TOWN OF PROVINCETOWN
PUBLIC LIBRARY
BOARD OF LIBRARY TRUSTEES
MEETING MINUTES OF FEBRUARY 6, 2002
Meeting held at the Provincetown Police station
Members
present: James
Cole (Chair), Marcia Fair (Vice-Chair),
Arthur Pike
Members
absent: Maghi
Geary (Secretary), Anita Berman
Others present: Debra
DeJonker-Berry (Library Director), Elaine Quinn (Recording
Secretary)
1. Public Statements: None
2. Minutes: Arthur Pike moved to
accept the minutes of January 14, 2002 as amended. Marcia
Fair seconded. It was so voted, 3-0.
3. Director's
Report: Topics
discussed included:
a. Hiring Process - Library Technical Assistant
- Elaine Quinn has accepted the
position
of Library Technical Assistant. Out of
twenty-four applicants, three candidates
were chosen. One dropped out because of scheduling
conflicts. The two finalists left
were Elaine Quinn and Diana Maher, both equally qualified. Debra DeJonker-Berry
called in the assistance of the
Trustees to do second interviews with each candidate.
Elaine Quinn was offered the
position and Diana Maher was offered on-call-hours.
Marcia Fair commended Debra
DeJonker-Berry on how well she
conducted the
interviews.
b. Library Art Display Area Policy - See
Packet Enclosed. Debra DeJonker-Berry,
distributed
a packet of information to be examined and then discussed at the next meeting.
c. Library Programming Policy - Please see
attached papers.
d. Budget and Reorganization Plan - Debra
DeJonker-Berry thanked the Trustees for
their help with the Budget. The Finance Committee Meeting on the Budget
is February
26th at 4 P.M. (The Budget will make it to Town
Meeting.)?? On the Reorganization
Plan, James Cole suggested that a
meeting be scheduled with the Trustees to brainstorm
how to reorganize the Library staff
structure and then to take it to the Staff.
e. Gift Fund - Arthur Pike moved to
authorize expenditure from the Gift Fund the
amount
of $1,067.45 to pay the balance of the Clams invoice. Marcia Fair seconded and it
was so voted 3-0. Arthur Pike distributed the form for
signatures and it was signed. The
Director noted that State Aid for
Net Lending is slightly decreased and another shortfall is
anticipated because of this
decrease.
f. Clams Upgrade - The Clams Upgrade to a
Windows program will happen in June.
The
training will be in March.
Implementation of the Reorganization Plan will help with
the training.
4.
Chairman's Report -
a. Annual Town Report - About
fifteen pages of the Report include the Library.
Names
of Volunteers have been included so that they will be recognized for their
help.
b. MBLC Grant Update - James Cole gave
Marcia Fair a copy of the Special Town
Meeting
article to be submitted by February 19, 2002 for inclusion in the Town Warrant.
(Please see attached.) Requests for Independent Review of the
Library Project have been
put into motion, in order to
substantiate the feasibility of the Project to those who doubt
it. Several Architects have been approached,
among them Stephen Hale, Melissa Bennett,
Stewart Roberts,
Durland and Van Voorhis, and Ann Beha.
c.
Town Meeting - (Please see attached) Marcia Fair stated that there was an omission
that needs to be taken care of in
the Special Town Meeting article. It is
that a Building
Committee will be
appointed once the project begins, when the Grant Contract is signed.
The Selectmen will
assign two Trustees to the Project, using the same model as the pier
construction. Marcia Fair moved that the Article be
amended to clarify and define the
term "Building
Committee". Arthur Pike seconded
and it was so voted 3-0. Debra
DeJonker-Berry
suggested additional language for the Independent Review to indicate
that it is
multi-phase, including the cost of the building, books and seating
capacity.
Marcia Fair moved to
accept the new language of the Independent Review and James Cole seconded. It was so voted 3-0.
Marcia Fair also moved to approve the draft
as
amended to the town-meeting article with the addition of the correct figures as
of
February 19th. Arthur Pike seconded and it was so voted
3-0. The document would be at
the Library for the
Trustees to sign. A discussion
followed, about a Request for Proposal
of the
Design-Development Phase including a concern about the amount of time it takes
for this RFP to go from one
department to another. The time process
may be several
months. Marcia Fair moved to go ahead with the RFP. James Cole seconded. It was so
voted, 3-0.
Marcia
Fair suggested a question and answer sheet to respond to questions about the
possible bridge
loan. Arthur Pike queried about the
fall-back plan if we lose the Grant?
What will be done with
the money raised? Debra DeJonker-Berry
responded that the
money will be continue to be
restricted for the next Library, whatever the location.
5. Capital Campaign
Committee
a. February 16th fundraiser - Please
see attached schedule and flier.
b.
Yearrounder's Fundraiser - There will be a Library booth with a
rendering of the
new Library. Judy Wallace is collecting CDs from local
artists for fund-raising. So far,
donations are from Zoe
Lewis, John Arterton of the Three Marys, and Judy Wallace.
c. Mailing and Insert - Debra
DeJonker-Berry stated that the mail-merge went well,
and thanks
to Carole MacDonald, C.J. Noyes, Margaret Bergman, Arthur Pike and
Sandy Fay, 1400 solicitation letters
were sent out.
d. Capital Campaign Report - Marcia
Fair distributed the Report. (Please
see attached)
At
this time there is $201,890.00 in
the Building Project account.
e.
Elder Services - Elder Services has provided support for
Arno Masters for two more
years at the
Library. His new position is Capital
Campaign Fundraiser Assistant.
f.
Public Service Announcements - Nan Cinnater of WOMR
recorded a PSA for the
Fundraising
efforts of the Library. Melissa Becker
would like to do a PSA
with assistance from children who
use the Library. Marcia Fair will write
a script for
them. A special PSA is suggested after the Town Meeting article is
published.
g. Renderings in Public Spaces - Marcia
Fair said that a rendering is being displayed in
the
lobby of Seamen's Bank. Other locations
are suggested.
f. WEB Site - Debra
DeJonker-Berry reported that Sandy Fay and Karen MacDonald are
meeting
to redesign the Web Site. The present
development is already very beautiful.
Arthur Pike suggested that the Web
Site be displayed at the Yearrounders Festival
6. Other Business -
a. Cable Advisory Committee - (See
Attached) Debra DeJonker-Berry
suggested that
if we have a technology/computer
room there may be a way to accommodate an editing
suite for local cable access. All agreed it was worth persuing.
b.
Data Logger - Debra DeJonker-Berry reported that Gregor
Trinkaus-Randall of the
MBLC has
installed a Data Logger which will collect data about temperature, humidity
and the effects of light in the
Library on the collection. The system
will be in place for five
months, at which time Mr.
Trinkaus-Randall will extract the information and remove the
Data Logger.
7. Next Meeting - The
next meeting was scheduled for March 13, 2002 at the
Provincetown Police Station at 5:30
P.M.
Adjournment
Marcia Fair moved to adjourn the
meeting at 7:03 P.M. Arthur Pike
seconded
and it was so voted 3-0.
………………………………………………………………………………………………
These
minutes were approved by a vote of the Provincetown Library Board of Library
Trustees
members present at their meeting on 4 March , 200 2 .
Respectfully
Submitted:
James D. Cole Chairman
Board
of Library Trustees Signature Title
Elaine Quinn
Elaine Quinn,
On-Call Secretary