Lincoln Library Trustees Meeting Minutes
September 13, 2005
Tarbell Room – 7:30 PM
Present:
Jack Pugh, Diana Abrashkin, Jacquelin Apsler, Marshall Clemens, Al Kraft, Peter Sugar, Trustees; Barbara Myles, Library Director; Ellen Sisco, Lisa Rothenberg, Amy Gavalis, Staff Representatives; Sarah Cannon Holden, Selectman; Lt. Kevin Kennedy, Lincoln Police Department
Minutes of the June 20, 2005 Meeting
Accepted as received.
Action Items:
§ Jack Pugh asked for a motion to accept the Internet Policy as revised.
§ Discussion:
o Marshall Clemens asked about the policy of children under 8 years of age needing to be accompanied by an adult. Amy Gavalis explained that there is not enough staff to handle the many questions younger children often ask.
o Barbara Myles explained that the staff and Town Counsel all had input into the revised policy. Town Counsel requested that the specific laws not be included verbatim in the policy due to explicit language in the laws. The laws as written are available to patrons upon request.
§ The vote was unanimous to accept the revised Internet Policy.
§ Jack Pugh asked for a motion to recommend to the Board of Selectmen that the Library Director be appointed by the Selectmen as an Assistant Town Clerk.
§ Discussion:
o This is a legal formality to be in compliance with State law requiring the Assistant Town Clerk to maintain archival records.
o Barbara Myles stated that the library has lost grants without this designation.
o Barbara indicated that Concord keeps all of their town’s archival records in their library and that the library could store more of Lincoln’s older records currently in the basement at Town Hall that are not stored in ideal space.
o Sarah Holden agreed that it is a legal issue, but it is also a bigger issue. Would it be a bigger burden on the Library Director and the library staff to house all the Town records here?
o Concern was raised about the condition of the records in the Town Hall basement.
o Marshall Clemens suggested that we coordinate the decision about placement of the Town’s archival records with the planned expansion of the library’s vault.
§ The vote was unanimous to recommend to the Selectmen that the Library Director be appointed an Assistant Town Clerk.
§ Follow up: Sarah Holden will report back to the Selectmen, which will open up the discussion regarding the storage of archival records.
Financial Report
§ Jack Pugh indicated that Town Hall has not released the figures as yet for the fiscal year.
§ Costs appear typical except for electricity, which has increased 29%.
§ Jack proposed adding a column showing each expense a year ago for comparison.
§ Concerns about the potential cost of oil skyrocketing prompted Ellen Sisco to explain that the town purchases oil by the year; there is no substantial increase anticipated for this year unless there is a surcharge.
Library Report
1. Continued Discussion of Internet Policy and Inappropriate Computer Use:
§ The staff expressed appreciation that they now have a policy to help them deal with difficult patrons regarding inappropriate use of the internet.
§ It was emphasized that child pornography sites were NOT TOLERATED.
§ Sarah Holden emphasized also that while patrons are free to use most sites, the library staff has the authority to protect minors on site from exposure to inappropriate websites. She asked how the policy would be made available. Barbara and the staff indicated that the policy would be posted at the computers and that copies were available for patrons upon request.
§ Diana Abrashkin asked about Patron B and the incident that underscored the need for updating the Internet Policy. Patrons misusing the internet will be reminded of the policy by staff. Lt. Kennedy reiterated that the police should be called when any patron refuses to comply when asked by a staff member to do so.
§ Jack Pugh indicated that 2 to 3 patrons involved with this issue are not current Lincoln residents. Lt. Kennedy suggested that consistent problems should be documented and “no trespassing” notices issued. Sarah Holden asked if any of these patrons were sex offenders. Lt. Kennedy said they are not.
§ Follow up: Ask Town Counsel to review these issues and inform the LPD of their opinion.
2. Police Reporting:
§ Sarah Holden asked how “a sex crime” at the library came to be reported on the police report. Lt. Kennedy indicated that when Patron A called to report that Patron B was viewing “child pornography”, it automatically falls into the “sex crime” category on the report. Sarah asked if the LPD talks to the paper about how they choose the items they decide to print in the paper and if how the reports get categorized could be more clearly explained. Lt. Kennedy emphasized that the reports and the actual outcomes can be very different. Diana Abrashkin asked Lt. Kennedy if collisions with deer were being more accurately
reported.
