# library-board-of-trustees — 28 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 : 2015-01-15-agenda-2799.txt BOARD : library-board-of-trustees DATE : 2015-01-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-01-15-agenda-2799.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01152015-2799 ======================================================================================== ===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 15, 2015 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Approval of Minutes: December 18, 2015 o Joanna Bilotta-Simeone and Jamie Toale, Planning Board and Building Re-use Sub Committee /square4 Village District Bylaws draft, Passios Boundary and Memorial Drive o LPL Draft Budget FY16 o Lunenburg Financial Committee: Draft letter concerning increase in electric utilities budget line o Capital Planning /square4 FY 15 Appropriation: carpeting and boiler/HVAC software o Green Committee: Library lighting • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2015-01-15-minutes-2799.txt BOARD : library-board-of-trustees DATE : 2015-01-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-01-15-minutes-2799.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01152015-2799 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes January 15, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore (by telephone), Teresa Hathaway, Robert Ebersole (Selectmen representative), Joanna Bilotta-Simeone (Planning Board), Jamie Toale (Building Re-use Sub Committee), Adam Burger (Land Use Director) Absent: The meeting was called to order at 6:45 p.m. by Jeanne Raboin.  Public comment: None  Approval of LPL Trustee Meeting minutes 12-18-14, with revisions recommended by the Trustees. Motion by Gare, second by Dick; voted all in favor.  Joanna Bilotta-Simeone (Planning Board) and Jamie Toale (Building Re-use Sub Committee) o Village District Bylaws draft, Passios Boundary and Memorial Drive o Background information from Adam Burger o Planning board has made an 18 month look at Village; small scale commerce; walkable; in harmony with rest of Lunenburg’s appeal. Village is considered ¼ mile radius from the intersection 2A, Lancaster Ave. Desired design is something that work with existing buildings, town hall, library, etc., that does not break the style of a New England small town. Most homes are mid-18th century (some exceptions). Residential district feel to be maintained. o Question from the trustees concerning the plan and how it impacts the Library and town (Jeanne)  The library would be within the ¼ mile radius district.  Toale: school owns T.C. Passios and Brookes’ house, town hall and Ritter building owned by town; changes in ownership of them requires town meeting vote, old primary school, old West St. hw. Dept. building. Zoning decision steers how to dispose of surplus buildings, so nothing has been set “up for sale” yet.  Gare: important that we [the library/trustees] are kept informed about the processes, and that we get a representative on the reuse/zoning discussion – the entrance road to T.C. Passios was invested in by the library – do we get any compensation if the road is “taken”?  Jeanne: talked about campus – we constructed the library in conjunction with the needs of the school district, in a safe environment (roads limited use). Possible parking issues, (donated) garden – how that it is affected, safety for seniors, kid’s kingdom, teen center… Possible commercial properties in the area, max 5000 sq. ft. (CVS @ Whalom is 15,000 sq. ft. or three commercial uses)  Joanne suggests that we get a rep. for School Committee meetings to listen in and representation, since the schools decisions can affect the LPL  26 Jan, 9 Feb, 23 Feb (information) 7 p.m. Planning board meetings before the public hearing.  LPL Draft Budget FY16 o Martha – discussed the budget proposal, she questioned how the materials and energy portion for the upcoming year are anchored. o Teresa on utilities, deficit to cover the rest of FY-15 to cover energy costs, total ~$14.5k, this should go in the letter to the FinCom. o Motion for Teresa/Martha to submit amended budget proposal as presented to Kerry Speidel, motion by Lars, second by Dick, voted all in favor. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes January 15, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Page 2  Lunenburg Financial Committee: Drafted letter concerning increase in electric utilities budget line o Jeanne – draft updated with $15k, changed some wording to cover both electrical and heating. o Martha asked for copies of the utilities contracts (Teresa will ask John Londa for those) so we can see what the charges actually are. o Robin had a suggestion to add to the letter – we are working with Green Energy Task Force to attempt to lower our energy cost.  Capital Planning o FY 15 Appropriation: Carpeting vs. Building Management System: HVAC control hardware and software o Jeanne suggest taking carpeting monies and put to use for HVAC, however, the monies need to be re - appropriated for this use. o Discussion ensued on Green Task Force if they could provide monies for boiler replacement/HVAC management… o Harry will call Kit to get energy efficiency numbers for old (existing) burner/boiler vs. a new system (and building management system cost), to provide to Robin and Dick to bring to the Green Task Force. o Teresa will get in touch with Kit for a new quote for carpet replacement.  Green Task Force: Library lighting o Martha suggests that we get the consultant the town has already used to come in and look at the current upward facing fixtures to be replaced. Harry will talk to Kit about that (to bring him in). To ask the consultant (Guardian) to evaluate and come up with replacement suggestions.  Other: o January 27 6-7 p.m. social for all boards, might be in the library  Next meeting: o February 19, 2015, at 6:45 p.m. in the Mary Ann Sudolnik Conference Room.  Adjourn o Jeanne asked for a motion to adjourn the meeting; so moved by Dick, second by Susan; voted all in favor @ 9:17 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for January 15, 2014 ======================================================================================== DOCUMENT : 2015-02-05-agenda-2800.txt BOARD : library-board-of-trustees DATE : 2015-02-05 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-02-05-agenda-2800.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02052015-2800 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-02-05-minutes-2800.txt BOARD : library-board-of-trustees DATE : 2015-02-05 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-02-05-minutes-2800.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02052015-2800 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes Green Community Committee February 05, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore, Teresa Hathaway Amanda Koeck – reporter, Lunenburg Ledger; Gary Burton – visitor The meeting was called to order at 6:15 by Jeanne Raboin.  Public Comment: Jeanne thanked all for coming to this extra meeting  Green initiative committee proposal; Martha walk-through Exterior lighting plan: “Green light to go” funding available, how do we [trustees] approach the control of the lights? Martha asked Kit how other municipal buildings are controlled: other buildings have sunrise/sunset routine. It was discovered that the Library’s rear timer was not connected to any power source(!) Discussion: should we turn off lights at “midnight”? – Fear of vandalizing, rest of town is on sunset/sunrise schedule. Maybe we can selectively turn off lights – the question will be asked. Lights over public entrance (side door), will be treated as emergency lighting, “on at all times” and not turned off at midnight. Next step: if we agree, the writing will be given to Green committee; copy to John Londa. Motion made by Gare to accept the exterior lighting plan to Green Initiative Committee; copy John Londa. Voted all in favor.  Green Communities Task Force grant proposal (to be taken to the committee to migrate interior lights to LEDs); Martha walk-through The lights (one upward and one downward) will be installed for “viewing” (the “industrial” light type is presently in Lancast er library) Next step is to get the samples, by the 19th of Feb Teresa mentioned that the electrical cost increase is not quite 100%, but almost doubled…  Building management system: Harry reported that the burner repair is estimated at <$10k, thereby not considered capital expenditure; the building management system will run >$10k and will be a capital expenditure item. Estimated at $12k by Harry’s report; it is for software and hardware for the management system. The burner [repair/replacement] will go under the maintenance budget. Dick asks for bulleted numbers for the services/repairs that have been performed (dates etc.) so that we can present what has been done and support the position that further repairs are not desirable. Gare asked why the boiler + management are not in the same request – Teresa believes that we can bundle the two. Discussion… For Kit to ask the on boiler representative: Any [documented] savings data on the management system vis-à-vis an unmanaged system? Can we get this information for the 19th meeting to wrap up? ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes February 05, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Page 2  Action items: Clean up documents for the meeting of February 19. Ask Kit to obtain above mentioned information. Light demo on or before February 19. Motion to adjourn by Gare at 7:06 p.m., Susan second, voted all in favor. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for February 05, 2015 ======================================================================================== DOCUMENT : 2015-02-19-agenda-2801.txt BOARD : library-board-of-trustees DATE : 2015-02-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-02-19-agenda-2801.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02192015-2801 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-02-19-minutes-2801.txt BOARD : library-board-of-trustees DATE : 2015-02-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-02-19-minutes-2801.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02192015-2801 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes February 19, 2015; Ritter Memorial Building, lower level conference area Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore, Teresa Hathaway, Robert Ebersole (Selectmen representative) Amanda Koeck – reporter, Lunenburg Ledger Absent: (none) The meeting was called to order at 6:47 p.m. by Chairperson Jeanne Raboin.  Public Comment No public comment Agenda Items  Approval of Minutes o January 15, 2015 Gare made a motion to accept minutes as amended, second by Dick, voted all in favor o February 5, 2015 Jeanne requested a motion; so moved by Gare, second by Dick, voted all in favor  Director’s Report FY 2015 Budget o Teresa stated that $1500 electricity and $1500 for (Unitil and other Electric source) remains ~7k left for heating (Natural Gas) On schedule with rest of budget Our biggest concern is utilities and heating…  FY 2016 Budget/March 5, 2015 Finance Committee Presentation o Trustees will be present at the March 5th presentation; o Martha: discussed the slide presentation to be given at the FinCom meeting. Individual slides were explained and information expanded upon. Discussion how to present the Library’s needs in the form of use-statistics vs. town population growth (ratio). Discussion on impact of expenses not covered under town budget (friend s funded items + state grants) – no guarantee that these funds come in to LPL.  Personnel o Kate’s last day is March 31st; Karen still looking at July 3rd o Teresa had gathered information about other comparable [town] libraries’ pay range for the different positions, as a foundation for our replacement strategy for the YA and Children’s librarian. We will discuss our options at the next meeting. Opinions sought on bronze plaque with names of librarians that have worked many years at LPL  Building Damage (2/17/15) Update and Next Steps o LPL Probably not operable for another week (Kit info). Heat back in the south side (bathrooms, community rooms, staff rooms). Heating Coils were burst in the ceiling; ServPro has been in every day, cleaning, dispensing mold-preventing chemicals. Only “emergency” work being done, emptying book return bins, dealing with inter -library loan returns. New heating coils will be in on Monday; old coils will have to be removed; installation of new coils; installation checked; heating system fill; pressure test. Also sprinkler system refill and test; overall system test. Bob Ebersole will talk to Town Manager and ask about the repair/replacement of the burner/boiler and not spend more on band-aids for the heating system. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes February 19, 2015; Ritter Memorial Building, lower level conference area Page 2  Green Community Committee initiatives: Terry Hathaway, Harry Kubetz, Martha Moore & Robin Venezia o Robin: discussion was held with John Londa. Three proposals: outside lights; safety issues (lighted book drops); three time-clocks. Three outside pole lights will be on dusk to dawn + one in the center of the awning, the rest will go off at predetermined time. Two outside light clocks, one for the “all night”; one for the remaining lights which will turn off at 22:00. o Inside lights: John thought it was a great idea to pursue energy saving lights. Martha: was in contact with the consultant (recommended by DPW) Matt; Question: is Guardian Energy approved by Unitil as a Green Vendor (National Grid has approved him)? Sample lights WILL be installed; installation has been delayed by the flooding. o Building management system (Harry) – may not give us the savings that we expected. The $12k is only for the HVAC, with external access (web control). It will not control building lights. o Harry would like to see that the trustees understand the building and its systems better.  Director’s and Interim Director’s Transition o Martha will be coming back ~March (first week) Tuesdays and Thursdays ~20 hours per week o Teresa’s last week will be next week. Jeanne expressed the trustees’ appreciation for Teresa’s work.  Town Caucus: Open Trustee Positions o Three + Jeanne, Robin, Lars; Gare for another year. Jeanne and Robin will not run again. Jeanne has served three terms as trustee. Lars+Gare are “on the list”; we need two more candidates… Caucus is Monday March 16. Town meeting May 2nd, then election in May 16th Our current trustees last meeting will be in April  Other o Director’s evaluation – Jeanne asked for input on how we should proceed – will be put on next meeting’s agenda for discussion. o Bob E noted that Monday 23rd planning board meeting about the [Lunenburg] village o FinCom meeting for budget discussions on March 5th o Next trustee meeting March 19 in the LPL at 6:45 p.m.  Adjourn Jeanne asked for a motion to adjourn the meeting; so moved by Gare, second by Harry; voted all in favor @ 9:06 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for February 19, 2014 ======================================================================================== DOCUMENT : 2015-03-19-agenda-2802.txt BOARD : library-board-of-trustees DATE : 2015-03-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-03-19-agenda-2802.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03192015-2802 ======================================================================================== ===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 19, 2015 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Karen Kemp and Kate McCarron: Retirement o Approval of Minutes (All) /square4 February 5, 2015 /square4 February 19, 2015 o Director’s Report (Martha) /square4 FY15 Budget /square4 Building Damage Update /square4 Personnel o Trustees Responsibilities (Jeanne): http://mblc.state.ma.us/advisory/trustees/2012_handbook.pdf o FY 2016 Budget (All) o Open Staff Librarian Positions (Martha) o Green Committee Update o April Trustees Meeting • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2015-03-19-minutes-2802.txt BOARD : library-board-of-trustees DATE : 2015-03-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-03-19-minutes-2802.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03192015-2802 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes March 19, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore, Kate McCarron (part of meeting), Karen Kemp (part of meeting) The meeting was called to order at 6:45 p.m. by Chairperson Jeanne Raboin.  Public Comment o No public comment  Changes to agenda: o Jeanne asked for a motion to remove Feb 5th minutes from the approval list, since they were already approved at the last meeting; so moved by Gare, second by Harry; voted all in favor. o Jeanne asked for a motion to move the Green Community Committee agenda item to after budget discussion; so moved by Dick, second by Susan; voted all in favor. o Jeanne asked for a motion to move discussion about YA and children’s librarians’ upcoming retirements to be first on the agenda; so moved by Susan, second by Dick; voted all in favor.  Karen Kemp and Kate McCarron: Retirement o Kate discussed her experiences as a YA librarian, stressing the necessity to collaborate with the Lunenburg school system. Kate delivered an excellent summary page “Key Assets for a YA Librarian”, which highlighted desired competencies and challenges for the position. o Karen mentioned a growing number of grandparents are bringing in young children, for early morning activities. Lego-clubs, etc. Could the programs for really young children be complemented by “programs for grandparents” to bring in more people? With the new primary/elementary school being located off-campus; it is hard to get the young children in after school. o Discussion – Jeanne asked about private pre-schools/day care and their participation in the library – many legal issues with transportation, etc. creates obstacles. o Kate and Karen were thanked for their input; they left the meeting after this agenda item.  Approval of Minutes o Jeanne asked for motion to accept 2/19/15 minutes as amended; so moved by Dick, second by Robin; voted all in favor.  Director’s Report, presented by Martha. o Schedule-juggling, figure out how to staff until we get a replacement librarian. o Sandy Altucker has stepped up to be interim teen librarian until new hire. o Marabeth(?) will help with the acquisition of materials (lists)  Current FY-15 budget to date discussed o Materials spending discussed – we are currently “behind” on [yearly] materials acquisitions. o Building status discussed [Post water damage disaster] Jeanne suggested that the library should be tested for mold again later in the ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes March 19, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Page 2 season, to be sure that the library is “in the clear”. Teen room will most likely be renovated in the April timeframe. o Programming, Martha has requested that Karen and Kate make a list of ideas/contacts for summer programs. Deb Shields will continue to assist with adult programs, together with Martha.  