LINCOLN LIBRARY BOARD OF TRUSTEES
Minutes of the Meeting of March 24, 2009
Present: Jacquelin Apsler, chair; Marshall Clemens, Peter Sugar, Susan Taylor, trustees; Barbara Myles, Library Director; Amy Gavalis, staff representative; Absent: Diana Abrashkin, Al Kraft.
February 24, 2009, minutes – approved as amended.
Staff Concerns
The staff has noticed that a fine dust from the vault construction has been spreading through the library and will require extensive cleaning once the construction is finished: removing books to clean the shelves and books, carpet cleaning, etc. We will need to find some money to get this done.
After years of one major project after another, the staff is looking forward to having a break in construction; since we did not get funding for the fire suppression project for FY10. They are also looking forward to the kitchen renovations and to the opening of the newly furnished young adult section on this Wednesday evening.
CORI Policy
Town council suggested that the Library CORI all staff and volunteers 18 and older. Barbara will draft a policy on exactly who should be CORI’d. Barbara provided a draft CORI policy for the trustees to review before our next meeting.
DeCordova Library Liaison
A letter from the Chair advertising the position has been published in the March 19, 2009, Lincoln Journal. The ad is also displayed at the circulation desk, and we will also bring copies to display at Town Meeting. The Chair sent the FOLL Chairs a copy to distribute to their board.
Trustee Handbook
Susan had the excellent idea for putting together a new Lincoln Public Library Trustees Handbook to replace our current obsolete and paper-only. The electronic copy will be much easier to distribute and for the trustees to regularly update. Susan – with help from Barbara Lowe on content and Marshall on formatting – will be making a first-cut at the Handbook, which might include:
Contact sheet
Staff list and responsibilities
History of the library
How the trustees operate
Subcommittees and their remits
Open/closing information
Calendar
Budget, capital planning, CPA process
Policies
Building information, site & floor plans
Links to the Massachusetts State Handbook
The Trustees will review an outline prepared by this sub-group a the April meeting.
Fire Suppression
Having been turned down by the CPA, it is suggested that we wait until the CPA h as a new chairperson and then revisit our request.
Library Lock Up
Susan will lock up after the concert this Friday 3/27 with backup from Barbara. Marshall will open/close the library of memorial day 5/25, with backup from Peter.
Intern Job Posting
As there are incumbents for the intern positions, there may be no openings this year. It may still be worth posting the job with the Lincoln Journal and the High School career center to raise the profile of the jobs and to suggest that volunteering is a good entry to the job.
Building Committee
The building committee will meet soon to discuss the Vault budget and the Gund roof leak and will report at the next meeting on these issues. The Vault is scheduled to be finished by mid May, and then the shelving will be installed. The motion detector for the front door is being repaired. Drops for the new wireless access points are being put in.
Master Plan – The final list of goals and recommendations of the subcommittees are complete and will be incorporated into the implementation plan and the papers. The final plans will be presented to a special town meeting on June 6, 2009 for a vote.
FoLL Update
See the librarian’s report. Former children’s librarian Heddie Kent passed away recently. There will be memorial service on April 18th at 4 pm. The Chair suggested that a notice be displayed at the circulation desk regarding Heddie’s connection to the library. Susan will write a note to her family on behalf of the Trustees. The Library appreciation luncheon is scheduled for May 12th.
Kitchen Renovation
The kitchen renovation is moving forward. Before the kitchen group disbands, it was suggested that they might help to manage the assignment and usage of the small space(s) adjacent to the new vault. Jaki and Peter will meet in the near future to follow up on some of these points - they will also look at the Music Room as a potential dual use space for small conferences and tutorials.
Catalpa Tree - no news yet. Susan will follow up as Spring progresses.
Library Director Performance Evaluation
Al and Marshall will meet to formulate an evaluation procedure and report to the next meeting.
Other Business
Should we be scheduling a vault opening and appreciation party for September? Whatever the eventual date, it was decided that we should plan the event to be ready once we decide on the timing.
