Board of Library Trustees MEETING AGENDA Wednesday, June 20, 2018

Transcription

1 MEETING AGENDA Wednesday, June 20, ) CALL TO ORDER 2) TOWN BUILDING NEEDS Discussion with Town Administrator, Shawn Cadime and Finance Director, Bruce Alexander on plans to address the Town s capital building needs Questions & Discussion 3) MINUTES FROM PREVIOUS MEETINGS a) Consider approval the minutes of the meeting held on May 16, 2018 Discussion & Vote b) Executive session minutes from March 26, 2018 (Peter) Status Report 4) MAIL & OTHER COMMUNICATIONS 5) VOTE TO ENTER INTO EXECUTIVE SESSION a) Consider a motion to enter into executive session as per MGL c 30A s 21(a) (2) to conduct negotiations with nonunion personnel (the library director) Discussion & Rollcall Vote 6) MONTHLY COMMITTEE REPORTS a) Building Project Steering Committee (Alyssa Richard / Kathy Lussier) Report & Discussion b) Seekonk Library Trust (Ann Caldwell / Peter Fuller) Report & Discussion c) Friends of the Seekonk Library (Kathy Lussier / Peter Fuller) Report & Discussion 7) OLD BUSINESS a) Discussion of issues pertaining to moving the library building project forward Report & Discussion b) Consider taking action on the Memo of Understanding with the Board of Selectmen Discussion & Vote c) Consider taking action on a draft of an interim Strategic Plan for FY 19 Discussion & Vote. d) Consider taking action on a proposal to develop a new Four Year Strategic Plan for FY 20 thru FY 24 Discussion & Vote 8) POLICY REVIEWS a) Review Circulation Policy (minor changes) Discussion & Vote b) Review Policy on the Disposal of Surplus Property (minor changes) Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 6/15/2018

2 MEETING AGENDA Wednesday, June 20, ) NEW BUSINESS a) Consider adoption of a Schedule of Fines & Fees for FY 19 Discussion & Vote b) Consider adoption of Borrowing Rules for FY 19 Discussion & Vote c) Re-authorize the disposal of surplus library property in FY 19 Discussion & Vote d) Review the Library Director s self-evaluation for FY 18 Discussion e) Consider approving a new employment contract with the library director Discussion & Vote f) Review the proposed Planning & Activity Calendar for FY 19 Questions & Discussion 10) OTHER BUSINESS Items requiring immediate action by the Board that the chairperson could not reasonably anticipate more than 48 hours in advance of this meeting. 11) LIBRARY DIRECTOR S REPORT -- Questions & Discussion 12) PUBLIC COMMENTS & QUESTIONS 13) OTHER TRUSTEE QUESTIONS, CONCERNS & SUGGESTONS Questions & Discussion 14) NEXT MEETING -- Set meeting date and discuss possible agenda items 15) VOTE TO ADJOURN S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 6/15/2018

