Board of Library Trustees Meeting
August 3, 2010

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

Carol Brown
William Roberts, Secretary
Chuck Rockwood
Wendy Rowe, Chair

Others:

Cindy Dobrzynski, Chair, Franklin Library Board of Directors
Margaret Perkins, Assistant to the Director
Felicia Oti, Acting Director


Minutes:

  1. Approval of agenda
  2. Motion to approve the agenda: CB1, CR2, passed unanimously

  3. Secretary's report
  4. Motion to approve the June 1 minutes with the correction of a typo: WLR1, CB1, passed unanimously

    The Secretary managed to email his template for the August minutes rather than the July minutes and they were late anyhow, so they're tabled for next month.

  5. Citizens Speak
  6. Budget Report
  7. Director's Report
  8. Old Business
    1. Library Long Range Plan
    2. After approval the plan goes to the state Board of Library Commissioners (MBLC). It's possible that they will send them back with a request for changes, so even though a bare quorum was present, it seemed a good idea to move the Plan on, especially as it was thoroughly discussed at the July meeting. It was also noted that the Plan is not carved in stone. The Trustees can change it if needed.

      Motion to approve the Library Long Range Plan: CB1, WLR2, passed unanimously

    3. Floor repairs
    4. Still planning to some of unspent money from last year's Inter Municipal Agreement money on the restroom tiles and the mats.

  9. New Business
    1. Minors library card policy discussion
    2. There was clear agreement that granting library cards through the schools with the written consent of the student's parent or guardian was a good idea. Felicia said that Franklin allows this. She said that she goes around to the schools. There was a good bit of discussion on how our policy should be changed. In the end it was agreed to make the change general and flexible so that the Director could come up with a sensible procedure.

      The general idea is that a form will be drawn up to get the parents' or guardian's permission. The completed forms will be brought back to the library and cards will be prepared. Then Felicia will distribute the cards at the school libraries.

      Motion: The application for a library card may be completed and signed at an offsite location: CR1, CB2. passed unanimously

    3. The amount of time requested items may languish in limbo on the hold shelf
    4. This is not a matter the Trustees have ever voted on. Most likely the current time (5 days) came in with Minuteman in the dawn ages. Felicia and Margaret think that 7 days is more reasonable. This is also consistent with other libraries. The Trustees felt that it was reasonable to allow the Director to set the limit without a vote.

  10. Fundraising
  11. It was suggested that the Lions arrange a Library event at the library, with a jazz band possibly, in the Spring.

    Chuck will arrange a dinner at the Odd Fellows. We have to spring for the food. This would be in the early winter.

  12. Adjournment; next meeting September 7 2010

Cindy, our citizen, said that we'd accomplished a lot.

Motion to adjourn at the mercifully early hour of 8, CB1, WLR2


Director’s Report 08/03/10





Meena Jain would like to put a framed poster (maybe two) about the Friends of the Medway Library by the exit sign in the front entrance.

Job posting for Library Substitutes will be out sometime this month.

The Town is in the process of installing fiber. All municipal departments will have access to Munis (Municipal Information Systems) once this is complete. The phone system will be next. Meena has asked if the Friends could have their own voice mail when this is implemented.

Current workflow and internal processes are under review. Preliminary meetings with key staff will follow and policy change recommendations if any will be made in October.












Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $78,926.00 $6,952.32 $71,973.68 8.81%
Salaries - Part Time 5111 $65,236.00 $5,024.98 $60,211.02 7.70%
Longevity 5150 $850.00
$850.00 0.00%
Electricity 5211 $16,756.00
$16,756.00 0.00%
Heating Fuel 5212 $8,543.00
$8,543.00 0.00%
Trash 5232 $1,800.00
$1,800.00 0.00%
Water & Sewer 5231 $400.00
$400.00
R & M Miscellaneous 5240 $1,562.00 $161.50 $1,400.50 10.34%
Telephone 5341 $1,150.00 $122.72 $1,027.28 10.67%
Supplies * 5400 $10,001.00 $115.95 $9,885.05 1.16%
Postage 5343 $264.00
$264.00 0.00%
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 $35,044.47 $173,110.53 16.84%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations ** 5400 $22,331.81 $6,955.85 $15,063.90 $30,439.86
Tuchinsky Fund Interest
$37,995.61

$37,995.61
Tuchinsky Fund Principal
$103,576.64

$103,576.64
Library Restitution Fund 024-610-706-4773 $13,010.52
$177.21 $13,187.73
Copier & Printer Rev. Fund 024-610-722-4840 $2,399.74
$64.15 $2,463.89
Meeting Room Rev. Fund 024-610-723-4840 $1,574.18
$80.00 $1,654.18
Free Public Library 2017 $3,500.63

$3,500.63
TOTAL - OTHER FUNDS
$184,389.13 $6,955.85 $15,385.26 $192,818.54






* Per MUNIS - library had originally requested $1500 for supplies and an additional $13600 for R & M




** Includes Ancestry & Heritage Quest database subscriptions, & Medway's portion of the Minuteman's Overdrive purchases