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HomeMy WebLinkAboutMinutes - PPMLT - 09/14/2016 Paul Pratt Memorial Library Board of Trustees September 14, 2016 Library Historical Room, 6 pm. Present: Carolyn Coffey (Chair),Agnes McCann, Lynne DeGiacomo, Marylou Lawrence, Elaine Breslow, David Dwyer, Roger Lowe, Stephen Brown, Sarah Pease,Jackie Rafferty(Director) Meeting called to order, 6:00 pm 1. The minutes of the August 10, 2016 Trustees meeting were moved,voted and approved unanimously. 2. Director's Report (Rafferty) a. The Commonwealth eBook Collections Steering Committee,which Jackie chairs, has voted to move the ebook platform out of the BETA phase and go live. While there are still some issues to be resolved,the committee felt it was time to move forward. Jackie will make the recommendation at the next MA Board of Library Commissioners meeting and ask for a vote. b. Jackie presented a follow-up to the incident in which an individual accessed our laptop remotely in order to view pornography. The laptop has now been returned by the police and must be wiped clean before it can go back in the YA Room,which Ron Menard will handle. The police are issuing a No Trespass order to the perpetrator and the staff is instructed to call the police if he enters the library. c. Technology—i.The digital monitor is on track to be installed in late September or mid- October. ii. Ron is continuing to work on pricing for the security camera system, which will also be installed at other locations in town. d. Jackie has compiled and submitted this year's State Aid report and we have met both our "materials expenditure requirement" as well as out "municipal appropriation requirement" which means we should have no trouble being certified. e. Some of the departments in town were contacted by Chris Senior to gauge interest in starting up an internship program with local colleges. Jackie responded that she would like a person with a technology background who could help start up a Coding Club and implement other ideas as they are developed. f. This year's Sunday Author Talks flier has been mailed, despite some difficulties with the Post Office. Again this year,the mailing rate was changed after a quote had been obtained and a check was cut for payment. g. The contract with the current vending machine company is in place until February and cannot be broken to change to a different vendor. After hearing about our dissatisfaction, the company made some upgrades to the machine and added some healthier options. After a discussion, it was decided to monitor the situation and decide in January if we want to pursue switching vendors. h. The Children's Room,YA Room and Adult Program funding requests were voted and approved unanimously. 3. Financial Report/Bills Payable (Rafferty) a. Bronwyn and Jackie discussed the problems with the Sunday Author Talk mailing and the contradictory information from the Post Office. This is the second year in a row that we have been quoted a rate to mail the postcards only to receive a larger bill when we attempt to complete the mailing. Carolyn noted that she has spoken with Jessica Patterson of the Friends and they will allow us to use their non-profit permit next year. It is hoped that this will resolve the issue and avoid any more confusion. Carolyn will confirm that we have permission to use the permit before the Friends' annual meeting in June. b. The outstanding bills were moved, seconded and approved unanimously. 4. Chair's Report(Coffey) a. Carolyn is still trying to sort out the options that would allow us to continue to serve wine at the Sunday Author Talks. If we do have to purchase liability insurance or hire a bartender who has insurance,the Friends may be asked if they would be willing to cover the cost. b. Planning for the upgrade to the area behind the library is progressing. CPC grant funds will be used and an improved traffic flow and parking area, new fencing and upgrade and/or use of the back lot are all on the wish list. Procurement for the work will be done by the town in conjunction with Brian Joyce. c. On Monday, Carolyn, Roger and Jackie will be meeting with prospective designers and will give them a tour of the library and will discuss goals and objectives for changes and updates to the existing space. d. Besty Millard has offered to make a quilt with portraits of storybook characters on it and donate it to the library to be used to raise funds. The Friends may have to accept the gift and then turn over the proceeds to the library. e. We are still waiting for the sample of the proposed new library logo. 5. CLT Report (Brown) a. The committee last met in August and the meeting minutes should be available soon. b. The takeout for this year will be $58,145.05 and will be transferred at a date to be determined. c. The committee would like a member of the Friends to join the CLT trustees and attend meetings. d. The CLT is interested in starting a development campaign to increase the endowment balance. Trustees noted that it may make sense to combine such an effort with a capital campaign to raise funds for the upcoming improvements to the library. The fundraising could include requests for a project fund as well as for general endowment gifts. 6. Friends Report (Patterson) a. Jessica was not present and Agnes gave the report. b. The Homework Center is starting up shortly and Malorie Dwyer is returning as coordinator. She is soliciting donations of gift certificates from the community to use as incentives for the students that attend. c. The Friends voted to move their monthly meeting to the first Thursday of the month. Agnes will not be able to attend on Thursdays and another Trustee liaison will need to be appointed. 7. Other a. There was no other business to discuss. Meeting adjourned at 6:50 pm. Documents: Minutes of the August 10, 2016 Trustees Meeting Director's Report September 14, 2016 Commonwealth eBook Collections—Ending Beta and Going Live September FY17 Financial Report Annual Endowment letter-sample Thank you letter to SSMC September 14, 2016 Accounting Report—Bronwyn FY17 September 14, 2016 Warrant Library Trustees Authorization for Payment, 9/14/2016 FY17 Deposits to Gift Account—September 14, 2016 FY17 Deposits to Treasurer—Fines& Fees, etc., September 14, 2016 Circulation Department Report:August 2016 September, 2016 Report from the Reference Desk Funding Requests for Adult Programs 2016-17 Young Adult Services Report, August 2016 August 30, 2016 Report from the Children's Room