MINUTES

BOARD OF TRUSTEES

SCARBOROUGH PUBLIC LIBRARY

February 15, 2018

6:30 PM

Meeting called to order by Anne Janak

Present: Ginny Ketch, Peter Hatem, Dan Dougherty, Nancy, Emily Ward, Jim Kupel, Carl Helms, Bill Onorato, Anne Janak, Sean Babine, Betty Perry, Nick McKelvy

Adoption of Minutes, January 18, 2018 - Passed Unanimously

Treasurer’s Report - Filed for Audit

Library Director’s Report - Filed for Audit; Nancy provided a brief overview of Town Campus/Facilities Plan; various options but no conflicts with library; not a final document yet

Town Councilor’s Remarks - Sean Babine

• Purchase of Scarborough Downs; plans available at Town website - residential properties, village center
• Paper streets issue resolved
• Budget Process has started, business tax valuation coming up; planning (including library) coming up; bond rating being reevaluated (can help with capital projects); all Town committees need to file annual reports; already significant interest in parties buying former public safety building
• Nancy shared slide from Town’s State of the Town presentation including Council Goals

President’s Remarks

• Directed Board members to Maine Libraries Trustee List-serve.

Mission Moment

• Anne to prepare for next time

Consent Calendar:

Building Expansion – no meeting                     

Community Relations/Development – 2/5/2018 minutes - provided next time

Finance/Investment – no meeting

Personnel, Nominating, Governance – See New Business

Friends of the Library Liaison –  2/8/2018 report; 3 new board members; book sale June 28 - July 2nd.

Unanimously accepted.

Unfinished Business:

Update on Solar project and EV charging station - Library Director.  Complete.  Friends of SPL and Pape Chevrolet have pledged; budget goal met.  4 panels will be included.  Public Works will build structure.  ReVision has approved wiring, etc.  Solar charger introduce 4/22 - Earth Day.  Library will celebrate Earth Day.  All donors approached have contributed.  Next steps - more info from ReVision Energy. 

Presentation of community survey – Jim Kupel

• Preliminary result - 700 views; 460 started; 390 completed so far
• 80% responders visit 1/week to 1/month
• No familiarity with exam proctoring; programs for teens; everyone aware of interlibrary loan; age group - 50% over 55; 95% satisfied or extremely satisfied; no one dissatisfied; library is essential for growing town - highest!; lowest was more space needed - 3.9 of 5 (not low).
• Survey helps identify themes - more to come next meeting

Discussion on talking points for Council Workshop – Scheduled for April 4

• Nancy shared talking points from Tom Hall and Shawn Babine
• Shawn provided more detail on his comments - build up slowly = make case methodically

Presentation of Capsule Job Descriptions (annual review from perpetual calendar) - Director

• Emily W noted names in chart do not match web site
• Nancy noted only change from prior years is for compliance with changes in wage law
• Nancy noted no volunteers appear on chart
• unanimously approved

Presentation and approval of policy revisions – PNG committee

Motion – Second reading - to approve the review and revisions of the following policies:

• Policy on Private Tutoring (formerly Group Study and Tutoring)
• Policy for the Evaluation of the Library Director
• Policy on Library Director’s Personnel Authority
• Policy for Religious Holidays
• Technology Committee description

3 policies passed unanimously; other 2 to return to PNG committee

New Business:

Review of FY2019 budget parameters requested by Town Manager

• Nancy explained item for security systems; cameras to “mesh” with school department outside building and replacing internal cameras; gate counter
• Should we consider security analysis?  Nancy is deferring to Town; will keep in mind for expansion.
• Generator request still a consideration especially after storm services; perhaps a big item on a future budget

Presentation and first reading of policy revisions – PNG committee

• Due to timing of Committee’s meeting, policies may be presented at this Board meeting.
• Bylaws require a second reading at next Board meeting.
• Deferred to next meeting.

Committee appointment for Staff Appreciation event on Monday, May 7

• Emily Ward to lead

Items for next agenda:

• Committee reports from February consent calendar
• Internet Blocking parameters
• FY 2019 draft Budget

Trustee Comments

Adjournment

Recorded by Nick McKelvy