FY 2016 Budget o Discussion about the budget presented at the FinCom meeting. Need to schedule special meeting with Kerry, suggested to be on April 2nd with John Henshaw, Bob Ebersole, to clear up the utilities portion of the 2016 budget. o Jeanne asked for a motion to be in response to Kerry’s email on the adjusted budget numbers; to invite Kerry Speidel, Bob Ebersole and John Henshaw to discuss the utilities portion of the 2016 budget on April 2nd during a specially called meeting; so moved by Gare, second by Harry, voted all in favor.  Green Community Committee update: Robin – o exterior lights project update o interior lights project update – plan is to use a light meter and register exiting light levels at various points in the library: reading areas, shelving areas, desk (check-in/out) areas, staff work areas, meeting rooms, hallways, etc. Readings to be put in a spread sheet and compared to published norms for [library] light levels.  Personnel o Staff possibly approaching Trustees direct (bypassing the director) with grievances. Following a brief discussion, it was the unanimous voice of the trustees that any such possible incident would be referred to the LPL Director to resolve. Martha laid out her plan for the new YA and children’s librarian positions:  One idea that had been brought up [previously] was to merge the two positions into one. Martha maintained that due to the lay-out of the LPL YA and children’s section, this would not be an optimal solution. Also, that the difference in the age groups would call for persons with different strengths, experiences and personalities.  Reduce the children’s librarian’s weekly work hours from current 36 to 25 and add a “youth services assistant” to help with daily programs and responsibilities for both YA and children’s section.  YA and children’s librarians to concentrate on collection development and program development. (Being offloaded by the assistant.)  Make sure that the staffing work schedule for the new hires match the visiting children’s hours, i.e. that the librarians are onsite when the kids are in the library, specifically Saturdays.  Martha wants to form a “mini-panel” with participants from other libraries to help with the interviewing process of the potential candidates.  Preferred background for the potential candidates: MLS or equivalent experience, to keep field open for applicants with a good work history and experience. ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes March 19, 2015; Mary Ann Sudolnik Conference Room, Lunenburg Public Library Page 3  Other o For next agenda, the trustees annual evaluation of the Director to commence Requested that Martha send out an overview of goals vs. accomplishments (taking her absence into consideration) of the year for Trustees to discuss at the 23rd meeting, and base our evaluation on that information.  Jeanne requested the April 23rd [ordinary trustee meeting] to be moved out one week; so moved by Gare, second by Dick; voted all in favor.  Adjourn o Jeanne asked for a motion to adjourn; so moved by Gare, second by Dick; voted all in favor at 9:19 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for March 19, 2015 ======================================================================================== DOCUMENT : 2015-04-01-agenda-2803.txt BOARD : library-board-of-trustees DATE : 2015-04-01 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-04-01-agenda-2803.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04012015-2803 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Wednesday April 1, 2015 6:30 pm Teen Room, Lunenburg Public Library • Public Comment • Agenda Item o FY 2016 Budget (All) • 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 Wednesday April 1, 2015 6:30 pm Teen Room, Lunenburg Public Library • Public Comment • Agenda Item o FY 2016 Budget (All) • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ===PAGE 4=== ======================================================================================== DOCUMENT : 2015-04-01-minutes-2803.txt BOARD : library-board-of-trustees DATE : 2015-04-01 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-04-01-minutes-2803.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04012015-2803 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes April 1, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Attending: Jeanne Raboin, Dick Mailloux, Harry Kubetz (via call-in), Gare Thompson, Robin Venezia, Lars Widstrand, Martha Moore Kerry Speidel (Town Manager), John Henshaw (Finance Committee), Bob Ebersole (Selectman) Absent: Susan Visser The meeting was called to order at 6:34 p.m. by Chairperson Jeanne Raboin.  Public Comment o No public comment  Agenda items o Fiscal Year 2016 Budget (All) Discussion about FY-2016 budget for L.P.L., and how it relates to the utility cost this past year and forward. Town Manager (T.M.) stated: The budget reflects minimum amount of spending for Fiscal 16, without taking into account individual lines (i.e. utilities). After budget, the T.M. started looking at utility bills, estimated current fiscal year (FY2015) ~$36,000.00 vs. appropriated $30,000.00. Budget for FY-2016, the amount will not be sufficient (recognized by the T.M.) to cover for projected utilities. Can we seek state’s approval to remove the utilities from library budget? Current rules do not allow it, or make it impossibl e due to state required spending based on population, etc. Bottom line is that LPL needs the increased amount of funding based on state rules and to cover the actuals for utilities. According to Martha, the difference between the Library’s suggested budget and the T.M.’s suggested numbers is ~$12,300.00. The T.M., Bob and Harry (call with Harry ended) left the meeting at 7:17 p.m. Dick made a motion that we increase our budget request with $14,250.60 over the town manager’s preliminary recommendation, second by Gare; voted all in favor.  Other o none  Adjourn o Jeanne asked for a motion to adjourn the meeting; so moved by Gare; second by Dick; voted all in favor at 7:47 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for April 1, 2015 ======================================================================================== DOCUMENT : 2015-04-23-agenda-2804.txt BOARD : library-board-of-trustees DATE : 2015-04-23 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-04-23-agenda-2804.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04232015-2804 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 NOTICE OF MEETING Lunenburg Public Library Board of Trustees Thursday April 23, 2015 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Approval of Minutes (All) /square4 March 19, 2015 /square4 April 1, 2015 o Green Communities Committee Update (Dave Blatt) /square4 Lighting Conversion Update (Robin) o Director’s Report (Martha) /square4 FY15 Budget Adjustment /square4 Building Damage Update /square4 Personnel /square4 FY 2016 Budget o Petitions and LPL (Lars) o Director’s Evaluation Essays • 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 April 23, 2015 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda Items o Approval of Minutes (All) /square4 March 19, 2015 /square4 April 1, 2015 o Green Communities Committee Update (Dave Blatt) /square4 Lighting Conversion Update (Robin) o Director’s Report (Martha) /square4 FY15 Budget Adjustment /square4 Building Damage Update /square4 Personnel /square4 FY 2016 Budget o Petitions and LPL (Lars) o Director’s Evaluation Essays • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ===PAGE 4=== ======================================================================================== DOCUMENT : 2015-04-23-minutes-2804.txt BOARD : library-board-of-trustees DATE : 2015-04-23 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-04-23-minutes-2804.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04232015-2804 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes April 23, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Attending: Jeanne Raboin, Harry Kubetz, Gare Thompson, Robin Venezia, Susan Visser, Lars Widstrand, Martha Moore Bob Ebersole (Selectman) - arrived at 8:43 p.m.; Troy Daniels (visitor) - arrived at 8:43 p.m. Absent: Dick Mailloux The meeting was called to order at 6:45 p.m. by Chairperson Jeanne Raboin.  Public Comment o Rain headlight law – Lars reminded about the new Mass State Law on the roads: with vehicle wipers on, the state requires headlights on, not just day-time driving lights.  Agenda items o Approval of Minutes  Jeanne made a motion to table both (open session and executive session) meeting minutes for the March 19th meeting due to pending consultation with the State Attorney General; so moved by Gare, second by Susan; voted all in favor. Jeanne will contact State Attorney General for clarification on executive session practices.  April 1, 2015 motion to approve minutes as amended, so moved by Harry, second by Gare, voted all in favor, except Susan, abstained - not present at April 1st meeting. o Green Committee Update (Dave Blatt)  Lighting Conversion Update by Robin Visit from the Green Committee, from here on referred to as G.C.: Dave Blatt – Green Committee Neil Sullivan – Green Committee Zachary Cutting – Green Committee Joanne McQuaid – Green Committee Robin: requested status on Guardian Electric report – in process (Martha) Robin shared her findings of a light-meter survey she executed during a cloudy day; at day-time and night-time; Robin noted low illumination in several library areas: Children’s section, in multiple areas Main hall: front stacks, DVDs and paper backs Hallway by drinking fountain is below approved light level (at all times) At night-time, front desk is below approved light level. Teen room was OK, slightly low light levels at computers, but still within approved limits. In general, rooms that have window exposure have better light levels during day time than night time. At night, most areas are at, or below minimum. Question: Can we (LPL) get publicity in the Lunenburg Ledger about outdoor lighting project before May 2nd (town meeting)? The information needs to be at the Lunenburg Ledger on/before 4/28 (press-time deadline). Book drop off slots need to have minimum illumination of 2-5 ft. cd at all times Walk-way bollards to be lit until 10:30 p.m. – a question was raised about lights out to the curb after that time. Question: How to program the lights when the library is not normally open (and how to decide when they should be on or off)? ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes April 23, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Page 2 Future task: Review policy for how long public events can go on (for reason of lighting and liability) – when should the library be completely closed (i.e. meeting rooms)?  Dave Blatt (G.C.) – lights, fixtures, how to use existing lights (desk lights?) up-lights – when do they start add to room lighting. 1st figure out where bulbs are missing; what’s the easiest route, what’s the most cost effective route, short term versus longer term solution.  Survey of [functioning/non-functioning] bulbs to give to G.C. (for cost of bulbs estimate) The up-lights – no given solution to them yet. (Harry asked) Martha – Guardian should have been here to test out possible up-light alternatives. Zachary Cutting (G.C.): heat and motion sensors in the rooms – to turn off lights in non-occupied rooms/areas. (sound- and heat-sensors)  Gare requested that we use the same company that did the outside lights to come in to the library and do the inside survey. (Dave: contact John Londa and ask for the consultants to come in). At Eagle house: over a 100 bulbs replaced, total expense was <$3,000.00; energy savings 1/3. Additional fixture updates will be done @ Eagle house later. Survey for library needs to come first – can we replace bulbs only…? Jeanne thanked the G.C. for all the work done with the outside lights, etc.. o Director’s Report (Martha)  FY15 Budget Adjustment – going to the town meeting May 2nd Monies may be left over from the electrical line, that could be moved to the heating line; some monies left from Terry’s compensation also moved to heating…  Collections: $16,000.00 left/available.  Building Damage Update Repairs not complete yet – all ceilings are restored; sprinkler system is on-line; teen room gutted 4/24 to prepare for cork floor replacement – will be out of commission for a week+. Gare suggested a note to be sent to middle/high school informing that the teen room will temporarily be out of commission. “Back closet” behind Martha’s office, new access panel is installed in the ceiling to get to the heating coils. Cleaners are cleaning out the “back closet” tonight 4/23/15. It will be completely empty now, in order to [temporarily] store some of teen room material. ServPro needs to come back and clean some carpeting and some bookshelves; last thing is to get alarm system on-line.  Personnel Lovely going away party for Kate – steady stream of people from afternoon until evening. Karen leaves officially July 3rd, has accrued vacation to burn, she goes on vacation in June. Kate’s job opening given to the union, posted, runs until April 27th, then it can be opened up for external applicants. Martha has asked Karen to put some [children’s] summer programs in place. Staff scheduling is hard with both Kate and Karen leaving; Martha has asked if remaining staff would like extra hours. Review would be hard for Martha to perform for Staff. Gare asked if Martha would feel OK with doing it around September instead – positive response. Susan would like goals set for Martha at the time for goals are set for the rest of the staff for 2015/2016.  FY 2016 Budget Waiting for the town meeting… then we’ll crunch the numbers. o Petitions and LPL (Lars) ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes April 23, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Page 3  As per handout Children’s room and teen room excluded, Bob suggested Map and Hours for when we would allow. Bob also suggested that we go through Town Manager ask Town Counsel about an interpretation. o Director’s Evaluation Essays  One delivered by Dick. Martha will be sending out a self-evaluation, we will provide “essays” based on her goals and comments.  Other o None  Adjourn o Jeanne asked for a motion to adjourn the meeting; so moved by Gare; second by Harry; voted all in favor at 9:07 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for April 23, 2015 ======================================================================================== DOCUMENT : 2015-05-21-agenda-2805.txt BOARD : library-board-of-trustees DATE : 2015-05-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-05-21-agenda-2805.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05212015-2805 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Trustees Thursday May 21, 2015 6:45 pm Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Welcome New/Re-elected Members • Agenda Items o Approval of minutes /square4 March 19 minutes w/edits /square4 April 23 minutes • Board of Trustees Reorganization • BOS Approved Energy Policy • Director’s Report /square4 Budget /square4 Staff /square4 Building Damage Update /square4 Lighting and Energy • LPL Policy on Solicitations • Director’s Evaluation • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2015-05-21-minutes-2805.txt BOARD : library-board-of-trustees DATE : 2015-05-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-05-21-minutes-2805.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05212015-2805 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes May 21, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Attending: Harry Kubetz, Dick Mailloux, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore Bob Ebersole (Selectman) Absent: none The meeting was called to order at 6:46 p.m. by Vice Chairperson Dick Mailloux.  Public Comment o No public comment  Welcome New/Re-elected Members o Two re-elected, Gare Thompson and Lars Widstrand for three year terms.  Agenda items o Approval of Minutes  Minutes of March 19; 2015 with amendments/edits  Fold the minutes of the executive session into the regular minutes since the session was not regarded to be covered under the ten reasons allowed. Gare made motion to add executive session minutes to March 19 minues, second by Harry second; voted all in favor. Thereby, table of approval of March 19 meeting minutes until June 18 (until post edits).  Minutes of April 23, 2015 motion to approve minutes as amended, so moved by Harry, second by Gare ; voted all in favor, except Dick, abstained - not present at April 23rd meeting. o Board of Trustee reorganization - subcommittees  Personnel: Gare Thompson, Harry Kubetz, Dick Mailloux  Policy: Susan moved to dissolve the policy subcommittee, Second by Gare, voted all in favor.  Budget: Harry Kubetz, Gare Thompson  Endowment: Susan Visser, Dick Mailloux  Gare made a motion to accept all suggestions for subcommittee members, second by Harry; voted all in favor o Susan nominated Dick Mailloux for Chairperson, second by Lars; voted all in favor. o Lars nominated Susan Visser for ViceChair, second by Gare; voted all in favor. o Gare nominated Lars Widstrand for secretary, second by Susan; voted all in favor. o BOS Approved Energy Policy Bob Ebersole – update of Green Committee presentation to BOS. If library policies allow for [room] use past the town recommendation, we need to file that as an amendment to the Green Committee when we adopt the Approved Energy Policy. Martha is talking to Guardian re: writing grant proposals, etc. for the energy policy. To be added to September agenda to discuss and adopt the approved energy policy. Harry suggested that the Trustees assign a point person to become familiar with the overall building management (lighting, heating, etc.) system. Harry volunteered to be this point person for contacts between John Londa, Green Committee, Martha and the Lunenburg DPW. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes May 21, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Page 2 o Director’s Report (Martha Moore), as per handout  Budget  Staff  Building Damage Update  Lighting and Energy  YA, received several external resumes, interviews of week of June 15 th, start date of mid-July, to be concluded at end of July. Sandy Altucher helps with YA until new librarian is hired.  Children’s librarian will be posted “in-town” external posting after June 23, estimated start date late August early September; Debora Shields + Marabeth Balboni will help with children’s section.  Open-house party for [retiring children’s librarian] Karen Kemp June 18th  LPL Policy on Solicitations waiting for information from Town Counsel – bring back up in June’s meeting… get more info from Bard.  Director’s Evaluation – at this point, the Director (Martha Moore) left the meeting. Trustees discussed their individual assessments of the Director, written and oral.  Other o Dick: contact spread sheet to collect trustees addresses and telephone numbers. o Book and bake sale June 6th + help pack up after the sale o 6/3 from 3-5 to move books prior to the sale. o Odds and ends from Lynne Klaft, Town Clerk Office: post notices – if Monday is a holiday (normal posting day), the agenda needs to be posted the Thursday prior. o Update policy for room use to allow for only non-profit use, i.e. not paid-for music lessons, paid-for tax advice etc.  