Board of Library Trustees - Grafton Public Library - Regular Meeting

to order at 7:02. Um, since we do have a Zoom, we will do quick uh roll call. Um, so we'll just start on this side, I guess. Rachel I, Doug, I, Carrie, I, Aaron here. Good catch. And Prau, can you acknowledge you can hear us? We're here. Great. Um, so welcome everybody. October, it's the the month of of Halloween. Um, I was going to say it's a nice fall week, but um, the colors are here, but the temperatures are not.

Um, so that's that's good. I guess we're enjoying the last few days of sunshine. Um, I guess we'll just get jump right into the agenda. Um, first order of business is approving the minutes. We have two sets. Um the first one is last month's uh minutes. So I'll entertain a motion to accept them. So moved and second. Motion made and seconded. Um any discussion on the 92425 minutes? They looked great to me. Okay. So hearing none. All those in favor by roll call. Rachel I I

pro I Doug I Carrie I Aaron I Chris I great thanks I declare the motion carried um the second minutes are from March 15 203 so realize some of us were not here during that but um we still have the purview to um review and approve them um so I'll take a motion to accept those I'll make a motion to accept the uh minutes from the um March March 15, 2023 Bolt special joint meeting with Fincom meeting. Motion made by Aaron. Second. Seconded by Rachel. Um any discussion? I have a a question. So

since none of us were here like normally like we I would abstain from voting, but like do you need everyone choose to I think we can correct me if I'm wrong, Eron, but I think we can vote even though you weren't here. You can look through the minutes and see if there were any questions. Okay. Yeah. Um I looked through them. This was the fincom meeting, so it was really just one that the trustees were attending. We actually did not I don't think we contributed much to the conversation because most of that was the library director and the fin approved it too. Um I don't think the fin approves our meeting minutes.

Okay. Because those are our came. They would have their own set of minutes from that meeting. All right. Um then vote by roll call. I. Rachel I. Doug I. Carrie I. Aaron I. Chris I.

I declare the motion carried. Um next up is the four bills. There's warrants 14 15 16 17. All of that is also in the packet that Kim sent around. Um I think certainly in the past we've been um voting and approving them in bulk. So, I think we can do that, too, unless there's specific questions. Okay. So, I'll entertain a motion to accept the uh four bills. So, I will make a motion to uh vote to approve uh warrants 14, 15, 16, and 17 in a consent agenda. That work? Yep. Okay. Motion made. Second

and seconded by Carrie. Um any discussion on any or all of the warrants? Well, I think that was just to we have an Oh, you just did defer the consent agenda. Thank you. Um, any discussion on voting them as a consent agenda? No. All right. Hearing none. Proble I. Rachel I. Doug. I. Carrie. I. Aaron. I. Chris. I.

I. Declare the motion carried. All right. Then I guess um so I'll I'll make a motion to um uh approve warrant number 14 at in the amount of $6,93481. Warrant 15 um for $6,823.33. Warrant 16 for $8,625.18. And warrant 17 for $3,29929. Motion made second

and seconded by Rachel. Um any discussion on any of the warrants. All right. Hearing none. Um those all those in favor I. Rachel I. Doug I. Carrie I. Aaron I. Chris I. I declare the motion carried. Um, I guess while we're on bills, I think um I don't know if we're going to mention this later, but um Rachel, but the I think it's been working well. I mean, it's been a little challenging getting trustees to sign it, but I think we should continue doing that at least for the short term. So, unless there's an issue from the board, um we will continue to um sign bills Wednesday night to Thursday afternoon. Yep. Kim, there's a yellow folder floating around.

Yeah, it's right here. Yes. So, we have two signatures on them now. I don't know if Doug and Rachel would like to Y. Yeah. I would like to reinforce that we're not just looking for two signatures, but for people to just, you know, um just to go, right? I go because I don't know who's going. I think this the calendar that's been up has been really helpful. And so I I think that since we've had that up, it's been pretty clear on who's going. So, I think we just need to make sure um that everyone signs up and is accountable for their day.

Yeah. I mean, obviously, this board supports the the budget and, you know, it's good to be aware of where the spending going. Um certainly the the bigger ticket items. I know a lot of these have hundreds and hundreds of small little purchases, but they all add up and it's good to know. It's good for the board to be familiar with the expenses. Right. So, you're advocating for more people to have eyes on. Correct. Correct. It's not just to get two signatures. It's really to get the board to um become familiar with the uh the invoices and bills. Great. Any other Kim? Have you seen any other challenges? I mean, has it been going well for the last couple weeks?

Yeah, it has been going well. As Rachel indicated, I think that signup sheet is helpful. Um so, I I will send a reminder out tomorrow with the link. So, people want to Great. Thank you. Thank you. All right. Thank you. Um, next on the agenda is ongoing business. Friends update by Carrie.

Yeah. Um, so, um, I met with the friends last week. Um, they're ramping up, um, to get ready for Grafton celebrates the holidays and deciding what they're going to do to, um, support that activity. Um, so that's that's great. Um, in order to get ready for that, um, they're meeting a little bit earlier next month than usual. So, it's going to be actually Wednesday, November 5th at 7 p.m. instead of the, you normal Tuesday, second um, Tuesday of the month. So, um, so that's really the only update.

So, are they calling for any um help from um the trustees? uh is any opportunity for us to do outreach um or do you feel that there's opportunity for outreach? Um I think they always welcome you know trustees to participate um in any of the events. So you know they'll be at the library um during graphic celebrates the holidays. They're going to be selling um you know ornaments and doing book bundles and and that kind of thing. Um so certainly um if you know if trustes are available I I know that's where I usually you know help out on you graph and celebrates the holiday. So I'm I'm planning on going, but if anybody else is available to do that as well, that would certainly be welcome.

Yeah. So thank you for volunteering to to help also, you know, and to represent the trustees. Um you know, the other side of it, too, is you know, it's an opportunity to to talk with the public, you know, as as an official, right, as our official responsibility. So um put, you know, put the trustee badge on and walk around and say hello to people. um wish him a happy holiday and you know so um I'll probably end up going. Oh, terrific. Yeah, but I don't think we need to worry about a quorum if we're just visiting. Yeah, I mean it won't be any, you know, official business or anything. So, yeah, I think we're fine. Yep. Great. Thank you.

Thank you. Um that's the only ongoing business we have. Um, next would be the policy committee update by Aaron and included in the materials was a um program policy draft or final draft. Yep. So, um, we had a a really kind of unique and productive meeting. Um, uh, unfortunately Kim couldn't be there with us, but, uh, Gene and I were there and and Prau was available to come. So, um, we couldn't get the Zoom started, but we've, you know, remediated that. So, we just met in person, which was really great. And um you know, uh Jean [clears throat] had had gone through the uh the program uh policy um and and had some really great notes and feedback. So, between the three of us, we went through all the um kind of red read notes that the legal had sent. And if you look, if you don't have it quite in front of you, um, uh, do you guys know what page it is?

This is 48. Starts on 48. 48. Um, you'll see the the additions and strikeouts and things either that the policy committee felt uh was great to include from the commentary of the legal um, or things that we felt um, added clarity and um, or needed to be added. So, uh, what you're seeing is the final draft, uh, that is ready to be, um, uh, voted on, uh, for our program policy tonight.

Can I ask, was there any because it sounds like it came back from legal and then there was a review to accept it and there might have been a couple additional changes. Was there anything that was changed specifically that legal didn't recommend that you could call out? It it just seems they're all in red. So, I'm not sure which ones was the legal feedback versus that that final feedback and then if it is material if it will have to go back to legal.

So, excuse me. [clears throat] A lot of what came from legal was suggestions or or you might want to say it this way. They didn't actually um redline and correct a lot. It was just commentary on you might want to say this, you might want to do that. So, it was really just feedback, not things that were um kind of blatantly wrong or you may want to rethink this. Right. So, um everything in red basically represents the policy committee's own original um thought processes um and commentary with legalist guidance. Does that help?

