Minutes of the Bedford Public Library Trustees
October 19, 2004
Bedford Free Public Library
Bedford, Massachusetts
Rosemary Dyer, Chairperson, called the meeting to order at 8:05 P.M. Those present were Trustees Doris Crowell, Rosemary Dyer, Donna Hoffman, Lynne O’Connor, Michele Ross, and Peter Russo. Others present: Tom Busa, Finance Committee Representative; Director Meredith McCulloch; Assistant Director Vanessa Abraham. Excused: Robert Dorer, Trustee.
VOTED (Unanimously): To accept the Minutes of the September 21, 2004 meeting. (Russo/O’Connor.)
The Director reported that the painting project was going well and that the Facilities Department had been very responsive since the recent meeting with Richard Jones and others. She also reported that the Long Range Plan and 2005 Action Plan had been submitted to the MLC in a timely manner.
Peter Russo reported on his review of various contractual documents and historic information related to the agreement for Facilities support. There was discussion. Tom Busa noted that the Town managed its risk through the reserve fund and that it would be extremely expensive and therefore, impossible to budget for every potential equipment contingency. Peter suggested that he did not think there should be any surprises and that planning and budgeting should be done by the Town with a high level of consciousness regarding the risks of aging equipment, absence of service agreements and potential for high, unanticipated costs.
Donna suggested that a memorandum of understanding might be a useful way of communicating and clarifying expectations and could serve as the basis for dialog with Facilities about needed services. She further noted that infrastructure support for town buildings, including the Library, came from taxpayer dollars and should be handled in a uniform way.
Meredith said she felt it was appropriate for maintenance to be handled by the professionals hired to do so and that the Facilities Department had recently been very responsive. Tom will check to see if there are maintenance agreements in place for equipment in other town buildings, in addition to elevator and fire safety systems. He further explained that the budgeting process is zero-based each year, so that every budget proposal is reviewed on its own merits.
VOTED (Unanimously): That Peter Russo develop a draft of a Memorandum of Understanding for building and Facilities Department services, in cooperation with Richard Jones, for the future. (O’Connor/Ross.)
The Trustees reviewed the suggested Capital Budget, noting that the paint quote seemed a bit high. There was discussion about the safety hazards created by loose and torn carpeting. The replacement security gate was seen as a longer term need. Meredith noted that although computers now belong in the Operating Budget, there had been no new computers for more than two years. The Library’s computers are in frequent use, and it was suggested that a random sample of actual use be taken. Lynne noted that we might want to consider increased wireless capacity in the future.
VOTED (Unanimously): To approve the Capital Budget for FY 2006 as presented. (O’Connor/Russo.)
There was discussion regarding adding four wireless ports through the Minuteman Network at a cost of $300 per port per year, which is less costly than purchasing additional work stations. The funding will be taken from the State Aid account.
Peter suggested that we should review the various sources of Library funding in a comprehensive way. Meredith will prepare a report for future review.
Rosemary reviewed the various aspects of the Town’s new alcoholic beverage policy. There was discussion about how the Library should handle such events as Art Steering Committee openings. Several concerns about serving alcoholic beverages on Library property were raised. There was also discussion about the way that the issue had first arisen: a request related to serve liquor at an art exhibit opening to be held at the Library was approved by the Selectman, provided the Library made a request for same on behalf of the requesting townsperson. The Trustees made no such request, and alcohol was not served at the event.
VOTED (Unanimously): To send a letter to the Selectman confirming that no liquor permit would be approved for an event to be held at the Library without the express prior approval of the Library Trustees. (Russo/O’Connor.)
The Trustees agreed that they would consider a policy at the next meeting. Rosemary suggested that the issues would be serving no liquor or permitting the serving of liquor with specific stipulations and conditions, not inconsistent with those of the Selectman’s policy.
Doris Crowell reviewed a draft of a brochure outlining the Library’s policy with respect to accepting gifts and donations. This led to a discussion about the possibilities for fundraising around certain needs. The gift brochure would be distributed in the Library or to callers who inquired about making donations. A revised version will be presented at the next meeting.
VOTED (Unanimously): To approve step raises as presented. (Russo/Ross.)
Meredith noted that the Friends of the Library had raised more than $4,000 at the Bedford Day Book Sale. She attributed the success to the fact that the Library was one of the few dry places in town when windswept rain resulted in the cancellation of outdoor Bedford Day festivities.
It was agreed that the next meeting of the Trustees would be held on November 16, 2004 at 8 PM.
Donna reminded the Trustees that we had agreed at the last meeting to have a discussion about calling meetings. She urged that a meeting be called whenever several Trustees indicated their desire for same and suggested that it was generally undesirable to revert to the legal process of overruling the Chair when cooperation would avoid such a confrontation.
VOTED (Unanimously): to adjourn at 10:10 P.M. (Crowell/O’Connor.)
Respectfully submitted,
Donna Hoffman
Secretary