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Board of Trustees Meeting Minutes
Click on meeting date to read the minutes from that meeting:
January 11, 2011 - - March 8, 2011 - - April 12, 2011 - - May 10, 2011 - - June 14, 2011 - - July 12, 2011 + Annual Meeting - - September 6, 2011 - - October 11, 2011 - - November 10, 2011 - - December 6, 2011 - - January 10, 2012
Minutes of Meeting, January 11, 2011
Present: Robert Cox, Dan Cruson, Tom D’Agostino, Carolyn Faxon, John Godin,
Colleen Honan, Bill Lavery, Martin Margulies, Bill McCarthy, , Jennifer Reilly,
Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, Janet Woycik,
and John Trentacosta.
Absent: Mary Kelley, Nancy Reidy, Paul Sirois
Meeting called to order at 7:01 pm
Consideration of Minutes: The minutes of the December meeting were
unanimously accepted. Bill Lavery moved to accept, Dan Cruson seconded.
Public Participation: None
President’s Announcements: Mrs. Robilotti announced that the budget was
presented to the Board of Selectmen. There are some changes to the town’s
liability coverage for the Library. Clarification will be sought from the First
Selectman regarding specifics of the coverage. The Friends of the Library
announced their Vision project to the staff.
Treasurer’s Report: Bill McCarthy, board treasurer, discussed the budget as
presented to the Board of Selectmen. Some adjustments will be made to reflect
changes consistent with other town agencies.
A motion to approve the adjustments to the budget was made by Bill Lavery.
Tom D’Agostino seconded with unanimous approval.
Mr. McCarthy provided the Treasurer’s report for the quarter ending 12/31/10.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported on the Thanksgiving Day Turkey
Trot and possible improvements for next year.
Building, Grounds, and Interior: Tom D’Agostino reported that a
roofer came and made some small repairs and recommendations.
Repairs to one section of the roof on the south side of the building need
to be done as soon as the weather permits. The Historical District Commission
will be consulted. Other repairs are necessary where asphalt shingles are lifting
in the new part of the building.
Bill Lavery moved to repair the roof section above the south door on the
old building with composite roofing material when the weather improves. Dan
Cruson seconded. Approval was unanimous.
Bill Lavery moved to approve the expenditure for the asphalt shingle
repair. Moira Rodgers seconded. Approval was unanimous.
Bob Cox discussed the updating of the estimates for the Capital
Expenditures Plan.
Several issues were discussed including installing stop signs at the
sidewalk by both Library driveways. A crosswalk from the northbound side of
Main St. to the Library was also suggested for patron safety.
Bill Lavery moved to authorize Board President, Martha Robilotti to write a
letter to the Police Commission to request a crosswalk in front of the Library.
John Trentacosta seconded and approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported that the process
for the Book Sale has begun. Mrs. Robilotti urged all Trustees to volunteer for
July’s sale.
Art Liaison: Mr. Arena’s art is on the walls of the meeting room. SCAN
and others will be exhibiting in the spring.
Historical Liaison: An exhibit about Grace Moore is forthcoming with
the support of Mrs. Mary Thomas. Another exhibit focusing on the Edmond
Town Hall will be coming soon, as well.
Nominating Committee: None
Old Business: None
New Business : Mr. Lavery reiterated the necessity to update and submit the
Capital Expenditures Plan by September 1.
Bill Lavery moved to authorize the Executive Committee to approve any changes
necessary to the budget as it is reviewed by town commissions. Moira Rodgers
seconded, and approval was unanimous.
Meeting adjourned at 8:09 pm.
Respectfully submitted,
Jennifer Reilly, Secretary
March 8, 2011
Present:, Dan Cruson, Tom D’Agostino, John Godin,
Colleen Honan, Martin Margulies, Bill McCarthy, Jennifer Reilly,
Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, Janet Woycik, and John Trentacosta.
Absent: Robert Cox, Carolyn Faxon, Mary Kelley, Bill Lavery, Nancy Reidy,
Meeting called to order at 7:00 pm
Consideration of Minutes: The minutes of the January meeting were
unanimously accepted. John Trentacosta moved to accept, Dan Cruson seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, board president, discussed the budget process in regards to the Library’s budget.
Mrs. Robilotti asked for a volunteer from the Board to serve on the Friends of the Library’s Vision Award Committee. Colleen Honan volunteered.
Treasurer’s Report: Bill McCarthy, board treasurer, commented on the budget process and the library’s proposed budget.
Mr. McCarthy presented the statement of Income and Expense with explanations regarding variances to budget.
The Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library was presented was presented by Mr. McCarthy, and a request for a Final Disbursement from the Friends was discussed.
A motion to request the final disbursement of funds from the Friends of the Library was made by Bill McCarthy.
Martin Margulies seconded with unanimous approval.
Turkey Trot funds, excepting seed money for the 2011 race will be transferred to the main operating account.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
Mrs. Woycik reported that a system conversion will take place Memorial Day weekend. Open Source will be replacing the current system. Staff training will be necessary. The Board will consider the possibility of altering the Memorial Day Weekend hours pending the distribution of a training schedule for staff.
United Way will kick off their book giveaway program at the Library on May 15th.
A new sign for the Library will be ready this spring.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported on the success of the Library’s fundraising letter. Contributions are up compared to last year.
A grant from GE is being considered.
Planning for the 2011 Turkey Trot has begun. A volunteer to recruit and organize the 85 volunteers necessary for the event is being sought.
Building, Grounds, and Interior: Tom D’Agostino discussed roofing materials. The south side of the building needs repairs as soon as weather permits. In addition, the interior of the Library, particularly the staff room, needs work. Final quotes for previously voted repairs plus shingle replacement will be requested before the next meeting.
Moira Rodgers moved to allow the Executive Committee to approve repairs to be made before the next Board meeting . Michelle Rosenthal seconded. Approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported that the next book collection date is May 15th.
Art Liaison: Michelle Rosenthal reported that upcoming exhibits include Candlewood Photography and SCAN.
Historical Liaison: Dan Cruson reported on current exhibits.
Nominating Committee: No report
Old Business: None
New Business : None
Meeting adjourned at 7:50 pm.
Respectfully submitted,
Jennifer Reilly, Secretary
Minutes of Meeting, March 8, 2011
Present:, Dan Cruson, Tom D’Agostino, John Godin,
Colleen Honan, Martin Margulies, Bill McCarthy, Jennifer Reilly,
Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, Janet Woycik, and John Trentacosta.
Absent: Robert Cox, Carolyn Faxon, Mary Kelley, Bill Lavery, Nancy Reidy,
Meeting called to order at 7:00 pm
Consideration of Minutes: The minutes of the January meeting were
unanimously accepted. John Trentacosta moved to accept, Dan Cruson seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, board president, discussed the budget process in regards to the Library’s budget.
Mrs. Robilotti asked for a volunteer from the Board to serve on the Friends of the Library’s Vision Award Committee. Colleen Honan volunteered.
Treasurer’s Report: Bill McCarthy, board treasurer, commented on the budget process and the library’s proposed budget.
Mr. McCarthy presented the statement of Income and Expense with explanations regarding variances to budget.
The Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library was presented was presented by Mr. McCarthy, and a request for a Final Disbursement from the Friends was discussed.
A motion to request the final disbursement of funds from the Friends of the Library was made by Bill McCarthy.
Martin Margulies seconded with unanimous approval.
Turkey Trot funds, excepting seed money for the 2011 race will be transferred to the main operating account.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
Mrs. Woycik reported that a system conversion will take place Memorial Day weekend. Open Source will be replacing the current system. Staff training will be necessary. The Board will consider the possibility of altering the Memorial Day Weekend hours pending the distribution of a training schedule for staff.
United Way will kick off their book giveaway program at the Library on May 15th.
A new sign for the Library will be ready this spring.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported on the success of the Library’s fundraising letter. Contributions are up compared to last year.
A grant from GE is being considered.
Planning for the 2011 Turkey Trot has begun. A volunteer to recruit and organize the 85 volunteers necessary for the event is being sought.
Building, Grounds, and Interior: Tom D’Agostino discussed roofing materials. The south side of the building needs repairs as soon as weather permits. In addition, the interior of the Library, particularly the staff room, needs work. Final quotes for previously voted repairs plus shingle replacement will be requested before the next meeting.
Moira Rodgers moved to allow the Executive Committee to approve repairs to be made before the next Board meeting . Michelle Rosenthal seconded. Approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported that the next book collection date is May 15th.
Art Liaison: Michelle Rosenthal reported that upcoming exhibits include Candlewood Photography and SCAN.
Historical Liaison: Dan Cruson reported on current exhibits.
Nominating Committee: No report
Old Business: None
New Business : None
Meeting adjourned at 7:50 pm.
