BURLINGTON PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES McINTIRE MEETING ROOM TRUSTEES MEETING April 12, 2018 MINUTES

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1 MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: CALL TO ORDER: ELECTION OF OFFICERS: Robert Neufeld, Trustee-elect Kevin Sheehan, Ram Voruganti, Ann Way, Steve Wasserman, Adam Woodbury Library Director Michael Wick, Recording Clerk Alison Varrell The meeting was called to order at 7:16pm. Steve welcomed Ram and Kevin to the Board of Trustees and turned the meeting over to the Recording Clerk, Alison Varrell. Nominations were made for Chairperson and Vice Chairperson as follows: Motion to nominate Adam Woodbury as Trustee Chairperson: Rob Neufeld Second: Steve Wasserman Motion to nominate Rob Neufeld as Trustee Vice Chairperson: Steve Wasserman The meeting was turned back over to the Vice Chair (Chairperson en route), Rob Neufeld. REVIEW OF : CITIZEN S TIME: FRIENDS: March 8, 2018 Minutes were reviewed. Motion to accept February 8, 2018 Minutes as amended: Steve Wasserman Second: Rob Neufeld Motion carried: Ann reported that she would like to resign from the position of Friends liaison due to health concerns. Steve stated that the reorganization of the liaisons could be done later in the meeting to include Ram and Kevin in the positions, as well as allowing Ann to make changes to her current position.

2 (Page 2) POLICY REVIEW: DIRECTOR S REPORT: Board of Trustees Meetings By-Laws and Social Media Policies were reviewed. No changes were suggested for the By-Laws Policy. Mike would like to make some wording changes to the Social Media Policy. Discussion was held regarding edits. Motion to accept the Board of Trustees Meetings By-Laws Policy as presented with no changes: Steve Wasserman Motion to accept the Social Media Policy as amended: Steve Wasserman Second: Ann Way Mike reported the latest warrants to the Trustees. The Board is aware that warrants #T38/18, #T39/18, #T41/18 and #T42/18 were processed from March 7, 2018 April 9, 2018 for standard Library business. He also reported that warrants #T38/18 and #T39/18 were processed for Occupancy from March 7, 2018 April 9, Lieutenant Glen Mills and Sergeant Dan Hanafin of the Burlington Police Department provided staff workshops on workplace safety on March 14 and 15. Mike will meet with Lt. Mills on April 19 to review security camera placement and identify suggested general improvements. News outlets ran a story about an incident at the Library that happened late in the evening on March 21. Immediately following being notified of an issue, staff locked the restroom and marked it out of order. The police department was notified March 22, as the full extent of the incident was not apparent at the time of reporting the evening before. On April 6, WFXT (Fox News 25) contacted Mike regarding the incident at which time the BPD drafted a press release. Library staff made no comment when repeated inquiries were made and directed all said inquiries to the BPD. As a result of the incident, all soap dispensers in all public restrooms were replaced with disposable soap bags on April 10. Mike reported that the vacancy for Reference Librarian was posted on March 19 and Donna Manoogian (Head of Reference) and he are in the process of interviewing candidates. The last interview is scheduled for April 17. Mike anticipates a new hire by mid-may. Approximately 35 resumes were received and were narrowed down to four for interviewing.

3 (Page 3) Steve and Mike presented the budget to Ways and Means on March 14. Mike will answer any further questions at Town Meeting on May 14. Mike was requested to attend the Town Government Review Committee that met on March 19. The committee enquired about the makeup of the Trustees, including its responsibilities, the benefits of appointed versus elected Trustees, and the process of handling Union issues. Mike stated that the committee appeared pleased with his responses to their questions. Ram queried how big the committee is. Mike responded that there are about eight members. Mike reported that he attended a full-day Strategic Planning workshop on March 29, provided by the MLS. A Strategic Plan will need to be approved by the Trustees at the September meeting in order to be submitted to the Massachusetts Board of Library Commissioners (MBLC) by the October 1, 2018 deadline. Mike requests that a consultant be obtained in order to deliver and interpret a needs assessment, facilitate meetings, and assist in writing the plan. Mike suggested hiring Barbara Alevras, a local consultant. She has worked with both Tewksbury and Wilmington and is currently available. Ram queried about what is included in a Strategic Plan. Mike explained that a Strategic Plan lasts for five years and it is where the Library gets ideas from the community (Patrons and Staff), regarding the direction they want the Library to go, etc. Mike reported that the last Strategic Plan was He explained that in order to get the next one started, it is imperative that a Strategic Planning committee is established as soon as possible. The committee should consist of at least one fixed Trustee member and several community members. Adam asked Kevin what his experience was with hiring a consultant. Kevin stated that he thought it was very useful. Mike stated that the current Strategic Plan has already been extended by one year by developing an Action Plan. He said that the Action Plan, in turn, may be extended by a year, bringing it to the end of 2020 if necessary. Mike requests that the Trustees vote to provide up to $5,000 from the LIGMEG fund to hire a consultant and other costs related to the strategic plan. Motion to spend up to $5,000 in LIGMEG funds to hire a consultant to facilitate and write the Strategic Plan and pay for any ancillary costs related to the development of the Strategic Plan for the MBLC: Steve Wasserman Second: Rob Neufeld

