HomeMy WebLinkAboutLibrary Trustees 10/13/2021MANSFIELD PUBLIC LIBRARY
Board of Trustees Meeting - October 13, 2021
Attendance: Nancy Breef-Pilz, Marianne Mackie, fen Hill, Jean Mallon, Leonard Epstein
and Director Catherine Coyne. Nancy called the meeting to order at 5:03 p.m.
Secretary's report. The report for January was reviewed and unanimously approved
including additions by Marianne pertaining to the newly implemented Library of things. The board
discussed in general terms the level of specificity for the meeting minutes.
Treasurer's report. The report for January was reviewed and unanimously approved and
$600 funding for remaining 2021 programming was unanimously approved. Nancy commented
that she would like to see more adult programming.
Correspondence. $1,490 has been donated in memory of Betty Stetson. Plans are to make
a display called "Betty Books" in the future.
Librarians reports. The librarians' reports were reviewed and highlights discussed.
Whitney's spice programs are very popular. The Library of Things has begun circulating and the
library received back one questionnaire. The library will be soliciting donations to add to the
collection of things as well as information about the types of items in which patrons are interested
and are useful. Nancy suggested finding out where patrons found out about particular items.
Updated meeting room application Catherine shared an updated application for use of the
meeting room. It stipulates that groups must be non-profit and that they must exit by ten minutes
before the library's closing time.
Reinstated mask mandate. Patrons have been cooperative about the Mansfield Board of
Health's mandate for municipal buildings. The library maintains a supply of masks for patrons
entering without them.
Town management training program. The board discussed Catherine's participation in a
town management training program, "Facilitation Practices for Public Leaders." The agenda
included pre -reading, practice role-playing, and overall ideas for facilitating and making meetings
more productive.
OLD BUSINESS
Potential Assistant Director position. The board discussed at some length the advantages,
cost, and other considerations in creating a position of Assistant Director. Important aspects
included specific duties, authority, compensation, and particularly the ways that it could free up a
significant portion of the Director's time by by removing several routine but time consuming tasks
from her office. The most applicable available sample is from the Hanson Public Library.
Mansfield has always had an Assistant Director position and it remains in the library's handbook.
Whitney currently assumes the duties of the Director in Catherine's absence, including staff
supervision, response to emergencies, patron complaints, and representing the library to the media
and community. She has also assisted Catherine in the recruitment, selection, and hiring of new
employees. There was discussion of initiating a stipend for the Assistant Director position so that
the duties could be moved as needed to another position obviating the need for a change in job
description and salary. Marianne asked Catherine for her specific recommendations.
Director's goals. Catherine reported that she has begun work on her goals for the
forthcoming year and will be prepared to report in detail to the board in the near future. She is
tentatively focusing on several areas. Hybrid programming mming may become an important factor in the
future, viz. programs combining personal attendance and remote virtual participation. She is
looking into an electronic device known as an "Owl" which will give virtual participants a 360
degree view and audio perception of the room in which the program is taking place. Jean suggested
that goals for the year include additional staff training. Catherine is planning to expand homebound
delivery services. She plans to consult with the town manager regarding insurance issues for staff
making home deliveries, e.g. liability, workers' compensation, etc. Updating the staff handbook
remains a priority. Catherine will likely recruit assistance from the board and library staff.
Digitizing yearbooks and town reports remains important but has been set back by Covid-19 and, in
any case, is subject to the control and schedule of the BPL. Both sets of materials are part of the
same grant. Improvements to the physical plant is a high priority. While Catherine and
(presumably) the board will have input, the overall management will be handled by the Building
Department. Building security for both the library and COA will be enhanced with the assistance of
the Police Department and DPW. Weeding of the collection remains a constant goal and
requirement.
NEW BUSINESS
FY2023 Budget. Notwithstanding budget constraints largely related to Covid-10, the
library will meet the MAR. The board also discussed cost of living adjustments for the staff and
STEP increases. Nancy pointed out that the 2% COLA under consideration is not planned for all
town employees. Catherine reported that the library's budget is on track for this year, e.g.
approximately '/4 of the book budget has been used and we are about'/4 through the fiscal year. The
personnel budget for FY2022 us $522,000; $525,940 has been estimated for FY2023.
Selectboard update. Nancy and Catherine met with the Selectboard on October 20.
Marianne participated virtually.
Director's medical leave. Catherine will be on medical leave for knee surgery from
November 24 for approximately six weeks.
Holiday closings. The library will be closed on Fridays, December 24 and 31.
Next meeting. November 3, 5:00 p.m. The meeting was adjourned at 6:55 p.m.
The foregoing minutes were approved at the O f ZA Z meeting of the Mansfield
Board of Library Trustees.
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