Minutes of the Bedford Public Library Trustees

July 13, 2004

Bedford Free Public Library

Bedford, Massachusetts

Rosemary Dyer, Chairperson, called the meeting to order at 8:05 P.M. 

Those present were Trustees Robert Dorer, Rosemary Dyer, Donna Hoffman, Lynne O’Connor, Michele Ross, and Peter Russo. 

Others present: Director Meredith McCulloch; Assistant Director Vanessa Abraham; Town Treasurer Victor Garofalo.  Excused: Doris Crowell, Trustee. 

Victor Garofalo, Town Treasurer, was introduced to the Trustees. He reported that all Bedford Free Public Library Corporation funds were now under Morgan Stanley management and were handled on the same basis, but not co-mingled with, other Town of Bedford holdings.  He distributed up-to-date information reflecting the current status of the Corporation portfolio.  The documents included Book Balance of stocks and bonds based on cost on the date of transfer to Morgan Stanley; several portfolio summaries of current holdings based on market value and book value; values by fund; Morgan Stanley Asset, Income and Activity Summary as of June 30, 2004; and diversification recommendations of the broker for consideration by the Corporation.  There was discussion. 

Victor responded to a variety of questions and further reported that all funds were reconciled monthly; that the broker received less than a one percent commission on sales; and, that the Corporation is not bound by the legal list because the funds are private bequests.  He encouraged the Trustees to give early notice if a large expenditure were anticipated so that appropriate funds could be liquidated in a timely fashion.  The Trustees suggested that the Corporation be given a regular quarterly report showing book and market value of the funds.

The Trustees thanked Victor for his excellent presentation.

VOTED (Unanimously): to send a letter to Rick Reed and Peter Naum acknowledging the highly professional quality of Victor Garofalo’s presentation and the Trustees appreciation of his considerable efforts in preparing and presenting comprehensive information.

VOTED (Unanimously): to accept the Minutes of the June 8, 2004 meeting as amended.

Meredith added to her written Director’s report that the Library had received the Chinese language grant due in large measure to Vanessa’s efforts.  She also indicated that work would be going forward to repair the air handler unit as stipulated by the Trustees in the previous meeting and that the funding would be taken from the electricity line item.  There was further discussion about the possibility of hiring an HVAC expert to assure the operating integrity of the overall HVAC system.  Meredith will contact Richard Jones, Facilities Director, regarding the issue. 

She added that the session with Kent Haruf, author of Plainsong, could be seen on cable television. 

VOTED (Unanimously): to accept the Director’s Report.

The Trustees turned their attention to a continuing discussion of Long Range Goals and attendant short-term actions contained in a draft document called “Action Plan by Goal, Bedford Free Public Library, and Long-Range Plan FY2006.”

It was clarified that the long range goals were the major headings in the document, and the sub-sections reflected proposed short-term implementation activities.  A document describing the long range review and planning process and the identified long range goals will be submitted in the fall to the Massachusetts Board of Library Commissioners.  A second document, the annual action plan, will also be submitted.

It was noted that it was important to incorporate a specific item related to volunteerism.  It was further agreed to add a goal related to financial stability, which would include a reference to donations, grants and adequate funding.   There was also discussion about the possibility of adding measurable goals in some areas, and there was consensus that a goal related to the process of establishing quantitative goals might be included.  Donna volunteered to edit the document, incorporating the discussion items, and circulate it to the Trustees by the next meeting.  Lynne will forward the electronic draft to Donna in the next few days.

The next meeting will be held on August 11, 2004.

Meredith strongly recommended the renewal of the MLN contract.  She reported that the new contract amount was a 3.8% increase over 2004.

VOTED (Unanimously): to authorize the Chair to enter into an agreement with the Minuteman Library Network, Incorporated, in the amount of $34,061.33 for automated networking system resources for FY2005. 

The Trustees reviewed the revised Purpose and Objective statement related to the long range planning project and agreed in concept with the revision.  Vanessa will poll various staff and report any feedback to Donna prior to editing.

Meredith reported on a recent meeting of the Local Cultural Council held for the purpose of brainstorming ideas for expending certain funds, which would have broad benefit to the community at large.  She suggested that she did not think the LCC was looking toward funding a mobile or other piece of public art for the library proper.  Donna, who also attended the meeting, supported Meredith’s assessment and suggested that funding by the Corporation for a permanent public art sculpture, mobile or structure would be an appropriate alternative measure.

VOTED (Unanimously): to authorize the Director to work with the Library Arts Steering Committee to develop preliminary proposal specifications for an arts project, to be reviewed by the Trustees.

There was discussion about ways and means of providing adult programming in light of anticipated budget cuts.

VOTED: to authorize the Director to expend the remainder of the original allocation for an adult services librarian by extending the temporary employment of the Adult Services Librarian to December 3, 2004. 

Meredith reported that a recommendation had been received regarding the operation of the main entry doors from the parking lot.  New hinges and a new panic bar were recommended to make the doors more manageable.  In addition, the repairs would improve locking ability while preserving accessibility.  The cost of $5,643 would be funded from the state aid budget. 

VOTED (Unanimously): to repair and improve the door mechanisms, subject to on-site  observation of similar door operations in another building to assure that the needs will be met.

Rosemary reported that several of the Trustees were in the process of drafting a brochure describing the process for gift-giving to the Library.

VOTED (Unanimously): to adjourn at 10:30 P.M.

Respectfully submitted,

Donna Hoffman

Secretary