4 (Page 4) Mike reported that donation requests for the May Baskets have been sent to previous and potential donors. This is the Friends largest fundraiser of the year. The Friends have indicated that they have volunteers willing to assist with basket construction and the final drawing. Steve stated that the Trustees usually do a basket and that he will coordinate the basket and contents for the Board. Mike stated that the Library would like the baskets in by the end of April if possible. The Annual ALA Meeting is June 22 June 25, Mike is requesting that the Trustees approve funding so that he can attend. He estimates the cost of registration, hotel and airfare to be $2,000. A question was asked about the current balance of the donation and LIGMEG accounts. There is currently $37, in the donations account and approximately $161,000 in the LIGMEG account. Motion to spend up to $2,500 from LIGMEG funds for Mike Wick to attend the ALA meeting June 22-June 25, 2018: Steve Wasserman Second: Rob Neufeld Mike stated that in order to achieve the $24,768 gap to meet the minimum materials expenditures requirement set by the MBLC, he requests that the Trustees approve a minimum of $3,300 from LIGMEG funds to be used for materials that meet said requirement. These funds would supplement the budgets of individual selectors as well as the funding of Hoopla. Discussion was held. Steve stated that he wants to make sure that the Library is being careful with funds due to funding emergencies that may come in the future. Kevin queried whether the Friends have an annual amount that they give toward materials. Mike responded that they annually give to museum passes and other smaller items. Their budget doesn t really allow for other annual giving due to fundraising variables year to year. Motion to spend up to $3,300 from LIGMEG funds to purchase materials to meet the required expenditure of MBLC: Rob Neufeld Second: Steve Wasserman Motion carried: Mike identified two replacement benches and received a quote from O Brien & Sons at the suggestion of Brendan Egan (Director of Parks and (Page 5)

5 Recreation). The total cost for benches, dedication plaques and delivery is $2,970. The Bhattacharya family has donated $1,000 for replacing one bench. An anonymous donor, through the Burlington Garden Club, has donated $1,500 for the second bench. The Garden Club expressed their intention of donating the cost of the cement for mounting the two benches and the Mary Cummings Park bench (estimated at $450). They have asked to be recognized with a plaque on the Mary Cummings Park bench. Mike would like the donor of the new paint job for the Mary Cummings bench also be recognized on the plaque. Discussion was held. Mike stated that Facilities can fix the lights for the flagpole at no cost to the Library. Parks and Recreation will move the boxwoods and the two evergreen bushes at the same time. The Garden Club is interested in doing temporary planters after the shrubs are moved. Mike is asking that the Trustees move forward with the plans and approve the remaining $470 from the donations account. Motion to approve spending up to $470 from donations account funds to finish the Beautification Committee bench installation: Rob Neufeld The Library has received its second installment of State Aid in the amount of $15, These funds will be deposited in the discretionary account and can be used for a variety of library purposes. The Library also received a $25 donation from the Lowell Spinners as part of the museum pass program. A donation of $1,500 from the Burlington Garden Club was given as part of the bench and landscaping project. The Bhattacharya family also donated $1,000 to go towards replacing one of the benches. Motion to accept $2,525 in donations from the Lowell Spinners ($25), the Burlington Garden Club ($1,500) and the Bhattacharya family ($1,000): Steve Wasserman Second: Ann Way (Page 6)

6 NEW BUSINESS: BURLINGTON PUBLIC LIBRARY Discussion was held regarding establishing new liaisons due to newly elected Trustees. New liaisons were determined as follows: Budget and Planning Steve Wasserman, Adam Woodbury Friends Ram Voruganti, Steve Wasserman Technology Rob Neufeld, Adam Woodbury Social Ann Way, Rob Neufeld Furniture Kevin Sheehan OLD BUSINESS: ADJOURNMENT: Motion to adjourn: Steve Wasserman The meeting was adjourned at 9:02pm.