Weston Public Library Board Meeting January 9, 2018 - Town of Weston, CT

Weston Public Library Board Meeting
                                       January 9, 2018

PRESENT: Amy Sanborn, Anne Hunt, Pam Kersey, Denis Toner, Lynne Langlois, Rick Ross,
     Barbara Groves, Amy Jansen, Peter Shih and Director Karen Tatarka

GUEST: Susan Richard, representing the Friends of the Library

Chairman Sanborn called the meeting to order at 7:48 PM.

TREASURER'S REPORT

Treasurer Kersey reported that there was very little activity in recent months. In October, the Karkowska
Sisters were paid $ 500.00 for their concert. In December, there was a donation from the Husking
Foundation in the amount of $2,000.00. When the renovation numbers are finalized, they will appear in
the next month's report. There are also more donations that came through in December but haven't been
deposited as yet but will appear in January's report.
To date, we have been breaking even on the coffee machine. Hot cocoa is the most popular item. It was
suggested that the Board finance a card to cover the cost of hot chocolate for any child who comes
without a credit/debit card. This has been taken under consideration.
Member Groves moved that the Treasurer's Report be accepted as presented. Member Ross seconded.
The motion passed unanimously.

BUDGET

Chairman Sanborn announced that the budget was well received First Selectman Spaulding, Town
Jonathan Luiz, Town Administrator, and Rick Darling, Finance Director/Assistant Town.
Director Tatarka reviewed the budget that was presented. Town Administrator Luiz wants to meet with
the Director and Shamrock about cleaning the library.
Director Tatarka said that if the state cuts funding for BorrowIT (ConnecticCard), using a library card in
another town may be discontinued or involve a fee.
Town Administrator Luiz, asked that our public computers be covered under the school IT budget.
Selectman Spaulding asked that we review our current late fees.
Director Tatarka said she will inquire as to what other town libraries charge. The Board agreed to give
Director Tatarka authorization to relay this information to the Town Budget committee.
Regarding Form C: The Children's Renovation, Town Administrator Luiz would like the electrical,
Ethernet and printers to go into the school IT budget. When we find out what grant money is available to
cover parts of the project, we might include it for reimbursement. He wanted the $30,000 to cover new
shelving to be paid by the Board. The window replacement may come out of the budget because at the
present time, they are okay. The sense of the Board was that the cost of shelving should remain in the
budget as a Town expense since the Library is a Town building and is a required investment to operate
the Children’s Room.

SPACE PLANNING

Member Shih moved that at such time as the Treasurer and Director received sufficient information
regarding the final renovation project accounting that the Treasurer may then reimburse the Town in the
amount of $65,619.93. Member Jansen seconded. The motion passed unanimously.

Director Tatarka discussed library signage. The font for all signs needs to be consistent throughout the
library. Currently, the font is euphemia.
In March, we will find out what projects for the Children’s Room renovation may be eligible for a State
grant. Children's Librarian Petrino has prepared a plan for the renovation of the Children's Room. She
already has names of different companies that could be used.
Chairman Sanborn asked for volunteers for the Space Planning Committee for 2018. Members Langlois,
Sanborn and Hunt volunteered to remain on the committee.

DIRECTOR'S REPORT

Director Tatarka announced that there isn't much data for 2016 due to the renovation. She will have a
full wrap-up of 2017 soon.
The 2nd Quarter Report was handed out. The children's books usage is up 48.54%
E-books remain stable. Data is no longer able to be accessed through NoveList.
Downloadable audio books are becoming more popular.
Hoopla limits downloads to 3 per month. There is no "hold" list.
Morningstar is down considerably.
Children's Librarian Petrino has requested money to attend the PLA on Thursday, March 22. It was
suggested that Director Tatarka also request money for this conference. Member Kersey moved to
authorize up to $600 for Children's Librarian Petrino to attend the conference. Member Shih seconded
the motion. It passed unanimously.

FRIENDS

Susan reported that the Thursday book group has a new leader.
The New Yorker group is self-directed. Different members run the group of about 22-23 people.
Sue Urbania has a photography group of about 16 people. They meet the first Wednesday of the month.

MINUTES

December minutes will be reviewed next month.

OLD BUSINESS

Chairman Sanborn requested that the date of the next Board meeting be changed to Tuesday, February 6.
Member Ross moved to accept the change and Member Groves seconded the motion. It passed
unanimously.

NEW BUSINESS

Chairman Sanborn is drafting a letter to the Selectmen regarding hiring authority (Town Charter Section
5.1). The sense of the meeting was to authorize Chairman Sanborn, Director Tatarka and the new library
Chairman to create such a letter and submit it to the Selectmen.
Chairman Sanborn announced that new sub-committees need to be formed. She requested that members
consider where they would like to volunteer. The By-Laws also need to be revised.

