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Membership to the Library Board is by Town election. The Board consists of nine members, and elections are held every other year. Board members are elected to a term of six years and three members are elected at a time.
The current Board members are:
Timothy Beard, Chair
Cynthia Newby, Treasurer
Pamela Southworth, Secretary
ROXBURY PUBLIC LIBRARY
BOARD OF TRUSTEES
March 11, 2013
CALL TO ORDER:
Timothy Beard, Chairperson, called the meeting to order at 5:15 P. M.
Board of Trustees Present: Mari Frohne, George Feifer, Pamela Southworth, Meg Mongin, Cynthia Newby, and David Sherman.
Library Director: Valerie Annis
Friends of the Library: Muffy Munson
Bernstein Representative: Joe Pucci
Presentation by Joe Pucci of Bernstein Global:
Joe Pucci of Bernstein Global distributed and reviewed a Presentation Booklet entitled Hodge / Minor Memorial Library dated 3/11/13. The allocation of the $927,000 balance was reviewed. It was noted that there has been an overall 4% earning since 1999. A 6% to 6.5% earning is the future expectation. Mr. Pucci discussed how Bernstein manages risk and forecasts the future market. He explained that bond returns are low and suggested an increase in stock allocations. He also discussed the need for inflation protection within the next couple of years. He explained that the best protection against inflation is stocks, of which there is already a healthy amount within the portfolio.
Secretary’s Report – Minutes of Meeting
A motion was made to approve the minutes of the 2/20/13 meeting by Pamela Southworth. The motion was seconded by David Sherman and carried unanimously.
The Treasurer’s Report as of 2/28/13 was reviewed.
The Board confirmed their receipt of the Director’s Report for February.
Friends of the Library Report
Muffy Munson reported that a tentative schedule for the series of programs included in the enrichment program has been set. The first program on yoga and laughter will take place in May. The Friends plan to have a program every other month. They would also like to purchase more museum passes as part of the enrichment program.
The Friends have received many book donations and have been busy sorting books. They will be showing “Argo” on 3/21 at 2 p.m.
Final accounting of Cal Fortbrook exhibit:
Mari Frohne reported that approximately $2,500 in sales were collected for this show.
Update on Diane Dupuis exhibit.:
Three pieces were sold at this opening.
Opening of Marija McCarthy & student exhibit – April 20, 2013 – 2-4 p.m.:
A large turnout is expected for this opening.
Building & Grounds
Lighting & signage for Calder sculpture: There was nothing new to report.
Annual tree trimming and hornbeam pruning:
Valerie Annis reported that the the trimming and pruning has been completed.
By-laws & Policies: N/A
Fundraising Report –February, 2013:
The Fundraising Report as of 2/28/13 was reviewed.
Finance – Update on 2013-2014 Budget request: There was nothing new to report.
“Meet the Author” – Tovah Martin –rescheduled: March 17, 2013 –2p.m.:
Tovah Martin will be bringing plants with her to this event and books will be available for sale. Pam Southworth volunteered to assist during the event.
“In Good Faith” by Joe Godfrey- reading – April 28, 2013 – 3 p.m.:
A large turnout is expected for this play reading.
“Town Wants to Know” co-sponsored by Roxbury Conservation Commission, — “Invasive Plants Sunday, May 5th from 2 – 4 p.m.
Valerie Annis reported that Ann Leary has agreed to do a “Meet the Author” on June 8th for her new book., Good House.
Personnel – Betty Synnestvedt’s leave of absence:
Michelle has greed to take on extra hours to cover Betty’s absence. The staff sent Betty flowers to wish her well.
The Board discussed that posting programs on the website is time consuming for Valerie Annis and suggested that a tech savvy volunteer be sought. The need for a media committee was considered. Valerie Annis agreed to look into the cost of Constant Contact and will ask Bill Chin for recommendations. The Board also questioned whether Bill Chin would be interested in doing an intro to Skype program.
Update on installation of pavers to “Commemorative Walkway”
Update on installation of granite benches & marker engraving & CG memorial tree:
A message from Joan Stracks was read aloud. It was confirmed that the bronze plaques have been ordered.
Discussion of future Library’s Strategic Plan:
Cynthia Newby reported that this is a State requirement. The Board agreed that they are overdue to update this plan and will look up the previous plan for reference.
Review of letter to Lily Lyons of Calder Foundation – hand-out:
The letter dated 3/4/13 to Lily Lyons from Joan Stracks was distributed regarding arrangements for the upcoming Calder event.
Discussion of placement of new granite bench in memory of Southworth family:
Pamela Southworth explained that she would prefer that this bench be engraved and would like to continue the dialogue regarding this possibility. She agreed to walk the campus with David Gardner to find a location for the bench. The possibility of starting a new walkway with a piece of granite in the event a bench cannot be engraved was noted.
Welcome to new Library Board member Meg Mongin:
The Board warmly welcomed new member Meg Mongin.
Discussion of possible meeting with Gail McTaggert regarding financial arrangements between library and the Town of Roxbury:
Cynthia Newby reported that she attended the seminar, “Preparing your Board for the Future” as well as meetings regarding the status of the Southbury Library. She learned that most Libraries do not hold funds and is interested to know Gail McTaggart’s opinion regarding this matter.
A motion was made to allocate funds for Cynthia Newby’s meeting with Attorney Gail McTaggart regarding her interpretation of the laws regarding the matter of the holding of library funds by Mari Frohne, seconded by Pamela Southworth and carried unanimously.
Friends of the Library Meeting – sign up sheet – hand-out:
Valerie Annis distributed the Meeting Schedule noting the Library Board representatives to be in attendance for the 2013 Friends of the Library meetings.
Valerie Annis explained that access to the glass cases at the Hodge is needed for the digitization grant program and questioned whether anyone knew the location of the keys. Additionally, the Eli Bradley journal cannot be located. It has been requested that the major rodent problem in the attic be addressed.
A motion was made to adjourn at 7:00 P.M. by Pamela Southworth, seconded by Mari Frohne and carried unanimously.
Tai Kern, Secretary