I.        Call to order

Robert Dilts called the meeting to order at 5:00pm.

    II.        Roll call

The following board members were present: Robert Dilts, LeeAnn Podruch, Carolyn Siccama, Maxie Ewins.

Library Director: Kip Roberson.

Dean Pierce, town planner, was in attendance.

 

 

The Board invited Dean Pierce, the Shelburne Town Planner, to attend our meeting tonight.  Dean informed the Board of necessary considerations that will need to be made as talks move forward regarding possible expansion of the library.

 

First, we need to look at limitations such as parking requirements and setbacks (In this zoning district the set back is 30 feet from the property boundary).  We need to keep in mind bylaws, regulations and prior approvals.

 

Since the library is part of a larger town complex, considerations need to be made as to the different uses that are part of this site (ie fire station).

 

Currently there are 170 spaces for parking in this town complex area. There are a number of designated parking spots in the original library approval, but it doesn’t say where they are. How much parking is enough? It will be important to look at parking usage, parking circulation issues and possibly the idea of shared parking – when the library has a lot of traffic, other places may not, and vice versa. It was suggested that we look to someone with parking expertise and they can look at the entire situation as a whole.  Important to consider is that state funding is contingent on adequate parking for the library.

 

 

What is the vehicle for reviewing such a parking study request? This is an additional layer that will apply to all of the other pieces.

 

What are the recommendations and next steps?

·         The Board wants to get started on reaching out to the community to identify the needs of the community, in terms of getting their input as to what they need and what they would like their town library to be.

·         A Feasibility Study. The library has requested funds for a feasibility study this year.

·         Dean encourages the Board to begin communications with the fire department.

·         A Site Review will be required to assess parking, circulation, etc..

·         A Design review will be required. Zoning regulations are different now from when this site was approved.

·         PUD – plan, unit, development.  May offer some benefits in terms of flexibility. Dean is not sure if this project would need to go through PUD. PUD stands for Planned Unit Development.

 

 

Dean reminded the board that seven years ago there was a community gathering in terms of what the community needs. Dean will locate that report and get a copy of it to Kip.

 

 

LeeAnn moved to accept the secretary’s report as corrected and the one correction would be in section number nine, to change the word ‘motioned’ to ‘moved’. Carolyn seconded the motion.

No Treasurer’s report was available. Bob will make the deposits that need to be made.

 

Kip reviewed the librarians report. Circulation is up 6% and that is mostly from the use of DVD’s and juvenile fiction.

On October 5^th, the library expanded its hours of operation and is now staying open until 5:30pm three days per week. Kip reported that the extra half hour (from 5pm to 5:30) is making a bigger difference than the 7:30 – 8pm did. Kip reported that lots of people stay until 5:30 and are running into the library after work. Even with these expanded hours during the week, Saturday is still the busiest day of the week for the library.

 

Due to the new expanded hours, the sign on the front door needed to be updated. Signs Unlimited in Williston made the new sign reflecting the new hours.

Kip let the Board know that Katie is working on a Facebook Fan page which will be a new way for the library to share current information and events with the community.

The contract was renewed for homecard system.

Kip is working on the Pierson Library Directory, which is a small pamphlet that lists staff, trustees and friends and volunteers. It is for internal use only.

Kip is working on updating the policy manual and it will be out soon.

 

LeeAnn provided a report of the Vermont Library Trustees Association conference that Carolyn and LeeAnn went to on Oct 17.

LeeAnn would like the Board to invite Katie Bosley, Youth Services librarian, to speak with us as a way to get her more involved and hear directly from her as to what she needs and/or wants. It is recognized that the space downstairs, serving ages 0-18, is a challenge.  

Kip did let the Board know that currently there is no more space for Young Adult books – and no place to grow the collection any further.

Kip received a preliminary budget report from the town. Included in this report are directions, but there are not any budget figures yet. Kip handed out a copy of the Budget Overview and Rationale that was submitted last year.

Two capital requests will be requested for this year. Last year it was agreed to increase the book budget by 15%. The agreement was to provide half last year and the rest this year. So, in this case, this would not be level funded.

Kip requested department head salaries and from the Vermont League of Cities and Towns salary survey.

The Budget Overview & Rationale is due in November. The board will submit it on Nov 10. We need to update the reports as part of the budget.

Kip reminded the Board that, ideally, we should replace 3.5 computers per year. Our current computers are nine years old.

 

Maxie rasied the issue that some community members were looking for training sessions for new library members. Kip will talk to the staff about how to handle such requests as they arise in the future.

 

·         November: Tuesday November 10, 2009 at 5:00pm

·         December: Tuesday December 8, 2009 at 5:00pm

Adjournment

LeeAnn moved to adjourn the meeting and Maxie seconded the motion.

 

Minutes submitted by:  Carolyn Siccama