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HomeMy WebLinkAbout2006-01-09 Board of Library Trustees MinutesMinutes for Board of Library Trustees Meeting January 9, 2006 Attending: Vicki Yablonsky, chair; Bill Anthony, Suzy Axelson; David Hutchinson; Karyn Storti. Ruth Urell, Library Director; Elizabeth Dickinson, Assistant Director. Special Guest: Bob LeLacheur, Finance Director. t~ a Lu i The meeting was called to order by Ms.Yablonsky at 7:00 p.m. Minutes of the meeting of December 12, 2005 were approved as amended. Ms.Yablonsky welcomed Mr. LeLacheur, the Town's new Finance Director and Assistant Town Manager. Presentation by Bob LeLacheur Mr. Lelacheur spoke briefly about the current status of the FY07 budget. At this time, there is a shortfall of $1, 400, 000 between the budget requests submitted by Town departments and expected revenues. Mr. LeLacheur distributed a schedule showing the dates of budget hearings which will be held by the Selectmen and FinComm. There followed a discussion of capital planning and expenditures. The Board attempted to clear up confusion regarding who controls the capital funds for the Library, and how that money is accessed. Mr. Hutchinson asked Mr. LeLacheur if it is possible to get a listing of the actual expenditures for the past five years. The discussion also included questions about the difference between capital expenditures and building maintenance costs (for example, replacement of carpet). Mr. LeLacheur will look into some of these questions, and get back to the Board with more detailed information. Board members also brought up the fact that the Library is due for a new long range plan, and pointed out that the FY 07 budget includes a request for long ranging planning funds. There was a brief discussion regarding technology issues and the need to evaluate whether the current building will be adequate for the future. Financial Report Ms. Urell made no specific comments as all accounts are on track and there were no unusual expenditures. Statistical Report • Circulation statistics remain similar to the same month/ previous year • Ms. Urell noted that the borrowing/lending ratio is in balance which is an indicator of good collection development decisions. Friends Report Ms. Axelson reported that the Friends did not meet in December, so there was no monthly report. Foundation Report Mr. Anthony reported on his attendance at the most recent Foundation meeting: • Receipts from the annual mailing were reviewed. • The pros and cons of charitable gift annuities were discussed. • There was a general discussion of ideas for increasing public awareness including sponsoring a talk about charitable gift annuities, targeting likely donors, and creating a bookmark. • Several ideas for marking the Foundation's 10th Anniversary were suggested (wine and cheese gala, game night, auto show). Discussion will continue at the February meeting. Director's Report • The Library's Annual Open House will be held on Saturday, March 4 from 10:00 to 2:00 p.m. Trustees are invited to have a table and/or do some type of survey during the event. • Staff Day will be Friday, April 28. This year we are taking Staff Day on the road with a bus trip to western Massachusetts. Stops will include the Yiddish National Book Center, the Eric Carle Museum of Picture Book Art, and the Jones Library. • The Public Library Association Conference will be held in Boston, March 21-24. This is the first time a national library conference has been held in Boston. At least eight staff members are planning to attend. • Members of the Celebration Trust have invited Ms. Urell and Local History Librarian Rachel Baumgartner to their next meeting. Ms. Urell and Ms. Baumgartner have submitted a $2000 grant request to the Trust. The funds would be used for the digitization of local history materials. Report of the Bylaws Subcommittee Mr. Hutchinson reported that the Subcommittee had reviewed the bylaws, and did not see the need for any major changes. Questions were raised regarding the duties of the secretary, the timing of elections, and on the attendance requirements for Board members. Mr. Hutchinson asked if it is possible for him to obtain the bylaws of other town groups. The Board requested that the minutes of the meeting show that "the bylaws committee is vigorous and active." Demonstration of Digitization Project Ms. Urell provided a demonstration of NOBLE'S Digital Imaging project. The NOBLE network has already created digital images for several'area libraries of items such as photographs and postcards which are in their local history collections. Digitization allows for the image to appear in the Library's online catalog, and provides access to the image to anyone with an Internet connection, anywhere in the world. The Library hopes to attain funding for a similar project, focusing on our postcard collection. The meeting was adjourned at 8:57 p.m. The next meeting of the Board of Trustees will be held Monday, February 13, 2006 at 7:00 p.m. Respectfully submitted, c~_~~~ a Elizabeth S. Dickinson Assistant Director