===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes October 15, 2020 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom ,Maia Wentrup. The LPLBT meeting was called to order at 6:45 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for remote meeting. Agenda Items • Approval of Minutes o The minutes for September 17th were reviewed and accepted as amended. • Director’s Report o We are four months into FY21. The budget is 22% expended, a bit behind schedule as is usual in the fall. Book service invoice is not in yet. They have been a bit behind schedule. Salary expenditure is a bit under budget because we currently have two vacancies. o The heating boiler was not working for a month. A part has come in and has been installed so it is now fixed. o Two candidates for the YA position have had second interviews. We have a clear front runner and may make an offer early next week. o Annual reports have been completed and sent to MBLC. This is required for state aid. o Circulation has been significantly up in FY20 between July and February. Overdrive circulation (electronic resources) is also up by 29%. Most of the increase in FY20 has been during the pandemic. o The Friends will be doing small pop-up book sales on a book cart outside the front door of the Library. The Friends have also been looking into funding upgrades and additions to the security cameras. o The Fall reading challenge is still going well with 39 readers. We have been looking into partnering with nearby libraries to share virtual programs. o Harry asked if we are now fine-free? Muir said we are not quite yet. Children’s materials’ overdue fines were eliminated in June. This will be evaluated and the next step is to make everything fine-free. The time frame has been pushed back a bit. There has been some discussion CWMARS-wide on going fine-free. o Dick asked about a reopening update? Muir said he was not aware of any libraries opening to browsing without appointments. The MA state reopening plan is currently in phase 3 step 2. We can open the building to 50% capacity and gatherings for up to 25 people are permitted. The demand for browsing is still low. o Kate asked about other libraries having any problems with materials missing or picked up in error on outside tables? Muir said he didn’t know. o Donna asked about setting up a table in the vestibule with the front door open? Would possibly be easier in cold weather and minimize the contact and broaden the timeframe for pickup? Muir said opening the front door would impact the HVAC system. They would not have control over entry to the library with the front door open. Muir also said that staff can be pretty flexible for scheduling the pickups. Appointments don’t have to be exact times. o Kate asked about utilizing the community room for programs or meeting space for groups. Muir pointed out that the space is currently used for book quarantine. • Director’s Evaluation Update ===PAGE 2=== o The Director’s evaluation should be completed by the December meeting so Muir can plan the budget with an accurate Director’s salary number. o The budgeting process starts in late November. This is when the library submits budget requests. The preliminary town budget is in February and the final one at the annual town meeting so the December time frame is good for completing the evaluation. o Harry will send out blank forms and figure out a target date for getting them back for the subcommittee to review and compile. • Policy Review/Update o Muir presented an updated weather closure policy and asked for input. After short discussion it was voted unanimously to accept the policy as presented. • Strategic Plan Subcommittee Update o The subcommittee met and discussed when to target 3-6 months of planning. The aim is to bring a plan to the BOT by June 2021 for review and a vote. We are targeting a three-year plan. Will meet with the MA library system consultants for assistance. Also reaching out to consultants for proposals and estimates. The committee has read some basic documents and will read some more in -depth documents going forward. • Friends of LPL Update o The Friends had a meeting on October 5th. They discussed changes in the reopening. Also discussed museum passes and put a few on hold due to the pandemic circumstances. They are changing the investment options on the Letarte family poetry endowment. They will be trying pop-up book sales with books on carts outside the front door of the Library. o Dick asked about the poetry endowment. Mary Ellen Letarte has a writing group and helps organize poetry programs. The Letarte family donated money to the Friends to keep poetry programs going. o Laura asked if the Friends are accepting book donations. Muir said they are not at the moment. They don’t have the storage space. • Board Comments o Harry passed on an update from Michael-Ray (BOS). He has requested an earmark for $40K to convert the lights at the library to LEDs. Muir noted that this has been an ongoing problem and was suggested to the town manager last year. • Adjourn o Motion to adjourn by Kate, seconded by Dick. Meeting was adjourned at 7:53 p.m. • Attached Documents o October 15th 2020 Agenda o October 2020 Director’s Report o October 2020 Adult Services Report o October 2020 Children’s Area Report o Closure Policy revised and adopted 10-15-20 ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9===