BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JUNE 14, 2011
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Patricia Gamache, Jane Dolan, Sue McGarry, Carlo D’Este, and Sandra Lahart.
Absent: David Burton.
Also Present: Kathy Mahoney, Library Director
Barbara Notarius – President, Friends of the Library
Nancy Soderberg – Friends of the Library
Mike Richardson – Board of Selectmen
Helene DeFoe – Retired Library Director
Audience: Geoff Spillane – Mashpee Enterprise
Jack Kowalski, Chairman, called the meeting to order at 6:02 p.m. and stated that agenda items would be addressed out of order listed on agenda since Jane Dolan has to leave the meeting by 7 p.m.
Reports
Events Room and Meeting Room Policies
Jane Dolan reported:
• They are looking to consolidate policies. Jane said she has been working on reviewing the policies to see if there are redundancies and, if so, to consolidate.
• Jane did some research on other library websites regarding fee structure. Fees vary from library to library. For instance, Sandwich allows for-profit groups to use their meeting room; Provincetown limited use to non-profit or governmental agencies. Provincetown charges $50 per hour for use of their rooms. Providence allows for fee events groups. They charge $100/hour for the meeting room but charges $200/hour for groups who are charging for the event.
• Jane spoke with Kathy Mahoney and Barbara Notarius this afternoon. Jane said she personally is open to having an income stream come in through the meeting room, but felt if we do so we have to set strict parameters on who we charge and what we charge. Also, is the Town agreeable to our doing this? If yes, where does the money go?
• Barbara Notarius stated that she spoke with Joyce Mason about this topic a year and a half ago before the library was open. Barbara said at the Senior Center Jim Long decides who pays or not and also how much is charged. By our giving room use for free not only are we not making anything but we’re depriving the Senior Center of income. Barbara said the Friends would provide personnel to monitor room events on library off-hours and suggested that the Friends would receive the fees for performing this service, but Joyce Mason said it would not be possible for the Friends to keep the money, it would have to be deposited in a Town account but could be labeled for library use.
• Barbara said little business groups have meetings in restaurants and pay $75/hour—it would be wonderful to have that money coming in for the library.
• Mike Richardson commented that the account would have to be a separate, earmarked account because it is a non-profit raising the funds.
• Barbara said the meeting room policy could say if you are a non-profit you have to apply for room a certain number of months ahead of time.
• Kathy said that she feels the first thing we have to do is talk with Joyce Mason and have her talk to Town counsel about what we can legally do in terms of charging fees for the use of a town building, and then determine where the money would be deposited, and how it could be used.
• Barbara said the Friends try to help when state/town funds are not available; but staffing is a Town responsibility.
CONCLUSION: The Trustees were unanimously in favor that Jane Dolan should explore fee structure further and the matter re-visited at next Trustee meeting. Jane asked Kathy if she would contact Joyce Mason and Kathy said she will do so.
Children’s Librarian Report
Copies of Janet Burke’s monthly report for May and the Children’s Summer Events Program were distributed to the Trustees. Copies are attached to the printed set of these minutes. Kathy advised that a lot of the summer program is being funded by the grant Janet Burke and Kathy applied for. They received the $3,000 grant. Kathy said the State ended up with a $1,500 surplus in funding, and decided to award the remaining money to Mashpee in recognition of our work.
Staffing Update
• Kathy said a week before she started she met with Joyce Mason and Marilyn Farren to talk about upcoming positions and how to staff the library.
• We’re coming to end of contract workers.
• Talked about options and talked about vision of library and how to go forward with staffing.
• Kathy said for upstairs position hiring of a 19-hour per week reference librarian doesn’t afford much of the coverage needed. Kathy said she worked at the Reference desk and that she and Bridget acknowledge that much of the work upstairs is helping patrons logon to computers and with their copying and printing needs…doesn’t have to be a reference librarian person to do this. Kathy commented that for the Children’s area, Janet Burke is the librarian and 2 assistants are in there to staff her desk. Kathy would like to do the same type of thing upstairs—that is, 2 assistants to handle the desk, in addition to a professional librarian.
• Joyce, Marilyn and Kathy discussed that instead of getting the librarian for upstairs, they would first get 2 part-time assistants to staff that desk so library would always have somebody at that desk. That would give us people up there in the event somebody is out. Joyce and Marilyn agreed to let us hire 3 part-time employees for the coming year—all would be assistants at the same level of pay. Since Town only created 2 actual positions at Town Meeting, there would be 2 positions that would be permanent part-time for this year and the third person would be a contract employee. Town will allow us to keep all monies they allocated to us but since we’re not hiring at the higher rate we can put some of that money towards hiring the third person. The
position will be contracted through the Town. Kathy approached the Friends to pay for the other ½ of the third person. The Friends approved up to $10,000 for the coming year to pay for the third person. Kathy said Town would require the payment in full by the hire date, since they need the funds before signing the contract.
• Joyce, Kathy and Marilyn all agree this is the way to go. This will give us a chance to see whether this works or not. Kathy said she would like to cross-train the 3 assistants hired on all 3 desks.
• Kathy advised that at the Library Staff Meeting the staff said they would like to feel they can take vacation time without putting everyone else in a jam. Kathy would like to move toward getting more people trained and relieve this situation.
CONCLUSION: The Trustees voted unanimously to approve going forward with the 2 permanent part-time positions and the 1 part-time contract position as proposed.
Friends of the Mashpee Public Library
Pat Gamache provided a written update report to the Trustees, which was reviewed and discussed. A copy of the written update on the Friends is attached to the printed set of these minutes.
