Board of Library Trustees Meeting
September 7, 2010

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

Carol Brown
Ed Duggan
William Roberts, Secretary
Wendy Rowe, Chair

Citizens:

Margaret Perkins
Matthew Buckley, Chair, the Medway Planning Board's Design Review Committee (DRC)
Cindy Dobrzynski, Chair, Franklin Library Board of Directors
Monique Doyle, member, Franklin Library Board of Directors
Felicia Oti, Acting Director
Margaret Perkins, Assistant to the Director


Minutes:

  1. Approval of agenda
  2. Motion to approve the agenda: WLR1, CB2

  3. Secretary's report
  4. Motion to approve July 6 minutes as amended: CB1, WLR2, passed with no vacillating

    Motion to approve August minutes: CB1, WLR2, 3-0-1 (Ed wasn't there so he abstained)

  5. Citizens Speak
  6. Budget Report
  7. Direct Energy finally admitted the error of their ways, at least as far as their billing of the library goes

    Ed felt that the Friends deserved public acclaim for all they've done in supporting the library. He volunteered to write a press release.

  8. Director's Report
  9. We've been asked to supply input for the town's new Five Year Capital Plan.

    There was discussion of the new new library card form.

    Felicia said that in Franklin they've had occational problems with kids forging parent signatures to either get books their parents object to, or to simply run up fines when their parents prefer to keep the family's checkouts on a single card for management purposes.

    There was the question of what age to stop requiring a parent's signature.

    The form should have the requestor's age.

    There was the question of what ID to require with the form. If the forms are being handled by the schools then it was felt that that should be sufficient. The Trustees felt that determining the ID requirement should be left to the Director's discretion.

    Felicia is going to discuss the process with Meena (the elementary school librarian who originally requested a way to get library cards issued through the schools).

  10. Old Business
    1. Library Long Range Plan
    2. Awaiting feedback from the MBLC

    3. Floor repairs
    4. Will happen next week

  11. New Business
    1. Revisit after-hours Library use policy (re Design Review Committee)
    2. Back in the golden age, the requirement was that after hours meetings needed to have a staff member present. Of course the library was open until 9 four nights a week so the situation rarely arose.

      After the fall, the requirement was relaxed to allow a Trustee to suffice.

      The Medway Design Review Committee (DRC) currently finds itself homeless and in the person of Matt Buckley, its Chair, wonders if it could use the meeting room two Mondays a month. Wendy has chaperoned 2 of their meetings. This clearly isn't sustainable.

      There didn't seem to be any great objection to allowing responsible town committees to use the rooms when the library is closed. It should be possible to lock the elevator and the gate up the stairs is closed so the public's access is limitted.

      Matt said they would not need a key, just the code that alarms the doors.

      There was discussion of how to word the motion so that it let the right set of town groups meet (in fact, as Matt pointed out, most of them have good homes (like Town Hall) and so it is unlikely that many will need to use the library). Basically, we want official groups whose members are sworn in.

      Anyhow, for the moment, the simplest thing was just to allow the DRC to use the rooms and worry about the broader case in the future, so

      Motion: Pending a general policy decision by the Trustees, the Medway Design Review Committee is allowed to use the meeting rooms after hours without staff or Trustees present as discussed. WLR1, ED2, passed unanimously

  12. Fundraising
  13. Adjournment; next meeting October 5 2010

Motion to adjourn (8:05), CB1, WLR2, passed unanimously


Director's Report 09/07/10

This summer, the library offered a variety of programs to foster the spirit of learning. Children and families were treated to educational and entertaining activities. One hundred and seventy children participated in the summer reading program, 70 were entertained by puppeteers, 50 enjoyed an afternoon of music with the Celtic bells and 12 children discovered the magic of science with the 4H program. I would like to thank Lorie Brownell for coordinated the summer reading program and Margaret Perkins for planning and administering the 4H program.

Currently, I am working on a capital plan for the Library while Bill and I continue to review circulation procedures. A staff meeting will follow as soon as the document is complete.


Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $78,926.00 $12,640.32 $66,285.68 16.02%
Salaries - Part Time 5111 $65,236.00 $9,550.90 $55,685.10 14.64%
Longevity 5150 $850.00
$850.00 0.00%
Electricity 5211 $16,756.00 $3,416.45 $13,339.55 20.39%
Heating Fuel 5212 $8,543.00 $71.35 $8,471.65 0.84%
Trash 5232 $1,800.00
$1,800.00 0.00%
Water & Sewer 5231 $400.00
$400.00
R & M Miscellaneous 5240 $1,562.00 $566.50 $995.50 36.27%
Telephone 5341 $1,150.00 $247.92 $902.08 21.56%
Supplies * 5400 $10,001.00 $174.94 $9,826.06 1.75%
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 $49,335.38 $158,819.62 23.70%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations ** 5400 $22,331.81 $8,814.16 $15,279.46 $28,797.11
Tuchinsky Fund Interest
$37,995.61

$37,995.61
Tuchinsky Fund Principal
$103,576.64
$39.53 $103,616.17
Library Restitution Fund 024-610-706-4773 $13,010.52 $94.96 $295.05 $13,210.61
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
$105.00 $1,679.18
Free Public Library 2017 $3,500.63

$3,500.63
TOTAL - OTHER FUNDS
$184,389.13 $8,909.12 $15,783.19 $191,263.20






* 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