|
----- Booklists ----- Resources |
Trustees Dianne
Barry Nancy Evren Helen Hurteau April Judicki Carol Kent Amy Kimball Renee Still
The next meeting is set for Monday, May 5th. The group will be meeting promptly at 7:00 p.m. Board
of Library Trustees
Present: Carol
Kent, Virginia Snopek, April Judicki, Dianne Barry, Amy Kimball,
Absent: Helen Hurteau, Nancy Evren, and Eva Sartori The meeting was called to order at 7:10 The minutes from the previous meeting were reviewed and accepted as written. Old Business: Update on the pavilion- The Board has not yet received a written quote. Jennifer will ask Christopher Martin for more information on the bidding process for such a project as it relates to cost and volunteered labor. The Board questions if the project can be broken down into separate parts and put out to bid this way. Ideas for the 90th Birthday party for the library: The year of the Granby Library's opening, 1917, is known, but not the month & day. Renee Still will make an inquiry to the Historical Society. The Committee for the event will meet on Sept. 18th from 6:00-7:00 at the library. The committee will ask Janice for some ideas for the party. Call to Action by Wait List Libraries: The Board is encouraged to write letters to the Governor and Lt. Governor asking them to file capital bond bill as soon as possible and to include $100 million for library construction funding. Written letters are preferred over e-mails and phone calls. The Director's Report Jennifer received a letter from Chief Barry regarding the recent break-ins of Town Offices and buildings. She is locking up the money and making more frequent trips to the bank. Wireless Internet Update: The cost for the two wireless internet ports will be $167.00 each per year. The initial start up fee is $2,000. As part of this fee has already been paid, the remainder is $1400.00. Jennifer will look into using the grant from Waste Management for technology to fund this. We will look into blocking random usage by people "around the building". The Board wants to go forward and install wireless service. We are hoping that this will increase the use of the library by bringing in the young adults who make frequent use of their own laptops. The service will also be useable in the proposed pavilion. Workshop attendance: Because of budget and staffing restraints, attendance by staff at workshops will have to be defined. A substitute is needed when a staff member is at a workshop when the library is open. Reimbursement is also paid for mileage. The budget will only accommodate a finite number of workshops. A committee consisting of Virginia, Renee and Dianne will meet on Sept 21st at 12:30 to create a policy for workshop attendance. Jennifer has contacted other libraries asking about their policies on attendance. The average number of workshops attended by personnel at other libraries is three. The Regional Library had no recommendation. The ARIS report is finished. Jennifer will look up the date that the long-term update is due, and also add a technology report. Summer Reading Update: There were 568 children who participated and 87 adults. 368 books were read by adults. Jennifer reports that the monthly casual meetings on Tuesday mornings from 10:00-10:30 are going well. The new system of the press releases all going to the Director is working out well. Trustee Workshops: There is a workshop on September 27th. Jennifer has information for anyone interested. Guidelines for the Bin: If the bin is not done correctly, we will not be able to participate in the inter-library loan system. Volunteers must be trained. Jennifer will create guidelines and have volunteers watch an on-line video. The first Friends of the Library meeting will be on September 11th at 6:00. Their membership drive is underway. The program "Mittsicles" will take place on September 15th. Kits will be sold as gifts and available for future sales. The Book & Bake Sale will take place on Saturday, September 22nd. Volunteers are needed! Warrants in the amount of $1,318.36 and $639.40 were unanimously approved for payment by the Board. Hearing no new business, the meeting adjourned at 8:40 The next meeting is scheduled for Monday, October 1, 2007 at 7:00 Respectfully submitted by Dianne Barry August
6, 2007 Present: Dianne Barry, Helen Hurteau, Carol Kent, Renee Still, Virginia Snopek, Nancy Evren, and Director, Jennifer Crosby Absent: Eva Sartori, April Judicki, and Amy Kimball The meeting was called to order at 7:00 The minutes from the previous meeting were accepted as amended. Update on the pavilion: Frank Boron has volunteered his services as carpenter. The Town Administrator has said that this is an acceptable situation as long as Mr. Boron carries his own workman's compensation insurance. Also, if the value of the services he is donating is greater than $5,000, the job must be put out to bid. The Trustees will ask Frank for a written estimate. This project is going to be funded by one of the Trust Funds held by the Trustees, if Waste Management does not fund it. Jennifer Crosby will get an update. Plans for the 90th reunion: the committee of three has not yet met. Jennifer has gotten information by mail from someone who wishes to perform at the celebration. Jeanne Crosby, Jennifer Crosby, Virginia Snopek, Helen Hurteau and Amy Kimball will make up the new committee. Research will be done on the exact date of the library's founding. The celebration will likely take place in November. Update on the meeting with the library staff re: the time-off request form: Jeanne, Jennifer and Janice met with Virginia. The form was presented and clarified. The form has already been used. Trust Fund information update from Christopher Martin: Virginia has an accounting of the exact amount in various accounts. There is approximately $20,000 in CD's. The important thing to note is that advance notice is needed for withdrawal of funds. Copier update: A color, networked printer has been purchased. The Friends gave permission to use funds from the Waste Management Technology Grant. Update from Personnel Board regarding Jeanne's Crosby's pay step: Dennis LaFleur, Chair will let us know the correct step she will