GEROTAS TOM CLERK
l i Jt?at ire 1 43zit MINUTES
Snow Library Board of Trustees Meetina December 9. 2014
Call to Order:
A quorum being present the meeting was called to order at 7: 00 pm by Chairman Sandra Rhodes. The meeting was held in the Trustees Room at the Snow Library.
Meetina Attendance: Trustees present. Cheryl Bryan, Sue Lederhouse, Barbara Natale, Barbara O' Connor, Sandra Rhodes and Tim Traub. Trustees absent. Tony Imler. Library Staff members present. Library Director, Tavi Prugno; Principal Clerk, Tom Michels. Student Trustee absent: Lucy Wingard. Selectmen Liaison Representative absent: Alan McClennen. Marion Craine Gallery Committee Representative: None Friends of Snow Library Representative: None
Public Comment:
None.
Approval of Minutes:
Minutes of November 11, 2014 Board of Trustees Meeting were approved as presented with a vote of 6 - 0 - 0.
Trustee Chair Report: Chairman Sandra Rhodes reported that she had contacted the Massachusetts Library Trustee Association (" MLTA") to request that they send their various publications to all of our Trustees. This was in response to the Trustees noting that they were not receiving these. She reported that the Library Christmas tree has been decorated but that it was not in the greatest of shape. The Friends of Snow Library have been approached and have agreed to purchase a new artificial tree after Christmas for next year, taking advantage of after Christmas prices. The Chairman has been approached by Margie Astles from Town Hall to prepare the Library section of the Town Annual Report that summarizes the activities of the Snow Library from the Trustees point of view. She asked for recommendations as to what should be included. The following were suggested: 1. The fact that the Trustees nominated the Friends of Snow Library to receive the Fantastic Friends Award for 2014, from the Massachusetts Friends of Libraries
association. 2. The activities of the Marion Craine Gallery. 3. Complete updatinq of all Snow Library policies.
Page 1 It was noted that the fact that the audio hearing loop had been installed in the Craine Gallery would have to wait until next year to be reported as of this was a fiscal year report ending June 30, 2014. Given that it was brought up, Director Prugno did report that the audio loop has been installed. It is called the "T-Coil". Signs to that effect will be posted as required by law. The hearing loop was purchased by the Friends of Snow Library along with a new wide screen HD TV and a Blu- ray system.
Resort of the Student Representative: None.
Financial report:
Tim Traub, Treasurer, reviewed the November Monthly Budget Summary. The Library is within budget overall. Town Operating Expenses were at 39.2% usage and after smoothing for the CLAMS annual contract would have been at 37.6%. Five months into the fiscal year usage of up to 41. 7% would be considered acceptable. Trustee Traub reported that the Friends had spent $ 1, 119, primarily on books, during the month. In addition, they contributed $ 130 towards children' s programs and $ 100 to provide passes to the Pilgrims Monument for patrons of our Library. State Aid expected at $ 9, 620 still had not been received. The 1 st half of this is expected soon. The Cummings Special Collection showed an increase of$ 132 primarily due to the purchase of the rights to a photograph for the Cape Cod 5 calendar. The miscellaneous trust funds showed expenditures of$ 1, 579, mostly due to books purchased by the Geoffrey North Trust. Estimated interest was $ 145 for the miscellaneous trust accounts. Mr.Traub then quickly reviewed a bar chart of the operating expenses year to date. A motion was made and seconded to accept the financial report. Motion carried with a vote of6 - 0 - 0.
Librarv' s Director' s General Report:
Buildino Issues
Carpet replacement for high traffic areas around the circulation desk and entryway is still slated to be done by the end of the year although given where it is in the bidding process that is certainly not assured. The Director is working closely with Facilities Manager Ron Collins on this project. When a contractor is selected a time schedule will be set out so that work would begin on a Saturday after closing, continue on Sunday and hopefully would be completed on Monday. This would necessitate the Library being closed to the public on that Monday but not to the staff. Director Prugno reported that the painting of the Marion Craine Room which had tentatively been planned to happen at the end of November has been postponed. The time allotted was not sufficient to install the T-Coil and do the painting. An effort will be made to schedule the painting when time permits between art shows.
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Personnel
Assistant Director Margaret Kistinger has been out since the afternoon of Tuesday, November 18. The extent of her absence is unknown and staff members will be absorbing the additional work...
FY16 Budoet Review
The Director reported that he met with Town Administrator John Kelly, Assistant Town Administrator Myra Suchenicz and with Director of Finance David Withrow on November 21. He proposed a budget which allows the Snow Library to meet the Municipal Appropriation Requirement (MAR) while following the directives of the Board of Selectmen calling for level funded operating expenses.
