Library Board of Trustees Meeting Minutes

Library Board of Trustees
Regular Meeting of the Board of Trustees
Monday, January 8, 2024

PRESENT:
Kathleen Capelli, Heather Crocker, Carol Daggs, Terence Diggory, Nancy Luther, Issac (Ike) Pulver, Jean Fei, Frank Brady, Jennifer Ferriss, Don Flinton, Trevor Oakley, Eric Blackman, Jamie Chabot, Ric Taras, Kelly McCombs, Catherine Brenner

ABSENT:
Tonya Faiola

Meeting Called to Order at 5:00 PM

I. Call to Order by Kathleen Capelli at 5:00 PM

II.Approval of December Meeting Minutes – Jean moved to approve; Frank seconded. All in favor; minutes approved.

III. Approval of Expenditures (See Exhibit I)

1. December Prepaid Checks 71797-71803 totaling $5491.44

1. January Warrants/Checks 71804-71922 totaling $141,288.45

Terry moved to approve December Prepaids and January Warrants; Heather seconded. Alli in favor; Expenditures approved.

1. Approval of Financial Reports

1. December Pre-Paids and January Warrant Summary Sheet (Exhibit I)

1. Budget Report - (Exhibit II)

1. Income Report - (Exhibit III)

In Budget, keep an eye on 60040-1 Equipment Purchases for possible reallocation. Frank moved to approve Financial Reports; Carol seconded. All in favor; Financial Reports approved.

1. President’s Report

1. Thanks to Trustees for completing 2023 Continuing Education requirements.

1. Note webinar coming up January 30 on library relations with underserved communities.

1. Jan 9: meeting with city Public Works Commissioner and Deputy Commissioner about library parking lot. Additional concern in light of new proposal to institute pay-to-park system downtown; parking in library lot is mandated to be free. Katie, Jen and possibly Heather (if available) will attend this meeting.

1. Jan 11: city Planning Board meeting will consider proposal for new building directly across from the library on Putnam Street. No on-site parking is proposed; plan to lease spaces at City Center garage. More pressure on library parking lot as well as concern for pedestrian safety. Katie will submit Public Comment in advance and attend the meeting in person.

1. Public Comment-- none

1. Correspondence and Communication-- none

1. Director’s Report

1. Director’s Written Report (Exhibit IV)

Ike commented on the reported data demonstrating decline in disc media circulation. Permitting for elevator replacement has been held up by need to clarify official owner of library. Approval of library’s proposal for solar bench in city Participatory Budget process is cause for celebration.

1. Department Reports (Exhibit V)

Jen (Asst. Director) commented on plans relating to sustainability for the upcoming year: publicize the Seed Library; track energy use; expand staff composting.

Don (IT) was thanked by Katie for responding in his written report to her prior question about YouTube viewing stats for Library Board meetings.

Trevor (Access and Outreach Services) responded to Trustee questions about services provided in languages other than English. After initial consultation, staff will be further investigating Brodart’s Spanish language collection development services. Don notes there is new demand for other languages as well. New library signage is also under discussion, perhaps in multiple languages or in universally legible pictographs.

Catherine (Youth Services) added a lesson learned in working with ELL teachers in schools: the students are fine with English-language materials but their parents may benefit from materials in other languages. Overall for her department, Catherine is happy to report that community demand is being met by the number and range of programs offered.

Jamie (Adult Services) noted recent holidays posed challenges in juggling staff hours. Clarifying the pie chart of patron interactions in her written report, she explained that the largest “slice” represents reference and information questions handled in person. The chart of Program Highlight reflects intention to balance programming among four main goals in the Strategic Plan.

Ric (Operations) noted that the satisfaction of reducing energy usage is offset to some extent by the fact that suppliers raise prices correspondingly.

1. Special / Committee Reports-- none

1. Unfinished Business

1. Proposed Security Camera Policy

The meeting packet presents the latest version of the proposed policy, edited in response to recent consultation with an attorney.

Discussion among Trustees led to further revision:

1. In the paragraph on “Purpose of Security Cameras,” the clause about “adhering to the applicable federal, state and local law” can be removed, to be more properly addressed

2. In the second paragraph under “Access,” where the original reference to state (add federal and local) law should be retained.

Katie moved approval of the Security Camera Policy as presented in the meeting packet and further amended as noted in 1 and 2 above; Frank seconded. All in favor; Security Camera Policy is approved.

1. New Business-- none

1. Adjournment at 6:14 PM.

Meeting Adjourned at 6:14 pm

Respectfully submitted by:
Terence Diggory, Board Secretary