HomeMy WebLinkAbout2003-05-27-BLT-RPT tA E MO
Cary Memorial Library at Cary Hall
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1605 MASSACHUSETTS AVENUE e LEXINGTON • MASSACHUSETTS 02420
PHONE: 781-862-6288 e WEBSITE: www.carylibrary.org
BRA �
BOARD OF LIBRARY TRUSTEES
Tuesday, May 27,, 2003 @ 8:00 A.M.
at Cary Hall, 1605 Mass. Ave.
AGENDA
1. Call to Order—Rev. Dr. Peter H. Meek
2. Secretary's Report
Vote required— April 22, 2002 — Trustees minutes
3. Treasurer's Report ,
Town Expenses — April 2003
Trustees Expenses —April 2003 —Vote required.
Morgan Stanley—April 2003
4. Administration Report
Director's Report—At Meeting
Ass istant Director's Report—At Meeting
5. Library De_paxtment Reports
6. Construction Report— Carol Mahoney or Walter Pierce
7. Friends of the Library— Isabel Jankelson
8. Unfinished Bus iness
HDC appointment
9. New Business
10. Adjournment
The next meeting of the Board of Trustees is scheduled for Tuesday, June 24,
2003 at 8:00 A.M. at Cary Hall, 1605 Massachusetts Avenue.
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Q Cary Memorial Library at Cary Hall
n ,
1605 MASSACHUSETTS AVENUE • LEXINGTON • MASSACHUSETTS 02420
A PHONE: 781-862-6288 • WEBSITE: vwcrw.carylibrary.org
May 21, 2003
To: Board of Library Trustees - Executive Committee Members
From: Carol A. Mahoney, Director
Re: David Kanter's concerns—construction funding
Before the close of town meeting, town meeting member David Kanter made some inquires concerning the
Foundation's closing of the campaign and commitment's that may have been made by the Trustees and the
Foundation at previous town meetings to the town, on funding the construction of the library. Mr. Kanter has
spoken to Bill Dailey and Peter Meek about his concerns. He has also reviewed the videotape from the
October 1997 town meeting and related documents. Peter has invited Mr. Kanter to the May Trustees meeting
to address his questions to the Trustees. I have invited John Ryan to attend the meeting to assist with any
funding questions that pertain to the town, foundation, and state funding of the construction project.
"im enclosing a variety of material that may provide a background for this conversation with Mr. Kanter. If you
lave any questions please do not hesitate to contact me.
Extract from Adjourned Session of Lexington's 2001 Annual Town Meeting
16 May 2001
Minutes 9:28 PM:
"Joyce Miller,pr.7, questioned the Library Foundation coverage."
Full Text:
Joyce Miller: "Is there a commitment that any unused contingency would reduce only the
Town's obligation and,because I have such confidence in the Foundation, that the
Foundation would not stop at$4 million to potentially further reduce the Town's
obligation?"
Cathy Abbott: "I am happy to say, and am assured by the Chair of the Foundation sitting
in front of me, that, yes,there is that commitment."
Sources:
Minutes:Lexington Town Clerk's Office,page 69
Full,Text: Transcribed by David G. Kanter, 14 Apr 2003,from the Session Video Tape#1
held by the Cary Memorial Library
Extracts from Advertisements in the Lexington Minuteman
30 Jan 2003,pg 4: "...The Cary MemorialLibrary Foundation thanks more than 2100
donors...who have contributed$4,135,000 to the Cary Library Building Campaign...The
Building Campaign will continue to welcome new gifts and pledges through March 31,
2003."
6 Feb 2003,pg 4: "...$4,140,000 raised from 2150 donors...and still on the rise!...The
Building Campaign welcomes new gifts and pledges through March 31, 2003. Listed
above are approximately 725 donors, 1/3 of those whose generous commitments have
helped put the Cary Library Building Campaign over the top, as of February 3,2003
13 Feb 2003,pg 30: "...New gifts and pledges are welcome though March 31,2003.
Listed above are approximately 1/3 of the 2150 donors who have contributed$4,150,000
to the Cary Library Building Campaign, as,of February 10, 2003...."
Note:None of the above amounts appear to include the interest that should have been
earned on-the contributions made, nor are they qualified as including unfilled pledges.
