BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JANUARY 8, 2013
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Carlo D’Este, Chip Bishop, Sue McGarry, Jane Dolan, Sandra Lahart, and Patricia Gamache.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5:04 p.m.
Approval of Minutes
Jane Dolan motioned to approve the Regular Session minutes of November 13, 2012 presented, as amended.
Motion was seconded by Patricia Gamache.
VOTE: Yes-6; 1-Abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Jane Dolan, yes
Sue McGarry, yes Sandra Lahart, abstain.
Chip Bishop, yes
Friends of the Library
Chip Bishop reported that:
- Ceil would like to hear from Kathy Mahoney regarding what Ceil should say in her membership letter about how the $55,000 is being spent going forward. That membership letter (along with going to membership, et al.) is going to appear in the Mashpee Enterprise sometime this month. Approximately 2,000 copies of the letter will be sent out.
- Friends worked out a deal with a clean energy supplier—if you sign through the Friends then Friends receive some sort of commission back. Chip looked up the supplier and the name is Viridian Energy, Inc.
- There was some discussion about the book rental program—Friends supportive and would like to see it happen.
- Friends are moving right along with planning their upcoming events.
- Ceil said she does not see reason for her or any Friends Board member to attend Trustee meetings unless there is an issue they need to talk about. This is seen as a good sign. Likewise, Chip said it may be that he will stop attending Friends meetings at some time in the future, unless there is an issue.
Kathy Mahoney commented that a lot of CLAMS libraries have rental book collection shelf. She said everybody is doing it; you always have things on the shelf before it goes on rental shelf. Kathy said it can’t be done with Town money; you can’t buy books with Town money and then charge patrons a rental fee. That’s where Friends groups come in. Kathy said Friends can buy book and put out with rentals. McNaughton rents large print books to libraries and then you send book back. Falmouth uses this service. Kathy said the Friends think it would be good use of their money and Kathy will happily work with them to get it off the ground.
Kathy stated this would mean Library staff would have more books to catalog and get on the shelves. Sue McGarry asked whether Friends could be trained to catalog. Kathy responded she would not think volunteers would do cataloging unless the volunteer was a former librarian. Kathy said Helene DeFoe does volunteer to catalog because she did catalog in the past.
Jane Dolan commented that in Strategic Planning people were complaining about not having enough recent books. Chip added that perhaps it could be done on an experimental basis.
Jack Kowalski pointed out that volunteers have not worked out…we need consistency and have to have reliable staff. Kathy said we want to simplify…get a few good people who can do the job and do it well and get things done right.
Reports
Policy Updates…Kathy has not heard anything yet on the Tutoring Policy; she will follow-up with Joyce Mason.
Library Budget/Staffing
Kathy reported that she and Jack went to the budget meeting on December 19th. Joyce Mason, Tom Mayo Kathleen Moore (taking notes) Dawn Thayer (Town Accountant) and George Schmidt (Finance Committee) were also in attendance. Following are highlights of this budget meeting:
- Brief meeting…5-7 minutes.
- Kathy said she talked a little about staffing.
- Joyce asked whether or not a management study had been done on the Library. Joyce said she thinks it is time; the Library is becoming one of the larger Town departments and other large Town departments like DPW and Fire Department had management studies done to substantiate need for additional staffing and without the study being done Joyce said they could not support adding a lot more staff for the Library. Joyce said that was her opinion and she said Tom Mayo agreed with her. Joyce asked George Schmidt whether or not he agreed and he said he thinks that’s the way Finance Committee would feel as well.
- Jack Kowalski asked Joyce for suggestions as to who would do the management study for the Library. Joyce said Library would want a neutral library consultant who would come in and review Library operations.
- Joyce said she would agree to fund the reference librarian/adult services position because she had promised that funding.
- Joyce stated that regardless of what the management study says, she can only fund what Town can afford to fund and sustain.
- Jack said he pointed out that this staffing shortage has been for 2-1/2 years and we only have the equivalent of 6 people to manage the Library operations.
Carlo D’Este stated that this puts the Library and Trustees behind the 8 ball because we can’t get the study done in time and puts us in an absolutely impossible position.
Jane Dolan advised that in preparing for this meeting she called George Baker (Fire Chief) and he said he had the same reaction when they were told to do the study but he did it and it turned out to be a good thing. The study substantiated everything he had been asking for.
Kathy said she was disappointed because she tried to answer all questions and provided all data to substantiate our needs. Jane asked whether Kathy can delegate any of her duties…Kathy responded, to whom? No one is available.
Chip asked whether Kathy showed Joyce and Town all the data that was worked up. Kathy said they know it exists. Chip said in his opinion the data makes the prima facie case. Sue McGarry asked Kathy whether there is any way to put all the data into graphs, etc. since there is so much data to consider. That is, show the data in various ways to present in best light.
Kathy said she called MBLC and spoke with Cindy Roach. MBLC provided a list of library consultants who are very knowledgeable and very good.
Kathy stressed that something needs to be done now before study and everything else gets done. She proposed a 5-day work schedule. Kathy said when decision was made to do 6 days we had contract help and had said if we don’t have manpower then we can’t keep 6-day schedule.
Jack asked: what is wrong about going to 5 days until study is done? When we can do it right, then we’ll be open 6 days.
All Trustees were disheartened and reluctant about having no choice but to consider 5-day schedule. Chip said perhaps we have not told sufficiently the value of this Library. Perhaps data should be presented at a Board of Selectmen meeting. Sue McGarry suggested we explain to the Press so the public can be informed. Sue also suggested saying in the press article about having to be prepared to file Petition at Town Meeting.
Motion: Patricia Gamache motioned that due to chronic staffing shortage, the Board of Library Trustees reluctantly vote the Library adopt a 5-day consolidated schedule to be implemented at the discretion of the Library Director.
Jane Dolan seconded this motion.
VOTE: Yes-7.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Jane Dolan, yes
Sue McGarry, yes Sandra Lahart, yes
Chip Bishop, yes
Action Items
- Who pays for the management study? Can conditions be attached such as setting timeframe when study to be done.
- Jack Kowalski to contact Joyce Mason and Mashpee Enterprise that Library has to close to 5-day schedule.
- If necessary be prepared to write Article to file petition at Town Meeting.
Communications
Selectman Mike Richardson
Mike Richardson said Town in middle of budget process; request for one addition to Fire Department and to Police Department; Town taking over more roads; union contracts for next year being reviewed. Selectman Richardson said Town in great shape financially.
Corresponding Secretary Report…Sue McGarry reported condolences on behalf of Trustees sent to Nancy Soderberg on death of her husband.
Discussion
Sandra Lahart advised that Marstons Mills is doing a golf tournament with Harwich. Jack said this will be put on next Trustee meeting agenda.
Next Meeting…5 p.m. on Tuesday, February 12, 2013 in Library Conference Room.
Adjournment…Patricia Gamache motioned the meeting be adjourned; Sandra Lahart 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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