DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
SEPTEMBER 11, 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)
The meeting was convened at 7:36 am in the Setter Room at the Duxbury Free Library and went into executive session at 7:37 am. The meeting was roll called out of executive session at 7:41 am and the regular session was called to order at 7:43 am.
Minutes of previous meeting
The minutes of the July 3, 2002 and July 31, 2002 meetings were presented. A typographical error on the first page of the minutes of the July 31, 2002 meeting was corrected.
Moved by Ms. Lougee, seconded by Mr. Hill, to approve the minutes of the July 3, 2002 meeting as presented.
Vote: 6 – 0 in favor
Moved by Ms. Walsh, seconded by Mr. Meier, to accept the minutes of the July 31, 2002 meeting as amended.
Vote: 6 – 0 in favor
Chair’s report
Mr. Flynn reported that the Playground Committee seems to like the idea of expanding the playground in its current location; the final site of the playground is not yet decided, however. Mr. Flynn emphasized that the library must continue to insist that adequate parking be provided for the playground, wherever it is located.
Mr. Flynn has had repeated conversations with Mr. Tuffy, chair of the Board of Selectmen, concerning the status of the art work in the library. No word has been received from the Town Manager or from Town Counsel. Ms. Winquist reported that she had asked Town Manager Rocco Longo the status of the inquiry and was told that it is on Town Counsel’s desk, but is not a top priority. Mr. Longo said that he has had weekly conversations on this subject with Mr. Tuffy.
Mr. Flynn announced that the Board of Library Commissioners will be meeting in the Merry Room at 10:00 on Thursday, September 12, 2002. He will be there to meet the commissioners at 9:30 and invited any trustees who are available to come as well.
Director’s report
Ms. Winquist noted that the Wellesley Library Director and trustees told her that they have been watching the building for five years because they will be using the same architectural firm for their building project. They complimented the custodians on their care of the building which the Wellesley observers declared looked brand new. A letter of congratulations will be sent to custodians Ray DeGaust and Art Adler. Ms. Lougee noted that Ms. Winquist should be given credit as well for the condition of the building. Ms. Walsh suggested that a letter be sent to Reggie Bannerman from the trustees congratulating her on her twenty years of service to the library.
Mr. Flynn asked about the status of raises for staff. Ms. Winquist noted that her raise has been approved. Mr. Flynn inquired whether remaining staff could receive raises under the personnel plan until the contract is settled. He asked Ms. Winquist to look into this.
Ms. Winquist distributed a summary of data reported in the ARIS reports for the last five years. Next month she will have a similar summary of financial information reported to the state over the same period. She is starting work on the FY04 budget, and in the absence of any guidance to date from the town manager, intends to increase the current budget by 3% in all categories. Her primary goal is to maintain current staffing levels.
Departmental reports
Reports from the Children’s, Circulation, Reference and Technical Service Departments were distributed.
Friends of the Library report
Ms. Delano did not attend the last meeting of the Friends. She asked if someone else could take over as liaison; Ms. Lougee offered to fill that role. Ms. Winquist did attend the meeting and reported that the Friends want to initiate a membership drive with a mass mailing to the town. They asked her to write a letter to be included in the mailing, either with the president of the Friends or separately. She asked for guidance from the trustees and provided a draft letter. The trustees decided that it was not appropriate for the Director to be involved in solicitation of membership for the Friends.
The Director noted that the Friends Room is used only once a month for a two hour meeting, now that used books cannot be stored there because of problems with mold and mildew. The trustees felt that this was not the best use of this space as additional office and work space is needed by library staff. The Friends have revised their mission statement, which now lists advocacy and financial support as their purpose. With the likely budget crunch in the upcoming year, it would be helpful if the Friends could fund some of the day-to-day needs of the library in areas where the budget may be cut. Mr. Meier suggested familiarizing the Friends with the budget process to encourage their support in these areas.
Long Range Plan Update
Ms. Winquist distributed a draft of the update to the long range plan. Mr. Meier suggested that a copy of the plan be sent to the Friends, with areas that may be relevant to their planning highlighted. He also commented that the draft was well done. Ms. Winquist told the trustees that the update must be filed with the Massachusetts Board of Library Commissioners after it has been approved.
Moved by Mr. Hill, seconded by Ms. Walsh, to approve the long range plan update as presented.
Vote: 6 – 0 in favor
At 8:46 am a moment of silence was observed in recognition of the events of September 11, 2001.
Staff recognition
Ms. Winquist proposed that staff be recognized on the fifth, tenth, fifteenth, twentieth and twenty-fifth anniversary of their employment by the library. She suggested that an item of the staff member’s choice be added to the collection with a gift plate; she proposed gift certificates as well. The second part of the proposal will be explored further.
Moved by Mr. Meier, seconded by Mr. Hill, to add materials to the collection in honor of staff milestones, as proposed by the Director.
Vote: 6 – 0 in favor
The October and November meeting dates were changed to the third Wednesdays of the month.
Moved by Mr. Meier, seconded by Mr. Hill, to adjourn the meeting at 9:03 am.
Vote: 6 – 0 in favor
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