In discussing the Friends’ concern about collection security and Barbara noting that no anti-theft system was installed, Helene DeFoe said she believed the committee had not objected to the cost of an anti-theft system but it was more an objection to appearance than cost.
Library Mission Statement
Carlo D’Este said the Mission Statement was last done in 2004 so will probably only need tweaking. Kathy and Carlo will meet to review and should have something for next month’s meeting.
By-Laws Revised 2011
Sue McGarry distributed via e-mail a draft revision of the Trustee By-Laws. This updated version would be the Fifth edition. The Trustees reviewed and discussed the draft.
Motion: Carlo D’Este motioned the Trustee By-Laws as presented with one addition be accepted; Jane Dolan seconded this motion.
Vote: All voted yes. This motion was unanimously approved.
Pat Gamache suggested that all polices be brought up-to-date because she said in talking with Kathy she was informed by Kathy that we can’t apply for grants unless a long-range plan is in place. Kathy said she spoke to Mass Library System about long-range plan and there are 2 versions that you can do—(1) a longer, more expensive plan; or (2) do one with the State that takes about a total of 3 meetings and 5 hours of public time. Kathy said she has the documents to work with.
Conclusion: Jack will work with Kathy on this and it will discussed at next Trustee meeting.
Jane Dolan exited the meeting at 7 p.m.
Salary and Compensation Report
Sandi Lahart provided a brief outline on data to be collected from other Cape libraries for comparison to reclassify the current library director position. Sandi Lahart said she spoke with Helene DeFoe and Jim Long. Jack said this is a number one priority so we should make June 28th the target date. Helene said when she was originally hired she was 35 hour work week. Bob Whritenour was town administrator at the time and said other directors were 40 hours and that’s how Helene was changed to 40 hours.
Unfinished Business
Naming the Teen Room
The Teen Room appropriately to be named: The Helene and Ed DeFoe Teen Room. Jack said Helene was very happy and thought the name was appropriate. Jack said his personal feeling is to put separate block letters carved out over the Teen Room, rather than a plaque. Sue McGarry said Locust Signs in Falmouth are good; Mike Richardson said Michael Day in Town is very good source. Sue McGarry will check out vendors and will report back at next meeting.
Inviting Police Chief to July Trustee Meeting
Police Chief Collins is to be invited to July Trustee meeting to discuss safety issues; as well as volunteer and staff training. Mike Richardson said Chief Collins does a wonderful job at these discussions.
Barbara Notarius commented that the old library had registered sex offenders identified at the door entry but at the new library nothing is posted. Barbara said she feels everybody, including Friends and Trustees, should have some type of badge when in the library children’s rooms. Kathy said in the Teen Room an adult cannot stay unless with a teen and that’s pretty much the standard policy.
New Business
Car Wash Fund-Raiser
Jack said Catherine Laurent advised that DPW had a request for a car wash fund-raiser on the Library grounds. It would be near the children’s section since that’s where the hose connection is located. DPW really doesn’t like car washes
since there tends to be refuse left behind, etc. It would be held on a Sunday. Jack said the bigger issue is we have a green issue since this is a waste of water. Sue McGarry said it would be dangerous because of traffic.
Motion: Carlo D’Este motioned that car wash fund-raisers are not to be permitted on Library grounds now or in the future. Pat Gamache seconded the motion. The motion was unanimously passed by all Trustees then present. Jane Dolan no longer in attendance.
Book sale storage
Jack said book sale storage is a tough issue but the Trustees are committed to doing something that’s appropriate, adequate and easier for the Friends. A big issue was getting rid of unwanted books—DPW will clear them away. Pat Gamache said we looked all over the Library for storage. Pat said she spoke with Kathy and she’s supportive too. Jack said Jane Dolan had suggested window seats with bench storage; also we’re looking at adding a section in the Conference Room on the opposite wall from where we currently have storage, as well as the storage area adjacent to the staff work room, which already has rolling shelves.
Appointments
Jack said that David Burton is willing to be liaison to DPW and also to be structural analyst for book storage area. Jack said David would serve well in these functions.
Motion: Carlo D’Este motioned to appoint David Burton as liaison to DPW; Sandi Lahart seconded the motion; and it was unanimously passed by all Trustees then present.
Motion: Carlo D’Este motioned to appoint David Burton as structural analyst for book storage area; Sue McGarry seconded the motion; and it was unanimously passed by all Trustees then present.
Comments from Mike Richardson
Mike Richardson addressed the Trustees and said that he asked to be Selectmen liaison to the Library and is happy to do so. He said that Janet Trask and he have been working on the library training program and he has 8 to 10 CD’s by section.
Mike Richardson said he happened to come to the Library and was not too happy about the condition of the grounds, the mulch, the bricks, etc. He called Wayne Taylor who is the Selectmen liaison for DPW. Mike said apparently Joyce heard and maybe there will be some action from DPW.
On another note, Mike said a gentleman, Mr. Jodka, has a number of good books he is willing to donate since he’s vacating his place in Boston. Barbara Notarius said have him call and an appointment can be set up.
Approval of Minutes…Approval of minutes was tabled until next meeting.
Next Meeting…6 p.m., Tuesday, July 12, 2011 in the Library Conference Room.
Adjournment…Sue McGarry motioned to adjourn the meeting; Patricia Gamache seconded this motion; and it was unanimously passed. The meeting adjourned at 7:40 p.m.
Respectfully submitted,
Jean Giliberti, Recording Secretary
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