Minutes

WATERBURY LIBRARY COMMISSIONERS’ MEETING

November 9, 2009, 5:00 PM
Approved Minutes
Present:  Harriet Grenier, chair; Jan Gendreau; Margaret Luce; Freya Chaffee; Alice Durkin; Mary Kasamatsu, Librarian; Linda Siegel, President Friends of Library

Meeting called to order at 5:00
1.  Adoption/ changes of agenda

2.  Minutes of October meeting accepted as revised.

3.  Public:  Anne Imhoff from the Historical Society

4.  Treasurer’s Report:  Review of budget. Slight decrease in Trust account.

5.  Action items from last meeting:
a.  The final invoice from Bugbee for the insulation work came in as the exact cost as the estimate.  Commissioners voted to approve the invoice and pay the amount as stated ($6,125.00).  Insulation work completed.
b.    Report from Margaret on meeting with Jeanne Kirby of Revitalizing Waterbury to discuss ideas on the upcoming public/community wide meeting to share plans for the new library.
c.    Report from Harriet on meeting with Sue Minter to ask if she would facilitate the meeting and ideas on what to include.

6.  Librarian’s Report: Work is under way to clear out or recycle some of the old things from the basement. Jan is taking the old florescent bulbs to recycle.

7.  Friends of Library:  Final revision of the Memorandum of Understanding between the Friends and the Library Commission for the purpose of defining the responsibilities and obligations of each in a capital campaign was approved and signed by Linda and Harriet.

8.  Land Appraisal:  Appraisal is in process and we should have the report soon.

9.  Planning a Community Information Meeting: It was decided to hold the community meeting on Sunday, February 14 at the Thatcher Brook School, using three rooms – the cafeteria, Children’s Room and one classroom. The Friends of the Library will be asked to coordinate the auxiliary items such as childcare, etc.  It was suggested that a link be set up on the library website for people to be able to sign up for the various committees. It was suggested that we contact Maureen McCracken and Lisa McCormick to help with PR and ways to get the word out. Alice suggested that we should be able to tell people what they will get out of a new library.   Alice and Mary will meet to discuss this area.  Harriet suggested meetings with various organizations and people in between the regular monthly library meeting to move things along.  Jan and Harriet will meet with Sue Minter.  Margaret will contact Maureen McCracken and Jeanne Kirby.  Freya will ask the Recreation Committee to put Freya and Harriet on their next meeting agenda.  Everyone is requested to keep minutes on all of these sub-meetings.  Everyone is asked to think about people and other organizations to invite to participate.

Adjourned at 6:30
Next meeting date:  December 14

Freya Chaffee, Secretary

WATERBURY LIBRARY COMMISSIONERS’ MEETING
October 13, 2009

APPROVED

Present:  Harriet Grenier, chair; Jan Gendreau; Margaret Luce; Freya Chaffee; Mary Kasamatsu, Librarian; Bill Shepeluk, Town Manager, Steve Lotspeich, Town Planner.

Meeting called to order at 5:00
1.    Adoption/ changes of agenda


2.    Minutes of September meeting accepted.


3.    Public:  Anne Imhoff from the Historical Society, Erin Mooney and Alena Schnarr, coordinators of the Community Gardens.


4.    Treasurer’s Report:  Review of budget.  Harriet presented a projection of how we can use the gains from the Trust to pay for the shortfall in the budget, for the increased insurance amount and the insulation project.


5.    Action items from last meeting:
a.    Harriet contacted Bugbee Insulation and they recommended doing the attic floor and the slopes first, then if the budget allows, do the foam on the foundation walls in order to reduce the chimney effect on the building.  Before the work can be done, it was noted that one ceiling in the small upstairs room would have to be repaired.  Harriet found someone to donate the labor for this project and Joel Baker stopped by to recommend how the work should be done.  Bugbee will coordinate directly with Mary to make arrangements for the insulation work to be done.
b.    Bill gave approval for the insulation work to be done now and the library to repay the town in January.
c.    Storage Unit:  The Library Commissioners decided to donate the antique items in the storage unit (the leather top table, oak desk and the oak chairs) to the Historical Society.  Janet and Tony Diblasi volunteered to store the table and desk in their attic – the chairs are located in the library.  One missing chair rung is in the desk drawer. Mary reported that the children’s’ bins were donated to the Weybridge Elementary School Library and the storage use was discontinued  on 9/29.
d.    Bill reported that there were some problems with the chimney that would have to be worked out before the new furnace project could be started – issue is under review – more information to follow.


6.    Librarian’s Report:  Mary presented a recommendation for a “sick policy” for the library that everyone approved.
a.    Dawn Fairbanks and Jan Gendreau will attend the Library Trustees Association Fall Conference.


7.    Community Gardens: Erin Mooney and Alena Schnarr came to the meeting to discuss the issues involved with the community gardens and the new library proposed site.  Steve and Harriet measured the space and found that 1.3 acres is required for the library and parking, leaving 1.57 acres for the community gardens.  Everyone walked the space in the back of the library to see if there would be enough space for the community gardens.
Erin and Alena will contact the current gardeners to alert them about the possible upcoming changes in the garden plots, and the possibility of reassigning garden plots.  Discussion of whether the Library should hire someone to plow the whole space, and how best to support the community gardens.
Steve showed everyone the footprint for the site.


8.  Planning a Community Information Meeting: Bill, and Rebecca from the Select Board recommended that we hold a community meeting as soon as it looks like it might work out for the land swap.  Discussion followed:  who would facilitate the meeting?  What would the meeting look like and what should we try to accomplish?  Should we establish possible committees at that time such as Capital Campaign, Site/Building, Communication/Publicity.  Our task for next meeting is to think about how to conduct an effective meeting to get people excited about the new library.  Hopefully this meeting would take place in January or February.  Harriet will talk to Sue Minter to see if she would be willing to help out or give us some advice on how to get started.  Margaret will contact Revitalizing Waterbury to see if they would be willing to participate and to what extent.
One other commissioner job will be to personally invite as many supporters of the library as possible.
9.  Other Business:
a.    Commissioners voted and approved the recommendation to the Select Board of Alice Durkin as candidate for the vacant commissioner position.

Meeting adjourned at 7:30
Next meeting date:  November 9

Freya Chaffee, Secretary

WATERBURY LIBRARY COMMISSIONERS’ MEETING

September 9, 2009

APPROVED

Present:  Harriet Grenier, chair; Jan Gendreau;  Margaret Luce; Freya Chaffee; Mary Kasamatsu, Librarian; Bill Shepeluk, Town Manager, Anne Imhoff.

  1. Meeting called to order at 5:00
  2. Adoption/ changes of agenda
  3. Minutes of August meeting accepted.
  4. Public:  Anne Imhoff.  After a recent visit to her hometown, Anne gave us information about a new library that was just completed, including some tips that we might want to consider.
  5. Treasurer’s Report:  Review of budget.  Discussion of how to handle the increased insurance cost and the insulation project.
  6. Librarian’s Report:  Mary provided a collection of summer circulation statistics.  Jan suggested that Mary write an article about the large increase in library usage.
  7. Heating System/Insulation update:  The Select Board voted to go ahead with the library furnace project, using the 7K from the library portion of the grant; they will pay for the balance.  Two small steam boilers will be installed rather than one large one.

