LINCOLN PUBLIC LIBRARY BOARD OF TRUSTEES
Regular Board Meeting
September 13, 2007
Present: Jacquelin Apsler, chair; Diana Abrashkin, Marshall Clemens, Al Kraft, Peter Sugar, Susan Taylor, trustees; Barbara Myles, library director; Jennifer Donaldson, staff representative; Lucretia Giese, patron.
Tour: The meeting began with an exterior and interior tour of the Library building and mechanical systems conducted by Custodian Bob Bottino. Bottino pointed out several maintenance issues, such as repointing chimneys, correcting leaks near electrical panels, and making storage and landscape adjustments for a new snow blower, which he considers of immediate concern. Bottino will make a list of suggestions for the board to consider.
Minutes: Approval of the July 31 minutes was tabled until the updated version is circulated.
Monthly financial statement was reviewed and no corrections suggested.
Terrace benches: Lucretia Giese asked the board to consider the condition of the two outdoor terrace benches donated to the Library by her childhood friend, Abby Cole Dawkins, as a memorial to her parents, Edwin and Lucy Cole. Ms. Dawkins recently visited Lincoln with her grandchildren and was “distressed over the condition of the benches,” according to Ms. Giese. Ms. Dawkins also was concerned that the plaques with her parents’ names “were not in evidence.” She suggested if the Library can’t properly maintain the benches, she would like to move them to the Carroll School.
The board told Ms. Giese that the Library does want to keep the benches. They were given specifically as outdoor benches, according to letters from the Cole family, but the records do not say whether the wood or the finish is weather resistant.
The board authorized Ms. Giese to have the benches appraised by a furniture restorer and to report back to the trustees on the best way to maintain them.
Staff concerns: Jennifer Donaldson brought up again the staff’s desire to complete the carpet replacement project.
She also reported on the success of the half-day staff workshop on customer service issues which allowed the staff to share problem-solving ideas.
COMMUNITY PRESERVATION ACT AND CAPITAL PLAN REQUESTS:
Community Preservation Act/ Archives Project/Library & Town Clerk: The Trustees approved submission of a Letter of Intent and Project Submission Form to seek CPA funds for a Town Archives Stabilization and Expansion Project co-sponsored by the Town Clerk.
The letter states that the project “is necessary because the materials in the Town Archives are deteriorating. They will be lost to future generations unless we remedy the problems [of climate control] soon.”
The project, including temporary storage, architectural oversight fees, and a10% contingency budget, is estimated to cost $465,097. An additional $24,000 previously was spent on design fees.
Capital Expenditure Requests:
Capital Plan/Archives Project/Library & Town Clerk: The Trustees amended and approved a FY09 Capital Plan Application for the Archives Project so that funding can be considered both by the Capital Planning Committee and the Community Preservation Committee.
The Capital Plan application includes the same $465,097 cost estimate, but includes the possibility that funds may be available from the Community Preservation Act and from grants and gifts.
The Trustees decided to estimate the “useful life” of the project in two parts: 20 years for the mechanicals and 100 years for the structure. In addition to the purposes of new/expanded service and replace obsolete/unsafe equipment, the Trustees decided to add protecting health of employees [from mold, etc,] protecting irreplaceable and legally mandated documents, and providing efficiencies of combining the Library’s and Town Clerk’s needs for climate controlled storage.
FY09 Town Technology request for the Library: Barbara Myles, Jacquelin Apsler and Susan Taylor met earlier in the week with Charles Miller, the town technology director, to discuss the Library’s capital expenses needs for technology. After reviewing the Library’s plans to expand electronic services for patrons, Miller proposed including expansion of the wireless internet access within and around the perimeter of the Library.
Miller said he would check with the Joe Dierden, the tech director at the schools, which just completed a similar project, and use that as a base for estimating the cost to increase Library service as long as there is access for conduits into the Preston Building.
On the tour, Bob Bottino, the library custodian, pointed out several ways to run conduit from the switch panel through existing vent shafts and suspended ceilings to the Tarbell Room and the vault area.
