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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:

 

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 - - May 13, 2014 - - June 10, 2014 - - July 8, 2014 Regular Meeting - - July 8, 2014 Annual Meeting

 

 

 

 

 

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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Minutes Regular Board of Trustees Meeting May 13, 2014

 

Present: Tom D’Agostino, Robert Geckle, Colleen Honan, Raymond Irrera, Bill McCarthy, Ted Meehan, Walt Motyka, Mark Principi , Jennifer Reilly, Martha Robilotti, , Peter Stern, Carolyn Signorelli, Julia Starkweather, Michael Talluto, Mary Thomas, emeritus, John Trentacosta, and Beryl Harrison.

 

Absent: Michelle Rosenthal
Meeting called to order at 7:01 pm

 

Consideration of Minutes:
John Trentacosta moved to accept the minutes of April 8, 2014. Walt Motyka seconded, and the motion was unanimously accepted.

 

Public Participation:
Mrs. Kathy Geckle, a former trustee, and Mrs. Mary Thomas, Trustee Emeritus, presented a proposal for a fundraiser to benefit the Library. A "Faux Fashion Show", using notable town personalities as models, a dinner and a raffle would be held in the spring of 2015. This would be a gala occasion similar in tone to the 75th anniversary gala held in 2007. Mrs. Thomas and Mrs. Geckle offered to coordinate the event which would involve Board participation as the date draws near.
Carolyn Signorelli moved to approve moving forward with the 2015 Gala plans as proposed by Mrs. Geckle and Mrs. Thomas. Colleen Honan seconded. Approval was unanimous.

 

President’s Announcements: Martha Robilotti, President, announced the resignation of Dan Cruson. Geraldine Carley has been appointed to the Board by the Democratic Town Committee, and the appointment has been approved by the Board of Selectmen. Mrs. Robilotti will be stepping down from the presidency at the annual meeting. John Trentacosta will be nominated as her successor in July. On May 19th at 9:30 am, the Friends of the Library will hold a planning meeting for the annual book sale. At this meeting, Trustee Peter Stern and Julie Stern will be recognized for their contributions to the Library. Trustees are welcome to attend.

 

Treasurer’s Report: Bill McCarthy, Treasurer presented the Statement of Income and expense for the Director's Budget for the Ten Months Ending April 30, 2014. Variances include operating income, fundraising, and book purchases, which can be explained by the Library's closing during flooding. The variance in personnel expenses is caused by the open Director's position. Mr. McCarthy also provided a report on the Funds Provided by the Friends of the Library. Spending is nearly on track after the delay in purchasing caused by the Library's closing. Beryl Harrison, Acting Director, will make a plan for the Director's Reserve funds. The Board had delayed requesting the third installment of funds to give the Department Heads time to "catch up" with ordering upon the Library's reopening. Mr. McCarthy recommended that the Board make the request this month.


Bob Geckle moved that the Board as for the third installment of funds from the Board of the Friends of the Library. Tom D'Agostino seconded, and the motion passed unanimously.

 

Mr. McCarthy also reported on the status of the insurance claim and the Capital Reserve Money Market Account. There are still funds to be recovered from insurance, and the capital reserve is being rebuilt. The Library has paid out $48,888 in work not covered by insurance that will come from the capital reserve. Further insurance money will be used to fund the capital reserve account.

 

Report of the Library Director: Beryl Harrison, Acting Director, distributed her monthly report via email. She added that the Autism Resource Center donated by Autism Speaks is now open. A reception was held last Saturday.
Mrs. Harrison noted that there will be a memorial service for Jean Mann on June 14th which will highlight her Dragon Boat sculpture that she donated to the Library.
Mrs. Harrison also explained that some of the statistics reported that show a lending decline at the Library are compensated by the rise in lending of digital materials that may not require an actual visit to the Library.

 

Committee Reports:

 

Policies and Personnel: Bob Geckle reported that the committee is working to find a meeting date to work on recommendations for the By-Laws.

 

Interview Committee: Michael Talluto reported on the progress of the Search Committee using a PowerPoint presentation. He reviewed the development of the

Search Process Committee which became the Search Committee leading to the current activity: The Interview Committee. The Interview Committee includes a Library Director from Bethel. The Interview Committee expects to present candidates to the Board by the end of June for final interviews.