Respectfully submitted,
Jennifer Reilly, Secretary
Minutes of Meeting, April 12, 2011
Present: Robert Cox, Dan Cruson, Tom D’Agostino, Carolyn Faxon, John Godin,
Colleen Honan, Mary Kelley, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, and library staff, Brenda McKinley and Beryl Harrison
Absent: Bill Lavery, Moira Rodgers, Paul Sirois, John Trentacosta, Janet Woycik
Meeting called to order at 7:00 pm
Consideration of Minutes: The minutes of the January meeting were
unanimously accepted. Peter Stern moved to accept, John Godin seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, board president, discussed the fundraising workshop she attended. The board will have a membership to a website that provides guidance to board members on a variety of topics including fundraising, job descriptions, policies, etc.
Treasurer’s Report: Bill McCarthy, board treasurer, presented the statement of Income and Expense with explanations regarding variances to budget.
Mr. McCarthy discussed the Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
A stop sign was installed before the sidewalk at the library exit to improve pedestrian safety.
Brenda McKinley, Technical Services Librarian, addressed the request to shorten library hours before Memorial Day and to close the library the day after Memorial Day weekend to allow for staff training on the new circulation system.
The schedule will be advertised to the public as follows: Library will open to the public 11 am to 8 pm on May 23rd –May 26th, and 11 am -5 pm on May 27th. The library will be closed Memorial Day Weekend for the changeover from the old system to the new system. The library will be closed on Tuesday May 31st for staff to work out system “bugs”.
Martin Margulies moved to accept the schedule for closures as proposed by the Library staff. John Godin seconded the motion. The motion passed unopposed.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported on the success of the Library’s fundraising letter. Contributions are up compared to last year.
GE has renewed the grant for sensory story time.
Planning for the 2011 Turkey Trot is continuing. The permit process has begun with some modifications to the race course. Sponsorship forms will be ready soon.
Wells Fargo has contributed an unrestricted grant to the Library.
Building, Grounds, and Interior: Tom D’Agostino presented a proposal for necessary roof repairs.
John Godin moved to accept the proposal for the roof repairs. Martin Margulies seconded. Approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern requested volunteers for the annual book sale. Volunteers will be needed from Wednesday, June 29 to Wednesday, July 13. A full schedule will be distributed.
Art Liaison: Michelle Rosenthal reported that Candlewood Camera Club is currently on exhibit and SCAN will be on display soon.
Historical Liaison: Dan Cruson reported on a current exhibit of Historical Society items.
Nominating Committee: No report
Old Business: After considering the study conducted by the Traffic Unit of the Department of Police Services, plans for a crosswalk will not be pursued.
New Business : The Board extends its thanks to Beryl Harrison and Brenda McKinley for sharing information regarding the circulation system changeover.
The Vision grant decisions from the Friends of the Library were presented. A variety of proposals were chosen for funding.
John Godin moved to accept the Friends’ grants for the Library staff proposals. Mary Kelley seconded the motion. Approval was unanimous.
Move to adjourn by Marty Margulies, seconded by Peter Stern.
Meeting adjourned at 8:00 pm.
Respectfully submitted, Jennifer Reilly, Secretary
Minutes of Meeting, May 10, 2011
Present: Robert Cox, Dan Cruson, Tom D’Agostino, Carolyn Faxon, John Godin,
Colleen Honan, Bill Lavery, Martin Margulies, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, John Trentacosta, and Janet Woycik
Absent: Mary Kelley, Bill McCarthy, and Paul Sirois
Meeting called to order at 7:02 pm
Consideration of Minutes: The minutes of the April meeting were
unanimously accepted. Marty Margulies moved to accept, Dan Cruson seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, board president, discussed the Library policy regarding events held by outside organizations. Policies regarding certificates of insurance for outside organizations will be clarified.
Treasurer’s Report: John Trentacosta presented the statement of Income and Expense with explanations regarding variances to budget, both favorable and unfavorable.
Mr. Trentacosta discussed the Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library. The funds are being spent on books and other materials as scheduled.
Due to the failure of the town budget at the recent referendum, the Library has been asked to cut $11,000 from its budget.
John Trentacosta made a motion to add $6,000 to fundraising revenues and subtract $5,000 from electricity to reduce the budget by $11,000. Bill Lavery seconded. The motion was unanimously approved.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported on grants received by Wells Fargo and GE. He renewed his request for a volunteer coordinator for the Thanksgiving Turkey Trot.
Building, Grounds, and Interior: Tom D’Agostino reported on the progress of roof repairs.
Bill Lavery moved to have the roof work done during Memorial Day weekend. John Godin seconded. Approval was unanimous.