We will use our library budget money to do a portion of the insulation project – probably the foundation and the attic – leaving the balance of insulation for another year. Harriet will call Bugbee Insulation to find out how the project could be best split between 2 years.

Bill will find out how much prep time is needed for the furnace project and how long the library will have to be closed. He also will look into possible rebates from Energy Vermont for all of this work.

  1. Land Swap information progress:  The Select Board agreed to spend up to $1500 to get the land appraised for a possible swap (the land behind the seminary, the land behind the library and the piece of land near the fire station).  Larry Martin will do the appraisal.
  2. Community Gardens:  Discussion of the possibility of locating a new area for gardens, or moving the garden spaces beyond the area that would be used for the new library building.  It was decided that Jan would ask Erin Mooney, Community Garden Coordinator, to come to a library meeting to discuss options, concerns, etc.
  3. Contents of Storage Unit:  Jan reported that her friend who is familiar with antiques gave her the following values for the antique furniture:

1880s Accounting Table – $275; Oak Desk – $250; Oak Chairs – $45 each.  Sir Richard’s antique owner will come over next week to give another estimate.  Freya will meet with him and ask him about the possibility of selling the furniture in his shop on consignment.

Mary will ask Alex Tuscany about getting a truck and helper to move the shelving units to the Armory Storage.  This will leave the bins and book mobile shelves.  Still exploring what to do with these.  Possible goal is to empty the unit buy the end of the month.

  1. Other Business:
  2. Roy Haupt submitted his letter of resignation as a Library Commissioner due to health issues.  We accepted it with regret.
  3. Discussion of search for a Library Commissioner to replace Roy.  Anne will put something on the radio about the position.  The candidate will complete the year and will then have to run for a 4-year term in March.
  4. It was suggested that we either send a letter, email or talk in person to members of the Select Board to thank them for their support with the furnace and appraisal projects
  5. Bill mentioned that the library had taken in $1080 to date for non-resident fees.
  6. Jan shared information about the “Art in Action” project that will be coming to Waterbury in the fall. They are looking for a site to display the exhibit.

NEXT MEETING DATE CHANGED BECAUSE OF COLUMBUS DAY:  TUESDAY, OCTOBER 13

Adjourned at 6:40

Freya Chaffee, Secretary

WATERBURY LIBRARY COMMISSIONERS’ MEETING

August 10, 2009

APPROVED

Present:  Harriet Grenier, chair; Jan Gendreau; Margaret Luce; Freya Chaffee; Mary Kasamatsu, Librarian; Bill Shepeluk, Town Manager.

1.      Meeting called to order at 5:08

2.      Adoption/ changes of agenda

3.      Minutes of July 13 meeting accepted as written.

4.      No Public

5.      Treasurer’s Report

Discussion of how to find additional funds to cover the cost of the new heating system if we decide to go ahead with the project; and how to cover the cost of the health insurance overrun that was not included in the budget.

Possibilities for improving the heating of the library include blowing insulation into the walls, improving the windows, getting a new boiler or making recommended improvements to the existing system, rebalancing the system, installing an auxiliary heater in the children’s room.

Bugbee Insulation will give us an estimate for the insulation; Bill has asked John Marcotte to give a second estimate for the boiler project after he has reviewed the Pearson report and visited the library with Alec Tuscany.

Bill also asked the Select Board to consider using some of the Capital Improvement Funds to help with the new library heating issue.

Bill also will find out if the money from the grant earmarked for the library heating project can be used to upgrade the current system instead of purchasing a new boiler.  He suggested that we hold a special meeting after these estimates and more information are received.

  1. Discussion of new library site:

The commissioners made a unanimous decision that their first choice for the new library is a separate building in the space behind the library.

Bill suggested that we get on the agenda of the Select Board September 8 meeting to ask the Board which parcel of land they would prefer to evaluate for the trade of the land behind the library.

We should also ask if they will cover the cost for the appraisal of that site and we’ll cover the cost for the appraisal of the land behind the library.  We will then ask the Select Board to submit the application. After that, we can ask the Select Board to arrange a public meeting to tell residents what is happening and to listen to their comments or concerns.

  1. The five-year plan for the library was adopted by the commissioners.

  1. What to do with the contents of the storage unit:  It was decided to store the library shelves in the old Armory building, and put the 30 folding chairs, antique library desk and leather top table on Craig’s List to sell.  Mary and Freya will ask a local antique dealer to give an idea of the value and we’ll proceed with the listing.

  1. Conference update by Mary.

  1. David Luce representing the Historical Society gave an update on some ideas the Historical Society are considering involving having a space and sharing public space as well as sharing some of the costs of the new library building.  They will let the commissioners know when they have more information and would like to be included on the agenda.

NEXT MEETING SEPTEMBER 14, 2009

Adjourned at 7:15

Freya Chaffee, Secretary

WATERBURY LIBRARY COMMISSIONERS’ MEETING

JULY   13, 2009, APPROVED

Present:  Harriet Grenier, chair; Roy Haupt; Jan Gendreau; Mary Kasamatsu, Librarian; Bill Shepeluk, Town Manager; Steve Lotspeich, Town Planner; Anne Imhoff, Waterbury Historical Society President

1.      Meeting called to order at 5:15

2.      Adoption/ changes of agenda

3.      Minutes of June 8 meeting accepted as written.

4.      No Public

5.      Friends of the Library

Linda Siegel reported preparations are underway for the book sale on Sat, July 18

She, Elise Werth, Paul Goldstein, Mary Kasamatsu met with Bill Shepeluk to review the MOU for the Commissioners and FOL regarding a building fund established under their non-profit number.  Paul was representing the interests of the FOL.  Roy is concerned about accountability of the FOL with respect to the building fund.  Is there sufficient wording to say the FOL can’t refuse to spend money from the fund?  Linda or Mary will ask Bill and Paul.

6.      Treasurer’s Report

Jan asked if we should be including the Howland and Joslyn funds in our monthly report.  Bill said no, since any earnings were deposited in the Morgan Stanley Funds each month.

7.      Steve Lotspeich presented findings about acreage needed behind the library for

plan #3 in Robie Stoner’s Site Study, July 2005.  He determined 1.37 acres were  needed.  He also showed 2 possible sitings for a library up behind the primary school.  Steve will talk with Tom Vickery to determine values of land behind the library and the wooded area of similar size behind the primary school and get us the information for our next meeting.

8.      Roy shared his thoughts regarding the selling of Dr. Janes’ house and much discussion followed.  Bill feels it is necessary for the Commissioners to make a final decision about what we want.  The next step is to go to the Select Board to tell them what we want and then work together to present it to the public before starting the land-swap process.  The bottom line is:  does the Community really want land behind the library to be used for a new building?  Steve suggested a public meeting that involved gardeners, food council folks, Friends of the Library, library lovers, neighbors, etc.

Anne indicated the historical society is working to determine spaces needs.  They want to view the collection some Saturday afternoon when the library is closed.  Mary will let her know a good time in August.

The Commissioners will make a decision at the August meeting regarding Dr. Janes’ house.

