# library-board-of-trustees — 22 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 : 2016-01-21-agenda-2813.txt BOARD : library-board-of-trustees DATE : 2016-01-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-01-21-agenda-2813.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01212016-2813 ======================================================================================== ===PAGE 1=== ======================================================================================== DOCUMENT : 2016-01-21-minutes-2813.txt BOARD : library-board-of-trustees DATE : 2016-01-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-01-21-minutes-2813.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01212016-2813 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minut es January 21, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz via remote v ideo link, Kiirja Paananen, Donna Saiia, Susan Viss er, Lars Widstrand, Martha Moore – Director, LPL; Bob Ebersole Board of Selectmen representative Absent: Gare Thompson; Terri Burchfield, FinCom rep resentative The LPLBoT meeting was called to order at 6:46 p.m. by Chairperson Dick Mailloux. Harry Kubetz participated via video link due to bei ng geographically distant. All votes taken at the meeting will be conducted with a roll call. • Public Comment o No public comment Agenda Items • Approval of Minutes o December 17, 2015 o Harry moved to accept the minutes as presented, Don na second. Vote by roll call: Dick Mailloux, Harry Kubetz, Kii rja Paananen, Donna Saiia, Susan Visser, Lars Widst rand: all in favor. • Director’s Report, as per handout o Last meeting’s remaining questions: /square4 Will be discussed as the meeting progresses, by ord inary agenda o Budget – Jan-16, YTD at around 50% which is on trac k, some slightly above other slightly below mostly due to quarterly bills. o Staff – /square4 Nicole attended the ALA conference in Boston, retur ned with a lot of new information and material for the staff. /square4 End of February, Martha is firming up the job descr iption for the replacement of Sandy. There should be a requisition in place for the replacemen t soon. The new librarian should be partially focused on “digital services”. o Community connections program is going really well. /square4 An art exhibit of local artists (to open on 2/13) a bout the life and legacy of Martin Luther King. o Programs – library programs running according to pu blished [web] calendar. o Educational out-reach update – planning to complete needs assessment for two or more organizations eac h month starting in January and with a planned comple tion in March. Based on assessment results, determ ine what services the Lunenburg Public Library could pr ovide. o Building & Maintenance. /square4 Building heat is now stable, and seem to be turning on and off as desired. The floor in the children’s activity room is now radiating (as inten ded) and is warm and comfortable. /square4 Harry reminded the meeting about the resonating sou nd in the duct system that is clearly heard in the Sudolnik conference room. Needs investigation. /square4 Martha submitted to the Green Committee, the (final ?) proposal about the LED lights. Guardian Energy has provided a very detailed techni cal report, which has been submitted to the committee for perusal and consideration. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minut es January 21, 2016; Sudolnik Conference Room, Lunenbu rg Public Library Page 2 o Capital Planning /square4 Per separate handout, submitted by DPW to town for consideration. /square4 Carpeting replacement effort (when executed) in the main room should be coordinated with painting. If performed at the same time, it would save [effort and cost] of moving books. o FY16-17 Draft Budget—presented per handout /square4 Motion to approve the presentation of the budget to Town Manager Kerry LaFleur. Susan made the motion, Kiirja second. Vote by roll call: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Donna Saiia, Susan Visser, Lars Widstrand : all in favor. • YA librarian report distributed and discussed. • Children’s librarian report distributed and discuss ed. • Library Trust Funds. o Doug and Barbara Fleming, Lunenburg historical rese archers, were asked by Martha to investigate each a nd every library [monetary] fund; what the original am ount was as well as the original intent. The prese nted spreadsheet represents the research results. It is very detailed and informative, with source referenc es. One suggestion from Martha is to spend 5% of the accumu lated interest on the approved items (books, etc.) • Child safety policy: o “No one, children or adults, is allowed to use skat eboards and other such equipment recreationally on Library Property.” o Motion to accept the quoted wording (above) into th e Child Safety Policy. So moved by Lars, Donna sec ond. Vote by roll call: Dick Mailloux, Harry Kubetz, Kii rja Paananen, Donna Saiia, Susan Visser, Lars Widst rand: all in favor. • Room use by non-profit entities. Discussion: origi nal policy was more directed at the logistics for t he booking and use of the rooms, rather than defining non-profit vs. profit u se. o Donna volunteered to create a merged policy documen t on room use, with added text from larger librarie s’ policies (Boston public Library, etc.). The docume nt will show red lining for clarity of the edits fo r the benefit of the Trustees review. o The new Room Use Policy will be added to April agen da for discussion. • Martha’s performance evaluation o Dick will mail out the evaluation form with new dat e information etc. filled out for the Trustees to w ork with. o The evaluations to be complete by 3/17, turned in t o Dick by 3/17 latest. Personnel subcommittee will meet sometime after 3/17 (separate meeting), and have a summary ready to be presented at the April trustee meeting. Final acceptance and signatures by truste es at May meeting; all to be in place by June meeti ng. • Friends of LPL Update o Dick attended meeting at the early onset; most of t he meeting dealt with the upcoming Cultural Horizon program and “who” will be available for the various segments of this umbrella program effort. o Ideas floated at the Friends meeting about a fall f undraiser [in addition] to the fall book and bake s ale. o “First People” - Cultural Horizon program to be hel d in early 2016. • Town Caucus: Monday March 14 th in Middle School, town elections on May 14 th o For the trustees, there will be two ea. three-year positions and one ea. two-year position available f or candidates. • Lending of various non-traditional library items, s ewing machines, board games, craft making equipment , “rakes” (i.e. garden hand tools), book printing machines, 3-D sca nner, (examples picked from Sacramento, CA Library) . o For the trustees to ponder: how and what we could a nd should expand with, if this is a venue we want t o expand; possibly “a lot of traps” i.e. eventual lia bilities, who [is] to maintain the equipment, finan cial responsibility (if it breaks: repair / replacement) , funding overall… • Board Comments o No Board Comments ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minut es January 21, 2016; Sudolnik Conference Room, Lunenbu rg Public Library Page 3 • Agenda Items for upcoming meetings o Use of Trust Funds to be placed on the March agenda according to Dick Mailloux o Room use – April agenda o Director’s evaluation – ongoing o Next meeting February 18 th • Other o No “other” items. • Adjourn o Motion to adjourn, so moved by Lars, second by Donn a. Vote by roll call: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Donna Saiia, Susan Visser, Lars Widstrand : all in favor at 8:30 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for January 21, 2015 Director’s report YA report Children’s librarian report BPL policy ======================================================================================== DOCUMENT : 2016-02-18-agenda-2814.txt BOARD : library-board-of-trustees DATE : 2016-02-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-02-18-agenda-2814.