3. Technical Services:
§ Diana Abrashkin wanted to go on record that she does not believe the Minuteman Network is so “terrific”. The library should not be in the video store business. Barbara Myles stressed that the patrons “love it” and the much greater access to more materials.
§ Diana also feels patrons should not be allowed to take out so many reference books at one time on seven day loan.
4. Library Goals:
§ Implement an updated Internet Policy.
§ Attract more patrons between “kids” and seniors.
§ Institute more talks: foreign affairs, political
§ Establish the library as “the third place” after home and work: need for quiet spots but also social gathering areas for folks to stop and talk; more chairs/benches outside; wireless internet helps but needs to be expanded to entire building; download e-books, etc.
§ Develop a disaster plan
o Sarah Holden stated that the Selectmen will be looking at this need and will work with the Library, Police, and Fire Departments to develop one.
§ Begin strategic planning process: Barbara Myles would like to see more done about the business of the library as well as the façade. The work of the group can not be completed in one meeting per month. Marshall Clemens will take on responsibility of recruiting for an SP committee from the town, the Friends, and whomever else can serve as a resource.
§ Follow-up: Marshall Clemensstrategic planning recruitment. Disaster planning with Selectmen.
Staff Concerns:
§ Lisa Rothenberg expressed the staff’s worry that Barbara Myles will burn out from being bogged down with building maintenance issues. The library is more than a building and its roof, building façade and patios. Amy Gavalis wants Barbara to spend more time reviewing the collection versus getting contractors and then being overruled by the Trustees.
§ A discussion ensued about the need to “catch up” on maintenance that had been delayed, about the recent feasibility study detailing many needs of an aging building, about looking at the possibility of funding a position to help with these building issues, as well as about concerns with sharing control with other town agencies.
§ Follow up: Barbara Myleslook at needs and develop a solution that would separate out the component parts, pace the projects to even out the costs, provide more timely responses, and allow the library to have control while maintaining big picture economies of scale in conjunction with town wide fiscal responsibility.
Building Committee Report:
§ Roofing bids came in under budget ($247k vs. $325k), but the architect confused the bidders with confusing language, and one bidder challenged the outcome. To avoid a two month delay with legal challenges, and, with the advice of Town Counsel, all bids were rejected and another RFP was issued. These bids will be opened on Friday, Sept. 30, 2005. If the cost of materials is greater than the original bids because of Hurricane Katrina, Peter Sugar insists that the architect will make up the difference.
§ The building committee interviewed candidates for Clerk of the Works for the roofing project. The Trustees will go into Executive Session at the close of this meeting to finalize the choice.
Capital Planning:
§ A prioritized list for the next five years is due in Tim Higgins’ office on September 23, 2005.
§ Priorities will include: window repairs; a fire suppressant study; and additional items on the budget pages distributed.
§ The Trustees Capital Planning Committee (Jacquelin Apsler) and the Trustees Building Committee will meet to finalize the priorities; Trustees will then meet with Mary Cancian, our FinCom liaison, to review our needs; representatives from the Trustees will meet with the Community Preservation Committee; Jacquelin Apsler will represent the Library at the Town Wide Capital Planning Committee scheduled to meet late October.
Meeting adjourned. Executive Session called to discuss and approve the Clerk of the Works candidate.
Minutes compiled and submitted by
Jacquelin Apsler
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LIBRARIAN’S REPORT
September 13, 2005
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Lincoln Library
The Friends bought a new Konica Minolta photocopier in June to replace the Minolta photocopier that the Friends purchased in 1999. Barbara Low and I tested several models before selecting the copier with the best features at the best price. The copier the Friends purchased was the only one to have a book photocopying option, which will allows users to place an open book on the glass and copy both pages at one time. This copier was also the only one with paper trays that hold 550 sheets instead of 500 sheets (or one ream of paper). With this feature, staff can put a whole ream of paper into the copier before it completely runs out of paper.
