HomeMy Public PortalAboutLadies Library -- 2022-04-21 MinutesBrewster Ladies' Library Association Board Meeting
April 21, 2022 J VQ: s, _� A
Call to Order: The meeting was called to order by Joan Pernice at 4:00 PM.
Board Members Present: Eileen Bergquist, Lisa Perkins, William Schirmacher
Joan Pernice, Susan Stewart, Anne Weirich, Tricia Kibbe
Board Members Absent: Peter Bradley, Anne O'Connell, Pat Meservey, Nancy Mann
In Attendance: Director Cindy St. Amour.
Guests:
Secretary's Report: The minutes of the March Meeting were approved, unanimously.
Treasurer's Report: Bill Schirmacher
Bill's Comments:
• Income year to date is about $80,000
• This is ahead of last year because of contributions and memberships. While memberships are
down, the amount that members are contributing is greater.
• After nine month's our revenue is 104% of the forecast for the entire year.
• Town budget expenses are up 6% from last year. We are doing a better job on consuming the
town budget this year.
• The Endowments funds are even with last year at this time. The markets are down and we have
an unrealized decrease in the funds, but have made it up in investment income.
The Treasurer's report was accepted by unanimous vote.
Joan Pernice said that the Finance Committee will start working on the FY2023 Budget. She asked that
all committee chairman advise Peter Bradley of their revenue projections and expense needs prior to
May 17th, which the Committee's next meeting. Action item: All revenue and expense be forecasted to
Peter Bradley prior to May 17th
Library Director's Report: Cindy St. Amour
The Library will continue with the Wi-Fi hot spot program. It's a portable device that can be checked out
by patrons who do not have Wi-Fi at home. It is federally funded program.
A MBLC conference will be held shortly and the Library will send representatives.
Michelle Ryan joined the Library today as the new circulation manager.
Cindy reported that Recognition of Service week will coincide with the Brewster in Bloom Parade: Town
employees will march as a group in the parade.
Cindy and Rick have not been happy with the Eventide Landscaping's level of service. We will hire a new
landscaper this year. The quote is in and Cindy will accept it. Action Item: Bill Schirmacher to report to
Peter Bradley that the landscaping budget for 2023 should is $3200.
The Town of Brewster has advised Cindy that the Little Free Library located at Mant's landing will be
move to Saints landing this year. Joan Pernice asked Cindy if all the LLF volunteers have been lined up
for this summer. Cindy said that she thought so, but would confirm with Lauren Elliott-Grunes. She also
said that Peter and Valarie Bradley have been added to the list of volunteers.
There is a need for additional phone lines wired into the building. Cindy said that this is a Town
responsibility. Cindy is going to ask for an upgrade for 5 additional phone lines.
Board Committee Reports
Building & Grounds: Bill Schirmacher
Membership/Communications: Susan Stewart
Susan reported that we have 434 members as of April 1st. This is down from the
previous year, but we have added 35 new members.
St. Patrick's Day gift card winners have been selected. Some people entered without
being members. Susan discussed sending a thank you for "participating note" to those
who weren't members, but entered. In that note she would explain the benefits of
membership
Personnel Committee: Anne O'Connell
Nickerson Lecture: Susan Stewart
The Committee had a meeting yesterday and reviewed some speakers that Sarah Hewitt
had suggested. Fees are higher than expected and the Committee will need to identify these
expenses to the Finance Committee. The Board is expecting speaker frees to be in the
neighborhood of 30K to 40K for this year's event. If they run higher they should get back to Joan
for further discussion.
There was some discussion as to hiring an assistant to Sarah Hewett to coordinate the event.
There hadn't been progress in this area. Discussion then focused on that because Sarah had so
well organized the planning process that the committee could break up the task and roll out the
event without hiring an assistant.
Nominating Committee: Joan Pernice
Joan reported that the Committee has interviewed one prospective Board Member and that
they will meet with another prospect next Tuesday. A third candidate has also been
identified.
Discovery & Enrichment Committee: Lisa Perkins
The Committee has been in discussion on how to announce the introduction of the first lecture.
They are facing a deadline to get it into the newsletter. They will try to do at least "a
hold the date" blurb for the newsletter. This will be followed up with emails and further
announcements.
There was also some discussion about logos for the program.
The Committee has arranged the first program and are now looking at options for additional
events.
Joan mentioned that the Committee should be in touch with Trica Kibbe and Stefan to link a
page for the Discovery & Enrichment Program to the Library website. Registration for programs
can also be added to the website.
There was a question could income be tracked from the running of the programs. The answer
was yes, via Little Green Light.
There was discussion in regards to donations or charges for presentations. The committee
should address this question and report back to the Board of Directors
Scholarship Committee: Bill Schirmacher
Bill reported that the Committee has received the applications packet from Nauset High School.
A scorecard has been created as a starting point for the discussion. A meeting has been
scheduled for Thursday, April 28tH
Miscellaneous Topics.
Breakout Meeting_
Joan has created a summary of the meeting. Action Item: Joan asked to send Bill to send a copy of the
summary to all Directors.
She reviewed the three main points of the summary.
Listed below are some general comments made during this portion of the meeting.
Anne Weirich asked if we decide that Plan A is a no go, do we fund raise Plan B. Joan said that the
efforts of the work group would determine what is Plan B and then decide what are the the financial
requirements. Joan also said that we need to work the Town of Brewster into the funding requirement
conversation.
What are the essential components of a Plan B.? That will be the task of the work group. The Town of
Brewster would need to buy in to this plan and be prepared to provide financial support.
There was some discussion in regards to whether the needs expressed in the original survey were
compelling enough to justify renovations.
Joan is concerned that if we don't renovate and improve our services then we will fall behind other
libraries who are engaging in renovations.
Anne Weirich asked if Plan A can be changed. Cindy responded back to get the grant we will have to be
substantially the same as the original proposal.
Anne Weirich observed that by creating a Plan B, we have the opportunity to develop a hook with which
we can fund raise.
Joan suggested that we need to solicit help to get the input that we need to develop a Plan B. She wants
to hire a professional development person or an architect to help develop Plan B. She also wants to try
to update the cost of doing Plan A. Action Item: Update the construction costs of Plan A. Cindy St.
Amour to contact to the original architect to determine what would be the fee to upgrade the costs.
There was discussion in regards to doing a focus group. Show the original plan, if there is no appetite for
that plan then what are the critical components of it that could be used in a scaled down plan. Joan
suggested hiring a consultant to conduct this task.
Joan suggested that we survey Brewster residents to determine their appetite for the original plan.
Trica Kibbe said that she thought that if we conducted that survey, the response would be: What
renovation?
Joan Pernice and Anne Weirich suggested holding a reception for BLLA members to review Plan A.
There was a consensus hat we should update and collect data from the membership.
Action Item: The first place to start is with the Staff. Cindy St. Amour to set up a Staff meeting with
the Board to get their input. Holding a 5:00 to 6:30 meeting on May 25th is the first choice. June 1' is
the second choice. Pizza would be served.
Use of Volunteers: Joan Pernice had a conversation with Lauren Elliott-Grunes that we are looking for
volunteers to serve on committees. The emphasis is to focus on volunteers with specific skill sets that
would be beneficial to specific committees.
Topics that the President did not anticipate
Adjournment: Meeting was adjourned at 5:55 PM
Next Board Meeting: May 19, 2022 at 4:00 PM
Respectively Summited,
Bill Schirmacher
Secretary