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HomeMy WebLinkAbout1990-06-18 Board of Library Trustees MinutesBoard of Library Trustees Minutes of Meeting - June 18, 1990 Conference Room - Reading Public Library - 6:00 p.m. ,Present: Dr. Christine Redford, chair; Mrs. Carol.. Beckwith; Mr. William Diamond; Mr. Robert Fields; Mrs. Elia Marnik. Absent: Ms. Cherrie Dubois. Dr. Redford called the meeting to order at 6:10 p.m. Minutes: Mrs. Marnik moved that the minutes of May 21 be approved. The motion passed. Financial report: Remaining FY90 personnel funds are being used by library pages for special projects, because their hours will be cut as of July 1. Statistical report: Circulation for this fiscal year so far is 6700 over last year. Circulation will probably not break the 300,000 mark this year. Director's report: Two Elmer Rising prints of Maine scenes have been bought in memory of Muf Shaw. A reception will be held for memorial fund donors and Mrs. Shaw's husband when the prints are hung in the Music Room. The meeting room will be recarpeted on June 19. The main floor will be recarpeted on June 22 and 23. The library will strive to maintain as much of the regular library operations as possible on those two days. Funds for the carpet come from the insurance from 1988 flood damage. Mr. Diamond and Mr. Fields asked the Director to make sure that the floor which was warped is repaired before the carpet is laid. The Garden Club's landscaping has been done; the library is being spruced up all around. Unfinished business: 1) The Board approved the letter to the Board of ,---,.,Selectmen concerning reclassification as drafted by Mrs. Beckwith. The letter will be sent immediately. 2) Ms. Flannery reported to the Board on the piano policy. A few months ago, the Board gave the Director provisional permission to authorize use of the piano, rather than the Board. Since that time there have been no requests to use the piano. The Board agreed that the current procedure should continue for another year and be re-evaluted next June. New business: 1) Concerning the library calendar for next fiscal year, the Director suggested that the library be closed all day on Monday, December 24, but that it not be a paid day off. Mr. Diamond moved that the library close for the brief three-hour period that it would otherwise be open between Sunday and Christmas Day. The motion passed. It was noted that this situation arises only once every several years. 2) Ms. Flannery recommended that the delinquency threshold be changed from three overdue items to one overdue item. The number of items currently overdue is not huge, but is more than the library can absorb given the twenty-one per cent cut in FY91's materials budget. Reducing the delinquency threshold will enable the library to reduce losses without incurring additional costs. Mr. Fields recommended that a limit be placed on the number of seven-day books that may be taken out at one time. Ms. Flannery will consult with the circulation staff to see if the current lack of restriction causes a problem. She will report back to the Board at its next meeting. Mrs. Marnik moved that the delinquency threshold be reduced from three overdue books to one overdue book. °The motion passed. 1 S.. 3) A draft of a contract between NOBLE and its member libraries was presented for comments. Mr. Diamond suggested that some open areas be clarified, particularly concerning penalties to member libraries. Ms. Flannery noted that the contract's purpose is to make explicit what each library is supposed to get back from NOBLE, and what each library s responsiblity is to NOBLE. There is no written agreement at this time. The Board questioned whether the Trustees would have the authority to sign such a contract. At this point NOBLE is looking for comments only; when approval or signature is required the Director will consult with the Town Manager. 4) The library has two magazine indexes in CD-ROM format in the reference room. The more expensive index will be dropped and the other, currently on trial, will be picked up, for a savings of one thousand dollars. Since the library's experience shows that CD-ROM equipment is reliable, the Director recommended that the library own the equipment, rather than pay for leasing. BiblioFile, Technical Service's cataloging source, is offering a special three-year rate along with a free microcomputer and CD-ROM drive. The Director suggested that unrestricted trust funds be used to take advantage of this special offer. The amount normally paid to BiblioFile for an annual subscription would then be used to supplement the book budget. Mr. Diamond moved that trust funds be utilized for this purpose. He noted that the Board has been very restrained in using trust funds. The motion passed. 