Other repairs to the exterior were also discussed.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern requested volunteers for the annual book sale. Volunteers will be needed from Wednesday, June 29 to Wednesday, July 13. A full schedule will be distributed.
Art Liaison: Michelle Rosenthal reported that artists are in the schedule for September and October.
Historical Liaison: No report
Nominating Committee: Bob Cox distributed an updated term sheet. He requested that all trustees check for errors. The Nominating Committee will meet soon to discuss possible candidates for upcoming vacancies.
Old Business: None
New Business : None
Executive session:
John Godin moved to enter Executive session to discuss an individual personnel issue. Martin Margulies seconded the motion. Motion passed with one abstention.
Entered at 7:50 pm. Session ended at 8:05 pm.
Move to adjourn by Nancy Reidy, seconded by John Trentacosta.
Meeting adjourned at 8:05 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Meeting, June 14, 2011
Present: Robert Cox, Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, John Trentacosta, and Janet Woycik
Absent: Dan Cruson, John Godin, and Mary Kelley
Meeting called to order at 7:00 pm
Consideration of Minutes: The minutes of the April meeting were
unanimously accepted. Bill Lavery moved to accept, Nancy Reidy seconded.
Public Participation: None
President’s Announcements: None.
Treasurer’s Report: Bill McCarthy presented the budget statement. It is expected that the budget will be close to zero by the end of June.
Mr. McCarthy discussed the Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library. The Library staff continue to keep close to schedule with expenditures.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions.
Mrs. Woycik reported on her recent trip to the Book Expo.
All Library policies will be followed by the Library under the supervision of the Director. Some policies will be clarified by the Personnel and Policy Committee.
Committee Reports:
Policies and Personnel: No report
Fund Raising: Report delivered by Martha Robilotti. Small changes in the 2011 Turkey Trot were detailed. The Board is challenged to achieve Gold Level Sponsorship through personal donations.
Building, Grounds, and Interior: Tom D’Agostino reported that the roof work is completed. He will seek bids on interior work. The Library will submit a Capital Improvement Plan Request for September 1st. Priorities include improvements to the old roof.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported on the book sale, noting that several Board members had signed up to volunteer.
Art Liaison: Michelle Rosenthal reported that art displays will resume in the fall.
Historical Liaison: No report
Nominating Committee: Bob Cox submitted a report with nominations for term renewals, a slate of officers and one pending vacancy. Bill Lavery seconded the nominations. Voting will take place at the annual meeting.
Old Business: None
New Business: There was a discussion of the Library Director’s job description. Policy and Personnel will continue to amend the description to better reflect the Director’s responsibilities.
There was a discussion regarding allocation of funds in the approved Library budget.
Bill Lavery made a motion to approve all Library budgetary allocations in line with the town budget, pending adequate funding. Martin Margulies seconded the motion. Approval was unanimous.
John Trentacosta moved to request that Bill McCarthy review payroll records before and after budgeted salary allocations are made. Nancy Reidy seconded the motion. Approval was unanimous.
Move to adjourn by Bill Lavery, seconded by Nancy Reidy
Meeting adjourned at 8:10 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Regular Meeting + Annual Meeting, July 12, 2011
Annual Board of Trustees Meeting
July 12, 2011
Present: Dan Cruson, Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Peter Stern, , and Janet Woycik
Absent: Robert Cox, John Godin, Mary Kelley, Michelle Rosenthal, Paul Sirois, John Trentacosta
Meeting called to order at 7:03 pm
Nominating Committee:
Bill Lavery presented the slate for the re-election of trustees: John Godin, Bill Lavery, Jennifer Reilly, and Peter Stern. Colleen Honan seconded the nomination, and the motion was passed.
Mr. Lavery presented the nomination of Mark Principi to a three year term. Colleen Honan seconded the nomination, and the motion was passed.
Mr. Lavery presented the nomination committee’s recommendation for the Board of Officers: Martha Robilotti, President; John Trentacosta, Vice President; Bill McCarthy, Treasurer; Jennifer Reilly, Secretary. Colleen Honan seconded the nomination, and the motion was passed.
Mr. Lavery presented the proposal for the 2010-2011 nominating committee: Bill Lavery, Peter stern, John Godin, Carolyn Faxon, and Colleen Honan. Colleen Honan seconded the nomination, and the motion was passed.
The Secretary cast one ballot for each motion.
President’s Remarks: Bob Cox will be stepping down from his service to the board after fulfilling three consecutive terms.