3 Wednesday, May 16, ) CALL TO ORDER 2) RE-ORGANIZATION a) Election of officers b) Consider appointment of chairpersons and liaisons to various committee 3) MINUTES FROM PREVIOUS MEETINGS a) Consider approval the minutes of the April 2018 meeting Discussion & Vote 4) MAIL & OTHER COMMUNICATIONS 5) MONTHLY COMMITTEE REPORTS a) Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion b) Library Trust (Ann Caldwell/Peter Fuller) Report & Discussion c) Friends of the Library (Peter Fuller) Report & Discussion 6) OLD BUSINESS a) Update on requesting information from the Town Administrator about capital building projects under consideration by the Town (Mike Durkay) Report & Discussion b) Library Budget requests: Report on votes at the May 14 Town Meeting Report & Discussion c) Consider changes proposed by Mr. Cadime to the Memo of Understanding Report & Discussion d) Library Trustee s Award presented at Senior Class Night on Wed., May 30 Discussion e) Updating the library s Strategic Plan Report & Discussion 7) NEW BUSINESS a) Consider taking action on Meadows Committee (Town Bylaw # 9A) Discussion & Vote b) Consider taking action on the Library Director s Contract Discussion & Vote c) Consider appointing a subcommittee to review the Library Trustees Bylaws Discussion d) Consider an expenditure of LIG/MEG funds for additional air quality testing in the library Discussion e) Consider making a request to the Seekonk Library Trust for $1,500 to support the Summer Kickoff event on the Seekonk Meadows on Saturday, June 23 Discussion & Vote f) Consider sending nominations for the St. Hilaire Public Service Award to the Seekonk Library Trust Discussion 8) POLICY REVIEWS a) Meeting Room Use Policy (No changes recommended) Questions & Discussion 9) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of this meeting. 10) LIBRARY DIRECTOR S REPORT 11) PUBLIC COMMENTS & QUESTIONS 12) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 13) SET NEXT MEETING DATE & VOTE TO ADJOURN Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 6/7/2018

4 Wednesday, April 25, ) CALL TO ORDER 2) RE-ORFGANIZATION a) Election of officers b) Action on various committee appointments 3) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS a) March Meeting minutes b) Executive Session minutes 4) MAIL & OTHER COMMUNICATIONS 5) MONTHLY COMMITTEE REPORTS a) Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion b) Library Trust (Ann Caldwell/Peter Fuller) Report & Discussion c) Friends of the Library (Kathy Lussier) Report & Discussion d) Meadows Advisory Committee (Peter Fuller) Report & Discussion 6) OLD BUSINESS a) Update on howitzer issue and MOU Discussion b) Update on FY 2019 Operating and Capital Budgets c) Review timeline for the library building project and report on related issues Discussion d) Process for evaluating the library director Discussion 7) NEW BUSINESS a) Funding request for the Friends of Library for FY 2019 Discussion & Vote b) Library Trustee s Award Discussion c) Developing a new strategic plan for the library Discussion d) Requests to use the Seekonk Meadows after library hours -- Report & Discussion. 8) POLICY REVIEWS a) Policy on Accepting Gifts (no changes recommended) b) Library Policy on Naming and Recognition (no changes recommended) c) Trustee s Policy on Placing Items on the Trustee s Agenda (no recommendation) 9) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of this meeting. 10) LIBRARY DIRECTOR S REPORT 11) PUBLIC COMMENTS & QUESTIONS 12) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 13) SET NEXT MEETING DATE & VOTE TO ADJOURN Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 4/25/2018

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6 Monday, March 26, CALL TO ORDER 2. APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3. MAIL & OTHER COMMUNICATIONS 4. EXECUTIVE SESSION a. Vote to enter executive session per MCL c. 30A s. 21(a)3 to discuss negotiations with Seekonk Public Library Employee Association, MLSA, Mass-AFT as having the discussion in open session would detrimental to the bargaining position of the Town of Seekonk. b. Vote to return to open session 5. OLD BUSINESS a. Compliance with Mass Conflict of Interest Law b. Update on replacing the bookdrop and repairing the storm damage to the library Report & Discussion c. Process and timeline for evaluating the library director s performance for FY 2018 and beyond Discussion & Vote (?) d. Status of the proposed MOA Report & Discussion e. Library s response to question on the April 2 town election ballot Report & Discussion (See attachment.) 6. NEW BUSINESS a. Review emergency closing procedures and ways to improve how we notify the public about emergency closings Report & Discussion b. Consider an appropriation from the Smart Memorial Trust for staff training & workshops (Carried over from last month.) Discussion & Vote c. Consider making a request to the Seekonk Library Trust for a grant for replacement furnishing (Carried over from last month.) Discussion & Vote d. Consider opening the library at noon on Friday, May 4 so that the library can conduct a general staff meeting and training from 9:00 to 11:30 Discussion & Vote. e. Approaches for developing a new strategic plan for the library Discussion S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 3/14/2018

