BOARD OF LIBRARY TRUSTEES MEETING
THURSDAY, APRIL 29, 2010
MASHPEE LIBRARY CONFERENCE ROOM
Present: David Burton, John Kowalski, Jane Dolan, Carlo D’Este, Nancy Soderberg, and Helene DeFoe, Library Director.
Absent: Patricia Gamache, and Dianna Smith.
David Burton, Chairman, called the meeting to order at 6:20 p.m.
New Business
David informed the Trustees that he was approached by a High School student who was asking whether or not she could do a video in the new library building for her school project. David said he would present her request to the Trustees and to the Library Director. Helene commented that if the Trustees approve her doing the video, then:
1. In doing the video if she films anybody, then she should ask their permission and have them sign a permission form.
2. If children to be filmed, she must first have parents sign permission form.
3. Helene suggested the student prepare a general outline of what she plans to do.
4. Trustees said whatever is done is not to be put on the Internet.
David said he would have the student contact Helene so they could discuss these issues in person if, in fact, she still would like to do the video for her school project.
Staffing Crisis
David said that although the Trustees were scheduled to meet May 4th, Jack Kowalski and Jane Dolan witnessed first-hand at the Library on Friday the critical situation that the current library staff is having to deal with and Jack felt the situation could not wait and the Trustees had to meet as soon as possible to deal with the matter. David then turned the meeting over to Jack, Jane Dolan and Helene to bring the Trustees up-to-date.
In a nutshell, it is impossible for the current staff to handle the volume, especially dealing with the size of the 2-story building. Jack Kowalski and Jane Dolan happened to be at the library at the same time last Friday…the staff was overworked; didn’t get to lunch until 2:30; and couldn’t even leave their workstations to go to the bathroom without feeling guilty. Jack said it was obvious this emergency situation had to be dealt with now to prevent staff meltdown. Since he is liaison to the Friends, David and Jane agreed that he should contact the Friends immediately for a possible quick-fix solution. The Friends have come though with sufficient emergency funds to get temporary help to get us through the next two months.
Jack said this will help only for 2 months. David said that just prior to this meeting David, Jack and Jane met with Selectmen Terrie Cook and asked for long-term planning after the 2 months, how do we hire without getting into liability problems, etc. Jack said they suggested to Terrie Cook that the Town undo the hiring freeze to the extent that the Trustees can hire independent contractors for the library and pay them with the re-directed $75,000 gift from the Friends. Terrie Cook said she would take this back to the Board of Selectmen to ask them. She said they’re meeting May 10th, but it was explained to her that this crisis cannot wait that long so Terrie said she would see what she could do now.
Helene said we all knew several years ago that we were short-staffed and that when we opened the new library building we would need at least 2 more staff members. Some of the problems/issues facing us:
· In 10 days of operation 175 library cards issued and 8,698 items circulated. This represents 300% increase in cards issued; and circulation running about 30% ahead of last April. Summertime…it will only get worse.
· Lines were long and people were upset that they couldn’t get their card immediately. People who wanted to use the computer were most upset because without the card the cost to use the computer that day was $1; and with the card there is no fee.
· Still dealing with computer problems.
· Affecting staff well-being. Only a matter of time before people get sick.
· If someone is out; no way remainder of staff can handle and keep the library running.
· Before July 1, staff who still have vacation time must take the time so we’re facing those lost man-hours.
· Helene spends so much time at reference desk so her administrative tasks are all backed up.
In considering and discussing hiring of temporary contractors for the next two months and managing the $15,000 emergency funding to be provided by the Friends, the following were presented:
· One approach could be to contact an agency to recruit temporary help, but then you have to pay agency fee.
· David pointed out that the Board doesn’t want to take short-term solution that causes more problems for the library later on.
· With libraries shortening hours, there is possibility to get CLAMS-trained temporary staff.
· Hiring policy has to be in place. How are temporary staff supervised and controlled?
· With Friends $15,000 emergency funds, is checking account set up? Who issues the checks?
There was a very lengthy discussion as to how to bring in the temporary contractors; how to handle the Friends’ emergency funding; and keep in mind we’re in a crisis situation to be dealt with immediately.
David referred the Trustees to Massachusetts General Laws, Chapter 78, Sections 10, 11, and 12, which cover Town Libraries and Trustee powers and duties. He also referred to Chapter 78, Section 34, which covers Employment contracts for library staff.
The Trustees then put to a vote the question: Do we want to open a Mashpee Board of Library Trustee Temporary Staffing Account for the purpose of administering funds to hire and pay temporary staffing for the Mashpee Library? All Trustees voted “yes” so it passed unanimously.
Motion: David Burton motioned that
1. Helene DeFoe should put together a list of candidates and also Helene should take whatever measures are needed to staff the Library temporarily from May 1,2010 to June 30, 2010;
2. The Trustees shall establish a Subcommittee of 3 Trustees to create an employment contract; and
3. The Trustees shall appoint 3 Trustees to administer the Mashpee Board of Library Trustee Temporary Staffing Account.
Carlo D’Este seconded this motion; and it was unanimously passed.
Jane Dolan stressed that all applicants be subject to CORI review. Helene responded that would definitely be part of the process.
David Burton, Carlo D’Este, and Nancy Soderberg volunteered and were appointed as the Subcommittee members.
Motion: David Burton motioned that Nancy Soderberg be appointed Treasurer of the Mashpee Board of Library Trustee Temporary Staffing Account; John Kowalski seconded this motion; and it was unanimously approved.
May 21 – Formal Dedication
David updated the Trustees. He said they are still researching names; intention is to get bulk of the invitations out by May 1st. David said the cost is 70 cents/invitation, including postage.
Approval of Minutes
Carlo D’Este motioned to accept the minutes of the Meeting of April 13, 2010 as presented; John Kowalski seconded this motion; and the motion was unanimously approved.
Next Meeting
6 p.m. on Thursday, May 13, 2010 in the Library Conference Room.
Adjournment…
David Burton motioned to adjourn the meeting; Carlo D’Este seconded the motion; and it was unanimously passed. The meeting adjourned at 8:16 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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