DUXBURY FREE LIBRARY
BOARD OF TRUSTEES
MEETING MINUTES
MAY 12, 2005
Members Present: Theodore Flynn (Chair), Carl Meier, James Mandrell, 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, Co-President 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.
Minutes of previous meeting
The minutes of the April 14, 2005 meeting were presented. One amendment was made.
Moved by Mr. Meier, seconded by Ms. Walsh, to approve the minutes of the April 14, 2005 meeting as amended.
Vote: 5 – 0 in favor
Chair’s Report
Mr. Flynn reported on a fiscal planning workshop that he and the Library Director had attended. There is a feeling among the town’s financial planners that general state aid to the town will not be increasing and that the limits of Proposition 2 ½ are not covering the needs of the town. User fees are increasing and there is no comprehensive capital plan. Capital projects are being funded with funds left after the operating budget is arrived at. Additionally, there is no formal policy on the reserve fund.
It was agreed that the town needs a five year capital plan which will be adhered to; if funds are insufficient for operating expenses, an override will be attempted. Mr. Flynn felt that it was a good meeting. There was a general consensus that it is time for an override, probably for the FY08 budget, as the feeling was that it was too late to organize an override for the upcoming FY07 budget cycle.
Director’s Report
Ms. Winquist report was distributed. She took part in a presentation by the Critical Incident Team for the Massachusetts Municipal Personnel Association and noted that Duxbury is the only town with such a program. She has completed the job descriptions required by the union contract and discovered that there were discrepancies between these descriptions and the duties of the three regular employees in the Library Assistant classification. As a result, all three staff members were promoted to Library Associate. Mr. Hill complimented the custodians, especially Mr. DeGaust, on the excellent job the do with the students after school. Mr. Meier noted that he was glad to see Mr. DeGaust in attendance at Supervisors meetings.
Department Reports
Reports of the Children’s, Circulation, Reference and Technical Services Department were distributed. The statistics in the circulation report should be disregarded as OCLN Central Site has informed the libraries that the statistics provided were incorrect. A decrease in the use of the reference area was noted; there was a question as to whether this was due to the decrease in hours this fiscal year.
Friends Report
Ms. McDonough reported that the Friends first annual appeal has already raised $10,000; $600 was raised via the bracelet sale; $600 from participation of a board member is the house tour; and the PTAs are supporting the summer reading program: $1,000 from the Chandler PTA, $250 from Alden with funds to come from the Middle School and the High School. A Friends Book Club meeting will be held on Monday, June 6 at 7:00 pm to discuss Crow Lake.
Policies
Copies of the current Art Policy, Bumpus Gallery Policy, Program Policy and Volunteer Policy were distributed for annual review. No amendments to the policies were recommended by the director.
Moved by Mr. Hill, seconded by Mr. Meier, to approve the Art Policy, Bumpus Gallery Policy, Porgram Policy and Volunteer Policy.
Library Director Evaluations
All of the evaluations were turned in to Mr. Hill, who will collate them.
Long Range Plan
Mr. Meier reported that the Long Range Planning Committee has approved the objectives as approved by the staff. They were given a taste of the activities to achieve the objectives, but will not have to approve them. The last step is approval of the plan by the trustees. He expects it to be ready for the June meeting. Mr. Meier noted that the tight budget does not allow much wiggle room, but the recommendations of the plan should be addressed in the next budget cycle. He and the director will write up the planning process. Copies of the plan will be distributed to all who took part in the focus group.
The date of the June meeting was changed from June 9 to June 14, 2005.
Moved, by Mr. Hill, seconded by Mr. Meier, to adjourn the meeting at 8:05 am.
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