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Home My Public Portal About20240226 - Board of Library Trustees - Agenda PacketHopkinton Board of Library Trustees Hopkinton Public Library 13 Main Street Hopkinton,MA 01748 AGENDA Monday,February 26,2024 7:00 PM Meeting ID meet.google.com/pdj-fmbb-tza Phone Numbers (US)+1 317-932-0143 PIN:679 620 355# 1.Call to Order 2.Public Forum 3.Acceptance of January 22,2024 Meeting Minutes (Vote) 4.Liaison Reports Friends of Hopkinton Library Hopkinton Library Foundation 5.Director ’s Report 6.Old Business MLTA Dues 7.New Business Staffing Update -Young Adult Librarian &Reference/Technology Librarian Trustee Vacancy -Update FY25 Budget Update 8.Future agenda items 9.Adjournment Hopkinton Board of Library Trustees Minutes Monday,January 22,2024 Call to Order- The meeting was called to order by Chair,Jessica McCaffrey at 7:05 pm.In attendance was Chair,Jessica McCaffrey;Vice-Chair,Warren Carter;Secretary,Anne Beauchamp;Trustee Susan Porter;and Nanci Hill,Director.Also in attendance was HPLF liaison Pam Palleiko and Friends liaison Stan Pulnik. Public Forum -None Acceptance of December 18,2023 Meeting Minutes Chair,Jessica McCaffrey moved to accept the minutes of the December 18,2023 meeting as written,seconded by Anne Beauchamp,The motion passed by a vote of three.Susan Porter abstained due to her absence at the December 18th meeting. Liaison Reports - Stan Pulnik gave the report for the Friends of the Hopkinton Library.They held a budget meeting on December 12,2023.They set aside $7,000 for museum passes after re-evaluating the use of each pass.$3,000 was set aside each for the Children’s,YA,and Adult programs.They elected 2 VPs and 2 secretaries in order to distribute work.Dues prices were reaffirmed at $25 for a family,$15 for an individual,and $10 for seniors.The Mini Golf fundraiser is scheduled for Saturday,March 9th and Sunday,March 10th.They are offering a Politics in a Divided America series and are discussing a potential series on music.They have two Boston Marathon runners running for them. Pam Palleiko gave the Hopkinton Public Library Foundation report.Dan Boudreau and Andrea Colibri attended their last meeting with two proposals.The first was for a Coffee House with live music series presented by Dan Boudreau.That proposal was approved for $5,000.The proposal by Andrea Colibri for an Artist Studio program was also approved for funding.The Touch-a-Truck program is scheduled for Sunday June 2,2024.The day was moved to Sunday for better truck availability.Trucks and volunteers are wanted.Carly,Andrea,and Nanci will be there on that day to lend a hand.An Appeal letter has been sent out.The Foundation has two Type1 Boston Marathon runners running for them. Director ’s Report - The Board discussed their pleasure with staffing,including internal promotions and growth. Nanci informed us that the second posting of Reference and Technology Librarian posting yielded no results.It will be posted a third time.The educational requirements will be changed to “MLIS preferred but not required”in the hopes of getting more candidates this time.Nanci noted that it is difficult to have a strong pool for this part/time position because there is competition for technology talent. This Wednesday we will be hosting representatives from the Institute for Human Centered Design which will review the physical space and programming to compile recommendations for more accessible spaces and services.This is being paid for by the “Access for All''$20,000 grant that Nanci secured from the Massachusetts Board of Library Commissioners.The Board noted the fabulous work Andrea did while handling the Acting Director responsibilities during Nanci’s leave. Hop101 will be held on Saturday,June 29,2024 at St.John’s Church.There will be food trucks this year.Once the event is over,the staff will be re-evaluating the program,the scope and the decision to continue the program in its current state or not. Old Business - The target date for adding Sunday hours will be discussed once staffing is full (YA & Reference/Technology positions are hired).Sunday hours will be 12:00 -4:00.Staff have decided to have full-weekend