Because I I I don't think I'd be able to tell you offhand exactly, you know, what they recommended to put in and what we took out. Um, if that's required in order to vote on it, I'm sure we could work on that. Any other or I should say not any other. Are there any questions for Aaron on the program policy? Um, I just had a question about um the addition for um at saying that presenters cannot distribute um you know like business related cars, brochures or flyers um as part of the event. So it says they can they're permitted to have them but they can't distribute them as part of the event. So they can have them like outside the door but it's just not Yeah.

And was that something that came back from legal or is it No, I think that's always kind of been um that the way that you we have to handle programming at the library, right? So if um programming is is at the free public library, right? So it's it's free um to attend. So, if somebody's like trying to market something to you, it kind of um loses the spirit of of, you know, having a free program. But if somebody's genuinely interested in your product or service, they can go grab something, right? But but it's not a sales pitch. And I think if somebody's handing you a promotional material, that's a sales pitch. That's why it's written that way.

Okay. That's standard practice that usually there's like a table at the exit door or something. people want to, but like Aaron is saying, they can't be in your face with it or or promoting themselves. But if you've attended a presentation by that happens to be by a local business, they can't promote their business or hand out anything or take uh take names or anything like that, but they can put some brochures or something by the door. So, people can just walk right by and not look or if they're interested, they can take some. That's pretty standard practice.

Okay. All right. Thank you. Any other questions? Um, if not, I'd say we're ready to um entertain a motion to accept the uh current changes of the uh program policy as included in the packet. I'll make a motion to accept the Grafton Public Library program policy. Seconded. Motion made and seconded. Um any disc any further discussion?

Yeah. So I just want to take a look at the current policy. Um I think this is meant to replace an existing policy. Um I'd be surprised if it wasn't. Oh, you mean it's not an update? So the program policy on the website was last revised in 2018. So there you go. Yeah. So do would do I need to amend my motion? No, I don't think so. I just commentary, right? questions, commentary. That's all. Yep. Yep. Good. That's it. Uh if there's no other discussion, um by roll call, all those in favor of accepting the program policy, I Rachel I. Doug, I Carrie I. Aaron I. Chris I.

I [clears throat] declare the motion carried. Um it's exciting. Thank you for to the policy committee and to Gan for reviewing that. It's obviously a very important policy for the library to have and it's great to get through um one of the important policies. Yes. And in terms of you know next meeting um I don't know that it's um all all that productive for prov and I uh and Prau you're going to continue on on the um on the policy subcommittee. Correct. That is correct.

Okay great thank you. um because our next meeting is in um is in November and two of our uh members will no longer be uh at the library. So, I would advise if it's okay with the board that we won't meet um next month, but we'll plan to meet at the next available opportunity once we're able to get um you know the director to join the policy uh subcommittee. Yep. I think that's seems okay. Well,

thank you both for all your work on the policy committee. Appreciate it. Um, were there any other updates from the committee itself? Are you because I know you guys have that long list. Um, are we do we expect to have additional policies that were kind of almost ready to go for next meeting or do you think that's going to wait till the following month? I think we need to review the minutes and make sure um it reflects u the what's currently up on the website. I think that it does. Kim, do you know who would have made the policy um edits to the to the web page in terms of what to what to leave out based on the board how they voted?

I would have that in my files. Okay. Um so who who's able to take that responsibility of updating the the policies on the website? Is there someone that's designated that already or do you mean when like if it doesn't happen before the end of the month? Um, do we have a do we have like a That's right. It really has not been sorted out. Jean and I know Jean said the web web master is a a mix of many different people.

Yeah. Also, as another little twist, Erin, which I discovered later, it seems like these policies are listed under the children's services, which we didn't even know they were also there. So, there's

there's no alignment with what's happening with web changes and and that's really something that has to be addressed because I just saw them, but I was looking for something else and I went, "Oh, I thought these were taken down. They were taken down in one place, but not another." So there really needs to be something more centralized as far as who can actually do the web in uh um changes. There are two people who are are fairly able to do it. It's a pretty basic platform um but I don't know how far their skill sets go. I wanted to actually put an image there and to do that you have to actually put in a ticket to the web platform and it's it's a big thing. So, I'd end up putting it I didn't want to put it in there and be stuck in the middle of something. But I think that Kim and I are working really hard to pull all these together and see where they align, but sometimes they're union positions and sometimes they're not, and you have to be very careful about crossing that. So, we're we're working together to make sure.

So, so there's no particular job description that includes web master responsibilities. Okay. So, where you said something about listed under children's policies? Is that somewhere on the website? I saw it somewhere. Sorry, I meant to get back and I get pulled in a hundred directions. Okay. When I was looking for something under children's services, I saw policies there. They weren't necessarily children's policy. I don't remember exactly where. I can find it and send you the link tomorrow. Yeah, if you don't mind. Yeah. Thank you. Okay. Great.

All right. So, moving on to the agenda um is the director's report. So Jean, thank you for putting that together early and sending it around. Of course. Um I guess we'll let you decide on how much you want to go into in detail.

Sure. Um so I sent you one of the things that Neil continues to do well. Um I'm I'm very pleased and proud of the staff. They all um they notice if there's a hole and they'll say, "Do you want me to cover the welcome desk?" So everybody really understands the value of it. And there's been some incidents lately that we really need to. It's just certainly um promotes the idea of why we have to have people at the at the website, but it's they're very friendly. They're very good at what they're doing. They send people to other areas if they need to be. So, I just thought I'd put that chart together and you could kind of see some of the data that we're collecting. Um also, if you're doing your strategic plan, that's something that you can sort of as a little piece of something you can start there and and see if that's how you want to how you want to assess that. um these other

I would just interrupt you there. Thank you for putting that because we I I would say in the past we've gotten this yes no list that you've probably heard about and this is exactly the kind of information that's in there. So it's really nice to see both what we say yes to and what we say no to. [laughter] Yes. Thank you. You're welcome.

Um these other there's no vote. I wasn't sure at the time I meant to take that out. So there'll be a temporary reduction in hours for the teen room. It's mostly it doesn't nobody loses hours. Somebody's going to be out for a while. I can't go into detail about that, but there is no um there's no negative impact um for patrons because it's morning hours. So, we're still covered the afternoon people will shift and if it's a half day, um we'll cover it with additional staff um you know that you know when it normally wouldn't be open. So, I just wanted to make sure you aware of it, but there really isn't anything that the board needs to do. Um we've taken care of it proactively, so it should be fine. It might be five or six weeks. I'm not sure, but it's it's covered. So I just wanted to make sure we'll be putting some sort of note on the door. Okay.

And probably under teen services on the website. So I'm sorry you have Oh yeah. So so the door itself will remain locked. So people won't there'll be a note there if somebody really wants to get in to get something they can go into borrower services or administration we can let them in. Great. Um so just want you be aware of it but it's all taken care of proactively and shouldn't be a problem. Can I clarifying question? So are the lessened hours on while like the the teens are in school? Is that the idea? So when they get there, it will be open, right? And so during like if it's a half day or something or no school, it will it will be open at like 10:00. I don't think they get up too much before that. Yeah. They don't know [laughter] they 20. They had a half day today actually.

Yeah, we were prepared and it was busy. I was down there a couple of times and it was busy and everybody's kind of doing their thing. So it was good. And I don't know. I don't have a teenager anymore, but I don't know what social media sites they do, but it'd be great if like notification was done on Instagram or in addition to the website. I think uh Instagram and other Yeah. Yeah. Right. Okay. So, building and grounds. Uh go through a few things here. Um I noticed that you put on your that you noticed that blue chips were painted by the door. So, I have to say I'm I'm very impressed with maintenance is very responsive and um it's been it's been good working with them. Um

the um I don't know if you noticed, but there's little signs that say that the handicap sign above the buttons now. And it's even has braille on there. So, I put those in about a week ago and like simple thing but important thing and I probably should have done it sooner.