Prepared by:
David G. Kanter
Town-Meeting Member, Precinct 7
781-861-6147
Original version, 14 Apr 2003, but superseded by this updated version, 23 April 2003
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CARY LIBRARY BUILDING CAMPAIGN
Campaign Summary
May 10, 2003
9/21/02 1/11/03 3/29/03 5/10/03
Foundation Board
of Directors Goal: $490009000 $490009000 $490009000 $4,0009000
William J.Dailey,Jr.
President Total Committed: $35720,000 $431183000 $451885000 $431941000
Margery M.Battin
Vice President %of Goal: 93.0 103 104.7 104.9
Dan H.Fenn,Jr.
Vice President Gifts&Payments Rec'd: $234915000 $3515100 $35210,000 $35236.1000
Alan S.Fields
Treasurer Outstanding on Pledges: $152295000 $9675000 $978M00 $9585000
Narain Bhatia
Clerk >_ $5K.• $1,067,000 $830,000 $850,000 $840,000
Kerry Brandin
Shirley H.Stolz < $5K.• $162,000 i $13 7,000 $128,000 $118,000
Campaign Co-Chairs
N Ior -�P.Cohen Remaini ($1189000ng to Goal: $2809000c� :A.Roth ) ($1889000) ($1949000)
Key vrft Co-Chairs
Audrey Friend
Joanna Griscom
Bernard Harleston Total Donors: 1625 2086 2183 2195
Leona Martin
Scott Wilson Donors @$250K+: 3 $750K 4 $1M 4 $1M 4 $1M
Isabel Jankelson
President,Friends of LDonors @$100K+: 6_ $684K_ 5 $574K 5___ $574K___ 5 $574K
Cary Library
Campaign Steering Donors(a,$50K-99K: 11 $625K 11 $625K 11 $625K 11 $625K
Committee
Elizabeth K.Clark
Cathy England Donors @$25K-49K: 14 $3 80K 15 $405K 15 $413K 15 $413K
Gail M.Fields
Sophia Ho
Florence Ko low Donors @$1OK-24K: 22 $304K 24 $324K 28 $358K 28 $358K
P
Bea MacDonald
B.Gale Nill Donors @$5K-9K: 34 $185K 38 $205K 35 $190K 35 $190K
Julie Stevenson
Henry Barg Donors @$1K-4.9K: 570 $655K 656 $770K 678 $792K 682 $796K
John Shugert
Professional Advisors
Director of
Development
Daniel J.Watt
CARY MEMORIAL LIBRARY FOUNDATION, INC.
1605 Massachusetts Avenue, Lexington, MA 02420 • Tel 781-862-6288 ext.136 Fax 781-862-7355
cmlfoundation@carylibrary.org www.carylibrary.org
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miner W• =Francis Galvin
Secretary of the Commonwealth
One Ashburton Place, Boston, Massachusetts 02108-1512
ARnCLES OF ORGANIZATION
.(General Laws, Chapter 180)
Name
Approved
ARTICLE I
The exact name of the corporation is: .
Cary Memorial Library Foundation, Inc.
ARTICLE II
The purpose of the corporation is to engage in the following actMtics:
To direct and manage promotional and fundraising activities for the
benefit of the Cary Memorial Library (the "Library"), a public library in
Lexington, Massachusetts.
To disburse funds for the renovation and expansion of the Library and
for library programs, materials and other expenses, as requested by
the'Trustees of the Library.
To carry on any other charitable or educational activity (within the
meaning of Section 501(0(3) of the Internal Revenue Code) consistent
with these Articles which may be lawfully carried on by a corporation
organized under Chapter 180 of the Massachusetts General Laws.
C j
M ..... ,
R.A.
Note;�f the space provl&d under any artidt or item on this form is ihcsu•�air s shall be set fortb oa oxe side
oxly o,f'separate 8"x 11 sheets of paper with a kft margin q,f at feast 1 tack to more tbax one article may be
made on a sivgle sbxt so 16V- as easb artick #r- each is clearty ixdkaated.
BY-LAWS
of
CARY MEMORIAL LIBRARY FOUNDATION, INC.
ARTICLE I
Officers and Directors
Section 1. Enumeration. The corporation shall have a board consisting of not less
than three directors. The number of directors shall be fixed by the directors. The officers of the
corporation shall be a president, treasurer, clerk and such other officers as the directors shall
elect. The corporation may have such advisory boards as the board of directors may choose to
create.
