BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, NOVEMBER 12, 2013
MASHPEE LIBRARY CONFERENCE ROOM
Present: Patricia Gamache, John Kowalski, Mary LeClair, and Chip Bishop.
Absent: Carlo D’Este, Sandra Lahart, and Sue McGarry.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Terrie Cook – Finance Committee
Audience: Lannan O’Brien – Mashpee Enterprise
Patricia Gamache, Chairman, called the meeting to order at 5:02 p.m.
Approval of Minutes
John Kowalski motioned to approve the Regular Meeting minutes of October 8, 2013 as written.
Motion was seconded by Chip Bishop.
VOTE: Yes-4.
Roll Call Vote: John Kowalski, yes Chip Bishop, yes
Mary LeClair, yes Patricia Gamache, yes
Friends of the Library
Chip Bishop reported that at the Friends’ Executive Board meeting this week it was clear the group is receptive to the idea of discussing cooperation of raising money and the endowment. They understand the value of what is discussed—just a matter of moving onto collaboration.
Friends are seriously looking into the possibility of sponsoring a golf tournament at Willowbend next year on behalf of the Library. A couple of women were at the meeting who are experienced in doing this and they did it for Cotuit Library. A problem is the band width for golf tournaments is pretty much taken by other organizations. Friends agreed to take it under advisement.
Friends are sponsoring a fundraiser next Sunday morning at Chico’s from 9 a.m. to 11 a.m. 10% of all sales to go to Friends.
Reports
Kathy provided her October monthly report and following are highlights of the discussion:
- 1,000 Books before Kindergarten launch is scheduled for January 11, 2014. At the Library Open House to kick off the event there will be things such as a face painter there.
- An update has to be filed for the Strategic Plan.
- LSTA grant list came out today. Kathy said they may apply for the Customer Experience in the Digital Age grant and would send a letter of intent to MBLC. Kathy said she will discuss with the Library staff and if they want to do this then Customer Experience in the Digital Age will be added to the Strategic Plan Action Plan List. Chip Bishop commented that this may be a good boost to get on-line presence in shape.
- Kathy stated we made a lot of progress this year in the Strategic Plan to items that were not on the Action Plan.
Reports (continued)
Management Study
Pat Gamache advised that she delivered the Management Study to Joyce Mason and had a brief meeting with Joyce and Tom Mayo. Pat said that Joyce will schedule a joint meeting of FinCom and the Board of Selectmen. Pat said Ruth Kowal would go with the Trustees to this joint meeting to present the study report. Hopefully the joint meeting will happen reasonably soon.
501(c)(3)
Jack Kowalski reported that he had a meeting with Leslie Marsh and she is enthusiastic about our getting together with the Friends on this. Prior to meeting with Leslie, Jack spoke with Eileen Miskell who was on the Board of the Falmouth Public Library Foundation and on the Board of the Cape Cod Foundation. Eileen was suggested to Jack by Attorney Jodee Bishop of Falmouth. Jodee, Eileen and Leslie have all worked together on things that were successful.
Jack said he had a meeting with Eileen Miskell and she suggested we have a facilitator to see how to best bring our 2 groups together under the 501(c)(3). She suggested Attorney Jeff Oppenheim of Falmouth who helped them in the past and they felt he was very good at facilitating this type of situation. Leslie said she would be happy to talk with Jeff. Jack spoke with Jeff and he is willing to talk with us and sent an engagement letter, which is essentially a fee structure. Basically Jeff wants to get an agreement signed before going ahead. Jack said Ceil Sneider is impressed with Jeff.
Points raised were: Has Jeff outlined the scope of work to be done. Does Jeff have an estimate of hours it would take to perform this service.
A discussion on what it is hoped can be accomplished in the joint agreement under the Friends 501(c)(3) followed. It was noted that the idea is to present the facilitator with our goals and ask how we accomplish it legally. Some of the points raised included the following:
- Under Friends’ 501(c)(3) have a major gifts and bequests account that would be separate from Friends’ Account.
