DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
DECEMBER 18, 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 7:38 am in the Setter Room at the Duxbury Free Library and went into executive session at 7:39 am. The meeting was roll called out of executive session at 7:53 am and the regular session was called to order at 7:54 am.
Minutes of previous meeting
The minutes of the November 20, 2002 meeting were presented.
Moved by Mr. Meier, seconded by Mr. Hill, to accept the minutes of the November 20, 2002 meeting as presented.
Vote: 6 – 0 in favor
Director’s report
Ms. Winquist reported on two serious leaks in the roof. She will be exploring whether the Community Preservation Fund can be used for this project, as the library building is historic. There is also some Inc. money available in the Alden Project fund, but not enough to cover the entire project. She will need a cost estimate in order to obtain funding. Ms. Winquist reported that the meeting with the Finance Committee went well; Ms. Delano, who also attended the meeting, complimented the Director on her presentation. Ms. Winquist will be attending a town department heads meeting later in the day at which she should hear whether cuts in the FY04 budget will be required.
Department reports
The Director encouraged the Trustees to look at the December link of the month, Duxbury in December, which the reference department put together. Ms. Lougee asked Ms. Denman about the decrease in story-time registrations; Ms. Denman indicated that there was a corresponding increase in drop-in story-time attendance.
Friends of the Library report
Ms. Redman reported that to date the membership drive this year has brought in $4400, well above the $1600 usually collected annually. The Friends’ goal this year is to raise $8000. Ms. Winquist thanked the Friends for the staff appreciation breakfast, which took place on December 17.
Program Policy
Ms. Winquist presented a draft Program Policy. She proposed amendments removing a sentence on safety and including the word program in a sentence concerning staff oversight of program performers and presenters. The last sentence was amended to allow authors and any programming partner of the library to sell books at programs. There will be a vote on this policy at the next meeting.
Patron Records Policy
Ms. Winquist presented a draft Patron Records Policy. She explained that the purpose of this policy is to ensure the privacy of all patron records in the database. An amendment was made to the policy to remove some redundant language. There will be a vote on this policy at the next meeting.
Delayed openings/customer service
Ms. Winquist requested that the opening of the library be delayed until 1:00 pm on Tuesday, February 4, and Thursday, March 6, so that the staff can attend workshops on customer service in public libraries. Ellen Rauch will be conducting the workshops.
Moved by Mr. Meier, seconded by Mr. Hill, to delay the opening of the library until 1:00 pm on Tuesday, February 4, and Thursday, March 6, for purposes of staff training.
Vote: 6 – 0 in favor
Friends of the Library Policy
This policy was presented at the November meeting. Ms. Redmond suggested a change in wording for purposes of clarification in #5 of the Trustees responsibility section. The Trustees agreed with this suggestion and some minor grammatical changes were also made.
Moved by Mr. Meier, seconded by Ms. Walsh, to approve the Friends of the Library Policy as amended.
Vote: 6 – 0 in favor
Library Volunteer Policy
This policy was presented at the last meeting.
Moved by Mr. Meier, seconded by Ms. Walsh, to approve the Library Volunteer Policy as presented.
Vote: 6 – 0 in favor
The next meeting of the Board of Library Trustees was set for Wednesday, January 8, 2003 at 7:30 am. Future meetings will be scheduled at that time.
Moved by Mr. Meier, seconded by Mr. Hill, to adjourn the meeting at 8:38 am.
Vote: 6 – 0 in favor
| 