Adjourn o Dick asked for a motion to adjourn the meeting, so moved by Gare; second by Harry; voted all in favor at 9:17 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for May 21, 2015 ======================================================================================== DOCUMENT : 2015-06-18-agenda-2806.txt BOARD : library-board-of-trustees DATE : 2015-06-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-06-18-agenda-2806.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06182015-2806 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2015-06-18-minutes-2806.txt BOARD : library-board-of-trustees DATE : 2015-06-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-06-18-minutes-2806.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06182015-2806 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes June 18, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Attending: Harry Kubetz (via Facetime), Dick Mailloux, Gare Thompson, Susan Visser, Martha Moore (Library Director), Bob Ebersole (Selectman); Robin Venezia (public attendee) Absent: Lars Widstrand The meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment  Agenda items o Approval of Minutes  Minutes of March 19; 2015 with amendments/edits  Gare made motion to accept March 19 minutes, seconded by Harry; voted all in favor.  Minutes of May 21, 2015:  Amended “Balbony” on page 2 to “Balboni”  Gare made motion to approve minutes as amended; seconded by Susan; voted all in favor. o Director’s Report (Martha Moore), as per handout  YA librarian: 11 applicants, 4 interviewed; 2 standouts, who are local candidates. Martha is checking references and expects to make a decision by 6/26/15.  Note: Bob Ebersole joined meeting.  Children’s Librarian: One Lunenburg resident applied. Requisition is posted with the town. External posting will start 6/22/15. Already have three resumes.  Martha is back full–time, except for time required for therapy treatments.  Budget: all spending is on-track o Electricity budget line item includes extra $16,000 from Town added to FY 15 o Heat budget line item includes extra money from town. Expecting one more FY15 heating bill to arrive in June or July. o Library materials: some invoices have not gone through.  Collections: Found money on some purchase orders that was unspent, on the order of $7,500. Martha transferred to CWMARS budget to make State targets for materials and to partially address original goal to spend about $14,000 on electronic materials. $7,500 put into e-books, EEE and related in Overdrive. o Do e-materials purchased by LPL show up to patrons as owned by LPL? Probably not, but Martha is taking CWMARS training soon and can tell more then. o In July, the Commonwealth e-book system should be available to us.  CWMARS is paying for this for this year.  It is like Overdrive, but there are three databases. It includes one that is more academic and one that is like Overdrive.  It has a different interface than Overdrive. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes June 18, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Page 2  Summer Programs: o Summer reading program starts June 76. o Deb Shields assisting with Children’s summer programming. M. Balboni assisting with Summer Reading Program. o Sandy Altucher is managing YA/Teen Sumer Reading Program and summer programs. o Note: Robin joined meeting at this point. o FY 15 Final LPL Budget (as per handout)  Budget in handout in two formats: (1) Budget from the Town; (2) Library internal accounting budget.  Library budget is composed of amounts in Town budget plus the Town -voted increase in the heating and electricity budget. o Friends of LPL Book and Bake sale: Sale made about $3,200. Well attended. Food was gone by 12:15 pm. o LPL Policy on Solicitations: Response that Lars got from Town Counsel, Joel Bard, was distributed. Policy will be on future Library Board of Trustees meeting agenda for discussion. o Farmer’s Market Proposal  Martha went to Farmer’s Market organizers meeting a few weeks ago. They asked Martha if Farmer’s Market could be held on Library grounds. Organizers looking for visibility and marketing help. Library would add Markets to our calendars and post notices.  Current Market has three vendors.  Market is currently 10 am to 1 pm Sunday afternoons.  Organizers not yet decided on where to put market on library grounds. Options: o On lawn in front of library. Good visibility in this spot. o On side of building, near Kid’s Kingdom.  In addition to vendors, may have musicians come.  Although there was discussion about needs for electricity from the Library, the organizers said that they could manage with generators, and all agreed that use of generators would be preferred. Martha will tell them to plan on generator only.  The Farmer’s Market does not need access to the Library building or the restrooms. The organizers are looking for use of parking lot and set-up space.  The Farmer’s Market at the Library would start after August 2 and run until October.  Harry comments that current attendance is low and that he would favor bringing the Market to the Library to improve Library involvement in the community and to benefit the community. Martha, Gare voiced agreement.  Dick: Do we have a contact if there are issues? Martha says that they have a site manager who would be the contact.  Gare made a motion to approve having the Farmer’s Market use Library property under agr eement with the Library; seconded by Harry. All voted in favor. o Meeting dates for 2015/2016  Calendar was reviewed. Third Thursday of the month at 6:45 pm September to June looks acceptable, while acknowledging a possible conflict with school vacations in February.  Gare made motion to keep meetings at 6:45 pm on the third Thursday of the month from September to June; seconded by Dick. All voted in favor. o Candidates for open Library Board of Trustees positions  Discussed last Trustees/BOS joint appointment to open position. Bob confirmed that any time there is a vacant elected position that is unfilled by election, need to advertise to fill position. Town Manager is responsible to advertise.  Dick reported that Library Board of Trustees advertisement was in newspaper. Advertisement said closing date for applications is 6/25/15. Currently have two official applicants, Two others have expressed unofficial interest.  Need to interview applicants.  Gare moved to have Board of Trustees meeting on July 6, 2015 at 6:45 pm to interview candidates; seconded by Dick. All voted in favor. ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes June 18, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Page 3 o Joint meeting with Board of Selectmen (BOS)  Dick will request BOS to add appointment of new Library Trustees to their July 14, 2015 agenda. o Director’s evaluation (Martha left meeting) – per handout  Gare will forward original input from Susan and Harry to Dick for Board of Trustees’ records. Dick already has a copy of his input.  Reviewed Gare’s draft evaluation. Evaluation in paragraph form becau se of unusual last year (Martha’s time out of work due to injury). Susan suggested an edit to remove last sentence in second to last paragraph. All agreed.  Gare made motion to accept edited 2014/2015 evaluation with suggested edit; seconded by Harry. All voted in favor.  Salary increase to reflect favorable review discussion: Dick noted that Union salary increase in Lunenburg was 1.5%. Town Manager increase was 2%. Susan reviewed previous year’s data on salaries of Library Directors from other towns, noting that a raise in the 2% range would keep us in line with other libraries of similar communities.  Dick moved to increase Martha’s salary to $64,500 for 2016 fiscal year; seconded by Harry. All voted in favor.  Dick will update Martha’s contract with new rate to present to Martha with the Director’s evaluation. Dick and Susan will meet with Martha to review the evaluation. o Board comments  Harry contacted John Londa and Kit to follow-up on learning more about the Library facility.  Dick informed us that the Friends of LPL annual meeting and potluck is in July. o Agenda items for upcoming meetings. Suggestions were:  Dick: LPL Policy on Solicitations  Dick: Director’s Evaluation Process and Documents for 2015/2016  Gare: Future Plans for Library  Dick: Review Town’s Green Policy  Dick: How to Maintain Strong Contact with Friends of LPL  Bob: Capital Planning to Meet Town’s Accelerated Schedule  Adjourn o Gare moved to adjourn the meeting; seconded by Dick. All voted in favor at 7:57 pm. Respectfully submitted, Susan Visser Vice Chair, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for June 18, 2015 Library Director’s Report Director’s Evaluation Town of Lunenburg/Lunenburg Public Library Budget May 28, 2015 e-mail from Joel Bard on Solicitation Policy and draft Solicitation Policy ======================================================================================== DOCUMENT : 2015-07-06-agenda-2807.txt BOARD : library-board-of-trustees DATE : 2015-07-06 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-07-06-agenda-2807.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07062015-2807 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Trustees Special Meeting Monday July 6, 2015 6:45 P.M. Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Trustee Discussion of Applicant Questions • Interviews of Applicants for Positions on the Lunenburg Public Library Board of Trustees o Donna Saiia o Kiirja Paananen o Joy Ruth Cohen • Board Discussion of Applicant Interviews • Board selection of Applicants to Go Forward to Joint Meeting with BOS • Adjourn If attending meeting after 8 P.M., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2015-07-06-minutes-2807.txt BOARD : library-board-of-trustees DATE : 2015-07-06 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-07-06-minutes-2807.