Section 2. Qualifications, No officer need be a director. Two or more offices may
be held by the same person. The clerk shall be a resident of Massachusetts unless a resident
agent shall have been appointed pursuant to Massachusetts law.
Section 3. Directors. The initial directors shall be those persons named as directors
in the articles of organization. The directors may elect from time to time additional directors of
the corporation. Except as hereinafter provided,the directors shall hold office until the next
annual meeting of the directors and until their respective successors are elected and qualified.
The directors may elect directors to serve staggered terms so that the terms of some but not all
directors will expire at each annual meeting. Directors may be removed from office at
g y any time
with or without cause by the directors.
Section 4. officers. The initial officers-shall be those persons named as officers in
the articles of organization. The directors at their annual meeting shall elect a president,
treasurer n n ri n l Prlr wli n e-h n l l 1,n 1 11 T7-,n A,,,,+;1 +1�,A ov♦ _
----- ---�� �►_•���, ..Zlv viiaa.ii 11v AAA W 111 V V LUIL11 L11V 11Vwi1L L aLlll Ual 111cIU L1116 V 1 u11 uu turb anu uuul
their respective successors are elected and qualified. The directors also may at any time elect
such other officers as they shall determine. Officers may be removed from their respective
offices with or without cause by vote of a majority of the directors then in office. No officer or
director may hold office for more than five consecutive terms of one year each.
Section 5. Resignatigna. Any director or officer may resign at any time by giving
notice in writing to the president,treasurer, clerk or any director of the corporation.
Section 6. Vacancies. Continuing directors may act despite a vacancy or vacancies
in the board and shall for this purpose be deemed to constitute the full board. An vacancy in th. y y e
board of directors, however occurring, including a vacancy resulting from the enlargement of the
board, shall be filled by the directors. Vacancies in any office may be filled by the directors.
amounts payable in settlements)reasonably incurred by or imposed upon such person in
connection with any threatened, pending or completed action,suit or other whether
proceeding,
civil, criminal, administrative or investigative, in which he may become involved b reason o
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his serving or having served in such capacity(other than a proceedingvoluntarily initiated b
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such person unless he is successful on the merits, the proceeding was authorized b the
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corporation or the proceeding seeks a declaratory judgment regarding his own conduct);
provided that no indemnification shall be provided for any such person with respect to any
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matter as to which he shall have been finally adjudicated in any proceeding not to have acted in
good faith in the reasonable belief that his action was in the best interests of the corporation or,
to the extent such matter relates to service with respect to any employee benefit plan, in the best
interests of the participants or beneficiaries of such employee benefit plan; and provided, further,
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that as to any matter disposed of by a compromise payment by such pursuant ursuant to a consent
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decree or otherwise, the payment and indemnification thereof have been approved b the
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corporation, which approval shall not unreasonably be withheld, or by a court of competent
jurisdiction. Such indemnification shall include payment by the corporation of expenses
incurred in defending a civil or criminal action or proceeding in advance of the final disposition
of such action or proceeding,upon receipt of an undertaking by the person indemnified torepay
p
such payment if he shall be adjudicated to be not entitled to indemnification under this article
which undertaking may be accepted without regard to the financial abilityof such
person to
make repayment.
A person entitled to indemnification hereunder whose duties include service or
responsibilities as a fiduciary with respect to another organization shall be deemed to have acted
in good faith in the reasonable belief that his action was in the best interests of the corporation if
he acted in good faith in the reasonable belief that his action was in the best interests of such
organization or of the participants or beneficiaries of, or other persons with interests in such
organization to whom he had a fiduciary duty.
Where indemnification hereunder requires authorization or approval by the corporation,
� 'such au
thorization or approval shall be conclusively deemed to have been obtained, and in any
case where a director of the corporation approves the payment of indemnification, such director
shall be wholly protected, if:
(i) the payment has been approved or ratified(1)by a majority vote of a quorum
of the directors consisting of persons who are not at that time parties to the proceeding, or(2)bp p g? Y
a majority vote of a committee of two or more directors who are not at that time parties to the
proceeding and are selected for this purpose by the full board(in which selection directors who
are parties may participate); or
(ii) the action is taken in reliance upon the opinion of independent legal counsel
(who may be counsel to the corporation) appointed for the purpose by vote of the directors or in
the manner specified in clauses (1). (2)or(3)of subparagraph(i); or
(iii) the payment is approved by a court of competent jurisdiction; or
(iv) the directors have otherwise acted in accordance with the standard of conduct
set forth in section 6 of chapter 180 of the General Laws of Massachusetts.