 

Fund Raising: The Turkey Trot Committee will be meeting in the coming weeks.

 

Building, Grounds, and Interior: Tom D'Agostino reported on landscaping issues caused by the cold winter and by equipment used in the flooding remediation.
Carolyn Signorelli moved to approve an expenditure not to exceed $2500 for urgent tree and limb removal contingent up the receipt of 3 bids. Julie Starkweather seconded the motion. The motion passed unanimously.

 

Long Range Planning: Walter Motyka reported that the committee will be looking at gaps between the Library's progress now and where it would like to be in three years. The planning work will not begin until the new director is hired.

 

Friends of the Library Liaison: Pete Stern reported that the book donation day was successful. The Friends will be planning the book sale at a meeting on May 19th.

 

Art Liaison: Jennifer Reilly reported on behalf of Michelle Rosenthal. The Flagpole Photographers will be exhibiting in the second half of May. In June, Rosemary Rau will present an exhibit comprised of several artists.

 

Historical Liaison: No report.

 

Nominating Committee: Colleen Honan reported that the committee will be interviewing a third candidate for a Board vacancy this week. Mrs. Honan also stated that a trustee will be needed by the Friends of the Library for the Vision Project Committee.

 

Old Business: Trustees are reminded that there is a Freedom of Information Workshop to be held on May 20th at 6 pm at the Sandy Hook Firehouse. Most Trustees are planning to attend. Mrs. Reilly will collect handouts for those who cannot.

 

New Business: Bill McCarthy suggested that the Board consider adding a Special Meeting in the month of August to help guide the transition with a new director in place. The date for such a meeting will be set in June or July.
Bill McCarthy moved to adjourn. John Trentacosta seconded. The motion passed.

 

Meeting adjourned at 8:19 pm.

 

Respectfully submitted,
Jennifer Reilly
Secretary
CH Booth Library Board of Trustees

 

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Minutes Regular Board of Trustees Meeting June 10, 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, Michael Talluto, John Trentacosta, and Beryl Harrison. 

 

Absent:  Mark Principi

 

Meeting called to order at 7:01 pm

 

Consideration of Minutes:

Tom D'Agostino moved to accept the minutes of  May 13, 2014.   Bob Geckle seconded, and the motion was unanimously accepted.

 

Executive Session:

Michael Talluto made a motion to enter executive session for the purpose of discussing and recommending a candidate for Library Director.  He invited Kim Weber and Joan Petersen, members of the Search Committee to remain in the executive session for purposes of providing information. Beryl Harrison was also invited to stay.  Pete Stern seconded the motion and the motion passed.

 

Executive Session commenced at 7:04 pm and ended at 8:13 pm. 

 

The following motion was made based on the discussion during Executive Session, although the motion took place later in the meeting:

Michael Talluto moved to accept the Search Committee's recommendation for Director subject to validation by the Board of Trustees at a Special Meeting to be held on Tuesday, June 17 at 7 pm in the Library. John Trentacosta seconded the motion, and the motion passed.

 

Public Participation:
None

 

President’s Announcements: Martha Robilotti, President, announced that Alana Bennison will be organizing the Friends of the Library dinner on the 12th of July.  Those who wish to help are encouraged to contact Alana.  Volunteers will be needed to help at the annual book sale, and volunteers are needed for the food committee.  An email will be sent to Trustees.  All Trustees should donate some time and talent.

 

Treasurer’s Report: Bill McCarthy, Treasurer,presented the Statement of Income and expense for the Director's Budget for the Eleven Months Ending May 31, 2014.  It is expected that there will be a favorable variance at the end of the year explained by lower  personnel expenses.  This money can be added to the contingency fund or for maintenance. There is also an outstanding claim on insurance for loss of business. 

 

Mr. McCarthy also provided a report on the Funds Provided by the Friends of the Library.  The Library is close to spending out the Friends' budget.  

 

Mr. McCarthy presented the next fiscal year's proposed use of Friends' funding as developed by the Librarians. 

 

Carolyn Signorelli moved that the Board accept the proposed schedule of spending and distribution of Friends of the Library funds for the 2014-15 fiscal year.  John Trentacosta seconded, and the motion passed unanimously.

