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HomeMy WebLinkAboutMinutes - PPMLT - 10/12/2017 Paul Pratt Memorial Library Board of Trustees October 12,2017 Library Historical Room, 6 pm. Present: Carolyn Coffey (Chair), Marylou Lawrence, Elaine Breslow,Agnes McCann, Sarah Pease, Lynne DeGiacomo, Catherine O'Callaghan, David Dwyer,Jackie Rafferty (Director),Jessica Patterson (Friends), Lisa Uglialoro (Human Resources Director) Meeting called to order, 6:01 pm 1. a. The minutes of the September 13, 2017 Trustees meeting were moved,voted and approved unanimously. 2. Director's Report (Rafferty) a. Jackie submitted the final draft of the Annual Report and it was well received by the Trustees. b. A draft of the Annual Action Plan for FY19, which Jackie and the staff continue to add to and refine, was also shared. c. Jackie shared an excerpt from her final report to the LSTA for the All Aboard Greenbush Grant which included information from the pre and post surveys. The survey answers included participants' current library usage as well as preferences for receiving information about library programs. d. Technology—The Object Lending Collection was discussed and the Trustees received the patron survey that Brigid created. Carolyn suggested adding puzzles and board games to the list. An item on the list, a Wifi hotspot, is expensive and Jackie would like to gauge interest before investing in one (or more). Catherine suggested that students might want to use them now that the schools' Bring Your Own Device program is up and running. Elaine asked if information about the objects we offer could be posted on the Senior Center electronic bulletin board or on other boards around town. e. Officer Paul Wilson of the Cohasset Police Department will be training the staff on October 23 on how to administer Narcan in the event of an overdose. Bronwyn discussed her experiences in attempting to purchase Narcan for the Library and was surprised to find that the purchase information was shared with other town departments as well as her doctor. f. The intern job descriptions have been modified and the Union and staff are satisfied. Lisa U. will post the positions this week and the chosen intern should be able to start soon. g. Jackie and Carolyn met with the Capital Budget Committee to discuss FY19 submissions as well as longer term needs. For FY19,Jackie is requesting funding for the Go Live System (in conjunction with the Rec. Department) and RFID self-checkout machine replacement. Other items that will need funding in the future are technology upgrades, security cameras and carpet replacement. h. Programming Committee—i.The Sunday Author Talks postcards have been sent but the standing banner will not be in until the 201h due to an ordering snafu. Bookmarks and posters are due next week. ii.The MOTH-Inspired performance is October 22 and Jackie asked the Trustees to spread the word about the program and attend, if they are able. iii. The Recovery Month program has wrapped up except for Keith Conforti's photography exhibit which will stay up until the end of October.Jackie and Keith were interviewed about the exhibit by the Patriot Ledger and the Boston Globe. While some of the programs were successful,there may have been too many in the month and next year the committee plans to run fewer. i. Jackie shared a program proposal from Craig Martin and the Trustees discussed it at length. There was some concern because he would like to charge a fee of$25 for his seminar and donate those fees to the library or to the Friends. Marylou was not comfortable with charging a fee for a library program. Others thought using the wording "suggested donation" would be an acceptable option and it would not go against the library's mission. They proposed having a sign that said that Craig was donating his time to give the seminar and to please consider a donation to the Friends if you have enjoyed this program. Catherine suggested having a sign in sheet where participants would include their email addresses,which could be used later for fundraising. Dave thought it would be helpful to have the participants "like"the program,which would also tie in with the social media focus of the seminar. j. An Adult Programming funding request from Gayle was discussed. She would like funds to pay for a combination sensory story kit workshop and yoga series for children with autism spectrum disorder. The Trustees approved the request unanimously. It will now be forwarded to the Friends to request the funds. k. The FY18 State Aid reports have been mailed and the library meets the certification standards and materials appropriation levels that are required. I. Jackie is viewing ebook webinars to evaluate the vendors' contract bids. OverDrive has submitted a bid and used the All Aboard Greenbush program in their presentation. m. Jackie shared a handout from the American Library Association that discusses fake news and how to identify it. 3. Financial Report/Bills Payable (Rafferty) a. The outstanding bills were moved, seconded and approved unanimously. 