HomeMy Public PortalAbout20240122 - Board of Library Trustees - Agenda Packet (002)Hopkinton Board of Library Trustees
Hopkinton Public Library
13 Main Street
Hopkinton,MA 01748
AGENDA
Monday,January 22,2024
7:00 PM
meet.google.com/xgo-rbai-nbh
1.Call to Order
2.Public Forum
3.Acceptance of December 18,2023 Meeting Minutes (Vote)
4.Liaison Reports
Friends of Hopkinton Library
Hopkinton Library Foundation
5.Director’s Report
6.Old Business
Staffing Update
Target Date for Adding Sunday Hours
Discussion of Book Bike Goal in 2024 Action Plan
MLTA Annual Dues
7.New Business
Trustee Resignation
Select New Liaison to the Friends of Hopkinton Library [Vote]
8.Future agenda items
9.Adjournment
Hopkinton Board of Library Trustees
Minutes
Monday,December 18,2023
Virtual
Call to Order -
The meeting was called to order by Jessica McCaffrey at 7:06 pm.
Attendance -
In attendance were Chair,Jessica McCaffrey;Vice-Chair,Warren Carter;
Secretary,Anne Beauchamp;and Andrea Colibrì,Acting Director.
Acceptance of November 20,2023 Meeting Minutes (Vote)-
Jessica McCaffrey moved to accept minutes,seconded by Warren Carter -
approved 3:0
Acting Director ’s Report -
Warren commented on the great events planned by library staff and the great
attendance at them.He also mentioned that he had attended the recent
All-Hands meeting and that Andrea represented the library well.Even with the
large number of programs offered,he shared that townspeople voiced their
desire for even more events for children.
Andrea gave a nod to YA Librarian,Jak Miller,who has recently offered new
programs that are very well attended.She also welcomed new Children’s
Librarian,Carly Moniz.Jessica McCaffrey had some general questions about
the library’s visits to the senior center,which Andrea answered the best she
could.
The Dementia Friends program was mentioned.There was a brief discussion
of how this important project is a needed opportunity for the community.
Old Business -
Staffing Update (new hires and open positions)Carly has begun.Children
are responding well.107 patrons attended the recent Music and Movement
program and got to meet Carly.
Power was lost at the library today.The generator is on,but there is concern
about the generator and the sump pump.Facilities are currently at the library
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and working to get things squared away.
Interviews were held for the part-time Reference &Technology Librarian
position.There were only two applicants and Andrea and Danielle were not
excited about either applicant.Andrea has asked HR to re-post the position.
We will be considering applicants in the process of completing their MLS in
order to widen the pool.
There were fourteen applicants for the Assistant Director position including
some very good candidates.The first round panel conducted eight interviews
and recommended that four (1 internal,3 external)be offered second round
interviews,which will be held this week.Nanci will be included remotely.
FY25 Budget Process -
Nanci is working from home very part time and has resumed leading
budgeting.
Some large adjustments may need to be made due to Carly’s salary.
Budget funds can’t be used toward Trustee membership in the
Massachusetts Library Trustees Association.We can explore other funding
sources.Warren will explore what the guidelines/rules/laws are and whether
there is another means.Andrea will explore the issue with Elaine Lazarus.
Elaine Lazarus will be the interim Town Manager.
Friends of the Library update -
Friends netted $1,100 in the photo sessions they held for the holidays and
may repeat it next year.The book sale netted $2,150.They were awarded
one Marathon bib from the town and have had a second bib donated by the
husband of a member through his work.They will sponsor mini golf during a
school vacation.ESL classes are still going strong.They will be offering a
lecture series from Framingham State professor(s).They are also discussing
restructuring the Friends leadership and responsibilities.
New Business -
The Trustees will revisit the discussion of the book bike mentioned in the
2024 action plan when Nanci returns.May consider a fold wagon instead or
something that would help with booth setups at town events.Bike service
area is limited.What is the problem a bike would solve?A great goal would
be to check out books at an event and then the patron has to come to the
library to return it.
Discuss Hop 101 date -now considering a late June Thursday because of
organization feedback that weekend in Spring is tough.This year the event
will be at St.Johns.We may seek out food trucks to be outside in the parking
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lot.Jessica noted it may be more of a summer daytime event.Also,is the
space big enough?Will people be away?The week before Memorial Day
may be an option?
