Library Board of Trustees - Minutes - 09/10/2024

DRAFT MINUTES  
Waterford Public Library 
Board of Trustees 
Minutes of MeeƟng of 10 September 2024 — Regular MeeƟng 
1. President Mim Furey-Wagner called the meeƟng to order at 6:01 p.m. 
Trustees present:  M. Furey-Wagner, C. Giordano, B. Kyne, J. Lehet, G. Riter (via Zoom), A. 
Rosenberg, A. Simpson, N. Dragoli, A. Robarge.  Also present, C. Johnson, Library Director and Ex 
Officio Trustee Liaison D Sugrue 
Not Present:  E. Boyce, J. Merrill, L. Couture 
2. Public Comment — None 
3. Consent Agenda 
There was a quorum.  MoƟon made by A. Rosenberg, seconded by N. Dragoli to accept the Consent 
Agenda, Minutes of Special MeeƟng 30 July 2024, Treasurer’s Report, and the Financial Report.  All 
in favor. 
4.  President’s Report deferred to discussion later in the session, item 7 
5. ExecuƟve Session — None 
6. Commitee Reports 
a. Finance — G. Riter 
• 
Endowment currently stands at $3.8M with healthy growth aŌer recent dip in 
stock market.  Noted this growth, provided it is maintained, will allow the 
library’s perpetual endowment to conƟnue to be enriched and support 
addiƟonal programming and library resources for the community. 
• 
Account managers and Finance commitee aware that there is oŌen a market 
dip in October, closely monitoring to ensure the perpetual endowment is 
shielded from any market swings beyond typical movement. 
b. Development & Fundraising  
• 
Sub-team anƟcipates meeƟng week of 9/16/24 to discuss: 
1. Annual appeal strategy & execuƟon 
2. Jewelry sale fundraiser 
c. FaciliƟes & HVAC Project 
• 
Recent meeƟng between library subcomitee, Gary Schneider & vendor held to 
discuss scope and various scenarios for HVAC replacement of exisƟng failed 
system.   
• 
Minutes from that meeƟng prepared by J. Merrill atached. 
• 
A. Robarge shared evaluaƟon of four viable opƟons.  Lowest cost opƟon selected 
by commitee as appropriate with consideraƟon to the need for the building and 
cost. 

DRAFT MINUTES  
• 
Noted need to make forward progress on this project to ensure state funding to 
offset a porƟon of the project cost is not forfeited. 
• 
During walk through, Gary Schneider discovered that the main electrical supply 
to the building & main panels need to be replaced immediately due to leaks & 
corrosion. 
• 
Gary Schneider & Library commitee to bring this to the appropriate town 
commitees to request emergency funding for electrical repair. 
• 
HVAC vendor noted that, due to the manner in which rooŌop units are to be 
installed, roof replacement can be done subsequent to HVAC project—allowing 
capital improvements for library building to be spread out across mulƟple fiscal 
years. 
• 
HVAC project will need to go back out for bid, eta November for an early 3Q25 
response.   
• 
EsƟmated project cost of $1.6M not fully funded by current funding from state 
and town of $1.3M 
• 
HVAC replacement may be broken into two phases:  main floor and mezzanine, 
followed by lower level.  Again, spreading capital improvement costs over 
mulƟple fiscal cycles. 
• 
Above discussed at length by A. Robarge, M. Furey-Wagner, A. Rosenberg. 
d. Policy & Personnel — none 
e. Other commitee reports — none 
7. Director’s Report — C. Johnson 
• 
Discussion of budget.  Line item for materials was depleted by first week of September. 
• 
Noted average custodial supplies come to $167/mo., with noted increase in foot traffic 
due to the outstanding Duck Pond upgrade. 
• 
Library and BoT pleased for opportunity for addiƟonal foot traffic and expanded 
opportunity to serve the community.  Currently >80,000 library visitors/year.  Will 
monitor foot traffic to determine impact. 
• 
Some illegal parking on premises has been noted, likely due to use of park.  Will monitor 
and address in conjuncƟon with town if it becomes a persistent issue. 
• 
Grant received for ciƟzen science—bird migraƟon counts 
• 
Supports two viewings of PBS Flyways & Ct Audubon Society Petersen Estuary lecture. 
• 
October 5th outdoor birdwatching event and bird counts to be reported back for official 
survey. 
• 
Director Johnson considering applying for a grant to support the Digital Now applicaƟon, 
which will provide addiƟon IT tech support to the community—noƟng that this has been 
an increased request/need from patrons. 
• 
Personnel discussed during Director’s report.  New P/T staff has been hired to cover 
Fridays at the adult services desk.  This hire offsets exisƟng employee who has scaled 
back Ɵme, no change to overall FT/PT headcount. 