Bill Lavery moved that the President should write a letter of recognition for Mr. Cox. Marty Margulies seconded with unanimous approval.
Director’s Report: Director Janet Woycik submitted a year-end report.
Bill Lavery moved to reappoint the director. Colleen Honan seconded the motion with unanimous approval.
Move to adjourn by Bill Lavery, seconded by Moira Rodgers
Meeting adjourned at 7:07 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Regular Board Meeting, July 12, 2011
Present: Dan Cruson, Tom D’Agostino, Carolyn Faxon, Colleen Honan, Bill Lavery, Martin Margulies, Bill McCarthy, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Peter Stern, , and Janet Woycik
Absent: John Godin, Mary Kelley, Michelle Rosenthal, Paul Sirois, John Trentacosta
Meeting called to order at 7:26 pm
Consideration of Minutes: The minutes of the June meeting were
unanimously accepted. Bill Lavery moved to accept, Bill McCarthy seconded.
Public Participation: None
President’s Announcements: President Martha Robilotti asked to consider a request from John Godin, Fund Raising Chair, to move the September meeting for the purposes of discussing the annual Turkey Trot.
Bill Lavery moved to change the date to September 6, 2011 and to post the meeting as a “special meeting”. Pete Stern seconded the motion. Unanimous approval.
Treasurer’s Report: Bill McCarthy presented the budget statement. As a few bills are paid and backdated to the previous fiscal year, the Library will likely have a small net loss. Major variances from the budget existed in grants, benefits and books.
Mr. McCarthy discussed the Statement of Revenue and Disbursement of Funds Provided by the Friends of the Library. When backdated disbursements are accounted, all of the funds provided by the Friends will have been spent.
Mr. McCarthy has been in contact with Studley, White and Associates for the yearly audit.
Motion to retain Studley, White and Associates for the audit was made by Bill Lavery, seconded by Nancy Reidy and approved.
Mr. McCarthy has been verifying payroll changes for the new fiscal year.
A transfer has been made from the Capital Reserve to pay for the roof repairs.
Motion to transfer any surplus funds from last fiscal year (if any exist) to the capital reserve was made by Bill Lavery and seconded by Dan Cruson and approved unanimously.
Report of the Library Director: Janet Woycik’s report was distributed by email.
There were no questions. Future reports will be emailed a day sooner.
Mrs. Woycik will explore the feasibility of electronic reading devices for loan to library patrons and report to the Board.
Committee Reports:
Policies and Personnel: Moira Rodgers presented the rewritten job description of the Director.
Bill Lavery moved to accept the job description of the Library Director as presented in the revision dated 7/2011. Bill McCarthy seconded. Approval was unanimous.
Fund Raising: Report delivered by Martha Robilotti. The race permit was approved by the town. The annual letter will go out on October 15. Board members are encouraged to solicit sponsors for the race. The secretary will forward the sponsor information to the board.
Building, Grounds, and Interior: Tom D’Agostino presented proposals for further roof repairs, drywall repairs, and exterior paint.
Bill Lavery moved to accept the proposal from Danbury Drywall Systems and start work on drywall repair. Marty Margulies seconded. Approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported on the success of the book sale. Next year’s date will by July 14th.
Bill Lavery moved that a letter be sent commending the Friends on the success of the sale. Colleen Honan seconded, and the motion passed.
Art Liaison: Art displays will resume in the fall.
Historical Liaison: Dan Cruson reported that a “Friendship Quilt” from the mid 1880s was donated to the Historical Society, and a similar quilt may be acquired with the hope of displaying both in the library.
Nominating Committee: The committee shall meet at 6:50 pm on September 6 to vote for the chairperson of the Nominating Committee.
Old Business: None
New Business : None
Move to adjourn by Bill Lavery, seconded by Colleen Honan
Meeting adjourned at 8:37 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Meeting, September 6, 2011
Present: Dan Cruson, Tom D’Agostino, John Godin , Colleen Honan, Bill Lavery, Bill McCarthy, Mark Principi, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Michelle Rosenthal, Peter Stern, John Trentacosta, and Janet Woycik and Brenda McCarthy
Absent: Carolyn Faxon, Mary Kelley Martin Margulies Moira Rodgers, Paul Sirois
Meeting called to order at 7:01 pm
Consideration of Minutes: The minutes of the July meeting were
unanimously accepted with a correction to the Historical Committee report. Bill Lavery moved to accept, John Trentacosta seconded.
Public Participation: Marily McHoze, a library patron spoke in support of allowing those with disabilities to have fines waived in times of hardship.
