Connecticut State Library with state seal

State Library Board Minutes

State Of Connecticut, Record Of Proceedings
State Library Board
November 25, 2002

Present
Ann Clark, Joy Hostage, Judge Francis Hennessy, Edwin Williams, Larry Kibner, Fred Petersen, Edmund Sullivan, Robert Harris, Judge Joseph Flynn

Absent
Betty Sternberg, Mollie Keller

Others Present
Kendall Wiggin, Jane Beaudoin, Lynne Newell, Sharon Brettschneider, Dean Nelson, Eunice DiBella, Mary Louise Jensen, M. Bonnie Delaney (State Library), Marge Storrs (Friends), Anita Barney (CLSUs), Karen McNulty (CLA)

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Chairperson Clark called the meeting to order at 1:15 p.m.

Dency Sargent, Director of the Capital Region Library Council, introduced herself and welcomed everyone. Ms. Sargent was pleased to be able to host the State Library Board meeting at the Capital Region Library Council.

Ann Clark announced that this is Board member Ed Sullivan's last meeting. Mr. Sullivan has resigned from his position on the State Library Board in order to more fully enjoy his retirement. Ms. Clark thanked Mr. Sullivan on behalf of the Board and personally, for all of his support, effort and leadership. He will be truly missed.

Mr. Sullivan stated that he would like to publicly thank Sharon Brettschneider, Mary Louise Jensen, Lynne Newell, Dean Nelson, and all the other State Library staff who work so hard to keep the State Library Board informed. Mr. Sullivan also thanked the Board and encouraged them to continue helping and supporting the Museum and the Museum staff.

MINUTES
It was MOVED (E. Sullivan) seconded (J. Hostage) THAT THE MINUTES OF THE September 23, 2002, BOARD MEETING BE APPROVED. PASSED unanimously.

PUBLIC COMMENT
None.

STATE LIBRARIAN'S REPORT
Ken Wiggin stated that he has nothing to add to his written report. Mr. Wiggin introduced Public Records Administrator Eunice DiBella. Ms. DiBella gave each Board member a poster that was made for the Historic Documents Preservation Program. All of the items displayed in the poster are pictures of materials found in the State Archives. Graphics designer Peter Good was hired to design the poster. Ms. DiBella also distributed the Historic Documents Preservation Grant Program 2002 Annual Report. The Public Records Administrator is required by statute to submit an annual report on the grant program.

OTHER REPORTS
Connecticut Library Association (CLA): Karen McNulty, President of CLA, reported that plans for the 2003 CLA Conference are currently underway. It is scheduled for April 7-9, 2003 and will be held at the Mystic Marriott Hotel & Spa in Groton.

On November 21, CLA's Legislative Committee read a prepared statement at the Appropriations Committee hearing. The statement emphasized an appeal for no further budget reductions to iCONN and also encouraged continued support for library services.

In October, CLA honored four "Library Champions" for their special efforts on behalf of libraries. Those Champions were: Representative Shawn Johnston, Representative Peter Metz, Representative Sandy Nafis and Representative Andrea Stillman.

Advisory Council for Library Planning and Development (ACLPD): Sharon Brettschneider reported that at its October 16 meeting, ACLPD formed a Finance Committee to look at LSTA funds for this year. This Finance Committee has not met yet because the State hasn't received its allocation yet. ACLPD also formed a committee to look at library services for seniors.

Cooperating Library Service Units (CLSU): Anita Barney reported that the Children's Librarian's Roundtable of Eastern Connecticut Libraries has put together a list of books appropriate for different ages about different winter holidays. This selection of books was well prepared by Linda Williams, Children's Librarian at the Willimantic Library Service Center. This book list is available on Eastern Connecticut Libraries' website at www.ecl.org.

Association of Connecticut Library Boards (ACLB): Sharon Brettschneider reported for Dorothy Willett, President of ACLB. ACLB had a very successful and well attended Annual Leadership Conference in October. Plans are already underway for next year's conference which will again be held at the Water's Edge Resort. Mr. Wiggin added that the Conference has generated a lot of questions from the media due to the Patriot Act being one of the discussion items.

