CITY OF NORWALK PUBLIC LIBRARY BOARD OF TRUSTEES DECEMBER 8, 2016

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1 CITY OF NORWALK PUBLIC LIBRARY BOARD OF TRUSTEES DECEMBER 8, 2016 ATTENDANCE: Library Staff: Alex Knopp, Chairman; Tom Cullen, Ralph Bloom, Patsy Brescia, Taber Hamilton, Mary Mann, Stanley Siegel, Susan Wallerstein. Jannie Williams (7:15 p.m.) Christine Bradley, Director; Sherelle Harris. CALL TO ORDER Mr. Knopp called the meeting to order at 7:00 p.m. and noted that members were in attendance as listed above and there was a quorum present. Additions to Agenda None Public Comments None Approval of Minutes - Meeting of October 13, 2016 Mr. Knopp referred to the revised draft of the minutes in the agenda packet, and asked that his recommended changes be reviewed by the secretary. ** MR. SIEGEL MOVED TO APPROVE THE MINUTES OF THE MEETING OF OCTOBER 13, 2016 AS AMENDED WITH EDITS AS SUBMITTED. ** MOTION PASSED WITH SEVEN VOTES IN FAVOR, NONE OPPOSED AND ONE ABSTENTION (BRESCIA). PRESIDENT S REPORT A. Approval of NPL Board Regular meeting dates for Mr. Knopp noted that this is per FOIA and referred to the outline of the following: 2nd Thursday of each month at 7PM in the Carnegie Room: January 12, February 9, March 9, April 13, May 11, June 8, July 13, August 10, September 14, October 12, November 9, and December 14. ** MR. CULLEN MOVED TO APPROVE THE MEETING DATES OF THE NPL BOARD PER THE ABOVE SCHEDULE. ** MR. SIEGEL SECONDED THE MOTION. ** MOTION TO TABLE PASSED UNANIMOUSLY. Page 1 of 12

2 B. Update on Facilities and Cap Projects Mr. Knopp reported that he, Chris Bradley and Sherelle Harris met with Mr. Sgobbo on projects and there has been progress with improved communications, forms and procedures, follow up evaluations and projects being finished. There was a discussion on the door that opens on to the First District property being finished and it was noted that there would be a follow up meeting with Facilities on the project status. Mr. Knopp noted that his report from the Ad-Hoc Committee is deferred to the Executive Session. Ms. Williams entered the meeting at 7:15 p.m. 6. Committee reports A. Literacy Volunteers program Ms. Wallerstein noted that her written report was not the correct one and gave an oral summary as follows: 25 Literacy Volunteer tutors attended the lunch along with Mary Mann, Alex Knopp, and herself. There are highly skilled volunteers that expertise in marketing, fundraising and direct solicitation. Increased collaboration is in place with the Adult Education from Norwalk Public Schools, as Don Foust and Helene Becker have been involved with the Literacy Volunteer program. There is a better description in the adult education program catalog. Anthony DeLauro, Human Services Council has been helpful in discussions on the creation of an advisory group and providing leadership skills. Recommendation is to create a separate Board for the Literacy Volunteers and Norwalk Reads as they have their own 501c3 non-profit status. It was noted that the bylaws allow for separate membership of such entities Mr. Siegel added that Norwalk Reads does not have a separate 501c3 organization and was under the Norwalk Housing Authority, when they let it go, then it came under the Norwalk Public Library Board of Trustees. There was discussion on the affiliation is only for the purpose of handling the check book for a few expenses. He stated that the bylaws do not include provisions for such separate entities. Ms. Wallerstein noted that there needs to be a clear purpose affiliation, and there are models that should be revisited to provide more appropriate options. Page 2 of 12

3 7. Treasurer's Report Ms. Williams distributed her report and explained there was a recommendation on investing excess cash with the necessary signature documents. There was further discussion on the budget format and creation of a clear segregation of accounts to simplify restricted/non-restricted funds. Ms. Williams explained that this has been done and she supports the system of reporting as done by Mr. Hepworth. There were questions on the budget and cash needs to cover programs and expenses. There was further discussion on the budget format and creation of a clearer segregation of accounts to simplify the spending by restricted/non-restricted funds. Ms. Williams noted that this is what has been done in the past and as cash is needed to cover expenses, transfers are done from the money market account. She added that she feels strongly that it is best to follow past practice so that excess cash is not sitting in the checking account and can earn some interest by transferring back to the money market. Mr. Knopp asked Ms. Williams to invite Lori Torano to the next Board meeting to discuss the investment policy. ** MR. SIEGEL MOVED TO APPROVE THE TRANSFER OF $50,000 TO THE MONEY MARKET ACCOUNT AS OUTLINED IN THE TREASURE REPORT RECOMENDATION. 8. Library Director's Report A. Approval of FY Operating Budget Ms. Bradley presented the attached reports and went through the line items and explained the rationale and performance indicators as provided to the BET for prior years. There was discussion on non-operating expense items that should remain in the Foundation budget, such as MakerSpace Refresh. It was agreed to move that item to the Board of Trustees portion of the meeting. ** MS. BRESCIA MOVED TO APPROVE THE FY OPERATING BUDGET, AS AMENDED TO MOVE ITEM 8g TO THE BOARD OF TRUSTEES. ** MS. MANN SECONDED THE MOTION. B. Approval of FY Capital Budget Page 3 of 12

