BOARD OF LIBRARY TRUSTEES MEETING
TUESDAY, JANUARY 14, 2014
MASHPEE LIBRARY CONFERENCE ROOM
Present: Patricia Gamache, John Kowalski, Mary LeClair, Chip Bishop, Carlo D’Este, Sandra Lahart, and Sue McGarry.
Also Present: Kathy Mahoney – Library Director
Mike Richardson – Board of Selectmen
Terrie Cook – Finance Committee
Audience: Geoff Spillane – Mashpee Enterprise
Patricia Gamache, Chairman, called the meeting to order at 5 p.m.
Approval of Minutes
Pat Gamache stated that because the December 10th Trustees meeting was cancelled, the minutes for the November 12th meeting are to be approved.
John Kowalski motioned to approve the Regular Meeting minutes of November 12, 2013 as amended.
Motion was seconded by Mary LeClair.
VOTE: Yes-4; 3-Abstain.
Roll Call Vote: John Kowalski, yes Carlo D’Este, abstain
Mary LeClair, yes Sandra Lahart, abstain
Chip Bishop, yes Sue McGarry, abstain
Patricia Gamache, yes
Friends of the Library
Chip Bishop reported that at the last couple of times the Friends’ Executive Board met they recognized the Friends would like to identify a major goal for fundraising for the Library. They don’t want to just work on funding a “wish list”. They feel if there was a visible project they think that would have greater success than giving for a number of line items on a wish list. They wouldn’t stop doing the “wish list”, but they’ve asked the Trustees and the Library Director to think about a major project with high visibility to which they could organize around to raise money in 2014. The Trustees and Kathy Mahoney will give this some thought and perhaps will have some ideas at the next Trustees meeting.
Reports
Kathy Mahoney’s Library Director’s Report was reviewed and discussed at length.
Article for May-2014 Town Meeting
Kathy Mahoney provided a draft Article for May-2014 Town Meeting to renew the Library Revolving Account. This renewal is to be done each year at Town Meeting.
Motion: Mary LeClair motioned to approve the Article for May-2014 Town Meeting on the Library Revolving Account as presented. John Kowalski seconded the motion.
VOTE: Yes-7.
Roll Call Vote: John Kowalski, yes Carlo D’Este, yes
Mary LeClair, yes Sandra Lahart, yes
Chip Bishop, yes Sue McGarry, yes
Patricia Gamache, yes
Reports (continued)
Mashpee Library 2013 Town Report
Kathy provided the Library Town Report she prepared. The Trustees felt this was well done. Chip Bishop suggested putting it up on the website since it is a good report.
501(c)(3)
Chip Bishop reported that he and Sue McGarry represented the Trustees at a meeting last Friday with the Friends and Attorney Jeff Oppenheim to try to understand the rules with respect to establishing a process for receiving major gifts and bequests. Chip said he thinks they came away with a much clearer understanding as to what we can and cannot do. Jeff Oppenheim emphasized right away that Trustees cannot legally fund-raise for the Library period. Trustees are elected and have the appearance of being public officials whose influence could somehow be comprised by receiving gifts of money.
Jeff favored what he called the “bright line of separation” between Trustees and Friends with regard to fundraising. One group cannot control the other; however, they certainly must communicate with each other. Jeff suggested we tear-up the MOU with the Friends—too cozy and violates “bright line of separation”. Jeff did not feel MOU needed to be replaced.
Any direct gifts to go right to the Friends and they can establish a major gifts and bequests account, if they want. These gifts would remain under their control and they, and only they, can determine how invested and managed. Trustees can make suggestions, but Friends have to act independently.
Chip said everybody agreed there has to be continued communication between the Friends and Trustees. Jeff suggested the Trustees consider having a public annual meeting with the Friends at least once a year or even more frequently.
Sue McGarry added the Friends also talked about the fact that they want to look at unrestricted gifts. Sue said she felt very reassured that they understood the shared responsibilities with their duties and understood if someone wanted to donate large sum of money they would have questions. Chip said he is of the opinion that the Friends felt that the issues have been clarified and they were comfortable with this clarification.
Chip asked: Are the Trustees comfortable with this? Do we accept Jeff Oppenheim’s recommendations and are we comfortable with them? If so, can we proceed to take whatever steps are necessary to begin to receive major gifts and bequests and put them in the Friends’ hands? If so, next step would be Trustees agree in principle. Chip and Sue would like to go back to the Friends with consensus this is reasonable approach and that Trustees willing to have dialogue about this going forward.
Kathy Mahoney noted that thought has to be addressed regarding Library policy. What if giver wants to attach restrictions to gift? Chip said the Friends are open to accepting recommendations of Library Director and Trustees. Friends have to be careful about not accepting restricted gifts with certain caveats. This can be addressed by Friends communicating with Library Director and Trustees.
Consensus was reached by the Trustees to keep moving forward. Carlo D’Este commented this is good—now we have clarity.
Communications
Terrie Cook reported that: For now, FinCom not going to have Kathy come to address budget unless Kathy has something she wants to present to them.
Terrie Cook exited the meeting at 5:55 p.m.
Mike Richardson reported that
- Town is in good shape economically.
- Brian Hyde got 3 additional years on his contract.
- Hopefully will be hiring a Fire Chief soon.
- Charter Review is on-going.
- Making “Mashpee Cares” a whole umbrella…Wellness program is under Mashpee Cares.
- Boys and Girls Club trying to pay off their mortgage.
Jack asked Mike about Charter Review schedule. Mike said the Committee is going through the whole Charter and at February 3rd meeting the Attorney will attend to address clarification. Attorney can also advise whether change necessary or not. Mike said right now there is nothing in the Charter that’s impacting the Library unless there is something Trustees are not happy about.
Pat Gamache asked the Trustees to think about whether or not there is anything that should be addressed in the Charter regarding the section pertaining to the Library.
Unfinished Business
Management Study
Chip Bishop addressed the Trustees and said as Trustees we have an obligation go get behind this Management Study and educate the people in Mashpee to get behind this. Chip said he talked with Pat about coming up with some type of program to educate the public and perhaps we may want to start with the Editorial Board of the Mashpee Enterprise. Chip approached Bill Hough about having a meeting to discuss this report and get the Editorial Board behind it to educate the public. Mary LeClair said it is important in the way it is done that it be in a positive way. Chip agreed. Kathy Mahoney suggested the Trustees go through the Management Study and discuss at a meeting. She indicated that her priorities are to work with her existing staff to determine if changes or re-classification of some duties
might allow them to meet some of the needs outlined in the study, and to create a suitable workspace/office on the second floor for the Reference/Adult Librarian. Jack Kowalski said the Strategic Plan and the Management Study go hand-in-hand. Kathy said at the MBLC grant program meeting she attended today they told everyone if you apply for a grant they don’t want to hear the “library needs”…say the “needs of the community”.
The consensus of the Trustees was to support program to educate the public and Trustees to figure out how to do this as they go forward.
Discussion
Sue McGarry informed the Trustees that she won’t be running for re-election. She said they bought a home in Easton and have their Cape house on the market.
Next Meeting …5 p.m. on Tuesday, February 11, 2014 in Library Conference Room.
Adjournment…The meeting adjourned at 6:45 p.m.
Respectfully submitted,
Jean Giliberti
Recording Secretary
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