HomeMy WebLinkAboutMinutes - PPMLT - 12/13/2017 Paul Pratt Memorial Library Board of Trustees
December 13, 2017
Library Historical Room,6 pm.
Present: Carolyn Coffey (Chair), Marylou Lawrence,Agnes McCann, Sarah Pease, Lynne DeGiacomo,
Catherine O'Callaghan, Stephen Brown, David Dwyer,Jackie Rafferty(Director)
Meeting called to order, 6:00 pm
1. a. The minutes of the November 8, 2017 Trustees meeting were moved,voted and approved
unanimously.
2. Director's Report(Rafferty)
a. Sharon reported to Jackie that Chris Senior asked to see the Story Room closet with the idea
of converting it to office space for the Safe Harbor Coalition to use while they administer a
grant that they recently received. Sharon pointed out that she needs the space to store her
books and supplies and would not be able to leave the Children's Room to access her
materials if they are stored in another area of the building. Jackie did some research and
determined that, since some of the library renovations were paid by MBLC funds, the Town
would have to repay some of the building costs if they take over library space. Jackie
planned to forward the information to Chris Senior and Carolyn will speak to him about it
the next time they meet.
b. Jackie reviewed a funding request for a Children's program to be partially paid for by the
Friends. It is one of a series of science programs hosted by the Hingham library, which does
not have the space needed for this installment. The Friends would be asked to pay$225 of
the total cost. Carolyn mentioned that the Friends are concerned about the number of
requests they have received this year, even though they have had a strong fundraising year
and have a healthy balance in their reserves. After some discussion, it was decided that it
was a worthwhile program and the Trustees voted unanimously to approve the request.
c. Jackie has registered with the U.S. Copyright Office as an agent for copyright complaints on
public computers to protect the library from liability.
d. The Boston Public Library has a fundraising icon on their homepage that directs patrons to
text BPL to donate $5. It might be possible to offer that option for the Paul Pratt as well.
e. Jackie has begun sending weekly reports to Chris Senior, per his request,to share
information on things that are happening at the library. She enclosed a copy of the first one
she submitted.
f. The library will be receiving a Small Libraries in Network Grant in two parts for a total of
$1064 for FY18.
g. Jackie has signed off on Tom Olson's Little Free Libraries Eagle Scout project. He created
two libraries and installed them at the Cohasset Swim Club and at Barnes baseball field. He
mentioned that he may be able to get reimbursed for the project and will donate any funds
received to the library.
h. The FY19 budget process has begun and Jackie will submit narrative information to go along
with the request. A comprehensive document will be created with each department's
accomplishments,goals &objectives and any changes anticipated. The library will be
requesting additional funds to add the interns to the payroll, monies to continue the chair
re-upholstery project and additional funds for supplies.
i. The Town has determined that the second intern position,the Teen Programming Intern,
does not warrant the$18/hour pay rate that the Teen Tech Intern is being paid. They are
insisting that the Teen Programming Intern be paid at the rate of$13 per hour.
Unfortunately, Maddie Beach was offered the position at the higher rate and had to be told
that she would be making less. Luckily, she agreed to take the position at the lower rate.
j. Jackie explained her recommendation that the library be closed on Sunday, Christmas Eve
and open on Sunday, New Year's Eve. The Trustees voted and approved the
recommendation unanimously.
k. Brigid is working with Town Hall on a redesign of the website to increase the graphic
content. The Trustees also mentioned that it can be difficult to navigate and Jackie will pass
that information along to Brigid.
I. Technology—i.The installation of data points is scheduled to take place in the week
between Christmas and New Year's. They are needed to track Wi-Fi usage in the library. ii.
