BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, OCTOBER 9, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Sandra Lahart, Carlo D’Este, Chip Bishop, Sue McGarry, Jane Dolan, and Patricia Gamache .
Also Present: Kathy Mahoney – Library Director
Nancy Soderberg – President, Friends of the Mashpee Library
Jack Kowalski, Chairman, called the meeting to order at 5:02 p.m.
Approval of Minutes
Carlo D’Este motioned to accept the Special Meeting minutes of September 21, 2012 as presented.
Motion was seconded by Patricia Gamache.
VOTE: Yes-6; Abstain-1.
Roll Call Vote: John Kowalski, yes Sue McGarry, yes
Sandra Lahart, yes Carlo D’Este, yes
Chip Bishop, yes Jane Dolan, abstain
Patricia Gamache, yes
Friends of the Library
Nancy Soderberg reported that the Friends did not have their meeting last week because she was not available due to a family emergency situation. Chip Bishop welcomed Nancy back to the Trustees meeting.
- Chip reported that the Memo of Understanding has been signed and he distributed copies to the Trustees.
- Chip stated that Kathy Mahoney has been working very hard to answer a question raised by Nancy Soderberg as to the status of the expenditure of funds donated by the Friends. Chip passed around a spreadsheet that gives a bit of a snapshot of where we stand with the expenditures.
- Kathy Mahoney explained the difficulty in doing breakdown as to whose money was spent on which purchase is due to the difficulty to separate donations from other sources from the Friends’ donation. Kathy said it is difficult to differentiate between Friends and other contributor’s money once deposited in the Donation account. The Accounting staff has indicated that it is too labor intensive to track many different little pots of money. However, Kathy is going to try and explore some of the MUNIS reports that Town Accounting has and that might be helpful.
- Chip said the Friends are going to try to consider donating another $55,000 this year and he has suggested Kathy try to keep record of what is spent from Friends’ funds. Kathy said she suggested as she purchases items from the wish list she will let Friends know and in that way they can keep a tally.
- Friends Annual General Membership meeting is scheduled for 10:30 a.m. on October 25th in the Library Events Room. Nancy Soderberg announced they may change that date and she will keep everyone informed.
- Chip noted that liaisons from the Board of Trustees will be ex officio members of the Board of the Friends.
Pat Gamache raised a question regarding Friends’ By-Law revision in that the old By-Law stated if Friends’ organization dissolved the funds would go to the Library Donation Account; however the revision states the money goes to a 501(c)(3) foundation. Nancy Soderberg said the State law requires it has to go to another 501(c)(3) and also the State wants to have the court involved. Sandi Lahart said couldn’t the Friends’ final action be to move funds to the Donation Account? Nancy said other organizations have dissolved and do this.
Jack thanked Nancy, Chip, Sandi, the Friends and all involved for getting all these things finalized. Good job.
Nancy Soderberg exited the meeting at 5:35 p.m.
Reports
Kathy Mahoney’s monthly report was discussed at length. A copy of the report is attached to the printed set of these minutes.
- Kathy was asked to review for the Trustees the effort she expends in serving on the CLAMS committee and she noted that it is the responsibility of Library Directors to serve and that CLAMS keeps advancing with technology.
- CLAMS launching on-line patron library card registration. E-card good for 30 days before converting to a library card. CLAMS also launching new smart phone apps, which should make it easier for patrons to manage their own accounts. There is also a new NOOK app that will allow patrons easier access to library eBooks.
- Trustees were pleased to hear of this new CLAMS service for patrons.
Tutoring…Kathy advised the Trustees a request was received to reserve the Conference Room every Tuesday and Thursday from 1 to 3 p.m. for the duration of the school year for a paid tutor to hold class for a group of about 6 families. This was discussed at length:
- Concern over amount of time the Conference Room would be tied up.
- Kathy agreed it would block out a lot of groups from using the Conference Room.
