of the minutes of the previous meeting:  Minutes were accepted as presented. 
3. Public participation: None
4. President’s announcements:  None
5. Treasurer’s Report:  Bill McCarthy presented a report on the 2011 budget requests.  There are few increases requested on the budget.  Increases in occupancy and contractual services were explained in detail.  Mr. McCarthy also delivered the December monthly financial report.  A motion to approve the report was made by Martin Margulies, Bill Lavery seconded, and approval was unanimous.
6. Report of the Library Director:  Janet Woycik presented a detailed report on programs and patronage of the library.  Mrs. Woycik reported that the phone system is no longer working and needs to be replaced.  The cost would be $7,650.
7. Committee reports:
1. Policies and Personnel: None
2. Fund Raising: John Godin reported that fundraising dollars are down. The fundraising committee will send an online solicitation using the library’s patron email list as reminder about the annual fundraising letter around February 1^st.  Mr. Godin will evaluate the results. 

Mr. Godin will submit a grant application to GE targeting youth in education.  Bill Lavery moved to approve the idea of supporting the grant.  John Trentacosta seconded the motion.  The motion passed unanimously. 

The fundraising committee is pursuing plans for a road race supporting the library.  Mike Beaudry will speak with the board at the next meeting during public participation regarding the race.

The fundraising committee will discuss a policy for accepting donations as memorials.  Moira Rodgers moved to nominate a board member to handle bequests and donations.  Kathy Geckle seconded.  The motion passed unanimously.

Mrs. Geckle moved to nominate John Godin as the board member in charge of handling bequests; Mrs. Rodgers seconded.  The motion passed unanimously. 

Mrs. Woycik and any Board member with information regarding possible memorial donations to the Library will forward the information to John Godin for follow-up. 

Mrs. Woycik suggested getting an updated insurance appraisal.  Bill Lavery moved to get the appraisal done, Marty Margulies seconded, and the motion was unanimously approved.  Janet Woycik will check prices.

3. Building, Grounds, and Interior:  Bob Cox reported that the custodian is taking care of needed maintenance in the attic.  There is an intermittent leak near the director’s office as consequence of ice dams.  The roofer will be called to advise the Library on necessary action. 
4. Long Range Planning: None
5. “Friends of the Library” Liaison:   Peter Stern reported that the rug in board room is causing tripping, and it is getting ruined.  It was removed by volunteers after the meeting.  Other required repairs were noted (chairs, office door lock).  Mrs. Woycik follow-up with needed repairs.  Books, once belonging to the Booth and Hawley families were donated.  Mr. Cruson suggested that we keep them for historical aspects.  Mrs. Geckle suggested that Mary Thomas be contacted as curator of collections to display them.  The Friends need volunteers and storage space. 
6. Art Liaison:  Michelle Rosenthal reported that the current exhibit is from the Candlewood Camera Club. There will be a reception on January 30^th, and the exhibit will run through February.     The schedule is full through spring.  A welder will have a show in the Mystery collection area Feb.  1- 28.
7. Historical Liaison:  Dan Cruson reported that the Muir exhibit will be replaced later this month with a William H. Gibson exhibit.
8. Nominating Committee: None
7. Old Business: None
8. New Business:  Employees celebrating 20 years of service will be recognized at staff dinner in June.  A list of hire dates will be given to personnel committee to assist in recognition of anniversaries. 

Meeting adjourned at 8:35 PM as moved by Bill Lavery and seconded by John Trentacosta.  Unanimously approved.

Respectfully submitted,

Jennifer Reilly,

on behalf of Elizabeth Arneth, Board Secretary

Minutes of Meeting, February 9, 2010

The Cyrenius H Booth Library Board of Trustees Regular Meeting scheduled for 2-9-10 was cancelled due to lack of a quorum.

