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HomeMy WebLinkAbout2004-05-17 Board of Library Trustees MinutesBoard of Library Trustees Minutes of Meeting -May 17, 2004 Present: Vicki Yablonsky, Chair; Bill Anthony; Suzy Axelson; Steve Conner; Karyn Storti; Kimberly Lynn, Director; Elizabeth Dickinson, Assistant Director; Michelle Filleul, Head of Circulation Services. Also attending: Marsie West, FinCom Liaison. Ms. Yablonsky called the meeting to order at 7:00 p.m. Minutes of the April 12th meeting were approved. Ms. Dickinson expressed thanks to Suzy Axelson who took the April minutes in her absence. Financial Report: All accounts are on track as we head toward the end of the fiscal year. Statistical Report A drop in children's circulation was noted. It was suggested that the decrease in circulation miit be dne to a Po U particularly quiet period during April vacation. Ms. Lynn also reported on the Division Heads' trip to Acton. Acton was chosen because it is a very busy library, and is demographically similar to Reading. Marcia Rich, Director of the Acton Memorial Library, was very gracious in sharing information and gave the Reading group a very comprehensive tour. The group agreed that Acton is doing many things right, but is not doing more than Reading. The main reason for the high circulation in Acton appears to be a very high level of non-resident borrowing. Presentation by Head of Circulation: Michelle Filleul Michelle described the makeup and workload of the circulation department. She supervises fourteen people, all of whom work part-time. Staff handle approximately 1500 to 3000 items per day. In addition to dealing with the heavy circulation workload, staff also answer the phones, supervise the museum pass program, and book the meeting room. Circulation staff must also be very aware and sensitive to privacy issues. The Board asked a number of questions and also made some suggestions, such as: • Instituting a phone answering system which would automatically provide hours and directions • Putting bins or book trucks at the end of each row of book shelves, with a sign indicating "please do not reshelve books." Following her presentation, Michelle led board members on a tour of the circulation area. Tour of Building: John Davis Calendar The Board reviewed the calendar of upcoming meetings that was distributed by Ms. Lynn. The meeting scheduled for July 19 may need to be changed as several members of the Board are planning to be away at that time. Trustee Items Mr. Conner will be working with Esmd Green on revising the Library's collection development policy. This project partially fulfills the requirements of a course he is taking in the Library Science program at Simmons College. The meeting was adjourned at a few minutes past 9:00 p.m. The next meeting will be held on Monday, June 21. Respectfully submitted, Elizabeth Dickinson Assistant Director i Custodian John Davis met the Board members in the Circulation area and continued their tour of the building, concentrating on areas in need of repair. These include: • Replacement of worn furnishings • Interior and exterior painting • Replacement of the carpet in the basement, children's room, and meeting room • Replacement of the carpet on the stairways • Reglazing of windows Director's Report • We have instituted a pilot program that will enable us to have a librarian on the lower level (in the media area) weekdays from 3:00-5:00 p.m. A temporary desk, laptop, and cordless phone will be set up. • Allison DaSilva has been honored by receiving the Massachusetts Library Association's award for "Outstanding Advocacy for Paralibrarians." Allison earned this recognition for her exceptional work in rejuvenating the paraprofessional section of the Massachusetts Library Association. Suzy Axelson volunteered to send Allison a note of congratulations on behalf of the Board of Trustees. • Ms. Lynn announced that she has been asked to chair the MLA's Intellectual Freedom Committee. • Ms. Lynn reported on a phone call she received from an investigator working on a cyberstalking case. • Ms. Lynn reported on the success of the Volunteer Appreciation Reception. This event was planned by technical secretary, Nancy Smethurst, who did an outstanding job. There was also a brief report on the sure of the Friends Annual Tour of Reading Homes. Over 350 tickets were sold for this year's event. Upcoming Events The following dates for upcoming events were noted. Town Day: Saturday May 22 Friends of the Library Annual Meeting: Monday June 7 Start of Summer Reading Programs: Monday June 21 Barry & Elliot (Foundation Program): Thursday September 9 Review Notary Policy Ms. Lynn presented a draft Notary Policy that she had prepared with assistance from Esme Green and the town notaries. This policy would govern notary assistance provided by town employees at Town Hall as well as at the Library. In order to be consistent with procedure at Town Hall, the policy states that a fee of $2.00 will be charged for each notarial act. Since notary service is not a basic library service, the trustees agreed that a charge was acceptable. A motion was made by Suzy Axelson to accept the draft policy. This was seconded by Bill Anthony`'-,. E and was voted unanimously.