===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes November 16, 2023 Attending: Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Muir Haman – Director LPL, Laura Boussom, Maia Wentrup, Jana-Lee Balish, Michael-Ray Jeffreys - BOS The LPLBT meeting was called to order at 6:48 p.m. by Chairperson Harry Kubetz. Public Comment • Michael-Ray said he was happy to be able to attend our meeting. Agenda Items • Approval of Minutes o Dick made a motion to accept the minutes of October 19, 2023 as amended, seconded by Maia. The motion passed unanimously. o Approval of executive session minutes from October 11 th were deferred until our next meeting. • Director’s Report o The FY23 budget is now closed out. o FY24 budget is 32% expended. We are in month 5 of the fiscal year. Expenditures are a bit behind schedule because of staff vacancies. Expenses for materials, programs, office supplies, and library materials have been a bit lower this month. o Muir and Lydia have implemented a new time-off request procedure to help prepare for Muir’s leave. o Muir attended the User’s Council meeting on November 14 th. There was discussion of a proposal to increase fiber connection speeds without raising costs. 91% of the libraries in the network no longer collect fines. o There was a legislative hearing on H.3239, regarding access to electronic books. The expense for libraries is much more than consumer costs. Michael-Ray suggested Muir send a request to the BOS so they can send a notice of support for this. o Susan will be leaving to take a position at the Worcester library. Muir has discussed library openings with the town HR director and three positions will be posted, including the assistant director. o There are a lot of holiday programs coming up. The small works exhibit will be installed for an opening on November 18th. The estate planning program had a good response of 14 people. The children’s programs this time of year have been very successful. o Muir has made some good progress on the technology issues. He is still working on a second quote for a copier. o New staff workstations have been installed. Five of the thin client replacement devices have been installed with four more to go. o A capital request has been submitted for the replacement of the security cameras. Muir has quotes of $80k for 24 cameras, $40k for 12 cameras, $35K for a lower tier of camera devices. o Michael-Ray said to share the plan with him and he can help Muir fine tune it. o Muir shared a breakdown of the requested annual budget: ▪ The library is about 1.4% of the annual town budget. Approximately 1/3 of the $601k budget is dedicated to fixed salary costs. ▪ The clerical union staff contracts were just approved last Tuesday. The contract includes an 18- 20% increase over 3 years, plus a 4-6% market adjustment. ▪ Michael-Ray suggested breaking down the $14k requested for building maintenance into more detail and coordinating the budgeting with the DPW head. ▪ There is a request for an additional $9k for programs, $20k total. Muir said program costs have been increasing the last few years by almost 50%. Michael-Ray suggested Muir detail a comparison with previous years to justify the increase. Harry pointed out that programming is very important to the community and community involvement. ===PAGE 2=== ▪ The CWMARS Network membership assessment is increasing by $3120 to $23k. ▪ Request for office supplies increased by 50%, from $6k to $12k. Michael-Ray suggested including a new line item, i.e. children’s supplies. Harry said the Friends have been covering many of these costs, particularly supplies for the Children’s programing. ▪ Library Materials line item has a $7500 increase, to $93k. ▪ Training and Professional development is a new line item. $2k is requested. Michael-Ray said Muir should provide some specific examples with associated costs. ▪ Technology purchase is a new line item. $14k is requested. Michael-Ray said Muir needs to provide some justification for this. ▪ Muir mentioned two possible future projects: Solar panels and EV charging. Michael-Ray said these is a possible solar project on the site of the former town dump. There are no current town plans for EV charging stations. • Library Invested Funds Update o The funds have been pretty static. o Muir has stayed up to date with the reporting to the town. • Library Sign Update o Muir showed a sample drawing. He got an estimate of $6387 for the sign only. o We need to have some gooseneck lighting above the sign. o The general consensus was that the sign was too scrunched near the bottom of the space. o Maia said we should consider the entire outdoor entrance area for design. o Michael-Ray said we should consult with the Architecture Preservation District Commission to see if there are rules or guidelines we may need to conform to. • ARPA Update o Michael-Ray recommends that we spend the money ASAP. o Harry said we want to make sure the funds are spent within the required time. • Director’s Evaluation Plan/Timing o All the individual evaluation forms have been completed and turned in. o The personnel committee will meet to compile them into a single form for final review. • Friends of LPL Update o The book sale brought in about $1500. o The revival of the bake sale is still being discussed. • Board Comments o Dick noted that the monthly music series report was very well done. o Harry received some overdue notices in the mail. He said we should relook at the procedure for notifying patrons about overdue materials to possibly reduce postage expenses. • Adjourn o Motion to adjourn by Dick. Seconded by Laura. Meeting was adjourned at 8:41 p.m. • Attached Documents o November 16, 2023 Agenda o November 2023 Director’s Report o November 2023 Teen Services Report o November 2023 Youth Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8===