CHAPLIN PUBLIC LIBRARY

Board of Trustees

Meeting Minutes

January 20, 2009

 

  1. Call to order:  Chairman Helen Weingart called the meeting to order at 7:04 PM.

 

  1. Members present:  Dianne Beer, Diane Cox, William Jenkins, Kitty Leshay, June Rose, Sharyn Rusch, Rebecca Stockdale-Woolley, Betty Urban and Helen Weingart.  Library Director Geraldine Helmer was also present.

 

  1. Additions to agenda:  None.

 

  1. Audience for citizens:  None.
  2. Approval of minutes:  Motion by William Jenkins to approve the minutes of the December 15, 2008 meeting, seconded by Sharyn Rusch.  Motion passed 8 – 0 with one abstention (William Jenkins).

 

  1. Reports:

 

    1. Director’s report:  The budget as of January 15, 2009 is $32,726.50.  There is $10,454.20 in the special revenue account.  The circulation numbers for the month of December are:

Fiction:              147

Nonfiction:  53

Juvenile Fiction:  157

Juvenile Nonfiction:  19

Audio:  6

Video:  29

DVD:  128

Periodicals:  1

CDs:  7

Board members asked why the special revenue account was $50.20 less than last month when only $25.00 was spent.

The riverside reptile program is scheduled for February 18, 2009 at 3:00pm.  The Library Director handed out a flyer for the program and Board members asked that it be revised to contain more details about the program.

 

    1. Board Chairman’s report:  Patrick Pothier sent an email that Helen Weingart forwarded to Board members asking for their input, comments and suggestions.  Diane Cox noted that the first point in Mr. Pothier’s email was not correct (that PHHS students are required to perform community service).  Diane thought this may start with 9th graders in the fall of 2009 but it is not a requirement at this time.  The general feeling among Board members was that it was fine for Mr. Pothier to make requests on behalf of the entire board.

 

    1. Board Member reports:  Diane Cox noted that the Planning & Zoning Commission is in the process of updating the town’s Plan of Conservation and Development and suggested that we should let them know if any Board members had anything to suggest to them.  Sharyn Rusch suggested that a good day for the annual book sale would be Saturday, May 2, 2009 and we need help sorting books.  Helen Weingart suggested that we should publicize the fact that we’re looking for book donations.

 

  1. Old business:

 

    1. Revisit program plan:  Sharyn Rusch and Helen Weingart will meet with the Readiness Council and the Discovery group and present recommendations at the next meeting.

 

    1. Report on visits to other libraries with Verso Automation:  Kitty Leshay visited the Guilford Smith library in South Windham.  They spend $4,460.00 annually on Bibliomation and it would cost approximately $10,000.00 to implement this program including start up costs.  They have six computer terminals.  They’ve had this system in place for approximately seven years.  Library Director Geraldine Helmer and Assistant Librarian Jessica Jahnke visited the Willington Public Library.  Willington has a population of approximately 6000 people, their library has a staff of six people and they have approximately 20,000 books.  It cost them $6,000.00 to automate their books, DVSs, CDs, etc., with Verso Automation.  They felt Bibliomation was too expensive.  The yearly maintenance costs were not determined during the visit.  The Chaplin Public Library has approximately 10,000 books.  The Board requested that the Library Director request a quote from Verso Automation that includes installation and upkeep, what specific features we’d receive and the relevant technical requirements.  The Board also requested the Library Director contact the state library people and ask them to attend a future Library Board of Trustees meeting to advise us on automation.

 

  1. New business:

 

    1. Budget proposal:  The budget is due on February 15, 2009 and the presentation to the Board of Finance is March 9, 2009.  The Library Director submitted a proposed budget for the Board’s review.  Board members raised the following concerns:

35107 – Building Maintenance:  Why increase this item just because we were “over budget” in 2008.

35110 – Electricity:  CL&P should be contacted to see if they are asking for rate increases from the DPUC.  June Rose suggested that the Library Director investigate alternative electric rates with the First Selectman.

35111 – Equipment maintenance:  The Library Director must list specific items for this line item in order to justify the expenditure.

35112 – Equipment purchase:  The Library Director must state specifically what the “two new computers” will be used for to justify the expenditure.

35113 – Fuel:  The Library Director was asked to check the price with our current vendor (Osterman) and to check with Amerigas for a quote.

Motion by William Jenkins for a special meeting of the Library Board of Directors on February 9, 2009 at 7:00pm at the Chaplin Library to discuss the budget, seconded by Dianne Beer.  Motion passed unanimously.

 

    1. Library Pass for Connecticut Science Center:  No action.

 

  1. Correspondence:  None.

 

  1. Agenda items for next meeting:  Budget transfer and item adjustment, Board members concerns listed under 8A above, representative from the state for our March meeting.

 

  1. Adjournment:  Motion by William Jenkins to adjourn at 8:36pm, seconded by Sharyn Rusch.  Motion passed unanimously.