 

Report of the Library Director: Beryl Harrison, Acting Director, distributed the main report via email with a hardcopy addendum.  It was noted that the report was very thorough and provides a good picture of library events.  Mr. Geckle requested a look at circulation trends over several months.  Mrs. Harrison pointed out that book circulation is down, but e-book circulation is growing. 

 

Mrs. Harrison noted that there will be a memorial service for Jean Mann on June 14th which will highlight her Dragon Boat sculpture that she donated to the Library.

Bibliomation will be moving its servers causing a temporary shutdown of the library's network.  This will occur between 8 pm on July 3 and 9:30 am on July 7.  Mrs. Harrison requested that the library be closed on July 5. The library will be closed on the other dates already. 

Bob Geckle moved to close on Saturday July 5 for the Bibliomation work.  Bill McCarthy seconded, and the motion passed.

 

Committee Reports:

 

Policies and Personnel:  Bob Geckle outlined the seven areas of the by-laws that will be researched and updated by the committee.  The committee will meet again in July, and they hope to have a new set of by-laws ready for Board review by September.

 

Search Committee:  Update given during executive session.

 

Fund Raising: Ted Meehan reported that he, Mike Beaudry and Jen Reilly met to discuss sponsorship brochures.  Image One can help create a good quality brochure for a reasonable price in the next week.  Rather than asking for funds for each expense that arises, the Trot committee requests access to seed money of up to $5000.  Bill McCarthy reminded the Board that some seed money exists, but he did not know the exact amount without checking records. 

Pete Stern moved to provide enough funds to the Turkey Trot account to reach but not exceed $5,000.  Bill McCarthy seconded.  The motion passed.

 

Building, Grounds, and Interior: Tom D'Agostino has engaged Yacko and Sons tree service to complete necessary tree work including removal of dead trees and pruning of landscape trees.  Because the quote of $2000 comes in at $500 less than the board approved amount, he requested funding for additional landscape plants. 

Julie Starkweather moved to approve an expenditure of $1,000 for landscape plants.  Pete Stern seconded the motion.  The motion passed unanimously.

Mr. D'Agostino also updated the board on CIP timelines as well as ideas for donations that have been collected in the memory of Jack Harrison, Beryl Harrison's husband.  He also noted that the Borough has fixed the sidewalk. 

 

Long Range Planning: Walter Motyka reported that he would like to look at library utilization by age group over time. 

 

Friends of the Library Liaison: Pete Stern reported that the book sale is all-consuming right now.  He repeated the call for volunteers.  As this is Mr. Stern's last meeting, his accomplishments were noted and applauded. 

 

Art/ Historical  Liaison:  Michelle Rosenthal pointed out that the current exhibit from the Flagpole Photographers will be wrapped up this week.   For the rest of  June and into July, Rosemary Rau will present an exhibit comprised of several artists. 

 

Nominating Committee: Colleen Honan reported that the slate of officers that had been prepared will need to be changed due to an unexpected withdrawal from candidacy.  The Nominating Committee will meet next Tuesday with the intention of presenting a new slate at the Special Meeting on the same night.  The vote on new officers will take place at the Annual Meeting.

 

Mrs. Honan presented two new candidates for Trustee to fill one open space and to fill a pending vacancy.  Laura Goldstein and Anne Rothstein are the nominees.

Colleen Honan moved to elect Laura Goldstein to fill the vacancy effective for the July meeting.  Carolyn Signorelli seconded, and the motion passed.

Carolyn Honan moved to elect Anne Rothstein to fill a pending vacancy on the board to be effective for the August meeting of the Board. Bob Geckle seconded, and the motion passed. 

 

Old Business: Jennifer Reilly encouraged all to read From Good to Great for the Social Sector (originally handed to board members by Bob Geckle) to help guide the Board's vision of the Library as it moves forward. 

New Business:  Mrs. Reilly reminded all that the annual meeting will take place on July   8 prior to the regular meeting. 

John Trentacosta moved to adjourn.  Bill McCarthy  seconded.  The motion passed.

 

Meeting adjourned at 9:22 pm.