Submitted by

Jennifer Reilly

Interim Secretary

Minutes of Meeting, March 9, 2010

C. H. Booth Library Board Meeting was cancelled due to the lack of a quorum on March 9th, 2010.

Respectively Submitted

Elizabeth Arneth, Secretary

Minutes of Meeting, April 13, 2010

Present: Liz Arneth, Robert Cox, Dan Cruson, Kathy Geckle, John Godin, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, John Trentacosta, and Janet Woycik.

Absent:  Jeanne Honan and Mary Kelley

Michelle handed out a new Board roster that was corrected.

There was a brief discussion about moving up the time of the meeting to 7:00 PM as a test run. John Godin made a motion to have the Board meeting next month at 7:00 PM and it was seconded by John Trentcosta.  Bill Lavery voted against it.  Motion passed.

Treasurer’s Report:  Bill McCarthy passed out reports for March and April.  There was a vote on the latest Friends’ Disbursement of $17,000.  Bill Lavery made a motion to accept the Friends’ donation and John Trentacosta passed it.  Motion passed unanimously.  Bill has met with the Friends and reported the new procedures for asking for money from the Friends:  Janet will ask the Board for a donation, it will be voted on by the Board, then Martha will discuss it with Mary Maki who will bring it to the Friends Board for approval.  Once the request has been approved by the Friends, an invoice will be given to Meg Savarese who will notify the Friends’ Treasurer who will issue the check.  Janet then reported that the telephone system needs to be replaced for $7,000.  The money will be taken from the Friends’ money that remains.  John Trentacosta made a motion that we take $7,000 from the Friends’ money and replace the system.  Bill Lavery seconded the motion.  Motion passed unanimously.  Janet will present an itemized expenditure list of the $17,000 by the May board meeting.  Janet stated that the DVD buffing machine is working right now and doesn’t need repairs.  John Trentacosta suggested to Bill McCarthy that it would be a good idea to meet with the J. P. Morgan money managers ASAP in order to discuss our finances with them.

Librarian’s Report:  Janet reported the roof needs repairs. The outside windows will be cleaned for $1,080.00 and the money will be taken from the Cleaning Budget.  Janet has ordered a new security system for an estimated cost of $2,950.00 including labor.  The slate in front of the library that was broken was repaired for $782.00.  A special thanks was given to John Godin who was able to get the library a grant for $5,250 from GE Capital for a sensory story time program that will help special needs children in Newtown at the library.

Janet will get a cost estimate for fixing the microfilm printer or for purchasing a refurbished printer.

Policies and Personnel Committee:  Michelle stated that the town used a labor lawyer to help them revise their Employees Handbook and that we need the advice of a labor lawyer to help revise our manual.  Bill Lavery suggested we ask Dave Grogins about this.  In the meantime, John Godin made a motion that we set aside $500 to have our Employees Handbook reviewed by a labor lawyer and Marty Margulies seconded it.  Motion passed unanimously.

Fund Raising:  John Godin reported that we are ahead of last year’s fund raising efforts.  He commented that the funds should be raised as unrestricted donations in order that the Board can restrict how they will be used.  He is working very hard on the Road Race fundraiser that will take place on Thanksgiving morning here in Newtown.  He passed out a paper that explained the Fundraising Committee Responsibilities and Fund Allocations.  John said that his committee will be working on a handout that explains what the fundraising does for the library and create a fundraising vision.  John will need volunteers to work for the road race.  Sponsors will pay for the costs involved in the race.

Building and Grounds:  Janet went and got the figures and reported that it will cost approximately $2,225 to fix the roof.  Bill Lavery made a motion to move $2500 from Capital Reserve to fix the problems.  Martin Margulies seconded.  Motion passed unanimously.

Historical Liaison:  Dan was concerned about the high temperatures in the Reference Department during the recent heat wave.  Unfortunately, the only way the air conditioning can be turned on if it the boilers are drained.  This would create another problem if the weather turns cold.  Dan also said the Gibson exhibit would remain through April.  Newtown Patch is covering the library activities on line.

