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Home My WebLink About1996-01-22 Board of Library Trustees MinutesP-- rCaE]IVF Board of Library Trustees ' CI.:; u Minutes of Meeting - January 21, 1996RE'Ajh 4c, " Conference Room - Reading Public Library - 5:30 p.m. 1 q Tn tIr P went: Ms. Cherrie Dubois, chair; Mr. William iamond -Mrs.-lalia Marnik; Dr. Christine Redford; Mrs. Maria Silvaggi. Guests: Stephen and Rachel Baumgartner. Absent: Mr. Robert Fields. Ms. Dubois called the meeting to order at 5:35 p.m. Minutes: Mrs. Marnik moved to accept the minutes of December 4. The motion passed. Financial report: All accounts are right on target. Statistics: The weather impacted December's circulation, although historically that month is always under 20,000. Director's report: Continental Cablevision has scheduled another telethon for April 21. Construction of the Children's Room desk is progressing; Ms. Hanley and Corinne Fisher will go to see it on Wednesday. On Thursday, there is a meeting with the carpenter, the electrician, and the telecommunications people. The Director has invited Carol Grimm, Finance Committee liaison, to the next Board meeting. The Town Manager has asked the Director to take the lead on the parking lot issue, by holding another meeting with the neighbors. She asked that either he or the Director of Public Works be at meeting, also. Trustees agreed to an April 22 meeting, at 7 p.m. after Board meeting. Ms. Dubois considers it important to let people know teat street parking is all right. She suggested signs along the exit or entrance to the parking lot. Ms. Hanley will be speaking at the Computers in Libraries conference in Virginia in February. Kimberly Lynn and Michael Colford will attend the Public Library Association Conference in Portland, Oregon. The ALA conference is in New York this year, and occurs in the next fiscal year. Friends report: Mrs. Baumgartner apologized for not having attended the December meeting, due to a late notification. Unfinished business: 1) Dan Baker came a week ago last Saturday to help the fundraising committee focus on the goals and strategies of the endowment campaign. He will return on February 10 with his findings and suggestions. Members of the committee are Cherrie Dubois, Elia Marnik, Deirdre Hanley, Maria Silvaggi, Bob Nordstrand, Russ Graham, Gene Nigro, and Arthur Knapp. The Board discussed whether the funds should be managed by the town's Commissioners of Trust Funds, rather than a separate 501(c)3 corporation. Ms. Hanley reminded the Board that in 1992 some changes were made to allow the Board to expend trust funds more expeditiously. Mr. Diamond recalled that the Trustees handled the Library funds through the 1970s. Mrs. Marnik remembered that at the time of the charter (ten years ago), the Commissioners took on the Library's funds and consolidated them for i- -stment purposes. Mrs. Silvaggi was charged with researching the I Dry of how Library trust _funds have been managed. 1 f, Earlier in the day, Ms. Hanley asked Town Counsel who has the final authority over trust funds. He replied that the Commissioners can decline t- --elease the funds if they feel the expenditure does not meet the intent c le bequest. He will research this issue further for a final answer b,---)'re February 10. Mrs. Silvaggi moved that the Board support the endowment fundraising endeavor that is being investigated currently by various and sundry parties. Mrs. Marnik seconded the motion. Mrs. Silvaggi remarked that each member's yes vote means that he or she will not only agree to it but will work for it. Mr. Diamond, after reviewing the Massachusetts General Laws, understood the law to say that the Board controls the funds. The Act of Legislature establishing the Commissioners of Trust Funds seems to refer to management and investment of funds, not disbursement. Mr. Diamond reported that Mr. Fields has concerns about the fundraising endeavor. According to Mr. Diamond, Mr. Fields fears the Friends might be offended by the Library embarking on a separate fundraiser. Mr. Diamond himself will support it if it is legal, but asked for the Friends' viewpoint. Mrs. Baumgartner understands the Friends' role to be about projects, not bequests. Mr. Baumgartner added that the Friends are not set up for the heavy fiduciary responsibility of a large fund. Ms. Dubois suggested that she and Ms. Hanley write a letter to Mr. Fields informing him of the intent and methodology of the fundraiser. Ms. Hanley compared the library endeavor to the recent church fundraiser: a consultant is paid only for performing specific jobs. Ms. Dubois added that publicity for the fund will clearly indicate that the money will go to the purpose people are giving it for. Mrs. Marnik asked the Baumgartners if this effort in any way would be r 'onstrued as offensive to the Friends. Mrs. Baumgartner compared it to ege operations. Mr. Baumgartner suggested that the endowment campaign b~-clearly distinguished from the Friends so that financial support for the Friends is not redirected. The motion was voted on and passed unanimously. 2) The Director distributed copies of the FY97 budget that was approved at the last meeting. She expects that the Town Manager will recommend that the position of Technology Coordinator be put in the Data Processing budget. The Library would still have access to the person in that position. Carol Grimm's report to the Finance Committee on the Library was received very well. Mr. Hechenbleikner is very supportive of the increase in the materials budget and NOBLE. He also mentioned to FinComm that the Library has been unable to fill the unbenefited reference librarian position. If Data Processing gets the Technology Coordinator, the Library will be asking for a $52,000 increase, rather than a $92,00 increase. 3) The Director attended the latest all-boards meeting. She and the Superintendent of Schools have continued their talks. They have decided to focus, this year, on collaboration that can be achieved at no cost. For next year, they are charged with expanding the collaboration. 4) Ms. Hanley distributed the Library's capital request for FY97 through FY2006. The numbers and goals may change because the technology changes very quickly. 5) The plans for the one hundredth anniversary of the building need to b ;n. Nancy Aberman has volunteered to be on the committee. Ms. Hanley is °ing_ for more members, 2 New business: 1) Mrs. Baumgartner presented some suggestions for the use of funds in memory of Fran McSheehy. The Friends now have close to $1500. 0-'Dons are: a listening carrel, new CD shelving, naming a collection for } Ms. Hanley would like to purchase CD shelving similar to what the saw recently at the Weston library. She will get prices. Mrs. Baumgartner also asked the Board to consider the idea that when the Baumgartners retire from the Friends Board, they would like to look into enlarging the annual book sale. A library in Connecticut, after five years, makes $25,000 a year, with a bookseller suggesting prices. The Friends would take estates and donations, to offer a larger selection with a wider range. They would need a large storage area, which would give them time to organize and identify the books. Ms. Dubois mentioned the Haverhill Public Library's Friends store. 2) Elaine Singleton will retire from the Children's Room at the end of February, after twenty-two years. Division heads will discuss the future of that position tomorrow. It is a 28-hour job, and may be divided up. 3) The staff has been having serious discussions about space planning. Ms. Hanley will have the staff bring their ideas to the Board. Mr. Diamond requested that something be done about the entry gate, to make it look better. Ms. Hanley added that the outdoor canopy needs redoing. It leaks and has wasp nests in it. Tom Stohlman is designing a new one that DPW may be able to construct. The meeting adjourned at 6:50 p.m. Respectfully submitted, Diane J. rn Assistant Drector 3