BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, SEPTEMBER 11, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Sandra Lahart, Patricia Gamache, Chip Bishop, and Jane Dolan.
Absent: Sue McGarry, and Carlo D’Este.
Also Present: Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5 p.m. and noted that Kathy Mahoney, Library Director, not able to be at this meeting tonight.
Approval of Minutes
Jane Dolan motioned to approve the Regular Session minutes of August 14, 2012 as written.
Motion was seconded by Sandra Lahart.
VOTE: Yes-4; Abstain-1.
Roll Call Vote: Patricia Gamache, yes Chip Bishop, yes
Sandra Lahart, yes John Kowalski, abstain.
Jane Dolan, yes
Old Business
October Town Meeting Warrant
Jack Kowalski noted by way of background information that previously the Board of Library Trustees had voted to put an Article on the October Town Meeting Warrant requesting approval for 2 part-time desk staff. Trustees met with the Board of Selectmen and the Selectmen wanted to hear from Finance Committee on our proposal. Obviously no one was happy getting into budget requests in October…the preference is to deal with budget matters at May Town Meeting.
In Library budget submitted last October for this year, there was funding for 2 new clerk positions, which would have been created at May 2012 Town Meeting. The funding for one position was removed from the budget during the budget review process; the funds for the second position were left in the budget. Since funding for one position is still in the FY-13 budget, it was suggested that instead of submitting the proposed Article at October Town Meeting, we could hire one part-time circulation assistant now with funds currently available in the budget, and request a second part-time circulation assistant during the normal budget process. We would also ask that the Reference/Adult Services Librarian position, which is currently part-time, become full-time beginning next July 1. Mike Richardson spoke
with Town Manager Joyce Mason and got agreement to address this to the extent they can at this point. Jack said Kathy Mahoney made an excellent case with Town Manager and Selectmen as to staff needs; and Jack is confident about getting this done in May. The full-time reference librarian and part-time circulation position mentioned should be included in the May budget submitted to Town.
Motion: John Kowalski motioned that the Board of Library Trustees withdraw the Article submitted from the October Warrant in light of the agreement made with the Town Manager and the Board of Selectmen.
Motion was seconded by Chip Bishop.
VOTE: Yes-5.
Roll Call Vote: Patricia Gamache, yes Chip Bishop, yes
Sandra Lahart, yes John Kowalski, yes.
Jane Dolan, yes
Jack said he will ask Kathy Mahoney to send to the Trustees the job description write-up she prepared.
Jack said contract worker money will run out in two weeks. To date the Trustees and Friends have spent at least $85,000 of donated funds for temporary workers and subs to help with the staffing shortage.
Communications:
Friends of the Mashpee Public Library
Chip Bishop provided a revised Memorandum of Understanding that was reached with the Friends’ leadership members. The revisions are in red and were reviewed and discussed. A copy of the revised Memorandum of Understanding is attached to the printed set of these minutes. Chip said he feels we have a very good memo of understanding. He said we are going to work cooperatively and the Friends will follow our lead as to what should be done and when it should be done. Chip said he would hope the Library Trustees would agree to the revised Memorandum of Understanding and it can be finalized and signed. Chip stated that in the future if something happens then we will communicate and the Friends would be invited to attend Trustee meeting to discuss Friends’ meeting agenda items.
Mike Richardson added that it was a good business meeting between Friends and Trustees and they reached an agreement in principle. He said it was a good job done.
Motion: Chip Bishop motioned that the Board of Library Trustees accept the Memorandum of Understanding with the Friends as revised, and authorize the Chairman of the Board of Library Trustees to sign and forward to the Friends.
Motion was seconded by Sandra Lahart.
VOTE: Yes-5.
Roll Call Vote: Patricia Gamache, yes Chip Bishop, yes
Sandra Lahart, yes John Kowalski, yes.
Jane Dolan, yes
Library Director’s “Wish List”
Kathy Mahoney prepared a “wish list” of items to be submitted to the Friends for their consideration. Chip Bishop noted the Friends requested that the wish list be in priority order, which Kathy has done. It was noted that since we have a dire shortage of library staff, the 2 check-out station units requested are a very high priority. Chip Bishop and Sandra Lahart will submit this wish list to the Friends with the request the items be considered as soon as possible.
In reviewing the additional museum passes item on the wish list, a question was raised as to whether the message that the Library has such passes was reaching those with limited finances. The passes are advertised in the Library column, etc., but thought was perhaps something more could/should be done…get word to Senior Center, etc.
Reports
Long-Range Plan Update
A copy of the working draft of the Library Strategic Plan prepared by Kathy Mahoney was distributed to each Trustee.
- Long-Range Plan to be submitted October 1, 2012.
- Trustees to hold a Special Meeting hopefully before September 25th to finalize the long-range report. Pat Gamache will contact the Trustees to set a September date for the Special Meeting. Pat working with 2 p.m., Friday, September 21st as a possible date.
Chip mentioned that in reviewing the Plan, Trustees should also review the survey. Jack said this will be done and is part of the report.
Jack said term can be set as 3 to 5 year plan. In discussing 3-5 year term, it was concluded that because Plan is reviewed annually, setting 5 year term would be acceptable.
Long-Range Plan Update (continued)
Jack said the Trustees should agree tonight on the mission statement to be adopted. Three draft statements developed by the Strategic Planning Committee were reviewed and discussed. The Trustees unanimously agreed on the version 2 with the word “the” appearing before “Mashpee Public Library” on lines 1 and 3.
Motion: Patricia Gamache motioned to adopt the Mission Statement numbered “2” in the draft to read as follows:
“The Mashpee Public Library promotes life-long learning, discovery, enrichment, and civic engagement through materials, technology, and experiences. By serving a diverse population, the Mashpee Public Library facilitates access to information, the love of learning, and the building of community.”
Motion was seconded by Sandra Lahart.
VOTE: Yes-5.
Roll Call Vote: Patricia Gamache, yes Chip Bishop, yes
Sandra Lahart, yes John Kowalski, yes.
Jane Dolan, yes
Jane Dolan exited the meeting.
Discussion
Jack noted that staff vacations are coming up and that Kathy Mahoney will prepare a timesheet schedule for the Trustees to review since there is a possibility we may have to shorten library hours. Jack said we don’t know this for sure at this point.
Chip said he would hope we can avoid at all costs reducing library hours in any form. Jack sad he agrees in principle, but we have to address safety concerns. Mike suggested perhaps volunteers would help at the library to avoid reducing the library hours.
Meeting Schedule
Special Meeting tentatively scheduled for 2 p.m., Friday, September 21, 2012 in the Library Conference Room.
Regular Meeting scheduled for 5 p.m., Tuesday, October 9, 2012 in the Library Conference Room.
Adjournment
Patricia Gamache motioned to adjourn the meeting; Sandra Lahart seconded the motion; and it was unanimously passed. The meeting adjourned at 6:21 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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