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07062015-2807 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes July 06, 2015; MaryAnn Sudolnik conference room, Lunenburg Public Library Attending: Harry Kubetz (via FaceTime in NYC), Dick Mailloux, Gare Thompson, Susan Visser, Lars Widstrand Bob Ebersole, (selectman representative) @ 7:36 p.m. Absent: none The meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment  Trustee Discussion of Applicant Questions o General discussion about applicants, recent trustee [population] history, and events leading up to current meeting.  Interviews of Applicants for Positions on the Lunenburg Public Library Board of Trustees o Introductions and background by Dick. Trustees asked candidate about background and interest in library, availability on the Thursday meeting time slot for meetings; outlook on future path of library; library future role as community center. o Donna Saiia @ 7 p.m. o Kiirja Paananen @ 7:18 p.m. o Joy Ruth Cohen @ 7:38 p.m.  Board Discussion of Applicant Interviews o The three applicants’ qualifications were discussed by the trustees. All three candidates are highly qualified; they bring interesting aspects as well as diverse backgrounds that would benefit the trustee board composition.  Board selection of Applicants to Go Forward to Joint Meeting with BOS o Dick made a motion that the trustees will bring forward all three candidates to the joint BOS/Trustee meeting for further interviews, selection and appointment. So moved by Gare, second by Lars; voted all in favor.  Adjourn o Gare asked for a motion to adjourn the meeting, so moved by Susan; second by Dick; voted all in favor at 8:21 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for July 06, 2015 ======================================================================================== DOCUMENT : 2015-07-14-agenda-2808.txt BOARD : library-board-of-trustees DATE : 2015-07-14 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-07-14-agenda-2808.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_07142015-2808 ======================================================================================== ===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 July 14, 2015, 7:15 PM Bilotta Room, Lunenburg Town Hall Agenda Consideration of appointments to two (2) vacant seats on the Library Board of Trustees (Failure to elect, Sections 3-1, 7- 10, and any other relevant provisions of the Town Charter) Adjourn ======================================================================================== DOCUMENT : 2015-07-14-minutes-2808.txt BOARD : library-board-of-trustees DATE : 2015-07-14 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-07-14-minutes-2808.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_07142015-2808 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes July 14, 2015; Joseph F. Bilotta Meeting Room, 2nd floor, Town Hall Attending: Harry Kubetz, Dick Mailloux, Gare Thompson, Susan Visser, Lars Widstrand, Absent: None The meeting is a joint meeting between the Lunenburg Public Library Board of Trustees (LPLBoT ) and the Lunenburg Board of Selectmen (LBOS). Attending from the LBOS: Jamie Toale, Chairman; Robert Ebersole, Vice-Chairman; Thomas A. Alonzo, Clerk; Paula Bertram, Member; Kerry Speidel, Town Manager Absent: Phyllis Luck, Member LBOS The LPLBoT meeting was called to order at 7:05 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment  Agenda items o Consideration of appointments to two (2) vacant seats on the Library Board of Trustees (Failure to elect, Sections 3-1, 7-10, and any other relevant provisions of the Town Charter) o Dick Mailloux introduced the three candidates: Donna Saiia, Kiirja Paananen and Joy Ruth Cohen to the LBOS. The candidate presented themselves; gave brief backgrounds and declared their interest in the Lunenburg Public Library and serving on the LPLBoT. The LBOS asked questions of the candidates. o All three candidates were nominated for the [two] positions. o Voted:  Joy Ruth Cohen, 4 for, 5 against  Kiirja Paananen, 5 for, 4 against  Donna Seiia, 5 for, 3 against, 1 abstain  Motion to adjourn o Dick made a motion to adjourn the LPLBoT meeting, second by Gare, voted all in favor @ 7:30 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for July 14, 2015 ======================================================================================== DOCUMENT : 2015-09-17-agenda-2809.txt BOARD : library-board-of-trustees DATE : 2015-09-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-09-17-agenda-2809.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09172015-2809 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Lunenburg Public Library Board of Trustees Thursday, September 17, 2015 6:45 PM Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda o Welcome to new members /xrhombus Donna Saiia /xrhombus Kirja Paananen o Welcome to new FinCom liaison -Terri Burchfield o Introduction of new staff /xrhombus Nicole Piermarini /xrhombus Debbie Laffond o Committee assignments o Approval of Minutes /square4 June 18, 2015 /square4 July 6, 2015 /square4 July 14, 2015 o Director’s Report /square4 Budget /square4 Staff /square4 Technology /square4 Programs /square4 Building & Maintenance /square4 ARIS Report o Update on Building Management System ===PAGE 2=== • Board Comments • Agenda Items for Upcoming Meetings o BOS Energy policy o National Grid Energy Audit o Lars solicitation policy o Remote participation policy o Library trust funds • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Lunenburg Public Library Board of Trustees Thursday, September 17, 2015 6:45 PM Sudolnik Conference Room, Lunenburg Public Library • Public Comment • Agenda o Welcome to new members /xrhombus Donna Saiia /xrhombus Kirja Paananen o Welcome to new FinCom liaison -Terri Burchfield o Introduction of new staff /xrhombus Nicole Piermarini /xrhombus Debbie Laffond o Committee assignments o Approval of Minutes /square4 June 18, 2015 /square4 July 6, 2015 /square4 July 14, 2015 o Director’s Report /square4 Budget /square4 Staff /square4 Technology /square4 Programs /square4 Building & Maintenance /square4 ARIS Report o Update on Building Management System ===PAGE 4=== • Board Comments • Agenda Items for Upcoming Meetings o BOS Energy policy o National Grid Energy Audit o Lars solicitation policy o Remote participation policy o Library trust funds • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2015-09-17-minutes-2809.txt BOARD : library-board-of-trustees DATE : 2015-09-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-09-17-minutes-2809.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09172015-2809 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes September 17, 2015; Sudolnik Conference Room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz (via internet), Kiirja Paananen, Donna Saiia, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL; Robert Ebersole – BOS liaison; Terri Burchfield – FinCom liaison Absent: None The LPLBoT meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment  Agenda items o Welcome to new members of the Trustees, Kiirja Paananen and Donna Saiia. o Welcome to new FinCom liaison, Terri Burchfield o Introduction of new staff Martha Moore announced the new hires for the library staff: o Nicole Piermarini, YA services librarian introduced herself and her plans for the YA section. o Debbie Lafond, children’s services librarian introduced herself and her plans for the children’s section. o Robin Morris, new page o Committee assignments o Donna Saiia – asking about technology, web presence, computers, will serve on the budget committee as per the Chairman’s suggestion. o Kiirja Paananen will join the Personnel committee, per the Chairman’s and Kiirja’s agreement. o Gare Thompson opened up a discussion about creating a “marketing committee” how to plan for and market the library; the idea will be added as discussion on an upcoming agenda. o Approval of Minutes o Gare moved that all three outstanding minutes could be approved; Harry seconded, voted all in favor  June 18, 2015  July 6, 2015  July 14, 2015 ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes September 17, 2015; Sudolnik Conference Room, Lunenburg Public Library Page 2 o Director’s Report  Discussed and explained by the Director, as per hand-out  ARIS Report (explanation)  Annual Report Information Survey (usage of library data), done in August, next report (financial) due second week of October, which deals with what the state requires of the town to spend. (Gare Thompson left the meeting at 7:50 p.m.) o Update on Building Management System  Building management system (new front-end) and new burner to be installed mid-November o The Chairman stated that Harry’s and Martha’s report on the building management system will not be discussed until the new system is installed.  Board Comments o (This section is intended as an FYI, i.e. information from Friends, etc.) o Sign up for book and bake sale 9/30. o 12/5 (Saturday) 10th anniversary celebration of the Lunenburg Public Library building.  Agenda Items for Upcoming Meetings o BOS Energy policy o National Grid Energy Audit o Lars solicitation policy findings o Remote participation policy – a state policy available? o Library trust funds Dick: November update from Martha? o Lunenburg online mail account – should be used in the future as part of the open meeting law.  Motion to adjourn o Lars moved to adjourn at 8:20 p.m., seconded by Susan; voted all in favor. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for September 17, 2015 Director’s report ======================================================================================== DOCUMENT : 2015-10-15-agenda-2810.txt BOARD : library-board-of-trustees DATE : 2015-10-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-10-15-agenda-2810.