Um, these steel columns are actually called pylons. So, this is probably something you should vote on. Um, maintenance had contacted me um Pat who's he's the head maintenance. They're recommending that they be painted um for visibility in poor visit visibility areas and there they are in other parts of the town as well. They recommend yellow, which is I guess the only color you're allowed to paint them. So, it's either that or they can put some covers over them, but they're kind of expensive, like $600 or $700. So, I didn't want to give the go-ahad. I wanted to make sure the board had some say in this. I recommend that you do that because they know what they're talking about. And um let me see if I can tell you something. Can you like give us an idea where these steel columns are?

Yeah, they're right in front um when you going into not in front. Oh, outside the building. So, they're steel columns right now. You can you can the ones that keep like would keep a vehicle from going and the chargers like right char. I think there's like a dozen of them or 13 or 14 or something like that. Is it like um is it brushed metal though? Brushed steel metal. Uh still he said steel post so I'm not sure what but they they know the kind of paint to use to paint them. I asked about what maintenance would be involved and it's just a yearly kind of just make sure they're scratching them up or whatever. Yeah. Yeah. Okay. there. So they're like the things that keep like a vehicle from going up on the Yeah. So it's way over there. Yeah. Yeah. So there's a few of them actually. Yeah. There's at least a dozen I think. Yeah. Okay.

So I just before I gave him the go-ahad, I just wanted to run this by you and and also because the charges are there. They know recommended. They saw a couple of times people driving up to the charges actually hit the post a little bit too. So So I think it's a good idea. I like I said, I didn't want to give the go-ahad unless the board I think that's probably something we could we could even just vote on tonight. Yeah. Especially if it's something that facilities and DPW recommends. A safety issue. Safety. I I make a motion that we um uh provide the approval to paint the steel um columns outside the library um yellow as recommended by the town.

Seconded. Yeah. Motion made and seconded. Um any further discussion? Um would that so would that be our DPW that does that? Okay, great. All right, hearing none. Uh vote by roll call. Rau I. Rachel I. Doug I. Carrie I. Aaron I. Chris I. Uh declare the motion carried. Um thank you Jean for bringing that to our attention. You're welcome.

Um you don't need to do anything but I thought I would mention this because it came to our attention at the welcome desk. Um, a patron was saying there was an issue with the bubbler and the the water was brown and should change the filters and all of that. So, I contacted DPW and um, they actually came and took it apart and said, "Well, these don't have filters. They're filtered at another location. So, when they get there, they should be fine." So, it probably was due to hydrant flushing. And so, I said to the staff, "Whenever we notice hydrant flushing, just go there for the next couple of days and run the bubbler and it should just cycle through." So just in case you hear any there's nothing wrong with the water or anything. How long ago was it? Because there was that that flooding that happened yesterday. Um yeah, this was maybe two weeks ago. Is that when they were about two weeks?

Yeah, they've been doing it past few weeks and so just in case it comes your way. That's that's the issue there. They don't have [clears throat] filters because and they made sure they took them all apart and and um so it's it's pretty much up to code with the bubblers. We don't have to do anything.

Great. Um, I was there for the quarterly elevator inspection and that's all set. I also uploaded the latest um, uh, certificate to the um, the town website that holds all of those and also posted in the elevator because that hadn't been done. So, I caught up with that as well. So, that's all set. Um, quarterly biblotecha. Um, just that's just something that we use with our system. Just mentioning that there was an upgrade. It's also related to the book drop outside which we had a little bit of a problem with but that seems to be okay now. So I highlighted I told Ken we should have a drum roll because the bikes are gone. [laughter] They are

um so there's that. Um and I have to give credit to DPW. I've had to follow through with social media and posting and all those things and tried a couple of avenues and then um then I asked DPW I said it's time can you just take them? So they did. um building inspection. So it was our annual building inspection was um was due. So I attended with them. We went around for about an hour in the building and looked at a lot of different things. Most of them were relatively minor but still important. They tested all the security lighting. Um there are some issues with some things on top of shelves that were too high to the ceiling. It has to be at least 18 inches down because the sprinklers would be impacted. So those were in like the children's room and the staff was great about accommodating what what we needed to to adjust. So we took care of those. Unfortunately, they had to take down some paper decorations because they're flammable materials. So they took those down right away. Um I have to call the gas company for inspection for the hood over the stove. So I will get to that. Um, the sprinkler room was the part that we failed on because it's full of shelving and all kinds of stuff that can't be in there because firemen are coming in with their apparatus. They couldn't even get to the, you know, the sprinklers. So, we're working on that. Already started taking some things out. I asked each of the managers. I accompanied them down there. I said, "If there's anything here that's yours that needs to be kept, put a we'll put a sticky note on it and make sure we find a place for it." So, so they were they were good about that. There's a lot of stuff that's really it's just broken things. Maybe it'll get fixed one day and it never will. So, so I'm just going to have them take all that. I hope to have that all finished, you know, by next week and I'll give you an update on that.

Is that the sprinkler room? Is that back behind the um kitchen? It's by the teen room. If you go into the teen room and the uh where the video games are, there's a door. Oh, so it's room. It's the old furnace room. Okay. Thank you. There were a couple other It's a very weird entrance. Yeah, there's like a little tiny room and then you go in and there's another door out there and Yeah. So, I'm working on that. Hopefully that will be finished by next week.

Um, so the carpet cleaning, um, from the time that I started here, I've been hearing about the carpets and I agree they really, really need cleaning, especially some places in the children's room and the teens area. So, I contacted somebody I know who I've used many times in the past and they do a phenomenal job because it's more than it's more it's more than surface. You have to get in there with the right chemicals and the right equipment and and you know all that. So, I did get a quote. I'm hoping that you will prove that so I can get that in the queue before I I leave. The quote came as 1300 and something. Um, this includes all of the children's room with a special attention to those heavily soiled areas. It also includes includes quite a bit of the teen area um around the circulation desk over and then down where the tables are. It's very soiled. So, um they came and and did a walk around with me and then and came up with the quote. So, it's I thought I brought it with me. Sorry. It's 1300 and

and they looked at the rest of the carpeting and they didn't think the deep clean was needed. I thought we would start here to see. I mean, it's cost a lot and I don't know if you wanted there is there's also areas upstairs over by the tables. Um, so I don't know. I think maybe we'll see how this works out. Sometimes stains have a way of popping back up after. I'm hopefully that doesn't happen. But um so my um suggestion was and I talked to the um teen services and to Sarah in children's is that we do it the day before the Thanksgiving holiday because it takes a couple days to dry because it gets pretty wet.

So they would empty out as much as possible things into the um community room at least for um children's so they can get in there and clean. They need access to water and you know there's a whole bunch of things that have to happen. So that would be my request is that you vote. it would have to come out of state aid um and that we could have a check. They like they want to get paid when they come to do the service. So why we want to have the check ready and the children didn't have any programs or anything that would be No. No. Sarah and I work together on that and we if there's something they probably still could fit it into the community room reading stories or something. Yeah. Can you remind me the Thanksgiving weekend? Are we open on Saturday?

They are open on Saturday. We were just talking about that. So they would clean it on the Wednesday, Thursday and Friday. Yeah. So just two days. Yeah.

I'll I'll make a motion to u approve. Who I guess who is the vendor? Um it's Pole Cleaning. They're out of Chelsea. Okay. So I guess if you say 1400, we'll cover it because it was 13 something. I'm sorry. I don't remember. Did you happen to get a comparison quote? Uh I did not. Yeah. I've used them a number of times and I if I was gonna be here longer I would have done that but I wanted to take care of much as many of these things that I could. So yeah I mean we've discussed in the past I think at previous monthly meetings about doing a a cleaning a couple times a year. So it's definitely worth it and I think it's a good strategy to you know try them out like doing portion of it and if we like them then we can Yeah.

Yeah. Okay. Um All right. Well, I'll make a motion to um to fund from state aid uh carpet cleaning by uh pole I think you said company pole cleaning pole cleaning um um in an amount um I'll say up to 1500 just in case it's a little bit high second motion made and seconded any any additional discussion I have a quick question are they fully insured they're better business rated and um Yeah. And you've used them um in municipal buildings before.