Honor Roll – will be removed for now as we try to find a better steward and location.
Staff Training – the staff will be having several hours of stress-reduction training from a practitioner from the Benson-Henry Institute for Mind Body Medicine. Barbara will have to pick a day to close early to accommodate the session.
Meeting adjourned at 8:50 pm
Next Meeting: April 28, 2009
Respectfully submitted,
Marshall Clemens
LIBRARIAN'S REPORT
April 28, 2009
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Lincoln Public Library
The Friends met on April 7. For the March book sale $779.43 of books were sold. This money was donated to the Lincoln Public Schools. Barbara Low read aloud the very nice thank you letter that Mickey Brandmeyer wrote to the Friends for this money. The PTA would like to hire Travis Roy to speak at a school assembly and at a night event. His fee would be $2,500 so the PTA is looking for additional sponsors, such as the Friends. (Travis Roy is the man who became paralyzed after playing only 11 seconds in his first hockey game for Boston University.) The library could participate in the event by purchasing books about people with disabilities and hosting events to raise awareness about people with disabilities. The Friends agreed to donate between $500 and $1,000 to bring Travis Roy to Lincoln. We
reported the big success of the Geoff Bartley concert on March 27. Sara Brown suggested that we give a concert on a Saturday night and try other music in addition to folk music. There will be a sale of just children’s books on May 2. Chris Dugan got the spring newsletter out in time for Town Meeting. The new laptop that Haskel Straus ordered has arrived. Chris Dugan will be the keeper of the laptop so she can use it for membership and newsletter work. The Nominating Committee announced that Jack Pugh and Deb French are resigning from the board while Belinda Gingrich and Alan Hein are joining the board. Patty Levy’s Career Round Table has successfully gotten two people back to work! There was a motion to rename the Friends of the Library Book Award to the Heddy Kent and the Friends of the Library Book Award. This award is given to one graduate of each of Lincoln’s schools (the Lincoln Public Schools, the Hanscom Public Schools,
and the Lincoln Sudbury Regional High School).
Adult Department
Ellen led the Friday morning book group on April 3 when they discussed When We Were Orphans by Kazuo Ishiguro and on April 17 when they discussed The Razor’s Edge by Somerset Maugham. The Write Stuff met on March 25, April 8, and April 22. “April 18, 1775” is the theme of this month’s book display in the lobby. Jeanne led the Mystery Mondays book group on March 30 when they discussed In a Dry Season by Peter Robinson and on April 27 when they discussed Tucker Peak by Archer Mayor. Classic Jazz met on April 8 with Bob Fuller presenting, “Jabbo Smith – Forgotten Trumpeter.” The Photoshare Group met on April 1. Students of the Lincoln Schools displayed their artwork in the main gallery. Sasha Weigel displayed her
photographs from India in the Stay-Put-Gallery.
Children's Department
“Medieval Days and Knights” was the theme for April vacation week! On Tuesday April 21 the Higgins Armory Museum of Worcester came to the library and gave us a history of arms and armor. A court jester entertained us on April 22 with surprises, gags, and amazing stunts. Good Heart Production presented “Once Upon a Medieval Time” on Thursday April 23. We travelled back in time with a medley of myth, merriment and mischief. This was an interactive performance that was packed full of stories, songs, and dance that explored the fun and folklore of the middle ages. Also on April 23 was a special Wizard of Oz “read the book – watch the movie” event for children in grades 3-5. The children watched the movie then discussed the differences and similarities
between the book and the movie. Interestingly, most of the children preferred the book over the movie! During the other weeks of April, the librarians gave the Wonderful Ones, Terrific Twos, and Preschool programs. Ed Morgan came to the library and sang songs to toddlers on April 3. The book discussion groups for 3rd graders and 4th & 5th graders met four times altogether since the last Trustees meeting. The 3rd graders discussed Nasty, Stinky Sneakers by Eve Bunting on April 2 and The Famous Adventures of Jack by Berlie Doherty on April 16. The 4th graders discussed My Chimp Friday by Hester Mundis on March 26 and Half Magic by Edward Eager on April 9.
