Jacob Sears Memorial Library

Minutes

Trustee/Advisory Board Meeting

Jacob Sears Memorial Library

June 21, 2006

The meeting, chaired by Trustee Bill Regan, began at 7:05 pm in the library. Attendees who signed in are listed in Attachment A.  Attachment B is the agenda for the meeting.

Approval of Minutes

The minutes of the meeting held on May 18, following the Annual Meeting, were approved.

Clerk Tom Linxweiler, noting little apparent use of the paper copies of minutes left for the Trustees and Advisors in the library, suggested that the minutes be put on the website.  It was agreed that this should be done. Bill Regan will handle the posting using a copy e-mailed to him by Linxweiler. One permanent hard copy will also be maintained in the library.

Proposed Bylaw Changes

Bill Regan said that certain concerns have been expressed about the changes in the Bylaws that had been proposed during the last meeting. He said that a letter/ballot fully describing the proposed changes (Attachment C) would be sent to all households on Quivet neck. Residents would respond for or against the proposed changes.  If the majority of responses were negative, no further action would be taken. If the majority were positive, a committee would be formed to draft final language for presentation and approval at a subsequent special meeting.

Bob Eldred, from the floor, questioned the legality of the proposed process. Mr. Regan responded that others hold an opposite opinion.

Mr. Regan then read the letter.

Mr. Eldred stated two problems that he sees with the letter: 1) Quivet Neck and East Dennis have historically been distinct entities; and 2) the phrase "exclusive control" must mean control by Quivet Neck residents only. In his opinion any such changes would go against the intent of Jacob Sears' Will.  The discussion continued with distinctions noted between "control by" and "for the benefit of". Mrs. Maryann Eldred said that it would be important to attach a copy of the Will to the Letter so that respondents will have a clear basis for decision.

Mrs. Eldred also questioned whether the respondents to the original survey were Quivet Neck residents. Mr. Regan responded that all respondents were library users and that their residency is irrelevant. He acknowledged that the original survey was vague on the question of demographics. Considerable discussion ensued on the history of the region: what constitutes Quivet Neck?, what is East Dennis?, etc. etc. Messrs. Regan and Masse noted that it is important to fund-raising that the potential donors consider themselves part of the library community.

Some felt that a legal opinion should be sought on whether the proposed change is feasible. Mr. Masse assured all that it can be done, one way or another. He acknowledged that the original survey was indeed vague and should be clarified in the new letter.

Regarding "exclusive control", Tom Linxweiler asked whether control of the library rests in the trustees, or in the Trustees and Advisors together, or do the Advisors only have an advisory and not a control function.  If control resides in the Trustees only, he said, then it would only be necessary that they alone be Quivet Neck residents, while the Advisors could be drawn from the broader East Dennis community. Brendan Joyce said that such a situation would require changing the Act of Incorporation. Mr. Masse noted that the Legislature, having previously amended the Act to change the method for election of Trustees, could readily make further changes of that nature.

Mr. Joyce then said that his reading of the Will says that it is the residents of Quivet Neck, not the Trustees, who have been given control of the Library. Mr. Regan vehemently agreed.  Mrs. Eldred said that legal assistance should be sought and cited the earlier research and opinion written by attorney Bill Litchfield in that respect, which the Trustees have seen. There was some discussion of its applicability. 

Mr. Eldred feels that the letter as written promotes the Bylaw changes rather than asking neutrally for a vote.  Mr. Regan noted that the Trustees and Advisors were unanimous in support of the changes proposed; thus a positive tone is appropriate.

Mr. Linxweiler suggested that the potential respondents to the letter simply be asked whether they agree or do not agree specifically with the proposed Bylaw change as stated instead of being asked something more nebulous like "extend the reach of the library". Mr. Regan agreed provided sufficient background information is included with the letter.  Mr. Masse again stated that this is simply an attempt to respond to the community's stated wishes, as reflected in the earlier survey.

After further discussion, Mr. Masse simplified the question to be put to respondents: 1) do you want to do this?, and 2) is the proposed Bylaw change the way to do it?

Mr. Regan then proposed another solution: allow any resident of East Dennis to run for any position (Trustee or Advisor), but allow only residents of Quivet Neck to vote at Annual Meetings. Several persons noted that this could mean that some elected officers could not vote, and Mr. Eldred among others wondered about the legality of that. The question was left unresolved, but the Trustees will pursue the matter.

Building Status

Bill Regan reported that Tom Fichtel had attempted to install a lawn sprinkler system in the front lawn. However, he discovered that there was insufficient water pressure in the library piping to operate the system. The problem has now been solved by installation of a dedicated water line that provides the needed pressure. The area will now be hydroseeded.

Mr. Regan also reported that bees had been discovered in the chimney during installation of the new gas log system.  By the time the necessary approvals for bee removal had been obtained, the bees were gone.  The gas system has been inspected; a protective "surround" will be installed.

Drooping tree limbs in front of the library that prevented parking were removed, but were unfortunately placed in the wrong area in back of the library. They will be moved.

Budget/Financial Status

Joe Masse presented a "Budget vs Actual" financial statement for the period July 1, 2005 through June 30, 2006 (Attachment D). There are no surprises.

Committee Appointments

As she stated at the last meeting, Jane Pomeroy has resigned as Program Committee chair. No one as yet has volunteered to replace her.  However, Carolyn Weiss said that she would be willing to do this job provided she has sufficient help. Mr. Masse said that Sue Burns also volunteered to help. Her husband, a screen writer,  is willing to write a play for local production.  Mr. Masse will keep all informed.

Mr. Regan noted the lack of progress on the writing of our application for recognition by the National Historic Register.  Dagmar Fichtel reported that the hired writer has family problems. However, she has been paid only $500 so far.  Mr. Eldred again questioned the need for such recognition. Mr. Masse and others again stated that the potential for getting grants as well as personal donations would be enhanced.

Norman Taupeka agreed to continue to handle internal audits, with David Berry. Dave Berry will also do Fundraising and Real Estate, with Bill Regan. Carolyn Weiss will chair the Library Services function, with Jane Pomeroy, Dagmar Fichtel, and Phil Inman.

Other Business

Mr. Regan, returning to the matter of the Bylaws letter, asked for consensus on what is to be proposed, citing the scenario he had proposed at the end of the previous discussion. There was also a discussion of the geographic definition of East Dennis. Norman Taupeka has obtained a listing of streets that the Town of Dennis considers to be in East Dennis and from this he compiled a list of residents.

In response to further questions, Mr. Regan and Mr. Masse acknowledged that access to persons outside the Quivet Neck area (especially Sesuit Neck) who might be willing to assist financially is a major reason for promoting their participation in library affairs.  They also noted the need for more people to staff committees and participate in events.

Mr. Joyce announced the annual meeting of the Friends of the Library on July 29 at 4 pm.

Mrs. Kuhrtz asked why the basement was again wet and was told that the recent storms overwhelmed the ability of the building to keep water out.

The meeting adjourned on voice vote at 8.25 pm

                                                                        Respectfully submitted,

                                                                        T. G. Linxweiler

                                                                        Clerk