HomeMy WebLinkAboutMinutes - PPMLT - 11/13/2019 Paul Pratt Memorial Library Board of Trustees
November 13,2019
Library Historical Room, 6:00 pm.
Present: Carolyn Coffey (Chair), Marylou Lawrence, Stephen Brown, Lynne DeGiacomo, Catherine
Harvey, Sarah Pease, Megan Brinzey, Elaine Breslow, Meaghan James (Director)
Meeting called to order, 6:03 pm
1. Minutes
a. The October 9, 2019 minutes were moved,voted and approved unanimously, after
amendments were inserted.
b. The October 30, 2019 minutes were moved,voted and approved unanimously.
2. Director's Report(James)
a. Meaghan is striving to reorganize the workroom to streamline workflow and to make space
in the closets for supplies as well as room for the Friends to store book donations.
b. The library has been selected to host OCLN's February 21, 2020 Legislative Breakfast and
Meaghan asked the Trustees to put the event on their calendars. She plans to use local
vendors to supply the refreshments that will be served.
c. While the furniture purchase was approved at the last meeting, it must also be voted on by
the Capital Budget Committee, even though they will not be providing the funds. Meaghan
and Carolyn plan to attend the next CBC meeting that is expected to take place sometime in
November. They will make a presentation, and if the purchase is approved,will move
forward with the order.
d. The latest draft of the Meeting Room policy was discussed and there was only one change
to the wording that was suggested. Otherwise,the Trustees were pleased with the new
policy and voted unanimously to adopt it as amended.
e. Meaghan discussed some of the outreach she has done in the community as well as a few of
the programs that were held at the library in the last month. She spoke at the Rotary Club
on October 21 and attended their annual fundraiser at the Red Lion, as a guest of Chris
Senior. Two of the library programs that she highlighted were the Ted Reinstein book talk
and the Awesome Blossom flower arranging event. Carolyn asked if it would be possible to
restrict registrations to Cohasset residents for the programs that have waiting lists.
Meaghan is reluctant to restrict signups, since there are times that the class is not full when
those that have registered don't show up, even though they receive a reminder email.
Charging for a program might decrease no-shows, but the Trustees were unenthusiastic
about that option.
f. Meaghan shared that circulation is up 1000 checkouts per month since the beginning of the
fiscal year. She also noted that program attendance is up 80% and circulation is up 30%
since 2003.
g. There were two staff meetings held this month,to improve communication and expand
training. The first was active shooter training, or ALICE, which teaches the staff what to do
in case of such an emergency. The other meeting was the quarterly staff meeting, which
updates the entire staff on upcoming programming and technology changes, as well as
provides the opportunity for questions, suggestions or comments. Meaghan continues to
hold weekly department head, circulation or youth services meetings.
h. Meaghan updated the Trustees on the progress with the technology issues. She continues
to be frustrated with the slow headway in completing the work that has been requested.
She is considering speaking with the Human Resource Director, Miriam,to share her
concerns and look for a solution.
3. Financial Report/Bills Payable (James/Nelson)
a. The outstanding bills were approved unanimously.
4. Chair's Report(Coffey)
a. There was nothing new to report since the last meeting.
5. CLT Report (Coffey, Lawrence, Brown)
a. The CLT met last week and voted to approve this year's takeout of$63,101.65.
b. The Development Committee has created a brochure that they hope will encourage town
residents to include the CLT in their wills. Ned and Chartis Tebbetts have agreed to help
launch the initiative. How best to recognize the donors will be discussed at a later time.
c. The Investment Committee has decided to limit changes and stay the course for now, due to
the uncertainty in the markets.
6. Friends Report (Harvey)
a. The Friends met last Thursday.
b. The Annual Appeal is going well with over 70 checks received as well as approximately 20
donations through PayPal.
c. The Friends are looking over their by-laws and may make revisions, if necessary.
d. The Friends may purchase a cell phone to facilitate using the Square credit/debit card reader
for purchases. They are also considering setting up a Venmo account. The issue is finding a
data plan that has a low cost. Steve suggested getting a Google phone number and
Catherine will pass the information along to the group.
7. Other
a. Elaine continues to be disappointed with the content and look of the library promos in the
Mariner. She would like to see the library logo in the listing as well as Children's and Adult
programs displayed together.
b. Steve suggested that the keyword "Lynda.com" be linked to the new offering, Universal
Class, on the library website since the Lynda.com subscription has been discontinued.
Meeting adjourned at 6:51 pm
Documents:
Minutes of the October 9, 2019 Trustees Meeting
Minutes of the October 30, 2019 Trustees Meeting
Director's Report—November 13, 2019
Meeting Room and Study Room Use Policy-11/12/2019
Minutes of the Quarterly Staff Meeting—November 8, 2019
November FY20 Financial Report
November 13, 2019 Accounting Report—Bronwyn
FY20 November 13, 2019 Warrant
Library Trustees Authorization for Payment—11/13/19
FY20 Deposits to Treasurer— Fines & Fees etc.
FY20 Deposits to Gift Account
November, 2019 Quarterly Report from the Reference Desk
November 2019 Librarian 1 Quarterly Report
November, 2019 Quarterly Report from the Children's Room
Young Adult Services&Technology Quarterly Report—November, 2019