rotations.There was a discussion of the Book Bike Goal in the 2024 Action Plan.The board discussed MLTA Annual Dues.Nanci felt that town funds could not be used by or for the Trustees.Warren requested the language;Connor Degan was not aware of any such prohibition.Nanci got the answer from the town accounting department and will follow up with Elaine.Nanci says we may be able to use state aid and will reach out to the Board of Library Commissioners to inquire.Warren will follow-up with Elaine Lazarus and Shahadul. Type2 New Business - Trustee Resignation -David has resigned due to relocating to New York.His resignation letter was sent to Connor and will be presented to the Select Board.The Board of Trustees thanks David for his service and his tenacity through location challenges. David’s resignation dictates the need for a new liaison to the Friends of the Hopkinton Library. Susan self-nominated herself for the role.Jessica indicated the ability to serve as backup. Jessica moved to accept Susan as the Friends’liaison,Warren seconded.The motion passed by 4:0 vote. The Trustee Annual Report is due to Town Hall by Friday.Jessica will take the lead. Future agenda items -None Adjournment -Jessica moved to adjourn,Susan seconded,The motion passed by 4:0 and the meeting was adjourned at 7:53 pm. Type3 Hopkinton Public Library Director ’s Report February 2024 Building Linda Clancy has informed me that the Gendron memorial bench is completed and ready for pick-up/installation.Facilities have said that that is not something that they would be responsible for.Linda and I need to chat about next steps. We held our first ever Fire Drill,with the cooperation of the Hopkinton Fire Department,on February 11th.Takeaways include having a conversation with staff asking how they felt it went, what we could do better,and solicit ideas for anything we need to add or change with the emergency plan and updating the Emergency SOP with what we have learned.We need to plan a future professional development morning on Active Shooter Training.active shooter training. This drill has exposed other key vulnerabilities and staff members have mentioned this is another area of concern.Following our drill,Facilities needs to work with the alarm company to ensure that it communicates with emergency dispatch in case of emergency (work order submitted and confirmed by Armando as of 3:18 pm,15FEB24).We also need to have facilities test all "crash bars"on each emergency exit door.Both the children's room and reference door alarms did not sound when opened. Many thanks to Fire Prevention Officer Tom Porier for his help in planning and executing this drill,and to Assistant Director Jak Miller for running things as I needed to be out of the building for an appointment at the time of the drill. Collaboration Jon Lewitus,the Parks &Recreation Director,has reached out to me to ask if the Library would be interested in collaborating on some upcoming projects with him,which of course we would!I have suggested a meeting with Jon,me,Danielle,Dan,Andrea,Carly,and Jak,so that each department can discuss with him the possible ways that our two departments can work together. I am waiting to hear back from him on a date and time that will work for him.In the meantime,I have told him that we would gladly place Parks &Rec fliers on the table in the hallway outside the Strong Room. Last month,I attended a meeting launching the start of 100 Starts -a celebration of the 100th anniversary of the start of the Boston Marathon happening in Hopkinton.The breakfast was hosted by the 26.2 Foundation.During the meeting,Kelly Grill,Director of the Hopkinton Center for the Arts,talked about the ways that the program will be promoted,a walking tour of sites related to the Marathon,and an artistic mural that will be placed somewhere in the town.I approached her after the meeting and told her that the library has an authentic Boston Marathon winner ’s wreath and other items related to the Marathon’s history,and that we would love to be Type4 included in the walking tour.I also indicated that the Library would be interested in having the mural outside the building,as we are so close to the