At this point, Janet reported the following cost estimates:  Security-$2950, Printer-1650, and the phone service $7,357.  Janet said we also need a new sign in front of the building.  Some of the leftover Gala money may go towards this project, a framing project, and future signage for the interior of the library.

Friends Liaison:  Peter reported that on April 25^th they will have their Semi-Annual Book Collection.  They need more books.  Internet sales have increased as well as the funds from the Book Nook.

Kathy Geckle reported that the Staff Appreciation will be held on Sunday.June 27^th at her house and will be a cookout at around 2 or 3 PM.

Meeting adjourned at 9:30 PM.

Respectfully submitted,

Elizabeth Arneth, Secretary

Minutes of Meeting, May 11, 2010

Present: Liz Arneth, Robert Cox, Dan Cruson, Kathy Geckle, John Godin, Mary Kelley, Bill Lavery, Martin Margulies, Bill McCarthy, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Paul Sirois, John Trentacosta, and Janet Woycik.

Absent:  Jeanne Honan, Nancy Reidy, Moira Rodgers, Paul Sirois, and Peter Stern.

The Minutes were corrected to read:  John Trentacosta made a motion that we ask the Friends to take that sum from the undesignated funds and replace the system. 

Treasurer’s Report:  Bill Mc Carthy handed out a Fiscal Statement of Income and Expense-Director’s Budget Ten Months Ending April 30, 2010-Comparison to Budget report and a Statement of Disbursements from the Friends.

Library Director’s Report:  Janet gave an update on expenditures and activities in regard to the library.  She stated many windows need to be fixed or replaced or painted.

Policies and Personnel: Janet told Michelle Rosenthal that Eric would be happy to create a new sign to match the old one hanging in front of the library and wondered if Michelle would agree to paint it.  Michelle agreed.  Janet will also give Michelle a copy of the Wilton Library Personnel Policy.

Fundraising:  John Godin stated that the plans for the Thanksgiving Day Road Race are moving along.  He will be holding meetings to recruit volunteers for a variety of jobs in regard to the race.  He has spent no money as yet.  He also suggested that next year the Fundraising Letter should go out in October in order to not conflict with the Road Race fundraising activities.  John is proposing Winter/Spring fundraisers as well.  He will be checking into a proposal made by a Newtown resident about creating a DVD of local artists as a fundraiser.

Building and Grounds:  Bob Cox agreed with Janet about the conditions of many of the windows in the library.  The gutters need to be extended in certain places so that the runoff doesn’t land on the windows and continue to cause rot.  Janet will get a price to have the gutters extended when the other roof work is being done.  A motion was made by Bill Lavery to authorize Bob to act on this project once an agreeable price has been negotiated.  Martin Margulies seconded.  Motion passed unanimously.  The money will be taken from the Capital Reserve Fund.

Friends Liaison:  Dan Cruson reported for Peter Stern that the Donation Day was very successful and that the Friends also received two huge donations in addition.

Art Liaison:  Michelle said the Art Schedule is in place through the fall.  The SCAN Show was a huge success.

Nominating Committee:  Bob Cox reported that there would be a slate of officers and nominations to the Board to replace retiring board members presented in July and voted upon.

Old Business: Kathy Geckle stated that the Staff Appreciation would be held at her house on June 27^th at 1 PM.  It will be a casual picnic.  Kathy reiterated Charlie Spiedel’s generous prospective offer of donating a piano, sheet music, and music books to the library in the future.  Bill Lavery made a motion to accept the gifts, John Trentacosta seconded it.  Motion passed unanimously.  A letter will be drafted to notify Charlie about the Board’s motion.

Executive Session:  Bill Lavery made a motion that the Board move into Executive Session to discuss personnel and litigation issues.  Dan Cruson seconded.  Motion passed unanimously.  No action was taken.  Bill Lavery made a motion to move out of Executive Session. John Godin seconded.  Motion passed unanimously.

