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.
May 13, 2014 - - June 10, 2014 - - July 8, 2014 Regular Meeting - - July 8, 2014 Annual Meeting - - August 12, 2014 - - September 9, 2014 --October 14, 2014 -- November 12, 2014 -- December 2, 2014 -- January 13, 2015 -- February 10, 2015 -- March 10, 2015 -- May 12, 2015 -- June 9, 2015
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
Consideration of Minutes:
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.
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.
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.
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.
Meeting adjourned at 8:19 pm.
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.
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.
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.
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.
John Trentacosta moved to adjourn. Bill McCarthy seconded. The motion passed.
Meeting adjourned at 9:22 pm.
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:
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.
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.
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.
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.
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
Bill McCarthy moved to spend up to $500.00 on an advertisement in the Parade Book. The motion passed.
The need to repair the sign outside the Library commemorating Rochambeau's march was raised.
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.
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.
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.
Mark Principi moved to adjourn. The motion passed.
Meeting adjourned at 9:02 p.m.
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
Meeting called to order at 7:05 p.m. by Martha Robilotti, President of the Board
Colleen Honan moved for their reappointment; the motion passed.
4. Election of Officers:
President: Robert Geckle
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.
Robert Geckle moved to adjourn. The motion passed. The meeting adjourned at 7:17p.m.
Present:, Bob Geckle, Michelle Rosenthal, Bill McCarthy, Laura Goldstein, Colleen Honan, Ted Meehan, Walt Motyka, Anne Rothstein, Carolyn Signorelli, Julie Starkweather, Michael Talluto, John Trentacosta
Absent: Geraldine Carley, Tom D'Agostino, Martha Robilotti, Raymond Irrera, Mark Principi
Meeting called to order at 7:10 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: John Trentacosta moved to accept the minutes of the July 8, 2014 regular meeting and the annual meeting. The motion passed.
President’s Announcements: Bob Geckle President, welcomed new trustee Anne Rothstein. Board received letter from Friends thanking it for its support for the Friend's Dinner. Staff appreciation dinner will be on September 12, 2014 at the Geckle's; members signed
Treasurer’s Report: Bill McCarthy, Treasurer,reported that the July numbers were not final yet. He highlighted aspects of the 2014/2015 budget for the benefit of new members present.
Bill proposed that $25,000.00 of the $70,000.00 received from the insurance claim for flood losses be placed in the Reserve Fund. John Trentacosta moved and his motion was seconded that the full $70,000.00 be placed in the Reserve fund. After discussion a friendly amendment was offered by Jackie Starkweather and seconded to place $40,000.00 in Reserve and allow the Library staff to begin replacing lost property with the remaining $30,000.00; motion passed.
Report of the Library Director: Brenda McKinley, Library Director reported that 2 strong candidates to replace her in her former position had emerged from the interview process and that the final choice would be made soon. Brenda reported that July statistics reflected 13,800 patrons and circulation was at 24,000. Beryl is now splitting her time 50/50 between Assistant Director and Reference. Brenda provided a copy of the ad the Library will be putting in the Labor Day Parade Book.
Policies and Personnel: Bob reported that committee will meet on Thursday, August 14, 2014 to discuss by-law revisions.
Fund Raising: Ted Meehan provided copies of finalized Sponsor Registration Forms for the Turkey Trot and indicated that trustees should think of businesses that can be approached to purchase sponsorships. Registration forms will be made available at the Labor Day Race and promotional efforts will begin in earnest after then so as not to compete with that event.
Building, Grounds, and Interior: Bob provided update on maintenance issues and grounds projects on behalf of Tom D'Agostino.
Long Range Planning: Bob reported that efforts to address strategic plan underway.
Friends of the Library Liaison: Julie Starkweather reported that the book sale was a success and she appreciated the help of those Board members who participated. The organizers are more selective now regarding what books get put in sale and about 2/3 of donated books were sold by the pound to an organization that provides books to countries in need. The sale is seeing fewer dealers and more residents. The Friends are already planning for the Holiday Sale.
Art/ Historical Liaison: Michelle Rosenthal reported she is working with 3 artists for fall installations.