4
i
Any indemnification or advance of expenses under this article shall be aid
p p promptly, and
in any event within 30 days, after the receipt by the corporation of a written request therefor from
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the person to be indemnified, unless with respect to a claim for indemnification the corporation
shall have determined that the person is not entitled to indemnification. If the corporation denies
the request or if payment is not made within such 30 day period, the person seeking to be
indemnified may at any time thereafter seek to enforce his rights hereunder in a court of
competent jurisdiction and, if successful in whole or in part, he shall be entitled also to
indemnification for the expenses of prosecuting such action. Unless otherwise provided b law,
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the burden of proving that the person is not entitled to indemnification shall be on the
corporation.
The right of indemnification under this article shall be a contract right inurin
� g to the
benefit of the directors, officers and other persons entitled to be indemnified hereunder and no
amendment or repeal of this article shall adversely affect any right of such director, officer or
other person existing at the time of such amendment or repeal.
The indemnification provided hereunder shall inure to the benefit of the heirs executors
and administrators of a director,officer or other person entitled to indemnification hereunder.
The indemnification provided hereunder may, to the extent authorized by the corporation, apply
to the directors, officers and other persons associated with constituent corporations that have
been merged into or consolidated with the corporation who would have been entitled to
indemnification hereunder had they served in such capacity with or at the request of the
corporation.
The right of indemnification under this article shall be in addition to and not exclusive of
all other rights to which such director or officer or other persons may be entitled. Nothing
contained in this article shall affect any rights to indemnification to which corporation employees
�
or agents other than directors and officers and other persons entitled to indemnification
hereunder may be entitled by contract or otherwise under law.
ARTICLE V
Seal and Fiscal Year
The seal shall be in such form as the directors shall determine. Except as ep otherwise
determined by the directors,the fiscal year shall end on June 30 of each year.
ARTICLE VI
amendment
These by-laws may be amended in whole or in art bY the directors.
p
5
CARY MEMORIAL LIBRARY FOUNDATION, INC.
Action b, Written Consent of the Directors
in Lieu of Meetine
s
The undersigned, being all of the directors of Cary Memorial Library Foundation, Inc.,
Limited, a Massachusetts corporation(the "Corporation"), hereby consent to the following action
and adopt the following votes in lieu of the first meeting of directors:
Ratification of By-laws
VOTED: That the adoption of the By-Laws of the Corporation by the sole incorporator of
the Corporation is hereby ratified and confirmed.
Election of Officers
VOTED: To elect the following persons as officers of the Corporation, to hold the offices
set forth opposite their respective names and to serve in accordance with the By-
Laws until their successors are duly elected and qualified or until their earlier
removal or resignation:
William J.Dailey, Jr. President
Dan H. Fenn,Jr. Vice President
.4
Margery Battin Vice President
Alan S. Fields Treasurer
Donna N.Ryburn Clerk
Adoption of Banking Resolutions
VOTED: That until further notice of the Board of Directors, all checks,notes, drafts and
other instruments involving the credit of the Corporation shall be signed by the
President or Treasurer;that this Corporation shall designate such bank as the
President or Treasurer shall deem appropriate to serve as the depositories for the
funds of this Corporation,that checks and drafts on the accounts opened with such
banking institutions shall be signed by the President or Treasurer and that the
resolutions to that effect in the form requested by such banking institutions, as
modified(a copy of which modified form shall be filed with the records of the
Corporation),be hereby adopted to the same extent as if set forth in full in this
vote.
General Authorization
VOTED: That the officers of the Corporation are hereby authorized and directed to take all
such further actions as may be necessary, advisable or convenient to carry out the
intent and purposes of the foregoing votes and to fully perform the provisions of
these votes, including without limitation, any actions deemed necessary or
advisable in order to comply with applicable laws.
This Consent has been executed in one or more counterparts and shall be filed under the
minutes of meetings of the directors of this Corporation and shall be treated for all purposes as
votes taken at a meeting.
Dated as of --AW ;9,.*
M jeryeat—t�e—'
Dated as of � /S�9
t000
Narain Bhatia
Dated as of
Bensen Y.H. Clliou
Dated as of
Dan H. Fenn, Jr.
