TOWN OF MASHPEE
LIBRARY BOARD OF TRUSTEES
Mashpee Public Library Conference Room
Minutes of the Meeting of Tuesday, October 12, 2010
Board Members Present; Members Absent: Also Present:
David Burton Dianna Smith Helene DeFoe, Library Director
Jane Dolan John Kowalski Sandra Lahart
Patricia Gamache
Carlo D’Este
Nancy Soderberg
Chairman David Burton called the meeting to order at 6:05 PM.
APPROVAL OF MINUTES
Pat Gamache made a motion that the Board accept as presented the minutes of the Library Board of Trustees meeting of 9/21/10. Nancy Soderberg seconded the motion. The motion was unanimously approved.
REPORTS
1. Helene DeFoe – Library Director’s Report (See Attachment A for Full Report)
CLAMS Circulation Statistics (See Attachment B for Full Report). Helene DeFoe distributed copies of her monthly report to the Board. Helene DeFoe stated that September was another record-setting month of activity with a total of 14,264 circulation items. The monthly total increased 50% over the same time period last year. Helene reported that the meeting rooms are being heavily used, with requests regularly exceeding the number of rooms available.
The Safe Child Policy (See Attachment C). Helene DeFoe commented on the need to revise the Safe Child Policy. A gray area was discovered concerning a few parents who were leaving 10- to11-year-old children unattended who are not old enough to use the second floor adult space. The original intent was to allow them unattended in the Children’s Room, but if they are using the second floor adult space, they should be accompanied by a parent. The new policy has been revised to clarify that. Helene DeFoe stated that the revised policy is posted in the Children’s Room, and is also available at the reference desk.
David Burton made a motion that the Board accept the amended Safe Child Policy presented by Library Director Helene DeFoe. Jane Dolan seconded the motion. The motion was unanimously approved.
Budget. Helene DeFoe stated that she has just begun to work on the budget, due Nov. 1st. The town still has a hiring freeze, but she plans to put in for the creation of three new staffing positions that hopefully will be approved at the October 18th Town Meeting. If approved, the funding for the new positions would then be voted on at the May 2011 Town Meeting. Other than that, the budget is very much the same as last year, per Town Manager’s instructions to submit a level funded budget. Helene DeFoe stated that she will be prepared to respond to any queries at Town Meeting regarding the request for creation of the new staff positions, but is not planning to do a formal presentation.
2. Janet Burke – Children’s Librarian (See Attachment D for August Report)
Helene DeFoe stated that PersonNameJanet Burke’s job has grown so much that there is no way she can serve all the children of Mashpee. If approved, one of the newly created staff positions will be to assist with the Young Adult responsibilities.
3. Friends of Mashpee Library Activities
· In John Kowalski’s absence, Helene DeFoe reported that the Friends have been talking about staffing a table across from the Circulation Desk, selling 50/50 raffles, book bags, and providing information on the Friends and basic library services. Katherine Pinard, who has been organizing the desk and had a training session two weeks ago with a small core group of volunteers, hopes to expand the staff coverage from two to four hours a day to all of the hours the library is open.
· November 20th and Dec. 4th – Nearly New Book CityplaceSale. Very high quality books that have been donated will be sold and gift wrapped. The “Barefoot Books” lady will be present at the Dec. 4th sale, as well as a story teller.
· The Friends have bought two Christmas Trees and a Menorrah. One tree will be in the main lobby, and one in the Children’s room. Trees will go up in early December.
· October 26th – A Volunteer Thank-You Breakfast was held in the Events Room.
COMMUNICATIONS
1. Request from Village Crafters of Cape Cod
David Burton reported receipt of a letter from the Village Crafters of Cape Cod, requesting confirmation of the scheduling of next year’s Artisans’ Fair on Saturday, August 13, 2011. The Village Crafters are asking that the Craft Fair be held in the library parking lot adjacent to Rt. 151, rather than the Green across the street from the library, for increased visibility by the public. The Village Crafters have also requested the use of the Library Events Room on Thursday, Dec. 1st, 2011 for an indoor holiday show, the proceeds from which are to be donated to the library.
The Village Crafters requested that the library remain open all day on Saturday, 8/13/11, in order to attract people to the Craft Fair. Helene DeFoe stated that she is not in favor of this, as she has a small staff of four people on Saturdays and does not have funds in the budget to pay for four hours of overtime for four staff members, nor does she wish to ask the already overworked staff members to work extra hours on a Saturday.
David Burton made a motion that the Board allow the Village Crafters to use the library premises behind the parking area for the Artisans’ Fair on Saturday, August 13, 2011, and to reserve the library Events Room for a holiday gift show on Thursday, December 1, 2011. Nancy Soderberg seconded the motion. The motion was unanimously approved.
OLD BUSINESS
1. Warrant Articles for Town Meeting – 10/18/10
David Burton reminded the Board members of the Town Meeting on October 18th, with two warrant articles up for approval to create 3 additional positions for the library staff.
2. Library Dedication – Friday, Oct. 29, 2010
Jane Dolan has sent out invitations via email, with invites mailed to individuals not on email. PersonNameJanet Burke is working on a program for the event. The program will commence outside the library with a VFW honor guard flag raising, the Mashpee High School A Cappella choir will sing the National Anthem and two other pieces, and then the group will move into the Events Room, with four speakers: David Burton, Theresa Cook, Helene DeFoe and George Comeau, former Chairman and current member of the MA. Board of Library Commissioners. The program will last approximately 45 minutes to one hour. David Burton and John Kowalski are in charge of refreshments at the conclusion of the program, and are working with Roche Brothers Catering on the menu. David Burton stated that menu suggestions from the
Trustees are most welcome. Jane Dolan volunteered to provide floral centerpieces for the refreshment table.
Jane Dolan recommended that the dedication program should incorporate participation by a representative of the Wampanoag tribe. Jessie Fermino Baird, winner of the MacArthur Award, was suggested as a viable candidate. The Board agreed that it would be most fitting to have Jessie give a blessing in her native tongue, and then in English, at the beginning of the program. Carlo D’Este will contact Ms. Baird to determine her availability to participate in the dedication program on the morning of October 29th.
Ted Theis, Commander of the VFW Post in Mashpee stopped by the Trustees meeting to confirm arrangements for the VFW participation in the dedication program. Mr. Theis stated that the VFW Post would like to request reserving a room at the library for their monthly meetings. Helene DeFoe stated that application forms for room requests are available at the front desk.
3. Discussion of Long Range Plan
Helene DeFoe stated that she has not had a lot of time to get involved with long range planning for the library. Helene mentioned that she went to an open house to meet the staff for the Massachusetts Library Systems in early July and met with Cheryl Bryan who lives on the placeCape and worked at SEMLS on their continuing education program and did workshops on running long range plans. Helene stated that because we are not looking for grants any time soon, we can take our time and perhaps look to Cheryl Bryan as a facilitator down the road. Further discussion of the Long Range Plan was tabled to the next Friends’ Board meeting.
4. Time Capsule Contents
Jane Dolan stated that the Time Capsule contents will be on display at the library on Friday, October 29th and Saturday, October 30th, 2010.
NEXT MEETING
The next meeting was scheduled for Tuesday, November 9, 2010, at 6:00 PM in the Library Conference Room. As there was no further business, the meeting was adjourned at 7:50 PM.
Respectfully submitted,
Ina G. Schlobohm (for Jean Giliberti)
Recording Secretary
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