New Business: Bill McCarthy requested that the Executive Committees decision to secure Studley & White for our audit be ratified. Walt Motyka moved to ratify the expenditure of $8000.00 for an audit; motion passed.
Bob Geckle passed out the Maker Space Waiver of Liability and Media Release forms for review. Carolyn Signorelli moved to approve the form and the motion passed.
Bob passed out committee assignments and suggestions for each committees' focus. In addition, he reminded the trustees of the importance of working in conjunction with the Library Director and staff on any initiatives.
A motion was made to adjourn. The motion passed.
Meeting adjourned at 8:40 p.m.
Present:, Bob Geckle, Michelle Rosenthal, Bill McCarthy, Geraldine Carley Tom D'Agostino Laura Goldstein, Colleen Honan, Raymond Irrera Ted Meehan, Walt Motyka, Martha Robilotti , Anne Rothstein, Carolyn Signorelli, Julie Starkweather,
Absent, Mark Principi, Mike Talluto, John Trentacosta,
Meeting called to order at 7:02 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: Bill McCarthy moved to accept the minutes of the August 12, 2014 regular meeting. The motion passed unanimously.
President’s Announcements: Bob Geckle President, welcomed new trustee Geraldine Carley. Staff Appreciation dinner will be on September 12, 2014.
Treasurer’s Report: Bill McCarthy, Treasurer,reported on library budget, explained variations, and anticipated use of insurance proceeds.
Report of the Library Director: Brenda McKinley, Library Director reported that the final choice for her replacement for the position of Technical Services and Systems Librarian has been made and Kate Sheehan will start on Monday, September 15, 2014. The numbers of people through door during summer are impressive: over 13,000 July and over 12,000 for August. Middle School 7th grade clusters getting tours this week.
By-Laws: Will be addressing number of trustees, term limits, ratio of appointed to elected trustees, descriptions of trustee and committee responsibilities. A meeting is scheduled October 6, 2014 and a recommendation with draft by-laws and proposal for Charter Revision will be made at the next Board meeting.
Policies and Personnel: Ray reported that this committee will be addressing inconsistencies in the library personnel manual and working with library staff on updating outdated policies. Meeting scheduled for September 23, 2014 at 7:00 pm - Board Room.
Building, Grounds, and Interior: Tom reported hold on release of CIP funds lifted, energy survey has been completed and we can look to move forward with solar. In 2015/16 should be getting $300,000.00 and 2017/2018 $250,000.00. May need to borrow some funds sooner to take care of our heating and cooling system.
Long Range Planning: Walt put together a graph regarding collection of data about needs and wants in order to proceed with formulating a strategic plan. Mike has data from Director search that may be helpful. Anne suggested using program on text responses to decipher most common feedback.
Friends of the Library Liaison: Julie Starkweather reported that the Friends are collecting a lot of books at the transfer station.
Art/ Historical Liaison: Michelle Rosenthal reported she has installments lined up for November and February.
Board members are comfortable with receiving materials electronically.
Leadership conference Friday October 24th 9:15am Univ. of Hartford being put on by ACLB. Bob is encouraging everyone to go if they can. If $35.00 registration fee is a hardship let Bob know. Anyone who intends to go should let Bob know and he'll do a single registration form.
Charter Revision: Carolyn reported on Charter Revision proposal. Discussion ensued and a vote will be taken on a final proposal next Board meetiing.
A motion was made to adjourn by Julie Starkweather . The motion passed unanimously.
Meeting adjourned at 8:44 p.m.
Present:, Bob Geckle, Michelle Rosenthal, Bill McCarthy, Geraldine Carley, Tom D'Agostino Laura Goldstein, Colleen Honan, Raymond Irrera, Walt Motyka, Martha Robilotti , Anne Rothstein, Carolyn Signorelli, Julie Starkweather, Mike Talluto, John Trentacosta
Absent, Ted Meehan, Mark Principi
Guests, Kate Sheehan, Kathy Geckle and Mary Thomas
Meeting called to order at 7:00 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: John Trentacosta moved to accept the minutes of the September 9, 2014 regular meeting. The motion was seconded by Colleen Honan and passed unanimously.
President’s Announcements: Bob Geckle President shared that the Board received thank you notes from Brenda McKinley and the Library staff for the Staff Appreciation dinner held September 12, 2014.
