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Home My WebLink About2024-06-04 Stevens Memorial Library Trustees Minutes APPROVED i`- fl tr1 i (/G( DATE �f Jl c rl VOTE `-- C) PAGES Board of Library Trustees (BoLT) Stevens Memorial Library Minutes of Meeting on June 4, 2024 (May Monthly Meeting) I. Call to order Stan Limpert, Board Chair, called the Board of Library Trustees to order on Tuesday, June 4, 2024 at 5:03 PM. This is the May monthly meeting, originally scheduled for May 28, 2024. In attendance: Trustees: Stan Lirnpert, Board Chair,Ann Cavanaugh, Mark Rodgers, Ron Rudis, Earl Svendsen.Also attending: Kathleen Keenan, Library Director Absent: Trustees Eva Hamori and Lindsey Mayo; Lucinda Mazza,Assistant Library Director, Dee Casey; Deputy Town Manager 2. Public Comment:None 3. Correspondence: None 4. Reports a. Chair's Report—Stan Lirnpert Stan complimented Kathleen and Cindy on the newest staff hires. He is very impressed with the quality of the all the Library staff. Kathleen responded; she believes.key changes supported by Town Management(increased benefited positions and the compensation study) have impacted our applicants and could mare a difference in staff retention. b. Review/Approve Minutes for April 23, 2024 MOTION: Ron Rudis made a motion, seconded by Ann Cavanaugh, to accept the April 23, 2024 minutes as written. Approved 4-0-1. Mark abstained because he was absent c. Director's Report—Kathleen Keenan • Staffing: Michel Glemmn, Library Assistant, has resigned, about one month ago, for personal reasons. Donna Wray, Library Assistant, is retiring July Ist Kathleen suggested making a Stevens photo book, similar to one made for SallyFowler's retirement. She could modify that one. She will find out the cost for the books. • Summer hours have begun so the Library is closed on weekends until Labor Day. Information about the Summer Reading program will go home from the schools. 2024-06-04 Bolt May reschedule Monthly meeting minutes draft There are many programs planned and some are interactive as people have indicated an interest in"doing" as well as "listening"programs. • The Town has a new official website. Kathleen has been trying the application behind it and looking at it for its potential for the Library website. d. Library monthly activity report—Cindy Mazza The monthly statistics report was reviewed. Some numbers were somewhat lower. Historically, visitors can drop lower in April as the winter months are over and people more active with other activities. Overdrive checkouts continue to increase, monthly and year over year. e. Treasurer's Report—Earl Svendsen The Endowment's Fidelity investments balance is down about $3,000 since the report on May 24, Earl has started reviewing the end of the FY24 amounts spent versus per allocated spending categories. f. Committee Reports i. Investment Committee—Mark Rodgers Mark will look at rebalancing the Endowment investments to bring them in line with the Board's target of 80% stock/20% bond. ii. Long Range Planning---Ron Rudis Ron commented on changes in the May FY24 Strategic Plan Status TraclUng 5-23-24 report. Changes: Goal 2.5 moved from Postponed to In Progress. Goal 4.3 marked Done. Goal 5.3 marked Done. Goal 6.2 moved Rom Not Started to In Progress as the Library is working with the Greater Lawrence Technical School for its summer reading. iii. Building Committee • North Lawn Project: The next steps still need to be determined.Although this project was not supported this year, Kathleen raised the possibility of doing some work now that would be increase safety to the area: increasing lighting at the Historic Entrance and looking at the decorative,low height fence on the triangle lawn. These ideas were raised because the groundwork needed for the Historic Entrance Stairs proj ect presents an opportunity to improve night lighting there. While the ground is open, two electrical conduit pipes will be installed before the brick walkway is rebuilt. Doing this step now will be a significant savings as the brick walkway would not need to be removed and rebuilt again later. This work will need a Change Order so Kathleen is working with Murray Masonry while getting cost estimates. Following a discussion, the Board felt the cost for these two ideas should be brought to the Town. • Ann reported for Eva Hamori. Eva has spoken to one possible architect to get a sense if$25,000 would be sufficient to do a building space study. He felt the funds could be sufficient, if it is a space study and does not involve building envelope changes. Eva and Kathleen are investigating what needs to be done for specs and bidding. 