start line.Kelly was thrilled and came out that afternoon to look at the front of our building and where the mural might work.Dan Boudreau has provided her with information on what items we have to display,and Kelly and I met subsequently to discuss the location of the mural,which will indeed be placed outside the building,in front of the stone,under the stained glass window. CW/MARS We have a new catalog coming on March 4,2024.CWMARS has voted and moved to add an Aspen Discovery Layer to our existing online catalog.The updated catalog will come with a host of new features and functionality,such as the ability to view,manage,and check out digital material from OverDrive/Libby and other sources along with physical material right from the catalog.You will be able to virtually browse and place holds on titles by format,search suggestions and spell check.Predictive text will offer suggestions when searching for material. Misspelled words in your search will also be corrected.Accessibility improvements,including additional languages and high contrast and dark themes will also be available.Patrons current checkouts and holds will carry over to the new system.When logging into the new catalog,you will sign in with your pre-existing library card number and PIN/password.Lists and reading history can be imported from the old catalog once you log in for the first time,but may look different due to the way our content will be displayed in the new catalog.You can See some preview pictures here. Services I am currently in the process of setting up visits to other libraries to see their Maker Spaces,as we begin to plan ours.We will be visiting the Goodnow Library in Sudbury on Monday the 26th. Other libraries that we will visit include the Peabody Institute Library in Peabody,the East Forest Park Branch of the Springfield Public Library,and the Watertown Free Library.Danielle Cook, Dan Boudreau,Jak Miller and I will be the ones visiting. Respectfully submitted, Nanci M.Hill Library Director DEPARTMENTAL UPDATES CHILDREN’S In January,the Children’s Department held 52 programs with a total of 1211 participants.With the addition of our new Children’s Librarian,Carly Moniz,we were able to debut several new programs at the very end of the month.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 Type5 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. Program Date Attendance Target Capacity % Attendance / Capacity Type Target Audience Notes 3rd,4th,5th Grade Book Club 1/30 3 10 30%A 6-12 First week Alphabet Scavenger Hunt (letters A,H) All Jan 89 NA NA P all ages Alphabits (Tuesday PM) 1/23 10 30 33%A 0-5 First week Alphabits (Tuesday PM) 1/30 28 30 93%A 0-5 Alphabits (Wednesday AM) 1/24 28 30 93%A 0-5 First week Alphabits (Wednesday AM) 1/31 23 30 77%A 0-5 Baby-time (Friday AM) 1/26 6 30 20%A 0-5 First week Baby/ Toddler Storytime (Saturday) 1/27 33 30 110%A 0-5 Baby/ Toddler Storytime (Tuesday AM) 1/2 27 30 90%A 0-5 Type6 Baby/ Toddler Storytime (Tuesday AM) 1/9 26 30 87%A 0-5 Baby/ Toddler Storytime (Tuesday AM) 1/23 39 30 130%A 0-5 Baby/ Toddler Storytime (Tuesday AM) 1/30 29 30 97%A 0-5 Baby/ Toddler Storytime (Tuesday Sensory Friendly) 1/2 23 20 115%A 0-5 Baby/ Toddler Storytime (Tuesday Sensory Friendly) 1/9 22 20 110%A 0-5 Baby/ Toddler Storytime (Tuesday Sensory Friendly) 1/23 19 20 95%A 0-5 Baby/ Toddler Storytime (Tuesday 1/30 16 20 80%A 0-5 Type7 Sensory Friendly) Baby/ Toddler Storytime (Wednesday AM) 1/3 27 30 90%A 0-5 Baby/ Toddler Storytime (Wednesday AM) 1/10 34 30 113%A 0-5 Baby/ Toddler Storytime (Wednesday AM) 1/24 33 30 110%A 0-5 Baby/ Toddler Storytime (Wednesday AM) 1/31 33 30 110%A 0-5 Chess Club 1/8 3 NA NA A 6-12 Chess Club 1/22 12 NA NA A 6-12 Chess Club 1/29 8 NA NA A 6-12 Community Outreach: Sunshine Preschool 1/18 10 NA NA A 0-5 Community Outreach: Sunshine Preschool 1/19 12 NA NA A 0-5 Community Outreach: 1/19 20 NA NA A 0-5 Type8 Sunshine Preschool Craft Lab (Monday) 1/22 10 NA NA P 6-12 First week Craft Lab (Monday) 1/29 8 NA NA P 6-12 Craft Lab Wednesday 1/24 6 NA NA P 6-12 First week Craft Lab Wednesday 1/26 10 NA NA P 6-12 Drop-in Family Activities 1/6 45 NA NA P all ages Drop-in Family Activities 