Dated as of 5-011-50"ll 41
Audrey J. Frieri
Dated as of
Leona Martin.
2
page 20
TMMA Warrant Information Report—March 2003
a ital Projects and Equipment
Article 8 1 C p
Town Budding Envelope Program
Public Works/Engineering
• Funds Requested: $8079110
' Envelope component of Article 8 includes repair and replacement pro-
The Budding En pe , •
jects murucl al buildin s and systems. Each year, severa to maintain and upgrade p g
projects are proposed.For FY 2004,the capital items are:
CapitalAsset .......................................................................Amount
Repair Buckman Tavern Roof........................................$60,
000
3 Facilities Stud ...... ....................$100,000
Update 199 Y...... ........
Visitor s Center Replacement of Electrical System........
.$97,11
U ade Lighting......................$350,000
Town Office Building Upgrade
Repairs&Refinishing Crary Hall Interior Rep g......................$150,000
ADA Upgr des
Total........................$8071110
At the timethe Warrant was
(Ibe Warrant shows a requested amount of$810,000.
• • ' cal system replacement was
y..
rinsed, the estimated cost of the Visitors Center electrical y
p er's Budget was prepared,the esti hate had been re-
$100,000.When the Town Manag g
vised to$97,110.) ,
annual $50,000 expenditure for accessibility _y
Fy 2004 represents the first year. of an r
s. � will helpbring us into
upgrades to our public bu�iduig compliance w ith the
for our
'cans with Disabilities Act(ADA) and is important for improving ass
Amen .�
older residents,those with disabilities,and mothers with small children. =
fi
Questions
t
lacin the roof of Buckman Tavern a few
1. Wasn t money spent on rep g
••S
ears ago? If so,why is this needed now?
;! y g - _
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2. Who win do the update to the 1993 Facilities Study?
uil ' need the lighting replaced?
3; Why does the Town Office B ding
are there Ilan repairs needed for
4, pace the library has moved out, COY
Town Meeting's moving back in?
-a
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ARTICLE II
Meetings of the Board of Directors
Section 1. Place. Meetings of the board of directors shall be held at such place
within or without Massachusetts as may be named in the notice of such meeting.
g
Section 2. Annual and Regular Meetings. The annual meeting of the board of
directors shall be held on such date within six months after the end of the fiscal year of the
corporation as the directors or an officer designated by the directors shall determine and at such
hour and place as the directors or an officer designated by the directors shall determine. In the
event the annual meeting is not held on such date, a special meeting in lieu of the annual meeting
may be held with all the force and effect of an annual meeting. Regular meetings may be held at
such to' g Y
times as the directors may fix.
Section 3. Special Meetings. Special meetings of the board of directors may be
called by the president or any other officer or director at other times throughout the year.
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Section 4. Notice. No notice need be given for a regular or annual meeting. Forty-
eight hours notice by mail, facsimile transmission, telephone, electronic mail or word of mouth
shall be given for a special meeting unless shorter notice is adequate under the circumstances. A
notice or waiver of notice need not specify the ur ode of any special meeting. Notic
e of a
meeting need not be given to any director, if a written waiver of notice, executed by him or her
before or after the meeting, is filed with the records of the meeting, or to any director who
attends the meeting without protesting prior thereto or at its commencement the lack of notice to
him or her.
Section 5. Ouorum. A majority of the directors then in office shall constitute a
quorum,but a smaller number may adjourn finally or from time to time without further notice
until a quorum is present. If a quorum is present, a majority of the directors present may take
any action on behalf of the board except to the extent that a larger number is required by law,-the
articles of organization or these by-laws.
Section b. Action byConsent,Telephone Conference Meetings. Any action required
or permitted to be taken at any meeting of the directors may be taken without a meeting if all the
directors consent to the action in writing and the written consents are filed with the records of the
meetings of directors. Such consents shall be treated for all purposes as a vote at a meeting.
.g
Members of the board of directors of the corporation or any committee designated thereby may
participate in a meeting of such board or committee by means of a conference telephone or
similar communications equipment by means of which all persons participating in the meeting
can hear each other at the same time and participation by such means shall constitute presence in
person at a meeting.
2
ARTICLE III
Powers and Duties of Directors and Officers
S ection 1. Directors. The directors shall be responsible for the management
and supervisiongeneral g
of the business and affairs of the corporation. The board of directors may from
time to time, to the extent permitted by law, delegate any of its powers to committees officers
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boards of advisors, attorneys or agents of the corporation, subject to such limitations as the board
of directors may impose.