Treasurer’s Report: Bill McCarthy, Treasurer,reported on library budget and explained variations. Bob Geckle asked for further detail at next meeting regarding the Friend's variance. Bill noted that the Board should discuss budget proposal for next fiscal year at the November Board Meeting because a budget proposal is due to the town by early December. Bob Geckle has asked that Brenda work with the Finance Committee on coming up with a proposed budget based upon a "programs" approach.
Report of the Library Director: Brenda McKinley, Library Director introduced the new Technical Services and Systems Librarian, Kate Sheehan. The chbMAKERS open house was a success with over 360 people attending. Some of the activities have inspired the formation of 3 new clubs and 30 students have already signed up for training on the 3D printer.
Policies and Personnel: Mike Talluto moved the Board to consider proposed amendments to library use policy entitled Appropriate Library Use Policy. Gerri Carley seconded and all agreed to discuss the proposed policy. It was determined that the bullets regarding alcohol and drug use and smoking required further revision. The Policies and Personnel Committee will address necessary changes at its next meeting and resubmit to the Board in November.
Anne Rothstein reported on the progress for the Turkey Trot. Board members are to send pledge amounts for the Board's donation to Anne and get checks to Meg as soon as possible.
Anne also met with Library Staff to request that they consider and suggest projects appropriate for grant proposals. The Board will need to consider sustainability measures in order to ensure grant projects continue after any grant funding expires.
Annual Fundraising letter to be mailed by the end of October.
Building, Grounds, and Interior: Tom D'Agostino reported that addressing HVAC needs is top priority for CIP funding. Tom and Mark Principi will draft RFP for HVAC contractors. Tom and Brenda are working on job description for Facilities operator.
Long Range Planning: Walt reported on plan and process for drafting long range strategic plan.
Friends of the Library Liaison: Julie Starkweather reported that the Friends are holding a donation day on Sunday October 19, 2014 in the Library Parking lot. The Friends' next major event is the Christmas Boutique.
Art/ Historical Liaison: Michelle Rosenthal reported November's installment is being moved to the Spring.
Old Business: Proposal for amendment to Charter Provision Section 4-110 considered. Walt Motyka moved for approval of the proposal, motion was seconded by Julie Starkweather and approved unanimously. The proposed amendment will be submitted to the Charter Revision Commission at a meeting on October 29, 2014.
Bob reported that 3 Board members will be attending the Leadership conference being put on by ACLB on Friday October 24th at the Univ. of Hartford.
A motion was made to adjourn by Julie Starkweather, Tom D'Agostino seconded . The motion passed unanimously.
Meeting adjourned at 9:04 p.m.
Present: Bob Geckle, Bill McCarthy, Tom D'Agostino Laura Goldstein, Colleen Honan, Raymond Irrera, Ted Meehan, Walt Motyka, Mark Principi, Anne Rothstein, Carolyn Signorelli, Julie Starkweather, Mike Talluto
Absent: Geraldine Carley, Martha Robilotti, Michelle Rosenthal, John Trentacosta
Guests: Jen Reilly
Meeting called to order at 7:04 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: Colleen Honan moved to accept the minutes of the October 14, 2014 regular meeting. The motion was seconded by Laura Goldstein and passed unanimously.
Public Participation/Turkey Trot Planning:
President’s Announcements: Bob Geckle, President shared that he presented at Charter Revision. Committee members' questions focused on decision to recommend 16 members and potential for greater influence of Town leadership with half the members appointed by the Board of Selectmen.
Treasurer’s Report: Bill McCarthy, Treasurer,reported on library budget and explained variations. Because there is still $14,000.00 left in last Friends installment, Bill recommends we wait to request 2nd installment. Budget proposal for next year to be discussed at December 2, 2014. Bill requested that Tom and Walt provide estimated projections for future needs in relation to building maintenance and that Ted and Anne report on expected fundraising income. Tom recommends we include a line item for contingencies/unforseen circumstances in our budget request.
Report of the Library Director: Brenda McKinley, Library Director asked if we had any questions regarding Director's Report. Brenda offered to do an orientation for those members who could not make it to the orientation conducted in October. Brenda requested that the Board approve the Library opening at 12:00 p.m. on December 21st so that the staff can have their Holiday celebration at her home that morning.
