Library Board
Membership to the Library Board is by Town election.
The Board consists of nine members and elections are held every other year.
Board members are elected to a term of six years and three members are elected at a time.
The Current Board Member are:
- Timothy Beard, Chair
- Cynthia Newby, Treasurer
- Pamela Southworth, Secretary
- Mari Frohne
- Patricia Lowe
- Mary Ann McCluskey
- Harry Ong
- David Sherman
- Joan Stracks
This page is updated and maintained by
the
Staff of Minor Memorial Library
Roxbury, CT.
A G E N DA
Board of Trustees Meeting
Roxbury Public Library
Monday, March 8, 2010 at 5:00 p.m.
at Minor Memorial Library
I. Call to Order:
II. Regular Reports
A. Secretary’s Report - Minutes of Meeting – February 8, 2010
B. Treasurer’s Report – February, 2010
C. Director’s Report - February, 2010
D. Friends of the Library Report – Meeting – February 27, 2010
III. Committee Reports:
A. Art Committee
1. Update of Carol Brightman Johnson exhibit:
“Roxbury and Beyond”
2. Opening of Aya Itagaki/ Ann Mallory exhibit –
Saturday, March 27th 2 – 4 p.m.
B. Building & Grounds
1. Progress report on electrical upgrades
2. HVAC maintenance
C. By-laws & Policies
1. Discussion of recommended Circulation policy change
D. Development – Fundraising report
E. Finance –
1. Review 2010/2011 proposed budget
2. Budget presentation – Tuesday, March 16th 7:00 pm @ Town Hall
F. Program
1. Judith Kelly recital – May 23rd
2 Plans for McCann concert – July 18th 3 p.m.
3. Plans for “Meet the Author” with Jeannine Green author of
Roxbury Place-Name Stories: facts, folklore, fibs
G. Personnel
H. Volunteers
IV. Old Business
A. Update & discussion of the planned “Commemorative Walkway”
V. New Business
VI. Other Business
VII. Adjournment
Minutes of the Meeting of February 8, 2010:
Please note these Minutes are not official until approved at the March 8, 2010 Library Board Meeting.
ROXBURY PUBLIC LIBRARY
BOARD OF TRUSTEES
REGULAR MEETING
February 8, 2010
MINUTES
CALL TO ORDER:
Timothy Beard called the meeting to order at 5:02 P. M.
Board of Directors Present: Timothy Beard, Cynthia Newby, David Sherman, Mari Frohne, Joan Stracks, Pamela Southworth, Pat Lowe and Mary Ann McCluskey.
Library Director Present: Valerie Annis
Friends of the Library: Muffy Munson
REGULAR REPORTS
The Secretary’s Report – January 11, 2010
The minutes of the Meeting held January 11, 2010 were reviewed. Joan Stracks clarified that in her discussion regarding the Commemorative Walkway her reference to 72 bricks in a 6 foot area was an approximation.
A motion was made to approve the minutes of the meeting held January 11, 2010 by Joan Stracks, seconded by Pat Lowe and carried unanimously.
The Treasurer’s Report – January, 2010
Cynthia Newby noted that the Green bequest reserve is included in the checking account total in the amount of approximately $14,000.
The Director’s Report – January, 2010
The Board reviewed the Director’s Report. Valerie Annis added that it has been a difficult month without two members of the staff; however, the Library will be fully staffed again in March. The Friends of Library Report – January, 2010
Muffy Munson reported that the Friends are continuing to collect books for the book sale, which has been set for June 18th, 19th and 20th. They will contact Graydon Carter about becoming this year’s Honorary Chair. They are working on having something different for the entertainment this year. The Friends annual meeting will be held February 27th at 9:30 a.m. in the Library. Mari Frohne noted that they are working on getting estimates for the repair of the slate tile on the Hodge’s roof.
COMMITTEE REPORTS
Art Committee
Update on “Paintings” by Desiree Alvarez - Schedule for take-down of Alvarez exhibit:
Mari Frohne reported that there were no new sales for this exhibit.
Opening of Carol Brightman Johnson exhibit: “Roxbury and Beyond”–Saturday, 2/20/10- 2 – 4 p.m.:
Mari Frohne agreed to send the Board a reminder of the opening’s time and date.
Valerie Annis requested that the information regarding the exhibit be made available on the table rather than the pedestals.
Building and Grounds
Proposed electrical upgrades:
Pamela Southworth reported that the electrician has been contacted about the agreed upon installation of fans and surge panel. He is expected to begin work on this mid-March.
Snow removal for East River Energy access:
Valerie Annis reported that she included a note with the last billing indicating that an access way should be shoveled. She noted that the area was cleared during the last snowfall.
By-laws & Policies
By-Laws change - Compliance to State Law – “designating the members of library governing boards as “trustees”:
Valerie Annis presented the revised By-laws with the change designating the members of the board as trustees for Chairman Timothy Beard’s signature. She agreed to send a copy to Barbara Henry.
Development
Fundraising Report::
Cynthia Newby reported the receipt of an additional $110 since the last board meeting.
Finance
Review of 2nd Quarter Report – hand-out:
Valerie Annis explained that there has been a slight change in the 2nd Quarter Report. The checking interest was increased by $3.00 and the Friend’s funds have been reallocated.
Review revised 2010/2011 proposed budget hand-out:
Cynthia Newby reported that Chairman of the BOF, Gary Lord, has invited the Library Board to come to the BOF meeting on March 16th at 7:00 p.m. to talk about the budget. Cynthia Newby noted that she would like the entire Board to attend this meeting. She also reported that Marcus Klein of Bernstein will give a presentation of the Library’s investments at the May library board meeting.
