Thayer Memorial Library Trustees Meeting
June 8, 2016
Roll Call Present were:
Emily Rose, Chair
Frank MacGrory, Vice-Chair
Frank Streeter
Stephanné Fiori, Secretary
Steve Piazza – absent
John Schumacher-Hardy – late, 7pm
Joe Mulé, Director, Ex Officio
Visitors: none
The meeting was called to order at 6:35 pm.
Move to Adopt Agenda
Member Fiori moved to accept the agenda; Vice-Chair Frank MacGrory seconded the motion, and the motion passed on a 4-0 vote.
Past Minutes
After reviewing the minutes from the May meeting and making some minor changes,
Member Streeter moved to accept the minutes; Vice-Chair MacGrory seconded the motion, and the motion passed on a 4-0 vote.
Next Meeting
The next Trustees Meeting will take place on Wednesday, July 13th, 2016 at 6:30 PM in the Trustees’ Room at the Library.
Discussion on meeting schedule, agreed to skip August session and to change the October meeting to first Wednesday, October 5th.
Chair’s Report
The Hidden Treasures event was highly successful, well attended including several members of the Board of Selectman –Stan Starr was at one session.
Suggestion made to add the Memorial Day event to the staffing activities and events on the labor contract - calendar to be sure that staff are available and appropriately compensated for their time, as the library is opened and closed for the laying of the wreath at the Civil War memorial.
Chair Rose noted that the signed gift form for flag brought by Henry Ritcher was now on file.
Administrative calendar review of monthly activities:
ACTION: Need to shift some a few things, Emily and Joe will review timings for adjustment to better align to actual work for next meeting.
June:
Working on review of strategic plan, going through goals – Director would review goals for action plan due in December to state
Will look at action plan next month.
Review policies Bylaws Job descriptions: this is in progress - Policy sub-committee, bylaws will have Board member review
ACTION: Member Schumacher-Hardy to review library bylaws and share learning with Board.
ACTION: Job Descriptions: part of strategic plan was to evaluate roles and changes needed and efficiencies. But a review of and edits in JOB DESCRIPTIONS are needed.
Volunteer Recognition Day – consider end of September for a Rota Spring outing. Continued support of the Friends for this event would be needed.
Staff Appreciation – socialize the time frame of the Friday following Martin Luther King Jr. holiday in January.
Discussion of Director self-appraisal form which was completed and shared by Director Mulé. This exercise was new this year to see if such an endeavor would provide useful insight in support of the Director’s annual performance review. Of particular interest was the question on how the board can support goals. Noted what the Board can do to support Director accomplishing goals:
· Develop new streams of funding
· Be more visible at the Library and at Library events
· Personally reach out to individual staff members and recognize their good work
Director Mulé provided comprehensive responses that all Board members found informative and enlightening. Discussion continued around the new performance evaluation form we will be using this year for the Director’s evaluation. Goals noted for FY 2017 are:
1. implementing the strategic plan and
2. provide staff guidance and education opportunities for implementing strategic plan, with focus on how to integrate into daily activities of library
ACTION: All Board members to review evaluation and send Chair Rose the input within 7 days, she will send back out for review will schedule meeting with Joe to deliver review.
PRESCOTT building project, Director and Chair received communication from Town Administrator Ryan McNutt requesting the Board's cooperation in the removal of the white pine tree on the southeast side of the Library to accommodate a propane tank which will be buried in that location. Chair requested details, and site plan was forwarded for Board to review. Concerns were raised regarding the project including the removal of the sidewalk that is the main walkway from the parking lot to the front entrance of the library, town green, war memorial and Prescott building.
The Board asked Chair Rose to communicate back to Town Administrator Ryan McNutt that we appreciate the communication regarding tree but have some concerns about loss of parking and the loss of the main walkway from the parking lot to the front entrance of the Prescott and the library.
Committee Reports:
POLICY – Member Streeter noted that next policy for review will be Use of Special Collections. See document, Policy Furniture Report
Member Streeter also shared his findings regarding the furniture needing repair. To properly fix would have to have to remove all upholstery come down to frame, can continue to use. The vendor, Mareoux of Leominster, MA, provided a general estimate but actual costs will depend on the fabric selected. See document, TML chairs estimate.