FY10 Capital Plan projections:
The Trustees voted to approve continuing the five-year phasing of a replacement fire suppression system beginning in FY10. No funds will be requested for fire suppression in FY09. (The first phase will be bid at the end of this year and has already been authorized.) Before next year, the board will authorize new cost estimates, adjusted for inflation and other cost escalations.
VAULT SUPPORTERS APPRECIATION DINNER PLANS
Susan Taylor, Diana Abrashkin and Al Kraft of the Fun Raising Subcommittee reported plans are on schedule for the September 27 supper and presentation of the archives project to specially invited past contributors. About 40 acceptances have been received.
We have hired John Neri of Lincoln to tend “bar” for wine and soft drinks and Tastings Caterers of Framingham to provide appetizers and a light buffet supper.
Trustees will provide coffee, tea, and cookies. Arrangements have been approved by the Board of Health.
Al Kraft will organize tours of the vault where floor plans for the new project will be available. Kraft also will emcee a 20-30 minute presentation which will include:
1. Introduction and thank-you (Al)
2. What we’ve done so far (Barbara Myles)
3. Why we need to do this Power Point presentation (Susan Taylor using notes from Susan Brooks)
4. Project Plans – (Karle Packard, chief architect)
5. Thanks and encouragement – (Jaki)
LIBRARIAN’S REPORT
Barbara Myles highlighted four items from her September report:
1. Building projects to repair the terrace and replace windows
2. New fall programs brochure
3. First in series of columns in the Lincoln Journal to feature the Library. First one, written by Myles, emphasized “Library as a Second Living room”
4. First half-day staff workshop great success. Brought together entire staff, most of whom are part-time.
BUILDING COMMITTEE REPORT
Peter Sugar reported on several building projects:
1. Parapet work is complete
2. Carpet: project went to bid and low-bidder selected. Costs are higher than expected: $27,000 for children’s area, and $10,700 for the staff work area. In addition to the $8,800 left in the carpet account, money is available in the FY05 Capital Improvements account, state aid, and building maintenance.
*Trustees voted to accept the low bid, order the carpet, and decide later which fund to draw from for the additional costs.
3. Terrace: repaving is complete, although not as high quality as hoped for. Wiring is installed for night light for the book drop; fixture will be purchased.
4. Windows: replacement window project began Sept. 4 - we are having some difficulties with getting the architect, Max Ferro to provide site visits on a more frequent basis (Barbara and Peter to follow-up). All windows, except the round-topped ones, should be in within a month.
*Trustees requested the workers be instructed not to dispose of cigarettes on the terrace or lawn. Myles will ask if they will provide a proper butt bucket.
5. Fire Suppression: updated price estimates from Rand Refrigeri have not as yet been submitted. Al Kraft suggested there may be economies if we don’t need dry pipe sprinklers in the attic.
*Myles will have Bottino record minimum/maximum ambient temperatures in the attic over the winter.
Friends of the Library
Friends are sponsoring a community Brunch for the Vault on Sunday October 21 from 11-2 in the Library to raise awareness of the need to protect the archives.
Representatives from the Friends will come to the next Trustees meeting.
Budget Subcommittee Report
Library budget request for FY09 will include reference to income sources other than town appropriations (i.e. Friends, grants, etc.)
Trustees propose asking for three new areas of expense:
1. Professional development: to continue the half-day staff workshops
2. Technology: to improve patron access and interactivity
3. Archives: to adequately staff and supply the Library and Town Clerk’s needs
Master Planning Report
Peter Sugar reported that a consultant has been hired to help guide the town-wide master planning efforts, but the group will not be ready to present to State of the Town in November.
Invasive Species
The Friends are planning to represent the Library at the Sept 29 Invasive Species Summit sponsored by a coalition of land use groups in town.
*Trustees authorized the Collections Subcommittee to follow-up on Summit organizers’ suggestions to begin a special Land Use and Conservation Collection of materials and resources in the Library.
Next Regular Board Meetings:
Oct 23 - Library
Nov 27 - Library
Dec 18 – annual dinner meeting at home of Peter Sugar
Respectfully submitted,
Susan Taylor
LIBRARIAN'S REPORT
September 13, 2007
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Adult Department
Ellen told us that the Millennium library system will be upgraded in November with ecommerce software that will allow patrons to pay their fines and bills online with their credit cards. Other library networks have found that their patrons like this service and the libraries collect more money.
