Jacob Sears Memorial Library

Minutes

Trustee/Advisory Board Meeting

Jacob Sears Memorial Library

March 29, 2007

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 Attachment B.

Approval of Minutes

The minutes of the meeting held on January 19, 2007 were approved on voice vote.

Budget/Fundraising

Joe Masse, Trustee and Treasurer, reviewed financial results to date versus the budget for the period July 1, 2006 through February 28, 2007. With respect to Revenue, he said that Donations & Gifts should reach $2500 by year-end. Pledges are coming in on schedule. Expenditures for gas are lower than expected, so far. Internet expenses will be over budget because of conversion of CLAMS to a new broadband service. We pay for the modem, but our computers can now piggyback off this system, which is a benefit. This will save some money next year. Other expenses are mainly on target thus far Professional fees include tax preparation. Dues include renewal of the JSML Internet domain name. Our share of the expense of installing a genealogical program (with the Cape Cod Genealogical Society) may be covered by funds raised in the ongoing book sale.

Regarding fundraising, Joe Masse said that we have now raised about $207K, not including the Hastings bequest ($25-30K). There is $44K in cash in the bank, and $7.3K yet to be collected. Mr. Masse expects 100% collection.

Future necessary expenses expected include installation of a Title 5 septic system ($25-30K), furniture for the lounge area ($2K), and a parking area, if it is deemed desirable. About $40K will be available for return to the investment account, which now totals about $550K. About $50K will be earmarked for future capital expenditures. Mr. Masse said that about $156K has been spent on improvements and repairs. The contribution of Bill Regan to building new bookcases was acknowledged with applause.

Bylaw Change

Mr. Regan provided a history of the ongoing effort to have the Legislature approve changes to the Bylaws, which had been approved by voters at the last annual meeting, The matter is being handled by Representative Cleon Turner and Senator Robert O'Leary. A docket number has been assigned. Owing to receipt by the reviewing legislative committee of letters and phone calls in opposition, the bill was delayed temporarily. Because JSML is a corporation, the bill was then forwarded to the Secretary of State, who also delayed approval because of opposition. Forwarding records on the vote taken rebutted the opposition, but Mr. Regan also expects to have to testify personally.  Assignment of a bill number is expected, but passage prior to the next annual meeting in May is considered unlikely.

Building Renovation

The new chairs arrived, just barely in time for a presentation on a recent Thursday night. The bookcases are done, except for the one behind the librarian's desk. The non-fiction books are being removed from their present location and will go onto the new racks after culling. The culled books are being sold. The space made available will become the new adult meeting/lounge area. Mr. Regan also noted receipt of a new functional piano, which has been professionally tuned.

National Historic Register

Mr. Regan said that he had forwarded via e-mail a review draft of the document to be submitted to obtain National Historic Register recognition to all appropriate parties, but received comments from only two individuals. Some of these people, including one Trustee and the Clerk, said they did not receive the document. Nevertheless, a revised draft was prepared on the basis of comments received. Photographs, taken by Carolyn Weiss to very demanding specifications, are now ready also. Unfortunately, the writer, Candace, has had health problems. When these are overcome the document will be submitted. With luck, designation should follow by fall.

Annual Meeting

As stipulated in the Bylaws the annual meeting will be held on Thursday, May 17, 2007, at 7:30 pm in the library.  Mr. Regan said that letters expressing the interest and qualifications of those wishing to run for office must be received in the library by April 17, 2007.  The letters are kept by the librarian in a book at his desk for perusal by voters. Nominations may also be received from the floor at the annual meeting. The offices to be filled are those of trustee Rusty Van Loan, all the Advisors, and the Clerk.

The budget to be presented at the meeting is not yet ready owing to lack of final information from the Town of Dennis. Another Trustee/Advisor meeting will likely be held before the annual meeting to finalize the budget.

Committee Reports

Carolyn Weiss (Program Committee) reported that Christine McCarthy, executive director of the Provincetown Art Association Museum will present a program on Provincetown art and artists at 3 pm on April 22.  She proposed that an art tour of Provincetown next year might be possible as a follow-up, so she hopes for a large turnout. There will be no program in May. In the future she hopes for musical programs, simple plays, poetry readings, etc. She noted the need for stage lighting of some kind.  Bill Regan noted the outstanding attendance for the last two programs. The Dragonfly group, which was especially well received, is booked to return on the second weekend in August. Carolyn said that Paul Nossiter is coming on July 15 for a Dixieland program, with root beer and pretzels planned.  Rusty Van Loan suggested e-mailing the program list to all local residents. Others noted that many people do not want to be "spammed". Joe Masse suggested a sign for placement outside. Bill Regan noted that programs are already listed on the bulletin board in the library. Considerable further discussion followed of how to promote programs throughout Dennis as well as locally.

Norman Taupeka (Audit Committee) noted that he needs final numbers for the annual audit. Brendan Joyce "volunteered" to assist.

Dave Berry (Real Estate Committee) said that Paula Connelly, the abutter to the rear of the Library, has agreed to donate about 8000 square feet of her property to the library provided certain conditions are met. First, we must do a full survey of her property and have it recorded. Second, a tree/bush screen must be maintained between the properties. Third, walkthrough from her property to the library must be permitted. Fourth, there must be no water runoff owing to the use of the donated land. Fifth, we must have the donated land appraised as a gift. Dave will prepare a letter of understanding incorporating these points for signature by her and by Bill Regan.

The next step is to have a Title 5 septic system designed and built. The design, which will cost about $10K, is separate from the construction. The latter will be done at cost by PKM. Bill Regan noted that a plot plan is essential to design of the septic system.

Other Issues

Bill Regan discussed options for parking.  One option is to put a parking lot behind the building if land is acquired. A second option is to change the front of the building to permit straight-in parking. No one liked this option. Mr. Regan noted that the generally advanced age of library patrons might make walking up the grade from the rear to the front steps difficult.  Driving through a rear parking lot and out the east side may not be possible because of lack of space on that side. Parking in the front may cause the neighbors to complain. Mr. Regan concluded by asking for further thought on the possibilities.

Finally, Mr. Regan said that the library's circulation is way up, owing to an influx of Dennis, Brewster, and Harwich people.  The librarian has ensured that patrons are well served, partly owing to an excellent and growing collection of DVDs. The library's improved appearance has definitely helped. More work is yet to be done.

                                                                        Respectfully submitted,

                                                                        T. G. Linxweiler, Clerk