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HomeMy WebLinkAboutMinutes - PPMLT - 07/09/2014 Paul Pratt Memorial Library Board of Trustees July 9, 2014 Library Meeting Room,6 pm. Present:Teresa Polhemus(Chair), Sarah Pease, Marylou Lawrence,Agnes McCann,James Sandell, Stephen Brown, Patience Towle, Lynne DeGiacomo,Jackie Rafferty (Director), Karen Quigley(Board of Selectman) Meeting called to order, 6:04 pm 1. The June 11, 2014 meeting minutes were voted and approved. 2. Director's Report(Rafferty) a. Jackie passed around a children's book that the Children's Librarian, Sharon Moody, found that had a picture of the old Paul Pratt Library in it. The staff is working on ordering another copy to have at the library. b. We have received a grant from the South Shore Music Circus for equipment for Library programs including a projector and screen, wireless microphone and speaker stand. Any unspent funds will be used to purchase chairs and a cart to be used to enhance seating during programs. c. Technology—Rob Bonnell met with the copier representative and a new copier/printer will be installed this month. The copier/printer will be placed in the Administrative Assistant's office where a jack and fax line will be connected. The new high speed color printer will be removed. Also,we are still waiting for more information about the marketing display screen that has been discussed. d. The YA Room Librarian (Brigid Lengyel) had requested permission to hold a Common Application seminar using a professional coach. The fee is$150 to be paid for by the Friends of the library. It was understood that the fee would be for all attendees, not per person. She is also planning a Summer Reading/Writing Assignment Program. The proposals were moved,voted and approved. e. The state ebook pilot platform is ending and we will now be assessed a fee to participate. The amount is based on town population so our portion will be relatively low($500). Jackie has been asked to chair the new Steering Committee which will help with the transition to a statewide program. f. OCLN updates—The new ILS migration continues and should be completed soon. Mobil Circ. should come out and be available in January 2015. In addition,the Virtual Catalog is being upgraded and will transition to Commonwealth Catalog in September. g. Jackie shared her FY14 Intellectual Freedom Committee report for the Massachusetts Library Association. 3. Circulation Report and Financial Report (Rafferty) a. The final circulation numbers for FY14 are not available yet but look stable from previous years. b. The June B FY14 and the July FY15 warrants were moved, seconded and approved. c. Some appropriated monies from FY14 were turned back to the town, most notably from the Supplies line. This was mainly due to conservative spending and reserving funds to purchase replacement ink cartridges for the Dell high speed printer. The cartridges were not replaced when the library was notified that the printer would be removed when the new copier/printer arrives. 4. Chair's Report(Polhemus) a. No new business to report. 5. CLT(Brown) a. There has been no meeting since the last Trustees meeting. Steve is working on a flow chart of the CLT process for moving money from the trust to the Town in order for 2 members from different sectors to check the numbers at each step in the process. b. Sarah Pease is working to post more names to the donation wall and will include Bronwyn Nelson on the email list to have a library staff member available for contact. 6. Building Committee (Towle) a. The Community Room floor tile will be replaced and a vendor has been chosen. Patience has been looking at options and will choose a tile within the budget. There are funds available in the Facilities Budget to pay for the materials and work. When ceiling and wall repairs are completed in the front entrance hall, an estimate for a new rug will be procured. In addition, a bulletin board will be ordered and installed. b. Patience will order the chairs and cart for the library programs after it determined how much money is available from the Music Circus grant after the electronic purchases. c. Jim Sandell suggested hiring the firm of Simpson, Gumpertz and Heger to determine the source of the roof leaks that continue to plague the library. They are a consulting engineering firm from Boston. Jim will talk to Brian Joyce to see if that would be possible. 7. Program Report (Lawrence) a. The Sunday Author Talks for 2014—2015 are finalized and scheduled. There will be Women's History Month programs in conjunction with the Massachusetts Historical Society, the Cohasset Historical Society and the Cohasset High School Student Council. There will also be a Poetry Month program. Dean & Hamilton and the Cook Estate will be the sponsors again this year. 8. Space Planning Committee (Sandell) a. Jim is compiling existing architectural drawings of the library in a smaller format to make them available to others. b. A town-wide Space Planning Committee would be helpful in determining the best use of the library's available space to meet the needs of the community. c. There is a room in the northwest corner of the basement that could possibly be converted into archival storage space. It would need proper shelving as well as humidity controls and other changes. Jim would look in to the costs associated with converting the room. Lynne DeGiacomo would speak to Reference Librarian Gayle Walsh to understand more about what types of items are stored in the Historical Room. 9. Friends Report—Flynn a. Gail was not present and there was no information to report. 10. Other a. There were no other items for discussion Meeting adjourned at 7:25 pm. Documents: Minutes of the June 11, 2014 Trustees Meeting July FY15 Financial Report FY15 July 9, 2014 Warrant June B FY14 Financial Report FY14 June B Warrant Deposits to Treasurer- Misc. Deposits—June B FY14 Deposits to Treasurer—Fines & Fees—June B FY14 Deposits to Gift Account—June B FY14 Director's Report July 9, 2014 Letter to the South Shore Playhouse Associates, Inc.—July 2, 2014 MLA-IFC Annual Report Report from the Children's Room July 7, 2014 Young Adult Services Report,June 2014 Teen Programming Proposal (Summer Reading Writing Assignment Program) Teen Programming Proposal (Common Application Primer) Circulation Department Report June 2014 Report from the Reference Desk July 2014 Sunday Author Talks Author List 2014-2015