Bill Lavery moved that librarians may use their discretion to waive fines in cases of hardship. Dan Cruson seconded the motion and approval was unanimous. Further discussion pointed out that Librarian discretion may include suspending borrowing rights from those who do not return materials at all or otherwise abuse their borrowing privileges.
President’s Announcements: Martha Robilotti, Board President, introduced the new trustee, Mark Principi.
Mrs. Robilotti read a letter regarding the Friends' of the Library donations for the fiscal year 2011-2012, subject to the Board’s fiduciary oversight.
The Director presented the budget for use of the Friends’ funds.
Bill Lavery moved to approve the budget submitted by the Library Director for “Funds provided by the Friends of the Library”. John Trentacosta seconded the motion. Unanimously approved.
Bill Lavery moved that the Executive Committee be granted the power to approve the budget when divided into three installments to match the timing of the Friends’ donation as requested by the Friends. John Trentacosta seconded the motion, and approval was unanimous.
Treasurer’s Report: Bill McCarthy, treasurer, presented financial statements from the months of July and August as well as the revenues and expenses from the last fiscal year and explained variances. The “Funds Provided by the Friends of the Library Statement of Revenue and Disbursements” for the fiscal year ending 6-30-11 was also discussed. Mr. McCarthy also reviewed the payroll changes and investments.
Report of the Library Director: Janet Woycik’s report was distributed by email. Mrs. Woycik pointed out some highlights, including master gardeners working on the landscaping at the Library, a recent Eagle Scout project that repainted railings and benches to improve the appearance of the library, and a disabled individual who has been working part time at the library in conjunction with a social service agency.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported that the Library has received a $2300 grant from GE to provide computer classes to seniors and the underemployed.
Mr. Godin is revamping the annual appeal letter.
Turkey Trot changes and details are finalized, and the information was shared with the board. 75 to 80 volunteers will be required, but we expect a greater turnout for this year’s race.
Building, Grounds, and Interior: Tom D’Agostino completed the CIP and presented it to the town, as approved by the Executive Committee.
Mr. D’Agostino has received bids for the necessary exterior painting on the library.
Bill Lavery moved that we delegate to the executive committee the power to approve the bid for exterior painting once all bids are in. John Trentacosta seconded, approved unanimously.
Bill Lavery moved that the Library close for the rescheduled Labor Day Parade on October 9th. Nancy Reidy seconded the motion with unanimous approval.
Tom D’Agostino moved that painting should take place Columbus Day weekend when the Library would be closed. John Trentacosta seconded, and approval was unanimous.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported on upcoming book collection events and the success of the book sale.
Art Liaison: Michelle Rosenthal reported that the fall is booked for art shows.
Historical Liaison: No report
Nominating Committee: The Nominating Committee planned to meet after tonight’s meeting.
Old Business: None
New Business : None
Move to adjourn by Bill Lavery, seconded by Tom D’Agostino
Meeting adjourned at 8:35 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Meeting, October 11, 2011
Present: Dan Cruson, Tom D’Agostino, Carolyn Faxon , John Godin , Bill Lavery, Bill McCarthy, Martin Margulies, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Peter Stern, and Janet Woycik and Brenda McCarthy
Absent: Colleen Honan, Mary Kelley, Mark Principi, Nancy Reidy, Paul Sirois, John Trentacosta
Meeting called to order at 7:02 pm
Consideration of Minutes: The minutes of the September meeting were
unanimously accepted. Bill Lavery moved to accept, Peter stern seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, Board President, discussed the budget process.
Treasurer’s Report: Bill McCarthy, treasurer, presented and discussed the year-to-date financial statements and explained variances. Mr. McCarthy also summarized the highlights of the recently completed audit. He described it as a good, clean audit of library finances.
Report of the Library Director: Janet Woycik’s report was distributed by email. Mrs. Woycik pointed out some highlights, including the upcoming replacement of the server.
Also, the Library’s neighbors will have roof work done, necessitating the temporary closure of the disabled access driveway. The former disabled parking area at the bottom of the ramp will be reopened. The town has been notified, and will be providing barricades for public safety. The public will be notified via the newspaper.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported that the annual appeal letter has been updated and sent to the printer.
Turkey Trot changes and details are finalized, and the information was shared with the board. The Turkey Trot committee will meet next week. Board members are encouraged to continue soliciting sponsorships.
Building, Grounds, and Interior: Tom D’Agostino reported that the interior ceiling repairs from the winter damage are underway.