Bob moved to approve the Library opening at 12:00 p.m. on December 21, 2014; Julie seconded; motion was unanimously approved.
Policies and Personnel: Mike reported that Bob and Dawn LaValle were guests at last meeting. Changes were made to Appropriate Use Policy's provision on alcohol consumption per discussions at October Board meeting.
Mike moved Board to accept proposed Appropriate Use Policy with correction; Walt seconded; motion was unanimously approved.
Committee has begun discussing policies on meeting room use and prices. This committee should coordinate with Building, Grounds and Interior on the issue of staff coverage for public use of library. Current list of policies to address includes 9 areas. Next meeting: December 9, 2014 at 7:00p.m. in the Board Room. Tom will send a representative of B,G & I to next meeting. Bob requested that Brenda provide updates regarding implementation of new policies.
By-Laws: Bob reported we have good first draft of revised by-laws that will be more robust with descriptions of committee roles and responsibilities.
Anne Rothstein reported on the new fund raising letter to go out by next week. So far board has donated at least $1700 to Turkey Trot.
Tom asked that the Road Race not have cups of water mid-race. We just need bottles for end of race. Water supplier, as well as Bagel Delite, should be listed on signs as in kind sponsors.
Building, Grounds, and Interior: Tom D'Agostino reported that their committee will meet on first Tuesday. Beryl will be representative from Library at this meeting. Planning for Jack Harrison's Memorial ongoing. Tom will be working with Trane Controls on determining how to upgrade system through its new technology that is compatible with its existing equipment. We'll get CIP advance to cover HVAC improvements.
Long Range Planning: Walt Motyka reported that next meeting November 27, 2014; Dawn LaValle joined last meeting on October 27, 2014. She explained that long range planning is really for 2 to 3 years, with ongoing updates. plan on doing general surveys of users about issues critical for the library to help formulate specific focus group topics.
Friends of the Library Liaison: Julie Starkweather reported that the Friends donation day on Sunday October 19, 2014 in the Library Parking lot was successful. They have received a donation of 800 CD's. The Friends' next major event is the Christmas Boutique during the first week of December .
Art/ Historical Liaison: Brenda found old reports from the Art & Historical Committee reflecting its role in managing the Library's artifacts. Brenda reported that the process to inventory our collection has begun. Mary Thomas, current Curator, and Amy Fallas-Kerr, Curatorial Assistant at the Gunn Memorial Library and Museum and Co-President of the Newtown Historical Society, have met regarding this process. Creating a digital inventory is one of the goals of this undertaking.
Nominating Committee: Colleen Honan reported that the committee met Tuesday October 21st. The Committee has drafted recommendations for changes to By-Laws: President's qualifications should include being a member and Vice-Chair of Board or Chair of Committee for 2 years; Officers' terms should be limited to 4 years; Minutes to be kept by paid clerk or library staff. Proposal may be presented at next Board meeting. John Trentacosta is stepping down in December. Need to recruit a candidate with financial background to help Bill on Finance Committee.Bob suggests that the Nominating Committee also work on Board self-assessment process.
Old Business: None.
New Business: Walt Motyka confirmed that new Appropriate Use Policy addressed issue of service animals in building.
A motion was made to adjourn by Julie Starkweather, Walt Motyka seconded . The motion passed unanimously.
Meeting adjourned at 9:05 p.m.
Present: Bob Geckle, Bill McCarthy, Michelle Rosenthal, Geraldine Carley ,Tom D'Agostino, Laura Goldstein, Colleen Honan, Raymond Irrera, , Walt Motyka, Mark Principi, Martha Robilotti , Anne Rothstein, Carolyn Signorelli, Julie Starkweather, Mike Talluto
Absent: Ted Meehan, John Trentacosta
Guests: Kathy Geckle
Meeting called to order at 7:06 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: Bob Geckle moved to accept the minutes of the November 12, 2014 regular meeting. The motion was seconded by Mark Principi Discussion: Correction: Per Brenda McKinley 12/19 is the library staff holiday party, not 12/21 as stated at 11/12/14 meeting. The library will open at 12:00 p.m. that day. The motion to approve the minutes as amended by the correction passed unanimously.