Section 2. Chairman and President. The directors may appoint a chairman of the
board who, unless otherwise determined by the directors, shall, when preside reside at all
p
meetings of the directors and shall have such other powers and duties as customarily g belon to
the office of chairman of the board or as may be designated from time to time b the directors.
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The president shall be the chief executive officer of the corporation unless the directors designate
another officer, in which event he shall, unless the directors otherwise determine, be the chief
operating officer. The chief executive officer shall, subject to the direction of the directors have
general supervision and control of the business and affairs of the corporation. Except as
provided above regarding the chairman and unless the directors specify otherwise, the chief
executive officer shall preside at all meetings of the directors at which he is resent. The
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president and chief executive officer shall-perform such other duties and shall have such other
powers as the directors may designate from time to time.
Section 3. Treasurer, The treasurer shall be.the chief financial officer of the
corporation. The treasurer shall also have such powers and g duties as customarily belong to the
office.of treasurer or as may be designated from time to time by the president or the board of
directors.
Section 4. Clerk. The clerk shall record all of the directors in a book or
proceedings
books to be kept therefor and shall have such other powers and duties as customarilybelong to
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the office of clerk or as may be designated from time to time by the president or the board of
directors.
Section 5. Qth 'r Officers. Other officers shall have such powers as may be
designated from time to time by the board of directors.
ARTICLE Iv
Indemnification of Directors and Officers
The corporation shall, to the extent legally permissible indemnify each person who may
serve or who has served at any time as a director or officer of the corporation,or who at the
request of the corporation may serve or at any time has served as a director, officer or trustee of,
or in a similar capacity with, another or anzation or an employee benefit plan, against all
expenses and liabilities (including counsel fees,judgments, fines, excise taxes,penalties and
3
STAFF DOCUMENT ONLY
FAQ FOR STAFF ON OVERRIDE AND PERSONNEL BUDGET
1) What information is the town preparing to help employees and when
will it be ready?
All town departments are grappling with budget cuts and potential
Iayoffs.The town has a committee that is meeting weekly to work on the
process of providing benefits information. This information will be made
available June 3 to employees who are laid off. Members of the
Personnel Advisory Committee are discussing offering their services to
help with such things as resume writing and job search skills to those who
have been laid off.
2) What information is the town preparing for citizens?
The town can only provide information on the override; it can not advocate
for or against it. The town has prepared a three panel, six page pamphlet
"Facts about the FY 2004 Budget & Override", and it has a special section
devoted to the FY04 budget and the override on its website. The library:
has copied onto a single sheet handout the "Description of Programs And
Services At-Risk Cary Memorial Library"from the override information
section of the town website. Copies of these are available..at the
Reference Desk, the Childrens' Room desk, and the East Lexington
Branch. In addition to the FY04 budget and override information that is
on the town website, the library has put a link (highlighted in red)from its
own homepage to the FY 04 budget and override section of the town
website. Since town meeting ended on April 28, the Lexington Minuteman
has been running a "Focus on the override" column in each weekly issue.
3) If the override does not pass, who will be making the final decision,
and how and when would the staff be notified?
The final decision will be made by Carol and Cynthia with input from the
department heads. The override is scheduled for June 2. On June 3 from
9-10 an all library meeting is scheduled to inform the staff of the
outcome of the override. If the override does not pass, those staff
members in positions that have been eliminated will be notified
immediately and privately by Carol, Cynthia, and their department head.
4) What will be the role of the EAP?
The Employee Assistance Program is there to offer practical help and
counseling for all employees. If the override fails, they will be in touch
with all employees who have been laid off.
r.
5) Why aren't the layoffs done strict) o ?
y y n seniority.
The language negotiated in the most recent union contract does not list
seniority as the major criterion, but includes it with other important criteria
to be considered: "professional background, qualifications specialization,
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and other relevant factors". (Article XIV, p. 21)
6) What happens if your position is eliminated and you do not agree'?
Y g ree.
You have the right to file a grievance as outlined in Article 111 p. 5 of the
union contract. Of necessity, this process will be expedited to meet the
June 30 closing of the fiscal year.
7) How does the library plan to operate in the new, expandedbu
ilding p
if it has-to cut staff?
