Minutes of Meeting November 2, 2015 Present Approval of the

PEABODY INSTITUTE LIBRARY
BOARD OF TRUSTEES
Minutes of Meeting
November 2, 2015
The meeting was called to order by President Tracey 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
Absent
Tracey Valletti
Anne Quinn
Don McAllister
Stephanie Najjar
Dianne Caputo
Wes Merrill
Richard Shruhan
Jean Ahearn
Margaret Tierney
Linda Quigley
Paul Misci
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Approval of the minutes from the previous meeting
A MOTION was made by Don McAllister to approve the minutes of the October 5, 2015,
meeting as presented. The motion was seconded by Wes Merrill. A vote was taken.
All in Favor: Yes. Any Opposed: No. The motion was unanimously approved.
Receipt of Communications
President Valletti stated there was no communication on which to report.
Report of the Library Director
Staffing: Library Director Martha Holden reported the following • Brenda Bua joined the staff as an aide in the Children's Room on Tuesday,
October 20th.
• Cate Merlin would present at the Mass Stem Summit on November 1oth in
Worcester. Ms. Merlin would be on a panel discussion of STEM education in
libraries. Ms. Merlin would also present on the MLA Conference in May in
Hyannis where she would participate in a panel discussion of the Library's
Summer Foods program.
• Mike Ahearn would represent the PILat a Mini Maker Fair hosted by Barnes &
Noble that weekend. Director Holden hoped Mr. Ahearn would network with
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•
others in the field and advertise library services to people who might be
interested in Creativity Lab programming.
There were currently two staff on extended leave - Maryanne Sirois from the
Children's Room who was on indefinite medical leave, and Sr. West Branch
Librarian Melissa Rauseo who was expecting twins any day.
Grants: Director Holden reported the Peabody Institute Library was pleased to
announce the launch of its TeenGraphix teen graphic & media design series,
generously funded by the Best Buy Foundation, in partnership with the Library's
Creativity Lab community makerspace. Director Holden explained that from January
through June of 2016, teens in grades 6-12 would learn the basics of Adobe Photoshop,
Illustrator and In Design computer programs from local graphic artist Tim Spruill.
Director Holden reported each computer program would be taught over the course of
four classes, and a final five week session would allow teens who had participated in
the first three classes to collaborate on final media design projects using that advanced
design software. Final media projects would be presented to the community at a library
reception and at the spring Peabody Veterans Memorial High School art show. Director
Holden stated the grant amount of $8,435 would fund Mr. Spruill's instruction stipend,
ten digital cameras, four digital drawing tablets and five Adobe Creative Cloud software
licenses.
Budget: Director Holden distributed the operating budget status for the Board's review.
Director Holden stated that as noted, the Library would once again have trouble with
utilities, specifically electricity and natural gas. As the Library moved into winter
months, Director Holden would provide the Board with regular updates and concerns.
Next year, she planned to ask for an increase for those lines based on usage figures
from that year and last. Director Holden stated that at that point she was not overly
concerned with any other line items.
In response to a question from the Board, Director Holden stated they did ask for an
increase in the budget for those line items; however they did not get as much funding as
they thought they needed. Director Holden stated it was also hard to estimate how
much of an increase they would need as they were under construction with the system
half done during the budget request. Director Holden stated they really needed to get a
couple of years' worth of data gathered on the usage of the new HVAC system to gauge
what they would need to budget for these line items in the future.
Programs: Director Holden reported the Winter 2016 program brochure was created
and was on order. The Library was wrapping up their fall season of programming.
Director Holden provided the Board with a promotional recap of the Unmask! teen
program that was hosted at the Library. Director Holden explained Unmask! was a
comprehensive program involving training teens on a broad array of resources available
in the Creativity Lab. Director Holden stated planned to send the brochure to the
funding source to show how their money was spent, and she also hoped to use that
brochure for grant proposals and for reporting to Creativity Lab funders in the future.
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Director Holden stated she thought it was a good illustration of the good that could be
accomplished with the tools that existed in the Library.
Buildings & Grounds: Director Holden reported she was currently working on • West Branch Library PTAC repair estimates.
• Uncontrolled temperature spikes in the building.
• Installation of changing stations for the branches (units had been delivered).
• Overseeing BMS seasonal preventative maintenance.