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10152015-2810 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Lunenburg Public Library Board of Trustees Thursday October 15, 2015 6:45 pm Lunenburg Public Library The George R. Wallace Community Room Agenda • Public Comment • Agenda Items o Approval of Minutes /square4 September 17, 2015 o Director’s Report /square4 Budget—including FY2015 End of Year numbers /square4 Staff /square4 Technology—Web site demonstration /square4 Programs /square4 Building & Maintenance /square4 ARIS Report o Trustee email addresses o OML presentation o Policy on Solicitation—Lars o Skateboard ban o Plans for Director’s Evaluation o Friends of LPL Update • Board Comments ===PAGE 2=== • Agenda Items for upcoming meetings o Library Trust Funds o Policy on Room Use by For-profit entities o Establish a Marketing/Technology sub committee o Re-establish the policy subcommittee o BOS Energy Policy • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ===PAGE 3=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Lunenburg Public Library Board of Trustees Thursday October 15, 2015 6:45 pm Lunenburg Public Library The George R. Wallace Community Room Agenda • Public Comment • Agenda Items o Approval of Minutes /square4 September 17, 2015 o Director’s Report /square4 Budget—including FY2015 End of Year numbers /square4 Staff /square4 Technology—Web site demonstration /square4 Programs /square4 Building & Maintenance /square4 ARIS Report o Trustee email addresses o OML presentation o Policy on Solicitation—Lars o Skateboard ban o Plans for Director’s Evaluation o Friends of LPL Update • Board Comments ===PAGE 4=== • Agenda Items for upcoming meetings o Library Trust Funds o Policy on Room Use by For-profit entities o Establish a Marketing/Technology sub committee o Re-establish the policy subcommittee o BOS Energy Policy • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2015-10-15-minutes-2810.txt BOARD : library-board-of-trustees DATE : 2015-10-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-10-15-minutes-2810.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10152015-2810 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes October 15, 2015; Sudolnik Conference Room, Lunenburg Public Library Attending: Richard Mailloux, Harry Kubetz (via internet), Kiirja Paananen, Donna Saiia, Gare Thompson, Lars Widstrand, Martha Moore – Director, LPL Absent: Susan Visser The LPLBoT meeting was called to order at 6:475p.m. by Chairperson Richard Mailloux. Noted: the meeting is conducted in the Sudolnik conference room and not in the Wallace community room. Noted: Harry Kubetz is participating via Internet; he is geographically distant. Noted: The Chairman stated that the Trustees had a [physically present member] quorum, but due to Harry participating via Internet, all votes will be conducted using roll-call. o Public Comment o No public comment o Agenda items o Minutes of 9-17-15. Motion from Dick, second by Gare to accept amended minutes. Vote by roll call: Richard (aye), Donna (aye), Gare (aye), Kiirja (aye), Lars (aye), Harry (aye, via Internet). o Director’s Report – as per handout o Budget – on target o Staff – Robin Morris, new page, is coming up to speed. Page Joe Rager is resigning; need to hire a replacement page; Martha is investigating the possibilities and looking for candidates. The staff has been hit with sickness; which creates a perpetual understaffing situation; Robin Morris has been covering as many hours as possible. o Martha to attend meeting to discuss proposed changes to the State Library funding formula on Monday 10/19/15. o Sandy and Martha will attend training on the MLS system on Wednesday 10/21/15. o Library website “walk through” and demonstration by Martha: it will take place at later date, due to a scheduling conflict with the Wallace community room. o Issues with Chrome web browser has been discovered after the latest updates (of Chrome). Plug-ins, etc. no longer works or are blocked by Chrome. Using Internet Explorer as work-around. o YA librarian’s report – per separate hand out o Children librarian’s report – per separate hand out o Programs: o Zombie night on Friday night (for YA) in entire library 10/23 - Halloween teenage dance o UKE 101 on Saturday 10/24 Ukulele class and presentation, by Jim Webster, Nashua River Instruments o Saturday 10/24 – Sci-Fi/Fantasy special book sale in the Café o Sunday 10/25, softer side of Celtic (Jeff Snow), music and story telling ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes October 15, 2015; Sudolnik Conference Room, Lunenburg Public Library Page 2 o First Halloween Parade 10/28 in the Children’s Story/Craft room o In November, a visitor from New Hampshire will talk about stone walls. o Building & Maintenance o Preparing for new burner and management system to be installed; in place hopefully mid-November, ready for the cold season o ARIS Report o Annual report information survey (usage of library data – hard copy distributed today), done in August, next report (financial) due second week of October, which is what the state requires of the town to spend o MAR number report to be sent out by Martha Moore before next meeting. o Trustee email addresses: o Tying in to OML discussion and preservation of email and documentation history, we are encouraged to use only this mail for trustee business. All trustees have each been assigned an official “town”-address. o OML presentation/training by Kopelman and Paige (from here on referred to as K&P); discussion by Richard on what the town-wide presentation/training encompassed. o Some highlights: Subcommittees (personnel, budget, etc.) must post meetings 48 hours in advance, adhere to an agenda and keep minutes of the minutes – same as the trustees in general. Email communications – are expressly talked about in the OML, including use of social media e.g. Twitter, etc. Public comment – can be optional at meetings; items brought up at public comment may be postponed for discussion and put on later agenda (preferred) Remote participation – requires quorum of the people PHYSICALLY present at the meeting. o Policy for solicitation – Lars presented the response and recommendations from K&P on the subject, as well as the e- mail sent by K&P with comments to the recommendations. o Gare moved that take the draft home to review and that Lars will bring a “fresh” copy of the Policy with the recommendations by K&P amended into the policy for next meeting; the “fresh” copy, if accepted, will be added to general policies of the library; Donna seconded, no further discussion. Vote by roll call: Richard (aye), Donna (aye), Gare (aye), Kiirja (aye), Lars (aye), Harry (aye, via Internet). o Skateboard ban: o Policy on using the area in front of library property including parking lot to be off limits – requested by Martha Moore. In order to post sign, the trustees must approve of the posting(s). Martha Moore will check with other libraries and towns on wording for the sign. o Plans for Director’s evaluation – o Richard will email form to the trustees used at previous evaluations to be discussed during the next trustee meeting. o Friends of LPL update – Kiirja went to their meeting and presented a summary of their discussions o Book and bake sale: complaint about professional dealers/resellers showing up and buying up books in bulk, reducing the availability for ordinary customers; $ 3,338.21 total in sales of baked goods and books. o Next Friends of LPL meeting November 2nd (6:30 p.m.) ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes October 15, 2015; Sudolnik Conference Room, Lunenburg Public Library Page 3 o Board comments o Comments on upcoming budget discussion – talking points: “what a bargain for the town the Library is”; with all programs (and expanding programs) in place; raising the possibility to increase library opening hours. We need to have full set of arguments for why we need more hours (like Friday open). Martha will do another survey of area libraries on hours, usage etc. o Agenda Items for Upcoming Meeting o Web site demonstration – Wallace room o Policy on room use o Policy on solicitation and skate-board o Director’s evaluation, form discussion o Library trust funds o Re-establish the policy subcommittee o BOS Energy policy o Next Trustee Meeting o Wallace community center room, November 19, 2015 at 6:45 p.m. o Adjourn o Gare moved to adjourn second by Kiirja Vote by roll call: Richard (aye), Donna (aye), Gare (aye), Kiirja (aye), Lars (aye), Harry (aye, via Internet) in favor at 8:14 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for October 15, 2015 Director’s report YA librarian’s report Children librarian’s report ARIS statistics Community Outreach Log K&P email and Solicitation Policy recommendations ======================================================================================== DOCUMENT : 2015-11-19-agenda-2811.txt BOARD : library-board-of-trustees DATE : 2015-11-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-11-19-agenda-2811.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11192015-2811 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Trustees Thursday November 19, 2015 6:45 pm Lunenburg Public Library The George R. Wallace Community Room • Public Comment • Agenda Items Approval of Minutes: October 15, 2015 o Director’s Report /square4 Budget /square4 Staff /square4 Technology—Web site demonstration /square4 Programs /square4 Building & Maintenance /square4 Capital Planning /square4 FY16-17 Draft Budget o Policies /square4 Solicitation—Lars /square4 Skateboard ban /square4 Room use by for profit entities o Cable Advisory Committee questions o Discussion of re-establishing policy sub-committee o Planning for LPL Director evaluation o Friends of LPL Update • Board Comments • Agenda Items for upcoming meetings o Library Trust Funds--January o Establish a Marketing/Technology sub committee o BOS Energy Policy • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2015-11-19-minutes-2811.txt BOARD : library-board-of-trustees DATE : 2015-11-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-11-19-minutes-2811.