I've used them at least seven times. Yeah. And I'm convinced of of they do a real good job. It's actually two brothers who own the company and they're very meticulous about their work. And there are large spaces. So I I'm not I asked I just asked the question about comparison, but I'm assuming that's a competitive quote because they're very large spaces. That's actually I think a very good price. This children's room is 60 by 60. Yeah. And then you have the whole and they have to bring their hoses pretty far over. And so I I think it's actually very I'm I'm quite out of date. Um but is the gaming room flooring done? Yeah, it is. Yes. Okay. And that's behind It's not carpet. That's not carpet anymore. Okay. So the heavily soiled parts are not that area clearly. Correct.

Um but I think that's where the majority of the drinks were, right? And that's where most of the spills were. No, if you walk between the entrance to the gaming room, that whole hallway and actually a lot of the side things are leading up to the g gaming room and then the tables off to the right. Yeah, it's pretty soiled. Yeah, the gaming room may may or may not have been the worst, but it's there's plenty everywhere. Yeah, sorry. And the children's room, I think you had said the parents with coffees and stuff like kids bounce into them and things spill. So, you know, and even from a sanitary perspective, getting it cleaned.

Do do you know are there any um in the teen room where we've had the water leaks, is there any staining of that carpet? No. Okay. Um so over by the door, the carpet's sort of pulled up. So, actually, is that the picture that picture in there? Oh, I see. Yeah. I know. The water's been coming down in sheets in front of the door. But you can see even in that picture you can see some of the stains. So okay. Um any other discussion? All right. Hearing none. Uh vote by roll call. I. Rachel I. Doug I. Carrie I. Aaron I. Chris I.

I declare the motion carried. So I don't this is just a recommendation for something to think about and I did talk with Sarah and Sean about it is to consider a no drink policy. I know that's not easy to or water only or something. I know that you know Sarah gets frustrated because they'll spill a lot coffee and don't even tell them so they can't go there and try to there'll probably be some stain resistant on top after we clean. So it might be good for a little while, but

just maybe consider something. We we can't say that without the sort of teeth from the board to, you know, to put in there. According to Sean, um most of their stain is not because of drinks, but I think it's probably at least half. He says it's foot traffic, and that might be too because they come in with boots, you know. So just as a I guess no discussion now, but I would I would maybe suggest that you consider you know discussing that in the future have yeah I don't think do we don't have any food or drink no food or drink policies in any of the rooms do we no any of the rooms library okay we do have a food and drink policy

we have that food and drink policy for the whole library and is that for library in general or just for programs and meeting rooms no it's for the library in general okay okay I would say suggest that yeah we bring that up maybe at the next meeting or just consider it. Yep. Thank you.

Okay. Um under technology, I think that I kind of mentioned this before. I've been Well, the technology issue is going to be a big issue at some point. Um at as of now, the um cataloging librarian needs um a replacement on her computer. So, I've got that in the process. The town is changing it companies. So, it's kind of not sure where to go at this point, but I do have that in the queue. And then moving forward, I think there will be more. Um, I'll try to get more information as feedback before, you know, while I'm still here. But it's it's kind of a a bigger project than I can do quickly. Um, Kim and I have been working through the security card authorizations. So, I'm going to set all of those before I leave so that all of those they have to be set with dates and times for everybody. That was never finished. So, it's kind of half done. Also, Carrie, you'll be happy to know there's a way for you to have a card and it will work. I'm going to get set that set up before I leave

and it'll be kept at the director's desk and so it'll it'll it encompass a bigger time frame so you won't get stuck with the you know and with there's also a verbal code that everybody should know that they didn't know um in case you hit the wrong button if you do the alarm company's going to call the police right away or me and I don't want them to call me anymore. [laughter] So, I'll if you want to stop by sometime, I can I can tell you, but there'll be a card for the friends. Okay? And we'll only be activated so when we know you're going to come. So, I'll get the dates to I know when you're coming for the book sale. Perfect. And then I'll set that ahead of time so you'll be able to to use it when you And that's all done by the the computer that's in the director's office. Uh yeah, we have to console there.

Yeah, we we have to go in and set everything. There's names in there that have to, you know, termination dates and all that stuff. So, um it sounds like there is capability to have a temporary card and you can control the in and out. That's great. And does it and then it obviously will track like it'll log whenever that card has been used. Yeah. Y perfect. Because I know we've been we've been looking to to um kind of finish the after hours event policy and one of the bottlenecks there was is the security and how we would get in and out of the building after hours. So great. Thank you.

Um, outdoor book return wasn't accepting books for a while. We called a technician. So, it's working now. Just technology seems to always keep us busy. Amp up. I know you've probably heard this before. I've been working on AMP up for a couple weeks now. One of them wasn't working and then two weren't working and now three aren't working. And they don't send a technician out to the site. You have to keep going and flipping the circuits and taking pictures and you key uh QR codes and go back and check it again. And we're still not there. I got another email from him today. So, there's some more things I need to do tomorrow. I'll try those. But as of now, three are not working. I don't think that's acceptable. But I'm doing everything I can. They they don't come out. They just try to do everything there, which means you're running around to do all these things. So, I'll continue working on that.

Um I also discovered that this lease is up in August of 2026. This was a 5-year lease signed by Beth and the library is in charge of the chargers. It's not the town. So, at some point, you'll have to decide what you're going to do about that. I'll find as much information as I can. seems kind of elusive, but they would have that be interesting to know like what the town does like right and can can our can ours be included because it doesn't really seem like a librarian a normal librarian job duty to service right um you know charging stations for [laughter] especially if amp up amp up has other stations in town.

Yeah, I I don't know about the others. I just discovered in my sort of, you know, trying to figure it out that we actually the library actually has the lease. Well, thank you for letting us know because didn't realize that it was so time inensive. Yeah. And maybe once they get settled and working again, it'll be okay, but it's late though. The municipal center does have a different company um that does their charger out back. Yeah. Okay. Yeah. It might be worth looking into to see what they're using and if they're having I think so. Yeah, it would make sense if if they could get combined with the the rest of the town units.

I've been passed along to different technicians. It's so far not productive, but I'll I'll get there. I'll send it I'll send a sort of like a last update of some of these things so you'll know where I'm at with it. Thank you. Um the state aid report um that was submitted on time, locked and submitted on time. the library in full compliance. So, you should well, nobody knows anymore about where the money is coming from, but you I would anticipate you'd get between 50 and 60,000 um in two increments like you usually do. So, that you'll probably find out in January depending on where they are with they do them in batches, you know, they go through all of them. So, um there shouldn't be any problem with ours. U

and I just would thank you again for doing that. That was one of the key responsibilities of the interim director and we appreciate that.

Yes. You're welcome. It was it was quite a challenge because there were so many um it was inconsistent with people who had done it and some of the numbers weren't exactly the way they should have been. So I had to go through the back door with MBLC. They had to change them from the back end because there's calculations built in there. And so we worked on that and they redid them. So moving forward the calculations will be correct and they won't have to correct as many things as I had to this year. However, uh Baker and Taylor has gone out of business and Baker and Taylor is not only a book vendor, they're also the ones who uh managed the data um for the whole the whole data system for it. Last time they changed it took two years to resettle. So [laughter] and I don't know who they're getting this year. The good news is everybody will be making mistakes because when they transfer over the questions aren't exactly the same or the data doesn't carry over exactly. So there'll be a lot of assistance from MBLC for the new person if they're you know and everybody will be kind of trying to figure it out at the same time. So so whatever I put in this year isn't necessarily going to match up for what next year. But

so when you say man manage the data do you mean um it's the software? Sorry, we input they they have the whole software um system that we input in NLC and that's managed by Got it. Thank you. So they'll have to figure out a different system vendor. Yeah. So well MLC is I'm sure they're all over that. I just don't know what it is yet. So um so I received $5,000 donation from the friends. Um thank you. And I sent a card to the friends. So and they were so appreci like they said we got a thank you note. [laughter] They were really snail mail so they could Yeah. No, they they they noticed and they appreciated it. So,

thank you. Yeah. Well, I think friends are great and every library you can't do without the friends. So, that's very generous of them. So, um I think the only other things just I just sent these in the packet just for yourformational purposes because somebody asked me about soliciting and you know there is a difference soliciting versus nomination papers which people are allowed to do at the library and I the staff didn't seem to know any of those guidelines so I kind of filled them in and made sure these are the latest ones that have been produced so a copy. Yeah. Thank you.