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02182016-2814 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 AGENDA Lunenburg Public Library Board of Trustees Thursday February 18, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room • Public Comment • Agenda Items o Approval of Minutes /square4 January 21, 2016 o Budget discussion with Town Manager o Director’s Report /square4 FY 2016 Budget /square4 FY 2017 Budget/Finance Committee March 3 @ 7 PM /square4 Staff /square4 Programs /square4 Educational outreach update /square4 Building & Maintenance /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report o Director Evaluation—Due by March meeting o Friends of LPL Update o Caucus---March 14, Turkey Hill Middle School o Initial thoughts re: Library of Things o Board Comments o Agenda Items for upcoming meetings /square4 Access and Use of Library Trust Funds--March /square4 Room Use by for-profit entities (BPL Policies)--April /square4 Establish a Marketing/Technology sub committee /square4 BOS Energy Policy /square4 Library of Things o Other o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-02-18-minutes-2814.txt BOARD : library-board-of-trustees DATE : 2016-02-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-02-18-minutes-2814.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02182016-2814 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes February 18, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Donna Saiia, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL; Bob Ebersole Board of Selectmen representative; Kerry Lafleur, Town Manager Absent: Kiirja Paananen, Terri Burchfield, FinCom representative The LPLBoT meeting was called to order at 6:47 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment  Motion to move up budget discussion with Town Manager on the agenda. So moved by Gare, Harry second, voted all in favor.  Budget discussion with Town Manager Kerry Lafleur. o The trustees asked about the budget lines for office supplies and library material, which were less than what was anticipated. o Town Manager recommended budget is for $370,739.00. Harry feels that we really need to support the submitted higher request for material and supplies, to support the staff’s efforts of programs. Donna agreed. The Trustees need to bring this up to the FinCom together with our budget request, and apply for that the supply and materials portion will be increased. o (Bob Ebersole left the meeting at 7:11 p.m.) o The Trustees and the Director thanked Town Manager Kerry Lafleur for the clarifications of the budget line numbers. (Kerry left the meeting at 7:12 p.m.) o Return to regular agenda… 7:13 p.m. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes February 18, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2 Attached spread sheet which may bring some clarity to the budget number discussion. Full disclosure: this spread sheet is derived from numbers distributed to the Trustees in a budget hand-out and is not part of any other document. Its only intent is to highlight the differences between the FY2017 Request and the FY2017 Town Manager Recommended numbers. Agenda Items  Approval of Minutes o January 21, 2015 o Gare moved to accept the minutes as presented, Donna second; voted: all in favor  Director’s Report, as per handout o FY 2016 Budget  Discussion about expenditures on materials e.g. e-books, etc. o FY 2017 Budget/Finance Committee March 3 @ 7 PM  Dick and Martha will represent the library. o Staff  Posting of Digital Services Librarian position will come up next week. Digital Services Librarian, major focus will be on e-books, e-content, training staff and users on e-books, promoting all e- resources the library offers such as Overdrive, website maintenance. Less focus on physical hardware (server and network/hardware maintenance).  Commonwealth Catalog, interlibrary loans – we now has access from the Library web home page, thanks to Marabeth. Library social media: three Facebook pages currently up for various parts of the library. FY 2017 Request FY 2017 Forecast FY2017 Town Mgr Recommend DIFFERENCE $64,500.00 $64,500.00 $64,500.00 $0.00 $44,356.00 $44,356.00 $44,356.00 $0.00 $145,009.00 $145,009.00 $145,009.00 $0.00 $2,196.00 $2,196.00 $2,196.00 $0.00 PERSONNEL SUB-TOTAL: $256,061.00 $256,061.00 $256,061.00 $0.00 BLDG REPAIR & MTC $500.00 $520.00 $500.00 $0.00 SEWERAGE DISPOSAL $550.00 $507.00 $550.00 $0.00 ELECTRICITY CHARGES $30,000.00 $34,125.00 $30,000.00 $0.00 HEATING CHARGES/NATRUAL GAS $17,002.00 $15,455.00 $17,002.00 $0.00 WATER CHARGES $650.00 $662.00 $650.00 $0.00 NETWORK MAINTENANCE $1,000.00 $1,000.00 $0.00 BOOK SERVICE $3,400.00 $3,329.00 $3,400.00 $0.00 CONTRACTED SERVICES $2,000.00 $3,200.00 $2,000.00 $0.00 POSTAGE $350.00 $354.00 $275.00 ($75.00) OFFICE SUPPLIES $2,000.00 $520.00 $1,000.00 ($1,000.00) CUSTODIAL SUPPLIES $200.00 $100.00 $200.00 $0.00 LIBRARY MATERIAL $54,000.00 $51,803.00 $50,351.00 ($3,649.00) NETWORK (CWMARS) $7,150.00 $7,500.00 $7,150.00 $0.00 MILEAGE REIMBURSEMENT $600.00 $700.00 $600.00 $0.00 EXPENSES SUBTOTAL: $119,402.00 $118,775.00 $114,678.00 ($4,724.00) $0.00 TOTAL: $375,463.00 $374,836.00 $370,739.00 ($4,724.00) ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes February 18, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 3  Martha attended CWMars training for ordering material. Comment from the CWMars instructor during the training session: Lunenburg is number 17 out of 249 libraries in circulation numbers of e-books!  Debbie and Marabeth have been making improvements on chapter books for small children, making them more accessible. o Programs  Update on the Cultural Outreach  Anne Gilman taking on the writing group on Tuesday morning, she has been through the certification process on how to run writing groups.  Overall, all the librarians have really stepped up to the plate and are creating a wonderful variety of events! o Educational outreach update  No update at this time o Building & Maintenance  Guardian Energy came out and with Martha relabeled some items for clarity in the proposal; update by next week and resubmit. (Green Committee pushed back on a couple of items in our request…)  Building survived the cold snap! DPW visited every day sometimes twice a day even during holiday to make sure we did not experience any burst pipes this year. o Capital Planning  Desirable to coordinate painting of the interior with the replacement of the carpeting (saving on cost of moving books and shelves).  Donna asked about lo-VOC paint standards for public buildings. Martha raised the question whether we can stay open during the painting or need to be closed. o Young Adult Area Report  As per hand out o Children’s Area Report  As per handout  Martha noted that Children’s and Young Adult librarians are working wonders with programs and events, in addition to their “regular” library duties.  Director Evaluation—Due by March meeting o Everyone on the board has electronic copy, to be filled out and mailed to Dick before March meeting! o Donna requested a copy of last year’s evaluation, for input of what has been written.  Friends of LPL Update o Dick visited last meeting, Cultural Horizon’s ongoing program and status was the focus of the meeting. o By next meeting Dick would like to send a thank you letter to the Friends from the Trustees. Gare suggested a letter from Nicole and Debbie as well.  