Board of Library Trustees Meeting
March 1, 2011

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

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

Citizens:

Chris Monahan, prospective Trustee


Minutes:

  1. Approval of agenda
  2. Motion to approve agenda, MAC1, CB2, passed unanimously

  3. Secretary's Report
  4. deferred

  5. Citizens Speak
  6. Budget Report
  7. Director's Report
  8. Ed asked about eBook circulation, here are the FY10 numbers from a day later:
    Books: 80,621
    Print newspapers and magazines: 3,133
    Audiobooks (CD): 5,289
    Digital audiobooks (downloaded from Overdrive): 278
    eBooks (downloaded from Overdrive): 21

    The staff has had customer training (provided by the town).

    Had some water in due to ice dams. The weight of the snow on the roof caused some cracks

  9. Old Business
  10. New Business
  11. Fundraising
  12. Adjournment; next meeting April 5 2011

Motion to adjourn (9:15), MAC1, CB2, passed unanimously


Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $78,926.00 $51,912.06 $27,013.94 65.77%
Salaries - Part Time 5111 $65,236.00 $42,413.74 $22,822.26 65.02%
Longevity 5150 $850.00 $850.00 $0.00 100.00%
Electricity 5211 $16,756.00 $9,230.84 $7,525.16 55.09%
Heating Fuel 5212 $8,543.00 $5,122.08 $3,420.92 59.96%
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 $3,136.00 ($1,574.00) 200.77%
Telephone 5341 $1,150.00 $901.19 $248.81 78.36%
Supplies 5400 $10,001.00 $896.76 $9,104.24 8.97%
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 $138,621.51 $69,533.49 66.60%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations 5400 $23,244.12 $21,085.24 $16,101.11 $18,259.99
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 $1,697.15 $965.95 $12,464.27
Copier & Printer Rev. Fund 024-610-722-4840 $2,399.74 $360.00 $608.48 $2,648.22
Meeting Room Rev. Fund 024-610-723-4840 $1,574.18
$340.00 $1,914.18
Free Public Library 2017 $3,500.63 $3,638.92 $4,321.00 $4,182.71
TOTAL - OTHER FUNDS
$186,230.36 $28,528.25 $22,571.30 $180,273.41

Annual Report

Report of: Medway Public Library


Medway Public Library is an indispensable part of the community, dedicated to providing residents of all ages with dynamic collections, innovative programs and wide-ranging and sustainable services. We are recognized town-wide as an essential and reliable partner in the delivery of information resources, education, self-advancement, and recreation.


Medway Library has 5,061 registered borrowers. On average, every week we serve 1,200 people of all ages, handle 60 reference requests, host 76 public computer internet users, and circulate nearly 2,200 items. We host a diverse mix of Library-sponsored programs, art shows, Scout troops and other community groups, sport signups, theatrical performances, Community Education classes, story times, and meetings of town boards.


The Library’s collection contains well over 69,000 volumes, including books, audio books, CDs, DVDs, and magazines. The Library’s electronic presence includes a website and a wide range of electronic resources and services including downloadable audio and e-books, and over 20 databases. We provide both in-library and remote access to many databases provided by Medway Library, the Massachusetts Board of Library Commissioners, and the Minuteman Library Network. These resources include full text journal articles, reference and job search resources, and area newspapers.


Medway Public Library regained certification in December 2009. With certification, the Library received $6,921 in State Aid, access to inter-library loan, and eligibility for Federal and State grants. Thanks to our library certification, Medway residents enjoy borrowing privileges for over six million items.


The library catalog interface provided by Minuteman offers patrons an easy way to: find and reserve books, audio books, CDs, videos, DVDs, and games from all over Massachusetts; renew items; and pay fines and manage library accounts online. E-commerce functionality allows patrons to use credit cards to pay fines via computer at any time.


Access to all of these resources is available through our medwaylib.org website.