7 Monday, March 26, POLICY REVIEWS a. Policy on Behavior in the Library Discussion & Vote (See attachment) b. Policy on Decertified Libraries (No Changes Recommended) Discussion c. Customer Services Policy (No Changes Recommended) Discussion 8. OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of this meeting. 9. REGULAR MONTHLY REPORTS a. Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion b. Library Trust (Ann Caldwell/Peter Fuller) Report & Discussion c. Friends of the Library (Kathy Lussier) Report & Discussion d. Library Director s Report Report & Discussion 10. PUBLIC COMMENTS & QUESTIONS 11. OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12. NEXT MEETING & VOTE TO ADJOURN Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx 3/14/2018

8 Wednesday, February 21, ) CALL TO ORDER 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3) MAIL & OTHER COMMUNICATIONS a) State Ethics Comm. form and training 4) OLD BUSINESS a) Update on proposed memorandum of agreement Report & Discussion b) Evaluating the Director s performance for FY 2018 and beyond Discussion c) Update on the status of the FY 2019 Budget Report & Discussion d) Consider appointments to the Seekonk Meadows Advisory Committee Discussion and Vote 5) NEW BUSINESS a) BoLT s position on the howitzer and the April referendum Discussion b) Accelerating the timeline for the library building project Discussion c) Consider an appropriation from state grant (LIG/MEG) funds for volunteer recognition Discussion & Vote d) Consider an appropriation from the Smart Memorial Trust for staff training & workshops Discussion & Vote e) Consider making a request to the Seekonk Library Trust for a grant for replacement furnishing Discussion & Vote 6) POLICY REVIEWS a) Policy on Unattended Children in the Library - No changes recommended b) Policy on Behavior in the Library Minor change recommended 7) REPORTS a) Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion b) Library Trust (Peter Fuller) Report & Discussion c) Friends of the Library (Kathy Lussier) Report & Discussion d) Library Director s Report Report & Discussion

9 Wednesday, February 21, ) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of this meeting. 9) PUBLIC COMMENTS & QUESTIONS 10) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 11) NEXT MEETING & VOTE TO ADJOURN Discussion & Vote

10 Wednesday, January 17, ) CALL TO ORDER 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3) MAIL & OTHER COMMUNICATIONS 4) OLD BUSINESS a) Consider Memorandum of Agreement with the Board of Selectmen to review and approve changes on the Seekonk Meadows Discussion b) Director s performance evaluation & compensation for FY Discussion & Vote c) Seekonk Meadows Advisory Committee Discussion d) Consider a complaint by John Stahl Discussion 5) NEW BUSINESS a) Approve FY 2019 Budget Request to the Town Discussion & Vote b) Consider a revised timeline for evaluating the Library Director Discussion 6) POLICY REVIEWS a) Consider changes to the Policy on Used of the Library s Display Spaces to include the posting of signs on library property Discussion & Vote 7) REPORTS a) Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion b) Library Trust (Peter Fuller) Report & Discussion c) Friends of the Library (Kathy Lussier) 8) Library Director s Report Report & Discussion 9) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. 10) PUBLIC COMMENTS & QUESTIONS 11) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12) NEXT MEETING & VOTE TO ADJOURN Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

