Board of Library Trustees Meeting
January 5, 2010

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

Carol Brown
MaryAnn Cabibbo, Vice Chair
Ed Duggan
William Roberts, Secretary
Chuck Rockwood
Wendy Rowe, Chair

Citizens:

Margaret Perkins


Minutes:

  1. Approval of agenda
  2. Motion to approve the agenda: MAC1, CB2, unanimous

  3. Secretary's report
  4. The December minutes had the wrong date and did not capture the discussion about Job Descriptions correctly. So: Motion to defer approval of the December minutes: WLR1, MAC2

    In the discussion of the December minutes flaws, MaryAnn said that it was unclear what Felicia's responsibilities are and that the draft December minutes did not mention the concerns MaryAnn raised at the meeting. Originally Felicia was to work on the long range plan and regionalization planning, but MaryAnn says that seems to be changing. MaryAnn says now Felicia is talking about changing job descriptions and preparing the budget, and MaryAnn does not believe this is what we intended. She reminded us that Ed also expressed concern as to whether Felicia is addressing the planning and regionalization issues we think she should. Maryann wants the minutes to reflect those concerns.

    There's also a question about whether job descriptions are part of the union contract which would mean that any discussion of them would need to be happen in executive session, without Margaret who is in the union. Wendy will try to ask Town Counsel about this.

  5. Citizens Speak
  6. Budget Report
  7. Margaret's finished the reconciliation.

    Ed will talk to the town treasurer to try to find out how the Tuchinsky fund is invested.

    The library restitution fund must be spent on book (materials) replacement.

    Direct Energy now agrees that we are tax exempt and they're giving back what they overcharged. As their rates are now in line with NStars' there's no reason to switch.

    We have yet to hear anything from the town about the upcoming fiscal year's budget, but expect an across the board 2.4% reduction (which will be across the board affecting all departments).

  8. Assistant to the Director's Report - Margaret
  9. A check-out machine will shortly be in use in Holliston. We'll find out how it works there.

    A patron fell while in the library. She was alright. There was the question of incident reports and sending them to Town Hall. It was agreed that such a report should be filed. There probably is a form for this in the Director's office.

  10. Regionalization
  11. Trustee Chair's Report - Wendy
  12. Wendy was asked by Suzanne (Town Administrator) and Richard Dunne (Selectman and our liason) how things were progressing vis-a-vis regionalization. Wendy told them there was progress, but that some of Medway's Trustees are uncomfortable because we did not go through the normal diligence to hire Felicia and she's only in Medway for 4 hours a week on Fridays. Wendy, Rich and Suzanne agreed that none of us knows just what regionalization would look like.

    All town employees, including Trustees, must take an online ethics course due to new state regulations. Library employees were notified, but Wendy didn't receive anything about it for the Trustees. MaryAnn and Carol have taken it so far. There are 25 questions about various scenarios and you get to keep trying answers until you get them right.

    Ed wondered about the financial impact of regaining certification. We get $7200 in state aid (we don't get the full state aid amount because we only partially meet our requirements). The staff have more work because of the extra circulation. We also have to meet minimum materials requirements as well as the minimum hours open.

  13. Old Business
  14. New Business
  15. Fundraising
  16. Next Meeting Feb 2 2010

Motion to adjourn (8:45), MAC1, CR2, passed unanimously


Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $78,926.00 $37,144.80 $41,781.20 47.06%
Salaries - Part Time 5111 $64,565.00 $29,205.27 $35,359.73 45.23%
Longevity 5150 $600.00 $600.00 $0.00 100.00%
Electricity 5211 $17,173.00 $7,072.37 $10,100.63 41.18%
Heating Fuel 5212 $8,222.00 $1,027.77 $7,194.23 12.50%
Trash/Water & Sewer 5232/5231
$978.29

R & M Miscellaneous 5240 $11,962.00 $7,496.44 $4,465.56 62.67%
Telephone 5341 $1,150.00 $622.60 $527.40 54.14%
Supplies & Postage 5400/5343 $252.00 $527.46 ($275.46) 209.31%
OPS - (Minuteman bill) 5380 $19,892.00 $19,831.39 $60.61 99.70%
TOTAL - GENERAL FUND
$202,742.00 $104,506.39 $98,235.61 51.55%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations 5400 $49,688.54 $14,180.80 $1,104.82 $36,612.56
Tuchinsky Fund Interest
$39,525.94 $1,530.33
$37,995.61
Tuchinsky Fund Principal
$102,869.11
$351.84 $103,220.95
Library Restitution Fund 024-610-706-4773 $12,827.98 $23.42 $591.46 $13,396.02
Copier & Printer Rev. Fund 024-610-722-4840 $1,436.39
$405.25 $1,841.64
Meeting Room Rev. Fund 024-610-723-4840 $964.18
$290.00 $1,254.18
Free Public Library 2017 $0.00

$0.00
TOTAL - OTHER FUNDS
$207,312.14 $15,734.55 $2,743.37 $194,320.96

Ed's Regionalization of libraries list


Define briefly “regionalization” and the overall objective? Are these objectives consistent with the governing body in within the individual towns? Would regionalization possibly result in a new political and financial division?


What benefits would it be to Medway? Costs and services. What would be the disadvantages?


What benefits would it be to Franklin? Cost and services. What would be the disadvantages?


Does Medway and Franklin appear to be a good fit and why? How about other local libraries and should any dialogue be instituted with them?


What State laws or regulations would have to be modified for regionalization? Who to contact, which organizations, and sequence for contacts.


What Medway or Franklin laws and regulations would have to be modified for regionalization?


How do you envision working with the two towns having Union and non-union organizations?


What issues must be resolved with the regional Minuteman library services and expenses?


Presently we have two sets of Trustees, one elected and one appointed. Would these roles have to be changed? In Medway, the Director reports to the Trustees; in Franklin the Director reports to the Town Administrator.


How do you address the “Friends of Library” groups in each town? The people, the events and the monies contributed to the library.


All considerations cannot be done simultaneously, what are the steps to go forward with an ultimate goal of regionalization? Written plans, meetings or setting up and organizing a task force. What are the first few steps that must be undertaken or have they already been performed?


Can each library maintain its own identity under regionalization? Can regionalization be a pick and choose selection based upon the desires of each town?