Minutes from July 24, 2012 Library Trustee Meeting

MINUTES
HANCOCK LIBRARY BOARD OF TRUSTEES
July 24, 2012


Present: Mary Garland, Amy Markus, Laurie Bryan, Peter Ryner

The meeting was called to order at 12 noon.

The previous minutes were approved.
Treasurer's Report. Some budget areas are now exceeding budgeted amounts, especially in program expenditures and audio-visual materials. Amy indicated that this in part is a result of the excellent work of the new children's librarian and strong public interest in dvd's. Overall the library is experiencing very strong use. Trustees agreed that the building is often full of patrons and that overall there is a wonderful energy and vitality reflected in both children and adult usage.
The Treasurer's report was approved.

Director's Report

Trust Fund Revenues. Amy reported that Hunt Dowse has revised upwards the previous trust fund revenue estimates provided at the Board's last meeting. While the estimate is less alarming (Hunt estimates that in 2013 the Library should be able to count on approximately $15,000 of revenue), that still represents a dramatic shortfall of about 25%.

2013 budget. The operating budget of the Library, for which the Town provides no funds, has remained essentially unchanged for the last 10 years. Both adult and children's programs are creating strong demand for library services, as reflected in an increase in budget expenditures, and there is also a strong demand for audio-visual materials. After some discussion the Board agreed in general terms that the 2013 budget will need to be increased, and requested that Amy provide the Board with a preliminary 2013 budget by mid-September.

There was then a discussion of how to provide increased operational funds at a time when Library revenues are projected to experience a substantial reduction, due to a sharp decrease in interest and dividend income. The Trustees will work with Amy to establish a budget that reflects the reality of reduced revenues and increased demands.

Signage. Amy reported that she has received a proposal for the creation of a new building sign, which may represent a solution the the Board's concerns about the present Library building sign. It was agreed that Mary and Peter would review the proposal and report back to the Board at its next meeting.

Painting. The Board voted unanimously to authorize Amy to proceed with having the entire building painted by Jerome Varnum. It was also agreed that by the end of the year the Board will adopt purchasing guidelines, in particular establishing a dollar amount above which multiple written proposals will be required. It was further agreed that Mary and Peter will work with Mr. Varnum to select an appropriate paint color. The next meeting will be the last Wednesday in September.

Submitted by Peter Ryner