- Chip stated concerns should be addressed and we should have a simple one-page proposed policy drafted by Kathy for Trustees to review. Kathy will do this.
- Kathy said some libraries are charging the tutor a fee to use the room since they are often charging fees to the families.
Conclusion: Kathy to write letter to the requester advising we are working on a policy and their activity is outside the scope and would not be feasible.
Staffing
Jack reported that since the last Trustees meeting he attended a meeting with Joyce, Marilyn, Mike, and Kathy requesting funding for a part-time assistant. Jack informed Joyce that without staff we will have to reduce hours. No one wants that to happen. Joyce went to Finance Committee to ask for funding for staff; FinCom did not approve because 3 of the members felt it was not an extraordinary emergency as they saw it.
Jack said then we got word that one of our employees would be out on leave… possibly for a lengthy time. Jack went again to Joyce and she is approaching Cable Committee to request $10,000 to purchase laptops and cart so that Library can use that money to keep a contract worker through June-2013.
Jane Dolan noted for the record that she does not want to use donation funding for staffing. All Trustees agreed with this sentiment but also strongly feel they don’t want to reduce the Library hours if at all possible. Jack noted that keeping the contract worker would help get us through the winter.
Jane suggested sending a copy of the Strategic Plan to the Board of Selectmen. Kathy said it could be distributed publicly once it’s approved by the State Board of Library Commissioners.
Motion: Carlo D’Este motioned to authorize Kathy Mahoney to get $10,500 extraordinary emergency funding from the donation account for contract worker through June-2013.
Chip Bishop seconded the motion.
VOTE: Yes-6; No-1.
Roll Call Vote: John Kowalski, yes Sue McGarry, yes
Sandra Lahart, yes Carlo D’Este, yes
Chip Bishop, yes Jane Dolan, no
Patricia Gamache, yes
Jane Dolan exited the meeting at 6:20 p.m.
Staffing (continued)
Chip said this staffing issue is critical and we have to do a better job of making our case to the public. Sue said we need to have a plan for gaining support from the public and get fast facts. Jack added that we just finished the Strategic Plan and this is what the residents need to read and understand.
Volunteer Brunch…Trustees agreed this should be done again this year.
Motion: Sue McGarry motioned to plan for a Volunteer Brunch at a date to be determined; Carlo D’Este 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
Close 2 hours for Parade…Request to close Library at 3 p.m. on Saturday, December 8, so Chamber of Commerce can stage the Christmas Parade as done each year.
Motion: Carlo D’Este motioned to close the Library at 3 p.m. on December 8th.
John Kowalski 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
Request for piano…Kathy said someone is interested in acquiring the piano that’s in the events room since an exchange student resides with them who is a pianist. Trustees pleased to see someone interested and agree this piano is not sturdy enough to remain at the Library; however, Kathy is to check with Nancy Soderberg on this request.
Senior Projects…Kathy said Library is one of the departments to represent Town of Mashpee at the high school by sponsoring projects for the seniors.
Kathy Mahoney brought to the attention of the Trustees following events:
- Author’s Alley – November 23, 2012 from 2-5 p.m. South Cape Village.
- Take Action – November 1 from 3-5 p.m. at Osterville Library. Jack plans to attend. He said this is perfect for us. This is a program to encourage community activism for libraries.
- Cape Cod Volunteers sponsoring a program at Cotuit Center explaining how to serve on boards and committees and they would be willing to do one at Mashpee. Kathy said the Town is going to try and do something similar since Mashpee committee members dwindling.
Next Meeting…5 p.m. on Tuesday, November 13, 2012 in Library Conference Room.
There being no further business to discuss, Jack asked for a motion to move to Executive Session to discuss staffing.
Motion: Sandra Lahart motioned to adjourn at 6:40 p.m. The Library Trustees will enter into Executive Session for the purpose of discussing staffing. The Trustees will not reconvene in Open Session.
Motion seconded by Carlo D’Este.
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
Respectfully submitted, Jean Giliberti, Recording Secretary
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