9. Bill presented a report regarding the replacement of the library’s furnace.  The Commissioners will make a decision at the August meeting:

1. Will we do the project?

2. Which system?  Steam or hot water?

3. How will we pay our share?

10.  Mary shared info from the Library Conference she attended in May.  She will discuss more next month when all commissioners are attending.  We also will adopt the new 5 year plan at the Aug. meeting.

NEXT MEETING AUGUST 10, 2009

Adjourned at 7:55

Jan Gendreau, Recorder.


WATERBURY LIBRARY  COMMISSIONERS’ MEETING

June 8, 2009, Approved

Present: Harriet Grenier, Chair, Jan Gendreau, Roy Haupt, Margaret Luce; Mary Kasamatsu, Bill Shepeluk, Linda Siegel.

1. Meeting called to order

2. Adoption/changes to agenda: no changes.

3.  Minutes of May meeting accepted with correction of spelling of Steve Lotspeich name; and Bill Shepeluk and Mary Kasamatsu on vacation only month of May.

4.  Public: No public present.

5. Report from FOL: Linda Siegel reported that the Friends had cleaned up the library gardens, but still need to mulch; they contributed $150 to the Kids’ Fest; and contributed to the Children’s Room to help sponsor Prof. Polly Eisendrath. The book sale begins in July. The MOU is a work in progress.

6. Report of Treasurer: Jan Gendreau distributed treasurer’s report.

7. Report of Library Director: Mary distributed monthly report and plans to  share information from VLA conference at July meeting. Distributed draft of Five Year Plan. The plan will be published and on line at library web site; and there will be a link from town web site. Commissioners will vote to accept plan at July meeting.

8. Library site: Review maps showing land to be swapped:  Steve Lotspeich shared map of surveyed lands behind the old armory and reported on land requirements and land swap. At the armory site 1.28 acres are needed in the pine forest. Commissioners questioned if this would allow access and parking. For the new library, 1.35 acres are needed behind the present library to build now and allow for future expansion. An appraisal is needed to show that armory land is of same or equal value.   Next steps:  overlay library footprint on armory land; Steve will obtain a clean map from Charlie Grenier that had been used for fire station/library development; and talk with Tom Vickery about land appraisal. Brian Lindner of the Waterbury Historical Society would like to be included in planning process and VHS plans to fund raise for building.  Roy Haupt distributed a paper outlining pros and cons of keeping present library building.

9. Other business: In discussing evaluation of library director, a motion passed unanimously to evaluate the present library director every other year;  the next evaluation will be September 2010 .

NEXT MEETING:  JULY 13, 2009

Meeting adjourned at 7:00 PM

Margaret Luce, Recorder

WATERBURY LIBRARY COMMISSIONERS MEETING

MAY 4, 2009, Approved

Present:  Harriet Grenier, Chair, Freya Chaffee, Jan Gendreau, Margaret Luce, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

1.  Meeting called to order at 5:00 p.m.

2.  Adoption/changes of agenda:

3.  Approval of April 13 minutes.

  • Minutes approved.

4.  Public:  None

5. Report from Friends of the Library,

  • Mary reported that there was a great turnout for cleaning up the gardens with the Friends and that it was great to have a member of the garden club helping.

6.  Report of Treasurer, Jan Gendreau:

  • Review of treasurer’s report
  • Great news – a gain in the trust fund this month.
  • Information from Bill about when we might expect money for the new furnace.

7.  Report of Library Director, Mary Kasamatsu

  • Policy for spending for library purchases for up to $500 needs to be adopted in library policies to be consistent with the town purchasing policy.  Mary requested preliminary approval so she can change from the current $200 limit to $500. Moved and approved to do so until formal policy can be adopted.
  • Mary and Bill both on vacation in May- Alec Tuscany to be in charge in Bill’s absence and either Jill or Dawn in charge of the library in Mary’s absence.
  • Mary suggested that in case of any pandemic outbreak or communicable illnesses where it is deemed necessary to close the area schools, the library should also be closed.  Motion was made and approved to do this and Mary will post a notice stating this.
  • 5 Year Plan review – Mary will continue on this.

8. Library Site – determining first steps in land swap process

  • It is necessary to designate exactly what the land will be swapped, both for the library and for the fire station. Harriet reviewed the directions for the conversion which requires maps, shape of swapped land, etc.
  • Bill believes that there is enough land to take care of both projects, so it makes sense to mark out the land shape and size of land we’re trying to swap.  Bill will ask Alec Tuscany and Steve Lotspeich to work together on this – 1.7 acres for the library and less than a tenth of an acre for the fire station.

9. Other business:

  • Town Officers Conference:  Harriet provided public libraries comparison details from the conference. Margaret got fund raising information: grant writing details from the Vermont Community Foundation; Daniel Pudvah provided information on what you need to have in place before you start fund raising; Bill McMasters spoke on Recharge.
  • Article in the Record with misquotes.  Jan sent email asking the Record to correct the errors and was told that she missed the deadline. The editor said that she couldn’t put it in the next week.  Decided we should just forget it for now.

Next Meeting, June 8, at 5:00 p.m.

Meeting adjourned at 6:50 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY PUBLIC LIBRARY COMMISSIONERS MEETING

April 13, 2009, APPROVED

Present:  Harriet Grenier, Chair;  Jan Gendreau;  Margaret Luce; Linda Siegel; Mary Kasamatsu; Bill Shepeluk; Morgan Stanley representatives  Art Scipione and Elizabeth Fluhr-Kay

1.  Meeting called to order at 5:03 PM.

2.  Adoption/changes of agenda:  No changes.

3.  Minutes of March 16, 2009, approved with time of adjournment corrected to 7:00 PM.

4.  Public:  No public present.

5.  Report of Treasurer:  Morgan Stanley representatives Art Scipione and Elizabeth Fluhr-Kay.  Trust fund account on 01/01/08 was $458,116 and on 12/31/08 was $351,770, a decline of 24%.  Recommend maintain diverse mix at this time:  leave $5,000 cash; purchase one additional CD at $25,000; and buy four to five investment grade bonds to equal $100,000 with 3-5 year maturity.

Balance is 50/50 equities/fixed income.  Plan to meet in six months to reevaluate investments.

6. Friends of the Library:  Linda Siegel, President:  March 26 did inside cleanup; plan outdoor cleanup May 2.  Library booth won blue ribbon at Rotary Home and Garden Show. FOL have contributed $500 to summer program and paid fees for two commissioners to attend TOEC.  They will contribute to purchase of new LCD projector, contribution will cost about $500.  Annual fund drive has raised $1,300 to date.  FOL are still working on MOU.

7.  Library Site—setting goals:  Following meeting with Select Board on April 6, commissioners will begin land transfer process to apply for use of land behind the present library, and obtain sufficient land behind armory building to allow for replacement of BOR land behind the library and at Hope Davey Park.  Commissioners concluded that the new library building should be stand alone new construction rather than an addition to present library.  The reasons for this are:  the present building, even with renovations, will not be an efficient, workable library; the past two attempts have failed in part, because of the issues of renovating an historic building; selling the present building will contribute cash for construction.

