Thomas Crane Public Library Board of Trustees Meeting - 2.8.2024
A Quincy Votes! member attended the recent Library Board meeting. While care has been taken in their creation, these notes are not official meeting minutes and may contain errors or omissions.
Director's Report (Sara Slymon)
Library of Things: Several Trustees attended, very pleased with public turnout. Extremely successful. Have had many items checked out; people love it. Was featured in Patriot Ledger and Channel 7. Visit the Library of Things here.
Met with Police Chief Kennedy. Wants to build relationships with other department heads and also discuss some security concerns. One item discussed was the need for upgraded camera system for the library. Many camera's don't work or have limited or poor functionality. The Library and the Police department will work together to see what can be done and how it might be paid for (estimated cost is $500,000).
Director Drop In: for staff, director goes to a room, and staff can come and chat. Positive feedback from staff. Director was a little surprised given the open door policy she has, and that she is often on the floor, that the "drop in" was so positively received. Maybe staff considered it more informal than coming to her office. Will continue the practice.
Facilities:
North Quincy:
Improvements to the "parklet" out front. $50,000 earmarked. Hoping for a rubber floor and a piece of park equipment for little ones. Goal is to create a space little ones can burn off some energy.
Looking also to do a little landscaping out back.
Also out back, thinking of adding signage saying it’s OK to use the parking lot (for visiting NQ businesses, etc.) when the library is closed.
Finally: Putting in two offices in the basement for staff. Want to add more Full time staff to that branch. It is one of the busiest branches in the State! Given it staffed by two full time people means it is severely understaffed. One position has been posted. Director has reached out to see if any volunteers want to be stationed there. Goal is to have 4 full time people there assigned.
Wollaston: Building department will do some limited work on the basement. It will take up the asbestos tile floor, rip out the non-functional bathroom, and build a small office and a new bathroom for staff use. Half the basement will be turned into a storage closet. Will build a subfloor to help protect equipment from flooding. Asked, why is there so much water in the basement? One reason might be the building lacks gutters and water is pouring through the foundation. (Gutters were covered up 20+ years ago in a previous "upgrade" attempt.) Building department is looking into this.
Social Media Engagement: "Fabio" (a six foot cutout of the man) is "working" as February intern at the library. This has resulted in an increase of engagement on Social Media. He is being moved around the library and is often stationed near a display of romance books, and is available for selfies.
Quincy 400 planning: Sara attended a meeting where various plans/events were discussed. She would like to see the Library involved as a host of the gala. That idea needs to be pitched to the 400 committee. The library will be open for special events (like a first night). There are meetings with the City Historian and the Library's Collections director. Would like to see signage about the library (the grounds designed by Olmstead, the building designed by Richardson, the WPA project that resulted in the Colletti addition, etc.). Plans to have the mural restored and displayed for the 400 year celebration, library will host scavenger hunts, and tours with docents.
Budget Proposal: Sara has submitted a budget that is asking for more staff. Dollar total is $320,000 higher than current budget. Considers the Library woefully understaffed given the usage and programming. Some proposed changes: want staffing for teen room extended; teens are staying longer (6:00 to 7:00 pm) in the new room. (Aside comment, that the teens are wonderful, and appreciate and use their dedicated room heavily).
IT Budget: The Library never had an IT budget line. So any networking, PC, or tech upgrades had no allocated funding. Requested $50,000 for this. The City's IT department doesn't support the Library IT needs, and the City never allocated money to the Library for IT purposes. This will set up a dedicated budget line for technology. A plan was put together (and provided to City Hall) showing what the library would spend the money on in a three year cycle.
Strategic Planning: Underway. There is a team. The Board will need to participate in a focus group. There will be a five year plan, with annual action items. That allows the Library to pivot and address "unexpected" events. (This process worked well for Sara when she in Brookline and COVID hit). There will be public focus groups, and surveys. (Thinking about maybe a survey in the SUN or how to get a survey of "non-users" of the library. (Maybe (if Staff agrees) sending staff out with an iPAD to ask questions of people who don't use the library.) The Friends will also be included in the focus groups.
Makerspace: will be launching in spring. There will be a big splash for the launch. They are spending all the earmark that Senator Kennan secured.
Reference Staffing: Margaret was promoted, which let other changes. Two part time positions were combined to a FT position, and an internal candidate was hired into it.
Treasurers Report
Two reimbursement checks given out
Have received five donations, one was $2,500 that is unrestricted.
Now getting interest from Citizen's Bank.
Friends Report
Quick summary from Library Director (Sara Slymon)
Book store has doubled income since it moved to the Library.
Will close on Tuesday.
Thursday and Saturday are still busiest days.
Will try to launch some merchandize through them (umbrella's, totes,)
Still support us robustly with programming
From Board Chairman - Corrine Mitchell
Some founders of bookstore have passed away
Thinking about something to do in their memory
She will be attending the next Friends meeting
Foundation Report:
There will not be any activity until April/May
Looking to recruit people who have experience with foundations
This is a long term item, trying to find people w/ experience and willingness to do the work.
Old Business:
Evaluation of Director: will need to set up a committee. Need it done by end of fiscal year (June 2024).
Budget: need to have a budget by end of year.
Want to have bylaw revisions ready to vote by April. Trustees who have additions or changes to the bylaws, send them to Corrine, so they can be reviewed and discussed prior to the vote.
Elections: Director: reminded Mayor we need another trustee. The question is "is a slate acceptable". (This means take one vote for all positions; not voting for each position separately). Agreed. All voted to retain all potions as currently organized. (Corrine Mitchell is Chair of the Board, Peter Tam is Secretary of the Board, Arthur Foley is Treasurer of the Board.)
New Business
Two policies provided.
Loosen policy for teenagers to get library cards. Director: aside: we have the nicest teens here. Very few problems. Aside: going to all middle schools but one (where the principal insists that in addition to being CORI, you must be fingerprinted and fingerprints are sent to FBI). Staff are currently CORI'd, the staff are never in a classroom alone with the children. Staff object to being fingerprinted. Doing regular visits elsewhere. Director has called the administration, but never got a call back. Another aside: Library staff having issues with connecting with High School librarians. Want to connect, but they are probably just overwhelmed. Suggested contacting Tina Cahill and Courtney Perdious both on School Committee for both these issues.
Photography Guidelines: (People ask to take pictures, politicians, weddings, etc.) wrote up the guidelines for consistency. Prior policy: only when the Library is closed, and you must pay the custodian fee. Started having conversations with Buildings Dept. about possibility of renting the space (very early in discussions).
If any Board Member wants support on items such as the meeting room use policy and collection development policy, the Mass Librarian Committee is a good resource. There is a paid professional at the state level whose whole job is to advise trustees on director evaluations, and all other policies. Sara will provide the contact information if needed, but it is on the web.