Public Participation: Kathy Geckle provided information regarding planning for Makers Models Fundraiser and requested that Board Members assist with fashion show fundraising and help during the event.
President’s Announcements: Laura Goldstein has volunteered to represent the Board during planning for the Visions Program sponsored by the Friends of the Library.
Treasurer’s Report: Bill McCarthy, Treasurer,reported on Budget proposal for next year. Proposal requests a 3.8% increase from the Town. Board needs to enhance our fundraising efforts for next year, i.e. more participants for Turkey Trot; enforce fee schedule for Meeting Room use; conduct at least one special event each year, such as Makers Models.
Walt Motyka moved to accept proposed budget, Martha Robilotti seconded the motion and the Board unanimously approved the motion.
Brenda and staff will work on narrative for budget. Bob, Bill and Brenda will meet with Board of Selectman to discuss the budget.
Report of the Library Director: Brenda McKinley, Library Director asked if we had any questions regarding Director's Report. Virtual Small Business development project is getting underway and will probably commence in January.
By-Laws: Bob reported that committee continues work on draft of amended by-laws.
Policies and Personnel: Mike reported next committee meeting will be Tuesday, December 9th. They will be working on Meeting and Board rooms use policy and fees.
Bob reported on the success of the Turkey Trot. Mike Boudry, John Godin, Jen Reilly,
Fundraising letter will be personalized to prior donors and will also include information regarding library programs on back.
Building, Grounds, and Interior: No report
Long Range Planning: Walt Motyka reported that committee Is currently working on surveys regarding long range strategic plan. The committee intends to keep the surveys short and use a rating system that will quantify priorities identified by the surveys.
Friends of the Library Liaison: Julie Starkweather reported that the Christmas boutique will occur this weekend on Saturday from 9:30 to 5:00 and Sunday 12:00 to 5:00 at the library.
Also, discussed by the committee will be updating and enforcing policies regarding fees for the sale of artwork - 10% of sales generated by the shows in the Meeting Room are supposed to go to library, but is rarely enforced.
Nominating Committee: Colleen Honan reported that the committee put together a matrix of necessary skill sets for Board members and unmet needs in that regard. Plan is to discuss matrix at next meeting, including whether there are any other skills that should be added to matrix.
We need to secure a new Board member with a financial background.
Old Business: None.
New Business: Tonight was supposed to be John Trentacosta's last meeting but he was unable to attend.
A motion was made to adjourn by Julie Starkweather, Colleen seconded . The motion passed unanimously.
Meeting adjourned at 8:35 p.m.
Present: Bob Geckle, Bill McCarthy, Geraldine Carley ,Tom D'Agostino, Laura Goldstein, Colleen Honan, Walt Motyka, Mark Principi, Anne Rothstein, Julie Starkweather, Mike Talluto
Absent: Michelle Rosenthal, Raymond Irrera, Carolyn Signorelli
Meeting called to order at 7:10 p.m. by Bob Geckle, President of the Board
Consideration of Minutes: Bob Geckle moved to accept the minutes of the December 2, 2014 regular meeting. The motion was seconded and passed unanimously.
Public Participation: N/A
President’s Announcements: Bob read the two letters of resignation from Martha Robiloti and John Trentacosta; Bob submitted both letters.
Bob spoke about benchmarking and how library activity and funding compares to other communities (Brenda also spoke of towns comparable to Newtown as part of the DRG (District Reference Groups)
Tom also added information regarding CT Trust and possible grants to historical buildings for critical maintenance--certain stipulations would apply to qualify for grants for capital improvement
Library Director Report
Brenda asked if there are any questions/concerns in the report.
Building and Grounds
Tom reviewed information on the $250,000 CIP explaining that the total cost for the HVAC energy and efficiency proposal is under estimate at $118,000. He outlined additional needs, including changing windows in the old section, plus the slider, and brick and mortar repairs. $241,000 will allow these repairs to go forward before a spring 2015 target date.
A safety concern is the slate roof, another outstanding project that needs to be completed soon.