11 Wednesday, December 20, ) CALL TO ORDER 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3) MAIL & OTHER COMMUNICATIONS 4) REPORTS a) Update on the status of the howitzer on the Seekonk Meadows (Mike Durkay) Report & Discussion b) Building Project Steering Committee (Alyssa Richard/Kathy Lussier) Report & Discussion c) Library Trust (Peter Fuller) Report & Discussion d) Friends of the Library (Kathy Lussier) Report & Discussion 5) OLD BUSINESS a) Consider Memorandum of Agreement with the Board of Selectmen to review and approve changes on the Seekonk Meadows Discussion & Vote (?) b) Using input form unionize library staff when evaluating the Library Director s performance -- Discussion c) Director s performance evaluation and compensation for FY Discussion & Vote (?) d) Seekonk Meadows Advisory Committee Report & Discussion 6) NEW BUSINESS a) Meeting with MBLC staff and Chris Blessing from Tappe Architects to discuss reviewers comments on Seekonk s Library Construction Grant Application Report & Discussion b) Library support for Seekonk Library Trust & Friends of the Library -- Discussion c) Action Plan for FY Discussion d) Draft Budget Proposal for FY Discussion e) Reed s Farm Collection of Native American Artifacts Report & Discussion 7) POLICY REVIEWS a) Consider changes to the Policy on Used of the Library s Display Spaces to include the posting of signs on library property Discussion & Vote

12 Wednesday, December 20, ) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. 9) PUBLIC COMMENTS & QUESTIONS 10) DIRECTORS REPORT Questions & Discussion 11) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12) NEXT MEETING & VOTE TO ADJOURN Discussion & Vote

13 Wednesday, November 8, ) CALL TO ORDER 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3) MAIL 4) REPORTS a) Building Project Steering Committee Alyssa Richard/Kathy Lussier b) Library Trust Peter Fuller c) Friends of the Library Kathy Lussier 5) OLD BUSINESS a) Discuss Board of Selectmen s decision regarding the placement of the howitzer b) Consider Memorandum of Agreement with the Board of Selectmen to review and approve changes on the Seekonk Meadows Discussion & Vote c) Asbestos issue at the library and the November Town Meeting warrant article to fund efforts to address the problem Discussion d) Library Director s performance evaluation -- Discussion e) Consider issues with Library Director s performance evaluation by union staff -- Discussion. 6) NEW BUSINESS a) Consider closing the library from 9 AM until noon on Friday, December 1 to do staff training and hold a general staff meeting Discussion & Vote b) Consider closing the library in order to attach RFId tags to the collection Discussion & Vote c) Action Plan for FY 2019 Discussion d) Strategy for developing the FY 2019 Budget Request Discussion 7) POLICY REVIEWS a) Consider changes to the Policy on Used of the Library s Display Spaces to include the posting of signs on library property Discussion b) Internet Use Policy Discussion (No changes recommended.) c) Policy on Web links Discussion (No changes recommended.) d) Social Media Policy Discussion (No changes recommended.) 8) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. 9) PUBLIC COMMENTS & QUESTIONS 10) DIRECTORS REPORT Questions & Discussion S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

14 Wednesday, November 8, ) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12) NEXT MEETING & ADJOURN Discussion & Vote a) Discuss agenda and date for the next meeting b) Vote to adjourn S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

15 1) CALL TO ORDER Wednesday, October 11, 2017 at 6:00 p.m. in the Sullivan Room 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3) MAIL 4) REPORTS a) Building Project Steering Committee Alyssa Richard b) Library Trust Peter Fuller c) Friends of the Library Kathy Lussier 5) OLD BUSINESS a) Consider proposals to review and approve changes on the Veterans Memorial site. Discussion & Vote b) Library Director s performance evaluation -- Discussion. 6) NEW BUSINESS a) Consider possible article for the November Town Meeting warrant -- Discussion 7) POLICY REVIEWS a).policy on posting signs on library property Discussion 8) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. 9) PUBLIC COMMENTS & QUESTIONS 10) DIRECTORS REPORT Questions & Discussion 11) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12) NEXT MEETING & ADJOURN Discussion & Vote a) Discuss agenda and date for the next meeting b) Vote to adjourn S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

