# library-board-of-trustees — 25 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 : 2021-01-21-agenda-2875.txt BOARD : library-board-of-trustees DATE : 2021-01-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-01-21-agenda-2875.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_01212021-2875 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of January 21, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday January 21, 2021 6:45 p.m. Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/89520659073?pwd=OVA4RE12UFNFd1d2VUpsdWhVbTdoZz09 Meeting ID: 895 2065 9073 Passcode: 123456 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 895 2065 9073 Passcode: 123456 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Approval of Minutes of December 17, 2020 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Reopening or Shutting Down Update · Trustee Handbook Review · Strategic Plan Subcommittee Update · Friends Update · Board Comments · Other • Adjourn ======================================================================================== DOCUMENT : 2021-01-21-minutes-2875.txt BOARD : library-board-of-trustees DATE : 2021-01-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-01-21-minutes-2875.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_01212021-2875 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes January 21st, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Laura Boussom, Maia Wentrup, Michael-Ray Jeffreys Absent: Donna Saia The LPLBT meeting was called to order at 6:45 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for remote meetings. o Laura mentioned a Facebook post about giving thanks mentioned Debbie and the library staff. Agenda Items • Approval of Minutes o Kate made a motion to accept minutes of December 17 as amended. Seconded by Laura. Motion passed unanimously. • Director’s Report o It’s the end of the 7th month of the fiscal year – about 58% of the year is completed. The budget is on schedule, salaries are steady. We are entering into the higher cost months for electricity and heating. o The CWMARS network membership has been paid. Have some catching up to do on library materials. o We have been paying for the strategic plan consultant. o Annual membership fees and subscriptions are coming up in the spring. o FY22 budget: Muir got the target budget from the town mgr. Budget requests were submitted. Muir has a meeting on Monday morning to discuss those. o The Finance meeting is coming up in February. o Debbie Laffond attended annual CWMARS resource meeting. o Muir submitted the continuity of operations outline plan. This documents lists processes for town-wide operating during the pandemic or any other emergency situation. o Programs are still going on virtually at the library including a Creepy Christmas program and a home downsizing program. We are aiming for at least one adult program per month on Zoom. A series of programs on travel is coming up to be presented along with some other libraries. o STEM programs have been presented about once a month. o Laura asked about programs being recorded and posted on YouTube. Muir said some programs are but it’s dependent on the permission of participants. o The library has purchased a GOPro camera to help create content. It was funded from the library materials budget. o Muir has been working on a technology plan for upgrades, etc. o In-Library browsing has been averaging around 200 patrons per month. The plan is to continue along with curbside pickups. The browsing still keeps the library below the 25% capacity limit. • Trustee Handbook Review o Muir recommended we re-read/review the Trustee handbook. ===PAGE 2=== o He reviewed the new trustee checklist and some highlights from the Trustee handbook such as ‘Ten important things you should have’, ‘Trustee’s Responsibilities’ and ‘Eight Essential Tips for Success’ . • Strategic Plan Subcommittee Update o The selection of Barbara Friedman as consultant was finalized. The Subcommittee ha s met with her 3 times. They have gone over focus group questions and will be going over survey questions that will be sent out after the focus groups. o Dick noted that she has exceeded expectations on pulling together information and being proactive in time between meetings. She has also helped keep meetings focused. o Harry thanked the subcommittee members for their time working on this. • Friends of LPL Update o No January meeting. The pop-up book sale is still going on weather permitting. • Board Comments o Dick signed up for Kanopy today – to watch the movie Wave for the upcoming Zoom discussion. He noted that it was a great service. o Harry thanked Michael-Ray for helping to move up Muir’s salary increase to January. o Michael-Ray met with the town manager and our state representatives and said the initial indications from the state are positive revenue-wise. Town revenue is on target. • Adjourn o Motion to adjourn by Dick, seconded by Kate. Meeting was adjourned at 7:49 p.m. • Attached Documents o January 21st 2021 Agenda o January 2021 Director’s Report o January 2021 Adult Services Report o January 2021 Youth Services Report o January 2021 Teen Room Highlights ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ======================================================================================== DOCUMENT : 2021-02-18-agenda-2876.txt BOARD : library-board-of-trustees DATE : 2021-02-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-02-18-agenda-2876.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_02182021-2876 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of January 21, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday February 18, 2021 6:30 p.m. (Note that this is 15 minutes earlier that usual) Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/87355902410 Meeting ID: 873 5590 2410 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 873 5590 2410 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Approval of Minutes of January 21, 2020 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Re-opening or Shutting-down Update · Strategic Plan Subcommittee Update · Friends Update · Board Comments · Other • Adjourn @ no later than 7:25 p.m. ======================================================================================== DOCUMENT : 2021-02-18-minutes-2876.txt BOARD : library-board-of-trustees DATE : 2021-02-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-02-18-minutes-2876.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_02182021-2876 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes February 18th, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup, Michael-Ray Jeffreys The LPLBT meeting was called to order at 6:30 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for a remote meeting. Agenda Items • Approval of Minutes o Dick made a motion to accept minutes as amended, seconded by Kate. The motion passed unanimously. • Director’s Report o FY21 budget – Feb is the 8th month of the fiscal year. We are two thirds through the year. Heating and electricity costs are catching up to normal levels. Salaries are still a bit low with one vacancy still to fill. There are no major hiccups budget-wise. o Dick asked about custodial supplies. Muir said it is covered under the DPW budget. Muir said they have been trying to be conservative in the first part of the year and are on track. o FY22 – have received preliminary budget and sent requests back. Muir is meeting with the Finance committee tonight. o Staff updates – finished annual report for the town. o Marabeth is working on an inventory of library materials, scanning every item. This enables us to delete records of unaccounted for items and should improve catalog searches for patrons. o The Beanstack winter reading program has concluded – was a big hit. There were predominantly children participating but all ages also did. o