8.  Library Director Update of Five Year Plan:  Mary Kasamatsu reviewed proposed plan.  Community profile data will be updated with 2010 census.  She will develop plan with actions in support of library service priorities and goals for next two years and seek library staff input.  Mary will send out e-mail seeking information from commissioners on library strengths, weaknesses, opportunities and threats.

9.  Other business:  Jan will send letter to Waterbury Record Editor to clarify comments re Select Board meeting and land transfer.

NEXT MEETING:   MAY 4 AT 5:00 PM

Meeting adjourned at 7:20 PM

Margaret Luce, Recorder

WATERBURY LIBRARY COMMISSIONERS MEETING

March 16, 2009, 5:00 p.m., APPROVED

Present:  Jan Gendreau, Chair, Freya Chaffee, Harriet Grenier, Margaret Luce, Roy Haupt, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager, Linda Siegel, Friends of Library President,  Karen Miller, Select Board Member, Joel Baker, Planning Commission Member,  Dawn Fairbanks, Library Staff, Jill Chase, Library Staff.

1.  Meeting called to order at 5:10 p.m.

2.  Welcome to new library commissioner, Roy Haupt

3.  Adoption/changes of agenda:  No changes

4.  Approval of February 9 minutes.

  • Minutes approved as amended

5.  Public:  None

6.  Nomination and Election of Officers for 2009

Nominations made and approved as follows:  Harriet Grenier, Chair; Margaret Luce, Vice-Chair; Freya Chaffee, Secretary; Jan Gendreau, Treasurer

7.  Report from Friends of the Library, Linda Siegel:

  • Library table at Home and Garden show on the weekend
  • Friends will have a book weeding workday on March 26; and will hold a sale of the weeded books around the 2nd week of April – probably $2 for a bag of books
  • Linda and Mary will be meeting with Bill to review the MOU for the capital campaign.

8.  Report of Treasurer, Jan Gendreau:

  • Review of treasurer’s report
  • It was moved and approved that Jan move the balance in the Bank North account (approximately $1100) to the Morgan Stanley cash management account.

9.  Report of Library Director, Mary Kasamatsu

  • Mary requested sign-ups for library table at Home and Garden Show
  • Sweet 16 Home & Garden Show theme photos taken at the library which also show crowding conditions.
  • Discussion of t-shirts for library events
  • Town Officers Educational Conference workshop information and details on who will attend this year.

10.  Sites Evaluation:

  • Discussion of the questions the commissioners had at the last meeting concerning both possible sites -  Karen, Joel and Bill.
  • Would traffic be a problem?

Joel stated that he thought the existing site was preferable from a standpoint of exposure and visibility; he thought that access could be an issue at the Armory site, that the soils were tougher and that the library would have to be designed around the old Armory building.  Traffic also could be a problem and that is a possibility that a traffic study would be required.

  • Would a Master Plan be required?

The Planning Commission would require that we follow basic criteria – traffic, safety, set-back requirements, boundaries of site, etc., site plan with specs, numbers of staff, projected numbers of visitors.  A Master Plan probably would not be required except they would want to know what would happen to the old Armory Building.

  • What engineering study/permits would be required prior to the library design?

The Planning Commission would ask us to come up with a footprint and get an approved site plan; then the architect study and permits would be required after approval. May request a Conditional Use Permit.

  • Would the Select Board approve the BOR land swap for the current library site?

Karen will ask the Select Board if they will approve the land swap and then decide what public action would have to be taken.  She will ask them to put this on their April 6 agenda.

  • Discussion of how to get BOR swap approved by the feds if the Select Board is willing to do the land swap. Suggested that we contact our local and federal political reps for help.  Discussion of public action that would have to be taken.

11.  Other business:  Morgan Stanley rep to be invited to April Meeting

Next Meeting, April 13, at 5:00 p.m.

Meeting adjourned at 7:00 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY LIBRARY COMMISSIONERS MEETING

February 9, 2009, APPROVED

Present:  Jan Gendreau, Chair, Freya Chaffee, David Cohen, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager, Linda Siegal, Friends of Library President, Jill Fairbanks, Library Staff, Jill Chase, Library Staff.

1.  Meeting called to order at 5:10 p.m.

2.  Adoption/changes of agenda:

No changes

3.  Approval of January 19 minutes.

  • Minutes approved

4.  Public:  None

5. Report from Friends of the Library, Linda Siegal:

  • Report of Annual Fund Drive – down by about $900
  • Some of the things that are being sponsored by the Friends are recorded books and Net library
  • Friends will have a table at the Home & Garden Show
  • Friends will have a book weeding workday on March 26
  • Linda reported a change for Books for Babies – mothers of newborns get a coupon to present at the library for a book instead of being sent one in order to get more people to come into the library.
  • Harriet asked Linda to convey thanks from the commissioners for all of the work the friends have done.
  • Linda and Mary reviewed the MOU for the capital campaign.  Paul Goldstein offered his service to review this on behalf of the friends and had several recommendations.
  • ACTION: Mary & Linda will review this with Bill to come up with a final document.

6.   Report of Library Director – Mary Kasamatsu

  • Details on book weeding
  • Library will have a table at the Community Fair
  • Update on library programs
  • Discussion of MOU referenced above
  • Mary reported that there were 45 non-resident registrations for library use to date.

7.  Report of Treasurer – David Cohen

  • David’s last meeting.  He suggested that we close the Bank North account and move the balance into the trust account.
  • Bill provided final end of the year numbers and the final budget proposal amount of $204,920 which will be presented at Town Meeting.

8.  2009 Officer Recommendations:

  • Harriet to become Chair
  • Margaret to become Vice-Chair
  • Freya to remain as Secretary
  • Treasurer?  Check with new commissioner when voted in.
  • ACTION: (David will help make the transition after town meeting).

9.  Plan for site evaluation:

  • Chart presented by Harriet (see attached page) and discussed by commissioners to arrive at pros & cons of each site; and get a list of questions together.
  • It was decided to ask the Select Board and Planning Commissioners to come to the next meeting.
  • David moved to pole the commissioners on their preference of the two possible sites – vote was 2 for the site behind the library and 2 for the Armory site.
  • ACTION: Harriet will email questions to the Select Board and the Planning Commissioners in advance to clear up some of the issues:
    • To ask the Select Board if they would be willing to support a land swap so we could ask for a new ruling from the BOR
    • To ask the Planning Commissioners what the town is going to do about the old Armory Building and needed sidewalks.

10.  Other business:  None

Next Meeting moved to Monday, March 16 at 5:00 p.m.

Meeting adjourned at 7:00 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY LIBRARY COMMISSIONERS MEETING

January 12, 2009, Approved

Present: Jan Gendreau, Chair, Freya Chaffee, David Cohen, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

1. Meeting called to order at 5:10 p.m.

2. Adoption/changes of agenda:

No changes

3. Approval of December 15 minutes.

  • Minutes approved, as corrected.

4. Public:

  • No one present

5. Report from Friends of the Library –

  • Annual fund responses are coming in.

6. Report of Library Director – Mary Kasamatsu

  • Mary presented statistical information on library for the year
  • Update on library programs
  • Discussion of what to do with weeded-out nonfiction that won’t sell at the book sale.
  • Action: Have a “bee” to dismantle books for recycle? Volunteers?