Tom suggested that necessary CIP funds be moved from the 15-16 allocation to the 14-15 side in order to complete projects this year.
Bob reported that the draft is ready and will show changes and new language so the differences between old and new language is clear. The target date to bring them to the BOT meeting is Feb 10th.
Policies and Personnel
Mike addressed the issues that have been discussed to date:
Bob read an update for the model show
Art shows are booked through the spring.
Colleen reminded the BOT that there are only two people remaining on this committee
Meeting adjourned at 8:45 p.m.
Consideration of Minutes:
Library Director Report
Building and Grounds
Policies and Personnel
Friends-Julie has nothing to report.
Present: Bob Geckle, Bill McCarthy, Tom D'Agostino, Laura Goldstein, Colleen Honan, Walt Motyka, Joan Petersen, Mark Principi, Carolyn Signorelli Julie Starkweather, Mike Talluto, Brenda McKinley
Absent: Geraldine Carley, Raymond Irrera, Michelle Rosenthal, Anne Rothstein
Guests: Kathy Geckle
Meeting called to order at 7:05 p.m. by Bob Geckle, President of the Board. Bob introduced our new Trustee Joan Petersen
Consideration of Minutes: Bill McCarthy moved to accept the minutes of the February 10, 2015 regular meeting. The motion was seconded by Mark Principi and passed unanimously.
Public Participation: N/A
President’s Announcements:. The Board received two thank you notes from Beryl Harrison and Meg Savarese for the gifts presented by Bob to recognize their 25 years of service.
Bill McCarthy explained variances in the budget. We will be on target with income and expenditures after the Modeling for Makers fundraiser and various orders and bills come due. Bob asked about the favorable variance in compensation - Bill explained that there were timing issues with payroll, hires commencing later than expected, and unpaid sick leave. There is $22,000.00 left in the Friend's second installment; per Brenda the money will be spent shortly. Brenda, Bob and Bill attended the Board of Finance meeting requesting an additional $35,000.00 for planned initiatives that would benefit the community, including chbMAKERS, Economic Development Initiatives, Archival projects and Strategic Planning Initiatives.
New claim underway due to latest flood.
Library Director Report
Brenda McKinley reported that it will be time consuming to replace the books lost in the recent flood and will require additional staffing to accomplish; Brenda is discussing this with the insurance company. The flood only kept full library closed for 2 days. February was busy in spite of weather, but flood will lower circulation. Brenda provided flyer about Virtual CTSBDC. State Library has started program: Dialogues on Public Libraries to develop strategies for success; Brenda attended forum in Middlebury and provided summary of Rising to Challenge, Re-Envisioning Public Libraries. Per Brenda, CHB is already doing things consistent with the suggested strategies.
Building and Grounds
Tom D'Agostino has come up with a list of precautionary measures to be taken to avoid same problem that caused the last flood from re-occurring. Tom pointed out that the problem that caused this latest incident is unrelated to last year's problem.
Brenda and Beryl Harrison should complete interviewing of applicants for the custodial positions by Thursday. Brenda and Beryl will be creating a ticketing/daily task system for the custodians' work load. Brenda has asked Ralph to write down his routine to assist with the transition for the new custodians.
Long Range Planning:
Walt Motyka reported that the committee did not have an opportunity to meet since the last meeting.
Bob reported that the By-Laws Committee met on February 25, 2015. Five of six sections of the revised by-laws are almost finalized. The committee plans to provide a draft for the Board's review at the April meeting.
Policies and Personnel
Mike Talluto reported that the committee did not have an opportunity to meet. At its next meeting the committee will review the revisions to the Meeting Room Use and Fees policy made based upon last meeting suggestions and provide another draft to the Board at the April meeting.
Overview by Bob regarding Modeling for Maker fundraiser: $10,000.00 in cash donations; value of auction items is approximately $21,000.00. Estimated projection of net = $20,000.00. Bob passed around spreadsheet with items still needing confirmations. Plan is to use some of the cash donations to buy additional items for the auction.
Kathy Geckle passed around a sign up sheet for Trustees to sign up to help with set up and auction . Brenda is also having a 3 minute video of kids working in Library at Maker Space that will be on display at fundraiser on a laptop. Colleen Honan will provide baskets and some easels, Tom will get some easels from the bank also.
