BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, NOVEMBER 13, 2012
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Carlo D’Este, Chip Bishop, Sue McGarry, Jane Dolan, and Patricia Gamache.
Absent: Sandra Lahart.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5:01 p.m.
Approval of Minutes
Patricia Gamache motioned to approve the Regular Session and Executive Session minutes of October 9, 2012 as presented.
Motion was seconded by Sue McGarry.
Regular Session Minutes…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
Executive Session Minutes…VOTE: Yes-5; 1-Abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Chip Bishop, yes
Sue McGarry, yes Jane Dolan, abstain.
Friends of the Library
Chip Bishop reported that:
- At the Friends’ October 25th luncheon the Library received a check for $55,000 from the Friends without restrictions; their intent would be our intent to use funds for the wish list submitted.
- Everybody is in good spirits and working together.
- Friends had an Executive Committee meeting recently. Neither Chip nor Sandy Lahart were able to attend but Ceil Snyder reported that it was decided starting in December the Friends to have a meeting the first Tuesday of every month at 2:30 p.m. at Sovereign Bank.
- Friends decided to have their big fundraising luncheon on September 25, 2013.
- Working on a possible author’s breakfast at Coonamesett Inn at some point.
- Elected new officers for the coming year—namely: Nancy Soderberg-President, Ceil Snyder-Vice President, Leslie Marsh-Treasurer, and Mary Jane Richardson-Recording Secretary.
- Mashpee Chamber of Commerce informed Chip that they are hosting a presentation on fundraising for nonprofits on November 15th at 1 p.m. at the Chamber’s location on Joy Street, South Cape Village. Chip contacted the Friends and Ceil Snyder is planning to attend.
Friends of the Library (continued)
Chip said he was in the Market Book Store in Mashpee Commons today and Cynthia renewed her offer to again sell used books for the Friends as done last time to raise money for the Friends. Kathy Mahoney and Jack pointed out that the Library is currently handling book sales and it is running very smoothly and with success.
Conclusion: Chip will check with the Friends for input on Cynthia’s offer and then the Trustees will review again.
Sue McGarry commented if the Friends have the photo of them presenting the $55,000 check to the Library that would be good PR for them to publicize it. Chip added that it would be good for the Library to also put it on our Library website.
Reports
Kathy Mahoney provided her November monthly report, as well as the MBLC November 8th letter advising the long-range plan submitted meets all requirements. Kathy is going to contact MBLC to notify them that we submitted an action plan with our long-range plan, which is necessary when applying for a grant. Copies of the monthly report and the MBLC letter are attached to the printed set of these minutes.
Tutoring Policy
Kathy advised the study rooms upstairs are getting a lot of use. She provided a Library Tutoring Policy she drafted for the Trustees’ review and approval. After reading the draft, the Trustees commented it is very good; is comprehensive. Several changes were suggested and Kathy is going to edit the draft and then forward the edited draft to Joyce Mason to be reviewed by Town Counsel, if necessary. When document finalized, the Trustees will review for approval.
Library Budget/Staffing
The Library budget and severe staffing shortages were discussed at length.
- Jack reported that Trustee personnel subcommittee met with Kathy to determine Library needs. Jack said the subcommittee is trying to outline the needs to be able to run the Library as it should operate.
- Library proposed budget must be submitted to Town Manager by November 21, 2012.
- Current staff…Kathy said Library has the equivalent of 6 full-time staff. Jack said Library needs at least 11.5 people. Jack said he looks at Library as a business and Library Trustees and Town should run this as a business.
- Book budget…very small when compared to other libraries. Complaints being lodged about new book shortage. Kathy said to keep in mind with new books staff man-hours needed to do cataloging/referencing.
- Jack said we have to make our case to Town. Chip said perhaps if we had a 3-year budget plan that would get us to the goal in, say, 3 years. Unfortunately we are so understaffed and have been for so long, we need to meet needs now.
- Chip noted Mashpee still the fastest growing area on the Cape.
Kathy Mahoney said having the Library open 6 days is too heavy a burden with too few staff. She said they opened the Library today with only she and Janet Trask as actual staff employees here. The second floor and Children’s Room were staffed by the recently approved and funded contract employee and a worker from Cape Cod Elder Services, respectively. Kathy and Janet had to man the circulation desk until 2 o’clock. Kathy informed the Trustees of upcoming vacations scheduled throughout the remainder of the fiscal year and the terrible staffing shortage they’re facing during those weeks. If anything unforeseen arises, such as illnesses, etc., it would be possible that they would not be able to properly staff and safely open the Library.
Jack stated that while the Trustees have said they would not use donated funds for staffing, we are in a critical emergency situation with understaffing and with vacations scheduled. Trustees are making every attempt to not have to close the Library.
Library Budget (continued)
Jane Dolan commented that she strongly feels the Town should be providing funding for staffing and therefore would not vote to approve using other than Town funding for staffing purposes.
Motion: Chip Bishop motioned that the Board of Library Trustees reluctantly but out of necessity authorize Kathy Mahoney to draw down an amount not to exceed $15,000 through February-2013 Trustees meeting date to pay for understaffing, vacation, and unforeseen staffing needs; and Kathy Mahoney will provide a monthly report for Trustees to review.
Motion was seconded by Carlo D’Este.
VOTE: Yes-5; No-1.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Chip Bishop, yes
Sue McGarry, yes Jane Dolan, no
Communications
Sue McGarry reported a $50. donation was received from Vikki Gunn given in memory of Lionel Leblanc. Sue sent a thank you note acknowledging the donation.
Old Business
Foundation Update…Jack reported that the Dunning, Kirrane law firm submitted a prototype to the IRS for approval. It will take some time to go through the process.
Next Meeting…5 p.m. on Tuesday, December 11, 2012 in Library Conference Room.
Adjournment…Carlo D’Este motioned the meeting be adjourned; Chip Bishop seconded the motion; and it was unanimously passed. The meeting adjourned at 6:55 p.m.
Respectfully submitted,
Jean Giliberti, Recording Secretary
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