BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JULY 10, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Patricia Gamache, Sue McGarry, Carlo D’Este, Chip Bishop, and Jane Dolan.
Absent: Sandra Lahart.
Also Present: Kathy Mahoney, Library Director
Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5 p.m.
Approval of Minutes
Jane Dolan motioned to approve the Regular Session minutes of June 12, 2012 as presented.
Motion was seconded by Chip Bishop.
VOTE: Yes-6.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Jane Dolan, yes
Sue McGarry, yes Chip Bishop, yes
Reports
Kathy Mahoney e-mailed to each Board member a copy of her monthly report for June. 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:
- Chip noted circulation was down from last year. Kathy Mahoney explained various reasons and that across the board most of the libraries in similar position. It was also noted that the figures exclude e-books.
- Young people who contributed in the Strategic Plan process were very positive. 14-year old asking if some type of writing program could be set up and Carlo D’Este offered to teach it…Carlo and Chip Bishop may do this in tandem.
- Kathy spoke with one of the young people today who called and said she wants to volunteer at the Library. The Trustees were very pleased to hear this.
- Chip asked why is Library turning back to Town $20,000 from FY-12 employee salary line when we are in dire need of staffing. He asked why those funds couldn’t be placed in reserve. Kathy said she asked about doing that but was told when money for budgeted year not used for allocated purpose then it goes back to General Fund. Mike Richardson explained the policy and why unused allocation(s) go to General Fund.
Policy Updates
Kathy reported that Town Counsel approved the gift policy and that he is very happy with how well we are doing in updating Library policies. Kathy said that when policies are approved by Town Counsel that is when they’re adopted. Accordingly Kathy is placing that “adopted” date on the policy.
Kathy said Town Counsel approved the art policy but now that Library has different “hanging” system we may need to add some more guidelines to that policy. Kathy does not think this would need Town Counsel approval, but would need Trustee approval.
Reports (continued)
Community Survey … In hope of increasing community participation in completing the survey, it was agreed that more publicity and distributing survey forms and on-line address to complete the survey might get more feedback. Dealing with paper copies of the survey will be time-consuming, so wherever possible urge on-line participation. Various suggestions:
- Provide Senior Center with a supply; also Town Hall; Fire Department; and Police Department.
- Distribute at Chamber of Commerce after-hours gathering…Mike Richardson said he will do this.
- Advertise on Community TV channels…Contact David DelVecchio to accomplish this.
- Kathy to mention again in Library column in the paper.
- Circulation Desk to remind patrons about the survey.
- Each Trustee will check with Kathy Mahoney and have a designated area to distribute the information throughout town.
- Results or close to findings of the survey to be submitted at August 16th Strategic Plan Committee meeting.
Friends of the Library
Mike Richardson had a good meeting with Leslie, Nancy, Ceil, and Kay…members of the Friends Board. They are receptive to meet to chat with Trustees; they are very receptive to Trustees/Friends going forward. Some of the points made:
- They have a bunch of fundraising ideas.
- They would like to know in broad terms what money provided is spent.
- Strong feelings of hurt, but they would like to go forward and work with Library and Trustees.
- They asked if liaison from Friends could come to Trustees meeting…Trustees responded “of course”.
Carlo said he and Jack were told that the Friends no longer were interested in raising funds. He said their working with fundraising is great.
Consensus of the Trustees was they want to see this work. Jack said he feels if we do it and do it with the right attitude then there will be change and there is a lot more to be gained by going forward.
Chip commented that he thinks Mike Richardson did a terrific job by reaching out. Maybe next step is to set up a meeting with the Friends, 2 Trustees and Kathy Mahoney, and Mike Richardson present. Chip said meeting should have agenda with big picture issues. The Trustees agreed in principle with Chip’s suggestion. In addition, Trustees agreed Chip Bishop be named liaison to the Friends in tandem with another Trustee. Jack will ask Sandi Lahart to work with Chip in reaching out to the Friends.
Mike Richardson will go back to the Friends to advise that Trustee delegation is to meet with the Friends.
Corresponding Secretary Report…Sue McGarry said there is nothing to report this month.
Old Business
Selectmen’s mandate and what it means to Board of Library Trustees
Basically, every year organize and come up with best structure for Library Trustees to do the job.
Mike Richardson exited the meeting.
Library Foundation
Jack reported that we are at the point where we have to make a decision. Jack said he had a meeting with Brian Garner of Dunning, Kirrane, McNichols & Garner (MDKM&G) law firm and we are at the point where we can file corporate status and get Foundation established with the IRS. The IRS now gives temporary approval and Foundation can start fundraising but until finally approved those are held funds. Cost to do this: Brian suggested cost from law firm would be $1,500 with caveat we pay filing fees…which Jack estimates to be about $500. Next step if approved is Brian will go ahead and appoint 5 directors for the Foundation board. Chip asked: How does this stand…is it duplicated with Friends foundation? Jack responded “yes”, but strongly
recommended we do on our own. We don’t know Friends’ situation and for the amount of money involved it is much better with “clean slate”.
Sue McGarry noted that with endowment you only get interest on that to work with. Jack said if we do endowment first that would be safe approach. Jack said the Foundation board would decide whether funds go in endowment versus foundation.
Chip asked about the Cape Cod Foundation. Jack said we did look at that but initially we would like to go it alone.
Motion: Patricia Gamache motioned to establish 501(c)(3) Foundation and pay Dunning, Kirrane, McNichols & Garner funds involved not to exceed $2,500. Chip Bishop seconded this motion.
VOTE: Yes-4; No-2.
Roll Call Vote: John Kowalski, yes Jane Dolan, no
Carlo D’Este, yes Sue McGarry, no
Chip Bishop, yes
Patricia Gamache, yes
New Business
Board of Library Trustees Organization/Responsibilities … Tabled for next meeting.
Review of articles filed for October Town Meeting
Jack reported that Pat, Carlo and he met as the Personnel committee to discuss submitting an Article for Town Meeting requesting creation of 2 part-time circulation assistant positions. Jack explained they did this in order to meet the July 9th deadline for submission of Town Meeting Articles. The Trustees were in total agreement with the submission of the article requesting the creation of 2 part-time circulation assistant positions.
Next Meeting…Tuesday, August 14, 2012 at 5 p.m. in the Library Conference Room.
Adjournment
Carlo D’Este motioned to adjourn the meeting; Patricia Gamache seconded the motion; and it was unanimously passed. The meeting adjourned at 7:20 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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