Board of Library Trustees Meeting
May 1, 2012

7:00 p.m.

Medway Public Library

Attendees:

Trustees:

Carol Brown, Vice-chair
Ed Duggan
Chris Monahan
Wendy Rowe, Chair

Citizens:

1. Approval of Agenda

Motion to approve the agenda: (CB1, CM2) passed unanimously.

2. Secretary's Report

Motion to approve the Secretary's report: (CM1, CB2) passed unanimously.

3. Citizens Speak
Wendy heard from a citizen distressed that there were "No Parking" signs in front of the Library during a large funeral (one of the largest ever in Medway, per the citizen) recently, with old people straggling up the hill from their on-street parking. The signs were not the Library's doing, and apparently there was some confusion as to what had been discussed. Someone from the church had called Margaret asking if we'd be open during the large funeral service, Margaret said yes, and the church contact said then they wouldn't park there; grapevine rendered that as the Library having told the church not to use the parking lot. The Trustees directed Wendy to talk with the Community Church pastor.
4. Budget Report

We received notification that the second half of our State Aid is on the way and is the expected amount ($4314.37).

5. Director's Report

The Trustees were unanimous in their endorsement of Margaret's having a position on the Minuteman Board of Directors.

Margaret missed information about an IT training because she does not get invited to the Department Head meetings. She should attend the meetings, since she is a Department Head.

Wendy pointed out that the very popular astronomy program was Margaret's suggestion when Wendy asked for Cultural Council grant application ideas.

Consensus was that if the Town isn't interested in doing CORI checks on existing employees, we don't need to push for it.

6. Old Business
• Medway 2020

The new room has been patched and painted, and is already being used for meetings (two Cole Room folding tables with chairs). Wendy proposed taking the four best folding tables and using them in that room with conference room chairs plus others, rather than moving the existing conference room table as planned. If we choose this option, we'd retire the existing conference room table and would buy lightweight sturdy plastic folding tables (like the ones at the Senior Center) to replace the heavy folding tables when we need more. The Trustees favored the more configurable option of using multiple tables in the new room.

Wendy got quotes for carpet cleaning. Trustees directed her to include the lower level lobby along with the stairs and meeting rooms. Revolving funds will pay for the meeting room work.

Trustees have heard of some staff concerns re supervision of patrons when we have more use of more meeting rooms. Wendy will check with BOS Chairman John Foresto regarding our request for a more extensive security camera setup.

There is interest in allowing more community use of the Story Room. Margaret discussed it with staff, and the concern is that nothing prevents people from using the Library's craft supplies in the open cabinets and drawers. The Trustees directed Wendy to pursue using Revolving funds to have lockable cabinet doors installed so we can allow more use of that room by community groups.

There has been some interest in borrowing our folding tables for community events. Margaret suggested we barcode some and let people check them out. The Trustees agreed that would be a reasonable solution.

Two sections of shelving have been moved from the basement to the YA room, and two more are on order.

Chris noticed that a meeting (adults and younger) was apparently taking place in the YA room. He felt like he was intruding when he went into the room, so he suspects YAs might feel the same. He asked whether the staff could suggest they use a meeting room instead. Wendy will let Margaret know about the issue.

Margaret would like to get a train table (donated) for the Library. Trustees liked the idea, as long as it won't be too noisy.

Margaret also suggested getting a local company to install and maintain a donated fishtank in the Library. Trustees liked the idea.

• Medway 300

Ed met with Medway 300's Carole Bernstein. They have ideas, but not a lot of concrete plans yet. He will give her the list of the events we proposed (in our Medway 2020 Initiatives) for Medway 300.

• Annual Town Election May 22

Library Trustee candidates (for 2 slots): Ed Duggan, Diane Burkhardt

• Program Registration Policy

Draft proposal deferred until next meeting.

7. New Business
• Annual Town Meeting May 14: Library articles

Library articles: 1 (Operating), 3 (Capital), 4 (IT), 18 (Revolving Accounts), and 20 (Appropriation: Books & Materials).

Article 1 is the "regular" budget; amounts aren't listed in the posted warrant, but from what we've been told our proposal is for level funding with contractual obligated salary increases.

Article 3 has the money for our proposed furnishings and equipment to complete the "repurposing" of rooms downstairs. This includes turning the existing Conference Room into a lounge and the old Periodicals Backfile room into a Conference / Quiet Study room with wired internet computer access as well as wireless.

Article 4 has the money for our replacement computers (10, if they all made the cut); these will enable us to upgrade some and add a couple upstairs and downstairs.

The fax machine is not mentioned in their Article 18, even though it was in our submission this year. We should check before ATM to have FinCom add the wording.

The Board has serious reservations about Article 20, given that we've heard that Suzanne said it's separate from our regular budget and hence won't count as part of our MAR. Trustees think the MBLC will count it as part of our municipal appropriation. The other special appropriations are capital, so they won't count towards the MAR. Margaret, who also has concerns, said earlier that she would send the article wording to MBLC State Aid Specialist Dianne Carty so we'll have the definitive answer before ATM. Even if it counts and raises our MAR, losing it next year would mean we'd need a waiver but shouldn't jeopardize our certification.

We should make sure Library supporters know they should come to ATM to support our articles.

Trustees feel strongly that the Library should be on the list of places the Constables place Town Meeting warrants. Ed got a printout and brought it to the Library.

8. Fundraising & Program Sponsorship
9. Adjournment; next meeting June 5

Motion to adjourn, (8:29PM), ED1, CM2, passed unanimously.

Gary Berset, of RE/MAX, donated to the library $250 of his commission on the sale of a home. Gary's continued support of the library is greatly appreciated.

-Margaret Perkins