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EASTHAM PUBLIC LIBRARY
TRUSTEE MEETING
OCTOBER 7, 2017
CALL TO ORDER: The meeting was called to order at 9:07 a.m.
MEMBERS: Norma Marcellino, Deb DeJonker-Berry, Mary Shaw, Dave Payor, Al Alfano, Sharon Krause
GUESTS: Debbie Abbott, Mimi Ace
MINUTES: Mary made a motion to approve the minutes of September 2, Al seconded, unanimous approval. The minutes of September 12, Scituate visit, were amended but accepted and approved. Mary moved, Al seconded for the October 5th minutes of the Kingston visit, unanimous approval.
FINANCIAL REPORT: Discussion addressed several items, i.e. Biblio-temp, supplies, books, materials. MOTION – The Trustees request the town to deposit the sum of $102,884, the library's share of the cost of the LEED award into the library construction project and deposit the difference (of the total award of $128,884) $26,000 into the general fund. Dave made the motion, Al seconded, unanimous approval.
DIRECTOR'S REPORT: The item on the agenda was to look at and vote on the Action Plan for FY19. A MOTION was made by AL to accept the Action Plan, Mary seconded, unanimously approved. The library assessment has been received and the committee is working in conjunction with the Historical Society, the Seashore and Town Hall, to develop a town-wide plan, a collaborative effort. Deb, Mary and Sharon will meet to review the plan to present to the Trustees at next meeting. Included in that assessment are recommendations for a disaster plan, which is currently being worked on. The library will be closed on Saturday, November 11 in honor of Veteran's Day. The 2020 First Encounter planning is in full swing after a meeting with Bill Burke on October 6th at the Seashore. MOTION - The library will close at noon on November 18
from 1- 4p.m. for the Turnip Festival at the high school. Mary made the motion, Dave seconded, unanimous approval. Library website is generating comments but is much improved. The Atul Gawande program was very successful, drawing in 170 people. Deb has permission from Nauset to digitize the yearbooks from the high school. She is requesting help in scheduling of programs, as it has gotten very difficult to handle. We need more discussion on the subject. Al offered to help with planning/scheduling. Parking is an ongoing concern.
OLD BUSINESS: The hours expansion sub-committee of Dave, Deb and Sharon worked on expanding the Library hours to open on Sundays from 11 to 4 p.m. to begin in March or April. Salaries will be funded by the Trustees until June 30th, the end of the fiscal year. The budget sub-committee of Mary, Al and Deb decided to stay with the cleaning service for the time being. Their budget reflects the inclusion of Sunday hours and CLAMS. Jeff Caton, from the Town has suggested to Deb that every year starting year 2020 she request $5,000 for technology. Deb met with Bob Varley and worked up a more current cost list of taking care of the building. Dave has received 3 quotes for the installation of the bluestone patio at the rear of the building, Ponderosa, the best offer has quoted $8,800 (approx) with some money built
in for the
presentation to Conservation Committee. Al made the MOTION to spend up to $10,000 for excavation, laying of foundation and installation of a bluestone patio at the rear of the building, upon approval of the Conservation Committee, to be paid from the Trustee's Interest Account. Mary seconded, unanimous approval. MOTION: For tree removal by A to Z Trees, not to exceed $5,000 to be paid from the Trustee's Interest Account. Dave made the motion, Al seconded, unanimous approval. The LEED plaque has been installed, Thank You, Aimee! Deb will now send out a press release. Deb has reminded the group that we need to have another look at policies to make certain we are up to date. Norma and Sharon will look over existing policies. The trip to Scituate and the group visiting from Kingston provided some interesting talks
and insights. Carpet cleaning quotes are still forthcoming.
FRIENDS: Debbie Abbott reported that the library art committee has offered the Chapel in the Pines the use of library space to develop a fundraiser. A reception and silent auction of artwork will be held and begin on December 2 and end with an auction on December 16. She brought this to the table as a member of the Chapel committee. The Friends will have a table at the Turnip Festival. They have acquired an adapter for smart phones to be able to accept PayPal and credit card payments. They are also starting to plan for the year anniversary of the building's opening.
OTHER BUSINESS: The Staff breakfast will be held after the next Trustee meeting on November 4th hosted by the Trustees, from 11 a.m. until. Amnesty from fines will take place from November to December. Veterans parking space request was discussed but decided against as even as it is a nice gesture, it creates a precedent for many other requests. Trustees need to fill out and turn in the Ethics form emailed by Town Hall.
STAFF AND VOLUNTEERS: All good news!
ELBFI: Al, our newest Trustee has resigned as Chair of ELBFI to conform with the ethics code concerning conflict of interest, on the recommendation of the State's Attorney from the Commission on Ethics. Mimi will serve as interim Chair until elections in December. The group will stay intact for now, accepting some new members; they are also still receiving some donations. One final plaque will be mounted, thanking Vivien Cook for providing funding for the assistance technology for the hearing impaired. On September 5th, Al asked for an approval of gift acceptance from the Eastham Part-Time Residents Association, (EPTRA) in the amount of $5,000 for benches in memory of Bob Overton, long time member of the group. All agreed. The Selectmen voted to move ahead with the investigation of solar panels for the
library.
NEXT MEETING: November 4th at 9 a.m.
ADJOURNMENT: The meeting adjourned at 10:50 a.m.
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