DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
APRIL 14, 2005
Members Present: Theodore Flynn (Chair), Carl Meier, Nancy Delano, Lynne Walsh and John
Hill
Staff Present: Elaine Winquist (Director), Nancy Denman (Assistant Director), David
Murphy (Assistant Director), Rose Hickey (Acquisition Librarian) and
Deborah Killory (Administrative Assistant)
Also Present: Brooke McDonough and Donna Ryan, Co-Presidents of the Friends of the
Duxbury Free Library
The meeting was called to order at 7:35 am in the Setter Room at the Duxbury Free Library.
Annual Meeting of the Board of Trustees
Moved by Mr. Hill, seconded by Mr. Meier, to nominate Mr. Flynn as Chair of the Board of Trustees.
Vote: 5 – 0 in favor
Moved by Mr. Hill, seconded by Ms. Walsh, to nominate Mr. Meier as Vice-Chair of the Board of Trustees.
Vote: 5 – 0 in favor
Moved by Mr. Meier, seconded by Mr. Hill, to nominate Ms. Walsh as Secretary of the Board of Trustees.
Vote: 5 – 0 in favor
Mr. Flynn appointed new board member James Mandrell to serve as liaison to the Friends and Mr. Hill to handle the Library Director’s evaluation. He asked Mr. Meier to continue as the Long Range Plan coordinator. Mr. Hill distributed the job description and evaluation forms for the library director and asked the trustees to return the evaluation forms to him by the next meeting on May 12.
Minutes of previous meeting
The minutes of the March 17, 2005 meeting were presented.
Moved by Mr. Meier, seconded by Ms. Walsh, to approve the minutes of the March 17, 2005 meeting as presented.
Vote: 6 – 0 in favor
Chair’s Report
Mr. Flynn reminded the trustees of the additional money voted at the March annual town meeting to fund the Sunday operation of the library and commented that it had been a good meeting.
Director’s Report
Ms. Winquist report was distributed. A revised 12 Month Trustees Agenda, including some additional policies, was distributed. Mr. Flynn asked that the review of the Town Manager’s evaluation of the Library Director be moved to August. The director has placed the order for the new HVAC equipment and looks forward to getting the three capital projects funded for FY06 under way. She noted that she is working with the staff on goals and objectives for the Long Range Plan.
Department Reports
Reports of the Children’s, Circulation, Reference and Technical Services Department were distributed.
Friends Report
Ms. McDonough reported that the Friends have purchased books for kindergarten transition, which will be distributed to perspective kindergarteners as they come to the library. The first annual appeal has been mailed to nine hundred residents, using the new Friends database. Membership has increased from 62 to 940 in six years. One hundred Best Friends Books have been selected to honor members who donated $100 or more. Another fundraiser, silicone bracelets in Duxbury green and white, sold out in advance of shipment. They have planned a boutique fundraiser, where high-end crafts will be sold, and will do a major fundraiser next March to help raise funds for a security system. The next Friends Book Club meeting will take place on June 8. The
trustees complimented the Friends on their good work.
Distribution of Policies
Ms. Winquist distributed an updated grid showing all existing policies and when they were adopted and/or reviewed. A new Table of Contents of policies was also passed out.
Holiday Schedule
Because three holidays will occur on Sundays in the new fiscal year and scheduling needs to be determined, the director asked the trustees to review closing the library for some upcoming holidays. She requested that the library be closed on Christmas Eve (Saturday), Christmas Day (Sunday) and the Monday holiday observance. The following weekend, she asked that the library close at 1:00 pm on New Year’s Eve (Saturday) and be closed all day Sunday and Monday for New Years. She asked that the library be closed on Easter Sunday, as has been the past practice.
Moved, by Ms. Walsh, seconded by Mr. Meier, to close the library for the Christmas, New Year and Easter holidays as proposed by the library director.
Vote: 5 – 0 in favor
Moved, by Mr. Hill, seconded by Ms. Walsh, to adjourn the meeting at 7:55 am.
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