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Trustee Meeting Minutes September 13, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

September 13, 2013

 

The meeting was called to order at 8:08 a.m. Attending were Library Director Pat Fickett, Youth Services Librarian Allison Steele, and trustees Ron Brown, Hal Levine, Sandy Perfito, Molly Shanklin, and Mary Ellen Brookes. Trustees Lynne Stone and Sandy Zelie were absent.

 

Minutes – accepted ( Hal, Molly)

 

Treasurer’s report – accepted (Molly, Hal)

Moved by Molly and seconded by Hal: that we accept the donation of $250.00 for August. The motion passed.

The town will give us the amounts of the cost for fuel and benefits for 2014 in October.

 

Director’s report - accepted (Hal, Molly)

1. We discussed safety issues including raising the age for unattended children.

2. We are considering the placement of a drop box for Better World Books.

 

PTO policy (revised)

1. Moved by Molly and seconded by Hal: that we accept the Paid Time Off policy, items two through seven. The motion passed. This was the second vote.

2. Moved by Hal and seconded by Ron: that we accept the Paid Time Off Policy, items eight and nine. The motion passed. Final approval will be voted at the October meeting.

 

Facilities and LCHIP reports

We reviewed Pat’s reports. Hal will speak with Sara Spittel about writing a Moose Plate Grant for the work to be done on the balusters.

Hal will evaluate the cracks in the plaster.

Ron or Bill will apply the color swatches in the vestibule.

 

Project Progress/Schedules - covered with Facilities report

 

Old business - none

 

New business

In order to reactivate the area trustees group, the Amherst library trustees will host a meeting at the Amherst Library on Tuesday, October 8 from 7:00-8:30 p.m.

 

The meeting ended at 9:35 a.m.

 

The next meeting of the trustees will be on Friday, October 11 at 8:00 a.m.

Mary Ellen Brookes


Trustee meeting minutes August 9, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

August 9, 2013

 

The meeting was called to order at 8:03 a.m.Attending were Library Director Pat Fickett, Youth Services Librarian Allison Steele, and trustees Ron Brown, Hal Levine, Molly Shanklin, Lynne Stone, Sandy Zelie, and Mary Ellen Brookes.Trustee Sandy Perfito was absent.

 

Minutes – accepted ( Hal, Molly)

 

Treasurer’s report – accepted (Hal, Molly)

Moved by Molly and seconded by Hal: that we accept the donations of $600.00 for June and July. The motion passed.

 

Director’s report - accepted (Mary Ellen, Molly)

Allison reported on a positive meeting with Tim O’connell, the new elementary schools principal on the topic of outreach to FRES.

 

PTO policy

Pat presented the proposal for the Paid Time Off policy. After discussion, the following motion was proposed by Ron and seconded by Hal: that the policy be approved with the addition of the definition of a day in the holiday section and in thevacation section under "full-time employees.” Also that the policy be retroactive to January 1, 2013. The motion passed. Final approval will be voted at the September meeting.

 

Project progress/ schedules

1. Entryway - Hal stated that the screen doors should be in by the end of next week. Andy Roeper continues his work.

2. Rotunda floor - Ron will request that Louise Freedman meet with the trustees before the end of August to explain the work which she will be doing and its effect on library programs.

 

Old business - none

 

New business

1.Hal officially welcomed Pat back to the library.

2.Moved by Molly and seconded by Lynne: that we approve the purchase of two laptops, laptop tables, and associated cables for $1,200.00. The motion passed.

3.The policy committee will meet on Tuesday, August 20 at 8:00 a.m.

4.Pat is writing a disaster policy.Hal will be listed as alternate.

5.Other policies needing to be formulated are on jury duty and guns.

6. On Monday, September 9, Pat will hold a staff appreciation celebration at her home in Brookline. Pot luck: trustees - bring food.

The meeting ended at 9:24 a.m.