Lots of virtual programs are coming up including Armchair Travel, the short film discussion group, free photography course and a garden program. o Susan has been doing teen take home kits. o STEM programs have been expanded to accommodate more attendees. o Security camera upgrades have been postponed until March. o Request for proposals for the carpet replacement is in process. o The phone system needs some updating. Muir is working on getting estimates for maintenance. o No change in reopening plans. The library guidance from the state hasn’t changed. The library will continue with curbside pickup and limited browsing. • Strategic Plan Subcommittee Update o The committee has met a few more times with Barbara. They have finished up invitation letters for the focus group. o Letters/invitations are ready to be mailed out. o Focus groups will be the first week of March. o They are ready to send out a survey after the focus group sessions have been completed. o Barbara is working on an outline of the report to be done after all the analysis is done. ===PAGE 2=== o Hannaford has given gift certificates to give to the focus group participants via a random drawing. • Friends of LPL Update o The Friends met in February. They discussed plans for their website and social media updates and revisions. o Their plan is to work on a Friend’s Facebook page. They made some small revisions to the Friend’s portion of the library website. o Pop-Up book sales are still going on and going well. They are discussing whether or not to do a larger sale and plan on continuing the pop-ups to cycle through the inventory they currently have. o They have invited skate park representatives to talk about collaborating on a fund raiser in the spring. o They have discussed ways of using the Letarte poetry fund this year and are planning some virtual poetry events for April. • Board Comments o No board comments. • Adjourn o Motion to adjourn by Donna seconded by Kate. Meeting was adjourned at 7:09 p.m. • Attached Documents o February 18th 2020 Agenda o February 2021 Director’s Report o February Adult Services Report o February 2021 Youth Services Report o February 2021 Teen Room Highlights ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ======================================================================================== DOCUMENT : 2021-03-18-agenda-2877.txt BOARD : library-board-of-trustees DATE : 2021-03-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-03-18-agenda-2877.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03182021-2877 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of March 18, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday March 18, 2021 6:45 p.m. Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/87647180163 Meeting ID: 876 4718 0163 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 876 4718 0163 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Approval of Minutes of February 18, 2021 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Re-opening Update · Strategic Plan Subcommittee Update · Trustee Handbook Discussion · Friends Update · Board Comments · Other • Adjourn ======================================================================================== DOCUMENT : 2021-03-25-agenda-2878.txt BOARD : library-board-of-trustees DATE : 2021-03-25 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-03-25-agenda-2878.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_03252021-2878 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of March 25, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday March 25, 2021 6:45 p.m. Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/83994413042 Meeting ID: 839 9441 3042 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 839 9441 3042 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Approval of Minutes of February 18, 2021 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Re-opening Update · Strategic Plan Subcommittee Update · Trustee Handbook Discussion · Friends Update · Board Comments · Other • Adjourn ======================================================================================== DOCUMENT : 2021-03-25-minutes-2878.txt BOARD : library-board-of-trustees DATE : 2021-03-25 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-03-25-minutes-2878.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_03252021-2878 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes March 25th, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup The LPLBT meeting was called to order at 7:02 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for a remote meeting. Agenda Items • Approval of Minutes o Dick made a motion to accept minutes of February 18, 2021 as amended, seconded by Laura. The motion passed unanimously. • Director’s Report o For the FY21 budget, March is the 9th month of the fiscal year. We are three quarters through the year. Salaries are on schedule. One staff vacancy is still open. The sewer and water bills were paid today. Annual renewals are coming up in the next few months. o FY22 budget – no update yet. The Town Manager is making a preliminary budget presentation tonight to the Finance Committee. o Staff Update: Maribeth has finished the scanning portion of the inventory project. She is tracking down some anomalies now. Cheryl has been doing a great job working on the newsletter. o The CWMARS users council met last week. The group voted to implement a digital card service with Evergreen and to increase the membership fee for small libraries with populations under 10K to 25% of the full membership fee. o Lots of programs and events are coming up in the next few months. Poetry programs are coming up, sponsored by the Mary Ellen and Richard Letarte Poetry fund. o The Beanstack adult reading challenge has begun and we have had 15 readers two days into the program. o Security cameras were upgraded. The coverage of the outside grounds has been increased and the resolution of the inside cameras has been improved. The phone system was repaired and improved. o The new cleaning contractor begins on April 1st. Muir has carpet tile samples for the recarpeting project. o Town offices are moving to limited hours without appointments. We are in phase 4 for the state recommendations on reopening. Town boards are permitted to begin shifting to a hybrid model starting with the Selectboard meeting on April 6th. o Kate asked whether hours open to in-person browsing can be increased. Muir said the curbside pickup is very popular and increasing the browsing time would require decreasing the curbside pickup. Donna asked how having patrons browsing impacts the curbside pickup service. Muir said patrons usually need some sort of assistance and staff tend to be busy with that. o Dick asked about the status of the staffing vacancy. Muir said he hopes to begin a search soon. He said he will check with the Town Manager on whether the budget will allow filling the staffing vacancy this fiscal year. o Harry asked about having open browsing within limits. Muir said a possibility is to have some open browsing times without appointments soon depending on state recommendations and capacity limits. ===PAGE 2=== o Harry asked about making sure the person picking up the material is the right person. Muir said the materials are matched to accounts and notification messages and they have not had a problem with any kind of fraud. o Laura asked about librarians being eligible for vaccines and whether browsers are cooperativ e in wearing masks. They are not yet eligible in general although some staff are eligible and have been vaccinated. Patrons have been very good about wearing masks. • Strategic Plan Subcommittee Update o Focus groups have been held. The committee is finalizing survey questions. The survey could be sent out within the next month. • Trustee Handbook Discussion o Muir reviewed the first