Loading...
HomeMy WebLinkAboutMinutes - PPMLT - 04/12/2017 Paul Pratt Memorial Library Board of Trustees April 12, 2017 Library Historical Room, 6 pm. Present: Carolyn Coffey(Chair), Marylou Lawrence, David Dwyer, Sarah Pease, Elaine Breslow, Lynne DeGiacomo, Stephen Brown,Agnes McCann,Jackie Rafferty(Director) Meeting called to order, 6:00 pm 1. a. The minutes of the March 8, 2017 Trustees meeting were moved,voted and approved unanimously. 2. Director's Report(Rafferty) a. Jackie noted that she is completing another grant application to the South Shore Music Circus that will ask for$5000 for a digital media lab and seek funds to pay an intern to help set it up and develop programming. It is hoped that there will be funds available from the town going forward that will allow the position to become part of the library staff. b. Jackie shared the results of the Homework Center Survey that was recently conducted. The feedback was very positive and confirmed the value of the Center. c. Jackie provided a status report on the progress in meeting the goals of last year's Strategic Plan. Although there are still some objectives to be achieved,the staff is making good headway with the plan. d. A boy who had been banned from the library will be allowed to return,with supervised visits at first. Jackie spoke with Chief Quigley and the boy's case worker,who is working with the boy's parents, before approving the lifting of the ban. e. Henry has asked that the library consider moving forward with the plans to retile the Community Room. The project was put on hold when the library improvement plan was closer to being implemented, but now that the timeline has lengthened, it would make sense to have the work done. The Trustees approved the plan. f. Jackie received two bids for the RFP for the Meeting Room A/V updates. She forwarded them to Nathan Redmann of the Capital Budget Committee, who has been assisting on the project. The Committee voted $17,000 to be put toward the project. g. At the most recent Department Head meeting,Jackie asked for an update on the security cameras for the library. She was told that at this time there are only enough funds to install them at the Transfer Station. h. Program Committee—1.The final Sunday Author Talk for the season will be on May 7. 2. The Poem in Your Pocket programs for the month of April are currently underway and have had many participants. 3.Jackie met with Joan Kovach and Christine Murphy of Safe Harbor to start making plans for programs in September, which is designated as "Recovery' month. She mentioned that the Brockton Library has an interesting exhibit that interprets the addiction experience through art. i. Grant updates—1. An interim report has been submitted for the Equal Access for All Grant. The report summarizes the programs and materials have been paid for using funds from the grant. A recent program that was funded by the grant trained the staff on how to better help those on the autism spectrum. 2.The Greenbush book handout took place this week and Jackie thanked the Trustees who assisted in the event. 3. Financial Report/Bills Payable (Rafferty) a. The outstanding bills were moved, seconded and approved unanimously. 4. Chair's Report(Coffey) a. At a recent Recreation Department Board meeting, the members supported the idea of working together with the library on the building and grounds renovations that are needed. A building committee will be formed and, once a plan is agreed to, an RFP will be generated. b. Carolyn met with the Fire Chief and discussed reopening the closed road between the upper and lower parking lots. Chief Silvia would allow the road to be opened but only if it ran one way and had speed bumps installed. It would be best if Ted Carroll agreed and Chris Senior will discuss it with him when he returns from vacation. c. Chris Senior offered to pave a portion of the grass on the edge of the upper parking lot that is currently being used when the lot is full. The Trustees voted and approved the plan unanimously. d. If it appears there will be appropriated funds left over from any of the accounts at the end of the fiscal year, they can be used to begin upholstering the worn furniture. In addition, pending Town Meeting approval, $2500 has been appropriated for FY18. Carolyn will talk with Chris Senior after Town Meeting to determine the most appropriate funding sources. e. The new website is up and running and the Trustees were happy with the result. Elaine has some suggestions that she would share with Brigid. Steve asked if mobile access was available and was told that Ron Menard anticipates that it will be ready to be used soon. f. Chris Senior told Carolyn that if the library sends notices of upcoming programs or events to Jen Oram, she will post them on the town's website. g. Bruce Sinclaire is still working with his insurance company to determine if his liquor license can be used at the Sunday Author Talks. At this time, it looks like he would have to be present at the talk for the insurance policy to be valid. It is possible that the Town will purchase a blanket policy that various departments would be able to use. h. Marylou will chair the nominating committee to elect a new chair and secretary of the Trustees for the next term. i. Catherine O'Callaghan has submitted papers to run for Roger Lowe's open 2 year term. 5. CLT Report (Brown) a. Bronwyn confirmed that this year's takeout has been transferred and recorded in the Endowment Account in SoftRight. b. Marylou shared a draft of a flyer that the Development Committee plans to pass out at Town Meeting in May. The Trustees discussed the wording and then unanimously approved the concept of the letter while allowing Marylou and the committee to work out the final language. c. Dave discussed asset allocation and noted that his group is working on a policy for recommended investment strategies. He also felt there should be a written policy for cash disbursement with procedures and deadlines. 6. Friends Report(Patterson) a. Jessica was not present and Jackie gave the report. b. Jackie has shared the results of the Homework Center with the Friends and Mallorie Dwyer and they are thrilled with the positive feedback. It is hoped they will also share the information with the National Honor Society tutors. c. Elaine suggested that the Friends' portion of the library website include information about how to join the group so that they can increase their membership numbers. 7. Other a. Carolyn mentioned that there will be a meeting tonight that would discuss the Town Hall renovation project, specifically addressing the auditorium space. She recommended that all interested parties attend. Meeting adjourned at 7:10 pm. Documents: Minutes of the March 8, 2017 Trustees Meeting Director's Report April 12, 2017 South Shore Playhouse Associates 2017 Grant application Homework Center Parent/Student Survey Results of the April 27, 2016 Planning Meeting Equal Access for All Grant Report,April Room Use by Time of Day—March 2017 April FY17 Financial Report April 12, 2017 Accounting Report— Bronwyn FY17 April 12, 2017 Warrant Library Trustees Authorization for Payment—04/12/17 FY17 Deposits to Gift Account—April 12, 2017 FY17 Deposits to Treasurer—Fines& Fees, etc.,April 12, 2017 Circulation Department Report: March 2017 Circulation Statistics, FY2017 April, 2017 Report from the Reference Desk Young Adult and Reference Services Report, March 2017 April 4, 2017 Report from the Children's Room