The highest priority will be the staffing of public service desks. Remaining maining
services will be reviewed as to their essential nature, and those that are
not considered essential will be dropped or reduced, e.g. the production
of programs, pamphlets, and bibliographies, and.the circulation of
museum passes. The Childrens' Room could be closed some s.
Saturday, evenings.
Sunday, and evening closings were chosen as at risk items
because those hours are the most expensive hours in the schedul
e. Staff
must be paid shift differential (Saturdaysg and evenings) or overtime
(Sundays).
8) How are the cuts being apportioned throw hout departments?
g
The department heads are examining the total times spent one essentia
l
al
services and will then be looking at ways to consolidate or share,staff
time so that no one department bears the brunt of lost staff ho
urs.
All staff members will assist in shelvingand shelf reading.
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9) What will happen to the-branch hours?
Whatever the outcome of the override, the branch hours will be reviewed
as part of the review of all library services_
'In the spirit of includingthe staff in the discussion
ssion of plans and procedures, the
department heads and Carol and Cynthia will provide f •
Y p further information as it
.becomes available; they will be meeting week) to develop '. g y elop strategies for coping
with the budget situation
If the override asses we hope pe to be able to manage the budget so that o
la ffs
can be.avoided• however, Y
, the FY 04 budget will have to be carefully monitore d.
If you have an further questions,Y q ons, feel free to ask any department head or Carol
or Cynthia
Timeline May 2003 —June 2004
May 2003
• Retirements/resignations/leaves of absence are being factored(CM,CJ)
• Unused vacation time for FY03 is being calculated to determine financial and scheduling impact should
override.fail(CM,CJ, CB)
• Defining criteria for potential layoffs,per Article XIV of union contract(see over)(CM, CJ)
• Determinations made concerning staff to be laid off(CM, CJ)
• Trustees preparing public statement on service impacts.
1.
June 2, 2003: Override Vote
Override Vote Passes Override Vote Fails
June 3, 2003: June 3, 2003:
• All-staff meeting 9-10 a.m. •. All-staff meeting 9-10 a.m.to discuss
next steps.
July 03 —June 30, 2004 • Staff to be laid off will be informed
Planning for FY04 budget management begins. privately this day,not at this meeting.
Payroll gap:ca. $80,000 • Material prepared by town departments
The financial position of the library is known,but will be made available to staff who have
we do not know what will occur during the budget been laid off.
year to affect the financial situation of the town. (For s • Trustee material will be distributed at
example,further state aid reductions may occur.) We all public desks and posted on library
will be watching overtime and differential accounts website.
to make sure they do not negatively impact the
overall budget.
Strategies to manage the library personnel and
expense budgets may include:
• Vacant positions will not be filled.
• Retirements/resignations/leaves of absence
will be factored in,and savings applied to
budget gap.
• If early retirement incentives are approved
by the Selectmen,then any savings from
Starr retirements will oe factored in and
applied to budget gap.
• Part-time hours reduced;other departments
contribute hours to make up reduced hours.
• Branch hours reduced when main library
reopens,and may be reduced further if
necessary. Personnel and expense savings
applied to budget gap.
• Fall 2003:Main Library closed for move.
Savings from voluntary hour reductions,
from evening and weekend differentials,and
Sunday(overtime)hours applied to budget
gap.
ARTICLE XIV
SENIORITY, LAYOFF AND RECALL
Section 1: "Seniority" shall mean length of continuous service computed from the date
of original employment in the town. Probationary periods, temporary service in a higher
position, authorized leave(s) of absence and changes within classification shall be
included in computing an employee's length of service. Authorized leaves of absence
shall not be used in computing longevity.
Section 2: If a reduction in force should occur, the Town will determine who will be laid
off by first considering retirements, resignations, and leaves of absence. If a reduction in
force should occur, the Town will determine who will be laid off by giving consideration
to the professional background, qualifications, specialization, and other relevant factors.
When the results are reasonably equal, length of service with the Library will be given
preferential consideration.
Section 3: An employee whose position is abolished, as a result of a reduction in force
will be given an opportunity to return to a previously held position in a lower
classification.
Section 4: The Union shall be notified in writing as soon as the Employer decides that
layoffs will occur. The Union shall be given the names of all employees who are
scheduled to be laid off, the dates they were hired, and the date that the layoffs are
scheduled to take effect.