chapter of the handbook focusing on the checklist for the new trustee. o We will look at chapter two for the April meeting and review any questions. o Muir and Dick pointed out that we don’t have any documented bylaws. Should be a goal for next year . • Friends of LPL Update o The Friends met with the skate park representatives to work on a joint fundraiser. One idea discussed was a mini golf course inside the library with individual holes sponsored. o There was also some discussion on revising the website and creating a Facebook page. • Board Comments o Dick offered kudos to Lydia for the short film discussion group. Dick also recommended the Armchair Travel program. • Adjourn o Motion to adjourn by Dick seconded by Kate. Meeting was adjourned at 8:19 p.m. • Attached Documents o March 25th 2020 Agenda o March 2021 Director’s Report o March Adult Services Report o March 2021 Youth Services Report o March 2021 Teen Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ======================================================================================== DOCUMENT : 2021-04-15-agenda-2879.txt BOARD : library-board-of-trustees DATE : 2021-04-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-04-15-agenda-2879.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_04152021-2879 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of April 15, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday April 15, 2021 6:45 p.m. Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/88410044226 Meeting ID: 884 1004 4226 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 884 1004 4226 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Approval of Minutes of March 25, 2021 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Re-opening Update · Strategic Plan Subcommittee Update · Trustee Handbook Discussion · Friends Update · Update on Future Meetings (remote / in-person / hybrid) · Board Comments · Other • Adjourn ======================================================================================== DOCUMENT : 2021-04-15-minutes-2879.txt BOARD : library-board-of-trustees DATE : 2021-04-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-04-15-minutes-2879.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_04152021-2879 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes April 15th, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup, Michael-Ray Jeffreys The LPLBT meeting was called to order at 6:46 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for a remote meeting. Turned the meeting over to Dick. Agenda Items • Approval of Minutes o Harry made a motion to accept minutes of March 25th 2021 as amended, seconded by Kate. The motion passed unanimously. • Director’s Report o For the FY21 budget, April is the 10th month of the fiscal year. The budget is 65% expended. We had a large electric bill the past month but there are no major issues and the budget is on track. The costs for library materials are lower until the springtime when some annual renewals will come up. o The May 1st annual town meeting will finalize the FY22 budget. The preliminary town budget is almost exactly what we requested. o Maya asked about program costs, whether we would use the money budgeted for programs. It’s currently only 13% expended. Muir said the staff is meeting today to finalize plans for programs and the programming budget will be utilized. o Susan is doing a great job with the teens. Lydia has been a very positive leader. o We replaced the paper cutter. It’s needed for the craft preparation and saves costs in getting crafts together. o April is poetry month. Programs are funded by the Mary Ellen and Richard Letarte Poetry fund. Last night was the first of these programs. A spoken word program was held. Tonight is the rescheduled virtual tour of the Emily Dickenson museum. o A new company has begun cleaning the library. The cleaning crew is very friendly. On May 4th we will have the bids for the carpet replacement. o The library needed some technical maintenance after a power surge but it caused minimal disruption. o We are planning to return staff to normal hours in the building until 8 PM during the week of 5/3 with open browsing hours each day from 10 a.m. to 2 p.m. Curbside pickup will be available each day from 2 p.m. to 7:45 p.m. o Kate asked about evening hours for those who can’t utilize the library during the daytime hours. Muir said he hoped that the Saturday hours would be ok for those people. o Donna asked about appointments for browsing. No appointments will be needed. • Strategic Plan Subcommittee Update o The subcommittee met on Wednesday and finalized the survey, which is the last major part of the strategic plan. They discussed ways of getting the survey out to people. o They are looking at having a report ready in June for the whole BOT to review and vote on. • Trustee Handbook Discussion ===PAGE 2=== o We covered Chapter two: Bylaws. Our town charter takes the place of bylaws and this covers most of the responsibilities listed in the Trustee Handbook. o Muir reviewed the various roles and responsibilities of the BOT members covered in Chapter two. o Harry asked if the board should do a self-evaluation as suggested in the Handbook. Some discussion ensued on self-evaluation and how the board functions and interacts with Muir. o Harry noted that the Handbook mentions rotating administrative roles on the board and asked whether we had ideas or comments on the upcoming annual reorganization. • Friends of LPL Update o In their latest meeting the Friends discussed book sales. March sales were around $400. They are going through the stock to thin it out. They will likely be accepting book donations soon. o They are still exploring options with the skatepark group on some joint fundraising. • Update On Future Meetings o The BOS did not meet on April 6th in person. All town boards are still meeting remotely. o Kate asked if boards can decide themselves whether to meet in person? Michael -Ray said boards should check with the town manager. o Harry said he spoke with Michael-Ray to see if we did have the option of meeting in person and he said we probably shouldn’t at the current time given the logistics required for social distancing. • Board Comments o Harry wanted to note that Muir is a large contributor to the BOT meetings. His preparation is always excellent and his presentations are always comprehensive. o Dick noted that the BPL is going fine free. Muir talked a bit about the LPL fine free policy during the pandemic. o Dick suggested we add it to the agenda for the next meeting. o Muir noted that the LCC (Lunenburg Cultural Council) grants will be moving forward. The board had been operating below quorum. o Muir said that Debbie is working on a raised-bed plant garden on the side of the building. It will be incorporated into some programs. • Adjourn o Motion to adjourn by Harry seconded by Donna. Meeting was adjourned at 8:07 p.m. • Attached Documents o April 15th 2021 Agenda o April 2021 Director’s Report o April Adult Services Report o April 2021 Youth Services Report o April 2021 Teen Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ======================================================================================== DOCUMENT : 2021-05-20-agenda-2880.txt BOARD : library-board-of-trustees DATE : 2021-05-20 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-05-20-agenda-2880.