DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
January 16, 2002
Members Present:
Theodore Flynn (Chair), John Hill, Lynne Walsh, Carl Meier, Margaret Lougee and Nancy Delano
Staff Present:
Elaine Winquist (Director), David Murphy (Assistant Director), Nancy Denman (Assistant Director), James Jaquette (Assistant Director), Deborah Killory (Administrative Assistant)
Also Present:
Sally Redmond, (President, Friends of the Duxbury Free Library)
The meeting was convened at 7:40 am in the Setter Room at the Duxbury Free Library and went into executive session at 7:41 am. The meeting was roll called out of executive session at 8:25 am and the regular session was called to order at 8:28 am.
Chair’s report
Mr. Flynn reported that Mr. Martecchini, in their last conversation, told him that the most recently submitted warrant for tuition reimbursement will be paid. In the meantime, Ms. Killory has completed another course. The trustees told her to proceed with requesting tuition reimbursement for that course.
Minutes of previous meeting
The minutes of the November 14, 2001, and the December 12, 2001, meetings were presented.
Moved by Ms. Walsh, seconded by Mr. Meier, to approve the minutes of the November 14, 2001 and the December 12, 2001 meetings as presented.
Vote: 6 – 0 in favor
Director’s Report
Ms. Winquist noted that staff has submitted letters of intent for four LSTA (Library Service and Technology Act) mini-grants for the coming year. Mr. Flynn asked about the problems with the new SIRSI online catalog system. Ms. Winquist said that she thought many of the problems could be traced to the limited number of staff at Central Site. The OCLN Executive Director is currently undergoing training in an advanced programming language that should help him to customize the catalog. She noted that most of the problems are with the patron catalog and that the staff program is working better.
A significant reduction in the number of school visits to the reference department was noted. Mr. Murphy said that two teachers who scheduled most of the school visits are no longer with the school system. Outreach to the social studies department is ongoing.
Friends’ report
Ms. Redmond reported that the membership of the Friends has increased. The group is concentrating on fundraising, to support library needs such as the changing table purchased last year and the new standalone book drop purchased this year. The primary fundraising activities at this time are the note card sale and the High Tea at the Village at Duxbury scheduled for May.
Library policies
A table showing the date of adoption, most recent revision and most recent review of all policies was distributed. Ms. Lougee noted that according to the trustee guidelines, the Collection Development should be reviewed every five years; the other policies are subject to annual review. The only item in the table that has not been reviewed recently is the By-Laws of the Duxbury Free Library. A question was raised about the annual budget section of the by-laws, which states that the trustees draw up the budget. There was also discussion about the monthly meeting schedule. It was noted that when collective bargaining is completed there will have to be revisions to the section on appointment of personnel. In the meantime, the approval of the existing by-law
will be voted at the next meeting.
Budget
Ms. Winquist told the Board that the Town Manager has asked her to cut $26,800 from the proposed budget for FY03. She met with the Town Manager and showed him the approximately $15,900 that she has cut to date. She has been in contact with NORESCO about revising the HVAC contract, which increased by approximately $20,000 in the current fiscal year. She is discussing cutting back on the number of annual comprehensive visits. The trustees were concerned that proper maintenance of the building be maintained. Ms. Winquist handed out tables showing her proposal for distribution of the FY03 state aid grant money and other anticipated funding such as Inc. money, grants, and money from the Friends. She is concerned that the library materials lines be maintained in
the appropriated budget. She pointed out that state grant money is dependent on 15% of the total budget being spent on library materials.
Ms. Walsh left at 9:10.
The trustees would like to see the impact of the change in the NORESCO contract before making a final decision on where to make the additional cuts. A meeting was scheduled for Tuesday, January 29 at 7:30 am. The only items on the agenda will be an executive session on collective bargaining and the budget.
Moved by Mr. Meier, seconded by Mr. Hill to adjourn the meeting at 9:50 pm.
Vote: 5 – 0 in favor
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