LINCOLN LIBRARY BOARD OF TRUSTEES
Minutes of the Meeting of July 22, 2008
Present: Jacquelin Apsler, chair; Marshall Clemens, Al Kraft, Peter Sugar, Susan Taylor, trustees; Barbara Myles, Library Director
June minutes approved as amended.
The Chair opened the meeting with rousing kudos to the Friends and the Trustees for their collaboration on this year's July 4th "Best in Parade" float and the last three years of unprecedented teamwork. A special thank you was given to Susan Taylor for providing her house each year as the home base for the Friends and Trustees to build the float together.
Capital Plan
The board approved the proprietary specifications for the modular fire vault contained in the letter from Karle Packard.
We discussed what should be on our capital plan for the next 5 years:
2010
Fire suppression: We agreed that instead of having two additional phases for the fire suppression work we would combine them into a single item encompassing the remainder of the work.
In addition Barbara is to get an estimate for adding insulation of the attic space to potentially be done in conjunction with the fire suppression work.
2011
Energy conservation improvements – gas boiler?. Space study.
2012
Energy conservation improvements
2013
AC unit.
2014
New Generator, or ?
Librarians Report
The staff had a training session on web/library 2.0 and on new technology such as the new online museum ticketing.
The board approved opening hours for Wednesday, August 27th: 1:00 to 8:30pm (Monday hours)
Internet Policy
We reviewed the current internet policy and how to possibly condense it to a few key points that would go on a splash-screen presented when users connect to the network. The technology committee will put together a draft of this simplified policy statement at their October meeting.
Privacy Policy
As reviewed by the LPL board two years ago, the libraries privacy policy currently states that we will not release any patron information without a warrant, and that we erases browsing logs each day. However, in light of recent events it would seem useful to remind staff of the policy and of how to resist the pressure by law enforcement authorities to release information. This October there will be a libraries and law enforcement conference that may shed additional light on these issues.
Patron Code of Conduct Policy
Was last reviewed four years ago. We will look at it again at our September meeting. In particular we may want to review the policy (and its enforcement) for unsupervised children. We would like to know at what age should children should be allowed to remain unsupervised, what policies other towns have, and Amy and Jane’s opinion on how the current policy is working, or not.
Book Drop
Al again raised the idea of maintaining a book drop at the newly upgraded Lincoln Mall. A satellite book drop would offer convenience, energy savings, and good PR/visibility for the library. It does however present some logistical and cost issues that might be overcome by limiting the pickup to three days per week or so, and/or having the Friends run it. Susan has offered to write up a proposal and present it to the friends.
Technology Committee
The staff is happy with the technology report. The committee is looking for new members from the PTA and COA to contribute and attend their four quarterly meetings. Peter Conway Bradshaw may join. The new internet subscription service will hopefully be added to the technology budget this year.
Cole Benches
The Cole benches have been refinished and look much better. We should take pictures to send to the Cole family.
Building Committee
Roof flashing has been looked at and needs some minor improvements.
Carpets: The scratches in the foyer terrazzo floor have been repaired by a professional floor refinisher, but they are still visible. Unfortunately there are no good options for fixing them completely. The damage to the floor will figure into our ongoing negotiations with the carper installer and supplier. Both Karle and Peter have written letters, and we are waiting to hear from them a better offer to resolve this situation.
Financial Report
We are at about 100% expenditure, with $1612 available in unspent reserve fund transfer.
Additional clarity was sought in the way the financial report/spreadsheet is presented such as:
– Additional details on the green (municipal) and red (warrant article) sections, perhaps quarterly.
– Breakdown of the building and grounds expense – quarterly.
– Friends budget – what the Friends money goes for – biannual.
Children’s Programs
The Wild Things show brought wolves and foxes into the library and was very well attended. We may want to look for additional funds for such popular programs, perhaps form the Friends who may have money from the house tour etc. to put towards these and other projects such as tutoring room, space study etc.
