DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
OCTOBER 15, 2003
Members Present: Theodore Flynn (Chair), John Hill, Lynne Walsh and Carl Meier
Staff Present: Elaine Winquist (Director), David Murphy (Assistant Director), Nancy Denman (Assistant Director), James Jaquette
(Assistant Director), Deborah Killory (Administrative Assistant)
The meeting was convened at 7:44 am in the Setter Room at the Duxbury Free Library and was voted into executive session at 7:45 am. The meeting was roll called out of executive session at 7:48 am and the regular session was called to order at 7:49 am.
Minutes of previous meetings
Executive session minutes for meetings between July 9, 2001 and September 15, 2003 were presented.
Moved by Mr. Meier, seconded by Mr. Hill, to approve the executive session minutes of the following meetings: July 9, 2001; November 14, 2001; December 12, 2001; January 16, 2002;0 January 29, 2002; February 13, 2002; March 20, 2002; April 11, 2002; May 15, 2002; June 19, 2002; July 31, 2002; September 11, 2002; October 16, 2002; November 20, 2002; December 18, 2002; January 8, 2003; February 12, 2003; March 12, 2003; April 16, 2003; May 14, 2003; June 25, 2003; August 14, 2003; September 15, 2003.
Vote: 4 – 0 in favor
The minutes of the September 15, 2003 meeting were presented.
Moved by Mr. Meier, seconded by Ms. Walsh, to accept the minutes of the September 15, 2003 meeting as presented.
Vote: 4 – 0 in favor
Chair’s report
Mr. Flynn reported that the next Inc. Board meeting is scheduled for Saturday, November 8, 2003. Mr. Meier will attend for the trustees as Mr. Flynn is not available.
Director’s report
A patron was injured last month when the outside door at the campus entrance cut her foot as she opened the door. She is not the first patron to experience a problem with this door. The director is investigating solutions to the problem; the trustees expressed concern that the problem be fixed. Two pages have been hired, Ida Aronson and Tom Horan. The proceeds from the 2003 Alden School Walk-a-thon have been donated to the Friends of the Duxbury Free Library.
Ms. Winquist reported that Nancy has written an article on acceptable library behavior to be published in the Alden School and DMS newsletters; David has written an article on library use for Rick Swanson, the head of the Social Studies Department. The new DHS principal visited the library on October 14.
Friends report
Ms. Winquist reported that the Friends met last Friday. The planned town-wide mailing of the library newsletter has been canceled; the money will be put toward the library materials budget. The walk-a-thon netted $4300 for children’s materials. The Friends Annual Meeting will be held on Wednesday, November 5. Cissy Greenbaum of Westwinds Bookshop and library staff members will discuss hot reads.
Student Behavior
There has been a dramatic increase in the number of students and the amount of noise in the library after school this year. The staff is working to address this problem. An effort is also being made to be sure that parents of Alden School students understand that children who come to the library after school are not checked in and are not supervised. A problem with calls to 911, that seems to be connected to getting an outside line on the phone-home phone is being addressed. Ms. Winquist is working with the police chief to try to get a pay phone back in the library/playground area.
Holiday schedule
Ms. Winquist proposed that the library close early on the night before Thanksgiving, on Christmas Eve and on New Year’s Eve, using the same schedule as in 2002.
Moved by Ms. Walsh, seconded by Mr. Meier, to close the library at 5:00 pm on the night before Thanksgiving and on New Years Eve and at 1:00 pm on Christmas Eve.
Vote: 4 – 0 in favor
Collection Development Policy Revision
At the last meeting, two revisions to the Collection Development Policy were proposed: one to amend the section on the history room to more accurately reflect current practice and one to add a section on collection development of web links. No revisions have been proposed.
Moved by Mr. Meier, seconded by Ms. Walsh, to accept the revisions to the Collection Development Policy as proposed.
Vote: 4 – 0 in favor
Budget Updates
Ms. Winquist reported that at the management retreat, the town manager had warned department heads that there still could be cuts in the current year. Reggie Bannerman will be retiring from the library in the spring, which will have a budget impact. Ms. Winquist met with the Finance Committee last week, and felt that they were supportive. Ms. Winquist has been looking at the impact of a level funded budget, of a 5% cut and of a 10% cut. Any cut from the level of this year’s budget would require reducing staff hours and the number of hours the building is open.
Moved by Mr. Hill, seconded by Mr. Meier, to adjourn the meeting at 8:44 am.
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