Adult Department
Ellen describes her summer as, “Weeding, weeding, weeding!” For the first time in about five years, the library had a trained staff, no vacancies, and summer interns to fill in at the circulation desks when permanent employees were on vacation. This gave Ellen the ability to spend many hours weeding the mystery and non-fiction areas of the library’s collection.
Replacement shelving for two ranges of stacks in the basement was partially installed over the summer. The Town’s insurance company declared that the old stacks were hazardous because they swayed when they were pushed. The new shelves were purchased with a donation from the Bolt family and state aid funds.
Wireless Internet access is growing in popularity at the library. Patrons with laptops often prefer to bring them to the library so they can download files directly to their computers. Some of our patrons like to sit outdoors when they are connected to the Internet. We have found patrons with their laptops in a variety of places such as, both terraces, a window sill facing Bedford Road, and in their cars. Currently, the wireless signal is not strong enough to give patrons in the Preston building a strong connection. I am working with Chuck Miller to extend the network to the entire library.
Patron confrontations over viewing pornography on the library’s PCs took place at the library. On August 8 “patron A” called the police on his cell phone and reported that “patron B” was looking at child pornography at the library. When the first officer responded, he spoke with patron A, who said that he had not witnessed patron B looking at child pornography that day. He claims having seen patron B looking at child pornography on another day. The policeman asked patron B to step outside. Another police officer responded and both policemen spoke with patron B for approximately 30 minutes at the entrance of the library. Patron A was also outside and wanted to confront patron B, but the policemen kept the two patrons apart. Library staff remained inside the
library.
On September 6 these two patrons had another confrontation at the library. When patron B saw patron A, patron A was not using a PC. Patron B asked patron A to step outside and they spoke for approximately five minutes at the library entrance. Library staff reported this incident to Lt. Kennedy on September 7.
I have been working with Ellen, Amy and Jane on a new Internet policy since early summer. We received suggestions from patrons, Town Counsel, and the Lincoln Police Department. The version that library staff and Lt. Kennedy agreed upon at their meeting on September 7 will be discussed at the Trustees’ September meeting.
Children’s Department
Approximately 180 children signed up for the summer reading program. This year’s theme was “Going Places @ Your Library.” The Children’s Room staff had a kick off party to generate interest for the program on June 28. Children received reading journals, bookmarks, pencils, erasers, and madlibs. Balloon artist Ed Popielarczyk entertained the children with his incredible balloon creatures. There was a raffle for a poster of Red Sox star, Johnny Damon, and make your own sundaes. A great reading motivator was the “fund raising drive” to adopt an animal from the Franklin Park Zoo. The children were given a fake dollar for every book they read. They used these dollars to pay the adoption fees for three animals. By the end of the summer reading program, the kangaroo had
438 votes, the giraffe had 397 votes, and the gorilla had 231 votes. That’s 1066 books read during a five week period, which made it possible for the library to adopt all three animals!
The 24 programs offered during the summer were attended by 723 children. There were book discussion groups for elementary age children, storytimes for preschoolers, and beading workshops for teens. “Worldly Wednesdays” was sponsored by the Friends of the Lincoln Public Library and featured a different country each week. “Children’s India” gave children the opportunity to explore India through the eyes of children with Lincoln resident, Hema Shasta. Africa week featured award-winning storyteller, Len Cabral, who told folktales from Africa. For Latin America week, there was a Caribbean carnival celebration with a festive journey to the Caribbean with dazzling musical duo TAINO. The Galapagos Puppet Theater presented “Monkey
Wreaks Havoc in Heaven,” a show based on Chinese mythology for Asia week. Finally, there was an Irish magic show for British Isles week.
Technical Services
The Metrowest Massachusetts Regional Library System (MMRLS) pays and administers the contract with the company that delivers books to libraries within the Metrowest region. During the spring, it became apparent that the CD&L delivery company had a tremendous backlog of material to deliver and this backlog was growing. The MMRLS tried to work with CD&L to help them eliminate the backlog but the backlog kept growing. As a temporary measure the Minuteman Library Network (MLN) suspended the request system for audio-visual materials on July 29. The computer catalog would no longer accept requests for music, DVDs, videos, books on CD, or any other audio-visual material.