7. Policy regarding petitions at the library:

  • Motion was made and approved to not allow any petitions at the library except those for library commissioners.

8. Report of Treasurer – David Cohen

  • David suggested that we move the transfer of the trust fund proposed for 2008 to the 2009 budget (see motion under section 9), in the hope to recover some of the loss of interest in 2008.

9. Budget – Mary Kasamatsu and Bill Shepeluk

  • Review of final proposed 2009 budget
  • Motion was made and approved that the Library Commissioners commit to transferring $13,745 from the Trust to the town’s General Fund through its 2009 budget.
  • Discussion of offsite storage area.
  • Action: An inventory of the contents of the storage area will be done, and then a decision will be made of whether to get rid of the contents and store some of them elsewhere and give up the site or keep it. The cost will stay in the 2009 budget in the meantime.
  • Motion was made and accepted to adopt the proposed $206,225.00 budget for 2009.
  • Action: Commissioners will meet with the Select Board to discuss the budget on Monday, January 19 at 7 p.m.

10. Other business:

  • Discussion of a replacement Library Commissioner for David Cohen. Petitions have to be presented to the Town Clerk by mid January.
  • Action: Commissioners will continue to contact possible candidates. Mary will post a sign at the library asking for anyone who might be interested.

Next Meeting Monday, February 9, 2009

Meeting adjourned at 7:00 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY LIBRARY COMMISSIONERS MEETING

December 15, 2008   APPROVED

Present:  Jan Gendreau, Chair, Harriet Grenier, Freya Chaffee, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

1.  Meeting called to order at 5:10 p.m.

2.  Adoption/changes of agenda:

No changes

3.  Approval of November 11 minutes.

  • Minutes approved, as corrected.

4.  Public:

  • No one present

5. Report from Friends of the Library –

  • Annual fund mailing went out, along with a newsletter

6.  Treasurers Report reviewed

7.  Budget – Mary Kasamatsu and Bill Shepeluk

  • Bill discussed current budget – suggested that we transfer the money from the trust fund discussed previously even if we don’t need to use it so we will not have to ask for a tax increase in the library budget for 2009 – this based on the proposed new budget.  Mary and Bill presented the proposed 2009 budget.
  • He recommended keeping the current budget on target
  • Noted that the roof problem has been repaired.  The balance of the repair will come out of next year’s budget.
  • Boiler issue – hopefully the old one will last until April.  If a new one is required, suggested that we ask the Select Board put a new boiler into the capital budget for the town.  Suggested that we get an engineer recommendation for the whole system and send the project out to bid.
  • Discussion of the book mobile:  suggested using an alternate way to distribute books to outreach and use the $2500 truck rental money for computer replacement or other technology update.
  • Mary will work with Bob Butler of Butler Technologies to create a replacement master plan for computers and other technology.

7.  Site Study

  • Jan talked with the chair of the School Board.  The Board would like to be kept up to date on what’s happening with the new library site, but they don’t feel the need to be included in a library meeting.  They also mentioned that they had done a site study. Jan talked with John Alden, the school architect, about the site. The School Board does not object to anything as long as it would not impact their parking lease at the site.
  • Discussion of this site compared to the Rec Field site.  It was recommended that there be a site discussion when all the commissioners could be there, and include a Select Board member and a Planning Commissioner, – all making a list of pros and cons of each site.  Is a Master Plan needed?

8.  Director Evaluation:

  • Freya and Margaret to meet with Mary shortly after the Christmas holiday.

Next Meeting Monday, January 12, 2009

Meeting adjourned at 7:00 p.m.

Respectfully submitted,

Freya Chaffee


WATERBURY LIBRARY COMMISSIONERS MEETING

November 11, 2008  Approved


Present:  Jan Gendreau, Chair, David Cohen, Harriet Grenier Margaret Luce, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

  1. Meeting called to order at 5:00pm
  2. Adoption/changes of agenda:  No changes
  3. Minutes of October 14th:  Minutes accepted as corrected.
  4. No public.
  5. Friends of Library annual meeting is tomorrow, November 12th.  The activity for the meeting is making buttons with library quotes.  They will sell these as a fund raiser and to raise awareness of the library in the community.

The Memorandum of Understanding regarding the handling of funds for a capital campaign is still on hold pending review by an attorney.

  1. Treasurer’s Report:  The Trust Fund is continuing to lose money:  $100,000 in 2008.  How we end up this year and how we budget for next year is a real concern.
  2. Bill reviewed our current budget:

· Mary has kept expenses down

· Roof repair has not started

· Survey of land for library site will cost approx. $2,000 to be paid out of Trust Fund rather than out of current budget

· Fuel costs are lower and will probably not go as high as currently budgeted

· This budget shows that we may be able to spend the full line item for books. Bill prefers to wait until close to the end of the year before giving Mary the go ahead to spend this line item.

· It is his recommendation that we transfer the funds from our Trust Fund to the Town as listed in this year’s budget ($13,745).  Then in fiscal year 2009 budget zero from the Trust Fund because it lost money this year.  Then in 2010 we can budget money from the Trust Fund based on its’ performance in 2009.

  1. Mary requested that money received from patrons for lost or damaged books be deposited in the line designated as donations, so that it is available to the library for purchasing the replacement books.  The Commissioners voted in affirmative of this request.
  2. At 5:30pm Wayne Walker and Kirsten van Aalst, architects from Duxbury, talked with us about building a library that is a “green building” and energy efficient.
    • Passive energy buildings are the first priority, then solar or wind generated energy to bolster the passive energy.
    • It is important to start at an ideal size for the library and then make accommodations as necessary dictated by site, materials, funds raised, etc.
    • First step is to develop a schematic design/site feasibility study to determine if the Armory Drive site works for a library building.
    • Commissioners need to develop a list of criteria for judging proposals for the site plan and then put out an RFP requesting bids for the work.
    • This kind of study will take 4-6 weeks to complete.

  1. 6:45 pm The Library Policies and Nonresident Fees Notice was reviewed.

We asked that a sentence of appreciation be added to the notice of non-resident fees.  The Commissioners voted to accept the document as amended.

Library Policies:  The last sentence under “Borrowers” is to be moved to the last sentence under “Fines.”

The Commissioners voted to accept the document as amended.

  1. Jan reported on visit to the Planning Commission regarding the site on Armory Drive.  The Commission asked a lot of questions and indicated that they would need to receive a site plan from the Library Commissioners in order to make any formal rulings.
  2. Jan will contact the Chair of the School Board for Thatcher Elementary School about meeting with them to advise them of our interest in building on the Armory Drive site.
  3. WDEV offers free Public Service Announcements.  Mary would like to make good use of this by recording messages with them on a regular basis to advertise the library.
  4. We need to complete the evaluation of our Library Director before the end of the year.  Jan needs evaluation forms from Margaret and Freya, and a self evaluation from Mary.  Then Freya and Margaret will meet with Mary to review the evaluation.
  5. Next meeting December 8, 2008
  6. 7:10 pm meeting adjourned.