Caucus: March 14, Turkey Hill Middle School o Three names put forth, Dick (3 year), Donna (3 year), Kiirja (2 year) terms  Initial thoughts re: Library of Things o Postponed until next meeting ===PAGE 4=== Trustees of Lunenburg Public Library, Meeting minutes February 18, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 4 Board Comments o Donna will not be available for March meeting o No additional board comments  Agenda Items for upcoming meetings o Access and Use of Library Trust Funds--March o Room Use by for-profit entities (BPL Policies)--April o Establish a Marketing/Technology sub committee o BOS Energy Policy o Library of Things…  Other o None  Adjourn o Motion to adjourn so moved by Dick, second by Susan voted all in favor at 7:58 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for February 18, 2015 Director’s report Children’s librarian’s report YA librarian’s report Events and programs calendar ======================================================================================== DOCUMENT : 2016-03-17-agenda-2815.txt BOARD : library-board-of-trustees DATE : 2016-03-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-03-17-agenda-2815.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03172016-2815 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 AGENDA Lunenburg Public Library Board of Trustees Thursday March 17, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room • Public Comment • Agenda Items o Approval of Minutes /square4 February 18, 2016 o Director’s Report /square4 FY 2016 Budget /square4 FY 2017 Budget/Finance Committee meeting update /square4 Staff /square4 Programs /square4 Educational outreach update /square4 Building & Maintenance /square4 Green Group Interior Lighting Approval /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report o Access and Use of Library Trust Funds o Action regarding youth misbehavior o Director Evaluation—Due o Friends of LPL Update o Caucus---Results of caucus March 14 o Set personnel sub-committee meeting for Director Eval o Board Comments o Agenda Items for upcoming meetings /square4 Room Use by for-profit entities (BPL Policies)--April /square4 Establish a Marketing/Technology sub committee /square4 BOS Energy Policy /square4 Library of Things o Other o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-03-17-minutes-2815.txt BOARD : library-board-of-trustees DATE : 2016-03-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-03-17-minutes-2815.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03172016-2815 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes March 17, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL; Bob Ebersole – Board of Selectmen representative Absent: Donna Saiia, Terri Burchfield – FinCom representative 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 of February 18, 2016 o Harry moved to accept the minutes as presented, Gare seconded; voted: all in favor  Director’s Report, as per handout o FY 2016 Budget  Overage in heating and probably electricity due to the very mild winter. o FY 2017 Budget/Finance Committee meeting update  Presented by Martha together with Dick at FinCom – went very well. FinCom members expressed that they were happy with increase in library activities. FinCom also had no objection to the library asking for the additional funding to cover for [primarily program] materials. o Staff  Digital Services Position (DSP): will be more focused on e-books and marketing of e-materials and less on IT and server maintenance.  The DSP designation does not affect the salary for the position.  Training classes have been documented and the information archived on library server for use and sharing with other staff. o Programs  New England Camera Club exhibit is now an annual event. Beautiful exhibit to open in the Wallace community room.  Summer programs: YA and Children’s programs have to be planned for and booked by June – the librarians have put in a lot of effort to get this in order. o Educational outreach update  No update this month. o Building & Maintenance  Martha feels that the current bushes in the front of the library are in bad shape and collect a lot of trash [entangled in the braches]. Martha has looked at getting “blood-twigged dogwood bushes” to replace them at the front of the library.  Wireless network has been updated with remote management/login for resetting the network. Not quite robust; needs some additional tweaking from the IT group. o Green Group Interior Lighting Approval  Grant proposal for $44,332.00 has been approved by the Green Committee. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes March 17, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2  Martha is investigating “the next step” to move this along, to get the ball rolling for the actual upgrade of interior lighting to LED. o Capital Planning  No news from DPW.  Martha is looking for additional estimates and details on the interior painting from vendors.  Update to security cameras both indoors and outdoors + camera at staff entrance is highly desired. This is a safety issue that should be prioritized. o Young Adult Area Report  As per handout. o Children’s Area Report  As per handout  Access and Use of Library Trust Funds o Total $62,000.00. o Funds that are designated for books may be available for use for e-books. o Decision to be made and recorded by/for the trustees on how much – will be on the September meeting agenda.  Action regarding youth misbehavior o In general terms: a lot more tweens 6-7-8-9 graders visit daily, some stay until 8 at night. Downside is behavior: getting worse as time goes on. Rules and regulations to be implemented. One way to stem the behavior is to institute a “temporary ban” on visits to the LPL by students that misbehave. o “Three strikes” warnings: after that, the misbehaving student is told to leave LPL. There is a sign-in sheet in the teen section to better control who is at the LPL. o Display rules on a poster in designated area – nobody can claim “I didn’t know…” o Update at April meeting.  Friends of LPL Update o Dick attends their meetings. Cultural Horizon takes up the majority of LPL Friends’ time now. o Thank you note to the Friends of LPL from the Board authored and read by Dick. Met with general approval by the trustees; to be sent to the Friends. o Book and bake sale next larger event.  Caucus --- Results of caucus March 14 o Three names put forth, Dick (3 year), Donna (3 year), Kiirja (2 year) terms. All nominated w/o opposition.  Director Evaluation—Due March 17 (today!) o Not all submitted yet. (4 out of 7) o Explanation on how the individual submitted evaluations will be combined into one (the comment sections) by the Personnel sub-committee (Harry, Kiirja, Gare and Dick)  Set personnel sub-committee meeting for Director Evaluation o March 24th meeting at the LPL.  Board Comments o Troy Daniels’ comment – policy and procedures should be “worded” in conjunction with town counsel.  NOTE: Troy was visiting the meeting and speaking only as a guest. The board noted his comment. o Concerning hiring of new employee and whether it affects the salary [budget line] – Dick explained that there was no impact.  Agenda Items for upcoming meetings o Room Use by for-profit entities (BPL Policies), to be discussed in April. o Access and Use of Library Trust Funds; for the September meeting. o Establish a Marketing/Technology subcommittee – future discussion point. o BOS Energy Policy – how it affects the LPL. o Library of Things (i.e. lending of non-traditional material and items) ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes March 17, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 3  Other o None  Adjourn o Motion to adjourn so moved by Gare, seconded by Kiirja voted all in favor at 7:59 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for March 17, 2016 Director’s report Children’s librarian’s report YA librarian’s report Events and programs calendar ======================================================================================== DOCUMENT : 2016-03-24-agenda-2816.txt BOARD : library-board-of-trustees DATE : 2016-03-24 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-03-24-agenda-2816.