BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, MARCH 8, 2011
MASHPEE LIBRARY CONFERENCE ROOM
Present: David Burton, Patricia Gamache, Jane Dolan, Nancy Soderberg, Carlo D’Este, John Kowalski, and Sandra Lahart.
Also Present: Bridget Bontrager, Interim Library Director
Audience: Sue McGarry – Mashpee Resident
Brian Kehrl – Mashpee Enterprise
David Burton, Chairman, called the meeting to order at 6 p.m.
Pat Gamache introduced Sue McGarry, a Mashpee resident who was the former executive director of the Falmouth Public Library Foundation. Pat stated that she invited Sue to attend this meeting for when we discuss the process for establishing a library foundation. The Trustees welcomed Sue McGarry.
Approval of Minutes
John Kowalski motioned to accept the minutes of the Meeting of February 14, 2011 as amended; Jane Dolan seconded this motion.
Roll-call vote was taken and the motion was approved with Sandra Lahart abstaining.
Reports
Bridget distributed her monthly report and the CLAMS Circulation Statistics report for the month of February as well as Janet 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 at length. In addition to discussing the written report details, the following points were made:
• Bridget said the library staff is extremely appreciative to have the contract workers on board.
• Michelle Spinney cleared up a 3-week cataloging backup in 3 days.
• Bridget pointed out that the FY12 budget recommendation from Joyce has an adjustment to the materials line to meet State mandate.
• Bridget asked whether the old book shed could be brought back to store Friends book sale items.
• Bridget advised Trustees she ordered 2 books – one on policies; one a Library Trustee Handbook that she will hold for Trustee’s reference before releasing to the public shelf.
• Bridget is going to ask Friends to buy a cover for the piano in the Events Room that was donated to the Friends. The Friends had the piano tuned and restored. Jack Kowalski said the front legs of the piano do not have rollers so it should be on a platform along with the piano seat area. Jack will bring this to the attention of the Friends.
• Bridget said everyone at Town Departments has been gracious and welcoming and are there to answer any questions she has had.
Collections Development Policy…Bridget advised that she got collection development policies from different libraries on Cape. Bridget said she will collect about 20 and then give the Trustees a selection of 3-4 to consider what they would like. Having a policy will help to decide what collections to receive; mission statement; also policy to cover if someone has a problem with what you have in the library.
Teen Programs…David Burton reported that just before the meeting he received Teen Services Report from Kathy Mahoney. A copy is attached to the printed set of these minutes.
Reports (continued)
Weekly Stipend for Interim Library Director…The Town is paying a weekly stipend of $25 to Bridget to serve as Interim Library Director. The Trustees voiced concern saying that was insufficient. Jack Kowalski mentioned that when he and David met with the Town Manager she had commented that they knew $25 was not an appropriate amount but their hands were tied on that issue. The Trustees agreed that the Personnel Subcommittee should contact Town and take whatever steps necessary to address the issue that this $25 stipend amount is insufficient and should be increased. They will report back to the Trustees.
FOML Update…Pat Gamache reported that Barbara Notarius was not at the last meeting so Peter White chaired the meeting. Pat said David Burton was at this meeting and she was grateful since he could deal with questions that had arisen. Pat provided following highlights:
• David explained the situation of funding for the library staffing.
• Issues with the donor wall have been resolved.
• All plaques ordered; all bricks are in place.
• Author series is beginning April 16th at 11 a.m. They are calling it the first Dianna Smith Literary Series event. It will begin with Hank Phillippi Ryan and Cynthia from Market Street Bookshop will have newest book here for sale. Bridget said they have 103 tickets, but 100 to be sold since room is limited to 100. Bridget also said the Friends have another event in the Conference Room from 9-11 a.m. on April 16th.
• Pat said Friends would like to sell more bricks and they are looking for marketing concept ideas.
Pat said that while the author and others like Silpada jewelry give their commissions to the Friends, they are run by product representatives so they are profit-making groups. However, if we don’t allow Friends to bring in groups like this then what kind of fund raising could the Friends do? The consensus of the Trustees was if the for-profit entity wanted to use library then answer would be “no”, but if through Friends then we should respond “yes” since it is a fund-raising event and fits under the guidelines. Jack added: commercial endeavors not acceptable; commercial endeavors sponsored by the Friends will be considered.
When Friends use facility, we will ask them to fill in the application so that will assist in reviewing and scheduling. Bridget stated she reviews the applications and scheduling and she feels she should continue to do it. David Burton said this is going to be a Trustee function now. Pat Gamache said she will go back to the Friends with this.
Bridget pointed out that the library rooms have been in high demand. She said the following groups are scheduled to use the Library facility are: Celiac Support Group; The Daisies; The Girl/Boy Scouts; Brain Injury Support Group; American Red Cross; Wampanoag Language Reclamation Project; Chamber of Commerce for Information programs; Red Cross from Hyannis doing lifesaving.
New Business
Book Sales…Points presented by Bridget:
• Alice needs to be able to work one afternoon a week with 2-3 people. If we could have set time every week we could block that out for the Friends.
• Collections development policy would determine what gets added.
• Sheer volume is the problem.
• If we can streamline the process, then it should be more manageable.