4 Ms. Bradley presented the attached reports and went through the line items and explained the rationale and job status reports as provided to the BET for prior years. There was discussion on capital items and operating expenses in line with the strategic operating plan and pending parking lot issues. Mr. Knopp said he had spoken with Finance Director Bob Barron who had granted the Library until Jan. 13 to submit a revised budget based on issues pending with the Trustees zoning appeal litigation. ** MR. SIEGEL MOVED TO APPROVE THE FY CAPITAL BUDGET AS PRESENTED. C. Approval of revised Circulation Policy Page 4 of 12

5 Mr. Knopp noted that this item had been tabled at the last meeting and procedure would call for a motion to take this off the table to discuss. ** MR. CULLEN MOVED TO TAKE ITEM 8C OFF THE TABLE FROM LAST MONTH FOR DISCUSSION OF THE REVISED CIRCULATION POLICY. ** MS. MANN SECONDED THE MOTION. Circulation Policy continued Ms. Harris reviewed the mark up policy changes and went through a summary of the highlights provided. Mr. Siegel suggested following past practices to enable changes recommended by the library administration, as they are the ones that know best how the policy drives smooth and efficient operations. Ms. Brescia noted that she had not had the opportunity to review all of the details. Mr. Knopp asked for a one-page analysis of the costs of collections and fees. It was agreed to move the policy forward for approval, pending no exception of further review of details and costs. ** MS. BRESCIA MOVED TO TABLE THE REVISED CIRCULATION POLICY AS PRESENTED UNTIL THE NEXT BOARD MEETING ** MS. MANN SECONDED THE MOTION. Discussion on Hot Spots. Ms. Bradley referred to what was presented at the last meeting and provide an update on other multiple providers, the City s guideline and procedures along with the Norwalk Public Schools Technology guidelines. It was noted that more information will be forthcoming and on-going. E. Preliminary Sign Design plan Ms. Bradley presented a layout of signage needed for the Library and referred to the elements of logo and type style for uniformity and standard look. She noted that it was preliminary and wanted to get a general idea of acceptance before going forward for a proof for approval. F. Google Suite Ms. Bradley referred to what was presented in the discussion of hot spots and noted that this was another option available within the City s technology and procedures for computer data usage. G. MakerSpace Refresh Mr. Knopp suggested this be moved to the action items for the Board of Trustees. 9. Old Business- - None Page 5 of 12

6 10. New Business a. Status of Handicap Access at SoNo Branch Ms. Bradley explained that ADA compliance is commissioned through the Human Relations Department and is included in the City s budget for upgrades on things like door openers to be handicap accessible. She suggested that the Library Board write a letter of support to the Commission on ADA compliance, and it was agreed that this was appropriate. 11. Motion/Vote to Convene Meeting of Board of Trustees of NPL Mr. Knopp noted that as suggested by Ms. Wallerstein, this item is on the agenda as a procedure to delineate the Trustees and Foundation separation for accounting and designation of funds. ** MR. SIEGEL MOVED TO CONVENE A MEETING OF THE BOARD OF TRUSTEES OF THE NPL. 12. Action Items for Board of Trustees It was suggested to have an * indication of unrestricted funds from the general account. For the following items as presented by Ms. Harris and Ms. Bradley: a. Homework Help* Ms. Harris referred to the item as presented back in September and outlined the program and usage of tutors for homework help. ** MS. BRESCIA MOVED TO APPROVE $4,750 FOR THE HOMEWORK HELP PROGRAM. b. Zumba* Ms. Harris outlined the program costs as follows: $55 per class ($110 for both the children's and adult classes each week) 40 classes so we request $2200 from each the Board and the Friends for both programs. For the 2016 calendar year, the stats are as follows: Children and Parents Class: classes; Adult and Teen Class: 714 classes Page 6 of 12

7 ** MR. SIEGEL MOVED TO APPROVE $2,200 TO FUND THE ZUMBA PROGRAM. c. Staff Appreciation Luncheons Ms. Bradley outlined that the request is for $500* for luncheons in both staff rooms on Wednesday, December 21, for a buffet style set up from noon to 2:00 pm. ** MS. BRESCIA MOVED TO APPROVE $500 FOR THE STAFF APPRECIATION LUNCHEONS AS REQUESTED. ** MR. SIEGEL SECONDED THE MOTION. d. Maker Space* (Item as moved from 8G) Ms. Bradley outlined that the request is for $2,500 for technology related materials to convert VCR format to DVDs. ** MS. BRESCIA MOVED TO APPROVE $2,500 FOR THE MAKER SPACE REFRESH MATERIALS AS OUTLINED. ** MR. SIEGEL SECONDED THE MOTION. Mr. Knopp noted that all future requests should annotate the source of funds. Motion to Adjourn Meeting of Trustees ** MR. SIEGEL MOVED TO ADJOURN THE MEETING OF TRUSTEES AND RETURN TO THE NPL BOARD AGENDA. Executive Session of NPL Directors re Zoning Appeal Litigation ** MR. SIEGEL MOVED TO ENTER INTO AN EXECUTIVE SESSION FOR PURPOSE OF DISCUSSION OF THE ZONING APPEAL LITIGATION. ** MS. WALLERSTEIN SECONDED THE MOTION. The meeting entered into Executive Session at 9:00 p.m. with the Board members in attendance as listed on page 1. The meeting was reconvened into public session at 9:25 p.m. There were no votes or actions taken. ADJOURNMENT Page 7 of 12

8 ** MR. SIEGEL MOVED TO ADJOURN THE MEETING. The meeting was adjourned at 9:25 p.m. Respectfully submitted, M. Knox, Telesco Secretarial Services Attachments: Budget Reports Page 8 of 12

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