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03242016-2816 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 AGENDA Lunenburg Public Library Board of Trustees Personnel Sub-committee Thursday March 24, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room • Public Comment Agenda Items: • Director’s Evaluation Adjourn ======================================================================================== DOCUMENT : 2016-03-24-minutes-2816.txt BOARD : library-board-of-trustees DATE : 2016-03-24 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-03-24-minutes-2816.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03242016-2816 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Personnel Sub-committee Meeting minutes March 24, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Gare Thompson, Lars Widstrand The LPLBoT Personnel Sub-committee meeting was called to order at 6:46 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Agenda Items  Director’s Evaluation o Paper copies of evaluation, plus compilation of checklist handed out by Chairperson. o The collective evaluation by the board members was discussed and will be merged into one. o Evaluation will be presented by Chairperson and Vice Chairperson to Martha at date to be determined.  Adjourn o Motion to adjourn, so moved by Harry, seconded by Gare voted all in favor at 7:46 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Personnel Sub-committee Agenda for March 24, 2016 ======================================================================================== DOCUMENT : 2016-04-21-agenda-2817.txt BOARD : library-board-of-trustees DATE : 2016-04-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-04-21-agenda-2817.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04212016-2817 ======================================================================================== ===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 21, 2016 at 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room AGENDA: • Public Comment • Agenda Items o Approval of Minutes /square4 March 17, 2016 /square4 March 24, 2016 Personnel Sub-committee Minutes o Director’s Report /square4 FY 2016 Budget /square4 FY 2017 Budget status /square4 Staff /square4 Programs /square4 Educational outreach update /square4 Building & Maintenance /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report o Update re: youth misbehavior o Friends of LPL Update o Director’s Evaluation o Board Comments o Agenda Items for upcoming meetings /square4 Room Use by for-profit entities (BPL Policies)—May /square4 Policy for access and use of Library Trust Funds---Sept. /square4 Establish a Marketing/Technology sub committee /square4 BOS Energy Policy /square4 Library of Things o Other o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-04-21-minutes-2817.txt BOARD : library-board-of-trustees DATE : 2016-04-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-04-21-minutes-2817.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04212016-2817 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes April 21, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL; Bob Ebersole – Board of Selectmen representative Absent: Donna Saiia, Terri Burchfield – FinCom representative 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 of March 21, 2016 o Harry moved to accept the minutes as presented, Susan seconded; voted: all in favor  Approval of Minutes of March 24, 2016 – Personnel Sub-committee Minutes o Gare moved to accept the minutes as presented, Harry seconded; voted: all in favor  Director’s Report, as per handout o FY 2016 Budget o FY 2017 Budget status o Staff o Programs o Educational outreach update o Building & Maintenance o Capital Planning o Young Adult Area Report – separate handout.  Harry asked about policy for if a checked out Wii / telescope, etc. was returned damaged: who is liable / responsible to pay for replacement / repair? The lender or the library? The topic will be placed on the agenda for next meeting – policy to be created? o Children’s Area Report – separate handout. o Overage in heating and probably electricity due to the very mild winter.  Electrical and heating line items in the budget were discussed.  Possible use of overage could be to procure staff desks and chairs for teen room.  Update re: youth misbehavior  Friends of LPL Update o Passes (to museums, etc.) for the library have increased in cost, leading to that some have been eliminated. o Possibility of future brew house visit. o Discussion of the Cultural Horizon program that was held during late winter / early spring o Friends investigating possibility of having a wine/beer tasting [as a fund raiser] after the book and bake sale in October. o May 7th is date for annual town meeting; May 21st is date for town elections. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes April 21, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2  Director’s Evaluation o Summary / draft evaluation of Martha was distributed to the trustees for reading. o Gare made a motion to accept the evaluation as written, seconded by Harry, voted: all in favor. o Gare moved that the salary of the director for the fiscal year 2017 will become $ 67,725.00; seconded by Susan, voted: all in favor.  Board Comments o No board comments  Agenda Items for upcoming meetings o Room Use by for-profit entities (BPL Policies) – May agenda. o Policy for access and use of Library Trust Funds – September agenda. o Establish a Marketing/Technology sub-committee. o BOS Energy Policy – impact on library. o Library of Things, Gare suggested that we move this item to May meeting agenda  Other o None  Adjourn o Motion to adjourn so moved by Gare, seconded by Lars voted: all in favor at 7:27 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for April 21, 2016 Director’s report Director’s evaluation Children’s librarian’s report YA librarian’s report ======================================================================================== DOCUMENT : 2016-05-19-agenda-2818.txt BOARD : library-board-of-trustees DATE : 2016-05-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-05-19-agenda-2818.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05192016-2818 ======================================================================================== ===PAGE 1=== ===PAGE 2=== ======================================================================================== DOCUMENT : 2016-05-19-minutes-2818.txt BOARD : library-board-of-trustees DATE : 2016-05-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-05-19-minutes-2818.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05192016-2818 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes May 19, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Gare Thompson, Susan Visser, Donna Saiia, Martha Moore – Director, Absent: Lars Widstrand, LPL; Bob Ebersole – Board of Selectmen representative, Terri Burchfield – FinCom representative The LPLBoT meeting was called to order at 6:50 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Agenda Items  Approval of Minutes of April 21, 2016 o Gare moved to accept the minutes as amended, Susan seconded; voted: all in favor with Donna Saiia abstaining as she was not in attendance at the meeting.  Director’s Report, as per handout o FY 2017 Budget - $370,739.00  Note that there is no ‘Program’ line in the budget. It was discussed that a ‘Program’ line would be very helpful for funding of various programs o FY 2016 Budget status  Discussion about FY 2016 overages (underspending) of nearly $36,000 and the Director’s and Board’s desire to fully utilize and spend all money allocated in the FY 2016 Budget. A question about whether ‘Salaries’ overage could be moved to other budget lines. Suggestion that Bob Ebersole be consulted o Staff o Programs o Collections o Educational Outreach update o Building/Facilities o Young Adult Issues update o Children’s Area Report – separate handout.  Impact of school construction on LPL parking – separate handouts (maps) o Discussion of posting signs ‘reserving’ 4 or 5 LPL staff spaces  Update re: youth misbehavior o The issues seem to have resolved by the Director together with help from LPL staff members and the Lunenburg Police Department  Friends of LPL Update o Uptown Stroll will be on May 21 (Lunenburg election day) o Book sale will be June 4 o Friends’ annual meeting will be July 16, 2016 at 10am.with the usual Pot Luck Brunch. