Board Minutes
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Board Minutes - July 15, 2008
MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES
OF THE CHAPPAQUA LIBRARY
July 15, 2008
Board Members Present: Brian Socolow
Stan Kurzban
Janet Himel
Evelyn Bloom
Barbara Lowenthal Member At Large
Others Present: Pamela Thornton Director
Martha Alcott Assistant Director
Gerri Carpino Staff (from 7:40 P.M. to 10:00 P.M.)
Jo Lunetta Staff
Dennis MacDougall Maintenance Consultant
(from 7:40 P.M.to 9:10 P.M.)
Kevin Regan Insurance Broker
(from 7:40 to 8:25P.M.)
I. Call to Order
President Brian Socolow called the Board to order at 7:40 P.M.
II. Board Administration
A. The Board unanimously approved the June 17, 2008 minutes.
B. The Board set September 9, October 21 and November 18, 2008 as the dates of the next three meetings.
C. Mr. Socolow welcomed Barbara Lowenthal to her first meeting as a trustee.
D. At Mr. Socolow’s request, Ms. Alcott’s name was added to the Board member roster.
E. At the June 22, 2008 Library Retreat, the subject of televising Library Board meetings was mentioned. The Board discussed the pros and cons of televising Board meetings. It was decided by a 3-2 vote that the September Board meeting would be taped and subsequently televised on NCCTV. Mr. Socolow, Ms. Himel and Ms. Lowenthal voted in favor of the proposal. Mr. Kurzban and Ms. Bloom voted against the proposal. Mr. Socolow stated that, if the Board determines that taping and televising Board meetings is not working, the Board has the ability to revisit the decision.
III. Finance
A. The Board unanimously approved the June 2008 statements.
B. The Board reviewed the June 2008 Capital Fund.
C. The Board unanimously approved the July 2008 bills.
D. Ms. Thornton announced that the annual request has been sent to the Chappaqua School District for an advance of funds approved under the 2008-2009 Chappaqua Library Budget.
IV. Insurance Policy
A. The Board welcomed Kevin Regan, of the Regan Agency Inc., the Library’s new insurance broker. Mr. Regan reported on the status of the Library’s insurance coverage. He stated that the information is in very good order and that he does not recommend that the Library change much of its insurance coverage. He did suggest, however, that the Board consider acquiring flood insurance even though the Library is not in a flood zone.
B. Mr. Regan stated that the Library had over-insured its book collection. In the future, coverage will be lowered to $4 million dollars from $5 million dollars.
V. Building and Grounds
A. Mr. MacDougall reported that he is preparing an energy audit for the Library. He is investigating the potential for solar and photovoltaic energy, which could reduce the cost and use of electric energy and fuel. Mr. MacDougall is also exploring strategies to control the amount of ventilation in the Library. He will report his findings at the September Board meeting.
B. The second round of bids for the cooling tower were opened on June 26, 2008. Of the four companies bidding, Mr. MacDougall has contacted the references furnished by Sun-Dance Energy Contractors and d/b/a Markley Mechanical and found them to be satisfactory. Sun-Dance was the lowest bidder at $67,200.00. Ms. Thornton will apply for a 2008 New York State Public Library Construction Grant to help defray the cost of the cooling tower replacement. The maximum amount the Library can request is $33,600.00, fifty percent of the total cost of the project. The Board unanimously authorized the submission of the grant request prepared by Ms. Thornton. The main portion of the work on the cooling tower will start in mid-November 2008 to avoid interference with the operation of the Library.
C. The Board unanimously approved general contractor Chris Licurse’s proposal to repair and/or replace, for not more than $800.00, the damaged soffits at two locations near the Library theater.
D. Vanguard Roofing conducted a scan of the Library roof on June 17 and June 18, 2008 and has found that small sections of the upper roof contain moisture. Mr. MacDougall said that the condition of the roof does not warrant a complete replacement. However, Mr. MacDougall stated that it might be prudent to inspect the original roof to find a true picture of any water damage. Based on Mr. MacDougall’s recommendation, the Board unanimously authorized Ms. Thornton to accept Option 1 in Vanguard’s July 11, 2008 proposal for a nuclear moisture analysis, at a cost of $2,230.00 for such an analysis to be performed.
E. Mr. MacDougall and Ms. Thornton have contacted architects in order for them to submit a proposal for renovation of the public restrooms. One of these architects, Gabrielle Salman, AIA,met with Ms. Thornton and Mr. MacDougall to discuss the work needed and submitted a proposal. The Board voted unanimously to accept Ms. Salman’s proposal, subject to removing the cost of the construction administrative portion of the proposed, and capping the fees at $2,100.00 and authorized Ms. Thornton to enter into a contract as so modified.
F. Ms. Thornton described the need for light fixtures for children’s storage shelving in the custodial area. Ms. Thornton had contacted Keating Electric and Technologies towards this end. Keating proposed removing the existing florescent fixtures and installing, in the custodial area of the Library, two new energy efficient surface florescent fixtures at a cost of $710.00. The Board unanimously approved the Keating proposal, and authorized Ms. Thornton to enter into an agreement with Keating for such work.
VI. Gifts and Thanks Correspondence
A. Ms. Thornton presented her prepared response to the letter from Divney Tung Schwalbe,LLP regarding the Draft Environmental Impact Statement for Chappaqua Crossing (formerly the “Reader’s Digest”property). Ms. Thornton’s response outlined the existing conditions at the Chappaqua Library and submitted copies of the 2007 New York State Annual Report, the Library’s Long Range Plan for 2008-2012 and Mr. David Busing’s Space Study.
B. Mr. Socolow thanked the members of the Library staff who attended the successful June 22, 2008 Library Retreat. Mr. Socolow stated that he was pleased by the discussion that ensued and by the good ideas expressed. He advocated closer contact with the community and suggested more content at the Library for use on line. Mr. Socolow asked Ms. Thornton to contact the School Board for a joint meeting. Ms. Himel stated that an emphasis on Chappaqua history in conjunction with the Chappaqua Historical Society would be of interest. Ms. Alcott added that consulting people at the Chappaqua Historical Society with access to the rich oral history of the area would be valuable. Because teens are an underserved population at the Library, it was suggested that they be consulted as to “what they want.”
VII. Reports
Ms. Thornton stated that there are three sections of the Library that warrant security cameras because of DVD theft and that she has contacted Clinton Smith, the Library lawyer, concerning the legal issues involved. Ms. Thornton will further investigate a security system.
VIII. Space Study of the Library
Members of the Board discussed at length the space study options in David Busing’s report. Ms. Lowenthal said that it was difficult to compare design aspects and costs in two different provided the most space, was more energy efficient and was more sensitive to the existing building. Ms. Bloom said that the aesthetic value of maintaining the garden across from the Art Gallery was important to Library patrons. All members of the Board agreed that the expansion of the Children’s Room and of the parking lot remained the top priorities. Mr. Kurzban discussed ways in which to raise money. Mr. Socolow stated that raising money was the impetus for the Library Foundation Committee but that the current economic climate is poor. Mr. Socolow said that the Board would return to this topic at the September Board meeting, and that the Board needs a specific project most likely to capture the public’s attention.
IX. Adjournment
Mr. Socolow adjourned the meeting by common consent at 10:17 P.M.
Respectfully submitted,
Evelyn Bloom
Secretary
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