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_05202021-2880 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of May 20, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday May 20, 2021 6:45 p.m. Lunenburg Public Library Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access YouTube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: Join Zoom Meeting https://us02web.zoom.us/j/89878249122 Meeting ID: 898 7824 9122 or from a telephone, dial the toll-free number (877) 853-5257 and enter Webinar ID: 898 7824 9122 If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Public Comment • Agenda Items · Board Reorg of Officers and Sub-Committee members · Approval of Minutes of April 15, 2021 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Re-opening Update · Strategic Plan Subcommittee Update · Trustee Handbook Discussion · Trust Fund Update · Friends Update · Fine-free Discussion · Update on Future Meetings (remote / in-person / hybrid) · Board Comments · Other • Adjourn ======================================================================================== DOCUMENT : 2021-05-20-minutes-2880.txt BOARD : library-board-of-trustees DATE : 2021-05-20 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-05-20-minutes-2880.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_05202021-2880 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes May 20, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup, Michael-Ray Jeffreys The LPLBT meeting was called to order at 6:45 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for a remote meeting. Agenda Items • BOT Reorganization of Officers o Dick made a motion to accept the current slate of officers, seconded by Kate. The motion passed unanimously. o Dick asked if anyone wanted to move to another subcommittee. Laura expressed an interest in joining the budget subcommittee. Dick made a motion to accept the subcommittees as amended, seconded by Donna. The motion passed unanimously. • Approval of Minutes o Dick made a motion to accept the minutes of April 15, 2021 as amended, seconded by Kate. The motion passed unanimously. • Director’s Report o For the FY21 budget we are in the 11th month of the fiscal year, near the end. The budget is 71% expended. Some big expenses are coming up in the next month. We will be paying our strategic planning consultant and there are a number of renewals coming up. Library materials, electricity and heating are not showing up yet as expended. Eight programs will be paid for that have already happened in May or are coming up. o Michael-Ray asked about the accuracy of the budget. Muir said it was up to date as of May 15th. Michael-Ray asked about the timing of warrants for outstanding payments. o Michael-Ray asked about exhausting the budget for the fiscal year. Muir said they would . Library materials and programs will be expended even though they are currently at small percentages: 41% and 22% respectively. o Kate asked about the mileage reimbursement – can it be rolled into other budget items if needed. Muir said it would have to be approved by the Town Manager. o The FY22 budget was approved at annual town meeting. It will be $439,541. There will be increases on book service, CWMARS network, office supplies and library materials lines. The staff line is a little lower due to newer, less experienced staff members. The contract services budget line item received a one time $3000 increase to be used for the strategic plan. o The vacant staff position will be posted. Muir is waiting to hear from town counsel about clarifying the details in the job description about education and work experience. This will be posted internally first because it’s a union position. Performance reviews will be done in the next month and a half. o Michael-Ray asked if staff were part of the clerical union. Muir said some are. Four staff librarians are part of the clerical union. Michael-Ray said the Select Board is currently in negotiation with the clerical union. He suggested Muir check in with the Town Manager regarding this. o Laura asked if the survey responses can still be done. Muir said yes. ===PAGE 2=== o We had sixteen people for the teen chess program. The new raised garden bed is in front of the library. The DPW has been helping out with this. o Dick said he has had some positive interaction with the new DPW head and suggested Muir thank him for their work and interest on behalf of the library and the BoT. o The summer reading program will be kicking off with a food truck and more. o Some technology updates are being planned for the end of year to replace some aging computers. o The new cleaning crew is doing very well. The carpet project will be going on between June 10 to the 29th. The moving company will be working around the installer to clear the areas and replace everything. The library will be closed during this renovation. o Kate asked if the carpet work could be done before the summer reading kick -off. Muir said probably not but the kick-off will be entirely outside. o Maia asked if books could be checked out without staff in the building. Muir said it could possibly be done with WiFi and a laptop with a scanner. o Donna asked why the carpet work couldn’t be done during the shut-down. Muir said the timing didn’t work out for that. It wasn’t approved until November 2020 and the planning process was fairly lengthy. o Maia and Harry asked about some possible alternatives for continuing some kind of limited service during the carpet project closure. Muir suggested possibly changing to regular full hours before the carpet closure. o Harry asked about the possibility of offering vaccinations at the library. M ichael-Ray said there are now many regional clinics that are available. The problem now is getting people to go and get them. The senior center offers assistance to people looking for vaccines. o On re-opening, we will respond to the relaxing of restrictions as they develop. Browsing is currently M-Th 10 a.m. to 2 p.m. Curbside pickup is M-Th 2 p.m. to 7:45 p.m. Muir said he will look at expanding browsing hours based on the discussion tonight. • Strategic Plan Subcommittee Update o The survey went very well. 350 responses were received. Barbara will be working on preparing the plan. It should be available for the next BOT meeting. o Muir briefly reviewed the survey summary results. • Trustee Handbook Discussion o We covered Chapter Three: Legal Responsibilities. • Trust Fund Update o House bill number 3727 has been assigned to the home rule petition so we can check on the progress of the bill. The bill has been referred to the Committee on Municipalities and Regional Government. • Friends of LPL Update o Discussion with the skate park group is ongoing. The pop-up book sale has generated $2400 so far which is more than the usual semi-annual book sale. o They are getting ready for their annual meeting in July. o The miniature golf fundraiser discussion has been tabled until the fall. • Fine-free discussion o Muir presented some statistics on circulation and items returned late or never returned and how much money in fines was generated to the past 5 fiscal years. o Discussion ensued on the pros and cons of going fine free. Fines go into the revolving fund at Town Hall and then come back to the library to be used for library materials. o Dick made a motion to go fine free starting July 1st seconded by Maia. Motion passed unanimously. o Michael-Ray asked if we plan on having a voluntary donation option in place of fines. • Update On Future Meetings o Next meeting in June will be in person. ===PAGE 3=== • Board Comments o Dick expressed his pleasure at being a member of the board. • Adjourn o Motion to adjourn by Dick seconded by Maia. Meeting was adjourned at 9:16 p.m. • Attached Documents o Board of Trustees member list o May 20, 2021 Agenda o May 2021 Director’s Report o May 2021 Youth Services Report o May 2021 Teen Services Report ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ===PAGE 10=== ===PAGE 11=== ======================================================================================== DOCUMENT : 2021-06-17-agenda-2881.txt BOARD : library-board-of-trustees DATE : 2021-06-17 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-06-17-agenda-2881.