1/20 35 NA NA P all ages Family Storytime (Saturday) 1/27 28 30 93%A all ages First week Lego-Duplo Club 1/4 22 NA NA A 6-12 Lego-Duplo Club 1/11 22 NA NA A 6-12 Lego-Duplo Club 1/18 5 NA NA A 6-12 Lego-Duplo Club 1/25 9 NA NA A 6-12 Monthly Music & Movement: Philip Alexander 1/17 101 NA NA A 0-5 Parent-Child Playgroup 1/4 47 40 118%A 0-5 Type9 Parent-Child Playgroup 1/11 40 40 100%A 0-5 Parent-Child Playgroup 1/18 53 40 133%A 0-5 Pokemon Club 1/31 12 NA NA A 6-12 First week Preschool Storytime (Thursday PM) 1/25 4 30 13%A 0-5 First week Preschool Storytime (Wednesday AM) 1/3 30 30 100%A 0-5 Preschool Storytime (Wednesday AM) 1/1 28 30 93%A 0-5 Preschool Storytimes (Wednesday PM) 1/24 14 30 47%A 0-5 First week Preschool Storytimes (Wednesday PM) 1/31 31 30 103%A 0-5 Read to a Therapy Dog 1/3 12 NA NA A 6-12 Read to a Therapy Dog 1/10 11 NA NA A 6-12 Read to a Therapy Dog 1/17 8 NA NA A 6-12 Read to a Therapy Dog 1/24 0 NA NA A 6-12 Type10 Read to a Therapy Dog 1/31 7 NA NA A 6-12 TOTAL PATRONS 1,21 1 TOTAL PROGRAMS 52 Passive programs 7 Active programs 45 Below is a weekly view of our current programming lineup.Each program is outlined in a color which indicates the personnel running the program (Green =Andrea,Yellow =Carly,Purple = Other).Note:“Little Explorers”is a program that will be starting in March. While I am maintaining Baby-Toddler Storytimes (ages 0-3)three times a week,Carly has added Babytime Friday mornings (targeting the 0-18 month children).My preschool storytime has turned into a new program called Alphabits offered twice a week (once in the morning and once after school)for preschoolers and Kindergarteners.This program supports early literacy skills such as alphabet awareness and sound-symbol correspondence.Carly is offering preschool storytimes (ages 3-6)twice a week (once in the morning and once after school).We are offering Craft Lab twice a week in the evenings (each running a session)for kids ages 6-12. This will be a program geared towards explorative process art.Carly has started 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,I began running a second Type11 group in the Children’s department that is geared towards ages 5-8.Jak continues to run a group on the first floor for slightly older kids.By running two groups at the same time,we are better able to meet family needs and enforce our unattended child policy.Carly runs a storytime at the same time which means that parents with multiple children can attend programs at the same time. 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 (Feb 18th -March 16th)for all-ages.We are encouraging participants to focus on “consistency.”Each reader is challenged to read 4 days each week for 4 weeks.For every week that they read 4 days,they earn 5 drawing tickets for the drawing baskets.Marketing for this program has been an interdepartmental collaboration.I have marketed it through the schools (school librarians are showing a promotional video and information is being shared in the school newsletter),social media,The Hopkinton Independent, during programs,and with room signage. Regarding collection maintenance,departmental staff have been busy re-organizing the graphic novels and easy readers.With the addition of shelving,Carly has reorganized the graphic novels to increase shelf-space.She is also spearheading a re-labelling project for that section to improve readability of the labels.Meanwhile,I have been 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.Finally,while our cataloguer is on leave,I have taken back cataloging for the children’s department as part of my workload. January Displays (organized by Carly) Snowy Stories Honor the life and legacy of Martin Luther King Jr. All About Dance Funny Books Curl Up with a Classic Celebrate Lunar New Year Respectfully submitted, Andrea Colibri Youth Services Supervisor CIRCULATION |TECHNICAL SERVICES I have been working part time from home,focusing on preparing for Aspen as well as working on some ongoing projects.One of which is the seed library,which will hopefully debut in late March or early April.I have also assisted with choosing LitFix picks for patrons that have signed up. Type12 Initial