In attendance: Cathy Scott, Mike Walsh, T. Kim Robinson, Allen Merry, Joe Perry, Sandra Corry, Kevin Ivery, Michele Belluomini, Jerry Roseman; Joe McPeak, Harold Rosenberg, Rob Bradley, Rich Sommers, Bill Fleming, Jim Pecora.

1. The meeting began with an explanation of building evaluation going on over past several months. Some repair work is going on now. Jerry Roseman explained his role in helping to make HVAC/ventilation more efficiently.

2. Jim Pecora presented a status report on new building progress and developments, as well as on some repairs and work going on in present Central Library structure. There is an HVAC team which consists of Jim Pecora and Paul McGeever for the library, Harkins Heating & Cooling, reps from the Architectural Firm, and CPO (Central Planning Office from the city). They are looking into how the systems are designed and how they are operating now. There is still very much engineering work to be done – this building is a hybrid – original duct work and duct work installed in 70s/80s.

3. Jim Pecora also stated that improvements have been made (through use of newly installed computer programming) in Bill Fleming’s ability to track how the present system is working. The branches can now be tied into this system.

4. Joe Perry asked if there were any repairs that need to be made that can’t happen because of the budget. Jim Pecora replied that there was nothing so far, but that could change as they investigate further.

5. Cathy Scott wanted to know if it was The Foundation that was taking care of this as an entire project. There was some discussion with information from Jim Percora as to the model being followed. It is the same one as was used to renovate the branches. PIDC became the landlord and the Foundation became the tenant during the renovations. Upon completion, the title reverts back to the Library/City ownership.

6. Cathy Scott also wanted to know if IT was part of the HVAC team. Jim Pecora responded that IT is involved in various excercises to apply technology to the new building. In addition, alot of general cleanup has also been going while the HVAC system has been analyzed and reconfigured.

7. Cathy Scott asked for a timeline for the project. Jim Pecora responded that there was at least another year of “drawing” on the plans, more cleanup, & more mechanical discovery to do.

8. Bill Fleming then gave an update on lighting outside and inside the building. The lights that were not working outside the Central Children’s Dept. have been replaced so that the area is now brightly lit at night. Lightbulbs in the Bookstacks are being replaced – so far 400 bulbs have been put in, with more to go. Joe Perry suggested that staff report non-working lights to Richard Wysocki who is the head of the Bookstacks , so that he can compile the information and pass it on to Bill Fleming’s office.

9. Joe Perry would like either Joe McPeak’s or Bill Feming’s office to put out a directive to this effect, as well as a procedure for reporting any other building problems (sanitation, etc.) that staff might notice. This way all staff will feel that this is a team effort and that their concerns will be heard. Generalized building problems would need a specified collection point which will need to be determined.

10. Bill Fleming also discussed the Lobby Area – which is being redone. Security is being looked at for the new building, but the committee members wanted to know about “now.”
Rich Sommers prefers the layout to stay as it presently is. There was some strong discussion around this, with the outcome being a call for a subcommittee on the Lobby redesign, as well as one on Security issues.

11. Joe Perry wanted to know what stage of new building we are in now. Joe McPeak responded that the new building would be completed, then the renovations for this building would begin. As of now it looks like we will have to “live with” security/lobby desk as they stand now. Joe Perry reiterated that staff does not agree with Rich Somers statement that 1 guard on the exit side is enough of a presence and deters “mischief-makers” and those already banned. Joe Perry also wanted to know if a desk was ever built for the front entrance. Bill Fleming responded that it had been built, but never installed.

12. Kim Robinson reminded the committee that this new desk was listed in the recommendation of the Security Task Force, and that anyone entering the building would pass by a guard and would no longer feel “anonymous.”

13. Joe Perry reminded everyone that multiple tasks are being handled by the guards and that this is something that needs to be reexamined.

14. Cathy Scott wanted to know what the Security Task Force recommendations were, and why are the Municipal Guards doing work that should be done by an LA or other staff. What analysis needs to be done for this persistent concern? Joe McPeak responded that we can come up with a work group that deals with concerns and costs, etc. Kim Robinson wants a workgroup report by the time of our next meeting.