Respectfully Submitted,

Harriet Grenier

WATERBURY PUBLIC LIBRARY COMMISSION

October 14, 2008  Approved

Present: Jan Gendreau, Chair, David Cohen, Harriet Grenier, Margaret Luce, Freya Chaffee, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

1. Meeting called to order at 5:05 p.m.

2. Adoption/changes of agenda:

No changes

3. Approval of minutes of September 8th meeting and special September 24 meeting.

  • Minutes approved, as corrected.

4. Public:

  • No one present

5. Report from Friends of the Library –

    • Friends President, Linda Segal, suggested that the Holiday Walk in Waterbury on Saturday, December 6th, include a story time at the library.

6. Report of Treasurer – David Cohen

  • Review of report – another loss of the trust account
  • Discussion of cutting expenses as much as possible.

7. Report of Library Director – Mary Kasamatsu

  • Discussion of trustees meeting in Rutland
  • Policy revision regarding “Borrowers.”
  • Discussion about how to handle library fees. Bill Shepeluk will talk with the auditor about how to handle small amounts of cash.
  • Discussion of “exceptions” to the library fee.
  • Review of proposed letter to inform people about the fee for non-residents.
  • Mary will start work on then new budget.

8. Representatives from Select Board:

  • Pam Clapp and John Grenier presented information on the proposed fire station and asked for support of the library trustees in the project.

9: Bill Shepeluk reported on the site plan and title search for the proposed new library site.

  • Discussion of next steps for the new library:
    • Commissioners concerned about getting a firm commitment from the Select Board for the site. Bill suggested that we go back to the Select Board and reconfirm their commitment, then go to the Planning Commission and ask that the site be reserved for the new library building.
    • Commissioners will meet next week with the Select Board, 10/20, 2008.
    • Discussion that we ask other groups to come to the library meetings to talk about issues such as energy cost saving systems, etc. and with some architects, or other experts. Suggestion to bring a couple to the next meeting.
  • Discussion of roof repair issue – work to get started as soon as possible.

Next Meeting Tuesday, November 11.

Meeting adjourned at 6:00 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY LIBRARY COMMISSIONERS MEETING

September 8, 2008  Approved

Present: Jan Gendreau, Chair, David Cohen, Harriet Grenier, Freya Chaffee, Mary Kasamatsu, Librarian.

1. Meeting called to order at 5:05 p.m.

2. Adoption/changes of agenda:

No changes

3. Approval of minutes of August 11th meeting:

  • Minutes approved.

4. Public:

  • No one present

5. Report from Friends of the Library –

    • Mary reported that the Friends had voted to purchase a new set of World Book encyclopedias for the library, in addition to the $1200 given to support the library book budget.
    • Proceeds of Book Sale amounted to approximately $1500.

6. Report of Treasurer – David Cohen

  • Review of report – another loss of the trust account
  • Discussion of cutting expenses as much as possible.

7. Report of Library Director – Mary Kasamatsu

o Discussion of Roald Dahl day activity on Sept. 13

o Discussion of fees for non-residents. Motion was made and approved to charge $10 per adult for all non-residents excluding Duxbury. (The town of Duxbury contributes money to the library fund each year.) The charge will be effective January 1st. ACTION: Mary will present flyers outlining the charge for non-residents for review at the next meeting.

o Motion was made and approved to accept the draft mission statement.

o Roof repair: Everyone agreed that we should only do the minimum necessary repair work, and that there should be two estimates for the work. ACTION: Jan will call a 2nd contractor to request a bid.

8. Update regarding “armory land” behind TBPS:

Jan received information from Alec Tuscany, Director of Public Works, regarding the survey work. Motion was made and approved to use money from the trust account to go ahead with the title search and survey by Glen Towne (estimated at $1500 -$2000). ACTION: Jan will call Bill to tell him that we are contacting Glen to get started with the survey.

9: Policy review: Library policies with revision recommendations by the library staff were reviewed. Motion was made and approved to accept the revisions as discussed. ACTION: Commissioners will sign off on final revised policies at next meeting.

9. Other Business:

  • Freya will contact the person recommended by a former colleague to see if he would be willing to talk with the Commissioners regarding the feasibility study steps, etc.
  • Library Director evaluation – to be done before the end of the year. ACTION: David will look up information from previous evaluation.

11. Next Meeting Tuesday, October 14 (Monday is Columbus Day).

12. Meeting adjourned at 6:00 p.m.

Respectfully submitted,

Freya Chaffee

WATERBURY LIBRARY COMMISSIONERS MEETING

AUGUST 11, 2008 APPROVED

Present: Jan Gendreau, Chair, Margaret Luce, David Cohen, Harriet Grenier, Freya Chaffee, Mary Kasamatsu, Librarian, Bill Shepeluk, Town Manager.

1. Meeting called to order: 5:00 p.m.

2. Adoption/changes of agenda:

Agenda change – meeting members drove to the old Armory above Thatcher Brook School to tour the proposed new library site. Bill Shepeluk explained the site map of the area and recommended a space to the left of the old Armory as a possible location for the new library. The area is quite flat and it would not require removal of the old Armory. Meeting continued at the Library

3. Approval of minutes of June 9th meeting.

4. Public: No member of the public present

5. Report from Friends of the Library

    • Because the friends had not met yet, Mary relayed these updates: Former president of the Friends, Elise Werth, has been hired to replace Erin as Program Coordinator. She will start work on September 18th.
    • Friends also requested approval from the Commissioners to proceed with a Publicity Committee and a Site Committee.
    • Discussion of volunteer needs, etc.
    • On-going Book Sale

6. Report of Treasurer – David Cohen

  • Review of report. Bill Shepeluk showed an updated library budget without the Trust Fund distribution that was projected in the original budget. It may be necessary to cut some areas to balance the budget.
  • David suggested that the commissioners endorse cutting expenses as much as possible in order to balance the budget.
  • A discussion followed about whether to charge non-residents a fee for using the library. ACTION: David moved that the library director give the commissioners details on the number of patrons who live outside Waterbury to assess the possibility of charging non-residents. Seconded and passed.

7. Update regarding “armory land” behind TBPS – Bill Shepeluk

  • See #2 above.
  • Discussion of next steps:
    • Survey should be done to ensure that there is a clear land title
    • Recommended that a Site Committee including commissioners and some of the members of the Friends be created.
  • ACTION: Harriet moved that Bill ask Public Works Director, Alex, to line up someone to conduct a survey/title search. Seconded and passed.
  • ACTION: Bill to let us know the cost at the next meeting

8. Report of Library Director – Mary Kasamatsu

  • Discussion of wording for library expansion in Chapter 9 of the revision to the Town Plan to show what’s happening with the new library planning.
  • Discussion of legal issues regarding requests for information by law enforcement agencies, warrants, etc.
  • Policy discussion proposed for next meeting – ACTION: Mary will provide material along with the library staff’s recommendations.

9. Other Business: None

Next Meeting September 8, 2008 – 5 p.m.

Meeting adjourned at 6:45 p.m.

Respectfully submitted, Freya Chaffee

The July Commissioners meeting was cancelled.