check-Outs:10,108 Patrons registered:82 Tech Services: Since I am not at the library in person I have been unable to catalog,but Msura Shea has done a wonderful job learning the basics and getting the books out on the shelf! Items Cataloged:650 Record Requests:N/A Items Fixed:N/A I expect to be able to return to full-time,in-person work during the week of February 19th. Respectfully submitted, Allison Keaney Circulation &Tech Services Supervisor REFERENCE |TECHNOLOGY The Adult Department held or participated in 9 total events with 88 participants.These included: ●2 site visits with 17 patrons served ●2 take-and-make with 62 kits taken ●4 virtual events with 10 Hopkinton residents joining ●3 Library Speaker Consortium talks with 56 views ●3 in-library events with 48 participants Event Title Date Type Attendance January LitFix 1/1/2024 N/A (Activity)21 Scrabble Club 1/2/2024 In Person 4 Visit to Fairview Estates 1/3/2024 In Person 8 50+Job Seekers'Networking Group (morning)1/3/2024 Virtual 0 Take &Make -DIY Vanilla Extract 1/8/2024 N/A (Activity)38 LSC:Rebecca Earle 1/11/2024 Virtual 16 50 Job Seekers'Networking Group (morning)1/17/2024 Virtual 0 Chat 'n'Chew 1/17/2024 Virtual 8 Type13 Event Title Date Type Attendance Take &Make -Mug Rug 1/22/2024 N/A (Activity)24 SEPAC 1/23/2024 In Person 7 LSC:Your Retirement with Rajiv Nagaich 1/23/2024 Virtual 19 Visit to Golden Pond 1/26/2024 In Person 9 Debut Author Panel (Ashland hosted)1/29/2024 Virtual 2 Blood Drive 1/30/2024 In Person 37 LSC:The Lure and the Lies of Processed Food etc Dr.Robert Lustig 1/30/2024 Virtual 21 LSC=Library Speaker’s Consortium virtual author talks;some attendance may be views of recording. ADULT DISPLAYS IN DECEMBER FICTION Dark Academia Short Books for Short Days It’s All About Them Holocaust Remembrance NONFICTION Life Balance Hobbies Winter Getaway Holocaust Remembrance Draw a Dinosaur Day Other Projects We interviewed candidates for the Reference and Technology Librarian position and made an offer,but the candidate withdrew.The other applicant that we interviewed was not qualified.We have reposted the position with some changes to the required qualifications and hope that this will result in a broader pool of applicants. The Adult Department is continuing its weeding and updating project.The Fiction and Nonfiction collections are being weeded. Our first BPL Language Deposit is cataloged and available for circulation.We have about 20 adult fiction items each in Spanish,Portuguese,and Hindi.These materials are on loan to us, for circulation 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.These titles will be replaced with a new selection in March. Type14 Dan,Jak,and I are continuing to plan this year's Hopkinton 101 event.Registration for organizations will start soon.We have booked Snappy Dogs and an ice cream truck for the event. The Library’s subscription to HopNews started on January 1,2024.Although there has been some controversy around the subscription,as of the end of January,we have 107 subscribers. With the overwhelming demand,HopNews graciously offered to expand the initial terms of our agreement to allow more people to sign up,without charging us more for this calendar year. This will help us get a better read on how much demand there is for this service through the library,and will help us make a well informed decision come time to renew our subscription next year. Dan’s first month of LitFix was a success!Patrons were excited to pick up their “subscriptions” and the feedback was overwhelmingly positive.February’s picks are available for pickup now. The library is preparing for the launch of Aspen,a new overlay which will update the look and functionality of our library catalog on the patron side. The library’s new TV show,Shelf Improvement,is launching in mid-February!In January,we filmed all the segments and planned out a template for future episodes.Keep an eye out for a new episode each month. The Reading Marathon is starting soon.In January,we planned the program and organized prize baskets.Patrons can register now and start earning tickets the week February 19th.Adult baskets are on display in the display case next to the reference