Welcome. Um there's a miniatures display um when you walk in to the left right be there's the the lighted case there and um uh Grafton resident Ronald Pachetti. I'm not sure if I'm saying his name correctly. Um he came in and asked at the welcome desk and they came out down to get me and we talked about it and he had shown some pictures to him as well. So they're really nice. They're very very intricate. So he came in there. I put a table there with a tablecloth on it in front and if you get a chance go and see them because they really there's a lot of interest. People are going over there and looking. It's in a glass case so it's kind of a nice friendly thing to see when you come in too. So I just wanted to point that out.

Um I think that just a couple of updates on the library side of it. Other side of it is they're ready for Halloween. Um they've been working really hard on that. got all the ducks and all the river. So, they're they're been working hard with that hard with that. Um upcoming they'll there's a baby sign language program coming up. I won't be here. So, that kind of came through me, but I'll hand that off to Sarah or to the director. Um sort of an interesting note that u Mary informed me that every month the patrons uh are completing a a 10,000piece puzzle in this historical part set out there. I gave approval to order a big puzzle board and it's got slide out trays for the pieces. And so people are going there and they're completing one a month at for a thousand pieces. So it's pretty good.

Um and I think I have a 10,000 piece puzzle on my dining room table from Christmas. [laughter] So that is impressive once in a while. Yes. I always say I'm going to do puzzles. I don't do puzzles. Um, also just a note of interest, Heidi represented the library at the food at the food market, farmers market and Heidi being Heidi wore her Charlotte's Web costume and of course all the kids came over to see what she was and so and she gave out, you know, some things and, you know, represent the library, told about programs and so forth. So, so that was a good thing she was able to to get over there.

Um, I guess if you have any questions for me, I'm happy to address them. Great. Any questions on the report or for Jean? No. Um, very thorough. I appreciate this. So, thank you, Jean. You're welcome. Um, the the chart, right? So, those were sample questions. I see. So, sorry, I'm looking at the wrong uh wrong way, but Oh, I think it's flipped. Yeah. Yeah, I know. It's just Adobe doesn't Do you want a hard copy? No, I've got This is all I need.

So car So car charger is that 23. [snorts] Which one is the blue for car charger? Or is that 19 or 76? It's one of those or 49. I know it's a little bit it flipped a little bit. Car charger is Let's see. So I'm assuming it goes in the same order. So car charger would probably be the 19. Oh, 19. Yeah, 19. Yes. Sorry. because that bumped up a little bit. And so what kind of questions are we able to answer uh for people? Um what kind of questions would you get? They say I will inform the director. [laughter] Yeah. Is it generally like it's not working or I can't figure it out or

mostly that it's not working. They know how it should work and it doesn't work. Yeah. So sometimes they're wondering we've checked is it your app? You know, we make sure the app is you know up to speed and everything but it's not the app. So um so I put those notes out there saying we're working on it. I thought they would be more temporary than they are. The notes are still there, but at least they know we're working on it and hopefully I can take them down soon. So, those are mostly it's they're they're not happy that the chargers aren't working. That's what mostly Yeah. I mean, it's it's a really great resource for the community. Um, and they use it and it's interesting because some people will build it into their routine, you know, of either errands that they're doing at the library hopefully or in and around the common or sometimes they leave it overnight, which is kind of weird. do. Yeah. [laughter]

But hey, you know, it's it's free charger. If that's what you want to do with your car, that's okay. Yeah. My um just as an aside, my uh my manager um came to to visit in Grafton and he just bought a new electric vehicle and and he I said, "I'll charge at the library while we're, you know, we're hanging out." And we went over to the farmers market and stuff and and it was his brand new car and he did not like leaving it in a public place like that. I'm like, "Don't you leave your car in public places all the time?" You know, so he has like the cameras around the car, so he's like looking at it on his phone. [laughter] I could tell he's nervous. I got to go get my car. Really? It's a library. Like that's too your child for the [laughter] first time.

Yeah. I mean, the the best people visit the public library, right? You don't have to worry about anything. So, thank you. Um, thank you, Jean, for that. Um, I think this is probably a good um time to acknowledge the letter that we got from Kim this week or last week. Um, um, like at least from my perspective, Kim, [snorts] you've been wonderful as a scribe for the trustees, keeping us on track, keeping track of various task lists and making them electronically available has been really incredible over the past many, many, many months. Um, so we're definitely gonna really miss you.

Thank you. At the library. Yes. Yeah. And always doing it with a great smile just like that. Yeah. You know, I really appreciate that. So, doing it cheerfully. Yeah. Sometimes it's not always a cheerful task to work with us, but and having to rewatch these to check the minutes again. That's that's that's good. [laughter] Thank you. And we wish you certainly wish you good luck with your next endeavor. Thank you. All right. Um, moving on. Next thing is the walkabout. Chris. Yep. I'm so sorry. Forgot one. Oh, is this the last I think it's I don't think we have to do anything.

Oh, I'm sorry. That's okay. I thought it was part of my Yeah, I think we have another agenda item for that. Sorry. Not a big deal. Um, Jean's already mentioned a handful of these. Um, so, yep. Three of the four EV chargers are broken. Um, but as she noted, there are signs up. Um, there is a stone on the patio. Uh, it's maybe the same one that was written about previously. Um, that is still kind of fallen off. Um, this is on one of the brick walls. Um, off by what I think is the one of the transformers that kind of has some of those pylons around it. Mhm.

Uh, there was mulch that was spread across the walkway kind of in the typical places we see around the book drop and the various doors kind of facing the inn. So, I don't know if that indicates there's maybe a continued issue there or not. I didn't get a chance to get there during some of that rain. Um, so I don't know. Do you know if any remediation was done? We had some of that gutter work, didn't we, Doug? So, that gutter work actually never got done. Okay. Um, because the company that was had came out here and looked at it. Yeah. Has gone quiet on me. And admittedly, I have not looked at it in the last month. Okay. Um um so then maybe it is the same. I can add that to reach back out to them.

Um so okay, that's that's less surprising then. Um the two bikes that I noted are now gone apparently. So you can't cross that off too. Um I did notice on the door that there was probably just from signs and stuff that there was kind of some noticeable amount of like tape and stuff on the on the glass doors. Um, uh, one of the librarians had noted that there were in the children's room that kind of the humidity had been a little bit greater and they had actually had a one of I can't think of the name of the bucket of I can speak to Okay. Yeah. Thank you. Sure.

Yes. Um, I had gone in because I just kind of keep an eye on all parts of the building and I had opened the door to the family room. Oh, it smells a little not even really musty but just kind of stale. And um, and looked around and and Sarah and I did a little walk around too. So, we decided there were some charcoal absorbent things. So, we put some buckets in, but there's also one hanging in that room and it we could see that it was collecting water. And it definitely worked because I went a couple days later and the smell was cleaner. So, it's kind of a small fix, but it worked. And there's the buckets that you can't see them. They're up on shelves just to try to absorb up some of it. So,

yeah, they were not very obvious. Um, they had to point them out for me to notice them. Um, but I don't know whether that indicates, you know, something needs to be done with a dehumidifier whenever we do our regular maintenance or or whatever it is that way.

Um, I did kind of, this was a day or two after that really strong rainstorm. Um, and I did check the children's room door. There was no issues there and the librarians had said it also had been dry. I just kind of to check that teen room. Similarly, when I went in, there was a fan that was there. Um, the floor was dry. Um Sean was busy with with some teens uh in the kind of 3D printing room. So I didn't get a chance to ask if it had been wet. Um but it seemed like it may have been. Um the on number 10 just noted that the brick wall had been repainted. It does look really nice.