As a member of the Executive Committee of the MMRLS and the joint MLN/MMRLS Delivery Committee, I have worked with other library directors to find solutions to this delivery problem. The volume of requests between libraries has increased substantially. In just the past three years the number of requests for the entire MLN has more than tripled from 400,000 in FY 2003 to 1 million in FY 2004 and 1.3 million in FY 2005. Obviously, patrons value and use this service! Nadine Rebovich found statistics from FY 1987 that reported 18,104 requests. The Lincoln totals for these years are 687 requests for FY 1987, 16,792 requests for FY 2003, 35,279 requests for FY 2004, and 51, 342 requests for FY 2005.
The long term solution to this delivery problem (but request success story!) is probably to redirect funds toward this service and away from other services to pay for the increased delivery volume. In the short term, the MMRLS did not renew its contract with CD&L and began a new contract with Eastern Connection on August 29. The suspension of requesting audio visual materials will probably continue through September, while Eastern Connection works through the delivery backlog.
Reference Department
Jeanne led a mystery book discussion group on Monday nights during July and August. Thirty people came to hear mystery author, Dana Cameron, talk about her books on July 25. In total 121 people attended these eight book discussion groups.
Now that the library has online database subscriptions for some of the reference books we used to purchase in print, Jeanne was able to weed out the printed versions of these titles.
Later this fall, the library will start a new service, which will allow patrons to take home some of the reference books for a week at a time. These books will have a yellow 7 day loan sticker on their spines.
Summer Interns
The library had two high school students working at the library this summer, Hannah Gavalis and Andy Loof. They staffed the adult and children’s circulation desks, assisted the Children’s Room staff with the summer reading program events, worked at the Hartwell Multipurpose Building with the Friends preparing for book sales, worked on PC projects, and even did some research for the library’s budget.
Library Vault
Peg Martin, Lincoln’s Town Historian, brought it to Sarah Cannon Holden’s attention that the library was breaking public records laws. Peg and Sarah met about this then Sarah told me about Peg’s concerns. During their meeting, Peg gave the example of the Concord Free Public Library as the model Lincoln should follow. I went to the Concord Free Public Library on August 10 and met with Barbara Powell, Library Director, and Leslie Wilson, Curator of Special Collections. It is true that the library is in violation of the public records laws. Concord is also in violation of these laws.
The issue is over the Town records stored in the library vault. These are public records that fall under the jurisdiction of the Town Clerk. In Massachusetts General Laws Chapter 40 Section 48 it states, “Said books, reports and laws shall be in the custody or control of the town clerk, unless the city council or selectmen shall vote designate some other person to have said custody or control of all or part of the same.” (For the record, the library is also violating MGL Chapter 66 Section 6 and MGL Chapter 66 Section 7.)
Barbara Powell called the Massachusetts State Archives, which is under the Secretary of the Commonwealth. She was told that the best way to comply with the public records laws is to appoint one librarian an assistant town clerk so that there is a reporting line between the library and the Town Clerk.
I reported back to Sarah about my meeting in Concord and Barbara Powell’s recommendation for complying with the state’s public records laws. Sarah agreed to attend the Trustees’ September meeting to discuss options for stopping the public records violations.
ARIS Statistics
Each year, the Commonwealth of Massachusetts Board of Library Commissioners (MBLC) asks libraries to report a variety of statistics. Statistics for the library’s FY 2006 “State Aid to Public Libraries Annual Report Information Survey (ARIS) of FY 2005 Data” were compiled by all of the library departments. The MBLC needs these ARIS statistics to “set up, and to evaluate, minimum standards of free public library service under Massachusetts General Law Chapter 78, Section 19B and municipal support standards under MGL Chapter 78, Section 19A.” What each library reports gives the MBLC the ability to “determine adherence to existing minimum standards of free public library service under MGL Chapter 78, Section 19B and existing municipal support requirements under MGL Chapter 78 Section 19A in
order to be able to certify public libraries for aid under MGL Chapter 78 Section 19A.” In other words, if we do not compile these statistics for the MBLC, the library will not be certified or receive state aid.
