Minutes of the Bedford Public Library Trustees

June 8, 2004

Middlesex Community College

Bedford, Massachusetts

Rosemary Dyer, Chairperson, called the meeting to order at 5:15 P.M.  Those present were Trustees Doris Crowell, Robert Dorer, Rosemary Dyer, Donna Hoffman, Lynn O’Connor, Michelle Ross, Director Meredith McCulloch and Assistant Director Vanessa Abraham. 

VOTED (Unanimously): to accept the Minutes of the May 11, 2004 meeting.

Meredith McCulloch reviewed the highlights of the Director’s Report and added that the air handler unit needed to be replaced at an estimated cost of $6,000.

VOTED (Unanimously): to accept the Director’s Report.

VOTED (Unanimously): to investigate the balance in the electrical budget and to alert the Finance Committee of the decision to use the funds to replace or repair the faulty air handler unit.

VOTED (Unanimously): to elect Donna Hoffman as Secretary.

VOTED (Unanimously):  to elect Robert Dorer, Michelle Ross, and Peter Russo as Corporation Members.

There was discussion about the purpose of Corporation funds which are generally used to enhance the library rather than operate the library.  Donna urged the Corporation Members to establish written goals and objectives for the investment of Corporation funds in the context of municipal restrictions, following discussion with the Town Treasurer.

VOTED (Unanimously): to approve step raises and new hires as recommended.

There was comprehensive discussion about the long range plan.  The Trustees agreed to follow Lynn O’Connor’s suggestion that we review elements of survey results, identify issues, consider the big picture and develop appropriate goals and objectives. 

The Trustees reviewed highlights and key points of the survey results.

Issues

The Library as an “Idea Center”

Increasing Asian population

Technology

Remote access

Shared resources

School terminals

Parking

Seniors – visually impaired

Circulation staff: over-worked

Reconsider advancements in barcoding

Opportunities for regular feedback from volunteers 

Bedford Local Transit bus

Limit collection; maintain/revise/reallocation within limits.

Mentoring: students reading to visually impaired

Advertise to churches and ministers regarding services; refer to Perkins School library for Braille editions.

Technology:      Stabilizing for library processes.

Replacing current technical staff would be a problem.

Town has two IT specialists.

Minuteman Network has good support.

Collection:        Weed every three years.

Interconnection with community:

                        Current efforts include summer reading and special projects with schools,

                        homework alerts and Teachers’ Tool Kit.

Consider additional collaborations with Family Services, COA; add a library component for Garden Club and other local groups.

Long Range Plan Elements

Focus on volunteer appreciation.

Reallocate staff resources

Focus on regular culling and replacement of the collection

NB:  30% of survey respondents noted increased usage.

Consider impact of economic environment:

            Job search

            Borrowing versus buying

            Computer resources

            Do-It-Yourself:

                        Travel planning

                        Financial Planning

                        Tax information

                        Increased adult education

Community

            Liaison with community groups

            Increase reading component of other town groups

            Develop relationships such as Bedford Chorale Society and Rotary

Mission Statement

Revise: Donna will draft a statement for circulation to the Trustees which will include the elements of community service, welcoming place, and reading.

Context/Challenges

Managing growth

Budget:             Level funded or less

Staffing:            Demands in circulation

                        Professional staff – adult librarian

                        Opportunities for efficiency

Building:           Physical space

                        Weed collection every three years

Technology       Network

Listening center

Wireless access

Economic Environment

                        Job-hunting

                        Learning

                        Usage – borrowing versus buying books

Improve network for expanded collection; additional collaboration with other libraries.

Community

                        Physical building

                        On-site usage

                        Linkage with schools

                        Elder center

                        Updating collection

Goals and Objectives for 2005 through 2008 or 2010

How to balance print and electronic materials.

Continue active involvement in Minuteman Library and coordinate purchases for volume economy and resource sharing.

The Trustees reviewed and amended the goals contained in the draft Action Plan for FY05 and added the following goals:

New goals: Investigate and implement appropriate new technology which enhances library services to the community.

Sub-goal under 4-B: Encourage patrons to ask for help.

New goal: Maintain a well-trained staff

Sub-goal under new goal: Provide a stimulating and supportive work environment

Meredith will send an electronic copy of the document to Lynn who will revise it in accordance with the changes agreed upon by the Trustees and will send it in advance of the next meeting.  Lynn will also add a goal or sub-goal about the culling of the collection.

Meredith indicated that the Local Cultural Council is receiving funds from the Massachusetts Cultural Council which might possibly be used for a library mobile.  Ideas for use of the funds will be discussed at an LCC meeting on June 15.

The Trustees will review the MBLC service guidelines and service responses in preparation for a discussion of the following documents at the next meeting:

Suggested mission statement

Revised Long Range Plan goals

FY2005 Action Plan

VOTED (Unanimously): to adjourn at 8:45 P.M.

Respectfully submitted,

Donna Hoffman

Secretary