The Brookfield Library

Library Board

Meeting Minutes May 26, 2010

In attendance: Elena Goletz, Chairman; Chris Landelius, Joanne Messer, Betsy McIlvaine, Wendy Youngblood, John Barbosa, John Voris; Anita Barney, Library Director

Absent with notice: Cathy Lasser, Margaret Drapeau.

The meeting was called to order at 7:35 p.m. Alternate Joanne Messer moved up for Margaret Drapeau, Wendy Youngblood moved up for Cathy Lasser.

A motion was made (C. Landelius), seconded (B. McIlvaine), and passed unanimously to approve the minutes of the April 28 Library Board meeting.

Treasurer’s Report: Treasurer John Barbosa reviewed the portfolio analysis and reported on the current status of the investment account. John filed the federal form 990 for the Brookfield Library Foundation; the form was accepted by the government.

Director’s Report: Anita answered questions from the Board about the proposed subscription to Overdrive downloadable audiobooks and e-books. Moving our wireless Internet access from Spot-On to Bibliomation allows us to afford the new subscription. Patrons will be able to download audiobooks and ebooks to iPods, iPhones, iPads, Barnes and Noble Nook, and other e-readers (except Kindle, which uses a proprietary format). Board members commented positively on the new Statistics section of the Director’s Report.

Additions to Director’s Report: 1) Anita will attend a meeting on June 24 about meeting ADA (Americans with Disabilities Act) requirements. 2) An Eagle Scout will be clearing out the overgrown rhododendrons next to the driveway, and will build a path to the staff door. 3) Anita plans to purchase baby-changing stations for both downstairs restrooms. 4) John Barbosa will sponsor our June 20 Brazilian Jazz concert.

CLA Conference Reports: Wendy noted she appreciated receiving the staff reports from the CT Library Association Conference in April.

Old Business:

Committee for a New Library: No report.

Cookbook: Our volunteer, Pamitha Weeresinghe, is working with Anita to enter recipes online for the cookbook. She hopes to be finished by the end of June, with cookbooks available for sale at the August concert. Pre-orders will be at a lower price than cookbooks purchased after the release date.

Bylaws Review Committee: The committee met and reviewed the current bylaws. While the board decided to give alternates the same rights and privileges as regular members, we had never amended the bylaws. The bylaws state that a quorum is three regular members, not including alternates. Elena will work on revising the bylaws, which will be presented by the committee to the selectmen, then to the Charter Revision Committee.

Discussion of library board size and composition: In looking at other library boards, the size of Brookfield’s board is comparable. John Voris expressed concern about the workload as the new building progresses. He suggests moving to 9 regular board members with 3 alternates. He is concerned about alternates who are not moved to regular positions when an opening occurs.

The committee was also concerned with board members who are absent more than present. Article 5, Section 11 states that if a board member misses 3 meetings without notice or excuse, the Board chairman can go to the Board of Selectmen to remove that board member. Chris Landelius suggests adding language to the bylaws to cover cases where the board member refuses to resign when he or she cannot attend meetings.

Committee members recommended considering the creation of standing subcommittees for the library, especially once the work on a new library begins.

Library Director’s Performance Review: A motion was made (J. Voris), seconded (C. Landelius), and approved unanimously at 8:19 p.m. to go into Executive Session to discuss personnel matters. The board came out of Executive Session at 8:54 p.m.

Next meeting date: A motion was made (J. Voris) and seconded (J. Barbosa) to move the scheduled June Library Board meeting to July 14. Passed unanimously.

2010-2011 Library Budget: The revised budget increases the amount budgeted for materials, decreases the automation line, and provides for a 3% salary increase for staff. As part of the town’s Continuity of Operations planning, the board approved changing Katherine Van Leeuwen’s job title to Assistant Library Director, with a small additional increase in salary to reflect increased responsibilities and the library’s development of a chain of command. A motion was made (C. Landelius), seconded (J. Barbosa) and approved unanimously to accept the revised budget as presented.

New Business

Continuity of Government: Copies of the Town’s continuity of government documents were made available to board members. Town officials are writing a plan. Each department is to make a list of essential services and create a chain of command. Our plan will include things like keeping the computers and automated system going, and continuing children’s programming. Betsy McIlvaine has experience with continuity of government plans, and volunteered to work with Anita to create a plan.

Other business: Betsy McIlvaine reported the Association of CT Library Boards is reviewing their trustee handbook. A new version may be based on Wisconsin’s trustee handbook.

A motion to adjourn was made (C. Landelius), seconded (J. Barbosa) and passed unanimously at 9:07 p.m.

Respectfully submitted,

Donna Crane, Recording Secretary