DRAFT MINUTES  
• 
AnƟcipate bringing successful summer Page T. Weir on as a regular employee beginning 
in September.  T. Weir’s iniƟal service to the library was funded by Cindy Alvarez and the 
CT Youth Employment & Training Program.  They have extended coverage of his funding 
through September, joining the library payroll in October. 
• 
Summer reading enjoyed a notable increase in parƟcipaƟon logging over 2500 hours of 
reading across the 8 weeks of the program. 
• 
M&T bank provided generous funding ($3,000) for the summer reading program which 
allowed for a variety of programming, notably an inflatable right whale exhibit atended 
by 225 people.  Special thanks to the Waterford Community Center for hosƟng this event 
in one of their gymnasia due to high winds. 
• 
Grant from Community FoundaƟon of Eastern CT uƟlized for Let’s Speak English 
Together!  This programming will conƟnue through June and is enabling patrons to 
enhance their English language skills. 
• 
All circulaƟon staƟsƟcs are increasing, notably the Hoopla e-reading plaƞorm.  Increased 
use of this plaƞorm will need to be factored into the current and upcoming budget cycle. 
• 
ConƟnued community outreach discussed, notably at Camp Harkness & the town’s 
elementary, middle, and high schools. 
• 
The Library was thrilled for the opportunity to again parƟcipate in the Town Parade and 
looks forward to conƟnuing expanded use of the revitalized Town Center Park. 
• 
QuesƟon from M. Furey-Wagner regarding new Friday personnel.  C. Johnson confirmed 
that the level PT staff remains the same with the change at the adult services desk. 
8. Old Business 
a. Board email addresses 
• 
Example:  For John Smith, format would be JSmithWPL@gmail.com 
• 
Goal for enƟre board to have new email addresses in place by 1-Jan-25, library 
staff can assist with setup if needed. 
9. New Business 
a. Board Goals for FY2025 
• 
A variety of potenƟal goals were discussed on many fronts.   
• 
A. Rosenberg suggested the Finance Commitee detail plans for maintaining the 
perpetual endowment in a manner that it grows and allows for increasing future 
contribuƟons to the library budget. 
• 
E. Boyce (via writen communicaƟon) recommended developing goals around 
trustee atendance at town events.  NoƟng that many currently do atend such 
events, but formalizing presence. 
• 
A. Rosenberg recommended development of a similar goal but for various town 
meeƟngs. 
• 
Other goals to be formulated around relaƟonship with the town, capital 
improvements, etc. 
• 
M. Furey-Wagner & C. Johnson to take notes from discussion and develop 
specific goals to be evaluated at subsequent meeƟng(s). 

DRAFT MINUTES  
b. TOW FY25 Budget 
• 
C. Johnson & M. Furey-Wagner laid out Ɵming for upcoming budget cycle. 
• 
Finance Commitee (G. Riter as lead) to meet and discuss preliminary 
contribuƟon from perpetual endowment for planning purposes. 
c. Annual BoT dinner, with C. Johnson as guest, to be held on October 22nd.  
d. Staff appreciaƟon holiday event planned, to be funded by exisƟng Trustee support. 
10. AOB — none 
11. Adjournment 
a. MoƟon was made by A. Simpson, seconded by C. Giordano to adjourn.  All in favor.  The 
meeƟng adjourned at 7:15 p.m. 
 
Respecƞully submited 13 September 2024 
Robert E. Kyne, Jr., Trustee & acƟng Secretary 

 
WPL HVAC System 
 
9/3/24 
 
A meeting to review the Options for the HVAC System was held on Tuesday the 3rd of September at 4:15. 
 
In attendance was the presenter Ken Hipsky of RZ Design Associates, Gary Schneider, Director of Public 
Works, Christine Johnson, Library Director, Mim Furey-Wagner, President of the WPL BOT, Lee Couture, 
Addy Robarge, Aaron Rosenberg, and Joy Merrill WPL Trustees and members of the Building and Grounds 
Committee.   
 
The purpose was to review the RZ Design Associates Letter of 8 August 2024 outlining four Options to 
address the system replacement.  The letter also included a history of the building and project and also 
an assessment of the existing HVAC systems. 
 
The option of a gas line extending to the Senior Center and Library was eliminated when the Town elected 
not to continue service down Rope Ferry Road.  Because the library was constructed in 1965 the HVAC 
system was originally for an open space plan.  With the addition in 1975 the system has been modified 
several times and equipment replaced over many years.  The existing oil fired furnaces appear to be in 
good condition.  Recently a new oil tank was installed at the SW corner of the library. 
 
However, the roof top units for multi zone rooftop HVAC have lost their capability to provide cooling and 
must be replaced.  This summer interim measures have been taken.  It is imperative that a new system be 
chosen, specs put out to bid, a contract awarded, equipment ordered, and work commenced so the 
building can be properly cooled for the 2025 summer season.   
 
Options presented include: 
 
#1 - Variable Air Volume (VAV) Reheat at a cost of $1.625M 
#2 - Variable Refrigerant Flow (VRF) Heat Pumps at a cost of $2.000M 
#3 - Water Source Heat Pumps at a cost of $2.140M 
#4 - Geothermal at a cost of $2.200M 
 
Discussion ensued.  Option #1 VAV is a traditional system with a long track records of reliable operation.  
Option #2 VRF is a very complex system that not all service providers fully understand.  Option #3 Heat 
Pumps is also one not all service providers understand.  Also, this option would require a cooling tower 
and there is no good place to site one on the property.  Option #4 would require extensive engineering 
and drilling and would not only be more costly it would require a large excavation process done by only a 
handfull of providers and delay the time line of the project. 
 
A motion to prepare specification documents for Option #1, VAV, was made by L. Couture and seconded 
by M. Furey-Wagner.  All in favor. 
 
9 September 2024 
Joy Merrill, Chair, Building and Grounds