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Minutes
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Grafton Public Library Trustees Meeting Minutes
March 22, 2018
Attending: Bob Donald, Lucia Corwin, Deborah Toomey, David
Whittall, and librarian, Michelle Dufort
Bob Donald called the meeting to order at 7:06 pm.
Public comment: Gus
Plummer attended the meeting to explain his LED light replacement bids to the
Library Board. The order of the Agenda was changed to accommodate his schedule.
The minutes of the February 22, 2018 were read and approved.
Building and Grounds
Part 1
Three separate bids were submitted by Gus and he explained
each bid. The first was to only replace the light bulbs and ballast, recycle
them, and replace them with LED lights hooking them up to 120-volt feed at an
estimated cost of $1,410. With the second bid, the lights and ballasts would be
replaced and recycled, but instead of hooking them up directly, he’d include
the LED ballast replacement, cost $1,571.12. The third and final bid was to
replace the entire fixture with totally new LED lights, light fixtures, connect
them and recycle the old bulbs and ballast at a cost of $2,595.36. Gus answered
the Board’s questions regarding the profile of the new lights, the condition of
the old light fixtures, and a member brought up the difficulty with only
replacing the bulbs at another Grafton locale. Gus indicated that in the third
bid, he would assume the recycle fee.
Two other electricians were approached, shown the work and
the bid specifications, and did not respond. At the end of the discussion, the
Board decided that the wisest course would be to replace all the light units.
In addition, the Board requested installation of a brighter light in the
circulation/work area of the Library at an additional cost of $25. On grey
winter days, the lighting there is inadequate. The selected bid passed
unanimously.
Michelle mentioned that the Bodman family had provided a
donation to the Library to be used for the facility and that this would be a
good use of that money. When they come into the Library, she could show them
the new lights and express our gratitude for their donation.
Librarian’s Report
Noting a few not unexpected errors, Michelle reported on the
volunteer training for the new automated library system. All but one volunteer
has been personally trained by Michelle. She is now rewriting the training
manual for volunteers using the same language that the volunteers would
encounter in Library World Catalog. She plans on including a Frequently Asked
Questions (FAQ) that will cover unusual circumstances such as the computer
disconnecting from the internet and loss of electrical power.
When Michelle indicated that she wished someone not familiar
with the Library World Catalog system could test her manual to make sure it’s
clear, David Whittall volunteered. He will do so on Tuesday morning March 27th.
Michelle then reported on her carpal tunnel syndrome. The
Board is concerned and hopes her healing from expected surgery goes well.
Treasurer’s Report
With the Library through 72% of the year, we are right on
budget.
Barbara Friedman of TIAA has been in touch with Bob Donald
to let him know that she will be unavailable for her usual May reporting visit
to the Library Board. She will contact him closer to the fall to schedule her
visit for that time.
The Board discussed the placement of “Bookkeeper’s Salary
(includes payroll)” in the Financial Report. It was suggested that the
statement “includes payroll” could be dropped and the Bookkeeper information
moved to page 1 with the other salaries. Both dropping the parenthetical
statement and moving the position were approved by the Board.
Building and Grounds
The Circulation Desk Committee reported on progress to date.
One company, Hale, provides a nice circulation desk model call Mohawk that met
with the needs of the Librarian. While this is good solid construction, veneer
covered plywood rather than pressboard, several libraries in Vermont
recommended the workmanship of the Vermont Correctional Industries Wood Shop (VCI)
in Newport as high quality and low cost. The materials would be solid wood. Deborah
will contact Steve Maxfield, the head of the furniture component to obtain wood
samples and discuss possibilities, cost, and a white laminate top for the
circulation desk.
The green tape has been placed on the floor indicating where
various modules will go, how they will fit, and how to maximize the space
ensuring that there is adequate space for wheelchair access both in front of
and behind the circulation desk. As the Board was reviewing this construction,
the old card catalog area was observed and discussed. It is no longer in use as
a catalog; all the books are in Library World Catalog. While it has its charm
and is used for display, a half bookcase would be more attractive and
utilitarian in this area if funds are sufficient.
Lucia will provide the dimensions that she worked out from
the Hale price sheet and Deborah will find out what VCI needs for construction.
Bob will contact Andrea and John to see if they can provide the schematics that
VCI would need to proceed.
Bob Donald will be sent the link to VCI so he can see the
type of furniture they have constructed.
The next meeting of the Board will be Thursday, April 26 at
7 p.m.
The meeting adjoined at 8:05 p.m.
Respectfully submitted,
Deborah Toomey, Secretary