Minutes of the Bedford Public Library Trustees

September 21, 2004

Bedford Free Public Library

Bedford, Massachusetts

Those in attendance were: Trustees: Doris Crowell, Robert Dorer, Rosemary Dyer, Donna Hoffman, Lynne O'Connor, Michelle Ross and Peter Russo; Finance Committee liaison Tom Busa; Meredith McCulloch Director and Vanessa Abraham, Assistant Director.

The Chair, Rosemary Dyer, called the meeting to order at 8 P.M.

VOTED (Unanimously) to accept the Minutes of the August 11, 2004 meeting.

The Director, Meredith McCulloch, reported that the Friends of the Library had raised $4,000 on used books during Bedford Day celebrations.  There was discussion about the painting contract.  Peter Russo urged that the project be well supervised to assure a quality job.  Meredith reported that the Facilities Department will oversee the work.  The Trustees agreed that even though the job was already running late, it would be preferable to make sure that painting would take place at the correct outdoor temperature than to rush the job.

VOTED (Unanimously) to accept the Director's Report.

Donna reported that the Long Range Plan and action Plan were complete.  Staff suggestions had been
incorporated where they did not change the intent of the Trustees or offered clarification.  Lynne reviewed the document delineating the process used for developing the revised long-range plan.

VOTED (Unanimously) to accept the Long Range Plan, Action Plan and Planning Process as presented (Intent: incorporate editorial changes.

The Trustees agreed to develop a recap of accomplishments and activities to be available at Town
Meeting.

Peter and Meredith reported on the meeting with Richard Jones, Rick Reed, and Sheldon Moll regarding
services available from the Facilities Department.  It was clarified that we can call upon the Department for matters and repairs that can be handled by Department employees.  There is no specific repair budget allocation for the Library to draw upon although there is a shared "Town" allocation and a school allocation.

There was discussion about the absence of a town HVAC contract.  It was noted that such contracts provide a hedge against adversity as the building ages.  Meredith pointed out that we do have a line item in our budget for minor repairs.

A possible plan of action might be to: 1) review the former maintenance contracts; 2) budget to avoid
surprises with the help of Richard Jones; 3) budget to get specific items repaired.

There was a suggestion that a fair way of apportioning the "Town" repair line would be a pro rata portion
based on the square footage of various buildings.  Town elevators and fire alarms are currently under service contracts.

Tom Busa, Fincom liaison, indicated that the Facilities Department was much improved under Richard
Jones' direction.  He also mentioned that legislation was pending which would allow cities and town to
develop town-wide capital savings fund to provide for future maintenance needs.  He further noted, that it was unlikely that there would be an increase in our local budget.

There was discussion.  It was agreed that it was sensible and efficient to make use of the Town's
expertise in the Facilities area as well in the procurement process.  Peter will review old contracts
(which it appears were never in effect).  Bob suggested regular meeting with Jones until
understandings are resolved.  

VOTED (Unanimously) to approve the Town Report with amendments to be made by Meredith.

Tom urged the Trustees to submit the capital budget as early as possible.  He noted that items under $5,000, including computers, are now excluded from the Capital Budget and should be included in the operations budget.

Meredith reviewed her recommended list.  She was asked to take a look at the new carpeting in the Lexington Library.  Budget requests will be finalized at the next meeting.

VOTED (Unanimously) to purchase replacement floor tiles and PC stands from monies remaining in the
Building Fund.

Doris Crowell reported that she had met with Dennis Freeman of the Public Works Department regarding the overgrowth on the hill opposite the parking lot and walls in need of repair.  She will follow up with him once the DPW is settled in their new quarters.

VOTED (Unanimously) to reschedule the next regular meeting to October 19, 2004.

VOTED (Unanimously) to approve step raises as presented.

Lynne O'Connor asked that we discuss the process for setting meetings and discuss the issue related the
recent Library exhibit.  Rosemary noted that the item would be on the next agenda.

VOTED (Unanimously) to adjourn at 10:25.

Respectfully submitted,

Donna Hoffman

Secretary