Lincoln Library Trustees Meeting
July 21, 2009
Start time of meeting; 6:04PM
Our meeting time will change to 7:00PM going forward.
Present: Diana Abrashkin, Al Kraft, Peter Sugar, Susan Hands Taylor, Marshall Clemens, Jacquelin Apsler, Trustees; Barbara Myles, Library Director.
Minutes approved for June 22, 2009 as amended.
The Grand Re-opening of the vault will be 11/1/09 from 3-5PM. JA will ask the Friends if they would be willing to provide food for the affair. Approximate cost; $2,000. Emily Althausen will be invited as our special honoree, and she will stay with her daughter the night of the affair so we do not have to provide housing.
Lincoln Town Archives: Susan and Barbara will discuss the operating budget with us in September, we will need to understand how to employ vault money for supplies.
Staff concerns: None.
Building security: We will write a protocol for trustees who are contacted by the security company when the alarm is tripped.
Capital Plan FY 2011: There was a discussion about carpeting and fire suppression. Peter will be away from 9/3/09 thru 9/17/09. Peter will call Rand Refrigeri about breaking up the fire suppression project into smaller units that may be easier to fund. He will also contact DG Jones about estimating the project.
25 year employee appreciation discussion: There may be a surprise party at the Sept 26 book group meeting for Ellen Sisco, a 30 year employee. We might want an article in the newspaper about this and we also discussed gift possibilities, pillows, chair etc.
Building committee: Discussion about the noisy condenser, whether to replace or do an acoustical study first. We need price quotes for quieter condensers. There is a range of prices and decibel levels for these units. Lincoln does not have a sound ordinance, but the state has requirements. We voted on an upside limit of $1,000.00 for a study. Readings should be done at night to minimize ambient noise. We will share results with our neighbors only after all studies have been finished.
Ice dam would require wires on the roof to melt snow. Bob Norton provided an estimate of $1350.00 for electrical work needed to provide power to roof. In order to be more energy efficient, can these wires be on a thermostat so they only run when the temp is below a pre-determined point?
Vault shelving and desk refinishing. We need a price for the vault shelving and desk refinishing, Barbara to get price before next meeting. Other shelving to be added in historical room.
Catalpa tree. Will the Lowden Company provide receipts for the work done? Could they also maintain the beech tree? We will ask that no plaque be placed on the catalpa tree.
Books and collections policy: Change the word “Librarian” to “Director” for the next meeting, then accept next meeting as the third and final review.
Next policy for consideration: Trustee definitions and rules for serving.
Vault appreciation dinner: The cost will be about $20.00 per person not to exceed $1500.00. (Vote?) Invitees; Donors, TAAC, FOLL, Trustees, Tastings will cater.
Kitchen renovation and Kent bench: Friends cannot afford the kitchen project, except for painting and new refrigerator. Staff picked Hawthorne yellow, PS felt that was too bright, DA feels it is too dull. Staff will paint patches on walls as a test. Heddie Kent bench on hold for now.
Finance report: Spending down operating budget. JA to verify process with town officials. Show all carpet details next time.
Announcements: Kudos to all for wonderful July 4th parade float. Cheers to volunteers! “Know Your Town” event for Newcomers/Old Timers Sunday, Oct. 18, 2009 from 3-5PM
Lincoln Health Communities Grant Announcement from Anita Scheipers: Library Director to meet with this group Tuesday, August 11 at Town Offices.
LIBRARIAN'S REPORT
September 22, 2009
TO: Trustees, Lincoln Public Library
FROM: Barbara Myles, Librarian
Friends of the Library
The Friends of the Library met on September 8. Their net worth is down to $31,701.19 after paying for summer programs and museum passes. Barbara Low also reported that donations are down nearly $4,800 over the past year, which is a reflection of the bad economy. I recounted some of the exciting summer programs that took place at the library over the summer. Approximately 150 children signed up for the summer reading program. Jacquelin congratulated the Friends on their July 4th float and explained what will happen on November 1st for the vault grand reopening. There was a book sale on September 12 that included David Donald’s history books (52 boxes of them). Susan Sugar is working on the October 18th Know Your Town – Newcomers/ Oldtimers party. Chris
Dugan announced that the fall newsletter is almost ready to be mailed out. Barbara Low told us about Travis Roy coming to town on September 22. He will speak to students during the school day and will speak again to the general public during the evening. Brent Clark announced that classical guitarist, Peter Fletcher, will perform at the library on Sunday afternoon March 28 the day after he plays at Carnegie Hall!
