# library-board-of-trustees — 31 documents, concatenated for reading and search # # This is a CONVENIENCE BUNDLE, not a source. Every document below is # published separately and byte-identically; cite the individual file, # whose path is given in each header, rather than this bundle. # Index of all boards: https://lunenburgbudgetproject.org/minutes/INDEX.txt # The town's own scanned original is linked per document. ======================================================================================== DOCUMENT : 2014-01-16-agenda-2783.txt BOARD : library-board-of-trustees DATE : 2014-01-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-01-16-agenda-2783.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01162014-2783 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday January 16, 2014 6:45 pm Lunenburg Public Library • Public Comment • Agenda Items o Approval of minutes /square4 October 17, 2013 /square4 November 21, 2013 o Director’s Report /square4 Budget /square4 FY 2015 Budget /square4 Staff /square4 Library Technology • Website update • Technology plan update /square4 Library Boiler o Friends of LPL: Updates o Subcommittees /square4 Personnel Subcommittee: Director’s Evaluation • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2014-01-16-minutes-2783.txt BOARD : library-board-of-trustees DATE : 2014-01-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-01-16-minutes-2783.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01162014-2783 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 2 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes January 16, 2014. Attending:, Dick Mailloux, Martha Moore, Joanne McQuaid, Lisa Krowitz, Kathy Murray, Robin Venezia, Lars Widstrand, Bob Ebersole (Selectmen Representative), Brian Laffond (FinCom Representative) Absent: Jeanne Raboin Meeting called to order at 6:45 pm in the Sudolnik conference room by Vice Chairman Dick Mailloux.  Public Comments o No public comments  Agenda Items o Approval of minutes  October 17 minutes as amended; motion by Dick, seconded by Joanne, unanimous approval vote. November 21 minutes as amended; motion by Dick, seconded by Robin, approve by Dick, Joanne, Kathy, Lisa and Robin. Lars abstained (not present at that meeting) o Director’s Report  Director’s handouts reviewed and discussed: FY-15 budget.  Vote on FY-15 Director’s proposed budget of 353,206.00, (town budget): Motion to accept proposed budget by Dick, seconded by Lars, all votes in favor. To maintain the Library Revolving Fund at the existing level of $8,000.00 to supplement library budget in order to meet state requirement. Motion to accept by Lars, seconded by Robin, all votes in favor.  Programs  Several adult programs on the books – nutrition; wood turning; Cultural Horizons programs to run through March-14.  CWMARS Network meeting to discuss Evergreen.  Budget  Finances – we are on target for mid- fiscal year.  Discussion about heating, water and sewer bills for the year. Questions about the interval for the water bills – they arrive “randomly”  Salaries – on target  Martha has received training on Muni system. Not fully implemented (rights to enter new vendors, etc.) for Martha yet.  Weeding collections – teen’s is done, children’s estimated to be done by April, adult fiction ongoing.  Addressing issues with cleaning company through building/facilities. Scheduling currently not working.  Jack put in for capital request for carpeting. Discussion about the scheduling for installation – the replacement will require library closing.  Staff  Nothing major, Kate and Karen partnering with the Lunenburg School.  Discussion about staffing.  Library Technology  Website update ===PAGE 2=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 2 of 2 o January 25, launch date for new website, additional marketing for Wowbrary. New URL: www.lunenburglibrary.org. Martha provided an extensive walk-through of the new website. The trustees were very impressed with the layout, added functionality and options.  Technology Plan update o Desktop virtualization discussion o Servers on order; software on order, up and running hopefully by end of February.  Library Boiler  Jim and Kit found experts on the installed boiler. The consultants visited ~ 2 weeks ago and spent a day going through the all settings and scheduling for the boiler – the initial program was not optimal. The boiler has been working fine since their visit, holding temperature, turning up and down per schedule. Quite possible fuel savings will be realized. o Friends of LPL: Updates  Cultural Horizon’s and programs update  Friends offered to pay for “deep cleaning” and sealing of bathrooms (grout, floor). o Subcommittees:  Personnel Subcommittee: Director’s Evaluation  Dick discussed about putting in “new system” for evaluation of director. Robin would like to see new evaluation “form” – not the same as last year. It should reflect the departmental goals and tie with the expectations of the trustees. Kathy wants to clarify the process of the evaluation. Dick states that the goal setting. Research the “360” assessment. Lisa believes that the 360 assessment is easy to accomplish with open ended comments and informal descriptions.  Dick believes that the subcommittee need to meet within the next few weeks to establish what should be used.  Other o Lisa: will not go up for re-election to the LPL Trustees. Kathy: will not go up for re-election to the LPL Trustees. Check with talent bank if any people have listed interest.  Adjourn o Motion to adjourn made by Joanne, second by Kathy at 8:35 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustees of Lunenburg Public Library Referenced documents: LPLBoT Agenda for January 16, 2014 Library Director’s FY-15 Budget Proposal, LPL Mission Statement and Goals ======================================================================================== DOCUMENT : 2014-02-06-agenda-2784.txt BOARD : library-board-of-trustees DATE : 2014-02-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-02-06-agenda-2784.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02062014-2784 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Personnel Committee Thursday February 6, 2014 6:45 pm Lunenburg Public Library • Public Comment • Agenda Items o Library Director’s 2014 Evaluation Process & Instrument • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2014-02-06-minutes-2784.txt BOARD : library-board-of-trustees DATE : 2014-02-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-02-06-minutes-2784.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02062014-2784 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Trustees of Lunenburg Public Library, Personnel Subcommittee Meeting minutes February 6, 2014 Attending: Lisa Krowitz, Richard Mailloux, Jeanne Raboin Guest: Martha Moore, LPL Director Meeting called to order at 6:54 p.m. in the Wallace Community Room by Jeanne Raboin. • Public Comment: none • Martha Moore presented different aspects to 360 evaluations. Personnel subcommittee members discussed these with Martha. • Discussion about how to incorporate the 360 evaluation into the Library Director’s 2013-2014 evaluation. o Procedure: /square4 The current evaluation form and selected questions from documents about conducting 360 reviews will be used. (These will be given to the Trustees at the Feb. 20 meeting) /square4 The selected 360 questions (along with Director’s j ob description and LPL mission statement) will be sent to selected town hall staff, all LPL library staff and selected Friends of LPL for feedback. Responders will have the choice to review anonymously. If this method is chosen, eval uations will then be sent to Trustees via Lunenburg Public Library in a sealed envelope (to be placed in the Trustees folder); /square4 Library Director will provide a self-evaluation; also Director will provide information for sections II and IV from the current evaluation form. /square4 If Trustees have a goal/s in mind for Director, these will be added to the evaluation form. /square4 All evaluation forms to be in April 1. • Open Trustees positions: brief discussion on recruiting Lunenburg residents to run for LPL Board of Trustees. Trustee chair, Jeanne Raboin, will send a document looking for volunteers to the Lunenburg Access Cable Channel. LPL web site and Lu nenburg Ledger. Meeting adjourned at 7:50 pm Respectfully submitted, Jeanne Raboin, Chair Trustees of Lunenburg Public Library Documents referenced: Lunenburg Public Library Director’s Performance Eva luation 2013 Instrument Lunenburg Public Library Director’s Job Description Lunenburg Public Library Mission Statement ======================================================================================== DOCUMENT : 2014-02-20-agenda-2785.txt BOARD : library-board-of-trustees DATE : 2014-02-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-02-20-agenda-2785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02202014-2785 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-02-20-minutes-2785.txt BOARD : library-board-of-trustees DATE : 2014-02-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-02-20-minutes-2785.