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Library Trustees Meeting Minutes 9/13/06

Tolland Public Library
Trustees Meeting Minutes
September 13, 2006

Call to Order:  The meeting was called to order by Chair, Carolyn Locke, at 3:32 p.m.

Present:  Carolyn Locke, Gloria Gery and Librarian, Jessica Kelmelis and Penny Babbitt.

Meeting Minutes:  Minutes of the June 6, 2006 Trustees meeting were corrected to reflect the proper September meeting date..    The minutes were approved as corrected.

Old Business

Capital Projects:

Furnace Replacement: The furnace has been replaced.  Duct work must yet be installed.  Jessica will assure that the heating system replacement project will be complete before it gets cold.

Carpet Replacement:  King Richard from Southwick is the vendor who will replace the Library carpet.  A neutral color was selected.  The carpet is durable and there will be one seam.  Relocating books and equipment and shelving will require the library to be closed for up to two weeks.  Jessica will be renting a POD to store materials outside.  National Honor Society students will assist in moving items and replacing them.  Jessica will notify the town through the Tattler and the website about the closing dates.  Painting behind the bookshelves will be completed when shelves are away from the walls.

Draperies:  Draperies were refreshed but not dry cleaned.  Shirley Warner directed the effort.  A rack will be installed in the library closet so they can be kept in the library when down.  Valences will be be hung following carpet replacement.

Inventory of books, furniture and supplies:  Inventory of library books and equipment is on track and will be completed by November 1, 2006.  Copies of the inventory will be place on CD’s  and kept offsite. A digital file may also be kept on the Town computer server at Town Hall.

Nature of Tolland Day:  The photography exhibit was a great success during the Nature of Tolland Day.  The Trustees voted to support a similar event next year if other town organizations participate.  Jessica will be sure all photographs are returned to their owners before the carpet replacement.  The book sale was a modest success and is ongoing.

Story Telling Event:  The August 10th was a great success. 30 people attended the event which was held under the tree on the town green.  Future events will be scheduled.

Librarian Workshops:  Jessica Kelmelis attended a workshop on required statistical reporting to the State on Friday, June 9th in Whately, MA.

Ice Cream Thursdays:  Despite a melt down during the hottest week of July, the ice cream was a great success with children and adults!  Several won Scoop certificates based on the number of books read.  Ice Cream Thursdays will occur again during the summer of 2007.

Passes for Norman Rockwell Museum: Response to the free museum passes has been very positive.  The passes have been used at least once a week.  We will continue to monitor their use and determine what additional passes might be made available in the future.

Tolland Women’s Club Materials Stored in the Library:  Jessica will contact Shirley Warner about either removing the materials being stored in the library bathroom – or will request that they be put in plastic storage containers.  There are other materials stored but they are not creating any problem.

New Business

Broadband Access:  Jessica reported that Town Hall is evaluating satellite internet since the year of free T-1 access at Town Hall is over and the $500 monthly charge is too much.  Jessica will piggyback on their evaluation of satellite services.  Gloria mentioned her positive experience with Granby TV of Granby MA and will send Jessica the telephone number.  Gloria’s experience is that installation is $700 and the money fee for residential service is $60.  It may be more for government entities, including libraries.  Jessica will explore payment methods and assure that any costs will not affect the legally required ratio of materials to other expenditures.

Jessica will continue to monitor the state library board programs on small town internet access but is not optimistic.

Statistical Report:  The report is due at the end of October and will be submitted by September 30th with appropriate signatures.

Grant Applications:  Carolyn Locke received a packet on grant applications from the state.  They are for library construction (renovations or additions).  It is not appropriate for Tolland to apply.

Matching Funds:  $250,000 is available for matching funds if libraries raise $2,000 or more from the public.  Tolland will not pursue public fundraising or this matching grant.

Next Meeting:  The next Trustees Meeting will be on Wednesday, December 13, 2006 at 3:30 p.m. at the Library.

Meeting Adjourned:  The meeting was adjourned at 4:15 p.m.

Respectfully submitted,

Gloria Gery, Trustee

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