Adjournment -
Jessica moves to adjourn at 8:01,Warren seconded,passed 3:0
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Hopkinton Public Library
Director ’s Report
January 2024
2023 was a busy year for the Hopkinton Public Library,as can be seen by the statistics below.
Total Hours the Library was open to the public 2863.5
Total Hours Saturdays open to the public 320
Total Hours after 5:00 open to the public 585
Attendance in the Library [patrons only]82,725
Computer sessions 2,125
Museum passess borrowed 977
Number of Volunteers 76
Volunteer Hours spent 411.5
Number of registered borrowers 11,418
Total items circulated [including renewals]179,389
Overdrive circulations 42,577
Total circulation [downloadable &physical]221,966
Wi-fi usage 85,274
Number of “hits”to website 77,271
Number of Visits to Senior Living Facilities 33
Number of Seniors served by those visits 265
Number of times our meeting rooms were
used by outside groups [including town]
362
Number of attendees at outside meetings
[including town]
4,626
Total number of LIVE programs for Adults 186
Total attendance at LIVE Adult programs 1,338
Total number of LIVE programs for YAs 91
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Total attendance at LIVE YA programs 777
Total number of LIVE programs for School
Children Aged 6-11
125
Total attendance at LIVE School Children's Aged
6-11 programs
1,812
Total number of LIVE programs for Young
Children Aged Birth -5
136
Total attendance at LIVE Young Children Aged
Birth -5 programs
4,582
Total number of LIVE programs for General
Audience/All Ages
21
Total attendance at LIVE General Audience/All
Ages programs
440
Staffing-wise,we have hired three of the four new,supervisory positions and extended an offer
to the fourth.Danielle Cook was promoted to Reference &Technology Supervisor.Daniel
Boudreau was hired to fill the Adult Services Librarian vacancy that was left by her promotion.
Andrea Colibri was promoted to the position of Youth Services Supervisor.This left a vacancy
for Children’s Librarian,which was filled by Carly Moniz.Allison Keaney was hired in 2022 as
our Circulation &Technical Services Supervisor.We said goodbye to Linda Connelly,who had
been with the library for over 20 years.Ray Stephenson,formally a library substitute,was hired
to replace those 19 hours that Linda left behind.Cailin Chenelle left us to take a full-time
Children’s Librarian position,vacating a 19-hour Library Assistant position,which was filled by
Seth Ledoux.We are currently in the process of interviewing for the Reference/Technology
Librarian position that was vacated when Kate Kazlauskas left to take a full-time position with
Milford.Lastly,we have extended an offer for our new Assistant Director position.This is an
internal candidate.Once they have been approved by the Selectboard,we will need to retro-fill
that person’s current position,following which,we should finally have a full cadre of staff.When
that happens,we are aiming to either begin Sunday hours in March or September,depending
on which makes sense,giving the timing of things.When we do open Sundays,it will be from
12:00 -4:00.We will not be open Sundays in the summer.
We would not have been able to accomplish all that we did this past year without the amazing
staff.It is a pleasure to work with folks that go above and beyond by pitching in to help one
another in order to better serve the public.Hopkinton is truly lucky to have such a dedicated and
creative team working at their public library.It is my pleasure to serve each and every one of
them.I would be remiss if I didn’t give a shout out to Andrea Colibri to thank her for filling in for
me while I was out on extended leave.Never once did I worry that things would not be handled
appropriately or efficiently.
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Thanks also to the Friends of the Library and the Hopkinton Public Library Foundation for
providing much needed funding so that the library can provide the community with the rich
programming that it has asked for.We couldn’t do what we do without them.
Respectfully submitted,
Nanci M.Hill
Library Director
DEPARTMENTAL UPDATES
CHILDREN’S
In December,the Children’s Department held 42 programs with a total of 907 participants.
Detailed information about each of the programs can be found in the table below.Each program
is listed in this month’s report to demonstrate the variability or consistency in attendance.As you
will see,the most popular programs continue to be Monthly Music &Movement,Baby-Toddler
Storytime,and Parent-Child Playgroup.The two crafternoons over winter break were also
well-attended.
