LINCOLN LIBRARY TRUSTEES' MEETING MINUTES
OCTOBER 24, 2006
LINCOLN HISTORICAL ROOM - 7:30 PM
Present: Jack Pugh, Peter Sugar, Al Kraft, Jacquelin Apsler, Diana Abrashkin, Marshall Clemens, Barbara Myles, Jane Flanders, Stuart Haber
Announcements:
1. Jack introduced Stuart Haber our new FinCom member and liaison to the library.
2. Friends of the Lincoln Library raised approximately $8000 for New Orleans' libraries at Brunch for Books--an absolutely fabulous event!
3. Peter Sugar's art prowess brought bids of $590 and $600 each for drawings of two individuals' homes.
4. Everyone in town is talking about what a incredible "party" it was.
Finance Report: No surprises so far; all accounts are tracking normally.
Librarian's Report:
1. Staff gave enormous time to work on the Brunch for Books!!
2. Barbara praised the fabulous collaboration between Friends and Staff.
3. A new version of Millenium Software automatically prints names of people with books on hold-a great time saver for staff.
4. See attached Librarian's report for expanded detail and additional items.
Staff Concerns: The one staff concern continues to be with the slow pace of installing the new carpet.
Building Committee Report:
1. Roof is almost done and is under budget; need to repair parapet cracks-->Barbara is getting bids. Once the cracks are repaired, the Library can return approximately $200,000 to the town.
2. Vault design needs to involve other town boards to see if they want to use our vault and share the cost. The $420,000 quote is too high. A better price can be calculated once the drawings are done. Some walls will be moved. Shelving footage increases from 170 to 700 with a tutorial space and 60-65 degrees F. for historical document storage. Books authored by Lincolnites will remain in fire rated meeting room with sprinklers. Vault fire suppression = approx. $10,000 with no sprinklers or water. Must cut through meeting room to get to vault because climate control needs forces vault entry to open in meeting room. But, only the Archivist will have access to the vault's documents. Two choices for bidding: Go for the high number near $420K or structure bid for $350K with alternates.
VOTE: Unanimous approval of design without cost attached.
VOTE: Unanimous approval of setting amount at $350K with alternates.
3. Carpet selection is out to bid for magazine area. Children's section can be selected and put out to bid by Anita (interior designer), or we can select the carpet and just have her draw up the documents for bid.
VOTE: Unanimous vote to have us select the carpet and just have the interior designer draw up the documents.
FY08 Operating Budget Committee Report: Budget for next year now due November 20. Our next Trustees meeting need to be rescheduled to Monday, November 13, 2006, to accommodate the new FY08 budget deadline.
Old Business:
1. Strategic Plan: Final report needs to be drafted and submitted to the state.
2. Master Planning Committee: Jack reported that Paul Giese will address the library's not being invited to the table. Stuart will also follow up on our request to be represented on the master plan committee.
Next Meeting: Annual Christmas Meeting at Peter Sugars'--December 19, 2006.
Adjournment: 8:45 PM
Compiled by Jacquelin Apsler
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LIBRARIAN'S REPORT
October 24, 2006
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Lincoln Library
The Jazz Brunch for Books to benefit the New Orleans Public Library was held at the Library on Sunday October 23. Jeanne Bracken and Ellen Sisco championed this event and worked tirelessly to make it a success. They both contacted staff at the New Orleans Public Library (NOPL) and the American Library Association and learned that the best way to help the NOPL was by donating money. Jeanne and Ellen came up with the idea of a fundraising brunch and pitched their idea to the Friends.
After summer vacations, the Friends took the lead for this event. They set up committees, enlisted their friends to help, made a program for the event, sold advertisements in the program to local businesses, went shopping for food and supplies, and even baked breads for the event! Library staff joined the committees and worked together with members of the Friends to prepare for the event.