FY 16 Brotherton Grant
The Library has submitted a request for $10, 000 from the Brotherton Foundation to be used in addition to the $3, 618 remaining from last summer's programs. Given the discussion that Director Prugno had with Dr. Bill Brotherton, which was reported at the last meeting, the Director has scheduled six programs beginning in the autumn of 2015. While the programs may include music, they will generally be educational and consist of a mix of authors and other lecturers and programs consistent with the Foundation' s wishes.
Rowena Mvers Music Series The Director reported that he has scheduled two full months of programming for this winter's music series. He reminded the Trustees that last year he increased the number of programs from four to eight. This year there will be nine performances covering a wide variety of music genres. Two performers will be new to Snow Library and two others have not been here in several years. Very positive feedback from last year reinforced the decision to repeat a two month program series. The schedule of events is in the Trustee package includes the date of each performance and the type of music that will be featured. All the events will be on Saturdays and will be from 2 to 3 PM. This is one hour earlier than last year. Comments last year included the fact that some of the programs were ending when it was dark out. There were also problems closing up on time since the Library closes at four on Saturdays. Snow Library Policv Review
Town Council Michael Ford has completed his review of the Snow Library policies as revised this year by the Board of Trustees. He has made only one slight suggestion which was to include the words "elected for three —year overlapping terms" in the 1St paragraph of the Bylaws entitled " The Board Of Trustees" A vote of the Board of Trustees is required to accept this change. A motion was made and seconded to include these word in paragraph 1 of the Bylaws. The sentence will now read " The Snow Library Board of Trustees has seven members elected for three-year overlapping terms as required by Town Charter." Motion carried with a vote of 6 - 0 - 0.
Page 3 Since this is an amendment to the Bylaws, the amendment must also be re- approved at the next Board of Trustees' meeting.
Photo reouestfrom the H. K. Cumminos Collection
Matt Gill from the Cape Cod Life magazine requested 3 copies of photographs from the H. K. Cummings Collection. Under current policy guidelines, that would cost $ 189. Cape Cod Life requested that we accept a trade arrangement whereby they would promote an event or fundraiser for the Library in exchange for use of the photos. A vote is required to accept such an offer. A discussion ensued and it was the general feeling that we did not have anything specific to advertise and that the suggested barter offer should be rejected. A motion was made and seconded to reject the offer. The motion to reject was passed with a vote of 6 - 0 - 0.
Star Library Rating
Director Prugno was pleased to report that once again the Snow Library has been given a three Star rating by the very prestigious Library Journal. The ratings range from 3 Star up to 5 Star. We are one of 11 libraries in Massachusetts to receive a Star rating and one of only 258 libraries throughout the country. The Trustees were very enthusiastic about this and were hoping that we could make it known. The Director said that he was working on a press release. An article announcing the Star libraries was included in the Trustee package for this meeting.
State Aid
The Director reported that a letter had been received from the State that the 1s` half of State Aid was in the process of being sent and it amounts to $ 4, 608. 15. Wareham Decertification
Wareham libraries have been decertified due to underfunding and not meeting the MAR. Their branch library has been closed and their main library is open with very limited hours. This has caused some of their patrons to go elsewhere particularly to Bourne. The Bourne Library passed a resolution that would limit the services that Wareham patrons could receive. It was pointed out that other libraries also have similar policies and that perhaps we should also. An article about the Wareham decertification was included in the Trustee package. There was considerable discussion on our need to limit access to patrons of libraries where there has been a decertification other than from such things as closing for rebuilding or some type of natural disaster, among other things. It was recognized that this should be thought through and that a temporary provision should be instituted. A motion was put forth and seconded to put in place a temporary policy to be in effect until a permanent policy can be drafted. " A motion is made to create a temporary policy that would deny library borrowing privileges to anyone from a community with a decertified library. Access to the library and its resources in the
Page 4 building will be continued, however, no services requiring a library card will be allowed. Exceptions to this would include patrons of libraries that have lost their certification due to natural disasters or where there are closures due to construction of new or expanded library facilities. This will be in effect until we have drafted and adopted a new policy regarding persons from communities whose Library has been decertified." Motion was passed 6 — 0 — 0. A Committee was formed to study the situation further and to come up with a change in either our policy or our Bylaws which would be consistent with the CLAMS policies and would deal with all decertified libraries. Such things as whether we should charge for a library card for patrons coming from those areas and if so what that charge should be will be discussed. Additionally, exceptions will be discussed so that we continue full-service to libraries that are decertified for such things as natural disasters. The Committee will be comprised of Cheryl Bryan, Sandi Rhodes, and Sue Lederhouse.
