August 1, 2019

STEWART LIBRARY BUILDING PRESERVATION GROUP

Meeting Minutes

August 1, 2019

The meeting was called to order by Ken Dow at 6:30 PM.

Attending: Roland Dorman, Ken Dow, Jackie Emerson, Colleen Grover, Lee Kaufman, Donna Lambert, Jim

Louder, Galen McKenney, Carl Smith, Linda Smith

The minutes from July 9, 2019 were approved.

Financial Balances Report

Jim reported the following balances reported by the Town Office as of 8/1/2019.

Library Preservation Account (Donations) $42,922.32

Endowed Maintenance Fund $5,852.42

Maintenance Endowment at the Maine Community Foundation

Stewart Library Building Endowment Fund $300,731.63

SUBCOMMITTEE REPORTS

Construction/Maintenance

Re-schedule building inspection from August 14

The building inspection was rescheduled to Aug 21, 2019 at 10 AM

Elevator repair invoices – update

The is no real information regarding the elevator repair invoices at this point. Ken reported that Bill Condon has

talked with Steve Burton. Steve did say that the current elevator service company (Pine State Elevator) has the

best rates and lowest costs among those available. Lee will discuss this with the town office.

Private Library

Purchase of Past Perfect software, shelf liner

The Private Library Subcommittee met with Chris Mass from Dover-Foxcroft to learn about the museum

collection management software, Past Perfect. This software is used by many small museums to manage

collections and provide research access resources. The subcommittee would like to purchase the software for use

by the Private Library Museum.

MOTION: Jim moved that the SLBPG spend up to $1,300 to purchase the software. The motion was seconded

by Linda.

VOTE: The motion passed, unopposed.

The shelves in the special collections room should be cover with Tyvek shelf liner before the books are reshelved.

MOTION: Jim moved that the SLBPG spend up to $360 to purchase two roles of Tyvek shelf liner for use in the

special collections room. The motion was seconded by Linda.

VOTE: The motion passed, unopposed.

Cleaning and shelving books in the special collections room

The subcommittee has established Tuesdays at 9:00 AM as a standard time for work on the shelving and other

museum related work. Beginning September 10 the group will meet at that time each week.

Revisions of Museum Advisory Board Proposal and By-laws

The subcommittee made a few changes to the Museum Advisory Board proposal and by-laws. Many of the

changes are grammatical. They changed the number of required members of the board to “at least 5”.

By consensus the SLBPG grants its approval for the change s and the implementation of the Private Library

Subcommittee to Museum Advisory Board proposal as the Private Library Subcommittee sees fit.

OTHER BUSINESS

Implementation of Stewart Library Building Advisory Committee proposal

The Group discussed the change of the Stewart Library Building Preservation Group to the Stewart Library

Building Advisory Committee. While there is general agreement in favor of the change there is concern about

the timing. It was decided by consensus to hold off on the change, at least until after this year.

Clarification of the Stewart Library Endowment Fund specifications

Ken handed out material from the Maine Community Foundation related to the endowment fund. The material

clarifies the current activity in the fund and the specifications for distribution. It was noted that this information

should be presented to the Select Board. Ken will ask to be on the agenda for the next Select Board meeting on

Aug 14.

Second security camera system monitor in the library

The group agreed that placing a second security camera monitor in the library would expand the value of the

system and provide the library with improved security. Ken will look into what is needed to make this addition to

the security camera system.

Moving books from the auditorium prior to the window shade installation

The members will meet on August 14 at 10 AM to move books from the auditorium to the special collection

room. Those books boxes blocking access to the auditorium windows will be moved first, clearing the way for

the LSCT installation of the new shades.

The next meeting of the SLBPG will be on September 5, 2019 at 6:30 PM.