Board Minutes

MINUTES OF THE MEETING OF THE BOARD OF TRUSTEES
OF THE CHAPPAQUA LIBRARY 
 September 18, 2007 
 

Board Members Present: Milan Tyler
                                       Brian Socolow
                                       Stan Kurzban
                                       Janet Himel
                                       Evelyn Bloom    

Others Present:         Pamela Thornton   Director
                                Carolyn Reznick   Assistant Director (from 8:05 P.M.)
                                Gerri Carpino    Staff  
                                Jo Lunetta    Staff
                                Barbara LeSauvage   Staff
                                Carol Birch     Staff (from 8:20 P.M.)
                                Dennis MacDougall      Maintenance Consultant (to 8:10 P.M.) 

I. Call to Order 

President Milan Tyler called the meeting to order at 7:37 P. M.

II.  Board Administration 

•  
  1. The Board unanimously approved the minutes of its July 17, 2007 and August 15, 2007 meetings.
     
  2. The Board set October 16 and November 20, 2007 as the dates of its next two meetings. 

III.    Finance 

•  
  1. The Board unanimously approved the July 2007 and August 2007 statements.
     
  2. The Board reviewed the July 2007 and August 2007 reports on the capital fund.
     
  3. The Board unanimously approved the August and September 2007 bills.
     
  4. Major Variances did not warrant a separate report at this point in the new fiscal year.  The only item to include was high water usage due to a malfunctioning valve; this is reported in the Director’s Report dated September 18, 2007, under Buildings and Grounds.
     
  5. The Library’s Utica insurance policy was renewed on September 1, 2007.  Ms. Thornton will analyze the insurance proposals submitted by the Library’s broker and recommend to the Board whether any changes in carriers should be made.

IV.       Buildings and Grounds 

•  
  1. Mr. McDougall advised the Board that a work plan for removal of asbestos panels has been completed for the asbestos abatement project by Colden Corporation.  Variances have been granted to cut the panels.  Quotes for removal of the asbestos from three asbestos removal contractors recommended by Colden Corporation were reported: LVI Environmental Services $3,800; ETS Contracting $3,200; Asbestos Corporation $3,600. The Board approved retaining ETS Contracting and the expenditure of $3,200 with the added stipulation that the contract include the date of service as October 8, 2007, when the Library will be closed for Columbus Day, and ETS will name the Library as an additional insured under ETS’s insurance policy.
     
  2. The State Education Department forms for the cooling tower replacement should be enacted by the state prior to the next meeting of the Library Board.
     
  3. Consideration of an emergency exit window for the children’s program room continues to be tabled, pending an official report from a NYS fire marshal as to the occupancy limits of the children’s program room.
     
  4. Talt Electric has delayed the replacement of the light fixture over the periodicals area in the Library without providing an expected date of service.  The Board authorized the expenditure of up to $1,000 to replace the light fixture over the periodicals allowing more flexibility in getting the repair done if it is necessary to engage a different service provider.
     
  5. Both of the outdoor electric signs are now lighting properly, with credit to Dennis MacDougall and David Mangual.  The two signs need to be more firmly secured in the center to provide stability necessary for changing the bulbs.
     
  6. The Board accepted the recommendation for the purchase and installation of MERV 11 air filters to replace the current air handler filters.  The rating of MERV 11 filters is better for commercial buildings and they are more energy efficient.
     
  7. The valve in the boiler room that caused an excess flow of water, as reflected in the higher than normal July water bill, has been replaced.

V. Personnel 

•  
  1. The Board authorized retaining ADP Screening and Selection Services to provide background checking services at a cost of $200 for an initial implementation fee plus $86.70 per applicant search.
  2. The Board will send a letter to Ms. Peyraud expressing its gratitude for her 33 years of outstanding service with the Chappaqua Library.  Paula retired on August 15, 2007.
  3. The Board will send a letter to Deb Donaldson congratulating her as the new head of the Technical Services Department at the Library.
  4. The Board will send a present to Renee Fell, an Adult Page, wishing her well as she recovers from surgery.
  5. The Board congratulates Zahra Baird on her appointment from the Librarian II list and Ann Bradie on her appointment from the Senior Library Clerk list.
  6. The Board welcomes Bianca Torres to Children’s Services and Melissa Iomonico to Technical Services as part-time Library Clerks.
  7. The Board praised Carol Birch on her article published in the August 2007 issue of School Library Journal about storytelling.
  8. Ms. Thornton provided an informational version of the Library staff organization chart.

VI. Public Relations/Services 

•  
  1. Patrons have used the museum passes for visiting the Botanical Gardens, the Guggenheim, and the Natural History Museum.
     
  2. The celebration honoring Jean Craighead George on September 18 was a well organized, spectacular tribute to our local author.

VII.   Policy 

After review of the draft Informational Display Policy, the Board requested that Ms. Thornton revise it.  The Policy should address newspapers.  In addition, other items displayed within the Library, such as for-profit items (exemplified by ticket offers) and job opportunities for young people were not covered. 

VIII. Reports 

•  
  1. Mr. Socolow reported that the Long-Range Plan committee [Mr. Socolow, Ms. Bloom, Ms. Thornton, Ms. Reznick, John Sorice, and Shobha Vanchiswar] reviewed the current plan, set a goal to make recommendations to the Board in January, is gathering information from department heads regarding issues to consider in the Plan, and is considering a questionnaire to gather information from patrons.  The Board approved the committee’s request to distribute a questionnaire to patrons about their usage of the Library.
     
  2. The parking lot project has been tabled until further guidance from the Long-Range Plan committee.  Ms. Thornton will review the Lothrop Associates contract to see who owns the plans, including the digital version.  Ms. Thornton will contact a second architect.
     
  3. Ms. Thornton will present a Library disaster plan at a future meeting.   The Plan will apply to any occurrence that requires personnel to be out of the building for an extended period of time.  Mr. Socolow referred to the importance of considering communication among management during such a time.
     
  4. The Board authorized the expenditure of up to $2500 for new stools and tables for the Young Adult area.  The furniture is to be wood veneer; the stools are to have padded seats. 
     
  5. Ms. Reznick reported that a new Library web page is to be implemented in early October.  It will reside on the developer’s server.  Ms. Reznick suggested a thank you gift for Lyle Anderson for his efforts in developing the web site without charge to the Library.

IX. WESTLYNX 

Westchester Library System submitted a revised version of the Free Direct Access Plan for Board approval, as approval by a simple majority of member libraries is needed before the State will release funding to the Westchester Library System.  Relevant to the revision about acceptable rates for library services charged to other Westchester communities beyond those chartered to serve, the Board discussed a small area in Chappaqua served by the Yorktown Library because those residents are part of the Yorktown School District.  The Board approved the Free Direct Access Plan with no dissent, Mr. Tyler abstaining.    

X. Executive Session 

The Board entered executive session to discuss a personnel matter at 9:18 P.M. and terminated the session at 9:28 P.M.  

XI. Adjournment 

      Mr. Tyler adjourned the meeting by common consent at 9:30 P. M.  

                                          Respectfully submitted, 
                                          Janet Himel, Secretary