Board of Library Trustees Meeting
February 5, 2013

7:00 p.m.


Medway Public Library


Attendees:

Trustees:

Carol Brown, Vice Chair
Diane Burkhardt
Ed Duggan
Chris Monahan
William Roberts, Secretary
Wendy Rowe, Chair

Citizens:

Margaret Perkins, Acting Director

  1. Approval of Agenda
  2. Motion to approve agenda: DB1, CM2, passed unanimously

  3. Secretary's Report
  4. Motion to approve Jan 8 report: CB1, WLR2, passed unanimously

    Motion to approve Jan 17 report: CB1, CM2, passed unanimously

    Motion to approve Cable Meeting (Jan 30): CB1, WLR2. 4-0-2 WLR and CB abstained.

  5. Citizens Speak
  6. Budget Report
  7. Director's Report
  8. Ed asked about the monitor cameras that have been installed. There's a website where what they see can be accessed, but we don't know how to use it yet. Ed wants an ongoing monitoring screen at the Library. They are (or will be) viewable in the Police station.

    The staff has expressed a patron privacy concern as the camera behind the circ desk. Privacy is protected because there's insufficient resolution to read the screen.

    The Morse Institute (Natick Public Library) has a much prettier library card than we do. They're cheaper even. Margaret will pursue this.

    The town Cable will broadcast our upcoming programs if we get them powerpoint slides.

  9. Old Business
  10. New Business
  11. Special Programs, Fundraising, Sponsorships
  12. Adjournment; next meeting March 5
  13. Motion to adjourn: CM1, DB2, passed unanimously. 8:47PM


Medway Public Library

Director’s Report

February 5, 2012



Budget

I met with the Town Accountant and Town Treasurer. They asked me to redo the FY14 budget reflecting the current service level, and indicating from which budgets (Tuchinsky, Memorial Donations, State Aid) the shortfalls would have to be paid in order to maintain the current service level. I submitted a draft of the revision to Carol Pratt on 2/1/13.


Programs

The Baby and Toddler Lap Sit program with Amy Kaufman is going very well. There are now two storytimes, at 10:30 and 11:00 on Wednesday.


Technology

The security cameras have been installed on the first and second floors and in the back parking lot. The video goes to the Police Station, but apparently at this time it is not monitored in real time.


Ryan Kennedy (Town IT Department) is in the process of installing new computers. He is working with Minuteman Library Network to resolve an issue with Deep Freeze, the software that wipes data from the patron computers with every reboot.


We lost wireless, and Comcast had to replace the box in the data closet in the basement.


Both the Medway and Holliston Public Libraries have signed up for Zinio, the magazine subscription service, which, after a few glitches were worked out, is now live. Medway subscribes to about 50 magazines, including Rolling Stone in Spanish and Readers’ Digest in French. I plan to contact the foreign language departments at the high school to let them know that these are available.

Building Maintenance


There have been continuing problems with the heat, most recently with a sensor that is part of Howse Company’s computerized monitoring system. Howse initially believed it was a problem with the heating unit itself, but when Keyes came out they found nothing wrong. I called Howse and had the Keyes repairman talk to them directly. Howse overrode the sensor, and plans to repair/replace it.


Meetings


I participated in a focus group on the Massachusetts Library System Statewide e-book project on January 16th. This e-book platform would be in addition to Overdrive. MLS would provide the funding during the first year, but after that MLS envisions contributions from individual libraries. They hope to have this in place in a few months, but there seem to be many details that have not been nailed down.

The directors of the libraries in Minuteman voted to add $10,000 to the Overdrive budget for purchasing additional e-books – always available Disney books and Lonely Planet guidebooks. Medway Library’s share of this additional cost works out to about $130.

-Margaret Perkins




Budget Report

Account Acct # Start Balance Expen. To Date End Balance % Spent
Salaries - Full Time 5110 $82,173.00 $47,741.77 $34,431.23 58.10%
Salaries - Part Time 5111 $70,845.00 $48,025.50 $22,819.50 67.79%
Longevity 5150 $1,350.00 $1,350.00 $0.00 100.00%
Electricity 5211 $19,956.00 $10,101.65 $9,854.35 50.62%
Heating Fuel 5212 $7,900.00 $2,204.93 $5,695.07 27.91%
Trash 5232 $1,717.00 $835.66 $881.34 48.67%
Water & Sewer 5231 $880.00 $128.08 $751.92 14.55%
R & M Miscellaneous 5240 $5,411.00 $7,150.95 ($1,739.95) 132.16%
Telephone 5341 $1,300.00 $651.51 $648.49 50.12%
Supplies 5400 $1,600.00 $1,583.13 $16.87 98.95%
Postage 5343 $264.00 $264.00 $0.00 100.00%
OPS - (Minuteman bill) 5380 $23,222.00 $23,222.00 $0.00 100.00%
Travel 5710
$98.79 ($98.79)

TOTAL - GENERAL FUND
$216,618.00 $143,357.97 $73,260.03 66.18%







TM: Books and Materials 5521 $20,000.00 $12,954.90 $7,045.10 64.77%
TM: Library Initiatives* 5200 $23,150.00 $3,649.02 $19,500.98 15.76%
















Start Balance Expen. To Date Income to Date Account Bal
Memorial Donations 5400 $18,389.74 $9,536.22 $1,553.36 $10,406.88
Tuchinsky Fund Interest
$40,894.62
$168.68 $41,063.30
Tuchinsky Fund Principal
$102,869.11

$102,869.11
Library Restitution Fund 024-610-706-4773 $806.61 $6.95 $959.46 $1,759.12
Copier & Printer Rev. Fund 024-610-722-4840 $3,766.28 $726.00 $865.85 $3,906.13
Meeting Room Rev. Fund 024-610-723-4840 $2,242.20 $496.44 $50.00 $1,795.76
Free Public Library 2017 $9,070.35 $6,984.89 $5,011.53 $7,096.99
TOTAL - OTHER FUNDS
$178,038.91 $17,750.50 $8,608.88 $168,897.29







*Some expenditures currently in Library Intitiatives need to be moved into other accounts.






Annual Town Meeting Warrant Articles

Here is the proposed wording of the two articles. The allowed spending
limit from the meeting room fees has been increased to $1,000.

ARTICLE: To determine whether the Town will vote to re-authorize a
revolving fund for the Medway Public Library as provided for in
M.G.L. Chapter 44, Section 53E-1/2. Said fund to have the following
restrictions:

1. The fund would be used for public printer, copier, and fax machine
expenses.

2. The revenue from the fund would come from public printer, copier,
and fax machine use fees.

3. The Board of Library Trustees would administer the fund and
authorize the expenditure of monies in the fund.

4. The limit on the amount to be expended from the fund would be
$1,000.


Or to act in any manner relating thereto.



BOARD OF LIBRARY TRUSTEES


ARTICLE: To determine whether the Town will vote to re-authorize a
revolving fund for the Medway Public Library as provided for in
M.G.L. Chapter 44, Section 53E-1/2. Said fund to have the following
restrictions:

1. The fund would be used for meeting room maintenance, repairs and
upgrades.

2. The revenue from the fund would come from meeting room use fees.

3. The Board of Library Trustees would administer the fund and
authorize the expenditure of monies in the fund.

4. The limit on the amount to be expended from the fund would be
$1,000.


Or to act in any manner relating thereto.