Vault
The library interviewed three of the five candidates for the 5 hours/week archivist position. A decision will be made in the month or so.
Staff Concerns
No staff representation/concerns at this meeting.
Other Business
Lisa Bracken is back from the hospital after being out for two weeks, but she will be out of work for another month or so.
The master planning committee met recently to deal with a request for public disclosure of the survey data.
Public safety and libraries conference: Barbara will investigate what it might cost to send a staff person to this event; perhaps using Friends funding.
Meeting adjourned at 9:20 pm
Next Meeting: September 23, 2008
Respectfully submitted,
Marshall Clemens
LIBRARIAN'S REPORT
September 23, 2008
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Lincoln Public Library
The Friends met on September 9. Barbara Low announced that the July book sale rose over $900 for the Friends. Anne Hutchinson is selling the expensive books on eBay but it is time consuming. There was some discussion about purchasing a scanner device that can look up prices of books. It was suggested that the Friends borrow one before deciding to purchase the device. The Friends have two events this fall, a house tour and an open house at the library. Tickets for the house tour are on sale and the open house is a free event. The open house will feature the library’s programs. People from the various groups will be at the open house to answer questions and present a sample of the programs. For example, photographs taken by members of the Photo Share group will be on
display in the gallery and a few members will be in the gallery during part of the open house to answer questions. The Friends also funded memberships to two more museums: the Sports Museum and Historic New England.
Web 2.0 Training
On August 27 Metrowest staff came to the library to give a presentation to the entire staff about Web 2.0 technologies. Some of the technologies we learned about are: blogs, RSS feeds, instant messaging, wikis, and flicker. Lisa Rothenberg has already started a library blog. In the future we will implement some of these Web 2.0 technologies on the library’s web site. Perhaps a wiki is in our future!
Adult Department
The Write Stuff met on August 13, 27 and September 10. On July 21 the Mystery Monday book group discussed The Italian Secretary on August 4, A Slight Trick of the Mind on August 18, The Final Solution on September 8, and The Blessing Way on September 22. Jeanne co-led the Mystery Mavens program at the Metrowest Massachusetts Regional Library System’s headquarters on July 23. This month’s lobby book display promotes Wii, xbox, and Playstation 3 video games, which are new to the library. Classic Jazz opened its 26th season with a live concert at Bemis Hall on September 11. The pianist was Henry “Thins” Francis of Lincoln and Dr. John Clark on clarinet and saxophone. The Friday morning book group is on hiatus until October. Our three summer
interns: Hannah Gavalis, Andrew Loof, and Jonathan Wauhkonen have returned to school. Barbara Filo’s photographs are on display in the gallery and Sharon Weil’s photographs are on display in the Stay-Put-Gallery.
Children's Department
The Summer Reading Program, “Wild Reads,” ended in early August. It was a big success with approximately 150 children signing up for the program and terrific attendance at the special Wednesday morning programs. Deb Leopold gathered information from the public services staff and made the fall brochure. The Teen Advisory Committee had its first meeting on September 17 with Jane Flanders. They gave Jane lots of suggestions for ways to improve the library for teens.
Reference Department
Reference staff answered least 275 questions in July, compared to last year’s 319 questions, and 300 questions in August, compared to 373 last year. Jeanne is working with reference librarians from Concord, Lexington and Bedford on a Business Reference presentation which will be given at Lexington’s Cary Memorial Library on October 21. The reference librarians plan to promote business reference databases at this presentation.
Technical Services Department
Over the summer the library added video games to the collection. The games are kept behind the circulation desk and the boxes are shelved at the end of the DVD collection. Games are the hot new thing at libraries these days. Lisa is also working on the web site. She is keeping the home page up to date with current events and making new pages for new events like the Friends’ House Tour.
Technology Planning Group
The Trustees are reviewing the technology plan for 2010-2012. The Technology Planning Group will meet after this review is complete.