By all accounts, the event was a success. Over $8,500 was raised to send to the NOPL and we had a big, fun party at the library that was attended by a cross section of Lincoln residents. The Children’s librarians: Jane Flanders, Amy Gavalis, and Stacy Harris read stories to children. Dana Weigent designed crafts for children to make during the event. Lisa Bracken helped children with the crafts during the brunch. Other town organizations, for example, the Boy Scouts, Girl Scouts, and the Lincoln Sudbury Regional High School Jazz Ensemble, volunteered at the brunch and made it more festive.
Once the event was over, the Friends and library staff put the library furniture back in place, took the decorations down, and began cleaning up. Our custodians: Bob Bottino and Bob Lager came in later to finish cleaning the library. Over the weekend the library had transformed into a party place for a community celebration then back into a library. I think we surprised people in a terrific way!
Adult Department
According to Ellen, the Library set a record high library program attendance in October. There were 52 programs attended by 1190 patrons. This compares to October 2005 when there were 55 programs attended by 1083 patrons. With the exception of Saturdays, there was at least one program scheduled for nearly every day of the month! These programs cover a wide variety of topics including: art, politics, religion, photography, book groups, jazz, writing, public speaking, genealogy, immigration, and publishing. All of the programs are free and everyone is welcome to attend these programs.
The theme of October’s Classic Jazz night was “The Origin and Nature of Swing,” and was led by Peter Gerler. The Friday Morning Book Group met for the first time this season on September 29 to discuss “The Spirit Catches You and You Fall Down,” by Anne Fadiman. They met again two weeks later to discuss “The Namesake,” by Jhumpa Lahiri. This year’s theme is “Immigrants Integrating: American Experiences” and Ellen is taking her usual comprehensive approach to the theme.
Lincoln resident, Irene Weigel, is teaching a course at the library called, “A Survey of World Faith Traditions.” It meets every Tuesday evening from mid-September through mid-November. Yes, this group meets Tuesday evenings when the library is closed because the library has so many other programs already scheduled on Monday and Wednesday evenings.
Ellen took a tour of the Regional Archives Center of the National Archives on October 5.
This archives center is for the New England states, which is very convenient for Lincoln residents. Ellen recommended that we send patrons to the Regional Archives Center when they have questions about deeds for land and ancestors, immigration, census, taxes, ship lists, and court records. The Ancestry.com database (an excellent resource for people doing genealogical research) is also available for patrons to use at no charge.
For this second year of The Write Stuff, Jeanne Bracken is helping the group learn to run a writer’s group. Neil O’Hara is chairing the meetings this season and the group has developed a set of ground rules for the members to follow. With this professional mindset, I expect other members of this group (in addition to Henry Haroian) to publish their books soon!
Also in its second year is the Mystery Mondays book discussion group. On September 25 they discussed “Jane and the unpleasantness at Scargrave Manor” by Stephanie Barron. The Jane in this book is Jane Austen!
The Photo Share group began its first “official” season on October 4. Hal McAleer and Eric Smith are leading this group. Photographers of various skill levels and people who simply like to look at photos are welcome to join this group. Hal and Eric also answer technical questions people ask about their cameras and how to take better photos.
Children's Department
The fall programs began in October with all of their hit programs returning: Wonderful Ones, Terrific Twos, Preschool Programs, Sing-Alongs with Ed Morgan, and two book discussion groups for children in the 3rd & 4th and 5th & 6th grades. While the program titles are the same, every year the programs change because new children join each year. You’re only two once! When you turn three, you leave Terrific Twos and join the Preschool Program. It’s a challenge for the Children’s librarians to work with entirely new groups of children each year.
Vault
Over the past few months, Jeanne has been using her 2 ½ hours per week vault time to work on collections. Jane Langton has been donating her correspondence to the historical collection, and other residents have added items. Jeanne is writing basic descriptions and assigning finding aid numbers to the collections. After this initial step we have to create machine-readable MARC records with much more detail, which are then loaded into the Minuteman Library Network database. One interesting addition has been a collection of Civil Service ID cards from the 1950s; since they have some sensitive information, they will be described and stored for use in the future.
