BURLINGTON PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES McINTIRE MEETING ROOM TRUSTEES MEETING February 8, 2018 MINUTES

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1 MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: CALL TO ORDER: REVIEW OF : CITIZEN S TIME: FRIENDS: Paula Benard, Jr., Robert Neufeld, Steve Wasserman, Ann Way, Adam Woodbury Geri Degurski Library Director Michael Wick, Recording Clerk Alison Varrell The meeting was called to order at 7:00pm. November 9, 2017 Minutes were reviewed. Motion to accept January 11, 2018 Minutes as amended: Paula Benard None Ann Way reported that the new Board was introduced: Ginna Shahid, President Christine Abramo, Vice President Hiral Ganhdi, Treasurer/Clerk Barb Parmet, Corresponding Secretary Barbara McDonough, Recording Secretary The Board and committee members expressed interest in attending the next Trustee Meeting in March. Current Friends membership is at 153. The January report showed $9, in checking, $10, in savings and $17, in the CD. Ann reported that the Friends will now have some space by the Exit door, between where the sale carts are, for upcoming event notices, information, etc. A cart will also be placed for ongoing donations and right off the rack patron purchases. As the cart fills, it will be taken upstairs for sorting. Ann also reported that May Basket drawings will now be done privately with Friends members in attendance. Paula asked for clarification of privately. Mike interjected that a date for drawings will be determined and the public will be notified. This will eliminate the past practice of a Friends cake and ice cream reception that was offered to those attending the drawing.

2 (Page 2) Another mission of the Friends will be to create more visibility in the community via , newspaper articles, Burlington Patch, BCAT and Wicked Local. Hiral introduced information at the meeting regarding the use of SquareUp.com for receiving membership and book sale payments. The purchase of hardware is minimal ($49) but there is an additional per transaction fee of 2.75%. The Friends will do further review before approving the online payment system. Friends discussion was held about whether it was best for the Friends to purchase their own ipad or for patrons to use their own devices. Book sale captains would need training to use Square Up. Hiral will look into PayPal as an option as well. Mike interjected that paying fines, damages and lost materials will not be done through Square Up. POLICY REVIEW: DIRECTOR S REPORT: Internet Acceptable Use and Meeting Room Policies were reviewed. Discussion was held regarding edits. Motion to accept the Internet Acceptable Use Policy as presented with no additional edits: Paula Benard Second: Adam Woodbury Motion to accept wording changes as amended to the Meeting Room Policy: Adam Woodbury Mike reported the latest warrants to the Trustees. The Board is aware that warrants #T30/18, #T31/18 and #T32/18 were processed from January 9, 2017 February 5, 2018 for standard Library business. He also reported that warrants #T30/18 and #T31/18 were processed for Occupancy from January 9, 2017 February 5, Mike stated that his annual report was submitted to the Town to highlight the Library s successes, etc. Steve remarked that the document could be used at Ways and Means and the Library subcommittee as well. Adam suggested some mechanical edits to the report. According to the Town Clerk, three interested individuals have submitted papers for the open Trustee positions.

3 (Page 3) Marnie Smith (Assistant Director) has been planning an Author Series beginning on April 12, coinciding with Ted Reinstein s visit. The Friends are providing additional funding. Warren Graham will be presenting on real-world library security at the Library on Wednesday, May 2, 2018 for staff development. He is presenting on May 1 in Rockport. Nine other MVLC libraries have committed to sending members of their staff, allowing for a significantly reduced cost to book Mr. Graham with us. Travel costs involved in bringing Warren to Massachusetts will be split with the Rockport Public Library. Cara Enos (Head of Circulation) attended a meeting at MVLC where the mobile circulation module was debuted and information was shared on what hardware was required in order to begin circulating materials outside of the library. Circulation, Reference and Youth Services have also expressed interest in purchasing the hardware in order to circulate materials and register patrons remotely at events like Celebrate Burlington, Farmer s Markets, school functions, etc. Mike requested that in order to make that possible an ipad, 2-D scanner and necessary accessories would need to be purchased to create a mobile Bluetooth circulation package. The mobile circulation center would work in conjunction with a mobile hotspot. He estimates the cost to be somewhere around $1,235. Discussion followed. Motion to approve up to $1,500 from LIGMEG to purchase an ipad, 2-D scanner and necessary accessories to create a mobile Bluetooth circulation package: Paula Benard Second: Adam Woodbury Some of the display furniture has begun to arrive. More is expected in February and March. Most of the old display furniture has been removed. New nesting tables are being used at the 7-Day display and patrons have remarked positively about the change. Also, Mike suggested that the 7- Day collection be expanded to 14-Days along with high-interest items being purchased in multiple copies to keep more current materials on display. Mike requested $2,500 from discretionary accounts to create the expansion. He believes that the changes will increase checkouts and make books more desirable to patrons. Discussion followed.

