Board Minutes
Page 18 of 21 pages « First < 16 17 18 19 20 > Last »
Board Minutes - June 27, 2007
MINUTES OF THE BOARD OF TRUSTEES OF THE CHAPPAQUA LIBRARYJUNE 27, 2007
Board Members Present: Milan Tyler (from 7:45 P.M. )
Brian Socolow
Stan Kurzban
Janet Himel
John Sorice
Others Present: Pamela Thornton Director
Carolyn Reznick Assistant Director (from 8:05 P.M. )
Gerri Carpino Staff
Jo Lunetta Staff
Barbara LeSauvage Staff
Terry Martini Staff
Evelyn Bloom Trustee-Elect
Clinton Smith Library Attorney (to 7:50 P.M. )
Victor Cannistra Library Auditor (to 8:00 P.M. )
I. Call to Order
Vice-President Brian Socolow called the meeting to order at 7:34 P. M.
(Mr. Socolow yielded the chair to President Milan Tyler at 7:45 P. M.)
II. Guest Presentations
A. Clinton Smith Library Attorney
Mr. Smith’s firm has been engaged as attorneys for the library for a number of years and has worked on specific matters as requested. He stated it would be better for the attorney to be more involved through communication enabling higher baseline knowledge to prevent problems before they evolve and to be better informed to help with problems. When asked by Mr. Socolow, Mr. Smith said there are no issues we as a library should be aware of today. Mr. Smith described libraries as information intersections and as distributors of information; Mr. Kurzban addressed attention to the Patriot Act.
B. Victor Cannistra, CPA Library Auditor
Mr. Cannistra is retained as auditor by the Board of Trustees. He continues to see value in library control of check writing by requiring two signatures (his suggestion last year). However, when banks, including our current bank, fail to enforce the two signature requirement even if it is noted explicitly on the checks, actions to hold banks liable to enforce it are problematic. Mr. Cannistra agrees that library checks paid to individuals may be problematic and suggests adopting another policy, such as credit card use or accounts at stores (which the library already does). Another area of concern is cash receipts of library fines and lost book payments, which Mr. Cannistra audits closely. Additionally, he suggests the library bank statements be reviewed by two individuals.
C. Barbara LeSauvage Head of the Circulation Department
Ms. LeSauvage describes the Circulation Department as the front service line for non-reference patron assistance and library materials circulation. The circulation statistics presented by Ms. LeSauvage were described as astounding and Mr. Socolow asked whether the department had enough resources to meet the department demands. Ms. LeSauvage responded that Ms. Thornton assigns additional hours when needed from part-time staff. Currently the staff numbers about 18, most being part-time. Mr. Kurzban noted that no lines present at the circulation desk indicated a good management of resources. The recent renovation has brought improvements, such as a better flow with returns in a different space than checkout, and challenges, such as tasks previously done in different locations now consolidated in one space and the banging sound of the return chute covers (a solution is in progress). Ms. LeSauvage sees self-checkout as new circulation technology to consider. Ms. LeSauvage detailed a lengthy list of problems as a result of the SIRSI software migration, ranging from basic circulation functionality not operational to incorrect statistics, fines, and system-generated phone messages. She praised Ms. Thornton and Ms. Martini for assistance in trouble-shooting and their immense effort to resolve issues caused by the new SIRSI software.
III. Board Administration
A. The Board unanimously approved the minutes as presented of May 21, 2007 . Mr. Socolow requested a review of points from the prior meeting requiring additional information from Ms. Thornton. In regard to reviewing the procedures for purchases made by employees on behalf of the Library, Ms. Thornton is still reviewing accounts and will report at the next meeting. In reference to forming a committee to review the Long-Range Plan, Ms. Thornton will suggest the name of a staff member at the next meeting to include on the committee.
Discussion followed as to the nature of the proposed Long-Range Plan committee. It is described as an ad hoc committee to meet at the discretion of a committee chairman. (Other committee members proposed last month include representatives from the Friends of the Library, the community, and the Library Board, plus Ms. Thornton.) Mr. Sorice expressed interest in participating as a member of the community. The purpose is to review the existing Plan and provide the board with recommendations to consider along with target dates, as well as advice on capital needs during the budget cycle. It is proposed that once a year, prior to budget discussion by the board, the committee submit a report for consideration by the board. A charter is recommended for this committee. The board currently envisions three committees: 1) salary (every two years); 2) parking; 3) long-range plan. Ms. Bloom expressed interest in participating as board member on committees for salary and long-range plan.
