Connecticut State Library with state seal

STATE OF CONNECTICUT, RECORD OF PROCEEDINGS

STATE LIBRARY BOARD
November 28, 2005

Members present:
Mollie Keller, Judge Francis Hennessy, Judge Joseph Flynn, , Bob Harris, Allen Hoffman, Joy Hostage, John Barry, Barbara Westwater (for Fran Rabinowitz), Jackie Hemond

Members absent:
Daphne Deeds, Larry Kibner

Others present:
Kendall Wiggin, Jane Beaudoin, Sharon Brettschneider, Lynne Newell, Mary Louise Jensen, Bonnie Delaney (State Library), Alice Knapp (CLA), Pat Holloway (West Hartford Public Library)

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Chairperson Mollie Keller called the meeting to order at 1:18 p.m. Ms. Keller introduced and welcomed newest Board member Jackie Hemond who is a librarian from Simsbury. Ms. Keller also introduced and welcomed Barbara Westwater, a Bureau Chief from the Department of Education who is attending the meeting for Board member Fran Rabinowitz.

MINUTES
It was MOVED (F. Henessy) seconded (B. Harris) THAT THE MINUTES OF THE SEPTEMBER 26, 2005, BOARD MEETING BE APPROVED AS PRESENTED. The MOTION was PASSED with one abstention (John Barry).

PUBLIC COMMENT
There was none.

STATE LIBRARIAN'S REPORT
Mr. Wiggin distributed some recent news articles regarding former Governor Rowlandís portrait. Board member Frank Hennessy commented that the State Librarianís report is longer than usual. Mr. Wiggin stated that he is trying to control the length of the State Librarianís report and welcomes suggestions from the Board.

Board member Joy Hostage expressed her concern about the mail room situation and also the postponement of the carpet installation in the Law Library. Ken Wiggin replied that unfortunately Judicial sets the priorities for work done in the building. It is Mr. Wigginís understanding that Judicial has no funds left to order the carpet. Like many agencies, Judicial is waiting for the Bond Commission to meet. Mr. Wiggin stated that the State Library is having to deal with severe restrictions from Judicial. Mr. Wiggin feels that soon the Board may need to approach the Judicial Department on the State Libraryís behalf. The State Library needs to know what Judicialís long-term-plan for use of the building is. Decisions made by the Chief Court Administrator that affect the Library often donít get to Mr. Wigginís attention until after the project is already underway.

Ms. Hostage feels that the State Library building is a showplace that tourists come to see and that its maintenance is crucial. Ms. Hostage asked if there was anything that the Board could do to help with these issues. Mr. Wiggin feels that the Board should have some dialogue with Judicial. Judicial agrees to do the work but does not set a schedule to follow. Mr. Wiggin stated that the State Library needs to get a strategic planning process in motion for consideration of a future building or even to stay in this building.

Allen Hoffman suggested that since the State Library Board has a responsibility to its constituency, the Chair and Vice Chair could meet with the Chief Court Administrator along with Mr. Wiggin to discuss these matters. It was agreed that this meeting would be arranged.

Mr. Wiggin reported that Lynne Newell had worked with Hartford Tourism in getting a half page ad into the Greater Hartford Guest Guide 2005-2006. This hard cover book is placed in Hartford hotel rooms. A copy of the Guest Guide was passed around.

Judge Flynn brought up discussion about the Security of Library Collections Report that Mr. Wiggin had prepared and included in the Boardís meeting materials. Judge Flynn is concerned about indemnification, preservation, vandalism, or loss to mildew, theft or any other method. Mr. Wiggin explained how the insurance coverage works for the collections. Items with a value less than $10,000 are not covered by the stateís policy. Judge Flynn questioned whether all the items have been evaluated. Mr. Wiggin explained that not all items have been evaluated as this is an expensive process. Judge Flynn would like a report on what the State Library is doing to protect its collections. If the Board is unable to be told about the security in place at the State Library in a manner that doesnít breach security than Judge Flynn feels that the Assistant Attorney General should be brought in to inform the Board. Mr. Wiggin will get an opinion on this from the Attorney Generalís office. There was discussion on which collections have security tags on them and which ones donít and also how security in the museum could be improved if the officers walked around while patrons are visiting instead of staying at the desk. Chair Mollie Keller asked Mr. Wiggin to get some information on how other State Libraries are handling security. This matter will be revisited at the next State Library Board meeting.