Adult Department
The Write Stuff met on July 22, August 12 and 26, and September 9. The theme of the lobby book display in July and most of August was Caribbean authors. After Senator Ted Kennedy’s death on August 25, Ellen changed the display to books about the Kennedys. Now the exhibit is full of Travis Roy’s book, Eleven Seconds. The Photoshare Group met on September 2. In August Dan Stone displayed his photographs in the main gallery and in the glass case. Murray Drobnis displayed his photographs in the Stay Put Coffee Spot. In September Marla Greenfield displayed her water colors in the main gallery and Edward Kochler displayed his drawings of Jazz stars in the Stay Put Coffee Spot. Mystery Monday had a New York, New York theme for the summer. They met on July 27 to discuss
Carol O’Connell’s Winter House, August 10 to discuss Lawrence Block’s The Burglar in the Rye, on August 24 to discuss Jonathan Lessem’s Motherless Brooklyn, and on September 21 to discuss Anne Perry’s Face of a Stranger.
Minuteman Library Network Collection Development Committee
Ellen Sisco is one of ten library staff members from the 42 Minuteman libraries who were appointed by the Board of Directors to serve on the Collection Development Committee for Digital Content. These ten librarians developed a Digital Media Collection Development Policy for the network. This policy states in part, “Digital content shall be selected and retained on the basis of its value for the interest, information, and recreation of the people of the communities comprising the MLN.” Next, the committee selected digital audio books, based on this policy, to add to the Minuteman Library Network’s database. The target launch date for this new digital collection is October 14.
Children's Department
The Children’s Department was very busy with its summer programs through mid-August. This summer’s theme was, “Starship Adventure @ Your Library.” To motivate kids to read (or be read to) kids were given a chance to vote for the name of the library’s adopted star, which was purchased by the Friends of the Library from the Christa McAuliffe Planetarium. The adopted star was named Twinkle. On July 22 there was a starship music adventure with Wayne Potash. He is the 2007 winner of the Parents Choice Music Award. A second Game Night for ages 11 and up was held on August 12 and was very successful. The 30 kids who attended this game night enjoyed pizza and ice cream then played bingo! On Tuesday mornings there were stories and crafts for ages 3-5. Mountain Mushers (the
Schlitz family and their three dogs) came to the library on August 3. This wildly successful program (with over 100 attendees) featured dogs who are retired from patrolling Denali National Park in Alaska and are now trained therapy dogs. The Schlitz family brought a dog sled, lots of enthusiasm about reading, and a message about the value of teamwork. Ed Morgan led sing-alongs at the library on August 7 and September 4.
Reference Department
Reference Department staff answered at least 407 questions in July versus 275 in July 2008 and answered 304 questions in August compared to 300 last August. Jeanne is making considerable progress sorting old reference files and clearing up the reference area. Jane and Jeanne are helping a young patron set up a writers’ group for girls. Jeanne represented the library at Minuteman Library Network’s Standards Committee on August 5.
Technical Services
Lisa Rothenberg is busy processing the books ordered during the year end ordering push. She continues to update the library’s web site, Facebook and MySpace pages with upcoming library events. Occasionally she will send out a tweet through Twitter. On July 15 Lisa met with the eGov consultant, Jacquelin, Susan and me to discuss the Town’s information technology strategic plan from the library’s perspective.
Lincoln Archives
Jeanne and Marie continued setting up the local history area and running it on a “soft opening” basis. Archival materials and supplies were brought back from Town Offices in August and shelved in the vault. Archivist Marie Wasnock has been working hard with Town Clerk Susan Brooks at the Town Offices to get new shelving installed in the Town Offices vault and to move everything into its new place. Curator Jeanne Bracken, Marie, and volunteer Patty Hilpert have made great strides in getting the library portions of the collection into the vault and accessible. Shelves are on order for the Lincoln Historical Room.
Technology Committee
The Technology Committee met on July 9. First Chuck Miller, the Town’s IT Director, gave us an update about the wireless network upgrade that is underway. A new 20MB Verizon FIOS connection was installed on July 6. The server, that will make the splash page with a welcome statement as well as terms and conditions for the use of the library’s Internet connection, is almost ready for installation. Chuck’s next step is to connect new wireless networking hardware to the network.
