DRAFT LIBRARY TRUSTEE MINUTES OF OCTOBER 12, 2017
The meeting was called to order at 6:02 pm in the lower conference room at Town Hall.
In attendance were: Trustees: Gloria Parkinson, chairwoman; Wendy Neil, vice chairwoman; Tracy Colangione, Angela DeVivo, Karen Nugent, and Alex Zapantis; and Library Director Marie Mueller. Architect Phil Duffy was present for part of the meeting concerning replacement windows for the Community Room at the library.
The minutes from the September 21, 2017 meeting were amended to remove the word “likely” from a sentence pertaining to the next meeting. The amended sentence reads: “The trustees scheduled a meeting for 5 pm. Oct. 12, including an executive session, in the downstairs meeting room at Town Hall.”
The amended minutes were then unanimously accepted. It was agreed that the minutes will be labeled “draft” until they are accepted by trustees.
There was no public comment.
DIRECTOR’S REPORT:
- Mueller informed the board that a cleaning service was hired during the janitor’s absence. The Parks and Recreation Department mowed the lawn.
- Mueller informed the board that replacement of LED lights had started, but because they created shadows on parts of the ceiling in the children’s room, some lights would be lowered.
- Mueller informed the board that repairs are needed on railing outside the front door of the library, cracking steps, and other issues.
- Colangione said nobody from the Friends group took up her offer for a free booth at the Ghosts and Goblins race and Central Park event. It was decided to ask the Friends to attend the next trustee meeting to improve communications.
At this point, it was agreed to let Mr. Duffy speak on window and door replacement. He handed out diagrams of the windows, with measurements, and window specifications. There was a short discussion about types of windows, and materials. The board expressed appreciation for Mr. Duffy’s help.
The board then voted unanimously (motion by Ms. Neil; seconded by Ms. DeVivo) to get quotes on the windows, doors, and windows and doors together. Ms. Nugent and Ms. Parkinson will form a subcommittee to collect quotes.
DIRECTOR’S REPORT CONTINUED:
- Mueller said she has not heard anything about a communications subcommittee to be formed by the selectmen. It was scheduled to be discussed at their next meeting.
- Mueller said since it is Health Literacy Month, and in light of a recent health literacy grant, she requested that the library be closed for a half-day in December to train the staff on health-related topics. The board voted unanimously (motion by Ms. Nugent; seconded by Ms. Colangione) to close the library for a half-day in December for professional training.
OLD BUSINESS:
- Community Room Refurbishment Update: Parkinson said a meeting of the Clinton Home Foundation is scheduled for October, at which the trustees’ grant request would be discussed.
- Capital Campaign: Parkinson told the board she attended a seminar at the Carey Memorial Library in Lexington at which an informative PowerPoint presentation regarding fundraising took place. She will attempt to obtain it for future use.
- Public Relations Plan update: Nothing to report.
- Review of town library bylaws:
– Personnel Board meeting: Ms. Parkinson reported on a Personnel Board meeting she attended. She learned the only way to change the salary grade for the Director of Youth Services (children’s librarian) position is to write down everything the job entails, and assign points. She, Ms. Mueller, and Debbie Marini, the youth services director, will compile the data. Ms. DeVivo will gather job descriptions from other libraries.
NEW BUSINESS:
Trustee meeting date review: Mueller suggested holding monthly trustee meetings on Tuesday nights, rather than Thursdays, because there are often programs and meetings in the library and sometimes there is no space for trustee meetings. There would be no conflicts on Tuesday evenings, as the library is closed. Trustees voted unanimously (motion by Ms. Zapantis; seconded by Ms. Nugent) to switch meeting nights to the fourth Tuesday of each month, beginning in January 2018.
- Five-year strategic plan: Mueller has started a new five-year action plan and intends to form a committee, which could include one or two trustees. Trustees will review the current five-year plan and decide at a later date.
NEXT MEETING: Trustees will meet in executive session at 6 pm. Oct. 26, 2017.
The meeting was adjourned (motion by Ms. Zapantis; seconded by Ms. Colangione) at 8:35 pm.
Minutes submitted by Karen Nugent