 

Respectfully submitted, 
Jennifer Reilly
Secretary
CH Booth Library Board of Trustees

 


 

Director’s Report
May 2014

 

My thanks to the Board and Staff for their support in the past few weeks. The strengths of both have always been apparent to me.  As you can see from the reports submitted, the Department Heads are extremely competent, capable and collaborate to provide us with a very strong library.

I am asking that we close July 5 to accommodate the following Bibliomation work:

IMPORTANT MESSAGE FOR ALL BIBLIOMATION LIBRARIES:

Beginning at 8:00 pm on Thursday, July 3, Bibliomation will be moving all its servers from the Safe Harbor data center in Springfield, MA to the Digital Back Office Data Center in Wilton, CT. All Internet and Evergreen Services will be down until 9:00 am Monday, July 7. Libraries' Local Area Networks will also not be functional. Email will continue to function from outside of libraries.

The move will provide a substantial reduction in annual rental and support expenses. The change also brings the servers considerably closer to Bibliomation which will reduce the time and expense of maintaining the servers.
We would close at 8 PM Thursday, July 3 and re-open Monday, July 7 at 9:30.

A reminder - We are hosting a memorial gathering for Jean Mann on Saturday, June 14 at 2 PM. The executrix, Sammy Greenspan, is handling all the details. 
We have reserved the Meeting Room and will display other porcelains by Jean Mann in one of our flat cases temporarily located near the Dragon Boat on the main floor.

 

Beryl Harrison
Acting Director

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Minutes Regular Board of Trustees Meeting July 8, 2014

 

Present: Martha Robilotti, Michelle Rosenthal, Bill McCarthy, Geraldine Carley, Tom D'Agostino, Bob Geckle, Laura Goldstein, Colleen Honan, Raymond Irrera, Ted Meehan, Walt Motyka, Mark Principi, Carolyn Signorelli, Julie Starkweather, Michael Talluto, John Trentacosta

Meeting called to order at 7:43 pm

 

Consideration of Minutes: John Trentacosta moved to accept the minutes of the June 2014 regular meeting and the June 17, 2014 special meeting.  The motion passed.

 

Public Participation:
None

 

President’s Announcements: Bob Geckle, President, received an update from the Gala Fashion Show Committee The fundraiser will be held at the Rock Ridge Country Club on April 18, 2015. Board members are asked to make suggestions for models and volunteer to find sponsors and obtain raffle items.  The Fashion Show committee members will attend the September meeting.

Bob gave out committee lists and asked for 4 choices in order of preference from each member.  Members will be assigned to at least two committees.
Art and History committees to be rejoined.
Michelle Rosenthal reported that the Art committee needs additional members.
Committee Chairs explained for the benefit of the new board members the role of each committee and nature of its work.

Bob is planning the staff appreciation dinner for late August or September at his home.

 

Treasurer’s Report: Bill McCarthy, Treasurer, presented the Statement of Income and Expense for the Director's Budget for the full fiscal year ending June 30, 2014.

Bob also reported that Library should be getting reimbursed for business interruption from the insurance company and expressed thanks to Meg Savarese for all her work on responding to numerous document requests from the insurance company.

 

Bill also provided a report on the funds Provided by the Friends of the Library and complimented the library staff on its execution of the plan for expenditures of those funds.  

 

Report of the Library Director: Brenda McKinley, Library Director asked for feedback and input from Board on ways to report the statistics and information in the report.  She will be adding in statistics regarding library traffic which this past June was on average 450 people each day.
Walt Motyka expressed interested in statistics on teen traffic. Brenda responded that this may be difficult to capture but will speak with Youth Programs librarian about ways to document the level and nature of teen use. Bob would like the Director's report to demonstrate trends over time and provide the Board with feedback on what the information and trends mean as far as the Library's success and areas for improvement.   

Brenda reported that given the changing trends in activity in the Library,  i.e. greater use of laptops, we need to look at space planning, providing wireless printing, etc..

Friends Book sale on Saturday is all set. 

 

Labor Day Parade Theme is "Write on Newtown."  Library Staff have been asked to be Judges and are considering marching in the parade this year and putting an ad in the

Parade Book.

 

Bill McCarthy moved to spend up to $500.00 on an advertisement in the Parade Book. The motion passed.
The Library Staff will work on content of ad promoting Turkey Trot and Maker Space, thanking Friends, etc.

