Minutes of Meeting March 3, 2014

Transcription

1 PEABODY INSTITUTE LIBRARY BOARD OF TRUSTEES Minutes of Meeting March 3, 2014 The meeting was called to order by Board President Tracy Valletti at 7:30pm. President Valletti noted the meeting was being recorded stenographically by Recording Secretary Allison Lytle. As there was a quorum present, the roll call was taken: Present Don McAllister Linda Quigley Wes Merrill Anne Quinn Tracy Valletti Dianne Caputo Stephanie Najjar Paul Misci Jean Ahearn Margaret Tierney Absent Richard Shruhan Martha Cavanaugh Approval of minutes from previous meeting A MOTION was made by Don McAllister to accept the minutes of the February 3, 2014 meeting as presented. The motion was seconded by Linda Quigley. A vote was taken. Receipt of Communications President Valletti stated there was no communication on which to report. Directors Report Staffing: Library Director Martha Holden reported South Branch Librarian Alysa Hayden was doing well in her new position. Ms. Hayden was getting to know staff and patrons and was considering ways to increase the visibility of the South Branch Library in the neighborhood. Director Holden stated Ms. Hayden had been working closely with staff at the Main Library for training and functional coordination purposes. Director Holden reported Mike Ahearn was also doing well as Programming Librarian. Mr. Ahearn was in the process of setting up the Creativity Lab and beginning to 1

2 introduce the space to the public. Director Holden stated Mr. Ahearn was doing remarkably well, especially considering his non-traditional function in the Library and the inaccessibility of the room until only two weeks ago. Director Holden reported she offered the full-time assistant librarian position at the South Branch Library to Betsy Reid, who currently worked part-time as an aide at the Main Children s Room. Director Holden stated she would complete Vacancy Review paperwork for the part-time position as soon as Ms. Reid responded formally. Director Holden reported West Branch Library Aide Kathy Hannigan resigned her position to accept fulltime employment elsewhere. Director Holden stated Ms. Hannigan was an outstanding aide and would be missed by her coworkers and the public. Director Holden stated she expected to offer the hours to a person within the Library, and then apply for Vacancy Review to backfill. Director Holden requested the Board consider changing the title of Senior Adult Services Librarian to Community Relations & Public Programming Coordinator. Director Holden reported that after speaking with Kelley Unger, who was currently in that position, they both felt that the proposed title was more current and better described the services provided by that position. Director Holden reminded the Board that the previous year, they changed the name of the former Young Adult Department to the Teen Department to clarify the Library s target audience. Director Holden reported the Library, with Melissa Robinson as writer, would apply for a Libraries Foster Community Engagement grant administered by the ALA. It was an educational opportunity grant for staff that spanned 18 months of training in libraries engaging community partners. Director Holden reported the application was due March 6 th ; Ms. Robinson was finalizing the application and hoped to send it in by Wednesday. Director Holden reported Mike Ahearn was invited to speak at NOBLE s Tech Expo in June, about the Creativity Lab. Director Holden explained many NOBLE libraries would consider adopting that type of programming to some extent and Peabody hoped to be a model for implementation across the Commonwealth. Director Holden reported on March 26 th, she would sit on a panel to discuss the role of libraries as community and information centers in the event of localized disasters. The PIL served as a shelter-in-place site last summer during a tornado warning, had hosted a relief site at the South Branch Library for two major funerals that impacted the community, and hosted FEMA staff for several months following major floods in Peabody. Director Holden reported Melissa Robinson and Mike Ahearn were interviewed by Simmons graduate student Meagan Schwelan on Monday, February 24 th. Ms. Schwelan was working on a project on makerspaces in Boston area libraries. Director Holden reported Ms. Schwelan would also interview two to three of the Library s patrons about the Creativity Lab. 2