There was a brief discussion about continuing to keep the start of the Board Meeting to stay at 7 PM.  The general consensus was to keep meeting at 7 PM.  

Meeting adjourned at 8:05 PM.

Respectfully submitted,

Elizabeth Arneth, Secretary

Minutes of Meeting, June 8, 2010

Present:  Liz Arneth, Kathy Geckle, John Godin, Mary Kelley, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilottii, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, and Janet Woycik.

Absent:  Robert Cox, Dan Cruson, Jeanne Honan, and John Trentacosta.

The Minutes were accepted as read.

Treasurer’s Report:  Bill McCarthy handed out the Statement of Income and Expense-Director’s Budget-Eleven Months ending May 21^st 2010 and the Funds Provided by the Friends of the Library reports.  Bill Lavery made a motion that the Executive Committee meet with the Library Director in order to balance the budget for the fiscal year, authorizing any adjustments that have to be made.  John Godin seconded.  Motion passed unanimously.  Janet requested a motion   be made to ask the Friends to take the sum of $1309.00 from undesignated funds and purchase a CD Floor Display and a Listening Station CD Player.  Bill Lavery made the motion. Kathy Geckle seconded it.  Motion passed unanimously.  Janet stated that all the Friends money would be spent by June 30^th of this year.

Library Director’s Report:  Janet passed out copies of her report.  She announced that the cost of medical insurance provided for library employees by the town would increase by 8%. 

Fundraising:  John Godin reported that the town approved the permit for the road race on Thanksgiving.  The fundraising letter raised $25,320.  John said he would like to have this year’s letter go out in October in order not to compete with the road race.  He hopes to hold another fundraiser in the spring.  John also stated that the memorial bench being donated by Dr. Mehri would be mounted on a concrete base and situated in a niche cut out of the hedge by the courtyard.  Bill Lavery made a motion that we accept the donation and Martin Margulies seconded it.  Motion passed unanimously.

Building and Grounds:  Kathy Geckle reported that it would take $1250 to fix the windows.  Additional carpentry work will be needed on another window.  Bill Lavery made a motion to pay for all the work out of the Capital Reserve Fund. Martin Margulies seconded it.  Motion passed unanimously.

Long Range Planning:  Liz Arneth announced that John Trentacosta will work with Brenda McKinley on the Information Technology Plan.

Friends Liaison:  The Book Sale will start on July 10^th.  The Friends are looking for volunteers to help set up and work at the sale.  Peter Stern said $59,000 worth of books has been donated to the library since 2009 that were culled from the book sale collections.

Janet reported that the sign that will replace the sign in front of the library has been finished. It is in her office.  Michelle Rosenthal will paint it some time this summer.

Nominating Committee:  Bill Lavery passed out the Nominating Committee Report containing the proposals for officers and trustees to be voted upon at the July meeting:

Slate of Officers

President-Martha Robilotti

Vice-President John Trentacosta

Treasurer-Bill McCarthy

Secretary-Jennifer Reilly

Nominations for election to the Board:

Colleen Honan

Anthony Baiad

Re-election to three-year terms:

Dan Cruson

Paul Sirois

Proposed for the Nominating Committee:

Bill Lavery

Kathy Geckle

Peter Stern

Jennifer Reilly

Bob Cox

Note:  John Godin will speak to the Republican Town Committee to be reappointed.

Old Business:  Kathy Geckle reminded the Board that the Staff Appreciation Picnic will be held at her house on Sunday, June 27^th and will start at 1:00.  All Board members were urged to attend this wonderful event.  Volunteers are needed to supply refreshments for the Annual Meeting in July.

Meeting adjourned at 8:01 PM.

Minutes of Meeting, July 13, 2010 + Annual Meeting Minutes

Present: Robert Cox, Dan Cruson, Kathy Geckle, John Godin, Mary Kelley, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, and Janet Woycik.

