Board of Library Trustees Meeting
February 10, 2009

7:00 p.m.

Medway Public Library

Attendees:

Trustees:

MaryAnn Cabibbo
Meena Jain, Vice Chair
William Roberts, Secretary
Chuck Rockwood (at around 8:15)
Wendy Rowe, Chair

Citizens:

Margaret Perkins
Ed Duggan, prospective trustee
Richard Dunne, selectman and library liaison.

Minutes:

1. Approval of agenda

Motion to approve agenda: MAC1, MJ2, unanimous

2. Secretary's report

Motion to approve Jan minutes with the stipulation that Margaret wasn't there. MAC1, MJ2, Unanimous

3. Citizens Speak

• Ed commented on his long history of library involvement, both in Medway and in Pennsylvania.

• Richard Dunne spoke of a proposal from Franklin to regionalize.

  Rich stressed that this is a sensitive issue just starting to be looked at, and therefore should be kept quiet. Wendy reminded him we were at a public meeting and our minutes are available online, so he would know not to divulge any confidential information he might be privy to.

  Franklin officials have approached the Medway Selectmen. Franklin has a huge budget problem. If they combined with us and cut their budget, there's the hope that the two towns could maintain required hours as a unit and thus Franklin wouldn't lose certification and we'd regain it, as well as other benefits.

  The advantages Richard saw in this:

  • Opportunity for citizens of both towns to have access to Libraries that might otherwise have reduced hours.
  • Suggested combined open hrs would be at least 64 (32 of them here).
  • Access to the Minuteman Network
  • Share a director who reports to both towns
  • Potential to share a Children's Librarian and other expertise
  • Potential to expand book collection (less duplication)
  • Sustainability for both Libraries
  • Reduced cost and open facilities for Franklin
  • Greater access and director for Medway at little or no extra cost

  His goal for the evening was to find out if the trustees were interested in pursuing the matter. The next step would be a joint meeting with the relevant parties from Franklin and Medway.

  After discussion the trustees all felt it was worth pursuing.

  Wendy pointed out that we are already on the path to regaining certification early through special legislation via our Rep., James Vallee. She would not want this to jeopardize that. She was going to get in touch with Rep. Vallee and check on the special legislation.

  Also there is some urgency as this would need to be consummated by the end of the current fiscal year, thus by July.

• Budget Report
• FY09 status
• FY10 budget was due Jan 28; I'm late (& have unanswered Town Acct questions)

One important issue is that the FY10 budget requests level funded, level service, and versions for if state aid is cut (5% cut we have to reduce our level funded budget $5518, 10% cut we have to reduce our level funded budget by about $12,650). We need to discuss whether we'd spend that extra money from Tuchinsky interest (and maybe principle, not sure yet) to avoid cutting hours below our recertification level. Even in the level funded budget, it will cost us close to $10K more to keep our current hours open (new contract); so worst case we'd have to spend $22K more from the Tuchinsky money than we're spending this year.

The trustees and Richard both felt that it would be worth dipping into the Tuchinsky principal to maintain hours.

• Acting Director's Report
• ATM Warrant articles due Feb 9 - see Printer Copier Revolving Fund and Meeting Room Revolving Fund

Move the articles as presented: MAC1, MJ2, unanimous

• 2008 Town Report by Library Director + Trustees due Mar 9 - help!

Sound bites would be greatly welcomed by Wendy

• Assistant to the Director's Report

Weeding is progressing. Was a wolf in the fold amongst the videos. Freed up space so the equally antiquated books on cassette could be moved.

Weeding in the non-fiction in the 700 range, so if you have any favorites there, check them out quick for a month or so to preserve them from doom (the awful basement then the clutches of GotBooks).

• Old business
• Need 2 Trustee candidates for the election - Recruit!
• Still need full staff meeting; do-able now that Margaret is more available
• Director hunt for 7/1/2009 hire date

This is somewhat complicated by the potential arrangement with Franklin. We still need to pursue this in case that doesn't work out. We need a director by July for certification.

• New Business
• Days open calendar

Wendy will prepare.

• Storyhour tentatively planned Feb27-Apr3
• ebooks (electronic books for patron loans)

Can get ebooks through the Boston Public Library

What you do is:

1. If you don't have a BPL card, get an e-card: here
2. Then go to the books: here
• Maximum fine policy

The current max fine of half the price of the book or $10 seemed exorbitant to the trustees. Surrounding towns are less. $3 after at Holiston for instance

After a month the user's card is frozen and they need to pay to replace the book or find it and pay the fine of course.

Motion to set the max fine for materials (including DVDs) at $3.00. MAC1, CJ2. Unanimous

Discussion turned to the daily fine for overdue DVDs. The current $1.00 also seemed steep. It was generally felt that it didn't affect speed of return either.

Motion to set overdue fine to 10cents for DVDs (like other materials). MAC1, CR2. Passed unanimously

The trustees expect their efforts to stimulate the economy to earn them high marks from Obama.

• Fundraising
• Next Meeting Mar 3 2009

Motion to adjourn (8:45), MAC1, MJ2, passed unanimously

DRAFT ATM ARTICLES to be submitted by the BOARD OF LIBRARY TRUSTEES