PROGRAM DATE #Patrons Type Intended
Audience
Alphabet Scavenger Hunt 12/1/2023 23 passive ages 0-5
Baby-Toddler Storytime 12/5/2023 23 active ages 0-5
Baby-Toddler Storytime 12/12/2023 31 active ages 0-5
Baby-Toddler Storytime 12/26/2023 11 active ages 0-5
Baby-Toddler Storytime 12/6/2023 34 active ages 0-5
Baby-Toddler Storytime 12/20/2023 28 active ages 0-5
Baby-Toddler Storytime 12/27/2023 28 active ages 0-5
Baby-Toddler Storytime 12/21/2023 14 active ages 0-5
Baby-Toddler Storytime
(Saturday)
12/16/2023 34 active ages 0-5
Baby-Toddler Storytime (Sensory
Friendly-group size limited)
12/5/2023 26 active ages 0-5
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Baby-Toddler Storytime (Sensory
Friendly-group size limited)
12/12/2023 24 active ages 0-5
Baby-Toddler Storytime (Sensory
Friendly-group size limited)
12/26/2023 13 active ages 0-5
Baby-Toddler Storytime (Sensory
Friendly-group size limited)
12/21/2023 18 active ages 0-5
Chess Club 12/26/2023 2 active ages 6-12
Chess Club 12/4/2023 7 active ages 6-12
Chess Club 12/11/2023 5 active ages 6-12
Community Outreach:Sunshine
Preschool
12/8/2023 10 active ages 0-5
Community Outreach:Sunshine
Preschool
12/8/2023 28 active ages 0-5
Community Outreach:Playhouse
Preschool
12/13/2023 18 active ages 0-5
Crafternoon (I-Spy)12/29/2023 28 active ages 6-12
Crafternoon (Tissue paper
stained glass)
12/26/2023 36 active ages 6-12
December Storywalk (Snowmen
at Night)
12/1/2023 NA active ages 0-12
Drop-in Family Activities 12/9/2023 24 passive ages 0-12
Drop-in Family Activities 12/16/2023 15 passive ages 0-12
Leftover Preschool Take &Make 12/16/2023 10 passive ages 0-5
Leftover Preschool Take &Make 12/8/2023 4 passive ages 0-5
Lego-Duplo Club 12/7/2023 15 active ages 6-12
Lego-Duplo Club 12/14/2023 21 active ages 6-12
Lego-Duplo Club 12/21/2023 18 active ages 6-12
Lego-Duplo Club 12/28/2023 28 active ages 6-12
Lego-Duplo Club 12/29/2023 4 active ages 6-12
Monthly Music &Movement:The
BenAnna Band
12/13/2023 107 active ages 0-5
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Parent-Child Playgroup 12/7/2023 40 active ages 0-5
Parent-Child Playgroup 12/14/2023 41 active ages 0-5
Parent-Child Playgroup 12/28/2023 34 active ages 0-5
Preschool Storytime 12/6/2023 18 active ages 0-5
Preschool Storytime 12/20/2023 18 active ages 0-5
Preschool Storytime 12/27/2023 26 active ages 0-5
Preschool Storytime (Saturday)12/16/2023 18 active ages 0-5
Read to a Therapy Dog 12/6/2023 6 active ages 6-12
Read to a Therapy Dog 12/20/2023 4 active ages 6-12
Table-Top Games and Activities 12/1/2023 15 passive ages 6-12
TOTAL PATRONS 907
TOTAL PROGRAMS 42
Passive programs 6
Active programs 36
Our new Children’s Librarian started on December 13th.The community has been enjoying
meeting her.Together we are excited to be expanding and offering new programs within the
Children’s Department.While I will maintain Baby-Toddler Storytimes (ages 0-3)three times a
week,Carly will be adding Babytime Friday on mornings (ages 0-18 months).My preschool
storytime will turn into a new program called Alphabits offered twice a week (once in the
morning and once after school)for preschoolers and kindergarteners.This program will support
early literacy skills such as alphabet awareness and sound-symbol correspondence.Carly will
be offering preschool storytimes (ages 3-6)twice a week (once in the morning and once after
school).We will also be offering Craft Lab twice a week in the evenings (we will each be running
a session)for children ages 6-12.This will be a program geared towards explorative process
art.Carly will also be offering a 3rd,4th,5th grade book club afterschool on Tuesdays.We will
continue to offer Chess Club (ages 6-12),Parent-Child Playgroup (ages 0-5),and Lego-Duplo
Club (ages 3-12).It is notable that given that Pokemon Club has been drawing a younger
elementary crowd,Jak and I will be running it together so that we can support the elementary
and middle school students.