3 Director Holden reported over the weekend, Ms. Robinson was contacted by Klara Charlton, who was also at Simmons, who was taking an Innovation in Public Libraries class at Syracuse. Ms. Charlton needed to interview a Library Innovator and had chosen Ms. Robinson because of her reputation as a creative library trailblazer. Director Holden reported that the previous Thursday, she spoke to the North Shore Technology Council at the Cummings Center. Director Holden stated the Council s professionals were very supportive of the development of STEM education in the region. Director Holden reported she spoke about the Creativity Lab, its appropriateness in a library setting, and the Library s need for support from business and industry. Director Holden stated the next day she planned to send out letters to several of the people she spoke with, and invite them to tour the facility, hopefully opening a conversation on how their business might support the Creativity Lab. Also speaking that evening was Gavin Andrews of the Peabody Essex Museum. The Peabody Essex Museum was opening what they called a Maker Lounge to encourage patrons to be innovative and creating using hands-on projects and activities. Director Holden reported their space was smaller and the focus was different from the Library. Director Holden stated that as the Library planned, the PEM would also start small and introduce activities as demand warranted. Buildings & Grounds: Director Holden reported the construction project was progressing as followed: Windows were complete except for safety bars at floor height windows. Carpeting was complete on 2 nd and 3 rd floors. Lighting was complete. All book shelving had been installed. End panels were being fabricated; the Library expected them within a week. Building Inspector Paul Kolodjiez issued a temporary occupancy permit for the lower level so the Library could open the Creativity Lab. Mr. Kolodjiez also gave the Library permission to start shelving books on the 3 rd floor in the restored area. Staff would have to retrieve materials until final occupancy was granted. Data lines were currently being installed. Painting was complete, and currently being punched. Courtyard work would be done when weather allowed hopefully in late-march. Children s Room vestibule work would be done as soon as the courtyard entrance was accessible. Fin tube radiators would be installed behind the Children s Room desk and in the lower level of Stairway #1 that week. Director Holden was working on building upgrades to the Creativity Lab including exhaust ventilation and soundproofing the recording studio. Director Holden hoped to have both of those done by the end of March. Tour of renovated facilities to follow business meeting of the Board. Events: Director Holden reminded the Board that the Foundation and Trustees would host a window sponsor appreciation event at the Main Library on Friday, March 28 th. The event would feature light hors d oeuvres, beer, wine and soft drinks. Director Holden reported invitations would be mailed by the end of the week. 3

4 Director Holden reported Creativity Lab tours and basic certification sessions started the previous week. The program schedule was currently being developed by Mike Ahearn. Director Holden reported Intro to 3-D Printing classes would begin the next day. Those classes were three-session classes that introduced people to basic software and techniques involved in printing 3-D objects. Director Holden reported both sessions currently planned were full, with enough people on the waiting list to accommodate two more classes. The Library was asking people to keep checking the website and Facebook page for updated programming offerings that would also include sewing, introduction to music recording and software, and basic electronics for children, teens and adults. Budget: Director Holden provided the Board with an updated budget for their information; the Library was currently on target. Director Holden requested the Board s authorization to spend up to $10,000 over the next two years from the Helen M. Sawitsky Trust for the purpose of supporting art, literature and music materials. Director Holden reported the Board had authorized the Library s discretionary expenditure of up to $15,000 at the time of the gift. In 2012 and 2013, the Library authorized expenditures of $14, to that end. The current balance was $51,677. Policies: Director Holden provided the Board with a draft policy revision recommendation for the review of the Policy Review Committee. Director Holden stated the Library proposed specific language outlining policies, as noted. Director Holden asked that the Policy and Procedures Committee review the proposed policy revisions and forward to the Board for their approval in April, if acceptable. Programs: Director Holden provided the Board with information on the March 2014 programming. Trustee Dianne Caputo inquired as to the longevity of the restoration of the Audubon Prints. Director Holden reported the restoration process being undertaken by TK McClintock would ensure that the prints would last at least 100 years without needing further restoration. Also adding to the continued preservation was that the prints were stored at an offsite location in almost complete darkness, which were optimal conditions. Director Holden stated the Library s prints were also responding very well to the treatment per Mr. McClintock. Trustee Anne Quinn inquired as to how the Library s funds, such as the Helen M. Sawitsky Trust, were handled with regards to investment. Director Holden explained the City was responsible for the investment of the funds; which was done very moderately as they were required by law. In response to a question from the Board, Director Holden stated there had been a lot of enthusiasm and interest in the Creativity Lab, however the construction and the loss of elevator access might alter the anticipated foot traffic during the initial months of operation. Director Holden reported they had heard from libraries all over the 4

5 Commonwealth calling to ask about the Lab. Director Holden stated they hoped to be a model for libraries in the future. Director Holden reported the age for the open lab was 16+, therefore once someone was certified on the equipment, they could come to the Library and use it during the Lab s hours of operation. President Valletti inquired as to what type of partnership Director Holden was looking for with the tech companies she spoke with at the North Shore Technology Council. Director Holden stated she was hoping for possible financial support, professional support, and to find people to teach classes in the future. Director Holden stated she would like a machinist to come in and show people what the machines could do, or an engineer who worked with robotics, or a chemist, etc. Director Holden stated she wanted to teach people what they could do with a small program and how to make the tools they had available at the Creativity Lab really work. In response to a question from the Board, Director Holden stated Mike Ahearn s position as 35 hours a week. Director Holden stated the Library staff was supporting the launch of the Creativity Lab in many ways. Director Holden reported Kelly Unger was helping with the publicity, Director Holden was working with various community partners, Melissa Robinson wrote the grant and set up a great business model and both she and Director Holden were speaking at various engagements about the Lab. Director Holden stated that Mr. Ahearn would not be doing all of the programming and would continue to get support from all of the departments in the Library. Mr. Ahearn would be responsible for all of the coordination and oversight and work with the Librarians at all levels so that should they develop a program, the Creativity Lab could be utilized to its full potential for that program. Trustee Quinn inquired as to whether or not the Creativity Lab could become a financially self-sustaining space. Director Holden stated that she didn t want to make the Lab a strictly fee-based service as that would eliminate a lot of the city students who were at the Library after school and who could benefit the most from the space. Director Holden stated that when they did hold classes that used expensive consumables, they could charge a nominal fee to subsidize the expenses. Director Holden stated that she believed the Library would continue to write grants to support the Lab. As there were no additional questions from the Board, a MOTION was made by Don McAllister to accept the report of the Library Director as presented. The motion was seconded by Paul Misci. A vote was taken. Reports of the Committees BUILDINGS & GROUNDS: Committee Chair Wes Merrill stated there was nothing to report in addition to the report provided by the Library Director. 5