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes May 19, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2  Director’s Contract FY 2017 o Dick moved to accept the Director’s Contract including the salary of $67,725 per annum effective June 30, 2016, Gare seconded; voted: all in favor o Dick and Susan will meet with Martha to sign the contract on June 9, 2016 in the evening  Room Use by for-profit entities (BPL Policies) o Tabled until October 20, 2016 Trustee meeting  Library of Things o There is no singular policy for different items such as E-Readers, Wii, telescopes, & volleyball kits o Martha will email the various policies to the Trustees and representatives  Board Comments o No board comments  Agenda Items for upcoming meetings o Policy for access and use of Library Trust Funds – September o Room Use by for-profit entities - October o Establish a Marketing/Technology sub committee  Other o None  Adjourn o Motion to adjourn so moved by Susan, seconded by Gare voted: all in favor at 8:07 p.m. Respectfully submitted, Harry Kubetz Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for May 21, 2016 Director’s report Contract for the Director of the Lunenburg Public Library Children’s librarian’s report & handouts YA librarian’s report On Your Mark, Get Set, READ Olympic Reading Log ======================================================================================== DOCUMENT : 2016-06-16-agenda-2819.txt BOARD : library-board-of-trustees DATE : 2016-06-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-06-16-agenda-2819.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06162016-2819 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 MASSACHUSETTS AVENUE • LUNENBURG , MA 01462 • (978) 582-4140 Agenda Lunenburg Board of Trustees Meeting June 16, 2016 Notice of Meeting Lunenburg Public Library Board of Trustees Thursday June16, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room Agenda: •• •• Public Comment •• •• Welcome Re-elected Members •• •• Agenda Items o Approval of minutes /square4 May 19, 2016 minutes o Board of Trustees Reorganization /square4 Chair /square4 Vice-Chair /square4 Secretary o Director’s Report /square4 FY 2016 Budget /square4 Staff /square4 Programs /square4 Building & Maintenance /square4 Staff parking issues? /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report /square4 Possible program line in budget/sources of funding o Friends of LPL Update o Director’s comments re: evaluation o Director’s vacation o LPL Trustee meeting dates for 2016/2017 o Library of Things /square4 Borrowing policy—questions from last meeting? o Agenda Items for upcoming meetings /square4 Policy for access and use of Library Trust Funds---Sept. /square4 Establish a Marketing/Technology sub committee. /square4 Room Use by for-profit entities (BPL Policies) ---Oct. /square4 Possible program line in budget/sources of funding o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-06-16-minutes-2819.txt BOARD : library-board-of-trustees DATE : 2016-06-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-06-16-minutes-2819.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06162016-2819 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes June 16, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Gare Thompson, Susan Visser, Lars Widstrand, Donna Saiia, Martha Moore – Director, LPL; Absent: Terri Burchfield – FinCom representative; Bob Ebersole – Board of Selectmen representative The LPLBoT meeting was called to order at 6:45 p.m. by acting Chairperson Dick Mailloux.  Public Comment o Representative of Lunenburg Ledger, Anne Gilman is covering for the Ledger. We may see her at future meetings as well.  Welcome Re-elected Members Agenda Items  Approval of Minutes of May 19, 2016 o Gare moved to accept the minutes as presented, Susan seconded; voted: all in favor, Lars abstained was not present at the meeting  Board of Trustees Reorganization o Harry moved that we keep the organization as was last year, Gare second; voted all in favor o Chair - Dick o Vice-Chair - Susan o Secretary - Lars o Personnel subcommittee: Gare, Harry, Kiirja, Dick o Budget subcommittee: Harry, Gare, Donna o Endowment subcommittee: Susan and Dick  Director’s Report o FY 2016 Budget  Discussion about overage and how to spend it within the FY. Larger tickets: “spinner shelf” purchased for YA-room Millennium Alarms will install new camera and alarm system Six ea. 5’ folding tables purchased for the community room New tables for the Children’s room with adjustable height legs purchased Overdrive – bought access to separate account o Staff  Sherry CWMars resource sharing workshop; Marabeth training on cataloging for Evergreen New hire – discouraging news, 6 people interviewed, chose 1 person, had good references, but declined at second interview; got counteroffer (expanded duties/hours). Martha will check with Wachusett, Simmons College. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes June 16, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2 Programs  Deb and Martha are scheduling programs for the summer, but keeping a lower profile since participation wanes during the summer o Building & Maintenance  No news on interior lighting project, have met with Jim, Kit and John Londa to decide what lights to get updated. o Staff Parking Issues?  School demolition, parking will diminish during the take-down of the high school, which means that TC Passios’ staff may look for parking at the library. Signage will be posted reserving space for LPL staff; School Superintendent has been informed and will keep an eye on events for us from her side. o Capital Planning  Carpeting in main room, painting of interior o Young Adult Area Report – separate handout. o Children’s Area Report – separate handout to be shared later. o Possible program line in budget/sources of funding  Touched base with Karen about what will need to happen, in order to fit it into the budget (admin – adding lines in the actual budget categories)  Friends of LPL Update o Dick: Met first Monday of month, $$ to YA book collection has been donated White board and flip chart mobile unit can be rolled into any room Book and bake sale $3,295.72 Annual meeting 7/16 at 10:00 meeting and pot-luck admission: some food to share Anne Gilman putting together a Pete Lincoln fund raising calendar for [Friends] next year  Director’s Comments re: evaluation  Director’s vacation o Board has to approve a one week carryover and send to Nancy. Gare moved that the director can carry over one week of vacation per. Donna second; voted all in favor  LPL Trustee meeting dates for 2016/2017 o Distributed calendar marked up with dates for next year.  Library of things o Borrowing policy – questions from last meeting, actually moved to September meeting.  Agenda items for upcoming meetings o Policy for access and use of Library Trust Funds – October o Establish a Marketing/Technology sub-committee o Room use by for-profit entities (BPL policies) – October o Possible program line in budget/sources of funding o Martha asked for input of what type of statistics the trustees would like to see presented during the meeting o Martha will discuss how books are selected for purchasing for YA, Children and Adult sections o Five year strategy for digital collection? ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes June 16, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 3  Adjourn o Motion to adjourn so moved by Gare, seconded by Harry voted: all in favor at 7:58 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for June 16, 2016 Director’s report Children’s librarian’s report YA librarian’s report ======================================================================================== DOCUMENT : 2016-09-15-agenda-2820.txt BOARD : library-board-of-trustees DATE : 2016-09-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-09-15-agenda-2820.