HomeMy WebLinkAbout1997-06-16 Board of Library Trustees MinutesBoard of Library Trustees
Minutes of Meeting June 16, 1997
Present: Mr. Stephen Conner; Mr. William Diamond; Mr. Robert Fields; Dr. Christine Redford;
Mrs. Maria Silvaggi.
Absent: Ms. Cherrie Dubois.
Mr. Conner called the meeting to order at 7:10.
Minutes: The minutes of May 19 were accepted.
Election of officers: Mr. Diamond nominated Mrs. Silvaggi for chair. Nominations were closed
and Mrs. Silvaggi was elected unanimously. Mrs. Silvaggi chaired the rest of the meeting.
Mr. Conner asked that appreciation statements for Ms. Dubois' chairmanship be saved for the
next meeting. Mr. Fields nominated Mr. Conner for vice-chair. Nominations were closed and Mr.
Conner was elected unanimously. Dr. Redford nominated Mr. Diamond for secretary.
Nominations were closed and Mr. Diamond was elected unanimously.
A letter from Ms. Dubois, outgoing chairman, was read.
Statistical report: Last year's record circulation will be broken this year. Usage over Memorial
Day weekend was a little light, but otherwise normal. Consensus was that it was worth having the
Library open.
Report from the Chairman: Mrs. Silvaggi commented on the workshop that she and the
Director attended last month. It was not presented in the context of boards that are in trouble, but
boards that are doing a good job, yet can improve in some aspects. A self-evaluation is one of the
Board's goals for this year. Sharing responses to the "Evaluating Library Board Maturity" form
makes sure that all trustees are on the same track.
Director's report: Concerning the HVAC project, the Attorney General found for the company
to whom the Town had awarded the bid, HVAC Engineering. Fall Town Meeting appropriated
$212,000; the low bid was $280,000. The Finance Committee voted 5-3 last week to supplement
the funding with moneys voted for FY98 HVAC improvements for other Town buildings. The
contract will be awarded July 1, and a schedule will be determined after that date. Mr. Fields
would like to be involved in discussing the schedule.
Liaison reports: Mr. Fields (Building) urged that the canopy at the entrance be replaced. Tom
Stohlman is working on a design for it, and DPW has agreed to try to build it. Mr. Diamond
(Trust Funds) will be sending the Library a check for $5000.
Mr. Conner (Staff) attended the quarterly staff meeting last week. He was very impressed with the
creativity, imagination, and energy of the staff. The staff developed their own solutions to issues
brought up at the meeting. The resolution is never one to withdraw some service. One item
discussed, for example, was concern about unsupervised children. Mr. Conner observed and
listened at the meeting, and will use. future opportunities to convey to the_staff what the Board is
dealing with. Dr. Redford (Friends) attended the annual meeting, a portrayal of Amelia Earhart.
The Board acknowledged that the Friends continue to do a great job.
Unfinished business: The Director has not received direction yet from Town Counsel on how to
proceed with the bylaws.
New business: Responses to an evaluation form from the trustee workshop were discussed, and
the following areas were noted as having room for improvement.
*Board members would like to incorporate social occasions in the Board's calendar, perhaps
including spouses.
*There is a need to provide the Board (each trustee or one shared copy) with a copy of the policy
manual. Procedures can be left out of that copy; the Director will attend to it. All policies were
reviewed two years ago.
*Concerning trustee recruitment, Board members can keep prospects in mind should there be an
opening, in the way that Mr. Diamond recruited Mr. Fields for the Board.
*Trustee orientation has been left up to the Director, but should also be a responsibility of the
Board or the chair.
+The Director is evaluated annually, but Ms. Hanley has not received a copy of her November
evaluation.
*In order to support trustees in their development, Massachusetts Library Trustees Association
memberships should be paid for by the Library. The Director will bring applications when they are
sent out by MLTA. Mr. Diamond considered their materials very informative in the past. Mrs.
Silvaggi finds attending conferences and seminars very helpful.
*There are probably regular opportunities for trustees to act out their advocacy. These should be
recorded on a calendar, and the Board arrange to have one or more trustees present. A report at
next year's Town Meeting would be beneficial. Because of the Foundation, there will be increased
opportunity for the Board to be in the spotlight.
+The Board's liability stems from its responsibility to oversee the Library budget, which is
delegated to the Director. The Board is ultimately responsible for the expenditures.
*An annual meeting calendar outlining board duties that occur annually will be developed.
*The Director has to write an update/action plan every year for the long-range plan. This year a
new long-range plan needs to be written.
The meeting adjourned at 8:35 p.m.
Diane J. Young
Assistant Director