Ruth Wales is in the process of adding street numbers and names to the finding aid called, “Lincoln Building Collection.” After she finishes this project, we can reprint the finding aid to make her work readily available to our patrons. Ruth is also working with the State’s historical division to obtain records of historic Lincoln houses. In particular, we are looking forward to receiving records for the houses that were razed for the Minuteman National Historical Park.
Reference Department
Reference staff answered at least 394 documented reference questions during September 2006. This compares to 370 documented reference questions over the same period last year.
Over 200 people attended Jeanne’s presentation at the New England Library Association Conference on October 23 (the day after the Brunch for Books) called, “I’ve got Google, why do I need the library?” Patrons are turning to the Internet to answer their questions even though reference librarians (especially Jeanne) could find better answers for them. It’s easy to get answers on the Internet but the quality of this information might be marginal. Unfortunately, many patrons don’t care about this. Instead they point to problems they have with libraries such as they are “uncool” and “not fun.” People like the convenience of doing the searches themselves from their homes. Jeanne suggests that we need to promote our services better and make libraries
more enjoyable for our patrons. A place with fewer rules and more fun is worth a try if it increases circulation and building usage.
Technical Services
A new version of the Millennium software was installed in October. One new feature that is improving service and morale at the library are the new notices to put in books heading for the hold shelf. In earlier versions, we were required to write the patron’s name on the top of the hold slip because the type on the printed notice was too small. In this new version, the patrons’ names appear in large type at the top of the notices. With this change the notices are easier to read and quicker to find on the hold shelf. Another improvement for our patrons are the date due slips for renewed items. In previous versions, no date due slips were printed for renewed items.
Building Repairs
1. HVAC
In late September we noticed that the Gund building was very stuffy even though the fan in the air handling unit was on. The HVAC technician found that a defective transmitter was preventing the outside air damper from opening. This meant that fresh air was not coming into the building.
On October 20 the 7.5 hpw fan motor in the air handler unit for the Gund building was replaced with a 10 hpw fan motor. This upgrade was recommended by the Larry Leonhardt Company to increase the speed of the supply air so that it is faster than the return air flow. Before this fan was upgraded, there was negative pressure in the HVAC system, which made it difficult to bring fresh air into the building.
2. Roof Replacement Project
Gorman Richardson Architects (GRA) has approved the final application for payment from Dave Gardner Contractor and Supply (DGC) but will not sign it until after DGC signs it. GRA has also requested the release of liens from DGC. The library cannot pay the amount requested in the final application for payment until this paperwork is in order.
3. Vault Renovation Project
The Building Committee met on October 19 and agreed to present the schematic design prepared by Red Hawk Studio Architects to the full board of Trustees at their October 24 meeting.
4. Public Phone
A technician from Conversent installed a phone jack for the public phone on October 19. Now the library needs to get a phone to finish this project.
5. Window Replacement Project
Max Ferro, the owner of The Preservation Partnership, read the 1987 window specifications for the Gund building as well as memos and letters written during the construction project. He will write a report for the Trustees but he told me briefly that the construction phase ran into money trouble quickly when the excavators ran into rock and an underground stream. During the later stages of the construction project, there was an effort to reduce costs.
Now Max Ferro is in the process of inventorying each window and noting the extent of rot in each window.
6. Automatic Entry Doors
Door Concepts was the company with the low bid for the automatic door closers for the library’s entry doors. The next step is finding an electrician who can do the work.
7. Carpets
The Building Committee has selected carpets for the Reference Room and the Farrar Room. The next step is selecting a carpet for the Children’s Room.
Kudos
Thanks to the staff for making the Friends’ Brunch for Books event a big success! A lot of effort was put into the project and many staff donated their time, money and/or donated items to the silent auction. Thanks for making a positive difference to people of New Orleans!
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