Jeanne’s Mystery Monday Group read and discussed five Sherlock Holmes mysteries, in August: Desert Wives, by Betty Webb, Murder in the Bastille, by Cara Black, Mistress of Alderley, by Robert Barnard, She Walks These Hills, by Sharon McCrumb, and Maisie Dobbs, by Jackie Winspear. They also met on September 10 to vote on the best “Hounds of the Baskervilles” movie then watch their favorite (the Jeremy Brett version) on the big screen. The Write Stuff met on August 8 and 22. The custodians assembled the new carousel for shelving DVDs and the student interns shifted some of the DVDs to this new carousel.
Children's Department
The Children’s librarians met the week after the Summer Reading Program ended to begin planning special events for the fall season. The core programs: “Wonderful Ones!” “Terrific Twos,” “Preschool Program,” “Sing-Along” with Ed Morgan, and the book discussion groups for third through fifth graders will continue this fall. The Three Apples Storytellers program on September 12 was the first special event of the season. Two excellent storytellers, Angela Klinger and Doria (Braun) Hughes, offered a free preview of their talent in Lincoln before the Three Apples Storytelling Festival in Bedford (September 28-30). Interestingly, Doria grew up in Lincoln and used to come to the library with her Mom and little brothers. She listened to Heddie Kent’s storytimes
until Heddie retired when Doria was in third or fourth grade. Then she listened to Amy’s storytimes. Now she’s a storyteller herself and the children’s librarians gave her rave reviews!
Reference Department
Reference staff answered at least 319 questions in July, which was a slight drop from last year’s 343, and answered 373 reference questions in August, which was a big jump from last year’s 275. Jeanne attended the Reference Committee meeting at Minuteman on September 11.
Technical Services Department
Ingram won the bidding for supplying books to Massachusetts libraries. Lisa Rothenberg reports that the changeover from Baker & Taylor to Ingram is going fine. She has set up new accounts in the Millennium library system and is ordering books successfully. At our last staff meeting Lisa gave us a demonstration of the new version of Millennium’s online catalog that Minuteman will install in November. Lisa is the Chair of the Bibliographic Committee for FY 2008 and attended a New Chairs Committee meeting on August 15. She also attended the Membership meeting of Minuteman Directors on August 15 when I was on vacation.
Staff Training
There were two training sessions for staff in August. “Preventing and Addressing Workplace Discrimination” was the first training session and was given by Johnny Lainé from the Massachusetts Commission Against Discrimination. (This training will be given to all Town employees.) The training session was given twice so that half of the staff could attend the training session while the other half served the patrons. We learned about the Massachusetts discrimination law, the Town of Lincoln’s internal discrimination policies, managers’ and supervisors’ role in applying the policies and the law, how to identify problems and address them before they become MCAD complaints, and the role of MCAD. Some of the staff already knew much of what was presented but this training provided a good
overview of the law and how to address problems early.
The library closed for the morning of August 28 so the staff could attend the customer service training session, “Developing Your Customer Service Advantage.” Pat Sordill of Sordill Consulting presented this training session. We each received a 28 page training packet that contained a lot of information about successful skills and strategies for customer service. First, we discussed what we like about customer service, what makes customer service difficult, and what we wanted to learn during the session. Pat used this information to focus the training session on areas that we wanted to work on. Something Pat said that I found interesting was, “When organizations focus on excellence in internal customer service, it facilitates employees’
ability to provide excellence in external customer service.” So, it is no surprise that a staff that works as well together as the library staff, provides excellent customer service. A puzzle we are dealing with now is finding a balance between individualized customer service, which our patrons love, and consistency. Sometimes patrons want extra-special service that goes against library policy. It can be difficult to say, “No” to these patrons. During the training session, we learned what we can say to patrons who are dissatisfied, difficult or angry. We can be effective without getting drawn into the patron’s negativity.
Grants
Kathy Rushby completed the statistical portion of the grant application for state aid to libraries and sent it to the Massachusetts Board of Library Commissioners. Now she is working on the financial portion of the application, which is due in October.