Recent storm damage has caused a delay in moving forward on exterior painting, as many contractors are quite busy.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported on the upcoming book collection day. Volunteers will be needed, and board members are asked to give some time.
Art Liaison: Michelle Rosenthal reported that art displays are booked for November, March, April and May. In December, the room is in use for holiday activities.
Historical Liaison: No report
Nominating Committee: No report
Old Business: None
New Business : None
Move to adjourn by Bill Lavery, seconded by Marty Margulies
Meeting adjourned at 7:44 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Meeting, November 10, 2011
Present: Dan Cruson, Tom D’Agostino, Carolyn Faxon , John Godin , Colleen Honan, Bill Lavery, Bill McCarthy, Martin Margulies, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, John Trentacosta and Janet Woycik
Absent:, Mary Kelley, Mark Principi, Nancy Reidy, Paul Sirois, Peter Stern
Meeting called to order at 7:05 pm
Consideration of Minutes: The minutes of the October meeting were
unanimously accepted. Bill Lavery moved to accept, Martin Margulies seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, Board President, discussed the Director’s request to cut back bushes near the disabled parking spaces and to remove shrubs at the Library’s front walkway. This work will be done.
Treasurer’s Report: Bill McCarthy, treasurer, presented a draft of the budget proposal for discussion. The need to find revenue sources in order to maintain operations resulted in the following motion:
John Godin moved to accept the new fee schedule for overdue books ($.20 per day for ALL adults, $.10 per day for children). Marty Margulies seconded the motion. Approval was unanimous.
Report of the Library Director: Janet Woycik’s report was distributed by email. Mrs. Woycik commended volunteers Mary Antey and Ellen Gehrett, members of the Greater Federation of Woman’s Club, who have delivered library material via the Traveling Library Program to residents of the Lockwood Lodge/Masonicare. Their volunteerism has been an invaluable service for seniors.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported the latest details on race sponsorships, registrations and the need for volunteers.
Building, Grounds, and Interior: Tom D’Agostino reported that the interior repairs have been completed, and they are ready for painting on Veterans’ Day. Carpet cleaning will also take place on Veterans’ Day. He is waiting for a third bid for exterior painting.
Long Range Planning: No report
Friends of the Library Liaison: No report
Art Liaison: Michelle Rosenthal reported that the exhibiting artist, Maria Chavez, will have her reception on Saturday, November 12. There are several shows scheduled for the spring time.
Historical Liaison: No report
Nominating Committee: No report
Old Business: None
New Business : None
Move to adjourn by Bill Lavery, seconded by John Trentacosta
Meeting adjourned at 8:10 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Minutes of Meeting, December 6, 2011
Present: Tom D’Agostino, Carolyn Faxon, John Godin , Colleen Honan, Bill Lavery, Bill McCarthy, Martin Margulies, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Peter Stern and Janet Woycik
Absent: Dan Cruson, Mary Kelley, Mark Principi, Moira Rodgers, Michelle Rosenthal, Paul Sirois, , John Trentacosta
Meeting called to order at 7:03 pm
Consideration of Minutes: The minutes of the November meeting were
unanimously accepted. Bill Lavery moved to accept, Nancy Reidy seconded.
Public Participation: None
President’s Announcements: Martha Robilotti, Board President, encouraged Board Members to review the Responsibilities Table from the ACLB Handbook.
Treasurer’s Report: Bill McCarthy, treasurer, presented and discussed the Income and Expense Report for the first 5 months of the fiscal year.
Mr. McCarthy presented the Statement of Revenue and Disbursement for the Funds Provided by the Friends of the Library. It was noted by the Director that the funds earmarked for downloadable books has not been spent because the contractual agreement will not be available until February.
John Godin moved to approve the Revenue and Disbursement Statement with an explanatory note regarding the delayed purchase of downloadable books and request the second installment of funds from the Friends. Martin Margulies seconded the motion with unanimous approval.
Mr. McCarthy presented the budget for the 2012-2013 fiscal year.
Bill Lavery moved to accept the 2012-2013 budget as presented. Tom D’Agostino seconded the motion. Approval was unanimous.
Report of the Library Director: Bill Lavery congratulated Mrs. Janet Woycik, Library Director on her 30 years of service to the Library in her position. All applauded a job well done!
Mrs. Woycik’s reports were distributed electronically. The holiday closing schedule was discussed in comparison with other town departments. The schedule will be posted for patrons.
John Godin moved to approve the closing schedule (1/2 day Friday, Closed Saturday, Sunday and Monday of both Christmas and New Year’s Weekends). Martin Margulies seconded the motion, and approval was unanimous.