6 AUDUBON PRINTS: Committee Chair Don McAllister stated there was nothing new on which to report. LIAISON TO THE PEABODY HISTORICAL SOCIETY: Liaison Stephanie Najjar reported that she attended the Peabody Historical Society meeting the previous month and was happy to meet everyone there. Trustee Najjar reported the Historical Society was excited to have a bridge between the two organizations. Trustee Najjar reported the Historical Society expressed interest in perhaps coordinating some displays in the Library when all of the construction was completed. POLICY & PROCEDURES: Committee Chair Jean Ahearn passed out the Library s current Reasonable Library Behavior Policy and the proposed revised policy for the Board s review. Trustee Ahearn explained the main changes to the policy was the addition of language outlining the responsibility of patrons who bring their pets in the Library, and the language advising that shirts and shoes must be worn in the Library. Director Holden explained it was important to add that language so should they have any patrons with whom they had issues, they would have the policy of the Library clearly outlined and easily referenced. Director Holden stated it was important to have such things in writing to support the Library s position should an issue arise. As the vote on the policy change was not on the agenda for that evening, the Board agreed to review the changes and vote on the policy at the April meeting. PERSONNEL: Committee Chair Margaret Tierney stated there was nothing new on which to report. LIAISON TO THE PEABODY INSTITUTE LIBRARY FOUNDATION: Trustee Stephanie Najjar reported to the Board that she was the new liaison and, as such, had attended the last meeting of the Foundation Board of Directors which was held on January 29 th. Trustee Najjar reported the Board discussed the planning of the next gala celebration which they planned to hold in April 2015; the focus would be the Civil War. Trustee Anne Quinn, who was the President of the Foundation Board, reported she had met the previous week with Library Director Holden to discuss the planning of the Gala. An was sent that day to the initial steering committee for the event with the hopes to plan a steering committee meeting by the end of the month and prior to the next Foundation meeting which was scheduled for April 1 st. Trustee Quinn stated that she and Director Holden discussed directing the funds raised to the continued support of the Creativity Lab as that seemed like a cause in the Library that could inspire support. Trustee Don McAllister reported that he was in the process of developing a list of names of individuals who might be interested in joining the Foundation Board of Directors. Director McAllister explained that the Foundation lost a couple of members in the recent months and they were interested in adding people to the Board that would be committed and could provide skill sets and areas of expertise in which they were lacking. Director McAllister reported he planned to send an to both the Foundation Board and the Board of Trustees seeking suggestions on possible new Directors. 6

7 LIAISON TO THE FRIENDS OF THE PEABODY INSTITUTE LIBRARY: Liaison Dianne Caputo reported the February meeting of the Friends was canceled due to inclement weather. Trustee Caputo reported the Friends had recently given $3,000 to the Library s annual wish drive. A MOTION was made by Don McAllister to accept the reports of the Committees as presented. The motion was seconded by Anne Quinn. A vote was taken. Old Business President Valletti thanked the Trustees for attending the George Peabody wreath-laying ceremony. President Valletti stated there was a good turnout and it was a nice event during which they could recognize former Trustees Nancy Sue Keller and Jerry Bellew. President Valletti stated she would send the docents from the George Peabody House Museum, Sheila and Vera, thank you notes for their help during the event. New Business A MOTION was made by Don McAllister to authorize the expenditure of up to $10,000 over the next two years from the Helen M. Sawitsky Trust for the purpose of supporting art, literature and music materials. The motion was seconded by Jean Ahearn. A vote was taken. President Valletti reported the opening of the Creativity Lab went well with approximately 20 people in attendance. Trustee Najjar inquired as to whether or not Director Holden needed any assistance in planning the cocktail reception for the Window Sponsors. Director Holden stated that she appreciated and offer and would contact the Trustees should she need anything. President Valletti reminded the Board that subsequent to the adjournment of the meeting, Director Holden would be taking all interested Trustees on a tour of the renovated space. As there was no additional business to come before the Board, a MOTION to adjourn was made by Don McAllister. The motion was seconded by Wes Merrill. A vote was taken. The meeting was adjourned at 8:40pm. Submitted by, Allison M. Lytle Recording Secretary 7