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Home My WebLink About2024-12-17 Stevens Memorial Library Trustees Minutes APPROVECtu..( C1 y DATE ® VOTE f �- PAGES Board of Library Trustees (BOLT) Stevens Memorial Library Minutes of Meeting on Tuesday, December 17, 2024 1. Call to Order Marl-,Rodgers, Board Chair, called the Board of Library Trustees to order on Tuesday, December 17, 2024 at 5:01 PM. Trustees in attendance: Mark Rodgers,Board Chair;Ann Cavanaugh; Eva Hainori; Stan Limpert; Lindsey Mayo (5:10; Ron Rudis; Earl Svendsen (5:17) Also attending: Kathleen Keenan, Library Director. Absent: Lucinda Mazza,Assistant Library Director; Denise Casey, Deputy Town Manager. 2. Public Comment—none 3. Correspondence Kathleen received an email from Brandeis College student Kayla Drajpuch who was working on a term project about Anne Bradstreet. She was interested in the Meditations Divine and Morall manuscript. Kathleen sent her the lint-,to the online version of the manuscript and explained if she quoted the manuscript or used images in her project, she needed to request permission from the Board of Library Trustees. The student did not pursue this. 4. Reports a. Chair's report—Mark Rodgers Marls suggested the Trustees create a simple procedural manual for roles and duties for each the officers and Committees. This will be key to transition Board members. Mark will share a format to use. Kathleen will create a Google Drive shared folder for the procedure manual. This will be a January agenda item. b. Review/approve minutes--tabled,for the January 2025 n2eeting i. Araraual meeting Novera)-ber 19, 2024 H. Mon.tlaly n2eeting Novena.ber 19, 2024 c. Library Director's Report--Kathleen Keenan • Budget: Kathleen is working on the Library's FY26 municipal budget request. She is using a 2% increase to project operating expenses (excluding salary which is done separately by collective bargaining agreements or pay classifications). She attended the Tri-board meeting last night(Select Board, Finance Committee, School Committee) for the FY26 Capital Improvement(CIP) requests review. The Library's Interior work and Exterior work requests are to go to the Facilities Dept as they are below the CIP base limit. The Library's request for additional fiends to renovate the public bathrooms is being supported. This year (FY25) and next year(FY26) are likely to be tighter financially than recent years. 2024-12-17 BoLT December Meeting Minutes DRAFT • Staffing: Laura Bover, Library Office Assistant, has resigned for family reasons. Her last day is December 19. Kathleen will be asking to fill the position. • Marty(Martha) Larson has retired as President of the Friends of the Stevens Memorial Library after 18 years. Kathleen recommended the Trustees do something to recognize Marty's service. Kristi Hale is the new President. • The staff holiday appreciation luncheon will be in January instead. • Finances: Kathleen would like a new chair and mat for her office. Eva had some suggestions about types of chairs and will help Kathleen search. MOTION: Stan Limpert made a motion, seconded by Ron Rudis, approved up to $1,000 to purchase a new chair and floor pad for Kathleen. Approved: 7-0 • Upcoming. Two staff members would like to attend the MA Library Association (MLA) annual conference in May. This will be a Staff Betterment request.A third staff member has submitted a Tuition Reimbursement request for her Masters' degree Fall 2025 courses. She will meet eligibility criteria and with earning passing grades would receive $1,500,payable in Spring 2026. (The standard is up to 2 courses a year, $750 per course for tuition only.) • The Administrative and the Professional Librarians unions collective bargain agreements end June 30,2025.Negotiations will begin soon. • Historic Entrance update: The Town Building Inspector; Tim Wong,Waterfield Design Group,project architect; and Steve Foster,Facilities are scheduled tomorrow for a final inspection of the project. • Boolanobile: Kathleen is working to schedule the final virtual wallcthrough of the bookmobile van. If the punch list of work is completed, she has commended delivery be the week of January 6th d. Treasurer's Report--Earl Svendsen Earl presented the monthly Treasurer's report. The Endowment Funds balance is up to $1038,073.25 since June 30t"'. Earl shared a spreadsheet of the FY2025 Budget with spending so far and the amount still available based on an allocation of 5% of end-of-year 2024, Mark suggested that funds not be encumbered funds for approved spending requests that have not been paid yet. e. Committee Reports i. Investment Committee--Mark Rodgers Mark suggested 20% of the investments be moved from the Dow (S&P 500 Fund) to the NASDAQ (Vanguard Index Fund - about$120k). ii. Long Range Planning Status Update—Ron Rudis Goal 1.2, allow the library card to be used on mobile device, is done. Goal 6.3 moved to "in progress." iii, Building Committee Eva Hamori There will be a new Building Calendar for 2025 in the January meeting. There were no significant changes this month. 2024--12-17 BoLT December Meeting Minutes DRAFT 5. Old Business a. BOLT Corninittee appointments The latest Committees list, 4/25/2023, was reviewed and changes discusses. Changes: -Rename "Boole Committee" to "Collections Committee." -Investment:Ann Cavanaugh replaces Mark Rodgers. Stan Limpert becomes Chair. -Long Range Planning: Ron Rudis replaces Ann Cavanaugh. Ron becomes the Chair. b, Library Trustees Bylaws—Eva Hainori Eva shared a draft of the changes to the 2006 Bylaws document, Stan recommended changing"Chairperson" to "Chair." Given the meeting time remaining, Trustees will email any comment to Eva to consolidate them into one document. c. Library building space study update—Eve Hainori Eva,Ann,Kathleen and Cindy reviewed the two proposals and nterviewed the two firms (Lagrasse,Yanowitz &Feyl and OverUnder).After discussing the submissions, OverUnder seemed to more closely match what was wanted for the project. They have a lot of experience with libraries and youth. Their proposal snapped out a 12-week timeline. Kathleen and Eva checked references at Haverhill Public Library and UMass Boston. MOTION: Stan Limpert made a motion, seconded by Ann Cavanaugh, to recommend OverUnder be hired to do the building study and submit it to the Purchasing Director. Approved 7-0. d. Strategic plan annual update—Ron Rudis The latest Action Plan,prepared by Ron and Kathleen, was submitted to the MA Board of Library Commissioners. athleen and Allison are working on a grant for English language classes. 1. New Business a. Library Requests—Kathleen Keenan Because the holiday luncheon was postponed, Kathleen worked with Ann Cavanaugh to give a small truffles box to each staff member,Ann will submit her receipt for reimbursement. Kathleen also purchased a gift card for Laura Bover's departure. b. FY26 Spending Plan discussion—tabled for^January 2025 nieeting 2. Next meeting date—Tuesday, January 21,2025 3. Adjownment MOTION: Stan Limpert made a motion, seconded by Eva Hamori, to adjourn at 6:37 PM. (Lindsey left at 6:30) Approved 6-0 2024--12-17 BoLT December Meeting Minutes DRAFT Documents Distributed: 1. 2024-12-17 BOLT December°meeting agenda posting pdf 2. Svendsen: BOLT Treasurer•Report 12162024.pdf 3. Svendsen: BOLT SUMMARY Treasurer Report 12132024.pdf 4. Svendsen: Treasurer Bridget Spending Categories 12172024.pdf 5. Rucks: December FY25 Strategic Plan Status Tracking 12/12/2024.pdf 6. Keenan: 2023 SML Board Officers and Committees 4.25,2023 approved.doe 7. Hamori: #8 2024-11-14 Trustees By-Laws 2024 Draftpdf' 8. Keenan: #8a Trustees bylaw edits Hiring Director article draft.pdf 9. Keenan: #8b Trustees bylaw edits Hiring Director article draft rev2.pdf 10. Keenan: 48c Trustee bylaws edits Dismissal article draft.pdf' 11. Keenan: #8d Trustee bylaws edits Dismissal article draft rev2.pdf' 12. Keenan: StevensMeniLib FY2026Actio7i Plan.pdf 2024-12-17 BGL7 December Meeting Minutes DRAFT