Board Minutes
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Board Minutes - May 21, 2007
MAY 21, 2007Board Members Present: Milan Tyler
Brian Socolow
Stan Kurzban
Janet Himel
John Sorice
Others Present: Pamela Thornton Director
Carolyn Reznick Assistant Director
Gerri Carpino Staff
Dennis MacDougall Maintenance Consultant (to 8:15 P.M. )
Evelyn Bloom Newly elected Library Board Trustee
I. Call to Order
President Milan Tyler called the meeting to order at 7:33 P. M.
II. Board Administration
A. The Board unanimously approved the minutes of April 16, 2007 .
B. The Board set June 27 and July 17, 2007 , as the dates of its next two meetings.
III. Finance
A. The Board reviewed the April 2007 financial statements and requested that future statements of assets show yields for the money market account and step-up CD holdings. Unanimous approval of the statements followed.
B. The Board reviewed the remaining capital balance and raised the suggestion of a committee to review the Long Range Plan. A committee of three members representing The Friends of the Library, the public, and the Library Board, plus Ms. Thornton would assess resources needed and provide written reports to the Board. The current total in the capital fund reflects the discontinued contingency funds carried for the construction project. The Board unanimously approved the April 2007 report on the capital fund.
C. Mr. Sorice asked Ms. Thornton to review the procedures for purchases made by employees on behalf of the Library in an effort to reduce the number of checks paid to staff. Unanimous approval of the bills followed.
D. Ms. Thornton presented the May budget vote results. The Library budget passed by a greater percentage than the school budget. Ms. Thornton will investigate how the winner of the Library Board election is to be officially notified. E. Ms. Thornton reviewed insurance changes reflected in her report. She will investigate stabilization bars suggested by the representative from Utica Mutual to brace certain book stacks.
IV. Buildings and Grounds
A. Mr. MacDougall reported that the SED (State Education Department) forms from Arthur Breuer of ARBPE Consulting Engineers for the cooling tower project are expected to be completed by the end of May and then sent to the State Education Department.
B. The Board unanimously approved retroactively the spending of $1850 to replace two fan motors, one in the technical services area and one in the cooling tower of the air conditioning system.
C. Ms. Thornton will sign the maintenance agreement with North State Mechanical for another year of maintenance on the air conditioning system at the same price as the prior three years.
D. Ms. Thornton will confirm the price of installing a light fixture over the periodical area with Talt Electric and confirm whether prior approval was given for this specific estimate of work. This work is not part of the construction project.
E. Quotes for repair of the air handling unit in the children’s room area were presented and considered. Mr. MacDougall recommends using North State Mechanical. The Board unanimously authorized up to $9,000 for the fan shaft, bearings and fan wheels to be replaced.
F. A quote by Keating Electric to replace eleven ceiling light fixtures in the children’s room with more energy efficient fixtures was presented and discussed. The Board unanimously authorized $2,502.00 for the lighting fixtures to be replaced.
G. Mr. MacDougall will investigate options for a better emergency exit from the children’s program room. An emergency egress must be located across the room from the existing door.
V. WESTLYNX
A. Discussion of the problems for our Library staff and patrons as a result of the new SIRSI system for circulation reaffirmed the trustee’s appreciation for the efforts made by Barbara LeSauvage, Terri Martini, and every circulation staff member to provide the best possible service under difficult circumstances for our patrons. An email from the trustees will convey this message.
B. The SIRSI system is not producing statistics of patron counts by member library. Ms. Thornton does not know when to expect these statistics from the system.
C. A review and vote on the revised version of the WLS Free Direct Access Plan was tabled. The trustees requested a copy of the revised plan with highlights emphasizing the changes. More clarification is needed prior to voting on the plan.
VI. Buildings and Grounds - continued
A. The final piece of the construction project is the installation of outdoor signage. Mr. Socolow favored eight inch letters for the signs. Ms. Thornton amended the cost of the proposed signs to $4,822.22 to allow for the purchase of larger letters. The Board unanimously approved the purchase and installation of two outdoor signs at a cost not to exceed $5,000 from the capital fund. B. There were no updates for Ms. Thornton to report on parking. Mr. Socolow suggested the parking committee reconvene to study the parking situation at the Library. Trustee-elect Ms. Bloom agreed to serve on the parking committee.
VII. Public Relations/Services
The banner to be carried by the trustees in the New Castle Memorial Day parade was proudly displayed in anticipation of the upcoming parade.
VIII. Policy
A. Mr. Socolow suggested changes to the wording of the compensatory time policy revision. Ms. Thornton will present a modified revision of the wording of the policy at the next meeting.
B. The trustees will send Ms. Thornton comments regarding the Chappaqua Library and Employee Code of Ethics and Conflict of Interest Policy that was adapted from the policy of WLS. Mr. Kurzban asked Ms. Thornton to learn where the draft came from and why it differs from sample codes seen in other documents. Ms. Thornton will assemble the comments and obtain samples from other libraries. Trustees will consider whether standards of conduct should differ for employees and elected hired officials.
IX. Reports
A. Mr. Sorice recommended including the Library auditor in the agenda for the June or July meeting. Mr. Socolow recommended including the Library attorney and to continue inviting department heads, suggesting Barbara LeSauvage.
B. Ms. Thornton reported that the patron count in April exceeded that of April 2006.
X. Adjournment
Mr. Tyler adjourned the meeting by common consent at 9:44 P. M.
Respectfully submitted,
Janet Himel, Secretary
Posted on May 21, 2007 - 01:22 PM
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