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Presently,I am focusing my attention on the Winter Reading Marathon.I am working in
collaboration with Carly,Jak,Danielle,and Dan.We have elected to go back to basics with a
paper log given the feedback from patrons after the Summer Reading Program.I have designed
a half-sheet paper log for the 4-week program,which will run from February 18th through March
16th for all-ages.We are encouraging participants to focus on “consistency.”Each reader is
challenged to read four days each week for four weeks.For every week that they read four
days,they will earn 5 drawing tickets for the drawing baskets.While I have created the log,I am
working on creating a webpage,marketing the program through the schools with a 4-5 minute
video,and creating social media advertisements.
There are a few changes regarding collection development and maintenance.First,Carly and I
will both be selecting and ordering materials going forward.She will be selecting graphic novels,
chapter books,board books,and DVDs.I will be selecting easy readers,nonfiction,playaways,
and Wonderbooks.We will both select picture books.Second,our graphic novel section is
beginning to outgrow its shelving space.Due to the popularity of this section,we have
purchased additional shelving so that it can nearly double in size.Given Carly’s strong interest
in graphic novels,she will be determining the best way to expand the current collection and
reorganize it to make it easier to browse.Meanwhile,I will be labeling the Easy Reader
collection to make them easier to browse.I am labeling them based on their “levels.”The goal is
to help parents and children select books that better match the new-reader ’s abilities.
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Finally,while our cataloguer is on leave,I have taken back cataloging for the children’s
department as part of my workload.
Respectfully submitted,
Andrea Colibri
Youth Services Supervisor
REFERENCE |TECHNOLOGY
In December,the Adult Department held or participated in 17 total events with 197 participants.
These included:
●3 site visits with 20 patrons served
●2 take-and-makes with 55 kits taken
●3 virtual events with no Hopkinton residents joining
●2 Library Speaker Consortium talks with 37 views
●4 in-library events with 82 participants
●5 off-site library events with 59 participants
Event Title Date Type Attendance
Women in World Jazz @ Senior Center 12/2/2023 In Person 26
T&M Wire Shaped Earrings 12/4/2024 Activity 30
Blackletter Calligraphy with Debbie Reelitz 12/5/2023 In Person 9
LSC Victoria Aveyard 12/5/2023 Virtual 17
Scrabble club 12/5/2023 In Person 2
50+Job Seekers'Network 12/6/2023 Virtual 0
Visit to Fairview Estates 12/6/2023 In Person 9
T&M Lavender Sachets 12/11/2024 Activity 25
LSC Stephanie Land 12/12/2023 Virtual 20
SEPAC 12/12/2023 In Person 7
50+Job Seekers'Network 12/13/2023 Virtual 0
Visit to Golden Pond 12/15/2023 In Person 7
Blood Drive (Canceled due to building flooding)12/19/2023 In Person 0
50+Job Seeker's Network 12/20/2023 Virtual 0
Chat 'n'Chew Book Club 12/20/2023 In Person 5
Visit to Senior Center 12/20/2023 In Person 4
Blood Drive 12/26/2023 In Person 36
LSC=Library Speaker’s Consortium virtual author talks;some attendance may be views of
recording.
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ADULT DISPLAYS IN DECEMBER
FICTION
Holiday Books and Movies
The Shortest Books for the Shortest Day
Brain Vacation
Let It Snow!
Books We All Pretend We’ve Read
NONFICTION
Spirituality and Faith
Jewish History
Human Rights
Energy and Environmental Conservation
Other Projects
We will hopefully be interviewing some Reference and Technology Librarian candidates in mid
January.
The Adult Department is continuing its weeding and updating project.The Fiction and Nonfiction
collections are being weeded.We also de-acquisitioned the Adult Music CD collection due to
low circulations and a need for the space.The Adult Reference collection was weeded,and
remaining resources were shifted to the circulating collection or the Local History collection to
hopefully increase usage of these materials.The space freed up by this will be used by our
incoming Language Deposit from the BPL.
Our first BPL Language Deposit is on the way.We will be receiving about 20 adult fiction items
each in Spanish,Portuguese,and Hindi.These materials will be on loan to us,for us to circulate
to our patrons as if they were our own materials.We will be able to rotate this collection to keep
fresh titles on the shelf,as well as to try a variety of languages to see what our community is
most interested in.
Dan,Jak,and I are continuing to plan this year's Hopkinton 101 event.We have selected
Saturday,June 29th as the date.It will be held as St.John’s on Church Street.They have a
lovely inside area with an outside space that can be used for food trucks.Registration for the
event will start soon.
