HomeMy WebLinkAboutMinutes - PPMLT - 09/09/2015 Paul Pratt Memorial Library Board of Trustees
September 9, 2015
Library Historical Room, 7 pm.
Present: Carolyn Coffey (Chair), David Dwyer, Lynne DeGiacomo, Roger Lowe,Agnes McCann, Marylou
Lawrence,Jackie Rafferty(Director), Helene Lieb (Advisory Board Liaison)
Meeting called to order, 7:03 pm
1. The minutes of the August 12, 2015 Trustees meeting were moved,voted and approved.
2. Director's Report (Rafferty)
a. Jackie passed out copies of the updated Trusty Trustee handbook to all those present. It is a
guide for new and current Trustees that explains the rules and procedures that must be
followed.
b. Chris Senior is starting a management book club for the Department Heads. The plan is to
read books and articles pertaining to management topics and then meet to discuss the
issues. The first meeting is scheduled for September 17tn
c. Jackie met with Chris Senior and Ted Carroll to discuss the museum space. It was suggested
that they find a time to walk the space together to collaborate on the shared use of the new
facility. Chris also suggested thinking about ways to use the unused outdoor space at the
back of the building. In addition, there was a discussion of going to the CPC together with
the Rec. Dept. to ask for funding for the landscape plan that had been developed. It was
suggested that Carolyn and the Chair of the Rec. Commission meet to discuss this further.
d. eBook update—The New York Public Library received a grant for a national digital platform,
which we will include the Massachusetts eBook platform. Some of the goals of the grant are
that the platform can be used across multiple vendors and that libraries will be able to
operate independent of vendors.
e. Jackie included a sample letter that she sent to a number of people whose family members
have created Endowment Funds that provide income to the library to purchase books. This
is an annual letter that updates the family members and lists the books that were
purchased. The letter was well received by the Trustees.
f. Jackie asked for feedback on the Annual Report,which she included in the Trustees packet.
g. Jackie is attending a workshop at the Nonprofit Center in Boston that will focus on effective
storytelling to sharpen and amplify an institution's message.
3. Financial Report/Bills Payable (Rafferty)
a. Bronwyn presented the accounting report and discussed some of the outstanding invoices.
There was a small discrepancy in the payroll account totals but it has been resolved by the
personnel office. We turned over$844.44 in fines and fees and deposited $379 in the Gift
Account in the month of August.
b. The outstanding bills were moved, seconded and approved.
4. Chair's Report(Coffey)
a. Carolyn met with the Chair of the Recreation Commission Board, Liz Deveney Frazier, to
discuss sharing the former museum space. They had a positive meeting and Carolyn was
able to convey to Liz the primary needs of the Library as they exist now and plans for
additional programs in the future. They would like to get all involved parties together to
walk through the space sometime soon.
b. Jim Sandell is resigning from the Board because he is moving out of town. Carolyn asked for
suggestions of someone in town who could replace him until the elections this spring. Dave
wondered if Jim would be interested in working on a subcommittee that could utilize his
knowledge and expertise.
c. The board is starting to make revisions to the long range plan that was developed. Roger
suggested looking at other areas around the library besides the museum space, such as the
courtyard in the back of the building.
5. CLT(Brown)
a. There was no CLT meeting last month. They plan to meet next at the end of the month.
6. Program Report (Lawrence)
a. The Sunday Author Talk postcards were mailed out yesterday. Marylou is concerned that
they may be delayed due to disarray at the Post Office, but it is hoped that they will be
delivered in a timely fashion. She handed out samples of the bookmarks and postcards.
7. Space Planning Committee (Sandell & Brown)
a. Jim and Steve were not present so there was no report.
8. Friends Report (McCann)
a. The Friends met this morning and the annual appeal mailing will go out in mid-October. The
Christmas ornament mailing will go out before that and will be sent to 300 prospective
buyers.
b. The Friends currently have$22,900 in their treasury.
c. There was a discussion about the use of the Friends' mailing permit by the Program
Committee for the Sunday Author Talks postcards. There was some confusion about the
propriety of the use of the permit and it will be discussed again at a later date.
9. Other
a. There were no other issues to discuss.
Meeting adjourned at 7:33 pm.
Documents:
Minutes of the August 12, 2015 Trustees Meeting
Director's Report September 9, 2015
September FY16 Financial Report
Sample Endowment Fund letter to Marianne White
September 9, 2015 Accounting Report—Bronwyn
FY16 September 9, 2015 Warrant
Library Trustees Authorization for Payment, 9/9/15
Disbursements by Account Number, 9/9/15
FY16 Deposits to Gift Account, September 9, 2015
FY16 Deposits to Treasurer—Fines & Fees, etc., September 9, 2015
Circulation Department Report:August 2015
September, 2015 Report from the Reference Desk
Young Adult Services Report, August 2015
September 2, 2015 Report from the Children's Room