Web Site Upgrade
InfoSciTex staff has made a web site for the library. Stacy and I requested that the banner be changed to a brighter color rather than the dark olive green. Once that change is made, InfoSciTex will deliver the web site to the library so we can load it onto the web. We thank Stu Haber for donating this new web site to the library! (Stu Haber is CEO of InfoSciTex and the library’s liaison to the Finance Committee.)
Strategic Plan
I emailed the library’s strategic plan to Beth Wade at the Massachusetts Board of Library Commissioners. She told me that the MBLC will review it and get back to me. The Trustees approved the Long Range Plan for 2008 – 2012 on July 31. I sent the action plans for each of the five years covered by the plan to the Trustees. They will need to vote to approve it so I can send it to the MBLC. Once that is completed, the library is eligible to apply for Library Services and Technology Act grants from the MBLC.
In August Ellen attended an informative workshop about creating surveys at the Metrowest Massachusetts Regional Library System. She will use her new knowledge as she works with committees to develop surveys described in the library’s strategic plan.
Town Archives Committee
The Town Archives Working Group (Jacquelin Apsler, Susan Brooks, Jeanne and I) met on August 2 at Town Offices. Susan gave us a tour of her vault areas. Gregor Trinkaus-Randall from the MBLC was installing a data logger to measure temperature and humidity levels over time in the Town Offices’ vault. We worked on the basic charges of the committee: (1) update the collection development policy and access policy, and (2) develop priorities for: digitization and preservation.
On August 9 we met with Mike Monahan of New England Micrographics and Chuck Miller about digitizing microfilm. This is a new area for N.E. Micrographics and he spoke of making a PDF file of each section of the newspaper instead of making one PDF file for the entire issue. The software searches by computer drive so the patron may have to make multiple searches if we create a large amount of digitized files. We agreed to continue researching this technology.
On September 7 we met with Sarah Cannon Holden and showed her the PowerPoint slide show that Susan Brooks made with help from Susan Taylor and a summer intern. Sarah was enthusiastic about the project and gave us suggestions for improving our presentation. She also suggested that we make a presentation to the Selectmen at one of their meetings.
Vault
I finished putting all of the finding aids that Bill Carroll wrote as part of the organizing the vault project during 2002-2005 onto the library’s web site. We have received phone calls about vault materials that people found on our web site with search programs like Google. Putting the finding aids on the web will increase the use of vault materials. As a result of the “Lincoln Journal” article about our archives, the Papers of Abraham Lincoln project in Illinois learned of our Abraham Lincoln letter, came and photographed/digitized it for their huge and still growing online Lincoln database. Their web site is: www.papersofabrahamlincoln.org. Jeanne was our point person for this project.
Jeanne continues to work with volunteer, Margie Hilton, to process vault materials. They are also working on an exhibit for the October 21st Vault Brunch.
Building Repairs
1. Window Replacement Project.
The window installation has begun with the Children’s Room windows.
2. Carpets
The library received five bids for the carpet project. The lowest reasonable and responsible bidder was Continental Flooring. Their bid was $37,777. Karle Packard has checked references for Continental Flooring and advised the library to move ahead with Continental Flooring on the carpet project.
3. Fire Suppression
Rand Refrigeri (RDK Engineers) made corrections to the 95% complete contract documents but Peter found that Rand did not make every correction on the list of corrections. We are waiting for Rand to return the contract documents with the final set of revisions.
4. Parapet (above Handicapped Parking Area) Repair Project
Repairing the cracks and sealing the capstones were finished on September 14. Since then, we have had a couple of heavy rain storms without any water leaks getting through the parapet. The completion of this project marks the end of the roof replacement project.
5. Terrace Repair Project
The construction crew finished work on this project on September 8. Peter has found discrepancies between the specifications and the finished terrace. For example, some of the joints are too wide and the granite curb stone is not lined up with the stone wall at the south side of the terrace.
6. Pest Control
Orkin Pest Control was the low bidder and their first monthly service visit was on August 31.
Kudos
Congratulations to the Public Services staff: Ellen, Amy, Jane, Jeanne, Stacy, and Dana for booking interesting programs and performers for the fall season. They also worked together to create another pretty brochure to promote the upcoming events.
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