Jackie shared information with Ron M.that she had compiled about replacement options for
the RFID system. She also is interested in a product, called MeeScan,which would allow
patrons to check out items with their smartphone anywhere in the library. Dave Slater plans
to contact the vendor for a demonstration and the Trustees would like to be notified when
it is scheduled so that they can attend. iii. Bronwyn discussed the continuing problems with
the vendor who installed the A/V system in the Meeting Room. After many emails and
attempted contacts, she has not heard from the rep or Ron M. to resolve the microphone
issue. It appears the company may have reissued the invoice and sent it to Ron in an
attempt to have it paid. We will continue to hold payment until we are satisfied that the
equipment meets our needs.
m. Jackie has updated the Retention Policy for the Paul Pratt Memorial Library Records and the
Trustees voted unanimously to approve the changes. She also shared and reviewed the
Confidentiality of Library Patron Records policy with the Trustees.
n. Jackie asked for volunteers to help her draft an annual marketing plan for the library.
Carolyn and Lynne agreed to help. Jackie shared the marketing plan from the Worcester
Public Library to be used as a starting point.
o. The art hanging system in the Meeting Room is failing, as many of the clips that hold the art
are slipping down the rods. JoAnne Chittick feels that the system may still work if the clips
are replaced, rather than the whole system. The Art Center is not interested in paying for
the cost of replacing the entire system but may be willing to pay for the clips. Carolyn
suggested that if we are only replacing the clips,we might be able to pay for them out of
Petty Cash.
p. Brigid has researched and compiled a list of objects that will be added to the object lending
collection, based on the results of the survey. Carolyn wanted to verify that the virtual
reality headset works with the user's phone and does not need expensive equipment. The
Trustees were also concerned about the shredder and surmised that an inexpensive one
would not last long. There was a suggestion that a better idea may be to buy a larger/higher
quality one and make it available for use in the library.
q. Program Committee—i. Nathanial Philbrick will speak on March 15 in the upper floor of the
Recreation area. Buttonwood Books is organizing the program and the Friends are exploring
the possibility of adding a fundraising component, possibly something after the talk. ii. The
committee has developed a short list of authors they would like to speak at next year's
Sunday Author Talks series and invitations are being extended to them. iii.JoAnne Chittick
will speak to the South Shore Art Center to determine the status of the possible joint
program with Sebastian Smee, an art critic and author.
r. Representative Joan Meschino will meet with the library directors in her district here on
January 181". She has named library funding as her top priority and would like input from
the directors. The MA Board of Library Commissioners has identified technology and
resource sharing as their focus this year and Jackie will pass along their recommendations.
3. Financial Report/Bills Payable (Rafferty)
a. The outstanding bills were moved, seconded and approved unanimously.
4. Chair's Report (Coffey)
a. Carolyn suggested that the Trustees view the chairs that were recovered and returned the
Periodicals and Meeting Rooms. The two ottomans will be delivered this week and it is
hoped that the remaining furniture will not take long to be finished. She also mentioned
that the table in Study Room B has been sanded, stained and varnished by the
Woodworking class at the Cohasset High School.
b. After the holidays, Carolyn would like to resume work on the building project and stated
that she has learned a lot of valuable information by being involved in the Town Hall
renovation planning.
5. CLT Report (Brown)
a. The CLT did not meet in the last month.
6. Friends Report (Patterson)
a. Jessica was not present and there was no report to give.
7. Other
a. There was no other business to discuss.
Meeting adjourned at 6:43 pm.
Documents:
Minutes of the November 8, 2017 Trustees Meeting
Director's Report December 13, 2017
Weekly Report to Town Manager, December 8, 2017
Retention Policy for Paul Pratt Memorial Library Records
Confidentiality of Library Patron Records
Protecting Patron Privacy& Promoting Information Literacy in the Digital Age—MLA
Worcester Public Library Marketing Plan— FY2018—FY2019
December FY18 Financial Report
December 13, 2017 Accounting Report—Bronwyn
FY18 December 13, 2017 Warrant
Library Trustees Authorization for Payment—12/13/17
FY18 Deposits to Gift Account—December 13, 2017
FY18 Deposits to Treasurer—Fines& Fees, etc., December 13, 2017
Room Use by Time of Day—November 2017
Circulation Department Report: November 2017
Circulation Statistics, FY2018
December, 2017 Report from the Reference Desk
December 6, 2017 Report from the Children's Room
Young Adult and Reference Services Report, November 2017