WATERBURY LIBRARY COMMISSIONERS MEETING

JUNE 9, 2008 Approved: 8/11/08

Present: Jan Gendreau, Chair, Margaret Luce, David Cohen, Harriet Grenier, Freya Chaffee, Mary Kasamatsu, Librarian, Linda Segal, VP of Library Friends, Bill Shepeluk, Town Manager.

1. Meeting called to order: 5:00 p.m.

2. Adoption/changes of agenda:

  • Jan reported that Alec Tuscany would not be able to make the meeting as scheduled which was unfortunate since we had many questions for him. ACTION: Bill Shepeluk said he would talk with Alec about the test results that were done behind the school and find out what we should do next. Bill will report back to the commissioners.
  • Discussion of how to proceed with the feasibility study, capital campaign, fund raising strategies and what steps are needed to proceed.

3. Approval of April 14 and May 19 minutes.

4. Public:

  • No member of the public present

5. Report from Friends of the Library – Linda Segal

  • The FOL donated $600 towards the library summer programs and the Waterbury Kids Fest.
  • Linda reported that there was a good turn out at the event at the Stage Coach Inn (Beatrix Potter and Tea), that the Library Spruce-up Day was successful and that the Poetry Slam at Thatcher Brook School was a big hit.
  • The FOL also are planning a book sale on July 12.
  • There is a new FOL secretary – Carmel Kelly.
  • Linda who also was a facilitator at two of the focus groups to discuss the library 5-year plan suggested that we try to recruit some library supporters for public speaking events and information sharing. She suggested a list of talking points for these supporters.

6. Report of Treasurer – David Cohen

  • Review of report. Nothing unusual to report.
  • Treasurer’s report approved

7. Report of Library Director – Mary Kasamatsu

  • Review of report
  • Mary presented highlights of the Focus Group meetings that were held to collect information for the new library 5-year plan. The recommendation most often given was for MORE SPACE.
  • Many people suggested that there needed to be more communication about the many services the library provides. This led to the question about whether the library should advertise their WiFi access.
  • ACTION: Mary will contact ComCast to see if advertising that the library offers free WiFi is legal. If so, she will add it to the information in the local papers.
  • Discussion of the library survey. Mary reported that the survey is completed on the web site 2 times more than in person.

8. Review of Library Policies

  • Decision to save this review for another meeting
  • David suggested that the library staff highlight changes that they are recommending.

9. Report of Town Manager – Bill Shepeluk

  • Bill reported that heating fuel prices are projected to double for the library and other town buildings and this will affect the current budget.
  • We requested that Bill give us an idea of the steps we need to take to proceed with the proposed new library site. He suggested these steps:
    • Review the report that Alec Tuscany has
    • Fill out an application for a zoning permit (the zoning board will either permit, issue a conditional permit or not permit). We will need a foot print of the proposed building and a site plan showing where the building will be located, etc. He suggested that we might want to talk with the zoning director first.
    • The planning commission will have to review the site plan and may want to review things like traffic flow.
    • If we are issued a “conditional” permit, we will have to go to the zoning board of adjustment.
    • Figure out the water/waste water allocation (need a permit from Natural Resources?) The town manager makes decisions on water/sewer requests.
    • Figure out how to accommodate the town storage needs for the stuff in the old Armory. Bill thinks this is a big issue in using the site for the new library and should be addressed first.

10. Other Business:

  • 4th of July parade – Catch the Reading Bug. Mary requested that everyone recruit marchers.
  • Mary reported a major issue with the Front Door of the library that sticks and is not air tight. Everyone agreed that this should be done and the antique door be stored in the basement.
  • ACTION: Mary will contact a lumber company to get an estimate.
  • Commissioners need to address the 99-year parking lease of the school. It was suggested that we contact the School Board to discuss the parking issue.

WATERBURY PUBLIC LIBRARY COMMISSIONERS’ SPECIAL MEETING

May 19, 2008 Approved

PRESENT: Jan Gendreau, Chair, Harriet Grenier, David Cohen, Freya Chaffee

1. Meeting called to order at 5:30 P.M.

2. Discussion of our proposal to the Village Trustees and Select Board to request their approval for the Library Commissioners to pursue building a new library on the site at 87 Armory Drive, the old Armory owned by the town.

3. No public present

4. Adjourned at 6:10 P.M. in order to attend the 7:00 P.M. meeting with Trustees and Board.

NEXT MEETING JUNE 9

Freya Chaffee, Secretary

WATERBURY PUBLIC LIBRARY COMMISSIONERS’ MEETING

April 14, 2008 Approved

Present: Jan Gendreau, Chair, Harriet Grenier, Freya Chaffee, David Cohen, Margaret Luce; Rebecca Ellis, Everett Coffey: Mary Kasamatsu, Bill Shepeluk, Elise Werth

1. Meeting called to order at 5:00 PM.

2. No changes to the agenda.

3. Rebecca Ellis, Chair of the Town Select Board inquired about library’s plans for the future and construction sites for new facility. Library Commissioners expressed their interest in possibly building on the armory site which is town-owned land . One of the immediate problems with this site is that the armory is a storage facility for the town and school so where could these items, eg desks, extra equipment, be stored ; and are all the stored items still needed? Another issue is that Thatcher Brook Primary School has a long term lease for parking on the armory land. Rebecca recommended that the Select Board inventory armory and decide what is to be done with the stored items; need to include neighbors in planning. Rebecca will bring proposal to Select Board at May 19 meeting. April 25 at 8:30 AM there will be a tour of the armory for Select Board members and Library Commissioners. The new library facility would have 6000 to 8700 square feet (sf) of space to meet ADA and library standards, and building codes. Everett Coffey commented that the Waterbury Medical building is 8700 sf to give some idea of the size of the planned space. The exact size of the new library is dependent on how much money the library can raise in addition to a municipal bond vote. The square footage for the library does not include the Waterbury Historical Society space for which the society plans to fund raise as well.

4. Minutes of March 10 meeting were approved as written

5. No Public present.

6. Election of Officers. The slate of officers are Chair, Jan Gendreau, Vice Chair, Harriet Grenier, Treasurer, David Cohen, and Secretary, Freya Chaffee. The slate was unanimously elected for 2008-2009.

7. Report from the Friends- Elise Werth. Elise stated that Carmel Kelly Ferguson is the new secretary of the FOL. The friends are still looking for a treasurer for capital campaign. They are hosting a Vermont Humanities Council program on May 4, Helene Lang as Beatrix Potter at the Stage Coach Inn. The annual spruce up day is May 22 from 5:00PM, with a rain date of May 29. There is no report on the MOU.

8. Report of the Treasurer- David Cohen. The report was distributed and accepted.

9. Report of the Library Director- Mary Kasamatsu. Library policy on program accessibility was moved, seconded and approved. Mary has talked with Rick Weston of the Planning Committee regarding an update of the library information for the Town Plan. Mary will retype and distribute to commissioners.

10. Library’s Five Year Plan. Mary reported that surveys were collected at the Community Fair and Home and Garden Show in March. She plans to organize two focus groups and post survey on library web site. Linda Siegel volunteered to facilitate groups. Commissioners will suggest names for participants to ensure a broad range of community residents. Dawn Fairbanks is working with librarians from TBPS, CBMS, and HUHS to gain their ideas. Harriet volunteered to serve as recorder for May 15 and Freya for the May 29 groups. Library staff will host.