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_06172021-2881 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of June 17, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday June 17, 2021 6:45 p.m. Lunenburg Public Library Wallace Community Room • Public Comment • Agenda Items · Approval of Minutes of May 20, 2021 · Meeting Schedule for Summer (July / August meetings) · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update (carpet project) • Reopening Update · Strategic Plan Review & Vote · Trustee Handbook Discussion · Fine-Free Discussion · Friends Update · Board Comments · Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2021-06-17-minutes-2881.txt BOARD : library-board-of-trustees DATE : 2021-06-17 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-06-17-minutes-2881.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_06172021-2881 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes June 17, 2021 Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup The LPLBT meeting was called to order at 6:50 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. • Harry asked the board if we should meet this summer. Muir pointed out that the library will be closed for two weeks for the carpet work and that it should be quiet. Dick suggested we could meet, if necessary, in person or via Zoom. One action item – the strategic plan is due in October and the action plan is due in December. Harry made a motion, seconded by Donna, that we not meet during the summer. The motion passed unanimously. Agenda Items • Approval of Minutes o Dick made a motion to accept the minutes of April 15th, 2021 as amended. Seconded by Kate. The motion passed unanimously. • Director’s Report o Harry asked about staff vaccinations and mask wearing. Most of the staff are vaccinated. Staff are still wearing masks in the library. Masks are encouraged for non-vaccinated patrons but it’s not really enforced. o We are close to the end of the fiscal year. The deadline for creating new P.O’s has passed. o Although we are currently underspent in several areas some money will go into new materials. The salary line is still underspent due to the open staff position. Some money will be spent on office supplies, which is typically left until the end of the year. o Water usage is down because the building has been closed. o There was a $2000 expenditure for Barbara Friedman, the strategic plan consultant. o There are no changes to the FY22 budget from last month. o The staff librarian vacancy posting has been delayed due to changes in the union rep notification proces s. o Monthly staff meetings have resumed. o Some programs have been virtual. Some reading programs have been held outside. o Project Bread will still be coordinating with the summer reading program to provide lunches for kids. o The carpet replacement will begin on Monday August 9th. The library will be closed for two weeks to complete this. o The roof HVAC unit over the Children’s area needs some work. Kate asked if there is anything we can do to improve the air filters. Muir said they have been replaced. • Strategic Plan Review and Vote o Harry asked about expanded hours for Fridays and weekends as it is included in one of the stated goals. Some discussion ensued on what might be involved in expanding the library hours. o Muir said the draft is not in the finished state that it needs to be. The draft needs some editing. Goals and objectives need to be clarified. o Harry said this draft spotlights where we are but not where we want to go and how to get there. o There was some discussion about the data and statistics that should be presented, how to present them and how many years to go back. o Dick made a motion, seconded by Kate, to reconstitute the Strategic Plan subcommittee with the replacement of Dick by Donna in order to assist Muir with editing the document. ===PAGE 2=== • Friends of LPL Update o The annual meeting will be held on Saturday July 24th from 9:30 to 12:00. o A book sale is being planned for October 2nd. • Fine-free discussion o This agenda item was tabled for a future meeting. • Board Comments o Dick gave a shout out to teen librarian Susan and children’s librarian Debbie on the participation numbers for their programs and their great work. o Harry thanked the trustees who worked on the strategic plan. • Adjourn o Motion to adjourn by Dick seconded by Maia. Meeting was adjourned at 9:09 p.m. • Attached Documents o June 17, 2021 Agenda o June 2021 Director’s Report o June Adult Services Report o June 2021 Youth Services Report o June 2021 Teen Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ======================================================================================== DOCUMENT : 2021-09-16-agenda-2882.txt BOARD : library-board-of-trustees DATE : 2021-09-16 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-09-16-agenda-2882.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09162021-2882 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Sept 16, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday Sept 16, 2021 6:45 p.m. Lunenburg Public Library Wallace Community Room • Public Comment • Agenda Items · Approval of Minutes of June 17, 2021 · Finalize Schedule of Meetings for 2021/2022 · Director’s Report • FY 2021 Budget Update • FY 2022 Budget Update • FY 2023 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update (carpet project) • Reopening Update · Strategic Plan Review & Vote · Friends Update · Board Comments · Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2021-09-16-minutes-2882.txt BOARD : library-board-of-trustees DATE : 2021-09-16 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-09-16-minutes-2882.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09162021-2882 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes September 16, 2021 Attending: Kate McCarron, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup Absent: Muir Haman – Director LPL The LPLBT meeting was called to order at 6:54 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. • Harry asked that we finalize the schedule of BOT meetings. The schedule was accepted as sent out. Agenda Items • Approval of Minutes o Dick made a motion to accept the minutes of June 17, 2021 as amended. Seconded by Laura. The motion passed unanimously. • Director’s Report o Review of this was postponed until the October meeting since Muir was absent. o Kate asked about line items not expended. Harry said that some bills have not come in. • Strategic Plan Review and Vote o Maia noted that the deadline from the state is October 1 st. She said the committee wants the document to reflect the spirit of the library and be a ‘living document’. o There are five focus areas required by the state: mission statement, user needs assessment, goals, planning methodology, and sign-off from the committee. o Harry asked about goal number 2 on pg. 6: underserved and new populations. How will this be done? Dick asked if the strategic plan needs that level of specificity? Those details will emerge in the future. o Harry said a goal to add should be close or closer cooperation with the school system. Maia said this can be added under the information on children and teens. o Harry asked about the projected expenses for additional staffing. Said it could be clearer and should be before the appendices in the document. Laura said the expense estimate should show increased circulation numbers to bolster the argument for increased staff. o There was some discussion about e-books and digital media and how it relates to the future of the library in the digital age. How to keep the library relevant as a cultural and social center. o The ‘Message from the Director’ in the beginning of the document was edited a bit. o Some other edits were suggested – add ‘working with the school’ under the section ‘What does the library do?’ on pg. 14. o It was decided to send out a new version with tonight’s edits receive