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02202014-2785 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 2 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes February 20, 2014. Attending: Jeanne Raboin, Dick Mailloux, Martha Moore, Lisa Krowitz, Robin Venezia, Lars Widstrand, Brian Laffond (FinCom Representative) Absent: Joanne McQuaid, Kathy Murray Meeting called to order at 6:47 pm in the Sudolnik conference room by Chairman Jeanne Raboin.  Public Comments o Susan Visser introduced, candidate for the Lunenburg Library Trustees. o Harry Kubetz introduced, candidate for the Lunenburg Library Trustees. o Discussion about the upcoming Town Caucus March 17 at 7:00 p.m. Nominations to be held, two openings on the Trustees for three year terms respectively.  Agenda Items o Approval of minutes  January 16 minutes as amended; motion by Dick, seconded by Robin, approval by all present, Jeanne abstained. November 21 minutes as amended; motion by Dick, seconded by Robin, approved by Dick, Joanne, Kathy, Lisa and Robin. Lars abstained. o Director’s Report for February 20, 2014 reviewed and discussed.  Staff  Discussed per report.  Budget 2014  Discussed per report.  General comments that the numbers “are holding” and that the Lunenburg P ublic Library is in “good shape” in the current F.Y.  Budget 2015  Discussed per report.  A shift from hard copy material towards more e-material in the future is likely.  Programs and Collections  Discussed per report.  Technology Update  Discussed per report.  Martha has driven the evaluation and mapping of the current technology in the library, using an external consultant. A multitude of updates for both hardware and software have been implemented, and the work is continuing. Results so far are very encouraging! o Friends of LPL: Updates  Cultural Horizon’s and programs continues with the Scandinavian (Nordic) theme. o Subcommittees:  Policy subcommittee (Lisa, Robin, Martha, Lars) meeting minutes for November 23, 2013 submitted for approval. Lars moved to approve as amended, Lisa second; all approve.  Personnel Subcommittee (Lisa, Dick, Jeanne) meeting minutes. Move to accept as amended by Dick, second by Lisa, all approved.  Director’s Evaluation, discussion about format to be used for her evaluation, and modifications to surveys that will be used for better clarity. ===PAGE 2=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 2 of 2  Forms for the evaluation and content for cover letter was discussed. See list of referenced documents at end of minutes Surveys to be returned by April 1st, personnel subcommittee will meet, collate and evaluate, all returned information.  Other o Kerry Speidel, Town Manager, will attend our March 20th meeting o FinCom presentation on March 6th at 7:00 p.m. in Town Hall. o Brian Laffond raised a question: “E-rate” funds for telecommunication. Has the Library or the Trustees investigated this as a source for funding cost of internet? Information about the E-rate program can be found at https://www2.ed.gov/about/offices/list/oii/nonpublic/erate.html  Adjourn o Motion to adjourn made by Dick, second by Robin at 8:26 p.m. all approve. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for February 20, 2014 Library Director’s March 20th Report Cover letter for Director’s Evaluation Director’s Evaluation forms for 2014 evaluation ======================================================================================== DOCUMENT : 2014-03-20-agenda-2786.txt BOARD : library-board-of-trustees DATE : 2014-03-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-03-20-agenda-2786.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03202014-2786 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday March 20, 2014 6:45 pm Lunenburg Public Library • Public Comment • Agenda Items o Kerry Speidel, Town Manager, Lunenburg o Approval of Minutes /square4 February 20, 2014 o Director’s Report /square4 FY 2014 Budget /square4 FY 2015 Budget /square4 Personnel /square4 Technology Update o Friends of LPL Update o Town Caucus o Subcommittees /square4 Personnel Subcommittee: Update about Director’s Evaluation • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 2=== ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday March 20, 2014 6:45 pm Lunenburg Public Library • Public Comment • Agenda Items o Kerry Speidel, Town Manager, Lunenburg o Approval of Minutes /square4 February 20, 2014 o Director’s Report /square4 FY 2014 Budget /square4 FY 2015 Budget /square4 Personnel /square4 Technology Update o Friends of LPL Update o Town Caucus o Subcommittees /square4 Personnel Subcommittee: Update about Director’s Evaluation • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 4=== ======================================================================================== DOCUMENT : 2014-03-20-minutes-2786.txt BOARD : library-board-of-trustees DATE : 2014-03-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-03-20-minutes-2786.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03202014-2786 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 2 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes March 20, 2014. Attending: Jeanne Raboin, Dick Mailloux, Martha Moore, Joanne McQuaid, Kathy Murray, Robin Venezia, Lars Widstrand, Kerry Speidel (Town Manager) Absent: Lisa Krowitz Meeting called to order at 6:54 pm in the Children’s Story Room by Chairman Jeanne Raboin.  Public Comments o No public comments  Agenda Items o Kerry Speidel (Town Manager). Ms. Speidel discussed the FY2015 town budget and the Lunenburg Public Library’s share of it. For future budgets, the town will most likely be able to meet (LPL) minimum spending requirements. However, due to upcoming Lunenburg school projects, there will not be much “wiggle room”. Robin asked if the library can help the town in any way shape or form (i.e. meeting space, seminars, etc.). Kerry made a mental note, but saw no immediate need. Jeanne asked to get the Lunenburg Public Library Trustees listed on the town website under the tab Boards and Committees. Discussion followed on the possibility of future expansion of service hours at the Library, such as partial Friday hours or partial Sunday hours. No recommendation or plan was drafted at th is time. o Approval of minutes  February 20 minutes were not available, will be reviewed next meeting. o Director’s Report for March 20, 2014, director’s handout reviewed and discussed.  Staffing  Discussed per report.  Financials  The budget is on track for FY-2014. Martha discussed the numbers presented – at roughly ¾ into the current fiscal year some numbers are “high” (heating, etc.) while others are “low” (several renewals that have not been billed yet). This is due to seasonal and renewal date variations and are not discrepancies but normal..  Collections  Discussed per report.  Building/Facilities  Discussed per report. Re: Eagle Scout possible program for LPL back garden – question for Friends to sponsor a re-dedication ceremony of the LPL garden after completion of program.  Programs  Discussed per report.  Re: Special Program with the Astronomy Society – Kathy suggested contacting Mr. Hill @ Lunenburg High School for advice and possible participation in the program. Mr. Hill is described as having a burning interest for astronomy and someone who is really trying to engage the Lunenburg youth in “star gazing”.  Technology  Discussed per report.  (Technology, continued) Re: Network assessment complete – all network cabling (CAT-5E, Ethernet) has been electrically categorized, cataloged and marked. ===PAGE 2=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 2 of 2 Wrong markings or no markings have been corrected, the server room has been “cleaned up”, namely cables that ran across the floor are now properly routed over cable raceways and in the ceiling. Patch panels, router(s) and switch(es) are properly marked. Moving forward, it will be much easier (for anyone) to work with the network in the library. o Friends of LPL: Updates  Cultural Horizon’s and programs update – latest event in the library drew approximately 40 people, a good showing. A question from a Lunenburg Schools’ music teacher to get information about the programs was raised. Lars mentioned that he had mailed all schools (principals, admin, and music teachers) information about the upcoming Stämbandet concert on March 30.  Beverly Guerin, President of Friends is resigning, probably at annual meeting. o Town Caucus:  Dick reported on the Town Caucus: Two candidates (Harry Kubetz and Susan Visser) are on the ballot as caucus nominees for the two open positions on the Trustees. Harry was present at the caucus and signed all necessary papers. Susan was contacted later by Martha, to inform her to visit the Town Clerk and sign the papers there.  o Subcommittees:  Personnel Subcommittee: Director’s Evaluation  Two responses have been received by Jeanne so far.  Discussion about the content of the forms for the evaluation ensued.  Other o Joanne mentioned that she would like to step down from the Trustees due to work load and other engagements – if the Trustees can find a replacement. She will not leave “a hole” on the board, but serve until a suitable candidate can take her place. o “Green” lighting (LED bulbs) for the library is coming – both exterior and interior, existing bulbs and some fixtures to be replaced. o New Trustees start in May o Next meeting in April 17th (Thursday)  Adjourn o Motion to adjourn made by Joanne, second by Robin at 8:36 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for March 20, 2014 Lunenburg Public Library, Director’s Report of March 20, 2014. ======================================================================================== DOCUMENT : 2014-04-08-agenda-2787.txt BOARD : library-board-of-trustees DATE : 2014-04-08 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-04-08-agenda-2787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04082014-2787 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Trustees Personnel Subcommittee Tuesday April 8, 2014 6:45 pm Lunenburg Public Library Public Comment Agenda Items: o Director’s Evaluation Adjourn ======================================================================================== DOCUMENT : 2014-04-08-minutes-2787.txt BOARD : library-board-of-trustees DATE : 2014-04-08 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-04-08-minutes-2787.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04082014-2787 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • ( 978) 582-4140 Page 1 of 1 Lunenburg Public Library Trustees of Lunenburg Public Library, Personnel Sub -committee Meeting minutes April 8, 2014. Attending: Jeanne Raboin, Dick Mailloux, Absent: Lisa Krowitz Meeting called to order at 6:50 pm in the Sudolnik Conference Room by Chair Jeanne Raboin. • Public Comments • o No public comments • Agenda Items • o DIRECTOR’S EVALUATION: Evaluations submitted by LPL Trustees and others in vited to participate were noted and read. LPL Trus tee responses were collated for rankings in the individ ual sections. o Jeanne will put the responses into final form and l ist the comments for the board to consider at its n ext meeting. o Discussion of the existing and future goals was hel d. It was decided that both would be presented at the next board meeting and the board would then finalize the Director’s goals for the coming year. • Adjourn o Motion to adjourn made by Dick, seconded by Jeanne at 7:48 p.m. Respectfully submitted, Richard Mailloux Secretary, Trustee of Lunenburg Public Library Referenced documents: Completed LPL Director Evaluations Approved 4/17/14 ======================================================================================== DOCUMENT : 2014-04-17-agenda-2788.txt BOARD : library-board-of-trustees DATE : 2014-04-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-04-17-agenda-2788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04172014-2788 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 MEETING NOTICE Agenda Lunenburg Public Library Board of Trustees Thursday April 17, 2014, 6:45 P.M. Lunenburg Public Library • Public Comment • Agenda Items o Approval of Minutes /square4 February 20, 2014 /square4 March 20, 2014 o Director’s Report /square4 Budget /square4 Personnel /square4 Technology Update o Board of Trustees: Resignation process o Subcommittees /square4 Personnel Subcommittee • Minutes: April 8, 2014 • Director’s Evaluation o Green Committee Grant • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 2=== ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 MEETING NOTICE Agenda Lunenburg Public Library Board of Trustees Thursday April 17, 2014, 6:45 P.M. Lunenburg Public Library • Public Comment • Agenda Items o Approval of Minutes /square4 February 20, 2014 /square4 March 20, 2014 o Director’s Report /square4 Budget /square4 Personnel /square4 Technology Update o Board of Trustees: Resignation process o Subcommittees /square4 Personnel Subcommittee • Minutes: April 8, 2014 • Director’s Evaluation o Green Committee Grant • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 4=== ======================================================================================== DOCUMENT : 2014-04-17-minutes-2788.txt BOARD : library-board-of-trustees DATE : 2014-04-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-04-17-minutes-2788.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04172014-2788 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 2 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes April 17, 2014. Attending: Jeanne Raboin, Dick Mailloux, Martha Moore, Lisa Krowitz, Kathy Murray, Lars Widstrand Absent: Joanne McQuaid, Robin Venezia, Meeting called to order at 6:45 pm by Chairman Jeanne Raboin.  Public Comments o No public comments  Approval of minutes: o Feb Jeanne entertained a motion to approve minutes as amended, moved by Dick second by Lisa, all approve – Kathy abstained not having been at that meeting. o March, Jeanne entertained, etc. moved by Dick, second by Kathy, all approve.  Agenda Items o Approval of minutes  Correct above entry and move here! o Director’s Report for March 20, 2014, director’s handout reviewed and discussed.  Staffing  Discussed per report.  Financials  On target salary wise  Per report  Collections  Discussed per report.  Highlight is new e-subscription to NewsBank for historical newspapers and genealogy bank.  Building/Facilities  Discussed per report. Re: Eagle Scout possible program for LPL back garden – question for Friends to sponsor a re-dedication ceremony of the LPL garden after completion of program.  Programs  Discussed per report.  Re: Special Program with the Astronomy Society – Kathy suggested contacting Mr. Hill @ Lunenburg High School for advice and possible participation in the program. Mr. Hill is described as having a burning interest for astronomy and someone who is really trying to engage the Lunenburg youth in “star gazing”.  Technology  Discussed per report.  (Technology, continued) Re: Network assessment complete – all network cabling (CAT-5E, Ethernet) has been electrically categorized, cataloged and marked. Wrong markings or no markings have been corrected, the server room has been “cleaned up”, namely cables that ran across the floor are now properly routed over cable raceways and in the ceiling. Patch panels, router(s) and switch(es) are properly marked. Moving forward, it will be much easier (for anyone) to work with the network in the library. o Joanne resigning: ===PAGE 2=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 2 of 2  Joanne has sent in a letter of resignation, which the Trustees need to approve. Trustees needs to be at selectmen to present fill-in person for the remainder of her term.  Jeanne april 15 2014 Dick moved Kathy second Motion to accept with regret Joanne’s letter of resignation. Gare Thompson will fill the vacancy.  Motion to move to “Other” by Jeanne moved by Kathy, Dick second. o Move the meeting, in order for a smoother transition, Thursday, May 22 nd o Motion move 15th, to 22nd due to lateness in month town election second Dick, all in favor, to make the new trustees be on board.  