CHAPLIN PUBLIC LIBRARY
Board of Trustees
Emergency Meeting Minutes
October 19, 2009
Chairperson Helen
Weingart called the meeting to order at 7:30 PM. Present were Board members June Rose, Diane
Cox, Sharyn Rusch, Betty Urban, Bill Jenkins, Rebecca Stockdale-Woolley and
Kitty LeShay. Others present were Director
Jessica Jahnke. Unable to attend was
Board member Dianne Beer.
This meeting is an emergency meeting due to miscommunication in the distribution of the minutes and agenda.
3.
ADDITIONS TO
AGENDA: None
4.
AUDIENCE FOR
CITIZENS:
Thanks to Patrick Pothier for organizing the H1N1 presentation that provided lots of information. Parents appreciated their children being attended to in the community room so that they could listen to the presentation. There is a “Friends of the Library” sign up sheet for anyone interested.
5.
APPROVAL OF
MINUTES: September 19, 2009
Motion to approve the minutes of
September 19, 2009, was made by Sharyn Rusch with the following
corrections: Item #61 should
read - Circulation figures for 2009 at this point is 740 compared to 684 at
this point last year. The circulation
numbers for the month of August are:
Jessica Jahnke will provide correct figures.
The motion was seconded by Bill Jenkins and carried with the following
vote:
YES: K. LeShay, B. Urban,
ABSTAIN: D. Cox, H. Weingart, J. Rose, R.
Stockdale-Woolley.
6.
REPORTS:
A.
Director’s
Report:
Circulation for the month of September is 640.
Fiction 174 Juvenile Fiction 184 Video 37
Non-Fiction 49 Juvenile Non-Fiction 13 DVD 154
Periodicals 1 CDs 0 Audio 28
The circulation for September 2008 was 648 with videos at 60. Helen Weingart requested summary of circulation figures for July 2008 – June 2009.
The Special Revenue balance is $10,343.53 with cost of VERSO taken out.
The patron files have been exported to VERSO and are expected to be up and running by the beginning of November. There will be two days of training.
The state grant is being worked on.
The outdoor sign was replaced with the original sign.
The proceeds from the auction need to be moved from the General Fund to Special Revenue.
Motion to move Auction Proceeds
in the amount of $708.00 from the General Fund to Special Revenue, was made by
Bill Jenkins, seconded by Sharyn Rusch and carried unanimously.
Randy Godaire replaced two burnt ballasts in the hallway. The Board should consider replacing all the lights in the next 8-9 years as they have a 10 year life span.
There have been complaints about the parking lot being too dark. The town has been requested to trim the trees around the lights.
Juggle Joy will be held on Wednesday from 10-11am through the Discovery Group.
Jessica Jahnke asked if there is a policy regarding closing the Library during inclement weather. If the Town Hall is closed, the Library is closed. Helen Weingart will send a copy of the bylaws to all Board members and the Director and the issue will be reviewed at the next meeting.
Donna Dufresne has requested starting the Literacy Garden Project with Master Gardener Kim Kelley from UCONN willing to help. The Board wishes to decline at this time due to preparation and maintenance issues.
B.
Board Chair
Report:
Helen Weingart will draft a letter for the annual report. Board members were asked to email any information they wish to be included.
C. Board Members Report:
The revised duties and hours will be presented at the next meeting.
Diane Cox thanked the Board for being a strong group as tonight is the last night for herself and Kitty LeShay. Helen Weingart thanked them both for their efforts and energy in making programs happen.
7.
OLD
BUSINESS:
The Board accepted recommendation by Jessica to clean the hallway carpet for $150. She will research a heavy duty rubber mat to protect the carpet in the entryway.
8.
NEW
BUSINESS:
Discussion was held on the Program
Plan. Diane Cox suggested a program on
gardening be held in the spring. Helen
Weingart suggested a presentation from Cropley Nurseries and will coordinate
this program. Jessica Jahnke suggested
doing a book sale on a smaller scale.
The key problem is storage. The
Board is considering asking the
9.
CORRESPONDENCE: None
10.
AGENDA ITEMS
FOR NEXT MEETING:
● Review of Revised Job Description and Duties for Director and Assistant
● Book
● Program Plan
● Friends of the Library
● Review Bylaws for Inclement Weather
● Welcome New Members
● Report on Auditorium
● Draft Letter for Annual Report
11.
ADJOURNMENT:
The meeting adjourned at 8:20 PM.
Respectfully
submitted by Kathleen Scott
Recording
Secretary