Board of Library Trustees Meeting
February 3, 2011

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:

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


Minutes:

  1. Approval of agenda (available online through Trustees link)
  2. Secretary's Report (December & January)
  3. 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.

  4. Citizens Speak
  5. 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.

  6. Budget Report
  7. Rondi, our Fincom liason, would like our FY12 budget request via a spreadsheet. Evidently they only get it on paper. Wendy will provide.

  8. Director's Report
  9. Felicia is on vacation and will then be working on the Facilities Use Policy draft we need for discussion at our March meeting.

  10. Old Business
  11. New Business
  12. Fundraising
  13. Adjournment, 10:10. ED1, MAC2 passed unanimously; Next meetings: Mon Feb 7 w/BOS Town Hall 7pm, Weds Feb 9 w/FinCom Town Hall 9pm, Tues Mar 1 Library 7pm

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%
Longevity 5150 $850.00 $850.00 $0.00 100.00%
Electricity 5211 $16,756.00 $8,756.41 $7,999.59 52.26%
Heating Fuel 5212 $8,543.00 $2,930.94 $5,612.06 34.31%
Trash 5232 $1,800.00 $817.09 $982.91 45.39%
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%
Telephone 5341 $1,150.00 $869.74 $280.26 75.63%
Supplies 5400 $10,001.00 $836.81 $9,164.19 8.37%
Postage 5343 $264.00 $264.00 $0.00 100.00%
OPS - (Minuteman bill) 5380 $22,664.00 $22,667.00 ($3.00) 100.01%
Media 5427 $1.00


Books 5521 $1.00


Travel 5710 $1.00


TOTAL - GENERAL FUND
$208,155.00 $124,120.98 $84,034.02 59.63%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations 5400 $23,244.12 $20,581.73 $16,099.11 $18,761.50
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

Wendy's Summary for the Selecmen

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







$75,681 $66,000 $75,575 ($9,575)






Even with the added cost of health insurance for the Full Time Library Director, we save money without the IMA.