Martha’s evaluation: o Subcommittee meeting of April 15 Dick and Jeanne for Martha’s evaluation. o Discussion on how to consolidate the external evaluations with the Trustees for a finalized version with external as appendices. o Ask Martha for her own goals for next year to be merged in with what the Trustees believe. o Discussion ensued… o May 15th completion of Director Evaluation, we will vote on the evaluation, following that there will be a 1-on-1 with Martha  Adjourn o Motion to adjourn made by Lisa, second by Kathy at 8:30 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for April 17, 2014 Lunenburg Public Library, Director’s Report of April 17, 2014. ======================================================================================== DOCUMENT : 2014-05-06-agenda-2789.txt BOARD : library-board-of-trustees DATE : 2014-05-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-06-agenda-2789.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05062014-2789 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE of MEETING Joint Session Lunenburg Public Library Board of Trustees/Lunenburg Board of Selectmen May 6, 2014 7:15 PM Bilotta Room, Lunenburg Town Hall Agenda 1. Consideration of Gare Thompson to Unexpired Term, Town Charter 3-1(f)2. ======================================================================================== DOCUMENT : 2014-05-15-agenda-2790.txt BOARD : library-board-of-trustees DATE : 2014-05-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-15-agenda-2790.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05152014-2790 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday May 15, 2014 6:45 pm Lunenburg Public Library Public Comment 1. Director’s Evaluation Adjourn ======================================================================================== DOCUMENT : 2014-05-15-minutes-2790.txt BOARD : library-board-of-trustees DATE : 2014-05-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-15-minutes-2790.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05152014-2790 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Lunenburg Public Library Board of Trustees Thursday May 15, 2014 6:45 pm Lunenburg Public Library Attending: Lisa Krowitz, Richard Mailloux, Jeanne Raboin, Robin Venezia Meeting was called to order at 6:51 pm. There was no public comment. 1. Director’s Evaluation a. LK asked a question about the “N’s” that were kept in the evaluation tool. JR explained that it was important to keep so that the director knows some Trustees felt they didn’t have enough information to evaluate. b. Evaluation revisions:  Page 1 - date changed from 2012 to 2013  Page 6 - from ‘Wowberry’ to ‘Wowbrary’  Page 8 - sentence added: “The Trustees have noticed a significant increase in the number and frequency of library-related articles.”  Page 11- last sentence changed to read: “We look forward to many years of working with her.”  Page 12 - final paragraph changed to read: “Operations Management – Other library needs took precedence.”  Page 13 - list reformatted c. Motion made by Richard Mailloux and seconded by Lisa Krowitz to accept Martha Moore’s FY13 Director’s Evaluation as revised. Unanimous. 2. Salary Recommendation a. RM compiled a list of MA library director’s salaries with similar town populations (from MBLC web site) b. Recommendation: $63,192. This reflects a 3% increase ($1,840.00/year). This recommendation reflects the following reasons based on the Director’s evaluation from Trustees, LPL staff and external evaluations:  Excellent staff (internal) and external evaluation comments  Trustees value her expertise  Acknowledgment Director’s hard-work and achievements in FY13  Development and implementation of policies and procedures in library that resulted in more efficient and effective services  Director reduced LPL dependence on town IT support/resources ===PAGE 2=== c. Motion made by Richard Mailloux and seconded by Robin Venezia to recommend a 3% salary increase ($1,840.00), resulting in $63,192 for FY14. Unanimous. 3. Director’s contract: reviewed and the following amendments made: a. All dates changed to reflect FY14 b. Salary changed to $63,192.00 c. Annual work schedule: unused vacation time that can be carried over to the next fiscal year changed to 10 days. d. Motion made by Lisa Krowitz and seconded by Richard Mailloux to amend library director’s contract to reflect the date, salary and vacation-time carry over changes. Unanimous. 4. LPL Chair action items a. Revise director’s FY13 evaluation b. Revise director’s contract c. email Town Manager, Kerry Speidel to inquire about whom to notify concerning library director’s salary increase. d. Set date with library director for presentation of evaluation and salary Motion made by Richard Mailloux and seconded by Robin Venezia to adjourn at 8:09 pm. Respectfully submitted, Jeanne Raboin, Chair Board of Trustees, Lunenburg Public Library ======================================================================================== DOCUMENT : 2014-05-20-agenda-2791.txt BOARD : library-board-of-trustees DATE : 2014-05-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-20-agenda-2791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05202014-2791 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE of MEETING Joint Session Lunenburg Public Library Board of Trustees/Lunenburg Board of Selectmen May 20, 2014 7:00 PM Bilotta Room, Lunenburg Town Hall Agenda 1. Consideration of appointment of Gare Thompson to the vacant seat on the Library Board of Trustees (Unexpired Term, Town Charter 3-1(f)2). ======================================================================================== DOCUMENT : 2014-05-20-minutes-2791.txt BOARD : library-board-of-trustees DATE : 2014-05-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-20-minutes-2791.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05202014-2791 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 1 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes May 20, 2014. Attending: Jeanne Raboin (chair), Dick Mailloux (vice-chair), Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand (secretary) Joint meeting with the Lunenburg Board of Selectmen, at the BOS ordinary meeting time. Attending from BOS: Thomas A. Alonzo, Paula J. Bertram, Jamie Toale, Robert Ebersole, Phyllis Luck , Kerry Speidel (Town Manager) LPL Trustee Meeting called to order at 7:10 pm in the Joseph F. Bilotta Meeting Room, 2nd floor, Town Hall by Chairman Jean Raboin. Purpose of the meeting:  Consideration of appointment of Gare Thompson to the vacant seat on the Library Board of Trustees (Unexpired Term, Town Charter 3-1(f)2). o Presentation by Jean Raboin of purpose of LPL Trustee appearance before the Lunenburg BOS @ 7:10 p.m. o Motion made by Dick Mailloux to appoint Gare Thompson to the seat vacated by Joanne McQuaid, seconded by Robin Venezia. All voted in favor. o Motion made by Bob Ebersole, BOS, to appoint Gare Thompson to the seat vacated by Joanne McQuaid, seconded by Paula Bertram. All BOS members voted in favor.  Decided, Gare Thompson to fill Joanne McQuaid’s position. o NOTE: According to the BOS, Gare’s position on the Trustees only runs until next election 2015, not until Joanne’s original term was up in 2016.  Motion to adjourn LPL Trustee meeting by Jeanne at 7:17 p.m., seconded by Harry. All votes in favor. Next LPL Trustee meeting will be held on 5/22/14 at 6:45 p.m. in the Lunenburg Public Library. Respectfully submitted, Lars Widstrand Secretary, Trustees of Lunenburg Public Library Referenced documents: LPLBoT Agenda for May 20, 2014 ======================================================================================== DOCUMENT : 2014-05-22-agenda-2792.txt BOARD : library-board-of-trustees DATE : 2014-05-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-22-agenda-2792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05222014-2792 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday May 22, 2014 6:45 pm Lunenburg Public Library Public Comment Welcome to Trustees Harry Kubetz and Susan Visser Agenda Items 1. Approval of Minutes a. April 17, 2014 b. May 15, 2014 2. Director’s Report a. Budget b. Staff c. Technology 3. LPL Director Evaluation 4. Friends of LPL Update 5. Board of Trustees Reorganization Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 2=== ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday May 22, 2014 6:45 pm Lunenburg Public Library Public Comment Welcome to Trustees Harry Kubetz and Susan Visser Agenda Items 1. Approval of Minutes a. April 17, 2014 b. May 15, 2014 2. Director’s Report a. Budget b. Staff c. Technology 3. LPL Director Evaluation 4. Friends of LPL Update 5. Board of Trustees Reorganization Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 4=== ======================================================================================== DOCUMENT : 2014-05-22-minutes-2792.txt BOARD : library-board-of-trustees DATE : 2014-05-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-05-22-minutes-2792.