Board Minutes
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Board Meetings - November 18, 2008
MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES
OF THE CHAPPAQUA LIBRARY
November 18, 2008
Board Members Present: Brian Socolow
Stan Kurzban
Janet Himel
Evelyn Bloom
Barbara Lowenthal
Others Present: Pamela Thornton Director
Martha Alcott Assistant Director
(from 7:31 P.M. to 8:55 P.M.)
Jo Lunetta Staff
(from 7:31 P.M. to 8:55 P.M.)
Gerri Carpino Staff
(from 7:31 P.M. to 8:55 P.M.)
Carol Birch Staff
(from 8:00 P.M. to 8:55 P.M.)
Dennis MacDougall Maintenance Consultant
(from 7:31 P.M. to 8:15 P.M.)
I. Call to Order
President Socolow called the Board to order at 7:31 P.M. He introduced Joan Kuhn,
Program Coordinator of the Chappaqua Library, to those present.
II. Presentation of Joan Kuhn, Program Coordinator, of the Chappaqua Library
Ms. Kuhn described her multi-faceted role at the Library and gave the Board a preview
of upcoming events She stated that attendance at programs averages between 20 to 70
people and that more than 6000 attended 180 presentations last year. Ms Kuhn
accomplishes all this on a budget of $3500.00. Mr. Socolow thanked Ms. Kuhn and
said that he was often amazed at the breadth and quality of her presentations and that
she had made the Library a focus for everyone in town.
III. Building and Grounds
A. Maintenance Update
1. Energy Study
Mr. MacDougall has submitted an application for a low cost audit program to
the New York State Energy and Research Development Authority. He is
awaiting an appointment date for this audit.
2. Roof Repair
The damaged wood fascia board on the rooftop mechanical room has been
replaced. Because the damage was far worse than expected, costs were
$275.00 more than the original estimate of $800.00. Vanguard has completed
all the roof repair and gutter installations. However, Mr. MacDougall stated
that these repairs will require maintenance work as well.
3. Cooling Tower
The cooling tower arrived from the factory on November 18, 2008.
Installation will take place the week of November 25, 2008.
4. Lighting
Lynstaar Engineering has completed the drawings for submission to the State
Education Department for its approval to proceed with the lighting retrofit
project. Due to the poor quality of the original blueprints, Lynstaar added
hand drawing details to the new Auto Cad drawings. Mr. MacDougall has
not seen this work and will take the necessary steps to submit these plans
to the SED. Mr. Socolow stated that this work should be as green as possible.
Ms. Thornton responded by saying that ergonomics and light sensors will
accomplish this.
B. Public Restrooms Project
Mr. MacDougall presented the Board with an enlarged version of the three
designs submitted by the Library’s architect Gabrielle Salman. He described the
advantages and disadvantages of each option. Mr. MacDougall said that one
problem was the size of the entranceway with respect to wheelchair adaptability.
A discussion ensued involving the accessibility of toilets, the possibility of pulling
back one wall in a bathroom to provide more space, wheelchair
adaptability and ADA requirements. Ms. Thornton inquired if Ms. Salman
would require additional funds for this work and if Ms. Salman would
give the Library specs on Option 3. Mr. MacDougall said Option 3 was the least
expensive of the options. Mr. Socolow asked Mr. MacDougall to return to the
architect for further clarification of these issues.
C. Alarm System
Mr. MacDougall said that the Library has received a proposal costing $1,565.00,
from Automated Control Logic, to install an alarm system connected to both the
Energy Management System and to the Building Security System. This alarm would
provide early detection of a water leak in the roof penthouse mechanical room.
This area has flooded twice. The Board unanimously approved the expenditure for the new alarm.
IV. Policy
After a second reading of the Extended Loan Policy for Disabled Patrons, the Board
unanimously approved the aforementioned policy. Ms. Thornton stated that this
policy is the only one of its type in Westchester County.
V. Reports
A. Grants
1. Ms. Thornton reported that the Library is applying for a 2009-2010 grant
called “The Big Read.” An initiative of the National Endowment for the
Arts, “The Big Read” is designed to restore reading to the center of
American culture. The application is due in January 2009 and will not be
announced until April 2009. The Library is eligible for a grant of between
$2,500.00 and $7,500.00 and must provide matching funds. Mr. Socolow
said that he was reluctant to approve a budge item that does not have to be
submitted until January. The matter will be revisited at the next Board
meeting.
2. The Library has been awarded a $3,200.00 grant by the Westchester Center
for Creative Aging. The grant was created to support innovative projects for
older adults.
3. In her presentation to the Board, Ms. Kuhn, the Program Coordinator, had
reported that she is applying for a grant to the New York Council for the
Humanities. She stated that she has received other grants for programs in the past.
Mr. Socolow remarked that the Library’s acquiring of grants has accelerated in
the past few years. He commended the staff for pursuing this grant as well as the others.
B. Open House Receptions
1. On December 18, 2008, the Library will hold an Open House reception
from 4:00 P.M. to 7:30 P.M. for Carol Birch, Children’s Room Coordinator,
who is retiring after an extraordinary 22 year career in the Library.
Ms. Birch’s dynamic, rich contribution to the Library will be missed.
2. There will be an Open House reception held at the Library the week of
December 15, 2008 to commemorate the 30th anniversary of the Library at
its present location in Chappaqua. In celebration of this anniversary,
the Library will be collecting food goods to distribute to local food pantries.
C. Finance Committee
The Finance Committee, consisting of Milan Tyler, a former Board trustee,
Mr. Kurzban and Ms.Thornton, was created for the purpose of discovering
Ways with which to finance the expansion of the Children’s Room. At their
November 17, 2008 meeting, the members of the committee discussed different
methods with which to finance this project. It was decided that the first step
was to consult a financial advisor.
VI. Board Adminnistration
A. After a discussion the Board unanimously approved an amended version of the
October 21, 2008 minutes.
The amended minutes will include the following change:
III. C. Ms. Lowenthal remarked that due diligence had not been done.She also noted that Option I was the least expensive option only
because it did not include the other types of expansion illustrated in the other four
options.
The board discussed imposing a cut off date for submitting revisions to the minutes and
that all revisions would be submitted to all members. Mr. Kurzban referred the Board
to the handbook for Library Trustees of New York State which explains the process
of minute taking.
B. The Board set December 9, 2008, January 20, 2009 and February 24, 2009 as
the dates of the next three meetings.
C. Mr. Socolow will report back on the date for the proposed School Board/Library
Board meeting in January 2009.
VII. Finance
A. The Board unanimously approved the October 2008 statements.
B. The Board reviewed the October 2008 Capital Fund.
C. The Board unanimously approved the November 2008 bills.
VIII. Executive Session
The Board entered Executive Session to discuss library matters at 8:55 P.M.
and exited by common consent at 9:15 P.M.
IX. Adjournment
Mr. Socolow adjourned the meeting by common consent at 9:16 P.M.
Respectfully submitted,
Evelyn Bloom
Secretary
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