 

The next meeting of the trustees will be on Friday, September 13 at 8:00 a.m.

Mary Ellen Brookes


Approved Minutes June 14, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

June 14, 2013

 

The meeting was called to order at 8:04 a.m. Attending were Youth Services Librarian Allison Steele and trustees Ron Brown, Hal Levine, Sandy Perfito, Lynne Stone, and Mary Ellen Brookes. Trustees Molly Shanklin and Sandy Zelie were absent.

 

Minutes – accepted ( Hal, Lynne)

 

Director’s reportpresented by Allison– accepted (Hal, Sandy)

 

Treasurer’s report – accepted (Hal, Lynne)

Moved by Hal and seconded by Sandy: that we accept the donations of $625.00 for May. The motion passed.

 

Children’s Room furnishings

The discussion will continue after the summer reading program.

 

Projects

Entryway - Andy Roeper is working on the peacock window.

Rotunda floor - Ron will call Louise Freedman during the last week in June in order to discuss starting the work in August.

Walkway - Ron will check.

Tree removal - (on hold)

 

Old business - none

 

New business

1. Hal explained his enhancement of the Luther Sullivan art in the entryway. He has added a sign and changed the wattage in the light.

 

2. On behalf of all of the trustees, Ron praised and thanked Allison and all of the staff for their work during Pat’s medical leave.

 

The meeting ended at 8:45 a.m.

 

Our next scheduled meeting is on August 9 at 8:00 a.m.If a meeting is necessary in July, Ron will notify us.

 

Mary Ellen Brookes 6/14/13


Trustee meeting minutes May 10, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

May 10, 2013

 

The meeting was called to order at 8:07 a.m. Attending were Youth Services Librarian Allison Steele and trustees Ron Brown, Hal Levine, Sandy Perfito, Molly Shanklin, Lynne Stone, Sandy Zelie, and Mary Ellen Brookes.

 

Minutes – accepted ( Hal, Lynne)

 

Director’s reportpresented by Allison– accepted (Hal, Lynne)

1. Allison reminded us of Celebrate Wilton Day on June 15 and asked for trustee volunteers.

2. A suggestion was made about having a class on downloadable books.

 

Treasurer’s report – accepted (Lynne, Hal)

Moved by Molly and seconded by Ron: that we accept the donations of $469.94 for April. The motion passed.

 

Investment Policy signatures

Moved by Hal and seconded by Sandy Zelie: that we accept the investment policy and sign it. The motion passed. Ron and Molly signed.

 

Projects

1. Entry way - Hal stated that the contract with Andy Roeper has been signed and the process has begun.

2. Rotunda floor - revised schedule - Work will begin in August.

3. Walkway - Ron is checking.

4. Tree removal - Molly has notified the town that the motion was tabled for six months.

 

Old business - none

 

New business

1. We discussed the effectiveness of our liability insurance if an activity takes place offsite.

2. Moved by Ron and seconded by Molly: that we authorize Allison and Hal to negotiate the terms for a children’s event to be held on town property involving the fire and police departments and ambulance group. The motion passed.

3. Sandy Perfito proposed the topic of adult furniture for the children’s room.

4. Allison will send the trustees a copy of the staff vacation schedule.

The meeting ended at 9:04 a.m.

 

Regular meetings of the trustees are scheduled for the second Friday of each month at 8:00 a.m. Our next meeting will be on June 14, 2013.

Mary Ellen Brookes 5/10/13


Trustee meeting minutes April 5, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

April 5, 2013

 

The meeting was called to order at 8:07 a.m. Attending were Youth Services Librarian Allison Steele and trustees Ron Brown, Hal Levine, Sandy Perfito, Molly Shanklin, Lynne Stone, and Mary Ellen Brookes. Trustee Sandy Zielie was absent.

