Wellesley Free Library
Board of Library Trustees
Meeting Minutes
Arnold Room
Monday February 13, 2017
Present: Ann Howley, Vice Chair; Ann-Mara Lanza, Secretary; Maura Murphy, Diane Savage,
Beth Sullivan Woods, Trustees; Jamie Jurgensen, Library Director; Elise MacLennan, Assistant
Director; Helen Charbonneau, IT Director.
Absent: Marla Robinson, Chair
Also present: Blythe Robinson, Executive Director of General Government; Alena Poirier,
Advisory; David Murphy, Board of Selectmen; Cynthia Strauss, Wellesley Free Library
Foundation; Ann Rappaport, candidate for Library Trustee.
CALL TO ORDER
The meeting was called to order at 9:15 A.M.
CITIZEN COMMENT
None.
ITEMS
1. Blythe Robinson, Executive Director of General Government Services
Introductions and welcoming remarks were offered to the new Executive Director.
Blythe is excited about the challenges and opportunities of her new position. Town is
getting close to the end of the budget process for FY18. There was agreement about the
importance of clear and consistent communication among boards.
2. Approval of Minutes
Ann-Mara moved (Diane seconded) to approve the minutes of January 9, 2017. The minutes
were approved unanimously as amended.
Ann-Mara moved (Diane seconded) to approve the minutes of February 1, 2017. The
minutes were approved unanimously as amended.
3. Director’s Report

New library card registrations rose by 2% in January over the previous year.
Streaming and downloading of electronic materials increased 100%. In January, 60%
of check-outs were completed through self-check.
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
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Sustainable Wellesley continues to promote and praise the “Library of Things.”
The Design Review Board has approved the historically accurate renovations
recommended by FMD for the Fells Branch roof.
4. American Century Fund
Authorized signers for this account are typically the Chair of the Library Board and the
Library Director. The Trustees will receive quarterly statements.
Ann-Mara moved (Diane seconded) to approve Library Board Chair Marla Robinson and
Library Director Jamie Jurgensen as authorized signatories for the American Century Fund
accounts. The motion was approved unanimously.
5. Director’s Fund Request
Diane moved (Beth seconded) to approve the expenditure of up to $175.00 for the
purchase of refreshments served at WFL Strategic Plan focus group meetings. The motion
was approved unanimously.
6. Revolving Fund Request
The monitor in the lobby (parking lot side) of the Main Library that serves as the
“electronic billboard” for library events, programs and services requires replacement.
There was brief discussion about making this screen more noticeable.
Diane moved (Beth seconded) to approve expenditure of up to $1,006.00 from the Rental of
Facilities revolving account to replace the monitor in the lobby of the main library. The
motion was approved unanimously.
7. Centennial Reynolds Professional Development Fund Request
Ann-Mara moved (Diane seconded) to approve expenditures of $5,051.04 from the
Reynolds Professional Development Fund for American Library Association conference
attendance by library staff members. The motion was approved unanimously.
8. Request to maintain library lands organically
The Trustees reviewed a letter describing the Natural Resources Commission (NRC)
initiative to reduce pesticide use on public lands and discussed a request from the NRC
that the Library Trustees approve including library land in the town’s organic
maintenance program.
Beth moved (Ann-Mara seconded) to approve adoption of the Natural Resources
Commission Organic Integrated Pest Management policy for lands surrounding the libraries.
The motion was approved unanimously.
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9. Patron Donation of Magazine Racks
A Wellesley resident has offered to donate a pair of hardwood magazine display racks to
the library. Administration reports that the library is currently unable to use periodical
furnishings of this size and type. The offer will be declined with sincere thanks.
10. Room Reservation Request
The Trustees reviewed a request from the Wellesley Public Schools elementary math
department for a waiver to the one per month municipal department Meeting Room
Policy. The request is for three morning uses of the Arnold Room within one month
(March).
Beth moved (Ann-Mara seconded) to approve a waiver of the one per month municipal
department Meeting Room Policy for the Wellesley Public Schools elementary math
department, contingent upon room availability; and with the stipulation that attendees not
park in the library parking lot. The motion was approved unanimously.
11. FY18 Budget
A motion that was to have been made during the meeting of February 1st was
inadvertently skipped.
Ann-Mara moved (Beth seconded) to authorize the Library Trustees’ Executive Board to offer
the option of releasing $8,000 in Cash Capital expenses to offset the amount by which the
budget is over guideline. The motion was approved unanimously.
The Trustees discussed concerns connected with meeting guideline for the FY18 budget.
In previous years, the Town has instructed the Trustees to exclude all unknown contract
settlement numbers from budget submissions. Communications for FY18 budget
development contained language that was unclear about the change in policy, resulting in a
misunderstanding about this.
The Trustees debated specific approaches for bringing the library budget to the requested
2.5% guideline. There was consensus to reduce the operating budget lines for Circulation
staff and for website support. As a result, only a portion of the proposed Hills Branch
operations will be included in the FY18 budget. The remainder will be phased in as future
budgets allow.
Diane moved (Maura seconded) to approve a revised library operating budget for FY18 in the
amount of $1,902,641 for Personal Services and $536,977 for Expenses, for a total tax-impact
budget of $2439,618. The motion was approved unanimously.
12. Revolving Fund Motion Language
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These concern the Copier Fund and Branch Library Maintenance. There was consensus
to send proposed motion language for these two funds to Town Council for review.
13. New Business
Diane Savage will represent the Trustees on the Wellesley Free Library Foundation
nominating committee. Ann reminded the Trustees that they have three nominees to
appoint to the Foundation’s Board of Directors this year.
ADJOURNMENT TO ENTER EXECUTIVE SESSION
Ann-Mara moved (Diane seconded) to adjourn the regular meeting for the purposes of entering
into Executive Session to discuss contract negotiations with the intention of returning to regular
meeting only for adjournment. The Trustee were polled individually and the motion was
approved unanimously.
ADJOURNMENT
Ann moved (Diane seconded) to adjourn the regular meeting at 12:40 PM. The motion was
approved unanimously.
Respectfully submitted,
___________________________________________
Ann-Mara Lanza, Secretary, WFL Board of Trustees
LIST of DOCUMENTS
1. Minutes of January 9 and February 1, 2017.
2. FY18 Approved Budget
3. FY18 Approved Capital Budget
4. FY18 Adjusted Budget Draft
5. American Century Investments Statement
6. Request to Maintain Library Lands Organically
7. Proposed Periodical Rack Donation
8. Room Reservation Request
ECM 02/27/17, reviewed by AH, approved 03/06/17
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Date: ____________________