Bill suggested that we have the 3D printer working during the event. Brenda will look into this.
The event is currently posted on the Library's Facebook page, but not on library website- per Mark Principi's suggestion, Brenda will post it there also.
Joan Petersen to replace Ann Rothstein as chair of Fundraising Committee.
Friends - Laura Goldstein reported that she, Brenda, Kim Weber and 3 members of Friends met regarding the Vision Project. Proposals varied from Children's Programs to technology and furniture, i.e. Kindles; charging stations; carols in the reference section. Friends attendees suggested a joint event with Friends, Library staff and the Board. Board members agreed that we should plan a joint event around the time of the Book Sale.
Colleen Honan reported that the committee was unable to meet. Colleen and Brenda are arranging another orientation tour for new Board members. The committee will be seeking to fill the opening left by Martha Robilotti's resignation for a Republican member with someone with a financial background.
Bob would like to plan a lunch for the staff after the Modeling for Makers event.
Motion to Adjourn by Julie Starkweather seconded by Laura Goldstein, all in favor.
Present: Bob Geckle, Bill McCarthy, Geraldine Carley, Tom D'Agostino, Laura Goldstein, Colleen Honan, Raymond Irrera, Walt Motyka, Joan Petersen, Anne Rothstein, Carolyn Signorelli, Mike Talluto, Brenda McKinley
Absent: Michelle Rosenthal, Mark Principi, Julie Starkweather
Also in Attendance: Jen Reilly
Meeting called to order at 7:08 p.m. by Bob Geckle, President of the Board.
Consideration of Minutes: Colleen Honan moved to accept the minutes of the March, 2015 regular meeting. The motion was seconded by Geraldine Carley and passed unanimously.
Public Participation: N/A
President’s Announcements:. Modeling for Makers estimate of final profit: $28,439.18.
Bill McCarthy explained variances in the budget.
Library Director Report
Brenda McKinley reported that Newtown Reads has kicked off. April's Battle of the Books was a big success. Brenda thanked Bob for pushing on securing insurance approval - now she can move on getting books on shelves.
Bob reported that Jen was instrumental in helping to come up with an amended draft of our By-Laws. Jen went through proposed changes and matters requiring further consideration with the Board. Bob requested that Board members read the entire document and provide comments to Carolyn for compilation and distribution to the entire Board.
Policies and Personnel
Mike Talluto reported that the committee met last week: The Children's Program Policy and Child Safety /Behavioral policies were discussed but not finalized. .
Meeting and Board Room Usage Policy: Although amendments were recently approved, the Board may need to reconsider requiring all groups to provide Certificate of Insurance. Other libraries don't require every group to provide proof of insurance and Brenda is currently researching the policies of and criteria employed by several other libraries.
Long Range Planning:
Walt Motyka reported that the committee wants to focus on how to reach people that do not use the library. Questionnaire to assess community needs/wants will be distributed by end of month. Per Brenda obtaining the pulse of the community is important to align the Library's mission and goals. A focus group with school will be on June 1, 2015 and the goal is to have all focus groups done by June 30th. Once data gathered and analyzed, formulating future mission and goals.
Board can help recruit focus group participants once we know the dates for groups.
Joan Peterson reported committee is working on Mission Statement. Plans for summer meeting schedule and getting started with Turkey Trot are underway. Looking at data from results of past fundraising efforts to identify most successful efforts. Also working on Operating Plan/Calendar for coming year.
Building and Grounds
Tom D'Agostino reported that CIP request to release funds will probably go to John Kortze, Chair of Board of Finance, by end of the week. Work on HVAC, security upgrades, window replacement and roof, brick and mortar repairs. Need to go out to bid for windows.
Friends - Colleen pointed out they will need volunteers to help with Book Sale. July 11th thru July 15th. Brenda indicated staff will be organizing dinner for Friends. Bob will send Julie email requesting details regarding volunteer needs.
Art/Historical - Brenda: archiving has begun.
Colleen Honan reported that slate will be presented at next meeting. Need Secretary for next year. Board could hire a clerk to take the minutes. Bob asked Carole Ross if anyone was available - so far no one can do this night. Perhaps a member of library staff could clerk. Joan pointed out that the job could rotate among members. Colleen still working on putting together orientation tour for new Trustees.
