10/9/2012 BOARD OF LIBRARY TRUSTEES Minutes

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BOARD of LIBRARY TRUSTEES MEETING TIES AY9 OCTOBER 9.2012 MAS EE LIBRARY CONFERENCE ROOM Print: John Kowalski, Sandra Lahart, Carlo 'Este,Chip Bishop, Sue McGarry,Jane Dolan,and Patricia Gamache . Also Present:Kathy Mahoney—Library Director Nancy Soderberg—President,Friends of the 1fashpee Library Jack Kowalski,Chairman,called the meeting to order at :02 p.m.. ARrovl of Minue Carlo D'Este motioned to accept the Special sleeting minutes of September 21, 2012 as presented. Motion was seconded by Patricia Garnache. VOTE: Yes- ; Abstain-1. Roll Call Vote: John Kali,yes Sue McGarry,yes Sandra Lahart,yes Carlo D' ste,yes Chip Bishop,yes Jane Dolan, abstain Patricia Gamache,yes Friends of the Library Nancy Soderberg reported that the Friends did not have their meeting last week because she was not available due to a family emergency situation. Chip Bishop welcomed Nancy back to the Trustees meeting. • Chip reported that the Memo of Understanding-has been sued and he distributed copies to the Trustees. • Chip stated.that Kathy Mahoney has been working very hard to answer a question raised by Nancy Soderberg as to the stags of the expenditure of funds donated by the Friends. Chip passed around a spreadsheet that gives a bit of a snapshot of where we stand with the expenditures. • Kathy Mahoney explained the difficulty in doing breakdown as to whose money was spent on Which purchase is due to the difficulty to separate donations from other sources from the Friends' donation. Kathy said it is difficult to differentiate between Friends and other contributor's money once deposited in the Donation account. The Accounting staff has indicated that it is too labor intensive to track many different little pots of money. However,Kathy is going to try and explore some of the MMS reports that Town Accounting has and that might be helpful. • Chip said the Friends are going to try to consider donating another$55,000 this year and he has suggested Kathy try to keep record of what is spent from Friends' funds. Kathy said she suggested as she purchases items from the wish list she will let Friends.know and in that way they can beep a tally. Friends Annual General-Membership meeting is scheduled for 10:30 a.m.on October the Library Events Room, Nancy Soderberg announced they may change that date and she will keep everyone informed. Chip noted that raisons from the Board of Trustees will be ex officio members of the Board of the Friends. Pat Gamache raised a qtiestion regarding Friends' By-Law revision that the oldBy-Law stated if Friends' organization dissoly d the fands would go to the Library Donation Account;however the revision states the money goes to a 5 o 1 c)( foundation. Nancy Soderberg said the Mate lav requires it has to go to another 501(c)(3)and also the State wants to have the court involved. Sandi Lahart said couldn't the Friends' final action be to move funds to the Donation Account's Nancy said other organizations have dissolved and do this. Jack thanked Nancy,Chip, Sandi,the Friends and all involved for getting all these things fir-alizedGood job, Nancy Soderberg exited the meeting at 5:35 p.m.