BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JUNE 11, 2013
MASHPEE LIBRARY CONFERENCE ROOM
Present: John Kowalski, Carlo D’Este, Sandra Lahart, Patricia Gamache, and Sue McGarry.
Absent: Chip Bishop, and Mary LeClair.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Jack Kowalski, Chairman, called the meeting to order at 5:02 p.m.
Approval of Minutes
Patricia Gamache motioned to accept the Regular Session minutes of May 14, 2013 as written.
Motion was seconded by Carlo D’Este.
VOTE: Yes-4; and 1-abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Sue McGarry, abstain
Sandra Lahart, yes
Friends of the Library
Jack Kowalski read the Friends update e-mailed by Chip Bishop:
“Everyone is justifiably pleased with the success of the Lisa Genova event in Falmouth to benefit the library. About 110 people (109 women and Jack, representing the male gender, I’m told) attended. The Friends have realized a net profit of $750 with additional revenue expected.
An additional 22 members have joined the Friends in the last month; the total is now well over 100. The executive board is sketching the details of an ice cream social to be held this summer (probably at the library) to bring all members together socially and engage more people to help out with the various projects.
The Friends also are working to produce a new bookmark incorporating art work from students at Mashpee High School.
Nancy Soderberg is apparently stepping off the executive board because of the press of other commitments.
The Friends continue to be very interested in the progress of the foundation and should be kept current as developments occur.”
Reports
Jack advised the Trustees that in view of everything happening at the Library he suggested to Kathy that she forego a written report for this month. Kathy reported:
- Logo design moving forward. Janet Trask and Kathy met with a representative from Grouper Design, who Chip Bishop highly recommends. Grouper Design priced everything out for us to select what we need. Chip feels we would stay on lower estimate for logo design. Mike Richardson commented he could give the name of another internet design outfit that is very reasonable.
- Kathy said they still don’t have a proposal from the website design company.
- Staff Day scheduled for Friday, June 21, 2013. Staff will complete training in First Aid and CPR, among other topics.
- Kathy has finalized order for laptops and laptop cart, which is being funded by the Cable Committee.
- Tomorrow annual Clams Meeting to be held.
- New check-out machines have been installed.
- Met with Joyce and Tom about the Charter Review Survey. Kathy sent Falmouth survey results to Joyce and Tom.
Staffing
Several staff members who have been out on leave have returned to work.
Summer seasonal person is to start on Monday.
Reference position, Circulation Assistants, and Cataloging positions were posted today. Kathleen Moore is also posting librarian position on Library School Graduate job boards in addition to normal advertisements.
Management Study
Kathy stated that Ruth Kowal, suggested by MBLC to do the Management Study, is interested and willing to do the project. The project would be broken down into 2 phases—namely:
- would be looking at staffing needs; job description; and how to improve efficiency;
- second phase would be monetizing the strategic plan. Ruth Kowal’s estimate is $8,500, or not to exceed $8,000 depending on how the work is completed and she feels both phases should be done together.
Kathy said she spoke with the Town Manager about funding for this project, which has been requested by the Town and Finance Committee.
- If Friends of the Library funding is used to pay for the study, no procurement law applies so wouldn’t have to go to bid and the project could be completed immediately.
- If the Town pays for it, the funding will have to be approved at October Town Meeting, and then the project would go out to bid. It would not be completed prior to the deadline for next fiscal year’s budget requests.
Reports (continued)
Management Study (continued)
Consensus was in order to get this project done quickly and efficiently, Friends should be approached with request they consider funding this project.
Motion: Carlo D’Este motioned that Kathy Mahoney request the Friends to fund the $8,000 for this Management Study project and if Friends approve the funding then Kathy Mahoney is authorized to go forward with the 2-phase Management Study as presented.
Motion was seconded by Sue McGarry.
VOTE: Yes-5.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Sue McGarry, yes
Sandra Lahart, yes
Proposed Legislative Breakfast
Below are Chip’s e-mailed comments read by Jack:
“Mary LeClair and I have chatted via e-mail about preliminary planning. I did not hear back from Sandi; perhaps she was away.
The trustees have tentatively decided to hold the event at the library on a Tuesday or Thursday morning in February when the library is not open (but not during school vacation week). We've also talked of producing a brief but effective PowerPoint presentation to tell the library's story in pictures, graphs, charts and words (perhaps integrating video). It’s time to approach Amy Davis Of Mashpee TV for her help in shooting video and stills of the library in action during the busy summer months for integration into the presentation.
Mary has wisely suggested that a key goal of our program should be to determine ahead of time what interests our public officials about the library and make our case accordingly, effectively but not overwhelmingly. In addition to telling our story, we should strive to demonstrate how the library can be of service to them in their positions.
One always-effective technique is to show video interview clips of actual patron/citizens (children to seniors) telling how and why the library works for them, in their everyday lives and in their own words.
The next step is for our group to outline a program of messages and begin to identify the public officials to invite. Then we will go over the draft plan with Mike Richardson for his thoughts.
Continued input from all the trustees and Kathy is very important.”
Reports (continued)
501(c)(3) Foundation Update
- Jack said we are making some progress.
- The Dunning Kirrane law firm has done some work establishing status with the IRS.
- Mary LeClair and Mike Richardson have been involved in a couple of meetings.
- Corporation has to be formed. Once Board formed then paperwork can go to the State.
To get started, 5 Board members will be appointed. Trustee cannot be on the Board.
Helene DeFoe and Mike Richardson have agreed to be Board members to start.
Compiled a list of possible candidates to be considered to serve on the Board—trying to get people who have financial background and some who could lead Foundation into fundraising as we move along.
Kathy Mahoney helping out with how other libraries have done this.
Corporation should be formed by the end of June.
Communications
Comments from Mike Richardson …
- Things moving well within Town.
- Board of Selectmen re-organized—John Cahalane is Chairman.
- There’s been a nice increase in volunteers to serve on Town committees.
Corresponding Secretary Report…Sue McGarry said there is nothing to report.
Library Board of Trustees Reorganization
With the newly elected Board formed, Jack Kowalski asked for nominations for Chairman, Vice Chairman, and Corresponding Secretary.
Motion: Sue McGarry motioned Patricia Gamache serve as Chair for one year term.
Jack Kowalski seconded the motion.
VOTE: Yes-4; and 1-abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, abstain
Carlo D’Este, yes Sue McGarry, yes
Sandra Lahart, yes
Motion: Carlo D’Este motioned Sandra Lahart serve as Vice Chair for one year term.
Jack Kowalski seconded the motion.
VOTE: Yes-4; and 1-abstain.
Roll Call Vote: John Kowalski, yes Patricia Gamache, yes
Carlo D’Este, yes Sue McGarry, yes
Sandra Lahart, abstain
Motion: Carlo D’Este motioned Jack Kowalski serve as Corresponding Secretary for one year term.
Sandra Lahart seconded the motion.
VOTE: Yes-4; and 1-abstain.
Roll Call Vote: John Kowalski, abstain Patricia Gamache, yes
Carlo D’Este, yes Sue McGarry, yes
Sandra Lahart, yes
Motion: Carlo D’Este motioned that the Board of Library Trustees publicly thank Jack Kowalski for his 2 years of service as the able Chair of the Mashpee Board of Library Trustees.
Motion was seconded by Patricia Gamache.
VOTE: Yes-4; and 1 abstain.
Roll Call Vote: John Kowalski, abstain Patricia Gamache, yes
Carlo D’Este, yes Sue McGarry, yes
Sandra Lahart, yes
Next Meeting…5 p.m. on Tuesday, July 9, 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 6:20 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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