Um and uh one other thing I did notice, this was on the exterior walkound that there are some cracks on the uh the storm windows. We're actually on the interior of the windows. Um it wasn't clear to me if those were tempered glass or not. Um they did seem somewhat new which would may lead me to believe that they are but um some of the cracks were fairly large. Um so that may be something we want to look at. Which rooms are that? So it's in the historic reading room and it's the pictures were hard to get. Um but it was both of them were one on the large windows that are facing the common. Yeah.

And I think it's the one I think there's two on either side of the door if I remember correctly. I think it's both of the ones right on either side of the door. The front door at like eye level, not like the ones that are one is way up. It's it's the ones at eye level, but the windows are really large. So, it's one of them is, you know, probably at 10t up. Um, so I don't I don't think from a it was hard to see except the light reflected in the right way. Um, so I don't think from a a visual or aesthetic standpoint it's a concern. Just if there's some kind of safety concern related to it. Kim, do you know if those are on that punch list? U, I will add them. And they are linked in the recent um updated agenda if you wanted to look at the pictures. Yeah, I'm actually looking at the pictures. Yeah, I'll be sure they're added on.

It's great. So, that is that. Anything else on the No, that is that is that is it in totality. Well, thanks again for doing that. Um are you does anybody else want to volunteer to do that or Chris, you are you enjoying it enough that you I'm happy to pass it off. I'm happy to keep it. I think it's whatever others like to do. I can do it for a couple months with someone. Yeah. It's not overly complex, but I'm happy to show people what I've done. I think Aaron and John both did that for me when I started it. So, yeah. Okay. Well, I would encourage any of the other group trustees if you guys want to join Chris to do that. Wow. These are great, Chris, the photos.

Yeah. Yeah. It's always helpful to be able to see everything. Yeah, I can do, you know, a walk around with you. Well, in November, I mean, we can figure out whatever times. [snorts] I think it is good, you know, to have different eyes. You've been doing an awesome job, but um it's good to be different.

Yeah. And also, so when the winter months come, right, I think Doug, when you used to do the walkabout, you would alternate internal, external, outside. Yeah. So, don't feel like you need to do the same, you know, walkabout each time. Um, I know when I did it, I went through the parking lot, you know, because I know we're custodians of the building, but also it extends, you know, to the parking lot, too. And I noticed a couple of things um that are probably on that punch list as well. But all right, any other questions for Chris on the walkabout? N

All right. If not, moving on to the agenda, new business, um, library director update. Um so I guess on behalf of the trustees um certainly very excited um that the candidate Katrina Ireland Bilado has accepted the um position of library director. So she's going to be starting on November 3rd. Um we went through the contracting process with the help of the town administrator um and that got all signed off um late last week. Um so that's all set. Um, so we're excited for next steps. Um, also would like to thank Jean. I mean, Jean came in whatever, two months ago. I'm trying to think how long it's been already. Three months ago already.

End of August. Yeah, end of August. Yeah. Um, I mean, you can just tell from her director's report, her interim director's report, that she's um handled a lot of stuff already in her three-month tenure. Um certainly as um from my perspective, we really appreciate all your experience that came in for the interim director. Um all the stuff you kind of quickly handled and took care of. I know there were various challenges at different things. Um but um you've taken care of a lot of stuff. I do think that the library is in a much better position than it was three months ago. Um and we're excited um that it's going to be really ready for the new director. Thank you so much. You really like you did address a lot of a lot of issues.

Thank you for the opportunity to serve as interim. It's great town. It's great library. Got to know the staff, you know, really well. Happy that I could help. Yeah. Um I think the combination of you and Kim um worked really well. Um you obviously just your task list that you were able to get through [laughter] is pretty pretty impressive. I think um I think any one of these things probably could have easily just been like stuck at the bottom of the list and just kind of not addressed, but you you paid attention to the little details as well and taking care of them. Yeah. I appreciate you both really just making sure we're in a good place.

Yep. Um I think that's probably it from the library director update. Um if there's no other questions, moving on to the onboarding plan. Um, and that's going to actually be Rachel.

So, I'm going to take us through a few things. So, we'll talk about the onboarding schedule, the additional support we're looking to add in, and then also the goals. Feel free to like pause me as we go through as questions. Um, so when we onboarded Gene, we had a schedule and the feedback we got was we basically checked all the boxes. So, we're going to be leveraging that same one. Um, if anyone has any other feedback or changes, please send them my way. we can add them in. The couple changes we're we're going to be making is um especially with the holidays coming up and schedules being busy, Doug and I are both going to meet with her weekly so that way if someone can't make it, we at least have that continuity between as they're getting on boarded. Um the other piece too is when when Gan joined, I know we had a few folks from the board meet with Gan about specific items. We're going to make sure that everyone on the board has a chance to to set up a meeting with a one-on-one as well with the new director, too. So, both of those will be included. Um, and then just for reference, the types of things on the onboarding is making sure that they have meetings with the town administrator, the other department heads in the the town, um, department head and staff, making sure there's a a clear meeting schedule so everyone has an intro and and the director just doesn't have to come in and schedule it all. So, we'll we'll look to get all of that teed up as well.

Um, so, um, I think you asked for input or feedback. Yeah. On the onboarding. Um, I don't know that it's not in the packet, but is that something you can share with the board? Yeah, I can share with the board afterwards and then we can include it in the next packet for transparency, but um, I can definitely send it out. So, Okay. And I mean, same situation we've done with the previous director and with the interim director. It's really important for the board to participate and support, right? Support the library staff, but especially support the library director. Um, so we want to make sure that um each of the board members are meeting with her and getting to know her and and so on and so forth.

And then in terms of additional support, I mean, we we spent a lot of time talking about facility needs and and all the work that has been done and and the punch list. So, um, Doug and I had a chance to to chat with the town and one of the recommendations they had on how to make it easier on on the director when they came in is to put in an MOA that just outlines over the next year how we we expect the director to work with the town. So, it would be as simple as like in I know Gene someone to clean the carpets, right? But say you have to clean the carpets and you're like, who do I go to? Right? They would go to the town administrator. the town administrator would help connect them with solutions or people to help them. And then if it needs additional funding or is outside of like a maintenance need fix, it would come to the board for approval still. So, um things like if we're going to paint a wall or something, right, that would come to us if it's a different color, right? If it's something as simil as the the specs, like they can help move that along. And so the idea is it should help alleviate some of of the work on the director and expedite um so we

so this is all brand new. Yeah. And so we'll talk about it in November. So there'll be like an official document but I I just wanted to kind of raise it for everyone's awareness like as we talk about how to streamline and support them. there's a lot of smaller maintenance stuff that that probably doesn't need our our engagement on and if anything maybe we'll we're slowing down the process a little bit. So, it's really about how do we build those efficiencies and and streamline it. I don't know, Doug, if there's anything else you

Well, I think uh you know, and I was going to go through some of it in the next agenda item, but just really trying to clarify the roles and responsibilities of the trustees, the library director, and then the town itself, and trying to make sure that it's pretty clear that relationship between the three different organizations, right? You know, obviously from the trustes perspective, um we're working with the library director. The library director then works with the staff and the library director works with the town. Um just trying to clarify that some of that. And one more thing, what does MOA mean? Yeah. Oh, it's sorry. It's like basically means I'm adding an amendment to like the charter or whatever it is. So, it's a memorandum of understand agreement. Agreement. [laughter]

Wow.