Examples of the statistics in the ARIS include: salaries and education levels of library staff as well as how many positions the library has for various staffing categories. For example, the library has 18 staff working a total of 406 hours per week. Only four people work 35 hours or more each week. The survey also requests information about library holdings (92,336 items), circulations (154,234), the number of hours the library was open (2,736), and how many registered borrowers (4,864) the library has.
Building Repairs
1. Capital plan funded repair to air handler unit and VAV units
a. A technician took airflow measurements from every vent in the library and the three air handler units. His report was surprising. The flow of air from the supply vents is less than the flow of air from the return vents. This causes negative pressure and does not allow outside air into the HVAC system through the large vent in the basement, which was designed for this purpose. Instead, we get our outside air from cracks in the walls, windows, and whenever the front door opens.
The HVAC company made the repairs suggested by the air balancing company. While these repairs have improved the situation, the HVAC system is still not working correctly. The air balancing company and engineer agree that additional work is needed to remedy the situation.
2. Capital plan funded repair to the water supply
a. I had three plumbers come to the library to look at the job of installing a backflow preventer at the location where Town water enters the building. The first plumber gave me a price quote within our budget. The second plumber never sent me a price quote or returned my calls. The third plumber told me that the library did not need a backflow preventer.
To find out if the third company was correct, I asked Earl Midgley if the Town’s Plumbing Inspector, Russell Dixon, could assess the situation. Earl Midgley, Russell Dixon, and Pat Allen (Superintendent of Lincoln’s Water Department) agreed that the library does not need a backflow preventer because there are backflow preventers at every location where contaminates could enter the clean water supply pipes.
3. Community Preservation Act funded Preston building window restoration project
a. The majority of this work is done. There is just one minor punch list item to complete: priming, painting, and installing the new mahogany brick molds on the exterior of the building for the three half round windows in the Farrar Room. Unfortunately, it seems that the contractor does not want to finish this work. The library has not paid the contractor’s last invoice and the Building Committee will probably need to work out a settlement with this contractor.
4. Community Preservation Act funded Gund roof replacement project
a. The design for the Gund roof replacement project was completed in mid-August.
b. The Building Committee is in the process of selecting a contractor to replace the roof and hiring a Clerk of the Works to oversee the project.
5. Gallery
a. Tom Curren Painting Company painted the gallery as a donation to the library on June 26.
6. Upholstered Chairs in the Farrar Room
a. The four upholstered chairs in the Farrar Room were cleaned in July. The fabric on these chairs is looking worn but there are no holes or tears in the fabric at this time.
7. Gardening
a. Nancy Henderson made two beautiful potted plant arrangements for the library entrance and planted annuals in the planter at the front of the handicapped parking area. She also weeded the garden beds around the entire perimeter of the library!
8. Carpentry
a. The Friends paid for new shelving was added to the Children’s Room and new cabinet doors and drawers behind the first floor circulation desk. These improvements increase storage space.
b. A new bookcase was built for the attic and safety improvements were made to the “travel lane” to the HVAC equipment in the attic. In order to get to the HVAC equipment, one had to step on a large piece of plywood that was balanced on an air conditioning duct, then climb up a few stairs, then crawl over to the 2 by 4’s nailed into the ceiling of the Farrar Room, then duck under a large timber and crawl onto a wooden door lying across another air conditioning duct. The plywood and door were protecting the air conditioning ducts but were very wobbly when stepped on. In other words, the ducts were safe but the people were put at risk. The safety improvements
consisted of sturdy wooden duct covers that replaced plywood and door that were covering air conditioning ducts.
Staff Development
On July 26 Lt. Kevin Kennedy came to the library to give a presentation to the staff about how to deal with difficult patrons. Thankfully, we do not have many difficult patrons at Lincoln. One of the suggestions that Lt. Kennedy gave us, which surprised me, was that if you simply repeat back to the patrons what they are saying, they realize that you are listening to them, and that calms a lot of them down.
Kudos
Our summer interns did a great job. Both were willing to work on a variety of projects and provided very good service at the circulation desks. The Friends gave them rave reviews for their work at the Hartwell Multi Purpose Building, preparing for book sales.
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