5) Ms. Flannery reported that response to the gift brochure has been very good. The meeting adjourned at 6:50 p.m. Respectfully submitted, Diane J. (Yurn~ Assistant Director 2 Board of Library Trustees Minutes of Meeting - June 18, 1990 Conference Room - Reading Public Library - 6:00 p.m. Present: Dr. Christine Redford, chair; Mrs. Carol Beckwith; Mr. William Diamond; Mr. Robert Fields; Mrs. Elia Marnik. Absent: Ms. Cherrie Dubois. Dr. Redford called the meeting to order at 6:10 p.m. Minutes: Mrs. Marnik moved that the minutes of may 21 be approved. The motion passed. Financial report: Remaining FY90 personnel funds are being used by library pages for special projects, because their hours will be cut as of July 1. Statistical report: Circulation for this fiscal year so far is 6700 over last year. Circulation will probably not break the 300,000 mark this year. Director's report: Two Elmer Rising prints of Maine scenes have been bought in memory of Muf Shaw. A reception will be held for memorial fund donors and Mrs. Shaw's husband when the prints are hung in the Music Room. The meeting room will be recarpeted on June 19. The main floor will be recarpeted on June 22 and 23. The library will strive to maintain as much of the regular library operations as possible on those two days. Funds for the carpet come from the insurance from 1988 flood damage. Mr. Diamond and Mr. Fields asked the Director to make sure that the floor which was warped is repaired before the carpet is laid. The Garden Club's landscaping has been done; the library is being spruced up all around. Unfinished business: 1) The Board approved the letter to the Board of Selectmen concerning reclassification as drafted by Mrs. Beckwith. The letter will be sent immediately. 2) Ms. Flannery reported to the Board on the piano policy. A few months ago, the Board gave the Director provisional permission to authorize use of the piano, rather than the Board. Since that time there have been no requests to use the piano. The Board agreed that the current procedure should continue for another year and be re-evaluted next June. New business: 1) Concerning the library calendar for next fiscal year, the Director suggested that the library be closed all day on Monday, December 24, but that it not be a paid day off. Mr. Diamond moved that the library close for the brief three-hour period that it would otherwise be open between Sunday and Christmas Day. The motion passed. It was noted that this situation arises only once every several years. 2) Ms. Flannery recommended that the delinquency threshold be changed from three overdue items to one overdue item. The number of items currently overdue is not huge, but is more than the library can absorb given the twenty-one per cent cut in FY91's materials budget. Reducing the delinquency threshold will enable the library to reduce losses without incurring additional costs. Mr. Fields recommended that a limit be placed on the number of seven-day books that may be taken out at one time. Ms. Flannery will consult with the circulation staff to see if the current lack of restriction causes a problem. She will report back to the Board at its next meeting. Mrs. Marnik moved that the delinquency threshold be reduced from three overdue books to one overdue book. The motion passed. 1 3) A draft of a contract between NOBLE and its member libraries was presented for comments. Mr. Diamond suggested that some open areas be clarified, particularly concerning penalties to member libraries. Ms. Flannery noted that the contract's purpose is to make explicit what each library is supposed to get back from NOBLE, and what each library's responsiblity is to NOBLE. There is no written agreement at this time. The Board questioned whether the Trustees would have the authority to sign such a contract. At this point NOBLE is looking for comments only; when approval or signature is required the Director will consult with the Town Manager. 4) The library has two magazine indexes in CD-ROM format in the reference room. The more expensive index will be dropped and the other, currently on trial, will be picked up, for a savings of one thousand dollars. Since the library's experience shows that CD-ROM equipment is reliable, the Director recommended that the library own the equipment, rather than pay for leasing. BiblioFile, Technical Service's cataloging source, is offering a special three-year rate along with a free microcomputer and CD-ROM drive. The Director suggested that unrestricted trust funds be used to take advantage of this special offer. The amount normally paid to BiblioFile for an annual subscription would then be used to supplement the book budget. Mr. Diamond moved that trust funds be utilized for this purpose. He noted that the Board has been very restrained in using trust funds. The motion passed. 5) Ms. Flannery reported that response to the gift brochure has been very good. The meeting adjourned at 6:50 p.m. Respectfully submitted, ,--V(I/Y\SL Diane J. un Assistant Director 2 Meeting of the Board of Library Trustegt!f li-, IVF June 18, 1990 I`i`~~r'Rt r,' c r 6 . 00 p . m . Rf AGENDA JUN 3 4 4 Call to Order Approval of Minutes Financial Report Statistical Report Director's Report Communications Unfinished Business Piano permission procedure reviewed New Business Next year's calendar Change in delinquency policy NOBLE's membership agreement (draft) Bibliofile three-year special rate