4. Chair's Report (Coffey) a. Ted Carroll sat in on the presentation to the Capital Budget Committee to request$50,000 in design fees for the construction project. He has been offered funding from the basketball boosters to install a second court in the back field area. Carolyn would like the design plans to be in place before the court is put in to insure that the location works with the overall scheme. The funds would not be available until after the spring Town Meeting but it may be possible to start the process before that time. b. The Recreation Board voted not to allow the driveway between the two parking lots to be opened, as the library had requested. c. Susan Bruce has resigned and the procurement duties will be taken over by Chris Senior for the time being. d. Mark Kelly has stated that he has spent all of his special projects budget for the library for the year. Chris assured Carolyn that he will find the necessary funds if something comes up. e. The town is adding a new position of Assistant Facilities Manager,who will oversee the library's needs, among other duties. Lisa U. said the position has been posted and they have heard from some good candidates. f. Chris Senior asked Mark Kelly to assess the library's roof in anticipation of a Capital Budget request for replacement/repair sometime in the future. Carolyn asked the Trustees if they would like the slate portion of the roof to be replaced when the time comes or if it could be changed to other materials that would cost less. Elaine thought that it might be beneficial to use green materials and there may be grant monies available. Marylou noted that slate roof replacement is very expensive and the installer needs technical expertise and must be able to dispose of the old slate. g. Brian Joyce has determined that there is room to add four additional parking spaces in the upper lot. h. The furniture that was sent out for reupholstering was delayed but should be finished in about two weeks. 5. CLT Report (Brown) a. Steve was not present and Marylou gave the report. The CLT had not met since the last meeting b. The CLT has hired a designer to create a brochure that will be used to promote the Targeted Giving campaign, where town residents will be asked to give a donation or include the CLT in their will. c. Carolyn asked if the CLT would consider a donation to the construction project that the town might then match. Marylou and Dave felt the current focus of the CLT is on increasing the endowment but they would discuss the idea at a future meeting. 6. Friends Report (Patterson) a. The Friends met last week and Jessica gave the report. b. The Friends closed last year's budget and donations were up about$4000 over the previous year. At the same time, expenses were also up approximately the same amount due to increased programming costs. c. They are going ahead with plans to add a "donate here" button on their webpage but will continue to send their annual appeal letter. It was suggested that the Friends put a picture of the button on the appeal letter. 7. Other a. There was no other business to discuss. Meeting adjourned at 7:20 pm. Documents: Minutes of the September 13, 2017 Trustees Meeting Director's Report October 12, 2017 Paul Pratt Library—Annual Report FY2017 Annual Action Plan—FY2019-draft Object Lending Collection survey Town of Cohasset Capital Planning Program—Fiscal Year 2019-2023 CBC—Capital Improvement Funding Request—Go Live System CBC—Capital Improvement Funding Request—RFID self-checkout replacement Adult Programming Proposal—SENsational Storytime with a Yoga Twist American Library Association—Alternative Facts and Fake News October FY18 Financial Report October 12, 2017 Accounting Report—Bronwyn FY18 October 12, 2017 Warrant FY18 October 2017 Supplemental Warrant Library Trustees Authorization for Payment—10/12/17 Library Trustees Authorization for Payment—Supplemental Warrant- 10/18/17 Room Use by Time of Day—September 2017 FY18 Deposits to Gift Account—October 12, 2017 FY18 Deposits to Treasurer—Fines& Fees, etc., October 12, 2017 Circulation Department Report: September 2017 Circulation Statistics, FY2018 October, 2017 Report from the Reference Desk October 1, 2017 Report from the Children's Room Young Adult and Reference Services Report, September 2017