Public
Library
Board
of Library Trustees
Minutes
of Meeting
Meeting
was held at the Provincetown Public Library,
Members
Absent: Cathy Metzger
Others
Present: Debbie DeJonker-Berry, Library Director
Members
of the Public: James Cole, Marcia Fair, Doug Johnstone
Call
to Order: Mick Rudd called the meeting to order at
1. Public Statements: Marcia thanked Maghi Geary from Provincetown
Florist for organizing the library merchandise display.
2. Minutes: Mick
moved to accept the minutes of the
MOTION: Paul moved to change the order of the agenda, making item #6D the next item to be discussed. Lyn seconded the motion. There was no discussion. The vote passed 4-0-1 (absent).
6. Resource Development Report
d. CPA
Request: Presentation – Doug
Johnstone came before the Trustees to present a plan for housing the
MOTION: Lyn moved to approve the concept of utilizing
a portion of the southern sector of the library’s lower level as a site for a
climate controlled storage area for the Town’s
MOTION: Paul moved to have the Library Trustees write
a letter of support to the Town Clerk for the CPA project. Lyn seconded the motion. The vote passed 4-0-1(absent).
a. Donor mailing/annual appeal – Two back-to-back appeals went out to the public, one in November and one in December. Mick referred to the Gift and Cash reports stating that $10,610 had been received in December, which brought the total to $1,131,378.
c. Resource
Development Planning – The Trustees discussed the need to internalize the
work that Marcia has been doing. The
Trustees scheduled a Resource Development meeting for February 22nd
at
4. Chair’s
Report
a. Budget Discussion – On January 16th Deb and Mick met with the Town Manager, presenting to him the need for the library to increase its budget 42% on the on-call line item. This increase is necessary to handle the Capital Campaign by adding a 10-hour a week position, and to fund a previously Federal-funded library position. The Town Manager agreed to support the budget increase.
b. Belfry Report – Debbie stated that on the Invitation for Bids, the finial is being pulled out of the contract because DPW can work on it. The trap door access way to the bell has also been pulled from the bid both to decrease costs and maintain the integrity of the existing roof. Debbie stated that the bell has got to be ready when the belfry is ready to be placed back on the top of the building.
MOTION: Lyn moved that a report on the cost of
different levels of restoration on the bell be added to the next Trustee’s
meeting agenda. Paul seconded. The vote passed 4-0-1(absent).
d. Building Fund Transfer – Debbie
presented an email to the Trustees from the Town Manager requesting the first
payment for the Library’s Debt Service.
Deb stated that we have the funds available in the Building Fund.
MOTION: Paul moved to approve the transfer of
$84,830.63 from the
Of the payment, Paul questioned how much was interest vs. principle and whether the Trustees were paying interest on the entire amount. Marcia suggested that the discussion get tabled until the next meeting so that the Library Director can do more research. Mick asked the Trustees if they wanted to go through it now or postpone it due to the ambiguity. The Trustees decided to move the motion and they signed the vote.
MOTION: Paul moved to authorize Debbie to submit a
letter along with the vote taken tonight requesting monies owed to the Town by
the Library with the goal of establishing a loan agreement between the Town and
the Library. Cj seconded. The vote passed 4-0-1(absent).
e. VSB
Grant – Mick presented to the Trustees a copy of the VSB Tourism Grant
Application for FY2008 for the Provincetown Heritage Day on
7. Director’s Report
d.
Staffing-On Call/Emergency Staffing – Karen
has been out sick. Deb is hoping that
she’ll be able to work part-time on the Rose Dorothea project so that the video
will be for the June 14th Heritage Day event this spring. The library has gone over budget due to
Karen’s illness. Deb thanked Renee for covering
while Deb was on vacation.
a. Building Issues and Operations – The library has new software, new computers and people counters in place. A new security twist has arisen. When Deb was on vacation, the code the security system was given to a temporary custodial person, which now breaches library security. Mick stated that the library definitely needs a policy about who should have access to security code. The Trustees discussed this issue and said that they thought that the code should be changed in the immediate future, but a long-term policy needs to be in place.
MOTION:
Paul moved to instruct the Director to change the security code for the
building entry alarm system. Cj
seconded. The vote passed 4-0-1
absent. There was no further
discussion.
Debbie also wanted to say that she felt like the library was losing ground. An outside piece of the building has fallen, there are new cracks inside, and DPW should be giving us time for routine maintenance. Deb will pursue this with DPW. The furnace will be on the top of her list; it’s not working properly.
b.
c. Exhibits, Events and
The price quote is in on some good quality blinds. Three blinds will be arriving next week, and the Mezzanine windows will be next.
Mick thanked Marcia for writing the Annual Report.
8. New Business – There was no further business presented or discussed.
Next Meeting: The next meeting is scheduled for
Adjournment: Cj moved and Paul seconded the motion to
adjourn the meeting at
These minutes were approved by a vote of the Provincetown Library Board of Trustees present at their
meeting on ___________________________________.
Respectfully submitted:
___________________________________________ _________________________
Library Board of Trustees signature Title
(Minutes prepared by Jean Jarrett)