BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, AUGUST 10, 2010
MASHPEE LIBRARY CONFERENCE ROOM
Present: Jane Dolan, Carlo D’Este, Patricia Gamache, and John Kowalski.
Absent: David Burton, Nancy Soderberg, and Dianna Smith.
Also Present: Helene DeFoe, Library Director
Jane Dolan called the meeting to order at 6:10 p.m.
Approval of Minutes
Carlo D’Este motioned to accept the minutes of the Meeting of July 13, 2010 as presented; Patricia Gamache seconded this motion.
Roll-call vote was taken and all Trustees present voted “yes”, except John Kowalski, who abstained. The motion was approved.
Reports
Helene DeFoe distributed her monthly report and the CLAMS Circulation Statistics report for the month of July as well as PersonNameJanet Burke’s report for the same timeframe. Copies of these reports are attached to the printed set of these minutes. The reports were reviewed and discussed. Some of the highlights included in the discussion:
· Patrons are using the registration system for computer assignment and it is working successfully.
· September is when the second part of the ARIS Report is due.
· According to Helene, we will probably lose $2,000 funding from the State because we cut the hours. Jane Dolan asked: Are we working under a waiver? Helene responded that Mashpee doesn’t need a waiver. Helene stated we are only slightly below the requirement on hours open but even with the reduction Mashpee meets the hours open accommodation. We are suppose to have library open 40 hours; we have 37 hours. Helene said it use to be meet “all or nothing” but now State has gone on a tiered system because of the economic conditions facing libraries and towns.
· In discussing the painted aluminum sculpture by Benn Silva, Jane said they are thinking of installing some type of light so it can be seen at night.
· Helene advised that the swipe at the addressStreetSteeple Street exit is not working. She said for some reason they had to change the lock cylinder and since then we haven’t been able to use the swipe. Helene notified Catherine Laurent about this.
· Jane asked whether there was some way to encourage more people to use the self-checkout. Helene explained that the self-checkout is being used but can’t be used on magazines or items from another library…these go through the circulation desk checkout.
· Jane asked whether volunteers use picture ID badges. Helene said they do wear non-photo ID badges to indicate they are volunteers.
Friends of the Library
Jack Kowalski said the Friends met today.
· Artisan’s Fair will be Saturday, August 21, with rain date on Sunday, August 22 for the art show. The Book Sale will be held inside the Library so that will be held August 21—rain or shine. Signs will be going up around different areas of Town. Jack said Barbara indicated that things are in good shape and order.
· Strategic plan for future of the Friends was discussed. Barbara has indicated that she is reaching the end of her rope in running little committees; writing paper article; maintaining web page; etc. The discussion was on how to better utilize members of the Friends as resources—such as doing a section in Barbara’s column may be called “volunteer corner” spelling out what is needed. Need more people involved—not just the Board members. Mary Jane Richardson is going to take over the web page maintenance.
· Jack said they discussed a 50-50 raffle going on continuously while the Library is open. There would be a monthly prize each month. Thinking was that a Friends’ volunteer group could do this. Helene suggested that they could have 2 volunteers sitting at a table at the weather station area of the Library—one person selling raffle tickets; and the other person handing out a form asking people to join the Friends and they could ask what type of activities they are interested in.
· Jack said that Sandra Lehart mentioned today that she has taken a full-time job and was stepping down from the Friends since she can’t make daytime meetings.
· Helene commented that Barbara mentioned that where she lived before they use to send out an annual appeal letter.
· Jane Dolan suggested that perhaps it’s time for the Friends to do an appeal to support the Friends’ funding the part-time positions being created in the October Warrant Article.
Old Business
Warrant Articles
Helene advised that Joyce Mason sent her an e-mail. Terrie Cook told Joyce the Trustees had amended the Warrant Articles so that part-time positions would be created and not funded. The Trustees said they would send something in writing. The motion had already been made and voted by the Trustees to make the changes, but the written notice was not sent. All Trustees present signed the written notice to the Board of Selectmen requesting the Board of Selectmen to amend the 2 Articles. Helene will deliver the signed notice to Joyce Mason. A copy of the notice is attached to the printed set of these minutes.
Staffing
Jane Dolan mentioned that at the last Trustee meeting she asked Terrie Cook about whether or not the non-paying volunteer coordinator position had been posted. Jane said she still has not heard back from Terrie.
The Trustees asked Helene to send a copy of the non-paying volunteer coordinator position write-up to Barbara to include in her column also.
Meeting room management and procedures
Pat Gamache reported that nothing has happened on this since the Subcommittee hasn’t been able to get together yet. Jane suggested that Pat “tweak” a draft and send it to the Subcommittee and they can review via e-mail and then come to the full Trustee meeting next month with a proposed draft for review. Jack is going to scan the Falmouth document to enable Pat to have a format to work from.
Jane suggested that we check with other libraries to see what they do if a parent says they cannot find a child—how do other libraries handle a “lock down”?
Old Business (continued)
Art Acquisition Policy
Jane Dolan stated that Goodwin, Proctor & Hoar referred her to Lawyers Clearing House in Boston. Jane is going to have a conversation with the Referral Director on Thursday afternoon.
Jane reported that Marvin Karp who wants to donate items said it is fine with him in our taking time to work out an Art Acquisition Policy as long as he can claim a deduction by year-end.
Library Dedication—October 1, 2010
Since David Burton was not present, Helene will contact David. Jane Dolan offered to work on the Subcommittee with Helene and David. Helene said she started compiling a list of invitees and she will send a general invitation to the Library Commissioners. The Trustees gave Helene suggested invitees to go on the list; Helene will compile the list to review with David Burton. Also among things to be done: invitations; speakers; refreshments.
Next Meeting…6 p.m., Tuesday, September 21, 2010 in the Library Conference Room.
Adjournment
Carlo D’Este motioned to adjourn the meeting; John Kowalski seconded the motion; and it was unanimously passed. The meeting adjourned at 7:30 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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