Meeting adjourned at 9:13 p.m.
Call to Order 7PM
Julie moved to accept the last meeting minutes; Colleen seconded; All in favor.
In Attendance: Bob, Colleen, Joan, Anne, Michelle, Brenda, Julie, Mark, Walt, Michael, Bill, Laura, Tom, Geri
Absent: Ray, Carolyn
*Bob gave final update on Modeling for Makers fundraiser; two invoices still outstanding, with a final tally of an estimated $28, 500.00
*Library Board will not meet in August
*Replacement books are being processed and coming in, with more on the way
*Newtown Reads--estimated 400 books have been distributed, with a reminder that the Pie Contest is coming up as well as Summer Reading Program
* The Friends’ funds will be used for raffle prizes for Summer Reading for all ages
*The Virtual Small Business initiative will be kicking off/business appointments will be forthcoming
*The sculpture was picked up by Curtis Packaging
*School groups/tours have been going well
*Garden Club program is coming up for the 50th anniversary of the Town & Country Club
*Website is on hold
*CT Library Statutes are still in place after the budget approval by the legislature
*Bob asked about the 3-D printer program and what next steps will be; Brenda will gather information and respond by next BOT meeting
*Great reviews for the new circulation staff member, Candace Woods
*Bill shared the forecast and actual expenditures in detail
*Technology purchases are up, as were electricity costs
*Friends are looking for guidance on upcoming requests for next year
*Committee will revisit the comments by BOT members @ their next meeting and report back in July
*Charter Revision Committee would like to be able to put the proposed Charter Revisions to a referendum vote in November
Policy and Personnel
*Michael asked the BOT vote to amend the Library Room Policy to include the word “may” in section 3, last line reading “The Library Director and the Board MAY require a certificate of insurance for groups meeting at the library.” Approved.
*Child Safety/Behavior Policy was moved by Michael, seconded by Laura, approved.
*Story Hour Policy (now Childrens’ Program Policy), Michael moved the adoption, Julie seconded, approved.
*Joan met with the leaders of the Fashion Show for a debriefing, took many notes and gathered information for future use; she proposed centralization of the process to be accessible online.
*Joan also suggested that a June fundraising effort might be considered--eg. an interim appeal for annual giving, especially to those who may not have given yet this year.
Building and Grounds
*Tom reported that the $300,000 for CIP has been approved
*Committee will be looking at prioritization of projects
* Tom reported that there will be a temperature sensing/computerized program installed--alerts will go out if there is a temperature control issue
*Tom reminded the BOT that any initiative over $10,000 must go out to bid
*Julie, with Beryl and Brenda scoped out the library grounds and determined there is much work to be done with renovation, replacing, weeding out, etc.
*Julie suggested that a Library Community Garden Group could be initiated as a way for people to get involved with the library and maintain the plantings
Long Range Planning
*Walt reported that the draft of the survey/questionnaire may need to redone based on input from Dawn at the State Library
*A focus group was held at the Middle School
*Going forward reports from other communities will be more inclusive to the group’s work
*Need for an execution plan
*Sale is coming up July 11th and there is need for help with setup as well as the sale days
*Julie reported that a letter went out to all BOT members
*Dinner will be provided for the volunteers; Brenda will let us know what is needed for the event
Art and Historical
Michelle reported that the next meeting will occur before the July BOT meeting
*Colleen reported that all members have taken a tour of the library (Joan will get her own personal tour)
*Colleen and Mark shared a matrix that includes BOT members, skill sets, comments, etc.
*Other ideas to be included for the final version were: marketing skills, terms, expiration of terms, political affiliation
*Colleen presented the slate of officers for next term: President: Bob, VP: Michelle, Treasurer, Bill, Secretary, TBA
* Discussion of possible changes to the secretary position in the by-laws took place; also there was further discussion of hiring a clerk, with the possibility of a library staff member filling that need.
July 14th meeting includes a refreshment break following the BOT meeting; Colleen made note of food and wine contributions; if you would like to add to this please let Colleen know
Meeting adjourned at 8:40