Christmas Eve Early Closina
Director Prugno requested at the Snow Library Board of Trustees vote to close the Library at 3 PM on Wednesday, December 24. A motion was made to have the Library close at 3 PM on Wednesday, December 24 and the motion was passed 6 — 0 — 0.
Youth Services Report
The Youth Services Report dated December 2014 was distributed in the Trustees package. Story Time has restarted successfully and the Baby's 15' year programs have good interest. The Director suggested the Trustees review the report to see all that was going on with our young patrons. He also pointed out that the report listed several classes that Ann Foster, the Youth Services Librarian, was attending.
FY16 Action Plan
The Director reported that the FY16 Action Plan had initially been rejected and that all that was required is a better distribution of when actions are to be taken. He will revise this and then resubmit it.
Motion was made and seconded to accept the Director's report. The motion carried 6 — 0 0.
Report of the Friends of Snow Library:
The Friends representative was unable to attend however Tom Michels, Treasurer of the Friends, reported that the Jabba Handley book collection that was given to the Friends was the focus of an all- day book sale December 6. The gross sales amounted to a bit over 1, 000. He also reported that Lifetime Learning begins its winter session in February and includes 17 different courses.
Page 5 The Friends had a brainstorming meeting in November and will continue that on December 16. The Friends sponsored lunch in appreciation of the staff will be on the 16th from 12 to 2. All Trustees were encouraged to attend.
Marion Craine Gallerv:
Barbara Natale recommended that the Trustees stop in to the Marion Craine Gallery to see the wonderful " Deck The Walls" art exhibit that will be there through the end of December. She said that the Marion Craine Gallery Committee was working on different ways to publicize the Gallery and that they are still looking for new members to join the committee.
Old Business:
As a follow-up to a discussion from last meeting and from the continuation of reviewing the Massachusetts Public Library Handbook, Director Prugno handed out some guidelines that have been used by others in evaluating personnel. During the last meeting while the Handbook was being discussed, the Trustees began to focus on how the Director of the Snow Library was evaluated. The Board felt that it should create a method of such evaluation and then perform a review that would be given to the Town officials prior to their evaluation of the Director. It was agreed that this topic is one that should be reviewed by a smaller group and not discussed by the full Board until some recommendations could be presented. It was therefore decided that a committee should be formed to look into this. A motion was made and seconded to establish a committee of the Board of Trustees to review the process of evaluating the Library Director. The committee will study various alternatives and then create a suggested method and a form to be used. Motion was carried 6- 0- 0. A committee was formed consisting of Cheryl Bryan, Sue Lederhouse and Barbara Natale. There was also some discussion about a State law that might require that the Director have a contract, and whether the union contract was sufficient in this case. A copy of General Law Part I, Title XII, Chapter 78, Section 34 was distributed.
New Business:
Given the hour the Trustees decided to forgo any other business.
Items for Future Agendas:
Continuation of the review of the Massachusetts Public Library Handbook. A report from the Committee regarding patrons from decertified Libraries. A report from the Committee regarding the evaluation of the Library Director. The need for a Board of Trustees Calendar for the year which will better enable the Board to plan meetings will be discussed in a future meeting. A Library Disaster Plan should be developed. A policy should be developed in respect to naming a room within the Library after someone. Selection and Meeting Room Policies need to be reviewed as it is over 3 years since last being approved.
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It was suggested that placing paintings in the bathrooms should be considered.
The next meeting will be on Tuesday, January 13, 2015.
Adiournment:
A motion to adjourn the meeting at 8: 24 PM was made and the meeting was adjourned.
Respectfully submitted,
Tom Michels, Principal Clerk
Handouts during meeting: Draft minutes from the November 11, 2014 Trustees meeting Treasurer's report Library Director's Report Youth Services Report - December 2014 Evaluation Form Guideline for evaluating key personnel Wareham decertification article Article announcing those Libraries receiving Star ratings. Massachusetts General Law Section referred to above. Action Plan for FY16
Actions Taken: A first vote was taken to include the words, "elected for a three-year overlapping term" into the Bylaws. As it is the Bylaws, this must be voted on a second time at the next meeting. A temporary policy was passed to limit library privileges to patrons of decertified libraries. A committee was formed to develop and recommend a permanent policy regarding decertified libraries. A motion was passed to close the Library at 3pm on Christmas Eve. A committee was formed to study ways to evaluate the Library Director and to explore the Trustees role in evaluating the Director.
Approved by the Board of Trustees on January 13, 2014
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