BOARD OF LIBRARY TRUSTEES
REGULAR MONTHLY MEETING
TUESDAY, DECEMBER 15, 2009
TOWN HALL MEETING ROOM 3
Present: Nancy Soderberg, John Kowalski, Patricia Gamache, Jane Dolan, Carlo D’Este, and Helene DeFoe, Library Director.
Absent: David Burton, and Dianna Smith.
Nancy Soderberg, Vice Chairman, called the Meeting to order at 6:07 p.m.
Approval of Minutes
John Kowalski motioned to accept the minutes of the Special Meeting of November 4, 2009; Jane Dolan seconded this motion; and the motion was approved, with Nancy Soderberg and Carlo D’Este abstaining.
Conflict of Interest Law and Ethics
Helene informed the Trustees of Kathleen Moore’s December 9 memo inquiring whether or not anyone who missed the daytime workshop on this topic would be interested if an evening session was offered. Nancy Soderberg said if it was offered, she would be interested in attending. Helene will inform Kathleen. A copy of the December 9 memo is attached to the printed set of these minutes.
Helene then informed the Trustees of the December 11 Deb Dami/Kim Landry memo regarding the changes made to the conflict of interest laws. A copy of this December 11 memo is also attached to the printed set of these minutes. In addition, each Trustee was provided with a summary of the law and with the acknowledgment form to be returned to Kim Landry no later than December 28, 2009.
Board of Selectmen Liaisons
Helene read the policy guidelines for Board of Selectmen Liaisons and advised that Terrie Cook is the liaison to the Board of Library Trustees. A copy of the policy guidelines is attached to the printed set of these minutes.
Reports
The regular monthly reports for the month of November 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.
Early Closing of Library on New Year’s Eve…Helene said that since the library normally closes at 8 p.m. on Thursday and this year New Year’s Eve falls on Thursday she proposed the library close at 5 p.m. on New Year’s Eve and the staff would make up the time. The Trustees totally agreed with the 5 p.m. closing.
Motion: Nancy Soderberg motioned that the library close New Year’s Eve at 5 p.m.; John Kowalski seconded this motion; and it was unanimously approved.
Reports (continued)
Leased Conversion Equipment…Helene advised that the lease of the conversion equipment started at the beginning of December. The technician came at the end of last week and set up the equipment. The Sales Representative is coming to give some additional training. The equipment will be kept at the temporary library location until it can be moved to the new library building.
Pat Gamache questioned that closing the library for 3 weeks would not be enough time. Helene said they will be looking at the timing as they get closer to the actual date.
Friends of the Library
Jack Kowalski said he will send the Friends’ financial report update to Jean Giliberti to distribute to the Trustees via e-mail.
Jack said the Friends are showing an open willingness to put together some type of fund raising effort to help with the library staffing situation if that becomes necessary.
Helene advised that the Friends had someone come in who talked about the Friends having a website so that if you enter through the Friends’ portal the Friends would get some financial return from purchases. In addition, a photographer would do family portraits and the Friends would get some dollars from the family package purchase. Jack said the Friends are looking into these further to determine potential.
Nancy Soderberg said the Trustees thank Jack and Helene for the effort they put into the Library holiday parade float.
Friends Request to Divert Gift Funds
The Planning and Construction Committee voted not to return the Friends’ $75,000 to the Town as requested by the Friends. Jane Dolan asked the Trustees to review the Town Charter to determine whether or not the decision to return the Friends’ gift would fall under the Planning and Construction Committee or under the Board of Library Trustees. The Trustees will review this matter at the next Trustee meeting.
Communications
Helene informed the Trustees that David Burton got an invitation to the Meeting House dedication to be held on Saturday and David said any of the Trustees who wanted to go would certainly be welcome.
Next Meeting…Tuesday, January 12, 2010 at 6 p.m. at Town Hall.
Adjournment… Nancy Soderberg motioned to adjourn the meeting; John Kowalski seconded the motion; and it was unanimously passed. The meeting adjourned at 7:25 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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