Library Board

Members:

R. David Turley, Chairman

Anne Mueller, Vice Chairman

Shari Adams, Treasurer

Robert Booz, Recording Secretary

Jane Eriksen, Chairman Emeritus

Lynn Johnson

David Foster

Eric Infeld

Jan Wenzel

Meetings:  Second Tuesday of every month at 7:30 pm at the library

2018 Meeting Dates

January 9

February 13

March 13 – Cancelled

April 10

May 8

June 12

July 10

August14

September 11

October 9

November 13

December 11

Board Minutes: Current month’s minutes have not been approved:

UNAPPROVED

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

September 11, 2018

Present: Jane Eriksen, Eric Infeld, Lynn Johnson, Anne Mueller, David Turley, Janice Wenzel, Director Christine Michaud Absent: Bob Booz, Shari Adams, David Foster

Chairman Turley called the meeting to order at 7:35.

Jay Johnston, Director of the Farmington Library, made a presentation to the Board regarding repurposing library spaces. He shared photos of expansions, space usage and furnishings that he has overseen in several Connecticut libraries. A brief question/ answer discussion followed his presentation.

Anne Mueller moved, Lynn Johnson seconded: “To approve the minutes of August 14, 2018” Vote: Unanimous

Christine Michaud presented the monthly financial report. She noted that the wage column reflected last year’s figures as the union contract for this year is pending. There was no financial report from the Board.

The latest statistical report reflected a drop in participation in the summer reading program. As there was no school summer reading program this year, it is likely this had a negative effect on the number in the library program.

Committee Reports: PALS and Building Maintenance discussion centered on the removal and replacement of shelving in the PALS storage space. Concern of air quality/mold in the area was also expressed.

New Business: Christine shared that there were twelve applicants for the Assistant Director position. The Director, Childrens’ Librarian and Board member, Anne Mueller, will conduct interviews next week.

The annual Staff Development Day will be held on September 27 at the library. EMT training will be the morning’s focus and in the afternoon, the staff will be choosing a relevant webinar. Anne Mueller moved, Eric Infeld seconded: “To approve the expenditure not to exceed $550. for EMT training for library staff.” Vote: Unanimous

The annual Town Meeting will be Monday, October 1, 2018. Anne Mueller, David Turley and David Foster will be nominated for reelection.

Old Business: Discussion concerning the use of the library parking area during the Fair was discussed.

Present library officers have agreed to serve one more term. Elections will be held in November.

The meeting was adjourned at 9:24.

Respectfully submitted,

Jane R. Eriksen, Acting Secretary

APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

August 14, 2018

7:30 P.M.

Meeting called to order – 7:32 P.M.

Present: Bob Booz, Jane Eriksen, Eric Infeld, Lynn Johnson, Anne Mueller, David Turley, and Jan Wenzel.  Not present: Shari Adams, David Foster.  Also attending: Cyndi Shirshac and Christine Michaud.

I.      Public Comments/Communications – None noted.

II.    Minutes – The minutes of July 10, 2018 reviewed. A motion to accept the minutes was made by Jane Eriksen and seconded by Lynn Johnson.  It was unanimously approved with an abstention by Eric Infeld.

III.           Financial Reports

  1. Discussion of June 2018 report NOT AVAILABLE last month. – The discussion of the fiscal year-end report available in made available in August focused on how the actual expenditures were in line with budgeted amounts. There was a surplus in the overall Library Buildings & Grounds accounts, especially Electricity, Telephone, and Water accounts.  These items were revised downward in the 2018-2019 budget submission accepted by the Board of Finance.
  2. Librarian – most current report – No concerns in the first month of the new budget year.

IV.           Librarians’ Reports

  1. Director – There were no areas of significant concern for discussion.
  2. Youth Services – The Youth Services programmatic and operational activities were outstanding, as usual.

V.     Committee Reports

  1. PALS – A work order has been placed to install new shelving in the PALS room. It was suggested that as part of that room’s renovation, a mold abatement action be put into place.
  2. Maintenance – A tour of the facilities is being scheduled with the Town Hall representative, Dick McManus. It is hoped that this will prioritize projects for immediate resolution.
  3. Strategic Planning – No new items were discussed.