16 1) CALL TO ORDER Wednesday, September 20, 2017 at 6:00 p.m. in the Large Meeting Room 2) APPROVAL OF MINUTES FROM PREVIOUS MEETINGS a) Regular meeting of July 19 b) Special meeting of August 16 3) MAIL 4) REPORTS a) Building Project Steering Committee Alyssa Richard b) Library Trust Peter Fuller c) Friends of the Library Kathy Lussier d) Presentation to the Board of Selectmen and meeting with the Town Administrator & two Selectmen about the installation of the howitzer on the Veterans Memorial Mike Durkay 5) PUBLIC COMMENTS & QUESTIONS The public is invited to address the Board. 6) OLD BUSINESS a) Consider proposals to form a committee to review and approve changes on the Veterans Memorial site. Discussion & Vote b) Consider changes in the Meeting Room Policy Discussion & Vote c) Consider changes in the Library Trustees By-laws pertaining to the role of the Meadows Committee and the Library Director role in managing the Seekonk Meadows Discussion & Vote d) Open Meeting Law compliance and protocols on communications Discussion e) Removal of asbestos at the library -- Report & Discussion f) Consider a proposal from BiblioTheca/3M for RFId equipment Discussion & Vote g) Library Director s performance evaluation -- Discussion. 7) NEW BUSINESS a) Consider Annual Report to the Town for FY Discussion & Vote b) Consider expenditures from the LIG/MEG state grant fund for video cleaning equipment Discussion & Vote c) Capital Budget Study Report & Discussion d) No animals in the library rule Report & Discussion e) Consider a contract for a new self-service faxing and scanning service Discussion & Vote S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

17 Wednesday, September 20, 2017 at 6:00 p.m. in the Large Meeting Room f) Consider the Director s recommendation on a raise in pay for the Associate Director Discussion & Vote. g) Policy on posting signs on library property Report & Discussion 8) POLICY REVIEWS a) Report on Collection Development Policy Requesting that consideration be delayed. 9) OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. 10) DIRECTORS REPORT Questions & Discussion 11) OTHER TRUSTEE CONCERNS & SUGGESTONS Questions & Discussion 12) NEXT MEETING & ADJOURN Discussion & Vote a) Discuss agenda and date for the next meeting b) Vote to adjourn S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx

18 Updated Wednesday, July 19, 2017 at 6:00 p.m. in the Sullivan Room 1. CALL TO ORDER 2. APPROVAL OF MINUTES FROM PREVIOUS MEETINGS 3. MAIL 4. REPORTS a. Library Construction Grant Announcement b. Facilities Study Committee c. Friends of the Library d. Building Project Steering Committee e. Negotiations between the Town and the Library Staff Association, Mass-AFTA 5. OLD BUSINESS a. Consider changes to the FY 2018 Action Plan Questions & Discussion b. Consider changes in the Meeting Room Policy Questions & Discussion c. Consider Director s suggested changes in the BoLT By-laws pertaining to the Meadows Questions & Discussion 6. NEW BUSINESS a. Consider appointment of Anne B. Miller to replace Ana Saul Sykes as a trustee of the Seekonk Library Trust Discussion & Vote b. Consider request for $1,000 to the Seekonk Conservation Land Trust to fund Environmental Resource Center projects Questions & Discussion c. Consider the Trustee s Work Calendar for FY Questions & Discussion 7. Receive the Library Director s self-evaluation Questions & Discussion. 8. POLICY REVIEWS a. Library Circulation Policy 9. OTHER BUSINESS Items requiring immediate action that the chairperson could not reasonably anticipate more than 48 hours in advance of today s meeting. a. Berkley Library maybe closing in December. b. Contract proposals for negotiations 10. PUBLIC QUESTIONS & COMMENTS Questions & Discussion 11. DIRECTORS REPORT Questions & Discussion 12. TRUSTEE S COMMENTS, CONCERNS & SUGGESTONS Questions & Discussion 13. NEXT MEETING & ADJOURN Discussion & Vote a. Discuss agenda items for the next meeting b. Set meeting date & adjourn S:\Moe's Shared\Trustee Folder\Agendas\FY_2018\Agenda_ docx