15. There was some discussion of “Changing the Culture” /attitude/perception – inside and outside the library – of Staff and patrons. The newspaper interview with Michael Nutter (PW – date?) was distributed.

16. Kim Robinson is interested in the “hows” of working together – librarians, municipal guards, library assistants, etc., to watch out for everyone’s safety. She referred to Draft II on acceptable library behavior and to the Incident Report Procedure contained in it. She also stated that there needs to be a better “downward flow” of information from the Administration, that access (by the staff) to the Incident Reports can be part of that, and that quality outcomes and decisions should be made using the Incident Reports, ie., in “banning” problem patrons and/or in notifying staff of a problem that has occurred in one Branch or in Central, how it has been handled, etc. With regards to “banning” a patron, Allen Merry posed a question regarding disabling the patron’s library card, because we call can cite instances where a “banned” patron has come in to use the Internet, and how can this be prevented. Jim Pecora stated that Kathleen Hannigan is working on that problem right now.

17. Joe McPeak reminded everyone that there is a form online that can be filled out and sent to the appropriate Management office.

18. Cathy Scott sees the need for some kind of appropriate training for all the staff; people need to be vested in the process; not relying so much on the Branch Head, or at Central, the Department Head or Supervisor.

19. Rich Sommers responded that he needed the information; staff seems hesitant in writing up reports. In order to be effective, he needs the documents. Cathy Scott responded that part of the problem is that we have trouble with getting charges pressed. She wanted to know about banning a patron even when charges are not pressed. Rich Sommers responded that because of the standing Expulsion Policy the library can “escalate” the amount of time someone can be banned from the library, but that Security needed the paper trail.

20. Rob Bradley stated that in terms of “Changing the Culture,” the relationship with the police and the police recording procedure also needs to be addresses. Are we calling the police on events that they feel are only minor? How do we change the trust level of police presence/response? Joe McPeak recommended that all branches maintain a good relationship with the Police Community Relations Officer to further this process, and if there is no response, that the Administration is willing to get involved. Mike Walsh stated that he doubted that police will ever really respond. Stated that library needs to be more proactive in changing things – he suggests that we close down the various branches where there are “discipline” problems; that will bring the community to its feet as well as publicity and police response. Rob Bradley then asked if staff expectations about police response needed to change.

21. Cathy Scott asked about the successfulness of relationships between the Police Community Relations Officer and Branches; what is the next step to be taken if these are not working to the advantage of the library branches? She stated that in the past, this lack of response has often been related to a particular district, or shift.

22. Rob Bradley stated that if the data is being collected & brought to people’s (Administration, Police) attention, then change is more possible and rebuilds staff confidence in the procedure. Cathy Scott reiterated that staff doesn’t need to accept the “status quo” in relation to this police non-response.

23. Kim Robsinon asked if we can get “sanitized” incident reports so that the committee can see which areas are reporting incidents, the kinds of incidents, and the police response.
Rich Somers and Rob Bradley responded to this by restating that a proactive approach with the Police Community Relations Officer needs to be in place in all branches, not just when there are problems. Suggested that Town Watch meetings be held in the branches as a regular meeting, not a one-time, special event.

24. Joe Perry suggested that training & guidelines for Staff/Branch managers be developed. He also emphasized that the Librarians and Library Assistants are interested in helping the Municipal Guards with their work.

25. There was then a more generalized discussion revolving around the Expulsion Policy and a patrons “right to appeal,” which involved administrative review of the decision. During this, Joe McPeak explained that the Municipal Guards have no weapons, and do not “handle” problem patrons unless the patron makes physical contact first. Also included in his remarks were allusions to the possible illegality of circulating closed-circuit video photographs.

26. Cathy Scott remarked that there was a lot of good discussion at this meeting; good suggestions. She does suggest that a formalized training and checklist for that training based on today’s discussion take place. Joe McPeak stated his agreement with her suggestion – Short-term response: Incorporate some of the Health & Safety meeting suggestions into training for New Supervisors; Long-term response: Create training/review for long-term Supervisors as well as staff system-wide based on Security Task Force report.

27. Kim Robinson suggested that the committee meet again in amonth’s time (Tuesday. April 25, 2006). All agreed to this date.

28. The meeting was adjourned at 5pm.