The Library’s subscription to HopNews started on January 1,2024.Although there has been
some controversy around the subscription,as of 1/12,we have filled 92 of our 100 subscription
licenses,so there is clearly demand.
Jak and I picked up a free “computer table”from the Joshua Hyde Library in Sterling,MA on
1/9/24.We installed this table to be used as study carrels behind the Adult Nonfiction stacks.On
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1/11/24,the first day that it was available for patron use,it was in use for most of the afternoon
(our busiest time)and occasionally had 3 folks seated at it (max capacity).We have felt that
there was a need for additional quiet study space on the lower level,and the swift patron pickup
on use of that table proves the need.
Dan Boudreau planned and started execution for our LitFix program,a new offering where
patrons can register to get one book per month hand-picked for them by a staff member.This
program will be launching in mid January.There are currently 35 patrons registered for this
program,and we are excited to launch it soon!
Respectfully submitted,
Danielle Cook
Reference and Technology Supervisor
YOUNG ADULT
This December the YA department celebrated the holiday season with a heavy dose of
joy and happiness.As we closed the year,we reflected on our wonderful patrons and
the services that we provided to them.Although the holiday season brought some
disruptions to our “normal”programming,it also injected plenty of cheer.
Due to a slight slowing down of programming,largely due to two of our high school
volunteers being away for the holidays,we took the chance to complete our biannual
weed,and begin the annual inventory process.Seth,Maura,Ray,and many others
helped me to evaluate books for condition,analyze their circulation statistics,and pull
books to be weeded.The Friends of the Library graciously provided the funding to
support More than Words,a worthy non-profit organization that helps us with discarded
books that the Friends don’t feel they can sell.We culled over 500 titles,with roughly
200 of the titles going to More Than Words,200 titles were sent to support the North
Central Correctional Institute,25 titles sent to various other libraries,and the rest either
went to support the Friends books sale,or were recycled due to poor condition.This
“weed”coincided with a continual shift in the collection,making room for new titles.
We are also continually evaluating how we use space and how our patrons interact with
the room and services.The holiday break highlighted how we are not meeting the
educational and recreational computer use needs for our teens and tweens.By doing
observational surveys,we observed that teens were often waiting to use computers in
the YA room.Looking ahead,we will be making changes to add more computers and
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change the layout to help facilitate patron computer use.Our town IT staff has been
very helpful throughout this process.
This December we decided to make a change to the way we run our Dungeons &
Dragons group.A victim of its own success,it was becoming difficult to provide the best
possible playing experience with so many teens coming each week.Because of this,
we split the group into two groups who alternate weeks.This has worked out much
better and is easier for Nate,our Dungeon Master,to handle.On a positive note,Nate
was accepted into Northeastern University!We are very happy for him.
We continued to serve our patrons through other crafting and SAT study programs.Our
SAT group leader,Sidhi also received some very good news,with her acceptance to
Harvard coming at the end of winter break!I truly have some of the brightest and
delightful teens who volunteer their time at our library.
Our Diversity Reads book club explored books highlighting diversity in fashion
showcasing a wide variety of designers and stylists who have made their mark on the
world through self expression.
Pokemon Club had a strong showing this month and continues to appeal to mostly
school age and tween patrons.Overall in December the YA department had 167
participants attend 13 programs.
Program Name
Total
Occurrences
Total
Attendance
In Person
or Virtual Program Description
Ornament Take and
Make 1 46 In Person
Ornament craft in conjunction with
the Holiday Stroll (option to do it in
person or as a take and make)
D&D Club 3 65 In Person
Dungeons and Dragons for teens
and tweens
Pokemon Club 4 41 In Person
Pokemon play and card trading for
middle grade and tweens
Peer Led SAT Study
Session 1 9 In Person High school standardized test prep
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December Stitch Witch 2 2 In Person
Individual crochet and knitting
instruction for all ages
Frayed Knots 2 4 In Person
Crafting program for socialization
and craft from ages 9-109.
Totals 13 167
This January,the YA Department will continue to offer fun and engaging programs for
our teens and tweens.We will complete the annual inventory of the YA collection and
aim to complete the upgraded computer set up before the close of the month.In
January,we look to provide a supportive place for our teens to study and relax!If you
see groups of stressed teens in the last couple weeks of January and in the beginning
of February,know that it is testing season.Between midterms for some,SATs for
others,and MCAS for more still,our kiddos are under a ton of pressure!
Respectfully submitted,
Jessica “Jak”Miller
Young Adult Librarian
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