Library Trustees Meeting
February 3, 2011
Medway Public Library
MaryAnn Cabibbo, Vice Chair
William Roberts, Secretary
Wendy Rowe, Chair
Lu Sutherland, Medway Friends's Treasurer
Paul Marble, ex-fincom,
Julie Balise, Milford Daily news
Rondi Chapman, Fincom member responsible for the library budget
Cindy Dobrzynski, Chair, Franklin Library Board of Directors
Monique Doyle, member, Franklin Library Board of Directors
Motion to approve the December minutes as amended. 4-0-2, Bill and Chuck abstained because they warn't there.
Motion to approve the January minutes as amended, 5-0-1, Chuck wasn't there.
The Citizens Speak turned into a discussion of last month's decision to not renew the Inter-municipal Agreement with Franklin.
Cindy said she was astounded by the vote. She re-iterated that given the increasing unsustainability of Municipal services, that it was important to be foreword looking and look to regionalization. She felt that the Trustees had sabotaged the effort.
Monique Doyle agreed with Cindy. She said further that she had been surprised that the December meeting had turned into a job evaluation which wasn't on the agenda. She said that the December meeting was but one example of many vitriolic Trustee meetings she had attended.
MaryAnn responded that she had expected that regionalization would improve the Medway Library. She has not seen any benefit from it. She said we could better serve the community by using money as proposed at the January Trustee meeting.
Carol said she felt Medway had gotten what it'd paid for but the question now was whether we should continue with the Agreement
Paul (citizen) said that regionalization was coming but that the state hadn't moved forward. There are no grants or other incentives now. This could change in the future.
Ed questioned whether Medway was a good fit with Franklin and questioned what were the respective benefits for the 2 towns. He reiterated that he feels that Medway needs a full time Director.
There was a question what "Plan B" was if the request to fund a full time Director was turned down. The answer is that we would operate with a part time Acting Director as was the plan before the Regionalization attempt.
Carol said the regionalization effort had been approached backwards, starting with the director rather than working for a complete solution.
There was a question of who Felicia reported to. The agreement says to Franklin's town administrator only, not the Trustees.
Paul said that speaking as a citizen, he thought it was a bad idea to have an employee who didn't report to anyone in Medway.
There is unspent money in the Regionalization Budget. Some was rolled over from last year and this year's appropriation will not be fully spent. The left over money will be something like $15,000. This money does not automatically revert to the general fund.
Rondi, our Fincom liason, would like our FY12 budget request via a spreadsheet. Evidently they only get it on paper. Wendy will provide.
Felicia is on vacation and will then be working on the Facilities Use Policy draft we need for discussion at our March meeting.
The Trustees will be presenting their opinions to the Selectmen at the Monday (Feb7) BOS meeting. Wendy will meet on Wednesday (Feb9) with the FinCom. She passed out a page with bullet points summarizing the justification for not renewing the inter-municipal plan, and the one-page budget impact summary from our approved budget narrative.
Rondi, our Fincom liason, suggested an abbreviated spreadsheet to highlight what we were proposing as well.
In response to the question of what impact adding the director's salary to the municipal budget (and thus it would come into play in the calculation for how much we must spend on materials), we spent $24,000 on materials this year, paid for by donations. The required increase would be manageable. On the order of a couple thousand dollars.
Ed suggested that we make it clear that we did not need the agreement with Franklin to regain certification. We have a part-time employee with an MLS who would have become our Acting Director. Similarly we do not need the agreement to maintain certification, even if the proposal to hire a fulltime director doesn't fly.
There was a question of what our plan moving forword is. We're requesting that the money paid to Franklin for regionalization be repurposed into a full time (40hr) Library Director.
Ed pointed out that currently, since Margaret and Felicia's time overlaps, the library operates without supervision much of the time. This would not be the case with a 40hr director.
Motion to approve the warrant articles. MAC1, WLR2, passed unanimously
Three subs have been trained. However we were expecting to use the regionalization money to pay for them. Since we voted not to renew the InterMunicipal Agreement with Franklin, that money is not available.
It would be nice to have the subs available for those times when a staff person is sick and the library would otherwise have to close. Should we dip into the Tuchinksy interest to pay for the subs in those conditions? The amount per year would be slight, on the order of $400.
Motion. Authorize the use of Tuchinsky interest money to pay for external substitutes on those conditions when the Library would otherwise need to close. The annual total not to exceed $500. ED1, CB2, passed unanimously
Wendy told a Girl Scout troop that it would be alright for them discretely sell Girl Scout cookies during the upcoming booksale. This is in contravention of our policy. We don't allow non profit groups to sell things at the library fundraisers (with the exception of the Medway Friends of course). The Girl Scouts hadn't known this and it was too late for them to change there plans.
