Board of Library Trustees Meeting
Dec 13, 2005

7:00 p.m.


Medway Public Library

Trustees:

MaryAnn Cabibbo, Vice Chairman
Phyllis Cerel
David Cole
Patrick Marshall, Director
William Roberts, Secretary
Wendy Rowe, Chairman

Minutes


  1. Approval of Dec 13, 2005 agenda

  2. Came to order at 7:10. The secretary had a hard time finding a place to park, the lots being jam packed and the road snow narrowed, then he had difficulty finding the closet in which the meeting was taking place, all the meeting rooms being otherwise in use.

    Motion to approve the agenda: MAC1, DC2, passed unanimously

  3. Secretary’s report

  4. Motion to approve the Secretary's report: MAC1, BR2, passed unanimously.

  5. Citizens Speak

  6. None present in the flesh, one by post suggested that to help with our money difficulties that we charge tutors. It turns out that the library is frequently used by tutors helping students after school. There was some sympathy for the idea, but it was generally felt to be impractical.

  7. Budget Report

  8. Patrick is to attend a cheery department head meeting later in the week. Municipal department heads have been asked to explain what they'd do under various increasingly draconian budget situations presuming 2006 shortfalls. The library's situation is unpleasingly straightforward. We just start cutting staff and hours.

  9. Director’s Report

  10. The town administrator is arranging riveting cable interviews with the various department heads to show what their department does.

    We're going to need to worry about our Long Range Plan soon. It's needed to apply for state grants.

  11. Old business

  12. New Business

    1. Request for Reconsideration form

    2. Patrick's draft is linked. It was generally approved of, the only question was whether we should explicitly offer to not lend to the complainer's child. Though surprisingly this turns out to be relatively easy to do (a note gets added in the child's library card record), some, MaryAnn in particular, felt that it was a bad idea to include it in the policy. Nobody's ever requested it.

      Motion to remove the "Do not lend it to your child" line. MAC1, BR2. Passed: 4 yes, 1 no (DC).

      Motion to approve the Reconsideration Form with the above change. PC1, DC2. Passed unanimously

    3. Receiving Tax letter policy

    4. Draft policy is linked. David suggested that item 3 be amended so that it reads (the addition is italics): "The library is unable to place a monetary value on donated materials or to certify that valuations prepared by the donors or others are accurate."

      Motion to approve the Receiving Tax Letter Policy with above change: DC1, PC2. Passed unanimously

    5. Budget 07

    6. Town Administrator is refusing to worry about Fiscal 2007 until 2006 shows some signs of being laid to rest.

  13. Next Meeting Jan 3, 2005

  14. Adjournment: 8:23

  15. Motion to adjourn: MAC1, DC2. Passed unanimously


Director’s Report

Dec 13, 2005 Trustees Meeting

(Nov 2005 activity)



Respectfully submitted,


Patrick W Marshall


Budget Report
Medway Public Library
1-Dec-05
Account Acct # Start Balance Expen. to date End Balance % Spent
Longevity 5150 $500.00 $200.00 $300.00 40.00%
Salaries Full Time 5110 $156,744.00 $54,062.67 $102,681.33 34.49%
Salaries Part Time 5111 $83,545.00 $52,269.19 $31,275.81 62.56%
Electricity 5211 $14,600.00 $7,558.39 $7,041.61 51.77%
Heating Fuel 5212 $8,000.00 $599.03 $7,400.97 7.49%
Water & Sewer 5231 $350.00 $166.09 $183.91 47.45%
Trash 5232 $1,200.00 $1,765.18 $(565.18) 147.10%
R &M Miscellaneous 5240 $7,000.00 $2,849.92 $4,150.08 40.71%
Telephone 5341 $1,850.00 $789.74 $1,060.26 42.69%
Postage 5343 $450.00 $444.00 $6.00 98.67%
Other Purchased Services 5380 $1,500.00 $1,071.00 $429.00 71.40%
Supplies 5400 $3,500.00 $920.24 $2,579.76 26.29%
Books /Periodicals 5521 $3,137.00 $2,247.67 $889.33 71.65%
Media Materials 5427 $1,000.00 $601.07 $398.93 60.11%
Dues, Subscriptions, Meetings 5730 $500.00 $117.50 $382.50 23.50%
In State Travel 5710 $850.00 $230.12 $619.88 27.07%

TOTAL $284,726.00 $125,891.81 $158,834.19 44.22%








Start Balance Expen. To date Income to date Account Bal
Revolving Fund 4773 $28,968.44 $22,500.00 $8,140.45 $14,608.89






Memorial Donations
$3,949.10 $432.54 $1,563.00 $5,079.56






Free Public Library
$52,730.48 $23,162.13 $- $29,568.35






Tuchinsky Fund



$-

Draft Policies

Medway Public Library

Draft Guidelines to receive a tax letter from Medway Public Library for donated materials.


Section III (materials selection) paragraph L (Gifts of materials) of the Collection Development policy reads: Donations of materials are accepted only if no conditions or restrictions are attached to the donation. It is up to the library to determine whether a gift will be added to the collection, according to the criteria outlined in this policy. If added, the library will retain the item in accord with its overall retention policies. Items not added to the collection may be turned over to the Friends of the Library for their book sales. Material that are mildewed or insect infested will be immediately discarded.


I would like to add a section about receiving a tax donation letter from the library.


  1. To receive a letter, donors must present a letter listing each item donated, including author, title, date of publication, and condition (choose one: excellent, fair, poor) and donor’s name, address, and phone number.

  2. Once the library has reviewed the material received, the letter will be marked received by the library, dated, and mailed to the donor. If the library disagrees with the condition of materials as noted in the letter, the library will so note on the letter.

  3. The library is unable to place a monetary value on donated materials.


Medway Public Library

Draft Request For Reconsideration of Library Material Form


  1. Type of material (book, magazine, DVD, audio, etc.)? ________________________


  1. Author/ editor? _______________________________

Title? _______________________________________

Publisher/ Producer? ___________________________


  1. Collection in which work is located: Adult_____; Young adult_____; Children’s_____

  2. What is your objection to this work? (Please be specific):







  1. What do you think might be the effect of reading/listening to/ seeing this work?




  1. Would you recommend this work for anyone? _______; If yes, what age group? ______


  1. Have you read/ listened to/ seen the entire work? ______; If no, which parts have you read/listened to/ seen?


  1. Have you checked reviews of this work? ________;If yes, where?


  1. Do you believe there is anything good about this work? (Please explain):




  1. What do you believe is the theme of this work?



  1. What would you like the library to do about this work?

Do not lend it to your child__________

Send it back to staff selection official for re-evaluation_____________

Other (please explain)





If more space is needed for any answer, please use the back of this form.

  1. What, in your opinion, is a better work of this type?




  1. Have you read the American Library Association’s Library Bill of Rights and Intellectual Freedom Statement? _______


  1. Other comments?








  1. This request for reconsideration of library material initiated by

Name__________________________________________

Address________________________________________

City/town__________________________Zip__________

Telephone number________________________________


Do you represent an organization or group? __________; If yes, please identify:



Signature______________________________________ Date_________________


Thank you for your interest. Your comments will be carefully considered. The library director will respond, in writing, within one month of receipt of this request.


ACTION TAKEN













Form approved by Board of Trustees