HomeMy WebLinkAbout2003-02-06 Board of Library Trustees Minutes
Board of Library Trustees
Minutes of Meeting February 6, 2003 ! ( BCD} }
rF i~si4l.Is MASS.
Present: Roberta McRae; Eugene Nigro, acting chair; Maria Silvaggi; Vicki Yablonsky;
Kimberly Lynn, Library Director; Elizabeth Dickinson, Assistant Director?00j 111 4 ~ A 8: S 1
Mr. Nigro called the meeting to order at 7:00 p.m.
Draft Town Meeting Wan unt
Ms Lynn presented a draft outline of the warrant for town meeting. The draft included a general
category for "reports", but did not specifically indicate that a report from the Trustees of the
Library was included. The Board agreed that they would like the Board's report to be listed in
the final version.
Performance Evaluation
Ms. Lynn passed out performance evaluation forms to the Trustees, and briefly reviewed the
evaluation process. She suggested that the Board spend some time at the March 17a` meeting
working together on her evaluation. Board members agreed that this would be a good way to
proceed.
Access Policy
A draft policy regarding access to non-public areas was presented and discussed. The following
wording was unanimously approved: " Only library personnel may use the Shipping and
Receiving entrance to the building via Technical Services". Mrs. McRae suggested that this
statement of policy be included in the letters which go out annually to groups booking the
library's meeting rooms. Ms. Lynn has asked the custodian to stencil " Shipping and Receiving"
on the outside door.
Budget Discussion
Ms Lynn explained that cuts necessitated by the town's current financial crisis would mean a 2.8
% reduction in funds available to the Library in the 03 budget year. Ms. McRae asked if this
would impact the Library's certification. Ms Lynn explained that according to the MBLC,
certification will not be denied to those libraries that have sustained recent cuts sufficient to put
them under the minimum municipal appropriation. Libraries in this situation, however, will still
need to meet minimum standards for the number of hours open, and also are required to spend a
minimum of 15% of their allocation on materials. The situation in regard to certification is less
clear for fiscal year 04. Due to the large number of libraries that will not be able to meet
certification requirement, the MBLC may need to issues more waivers, or modify the
requirements.
One of the items that weighs heavily with the MBLC in granting waivers is whether cut are made
proportionately across all town departments. It was suggested that a letter from the Town
Manager and/or from the Board of Trustees could help the MBLC to better understand why a
disproportionate cut might be necessary.
In explaining how cuts would impact the Library, Ms. Lynn pointed out that there would be
some changes in staffing. The local history/ senior services librarian is retiring March 6.
Currently the person is this position works 26 hours per week. The post retirement plan is to
reduce the position to 18 hours per week. Under this scenario, there would be no special
programming for seniors, no senior Internet classes, limited or no deposit collections at nursing
homes, and limited or no homebound delivery. The Board expressed concern about the
reduction and/or elimination of these special services for seniors.
Ms. Lynn also pointed out that page hours would be significantly reduced as a result of the cuts.
There was an extended discussion about using volunteers to help out with shelving and other
page work. Mr. Nigro and other Board members encouraged the library administration to
investigate sources of volunteer help, and to make as much effective use of volunteers as
possible.
Further discussion of the budget situation included encouragement for Ms. Lynn to prepare a
budget that includes cuts, and also one that would serve as the "gold standard" (the best case
scenario). The Board expressed their support for the FY 03 budget as outlined. Ms. Lynn asked
the Board to approve the possibility of using state aid money for personnel costs, if necessary.
The Board agreed to leave this to her discretion.
In final business, Ms Lynn presented information to the Board regarding an employee relations
problem. Ms. Lynn passed out a transcript of a patron interaction which showed the employee
had not followed accepted guidelines for customer service. This is the second time that the
employee's poor performance has been discussed at a Trustees Meeting. The employee has
previously received a written reprimand. It was decided that Ms. Lynn would consult with the
Town Manager and with the Head of Personnel, Carol Roberts, in regard to disciplinary action.
Next meeting is scheduled for 7:00 p.m. on February 24th, 2003.
The meeting was adjourned at 9:45 p.m.
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Elizabeth S. Dickinson
Assistant Director