Minutes January 22, 2019

Moderator: Ellie Chesebrough

Minutes January 22, 2019

Postby Ellie Chesebrough » Tue May 28, 2019 3:25 pm

Simon Fairfield Public Library
January 22, 2019
Trustee Meeting

Present: Kate Anderson, Ellie Chesebrough, Betty Holden, Dawn Fontaine, Daina Harvey, Ramona Williams, and Justin Snook.
Absent: Danielle Morrow and Barbara Van Reed

A quorum being present the meeting was called to order by Kate Anderson at 7:07 PM

Minutes for the December 4, 2018 meeting were accepted unanimously.

Treasurer’s Report
Snook provided a cash flow report for the operating budget. Of the $230,273 appropriated, $138,990.21 has been spent leaving a balance of $91,282.79. Also presented was a cash flow report and balance sheet for the special accounts which started with $99,330.66 on January 1st, adding $6,458.43 to date and spending $6387.37 with a balance in the special accounts of $99,401.72.

Director’s Report
Circulation showed another increased. With the installation of two door counters, one in the basement and one at the front doors, people traffic has also increased
Yoga began in January on Thursdays. The Friends are paying for this initially.
Knitting and crafts in the Loft has been added to Tuesday nights at 6:30 PM led by Betsy Youngsma.
Old Business
Building/Capital Project
Climate control/Green Communities Act: The work associated with this grant has been completed.
Security Cameras: Snook proposed installing cameras focusing on the parking lot, book drop and interior spaces not easily monitored by the staff. He suggested including this on a capital request that would also update current heat and fire sensors, install motion detectors as well as a panic button at the circulation desk. His estimate for this project is $10,000.
Operation Wallfixer: Snook proposed, also a capital request, to repair and paint the crumbling plaster throughout the building, patch the ceiling cracks, and repaint the walls. It was also suggested the he include a ramp down the the stairs in the basement, replace the casing for the basement door, and include asbestos and lead inspection and, if needed, remediation of the same. His estimate, before the suggestions, is $10,000, with a upper limit of $20,000 with suggestions. It was moved, seconded and passed unanimously for submitting the security cameras, et. al. and the Operation Wallfixer with additional suggestions to Capital Improvement for their consideration.
Five Year Plan: Snook is also considering a book leasing service instead of purchasing multiple copies of print books. This will allow the return of titles when the demand has subsided.
Projector: The projector has not been installed. Speakers also need to be mounted. Teens have expressed an interest in running a book and movie program.
Notary/Passports: The Friends have funded the $60 for Snook to become a notary. Statistics will be kept. The Library was turned down for to be a passport center.
Friends: The Friends 2019 mailing for memberships and renewals will be mailed January 25th to avoid the increase in postal fees the following Monday. The Friends will have an Unbooksale on Saturday, February 2nd to rid its storage area of DVDs, audiobooks, and games. Fontaine will publicize the sale on Dynamic Douglas.
New Business
Trustees: Nick Socrat has agreed to serve on the Trustees replacing a vacancy. Snook will contact Suzanne Kane for a date to meet with the Selectmen to and jointly make an appointment.

Reorganization: It was agreed to wait until the May meeting after the town elections to reorganize the Board's officers. There was some discussion about the Board's by-laws. Snook will put them in electronic format and email them to Trustees for review. It was asked if a Treasurer is needed since most financials are taken care of by town employees.

2018 Annual Report: Snook will edit and send it to the Trustees as an email.

FY 2020 Budget: Talk on this was tabled until the February meeting.

Wallis Room use: Snook has suggested using the Wallis Room as a learning center, initially focusing of home-schooled children and their parents. On February 22nd a library 101 class will be held and could become a prototype for other groups. He hopes to create a network for homeschoolers.

Town website: It was pointed out that the links on the town's website for the library were not working and that any mention of the Library Trustees was not apparent as a town board.

Meeting Room use: Snook noted a request to use the Library's meeting room for a birthday party. It was suggested that perhaps the town use policy for town owned property might shed light on the subject. It was also suggested to solicit policies from other public libraries for the private use of their meeting rooms.

Police Involvement with lost items: Snook suggested using the police to get non-returned materials patrons taken to court. This was the initial hearing for this subject. The volunteers and/or staff do make calls to get materials returned.

The next meeting is scheduled for February 26, 2019 at 7:00 PM.

The meeting adjourned at 9:08 PM.

Respectfully submitted,
Ellie Chesebrough, Secretary
Ellie Chesebrough
Posts: 105
Joined: Tue Nov 08, 2011 9:55 am

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