VI.  Executive Session– Jane Eriksen moved and Anne Mueller seconded a Motion to move into Executive Session to discuss personnel matters. It was unanimously approved and the session began at 7:50. The Board moved out of Executive Session at 8:18.

VII.         New Business

  1. Library Director’s Position – The Board discussed the appointment of Christine Michaud as Library Director.
  2. Assistant Library Director Position – There was a discussion about the opening for a new Assistant Library Director. There was some concern expressed that the salary to be posted for the job will not be competitive with other openings currently posted for similar positions in Connecticut.  The new Director may seek interview assistance from a Board member.  This is not required since the Director is empowered to make the decision on her own.
  3. Other – None Noted

VIII.        Old Business

  1. Organization of future meetings – This will be discussed at future meetings.
  2. Succession Planning – The Board will actively seek new Board officer candidates as has been discussed as part of its Strategic Planning initiatives. This will give all members of the Board exposure to officer responsibilities.
  3. Other – Durham Fair parking in the Library lot was discussed. This has been an ongoing area of concern. The Town and the Fair have moved the Emergency Operations activities off the parking lot for a number of years.  Non-police persons are often using the lot requiring on duty state troopers to park on the lawn.  It was suggested that PALS and the Library use the lot as a fundraiser to partially offset the possible loss of the Taste of Durham.  Using Town property for fundraising is a precedent with the Fire Department which has been raising parking revenue for quite some time.  David Turley will send an email to the First Selectman notifying her of the change in use.  On duty state police cars will be allowed at no charge.
  4. Minutes of Special meeting of July 25, 2018 – Lynn Johnson moved and Eric Infeld seconded a motion to accept the minutes of the special meeting. It was unanimously approved with abstentions from Bob Booz and Anne Mueller.
  5. The meeting was adjourned at 9:13 p.m.

Respectfully submitted,

Robert H. Booz

Secretary

APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES
Special Meeting
July 25, 2018
Present: Shari Adams, Jane Eriksen, David Foster, Eric Infeld, Lynn Johnson, David
Turley, Janice Wenzel
Absent: Bob Booz, Anne Mueller
Chairman Turley called the meeting to order at 7:36.
Correspondence from the ACLB was shared with the Trustees.
Lynn Johnson moved, Eric Infeld seconded:
Motion: To move into executive session to discuss personnel issues.
Vote: Unanimous
At 8:08, the trustees returned to public session. A formal interview for the position of
Library Director was held with candidate, Christine Michaud.
Following the interview and further Board discussion, David Turley moved and Lynn
Johnson seconded:
Motion: To offer the position of Director of the Durham Public Library to Christine
Michaud.
The meeting was adjourned at 9:23.
Respectfully submitted,
Jane R. Eriksen,
Acting Secretary

APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

July 10, 2018

7:30 P.M.

Meeting called to order – 7:35 P.M.

 

Present: Shari Adams, Bob Booz, Jane Eriksen, David Foster, Lynn Johnson, Anne Mueller, David Turley, and Jan Wenzel.  Not present: Eric Infeld.  Also attending: Cyndi Shirshac and Christine Michaud.

 

  1. Public Comments/Communications – None noted.

 

  1. Space Planning Presentation – This will be rescheduled for the Fall of 2018.

 

  • Minutes – The minutes of June 12, 2018 were unanimously approved with changes to attendees and a note on passage of a prior motion (with abstentions by Shari Adams and Jane Eriksen) on a motion to approve made by Anne Mueller and seconded by Jan Wenzel.

 

  1. Financial Reports
  2. Board – The CCAR funds have been spent to an appropriate level.
  3. Librarian – No numbers were produced by Town Hall in time for the Board meeting.

 

  1. Librarians’ Reports
  2. Director – Incidents occurred with a threatening patron during two days in June. Calls were made to the State Police.  There was an immediate response the first time, however, there was a second incident the following day with the same patron.  The dispatcher said that there was no trooper in the area and that the person threatened would have to file the complaint, not the Director.  In a separate matter, the Director noted that the Notary services provided by the Library created no immediate staffing issues.
  3. Youth Services – Program attendance continued to be robust.