4 (Page 4) Motion to provide $3,000 from LIGMEG for the purpose of increasing the number of copies of books and materials in the 7-Day collection: Paula Benard Mike suggested some changes that he, Cara, Marnie and Faith would like to see happen with the Audio-Visual shelving. CDs would be condensed to free up space, Indian and Nonfiction DVDs would be put into slimmer cases and could be added back in to the DVD collection and shelved using the roomier CD shelving space. The Graphic Novel collection would go upstairs where Nonfiction has been. Seven additional DVD shelving units matching existing racks would be purchased along with new DVD cases for an approximate total of $2, (shelving/$2, including contract discount; new cases/$350). Discussion followed. Clarification was made that each unit has a pullout drawer for holding DVDs and/or CDs. Motion to spend up to $3,000 for shelving for DVDs and CDs and cases out of LIGMEG funds: Rob Neufeld Second: Paula Benard Mike has been working with Department Heads regarding In-Library Advertising. He would like to set up advertising for Library events and services in specific locations around the building rather than at the front circulation desk. These locations would be the only places where advertising could be placed. This would eliminate taping items to walls, easels, etc. Items would be placed in wall or window-mounted holders. He estimates that the materials cost would be approximately $ for 60 units of varying types of holders: multiple and single sign holders, double sided holders, etc. He feels that the holders would foster more advertising rotation. Discussion followed. Adam suggested that more formal holders could be purchased for rules of meetings in meeting rooms, long-term signs, etc. Mike explained that most of the holders available are made of Lucite unless standard document frames are purchased. Discussion followed. Mike explained that when the time came for painting, the Lucite holders would have to come down. He will speak to Rich Reid about patching and painting when that bridge is crossed. Mike explained that, in addition, the cost of poster holders is approximately $25 per poster. These would be used for Database of the Month, May Baskets, etc. A suggestion was made that if the posters are reusable, that (Page 5)

5 perhaps storage tubes might be needed for posters not currently in circulation. Mike thanked the Trustees and took it under advisement. Motion to spend up to $2,000 for signage holders and materials out of LIGMEG funds: Adam Woodbury Second: Paula Benard National Library Week is April 8-14, Mike asked the Trustees if the Trustees would consider an amnesty week for fines (not lost or damaged items). This has been past practice for the Library. Motion to approve Fine Amnesty week during April 8-14, 2018 in honor of National Library Week: Adam Woodbury Second: Ann Way The young Adult Librarian would like to hold an after-hours Teen Lock-In event on Friday, July 27 from 6-9pm. As always, there will be two staff members working that evening. The last Teen Lock-In was December 8, 2017 and was very successful thirteen teens attended. Mike requested that the Trustees allow this program to be scheduled. Motion to allow the Young Adult Librarian to host a Teen Lock-In on July 27, 2018: Paula Benard Mike reported that a leaking pipe was located in the janitor s closet this month. The walls sustained some water damage; sections of the walls in the closet and likewise, the boys restroom, were replaced and repaired. Additionally, the mop sink was improved with a backsplash so water damage will not occur from daily use of the sink. Mike and Marnie met with the Burlington Beautification Committee on January 19. Discussion was held regarding removing the boxwoods and improving the plantings around the building s façade. Members of the Garden Club will speak with individuals who have previously done plantings at the high school s entrance before discussions continue. The Bhattacharya family expressed interest in donating up to $1,000 for the bench footings at the Library entrance and installing the bench from Mary (Page 6)

6 Cummings Park. Paula requested an telling her when the bench can be removed so that she has a written confirmation to do so. On January 12, the Library received a $100 donation from the Hewlett Packard Retired Employees of Massachusetts as a thank you for the meeting space they use in the Library. Mike shared an address with the Chair for sending a thank you. NEW BUSINESS: OLD BUSINESS: LIBRARY DIRECTOR REVIEW: Motion to accept the $100 donation from Hewlett Packard Retired Employees of Massachusetts: Adam Woodbury None None Mike left the meeting room to allow the Trustees to confer. Steve stated that this constitutes Mike s six-month mandatory review. The Town has changed its policy regarding reviews and therefore a written review is no longer required. It is up to the Trustees to decide now that Mike s probationary period is expiring. Rob asked if any complaints had come in regarding Mike s performance. Paula replied that there were none that she knew of. She suggested that Mike s notes to the Trustees could be less detailed perhaps just stick to the headlines on his reports. Rob commented that he liked Mike s eagerness. Steve stated that Mike is really trying and is doing really well. Steve has talked to the staff and he is being well received overall. He noted that Mike calls him about things he is unclear about and asks questions. He is not afraid to ask for help and make changes. The changes he has made appear to be working. Adam commented that the changes are also fostering and empowering other staff members to make changes too. Steve stated that he will call Human Resources to see if there s anything else the Trustees need to do. Mike was invited back into the meeting room. Steve recapped the discussion among the Trustees. He relayed to Mike that overall the Trustees are very happy with his progress so far. Paula (Page 7)

7 suggested to Mike that his reports should contain more headlines than details and the Board will ask questions if they need more information. It will make meetings go a little more fluidly. Steve interjected that the reports be short and sweet. Adam stated that he likes getting the heads-up of what the Director is looking for because it lets him know what to expect and what s coming up for the future. Lastly, Mike reminded the Trustees that the presentation to Ways and Means will be March 7 and that the date is still to be determined for when the Trustee Budget Liaisons and Mike present to the subcommittee. It will possibly be the week of February 26. Adam asked if he should to meet with Mike and Tery Young as one of the Technology Liaisons to talk about Technology needs. Adam suggested doing some strategic planning. Discussion followed. ADJOURNMENT: Motion to adjourn: Rob Neufeld Second: Paula Benard The meeting was adjourned at 8:47pm.