be placed in. Clarification will be made soon. From the Director: Virginia reports that she met with the Friends regarding the spending of the funds from the Waste Management Grant for the Summer Reading Program. An allowance was set for the program, but overages were accrued. The Friends have agreed to make up the approximately $1,000 difference. A new form is now in use to keep spending in check. New Business: Brian O'Sullivan, son of Peg O'Sullivan, came to the library to view the plaque honoring his mother. The staff was unable to find it at the time. When it is back in place, a picture will be sent to him by e-mail. Jennifer issued a receipt for $2,000 gift from Constance Frenette. There will be a new line item in the budget for this as a Gift Fund account. Steve Nally had some questions about restrictions and designation of the funds in the account in Peg O'Sullivan's name. Clarification will be made. Benefits for Jeanne Crosby's position: The two part time positions that Jeanne holds allow for benefits. There is some sick time, personal time, vacation time and holiday time. It seems that these benefits must be requested by the employee in writing. The Administrator will respond immediately to such letters. The Director asked the Board for guidance regarding attendance at library technique classes. It is reported that both Jennifer and Janice have requested to take the same course at the same time. The Board decided that since the Director must take the class, and the Children's Librarian wants to take the class, preference must be given to the Director. There is another opportunity for Janice to take this class in another place at a different time that does not conflict with library duties. The motion was made that Jennifer Crosby would be the employee sent to the Tuesday class on Library Materials and Collection Development in Whately. This was unanimously approved by the Board. The practice of closing the library near holidays will be discussed at a future meeting. Trustee Orientation will be September 27, 2007 in Chicopee. Nancy Evren wished to discuss a few items from the WRapper Newsletter. One was the study on page one, about the top ten member public libraries based on volume of delivery traffic. Her point is that the smaller libraries proportionately, may have just as high a volume, but were not represented in this study. Jennifer will e-mail them with about this. The second area of question was about satellite support in an article on page 3. Nancy will e-mail John Ramsay with her questions. Regarding the adult summer program, Music & Massage, sadly, there was no massage. Warrants in the amount of: $329.10, $4,601.90, and $371.20 were unanimously approved. The meeting adjourned at 8:37 The next meeting will be on September 10, 2007 at 7:00 Respectfully submitted
by Dianne Barry July
9, 2007 Present: Amy Kimball, Dianne Barry, Virginia Snopek, April Judicki, Carol Kent, Renee Still, Helen Hurteau, Nancy Evren, and Jennifer Crosby, Director. Absent: Eva Sartori Meeting called to order at 7:20 The minutes from previous meeting were read and approved as written. The nomination committee, made up of Amy Kimball and Dianne Barry offered names for nominations as follows; Virginia Snopek as Chairperson, Jennifer Crosby as Library Director, Dianne Barry as secretary, and Amy Kimball as the secretary pro-tempore,to serve in case the secretary is absent. The nominations were discussed, and approved unanimously. The proposed Time off Request Form prepared by Jennifer was reviewed by the Board. Employees will need to fill out this form for review and approval by the Director. Minor revisions in wording were made. The Board unanimously approved the revised form. Jennifer will meet with the staff and explain its use. Virginia sent a letter to Town Administrator Christopher Martin, requesting encumbrance of the Library's remaining funds in all accounts from Fiscal Year '07. The Selectmen approved the appointment of Jeanne Crosby to the position of Circulation Librarian, at Grade 3, Step 10. Virginia was asked by the The Friends of the Library to participate in a discussion about guidelines for requests for money by the library staff. They want to create a form that defines budget limits for project expenditures. Approval of expenditures by the Friends must be secured in order to ensure reimbursement. Budget overages will not necessarily be covered. Marty Jewett will represent the Friends in a meeting with the staff. Virginia has been invited to attend. This meeting is yet to be scheduled. There was mention made about the Library's 90th anniversary. The committee, consisting of Amy Kimball, Jeanne Crosby and Eva Sartori has not had a chance to meet yet. On June 21st, the Historical Commission approved the plans for the Library Pavilion. A Building Committee consisting of Jeanne Crosby, Helen Hurteau, Jennifer Crosby and a member of the Friends will oversee the construction of the pavilion. There are still many details to be finalized. Christopher Martin, Town Administrator has approved the testing for lead from some of the exterior painted areas of the Library. According to Town Officials, creating a line item for a Gift Fund is possible, but the Town will not cover this account should it ever show a negative balance. Jeanne Crosby has spoken to Steve Nally regarding the Library Trust Funds and will have a report for the Board soon. Interest from the Trust Funds will be used to purchase a new printer. Research on which model to buy is still being done. Regarding a new copier, Steve Nally is advising against leasing. He thinks we should buy a copier from Staples. Jennifer and Jeanne are looking into copiers, service plans, prices, and details about the copier use and will bring the Board more information. The Friends have indicated that they will pay for the copier. Three warrants in the amounts of $1,942.86, $770.31, and $733.84 were unanimously approved for payment. Jennifer Crosby
will be profiled in the I.D. section of the Hampshire Gazette. The meeting adjourned at 8:32 Next meeting: August 6, 2007 at 7:00 p.m. Respectfully submitted, Dianne Barry,
Trustee meeting minutes archives available upon request. |