ACTION: Members Streeter and MacGrory will review fabric samples for durability, economy and color options to make recommendations to the Board.
HVAC – was rescheduled, see document, HVAC and Envelope Meeting 160612. Member Piazza will provide additional detail at next meeting. Director Mulé noted a key finding that is in the committee meeting notes are in need of highlighting:
…Additional insulation should likely not be added between the building exterior and
internal walls. This can trap moisture in the exterior masonry, which will lead to early
failure of bricks and mortar (via freeze/thaw cycles and spalling). (Larry additional note:
This point should be given maximum visibility and explicitly read into the minutes of a
TML Trustees meeting. This building issue will come up in future generations Trustee
meetings and must be remembered. It may even be desirable to have permanent signs
made up and posted in areas, which will be little disturbed in the future (attic, boiler
room, etc. I can help with wording).
In addition Director Mulé called into review our concern about the expense of bringing in CBT Engineering (the engineering and architectural firm engaged in the renovation and expansion). Director Mulé highlighted the value of consulting with experts to ensure we have full information, and in this case saved significantly by having appropriate professional assessment. We are fortunate they pointed out our envelope is in great condition and the building does not need the insulation as that would create the problem, not resolve it. The next build committee meeting is June 9th.
Report by engineer on HVAC, we have approved funding and are checking references of engineer, waiting for response for reference – have not heard back. BLW Engineering, at this time we require more feedback to validate engineering firm. Project on hold until we validate competency and project history.
Director’s Report:
Packet provided – copies of all materials
Budget funding – called out funding for training and professional development. Need to save funding for training, travel and expense costs and the actual workshop. This is in alignment with the strategic plan and goals for FY 2017.
Preservation survey is scheduled. Northeast Document Conservation Center (NEDCC) Preservation Survey – all the requirement materials is a huge ask, time consuming. The NEDCC Preservations Specialist will be visiting on Monday October 17th, 2016.
ACTION: Director Mulé will review and determine best approach for how to gather and create packet of required materials for survey report.
Progin Foundation responded to Chair Rose’s letter with a generous grant of ten thousand dollars.
Finance report from Director – will be rolling over state aid and some gift funds, some of these funds are already encumbered for FY 2017.
ACTION: Director Mulé: Agenda July meeting add the funding priority list and re-prioritize include chairs; consideration of loan of sign from Mr. Schumacher-Hardy, Sr.
New Business:
Minutes process, Secretary Fiori shared calendar proposal for dates, timeline for providing minutes and revisions to Board. Will continue to refine.
Adjournment:
There being no further business for the Board to consider,
Member Streeter made motion to adjourn, Member Schumacher-Hardy seconded the motion, and the motion passed on a 6-0 vote.
A true record attest,
Stephanné Fiori, Secretary
ACTION ITEMS:
ACTION: Need to shift some a few things, Emily and Joe will review timings for adjustment to better align to actual work for next meeting.
ACTION: Member Schumacher-Hardy to review library bylaws and share learning with Board.
ACTION: Job Descriptions: part of strategic plan was to evaluate roles and changes needed and efficiencies. But a review of and edits in JOB DESCRIPTIONS are needed.
ACTION: All Board members to review evaluation and send Chair Rose the input within 7 days, she will send back out for review will schedule meeting with Joe to deliver review.
ACTION: Members Streeter and MacGrory will review fabric samples for durability, economy and color options to make recommendations to the Board.
ACTION: Director Mulé will review and determine best approach for how to gather and create packet of required materials for survey report.
ACTION: Director Mulé: Agenda July meeting add the funding priority list and re-prioritize include chairs; consideration of loan of sign from Mr. Schumacher-Hardy, Sr.
Document List:
AN 16 06 08
MN 060511 draft 1.3
Chair June 2016
Progin Thank You Note
TML Administrative Calendar draft 2.3
TML Director Self appraisal 2016
New Director Review Form
Policy Furniture Report
TML chairs estimate
HVAC and Envelope Meeting 160612
DR 160608
DOC060616-06062016102324
MRFY16
Duties of the TML BOT Meeting Minutes Taker v1.1
BlankMonthlyCalendar1