 

  1. Committee Reports
  2. PALS – It was reported that the Taste of Durham annual event does not have a chair to manage the event. Without a chair, there is a question whether it could be held in 2019 or beyond.  The PALS party will be held on August 24th starting at 5:30.
  3. Strategic Planning – Regular meetings with at least quarterly discussions about the Strategic Plan were discussed. The new metrics tracking tool created by Christine Michaud was presented. It was met with very positive Board comments about its completeness and scope.
  4. Maintenance – The PALS workspace continues to be a concern for mold. There is no circulation of air in the room and people have complained about respiratory symptoms.

 

 

  • New Business
    1. Director’s evaluation – The Board discussed the Director’s upcoming retirement after 19 years with the Library. Board members expressed their gratitude for Cyndi and her tenure with the Library.  Further discussion about the opening will be discussed at a future special meeting. The Board moved into Executive Session for Personnel Matters on at 8:15 on a motion by Bob Booz, seconded by Lynn Johnson.  It returned to regular session at 8:57.
    2. Policy discussion – The Emergency Policy was tabled until there is input from the Town regarding emergency lighting.

 

  • Old Business
    1. Organization of future meetings – This was discussed during the Strategic Planning portion of the meeting.
    2. Charging Station – It is still awaiting installation of billing methods. The Board has no responsibility for the Charging Station or its operation.

 

 

 

The meeting was adjourned at 9:03 p.m.

 

 

Respectfully submitted,

 

Robert H. Booz

Secretary

 

  APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

June 12, 2018

Meeting called to order – 8:04 P.M.

 

Present: Bob Booz, David Foster, Lynn Johnson, Anne Mueller, David Turley, and Jan Wenzel.  Not present: Shari Adams, Jane Eriksen, Eric Infeld.  Also attending: Cyndi Shirshac and Christine Michaud.

 

  1. Public Comments/Communications – None noted.

 

  1. Space Planning Presentation – Due to questions about the possibility of not having a quorum, the presentation was postponed to a future date.

 

  • Minutes – The minutes of May 8, 2018 were unanimously approved (with an abstention by Anne Mueller) on a motion to approve made by Lynn Johnson and seconded by David Turley.

 

  1. Financial Reports
  2. Board – Nothing of note was cited.
  3. Librarian – There is an unexpected expense for printing on new Library cards. This will be taken to the Board of Finance. Card stock normally lasts about 5 years.

 

  1. Librarians’ Reports
  2. Director – A fire drill was held under the supervision of Town fire personnel. It was loud and instructive for the future.
  3. Youth Services – Youth service activities continue to have a strong following.

 

  1. Committee Reports
  2. PALS (Book Sale) –The annual book sale was a success after a lot of time and effort by PALS went into this sale.
  3. Maintenance – The AC system is back in action with its normal seasonal transition issues. The Director and staff continue to work on issues with the fence and back garden.
  4. Strategic Planning – The Strategic Planning Committee met on June 3, 2018. Bob Booz reported on the metrics and activities that Christine and Cyndi will be undertaking.

 

 

  • New Business
    1. Organization of Future Meetings –
      1. The Board decided to do a deep dive into statistics once a quarter.
      2. Discussion ensued regarding the strategic plan. Plans are to align the revision of the plan with the beginning of the fiscal year.
  • Succession planning – The Board briefly discussed this in anticipation of the October selection of Board officers.
  1. Director’s evaluation – The Board discussed the Director’s formal evaluation process. There has no formal evaluation of the director since Cyndi took the job. David Turley will work on an evaluation methodology.
  2. Policy discussion – The Food and Drink Policy and Patron Responsibility Policy were discussed. On a motion to accept the revised policies was made by Anne Mueller and seconded by Lynn Johnson. was discussed.  The motion passed unanimously.

 

  • Old Business
    1. Charging Station – The charging station is installed however details about how payments are made and collected are not yet finalized.
    2. Albin Dog wash – This popular event was recently held.
    3. Plant Sale – The plant sale was held the same day as the PALS book sale. The staff organizes and operates the sales with volunteers. Proceeds go into staff funds.

 

 

 

The meeting was adjourned at 9:14 p.m.

