BOARD OF LIBRARY TRUSTEES
REGULAR MONTHLY MEETING
TUESDAY, JANUARY 14, 2010
TOWN HALL MEETING ROOM 3
Present: David Burton, Nancy Soderberg, John Kowalski, Patricia Gamache, Jane Dolan, Carlo D’Este, and Helene DeFoe, Library Director.
Absent: Dianna Smith.
David Burton, Chairman, called the Meeting to order at 6 p.m.
Approval of Minutes
Jane Dolan motioned to accept the minutes of the Meeting of December 15, 2009 as amended; Patricia Gamache seconded this motion; and the motion was approved, with David Burton abstaining.
Reports
The regular monthly reports for the month of December from Helene DeFoe and from Janet Burke were reviewed and discussed. These reports are attached to the printed set of these minutes.
Book Storage…In discussing tagging of books, Helene advised that currently there are approximately 7,000 items in Flagship and Anchor Storage—both of these facilities are on Rt. 130.
Also, Sun Storage offered space to the Friends when they lost their South Cape Village location.
Disk Cleaning Machine…This machine donated by the Friends has been used by some volunteers and the machine does a very good job.
Communications
David read a letter sent to the Board of Selectmen from the Mashpee Wampanoag Cultural Committee. A copy of the letter is attached to the printed set of these minutes. The Trustees agreed that they would like to accommodate the Wampanoag Cultural Committee as best as they can and to that end David Burton is to contact Mother Bear to inquire as to what their needs are.
Motion: Nancy Soderberg motioned that David Burton respond to Mother Bear’s letter and inquire as to the details of the request; Jane Dolan seconded the motion; and it was unanimously passed.
Trustee Role Under Mashpee Charter
Section 3-5: Board of Library Trustees of the Mashpee Town Charter was reviewed and discussed. A copy of this section is attached to the printed set of these minutes.
Under the Charter gifts for library purposes are to be administered by the Board of Library Trustees. John Kowalski said perhaps the Trustees can appeal to the Board of Selectmen to use money from the rebate funding for critical library staffing in the new library building. The Friends had requested their $75,000 contribution be re-gifted for that purpose.
Board of Selectmen Liaison to Library
It was the consensus of the Trustees that David Burton and Jack Kowalski should schedule a meeting with Terrie Cook, Selectmen Liaison to the Library, to discuss:
· Library staffing concerns.
· Clear interpretation of the Charter and the Trustees’ role.
· Miscommunication/misinterpretation of comments and intentions.
· Why funding was presented to Planning and Construction Committee?
New Business
In discussing critical staffing issues that will be faced in the new large library building and looking at expanded use of volunteers, David addressed the possibility of a Volunteer Coordinator. David asked Helene who handles that now. Helene said right now Janet Trask coordinates the volunteers. Jack Kowalski commented that a retired librarian could serve as the Volunteer Coordinator and could take the onus off the staff and oversee the volunteers—thereby free up the staff for other duties. David added that it is hoped the Friends would underwrite the cost.
Opening of Mashpee Public Library Building
Library Move…Assuming March 29th is the date when the library is to start the move, then the Trustees decided the following schedule would be followed:
· March 24 – Library closed at South Cape Village location to pack for move.
· March 29 – Physical move to new library building and set-up library.
· April 14 – Soft opening of new library.
· April 16 – Grand opening of library.
Dedication of Library…A possible date for the dedication of the library was discussed.
Motion: Nancy Soderberg motioned that the dedication date of the Library be set for Friday, May 21, 2010; Carlo D’Este seconded this motion; and it was unanimously passed.
Reduced Hours of Operation…The Trustees discussed at great length the physical and economical constraints being faced at this time. The Trustees were in total agreement that reducing the library hours of operation from 41 to 37 hours per week by opening at 10 a.m. on Monday and Wednesday (rather than at 9 a.m.) and closing 7 p.m. on Tuesday and Thursday (rather than at 8 p.m.) would help address critical staffing issues while keeping inconvenience to the public at a bare minimum. All Massachusetts towns are suffering with financial constraints and for FY 2010 the Board of Library Commissioners has adopted a Materials Expenditure and Hours Open Accommodation Policy (copy attached to printed set of these minutes). Therefore under this policy we would remain certified with a small reduction of
open hours.
Motion: Jane Dolan motioned that when the Library opens on April 14th we reduce hours open from current 41 hours to 37 hours per week due in part to the critical staffing issue and the economical strains we are experiencing; Nancy Soderberg seconded this motion; and it was unanimously approved.
Library Building Project
Jane Dolan attended the January 7th Planning and Construction Committee meeting and provided the Trustees with an update.
Catherine Laurent asked Rick Pomroy to schedule another walk-though. Helene will inform the Trustees when the date is set.
Time Capsule… Jane Dolan showed the Trustees a barrel she is going to show to Catherine Laurent as the size and type of material to be used for the time capsule.
Next Meeting…Tuesday, February 9, 2010 at 6 p.m. at Town Hall.
Adjournment… Patricia Gamache motioned to adjourn the meeting; Nancy Soderberg seconded the motion; and it was unanimously passed. The meeting adjourned at 8:10 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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