Mr. Sorice suggested a non-board member on the parking committee, also.
B. The Board set July 17 and September 18, 2007 , as the dates of its next two meetings.
IV. Finance
A. Mr. Socolow thanked Ms. Lunetta for including yields on the money market account and step-up CD holdings on the statement of assets. Mr. Tyler requested that the statement of assets for the next meeting include a comparison of Wachovia, Chase, and Bank of America yields. Mr. Sorice suggested higher rates may be available. Unanimous approval of the May 2007 statements followed.
B. The Board reviewed the May 2007 report on the capital fund.
C. The Board unanimously approved the June bills.
D. Ms. Thornton announced that RPM Group has been purchased by NII Brokerage, LCC. She expressed satisfaction with this insurer.
V. Buildings and Grounds
A. Ms. Thornton presented the application form supplied to the school board for approval regarding the cooling tower replacement. The cost stated of $86,630.00 is derived from the engineer who drew up the plans. It does not include asbestos abatement work.
B. A roof leak was reported over the technical services area and periodicals. Installation of the new light fixture over periodicals is on hold until the roof leak is repaired. The insurance policy has a $1,000 deductible.
C. One quote for installing an emergency exit window in the children’s program room has been received; a second quote is expected. The board has not decided whether this type of window will be installed. Ms. Thornton will begin the process to apply for a grant (deadline August 1, 2007 ), which could possibly pay for one-half of the cost. The board expects to vote on this matter at the next meeting.
D. The Library expansion and renovation project has been completed.
VI. Personnel
Mr. Tyler expressed his appreciation for the BookExpo conference reports submitted by staff members and described the reports as an excellent way to communicate to the Board. Mr. Socolow suggested that staff members include ideas learned at the conference which they envision benefiting our Library.
VII. Public Relations/Services
The trustees wish to express appreciation to Ms. Joan Kuhn regarding the well planned and successful new programs under her direction. A letter will be sent.
VIII. Policy
A. Ms. Thornton presented a requested revision of Scheduling Regulations to replace the current policy listed in the Chappaqua CSD Public Library Personnel Policy. The first reading of this version was approved by the trustees with addition of numbers marking the two parts of the statement.
B. The first reading of ALTA’s (Association for Library Trustees and Advocates) Ethics Statement for Public Library Trustees was approved by the trustees. Upon final approval, the trustees will add the line – Adopted by the Board of Directors of the Chappaqua Library - to the list of organizations. The purpose of adopting an ethics statement is to publicly state the ethical obligations of the trustees. Mr. Tyler explained that New York State public officer’s law contains long detailed ethics rules which are specific and financial in nature. ALTA’s statement is specific to libraries and supplements the state law.
C. Ms. Thornton is preparing a disaster plan that she will present at a future board meeting.
IX. Reports
A. Ms. Thornton showed a sample Playaway, a digital audiobook that only requires head phones to listen. The Library is currently buying them to add to the audiobook collection, but in the future may replace current holdings with the newer technology.
B. The Friends of the Chappaqua Library raised $16,400 at their annual book sale.
X. Public Comments and Questions
A. Museum passes were suggested to loan to patrons for admission to museums in New York City , such as the American Museum of Natural History, Whitney Museum of Art, Botanical Gardens, Metropolitan Museum of Art, and Guggenheim. Five family passes cost $650 and allow unlimited use. The trustees suggested passes to museums located in Westchester County . Ms. Thornton will present a list of museums and a recommendation to the board at the next meeting.
B. Ms. LeSauvage expressed appreciation for the new library parking lot lights.
C. The trustees and Ms. Thornton thanked Mr. Sorice for his service as a trustee, gave him a certificate for books which will be purchased for the foreign policy group based at the Library, and welcomed him to return to serve on committees as a member of the public.
XI. Executive Session
The Board entered executive session to discuss a personnel matter at 9:25 P.M. and terminated the session at 10:10 P.M.
XII. Adjournment
Mr. Tyler adjourned the meeting by common consent at 10:11 P. M.
Respectfully submitted,
Janet Himel, Secretary
Posted on Jun 27, 2007 - 01:21 PM
Page 18 of 21 pages « First < 16 17 18 19 20 > Last »