OTHER REPORTS

Connecticut Library Association (CLA):
Alice Knapp, President of CLA, reported that the CCARD campaign is about to begin. Photos at different libraries were taken to use in promoting the program. The CLA Annual Conference is coming soon. The conference will host American Civil Liberties Union Attorney Anne Beeson who will be discussing Connecticutís Patriot Act case. Ms. Knapp also reported that she was recently interviewed on this subject by Larry Abramson on National Public Radio.

Advisory Council for Library Planning and Development (ACLPD):
Sharon Brettschneider reported that ACLPD met last month and approved LSTA grant categories for next round of grants. Over $300,000 is available for the same grant categories as last year. ACLPD also formed a Finance Committee to distribute the funds.

Connecticut Library Consortium (CLC):
No report at this time.

Association of Connecticut Library Boards (ACLB):
No report at this time.

Friends of Connecticut Libraries (FOCL):
No report at this time.

Connecticut Heritage Foundation (CHF):
No report at this time.

Ken Wiggin reminded everyone about the Love Your Library cooperative effort between Barnes & Noble Booksellers and Connecticut Libraries. Any books purchased with a Love Your Library Voucher on December 2 and 3, will result in a15%-25% donation of the sale going to Connecticut Libraries. Everyone was encouraged to shop at Barnes & Nobleís on those days and use the vouchers.

OLD BUSINESS

Budget Update:
Mr. Wiggin reported that part of the book budget was put in the Bond fund. The Bond Commission hasnít met in a long time. The State Library canít buy books. Board member Bob Harris has agreed to meet with the Governorís office about this matter.

Legislative Update:
Mr. Wiggin stated that the State Library has no legislative matters before the legislative session at this time.

Public Library Statute Revisions:
Ken Wiggin reminded the Board that at the last meeting the Board received a document with suggested statute revisions pertaining to public libraries from the Advisory Council on Library Planning and Development. After a brief discussion It was MOVED (J. Flynn) seconded (B. Harris) THAT THE STATE LIBRARY BOARD ENDORSES THE STATUTE REVISIONS PERTAINING TO PUBLIC LIBRARIES AS RECOMMENDED BY THE ADVISORY COUNCIL ON LIBRARY PLANNING AND DEVELOPMENT. PASSED unanimously.

NEW BUSINESS

Fiscal Year 2005-2006 State Public Library Construction Grant Recommendations:
Mary Louise Jensen reported that the state bonding grant allocation is $3.5 million for fiscal year 05-06. The grant requests from the Byram-Shubert Library in Greenwich, which only received a partial grant last year and the New Hartford Library, which did not receive a grant last year, both due to lack of funds, were given top priority this year. A description of all the projects and the ranking of all eligible applicants were distributed to the Board in their packets for review. It was MOVED (F. Hennessy) seconded (B. Harris) THAT THE STATE LIBRARY BOARD ACCEPTS THE RECOMMENDATIONS WITH THE STIPULATIONS THAT 1) SOIL-BORING TESTS AND THE ARCHITECTíS LETTER ABOUT THE SOIL BE SUBMITTED TO STATE LIBRARY STAFF BEFORE SIGNING WITH A BUILDING CONTRACTOR. AND 2) THAT PERK TEST FOR SEPTIC TANK AND THE ARCHITECTíS LETTER ABOUT THE SOIL BE SUBMITTED TO STATE LIBRARY STAFF BEFORE SIGNING WITH A BUILDING CONTRACTOR, FOR THE STATE PUBLIC LIBRARY CONSTRUCTION GRANT AWARDS FOR FY 05-06. Category #1(projects that create additional usable library space, such as new buildings, additions, and renovations) Greenwich (Byram-Shubert) ($323,207), New Hartford ($500,000), Suffield ($500,000), West Hartford ($500,000), Madison ($500,000), Hartford (Parkville Branch) ($500,000) also subject to the stipulation that an acceptable certification of structural soundness is received. 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) East Haven ($23,135), Rowayton ($143,833), Stonington ($10,000). PASSED unanimously.

