Lincoln Library Trustees Meeting
1/11/05
Present: Jack Pugh, Peter Sugar, Diana Abrashkin, Marshall Clemens, Al Kraft, Trustees; Barbara Myles, Library Director; Stacy Howard; Staff; Al Schmertzler, Liaison to Finance Committee
Discussion of library maintenance:
Al Schmertzler feels that we should present our maintenance budget outside of our base budget. That would make it a line item. There are risks and benefits to having it a warrant article. He feels the chances are good that it would pass, but there is no guarantee. The Trustees feel that Barbara Myles has learned a lot about the buildings needs and requirements and is doing a good job with keeping up with repairs. Al Schmertzler said Barbara can call Earl Midgley if she needs back up. He also felt we need to prioritize our list of repairs and the list should be reasonable. The finance committee as a group is quite interested in maintaining the town’s assets. Tim Higgins can let us know what we need to do and by when for the warrant article. We should have some emergency
funds, about 3-4 thousand dollars.
Staff Concerns:
Stacy reports that the staff would like to be sure that repairs be done in a timely manner.
Discussion of roof repairs:
Trustees agree that we should go forward with the engineering study to determine that the roof can support slate before the CPC meeting on Tuesday the 18th. Peter will try to negotiate a price with them with an upside of $3,000.00. We will put the fee into the package of money requested from the CPC. Diana feels we should get a price on asphalt shingles.
The Trustees voted to request engineering fees for the vault climate control project from the CPA.
Long term planning session
Discussion about subcommittees.
Al requested that Peter take over as chair of the building subcommittee, Peter agreed. Al will stay on as a member of that committee.
We will establish a committee to decide about forming a foundation. May have 501-C3 status. We will need some legal advice about this. There would be a difference in the kind of fund raising done compared to what the FOL does. The fund raising committee will report to the Trustees with a plan. Al is the Chair of the fundraising committee, and Diana will serve as well. They will come up with possible additional members of the committee from the community, hopefully someone with fund raising experience. Then the board can decide as to whether to add those individuals to the committee.
Marshall suggests that to make our board function more efficiently we should:
1. Have the Trustees set specific goals for the year and future years.
2. Have subcommittees draft short mission statements, expectations, issues and goals. It should also state how often they will meet.
3. Have action items with tasks and dates that are clearly stated.
Barbara suggested that all Trustees be members of the FOL.
Action items
All subcommittee mission statements, due by February meeting
Peter to draft letter for CPA
Peter to contact engineer re: roof
Al to report to Trustees about Foundation ideas by Feb meeting
Building committee will meet and decide whether grounds should be split from committee responsibility
Marshall will do cleaned up version of goals
Respectfully submitted,
Al Kraft
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