 

The need to repair the sign outside the Library commemorating Rochambeau's march was raised.
Bill McCarthy moved to authorize up to $150 towards the repairs. The motion passed.

 

Policy and Personnel Committee to review Maker Space release forms.

 

Training on the 3d Printer has begun         .

 

Brenda requested an updated list of Board members for the Library website; Secretary to provide.

 

Committee Reports:

 

Policies and Personnel:  Bob reported that the two main initiatives going forward will be  re-writing the by-laws and formulating a strategic plan. William Lavery, Emeritus has offered to consult on the by-law revisions.

 

Fund Raising: Ted Meehan provided the sample flyer  for the Turkey Trot, which  needs to be updated and to include information about online registration.  Discussion was had concerning ensuring the sponsorship tiers and benefits coincide with the contribution amount.

 

Building, Grounds, and Interior: Tom D'Agostino reported that the grounds are in good shape. Bob complimented Tom for his impressive negotiations for low prices on much needed tree work. 

 

Long Range Planning: Bob reiterated the goal of creating a strategic plan.

 

Friends of the Library Liaison: Julie Starkweather reported that the book sale set up is almost  complete. The Friends can always use additional volunteers on opening day.   

 

Art/ Historical  Liaison:  Michelle Rosenthal reported on artists for current exhibit and is working on the next show for the fall. 

 

Nominating Committee:
Colleen Honan reported that Bill McCarthy and Michelle Rosenthal should have been appointed by Board of Selectman last night. New member, Anne Rothstein will start  next month.  There is still one vacancy on the Board.

 

Old Business:  Michelle Rosenthal will send survey about the FOIA training to attendees.

 

New Business:  Mike Talluto has volunteered his vintage vehicle to accompany the Library if we march in the Labor Day Parade.
Discussion of the Labor Day Parade to be included on the agenda for  the August 12th meeting.

Mark Principi moved to adjourn.  The motion passed.

 

Meeting adjourned at 9:02 p.m.

 

Respectfully submitted, 
Carolyn Signorelli
Secretary
CH Booth Library Board of Trustees

 

 

 

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Minutes Annual Board of Trustees Meeting July 8, 2014

 

Present: Martha Robilotti, Michelle Rosenthal, Bill McCarthy, Geraldine Carley, Tom D'Agostino, Bob Geckle, Laura Goldstein, Colleen Honan, Raymond Irrera, Ted Meehan, Walt Motyka, Mark Principi, Carolyn Signorelli, Julie Starkweather, Michael Talluto, John Trentacosta, William Lavery - Emeritus

 

Absent:

Meeting called to order at 7:05 p.m. by Martha Robilotti, President of the Board

  1. Submission of Annual Report: John Trentacosta moved to accept the drafts; the motion passed.
  2. Martha Robilotti, President, welcomed two new trustees, Geraldine Carley and Laura Goldstein and the new Director of the Library, Brenda McKinley.
  1. Election of Trustees:  The following were placed in nomination for re-election for three year terms: Bill McCarthy and Mark Principi

      Colleen Honan moved for their reappointment; the motion passed.

 

4.   Election of Officers:
Colleen Honan, Chair of the Nominating Committee moved to have the below slate of officers approved. No other nominations were made. The motion passed.

 

President: Robert Geckle
Vice President: Michelle Rosenthal
Treasurer: William McCarthy
Secretary: Carolyn Signorelli

  1. Election of the Nominating Committee

Michelle Rosenthal moved to re-elect Colleen Honan and Mark Principi to the Nominating Committee; the motion passed. Further members will be determined to be voted upon at the regular meeting to be held in August, 2014.

  1. Acknowledgement of Departing Board Member(s): Jen Reilly and Peter Stern.
  2. President's Remarks.
  3. Presentation of Annual Reports by Director. Some statistics needed before submitting to the Town prior to September 2014. Robert Geckle, President-Elect thanked Beryl for her service.

 

Robert Geckle moved to adjourn.  The motion passed.  The meeting adjourned at 7:17p.m. 

 

Respectfully submitted,
Carolyn Signorelli
Secretary

 

 

 

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