 

 

Respectfully submitted,

 

Robert H. Booz

Secretary

Meeting of May 8, 2018

Meeting called to order – 7:36 P.M.

 

Present: Shari Adams, Bob Booz, Jane Eriksen, David Foster, Eric Infeld, Lynn Johnson, David Turley, and Jan Wenzel.  Not present: Anne Mueller.  Also attending: Cyndi Shirshac and Christine Michaud.

 

  1. Public Comments/Communications – None

 

  1. Minutes – April, 2018- Lynn Johnson moved, seconded by Eric Infeld, to “accept the minutes as presented”. It passed unanimously.

 

  • Financial Reports
  1. Board – Gift, Grant, and Bequest Funds managed by the Board showed nominal activity. Copies of the accounting for these funds were sent to the new Finance Director of the Town of Durham.
  2. Librarian – All accounts are within the expected balances.

 

  1. Librarians’ Reports
  2. Director –The DVD circulation is down over the past. The effect of streaming on video access is the expected cause.
  3. Youth Services – There were many activities during the month of April.

 

  1. Committee Reports
  2. PALS – The annual PALS reception is scheduled for the August 23th at 5:30 pm.
  3. Maintenance – The elevator is now working again after a number of service calls. Fence and arborvitae repair or replacement following the recent storms is being discussed with the Town and adjacent neighbors.

 

  1. New Business
    1. Policy Review Follow Up –Cyndi Shirshac gave the Board updated policy recommendations for: Mission and Governance of the Durham Public Library, Library Services Policy, Gift Policy, Garden Policy, Collection Development Policy, and Library Bill of Rights. Upon the Motion by David Turley with second by Lynn Johnson the motion “to accept these policies as submitted” was unanimously adopted.
    2. Plant Sale – The Plant Sale, conducted simultaneous with the PALS Book Sale, was noted. Proceeds from the Plant Sale will be used as part of the Staff Development Fund.

 

  • Old Business
    1. Charging Station – The Charging Station has been installed in the location specified by the board’s previous motion at the north end of the parking lot on Town owned land. It has not yet been energized.
    2. Albin Dog Wash – This popular function on the Library parking lot has been scheduled
    3. Other – None noted.

 

 

The meeting was adjourned at 8:14 p.m.

 

 

Respectfully submitted,

 

Robert H. Booz

Secretary

APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

 

Meeting of April 10, 2018

Meeting called to order – 7:35 P.M.

 

Present: Shari Adams, Bob Booz, Jane Eriksen, David Foster, Eric Infeld, Lynn Johnson, Anne Mueller, David Turley, and Jan Wenzel.  Also attending: Cyndi Shirshac and Christine Michaud.

 

  1. Public Comments/Communications – None

 

  1. Minutes – February 13, 2018- Jane Eriksen moved, seconded by Anne Mueller, to “accept the minutes as presented”. It passed unanimously.

 

  • Financial Reports
  1. Board – Gift and Bequest Funds managed by the Board showed nominal activity.
  2. Librarian – All accounts are within the expected balances.

 

  1. Librarians’ Reports
  2. Director –LION is rolling out a new application, Pika, that will make it much easier for patrons to access the collection. The fee for this program is contained within the LION fees.  The relocation of the fiction and nonfiction sections of the Library has been completed and has met with patron support.
  3. Youth Services – No specific items were called out.

 

  1. Committee Reports
  2. Strategic Planning – The Strategic Planning Subcommittee reported out their findings in a discussion led by Bob Booz. There was considerable exchange of ideas about the metrics for measuring success.  The Library Director will take the Subcommittee’s language and finalize it based on the measures she has available.  These will be reported at an upcoming Board meeting for finalization. The Director has also reached out to other space planning advisors for their proposals to maximize space to meet the evolving needs of our patrons.
  3. Maintenance – storm damage, fence – The recent winter storm damaged plants and trees on Library property. These will need to be replaced.  The fence was also damaged.  The lease signed by the Town with the United Churches of Durham, Inc. specifies that the town will “maintain the split rail fence that bounds the leased area.”  The Library elevator is not working and will need to be repaired.