ELECTION OF OFFICERS

Chairman Sanborn nominated Member Hunt to be the new Library Board Chairman. Member Ross
seconded the motion. The motion passed unanimously.
Chairman Sanborn nominated Member Toner to continue as Vice Chairman. Member Hunt seconded the
motion. The motion passed unanimously.
Chairman Sanborn nominated Member Kersey to continue as Treasurer. Member Jansen seconded the
motion. The motion passed unanimously.
Member Hunt nominated Chairman Sanborn to be secretary. Member Ross seconded the motion. The
motion passed unanimously.

Member Kersey moved to adjourn the meeting. Member Shih seconded the motion. The meeting
adjourned at 10:18 PM.

Respectfully submitted,

Anne Hunt
Secretary

Approved February 6, 2018

Weston Public Library
                                               Director's Report
                                                January 9, 2018

Space Planning

       Library signage – Signworks has provided the sketch for Mrs. Greene’s sign. It has been distributed to the
        Space Planning Committee and will be available at the Board meeting. I have inquired about sketches of
        the remaining signs and also the Vitale sign.

Building

       Calvert Safe and Lock has completed the weather stripping, re-alignment, and automatic door bottom
        work in the Library.
       I am working with contractors to obtain two additional quotes for the fire code upgrades to the basement
        stairs and bathroom remodeling, and separate vendors for an estimate of the cost to replace the acoustical
        tiles in the Community Room.
       Shamrock has performed the proposed corrective process on a section of the cork floor. It has been
        reviewed by Town Administrator Luiz and Building Committee Member Wolf. They have given
        permission for the process to be done to the floor, and I am working to coordinate a time for the work to
        be completed.
       The repair to the furnace motor has been completed, and the heating system is working properly.

Technology
    The patron who wished to donate the photograph scanner to the Library presented the Library with a
      check for this purpose in December. The scanner is on order and we will market it and offer workshops
      once it arrives. The donor was Norbie Longman. She has asked that she not be noted as the donor on the
      item itself.
    The schools IT department has worked with Bibliomation to resolve the issue that prevented students
      from logging in to the WiFi with their school-issued Chromebooks.

Budget
    A revised Library Budget based on Board feedback from the last meeting and the meeting of the Budget
       Committee will be available at this month’s meeting.
           Removed: cost of battery back-up for switch, but the schools have decided to put this item in their
             budget. Ultimately, it will not only provide us with phones for an additional 30 minutes, it will
             also protect the equipment from power surges.

Library Programming
    Program attendance in December was strong, especially considering the holiday. Alessandra had an
       excellent response for her holiday party and crafts. Library After Dark, Live Well, and movie night series
       consistently have respectable turnouts and will continue in the new year. Our relationship with SCORE
       will also restart in January with a program on running a business for artists and creative businesses.
    Full list of January events is available here.
    The Loose Threads Quilt show will be up through the end of January. In February and March, we will
       have a photography show from Thomas Bogaev. The Commission for the Arts will host a reception. Date
        TBA.

Friends

    Woody Bliss’ genealogy course begins this week. It is fully subscribed.
       The New Yorker continues to go strong and has new members in attendance.
       New Thursday morning book group leader, Sally Allen, was well received at the December meeting and
        has been invited back for January.

Operations

       December Gate Count: 4,132 (down 7% from Dec. 2015) Circulations: 3,362 (up 12% from last Dec.
        2015)
       Evergreen Acquisitions Training - two trainings scheduled with the first one this Friday. Alessandra,
        Karen, and I will participate. What this will allow us to do is automatically upload our book orders into
        the online catalog, which will allow patrons to see what is coming, when, and place a hold before it is
        released. Several libraries have already implemented this, with great appreciation from patrons.
       Interviews for the PT Children’s Library Assistant position will begin this week.
       End of year donations to the Library totaled: $3,600 (before PayPal Fees). $1,150 was through PayPal.
        The PayPal amount will be transferred to the Library in January and February, due to transfer limits
        PayPal has implemented. All acknowledgement letters for donations have been sent.
       Will Lewis has kindly carved a sign of the Library’s logo for the Director’s office. It is currently on
        display.
       Quarterly report will be available at the Board meeting.
       A draft of the updated fiscal year to fiscal year comparison sheet will be available at the Board meeting.

Staff
       Request for $536 for Alessandra to go to PLA for Thursday, March 22. Includes registration, train fare,
        $20 meals.