Library Service and Technology Act Long Range Planning Grants:
Sharon Brettschneider reported the Advisory Council for Library Planning and Development has recommended that Long Range Planning grants be offered. There is $70,000 in FY05-06 available for the grant program. Three staff from the Division of Library Development reviewed the grant applications in accordance with established criteria. Six grants totaling $55,550 are being recommended to the Board. It was MOVED (A. Hoffman) seconded (J. Hostage) THAT THE STATE LIBRARY BOARD APPROVES THE RECOMMENDATIONS FOR THE ALLOCATION OF $55,550 IN LSTA FUNDS AS FOLLOWS: Hall Memorial Library (Ellington) ($10,000), Mansfield Public Library ($5,825), Middlebury Public Library ($10,000), Cyrenius H. Booth Library (Newtown) ($9,725), Oxford Public Library ($10,000), West Hartford Public Library ($10,000). PASSED unanimously.

Winter Holiday Decorations:
Ken Wiggin explained that state agencies are left to make their own determinations about appropriate decorations. Since the State Library is such a diverse workplace, Mr. Wiggin feels that a policy to provide guidance to staff on acceptable winter holiday decorations would be helpful. Chair Mollie Keller stated that it would be nice to have winter holiday decorations out of all public buildings. There was discussion on the different impacts the decorations have on staff. Board member Allen Hoffman stated that since there is no directive from the Governorís office, maybe the appropriate action would be to take no action. After some more discussion there was a vote on whether the BOARD APPROVES THE WINTER HOLIDAY DECORATIONS POLICY. Four (4) Board members voted yes and five (5) Board members voted no. The motion was not passed.

Powers and Duties of the State Librarian: Proposed statutory changes:
Ken Wiggin reported that the current statutes do not authorize the State Librarian to sign contracts without the express approval of the Board. To follow this would mean that the Board would have to approve contracts at each meeting or pass a resolution annually authorizing the State Librarian to sign contracts. Mr. Wiggin asked the Attorney Generalís Office to review the statute regarding the powers and duties of the State Librarian. The Attorney Generalís office recommended changing the statute to allow the State Librarian to make contracts, subject to the approval of the Attorney General and to any appropriations made for such purpose or the availability of other public or private funds. Board member John Barry asked if the Board could require that Mr. Wiggin check with them should a big contract come up. Mr. Wiggin answered that he would bring large contracts before the Board as a normal plan of action. There was a question on the language where it says the State Library ďis authorized and directed to distribute copies of the files of each act favorably reported by any committee of the General Assembly and printed in the files to each high school and university in the state, upon request.Ē The question was whether the copies still need to be delivered to each high school and university in the state. Director of Information Services Lynne Newell will look into the necessity of this language. It was MOVED (J. Hemond) seconded (A. Hoffman) THAT THE STATE LIBRARY BOARD SUPPORTS THE CHANGES PROPOSED BY THE ATTORNEY GENERALíS OFFICE REGARDING THE AUTHORITY OF THE STATE LIBRARIAN. PASSED unanimously.

2006 Meeting Calendar:
Chair Mollie Keller asked the Board for a motion to approve the year 2006 meeting calendar as outlined in the fact sheet. Judge Flynn stated that July is a very busy time for the Appellate Court and asked if the July 31 meeting could be moved to July 24 instead. Mr. Wiggin stated that he will check his calendar and determine what flexibility there is in moving the date of the July meeting. It was MOVED (A. Hoffman) seconded B. Harris) THAT THE STATE LIBRARY BOARD APPROVES The FOLLOWING DATES FOR ITS REGULARLY SCHEDULED MEETINGS IN THE YEAR 2006: JANUARY 23, MARCH 27, MAY 15, JULY 31, SEPTEMBER 25, NOVEMBER 27. PASSED unanimously.

OTHER BUSINESS
There was none.

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At 2:25 p.m., it was MOVED (F. Hennessy) seconded (B. Harris) TO ADJOURN. The next meeting is scheduled for January 23, 2006, at 1:15 p.m. (lunch at 12:30 p.m.) at the Van Block Facility.

Respectfully submitted,

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Kendall F. Wiggin, Secretary

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Jane Beaudoin, Recorder