DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
NOVEMBER 20, 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), Deborah Killory (Administrative Assistant)
Also Present:
Sally Redmond (President of Friends of the Duxbury Free Library)
The meeting was convened at 7:44 am in the Setter Room at the Duxbury Free Library and went into executive session at 7:45 am. The meeting was roll called out of executive session at 7:50 am and the regular session was called to order at 7:53 am.
Minutes of previous meeting
The minutes of the October 16, 2002 meeting were presented. Two changes were made.
Moved by Ms. Walsh, seconded by Mr. Meier, to accept the minutes of the October 16, 2002 meeting as amended.
Vote: 6 – 0 in favor
Chair’s report
Mr. Flynn reported on the meeting of the Inc. Board. The Board has done a good job managing assets through difficult financial times. They are still working on the question of the ownership of artwork in the library. Ms. Bradley will talk to the insurance company to ensure that the value of all art is covered by the policy.
Director’s report
Ms. Winquist highlighted October programs; the Anita Shreve program was particularly well attended. The Library is still waiting to hear from our sister library in Angers, France. The first customer service workshop on October 30 was attended by all library employees, as well as twenty-five town employees. The second workshop will focus on library customer service and will take place during the winter. The Director attended an ALA program on fundraising and marketing, which she found useful. She is working on some building issues involving smoke detectors and the heating system. Ms. Winquist and Mr. Jaquette have been advising the town at meetings on the town website.
Department reports
Reports of the children’s, circulation, reference and technical service departments were distributed. The reference department has received the report on the building that was funded with grant money. Mr. Murphy is working on a project to index the Duxbury Clipper.
Friends report
Sally Redmond, President of the Friends of the Duxbury Free Library, reported to the Board that a town wide membership mailing is being sent out in the hope of increasing membership in the organization. The Friends have raised money this year with their tea and through the sale of notecards. The current year’s spending includes the first annual scholarship for a page, a secure bookdrop, CD shelving, special collections and money for the summer reading program if needed. Plans for future spending includes wayfinding signs, and digitization of historical items. The group hopes to expand book sales. The by-laws have been rewritten and work on committee procedures and the structure of the board is among the 2003 goals. Ms. Redmond welcomed Ms. Lougee
as liaison for the Trustees and said that she was sorry to see Ms. Delano leave that post.
Friends of the Library Policy
Ms. Lougee distributed a draft of a Friends of the Library Policy. A revision was made to the proposal to remove the word endowments from the second item on the list of objectives for the Friends. A vote on this policy will be taken at the next meeting.
Volunteer Policy
Ms. Winquist distributed a draft of a Volunteer Policy. She said that such a policy was necessary as the library has twenty-five regular active volunteers. There are liability issues that must be addressed. She stated that volunteers are essentially unpaid employees who require training and direction. Students under the age of sixteen must have parental permission to volunteer. It was suggested that a clause be added to the policy stating that decisions of the Director on volunteers are final. A vote on this policy will be taken at the next meeting.
Ms. Winquist will be proposing additional policies, including one on library programming.
Duxbury Playgrounds
The Playground Committee met with the Director and Chair of the Library Trustees. The Committee would like to keep the playground in its current location, but extend the footprint. The entrance will be through the fence on the side facing the new gym, which should encourage parking at the Alden School. A letter will be sent to the Committee thanking them for meeting with the trustees and heartily supporting the new plan.
Budget
The Library Director will be presenting the budget to the Board of Selectmen on Monday, December 2 at 7:35 pm and would welcome the presence of any library trustees. She gave a tour of the library facility to the Finance Committee and will be meeting with the Committee on December 3 or December 10.
The December meeting was rescheduled from December 11 to December 18.
Moved by Mr. Hill, seconded by Ms. Walsh, to adjourn the meeting at 9:00 am.
Vote: 6 – 0 in favor
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