03/11/1992 MINUTES
BERLIN-PECK MEMORIAL LIBRARY
March 11, 1992
Members Present: David Borthwick, Frances Brautigam, Blanche
Delaney, Thomas Menditto, Rosalie Punkunus,
Frederick Riggs
Members Absent: Pat Heavren (excused) , Nunzio Rosso, Mark Russak
Others Present: Eugene Devlin, Cathy Nelson, David Rackliffe
Chairman Borthwick called the meeting to order at 7:05pm.
MINUTES
Motion was made by Blanche Delaney, seconded by Frederick Riggs to
amend the February 12, 1992 minutes as follows, page 2 correction of
name from Janice to Janine, correction from council or counsel, Budget
& Finance change waiting to, to anticipating further cuts to the budget
and page 3 change from Magic Program to Madryals Program, passed
unanimously.
David Rackliffe entered the meeting at 7: 10pm.
PUBLIC PRESENTATION TO BOARD
David Rackliffe sent a letter to Mr. Eugene Devlin dated 23 February,
1992 from the Fund Raising Committee of the Berlin High School 1992
Alcohol-and Drug-Free Graduation Party requesting the use of the
Blanche Delaney Meeting Room on the afternoon of Sunday, March 29, 1992
from 12:00-4pm for the purpose of conducting a jewelry sale as a fund
raiser.
Chairman Borthwick said that, if permission of the Board were to be
granted, payment of the custodial and police services would be up to
the user of the room.
David Rackliffe left the meeting at 7:20pm.
Discussion-Items discussed were the meeting room form, consistency,
policy additions, type of group using the room, custodial and
appropriate security services.
The following policy was suggested for the next Board meeting:
Under the Program and Meeting Policies, C. General Rules of Use-
"10. A charity (nonprofit, nonpolitical, nonreligious) that benefits
the Town of Berlin may request to sell items to the public in the
meeting room subject to approval by the Library Board. No such sale
may occur during regular library hours."
"11. Any use of the meeting room for times the Library is closed must
be arranged with the Library staff and the Building Department for
custodian and appropriate security. Any overtime fees must be paid by
the organization."
Motion was made by Frances Brautigam, seconded by Rosalie Punkunus to
approve the request of the Graduation Party '92 as outlined in their
letter to Mr. Eugene Devlin dated 23 February, 1992 with the addition
of a disclaimer, appropriate security and custodial services being
provided/paid for by the Fund Raising Committee BHS Graduation Party,
'92, passed unanimously. Chairman Borthwick will call David Rackliffe
with the Board's favorable decision tomorrow.
FINANCIAL REPORTS
Eugene Devlin submitted his Financial Reports dated 3/4/92. Highlights
were Budget Hearing scheduled for Tuesday, March 31, 1992 at 7pm at the
McGee Middle School; skateboarding; supply budget-Chairman still
concerned that this will not be enough money to last the entire fiscal
year; and Capital Equipment 4% expended.
Cathy Nelson submitted her Financial Report dated 2/27/92. Highlights
were meetings for setting up the CARL System, Cathy Nelson will notify
staff when she will be attending these meetings for CARL and post
information on the bulletin board; and library circulation statistics
still up.
CHAIRMAN'S REPORT
Chairman Borthwick discussed a concern for review and use of bylaws
citing the example of opening the library without a degreed Librarian.
Thomas Menditto said we should use the bylaws as a guideline or best
case scenario. Chairman Borthwick said there should be some
flexibility with emphasis on not getting into the habit of abusing the
bylaws.
SUB-COMMITTEE REPORTS
Budget & Finance Committee Report - Thomas Menditto and Chairman
Borthwick reviewed various items in the budget and said there was still
some concerns about the following accounts: 104, Personnel; 108,
Pages/Summer Help; 201, Supplies; 208, Dues and Conferences; and 219,
Programs.
Building-Chairman Borthwick said that Dick Russell had received a quote
from the heating and cooling contractor for approximately $8,000 this
request will be presented to the Executive Board.
Fire Alarm Testing was once again conducted during library hours and
found to be disruptive and inappropriate.
Personnel Committee Report - Rosalie Punkunus discussed the two (2)
samples of Chain of Command submitted by Eugene Devlin and Cathy Nelson.
After a short discussion, motion was made by Blanche Delaney, seconded
by Frances Brautigam to approve the Chain of Command submitted by Cathy
Nelson dated 3-11-92 minus the union affiliations column, passed
unanimously.
The approved Chain of Command will be discussed at tomorrow's Staff
Meeting.
Friend's Committee Report - Cathy Nelson reviewed the following items
discussed at last night's Friends meeting: April 11th Program had to
be cancelled due to author's unavailability; April Vacation Week
Program; May 28-30, 1992 Book Sale; 1/2 of the book bags are sold and
formal request to the Board to sell book bags during library hours.
Policy and By-Laws Committee Report - Frances Brautigam and/or Rosalie
Punkunus will joining Blanche Delaney on this Sub-committee.
COMMUNICATIONS
Chairman Borthwick discussed the following:
1) Memorandum to Eugene Devlin from Barbara Bak dated March 9, 1992
concerning permission to store the Town's off site system backup tapes
at the library. Chairman Borthwick will write a memorandum to Barbara
Bak/Gary Clinton concerning this item.
2) Memorandum to James D'Errico from Eugene Devlin not dated concerning
working hours of the library on December 26, 1992 and January 2, 1993.
3) Memorandum to Mayor Robert Peters from Eugene Devlin dated March 2,
1992 concerning Purchase Orders.
4) Thank you letter to South Kensington Volunteer Fire Department from
Chairman Borthwick dated February 18, 1992 concerning the loan of a
painting of Marjorie Moore to the library.
5) Thank you letter to the Kensington Garden Club from Chairman
Borthwick dated February 18, 1992 concerning decorating the library
this past holiday season.
6) Welcome letter to an adult volunteer from Eugene Devlin dated March
5, 1992.
7) Letter to Eugene Devlin from Bessie Dodson dated February 24, 1992
concerning two gardening books.
8) Letter to Elizabeth Tedeschi from Eugene Devlin dated February 23,
1992 concerning best sellers.
8) Letter to Eugene Devlin from Pat Heavren dated February 22, 1992
concerning sorting of books by the Phi Chapter.
9) Incident report concerning library books being dumped in the men's
room toilet.
UNFINISHED BUSINESS
The John Thompson Report will be discussed at another Board meeting due
to the lateness of this meeting.
Director's Goals-Motion was made by Frances Brautigam, seconded by
Thomas Menditto to close the year 1991 and send this Evaluation to the
Executive Board, passed unanimously.
Cathy Nelson left the meeting at 9:20pm.
Eugene Devlin's Library Questionnaire concerning Adult Services was
reviewed and it was the consensus of the Board that this questionnaire
was excellent.
NEW BUSINESS
Frederick Riggs discussed the Roberts Rules of Order concerning
Ex-officio Board members.
ADJOURNMENT
Motion was made by Blanche Delaney, seconded by Frances Brautigam to
adjourn the meeting at 9:40pm, passed unanimously.
Respectfully submitted,
Jan Ann Sevigny
e rding Secretary
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