 

  1. New Business
    1. Budget Status – The Cyndi Shirshac and Anne Mueller attended the Board of Finance meeting in which the budget approved by the BoF was presented. The Library budget as approved by its Board of Trustees was accepted except for some minor changes such as the request for books and media funds.  A minor increase was granted.
    2. Policies – Local History Room, Solicitation – The solicitation policy was discussed and some minor changes were suggested.  After discussion and some minor wording changes, Jan Wentzel moved and Shari Adams seconded a motion to “accept the Solicitation policy.  It passed unanimously.  The Local History Collection Policy was also presented.  The Board discussed the ramifications and wording.  Bob Booz moved and Eric Infeld seconded a motion “to accept the local History Collection Policy”.   The motion passed unanimously.
    3. Other Items –
      1. Shari Adams moved and Bob Booz seconded a motion to “approve the use of the library parking lot for the 5th Annual Melissa Albin dog wash on 6/3/18 or 6/10/18”. It passed unanimously.
      2. Bob Booz moved and Lynn Johnson seconded a motion “to hold the Library Board meeting for the second Tuesday of the month”. Cyndi Shirshac will send these dates to the Town.

 

  • Old Business
    1. Charging Station – The station has been delivered. A concrete pad will have to be installed.  The Board expressed its concerns that there would be no digging in the Memorial Garden for the placement or wiring to connect it to the power source.
    2. Other – None noted

 

 

The meeting was adjourned at 9:14 p.m.

 

 

Respectfully submitted,

 

Robert H. Booz

Secretary

 

 March 13, 2018 meeting cancelled

APPROVED MINUTES

DURHAM PUBLIC LIBRARY BOARD OF TRUSTEES

 

Meeting of February 13, 2018

Meeting called to order – 7:30 P.M.

 

Present: Shari Adams, Bob Booz, Jane Eriksen, David Foster, Eric Infeld, Lynn Johnson, Anne Mueller, David Turley, and Jan Wenzel.  Also attending: Cyndi Shirshac.

 

  1. Public Comments/Communications
    1. Presentation by Deanna Dewey – Design Consultant: Ms Dewey provided background on projects she has done for libraries.  She gave the Board needed information regarding repurposing of existing facilities for the next generation of libraries.  Following the presentation, the Board agreed that the Strategic Planning Committee review ideas brought forward as they might align with the Board’s Strategic Plan.
    2. Other – None noted

 

  1. Minutes – January 9, 2018- There were a number of changes made to the minutes including the recorded attendance of Jane Eriksen at both the Library Board and Board of Finance meetings. She was not present at either. David Turley was present at both.  Christine Michaud was also present at the Board of Finance meeting.  Shari Adams moved, seconded by Anne Mueller, to “accept the minutes with the changes needed”.  It passed with one abstention.

 

  • Financial Reports
  1. Board – Gift and Bequest Funds managed by the Board showed nominal activity.
  2. Librarian – There continues to be delays getting timely information about library expenditures from the Town.

 

  1. Librarians’ Reports
  2. Director – The activities noted in the Director’s report included an 11% increase in adult circulation. The new LION book transfer program is working well and greatly appreciated by patrons.
  3. Youth Services – No specific items were called out.

 

  1. Committee Reports
  2. PALS – The Taste of Durham was a success again with many positive comments.
  3. Maintenance – No new items were noted.

 

  1. New Business
    1. Charging Station – A single station with two outlets is soon to be installed in the far north end of the parking lot. It will me separately metered and accept credit cards for payment.
    2. Policy Review – Solicitation + others – After discussion David Foster moved, seconded by Jane Eriksen a motion that “The Director will develop a non-solicitation policy that prohibits outside groups that have no direct benefit to the Library to solicit at the Library.” The motion passed unanimously.
    3. Findings from Audit – The Town’s external auditors noted that there was no motion made to support the expenditure of Development funds for upholstery of Library chairs. The Board remembers the discussion of the topic and was unaware that a motion was needed.

 

  • Old Business
    1. Durham Fair – Parking lot use follow-up – Discussions with the First Selectman, Laura Francis, are still pending
    2. Other – None noted

 

 

The meeting was adjourned at 9:04 p.m.

 

 

Respectfully submitted,

 

Robert H. Booz

Secretary