Absent:   Paul Sirois and John Trentacosta

Meeting called to order at 8:03 pm

Consideration of Minutes:  The minutes of the June meeting were unanimously accepted.  Bill Lavery moved to accept, Mary Kelley seconded.

Public Participation: None

President’s Announcements: None

Treasurer’s Report:  Delivered and discussed during Annual Meeting

Report of the Library Director:  Report submitted including highlights of summer reading programs for youths and adults. Computer usage sessions have increased, job-hunting packets are still in demand, and job-hunting services are still requested daily by patrons.

Committee Reports:

          Policies and Personnel: Committee meeting to be held at the end of July

          Fund Raising:  Road Race has been approved by state and plans are under way for securing sponsorships and volunteers.  Fundraising letters should be ready to be mailed in October.  A fundraiser for the spring will be discussed.  There is a committee meeting planned for the week of July 19^th.

          Building, Grounds, and Interior:  Storm windows have been repaired and the roof is scheduled to be repaired next week depending on weather conditions.

          Friends of the Library Liaison: The annual book sale was successful. Though there were fewer large dealers, and dealers were purchasing less, the small buyers picked up the slack.  This may be reflective of the changing dynamic of the book business and the economy.

          Art Liaison:  There are several fall bookings

          Historical Liaison:  An anonymous donor has contributed Victorian funeral photographs.  A display is forthcoming.

          Nominating Committee:  Report given at annual meeting

Old Business:  Staff appreciation dinner at the Geckle’s home was well-appreciated by the staff.  Thank you notes were received and shared.

New Business :  A proposal by the Connecticut State Library to digitize and display historical collections online is being considered by the board for discussion in the future.

Meeting adjourned at 8:34 pm.  Motion made by Bill Lavery; Nancy Reidy seconded.

Respectfully submitted,

Jennifer Reilly, Secretary

Annual/Regular Board of Trustees Meeting

July 13, 2010

Present:  Liz Arneth, Robert Cox, Dan Cruson, Kathy Geckle, John Godin, Jeanne Honan, Mary Kelley, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, and Janet Woycik.

Absent:   Paul Sirois and John Trentacosta

The Minutes of last year’s Annual Meeting were accepted as read.

Annual Reports 

Treasurer’s Report: Bill McCarthy gave the Treasurer’s Report and stated that he had met with Janet and Meg to discuss the dispersement of the surplus $6036.00 line item by line item.  Bill e-mailed the Executive Committee as well as other board members for approval of spending the money on books and materials that was approved unanimously.  Janet expedited the expenditure of the funds.  A report was made on each allocation to each department.  The invoices are still coming in.  Bill then made a report about the other end of the year expenditures that involved backdating salary and other items that resulted in ending the year with $100 remaining.  Bill will e-mail a final report to all Board members once all the invoices are in.  Bill was congratulated on a job well done.  Bill then stated that he had received a $7500.00 estimate from Studley and White for the upcoming audit.  Bill Lavery made a motion to approve the engagement of the auditors and pay them $7500.00. John Godin seconded it.  Motion passed unanimously.

Library Director’s Report:  Janet passed out both her annual report and monthly report.

Election of Trustees:  Bill Lavery made a motion that all the nominees be accepted except for Tony Baiad who had to withdraw from being nominated to the Board because of a scheduling conflict.  Peter Stern seconded the motion.  Motion passed unanimously.

John Godin stated that the Board of Selectmen have informed him that he will be approved for another third year term at their next meeting.

Martha then requested that a motion be made to appoint Janet as the Library Director for another year.  Bill Lavery made the motion and Marty Margulies seconded it.  Motion passed unanimously.

Bill Lavery then motioned to adjourn the Annual Meeting.  Marty Margulies seconded it and the Annual Meeting was adjourned at 7:35 PM.

The Board then honored Liz Arneth and Jeanne Honan for their years of service to the Board.

Respectfully submitted,

Elizabeth Arneth, Secretary