David pointed out we have off-site storage sites for books; having books off-site is extremely impractical. Friends being a separate organization could not have any part of the library and he would like to think in the future there could be space devoted to the Friends.
Book Sales (continued)
Jack asked: As a Board are we committed to the book sale? He said Friends consider this the biggest money maker. He added: We have a shipping and handling problem. Jack said perhaps we should think in terms of having more book sales and maybe talk to Mike Richardson and see how we can handle it?
Bridget said maybe 3 or 4 big book sales and at end of year if books not sold send to Transfer Station.
Bridget said people are disturbed because we have empty shelf space but we are going to grow and soon shelves will fill up.
Consensus was to revisit this topic at next month’s meeting. This is a Friends area, and they should be part of this also. Pat Gamache suggested a subcommittee be created to work with Bridget and Alice on this and maybe come up with some ideas. The following Trustees volunteered to serve on the Book Sale Subcommittee: Pat Gamache, Sandra Lahart, and Nancy Soderberg.
Upcoming Town Events…
David said time to put in Articles for May Town Meeting is the second Monday in February. For October Town Meeting, Articles to be in by second Monday of July.
Bridget exited the meeting.
MPL Foundation
Pat Gamache reported that she met with Sue McGarry, who was the former executive director of the Falmouth Library Foundation. Pat gave the Trustees 2 publications of the Falmouth Library Foundation. Pat said we don’t want to re-invent the wheel and Pat feels that Sue would be willing to be a resource. Pat then asked Sue to brief the Trustees. Some of the comments Sue McGarry made to the Trustees included the following:
• Starting a foundation to benefit the library would be wonderful for the Town.
• Different models—some are overseen by library staff; some directly tied to Friends; some operate in addition to but independently from Friends.
• In Falmouth, Friends was doing it.
• Opportunity for Foundation to make its own mark.
• Foundation Sue was involved with wasn’t entertaining any ideas of support staffing, but Foundation can provide additional computers (upgrades, replacing, etc.); upgrading furniture; etc.
• Sue cautioned that you have to have really effective staff that can do fundraising; thank you; interface with Friends.
• Very important for Trustees to have strategic planning in place.
• Foundation would exist only to help Trustees implement the big picture.
• Look at what Friends do; and then Foundation could handle what Friends don’t do.
• Sue McGarry handed copies of the print-out information covering different models to Jack Kowalski and he will forward to the Trustees to review for next month’s meeting. Part of the material covered Needham. Sue said Needham gives good sense of what Foundation is and what it can do in Friends/Foundation relationship.
• Sue said the packet has a lot of necessary “evils”—that is, things that you have to do to establish Foundation.
• Falmouth’s Foundation folded last year based on decision it would be more cost-efficient if it was run through an account with Cape Cod Community Foundation. They transferred about $600,000 to the new account with Cape Cod Community Foundation.
MPL Foundation (continued)
Jane Dolan said last spring when we approved the Art Policy we had said the Foundation would be the owner. David asked: If someone donated art work does the Foundation take ownership? Sue McGarry responded that she did not know. She said she would think it would go to the library as part of their capital improvement.
Jack Kowalski said all the information simplifies a lot of it. He said he is hoping the Trustees could go through all the material and be ready to talk about it at our next meeting. Jack said he sees it that the library is going to be an informational center and for sources of information you have to have money. He said in doing an estate planning $50,000 will be going to the library and it should be going to a Foundation.
Sue McGarry said that Falmouth started with a lot of money; their goal was $1.5M and they had $1.8M so that gave a bit of a cushion. She said when Falmouth looked at Foundation possibility they invited other library foundation members to a meeting to give the pros/cons to having a foundation.
Sue McGarry exited the meeting at 8:07 p.m.
Communications
David asked whether a follow-up to Amelia Bingham was necessary or appropriate since we heard nothing yet. Consensus was that it was still early and Mrs. Bingham does travel so we would perhaps look to do this next month.
Posting of Library Director Vacancy
Papers to fill the vacancy filed March 1; Town Manager approved it and it goes to Board of Selectmen. As soon as they approve, it get posted. David said he can’t be at the March 14th Selectmen meeting and asked if someone from the Board could attend to please do so.
David said once posting done then when applications start coming in it will be decision of entire Board to fill the vacancy.
Library Hours of Operation
David said last May we shaved 4 hours off the open hours of the library and asked: Can we add these 4 hours back since it is within the budget to get us fully credited. Jane Dolan suggested Trustees ask Bridget if we increase hours can we maintain it. Consensus of the Trustees was to wait until after Town Meeting.
Jack Kowalski exited the meeting at 8:22 p.m.
Building Committee
Nancy Soderberg said what authority do I have? Most problems are part of the Town. Nancy said she agrees with Jane that we should get Stewart Roberts here to get feedback on the circulation desk issue. David suggested getting Catherine Laurent here to discuss. He said Catherine has been most helpful and willing to help us.
Carlo D’Este exited the meeting at 8:30 p.m.
Remembrances
Anton Buschenfeld & Dianna Smith… It was the consensus of the Trustees to do something in May.
Naming of the Teen Room…Tabled for next meeting.
Next Meeting…6 p.m., Tuesday, April 12, 2011 in the Library Conference Room.
Adjournment
Nancy Soderberg 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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