comments back by the 28 th and have a special Zoom meeting on the 29th to vote on approving the final version. • Friends of LPL Update o There was a meeting last Saturday. The new representatives from Edward Jones attended the meeting. There was discussion on the allocations of the Friend’s investments which are currently 50% stocks and 50% bonds, earning around 8% per year. The consensus was to leave the allocation as it is. ===PAGE 2=== o There was also discussion on book sale dates and whether to have it inside or out. There was a proposal for four Saturdays in October but no dates have been decided. There won’t be a bake sale. o The pop-up book sale brought in around $150 last month. • Board Comments o Dick expressed his thanks for all the work done on the strategic plan. • Adjourn o Motion to adjourn by Dick seconded by Maia. Meeting was adjourned at 8:13 p.m. • Attached Documents o September 16, 2021 Agenda o September 2021 Director’s Report o September Adult Services Report o September 2021 Youth Services Report o September 2021 Teen Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ===PAGE 10=== ======================================================================================== DOCUMENT : 2021-09-29-agenda-2883.txt BOARD : library-board-of-trustees DATE : 2021-09-29 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-09-29-agenda-2883.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_09292021-2883 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Sept 29, 2021 AGENDA Special Meeting of the Lunenburg Public Library Board of Trustees Wednesday September 29, 2021 6:45 p.m. Note that this meeting is in accordance with the “Executive Order on Remote Participation” and will be conducted remotely. In accordance with the requirements of the Open Meeting Law, please be advised that this meeting is being recorded and will be available for viewing over the Lunenburg Public Access Youtube channel within 24 hours after the meeting. The Town of Lunenburg, in response to the COVID-19 (Corona Virus) is currently following the guidance from the Lunenburg Board of Health, Massachusetts Department of Public Health and the CDC regarding the virus and steps communities can take to prevent the spread and all town facilities are currently closed to the public. In accordance with the Governor’s Order Suspending Certain Provisions of the Open Meeting Law, G. L. c. 30A, § 20, all public meetings are being conducted remotely. This meeting will not be broadcast live. It will be recorded and will be able to be found on the LunenburgAccess YouTube channel within 24 hours after the meeting. The following information is also provided for members of the public who would like to participate in the meeting remotely: To Participate Remotely: From a computer, please use the link below to join the public meeting webinar: https://us02web.zoom.us/j/83560059435?pwd=SVZGRWtBTkM3Y2syZzc2cDNrckZKZz09 Meeting ID: 835 6005 9435 Passcode: 010184 or from a telephone, dial the toll free number (877) 853-5257 and enter Webinar ID: 835 6005 9435 # If you have not registered with Zoom you will be asked for your name and an e-mail address. Note: No participant ID is needed, just press # when asked. Telephone users may dial *9 to request to speak after joining the meeting. Computer and app users may use the “raise hand” feature to request to speak. The agenda lists all the topics which may be discussed at the meeting and are those reasonably anticipated by the Chair. Votes may be taken as a result of these discussions. Not all items listed may in fact be discussed and other items not listed may also be brought up for discussion to the extent permitted by Open Meeting Law. • Agenda Items o Special Meeting to vote on Lunenburg Public Library’s 5-Year Strategic Plan • Adjourn ======================================================================================== DOCUMENT : 2021-09-29-minutes-2883.txt BOARD : library-board-of-trustees DATE : 2021-09-29 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-09-29-minutes-2883.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_09292021-2883 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes September 29, 2021 Remote meeting via conference call and video link. All votes were done by roll call. Meeting was recorded. Attending: Kate McCarron, Muir Haman – Director LPL, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Laura Boussom, Maia Wentrup The LPLBT meeting was called to order at 6:47 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. o Harry did a roll call for attendance. o Harry read the requirements for a remote meeting. Agenda Items • Vote on Lunenburg Public Library’s 5-Year Strategic Plan o Laura mentioned that some text in the table of contents was purple. Muir said he would edit that. o Maia made a motion to accept the strategic plan as amended, seconded by Dick. The motion passed unanimously. • Adjourn o Motion to adjourn by Dick seconded by Kate. Meeting was adjourned at 6:54 p.m. ======================================================================================== DOCUMENT : 2021-10-21-agenda-2884.txt BOARD : library-board-of-trustees DATE : 2021-10-21 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-10-21-agenda-2884.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_10212021-2884 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Oct 21, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday October 21, 2021 6:45 p.m. Lunenburg Public Library Wallace Community Room • Public Comment • Agenda Items · Approval of Minutes of Sept 16, 2021 & Sept 29, 2021 · Director’s Report (including highlights from the Sept 16 report which was not reviewed during our meeting of Sept 16 which the director couldn’t attend) • FY 2022 Budget Update • FY 2023 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Reopening Update · Next reading assignment from Trustee Handbook · Friends Update · Discussion / Timing for Director’s annual review (to be completed by Dec. 16) · Board Comments · Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2021-10-21-minutes-2884.txt BOARD : library-board-of-trustees DATE : 2021-10-21 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-10-21-minutes-2884.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_10212021-2884 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes October 21, 2021 Attending: Kate McCarron, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Muir Haman – Director LPL, Laura Boussom, Maia Wentrup, Michael-Ray Jeffreys The LPLBT meeting was called to order at 6:45 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. Agenda Items • Approval of Minutes o Kate made a motion to accept the minutes of September 16, 2021 as amended. Seconded by Laura. The motion passed unanimously. o Donna made a motion to accept the minutes of September 29, 2021 as presented. Seconded by Kate. The motion passed unanimously. • Director’s Report o We are in the 4th month of the fiscal year and the budget is one third expended. The process for the 2023 budget has been started. o The strategic plan and annual financial report have been submitted to the state. Muir will share the action plan at our November meeting. The action plan will be submitted to the state in December. o Library Insight is going out of business. They provide the software used for the event calendar, room reservations and museum passes. We are getting a new vendor and the new software will be an improvement. It will provide better reports and better data access. The transition is being worked on now. o Summer Reading went very well this season. There were many more participants than last summer. There were over 1000 attendees at the children’s programs. There were more than 200 people at the kickoff event with the herding dogs. o Harry asked how this would compare with other libraries. Muir said he wasn’t sure but that our