Public
Library
Board
of Library Trustees
Minutes
of Public Meeting
Meeting
was held at the
Members
Absent: None
Others
Present: Debbie DeJonker-Berry,
Library Director
Call
to Order: Mick Rudd called the meeting to order at
1. Public Statements: There were no public statements.
2. Minutes:
Paul moved to accept the minutes of the March 19th BOLT
meeting as amended. Jim seconded the
motion. The vote passed 3-0-1. There was no discussion.
3. Agenda:
There were no changes.
4. Chair’s Report –
a. Budget/Town Meeting Discussion – Mick reported that the Library budget
passed with the other Town budgets during Town Meeting. The Library was one of three proposed
recipients of $50,000 from the Community Preservation Committee.
b. Long-Range
Plan – Two facilitated planning sessions have taken place at the
library. Jackie prepared the results of the prioritized service responses. The BOLT
discussed the Library’s Long-Range Planning process results. Mick and Deb commented on how well the
Planning Committee worked together as a group, and also on how hard they
worked.
MOTION:
Lyn moved to adopt the recommended service responses, as generated by
the Planning Committee (numbers 1-5 as noted below) in a memo dated
#1 Visit a comfortable place: Physical and Virtual Places: Residents will have a safe and welcoming physical place to meet and interact with others or sit quietly and read and will have open and accessible virtual spaces that support networking.
#2. Stimulate Imagination:
Reading, Viewing, and Listening for Pleasure: Residents who want materials to enhance their
leisure time will find what they want when and where they want them and will
have the help they need to make choices from among the options (combined with
Connect to the Online World: Public Internet Access. Residents will have high-speed access to the
digital world with no unnecessary restrictions or fees to ensure that everyone
can take advantage of the every-growing resources and services available
through the internet.)
#3 Satisfy Curiosity:
Lifelong learning: Residents will have
the resources they need to explore topics of personal interest and continue to
learn throughout their lives. (Combined
with Create Young Readers: Early Literacy: Children from birth to age five will
have programs and services designed to ensure that they will enter school ready
to learn to read, write and listen.)
#4 Know Your Community: Community Resources and
Services: Residents will have a central
source for information about the wide variety of programs, services and
activities provided by community agencies and organizations.
#5 Celebrate Diversity: Cultural Awareness: Residents will have programs and services that promote appreciation and understanding of their personal heritage and the heritage of others in the community.
MOTION: Lyn moved to commend the Library Committee
and Bill Schneider for a thoughtful and productive planning
results, and to send a letter of thanks for their service to the Library
and an invitation to continue to participate in future library endeavors. Paul seconded the motion. The vote passed 4-0-0. There was no further discussion.
c. Heritage Day Update – The library is concentrating on June 14th,
and decided to focus on the interviewing of fire personnel and their memories
of the fires around 1998. The public
will be invited to offer their memories as well.
5. Resource
Development Report –
a. Gift and Cast Report – There is $218,481 available in unrestricted
funds. There was $1,000 deposited into
the Building Gift Fund in March along with an additional $200 deposited in the
Tracy Bliss Gift Fund, $200 into the Landscaping Fund, and $1,000 into the
Furniture Fund. Jim reported on the
Supporters fundraising ideas such as the Mary Oliver reading in memory of Howie Schneider, possibly in July or August. Locations were discussed. Mick brought up the need for a Spring Appeal
Letter that would highlight upcoming events.
b. Resource
Development Planning: Grant Writer – Deb met with Felicia Penn to explain the
library’s needs. Felicia sent Deb a
report that Deb shared with the BOLT.
Deb would like more information on the organization that Felicia noted
on her spreadsheet. Lyn felt the library
needed to be more focused on what the library is expecting from the grant
writer.
c.
Pledge Letters
– There have been some positive responses.
d. Major Gifts:
Landscaping RFQ: – The BOLT discussed
plans for landscaping the library grounds.
Deb proposed that the library buy soil and hire someone to spread it and
install Curlez to stabilize the ground and to keep it
from running into the sidewalk. Then
wildflower mix would be planted. Deb
felt that this is a serious project that will need more professional help. It is too big a job for volunteers.
MOTION: Jim moved to
authorize the Library Director to spend $5,000 to implement the Temporary
Landscaping Proposal, Item #1 of the Draft Landscaping Plans. Lyn seconded the motion. The vote passed 4-0-0. There was no further discussion.
Deb
asked that the BOLT meet again next week to finalize a draft RFQ Request for
Qualification) for the Landscaping Architect.
The BOLT discussed the wording of the draft.
MOTION: Paul moved to
authorize the Library Director to prepare a scope of vision for an RFQ
publication for the design of the landscaping of the entire grounds of the
PPL. Jim seconded the motion. The vote passed 4-0-0. There was no further discussion.
6. Director’s Report –
a.
Building Issues &
Operations-Updates: Furnace & Emergency Exterior Repairs – Deb will be directing
complaints about the library directly to the DPW. Deb presented a 2-page document from Paul Holitz of the Mass. Historical Commission regarding the
restoration of the library façade.
b. Josephine
Del Deo Heritage Archives Construction & Draft Policy –
Deb would like the library to create
a plan for the public to have access to the collection. She felt the current policy needs revision
and input.
c. Children’s Safety Policy – Draft and
Discussion – Deb stated that the library should have a Child Policy for
children’s safety while in the library.
There was no need for such a policy before in the Freeman building
because the children were in plain view of the circulation desk.
MOTION: Paul moved to
approve the Unattended Children Policy as presented by the Library
Director. Lyn seconded the
motion. The vote passed 4-0-0. There was no further discussion.
d. Website – Deb stated that the website will be up
and running by the end of the week of April 20th.
7. New Business: Deb presented the job description for the new
Resource Development staff position. The
BOLT discussed the job description and advertising for the position. Mick stated that the position has been
accepted at Town Meeting so the library is free to move forward. Lyn mentioned advertising in
MOTION: Lyn moved to
approve the job description as set for the in Draft
Discussion: Responses will go to Town Hall. The library will organize the
interviews. Closing date will be in a
month. The BOLT will schedule a meeting
to set up the search committee.
Summer Planning – The PPL might be short-handed this summer if
Karen finds a job and leaves before her ending date. There will be no extra open hours. The BOLT discussed the possibility of cutting
the children’s programs that occur outside of the library.
Public Libraries Fund – Deb stated that $7,000 might be
cut. Deb informed the BOLT that the
extra custodial coverage has not been successful. Brian Cowing has offered to come and fill,
giving him overtime. Deb felt it would
be better to give the hours to Brian than try someone new.
8. Other Business and Correspondence -
With Town Hall closed, the library
might be getting more request for rentals for
meetings.
The BOLT needs to be ready on
Election Day with stickers to write in Trustees on the ballots.
Deb presented a large-format
time-line display for the box out front to house upcoming events.
The next
meeting of the BOLT will be at May 21st 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)