Barbara Garvey, Chair called the meeting of the Springfield Library Board of Commissioners to order at 5:40 p.m.

Library Commissioners Present:

• Helen Boyle
• Bettye Webb
• Barbara Garvey
• Rudy Ruggeri
• Janet Edwards
• Vera O'Connor
• Janet Denney

Library Staff Present:

• Emily Bader, Library Director
• Lee Fogarty, Assistant Library Director
• Carol Leaders, Administrative Assistant

A motion by Commissioner O'Connor and seconded by Commissioner Edwards to approve the minutes of the March 1, 2004 meeting passed unanimously.

Finalize future meetings schedule:

The April 6th meeting has been changed for Monday, April 5th, 2004 with the Policy Committee meeting at 4:30 pm followed by the Commission Meeting at 5:30 pm.

FY '04 Budget Review:

Assistant Director, Lee Fogarty, gave a brief update on expenses to date.

• State Aid will have a shortfall by $25,000 due to 2002 formulas
• C-2 income is on target
• DOE funds have been requested for R/W/N
• Fines and Fees projection of $75,000 will run short of its goal
• Trusts & Endowment Income estimated at $345,000
• Endowments are received on a requested basis
• Submitted invoice to School Dept for $75,000
• Grants do not affect General Operating Costs

Director Bader expressed concern about getting vacancies filled. First priority will be to fill the Part Time Office Assistant for the Library Director's Office; also crucial are the part time clerical positions at the branches. If the part time clerical positions are not filled, managing the branch teams will prove to be difficult in FY '05.

In order to accommodate services at the branches, part time staff have been authorized to work additional hours.

Other vacant positions that need to be filled are: IT Specialist, to assist Mary Frederick; Copy Cataloger to help process book back log. Before positions can be posted, approval from the Mayor is required.

Barbara encouraged Emily to go ahead and submit a request to fill for the part time Office Assistant position; and wait for the approval of the FY 05 budget before asking to fill the remaining vacant positions.

Barbara commended both Emily and Lee on doing an extraordinary job in working well within the current year's budget.

FY 04 - 05 Action Plan Review-

Emily highlighted the following accomplishments:

• Poetry Contest has been revived
• Several grants have been awarded
• Staff have formed a committee that will promote goodwill among their peers as well as throughout the community
• Approximately 70 expressed interest in the volunteer program of which 39 have actually been placed
• Re-opened Forest Park; Liberty and East Springfield Branches
• Working with Friends of the Springfield Library on Fundraising
• Working with City Personnel in transferring Library Staff to the City
• Split phone system from Museum Association

Barbara expressed special thanks to Arleen Labelle and Carol Leaders for all their hard work in accomplishing the transfer of payroll for Library Staff to the City.

Barbara also emphasized to everyone on how energetic, admirable and good humored the Library Staff have been throughout this major transition.

Helen Boyle asked Emily and Lee to pass along the Commission's praises.

State Legislative Activities

Lee Fogarty encouraged everyone to call their State Representatives and ask them to support line item 7000-9506 which will re-instate telecommunications and resource sharing into the state budget.

April 7, 2004 is Library Legislative Day at the State House in Boston. All are invited to attend.

Opening of the Gates on the Quadrangle

Barbara reported only a few of the 6 gates were opened to the public.

After some discussion, the Commission voted unanimously that a letter be sent to the Chairman of the Springfield Museum Association, requesting all gates be opened with stipulated times.

Advisory Committees' Reports

• Mason Square - in process of organizing; meeting scheduled at DeBerry School
• Forest Park - working on cost estimate for a handicap lift
• Pine Point - meeting planned for Monday with Branch Team Manager
• Indian Orchard - organized and meeting
• Brightwood - Janet Denney in process of creating an advisory group

Other Business

Mary Ann Maloney, President of the Friends of the Springfield Library reported on just a few fundraising activities:

• Annual Campaign mailing of 5,000 will be mailed by end of week
• Parties have started throughout the City and will generate $500 ea.
• 2 Raffles in early May
• Gift Baskets will be raffled at all library locations
• Tennis Tournament is being planned
• Author's night scheduled for May or June
• Walk-a-thon will take place in the Fall
• Cemetery Walk is also being planned

Meeting adjourned at 6:50 pm.

Respectfully submitted by:

Rudy Ruggeri

Approved: April 5, 2004