9/8/2015 BOARD OF LIBRARY TRUSTEES Minutes

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Reports (continued) • Kathy said we will have a lot more work this year in budget preparation because the Town Manager wants greater detail and justification in the budget to see what is needed. Therefore line items that had previously been removed from budget process will now be considered for re-entry. • Kathy noted Trustees to think about hours to go into budget—that is, do we anticipate adding hours of service; if so, when? • Town Manager and Town Counsel looking into Trustee/Town Hall authority over Library—for instance, Library Director has always reported to Trustees, what about Library staff? Who is responsible to do contracts; employment contracts; Union contracts? Questions of that nature. • Kathy said we should incorporate State aid into budget planning • When the Library was built 5 years ago, it came equipped with technology and equipment as part of the construction cost, but there was no plan created to replace computers and equipment (such as AV). The question has been raised in past budget cycles, but there was no support for moving forward to create or fund a replacement schedule. Mary LeClair said this year then will probably have to do line -byline budget. Kathy said as an example David DelVecchio (IT Director) questioned if all computers should be replaced as a capital expense, rather than budget line item. Kathy indicated too late for that type of plan now. Computers will need to be replaced sooner than a capital request for all would allow. • Kathy mentioned adult patron computers should be replaced as first priority. Kathy advised the budget is now to be submitted to Town Manager by October 16, not November 4. Mary LeClair said budget subcommittee will meet and then come to the Trustees with draft budget for review at next Trustee meeting. Kathy confirmed the Library will be closed October 3 for Town Oktoberfest event and that one part-time staff member will not get paid since he is not able to make up the time. He works 6 days ----some here and the rest at Falmouth Library. Trustees all agreed this policy has to be addressed—if Library closed, then staff scheduled to work should be paid. Meantime, Kathy said she or another staff member will come in and work October 3Td so part-timer can make up the time that day and not lose pay. Allen Waters exited the meeting at 4:55 p.m. The Trustees continued discussing Library closings and impact on staff schedule to work and concluded that Kathy Mahoney should look into the matter with Town Hall. Consensus was unanimously reached by the Trustees to support Kathy Mahoney checking into this and if we can get clarification of an existing written policy. In the past the part-time staff had been paid for weather closings. There is money in the budget to pay the staff since it was assumed they would be working. Jack Kowalski asked whether any update information on Bourne Library situation. Kathy said they are looking for a $2.7 Million over -ride. If it doesn't get approved, Kathy doesn't think the State would immediately de- certify Bourne Library; however if they are de -certified the Trustees would review and consider whether or not to vote for our Library not to service residents of that community as was done in the past to de -certified library. Communications Selectman John Cotton... Selectman Cotton said that hopefully going to finalize the Warrants at tomorrow's Board of Selectmen meeting. He said budgets submitted by the department heads will have to provide documentation and back-up for requests and there is not much time to complete the process. Advocac ...Mark Wright reported that he would like to schedule another meeting with Allen Waters and Kathy to look at hearing from those in the community who do not use the library. Mary LeClair commented it is amazing the number of people who are using the library. 2