So, but what the document will do is we talked about doing putting a time limit on it, right? So, we'll try it out for a year, see how it works, and then if it's not working, we we can adjust there too. um so we can have a full discussion on it. There'll be a document I believe we'll send in advance so people can read it. Um I didn't people want to be be surprised by it. But I think it's one of those things as we say how do we support the director it will just clarify roles and responsibilities. Um, the other thing I' I'd love to vote on tonight for the group is when we talk about support mechanisms, right? There are going to be needs for the new director around mentorship, labor or council support, facility support, different needs. And so kind of clearing a bucket. I'd recommend around $5,000 that they can use to pull for for different support needs just to make their their life a little easier as they're coming in and and getting their their feet under them. Um so we can cover that at the end of it. But um really again looking about how do we give the director the resources they need to be successful. Um, and then the last piece we already talked about for support is really around the November through November, we'll still like sign all the bills and stuff. So that way we can be in there and talking through the bills and answering any questions and and again it it's really so we can be there to help as Katrina on boards as well throughout the month. So if there's any other additional support, we tried to brainstorm like ah what are those those couple buckets that can be challenging and how how do we add a little more support around it? Um but those were the three

I just had a question. So I think you having like you know a little fund makes sense I guess. What are the parameters around like how that money can be spent? Yep. So and Doug feel free to jump in here. I think it would be anything around like like consulting fees or things around like like information for making better decisions for the the library and moving it forward. So, it's really about kind of information and outside support and consultant where needs are. I think the biggest piece was the labor council.

Um, so the town has right we have a labor attorney that the town goes to with any labor questions. the library director would need to maybe consult with that person for any union questions, the collective bargaining agreement. So, this was a suggestion by um the town administrator that for just some of those questions about the agreement or if there was any questions about the staff and the union staff that they could um go to that legal counsel. Okay. And so it would be it wouldn't be our town council. It would be Well, it's the same labor council. Is that what the title was? labor council. Mhm. Yeah. [clears throat] Okay.

It's the same labor council the town has, but this would be a bucket of money that would be paid for by state aid if the if the trustees agree with that. If the trustees don't agree, then they would have to go through the town's bucket of money and Evan obviously Evan needs that for a lot of other pieces too. So, he was like not sure there would be enough money in there for all the needs and if we could fund it separately that would be the best. Okay. And I guess and maybe think about it for budget for next year too. Yep. And it's it's a use as use it, right? If if it's not used, then it's not going to get spent. If if there's no calls to the labor council and we'll still see it in the bills, too. So, as it comes through, so if there's anything correct,

you know, unusual, we'll have a chance to question it. Yeah. And I think whenever you have a new leader coming in, right, there's certain like like things you just need to help you make a better decision. And so as we talk about what do we have in place for that support? Um so that the again the support with the facilities and then the board there to talk about bills and have that little more foot traffic for them. We're hoping that gives a a good support system. So is that something we want to vote on tonight? If we could if people feel comfortable with it.

Yeah. Um, so I I guess I'll make a motion um to open up $5,000 from state aid to be leveraged as a support mechanism for the new director around mentorship, labor council support, facility port. Um, and then I would just say anything outside those three areas um just to get sign off from the chair before making any other use of it. Okay. Are you I'll second the motion. Uh motion made and seconded. Any other discussion? It's definitely something a little bit new to this board. Um,

so I'm not against the idea. Um, I just I think it's a little too soon potentially to um maybe vote on something like this. I I think I'd like more time to kind of digest it before I'm ready to vote, but if the board wants to vote tonight, then um you know, that's just my personal feeling because it's not something we've done before. And it is, you know, Carrie brought up a great point. It is a good chunk of money. Um, and I'm just thinking, is it needed right now? Now, now, right, or can we vote on this at the next meeting? You know, is there an urgency with this vote is what I'm trying to come up with because I'd like a little bit more time to kind of digest and understand, you know, yeah,

what it is we're doing. And I guess I would, to your point, the whole $5,000 like isn't going to be used and spent in a month, right? I think it's more about giving them some funds so as they come in they have that flexibility. So I'd even be comfortable amending it to $1,000 and then we can adjust for and give time for people to think and and work through and again don't expect that all to be used right away. Right. But when we talk about bringing someone in I think especially with the level of transitioning happening right like there might be some additional support needs.

Yeah. I think for something that we're trying is new. Yeah. Um certainly the smaller amount would be I think um better and we'll see how it gets expended. Right. And then we can always come back and um vote more if it works out. Yeah. I mean right she's starting at the beginning of the month. It's likely not going to be a lot before our next monthly meeting anyways. Which is why I was thinking we would vote next month if especially on such a large sum. Yep. Um so yes. Do you want to reduce it or do we want to wait till next month? I guess I open for other people's opinions for to have some funds at start. Okay.

And maybe we can then have an intention to, you know, vote it up to the $5,000 amount at the November meeting or something like that. Okay. Which doesn't have to necessarily be tied to the motion, but yeah. Um, so did you actually amend your motion? Not yet. Gathering opinions because I didn't want to have to do too many amendments. Right. [laughter] Oh, Carrie, what's your thoughts? Yeah. Um, I definitely would like her to have some money available and um, and if if everybody's more comfortable having a lower amount and then we can revisit it. Also too, if we I like the idea of the lower amount because then we can kind of see like what are the ideas of how it's going to be spent so we can, you know, make sure that we're on the right track. So I I like the idea of reducing it to the 1,000. Perfect. Prau,

I I like to understand this a little more. So I I am in the camp that if he can give wait till next month um I don't think $1,000 is going to be enough even if we need it. Um but I would like to have some more time to think through this understand this and then um I give the right amount or aortion the right amount for this. So perhaps we um perhaps we do push it off to next month. Next month we are planning on having the town administrator join us um because they can talk about some of these other things we were discussing. I don't know. Yeah. Or I'd prefer to table it

or it could be really exciting amend it and then see where everyone's vote land. And [laughter] I guess I I have a I guess um I'm just Are there some I guess Jean like when you came in as interim were there some immediate things that it would have been handy to have some flexibility like some funding I guess available because it I mean I I really like the idea of having at least a little bit of money so that if there is something that's kind of on the more urgent side that we're not totally hand handicapping the person.

Yeah. Thank you for asking. I think that's a good question. Um, in in terms of I don't think you know what to spend the money on right away. You really have to assess things because I saw lots of things, but like you could easily spend the 5,000 like right away not knowing that you really have to look at a lot of different things. If you're putting it into those categories of legal expertise and those other things, then um it might be good. I I didn't need that necessarily. Um I didn't there weren't grievances or anything like that that I had to deal with. But you don't you don't know. Is that where you're thinking that you're

Well, I was just I guess trying to think, you know, like coming in, were there certain things that like, oh, if I had, you know, a little bit of money, like that would have really helped me a lot when I first kind of walked in the door. I think that um everybody told me a lot of things that they needed in their departments and so [laughter] which were mostly So maybe you don't want the money. Sorry.

Maybe don't maybe don't tell them the director has [laughter] money. Just kidding. No, I just there's a there's a lot and you really have to kind of put all that into perspective and and the fact that I didn't have money. I don't feel like it held me back because you look to see I'm always about like what do you do without money? How do you how do you navigate? So, I think it's would be helpful for her to know that there will be funds and to really identify where you want them to go because there's lots of things that were, you know, they pointed out lots of things that I would have liked to address. It needs bigger money from state aid to do that and bigger projects. So I don't I don't think that I was necessarily constrained with anything by not having it, but this will be a permanent position and so you know it might be

certainly worth having the discussion. Maybe identify exactly where you think you want it to go. I heard legal, but I I must have missed more like what other categories are you thinking. No, I guess I think your answer is helpful to me. So you had like kind of the core things like you mean like we're giving you like you computer and all that. So maybe it would make sense um to work collaboratively you know you kind of with the new director to to say okay we're willing to give some money for these types of things but what are your ideas and then kind of work together to fund it then. Yeah. And we can we can wait till the next one to do the vote if we need to. It'll only be a couple weeks in. I guess I

right at the end of the day I I feel like like we hire the director because we believe they can lead the library,

right? And they're going to have there's going to be things that come up and we only meet once a month and if it comes up too close to the meeting, it can't get on the agenda and and there there's a lot that goes into running a library. So, making sure they they have that. And again, it's it's not supposed to be necessarily to like fix things on the library, right? They can come back for things like that. But if we're having all these challenges with the HVAC system, right, having some money for someone to come in and give us an opinion if they feel that's what's going to drive it forward or help support in what they're looking to do. I just ensuring we have empowerment for that that leader and the tools is is where I'm coming from. So we can pull it off. I'll is it resend my motion? I'll resend it