Friends: President Marge Storrs, reported that the spokesperson for April Friends of the Library Month will be Mary Ann Hoberman. Ms. Hoberman is a children's poet with over 20 books to her credit. Ms. Hoberman will also be a speaker at the Connecticut Library Association's Conference in April.

Museum Advisory Committee (MAC): Dean Nelson reported for Jack Shannahan who was unable to attend the meeting. Mr. Nelson distributed draft minutes from MAC's last meeting. The next MAC meeting is scheduled for January 15, 2003.

Mr. Nelson stated that the Connecticut for the Union exhibit is on hold until the middle of January 2003. Mr. Nelson also stated that the Museum Advisory Committee has a number of vacancies. The Committee is working on identifying potential new members.

Mr. Nelson reported on the Museum Assessment Program (MAP). The State Library received an IMLS grant to help fund this assessment of the Museum governance structure, program and services. Each Board member was given a packet that included a Self-Study Questionnaire. A self-study activity meeting is scheduled for December 5 and all Board members are invited. This will allow staff to take an in-depth look at its mission, goals, programs, use of resources and operations.

Ann Clark stated that a more appropriate venue to bring Museum issues to the Board would be to first bring them to the State Librarian. The State Librarian will then raise the issues for the Museum after reviewing the information submitted to him. Ms. Clark did not feel it was appropriate to respond to a draft version of the Museum Advisory Committee's minutes.

Ed Williams requested that in the future Mr. Nelson allow his information to be distributed to the Board in their packets so that they can have ample time to review it and be prepared to comment and discuss the issues brought to them.

Ed Sullivan expressed agreement with Mr. Williams and further encouraged the Board members to continue their support for the Museum and its staff.

Advocacy Report - No report at this time.

Facilities Committee - No report at this time

OLD BUSINESS
Ann Clark stated that at the last Board meeting the Town of East Haven's grant extension request for the Hagaman Memorial Library was tabled due to a minor car accident the library's representative had on the way to the meeting. In the interim, the request has been withdrawn in writing and will not be placed back on the Board's agenda for consideration.

Budget Update: Ken Wiggin reported that all Bond funds were awarded at the September and October meetings of the Bond Commission. The monies for this year were removed from the budget but the State Library does have funds coming back from construction projects that are not going forward.

Mr. Wiggin continued that he has not heard anything official yet regarding layoffs except that all agencies will be affected. Memos are arriving daily from the Office of Policy and Management. It appears that fulltime union positions will be targeted. Due to the pending layoffs and the bumping that will result from them, the CCAR negotiations have been put on hold by the Office of Labor Relations.

Legislative Update: Ken Wiggin reported that between he and Sharon Brettschneider, all of the Connecticut Library Association's Library Champion presentations were attended.

With special thanks to Board member Bob Harris, the State Library was able to get the funds back for the book budget. Mr. Wiggin added that this is only a temporary solution. The book budget is still less than it was two years ago, but without this restoration of funds the book budget would be seriously impaired. Mr. Wiggin also credited Lynne Newell and the Division of Information Services staff for their efforts in restoring the book budget and managing the reductions.

NEW BUSINESS
2002-2003 State Public Library Construction Grant Recommendations: A description of all the projects and the ranking of all eligible applicants were distributed to the Board in their packets for review. The State bonding grant allocation is $0 for FY03. All grant funds are from previously awarded grants. It was MOVED (F. Petersen) seconded (L. Kibner) THAT THE STATE LIBRARY BOARD ACCEPTS THE RECOMMENDATIONS FOR THE STATE PUBLIC LIBRARY CONSTRUCTION GRANT AWARDS FOR FY02-03 WITH THE FOLLOWING STIPULATIONS WHERE APPROPRIATE. 1. THAT SOIL-BORING TESTS AND THE ARCHITECT'S LETTER ABOUT THE SOIL BE SUBMITTED TO STATE LIBRARY STAFF BEFORE SIGNING WITH A BUILDING CONTRACTOR. 2. THAT PERK TEST FOR SEPTIC TANK AND THE ARCHITECTS'S LETTER ABOUT THE SOIL BE SUBMITTED TO STATE LIBRARY STAFF BEFORE SIGNING WITH A BUILDING CONTRACTOR. THE GRANTS APPROVED BY THE BOARD ARE AS FOLLOWS: Category #1(projects that create additional usable library space, such as new buildings, additions, and renovations) - Wilton $500,000 (with stipulation 1), Southbury $500,000 (with stipulations 1 & 2), Franklin $64,129, Category #2 (projects that make buildings handicapped accessible and in compliance with the American with Disabilities Act (ADA), correct fire or building code violations, remodel to accommodate new technologies, or provide for energy conservation) - Greenwich $38,734, Fairfield $332,129, New Britain $158,074, Fairfield $107,854. PASSED unanimously.