Reference Department
Reference staff answered 353 questions in March down from last year’s 454. Was it just a coincidence that Jeanne was on vacation for two weeks in March? Jeanne has spent most of the budget for reference resources, which includes both print resources and databases. She also wrote a “web-liography” with internet resources for Patty Levy’s job networking program on Monday evenings. On April 7 Jeanne attended a program at the Minuteman Library Network (MLN) about using technology for communicating with patrons. She suggests we use Skype for programs like Mystery Mondays that people want to attend via the internet. We can also begin an online newsletter. Jane Flanders, Lisa Rothenberg, Susan Taylor and I have been investigating Constant Contact, an online newsletter publisher. Jeanne
gave a program on April 16 about retirement at Metrowest Massachusetts Regional Library System headquarters. On April 22 Jeanne and volunteer Margie Hilton made a presentation about making exhibits on the cheap.
Technical Services
The semi-annual delivery survey took place during the week of April 6-10. Staff counted every item going into and out of delivery as well as the number of bins delivered and picked up each day. These statistics are used to determine the price charged to the Metrowest Massachusetts Regional Library System for delivery. Results from this survey will also be used by the Massachusetts Statewide Delivery Committee’s “auto sort working group” to develop an RFI to develop solutions for more cost effective and efficient delivery services in the future.
Nadine Rebovich prepared approximately 60 books to be bound at the bindery. This is a job that is performed once each year.
Town Archives
Jeanne represented the library at the Digital Commonwealth’s annual conference on March 31 at the College of the Holy Cross in Worcester. Marie attended a conference at Harvard about descriptive cataloging for archives. The Archives Working Group met on April 22 and worked on the collection development policy and deaccessioning policy.
Technology Committee
The Technology Committee met on April 9. Chris Dugan (Friends newsletter), Jane Flanders, Chuck Miller, Lisa Rothenberg, Karen Santucci, Haskell Straus, Susan Taylor and I attended the meeting. Chuck Miller reported that the upgrade to the library’s wireless network. will be completed by the end of the fiscal year. He is getting updated model numbers for the necessary telecommunications equipment. Susan used her laptop and the library’s projector to show us web sites for the library, school, PTA and COA. We also looked at newsletters created with Constant Contact and iContact software. Library staff would like to start an online newsletter to promote library events to our patrons.
Building Repairs
1. Carpets – Children’s Room and Staff Work Room
Milliken replaced the defective carpet during the week of February 2. We received a warranty for the new carpet. We received an installation warranty on April 16 for the work they completed on February 6. Capital Carpet’s insurance company, Acadia Insurance, has asked the library to sign a release form to close out the project. The library has withheld $12,896.47 from Capital Carpet because of the scratches its workers put into the lobby floor.
2. Vault Renovation Project
Ceiling lights were installed in the vault and Lincoln Historical Room. Vinyl tiles were installed in the vault. Light fixtures were installed in all renovated areas. Ethernet jacks were installed for the archivists’ office and the wireless internet access points. The fire suppression system for the vault was also installed. The project reached 86% completion status in early April.
3. Gund Roof – Ice Dam
There is a long history of leaks in the story room and staff room as a result of ice dams at a complicated intersection of angled roof sections and the north facing parapet. The peeling paint in the Story Room Turret and stained ceiling tiles in the Staff Work Room are results of leaks caused by the ice dams.
The Building Committee met on March 31 and decided to wait until we received pricing for the option of installing wires at this intersection of angled roof sections that would prevent further ice dams.
4. Library-wide Cleaning
After the vault renovation project is completed, it will be time for a library-wide cleaning.
Kudos
Ellen thinks I should get kudos for helping out with the Friends’ concert on March 27 and then attending Town Meeting on March 28.
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