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05222014-2792 ======================================================================================== ===PAGE 1=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 1 of 2 Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes May 22, 2014. Attending: Jeanne Raboin (chair), Dick Mailloux (vice-chair), Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand (secretary) Meeting called to order at 6:50 pm in the George R Wallace III Meeting Room in the Lunenburg Public Library by Jean Raboin.  Public Comment o No public comment  Jeanne and the incumbents of the board welcomed recently elected trustees Harry Kubetz and Susan Visser to the board.  Jeanne and the incumbents of the board welcomed recently appointed Gare Thompson back to the board.  Agenda Items o Approval of Minutes  April 17, 2014: tabled until June meeting  May 15, 2014: Jeanne entertained a motion to accept the minutes as presented, moved by Dick, seconded by Robin Voted to approve: Jeanne, Dick, Robin Abstained: Lars (not present at the meeting), Harry, Susan (not members at the meeting).  Director’s Report o The director’s report, as submitted by the director, was read and discussed o Items discussed:  Budget: Robin mentioned that more specific line items that Martha would like to see in the library budget may not be possible to implement, an existing line may be reassigned – the Board will contact to Martha and ask how she wants to proceed. Discussion how much flexibility the director may have in reassigning / breaking down line items to better fit the Library’s model of operation.  Budget: Brian Laffond’s questions about the heating portion of the budget will be put on the agenda for the June meeting.  Technology: The Mass Broadband Project which brings fiber optic cable connections to towns & libraries in Western and North Central Mass. Clarification needed on who will possibly get attached to the fiber optic network (staff / staff+public / other computers), and the cost implications.  LPL Director Evaluation o Described by Jeanne as information to the new board members; general discussion followed  Information: Contract with the director is with the LPL Board of Trustees, not with the Town of Lunenburg. o Meeting with the director will take place before the next regular trustee meeting to present evaluation and the director’s new contract. ===PAGE 2=== 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Page 2 of 2 Jeanne will contact Martha to arrange a suitable time – Jeanne, Gare and Harry will meet with Martha. o Discussion about future goal settings and follow-up to be done by the trustees. Suggestion that target dates are added to goals, to provide milestones and measurable points. The targets are intended as indicators and mile-stones, and not as a “whip”, to make sure the board is aware of resources required to attain set goals, etc.  Friends of LPL Update o June book and bake sale coming up. June 7th 9 – 2 p.m.  Volunteers are always needed to help set up, run and break down the book and bake sale. Any contribution in time and/or effort is most welcome – not only from the Board, but from the general public as well. Baked goods are definitely welcome! o Annual Friends meeting coming up, Saturday July 26 at 10 a.m.; pot luck breakfast. o Current President of Friends, Beverly Guerin is leaving, new officers will be selected at the annual meeting. o Jeanne will ask Lydia Henshaw to come to the June trustee meeting to give a full presentation of the Friends to the new board.  Board of Trustees Reorganization o For Chairman: Jean was nominated by Gare, seconded by Susan, voted: all in favor o For Vice-chairman: Dick was nominated by Jean, seconded by Robin, voted: all in favor o For Secretary: Lars was nominated by Gare, seconded by Robin, voted: all in favor o For Personnel subcommittee: Gare, Harry, Dick o For Policy subcommittee: Lars, Dick, Robin o For Budget subcommittee: Susan, Harry, Jean o For Endowment subcommittee: Jean, Susan  Motion by Jean to accept all committee members as listed: so moved by Susan, seconded by Dick, voted: all in favor.  Next LPL Trustee meeting will be held on 6/19/14 at 6:45 p.m. in the Lunenburg Public Library.  Motion to adjourn, made by Gare at 8:31 p.m., seconded by Dick, voted: all in favor. Respectfully submitted, Lars Widstrand Secretary, Board of Trustees, Lunenburg Public Library Referenced documents: LPLBoT Agenda for May 22, 2014 Director’s report ======================================================================================== DOCUMENT : 2014-06-19-agenda-2793.txt BOARD : library-board-of-trustees DATE : 2014-06-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-06-19-agenda-2793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06192014-2793 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-06-19-minutes-2793.txt BOARD : library-board-of-trustees DATE : 2014-06-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-06-19-minutes-2793.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06192014-2793 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minut es June 19, 2014; Sudolnik Conference Room, Lunenburg Public Library Attending: Jean Raboin, Robin Venezia, Harry Kubetz , Susan Visser, Gare Thompson, Lars Widstrand, Bob Ebersol (B.O.S.), Brian Laffond (Finance Committee), Lydia Henshaw, ( Friends of LPL) Absent: Dick Mailloux, Martha Moore The meeting was called to order at 6:45 p.m. by Jea n Raboin. • Public comment: o Brian Laffond is stepping down from a long service to the Lunenburg Finance Committee. • Approval of minutes: o April 17 Minutes, motion to accept minutes as revis ed, by Lars, second by Jean, unanimous yes vote. o May 20 Minutes, motion to accept minutes by Gare, s econd by Harry, unanimous yes vote. o May 22 Minutes, motion to accept minutes by Susan, second by Gare, unanimous yes vote. • Director’s report: - since Martha Moore did not att end the meeting these questions remain open: o Harry: first bullet on second page of report – why are the Friends of LPL paying for building maintena nce? Discussion: Jean explained that in general, the town pays for upkeep, but in special urgent cases it may be paid for by friends. Trustees expressed concern th at the town will not be aware of the full cost of maintenance if the library seeks and finds (in frie nds) alternative sources for funding. In future, t he town should be made aware of the monies spent, and reque sts for the maintenance should be flagged in the budget. Recommendation to make for upcoming budget planning (in September) is to show real maintenance costs… o Susan: financial section – transferring funds to In gram, it is a timing issue with billing? o Evergreen 2.5 catalog software open? o ARIS reporting official annual report on monies spe nt to be sent to the state. o Jean: staffing, paragraph 3; Jean is happy with the complete staff evaluation that Martha has done. Question: Can the evaluations be shared with the tr ustees, for information only? Does it infringe on staff confidential information? o FY-16, maintenance added to budget, including non-c apital requests • Board of Trustees Endowment Committee: o Jean and Susan are on representing the Library Trus tees • Heating billing question from Brian: o Reduction in heating cost – what drove the reductio n in cost? Jean will send informational email to F inance committee/Brian with the answer. Speculation: HVAC adjustments did gain us significant savings. • Friends Information: o Book and bake sale was a rousing success – by far t he best we have had. Final count >$3,600.00. ===PAGE 2=== • Meeting turned over by Jean to Lydia for informatio n about how the friends support the library and its ’ functions. o Friends of LPL was instituted on 7th December 1972; initiated its’ bylaws. Endowment set aside for sp ecial purposes, the use governed with bylaws. $300,000.0 0 baseline funds resides in the endowment, but is NOT used; only investment gains are used (endowment exp enditure funds). Examples of purchases made by the Friends: Security cameras; Telephone systems; ADA d oor-openers for the main