BURLINGTON PUBLIC LIBRARY BOARD OF LIBRARY TRUSTEES McINTIRE MEETING ROOM TRUSTEES MEETING November 9, 2017 MINUTES

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1 MEMBERS PRESENT: MEMBERS ABSENT: OTHERS PRESENT: CALL TO ORDER: REVIEW OF : CITIZEN S TIME: FRIENDS: Paula Benard, Jr., Geri Degurski, Robert Neufeld, Steve Wasserman, Ann Way, Adam Woodbury None Library Director Michael Wick, Recording Clerk Alison Varrell The meeting was called to order at 7:04pm. October 12, 2017 Minutes were reviewed. Motion to accept October 12 Minutes as amended: Rob Neufeld Second: Geri Degurski None Geri Degurski reported that the final total of the book sale was $400 more than last spring, at $3,401. Going forward, the book collection days will be reviewed by the Friends, and Marnie and Mike. A suggestion has been made to have fewer tables to increase maneuverability by the physically challenged and families with strollers. The Book Store is currently showing a total of $191 slightly less that usual due to shelf clearing for the Fall book sale. The Friends Treasurer reported that they have $6,508 in checking, $10,877 in savings and $17,791 in the CD as of October. Dallas Slade reviewed the program for the Annual Meeting in January and assigned tasks to various members. The Annual Meeting will begin at 6:30pm, prior to the scheduled January program on January 19. The Library requested $3,500 for its Adult Programming as part of its Wish List. $1,500 of the request is specifically requested for an Author Series. Ted Reinstein has already been booked. A request was also made to the Friends for $8,100 for Youth Services. FY Budget was $7,300 vs. $8,076 spent. Town funds covered some of the funds. The Friends did not take a vote on either request but will discuss further in December. Lastly, the Library requested $5,300 for Furniture. The Friends were more concerned with this item because they felt it could be a line item in the budget and they were afraid that the Town would stop funding furniture. Geri also reported that she had brought up at the Friends meeting that the Friends do have $17,000 in their CD. Their response was that it is there for

2 (Page 2) the annual Museum Passes. They brought some questions/concerns forward to the Trustees for clarity regarding making purchases for the Library: Who is responsible for the furniture Friends, Town, Trustees? Friends do not want the assumption made that they will always approve and pay for purchases before they become a line item in the library/town budget Is there a Trustees budget? Are funds coming from State and what is the policy on purchases? Should these purchases be outside of the Library/Town budget purview, would the Trustees share the responsibility of payment? They agree that the current furniture that is unsafe or being held together with tape should be replaced and understand the need for the purchase. Once questions are answered with a report back, the Friends will review and vote on the requests. Discussion was held regarding the Friends questions, concerns and the possibility of furniture purchases. The Town s past practice has been not to have furniture as part of the Library budget. Therefore over the years the Friends were asked to purchase because there was never enough money leftover from the budget after book purchases, etc. to buy furniture. Paula Benard stated that the Friends probably do have to carry a large reserve to account for the Museum passes however, she suggested asking the Friends what they would like to pay for. Geri reported that the Friends would be willing to split furniture costs 50/50. More discussion was held. Paula suggested the possibility of establishing a separate foundation to enable a fundraising arm to the Library if the Friends are too hesitant to spend. Mike stated that some other furniture that needs to be changed out is the display cases in Children s Services and cube displays. Steve suggested that Mike put together a total cost of all display replacement needed to get an idea of what Trustees and Friends might want to pay for. Geri will report back to Friends. Discussion continued. Motion to work with the Friends to do a 50/50 cost split on display items currently in need of replacing (i.e. $2,650 of $5,300 proposal) from the donation account: Paula Benard Second: Adam Woodbury

3 (Page 3) Discussion was held for clarification. POLICY REVIEW: DIRECTOR S REPORT: Motion to up to $4,000 from donation account on display furniture for A/V area and second floor with proposal to be shared with Friends for possibly monetary participation: Paula Benard Second: Rob Neufeld Collection Development and Museum Pass Policies were reviewed. Discussion was held regarding edits. Motion to accept wording changes to the Collection Development Policy: Adam Woodbury Second: Geri Degurski Motion to accept wording changes as amended to the Museum Pass Policy: Adam Woodbury Second: Rob Neufeld Mike Wick reported the latest warrants to the Trustees. The Board is aware that warrants #T17/18 and #T18/18, were processed from October 10 November 6, 2017 for standard Library business. He also reported that warrants #T17/18 and #T18/18 were processed for Occupancy from October 10 November 6, Amy Warfield contacted Mike regarding the next Open Meeting Law training workshops being held. There will be two separately held sessions: November 29 from 7-9pm and December 6 from 5-7pm. A Trustee needs to attend. Amy asks that she be notified in advance regarding which dates people will be in attendance. Alison Varrell (recording clerk) stated she will be at the December 6 meeting and has already notified Amy. Paula Benard stated she would attend the November 29 meeting. Mike reported that the Trustees annual photograph was selected and has been ordered online. It should arrive mid-november. The Library purchased a Hot Spot through the Town account with Verizon Wireless. It was used at MSMS due to spotty service during Parent University and worked well. It is password protected and will allow for up