Vault Project – Organizing and Processing Materials
Marie Wasnock began working at the library as an archivist for 5 hours per week on September 3! Marie and Jeanne worked on getting the vault materials ready for the move into storage. The move took place on September 8 to prepare for the vault renovation project. Jeanne and Marie will work at Town Offices Wednesday afternoons until the vault renovation is finished. While at Town Offices, Jeanne and Marie will work on the collections in the Town Offices vault and on the 250th Collection, the Grason collection, and other new archive collections. Jeanne and Susan Brooks (Town Clerk) submitted an application for funding from the Community Preservation Committee to conserve the Eleazer Brooks scrapbook.
Institute of Museum and Library Services Grant
I applied for a $3,000 Institute of Museum and Library Services (IMLS) grant to conserve and microfilm the James Lorin Chapin diary. Grants will be awarded in January 2009.
Archives Working Group
The archives working group met on July 31 and September 19 to work on the collection development policy, a charge for the Town Archives Advisory Committee (TAAC), and a “Lay of the Land” Survey to learn what archival material is stored in Lincoln that will be donated to the Town Archives. We also began planning the next TAAC meeting.
Capital Plan
I filed the library’s capital plan request to the Community Preservation Committee and the Capital Planning Committee. For FY 2010 the library is requesting $670,067 to complete the fire suppression project.
Technology Survey
I called ten surrounding town libraries about their technology budgets. The Lincoln Public Library ranks well within this survey. However, some towns have surpassed us as far as considering PCs as depreciating assets. Some town libraries have a yearly budget line item for new PCs. In contrast, Lincoln treats PCs as a capital budget item that is voted on each year. For FY 2009 the Town did not vote to fund any PC purchases. What I would like to see is a plan that makes sure no PC in use is older than five years. To accomplish this 20% of the Town’s PCs would have to be replaced each year.
Innovative Interface’s Millennium Software
The Minuteman Library Network plans to upgrade to the 2007 version of the Millennium software over the Columbus Day weekend. This version uses more memory than the current version. It also requires that we update each staff PC with the newest version of Millennium’s Java Runtime Environment. We will see next month if the new Millennium software is slower than the current version.
Building Repairs
1. Carpets – Children’s Room and Staff Work Room
The carpet installation was completed on March 25. A punch list was sent to Capital Carpet on April 7. Karle Packard (Red Hawk Studio Architects) and Mark Marrama (Capital Carpet) met on May 20 to go over the punch list. There is a flaw in the carpet color. Specifically, there is a yellow stripe on the edge of many of the carpet tiles. The library would like to replace the carpet. Milliken is willing to supply the replacement carpet at no additional charge but Capital Carpet is not willing to install the carpet a second time for free.
On August 28 Mike Utley from Milliken Carpet met with Karle Packard, Peter Sugar, and I. We explained the problem with the defective carpet. Milliken agrees that it is defective carpet and is willing to supply replacement carpet. Mike Utley told us that he would ask his supervisors if Milliken would be willing to install the replacement carpet.
2. Fire Suppression Project
Ebacher Plumbing and Heating has completed this project. RDK Engineers is preparing a punch list. The next construction meeting is scheduled for October 7.
3. Elevator Smoke Vent Upgrade Project
Healthy Air Solutions has completed this project. We are waiting for the engineer from Fitzemeyer and Tocci to sign off on this project.
4. Vault Renovation Project
K & S Builders, Inc. was the low bidder for the vault renovation project. Their bid was $420,750. I mailed the contract to K & S Builders for signatures. Archival material was moved out of the vault on September 8. Construction should begin in October.
5. Generator
Buxton Company installed a new fuel pump and the generator is now operational!
6. Asbestos Removal
The floor tiles in the vault contain asbestos. They were removed on September 22 by MARCOR Remediation, Inc.
7. Cole Benches
I sent pictures of the newly refinished Cole benches to Abby Cole Dawkins. She was very happy with how the benches were refinished and showed the pictures to her family.
Kudos
Kudos this month go to Deb Leopold for making the brochure of fall programs and the public services staff for booking the programs!
| 