Programs
Update on “A Naturalist in the World’s Wilderness” with George Schaller Sunday, January 24th at Town Hall:
Valerie Annis reported that 120 people attended this wonderful program that the Library co-sponsored with the Land Trust.
Judith Kelly recital – May 23rd:
Cynthia Newby noted that this will be a free program.
Update on plans for McCann concert:
Pamela Southworth reminded the Board that the McCann concert is scheduled for July 18th at 3:00 p.m.
Plans for “Meet the Author” with Jeannine Green author of Roxbury Place-Name Stories: facts, folklore, fibs:
Valerie Annis explained that the Friends will cosponsor this program. Jeannine Green has donated 20 books to be sold and they will work with the Hickory Stick to sell additional copies. Valerie Annis agreed to work on scheduling a date for this program.
Personnel (see Director’s Report)
Volunteers
Valerie Annis explained that she has a new volunteer who she feels can be trained on the ILS. This volunteer may also be trained to coordinate volunteers as suggested by the Board. She noted that she has written instructions for the ILS that the volunteers can use. Mary Ann McCluskey reported that Suzanne Garvey has a Valentine’s Day card program scheduled for Saturday, February 13th and a magic show scheduled for March 6th at 11:45. Suzanne is hoping to get volunteers to work at both of these events.
OLD BUSINESS
Update & discussion of the planned “Commemorative Walkway” :
Joan Stracks reported that she met with Barbara Henry who thinks the Commemorative Walkway is a wonderful idea and would like to use it to commemorate people from town. Ms. Henry suggested that the Library hire local contractors to do this work. She questioned whether donating bricks would be restricted to only Roxbury residents. The Board agreed that the Walkway donations would not be restricted to residents only. Barbara Henry requested that she be kept in the loop regarding the Walkway’s progress.
Joan Stracks explained that she met with the landscaper who suggested that the sand, stone or process foundation is laid all at once instead of in sections. It was noted that having the equipment on site for a short period of time would be more economical than making repeated on-site trips over several weeks/months. The Board discussed weed control and winter sanding of the pathway and the affects it might have on the engraving. Joan Stracks explained that the engraving is guaranteed for life.
Plans for Walkway kick-off celebration – May 1, 2010
Joan Stracks explained that the Walkway kick-off date is May 1st by which time she would like to have a visual illustration available and will need to do a lot of PR. The path should be marked and the foundation should be laid. Possibly the granite will be set as well. Cynthia Newby suggested that they celebrate the founding Library Board. Timothy Beard agreed that the first piece of granite would be a very appropriate way to celebrate the founding Board. Cynthia Newby noted that proceeds of the endowment would be used to fund the cost of the founder’s block. The Board agreed that they would like a cost quote prior to going forward with the founder’s block.
Mary Ann McCluskey noted her concerns with the economy and completing the walk. She explained that the public may prefer the money used to start the walkway be utilized for books. Joan Stracks explained that the walkway will generate money for the Library. She continued to explain that there many area residents will be interested in purchasing commemorative bricks. This will therefore become an ongoing fundraiser. Cynthia Newby suggested that the Committee determine the start up costs and devise a marketing plan. David Sherman explained that he has a concern with the amount of time to wait to gather enough orders for the bricks to be engraved.
Pamela Southworth suggested rescheduling the kick-off date to allow time for the work that needs to be accomplished. Joan Stracks agreed to consider a September kick-off date with the Committee.
Leroy Anderson Foundation update:
Valerie Annis explained that she expects to receive an official proposal regarding this yearly music appreciation program. Pamela Southworth volunteered to be another contact person for the program.
NEW BUSINESS
Approval of Diebold Room use for Shepaug student’s senior project:
Valerie Annis reported that she has received a request for the use of the Diebold Room for a program with local children’s author, Nancy Tafuri. The program date is March 20th with set up scheduled for 11:30 a.m. and clean up by 2:30 p.m. This program is intended for preschool children and their parents. The student may ultimately be using the Community Room. The Board agreed to allow for the use of the Library for this senior project and agreed to waive the fee.
Sign-up schedule for “Friends of the Library” Board meetings:
Valerie Annis distributed the sign-up sheet for the Friends’ Board meetings.
Resolution of the Probate Court’s ruling on the gift from the Ruth M. Bower Gasser estate:
The Board reviewed the correspondence from Attorney Grossman regarding the Gasser estate.
A motion was made on behalf of the Minor Memorial Library Board to accept the proposal to split the Gasser bequest between the Hodge Memorial Library & Museum and Minor Memorial Library by Cynthia Newby. The motion was seconded by Joan Stracks and carried unanimously.
The Board of the Hodge Memorial Library & Museum convened. The members included Timothy Beard, Pat Lowe, Cynthia Newby and Chair Mari Frohne.
A motion was made on behalf of the Hodge Memorial Library & Museum to accept the proposal to split the Gasser Bequest between the Hodge Memorial Library & Museum and Minor Memorial Library by Timothy Beard. The motion was seconded by Pat Lowe and carried unanimously.
OTHER BUSINESS- N/A
ADJOURNMENT
A motion was made to adjourn at 6:30 P.M. by Cynthia Newby, seconded by Pat Lowe and carried unanimously.
Respectfully submitted,
Tai Kern
.