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09152016-2820 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 MASSACHUSETTS AVENUE • LUNENBURG , MA 01462 • (978) 582-4140 Agenda Lunenburg Board of Trustees Meeting June 16, 2016 AGENDA Lunenburg Public Library Board of Trustees Thursday September 15, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room •• •• Public Comment •• •• Agenda Items o Approval of minutes /square4 June 16, 2016 minutes o Director’s Report /square4 FY 2016 Budget Wrap Up /square4 Fy 2017 Budget /square4 Staff /square4 Programs /square4 Building & Maintenance /square4 Staff parking issues? /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report /square4 Possible program line in budget/sources of funding o Report on August 16, 2016, BOS Meeting o Friends of LPL Update o Agenda Items for upcoming meetings /square4 Policy for access and use of Library Trust Funds---Oct. /square4 Establish a Marketing/Technology sub committee. /square4 Room Use by for-profit entities (BPL Policies) ---Oct. /square4 Possible program line in budget/sources of funding o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-09-15-minutes-2820.txt BOARD : library-board-of-trustees DATE : 2016-09-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-09-15-minutes-2820.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09152016-2820 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes September 15, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz (via Skype), Kiirja Paananen, Donna Saiia, Gare Thompson, Susan Visser, Lars Widstrand Absent: Martha Moore – Director, LPL (on a well-deserved vacation); Terri Burchfield – FinCom representative; Bob Ebersole – Board of Selectmen representative The LPLBoT meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux. Dick remarked: Harry Kubetz present by remote participation, therefore any vote will be by made by roll-call.  Public Comment o Jeanne Raboin, President of Friends, Friends of the Lunenburg Public Library update:  Update of the financials with the endowment funds, rate of return, fee structures and future investment strategies for safe returns aiming to avoid market fluctuations as much as possible.  Book and bake sale – moved to October 22nd due to lack of books (now coincides with LHS home- coming).  Fundraiser: Hannaford sent mail to the Friends: Friends have been chosen for October fundraiser “Hannaford Helps”. During the month of October, Hannaford sells reusable bags for $2.00 of which $1.00 will benefit the Friends.  Martha is putting together an Arts and Craft fair which may (or may not) be in conjunction with a beer and wine tasting (on November 6th). o Dick and trustees thanked Ms. Raboin for the detailed update. Agenda Items  Approval of Minutes of June 16, 2016 o Gare moved to accept the minutes as amended, Susan seconded; roll call voted: Dick Mailloux (aye), Harry Kubetz (aye, via Skype), Kiirja Paananen (aye), Donna Saiia (aye), Gare Thompson (aye), Susan Visser (aye), Lars Widstrand (aye)  Director’s Report, per distributed hand-out. o Dick suggested that we browse the hand-out and if any of the trustees have questions, to put them to Martha for discussion during October meeting. o Young Adult Area (Y.A.) Report – separate handout. o Children’s Area (C.A.) Report – separate handout to be shared later. o Gare and Dick commented on the Y.A. and C.A. reports and the intensity, depth and width of the programs the librarians come up with, also the marvelous participation from the patron children and YA. Harry mentioned that the energy is palpable in the children’s and YA section.  Friends of LPL Update o See above, under public comment o Fall book and bake sale: request for volunteers on the 21st of October to help set up the Wallace room, arrange tables, books, etc. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes September 15, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2  Report of August 16, 2016 BOS Meeting: o Put talent bank form on-line and fillable on-line – has been done. o Lunenburg Cable TV to come in a record interviews with some of the trustees to describe what we are doing [on the board of trustees] for people to view in case they are interested to join the trustees. o Suggestion from Kiirja and Gare that Lunenburg cable TV come to the library and present the library in a mini-documentary to be aired on the local cable channel.  Library trustee terms: next year (2017) up for elections – Harry, Susan; Gare, Lars and Kiirja in 2018  Agenda items for upcoming meetings o Policy for access and use of Library Trust Funds – October o Establish a Marketing/Technology sub-committee – May not need due to Heather (new librarian) o Library cards for out of state residents o Room use by for-profit entities (BPL policies) – October o Possible program line in budget/sources of funding o Martha asked for input of what type of statistics the trustees would like to see presented during the meeting o Martha will discuss how books are selected for purchasing for Y.A., Children and Adult sections o Five year strategy for digital collection? NOTE: Susan will be not be present for the next two meetings.  Adjourn o Motion to adjourn so moved by Gare, seconded by Lars by roll call voted: Dick Mailloux (aye), Harry Kubetz (aye, via Skype), Kiirja Paananen (aye), Donna Saiia (aye), Gare Thompson (aye), Susan Visser (aye), Lars Widstrand (aye) at 7:33 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for September 15, 2016 Director’s report Children’s librarian’s report YA librarian’s report ======================================================================================== DOCUMENT : 2016-10-20-agenda-2821.txt BOARD : library-board-of-trustees DATE : 2016-10-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-10-20-agenda-2821.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10202016-2821 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 MASSACHUSETTS AVENUE • LUNENBURG , MA 01462 • (978) 582-4140 Agenda Lunenburg Board of Trustees Meeting Oct. 20, 2016 AGENDA Lunenburg Public Library Board of Trustees Thursday October 20, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room •• •• Public Comment •• •• Agenda Items o Approval of minutes /square4 Sept. 15, 2016 minutes o Director’s Report /square4 FY 2016 Budget End of Year Numbers /square4 FY 2017 Budget /square4 ARIS Report /square4 Staff /square4 Programs /square4 Building & Maintenance /square4 Capital Planning /square4 Young Adult Area Report /square4 Children’s Area Report /square4 Possible program line in budget/sources of funding o Policy for access and use of Library Trust Funds o Room Use by for-profit entities (BPL Policies) o Library Cards for Out of State Residents o Friends of LPL Update o Plans for Director’s Evaluation o Agenda Items for upcoming meetings o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-10-20-minutes-2821.txt BOARD : library-board-of-trustees DATE : 2016-10-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-10-20-minutes-2821.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10202016-2821 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes October 20, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Donna Saiia, Gare Thompson, Lars Widstrand, Martha Moore – Director, LPL Terri Burchfield – FinCom representative Absent: Susan Visser, Bob Ebersole – Board of Selectmen representative The LPLBoT meeting was called to order at 6:46 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Agenda Items  Approval of Minutes of September 15, 2016 o Harry moved to accept the minutes as amended, Donna seconded; voted ‘aye’ unanimously.  