Sharon Public Library Board of Trustees

Regular Session

July 18, 2012

 

Attendance:

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

Library Staff:  Barbra Nadler (Library Director)

 

The meeting was called to order at 7:10 p.m. by Bob Levin.

 

Minutes

·         Carolyn moved and Alyssa seconded a motion to approve the minutes of the June 20, 2012 regular meeting.  The motion passed unanimously. 

Friends

·         The Friends would like to have the book sale on the 3rd weekend in May.  Barbra will check on this date.

·         Working on changing bylaws so there are different classifications of membership.

·         The field trip to the textile museum was successful.

·         Working on setting up computer files.

 

Treasurer’s Report

·         Eastern Bank Account:           $1,715.56

·         MMD Account:                       $8,556.36

 

Director’s Report

·         Budget:  There was an issue with the reported numbers, Jo was on vacation and Barbra will send the budget when available.

·         Library during vacation time:  Lots of different people coming in, a science presenter for the children, book discussion groups.

·         Building Issues:  Barbra supplied new estimates from Ted Case and they need an o.k. to approve this.  Will paint when they are signed then tile after the tile arrives.

·         Building communication issues:  The original estimate was based on tile only on the top of the stair.  We are now adding tile going around and added a vision strip to stop skidding.  Those two changes are a reason the cost of materials is higher.  Barbra will call Ted, Peter handled this previously.  Barbra will find out what percentage of the cost is the restocking fee of the original materials.  She will also question the trip charge and tell him that the maximum we can spend is $7,000.  Currently the charge is estimated at $7,307.

·         Bathrooms:  Barbra tried to contact Anania, Keith, and two other plumbing contractors.  No one has responded to her.  She will try the guy in Stoughton again and Roberta will ask Amy to call Anania.  Barbra will give Bill the old estimate to hold the funds.

·         Tardiness Policy.  Alyssa suggested that the second paragraph read as follows:  In order for the library to operate at its full efficiency, and for employees to fulfill their contractual obligations to the town, it is imperative that staff arrive and be ready to work at the scheduled start time of their shift and remain at work and not leave their post until the scheduled end time of their shift.  Barbra will make the changes.

·         Email list:  Barbra is going to call the Norwood library director to find out how they have handled an email list.

 

Job Coach

Bob talked to Susan, this is on hold right now.  He talked to her regarding issues of fees and hours and will get back to her next week.

Trustees Items  

 

·         Bob motioned to adopt a $25 book in recognition of Amy Saphire’s services to the library as library trustee.  Carolyn seconded the motion.  The motion was unanimously approved.  Roberta will fill out the form.

·         Action Items: Cheryl will put a summary of the action items on the minutes.  The July minutes will contain the May and June action items.   Agendas will include action items so that they may be discussed.

·         Vouchers:  To try and avoid fees due to vouchers not being signed in a timely manner and to also notify the trustees as to whether the vouchers have been signed, the trustees will try the following solution:  If a trustee is going to come in and sign the voucher, or has already signed the voucher, they will send an email to the group (including Jo.)  Barbra will check to see if the voucher can be sent in if it is not signed to avoid penalty fees.

·         Trustee vs. Director responsibilities:  MBLC recommends that the Chairman create the agenda and that the secretary post meeting notices (the trustee by-laws also indicate that the secretary should post notices.)  In Sharon the Director does these duties.  Cheryl recommended that the trustees take over these trustee duties.  The trustees will discuss this with MBLC in September.

·         Building Projects:  Barbra will talk to Peter to clarify roles.  Barbra should be the contact person, not Peter.

 

ESOL

The 3rd program for the Sharon Pluralism Network grant will be in the fall.

 

Cheryl moved at 8:25 p.m. and Alyssa seconded the motion to adjourn and enter into executive session for the purpose of contract discussion and at the conclusion of the executive session to adjourn for the evening.  The motion was unanimously approved.

 

There will be an MBLC workshop on September 19th open to the community from 6:30 – 8:00. The next regular meeting will then start at 8:00.  There will be no meeting in August.

 

Action Items Summary

 

May 16th Meeting:

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

·         Barbra:  Speak with Richie Weiner about insurance on the artwork for the open studio event.

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

 

June 20th Meeting:

·         Barbra:  Budget - Check on why there is a negative balance on Telephone and what was spent on office supplies.

·         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:

·         Barbra:  Check on the 3rd weekend in May as the date for the Friend’s book sale.

·         Barbra:  Send the budget when available.

·         Building: Barbra: Find out what percentage of the cost of the tile is the restocking fee of the original materials.  Also question the trip charge. 

·         Bathrooms:  Barbra:  Call the Stoughton person again and give Bill the old estimate to hold the funds.  Roberta:  Ask Amy to call Anania. 

·         Barbra: Update the tardiness policy.

·         Barbra: Call Norwood director regarding an online newsletter/message.

·         Bob: Speak with the job coach.

·         Roberta: Fill out the adopt-a-book form.

·         Barbra:  Place “Action Items from previous meetings” (or similar) on every agenda.

·         Vouchers:  Trustees: Email all when vouchers are signed.  Barbra: Check to see if the voucher can be sent in if it is not signed.

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

·         Barbra:  Talk to Peter to clarify roles during building projects.

 

 

                                                                              Respectfully submitted,

 

                                                                              Cheryl Weinstein