SOUTHBURY PUBLIC LIBRARY
BOARD OF DIRECTORS MEETING
November 5, 2008
Brown Room, Southbury Public Library
Present: Ellie Ackerman; Chuck Crowdis; Ken Kerin, Board of Selectmen Liaison; Sherman London; Wayne McCormack; Bob Meisel; Shirley Michaels, Chairman; Ginny Middleton; Walter Morrissey; Jeff O'Sullivan, President, Friends of the Southbury Public Library; and Shirley Thorson, Head Librarian.
Absent: Ralph Camasso.
The meeting was called to order at 7:00 p.m. by Chairman Shirley Michaels.
Approval of Minutes
Upon a motion by Wayne McCormack, seconded by Ginny Middleton, the minutes of the October 1, 2008 meeting were unanimously approved.
Treasurer's Report
Head Librarian
Shirley Thorson handed out the Report of Treasurer Ralph Camasso. In answer to a question she said that the item "$500 Phoenix Video Society" was the annual fee to belong to the DVD circuit. Assistant Treasurer Wayne McCormack presented the Investment Committee Report for the quarter ending 9/30/08. He also reported the death of Dr. Joseph Brinker at age 94. Dr. Brinker funded the reading room. Also the library will be receiving about $1,000 from the estate of Pansy Richards Hackley.
Board of Selectmen Liaison's Report
Selectman Ken Kerin reported that it is now forecast that the Town revenues will be down about $180,000. He also reported that the roughly $250,000 left in the library building fund will be going back to the town, except that $5,000 will be held back for the sidewalk out front. Also, with respect to the salary merit adjustment program, he said there is a problem with the library assistants. Experienced assistants who can do a lot of different things are now in the same category as new untrained very part time assistants. Two categories are suggested: Library Assistant I and Library Assistant II. This would allow the experienced assistants to be paid at a more proper rate. Finally, Selectman Kerin reported that the town IT Committee is going to recommend that the town hire a full time IT person. Presumably the library could use the town full time IT person instead of rent-a-tech for some things and thus save money. It is unknown if a full time IT person could be hired right now because of the current tough financial position.
Consent Agenda
Chairman's Report: Chairman Shirley Michaels reported earlier that Ginny Middleton, Bob Meisel, Wayne McCormack and herself had attended the Association of Connecticut Library Boards annual conference last Friday. She said that they would report on this conference at the next board meeting.
Head Librarian's Report: Head Librarian Shirley Thorson supplemented her written report by announcing that the three new reference desk lights had come in and the plans for their installation were moving ahead. Earlier Head Librarian Thorson handed around copies of an article on modern libraries in the November issue of Connecticut Magazine which included two of Pierce Behrendt's photographs. There was an article in today's Voices about the Connecticut Magazine article. Also earlier, Head Librarian Thorson handed around a chart of the Freedom of Information Commission Notice of Meetings Rules and a memo of a discussion she had with Town Clerk Ginger Salisbury on the same subject. In discussion the following was brought out: a committee meeting was any gathering of board members for a library purpose; a change of dates would change a regular meeting into a special meeting when the noticed agenda cannot be added to; and all meetings should be noticed and minutes taken and all minutes should be given to Head Librarian Thorson who will pass them on to Town Clerk Salisbury. Amy Schupack will post them on the library web site.
Brick Committee Report: Bob Meisel reported they have seven more slots for small bricks and four new large bricks. He would like to display these bricks in the library until the new walkway is made. Chairman Shirley Michaels said that as soon as the library has a date for the new walkway they should try and get an article in the newspaper about the additional bricks for sale.
Friends of the Library Report: Friends President Jeff O'Sullivan reported that the Friends would like to have a like-new book sale at the end of November-beginning of December. These books are in such good shape that they can be bought for holiday gifts. This sale got the Board's approval.
Upon a motion by Bob Meisel, seconded by Sherman London, the Consent Agenda was unanimously approved.
Old Business
By-laws Approval: Four small corrections were made in the By-laws and it was decided to make the terms of those appointed to the Human Resources and Investment Committees two years.
Upon a motion by Sherman London, seconded by Walter Morrissey, it was decided unanimously to amend the By-laws as stated today.
Wireless Connectivity Problem: Users have complained about getting kicked off the internet. Chuck Crowdis reported that he checked into the problem and was kicked off himself last weekend. It seems the problem started a couple of months ago. A technician whom the library has used before is willing to work with the library on this problem by e-mail and phone for free, but would charge $150 an hour (with a two hour minimum) to come in person. It was the consensus of the Board that the library should pay the money for professional help and get the problem fixed. Chuck Crowdis said that once this problem is fixed he will put the timer switches on to turn off the wireless when the library is closed.
Blinds and Shades: Head Librarian Thorson passed around written proposals to purchase blinds and shades to darken the Story Time Room ($910) and Kingsley Room B ($930) for showing movies and for Power Point presentations. (The $910 to darken the Story Time Room does not include covering a half-round window and the two door windows. Paper temporary shades ($5 a piece) will be used for that window and the two doors.)