4 (Page 4) to 15 connections with unlimited data. Approximately 50 parents attended Parent University on October 21. Shelley Slobodor (Reference) and Nicole Monk (Young Adult Librarian) presented the Library s e-resources, children s programs, library cards and the Book-A-Librarian service. Nan Wang (Head of Technical Services) met with the Head of Technical Services in Andover to learn more about how their library used Symphony Acquisitions. Concerns brought forward from that meeting by Nan and Mike, were addressed by Susan Wagner (Assistant Executive Director at MVLC) to Mike s satisfaction; the Library will go forward with the Acquisitions module. Nan will test Acquisitions via the Symphony Test Server and we will have discussions with selectors to determine the new process. Vendors will set up EDI invoicing and MVLC and Technical Services staff will begin training. Mike also stated that the timeline for the implementation of the new Acquisitions process is on track for before the next fiscal year. He reported that a positive outcome of the new Acquisitions is that it will allow for tracking the budget and halting orders when the budget is going over. Automated telephone notices have also been implemented through Symphony. Cara Enos (Head of Circulation) reports that it is working as expected and has cut down on errors. The Friends reported that their Book Collection dates were a great success with over 50 people donating on the two collection days. There were no noticeable decreases in donations. Marnie Smith and Mike will meet with Dallas Slade (President of FOBPL) to discuss future collection procedures. Mike suggested the donation be once a month for a large donation day. Mike also reiterated that he will await word from the Board of Trustees and the Friends on future furniture purchases based on the discussion held previously at the Friends meeting and this evening s Trustees discussion. Mike presented the 2018 Calendar of Holidays for review. Motion to approve 2018 Calendar of Holidays as presented: Paula Benard Second: Steve Wasserman Mike reported that he has met with all department heads to formulate the Library s Action Plan for FY19 and will be providing the updated Action Plan to the MBLC by the December deadline. He stated that they have (Page 5)

5 drafted some ideas that include Makerspace, littlebits, Ukuleles and accompanying programming. Tery Young (Library Technology Specialist) worked with MVLC to secure accounts for all library staff. Tery also worked with Town IT to create a new librarystaff@burlington.org account so that staff can be ed all at once. accounts for new hires can be generated using a standard procedure developed by Tery and Gerri Gaffney (Principal Clerk). Discussion was held regarding whether this would apply for Trustees as well. It was determined that the Trustees Recording Clerk should have an account and the Trustees would work with one account used/managed by the Chairperson. Mike stated that the rear HVAC unit had some rewiring work done at the direction of Rich Reid. The rewiring adds a safety layer to prevent another compressor loss. Mike also reported that he contacted the Highway Department to apply new paint for the parking lot spaces. Painting may be delayed until spring due to weather. Mike would like to meet with the Burlington Beautification Committee to talk about some possible donations for the front of the Library. Brendan Egan has a bench that he would be willing to donate if the Library would be willing to put in a footing for it. The bench needs painting. Mike suggested black. He believes the estimated cost of a footing for the bench would be approximately $500. Discussion was held. Paula stated that if the cost of the footing is researched, in the meantime, she will look into the possibility of having the bench painted at low cost to the Library. Mike reiterated that he has spoken to a member of the Trustees Furniture Committee to discuss possible display purchases and that he has met with the Department Heads to formulate a new Action Plan for the upcoming fiscal year. He also stated that he had a meeting with a representative from Conway to look into options for our public print/photocopier system since the contract ends in November. After speaking with the representative, Mike acquired a color copier and scanner for the second floor at no extra cost. The second floor copier and stand-alone scanner will be dropped from the contract. There were no donations received this month. OLD BUSINESS: None. (Page 6)

6 NEW BUSINESS: ADJOURNMENT: BURLINGTON PUBLIC LIBRARY None. Motion to adjourn: Paul Benard Second: Ann Way The meeting was adjourned at 8:41pm.