summer reading program is very strong. o Kate asked if the extended renewals and fine-free policy has added to wait times for materials. Muir said for E-books it would be no. He wasn’t sure about other library materials. o Kate suggested we update the fine-free policy on the library website. It still has the old one. o Michael-Ray asked about the impact of the fine-free policy. Muir said that the revolving fund is 40% less than it was last year but that the impact isn’t fully known yet. We need more time and data to assess the full impact. Michael-Ray asked about how we have marketed the new policy to the student population and the public. o The elementary school class visits will be resuming this fall. o Michael-Ray commented on the budget request for Friday hours. There are some big ticket items coming up in the town and even though the $18K for a half year, $35K for the full year is a relatively small request, we should wait and go through the normal budgeting process. This would be in July 2022. o The Digital Services staff position is still open and the search process has been difficult. o The BEAM interactive projector game system has been installed in the Children’s area. This was purchased by the Friends. o Muir has discussed Capital Plan projects with Rob Oliva of the DPW. The HVAC system will be prioritized. • Trustee Handbook Discussion ===PAGE 2=== o Harry suggested we defer discussion on the Trustee Handbook. • Friends of LPL Update o Book sales have been the main topic of discussion lately. o It was decided to do expanded pop-up book sales events for the Saturdays in October. • Director’s Annual Review o The review is due by December 16th for the December meeting. o We will use the existing template. o Harry will set a date to collect responses from the BOT. o The subcommittee will meet to consolidate comments and draft a review. • Board Comments o Harry mentioned that he will miss the December BOT meeting due to his company Christmas party. • Adjourn o Motion to adjourn by Dick seconded by Kate. Meeting was adjourned at 7:58 p.m. • Attached Documents o October 21, 2021 Agenda o October 2021 Director’s Report o October Adult Services Report o October 2021 Youth Services Report o October 2021 Teen Services Report ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ===PAGE 10=== ======================================================================================== DOCUMENT : 2021-11-18-agenda-2885.txt BOARD : library-board-of-trustees DATE : 2021-11-18 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-11-18-agenda-2885.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11182021-2885 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Nov 18, 2021 AGENDA Lunenburg Public Library Board of Trustees Thursday November 18, 2021 6:45 p.m. Lunenburg Public Library Sudolnik Conference Room • Public Comment • Agenda Items · Approval of Minutes of October 21, 2021 · Director’s Report • FY 2022 Budget Update • FY 2023 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Reopening Update · Chapter 4 from Trustee Handbook · By-Laws Review Discussion · Director’s Evaluation Discussion · Trust Fund Update · Friends Update · Fine Free Policy (Borrowing Policy) Update · FY23 Action Plan for LSTA (Library Services & Technology Act) Grant · Discussion of changing December meeting date (possibly to December 9?) · Board Comments · Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2021-11-18-minutes-2885.txt BOARD : library-board-of-trustees DATE : 2021-11-18 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-11-18-minutes-2885.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11182021-2885 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes November 18, 2021 Attending: Kate McCarron, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Muir Haman – Director LPL, Laura Boussom Absent: Maia Wentrup The LPLBT meeting was called to order at 6:58 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. Agenda Items • Approval of Minutes o Dick made a motion to accept the minutes of October 21, 2021 as presented. Seconded by Donna. The motion passed unanimously. • Director’s Report o We are in the 5th month of the fiscal year and the budget is 37% expended. The process for the 2023 budget has been started. For the first round the Town Manager generally level funds everything. The target budget is the next step and is expected to be distributed at the end of November. We have until the end of the calendar year to present budget requests. Muir has had some discussions with the Town Manager regarding the Friday hours request. Muir will meet with the Town Manager after submitting requests. Department heads will then meet with and present to the Finance Committee. o The weather has been mild so the heating season has been lighter than usual. o The staff vacancy is still open. Lydia’s job is being reclassified because of the additional responsibilities she has. o Sherri has been working on migrating data to the new system replacing Insight . The new system should be ready to launch in December. o Dick asked about the cleaning crew. There have been some difficulties. Muir said one problem is that there are different people each time. They seem to be missing some details and have set off the alarms a number of times. o The Tween cooking program has been successful. They get to do it themselves while someone guides them through the steps. o Muir met with a rep from Suzor IT, the town’s new IT support company. They talked about a succession plan for hardware and about existing problems. These include the thin clients. They are old and have had some software versioning problems. There are also problems with the phone system. There is no maintenance contract for the phone system. Dick asked if they could come in to assess the situation and make recommendations. o Donna asked about IT security and disaster recovery plans. The staff computers are connected to CWMARS. Muir’s laptop and desktop are connected to the town. • Trustee Handbook Discussion o Harry suggested we defer discussion of chapter 4 in the Trustee Handbook. • By-Laws Review Discussion o The BOT has no current bylaws document. MBLC has a number of examples to use as templates. ===PAGE 2=== • Directors Evaluation Discussion o The personnel subcommittee will be meeting tomorrow to review and compile the Board’s comments and input. • Trust Fund Update o The last action by the state legislature was on August 16 th and was an order to be read, which means it is in process. • Friends of LPL Update o There were three pop-up book sales in November which netted about $400 each week. o There is a pop-up puzzle and cookbook sale planned for December 11 th. o There was some discussion about the partnership with the skate park group. • Fine Free Policy o The borrowing policy has been updated to include the new fine-free policy. o There was also an update on auto renewals. • FY23 Action Plan for LSTA (Library Services & Technology Act) Grant o Item No. 1, adding additional Friday hours, assumes the library will get funding from the town. The request needs to be submitted by December 4th. o Utilize LSTA grant funding to increase community involvement and programming. o Donna asked about item no. 3, access anywhere. Muir said an example might be genealogy software. o Dick made a motion to accept the action plan. This was seconded by Kate. The motion passed unanimously. • Discussion of changing December meeting date o Dick made a motion to change the December meeting date from the 16 th to the 15th. Seconded by Laura. The motion passed unanimously. • Board Comments o None • Adjourn o Motion to adjourn by Dick seconded by Laura. Meeting was adjourned at 8:45 p.m. • Attached Documents o November 18, 2021 Agenda o November 2021 Director’s Report o November Adult Services Report o November 2021 Youth Services Report o November 2021 Teen Services Report o Borrowing Policies o Action Plan Year 2 ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8=== ===PAGE 9=== ===PAGE 10=== ===PAGE 11=== ===PAGE 12=== ======================================================================================== DOCUMENT : 2021-11-19-agenda-2887.txt BOARD : library-board-of-trustees DATE : 2021-11-19 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-11-19-agenda-2887.