DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
JUNE 10, 2004
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) Rose Hickey (Acquisition Librarian), Deborah Killory
(Administrative Assistant)
The meeting was called to order at 7:40 am in the Setter Room at the Duxbury Free Library.
Minutes of previous meeting
The minutes of the May 13, 2004 meeting were presented.
Moved by Mr. Hill, seconded by Ms. Walsh, to approve the minutes of the May 13, 2004 meeting as presented.
Vote: 6 – 0 in favor
Chair’s Report
Mr. Flynn reported that it had been a quiet month.
Director’s Report
Ms. Winquist discussed the end of the FY04 fiscal year. She expects to have a balance of approximately $2500 in the expense budget. Due to the need for $12,330 to cover the FY03 costs of the SEIU contract and $7076 to cover Regina Bannerman’s sick leave buyback following her retirement, however, the personnel budget will be short even after funds ($3,728) are transferred to cover management raises. Ms. Winquist met with the Town Manager to discuss the options and they decided to ask at the Special Town Meeting on June 14 for a transfer of funds from expenses to payroll; to request a reserve fund transfer of $2,500; and to ask the trustees to transfer funds from the FY03 State Aid allotment to cover the remaining shortfall.
Department Reports
Reports of the Children’s, Circulation, Reference and Technical Services Department were distributed. Mr. Flynn told Ms. Hickey that he would like to include parts of her April and May reports, which outline the impacts of staffing cuts on the behind the scenes technical services work in a letter to the Finance Committee about the FY06 budget.
Friends Report
Ms. Lougee reported that the tile fundraising project has been put on the back burner, but the Friends are working on a creative town-wide membership mailing to increase the money raised through this annual fundraiser. They have approved funding for children’s and teen programming and their proposed budget includes the lease of a staff copy machine and as much money towards materials as they can provide. Ms. Winquist provided the Friends with a letter supporting their request for space in the remodeled Wright Building.
Director’s Goal’s and objectives
Ms Winquist distributed her goals and objectives for the upcoming year, including work on the new long range plan. Mr. Meier suggested adding a line about library certification and the consequences of decertification in the fiscal management section.
Moved by Ms. Walsh, seconded by Mr. Hill, to accept the goals and objectives of the Library Director.
Vote: 6 – 0 in favor
Holiday Closings
Both Christmas and New Year’s Day are on Saturdays this year. Ms. Winquist proposed that the library be closed on both Friday and Saturday of these holiday weekends.
Moved by Ms. Lougee, seconded by Mr. Hill, to close the library on Friday and Saturday of Christmas and New Year’s Day weekend, as recommended by the Library Director
Vote: 6 – 0 in favor
Special Town Meeting
Two items related to the library will be on the agenda for the Special Town Meeting on June 14: use of the Wright Building and a housekeeping article which will include the transfer of $2,500 from the library’s expense budget to the personnel budget.
Meeting Room Policy Revisions
Three minor changes to the Meeting Room Policy were proposed at the last meeting on May 13, including limiting booking to those 18 years of age and older; shortening the lead time for filing an application from fourteen days to seven days and changing “will” to “may” in the section on penalties for not leaving the room in its original condition.
Moved by Ms. Lougee, seconded by Mr. Hill, to approve the revised Meeting Room Policy as presented.
Vote: 6 – 0 in favor
FY04 and FY05 Budgets
Mr. Flynn suggested that a letter be sent to the Finance Committee at the beginning of the new fiscal year, sharing the impact of budget cuts on the library, both those that are visible to patrons and those that are behind the scenes. He would like to include Ms. Winquist’s summary of the decrease in the library’s budget as a percentage of the town budget in recent years and also include parts of the Technical Services April and May reports. The letter should be copied to the Board of Selectmen.
Because of the settling of the contract with SEIU, the personnel budget for FY04 has come up short. A $2500 transfer from expenses to personnel at the special town meeting will fund some of the shortage; the Finance Committee will approve a reserve fund transfer to of $2500; and the library has been asked to fund the remaining shortfall from State Aid. Mr. Flynn expressed reluctance to use the State Aid funds in this way, but in a spirit of cooperation suggested that the funds be transferred.
Moved to allocate from FY03 State Aid the funds needed to make up the shortfall in the payroll budget.
Vote: 6 – 0 in favor
The next meeting is scheduled for Thursday, July 29.
Moved by Mr. Meier, seconded by Ms. Lougee, to adjourn the meeting at 8:20 am.
Vote: 6 – 0 in favor
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