2024-06-04 Bolt May reschedule Monthly meeting minutes draft 5. Old Business a. Historic Entrance Stairs project update • The contractor is currently working on the civil engineering: preparing for foundation drainage and connecting to the municipal drain system at Main Street. Mortar between bricks above the Historic Doors arch is crumbling and missing. Repairing by repointing is possible. Kathleen submitted a Change Order and cost estimates for this work as part of the Stairs project masonry work. Doing this work now represents a significant cost savings as well as eliminating the need to close this Historic Entrance again at a later date. There are sufficient funds in this project to cover the masonry repair, so the Change Order has been approved, as part of the wider masonry needs. ® The Stairs project is estimated to be completed by July 19th • All Community Preservation(CPC)projects now are required to add permanent, good quality signage crediting it as a CPC project. There are sufficient funds in the project account to cover the cost of a bronze plaque. Kathleen has confirmed the wording with Bill Callahan, CPC, and ordered it. b. Boolanobile update—Kathleen Keenan The bookmobile customization is still on schedule for the end of July. Kathleen is setting aside Library State Aid money as a guarantee to complete the salary needed for the 2 d year of the Bookmobile Librarian. c. Trustees donation reallocation discussion With the public bathroom renovation project on hold,Kathleen presented a chart with options for possibly reallocating the Board's $50,000.00 donation that was for the aforementioned project. After a discussion, it was decided to request the $50,000 donation be repurposed for a building space study and a redesigned patron website,with a 50/50 split. Earl will write a letter requesting this change to the Select Board for their consideration at their June 17 meeting. MOTION: Marls Rodgers made a motion, seconded by Ron Rudis,to make a request to the Select Board to reallocate the Trustees Endowment Fund $50,000 from donated to the Library for the public bathroom renovation to be repurposed for $25,000 for a building/ space utilization study and $25,000 for the Library's patron website redesign. Approved; 5-0 The list of options to repurpose funds also included(a) funding slat walls and signage, (b) new bathroom counters and sinks as a short-term improve until the full renovation could be done, and (c) $5,000 for books for the bookmobile. MOTION: Mark Rodgers made a motion, seconded by Ron Rudis, to allocate a donation for$6,500 for slat walls and signage and bathroom counters and sinks, and $5,000 for bookmobile books,to be donated in FY2025. Approved 5-0. 2024-06-04 Bolt May reschedule Monthly meeting minutes draft d Trustees 5010(3) research—Stan Lirnpert. no update 6. New Business a. Amazon Community Partnership Agreement This agreement included a$100,000.00 donation to be used by the Library and the Youth Center for technology. Kathleen is checking on how these funds may be allocated, once the donation is received. Kathleen's list include the new self-check, PCs and technology in the bookmobile (laptop,barcode scanner, an outdoor PA system, etc). 7. Next meeting date: Tuesday, June 25, 2024 8. Adjournment at 6:30 MOTION: Ann Cavanaugh made a motion, seconded by Marlk.Rodgers, to adjourn the meeting at 6:32 PM. Approved 4-0, (Ron left at 6:30) Documents Distributed. 1. 2024--05-28,Resch to 6-4, BOLT May meeting agenda postingpdf 2. 2024-04-23 BoLTApril Monthly Meeting Minutes DRAFT.pdf 3. Mazza:Library Monthly Statistics CY2023 & CY2024 5-24-24.pdf 4. Svendsen: BoLT Treasurer Report 05242024.pdf(emailed in advance) 5, Svendsen: BOLT Treasurer SUMMARY Report 05242024.pdf 5. Rudis: May FY24 Strategic Plan Status Tracking 5-23-24.pdf 6. Hamori: 2024-05-21 SML Building Calendar 2024.pdf 7. Keenan: Stevens Memorial Library- OPEB commitment 2024-06-04.pdf 8. Keenan: Stevens Staff List 2024-06�-04.pdf 9. Keenan: BOLT $50 donation reconsideration—2024-05-09.pdf 2024-06-04 Bolt May reschedule Monthly meeting minutes draft