• Negotiating an elevator maintenance contract.
• Minor plumbing issues at the Main Library and West Branch Library.
• Trying to complete closeout issues and transitioning building authority from the
Project Clerk of the Works to the City's Facilities Manager.
Planning: Director Holden reported the Library's 2017 Annual planning update was due
to the Massachusetts Board of Library Commissioners by December. That document
was created by Director Holden and senior staff and provided a general planning outline
to guide programs and activities for FY17, and served as a basis for grant writing for
specific programs.
Director Holden stated that although they had identified their action statements, the
formal document was not yet compiled; she hoped to have it completed by the end of
the week. Director Holden reported that through the President of the Board, she would
send it by email for their approval, and ask for President Valletti's signature. She would
ask for a ratification in December, at which time she would also have a completed
annual report for the Board.
Next Meeting: Director Holden stated she would make arrangements for the December
meeting at the location preferred by the Board.
Other. Director Holden reported the Library would be hosting Green Peabody's "Drawn
to Peabody" event weekend of November 7th in the Sutton Room.
Director Holden stated she would like to request the authorization to spend up to $750
for meals only at the staff holiday party. Director Holden stated she expected the total
to be significantly lower.
As there were no additional questions from the Board, a MOTION was made by Don
McAllister to accept the Director's Report as presented. The motion was seconded by
Rich Shruhan. A vote was taken.
All in Favor: Yes. Any Opposed: No. The motion was unanimously approved.
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.
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AUDUBON PRINTS:
Committee Chair Don McAllister stated there was no new report from
the Committee.
PERSONNEL: Committee Chair Margaret Tierney stated there was nothing new to report
iri addition to the report provided by the Library Director.
PoLICIES AND PROCEDURES:
Committee Chair Jean Ahearn stated there was no new
report from the Committee.
Liaison
Stephanie Najjar reported the Foundation held its annual meeting on October 13th
where they welcomed new Foundation Director Anne Marie Burns. At that meeting, the
Directors recapped Starry, Starry Night which was a success, raising approximately
$4,200; which was more than in previous years. Trustee Najjar reported they had
already spoken with the Peabody Historical Society who had once again graciously
allowed them to use the Smith Barn for the next Starry, Starry Night which they
scheduled for Wednesday, October 5, 2016. Director Holden reported the date was
already on the Chamber of Commerce's calendar and the PMLP historical calendar for
2016. Trustee Nanar reported Director Burns would be compiling a spreadsheet of
expenses and income for the fund raiser so they had that information more easily
accessible and they could see exactly where their profits and losses were on the event.
LIAISON TO THE PEABODY INSTITUTE LIBRARY FOUNDATION BOARD OF DIRECTORS:
In response to a question from the Board, Director Holden reported the raffle bags were
a big success; they had 40, $10 bags each containing at least $10 worth of gift
certificates and raffle tickets for those bags sold quickly. People really seemed to enjoy
that new raffle item.
Trustee Najjar reported Library Director Holden sent out the window sponsorship letters
a couple of weeks ago and to date had received four confirmations.
The next meeting of the Foundation would be January 12th_
Liaison Dianne Caputo
stated the last meeting of the Friends was held on October 14th_ The following was
reported:
• Any elections were postponed until February.
• Their current balance was $2,656.
• The membership drive just started; the last meeting they stuffed envelopes to be
sent out for the drive.
• The Friends discussed participating in Peabody's upcoming parade with the
Library and providing some funding for the float; the Friends were open to the
idea.
• Poinsettia sale would be starting soon.
• Next meeting was on November 4th.
LIAISON TO THE FRIENDS OF THE PEABODY INSTITUTE LIBRARY:
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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.
All in Favor: Yes. Any Opposed: No. The motion was unanimously approved.
Old Business
President Valletti stated there was no old business on which to report.
New Business
A MOTION was made by Don McAllister authorizing Library Director Martha Holden to
expend up to $750 for the staff holiday party. The motion was seconded by Margaret
Tierney. A vote was taken:
All in Favor: Yes. Any Opposed: No. The motion was unanimously approved.
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 Anne Quinn. A vote was
taken.
All in Favor: Yes. Any Opposed: No. The motion was unanimously approved.
The meeting was adjourned at 8:15pm.
Submitted by,
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Allison M. Lytle
Recording Secretary
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