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HomeMy WebLinkAbout2018-11-27 Stevens Memorial Library Trustees Minutes DRAFT Stevens Memorial Library Board of Library Trustees (BoLT) Minutes November 27,2018 Monthly Meeting 1. Call to Order Chair Eva Hamori called the Board of Library Trustees November Monthly meeting to order on Tuesday, November 27,2018 at 5:05 pm. Attendees: Eva Hamori, chair;Ann Cavanaugh;Mary Dishaw; Stan Limpert(leave 5:36 pm);Mark Rodgers(arrived at 5:36)Earl Svendsen(leave 5:36 pm);Kathleen Keenan,Director; Lucinda Mazza,Assistant Director;Denise Casey,Division Director/Assistant Town Manager Absent: Bill Duffy Earl Svendsen and Stan Limpert left to attend a MA Municipal training session. 2. Public Comment—None 3. Approval of Minutes for Trustees'meetings a. October 23,2018 Monthly Meeting—Stan Limpert made a motion,seconded by Ann Cavanaugh to accept as written the monthly meeting minutes. Approved: 5-0 4. Correspondence/Communications a. MBLC Trustee Pocket Guide Kathleen handed out copies to the Trustees,explaining it was a condensed version of the MBLC Trustees Handbook. b. Note from Cathy Darby Eva Hamori shared a thank you note from Cathy Darby to all the Trustees c. FY20 Municipal Budget Preparation Instructions(excerpt) Kathleen reviewed the FY20 budget process. The 3 collective bargaining units in the Library will be re-negotiating their agreements this spring. The expected COLA(cost of living adjustment)will be consistent with the COLA negotiated in Town's collective bargaining agreements done in FY19. 5. Reports a. Chair • No discussion b. Director • Kathleen Keenan reminded Trustees of two important events coming up: 1. December 11,2018 Friends of the Library Appreciation Luncheon invitation* 2. December 14,2018 Selectmen's Breakfast at Town Hall invitation c. Committees • No discussion 6. Old Business a. Town Treasurer Collector TD Bank Account signatory authorization(Stan) • Defer to January Meeting b. Tax ID/501(c)discussion(Stan) • Defer to January Meeting c. Investments Review and Change Recommendations(Mark) • Defer to January Meeting,Mark will provide a handout for the meeting. d. Marketing and fundraising support(Earl) • Defer to January Meeting DRAFT Stevens Memorial Library Board of Library Trustees (BoLT) Minutes November 27, 2018 Monthly Meeting • Earl handed out a draft"Marketing/Contributions to Others"for consideration. 7. New Business a. Foundations information session with Lexington fundraiser report(Mary) • Mary Dishaw,Bill Duffy, and Earl Svendsen met with a Lexington Library fundraiser to learn about their foundation.Mary stated that a"foundation is a shell where money is held" versus a 501(c)3 which is a"pass through entity". Foundations are a long-term organization,where contacts are established and maintained over a period of time. Mark Rodgers raised the point that there is a different set of regulations depending on the type of tax status an organization has. Mary Dishaw proposed the Board of Trustees describe themselves as an"unincorporated non-profit association". b. MA Library Trustees Association Annual Meeting Report • November 17,2018.Trustee,Mary Dishaw and Library Director,Kathleen Keenan attended the Massachusetts Library Trustees Association(MLTA)Annual Meeting.Mary recommended the Board join MLTA as board,rather than individually.The cost is $100.00. MOTION: Stan Limpert recommended the Trustees pay$100 to register the Board with the MLTA. Mary seconded the motion. Vote: 5-0 Unanimous. c. Furniture planning(Ann) • Ann Cavanaugh handed out a list of furniture planning topics for discussion. • A first step will be prioritizing which areas or furniture to address. • Further research beneficial to the process is reviewing the floor plan usage and consulting the Library's Strategic Plan FY18-Y22.Ann and Kathleen will review the Strategic Plan FY18-FY22 for relevant points. d. Review actions and next meeting agenda(Cindy) 8. Next Meeting a. Date(s): January 9,2019, at 5pm,Library Trustees FY20 Municipal Budget Request Review January 22,2019,at 5pm,January Monthly Meeting 9. Adjournment Meeting adjourned at: 6:18 pm MOTION:made by Mark Rodgers,seconded by Ann Cavanaugh,to adjourn the meeting Approved: 4-0 Documents Distributed 1. Trustees of the Stevens Memorial Library, Monthly Board Meeting Agenda, November 27, 2018. 2. Trustees of the Stevens Memorial Library, Monthly Meeting Minutes for October 23, 2018, DRAFT.pp 3 3. Savage, FY20 Budget Guide,November 16, 2018. EXCERPT.pp 5 4. Keenan, Thank You for all You Do, The Friends of the Stevens Memorial Library, December 11, 2018. 5. Cavanaugh, SML Trustee Meeting Furniture Discussion, November 27, 2018 6. Svendsen, Marketing/Contributions to Others,November 27, 2018, DRAFT