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Home My WebLink About2024-08-13 Stevens Memorial Library Trustees Minutes r, APPROVE DATE �., �..Z.�. VOTE PAG ES Board of Library Trustees (BoLT) Stevens Memorial Library Minutes of Meeting on August 13, 2024 1. Call to Order Stan Limpert, Board Chair, called the Board of Library Trustees to order on Tuesday, August 13, 2024 at 5:00 PM. In attendance: Trustees: Stan Limpert,Board Chair;Ann Cavanaugh; Eva Hamori; Lindsey Mayo; Mark Rodgers; Ron Rudis and Earl Svendsen, Also attending: Kathleen Keenan, Library Director; Denise Casey Deputy,Town Manager Absent: Lucinda Mazza,Assistant Library Director 2. Public Comment: None 3, Coirespondence: None 4. Reports a. Chair's Report- Stan Limpert Stan expressed how impressive the number and the great variety of programs being offered in Summer at the Stevens. He also expressed his appreciation for what the staff has done to prepare for the summer. Eva Hamori and Ron Rudis shared they had attended some of the programs,which were excellent. b. Review/appr°ove minutes for June 25, 2024 MOTION: Ron Rudis made a motion, seconded by Earl Svendsen to accept the June 25, 2024 minutes as written. Approved 7-0. c. Library Director's Report-Kathleen Keenan ® The.Mass. Board of Library Commissioners (MBLC)Annual Report Information Survey (ARTS), a statistical report for FY2024, is due soon, Lucinda Mazza does an excellent job gathering, categorizing and preparing this report. The ARTS report is one of two reports that must be submitted to MBLC each year in order for the Library to receive its Mass. State certification, which in tm-n males Library eligible to participate fully in all Mass. State funded activities: interlibrary loan, electronic database purchases, State Aid to Public Library cash awards, etc. o Staffing: Mary Hohenstein has tilled the full-time Library Assistant position previously held by Michel Glennon. Mary's previous Night/Weekend Library Assistant position has been posted. Twelve applications have been received so far. Their review begins shortly ® Building: There have been some issues with the central air HVAC system. The Greene Street-side Roof Top Unit(RTU) has been shutting down under its safety protocols during extended extreme heat days. Town Facilities are working with Kathleen on this. d. Librar))monthly activity report—prepared by Lucinda Mazza A brief discussion followed reviewing the report. Stan suggested having year-to-date totals in both years.Another suggestion was to include information on the number of programs held 2024-08-13 BoU August ineeting minutes DRAFT and program attendance, Kathleen will bring these suggestions to Lucinda.Noted: the number of visitors to the building is up, though checkouts were down slightly. e. Treasurer's Report-Earl Svendsen There is some adjusting to the new financial process for how Library Trustees donations to the Library are made. There was a brief discussion about the categories the Board uses to define the purpose and track spending of Endowment funds. This is a discussion to continue. The Board approved some small reallocations between purposes for previous donations: From the Unallocated/discretionary Category: Code 100.004 Building Services $ 24,00 Code 400 Staff Benefit Unallocated $ 550.17 Code 500 Program Unallocated $1,846.84 $2421,01 f. Cominittee Reports i. Investment Committee -Mark Rodgers Mark has reallocated about$11,000 from stocks to bonds to rebalance because equities are up. ii. Long Range Plan Implementation -Ron Rudis Ron has added a column for funding source on the hnplementation Plan Tracking Spreadsheet. A brief discussion was held about which goals to track.as starting or continuing in FY2025. Goals chosen: 2.1; 2.2; 2.5; 2.6 3.1; 3.2; 3.3; 3.4; 3.5; 3.6 4.1 6.8 iii. Building Committee-Eva Hamori Eva provided an updated building calendar.A number of items slid into August and September. • The bookmobile should be delivered mid-September(hoping in time for the Fall Festival on 9121) • The building study RFP draft is at 90% and should be completed by the end of August. • Historical Entrance stairs masonry should be completed by September 13". The new railings need to be fabricated and will be installed after that. There will be all official opening of the Historic Entrance with a number of people invited, including Town Management and the Conununity Preservation Committee. • The lower lobby slat walls are planned to be installed in October • The goal is to have new light poles at the Main Street and Greene Street ends of the Historic Entrance walks by November, daylight savings time. • Kathleen would like to have the formal survey of North Lawn completed before the FY26 Capital Improvement(CIP) process which is usually due the first of October. • The goal is to have new counters in the public bathroom by November I" • While not a specifically a building item, Eva mentioned the Annual Meeting is coming up in November. This is the year for Board officer elections. Items she suggests for the agenda: By-laws review,review the Trustees Endowment Funds 2024-08-13 BoLT August meeting minutes DRAFT Chart of Accounts (how donated funds are allocated and tracked--3 versus 5 main categories?), and looking at a FY26 Endowment Funds Spending Plan. S. Old Business a. Boolanobile Update--Kathleen Keenan The design for the wrap for the outside of the van has been completed and a mockup was shown.The Library will begin purchasing books soon for the bookmobile with the $5,000.00 Library Trustees donation for books. The bookmobile librarian still needs to be hired; the job description is being drafted. b. Amazon funding status/new technology-Kathleen Keenan An RFQ will be sent to three companies for quotes on their self-checkout machines. Equipment for the bookmobile will be purchased closer to when the bookmobile arrives. c. Library patron website renewal project-Kathleen Keenan The Town's new official website uses the CivicPlus application. Kathleen has received some training and has read about more of its features. She is talking to Town IT Director John Hyland to consider possibly using it for the Library rather than using a 3rd-party company. Some long-terns advantages are financial and technical support. 6.New Business a. Library Building Space Study-Eva Hamori Eva has completed the RFP document,working with Kathleen. Kathleen will send it to Laurie Burzlaff, Town Purchasing Director, for any Town elements to include.A brief discussion was held about how much time should be allotted for the RFP response. The RFP includes October 11t" as the date for a Library building tour. b. Strategic Plan annual update-Kathleen The MBLC Strategic Plan annual Action Report is due around December I$t each year. Kathleen has reached out to MBLC to confirm the date and requirements for this year. 7. Next meeting date Tuesday, September 24, 2024 S,Adjournment MOTION: Mark Rodgers made a motion, seconded by Ron Rudis to adjourn at 6:05 PM. Approved 6-0 (Lindsey Mayo left at 5:55) Documents Distributed: 1. 2024-08-13 BoLTAug meeting agenda posting.pdf 2. 2024-06-25, BoLT June meeting minutes DRAFT.pdf 3. Mazza: Library Monthly Statistics CY2023 & CY2024, 8-13-24.pdf 4, Svendsen: * Treasurer Summary Report FY2024.pdf, 8-9-24 5. Svendsen: * Treasurer Summary Report 08092024.pdf 6. Svendsen:End FYRecategorizing ofDonations.pdf, 8-10-24 7. Rudis: SML FY2023-FY2027 Strategic Plan Implementation Status.pdf, 8-7-24 8. Harnori: 2024-08-13 SML Building Calendar 2024.pdf *Full report ernailed prior to the meeting 2024-08-13 BQLT August meeting minutes DRAFT