Director’s Report, per distributed hand-out. o FY 2016 budget end of year numbers  Expended 99.8% of the total budget! o FY 2017 budget o ARIS report  Separate handout o Staff  Fully staffed: new hire Heather is working out very well – “she hit the ground running” o Programs o Building and maintenance o Capital planning  Martha meeting with the Capital planning committee in December o Young adult area report o Children’s area report o Possible program line in budget/sources of funding  Currently the library depends solely on the Friends for paying for programs (people and “snacks”)  Cannot create a new budget line, but use the line “contracted services” for this purpose.  Desirable to have the library have access to “internal” (town) funds to pay program speakers – speakers’ fees are increasing yearly and it is harder to [pay for] speakers; coordinate with other libraries. Kiirja asked if the library has asked the cultural council for grants; Martha confirmed that we have a request in with the council.  Policy for access and use of Library Trust Funds o Martha mentioned that we have clarified that through Mr. and Mrs. Fleming’s research and documentation of what the individual funds are intended for. o Dick requested that we peruse the funds and their values at next month’s meeting to see if there is any possibility to use any of them e.g. “speakers’ fees”  Room use by for-profit entities (BPL Policies) ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes October 20, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2 o Donna has a lot of questions - she is asking Martha for what existing policy is, so the new policy can be created succinctly. Donna is looking for forms, etc. and other information. Donna will send out a “safe-child policy” from BPL for review. o BPL has form where the user needs to fill out pertinent information, organization type (non-profit, etc.) meeting type, responsibility (liability) for equipment and room. o Harry wants the record to show whether we can request CORI check on tutors using the library for tutoring. Harry would like for the library to really investigate whether this can be done, for the sake of possible liability questions. Gare suggests that the user (tutor) signs a form where they assume all responsibility, regardless if this holds up from a legal standpoint or not.  Library cards for out of state residents o Came up in conversation due to a person who lives in Brookline NH, whose husband works for the Lunenburg P.D. Martha surveyed the “border towns”; some have policies others have only practices. Does someone in the family work in town, go to [public] schools in town or own property in [their] town? The trustees think that this sounds reasonable. Terri Burchfield asked whether they should be given rights to the interlibrary loans or not.  Friends of LPL update o No trustee member attended last friends’ meeting  Plans for Director’s evaluation o Gare believes that last year’s procedure worked really well, however we need to be cognizant of the time line for getting it done.  Agenda items for upcoming meetings o Policy for room use o Out of state Library cards  Adjourn o Motion to adjourn so moved by Lars, seconded Harry; voted ‘aye’ unanimously @ 8:13 p.m. NOTE: Susan will be not be present at the next meeting. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for October 20, 2016 Director’s report Children’s librarian’s report YA librarian’s report ======================================================================================== DOCUMENT : 2016-11-17-agenda-2822.txt BOARD : library-board-of-trustees DATE : 2016-11-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-11-17-agenda-2822.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11172016-2822 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 MASSACHUSETTS AVENUE • LUNENBURG , MA 01462 • (978) 582-4140 Agenda Lunenburg Board of Trustees Meeting Nov. 17, 2016 AGENDA Lunenburg Public Library Board of Trustees Thursday November 17, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room •• •• Public Comment •• •• Agenda Items o Approval of minutes /square4 October 20, 2016 minutes o Director’s Report /square4 FY 2017 Budget /square4 Staff /square4 Technology /square4 Programs /square4 Building & Maintenance /square4 Capital Planning Update /square4 Young Adult Area Report /square4 Children’s Area Report o Policy for access and use of Library Trust Funds o Policy for Library Cards for Out of State Residents o Friends of LPL Update o Timeline for Director’s Evaluation o Agenda Items for upcoming meetings /square4 Policies Regarding Room Use—Dec. o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-11-17-minutes-2822.txt BOARD : library-board-of-trustees DATE : 2016-11-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-11-17-minutes-2822.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11172016-2822 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes November 17, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Harry Kubetz, Kiirja Paananen, Donna Saiia, Gare Thompson, Lars Widstrand, Martha Moore – Director, LPL Absent: Susan Visser, Bob Ebersole – Board of Selectmen representative, Terri Burchfield – FinCom representative The LPLBoT meeting was called to order at 6:45 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment o Gare mentioned “little libraries”, exchange boxes for “leave a book, take a book” – to get more people to read. It will be a discussion point on the next meeting’s agenda. o Harry gave a brief update on the air-handler in the Sudolnik conference room, and rumbling sounds from the ventilation system. The air-handler has been adjusted and is now quiet. The rumbling stems from the burner itself, “the roar of the flame” reverberates through the system and is coupled into the Sudolnik room. It will be investigated further. Agenda Items  Approval of Minutes of October 20, 2016 o Gare moved to accept the minutes as amended, Harry seconded; voted ‘aye’ unanimously.  Director’s Report, per distributed hand-out. o FY 2017 budget o Staff o Technology  Nothing to report o Programs o Building and maintenance o Capital planning o Young adult area report o Children’s area report  Policy for access and use of Library Trust Funds o Discussion on spending earned interest – not the principal. How much of the earned interest should be spent and how much should be reinvested or held. Suggestion of 80/20, i.e. 80% held as cash or reinvested and 20% used. It should be noted that the discussion emphasized that it should be UP TO 20%, not necessarily the entire available 20%. o Harry voiced that the monies should be used at the discretion of the Library director for library collections and programs that are not covered within the town budget. Gare concurred with this. The expenditure in a fiscal year should not exceed 20% of total ACCRUED income. o The town’s report on the current balances of the total trust assets needs clarification: some earnings numbers are not clear from reading the report, for example the “Touchstone” fund data appear to be incomplete. o Martha will ask town accountant for clarification on the numbers. ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes November 17, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2 o Further discussion on this topic at the next meeting.  Library cards for out of state residents o Reviewed and discussed proposed policy, final review and decision at next meeting.  Friends of LPL update o The Fall Book and Bake Sale netted $3,117.50. The Hannaford reusable bag sale netted $173.00.  Plans for Director’s evaluation o It will start beginning of February with evaluations due either by email or person by March meeting; decision with new salary numbers by April. Submitted to town by May meeting.  Agenda items for upcoming meetings o Trust fund policy, finalize and approve. o Out of state Library cards policy, finalize and approve. o Donna’s research on child safety and policy for LPL. Review and discussion, if possible finalize and approve.  Adjourn o Motion to adjourn, so moved by Gare, seconded Harry; voted ‘aye’ unanimously @ 8:09 p.m. Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for November 17, 2016 Director’s report Children’s librarian’s report YA librarian’s report ======================================================================================== DOCUMENT : 2016-12-15-agenda-2823.txt BOARD : library-board-of-trustees DATE : 2016-12-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-12-15-agenda-2823.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12152016-2823 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 MASSACHUSETTS AVENUE • LUNENBURG , MA 01462 • (978) 582-4140 Agenda Lunenburg Board of Trustees Meeting Dec.15, 2016 AGENDA Lunenburg Public Library Board of Trustees Thursday December 15, 2016 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room •• •• Public Comment •• •• Agenda Items o Update on interior LED project by John Londa o Approval of minutes /square4 November 17, 2016 minutes o Director’s Report /square4 FY 2017 Budget /square4 Budget Planning for FY ‘18 /square4 Staff /square4 Holiday Hours Dec. 2016/Jan. 2017 /square4 Technology /square4 Programs /square4 Building & Maintenance /square4 Capital Planning Update /square4 Young Adult Area Report /square4 Children’s Area Report o Policy for access and use of Library Trust Funds o Policy for Library Cards for Out of State Residents o Child Safe Policy o Room Use Policy o Friends of LPL Update o Agenda Items for upcoming meetings /square4 Director’s Evaluation—Starts Feb. 1 o Board Comments o Adjourn If attending meeting after 8 p.m., please go to Community Wing side door . ======================================================================================== DOCUMENT : 2016-12-15-minutes-2823.txt BOARD : library-board-of-trustees DATE : 2016-12-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2016-12-15-minutes-2823.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12152016-2823 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes December 15, 2016; Sudolnik meeting room, Lunenburg Public Library Attending: Dick Mailloux, Kiirja Paananen, Donna Saiia, Gare Thompson, Susan Visser, Lars Widstrand, Martha Moore – Director, LPL; John Londa – Lunenburg Public Facilities Director Absent: Harry Kubetz, Bob Ebersole – Board of Selectmen representative, Terri Burchfield – FinCom representative The LPLBoT meeting was called to order at 6:52 p.m. by Chairperson Dick Mailloux.  Public Comment o No public comment Agenda Items  Update on LPL interior LED light project by John Londa, Lunenburg Public Facilities Director o 99% of exterior LED light bulb and fixture conversion has been completed, a few items remain that will be cleared up in the near future. o Interior LED light bulb and fixture conversion will commence on 12/30. John estimates 3-4 days with of work, using four Fridays (when library is closed to the public). All existing 4-ft fluorescent fixtures will have their ballasts removed and rewired for 4-ft LED tubes. In fixtures with emergency light function, the emergency ballast will be removed and replaced with a battery pack and LED light strips.  Susan asked about battery check schedule; how to know when battery needs to be replaced; eventual test button. Will the emergency lights be tested routinely by DPW staff?  John responded that the emergency lights will have a test button, for periodic checking of the function. o 400W up-facing halide lights in the main hall will be replaced in main hall with 120W LED “kit”. The halide ballasts will be removed and the fixtures will be rewired for the LED lights; the kits are whole assemblies with heat sinks, etc. Color temp of lights: 5000K. 70% light output remaining in 5years, warranted. o HID lights will also be replaced with LED (also ballast will be removed, fixtures rewired) o On recessed cans, DMH paid for replacement bulbs, some out by the foyer do not work. o Recessed fixtures will be replaced with “ILP” 2’x2 or 4’x2 depending on what is already in place. o Table light bulbs will also be replaced, as well as spotlights to LED bulbs o Occupancy sensors has been suggested by Green Committee; discussion about the implementation (study rooms, bath rooms, etc.) o New sources / contracts for electricity and natural gas will come into effect with substantial savings for the town’s energy bill. By spring-time there will be a better idea of net-metering credits that will come into play to provide additional savings.  John was thanked for his presentation; John left the meeting.  Approval of Minutes of November 17, 2016 o Gare moved to accept the minutes, Kiirja seconded; voted ‘aye’ unanimously.  Director’s Report, per distributed hand-out. o FY 2017 Budget o Budget Planning for FY ‘18 ===PAGE 2=== Trustees of Lunenburg Public Library, Meeting minutes December 15, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 2 o Staff o Holiday Hours Dec. 2016/Jan. 2017 o Technology o Programs o Building & Maintenance o Capital Planning Update o Young Adult Area Report – per report o Children’s Area Report – per report  Policy for access and use of Library Trust Funds – continued to January meeting… o Discussion on spending earned interest – not the principal. How much of the earned interest should be spent and how much should be reinvested or held. Suggestion of 80/20, i.e. 80% held as cash or reinvested and 20% used. It should be noted that the discussion emphasized that it should be UP TO 20%, not necessarily the entire available 20%. o Harry voiced that the monies should be used at the discretion of the Library director for library collections and programs that are not covered within the town budget. Gare concurred with this. The expenditure in a fiscal year should not exceed 20% of total ACCRUED income. o The town’s report on the current balances of the total trust assets needs clarification: some earnings numbers are not clear from reading the report, for example the “Touchstone” fund data appear to be incomplete. o Martha will ask town accountant for clarification on the numbers. o Further discussion on this topic at the next meeting. o Gare moved to accept the “Policy for the Use of bequests, Trusts funds” as amended, Donna seconded, all voted ‘aye’. January meeting will revisit amounts and possible uses. o  Library cards for out of state residents o Susan moved to accept the policy as amended, Kiirja seconded, voted all in favor  Child Safety policy o Donna had samples from Boston Public Library policy that can be adapted (verbiage) to our policy. Will be adapted – issue tabled until January  Meeting room policy o January review  Appropriate use policy review in January  Study room policy review in January  Friends of LPL update o Dick went to meeting, discussed “little library” o Suggestion that “Trust monies” to supplement Friends to pay for “speakers”, to get higher cost “performers” – uncertainty of the reception of the idea …  Plans for Director’s evaluation o Will look closer in January. It will start beginning of February with evaluations due either by email or person by March meeting; decision with new salary numbers by April. Submitted to town by May meeting.  Agenda items for upcoming meetings o Other board comments: none o January meeting 19th, seems that many people are travelling... Susan out, Donna out, Gare out; discussion to move January meeting. Gare moved to move the January meeting to the 26th, Lars seconded, voted ‘aye’ unanimously. ===PAGE 3=== Trustees of Lunenburg Public Library, Meeting minutes December 15, 2016; Sudolnik Conference Room, Lunenburg Public Library Page 3  Adjourn o Motion to adjourn, so moved by Gare, seconded by Susan; voted ‘aye’ unanimously @ 8:25 p.m. Library Holiday Hours: Saturday, December 24: .............. CLOSED ALL DAY Monday, December 26 : ............... CLOSED ALL DAY Saturday, December 31: .............. OPEN 10:00am - 2:00pm Monday, January 2: ...................... CLOSED ALL DAY Respectfully submitted, Lars Widstrand Secretary, Trustee of Lunenburg Public Library Referenced documents: LPLBoT Agenda for December 15, 2016 Director’s report Children’s librarian’s report YA librarian’s report