Board of Library Trustees Meeting
October 4, 2011

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

Carol Brown, Vice-chair
MaryAnn Cabibbo
Ed Duggan (arrived at 7:10, after the routine motions)
Chris Monahan
William Roberts, Secretary
Wendy Rowe, Chair

Citizens:

Margaret Perkins, Acting Director

  1. Approval of agenda
  2. Motion to approve the agenda: wlr1, mac2, passed unanimously

  3. Secretary's Report (August 16, September)
  4. Motion to approve the minutes of the August 16 meeting with the Selectmen: CB1, WLR2, 3-0-1 (MaryAnn abstained)

    Motion to approve the minutes of the September Trustees meeting: CB1, WLR2, 5-0-0

  5. Citizens Speak
  6. We had a citizen of Syracuse NY praise staff member Paula Belanger for her kindness to the citizen's Medway resident cousin. Said praise came with a $500 donation.

  7. Budget Report
  8. Director's Report
  9. So far the added Monday morning hours have attracted a few more people. This will presumably pick up.

    5% of our checkouts have been through the self-checkout. This should also pick up as it's early days. At Holliston, 20% of the checkouts are self serve.

    The expanded hours are working OK, except when someone is out, then it's a strain.

    Our film projector doesn't do well with bright colors. The Friends found a new one for $1000. The Friends would like a new one to go with their film license. The Trustees think it would be OK if the Friends want to buy one.

    We had an Elevator Pretest. During the course of this it was discovered that the secondary fire alarm control panel by the Story Room emergency exit didn't work. There was some discussion of replacing the Simplex fire alarm system (which is proprietary and requires Simplex to do all the maintenance and repairs) with a cheaper more readily serviced system.

  10. Old Business
  11. New Business
  12. Fundraising
  13. Adjournment; next November 1
  14. Motion to adjourn (9:20PM) MAC1, CM2, passed unanimously


Budget Report

Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $78,624.00 $18,133.92 $60,490.08 23.06%
Salaries - Part Time 5111 $66,692.00 $14,926.28 $51,765.72 22.38%
Longevity 5150 $850.00
$850.00 0.00%
Electricity 5211 $21,500.00 $4,060.36 $17,439.64 18.89%
Heating Fuel 5212 $7,900.00 $143.41 $7,756.59 1.82%
Trash 5232 $1,683.00
$1,683.00 0.00%
Water & Sewer 5231 $863.00
$863.00 0.00%
R & M Miscellaneous 5240 $5,784.00 $1,230.16 $4,553.84 21.27%
Telephone 5341 $1,500.00 $322.97 $1,177.03 21.53%
Supplies 5400 $1,600.00 $466.00 $1,134.00 29.13%
Postage 5343 $264.00 $44.00 $220.00 16.67%
OPS - (Minuteman bill) 5380 $22,707.00 $22,851.00 ($144.00) 100.63%
Media 5427

$0.00
Books 5521

$0.00
Travel 5710



TOTAL - GENERAL FUND
$209,967.00 $62,178.10 $147,788.90 29.61%








Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations 5400 $23,244.12 $11,805.66 $20,290.75 $31,729.21
Tuchinsky Fund Interest
$39,447.11

$39,447.11
Tuchinsky Fund Principal
$102,869.11

$102,869.11
Library Restitution Fund 024-610-706-4773 $13,195.47 $1,037.14 $197.57 $12,355.90
Copier & Printer Rev. Fund 024-610-722-4840 $2,399.74
$244.85 $2,644.59
Meeting Room Rev. Fund 024-610-723-4840 $1,574.18
$110.00 $1,684.18
Free Public Library* 2017 $3,500.63 $3,199.00
$301.63
TOTAL - OTHER FUNDS
$186,230.36 $16,041.80 $20,843.17 $191,031.73






Emergency Transfer (HVAC)

$18,840.00

Automated Checkout

$4,000.00

Director's Report

Medway Public Library

Director’s Report

October 1, 2011



Staff

The expansion of library hours has been going relatively smoothly. When one or more scheduled employees have been out on Monday, I have scheduled another library assistant for an additional two hours, which has been very helpful.

The staff enjoyed meeting informally with the Trustees. Thanks to Wendy and Ed for the delicious refreshments.

Building Maintenance

I attended a meeting of the Town-wide Facilities Management Committee, which is recommending that a central authority manage the maintenance (but not the cleaning) of all town buildings. The library, like most other town departments, is in favor of that approach. The committee had a number of questions about the library, and they were very surprised to hear that the Friends (and State Aid) pay for virtually
all of our materials, and that 67,000 people came through our doors last year.

The Town Administrator asked all departments to prioritize their Capital Improvement Requests – the document listing our priorities is at the end of the Director's Report.

On October 11th, I will give a tour of the library to the Capital Improvement Planning Committee. They are touring all departments to get a better idea of each department’s needs.

The Park Supervisor modified the landscaping and drainage around the building to prevent water infiltration, and Jon from DPS cleaned and repaired the gutters. However, Katherine reported that water is still pouring down in one location right above one of the windows in Tech Services.

Programs

The library will be coordinating with the Holliston Library on the launch of a new daytime book group. There are three meetings scheduled at the Holliston Library, with the first on November 7th at 11:00 am. Both Medway and Holliston will order multiple copies of books from other libraries, so they will be available for patrons to pick up at either library.

As requested by Missy Dziczek, we agreed to lead several sessions of a book group at the Senior Center, with Lorie leading the first one.

I am planning to reschedule the program on interviewing skills for new graduates sometime in the next couple of months.



Membership meeting

Minuteman membership voted not to become an early adopter of Sierra, the Minuteman Library Network's Integrated Library System's new product based on an open source database, because there are currently too many unknowns. There was some discussion of the merits and problems with Evergreen, an open source ILS. Membership did vote to subscribe to a text messaging service so patrons will have the option of receiving text messages in addition to emails when their books come in, etc., and AirPAC, a mobile version of the catalog.

Patrons can now download Kindle books through Overdrive.

Other

I am working on the State Aid to Public Libraries report, which is due October 14th.

Approximately 5% of the checkouts last month were done on the self-checkout. It has proven especially popular with children.

The Friends have expressed interest in doing a library card drive to increase the number of residents with library cards.

I will attend the New England Library Association Annual Conference on October 2nd – 4th.

-Margaret Perkins

Library Capital Improvement Priorities

FY2013-2017



Project Funding Cost Fiscal Year FY13 FY13-FY17
Source Priority Priority

Replace 2 HVAC RTUs GFD $ 20,000 FY13 2 2

Replace failing HVAC RTU GFD $ 10,000 FY13 1 1

Replace fire alarm panel GFD $ 10,000 FY17 3

Replace photocopier GFD $ 10,000 FY17 6

Refurbish furniture GFD $ 10,000 FY14 10

Replace all computers GFD $ 20,000 FY17 5

Repoint exterior brick & masonry GFD $ 30,000 FY14 4

New roof shingles & gutters GFD $ 60,000 FY16 8

Replace carpet GFD $ 40,000 FY15 7

Replace lower level HVAC unit GFD $ 10,000 FY17 9