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_11192021-2887 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of November 19, 2021 AGENDA Special Meeting of the Lunenburg Public Library Board of Trustees Friday November 19, 2021 11:00 a.m. Lunenburg Public Library Sudolnik Conference Room • Agenda Items · Special Meeting of the Personnel sub-committee to discuss our Director’s annual evaluation • Adjourn ======================================================================================== DOCUMENT : 2021-11-19-minutes-2887.txt BOARD : library-board-of-trustees DATE : 2021-11-19 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-11-19-minutes-2887.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_11192021-2887 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Personnel Sub-Committee Meeting minutes November 19, 2021 Attending: Kate McCarron, Dick Mailloux, Maia Wentrup, Harry Kubetz The meeting was called to order at 11:00 a.m. by Harry Kubetz. Agenda Items o Special Meeting of the Personnel sub-committee to discuss our Director’s annual evaluation o Sub-committee members read and reviewed each of the 7 Trustee’s individual evaluations and composed a ‘draft final version’ that incorporated everyone’s thoughts and opinions. It was left to Harry to take all of the suggestions and to pen the ‘draft final version.’ This version will be presented to all of the Trustees in their December 15, 2021 meeting. o Adjourn The meeting was adjourned at 1:15 p.m. ======================================================================================== DOCUMENT : 2021-12-15-agenda-2886.txt BOARD : library-board-of-trustees DATE : 2021-12-15 KIND : agenda OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-12-15-agenda-2886.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Agenda/_12152021-2886 ======================================================================================== ===PAGE 1=== Lunenburg Public Library 1023 Massachusetts Avenue • Lunenburg, MA 01462 • (978) 582-4140 Agenda Lunenburg Public Library Board of Dec 15, 2021 AGENDA Lunenburg Public Library Board of Trustees Wednesday, December 15, 2021 6:45 p.m. Lunenburg Public Library Story / Craft Room • Public Comment • Agenda Items · Approval of Minutes of November 18 & 19, 2021 · Director’s Report • FY 2022 Budget Update • FY 2023 Budget Update • Staff Update • Programs Update • Technology Update • Building & Maintenance Update • Reopening/Covid (Omicron) Update · Chapter 5 from Trustee Handbook · By-Laws Review Discussion · Collection Policy Review · Trust Funds Update · Friends Update · Director’s Evaluation Discussion & Vote · Director’s Contract Discussion & Vote · Board Comments · Other • Adjourn If attending meeting after 8 p.m., please go to Community Wing side door. ======================================================================================== DOCUMENT : 2021-12-15-minutes-2886.txt BOARD : library-board-of-trustees DATE : 2021-12-15 KIND : minutes OUR COPY : https://lunenburgbudgetproject.org/docs/minutes/text/library-board-of-trustees/2021-12-15-minutes-2886.txt TOWN PDF : https://www.lunenburgma.gov/AgendaCenter/ViewFile/Minutes/_12152021-2886 ======================================================================================== ===PAGE 1=== Lunenburg Public Library Trustees of Lunenburg Public Library, Meeting minutes December 15, 2021 Attending: Kate McCarron, Bob Conroy, Harry Kubetz, Dick Mailloux, Donna Saiia, Muir Haman – Director LPL, Laura Boussom, Maia Wentrup The LPLBT meeting was called to order at 6:48 p.m. by Chairperson Harry Kubetz. Public Comment • No public comment. Agenda Items • Approval of Minutes o Dick made a motion to accept the minutes of November 18, 2021 as amended. Seconded by Kate. The motion passed unanimously. Dick made a motion to accept the minutes of November 19, 2021 as presented. Seconded by Kate. The motion passed unanimously. • Director’s Report o We are ½ through the year. Salaries are slightly behind schedule. Heating expenses are still reasonable. The financials look good. There are no updates for FY23 yet. They should be coming soon. There were lots of expenses this month for library materials. o The Action Plan has been successfully submitted to the state. Muir will be meeting with the staff to go over programming. The staff is focusing on LSTA grant opportunities and beginning the planning process for summer reading. o Muir did a quick demo of the new Beam interactive projector game system. It has been a big hit with th e kids. o The new software for the calendar, room booking, and museum passes has been launched. It is available now on the library website. o A quote has been received from Piper Electric for the LED light replacement project. o Early literacy stations for the Children’s room have arrived. There are two stations for ages groups 2 to 7 and two stations for age group 7 to 12. o Harry asked about some loose boards on the outside of the building. They have not been worked on yet. o Muir is still having difficulty filling the staff vacancy. It was suggested that the job description should be rewritten. This will be added to the agenda for the next meeting. • Trustee Handbook Discussion o We discussed chapter 5 in the handbook which covers Planning. There are four essenti al areas: Strategic, Technology, Disaster, and Facilities. The BOT should be able to give a quick synopsis of library goals and plans. Laura pointed out that the mission statement on the website needs to be updated. • By-Laws Review Discussion o Muir gathered some sample Bylaws documents from some area libraries. o Harry asked how we would go about creating a Bylaw document. Muir said he would be happy to compile one. o Donna suggested we make a list of what should be included and we can discuss and compi le it at our next meeting. • Collection Policy Review o Muir presented a Collection Policy document. There was some discussion on the policy and the process for handling any possible objections or concerns. ===PAGE 2=== o Kate asked if it matters how the policy is presented. Is the policy just evident in the collection or do we advertise it some other way. o Harry asked about the next steps. Muir said he doesn’t think it needs to be changed. It was updated and revised on 11/19/20. o Dick made a motion to accept the Collection Policy as presented. Seconded by Maia. The motion passed unanimously. • Trust Fund Update o The approval by the state legislative committee should be very soon. • Friends of LPL Update o The Friends had an excellent book and puzzle sale on December 11th. They took in $872. • Director’s Evaluation Discussion o After a short discussion of the final draft of Muir’s review Kate made a motion to accept the review as amended. Seconded by Donna. The motion passed unanimously. o There was some discussion about Muir’s contract and the contract period. Harry made a motion to offer Muir a 3-year contract, extended from the previous 1 year. Seconded by Bob. The motion passed unanimously. • Board Comments o Harry contacted Main St. Bank and connected them with Muir to investigate opportunities for the bank to support library programs. • Adjourn o Motion to adjourn by Dick seconded by Kate. Meeting was adjourned at 8:52 p.m. • Attached Documents o December 15, 2021 Agenda o December 2021 Director’s Report o Collection Development Policy ===PAGE 3=== ===PAGE 4=== ===PAGE 5=== ===PAGE 6=== ===PAGE 7=== ===PAGE 8===