Next, there was a discussion about various ways to upgrade the audio visual equipment in the Tarbell Room. Hal McAleer gave suggestions based on his experiences with Classic Jazz and Photoshare groups. Brent Clark shared his expertise about audio equipment and his experience with the singers who have performed at the library. Brent and Hal will prepare a recommendation for purchase that the Friends may fund.
Obituary Database
The card file of obituaries from the Lincoln Journal and the Concord Journal was keyed into a Microsoft Access database in 2003. In July this database was put on the library’s web site for patrons to use. Over the summer student interns and I read through microfilm reels of The Fence Viewer from the 1960s to find more obituaries then keyed these obituaries directly into the new web version of the obituary database. There is a link to the obituary database on the library’s home page.
Millennium Upgrade
The Minuteman Library Network (MLN) upgraded the Millennium software (the library’s back office software for circulation and cataloging) to Release 2009a 1.1 on September 2. Beyond bug fixes, this release has two new features. First, users can choose their own username for logging in to My Account instead of needing to use a library barcode. Second, users have the ability to save titles in a wish list so these titles can be requested sometime in the future.
Archives Working Group
The AWG met on August 5 and September 16. We discussed plans for the November 1 vault grand reopening celebration and the October 1 Town Archives Advisory Committee (TAAC) meeting. The grand reopening celebration will have an exhibit by freelance designer Margie Hilton and a keynote speech by Elise Lemire, author of Black Walden: Slavery and its Aftermath in Concord, Massachusetts. Former Chairman of the Trustees and vault fundraiser Emily Althausen, now living in South Carolina, will be our guest at the event. For the TAAC meeting we reviewed the following Town Archives policies: deaccessioning policy, collection development policy, gift policy, and reading room rules. These policies will be discussed at the TAAC meeting.
Healthy Community Planning Group
The Healthy Community Planning Group met on September 9 and discussed the interviews with Town departments that took place on August 11-12. A broad definition of health is being used which encompasses physical, mental and spiritual health. Many healthy services and assets were identified during these interviews. An example of a health service is the Fire Department’s emergency rescue team. An example of a health asset is the Town’s network of bike paths. Some of the town’s health needs were also identified. Next, the group will reach out to community stakeholders such as PTAs, athletic groups, and churches to learn what services and assets they offer to residents. Before we make these contacts, we will refine our “elevator pitch” about what our group is doing and develop a
questionnaire for the interviews.
Building Repairs
1. Vault Renovation Project
K&S Builders has finished working through the punch list but we have not received their final application for payment.
2. Gund Roof – Ice Dam
There is a long history of leaks in the story room and staff work room as a result of ice dams at a complicated intersection of angled roof sections and the north facing parapet.
During September Bob Norton, the Town’s electrician, will bring electricity to the area where the ice dams form. After this work is completed, a roofer will install wires in the area to melt the snow.
3. Noisy Condenser
The Building Committee met on August 18 and discussed the report from the acoustical engineer about the noise coming from the roof top condensers. The condensers produce one decibel more than the state noise ordinance allows. Our options to reduce the noise are to replace the condensers with quieter ones or build a roof top fence between the condensers and the Library Lane end of the roof. We have one $6,600 price quote for replacing one condenser unit (with a similarly noisy condenser) and are gathering price quotes for quieter condensers.
4. Shelving for Historical Room
New shelving was ordered for the Lincoln Historical Room for the Lincoln authors collection and local history books.
5. Kitchen Upgrade Project
The kitchen was painted in August and a new refrigerator was installed in September.
6. Fire Suppression
On August 18 the Building Committee met with Rand Refrigeri of RDK Engineers to discuss the second phase of the fire suppression project. We agreed to look at the following two options: (1) install the second stand pipe at the back of the library and (2) install sprinklers in the attic, which also means installing the fire pump. According to DG Jones International, the cost for these two projects is nearly $220,000. (Option one is approximately $75,000 and option two is approximately $145,000.)
Kudos
Kudos to summer interns Andrew Loof and Max Koenig, and Massport student Jonathan Wauhkonen, for painting the kitchen! Thanks again to Andrew and Max for helping with the vault and other muscle needs.
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