Technology serves a vital library function. We have 10 public Internet access computers at the Library for patrons using office software products, online networks, databases, and connecting to others around the world. Wireless technology, introduced a few years ago, extends services to a new cadre of users equipped with their own laptops and other digital devices. We also have a public photocopy machine and a high quality public printer.


As part of our annual summer reading program, a family music concert and a reading-themed magic show were funded by the Medway Cultural Council. Children were encouraged to read and have people read to them through various activities. The Friends of the Library sponsored a fundraising concert by Southern Rail Bluegrass, and held the annual Gingerbread Festival. Spring and Fall brought live theater by the Medway Players. Our Preschool Storytime series was well attended, and volunteer Girl Scout-led pajama storytimes were enjoyed by all.


Throughout 2010, Medway has had an intermunicipal agreement for Franklin to provide a shared Library Director plus maintenance services to Medway. This past summer the Trustees approved a new Long-Range Plan. The plan lists goals and objectives for the Library, and is required to be eligible for more state grants.


The Library's Fiscal Year 2010 and 2011 budgets include enough money to pay for Library staffing, utilities and most of our maintenance. This budget allows us to meet the minimum Hours Open Requirement and the Municipal Appropriation Requirement, but that alone is not sufficient for certification. At this level, we need to spend approximately $30,000 from donations and State Aid to meet the material (books et alia) requirement.


Most of our donations come from the Friends of the Library. Donations also come from individual donors, bequests, local businesses, and fundraisers. We are very grateful to everyone who has donated to the Library. Donors of at least $1,000 are honored on a plaque at the Library.


We are very grateful for our dedicated staff and volunteers, and for the continued support by our patrons. Please come visit, and tell us how we can make the Library even more useful and relevant for you.



Medway Library Total Collection Size (FY10)

69,137

Newspaper and Magazine subscriptions (FY10)

83

Number of Registered borrowers (FY10)

5,061

Circulation Transactions (FY10)

114,095

Digital audiobook downloads (FY10)

278

Ebook downloads (FY10)

21

Interlibrary Loans (FY10)

17,583

Attendance in Library (visits)

62,302

Number of reference transactions

3,090

Number of children’s programs held

56

Total attendance at all children programs

519

Participation in the summer programs

190

Total number of persons volunteering

17

Number of hours volunteered

1,390

Number of users of public Internet computers during a typical week

76

Total number of hours the Library is open per week

32



Respectfully submitted,

Medway Board of Library Trustees & Acting Director Felicia Oti


Medway Public Library
Facilities Use Policy

Purpose

The purpose of this policy is to outline the use of the Library’s conference/meeting spaces by persons, groups and organizations.

Policy

The Medway Public Library encourages the widest possible use of its conference/meeting spaces and will ensure their availability for informational, educational, cultural and recreational activities. Use of the rooms for Library & Municipal purposes shall take precedence over all other uses.  In scheduling the use of rooms priority will be granted as follows:

  1. Library-sponsored programs.

  2. Groups and organizations affiliated with the Library.

  3. Town of Medway Municipal departments.

  4. Town of Medway boards and committees.

When not in use by the above, the rooms may be used on a first come, first served basis by local and external non-profit and for profit groups, organizations or agencies.

Conditions of Use

Admission Fees

No outside group, organization or individual shall use the meeting room to:

Exceptions may be granted by the Library Director or the Board of Trustees.

Room Fees

A fee of $25 per “booking date” will be charged for all private, individual or “for profit” activities, except organizations that qualify for a fee waiver. Waivers apply to those funded primarily through donations, fundraising or membership dues. A “booking date” is any period up to four hours.

Hours of Operation

With the exception of the Library, Municipal Departments, Municipal Boards and Committees, the meeting rooms may be used only during hours the Library is open to the public. All meeting room activities must conclude 15 minutes before closing-time. Groups needing additional setup time should allow for it in their reservations.

Equipment

Equipment available for use in the Library meeting rooms is listed on the reservation form. Requests for use of the equipment must be made when reserving the room.