HomeMy WebLinkAboutMinutes - PPMLT - 03/09/2016 Paul Pratt Memorial Library Board of Trustees
March 9, 2016
Library Historical Room,7 pm.
Present: Carolyn Coffey(Chair), Stephen Brown, David Dwyer,Agnes McCann, Lynne DeGiacomo, Elaine
Breslow, Sarah Pease, Marylou Lawrence,Jackie Rafferty (Director)
Meeting called to order, 7:00 pm
1. The minutes of the February 10, 2016 Trustees meeting were moved,voted and approved.
2. Director's Report(Rafferty)
a. Jackie reported on her recent presentation to the Advisory Board to defend the library's
FY17 budget request. It was a challenging meeting and made more difficult due to the fact
that she had not received current budget documents from the Town Accountant's office.
Chris Senior attended the meeting and hopes to have the figures available soon.
b. Jackie attended the monthly human resource meeting that is comprised of the directors of
the library, recreation, elder affairs and veteran's affairs. The group is planning an Open
House in the various buildings to increase awareness of what each department has to offer.
The Open House is planned for April 30 and Jackie hopes that some of the Trustees as well
as the Friends will be able to attend.
c. Jackie is working with others at the MLS on a grant application for the Knight News
Challenge. The MLA Intellectual Freedom Committee and the Social Responsibility
Roundtable are also involved in this grant request.
d. Jackie has also agreed to help apply for a Mass Humanities grant which will be used to
develop a statewide community reading program using a Pulitzer Prize winning book from
the ebook collection.
e. The drafts for the two other grant applications (Equal Access for All and All Aboard,
Greenbush) have been submitted and are being reviewed by the MBLC. Jackie will receive
feedback and the final draft will be submitted by April 8.
f. Technology—i.There is a plan in the works to deliver remote access to the network so that
libraries can conduct outreach such as registering new library cards and provide circulation
functions. It is hoped that the equipment will be available and up and running soon. ii.
Jackie passed along a quote we received for a new A/V system in the Meeting Room. The
quote came from the same company that also submitted an estimate to provide technology
for the hearing and sight disabled. Ron Menard will also review our needs and seek out
proposals. iii. Carolyn and Jackie met with Ron on March 8 and discussed our technology
needs including security cameras, a revamped website, a public display monitor and
wireless printing to the public printer. The new website and the wireless printing are
moving forward and should be in place in the coming months. The security cameras will not
be implemented until FY18, when there will be a town-wide installation. Finally,Jackie
asked for feedback from libraries around the state regarding public monitors and received a
number of responses, including information that Plymouth Rocket has a product that will tie
the monitor to our online calendar, Eventkeeper. Marylou asked if the monitor could also
display other content or video clips. Jackie will pass all the information along to Ron and will
continue to investigate the available options.
g. Jackie was nominated to run for the Board of Trustees of the Freedom to Read Foundation.
She has agreed to submit an election statement and run for the position.
h. Jackie reached out to Chief William Quigley of the Cohasset Police Department to ask for his
input into the revisions to our emergency manual. He made some suggestions that Jackie
will incorporate in to the finished product.
3. Financial Report/Bills Payable (Rafferty)
a. The outstanding bills were moved, seconded and approved.
b. Bronwyn expanded on the information in her report regarding a mysterious deposit of
$10,000 into the library Endowment Account. It appeared on the January Expenditure
report she received in February and has not been clearly explained by Paula or Mary G.
Steve will follow up to determine the source of the deposit.
4. Chair's Report (Coffey)
a. A few of the Trustees and other volunteers helped Carolyn prune and clean up the holly
plants in front of the library. In addition, the pine tree that was dying was removed by the
DPW. All agreed that the exterior landscaping is much improved.
b. Lynne has agreed to chair the nominating committee for officers on the Board.
c. Carolyn cannot attend the next meeting on its regular day. It was decided to move the
meeting to one day later and it will now be held on Thursday, April 14.
d. There was a discussion questioning the necessity for the meeting reports to be printed for
each Trustee. Most of the Trustees read the reports online prior to the meeting and don't
need the hardcopy. It was decided that a few copies of the reports would be printed for the
meeting so that they would be available to those who wanted them. In addition,Jackie will
try to email all the reports together to cut down on the number of emails the Trustees
receive before each meeting.
e. Carolyn discussed the draft of the strategic plan and asked for the Trustees comments and
input. The Trustees accepted the mission statement and Carolyn will pass it along to Chris
Senior for his perusal.
f. This year's South Shore Music Circus grant request is due on April 1. It was decided that
Jackie would request up to$10000 to pay for the cost of a designer to create a plan to
maximize the existing space. The cost would also include presentation materials. Other
ideas for the grant included purchasing new A/V equipment for the Meeting Room or
requesting funds for interior furnishings the fit into the long range plan.
g. Carolyn brought up the topic of amending the food and drinks policy and asked for the
Trustees' feedback. There were concerns about drinks being spilled on the computer
keyboards and the lack of proper trash receptacles. The idea was tabled for the time being.
h. The CPC meeting was rescheduled for next Monday. Susan Hoadley is compiling accurate
figures for the proposal to be presented.
5. CLT Report (Brown)
a. The CLT is examining its exposure to equities in the current market and may or may not
make some changes.
6. Program Report (Lawrence)
a. There were approximately 65-70 attendees at the last Sunday Author Talk.
b. The next Author Talk is scheduled for April 3.
7. Friends Report (McCann)
a. Agnes did not attend the Friends meeting but read the minutes.
b. The annual appeal is slightly behind last year's totals which may be due to the ornament
sales siphoning off donors.
c. Attendance is up for the Homework Center and the Friends are pleased with the work of the
coordinator, Malorie Dwyer.
8. Other
a. There was no other business to report.
Meeting adjourned at 7:58 pm.
Documents:
Minutes of the February 10, 2016 Trustees Meeting
Director's Report March 9, 2016
March FY16 Financial Report
March 9, 2016 Accounting Report— Bronwyn
FY16 March 9, 2016 Warrant
Library Trustees Authorization for Payment, 3/09/2016
Disbursements by Account Number, 3/9/16
FY16 Deposits to Gift Account, March 9, 2016
FY16 Deposits to Treasurer—Fines& Fees, etc., March 9, 2016
Shanahan Sound and Video Integration Quote—2/19/16
Circulation Department Report: February 2016
March, 2016 Report from the Reference Desk
Young Adult Services Report, February 2016
March 4, 2016 Report from the Children's Room