BOARD OF LIBRARY TRUSTEES
REGULAR MONTHLY MEETING
TUESDAY, FEBRUARY 9, 2010
TOWN HALL MEETING ROOM 2
Present: David Burton, Nancy Soderberg, John Kowalski, Patricia Gamache, Jane Dolan, Carlo D’Este, Dianna Smith, and Helene DeFoe, Library Director.
Also Present: Theresa Cook – Board of Selectmen
Wayne Taylor – Board of Selectmen
Joyce Mason – Town Manager
Steve Cook – Chairman, Planning & Construction Committee
Catherine Laurent – DPW/PCC rep.
David Burton, Chairman, called the meeting to order at 6:05 p.m.
Approval of Minutes
John Kowalski motioned to accept the minutes of the Meeting of January 14, 2010; Carlo D’Este seconded this motion; and the motion was approved, with Dianna Smith abstaining.
Library Building Project
David Burton stated that much of tonight’s discussion and business will involve the imminent opening of the library and completion of the project.
Steve Cook commented that the Occupancy Permit was issued last Friday. David said the job performed by the Planning and Construction Committee (PCC) is appreciated and David extended his compliments and appreciation on the extraordinary building erected.
Steve Cook addressed the Trustees saying that at a PCC Subcommittee meeting he heard from Helene that the Trustees voted to open the library on April 14 and have a grand opening on April 16. Steve said as Chairman of the PCC he was dismayed to hear that this Board picked those dates without consulting with the PCC. Steve said they were willing to work with this Board to come up with a date that was acceptable to both boards and get the library opened as soon as possible. He said he understands Helene’s concerns. Steve added that the library building is going to be fully operational March 1st except for a few pieces of furniture and a couple of computers. Steve stated he would like to work with the Trustees to come up with a date that town officials, the Trustees and the PCC
committee will be happy with. Steve noted that they would like the library opened sooner than April 14 since 3 weeks is a long time to have the library closed.
Both Wayne Taylor and Theresa Cook addressed the meeting and offered comments and there was an exchange of viewpoints:
· Wayne proposed that a couple of representatives of this Board, a couple from PCC, Helene, Wayne, and Terrie Cook sit down and hash out an opening date that makes sense to everyone.
· Grand opening would be under Trustees after the soft opening.
· Jane Dolan asked: Why is schedule we voted on unreasonable? Wayne responded that the building will be virtually ready March 1st so between Friends, volunteers, etc. and getting another book coding machine that should narrow the time frame down. He said businesses have to stay open and make themselves available. He said things could be done in stages. People want to see the building and want to get in there. He said there is a real feeling of community to get this open.
· Terri added that the Trustees are not in this by themselves; a lot of people want to help to get to utilize the building. She said they were here to help to service people of this Town so it’s not shut down for that length of time.
Library Building Project (continued)
· Helene explained that there is more than moving books and putting books on the shelf. She checked with Falmouth and they were actually closed 6 weeks and had professional movers. Helene said there is a large cadre of volunteers being trained during this time.
· Jane Dolan pointed out that Helene had laid out a very eloquent rationale in terms of why the shut down was necessary. Wayne was given a copy of the document Helene had e-mailed to Joyce Mason on January 16, 2010 and David requested Wayne to forward it to the Board of Selectmen.
· Jack Kowalski asked the Selectmen: Aren’t you getting into management? Isn’t that our job?
David Burton said he, for one, appreciates the intent. This is a Town building; you are Town officials. David said this Board of Trustees approached the Board of Selectmen at their September meeting in anticipation of an article for Town Meeting Warrant. He said the Trustees moved their regular, scheduled meeting to be at the BOS meeting and we asked to be heard. Not only was the Town Library Director hushed, it was the worst example of bad manners. David said on three other occasions this Board reached out to speak with our peers. David met with Don Myers to chat. David said the point is that we have been spurned, at best. He said part of our responsibilities spelled out in Mass General Law is to work cooperatively with other municipal officials. It is irksome.
David said because our duties, responsibilities and obligations for all intents and purposes have been ignored or usurped, we requested to meet with Town Counsel and our request has been rejected. David said we have been rejected due process. We did meet with Patrick Costello once years ago and it was helpful.
David noted that some of the Trustees have sat on this Board a long time and this Board is a good cross-section of backgrounds and experience. He said sometimes treatment has been frustrating, unprofessional, and inappropriate and now that it is weeks away of opening, now we have some offers of help. Our group of volunteers is legion.
