Sharon Public Library Board of Trustees

Regular Session

September 19, 2012

 

Attendance:

Trustees:  Bob Levin, Alyssa Wiener Rosenbaum, Roberta Saphire, Carolyn Weeks, Cheryl Weinstein

Library Staff:  Barbra Nadler (Library Director)

 

The meeting was called to order at 8:30 p.m. by Bob Levin.

 

Minutes

·         Carolyn moved and Alyssa seconded a motion to approve the minutes of the July 18, 2012 regular meeting.  The motion passed unanimously.

·         Cheryl moved and Carolyn seconded a motion to approve the minutes of the July 18, 2012 facilities meeting.  The motion passed unanimously.

·         Alyssa moved and Carolyn seconded a motion to approve the minutes of the July 18, 2012 executive meeting.  The motion passed unanimously.

 

 

Friends

·         Still working on identifying the different categories (classifications of membership.)

·         Talked about the budget and the Open Studios event.

 

Treasurer’s Report

·         Eastern Bank Account:           $1,690.56 ($25 was spent on Adopt a Book for Amie Saphire)

·         MMD Account:                       $8,560.47

 

Director’s Report

·         Art Sale:  Anyone who puts something in the case should get a notice that the library is not responsible.

·         Budget:  The FY2014 budget cycle has begun.  There are three budget options.  1 – Use the FY2013 bottom line and add in the necessary increases in personnel.  2- Add in the steps and 2% and allow an increase to the expense lines as much as 5% to achieve level services. 3 – Addresses things such as opening on Sundays and an Adult Services Librarian.  When the library was open Sundays, it was the busiest day of the week. 

·         Budget presentation schedule: Finance Director/Town Accountant 10/18 at 8:00

                                                               Board of Selectmen 11/13 at 8:00

·         Capital Outlay Process:  Not started, the materials haven’t been sent yet.  Will start the process in November for next October.  Bob feels we need to replace every window in the building.

·         Bathrooms:  Anania Plumbing is not interested in working on the bathrooms.

·         Staff Development Day:  9/20 Starting with a staff meeting and then a presentation by the Wellness Corporation.

·         Personnel:  2 staff members have resigned.  Already have 15 applications.  Deadline for applications is 9/30.  Barbra hopes to have a new librarian by the end of October. 

·         Building Issues:  The project will begin on Monday 9/24.  The front steps are scheduled from 7-9 and then the back entrance will close while the back steps are being worked on.  Peter O’Cain, town engineer, and Barbra met and Peter understands that library personnel will take charge of building issues and he will be available for support and guidance.

·         Facebook:  Lots of libraries use Facebook and love it.  Primarily the director takes care of it.  Barbra will talk to the staff and look into this after October.

·         OCLN:  We are finally getting our circulation statistics the way we want them.  We are getting how many books are being taken out not based on the card type.  Lynette is working on a report of database usage.

·         Barbra is looking into buying scanners to scan library card info from a smartphone.

 

Trustees Items  

 

·         Agenda item for next time:  Library card usage when checking out museum passes.

·         Tardiness Policy:  Roberta moved and Cheryl seconded a motion to accept the tardiness policy with the typo correction.  The motion passed unanimously.

·         Trustee Associations:  Bob moved and Carolyn seconded a motion to rejoin MLTA as a trustee board for $125 per year.  Membership to be paid out of trustee funds and reimbursed from the Mass Depository account. The motion passed unanimously.

Bob moved and Cheryl seconded a motion to join ALA as a trustee board for $125 per year. Membership to be paid out of trustee funds and reimbursed from the Mass Depository account. The motion passed unanimously.

Bob will work with Roberta to complete the above two tasks.

 

 

 

Staff Performance Reviews

Barbra handed out a list of reviews.  Barbra is going to try to review everyone within 2 weeks of their anniversary date.  So far this has not been accomplished for all staff members.

 

Action Item Update

Update will occur next month

 

Roberta moved at 9:45 p.m. and Carolyn seconded the motion to adjourn for the evening.  The motion was unanimously approved.

 

The next regular meeting will be October 17, 2012 at 7:00.

 

Action Items Summary

(Barbra’s action items have been updated in her report.)

 

May 16th Meeting:

·         Trustees: Planning for the 75th celebration.  In September, advertise for people who want to be on the centennial committee.

·         Barbra:  Look into union issues regarding mandatory staff meetings.

 

June 20th Meeting:

·         Trustees:  Review the timeline and discuss at the next meeting (which will now be in September.)

·         Bob:  Speak with another job coach.

 

July 18th Meeting:

·         Bob: Speak with the job coach.

·         Trustees:  Discuss Director vs. Trustee roles at MBLC meeting.

 

September 19th Meeting:

·         Barbra:  Fix the tardiness policy typo

·         Barbra:  Review realistic numbers for the third option on the budget

·         Barbra:  Hire staff

·         Barbra:  Talk to the staff about Facebook and look into it after October

·         Barbra:  Looking into buying scanners to scan library card info off a smartphone

·         Barbra:  Ongoing – reviews within two weeks of anniversary date

·         Agenda Item:  Library card usage when checking out museum passes.

·         Bob and Roberta:  Fill out forms and sign up the trustees for membership in MLTA and ALA.  Transfer funds from Mass Depository Trust.

 

 

 

                                                                              Respectfully submitted,

 

                                                                              Cheryl Weinstein