Upon a motion by Chuck Crowdis, seconded by Wayne McCormack, the proposals for blinds and shades were unanimously approved.
Front island walkway: Chairman Shirley Michaels said they have been trying to get a date from Public Works Director Tom Crowe for when the walkway will be made. Selectman Kerin said that Tom Crowe had given him an estimate of $5,000 to do the work, but not a date for doing it. Tom Crowe is going to try and get a lower estimate, but the job does include two costly curb cuts. The tree will come out and the walk will wrap around the light pole. Putting in the 4 or 5 rows of bricks will not be part of the job.
Landscaping: A $475 bill from Hale's Woodland Gardens for removing dead shrubs was passed around. It is unknown what in the soil is killing the shrubs. George Hale would like to get a look deep into the soil when Tom Crowe brings the machine for removing the tree for the walkway. When George Hale knows what is happening with the soil he can recommend new shrubs.
Upon a motion by Wayne McCormack, seconded by Walter Morrissey, it was unanimously agreed that the Board would pay the bill.
Budget FY 09-10: Head Librarian Shirley Thorson said that a memo from the First Selectman has warned of anticipated revenue shortfalls and said that maybe across the board percentage cuts would be called for. Therefore, she had an emergency meeting with the staff and they came up with a list of possible future cuts to keep in mind. Head Librarian Thorson then passed around the proposed 0% increase budget for FY 09-10. Under "Materials" 3 electronic databases were dropped (retaining 2) and one professional journal and 5 magazines were dropped. There was some discussion about elimination of the New York Times Historical database. But, it cost $3,000 and the i-conn service (free from the State) has the New York Times back to 1980. Selectman Ken Kerin explained the Book Acquisition Model attached to the budget. The library is slowly climbing to a goal of having 5 books per Southbury resident. He strongly recommended not cutting the book budget. If pushed he said the library might give up a couple thousand from the $10,000 in the book reserve fund. Also, he suggested that if pushed give up some from the AV budget rather than the book budget.
Under "Supplies" Friends President Jeff O'Sullivan will ask the Friends to pay for the children's craft supplies. Chairman Shirley Michaels got the consensus of the Board that it would pay for the print code cards and printer toner ($700). $280 was cut from processing materials because nothing is any longer being done with video tapes. Sherman London asked why the $1,170 for the Board Clerk was put under supplies. It was agreed that Head Librarian Thorson will find out from where the Board Clerk is to be paid. Selectman Kerin said maybe the Clerk would be paid from a town committee budget.
Under "Programing" adult programing was reduced by $1,500 (cut in half) and the children's programming was reduced by $550 (from $1,500 to $950). The Friends provide a lot of the programming and a lot of it is done in house. It was agreed that something will be added to the budget about the Friends support, especially for the Summer Reading Program.
Under "Technology" computer technical support has gone up 56% because the hourly rate has gone from $40 to $50 and the hours have gone from 30 to 50.
Under "Staffing" no increases in staff have been asked for nor have raises been included. The town performance evaluation process is still going on.
Bob Meisel suggested showing the dollar changes on the first page as well as the percentage changes. It was agreed this would be clearer. Also some figure inconsistencies were pointed out to be corrected.
New Business
Budget approval meeting date: Sherman London moved, and Walter Morrissey seconded, that the Library Board approve the budget with the corrections that were suggested tonight to be submitted to the Board of Selectmen and, prior to submission to the Board of Selectmen, a committee will review the revised budget to verify the corrections were made. The motion was approved unanimously. Chairman Shirley Michaels, Wayne McCormack, Sherman London, and Head Librarian Shirley Thorson will meet on Wednesday, November 19th at 4:00 p.m. to review the revised budget and verify the corrections were made.
Thefts – DVDs and magazines: Head Librarian Shirley Thorson reported that a person had stolen DVD discs from Southbury and Woodbury Libraries. 14 Southbury DVD discs were recovered from the thief. Head Librarian Thorson presented to the meeting a written proposal to prevent DVD thefts by removing all the DVD discs from the cases on the floor and keeping them behind the circulation desk. The estimated cost of this would be $2,568. There have been other thefts, but only a few. The consensus of the Board was to wait on this proposal until firmer loss statistics were available. An inventory of the DVDs is going to be made. It was pointed out that patrons would be forced to wait in line to get the discs from behind the circulation desk. It was also pointed out that the AV fines of $300-$400 per months should cover any losses. Also, the books are not protected from theft and they are more valuable.
PC Problems: Head Librarian Shirley Thorson presented a written report detailing the current problems with PCs in the adult, children, and teen areas. They all have heavy use and break often, impairing service to library patrons. Repair uses a lot of staff time. Selectman Ken Kerin invited Head Librarian Thorson to attend a Town IT Committee meeting.
Other Business
None
Upon motion of Bob Meisel, seconded by Walter Morrissey, the meeting was adjourned at 9:08 p.m.
Respectfully submitted,
Jocelyn Bagger
Clerk |