Motion: Pending a review of the the policy, Wendy may make exceptions to the rule for groups such as the Girl Scouts as she sees fit. CB1, MAC2. passed unanimously
Motion to adjourn (10:10), MAC1, ED2, passed unanimously
|Account||Acct #||Start Balance||Expen. To Date||End Balance||% Spent|
|Salaries - Full Time||5110||$78,926.00||$45,884.21||$33,041.79||58.14%|
|Salaries - Part Time||5111||$65,236.00||$37,117.03||$28,118.97||56.90%|
|Water & Sewer||5231||$400.00||$410.75||($10.75)||102.69%|
|R & M Miscellaneous||5240||$1,562.00||$2,717.00||($1,155.00)||173.94%|
|OPS - (Minuteman bill)||5380||$22,664.00||$22,667.00||($3.00)||100.01%|
|TOTAL - GENERAL FUND||$208,155.00||$124,120.98||$84,034.02||59.63%|
|Start Balance||Expen. To Date||Income to Date||Account Bal|
|Tuchinsky Fund Interest||$39,447.11||$1,746.94||$37,700.17|
|Tuchinsky Fund Principal||$102,869.11||$234.76||$103,103.87|
|Library Restitution Fund||024-610-706-4773||$13,195.47||$1,494.23||$933.00||$12,634.24|
|Copier & Printer Rev. Fund||024-610-722-4840||$2,399.74||$360.00||$562.58||$2,602.32|
|Meeting Room Rev. Fund||024-610-723-4840||$1,574.18||$260.00||$1,834.18|
|Free Public Library||2017||$3,500.63||$1,419.39||$4,321.00||$6,402.24|
|TOTAL - OTHER FUNDS||$186,230.36||$25,602.29||$22,410.45||$183,038.52|
Draft ATM11 articles (this is the approved ATM10 wording): ARTICLE: To determine whether the Town will vote to re-authorize a revolving fund for the Medway Public Library as provided for in M.G.L. Chapter 44, Section 53E-1/2. Said fund to have the following restrictions: 1. The fund would be used for public copy machine and printer expenses. 2. The revenue from the fund would come from printer use collections and public copy machine revenues. 3. The Board of Library Trustees would administer the fund and authorize the expenditure of monies in the fund. 4. The limit on the amount to be expended from the fund would be $1000. Or to act in any manner relating thereto. BOARD OF LIBRARY TRUSTEES ARTICLE: To determine whether the Town will vote to re-authorize a revolving fund for the Medway Public Library as provided for in M.G.L. Chapter 44, Section 53E-1/2. Said fund to have the following restrictions: 1. The fund would be used for meeting room maintenance, repairs and upgrades. 2. The revenue from the fund would come from meeting room use fees. 3. The Board of Library Trustees would administer the fund and authorize the expenditure of monies in the fund. 4. The limit on the amount to be expended from the fund would be $500. Or to act in any manner relating thereto. BOARD OF LIBRARY TRUSTEES
SELECTMEN'S EXPECTED BENEFITS OF REGIONALIZING WITH FRANKLIN LIBRARY
(as cited in March 2009 when talks started)
- Franklin Director's expertise ($37,000 for 14hr/wk)
- Library cleaning ($16.50/hr, 6hr/wk) and maintenance on a fee-for-service basis by Franklin up to $11,000
- These services would be paid for out of Medway's Operating Budget
- Franklin would serve Medway residents during our decertification
- Hope of future monetary savings from regionalization
- Hope of receiving credit and grants for being an early adopter of regionalization
TRUSTEE CONCLUSIONS REGARDING BENEFITS OF REGIONALIZING WITH FRANKLIN
(as cited in January 2011 Library Trustees meeting)
The dollars being spent are not commensurate with what could be accomplished under a more effective set of guidelines
- The Library needs a full time MLS-degreed administrator.
This does not need to be an $82,000/year (plus benefits) person
- Franklin's cleaning costs $5150/yr and there are deficiencies
- Medway can now provide Library maintenance without having to pay Franklin
- We are recertified. All libraries serve our patrons
- Libraries are already regionalized in most areas (e.g. interlibrary loan, IT centers, regional buying cooperatives)
- The State has offered no incentives for regionalization
|Medway Public Library|
|Budget Comparison: FY12 budget proposal versus cost if we continue Franklin IMA|
|Expense||FY11||FY12 Proposed||FY2012 if IMA||FY12 Difference||Impact Description|
|14hr Library Director Shared w/Franklin||$37,000||$0||$37,000||($37,000)||Eliminated in proposal|
|19hr Assistant Director||$27,681||$0||$27,575||($27,575)||Converted in proposal|
|40hr Library Director||$0||$58,000||$0||$58,000||Added in proposal|
|Cleaning through Franklin||$5,148||$0||$5,148||($5,148)||Eliminated in proposal|
|Cleaning service||$0||$8,000||$0||$8,000||Added in proposal|
|Maintenance through Franklin||$5,852||$0||$5,852||($5,852)||Eliminated in proposal|
|Even with the added cost of health insurance for the Full Time Library Director, we save money without the IMA.|