Cornwall Free Library

Minutes of the Meeting of March 22, 2004

Present: Janet Gold, John Green, Lisa Lansing Simont, Dominique Lassuer, Alec Frost, Ann Schillinger, Will Calhoun and Amy Worthington Cady, Library Director.

Please review the names above and let me have corrections ASAP. I didn’t write down the names at the meeting.

Janet Gold, referring to a question by Norma Lake at the previous meeting, said that she had reviewed Amy Cady’s contract and found that the trustees reserve “the right to waive” requirements that Amy acquire library training “as circumstances require.”

John Green reviewed the Library’s cash position. Expenditures in March and April will exceed revenue expected so John proposed drawing on endowment earnings to cover the shortfall. The endowment earned about $6,300 as of June 30, 2003 and it is projected that $5,500 will come in this year. The Annual Appeal has raised $42,584 up to the moment; the reminder letter is hoped to bring in about $6,000 more.

Ann Schillinger made a motion, seconded by Will Calhoun:

To draw up to $5,000 from the Library’s endowment to cover operating costs.

The VOTE to approve was unanimous.

John said that the auditor’s contract was up for renewal for the fiscal years 2004 through 2006. The fees for each year will be $2,200, $2,300 and $2,400 respectively.

John moved and Dominique Lasseur seconded a motion:

To engage Robert E. King, CPA, LLC of Winsted as auditor for the fiscal years 2004 through 2006.

The VOTE to approve was unanimous.

Will Calhoun reported on buildings and grounds. He said that, at Doc Simont’s insistence, Barry Cone, a heating systems engineer had reviewed our layout and found that some changes may be needed. At present one small pump is running most of the floor heat through the librarians’ office. There are no as-built drawings from Scasco for the floor heating layout although Scasco has promised to identify the function of all the valves in the furnace room. Barry Cone will return to “balance” the heating controls in December or January next.

Region I has offered the Library the possibility of joining its heating oil consortium. Lisa Simont and Will will work on a proposal letter to Sam Herrick, the business manager.

The new gutter at the front door has arrived.

A discussion of the personnel policy was postponed. John Green suggested that the Library’s attorney, Theresa B. D’Alton review the language proposed, especially the sections about termination, to ensure that they meet legal standards.

Amy Cady presented the Librarian’s report (qv, attached). The following are highlights:

· Average daily attendance between February 23 and March 20: 37.85 individuals.

· The children’s summer program will focus on the Far East.

· The Manhattan String Quartet concert is set finally for June 26. Hotchkiss is no longer possible as a venue so the event will be at the United Church of Christ in the Village. The net earnings from this are expected to be $10,000.

Ann Schillinger presented what she has learned about a strategic planning session for the trustees. It has been advised that the process should come in two parts: 1) team building so that the board can develop trust and confidence in one another and the Library’s future; and 2) strategic planning itself with a trainer who will likely need to be paid. Guy Rovezzi at the Torrington Area Foundation has indicated that they would fund such a training process. One suggestion for a trainer has been Sharon Breitschsneider at the CT State Library. The Berkshire Taconic Foundation also offers board training and Ann will talk to its director, Jennifer Dowling soon.

The meeting was adjourned at 5:45 pm.

Respectfully submitted,

Lisa Lansing Simont, Secretary