HomeMy WebLinkAboutMinutes - PPMLT - 08/10/2016 Paul Pratt Memorial Library Board of Trustees
August 10, 2016
Library Historical Room, 6 pm.
Present: Carolyn Coffey (Chair),Agnes McCann, Lynne DeGiacomo, Marylou Lawrence, Elaine Breslow,
David Dwyer, Roger Lowe,Jackie Rafferty (Director)
Meeting called to order, 6:00 pm
1. The minutes of the July 13, 2016 Trustees meeting were moved,voted and approved
unanimously.
2. Director's Report(Rafferty)
a. It was discovered that the Apple laptop in the YA room had pornographic websites listed in
its browsing history. Jackie contacted Ron Menard who brought the laptop to the police
station. They are continuing to investigate and are hoping to determine how the computer
could have been compromised and also to confirm the identity of the perpetrator. Jackie
will update the Trustees when more information is forthcoming.
b. Technology—i.The town has chosen Civic Plus for the platform for our revamped website.
Brigid will be working with the company to begin building the site with a planned
completion target of January. ii. We are waiting for the conclusion of the town wide
telecommunication infrastructure upgrade so that we may finally install the new digital
bulletin board.
c. Jackie has compiled and submitted this year's ARIS report statistics. While circulation has
increased again this year,there are concerns about the steep decline in use of state funded
databases.
d. Capital Budget requests are due on August 22 and Jackie asked for recommendations of
needs for the next year. Some ideas included: Ongoing furniture reupholstering of chairs in
the Children's Room, lowering the counter in the Children's room to allow easier access and
funds for the expansion of the Meeting Room/Community Room as well as an upgrade of
technology in those rooms. Jackie will draft the requests and share them with Carolyn.
e. There was a discussion about the ongoing issues in the parking lot which is overcrowded and
poorly lined. It is hoped that the situation will improve next year with the painting of new
lines in the parking lots. CPC funds were awarded to cover the costs associated with
creating new plans for the back lot and additional funds will be requested for
implementation of those plans.
f. Jackie requested input on a policy for use of the new electronic bulletin board,when it is
installed. Other libraries have had outside groups request that their messages be posted on
the board and there was a discussion about the protocols that should be used in
determining access. It was decided to write the policy after the board has been in use for a
while. For now, library use will receive priority and it was agreed that there would not be a
fee charged for using it and it would be non-commercial users only.
g. Jackie had forwarded suggested revisions to the library's Internet Policy and asked for input.
Elaine suggested tying the wording in with our mission statement and also recommended
passages about parent responsibility to monitor their children's internet use and privacy
protection guidelines. Roger suggested that the sentence restricting commercial use be
deleted. It was decided to table the draft until the next meeting and continue the discussion
then.
h. Jackie and Bronwyn met with a new vendor that provides healthy snacks in vending
machines. We currently have a vending machine in the Meeting Room, but the vendor was
not willing to offer healthy alternatives and service has been unsatisfactory. A vote was
taken authorizing Jackie to pursue the new machine further and it passed unanimously.
i. The Program Committee is finalizing the mailer for the new season of Sunday Author Talks
and hope to have it sent out in early September. They will be using the Town's mailing
permit instead of the Friends. An issue has arisen regarding the legality of serving wine in a
town building without a liability insurance policy. Carolyn said she met with an insurance
agent who assured her that we didn't need coverage since we are not charging for the wine
or for the program. She will work with Jen Oram to clarify the matter.
j. Kristin wondered if it would be possible to have one of the local garden clubs provide flower
arrangements to the library. Marylou agreed to ask if either club would be interested.
3. Financial Report/Bills Payable (Rafferty)
a. The outstanding bills were moved, seconded and approved unanimously.
4. Chair's Report (Coffey)
a. Susan Bruce,the town's procurement officer, has a draft of the request for design work for
the library. A design firm selection committee of library staff and trustees will be formed.
Chris Senior and the board of selectman will have to review and approve the committee
choice.
b. Jessica Patterson of the Friends has written their annual fundraising letter. Carolyn will
suggest that they add an invitation to join the Friends in the hopes that their membership
could be increased.
5. CLT Report (Brown)
a. The CLT meeting had been postponed and so there was no report.
6. Friends Report (Patterson)
a. There was no meeting last month and, therefore, no report.
7. Other
a. There was no other business to discuss.
Meeting adjourned at 7:00 pm.
Documents:
Minutes of the July 13, 2016 Trustees Meeting
Director's Report August 10, 2016
Internet Policy—revised August 13, 2015
August FY17 Financial Report
Draft 2017-2019 Strategic Plan - MLS
FY16 ARIS Data—PPML Service Statistics
August 10, 2016 Accounting Report—Bronwyn
FY17 August 10, 2016 Warrant
Library Trustees Authorization for Payment, 8/10/2016
Disbursements by Account Number, 8/10/16
FY17 Deposits to Gift Account-August 10, 2016
FY17 Deposits to Treasurer—Fines& Fees, etc.,August 10, 2016
Circulation Department Report:July 2016
August, 2016 Report from the Reference Desk
Young Adult Services Report,July 2016
August 8, 2016 Report from the Children's Room