BOARD OF LIBRARY TRUSTEES
SPECIAL MEETING
FRIDAY, SEPTEMBER 21, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Sandra Lahart, Carlo D’Este, Chip Bishop, Sue McGarry, and Patricia Gamache (arrived 2:15 p.m.).
Absent: Jane Dolan.
Also Present: Kathy Mahoney – Library Director
Jack Kowalski, Chairman, called the meeting to order at 2:04 p.m.
Approval of Minutes
Chip Bishop motioned to approve the Regular Session minutes of September 11, 2012 as presented.
Motion was seconded by Sandra Lahart.
VOTE: Yes-3; Abstain-2.
Roll Call Vote: John Kowalski, yes Sue McGarry, abstain.
Sandra Lahart, yes Carlo D’Este, abstain.
Chip Bishop, yes
Current/Future Library Staffing
Jack Kowalski stated the Trustees will address current/future staffing first since it will tie into the Strategic Plan review to follow.
Kathy Mahoney distributed copies of weekly work schedules for weeks of September 24 through December 24, 2012. Kathy said she and Janet Trask went through the schedule and removed everyone who is a contract person—so these schedules have only employee staff listed. Kathy reported that:
- Kathy met with Library staff and they agreed they would all work to close of the building at 5 p.m. Everyone will start work 9 a.m. to 5 p.m., rather than having people come in 9:30 a.m. to 5:30 p.m.
- Kathy talked with staff about changing work days.
- Weekly work schedules show staffing of the Library with nobody on vacation; nobody out sick; or nobody out of the building for meetings, etc.
- New staff position was to be presented for approval at next Monday’s Board of Selectmen meeting, but that meeting has been cancelled so it should be on BOS agenda to be approved October 1st. With that timing, probably new person would not start until November 1st.
- Library staff consists of 4 full-time and 4 part-time people (including Library Director). The 2 part-timers have other jobs so their schedule difficult to maneuver. Kathy explained difficulties in trying to juggle schedules—not much leeway.
- Chip asked whether State would come in and recommend staffing size. Jack said we’ve already done that on our own by comparing Mashpee Library against all Cape libraries.
- Kathy offered that it would be better to reduce hours and remain open consistently, rather than maintain a schedule that could result in emergency closings due to lack of staff, and potentially jeopardize accreditation.
- Sandi recommended we get all our staffing and comparative figures together and have available.
Current/Future Library Staffing (continued)
The Trustees expressed their grave concerns in trying to operate the library with such a scant headcount and they noted that this is an emergency situation that must be dealt with immediately, especially since only 3 individuals are scheduled to work on Saturday, September 29 and on Saturday, October 13. We cannot have this building open to the public with only 3 staff here. Accordingly, Jack Kowalski is to notify Selectmen’s office of the critical emergency situation and to request immediate emergency funding to staff the Library.
Motion: Sandra Lahart motioned to approve Kathy Mahoney to get emergency funding as needed to staff the Library minimally on September 29th and October 13th.
Patricia Gamache seconded the motion.
VOTE: Yes-6.
Roll Call Vote: John Kowalski, yes Sue McGarry, yes.
Sandra Lahart, yes Carlo D’Este, yes.
Chip Bishop, yes Patricia Gamache, yes.
Carlo D’Este asked that when Jack contacts Selectmen he should remind them that over the years this Library has given thousands of dollars to the Town through the fines collected; over the years that amounts to big bucks; and that perhaps it’s time that we are allowed to recoup some of that money.
During the discussion the following suggestions, comments, and ideas were presented;
- Sandi said Joanne Lemay, secretary at Christ the King Church, mentioned she may be willing to volunteer on Wednesday.
- Chip suggested perhaps go to the Friends to see whether someone would volunteer.
- Chip said there was a situation in Barnstable when in a pinch departments can borrow manpower from other departments—would that work here?
- Pat said what about getting staff through Bibliotemps? Kathy said we have to pay temporary staff through Bibliotemps, so there is no real advantage to that option.
- Chip said we have short-term crisis issues to deal with and should be pursuing all opportunities and at same time address long-term needs and challenges.
Final Review of Strategic Plan
The Trustees reviewed the draft Strategic Plan document submitted to them by Kathy Mahoney. Highlights of the discussion included the following:
- Plan reviewed annually and can be changed each year where needed.
- Plan is submitted to the State.
- Plan to be submitted by October 1st due date. State approves and then Trustees can release to the public. Carlo suggested approved Plan be placed in binder form and also placed on the Library website.
- Over 50% who answered the survey are in the over-60 age group.
- Teens who attended Strategic Plan Focus meeting said teen room needs programs. In the survey, the 60+ group said we should have teen programs.
- Sue suggested having replacement schedule for furnishings…even if last thing done in year-five.
- Chip asked whether we can update Library website and make presentation nicer and more user-friendly. Kathy said she recently spoke with Tom Mayo and he is looking into what can be done to re-design…also Chip asked whether or not it can be done through an outside web designer.
- Kathy said she will pull out the action plan for this year.
Final Review of Strategic Plan (continued)
The Trustees provided some editing of the draft document to Kathy, which she will incorporate into the finalized Plan document.
Sue congratulated Kathy Mahoney on the outstanding job she did on the Strategic Plan process and the documentation created. All the Trustees voiced agreement and said it was a marvelous job – well done. Jack added that everybody commented on the demographic of Mashpee that Kathy Mahoney did and they all said it was well done. Chip said it is a great tool for us in going forward.
Motion: Carlo D’Este motioned to adopt Strategic Plan as amended.
Chip Bishop seconded the motion.
VOTE: Yes-6.
Roll Call Vote: John Kowalski, yes Sue McGarry, yes.
Sandra Lahart, yes Carlo D’Este, yes.
Chip Bishop, yes Patricia Gamache, yes
Discussion
Sandi asked whether anything more being done on the Foundation. Jack Kowalski said he is to meet with the attorney next week and it will be on Trustee meeting agenda next month.
Adjournment
Sandra Lahart motioned to adjourn the meeting; Sue McGarry seconded the motion; and it was unanimously passed. The meeting adjourned at 4:10 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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