Amendment of Colt Firearms Loans to the Cody Firearms Museum: Museum Administrator Dean Nelson stated that at its March 25, 2002 meeting, the State Library Board approved the loan of thirty eight Colt firearms and memorabilia to the Cody Firearms Museum for an exhibit on the Colt saga being done jointly with the Colt Collector's Association. The Cody Firearms Museum is now requesting to borrow two additional Colt firearms. Mr. Nelson stated that he still doesn't have confirmed opening and closing dates for the exhibit. The paperwork for a legal and smooth loan transfer is being worked on. Ralph Urban from the Attorney General's office is reviewing the loan documents. It was MOVED (E. Sullivan) seconded (J. Hostage) THAT THE STATE LIBRARY BOARD APPROVES THE ADDITIONAL LOAN OF TWO COLT SEMI-AUTOMATIC PISTOLS COLT (TAG #725, MODEL 1909 AND TAG #664, MODEL 1910) TO THE CODY FIREARMS MUSEUM FOR THEIR COLT EXHIBIT, SUBJECT TO THE FOLLOWING CONDITIONS: DETERMINATION OF SPECIFIC DATES OF THE LOAN. A CERTIFICATE OF INSURANCE IN AN AMOUNT OF NOT LESS THAN $1,802,303. HIGH SECURITY CRATING ACCEPTABLE TO THE STATE LIBRARIAN OR HIS DESIGNEE. DETAILS OF SECURITY ARRANGEMENTS WHILE IN THE CUSTODY OF THE CODY FIREARMS MUSEUM, WHICH SHALL BE SATISFACTORY TO THE STATE LIBRARIAN OR HIS DESIGNEE. WRITTEN ASSURANCE THAT ALL FEDERAL STATE AND LOCAL REQUIREMENTS HAVE BEEN COMPLIED WITH AND APPLICABLE PERMITS OBTAINED. PAYMENT OF ALL COSTS ASSOCIATED WITH THE LOAN, BUT NOT LIMITED TO INSURANCE, SHIPPING AND SECURITY. CREDITS FOR THE CONNECTICUT STATE LIBRARY AND MUSEUM IN ALL CATALOGS AND PROMOTIONAL MATERIALS AND ON EXHIBIT LABELS. PASSED unanimously.

Approval of Meeting Calendar for the Year 2003: At every November Board meeting the meeting calendar for the following year is determined. It was immediately MOVED (J. Hostage) seconded (B. Harris) THAT THE STATE LIBRARY BOARD APPROVES THE FOLLOWING DATES FOR ITS REGULARLY SCHEDULED MEETINGS IN THE YEAR 2003: JANUARY 27, MARCH 24, MAY 19, JULY 28, SEPTEMBER 22, NOVEMBER 24. PASSED unanimously.

OTHER BUSINESS
Board member Ed Williams was pleased to have been invited to the Libraries for the Future meeting in Boston, Massachusetts. Mr. Williams found the meeting very interesting. All the different libraries that attended discussed what the services that their library did and did not offer.

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At 3:00 p.m. It was MOVED (J. Hostage) seconded (E. Williams) TO ADJOURN. The next meeting is scheduled for Monday, January 27, 2003, at 1:15 p.m. (lunch at 12:30 p.m.) in the Attorney's Conference Room.

Respectfully submitted,

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Kendall F. Wiggin, Secretary

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Jane Beaudoin, Recorder