Committee Reports:
Policies and Personnel: No report
Fund Raising: John Godin reported that the Turkey Trot had an increase in revenue over last year. Special thanks were extended to Carolyn Faxon, Martha Robilotti and Tom D’Agostino for their outstanding efforts in the race. Mike Hornby and Mike Beaudry were also commended for their outstanding contribution.
Bill Lavery moved to give Mike Hornby and Mike Beaudry a gift to be chosen by John Godin on behalf of the board. Colleen Honan seconded with unanimous approval.
Mr. Godin reported that we are tracking the results of the annual Fundraising Letter. So far there has not a significant increase in donors.
Mr. Godin recognized Brenda McKinley and Darlene Spencer, both Library employees who were instrumental in providing support to both the Turkey Trot and General Fundraising efforts.
The Board thanked Mr. Godin for his hard work and efforts in fundraising.
Building, Grounds, and Interior: Tom D’Agostino reported that the interior repairs and painting have been completed. He is waiting for a third price for exterior painting.
Long Range Planning: No report
Friends of the Library Liaison: Peter Stern reported that the Christmas book sale was successful.
Art Liaison: No report
Historical Liaison: No report
Nominating Committee: No report
Old Business: None
New Business : None
Move to adjourn by Bill Lavery, seconded by Martin Margulies
Meeting adjourned at 8:02 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees
Regular Board of Trustees Meeting
January 10, 2012
Present: Dan Cruson , Tom D’Agostino, John Godin , Colleen Honan, Mary Kelley, Bill Lavery, Bill McCarthy, Martin Margulies, Mark Principi, Nancy Reidy, Jennifer Reilly, Martha Robilotti, Moira Rodgers, Michelle Rosenthal, Paul Sirois, Peter Stern, John Trentacosta and Janet Woycik
Absent: Carolyn Faxon
Meeting called to order at 7:00 pm
Consideration of Minutes: The minutes of the December meeting were
unanimously accepted. Bill Lavery moved to accept, Peter Stern seconded.
Public Participation: Mike Hornby and Mike Beaudry were invited to the meeting. John Godin extended his gratitude on behalf of the board for their hours of work on the Library’s Turkey Trot. Martha Robilotti presented each with a gift to demonstrate the Library’s appreciation.
President’s Announcements: None
Treasurer’s Report: Bill McCarthy, treasurer, presented and discussed the Income and Expense Report with commentary on variations from budget due to timing of funds and accounting practices.
Mr. McCarthy presented the Statement of Revenue and Disbursement for the Funds Provided by the Friends of the Library.
Mr. McCarthy reported on the recent meeting with the First Selectman regarding the Library’s modest budget.
Report of the Library Director: Janet Woycik’s reports were distributed electronically. There were no questions.
Mrs. Woycik provided a calendar of her January activities outside of the Library.
A gift of artwork was received from Jean Mann, an artist and supporter of the Library.
Bill Lavery moved to accept the gift; Peter Stern seconded the motion. Approval was unanimous.
Committee Reports:
Policies and Personnel: Moira Rodgers reported that timesheets and the employee handbook will be updated.
Fund Raising: John Godin reported on the progress of the annual fundraising letter. Mr. Godin also suggested that the Board host a Benefactor Night to thank our generous donors.
Building, Grounds, and Interior: Tom D’Agostino reported he has been meeting with Johnson Controls regarding the building management systems. Mr. D’Agostino recommends the purchase of an actuator.
Bill Lavery moved to purchase the actuator. Moira Rodgers seconded the motion. Approval was unanimous.
Long Range Planning: Bill Lavery reported that he is making efforts to bring the Library’s processes in line with the town’s.
Friends of the Library Liaison: Peter Stern reported planning has begun for the Book Sale. Mrs. Robilotti encouraged Board members to volunteer.
Art Liaison: Michelle Rosenthal reported that art bookings continue.
Historical Liaison: Dan Cruson reported on two upcoming displays to commemorate the 100th anniversary of the war games held in Newtown on Castle Hill and the 200th anniversary of the War of 1812.
Nominating Committee: No report
Old Business: None
New Business : Martha Robilotti brought up the need to have hold harmless agreements signed by owners of objects on loan to the Library.
Move to adjourn by Bill Lavery, seconded by Martin Margulies
Meeting adjourned at 7:57 pm.
Respectfully submitted,
Jennifer Reilly,
Secretary, CH Booth Library Board of Trustees