entrance doors. Operating funds for the Friends of LPL come from membership f ees, book-and-bake sale, ongoing book sale in the library. (At this point a Friends of Library Treas ury report was presented). Friends of LPL pays for all library programs, printer ink/toner, paper, copier supplies ; also copier maintenance is paid for. o Cultural horizon program was paid for by earnings f rom the “Saundra Lane gift”. o ~800 Lunenburg families are members of the Friends. • Other: o July 26 10:00 a.m. pot-luck meeting for Friends of LPL in the Wallace room. • Brainstorming for FY15: o Gare: ways that we can involve the library, to beco me a community center – to ponder over the summer. o Ask Monty Tech to build items for LPL, e.g. setting up a portable kitchen for cooking classes. o Bring list to September meeting. Suggestion to sen d a list to Jean by August 1, of ideas. o Long-term plans for the library, 5-year plan – what would we like to see (also by August 1) o Brian suggests to add the LPL to the Town Master pl an; approach the planning board director to get Lib rary input to it. Suggestion by Bob Ebersole that we br ing in a consultant to help with the 5-year plan; p ossibly paid for by friends. • Board comments: o Harry: for the selectmen to address: when email cam e from Kerry about committees Harry called and trie d to contact Kerry, but got no return call or any respon se. o Brian: prepare request for larger kitchen update fo r the Wallace room; if not now, then get it into th e long term plan or master plan. o No other board comments • Upcoming meeting suggestions: o August brainstorming meeting o Library to be included in master plan o Define library plan for 5 years • Other o Bob Ebersole mentioned that $1,000.00 was given by various people in his mother's name to the library when she passed away. Martha procured a historical book for small part of it. • Motion to adjourn at 8:26 p.m., moved by Gare Thomp son, second by Susan, unanimous yes vote. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for June 19, 2014 Lunenburg Public Library, Director’s Report of June 19, 2014. ======================================================================================== DOCUMENT : 2014-09-18-agenda-2794.txt BOARD : library-board-of-trustees DATE : 2014-09-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-09-18-agenda-2794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09182014-2794 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE of MEETING Lunenburg Public Library Board of Trustees Thursday, September 18, 2014 6:45 PM Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda o Approval of Minutes /square4 June 19, 2014 o Director’s Report /square4 Budget /square4 Staff /square4 Technology /square4 Programs /square4 Building & Maintenance /square4 ARIS Report o LPL Budget and Energy Costs o Children’s Safety Policy o Capital Planning • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door ======================================================================================== DOCUMENT : 2014-09-18-minutes-2794.txt BOARD : library-board-of-trustees DATE : 2014-09-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-09-18-minutes-2794.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09182014-2794 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minut es September 18, 2014; Sudolnik Conference Room, Lunen burg Public Library Attending: Jean Raboin, Dick Mailloux, Harry Kubetz , Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore, John Henshaw (Finance Committee), Bob Eberso l (B.O.S.) Absent: The meeting was called to order at 6:48 p.m. by Jea n Raboin. • Public comment: o Welcome John Henshaw as the Finance Committee repre sentative; Bob Ebersol as the Board of Selectmen representative • Approval of minutes: o June 19 Minutes, motion to accept minutes as revise d, by Gare, second by Harry, six votes in favor, Di ck abstained (not present at June meeting). • Director’s report: as discussed in the report submi tted by Martha. Notes and comments below are from ensuing discussions. o Budget /square4 Currently 20.8% into the FY. o Staff /square4 Kate McCarron plans to retire at end of March 2015; Karen Kemp on July 3, 2015 Discussion about succession and forward thinking ab out library functions and positions – what type of librarian do “we” want; what type of services wi ll we provide? Regarding retirement gifts – would the Friends of L PL contribute? o Collections /square4 Discussing new forms of e-book, to preserve materia l to be “Lunenburg only” lending, since CWMars material is used by all affiliated libraries , and can be “out for months” w/o Lunenburg patrons getting access to it.. /square4 LPL makes quarterly payments to Ingram (this was a question from last meeting); this interval makes paperwork more efficient and payments timely (processed through Town Hall). Ingram is our “biggest book jobber”. o Technology /square4 LPL is now on Fiber optic connect (Mass Broadband). The fiber is only used for CWMars, it is paid through that program. The rest of all connections are still via Comcast. If any non-CWMars computers (public) were to be attached to the fiber network, it would mean additional cost; no apparent advantage to do so. o Programs /square4 Summer participation in library programs was disapp ointing – however, kudos from Jean to put these on. /square4 In October, a suicide prevention program is planned to take place. /square4 Station in the LPL for health information – to prov ide help with understanding the ins and outs of the mandatory health care program and its’ options. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minut es September 18, 2014; Sudolnik Conference Room, Lunen burg Public Library Page 2 /square4 Saturday program to promote adoption of shelter pet s may be realized. o Building & Maintenance /square4 Carpet replacement is officially on the back burner this year (after meeting with Jim Breault @ DPW), i.e. it will not happen this year. /square4 Exterior lights will be refitted with LED lights (g rant money to cover cost) – power consumption for one indoor upward facing lights is ~ 5x one of the outdoor parking lights. Significant power savings to be gained if these bulbs are replaced. /square4 In July all grout was cleaned in the bathrooms, the bathrooms look clean! Sponsored by Friends. /square4 In August the LPL received a quote to paint the qui et study rooms, Friends will sponsor the cost. o ARIS Report – preliminary sample data discussed /square4 Usage: ~98k circulations (all inclusive); 30k adult ; 5,6k YA; 29k childrens’ /square4 Interlibrary loans: 400 more borrowed than lent; it ems per year: 11543 received 11085 provided. /square4 7473 (~6400 Lunenburg residents) registered LPL use rs. The town has ~10k residents, • LPL Budget and Energy Costs: o Discussion about the upcoming increase in electrici ty rates and natural gas rates, as brought forward by John Londa. Translates to roughly 65% increase. J ohn Henshaw mentioned that the increase appears to look inflated. He cautioned that we need more deta iled information before we get too excited about it . Hard choices to make – how to fund this drastic inc rease in energy cost.( ~ FY15, annual budgeted amou nt: $30k)… It will be added on October agenda for follow up. Martha will check with other libraries how they are impacted by the cost increase. What is the cost of changing inside lights “now” to LEDs before grant monies are available? Cost/bene fit analysis needed. • Children’s Safety Policy: o Discussion about changing the age of children to be left without supervision, and the consequences for the parents of children who are left at LPL as a form o f day care (which is not permitted – the LPL does n ot provide day care service!). Motion from Dick to revise the age on the Child Saf e Policy from currently 8 years old to 10 years old . Gare second. Voted: 5 for, 1 against, 1 abstain. • Capital Planning: o Interior items: /square4 Annual message from Jack Rodriquenz to produce a ca pital plan request. Also, refer to indoor carpet item above. o Motion to move this agenda item and put it on Octob er’s agenda: Gare made the motion, Susan second. voted: all in favor. • Other: o From June 19 minutes – question: About Evergreen: Evergreen is open source software Staff evaluations – to be shared? Martha believes in infringes on personal/privileged information, Je an concurs; related: job descriptions have been filed with town. Reduction in heating cost: the numbers were develop ed from actual run-rate of the heating system. o Future ideas for the library, the submitted “brains torming documents” to be summarized into “broad headings”. Gare and Lars volunteered to do the sum mary and distribute to trustees before October meet ing. ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minut es September 18, 2014; Sudolnik Conference Room, Lunen burg Public Library Page 3 o Dick: discussed separate email address, small bio + picture for the library website contact page. Furt her discussion about domain name addresses. Dick will investigate options and report during October meeti ng • Next meeting: o October 16, at 6:45 p.m. in the Sudolnik room. • Adjourn o Motion to adjourn at 9:01 p.m., motion by Gare, sec ond by Harry. Voted: unanimous yes. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for September 18, 2014 Lunenburg Public Library, Director’s Report of Sept ember 18, 2014. ======================================================================================== DOCUMENT : 2014-10-16-agenda-2795.txt BOARD : library-board-of-trustees DATE : 2014-10-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-10-16-agenda-2795.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10162014-2795 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-10-16-minutes-2795.txt BOARD : library-board-of-trustees DATE : 2014-10-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-10-16-minutes-2795.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10162014-2795 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minut es October 16, 2014; Teen Room, Lunenburg Public Libra ry Attending: Jean Raboin, Dick Mailloux, Harry Kubetz , Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Patricia Dupont Absent: Martha Moore, due to illness; Bob Ebersole, other commitment; John Henshaw, FinCom meeting The meeting was called to order at 6:49 p.m. by Jea n Raboin. • Public comment: None • Approval of minutes: o September 18 Minutes, motion to accept minutes as revised , by Gare, second by Harry. Voted all in favor. • Administrative responsibilities during Director Mar tha Moore’s absence: o Jean made a motion to get the Trustees permission t o contact BiblioTemps to hire an Interim Director. Dick second. Voted all in favor. Ideally, Teresa Hathawa y (previous Interim Director) could cover LPL durin g Martha’s absence. /square4 Discussion about compensation for Interim Director, number of hours/ days per week, etc. ensued. o Gare made a motion to give Assistant Director Patri cia Dupont the authority to sign bill, payment vouc hers, P.O.’s, requisitions, etc. during Martha’s absence. Dick second. Voted all in favor. Copy of Authoriz ation attached to Minutes. o Gare mades a motion to give Jean authority to sign payroll in Martha’s absence. Dick second. Voted al l in favor. • Director’s report: presented by Pat Dupont. Notes and comments below are from ensuing discussions. o Staff updates: Joseph Rager, new page in LPL. o Painting study rooms: Paint/material is paid for wi th funds from the Library Endowment Fund. o Small Works (art) Exhibit to take place in the Wall ace Room. Saturday, Oct 25th from 10-2 is first dr op-off date for artists to bring in their works. Second d rop-off date is Monday 27 th . Karen Kemp will organize in Martha’s absence. o Painting interior of library, interior lights, inte rior carpeting – all deferred to capital plan. Bud get/Finance committee will work with Jim Breault on these items . /square4 Decided: Harry Kubetz and Susan Wisser will represe nt the Trustees o Pat called MBLC and got an extension on the library “ARIS” report submittal; Pat will request another week extension to submit the ARIS report by the 27th. • LPL vision – motion by Susan to postpone this discu ssion until November meeting. Second by Gare. Voted all in favor. • Friends of LPL update: Book and Bake sell went real ly well: >$3,000.00 of which was $ 700.00 was the bake sale. Children’s book sale was great. • LPL Endowment: Lydia Henshaw wants to get the commi ttee together to discuss maturing CDs that need to be reinvested/renewed. • Other: none • Next meeting: o November 20, at 6:45 p.m. in the Sudolnik room. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minut es October 16, 2014; Teen Room, Lunenburg Public Libra ry Page 2 • Adjourn o Gare moved adjourn; Robin second, Voted all in favo r @ 7:50 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for October 16, 2014 Scanned copy of Authorization for Patricia Dupont s igning purchase requisitions and vouchers for the D irector during her absence. ======================================================================================== DOCUMENT : 2014-10-27-agenda-2796.txt BOARD : library-board-of-trustees DATE : 2014-10-27 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-10-27-agenda-2796.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10272014-2796 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Monday, October 27, 2014 6:00 pm Teen Room, Lunenburg Public Library • Public Comment • Agenda Items o Temporary Director • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2014-10-27-minutes-2796.txt BOARD : library-board-of-trustees DATE : 2014-10-27 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-10-27-minutes-2796.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10272014-2796 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minut es October 27, 2014; Teen Room, Lunenburg Public Libra ry Attending: Jean Raboin, Dick Mailloux, Harry Kubetz , Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, The meeting was called to order at 6:00 p.m. by Jea n Raboin. • Public Comment – There was no public comment. • Agenda o Temporary Director: Trustees discussed hiring Teres a Hathaway, through BiblioTemps, as Interim Library Director while Martha Moore is recovering from surg ery. o Motion made to have Jean Raboin contract with Bibli oTemps and make an offer of $30 per hour (up to $32 per hour) to Terry Hathaway, to be the Lunenburg Pu blic Library’s Interim Director starting the week o f November 1, 2014. Motion passed unanimously. • Adjourn: Meeting adjourned at 6:30 pm. Respectfully submitted, Jean Raboin Chair, Trustees of Lunenburg Public Library ======================================================================================== DOCUMENT : 2014-11-22-agenda-2797.txt BOARD : library-board-of-trustees DATE : 2014-11-22 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-11-22-agenda-2797.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11222014-2797 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2014-11-22-minutes-2797.txt BOARD : library-board-of-trustees DATE : 2014-11-22 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-11-22-minutes-2797.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11222014-2797 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes November 20, 2014; Wallace Community Room, Lunenburg Public Library Attending: Jean Raboin, Dick Mailloux, Harry Kubetz (via Skype, in China), Gare Thompson, Robin Venezia, Lars Widstrand, Teresa Hathaway (Interim Director), Caroline Griffis (Finance Committee Representative), Bob Ebersole (Selectmen representative) Absent: Susan Visser, Martha Moore The meeting was called to order at 6:52 p.m. by Jean Raboin.  Public comment: None  Approval of minutes  Motion from Gare to add Sept 18 minutes, Second by Dick, voted all in favor: o September 18, 2014 motion to accept minutes as revised, by Dick, second by Gare. Voted all in favor. o October 16, 2014 motion to accept minutes as revised, by Gare, second by Dick. Voted all in favor. o October 27, 2014 motion to accept minutes as revised, by Dick, second by Gare. Voted all in favor.  Director’s report: presented by Teresa Hathaway o Budget FY14-15  Numbers show that water and electrical expenditures are on target for the year. o Personnel  Teresa to talk with other towns’ libraries about options/role of their Teen and Children Librarians regarding duties, pay range, etc. in anticipation of Kate’s retirement (targeted for end of March – possibly delayed depending on Martha’s recovery). o Programming  Trustees expressed positive opinions about the ongoing Small Art Exhibit.  Gare wants to get a “marketing blitz” in early December to remind people that most of the art IS for sale.  Jean discussed with Martha to have a December Saturday in the community room with cookies and drinks (to be specified later); compare to the Lunenburg Senior center fair on Dec. 6th.  