David commented that the first week of December he and Jane Dolan met with the Town Manager and it was a positive meeting. David said they left with Joyce exploring the idea of contractors.
Joyce Mason addressed David and said it is unfortunate that the two Selectmen were dressed down. She said they were here trying to resolve an issue that’s difficult for PCC, the Selectmen, and Library Trustees. She said yes, you manage your building; yes you manage your staff to the extent that they are union employees; but until that key is turned over to the Library Trustees, it is a PCC building…actually, it is the Selectmen’s building.
Joyce Mason, Steve Cook, Catherine Laurent and Terrie Cook exited the meeting at 6:40 p.m.
Discussion continued and Wayne Taylor again reiterated the need to work together and that he wants to understand the 3 weeks closing … he said his feeling is let’s get it open even if it’s in stages. Jack Kowalski explained that the Trustees’ concern is that the library is short-handed and if 1 person is out then it’s a problem. Jack said we concentrate on one thing…the management of the library. Jack asked Wayne: Do you look at the numbers and compare Mashpee to other libraries? Now we have to train people/volunteers and coordinate a huge move and we want to open when it’s ready. Lack of staffing is our number 1 problem
David said at the last Trustees meeting we voted on the dates; we didn’t do it to ruffle feathers. David said we will talk some more.
Wayne explained that after hearing that the PCC made the decision regarding the $75,000 gift, he made the request that Town Counsel review whether or not we can give back the $75,000 to the Friends. Wayne said it turns out that only the BOS can do it since they were given the gift to begin with. Jack Kowalski asked: Why did Miss Mason pose the give-back request to PCC if PCC had no right to make that decision? Wayne responded that under the Charter a lot of things are subject to interpretation since it is new.
Library Building Project (continued)
David said we wanted Town Counsel to read and give us interpretation and clarification. Wayne explained that on legal issues all requests go through Town Manager as a means of controlling legal costs. Wayne said in the future if you feel you’ve been rejected unfairly when requesting an appointment, then give either Terri or him a call.
David said that he has a concern about the statement Joyce made about the library moving on its own without Town help or funding. Wayne said that was in the heat of the moment, he doesn’t think it was meant.
Pat Gamache asked Wayne how BOS liaisons function: Wayne said they are there should one of their committees need to address a problem; he said they get the minutes of all committees and he reads them all; he currently is liaison to 10 committees.
Wayne Taylor exited the meeting at 7:55 p.m.
Discussion
The consensus of the Trustees was that since the March 1st date was information they did not have until tonight and since schedules for work had been passed to CLAMS, we should stick with the schedule we have and then offer the tours of the building prior to the move. The Trustees would think about having a building tour/open house function with PCC and town officials during March when we see how accurate the March 1st completion date is and this will be discussed at the next Trustee meeting.
Jack Kowalski addressed the Trustees and said it is clear to him that it is the Trustees’ sworn fiduciary obligation to oversee when funds come to the Town coffers for Library purposes, in addition to spending these funds to enhance the operation of the library in the best interest of the residents of the town of Mashpee. He said therefore in light of this responsibility he makes the following motion:
Motion: That the Director of the Mashpee Library Board of Trustees send a written request to the Town Treasurer for an accounting of the Friends of the Mashpee Public Library gift of $75,000, as well as any funds that have come to the Town in behalf of the Library, outside of the actual building budget expended for the completion of the Library. Further if the completed Library has come in under budget what funds exist and where are these funds being held? David Burton seconded this motion; and it was unanimously approved.
Reports
The regular monthly reports for the month of January from Helene DeFoe and from Janet Burke were given to the Trustees. These reports are attached to the printed set of these minutes.
Essay Contest for Time Capsule
Jane Dolan reported that 38 children participated in the essay contest. A certificate of appreciation and letter sent to 14 winning participants; and another 24 received letter of thanks for participating. Jane showed the certificate and letters that were sent.
Communications
David updated the Trustees on the request from the Mashpee Wampanoag Cultural Committee. He said 2 messages were left and a note sent to Mother Bear saying that the messages were left, but David has heard nothing back at this point.
Next Meeting…Tuesday, March 2, 2010 at 6 p.m. at Town Hall.
Adjournment… Dianna Smith motioned to adjourn the meeting; Patricia Gamache seconded the motion; and it was unanimously passed. The meeting adjourned at 8:50 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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