Jacob Sears Memorial Library

Minutes

Trustee/Advisory Board Meeting

Jacob Sears Memorial Library

November 9, 2006

The meeting, chaired by Trustee Bill Regan, began at 7:00 pm in the Library. Attendees who signed in are listed in Attachment A.  The posted agenda is given in Attachment B.

Approval of Minutes

The minutes of the meeting held on June 21, 2006 were approved on voice vote.

Budget/Fundraising

Trustee and Treasurer Joe Masse distributed copies of a report showing revenues and expenses vs budget for the first quarter of the fiscal year (Attachment C). He noted no significant deviations, but reminded the Librarian to increase spending on books. He also noted that almost one-half of the allocation for Internet service has been spent owing to a Town of Dennis requirement for use of McAfee security programs. Two other libraries have reported security problems.

The capital campaign has raised $204K (in-hand and pledged). Mr. Masse noted that $15K previously taken from the endowment fund for roof replacement has been replaced from capital campaign funds.  There is about $40K in cash in the bank.  Pledged monies are coming in regularly, some at higher levels than originally pledged.

Bylaw Changes

Mr. Regan reported that favorable votes were obtained on recommended bylaw changes at the General Meeting in September. After having waited for the recent election results to determine who will be our legislators, he drafted a letter (Attachment D) to Rep. Cleon Turner and Sen. Robert O'Leary requesting their help in obtaining appropriate legislative approval. It is hoped that Turner and/or O'Leary will agree to meet with the Trustees soon so that the legislation can be put on the General Court Calendar this year.

Building Status

Landscaping - Carolyn Weiss reported that many people have commented favorably on the appearance of the newly renovated front lawn.  Bulbs have been planted. The sprinkling system is operational. Ways were suggested to advertise these and other improvements to the public (e.g. use of the town website, or blanket e-mail).

Adult Room - Bill Regan said that the plan now is to switch the adult reading space with the children's room area so that the adults can enjoy the comfort of the fireplace, with their coffee, in the front room.  Use of that space for small meetings is also envisaged. A coffee service will be utilized.

A back door and porch on the south side are also possibilities, once the septic system and parking lot are in place.

National Historic Register - Dagmar Fichtel reported that the writer should complete a draft of the proposal for recognition by the NHR in November. Considerable publicity should attend the achievement, when it is realized, she said.

Programs Board - Bill Regan proposed use of some kind of signage to promote attendance at the very fine programs that are being presented each month. The question is where to put it and what it should look like in light of the library being in a controlled residential area.

"Friends" Update

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Kate Byron, chair of the "Friends of JSML" reported that her organization will be presenting a weather station to the library, to be mounted somewhere in the main room where it will be visible.  Bill Regan noted that the vane and sensors should be mounted so as to minimize problems in wiring, and that a specialist is needed to do the job.

She also said that their newsletter will be published in December. Brendan Joyce said that the bylaws are being rewritten for approval at their annual meeting in July.

Committee Reports

Real Estate - Dave Berry said that an engineering firm had been retained to establish the back property line. Using information in existing deeds (ours and the Connolly's), a line has been tentatively drawn on a regional plot plan.  It is hoped that negotiations with Paula Connolly will ultimately establish space for parking a dozen or so cars.

Programs - Carolyn Weiss distributed a list of programs planned through July 15, 2007 (Attachment E). The focus will be on antiques, with genealogy possibly to follow.

Other Issues

Mr. Regan proposed changing the library schedule to 9 am - 1 pm six days per week during the winter months. The Wednesday afternoon hours would be eliminated.  The schedule could revert to its present form in the spring.

Mr. Berry reported that the Homeowner's group wants to purchase and donate a fireproof safe to the library.  Suggested uses include archiving old documents including photographs. Someone noted that Bob Eldred has been safekeeping some of the old library documents in his own archival safe.

The Town of Dennis Library Board will conduct several public forums to develop a 5-year plan (a state requirement).  Interested persons should attend.

The meeting adjourned at 8:03 pm.

                                                                        Respectfully submitted,

                                                                        T. G. Linxweiler, Clerk

Attachments A-E