Minutes February 26, 2019

Moderator: Ellie Chesebrough

Minutes February 26, 2019

Postby Ellie Chesebrough » Tue May 28, 2019 3:30 pm

Simon Fairfield Public Library
February 26, 2019
Minutes
Trustee Meeting

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

A quorum being present the meeting was called to order at 7:08 PM

Minutes
Minutes for the January 22, 2019 meeting were approved with two abstentions. Minutes for the February 5, 2019 meeting were approved.

Treasurer’s Report
Snook provided a cash flow report for the operating budget and a cash flow report for the special accounts. There was a question for how much it costs to have hot water and if a smaller heater was possible with the new heating system.
Director’s Report
Circulation showed another increased. It was noted that advertising is important to make the public aware of the extensive offerings in multimedia.
Old Business
Building/Capital Project
Capital Improvement Committee: In a written report, Snook presented Capital's questions and comments concerning a quote from a security system company like Eagle Star Security. The Trustees concurred.
Snook has met with Aaron Socrat who agreed to draw up plans to put a 2.5 stop elevator addition on the back of the building, remodel the basement for public use, as well as add accessible restrooms. The current $2.3 million plan in Sacrat's opinion involves a lot of internal gutting that isn't necessary. Architect Socrat also mentioned adding actual stairs and doors to each side of the attic which could probably be accomplished by a local carpenter for as little as $8,000 to create viable storage space accessible by staff. A question was asked if it was necessary to install two restrooms and if the plumbing which is in the furnace room could be used for this purpose.
Five Year Plan: Nick Socrat needs a copy of the 5 year plan.
Projector: The projector has been installed.
Meeting Room Use: Snook reported that the birthday party held in the meeting room went off well. The Town's facilities use procedures do apply to the library, but are extremely arduous with paperwork and permission from police, fire and town administrator. Snook recommended not allowing after-hours use of our facilities except to current organizaitons grandfathered in and limiting use to public areas upstairs and reserving the basement for programming. Questions included, who are the grandfathered groups and can we do our own policy similar to the other public libraries policies? Discussion was continued until the next Trustees' meeting.
Lost Items Policy: It was suggested to not involve the police in recovering lost items unless the value exceeded $100. It was generally felt not to pursue this avenue presently.
Friends: Chesebrough reported that the Friends had been approached by the Dynamic Douglas group to use the Friends' 501(c)3 status to allow them to seek grants and donations for the Dynamic Douglas Day event. They will be coming to the Friends annual meeting in April to request. It was felt by the Trustees that this should not be approved. The nonbooksale brought in $205. Reports for the Friends have been submitted to the IRS, Secretary of State, and Attorney General as required. Texas Instruments donated $1,000 to the Friends for children's programming as part of their commitment to a retired employee's request.
New Business
2018 Annual Report: The annual report for the Library has been submitted to Suzanne Kane as approved.
FY2020 Budget: It was moved, seconded, and passed unanimously to approve $233,842 for the Library's FY 2020 operating budget.
Technology: Socrat suggested waiting on this request until he had a chance to discuss it with Snook.
Landscaping: Socrat volunteered his labor to landscape the front and back of the library. This does not include the cost of any plantings.

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

The meeting adjourned at 8:29 PM.

Respectfully submitted,
Ellie Chesebrough, Secretary
Ellie Chesebrough
 
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