11. Report of Town Officers’ Training – Harriet Grenier and Freya Chaffee. Harriet and Freya said it is recommended that the library have on hand the deed to the property, and the articles of incorporation as of the date it became a municipal library; and a file be kept on bequests re sums, date given, and intention. Term limits for commissioners is recommended, though not written in state statute. E-mails need to be sent to all, and sharing information is acceptable, but discussion and decisions need to be in open meetings.

12 Other Business. Jan and Mary are trying to find missing minutes going back to 1998.

Meeting adjourned at 6:30 PM.

NEXT MEETING MAY 12.

Margaret Luce, Secretary

WATERBURY PUBLIC LIBRARY COMMISSIONERS’ MEETING

March 10, 2008 Approved

Present: Jan Gendreau-Chair, David Cohen, Freya Chaffee, Harriet Grenier, Mary Kasamatsu-Library Director.

1. The meeting was called to order at 5:01

2. The agenda was accepted with the addition of an Executive Session.

3. The minutes of February 11, 2008 meeting were amended to correct David’s last name to Cohen and then accepted.

4. No Public

5. A slate of officers for the 2008 year was discussed: Jan Gendreau-Chair, Harriet Grenier-Vice Chair, David Cohen-Treasurer, Margaret Luce-Secretary. David will contact Margaret about serving as secretary again. We will vote on the officers at the April meeting.

6. Friends of the Library- Mary reported for them. Their direct mailing for contributions has raised $5,050 since January. They have a VT community Fund that allows the interest to be used in the Children’s Library area. They voted $600 to support the summer reading program and $1100 for other children’s materials. They will have a table at the Rotary Home and Garden Show. They will ask residents of Waterbury to fill out a three question survey. In addition to the surveys completed at the Waterbury Fair, the results of these surveys will be used to up date our Five Year Plan. Mary circulated a sign up sheet of time slots to cover the Library booth for Commissioners to assist in gathering this information.

7. Treasurer’s- Report- The monthly report was distributed and David reported that he had asked Art Scipione at Morgan Stanley to roll over the matured CD’s into one year CD’s which are currently paying 3%.

8. Library Director’s Report-The Town Officer’s Municipal Training-is scheduled at St. Michael’s College on Monday, March 24th. Freya, Harriet and Mary will attend. Mary will submit our registrations for that event.

A library patron requested that the one of the series of book discussions on the Middle East be taped for her, because she couldn’t attend on that date. Taping raises questions around otherparticipants’ privacy. Rather than tape the discussion, the decision was made to provide a speaker phone, so that the patron could participate from home. This raised the awareness that the Library needs a Policy regarding recording programs. Mary will present a draft policy to vote on at the April meeting.

Mary received notice from the Town that they need to update their Municipal Plan this year. She gave the Commissioners the portion of the Municipal Plan regarding the library. Commissioners need to review this and have suggestions for any changes ready for the April meeting.

Library Five Year Plan-To update our own five year plan we have started collecting community input through the surveys at the Community Fair and Rotary Home and Garden Show. We need to hold public meetings to review, mission and goals. Mary asked for suggestions for facilitators to run these group discussions.

9. Executive Session 5:45 PM personnel matters

Out of Executive Session 5:55 PM

10. The Library Commissioners would like to move ahead on obtaining a site for the new library. The land behind the Thatcher Brook Primary School, current site of the old armory is owned by the Town and would provide enough space for a library and parking. Jan will contact the Town Manager, Bill Shepluk, to schedule a meeting with the Selectboard.

11. The MOU with the Friends of the Library to establish a procedure for handling Capitol Campaign Funds and a Building Fund is still being revised. Mary will review it with Bill, Town Manager, again.

Respectfully Submitted

Harriet Grenier

WATERBURY PUBLIC LIBRARY COMMISSIONERS’ MEETING

February 11, 2008 Approved

Present: Harriet Grenier, Vice Chair, David Cohen, Margaret Luce; Mary Kasamatsu

1. Meeting called to order.

2. Adoption of agenda.

3. Minutes of 1/14/08 accepted with correction, remove Harriet Grenier’s name from those present.

4. No public present

5. Friends of the Library- Elise Werth not present. Report presented by Mary Kasamatsu. FOL looking for someone to serve as treasurer of capital campaign. FOL will be at the Community Fair and Home and Garden Show to survey residents for update of library Long Range Plan.

6. Report of Treasurer- David Cohen

Budget for FY ‘09 submitted to Select Board, vote to approve will be at Town Meeting in March. David will discuss with Morgan Stanley ideas regarding moving money from matured CD into another account, eg mutual funds, another CD, or other alternatives.

7. Report of Library Director- Mary Kasamatsu

Distributed report, and Summary of Long Range Plan Progress. Discussed plans for updating LRP: Survey attendees at Community Fair and Rotary Home and Garden Show as well as 2 public meetings, one in April and one in May.

8. Community Fair March 2, 2008

Library will distribute information on e-books, and invite those who stop by the table to complete LRP survey; Elise will circulate among attendees with survey forms.

9. Other business.

There was a request to use Bookmobile to deliver breakfast. Commissioners agree that delivery of breakfast over the summer is not feasible as Bookmobile has limited service area and would not meet the goals of the breakfast program; and such a meals program is incompatible with library mission and goals.

In light of difficulties in procuring land behind the present library, Commissioners discussed the pros and cons of land behind TBPS , the so called Armory land. Consensus was to investigate cost of site work before considering acquisition of this land, eg demolition of old armory, and building into hillside. Land belongs to the Town and Commissioners will talk with Select Board in March or April.

Meeting adjourned at 5:45 PM.

Margaret Luce, Secretary


WATERBURY PUBLIC LIBRARY COMMISSIONERS’ MEETING

January 14, 2008 APPROVED

Present: Jan Gendreau, David Cohen, Margaret Luce; Mary Kasamatsu, Bill Shepeluk

1. Meeting called to order

2. Adoption of agenda

3. Minutes of December 10,2007.

4. Public- No public present

5. Report from Friends of Library- Elise Werth not present; Mary Kasamatsu reported for the FOL. MOU is a work in progress: pg.3 points 9-12 change language so donors know expenses would be deducted before money was returned if new library facility is not built.

6. Report of treasurer- David Cohen: Report distributed and accepted.

7. Report of Library Director- Mary Kasamatsu: Distributed report; adding electronic books to catalog a work in progress

8. Report of Town manager- Bill Shepeluk; proposed 2008 budget distributed and discussed. Commissioners approved a transfer of $17,330.19 to Town for 2007 contribution from trust fund; a letter will be sent to Morgan Stanley, authorizing the transfer.

9. Other business

Potluck supper for volunteers planned for January 24.

Community Fair March 2 at TBPS.

Select Board meeting to review budget possibly next week.

Web minutes; post approved minutes and look into having minutes posted on library web site.

Commissioners accepted with regret a letter of resignation from Charlie Mason effective February 12, 2008.

Library Commissioners brainstormed names for possible commissioner candidates.

Jan will be away February 11.

Meeting adjourned at 6:30M

Margaret Luce, Secretary