- Have separate account; separate banking account…establish a sub-account just used for major gifts and bequests funds.
- Provision stating when major gifts and bequests funds can be taken out of the major gifts and bequests account; also restriction that no major gifts and bequests funds are to be taken out for operating expenses, i.e. for staff.
- If donation of $1-Million or more received, then consider other option(s), rather than the 501(c)(3) major gifts and bequests account.
- Who would serve on the 501(c)(3) Board.
Terrie Cook suggested establishing a work group of people from the Trustees and from the Friends and then give resulting work ideas to Jeff Oppenheim. The Trustees unanimously agreed this was the approach that should be taken.
Motion: Chip Bishop motioned that the Board of Library Trustees supports the creation of a small work group of Trustees, Friends and others as appropriate to draft a scope of work that would lead to the creation of an endowment capacity within the Friends’ 501(c)(3).
Motion was seconded by Mary LeClair.
VOTE: Yes-4.
Roll Call Vote: John Kowalski, yes Chip Bishop, yes
Mary LeClair, yes Patricia Gamache, yes
501(c)(3) (continued)
Chip thanked Jack Kowalski for all his work on this endeavor.
Jack Kowalski and Pat Gamache volunteered to participate in the work group. Chip Bishop will relay the message to the Friends for them to join the work group and to include Leslie Marsh.
Communications
Mike Richardson reported that
- Waterways looking at dredging Ockway beach
- 2 groups came forward asking for marijuana dispensary in Mashpee.
- Charter continues to be reviewed. Terrie Cook, Scott McGee and Mike Richardson on a subcommittee putting together a booklet to follow the process.
- Budget meetings begin December 5 and go through December 13.
- November 21st rolling out gun control program.
- Great Veteran’s Day celebration at the Community Park yesterday.
- Pursuing more agreeable approach to waste management.
- Mashpee Cares…doing everything to get message out of what’s being done by all groups, including work done by Library involving our youth.
- Kiwanis sponsoring a dining for a cause event for teens—“Teens Love Christmas” (TLC). Salvation Army will be giving out the gift cards.
Terrie Cook reported that:
- FinCom is getting into the budget process and she is looking forward to working with everyone.
- Terrie said Mike, Jack and she are part of Kiwanis and Kiwanis is working with Coombs School to raise money to get a therapeutic playground built. DPW put in a request to the Conservation fund for money but Coombs has to raise money to get it done.
- Tomorrow evening between 5 and 8 p.m. the 99 Restaurant will donate 15% of your check to this Coombs School Mashpee Plays Together Playground if you have a voucher to submit with your order. It will be for take-out orders, as well as orders at the restaurant. Terrie has the vouchers and will also be there tomorrow evening should someone need a voucher.
Pat Gamache advised that a thank-you note is being sent to the Friends to thank them for their $15,000 gift to the Library.
Unfinished Business
Pat Gamache advised that she and Kathy Mahoney met with Town Counsel Pat Costello. The meeting went well. They discussed how to handle overlapping issues between Town Hall and the Board of Library Trustees. At a subsequent meeting, Pat Gamache joined Joyce Mason, Mike Richardson, and Tom Mayo to discuss ways to improve communication between Town Hall and the Library. Plans were made for regular meetings between Joyce and Pat toward that end.
The Trustees brought up the Town Charter review process, and will discuss whether consideration should be given to amending the section pertaining to the Library.
Unfinished Business (continued)
Pat attended the Worcester Conference for Trustees and Friends. She said it was great. The group was reminded that the primary job of a Trustee is advocacy for the Library. Pat said she met one of the Library Commissioners who was very helpful and offered to be a resource in the future.
Discussion
Pat mentioned that Mashpee TV is looking for filler space messages. Perhaps things like the 1,000 Book program could be added. Terrie Cook said something on the Coombs Playground would be a good idea.
Next Meeting …5 p.m. on Tuesday, December 10, 2013 in Library Conference Room.
Adjournment
The meeting adjourned at 6:45 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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