Dec 3rd drumming workshop  Dec 8th, workshop “small critters”  Dec 16th Zentangle workshop with Terry  Jan-Feb 2015, Debra will arrange to hold a workshop in how to buy and sell on Ebay  Creat-Space workshop by Gare, date T.B.D.  March 2015 timeframe: Mr Polanski, will hold “Music Through the Decades” presentation (involves pictures and music) o Capital Planning  Plan is available on-line  Facility maintenance request: December 2nd at 4:30 p.m. @ Town Hall, to be presented by Jack Rodriquenz and Jim Breault. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes November 20, 2014; Wallace Community Room, Lunenburg Public Library Page 2 o Discussion of what is covered in the plan – outdoor lights, indoor lights, carpeting? The carpeting was pushed out until later, but the situation on the lights update is uncertain. Also “firing gun” (igniter module) for the furnace system to be replaced. Possibly a $15k item. o FY15-16 Budget Planning  Terry has started to collect data to put the plan together.  Friends of LPL updates: o Endowment group met with the new Edward Jones (financial) advisor. Maturing CDs to be reinvested with Edward Jones. o New Friends of LPL president is Jane Crook.  Other: o “Future ideas for LPL” summary – ideas from many sources condensed by Gare and Lars. Gare gave overview of the summary. Different ideas were discussed about feasible projects and programs for the Library to take on. Next year is the 10-year anniversary for the LPL! Building Reuse Committee and Planning Board to be invited to our January meeting – to discuss the library neighborhood (Brooks House, driveway into elementary school – paid for by Friends) o Holiday closing hours, brought up by Terry  The LPL will be closed on Thanksgiving; Terry requested that the LPL will be closing on Christmas Eve and New Years Eve at 3 p.m.  Motion by Gare that the library closes at 3 pm on 12/24 and 12/31; second by Dick. Voted all in favor. o Jean suggested that “something should be done for the staff” for Christmas. Terry to ask staff and Martha and bring to Friends for funding.  Next meeting: o December 18, at 6:45 p.m. in the Sudolnik room.  Adjourn o Jean moved to adjourn; Dick second, Voted all in favor @ 8:20 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for November 20, 2014 ======================================================================================== DOCUMENT : 2014-12-18-agenda-2798.txt BOARD : library-board-of-trustees DATE : 2014-12-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-12-18-agenda-2798.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12182014-2798 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday December 18, 2014 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Kerry Speidel, Town Manager: Q&A regarding budget impact due to pending increased electricity costs, state aid cut and possible extension of interim director’s contract. o Approval of Minutes /square4 November 20, 2014 o Director’s Report /square4 Budget FY14-15 • State Aid – See Terry’s report /square4 Personnel /square4 Programming /square4 Technology /square4 Building & Maintenance /square4 Holiday Hours: December 24, 2014 o Capital Planning: Capital Committee, Village District By-law and January 2015 meeting. • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ===PAGE 2=== ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday December 18, 2014 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Kerry Speidel, Town Manager: Q&A regarding budget impact due to pending increased electricity costs, state aid cut and possible extension of interim director’s contract. o Approval of Minutes /square4 November 20, 2014 o Director’s Report /square4 Budget FY14-15 • State Aid – See Terry’s report /square4 Personnel /square4 Programming /square4 Technology /square4 Building & Maintenance /square4 Holiday Hours: December 24, 2014 o Capital Planning: Capital Committee, Village District By-law and January 2015 meeting. • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ===PAGE 4=== ======================================================================================== DOCUMENT : 2014-12-18-minutes-2798.txt BOARD : library-board-of-trustees DATE : 2014-12-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2014-12-18-minutes-2798.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12182014-2798 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes December 18, 2014; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Robert Ebersole (Selectmen Representative), Kerry Speidel (Town Manager); Troy Daniels (Visitor) Absent: Martha Moore, Teresa Hathaway, Caroline Griffis (Finance Committee Representative) The meeting was called to order at 6:45 p.m. by Jean Raboin.  Public comment: Jeanne Raboin notified the Trustees that she is changing careers; the change will not affect her work with the Lunenburg Public Library Trustees.  Kerry Speidel, Lunenburg Town Manager was invited for [budget] Q&A session. Ms. Speidel responded to questions regarding impact on the [library] budget due to pending increases in electricity costs, looming cuts in state aid, and possible extension of interim director’s contract. o Discussion ensued about budget, state aid and possible 1.5% cut of state aid to towns. o Utilities are approximately $7k over [library] budget. Ms. Speidel recommends [that the Trustees] send a memo to FinCom with concern about the utilities budget, with a heads up of the $7k deficit and request use of FinCom reserve fund to cover. o Possible extension of Teresa Hathaway’s contract due to extended rehab of Martha and the fiscal implications of this. The workman’s comp portion currently covers Ms. Hathaway’s pay. o Ms. Speidel reminded the Trustees that the budget request is due mid-January; target [Library] budget from Ms. Speidel is somewhat higher than the current [year] spending; current $353,206.00, projected $363,849.00.  Mr. Daniels asked about the [current] budget numbers presented by Ms. Hathaway (submitted report). What percentage of the annual budget the numbers represented? Since Ms. Hathaway was not present, the question was tabled.  Approval of LPL Trustee Meeting minutes 11-20-14, with revisions recommended by Robin. Motion by Dick, second by Gare; voted all in favor with Susan abstaining (not present in November).  Director’s report: mailed in by Teresa Hathaway o Childrens young adults staffing (separate letter); budget numbers (spread sheet)  Personnel Discussion about future staffing levels, full-time vs. part time librarians (due to upcoming retirements)  Programming Karen said small works [art] exhibit and sales went very well. Harry asked how the [library] programs are initiated – do we solicit input from patrons? Discussion followed revealing that no formal channel exists to obtain public input. People do solicit their own presentations or programs to the library.  Technology People/visitor counter has been broken, needs to be repaired/replaced.  Building & Maintenance Oil-burner is giving continuous trouble, not reliably starting up. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes December 18, 2014; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Page 2  Holiday Hours: December 24, 2014 Request from Martha: to change from early closing to fully closed on 12-24. Motion was made by Gare, second by Dick, that the library is closed on 12-24. No discussion; voted all in favor. o Capital Planning: Capital Committee, Village District By-law and January 2015 meeting.  Jeanne: were able to book Jamie Toale and Joanna Bilotta-Simone to participate in the January meeting to discuss the village district by-law.  12-22 planning board will have a televised discussion about the village by law  Robin: 12-2 capital planning meeting – painting of library was discussed. No answer on indoor lighting, the Green Task Force takes care of that. Indoor is handled by Jim Breault – but he is out sick.  Susan will contact Green Task Force to find out how much of the lights (in and/out) are covered by their plan; invite Green Task Force to January meeting.  Harry will talk to Jack Rodriquenz about repair of furnace – igniter replacement. Possibly also what Jim Breault has for information on lights.  Other: o None  Next meeting: o January 15 2015, at 6:45 p.m. in the Mary Ann Sudolnik Conference Room.  Adjourn o Jean moved to adjourn the meeting; moved by Dick, second by Sue; voted all in favor @ 7:59 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for December 18, 2014