 

Minutes – accepted (Molly, Hal)

 

Director’s report presented by Allison– accepted (Hal, Molly)

1. Sandy will conduct a series of workshops for young children: Acting Up and Acting Out.

2. Allison announced that we have received the summer reading grant.

3. On Wednesday of National Library Week (April 14-20) the library will have an Open House..

4. During National Volunteer Week (April 21-27) cards will be sent to volunteers.

5. We discussed the survey results.

 

Treasurer’s report – accepted (Hal, Lynne)

Moved by Molly and seconded by Hal: that we accept the donation for March. The motion passed.

 

Patron issue at Book Club

Ron explained the issue. After discussion, it was moved (Hal, Molly) that the ban be reinstated. The motion passed with one abstention.

 

Projects

1. Entry way - Hal wanted to stress that Sarah’s work made the project happen. Since that time, prices have increased so that the cost of the project is now $11,070.00. The trustees agreed that work on the project should continue.

2. Rotunda floor and housing for Louise - Work will begin in June. Housing will be decided.

3. Walkway - We decided on repair rather than replacement.

4. Tree removal - Moved by Lynne and seconded by Molly: that the tree removal project be tabled for six months. The motion passed.

5. Security system - The project continues. Paul Lemire will be consulted.

Endowment and Trust Funds Investment Policy

The suggested changes were discussed. Under Asset Allocation #2 will read:”The amount held in equity investments (stocks)shall be between 60% and 70%.” Molly will report to Charter Trust and the policy will be signed at the May meeting.

Molly and Allison left at 9:15.

 

Old business - none

 

New business

Hal reported on his encyclopedia sale.

Hal will remove the wasps’ nests on the second floor window.

The meeting ended at 9:45 a.m.

 

Regular meetings of the trustees are scheduled for the second Friday of each month at 8:00 a.m. Our next meeting will be on May 10, 2013.

 

Mary Ellen Brookes 4/5/13


Trustee Meeting Minutes March 15, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

March 15, 2013

 

The meeting was called to order at 8:07 a.m. Attending were Youth Services Librarian Allison Steele and Deb Jensen of Technical Services and Outreach; also, trustees Ron Brown, Molly Shanklin, Lynne Stone, and Mary Ellen Brookes. Trustees Hal Levine, Sandy Perfito, and Sandy Zielie were absent.

 

Moved by Ron and seconded by Molly: that we re-nominate and re-elect Sandy Perfito to the board of the Wilton Public and Gregg Free Library. The motion passed. This vote was final and followed the preliminary vote taken at the February meeting.

Minutes– accepted (Molly, Ron)

Treasurer’s report – accepted (Lynne, Mary Ellen)

1. Moved by Molly and seconded by Lynne: that we accept the donation of $275.00 for February. The motion passed.

2. Molly explained the change from cash accounting to accrual accounting.

Director’s report – accepted (Lynne, Molly)

1. Allison presented the Director’s report.

2. The library table at the town hall on voting day took in over 150 surveys.

 

Project coordination: entry way, rotunda floor, walkway, and tree removal

1. Since we will have four projects each dealing with an area that is close to the others, some coordination is needed. Ron will check on possible software help.

2. After consulting with Louise Freedman, Ron mentioned that June would be an optimal time for her.

 

Financial review with Charter Trust

Jack Griffiths distributed and explained a thorough investment review.He stated that the endowment and trust funds policy should be reviewed and signed on an annual basis.

 

Old business

Ron will speak with the Melanson Company about the specific requirements for the roof.

 

New business

Molly explained the ongoing planning for computers in the Hillstown Room.

 

The meeting was adjourned at 10:25 a.m.

 

The next meeting of the trustees is scheduled for April 12, 2013 at 8:00 a.m.

Mary Ellen Brookes 3/15/13


Approved Minutes Feb. 8, 2013

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

February 8, 2013

 

The meeting was called to order at 8:07 a.m. Attending were Library Director Pat Fickett; trustees Ron Brown, Hal Levine, Molly Shanklin, Lynne Stone, and Mary Ellen Brookes. Trustees Sara Spittel and Sandy Zielie were absent.

