BOARD OF LIBRARY TRUSTEES
SPECIAL MEETING
WEDNESDAY, NOVEMBER 4, 2009
TOWN HALL EMPLOYEE LUNCH ROOM
Present: David Burton, John Kowalski, Patricia Gamache, Jane Dolan, Dianna Smith, and Helene DeFoe, Library Director.
Absent: Nancy Soderberg, and Carlo D’Este.
David Burton, Chairman, called the Special Meeting to order at 6:07 p.m.
Approval of Minutes
Dianna Smith motioned to accept the minutes, as amended, of the Meeting of October 13, 2009; John Kowalski seconded this motion; and the motion was approved by all Trustees, except David Burton who abstained.
Reports
The regular monthly reports for the month of October from Helene DeFoe, the CLAMS circulation statistics, and from Janet Burke were reviewed and discussed. These reports are attached to the printed set of these minutes.
November 6 Ethics Workshop…Helene reminded the Trustees of this upcoming workshop. She repeated that the required on-line test would probably be done sometime in April. Helene noted this is state-mandated and the test will be done every 2 years.
Mashpee Reads…Helene advised that 2 events have taken place—one was the book swap at Town Meeting and the other was lights on in the afternoon at the Boys & Girls Club. Next will be “DEAR”…drop everything and read. This will be advertised in the newspaper.
Helene explained the “reviews” and “ratings” section of the readsinma.org website and that thus far over 1300 people signed up to use it and there are 300+ titles in already.
Workshop…Helene said that Dr. Sommers from Cape Cod College was relating inappropriate or unusual behavior that could be encountered by library staff and he offered suggestions on how staff might deal with such situations. One example: Some students have a need to pace. Staff might suggest another area where they can pace and not disturb other people in the library. David added the comment that in the past when Helene and he were interviewing candidates for library staff positions part of the interview process was that the applicant was asked how to handle different scenarios of dealing with difficult situations.
Reports (continued)
Budget…Helene provided the Trustees with copies of the Library level funded budget prepared, along with 2% decreased funding budget requested. These drafted budgets were reviewed. Helene informed the Trustees that she has a meeting scheduled in early December with Joyce Mason et al. to review the budget. The Trustees asked when in December the meeting will take place. Helene will send the Trustees the date of this budget review meeting so that if one of the Trustees wants to attend they will be able to do so.
Friends of the Library
Jack Kowalski provided an update and said Friends are looking for ways to raise money to help with Library programs. Some of the things being looked at:
· Disk-cleaning machine donated was a good purchase. Friends hope to also use it to raise money for programs for the library.
· Rental books…Friends would purchase books and have shelves with these rental books. Money from these rental books would go back to the Friends.
· Website for on-line purchases. Friends would have link so if someone goes through the link to purchase something on-line, then Friends would get a small percentage of the purchase. There is a small annual fee for the Friends to do this, but they feel it would be a worthwhile venture.
· Rotary did an on-line auction; Friends looking to see what potential for Friends could be.
· Book bags to be sold at the library. Friends have ordered 500 adult size bags; and 250 children size.
Jack said that Peter White will conduct Friends’ meetings in Barbara Notarius’ absence. They are looking for help … Helene commented that she and Janet Burke each did one column for the Mashpee Enterprise so Barbara has 5 or 6 columns ready to give her some leeway. More help is needed here.
Communications
At the suggestion of Jack Kowalski, Helene mentioned to the Trustees that at the meeting she, Barbara, several Trustee members, et al. attended with Joyce Mason, Joyce commented that while the Friends are well-meaning, they sometimes can get into issues that are really not the Friends area of responsibility. David Burton suggested that at the beginning of next year perhaps the Trustees should revisit the mission statement of the Library Trustees. The Trustees agreed.
Friends Request to Divert Gift Funds
The Friends unanimously passed a resolution authorizing the Town of Mashpee to divert the $75,000 the Friends donated to the Town for voltaic panels to a donations fund for the subsequent hiring of independent contractors to provide staff support for the operation of the new library building. It was pointed out that the Friends wanted to make the new building as green as possible and that’s why they donated these funds for the photo voltaic panels but with State grants offered to help achieve LEEDS Certification and the critical economic conditions, the Friends are now asking to divert these funds.
Friends Request to Divert Gift Funds (continued)
David stated that the meeting with Joyce and everyone 2 weeks ago went extremely well. He said he is concerned about how staff is going to handle servicing patron in the new 2-story building. He said this proposal to staff with independent contractors is a win-win solution. All Trustees agreed.
Motion: John Kowalski motioned the Trustees adopt the recommendation of the Friends that the Town of Mashpee move $75,000.00 originally donated to the Town by the Friends of Mashpee Library for photo voltaic panels, to a donations fund, maintained by the Town, for the subsequent hiring of independent contractors to provide staff support for the operation of the Library. Dianna Smith seconded this motion; and it was unanimously approved.
Jane Dolan emphasized that in sending the letter to the Board of Selectmen with the Trustee recommendation we should also stipulate that we are doing this due to extenuating circumstances. Jane pointed out that this is not going to be enough to cover everything, but at least it covers some of the safety issues that were of concern. Further, Jane noted that it is Town’s responsibility to staff the library.
David said we are very grateful to the Friends and he will also send a letter to the Friends expressing the gratitude of the Library Trustees.
Next Meeting…Tuesday, December 15, 2009 at 6 p.m. at Town Hall.
Since this Special Meeting was called for tonight, the meeting scheduled for November 10, 2009 is canceled.
Pat Gamache exited the meeting.
Art Policy
Jane Dolan provided a draft of the Mashpee Public Library Art Policy for review and adoption by the Trustees. A copy of this draft is attached to the printed set of these minutes. Jane asked: Who will own the are work? Jack Kowalski said they are working on that…perhaps a Trust will be established. Jane pointed out that if any art work is later sold, then funds could go back to the “owner”.
Motion: Jane Dolan motioned to accept the Mashpee Public Library Art Policy as presented to the Trustees at the November 4, 2009 Special Meeting; Dianna Smith seconded this motion; and it was unanimously passed by all Trustees then present.
Adjournment… Dianna Smith motioned to adjourn the meeting; Jane Dolan seconded the motion; and it was unanimously passed. The meeting adjourned at 8:05 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
| 