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11192015-2811 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes November 19, 2015; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kirja Paananen, Donna Saiia, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL, Bob Ebersole – BOS representative and Terri Burchfield, FinCom representative Absent: Gare Thompson The LPLBoT meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Moving friends of LPL, Jeanne Raboin info to beginning of meeting about tenth anniversary to be held on December 5 th. Invitation, recreated / inspired by the inaugural event of the new library; open house for the community from 3 p.m. to 6 p.m. in the Wallace community room. Invitation to be mailed to all past and present friends of the Library. Baked goods, sheet cake, coffee, tea, punch; entertainment: guitarist – Brian Weeks; Short speeches planned for by Dick, Martha and Jean Benson (others may join) Children 10-12 in the morning, large puppet program; small gift bags for the first 50 kids Display cases in entry way will have appropriate material showing the Lunenburg library history, etc. Teens and Children will create bookmarks as small gifts Cultural horizon event in 2016: From end of January to end of March / beginning of April, theme: Native Americans  Agenda items  Approval of Minutes of 10-15-15. o Motion by Harry, second by Dick to accept minutes; voted all in favor; Susan abstained (not present at October meeting)  Director’s Report – discussed as per handout o Budget – on track o Staff  Sandy Altucher handed in her resignation this week; her last day of work is November 28th.  Robin Morris and Sage Scorse are new pages at LPL o Technology — Web site demonstration o (Future) Programs  Fossil exhibit (Texas oilfields) January 9th  See LPL program calendar for more details o Building & Maintenance o Capital Planning o FY16-17 Draft Budget ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes November 19, 2015; Sudolnik Conference Room, Lunenburg Public Library Page 2 o Educational outreach project – outreach to all educational entities in town, not just public school systems  Map out the needs of these organizations to meet their future needs  Grant from North Central Community foundation to pay for consultant to execute the outreach  Policies o Solicitation — Lars – on December agenda o Skateboard ban – on December agenda; skateboarding “not OK” in front of the Library o Room use by for profit entities recreational  In room-use policy, no-profit OK, for profit not OK; Bob E suggest we check on insurance/liability when someone does tutoring (as an example), having children behind a closed door , etc.  Cable Advisory Committee questions o Determined that it does not affect Library  Discussion of re-establishing policy sub-committee o Martha – will be handing out updated versions of policies at the December meeting ; it was noted that it would not be necessary at this time to re-establish the sub-committees. Policies will be brought up as needed to trustees for review, discussion and decision  Planning for LPL Director evaluation o Next meeting the existing evaluation for Martha (checklist and comments) needs to have comments in for the personnel committee for January review. The Trustees will continue existing evaluation format.  Friends of LPL Update moved to the beginning of the meeting!  Board Comments o No comments from the Board  Agenda Items for upcoming meetings o Library Trust Funds--January o Establish a Marketing/Technology sub-committee – discuss in December o BOS Energy Policy – hold off until spring 2016 o Policies will be discussed  Other o 7lbs 14 oz baby girl, grand-daughter to Debbie Laffond arrived tonight! Congrats!  Adjourn o Motion to adjourn, so moved by Kiirja, second by Lars, all in favor at 8:43 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for November 19, 2015 Director’s Report ======================================================================================== DOCUMENT : 2015-12-17-agenda-2812.txt BOARD : library-board-of-trustees DATE : 2015-12-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-12-17-agenda-2812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12172015-2812 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 AGENDA Lunenburg Public Library Board of Trustees Thursday December 17, 2015 6:45 pm Lunenburg Public Library Sudolnik Conference Room • Public Comment • Agenda Items o Approval of Minutes /square4 November 19, 2015 o Director’s Report /square4 Budget /square4 Staff /square4 Holiday Hours: December 2015/January 2016 /square4 Programs /square4 Educational outreach update /square4 Building & Maintenance /square4 Capital Planning /square4 FY16-17 Draft Budget--progress o Policies /square4 Solicitation—Lars /square4 Skateboard ban /square4 Room use by for profit entities /xrhombus BPL policy o Friends of LPL Update • Board Comments • Agenda Items for upcoming meetings o Library Trust Funds--January o Establish a Marketing/Technology sub committee o BOS Energy Policy o Planning for LPL Director evaluation • Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door ======================================================================================== DOCUMENT : 2015-12-17-minutes-2812.txt BOARD : library-board-of-trustees DATE : 2015-12-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2015-12-17-minutes-2812.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12172015-2812 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes December 17, 2015; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kirja Paananen, Donna Saiia, Gare Thompson, Susan Visser, Lars Widstrand, Terri Burchfield, FinCom representative Absent: Bob Ebersole, Martha Martha Moore – Director, LPL The LPLBoT meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Agenda Items  Approval of Minutes o November 19, 2015 o Susan moved to accept the minutes as presented, Kirja second; voted: all in favor  Director’s Report o Budget – on track; noted that Office supplies line item will increase in the future due to the large increase in usage for [material for] program activities in Children and Young Adults area. o Staff – expect to backfill position vacated by Sandy Altucher by end of February. o Holiday Hours: December 2015/January 2016 operating hours o Programs o Educational outreach update o Building & Maintenance  Harry expressed desire to become familiar with the new heating system and understand its administration; Harry will contact DPW for an informational meeting on how-to perform remote log- in and control, etc. Noted that it was the intent of the board (taken at previous meeting) that Harry would do this; due to holidays, it will most likely take place in February 2016. o Capital Planning  Per separate handout o FY16-17 Draft Budget--progress  YA librarian report distributed and discussed.  Children’s librarian report distributed and discussed. o The trustees expressed kudos for all the programs and activities the new librarians have introduced, which have brought in many more young patrons to the library. “Traffic” has notably increased during slow hours.  Policies o Solicitation – Lars handed out cleaned up copy of the proposed policy text.  Policy was read through and discussed. Motion was made to incorporate the text of the Solicitation policy into Library policy. Motion made by Gare, seconded by Harry; voted: all in favor o Skateboard ban  Actually called Child Safety policy; read and discussed – final “BOLDED” [text] paragraph needs some work… Suggested alternate wording: ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes December 17, 2015; Sudolnik Conference Room, Lunenburg Public Library Page 2 “No one, children or adults, is allowed to use skateboards and other such equipment recreationally on Library Property.”  Suggestion by Gare to instate a temporary ad-hoc policy-review group (for all policies); implementation T.B.D. o Room use by for-profit entities; Dick will put this item on the agenda for general discussion in January.  Boston Public Library (BPL) policy on the topic, handed out by Donna:  Read through and discussed the BPL document. Specific points include how to deal with tutoring from both a child safety and remuneration (non-profit) standpoint.  The Trustees were encouraged to read through LPL policies before next meeting to familiarize themselves with them. They are available on the LPL website.  Friends of LPL Update o Dick attended meeting at beginning of month. o “First People” - Cultural Horizon program to be held in early 2016.  Board Comments o No Board Comments  Agenda Items for upcoming meetings o Library Trust Funds – January o Establish a Marketing/Technology sub committee o BOS Energy Policy o Planning for LPL Director evaluation  Trustees to read through present document before next meeting, to either tweak document or use as-is. Schedule to be set so that evaluation will be complete by April 2016.  Other o Comment from Dick on kudos from Lunenburg Historical Society regarding working with Martha.  Adjourn o Motion to adjourn made by Gare, second by Donna; voted: all in favor at 8:00 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for December 17, 2015 Director’s report YA report Children’s librarian report BPL policy