 

Moved by Hal and seconded by Molly: that we re-nominate and re-elect Sandy Perfito to the board of the Wilton Public and Gregg Free Library.The motion passed. Final voting will take place at the March meeting.

 

Minutes – accepted Hal, Molly)

 

Treasurer’s report – accepted (Hal, Lynne)

1. Moved by Molly and seconded by Lynne:that we accept the donations of $275.00 for January.The motion passed.

2. Ron requested that we invite Jack Griffiths and Bette Kapp of Charter Trust to our March 8 meeting.

3. Molly presented questions on liability issues. Pat will contact Steve Elliott.

 

Director’s report– accepted (Hal, Lynne)

1. Jessie Salisbury will interview Pat, Allison, and Amy White, of the WLC library, for an article on inter-library cooperation.

2. The library will have a table at the town hall on voting day March 12.Informational bookmarks were suggested.Pat will research.

 

Paid Time Off draft policy

Pat distributed copies of the draft. Discussion followed. One question raised was how to coordinate the sick bank with the short-term disability insurance. The Policies Committee of Pat, Lynne, Molly, and Mary Ellen will meet on Thursday, February 21 at 11:00 a.m. to prepare the policy for voting by the full board at the March meeting. The trustees agreed that, when the policy becomes effective, it will be retroactive to the beginning of the year.

 

Old business

Hal Has received a letter stating that the work funded by the Moose Plate Grant can begin.

 

New business

1. Hal mentioned the possibility of offering the use of the library to politicians for their area meetings.

2. Ron will contact Louise Freedman about the plans for the repair of the mosaic floor.

 

Town voting day is on Tuesday, March 12

Town meeting is on Thursday, March 14.

 

The meeting was adjourned (Molly, Lynne) at 9:18 a.m.

 

The next meeting of the trustees is scheduled for March 8, 2013 at 8:00 a.m.

 

Mary Ellen Brookes 1/11/13


January 2013 Approved Minutes

Wilton Public and Gregg Free Library

Trustee Board Meeting Minutes

January 11, 2013

 

The meeting was called to order at 8:05 a.m.Attending were Library Director Pat Fickett; trustees Ron Brown, Hal Levine, Molly Shanklin, Sara Spittel, Lynne Stone, Sandy Zielie, and Mary Ellen Brookes. Trustee Sara Spittel left at 8:38 a.m.

Minutes – accepted (Sara, Molly)

Treasurer’s report – accepted (Hal, Molly)

Moved by Hal and seconded by Sandy:that we accept the donations of $708.00 for December. The motion passed.

Sara stated that this particular treasurer’s report is not the final December report. The final December and year-end reports will be presented at the February meeting.

Director’s report – accepted (Hal, Sara)

Pat announced that the staff’s focus for 2013 will be on the library’s electronic presence.

Second vote on officers

Moved by Sara and seconded by Sandy:that the following be nominated to serve as officers in 2013:

Chair:Ron Brown

Vice Chair: Hal Levine

Treasurer: Molly Shanklin

Secretary: Mary Ellen Brookes

The motion passed.

 

New trustee candidates and responses

The search continues.

Moose Plate Grant project status

We have not yet received the Moose Plate money.Hal continues his work on the project.

 

Old business

We have heard no news about the crosswalk from either the state or the selectmen.

 

New business

1.Pat announced that we now have a PayPal account and that our web person is working on setting up a Donate button.

2.Molly told us that TDBank is interested in sponsoring a First-Time Homebuyers’ Seminar to be held at the library.

3.Lynne will replace Ron on the Policies Committee.

 

The meeting was adjourned (Hal, Molly) at 8:44 a.m.

 

The next meeting of the trustees is scheduled for February 8, 2013 at 8:00 a.m.

 

Mary Ellen Brookes 1/11/13