EASTHAM PUBLIC LIBRARY TRUSTEE’S MEETING
1. CALL TO ORDER: the meeting was called at 9:04 a.m.
2. PRESENT: Norma Marcellino, Sharon Krause, David Payor, Mary Shaw, Al Alfano, Deb DeJonker-‐Berry
3. GUESTS: Aimee Eckman, Mimi Ace
4. MINUTES: MOTION: Al moved that the minutes be accepted as written. Mary seconded. All approved.
5. FINANCIAL REPORTS: Mary walked us through the report for YE 2017 with explanations/corrections. YE 2018 was also explained/discussed in detail. Other items may be added to these report sheets, i.e. landscaping, windows,
cleaning, etc. For the Board’s continuing education in the financial affairs of the library, many thanks go to Mary and Deb for their hard work. Deb has written an Adult Programming budget defining payments for speakers, musicians, workshop leaders, etc. Mary raised the question about the
$50,000 given by Esther M. Little, in 2003. Deb suggested it could be a
naming opportunity, perhaps the large-‐print collection or even the YA Room. Vivian Cook will be recognized with a plaque for “assisted technology” in the Turner Room after her approval. Eastham part-‐time residents are interested in a bench and it can beplaced, by adding more bluestone, outside the Children’s room and connect the two patios. Will need to be cleared through the Conservation Committee. The Normandy Bench plaque is being redone,
in brass; it will be larger, same wording, and $136 charge will be paid by ELBFI. MOTION: To donate $100 from the Trustee’s interest account to the Historical Society for storage of library’s art collection. Al moved the motion, Dave seconded. The motion passed. MOTION: For the interior/exterior window cleaning, to pay the sum of $1450 to S.J. Services, Inc. to be paid from the Trustee’s interest account. Dave moved the motion, Al seconded, the motion was passed. MOTION: For cleaning of the Children’s and YA room carpets, to S.J. Services for the sum of $689 to be paid from the Trustee’s Interest Account. Dave moved, Al seconded, the motion passed. MOTION:
To pay Oudens Ello the sum of $1,000 for professional photos and licenses, to
be paid from the Trustee’s Interest Account. Al made the motion, Mary
seconded, the motion passed.
6. DIRECTOR’S REPORT: Deb has finished the ARIS report and sought approval. The new staff person, Melanie Fernandes has started. Deb is also looking to the 2020 First Encounter celebration and hoping to start discussion. The doors have been fixed by Pella. The septic system is being monitored and the downstairs odor has been eliminated. New dates for the fix of the VIS Room are August 18th and the 21st. Gregor Randall brought 3 Data Loggers to monitor humidity and they are installed in the Eastham Room, VIS Room and one exterior. The HVAC needs to be adjusted. Jacqui is very supported about Sunday opening and after-‐hours use. Trustees will present a plan to her.
7. OLD BUSINESS: Trustee goals were discussed/evaluated/worked on and
decided upon. Mary wanted to add, as a goal that the by-‐laws need to be
reviewed every 5 years. Dave and Mary will inform us how to evaluate our progress with the goals. Al will finalize the spreadsheet on the goals for reference. As for the policies, the internet policy has never been approved and Deb has made changes to the existing. MOTION: To accept the existing public internet/safety policy, children’s room internet access/safety policy, and security camera policy with the proviso that Deb will add her edits. Norma moved the item, Al seconded. Long Range Plan will be on the agenda for next month, with Trustee thoughts included. LEED is in the works. Mary is still trying to coordinate a visit to the Scituate Library, so far scheduled for September 12th. The Art Committee will work on a procedures/how-‐to checklist. They had a very successful reception, possibly with 45 to 60 people in attendance. The Hydrangea Festival sold $5700 in ticket and single visits alone.
8. STAFF AND VOLUNTEEERS: The new staff member is settling in and being welcomed.
9. ELBFI: Cape Associates has hung the new tackboards. The Brailler is on
order. The Hydrangea Festival was again very successful bringing in over
$7,000, tickets, posters sales included.
10. FRIENDS: Debbie Abbott was absent and her report is as follows.
FOEL report to trustees
Our new color tri-‐fold brochure should be ready by the end of month. The
committee is pretty happy with it. Among other places, we'll have it available at the circ desk to be given to new card holders.
The Friends will be out on the covered front porch facing the parking lot for both
days of Windmill Weekend, selling our merchandise and books. As you already know, we will be joined on the library grounds by the Eastham Painters Guild. I believe they plan to be on the front lawn facing Samoset and up the side into the reading garden. We think it will be great for both of us!
The Friends will be joining the Eastham Chamber of Commerce. It will benefit the
Friends, and the library and all its programming.
Several members of the Friends have gone through the CORI process at the Eastham
Council on Aging and Elder Services of Cape Cod and will have access and
permission to drive the COA vans on Saturdays if we have seniors wanting to come to programs at the library. This was generated through a request from the Sight Loss Services group that meets at the library. So, we're going to start small with the handful of sight loss patrons in the group and see how it goes. The Friends will be covering the cost of fuel for the vans because the COA transportation grant only covers 5 days a week.
Our merchandise and book sales are going very well. Eldred's sold some of our
donations at auction (thanks to board member Annie Lajoie). We cleared $303 after commission.
Eight of us volunteered at 2 of the kids’ programs two weeks ago – the STEAM
workshop and the Poster Art collage -‐ and had a blast! Fran was very appreciative.
11. ADJOURNMENT: The meeting was adjourned at 11:38. Sharon Krause, Secretary
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