DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
AUGUST 14, 2003
Members Present: Theodore Flynn (Chair), Lynne Walsh, Jack Hill, Carl Meier, Margaret
Lougee and Nancy Delano
Staff Present: Elaine Winquist (Director), Nancy Denman (Assistant Director) and Deborah
Killory (Administrative Assistant)
Also Present: Sally Redmond (President of Friends of the Duxbury Free Library)
The meeting was convened at 7:42 am in the Setter Room at the Duxbury Free Library and was voted into executive session at 7:43 am. The meeting was roll called out of executive session at 8:02 am and the regular session was called to order at 8:03 am.
Minutes of previous meeting
Minutes of executive sessions were distributed to the trustees to be voted at the next meeting. The minutes of the June 25, 2003 meeting were presented. One amendment was made to the minutes.
Moved by Mr. Meier, seconded by Mr. Hill, to approve the minutes of the June 25, 2003 meeting as amended.
Vote: 6 – 0 in favor
Director’s Report
The need for a security system in the library was discussed. Because of the multiple entries to the building, such a system would be very expensive, approximately $40,000. The possibility of closing one entrance was discussed. Because many DVDs have been disappearing, it was suggested that locked cases, like those used for music CDs , should be considered.
Ms. Winquist noted that she has been in touch with the pages who were laid off and hopes to rehire three of them at the end of the month. Mr. Hibbard of the Inc. Board has presented a check to the library for FY04 equal to the FY03 Inc. Board contribution. He noted that he could not guarantee that the Inc. Board will be able to fund at this level in FY05.
The Trustees congratulated Ms. Snoeyenbos on receiving a stipend for her South Shore Video Contest and an invitation to present at the ALA annual conference.
Departmental Reports
Reports of the Children’s and Technical Services Departments were presented; Circulation and Reference were not available due to the absence of department heads.
Friends of the Library Report
Ms. Redmond reported the Friends membership drive will go out in September, after the letter has been reviewed b y Ms. Winquist and Mr. Flynn. She said that the T-shirt sale for the summer reading program has raised $2000, enough to cover the cost of the program, and will be rolled over to cover next year’s summer program. She said that she is confident that the Friends will meet the target of $14,000 by the March 2004 Annual Town Meeting. The Friends annual meeting will take place in late October or early November.
Meeting Dates
The Trustees set dates for meeting for the remainder of the year: September 18, October 15, November 13, and December 11.
Mr. Flynn and Ms. Lougee left at 8:30 am.
Fiscal Update
The Director is scheduled to make a presentation to the Selectmen concerning the FY05 budget: that meeting has been rescheduled for September 8. She will show the Board a PowerPoint presentation on the library and will make three capital requests: a copy machine, security system and energy management system. She is being asked to consider a 10% cut in the budget. Ms. Winquist reported that because of cuts at the state level, the network assessment will be going up by 11% next year; the cost of service contracts and materials is also rising. If major reductions are required, she will have to make cuts in the personnel budget.
FY04 Budget Update
Ms. Winquist said that she is confident that the Friends will raise the money to cover the material shortfall and is proceeding with opening on Sunday and rehiring some of the pages. The ARIS report has been completed and the major fining is that circulation is up, all in children’s materials.
Moved by Mr. Hill, seconded by Ms. Walsh, to adjourn the meeting at 8:40 am.
Vote: 4 – 0 in favor
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