BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, OCTOBER 8, 2013
MASHPEE LIBRARY CONFERENCE ROOM
Present: Patricia Gamache, John Kowalski, Carlo D’Este, Sandra Lahart, Sue McGarry, Mary LeClair, and Chip Bishop.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Terrie Cook – Finance Committee
Patricia Gamache, Chairman, called the meeting to order at 5 p.m.
Approval of Minutes
John Kowalski motioned to approve the Regular Meeting minutes of September 17, 2013 as written.
Motion was seconded by Sue McGarry.
VOTE: Yes-6; and 1-Abstain.
Roll Call Vote: Chip Bishop, yes Sandra Lahart, yes
John Kowalski, yes Mary LeClair, abstain
Sue McGarry, yes Carlo D’Este, yes
Patricia Gamache, yes
Friends of the Library
Chip Bishop reported that the fashion show event was a success and the Friends appreciated the support of the Trustees. 55 tickets were sold. Sandi Lahart mentioned she has written a letter to the Friends on behalf of the Trustees thanking them for all their hard work in putting this event together.
Annual Meeting of the Friends is at 2 p.m. tomorrow, October 9th.
Reports
Kathy provided her September monthly report and following were discussed:
- Many Town departments are over budget with energy cost. Looked upon as town-wide issue. Kathy said department heads will keep the Town Manager apprised of potential budget shortfalls. Some of the Trustees said it was a hot summer and perhaps the air conditioning was a contributing factor.
- Kathy showed the trustees the booklet created for the 1,000 Books Before Kindergarten program to be launched as part of the youth services programming at Mashpee Library.
- Plan to purchase 2 tables to create a quiet study area in the Children’s program area as discussed by the Trustees previously.
- Kathy stated Library would have to make it clear we are not tutors.
- Cape Light Compact to hold energy program at the Library 2 weeks in October.
Pat Gamache congratulated Kathy Mahoney on receiving an “A” on the audit review and for all her work in completing the State Aid Report, with our Library being certified and eligible for full state aid award. The Trustees congratulated and applauded Kathy on these accomplishments. Terrie Cook said she will mention this at the FinCom meeting.
Reports (contined)
CLAMS Membership Agreement
As detailed in Kathy’s written report, a Mashpee Selectmen Vice Chair last signed the agreement in 1997. According to the agreement, it will keep renewing automatically. In reviewing the matter, Town Counsel advised that the Library Board of Trustees is the contracting authority for the Library. There was no Town Charter in 1997.
Pat Gamache said this situation again raises the issue that the Trustees should meet with Town Counsel Pat Costello to understand Trustee role, such as being the contracting authority. Pat Gamache will ask Joyce Mason to contact Pat Costello to request he meet with Sandra Lahart, Jack Kowalski, and Pat Gamache.
The Trustees agreed to sign the CLAMS Membership Agreement renewal now and Terrie Cook suggested that each year the Trustees sign renewal, even though it renews automatically. The Trustees intend to do this.
Motion: Sandra Lahart motioned the Trustees to approve and sign the Participating Membership Agreement for provisions by CLAMS of Automated Library Services and to authorize the Trustee Chairman to sign on behalf of the Trustees.
Motion was seconded by Carlo D’Este.
VOTE: Yes-6. Mary LeClair not present for the vote.
Roll Call Vote: Chip Bishop, yes Sandra Lahart, yes
John Kowalski, yes Carlo D’Este, yes
Sue McGarry, yes Patricia Gamache, yes
Management Study
Kathy reported that the Management Study is being finalized. Ruth Kowal will send the report to the Trustees within a day or so. Then Ruth Kowal will come to do a presentation at a Special Meeting of the Trustees, which will be held in an afternoon timeframe. On the same date, Ruth Kowal will do an evening presentation to the Board of Selectmen and FinCom meeting.
Website
In discussing the concerns raised by the Assistant Town Manager to the Library plan to develop an independent website, Terrie Cook cautioned that the Library be careful because the schools are having problems being independent. She said the Recreation Department uses an independent source and has been successful.
Chip Bishop said the intent was to have a joint website with the Friends and the Library. Following discussion, the Trustees agreed to continue to explore independent website and also to explore costs that would be involved before pursuing further.
Town Meeting
Town Meeting is Monday, October 21st. Library Trustee Article is on the Warrant. The money requested to be placed in a revolving account is generated from fines paid by patrons and would be spent on buying more books; services; and programs for the Library.
501(c)(3)
Jack Kowalski reported that at last Trustee meeting we agreed to check with the Friends to determine how they felt about our working with them on their 501(c)(3).
- Friends agreed they would like to sit down to determine how it would affect them.
- Key question: Will there be a separate Board. If so, who would be on the Board.
- Friends are open-minded and agreed they would like to meet.
- Leslie marsh was very helpful.
- Ultimately a Memo of Understanding would have to be reached.
Jack said the next step is to get appropriate firm to help us go forward. Jack said he asked Kathy Mahoney to check with other libraries to see how they’re doing this type of joint venture. Kathy said she will also check with library organizations to get input.
Committee Appointments
Pat Gamache confirmed the following Trustees have agreed to serve on Trustee subcommittee(s) as follows:
- Mary LeClair – Finance
- Carlo D’Este, Jack Kowalski, and Pat Gamache – Personnel
- Jack Kowalski – 501(c)(3)
- Chip Bishop – Friends; and Website
- Sandra Lahart and Pat Gamache – Building and grounds
- Sue McGarry – would lend experience and expertise to fundraising if 501(c)(3) collaboration with Friends is successful.
Communications
Mike Richardson reported that
- 325 people signed up for the Big Fix day. It was a remarkable day – they worked on 13 homes.
- Charter Review Committee moving along.
Unfinished Business
Kathy Mahoney advised that she spoke with Mary Lou about joining the Chamber of Commerce.
Chip Bishop noted the proposed Mashpee Officials Breakfast is on hold until after the Management Study is done. Kathy Mahoney advised that the CLAMS Executive Board voted to recommend for CLAMS to hold another Legislative Breakfast in 2014 and Mashpee Library would be hosting it.
Discussion
Sandi Lahart and Pat Gamache may attend MFOL/MLTA Conference in Worcester on November 2.
Sandi Lahart and Pat Gamache may attend Brewster Library session on November 4.
Next Meeting …5 p.m. on Tuesday, November 12, 2013 in Library Conference Room.
Adjournment
Carlo D’Este motioned the meeting be adjourned; Sue McGarry seconded the motion; and it was unanimously passed. The meeting adjourned at 6:45 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
| 