HomeMy WebLinkAboutMinutes - PPMLT - 07/12/2017 Paul Pratt Memorial Library Board of Trustees
July 12, 2017
Library Historical Room, 6 pm.
Present: Carolyn Coffey (Chair), Marylou Lawrence, Elaine Breslow, Stephen Brown, Catherine
O'Callaghan,Agnes McCann,Jackie Rafferty(Director)
Meeting called to order, 6:00 pm
1. a. The minutes of the June 14, 2017 Trustees meeting were moved,voted and approved
unanimously.
2. Director's Report(Rafferty)
a. The Trustees discussed a new policy covering service for people with disabilities. Jackie
mentioned that it was deliberately general so that it would not have to be revised each time
there are procedure or policy changes. More detailed information will be found on the
website. Steve proposed adding the language: "We are open to suggestions" on the website
to encourage feedback. Jackie and Sharon were interviewed on WATD about the materials
and accommodations that we have available to patrons. Jackie was able to get a transcript
of the interview and it will be included in the Equal Access for All Grant documentation.
Marylou offered to write an article for the Mariner about the grant which will describe
services the library has to offer. The policy was moved, voted and passed unanimously.
b. Jackie has asked Carolyn and Elaine, as part of the Building committee, to look into the
options for art exhibit space. Currently,the South Shore Art Center uses the Meeting Room
continuously to display their members' art. Jackie would like to offer another space to other
artists, including High School students.
c. Facilities—i.The carpets have not been cleaned yet and there are currently some large
stains in the public areas. Jackie will speak to Mark Kelly about getting the stains spot
treated as well as to ask for a firm date for the full cleaning. ii.The outside electrical box
that was vandalized has been repaired. This problem illustrates the need for security
cameras and Jackie feels we should resubmit our request for funding to the Capital Budget
Committee next year.
d. The Annual Action Plan was shared and discussed.Jackie mentioned that the staff members
review and work towards their goals and objectives all year. The Plan is written jointly with
input from the heads of the individual departments. Steve asked if the Plan is ever revised
or altered as the year progresses and Jackie confirmed that it is. She also mentioned that a
plan has to be in place before a library can apply for any LSTA grants.
e. A high quality scanner will be purchased as a part of the new Digital Media Lab. The scanner
will be placed on the counter adjacent to Gayle's desk. The Teen Tech intern will be
recruited in September.
f. Technology- i. Ron M. plans to install a program that will allow the library to collect monthly
statistics on patron wireless usage. Other libraries are able to do this and the annual ARIS
report requests this information. ii.The 3M self-checkout machine near the circulation desk
has failed and will need to be replaced. Jackie has reached out to other libraries to
determine if they use a different product and Ron M. is also working to find a solution. iii.
Due to the uncertainty of the cost of replacing the self-checkout machine,the plan to
purchase two Wi-Fi hotspots has been postponed for now. iv.The Purchase Order for the
new audio/visual equipment in the Meeting Room has been put on hold until it can be
determined if MHEC discounted pricing was used. The plan is to pay for the project with the
Capital Budget funds that were awarded for FY18 and use Technology funds to cover any
shortfall.
g. Jackie has declined to be on a panel to discuss the Greenbush Grant at the New England
Library Association conference in Vermont. She did not feel comfortable speaking
enthusiastically about a program that had limited success.
h. Program Committee—i.The Recovery Month programs are coming together and the
proposed art exhibit submission forms have been distributed.There was some discussion of
the form and if it was considered censorship,which the library opposes. Most, but not all,
of the Trustees felt it was appropriate, given the audience and the subject matter. Keith
Conforti has a collection of his artwork related to recovery and has offered to display some
of his pieces in the exhibit. Keith agreed to scale back the scope of the logo design work to
make it more affordable. 2. Marylou picked up the Sunday Author Talks sponsor check
from Tom Hamilton and will drop off the sponsor packet that Gayle put together. She said
that Tom would like to see the wine tasting continue and would speak to an insurance agent
about making that happen. In addition, Bronwyn mentioned that Linda Fechter had spoken
with Bruce Sinclaire of A Taste for Wine and Spirits and he indicated that he would like to
make a donation to the Sunday Author Talks if the wine tasting portion is discontinued.
3. Financial Report/Bills Payable (Rafferty)
a. The outstanding bills were moved, seconded and approved unanimously.
4. Chair's Report (Coffey)
a. The planters at the front of the building have been spruced up with new soil and plants that
were donated at cost by Chris Kennedy. The Friends reimbursed him for the cost of$150.
b. Carolyn continues to work with the Hampden County Sheriff's Department on the chair
upholstery project. She received a bid from them which is a little over half of the cost of the
bid from a local vendor. The lower cost means we will be able to redo more furniture than
originally planned. The library was able to encumber approximately$2600 from FY17
appropriated accounts and the town appropriated $2500 for FY18. That leaves a shortfall of
about$2000 which Mark Kelly has set aside from his budget to complete the project. The
fabric has been picked and the work will begin at the end of August or early September.
c. Mike O'Connell,who lives across the street from the library, reached out to Carolyn about
installing lighting on the cupola and weathervane. Brian Joyce and Mark Kelly like the idea
and will work with Mike to work out a lighting plan and pricing. If the cost is not too high,
Mike has offered to fund the project. Elaine suggested looking into using a solar cell or
installing a timer on the lights.
d. Planning will begin again on the renovation project with a committee being formed that will
include representatives from the library, recreation department, town procurement office
and an engineer, possibly Brian Joyce. Meetings will begin in the fall.
5. CLT Report (Brown)
a. There was no new news to report for the CLT.
6. Friends Report (Patterson)
a. Jessica was not present. The Friends do not hold meetings in the summer.
7. Other
a. There was no other business to discuss.
Meeting adjourned at 6:48 pm.
Documents:
Minutes of the June 14, 2017 Trustees Meeting
Director's Report July 12, 2017
Service for People with Disabilities
Paul Pratt Memorial Library Annual Action Plan FY2018
Submission Form for AHAH Exhibition
June B FY17 Financial Report
July FY18 Financial Report
June B 2017 Accounting Report—Bronwyn
FY17 June B Warrant
FY18 July 12, 2017 Warrant
Library Trustees Authorization for Payment—June B
Library Trustees Authorization for Payment—07/12/17
FY17 Deposits to Gift Account—June B 2017
FY17 Deposits to Treasurer—Fines& Fees, etc.,June B 2017
Room Use by Time of Day—June 2017
Circulation Department Report:June 2017
Circulation Statistics, FY2017
July, 2017 Report from the Reference Desk
July 10, 2017 Report from the Children's Room
Young Adult and Reference Services Report,June 2017