BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JUNE 12, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Patricia Gamache, Sue McGarry, Carlo D’Este, Sandra Lahart, Chip Bishop, and Jane Dolan.
Also Present: Kathy Mahoney, Library Director
Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5:05 p.m. Jack welcomed and congratulated Chip Bishop as newly elected member to the Board of Library Trustees and congratulated Pat Gamache on her re-election to the Board.
Approval of Minutes
Sue McGarry motioned to approve the Regular Session and Executive Session minutes of May 2, 2012 as presented.
Motion was seconded by Patricia Gamache.
Regular Session Minutes…VOTE: Yes-6; 1-Abstain.
Roll Call Vote: John Kowalski, yes Sandra Lahart, yes
Carlo D’Este, yes Jane Dolan, yes
Sue McGarry, yes Chip Bishop, abstain.
Patricia Gamache, yes
Executive Session Minutes…VOTE: Yes-5; 2-Abstain.
Roll Call Vote: John Kowalski, yes Sandra Lahart, yes
Carlo D’Este, yes Jane Dolan, abstain.
Sue McGarry, yes Chip Bishop, abstain.
Patricia Gamache, yes
Reports
Kathy Mahoney e-mailed to each Board member a copy of her monthly report for May. A copy of the report is attached to the printed set of these minutes. Highlights of comments made during the review of the Library Director’s report included the following:
- Reference materials being transferred to depository this week.
- Friends funded the new Museum passes.
- Jack asked if anything new arose in the ALA Safety Training Session Kathy attended on June 6th. Kathy said it was pointed out that libraries should have simple detail processes and have staff informed as to what they are to do; how to talk to people; how to interact with patrons; how to use security; and to call Police and Fire safety. Kathy said she will review this with staff when she has staff days.
- Chip Bishop questioned whether any criteria are in place for video games since some games can be quite violent. Kathy responded that we have no criteria but that everything we bought is also at other Cape libraries. Games (like DVD and other materials) are rated. Teens can borrow adult materials using their own card. Trustees said perhaps this is something we should look at when reviewing policies.
- Kathy asked Trustees what approval date(s) should appear on approved Library policies. The Trustees agreed that Trustee approval date should appear on the policy document and everybody’s approval date should appear on the spreadsheet list. “Everybody” includes Trustees, Town Manager, Town Counsel, etc. Kathy will send out a copy of the spreadsheet list and policies electronically to the Trustees and she will place one in the Trustee handbook.
- Next policy Kathy will review will probably be Child Safety and also Bulletin board policy.
Long Range Plan
Kathy provided a copy of the Strategic Planning Committee Workshop data listing. Jack said the demographics data Kathy worked on was an eye opener. In reviewing the data listing, it was obvious to the Trustees that there will be a lot to do and it will require funding.
Friends Update…Pat Gamache said nothing to report since the last meeting. Trustees suggested Jack should notify Nancy Soderberg of the upcoming Thursday Strategic Planning meeting…Jack will do this.
Communications
Selectmen Mike Richardson’s Comments
- Mike Richardson said there are a couple of positions for Library to fill and they are still in the budget.
- Everything is going well.
- Planning sessions are good strategic-wise…demographic data is interesting.
- Pat questioned why Articles at Town Meeting seem to be read twice—once by Moderator and then by a Selectman. Mike very briefly discussed Town Meeting procedures.
Corresponding Secretary Report
Pat Gamache reported that she sent a thank you note to Linda Steele at Cape Cod 5 for the book marks they donated to the Library.
Old Business
Jack reported that he spoke with Brian of DKM&G law firm yesterday and as of Friday the foundation will be incorporated—that is first step before going to a 501(c)(3). Brian is working with Hanson Public Library. Jack is to meet with Brian Friday. The Trustees had an in-depth discussion voicing a number of concerns with regard to going forward at this time with 501(c)(3) so Jack will inform Brian that will be put on hold at this time. Items discussed included the following:
- Friends fund will run out but after that have to be able to stand on our own.
- Foundation will be able to get bequeaths; apply for grants;
- If we can’t do on own, can hook up with Cape Cod Foundation.
- Brewster, Chatham, Orleans have foundations or endowments.
Some of the questions/concerns raised were:
- Do we have Town support to go forward with foundation?
- How do we get major support to make it happen? Jane pointed out that in midst of special building campaign they hired professional fundraiser and it was a wash…didn’t work out.
- Jack said if we don’t plan ahead, where is the money coming from?
- Sue said she feels we should have concrete ideas and thoughts about where money would be used. Also we have to realize a lot of work is ahead of us.
- Chip Bishop said strategically it is a good idea to keep foundation alive while talking with Friends.
Consensus of the Board of Trustees was to ask Mike Richardson to discuss Trustees/Friends situation with Friends of the Library. Mike will do this.
New Business
Jack said with the newly elected Board formed, annual election for Chairman, Vice Chairman, and Corresponding Secretary is to be held.
Motion: Jane Dolan motioned John Kowalski serve as Chairman for one year term; Sue McGarry seconded the motion; and the motion was unanimously passed.
Motion: Carlo D’Este motioned Patricia Gamache serve as Vice Chair for one year term; John Kowalski seconded the motion; and the motion was unanimously passed.
Motion: Jane Dolan motioned Sue McGarry serve as Corresponding Secretary for one year term; John Kowalski seconded the motion; and the motion was unanimously passed.
Discussion
Trustees asked Kathy how staffing needs can be demonstrated to show the staffing needed to service the Library. Also, Jane noted that we shouldn’t be spending funds out of the donation account for staffing. Jane Dolan suggested if Kathy could put together a “fact sheet” to submit to Town to enlighten how staffing time is used that might prove beneficial.
Jack Kowalski commented that when Strategic Plan is finalized that will be helpful in a lot of ways.
Chip Bishop recommended that the Trustees be given an updated staff organizational chart so the Trustees can better understand available positions and who is filling them.
Next Meeting…Tuesday, July 10, 2012 at 5 p.m. in the Library Conference Room.
Adjournment
John Kowalski motioned to adjourn the meeting; Carlo D’Este seconded the motion; and it was unanimously passed. The meeting adjourned at 7:25 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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