Minutes of Board of Trustees Meeting of May 10, 2012
A meeting of the Board of Trustees was held this date at 4:05 PM at the Library with Trustees Buckley, Little, Merry, Salerno, and Yale present and presiding. Mayor Driscoll was absent. Ms. Tracy was present.
Approval of minutes of February 16, 2012 UNANIMOUS
John Doherty, Vice President of Eastern Wealth Management, made a presentation to the Trustees. Mr. Doherty explained changes to the portfolio of the Eastern investments. A good discussion ensued and the Trustees asked that Mr. Doherty come back for the November Trustee meeting.
Ms. Tracy told the Board of the meeting with Trustee Merry and Leanne Schild to discuss her interest in becoming a Trustee as well as the duties of a Trustee.
VOTED: To appoint Leanne Schild a Trustee of the Salem Public Library
MOVED: Trustee Merry SECONDED: Trustee Buckley UNANIMOUS
The Trustees asked Ms. Tracy to get in touch with Ms. Schild to advise her of her appointment and invite her to the June Trustee meeting.
Current Library Use and Financial reports were distributed. Library circulation for the months of February and March were distributed. Ms. Tracy reported that February circulation numbers were up from last year while March numbers were down. Ms. Tracy pointed out that in March the library circulation system for all of NOBLE was down for three days. Salem continues to have the highest circulation in NOBLE.
Ms. Tracy reported Trustee Little had donated $5,000. to the John Bertram Salem Collection Fund and $10,000. to the Bertram Kimball Little Grounds Beautification Fund. The Trustees expressed their gratitude for her continued and extremely generous support. Ms. Tracy showed the 2012 Rotary Calendar’s month of July in which a photograph features the Library’s fountain with the lovely red and white plantings in full bloom. The Trustees asked Ms. Tracy to obtain more copies for Trustee Little as well as landscaper Patty Starfield.
A memo from the Director of Human Resources regarding vacation policy and prior creditable service was distributed. This specifically addressed the positions of Director and Assistant Director of the Library. There was a discussion on the policy and the Trustees expressed their desire to be able to negotiate a vacation/salary package for the two positions. The Trustees also requested Ms. Tracy ask Human Resources whether part-time work could be counted as creditable service towards vacation time if a part-time staff person transfers to a full-time position.
Ms. Tracy told the Board of her meeting with the Mayor and the Finance Director to go over the Library’s submitted FY13 budget. There were few questions about the submitted budget. However it was suggested and agreed there be a discussion about Kevin Grocki, the Library’s IT person, working more in the City’s IT Department in FY13. Currently Kevin works four hours a week there. In return the City would provide IT support for the Library. The growing need for more technology help and the ability to provide back up while cutting down on redundancy was stressed.
At the follow up meeting Ms. Tracy reported the Finance Director gave a sample budget proposal with the salaries of Kevin and the Head of IT split between the two Departments in varying percentages. With this proposal the Library would then have money in the budget to hire a part-time technical staff person.
At a later date the Head of IT came to the Library where Kevin gave him a tour of all the different computers, peripherals and systems. This was followed by a discussion with Ms. Tracy, Ms. Behrle, Kevin and the Head of IT. All expressed concerns for enough technical support as technology needs continue to grow for every department.
As of the date of the Trustee meeting nothing had been decided. The Trustees asked to be kept informed.
Ms. Tracy reported on the plans for NOBLE to migrate to a new library system over Memorial Day weekend. Pamphlets about the migration were distributed to the Trustees. The Library will be closed Saturday through Monday for the long weekend and all computers will be down. Patrons will not be able to access their accounts but will be able to access the databases and download Overdrive e-books and audio books through the Library website.
Ms. Tracy reported that Trustee Little in a meeting with the landscaper had discussed possible plans for the front of the building. However there was concern that if work was done to the building it could harm the new landscaping. In discussing possible repairs Custodian Kevin Foucher reported that at some point the window sills and jambs would need to be replaced. Architect Bob Farley was asked to evaluate the casings. Mr.Farley looked at the windows and later had a contractor remove a window to evaluate the extent of the damage. The Library is waiting to hear back from him.
Ms. Tracy also reported a leak in the Reference Room from the roof that holds the HVAC units.
In other business Ms. Tracy reported the second payment of State Aid in the amount of $26,017 was received. The total state aid for FY 12 is $50,042, about $400 less than last year.
Ms. Tracy also informed the Board that longtime staff person Diana Cummings was leaving the Library to work at the Groveland Public Library.
Meeting adjourned at 5:35 PM.
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