desk.Basket #1 is a Greek Cooking basket,and Basket #2 is aimed at Book Lovers. Respectfully submitted, Danielle Cook Reference and Technology Supervisor YOUNG ADULT This January the YA department jumped into the new year with a BIG push for organization,and offering even more of what our teens wanted:computers,gaming,and manga! Following December ’s significant weeding initiative,the YA department used the “new year,new you”mantra to conduct a full inventory of the collection.During this time,all 6,000+items were scanned using the mobile scanner.Roxanne,one of our amazing subs,who is also a school librarian in Wellesley,tackled the herculean task of inventorying the entire graphic novel and manga collection on a single Saturday!Seth,a talented Circulation and Children’s Assistant, and I worked our way through the “purple dot”middle school,general,and magazine collections Type15 over the course of a week.During that time we identified over 30 titles that had been “lost,” mis-cataloged,or otherwise classified incorrectly and were not visible to patrons or staff in our online catalog.Although time-consuming,this inventory has allowed us to offer our teen and tween patrons a more accurate view of our offerings,and maintains better accountability for our stakeholders.It also allowed us to continue to shift materials to give more space for our growing manga collection. Another big change was the installation of two new computers in YA for teen use.After December’s slight rearrangement of the room,Hopkinton Town IT offered to provide us with two more desktop computers.They installed these computers,one on the “laptop bar”and one on the accessible lower table.They have already become a hit after school when teens playing online games with their friends. All of our regular in-person programs continue to do well.Dungeons and Dragons,Pokemon, and SAT study sessions pull in many teen and tween participants.We are still looking for another one or two Dungeon Masters (DMs)to help run D&D once our volunteer,Nate,leaves for college at the end of the summer.Our standout program of the month was our latest installment of the Early Release Gaming Program sponsored by the Hopkinton Public Library Foundation.In this program we bring in the experts from One Up Games to run a three hour gaming free play program for teens and tweens.This time,despite less than great weather,we had 118 teens enjoy playing single and multiplayer games,as well as virtual reality games.This program series has been an overwhelming success and we will continue to offer this service on early release days for the foreseeable future.Our January Diversity Reads book club explored books highlighting aging,showcasing an easy reader for emerging readers that had a grandparent and child as main characters,a nonfiction book on menopause,and a YA book on losing a parent to cancer.Overall in December the YA department had 167 participants attend 13 programs. Here is our program round-up for YA this month: Program Name Total Occurrences Total Attendance In Person or Virtual Program Description D&D Club 4 65 In Person Dungeons and Dragons for teens and tweens Type16 Pokemon Club 5 87 In Person Pokemon play and card trading for middle grade and tweens Peer Led SAT Study Session 1 7 In Person High school standardized test prep January 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. Early Release Gaming 1 118 In Person Gaming program hosted by One Up Games sponsored by the HPL Foundation to provide entertainment opportunities on middle and high school early release days. Totals 15 284 This February,the YA Department will continue to offer fun and engaging programs for our teens and tweens.We will hopefully be able to narrow down a candidate for the next YA librarian,as I have been promoted to the Assistant Director position.The job has been posted and closes the last week of February.I will of course continue to serve in the YA role in addition to my new duties until we fill and train our new YA librarian.I truly love and enjoy the teens of Hopkinton,so this advancement is in many ways bitter sweet. Respectfully submitted, Jessica “Jak”Miller Young Adult Librarian Type17