and then um we can talk about it next month. But just just I think coming in as it's it's important there is some money around that especially because when they do come in right we're about halfway through our budget already as well and so I do believe this is when things get a little tighter and you're you're managing your dollars and so I'd hate for someone not to get the support they needed because they're worried about budgets towards the end as well. So things to think about as we head in. Um so I'll move on to goals then if there's no other topic on on this board. Okay. Um so simple goals for 30 days. Uh meet all the library staff board members and department heads across the town and again we'll help facilitate some of these meetings. Um understand the roles and responsibility of the staff and then build a relationship with the town administrator. So very very people focused um and a little process. uh 60-day goals, have a regular cadence of meetings and communications with staff and department heads. Uh start engaging in policy work and definitely Erin open to feedback on that, but I feel like the first start 30 days it's it's hard to lean into that. Um and then make sure to either attend a friend's meeting or have a meeting scheduled to catch up with them knowing the holidays also get tricky in those first 60 days. Um and then 90 days um is recommending that they'll share back a SWAT, right? It's a it's a good time once you've hit 90 days to say what's working well, what are our opportunities and threats. Um and then also um share any key areas of focus they recommend for 2026. And then we can close it out for that 90-day goal with recommendations on when we would start the strategic plan.

Okay. And then budget is going to factor into the time frame as well, right? Like working on budget for next year. Yeah, I don't think we were I mean we were thinking more of on boarding goals and that's only through February. When does budgeting start? Um that's the budgeting will start before then. I think budgeting starts in January, doesn't it? Town meetings in May. I think you submitted it January or early February. I think it was January. So, I mean, I I think I think a lot of the normal activities of the library director doesn't need to be in the goals like that, but um certainly we want to be able to support her through all that.

I feel like the budgeting is a good one to add because it's a big one. So, that would be the first 30 days to start on the budget. understand like the the current budget and yeah,

the budget and what I would suggest is that um I mean 30 days we need to have that kind of finalized tonight of course it's just a you know a plan right it's doesn't mean that it's not going to evolve over time um and then we can review the 1690 with the board and then talk about that at the end next month's meeting okay do those feel like high level good day one if you're coming in as on what expectations are. Yeah, I know the feedback we got from Jean and from the previous director was just that importance of having, you know, regular communication with the staff, the weekly staff updates, the monthly staff meetings. Um, so that's that's what we've we focused on.

Yeah, I mean I hit the ground running with that. I had I think they were not used to somebody being she's still coming to talk to us again when she's here again because I'm very much a communicator and wanted to engage with staff with it's a good part of the job. Definitely. Definitely. Yeah. Now that was a good distinction Doug right to understand that these are onboarding goals. Yeah. Right. Certainly adding in you know the budget was a great one. It's just it's coming. It's going to come. Right. Yeah. But do we have actual goals? That's I mean that's good reason. The board does need to come up with actual annual goals too. Um so that to me would be something more like the 60-day.

Um this board would want to give those goals in 60 days. Unfortunately, the review is in June. So, you know, if we give goals in February, there's not going to really be that much time for the end of the fiscal year. Yeah, it probably makes sense to still provide some goals so they're aligned on what we're doing and then we can refresh. Um, if someone has the previous goals, I'm happy to like take a look at them and see what else we might need to adjust and then we can talk about next meeting because I I would want to make sure that we include that in November's meeting to approve it. So that way they're ready for that 60-day conversation because otherwise we won't be getting them till February. Yep.

To either sign off and give to them and then then that's really unfair. Agreed. Okay. Um thank you Rachel for all that um that work. Um next on the agenda is the trustee meeting with town administration office, the TA office. So um Rachel and I met with Evan and William. Yes, that was just yesterday. Um, you know, we've talked about this over the last months, something we've been trying to do for months, but we actually finally got it scheduled. Um, I thought it was an excellent meeting with the TA office. Um, they share our right, they share our goal and, you know, to get that the library, you know, functioning as high as it can and this, you know, just focusing on the mission of the library. um whether it's you know day-to-day operations, the annual budget, um the health and welfare of the staff and you know everybody. So I think we both share in that mission. Um so it was a very good meeting. Um I think um some of the things that Rachel mentioned about this mo memorum of what was the agreement agreement request [laughter]

agreement. Um you know I think that's a a nice topic that you know we've always had um questions around roles and responsibilities of this board relative to the director and the town administrator. Um so I think it's good to continue that conversation with the TA office. Um, I think we propose that they would attend next month's meeting and we could start talking about um what that looks like. Would they have um an agenda item? They would. I would put an agenda item in. Yeah. Okay. Yeah. Assuming they have I know it's a busy season for them, too, but assuming they have a chance to kind of draft a document. We were going to look at the draft and just see if it

looks like it was starting to make sense and then we can review that next month. Um, we also agreed that the meeting was very um, fruitful and valuable and that we would continue to meet with them maybe every quarter. Um, so whether that's Rachel and I or you know we mix up the trustees and you know have two people attend those meetings I think would be great. Um, anything else I missed with our meeting last night?

No, I think it's just a great moment to connect, right? There's so much everyone's working on. So to to hear what's driving some of the decisions that come from us or from them, it just makes us all better aligned and and able to better support the library. So it was a great conversation. Great. Any other questions for Rachel or I think your update was a little um vague and I don't know if we're going to get more meat next month. Yeah, I think with the the the whole idea around roles and responsibilities, it was intentionally vague because we don't really know what it's even looking like because it was just a conversation last night. Yeah. Um the idea is to expand on that next month.

Okay.

And I don't even know if any decisions will be made next month. It's just going to be a open communication and then you know maybe if if we want to go through with this MOA then you know maybe we vote on it the following month. And I think I though we were ideally we'd feel comfortable enough and given everyone the information if we can vote in November, right? If we don't feel that way, we absolutely can push it to December. I think we just want to make sure that again we outline those roles and responsibilities so everyone can work more effectively. So um really I think the goals of the meeting was to say how do we want to work together and what are some things we should be thinking about and so I actually felt it was very productive that we came out of it that said yes this is really helpful to be sitting down and let's do it quarterly and then also we know that the facility piece can be challenging so let's let's tackle it first right because how I think how we envision it to work is also how the town administrator is. And so just it's about documenting it, right? So I don't know if it will be one that has a lot of differing opinions once it's all documented. Like it it seems pretty traditional and so we'll see what it is and we'll talk through it, right? But that will be November and if we need to move it to December, we can. But again, I think it's all about how do we clarify roles and responsibilities and and a lot of that can't be talked like we need to be talking about that with this whole group because everyone needs to be aligned.

Yeah, I think I think you hit on something very valuable there which um I'm glad you mentioned it was really to talk about this maintenance building maintenance piece, right? Because you know that was a big chunk of what Gan and Kim have been managing for their tenure here and the previous director as well and the previous director before that. So, you know, I think I heard earlier tonight, you know, it's some some of those little things like maybe the library doesn't need to do those things. It should fall in the town to do that. So, I love that conversation, that dialogue. It's really really powerful. Yeah. I mean, certainly like, you know, like things like taking care of chargers. Like, I don't think anybody would think that a library director should be having to do that. So, thank you. Well, HVAC was one of those discussion points that we all are familiar with where,

you know, a lot of that fell on the director. the trustees have oversight on the um you know the steward stewards of the building right but you know we don't know anything about HVAC the town has all the contracts and they have the experience with other buildings it only makes sense that the town administrator and they have been supporting us in that endeavor just kind of outlining things like that thank you okay um so stay tuned for that um next on new business is the amended Grafton Public Library closing dates, which I know there was a list in the packet. I think might have been the last page. Last page. Y

So, we just had to um identify it, make sure everything was aligned here. The change was Saturday, May 23rd was closed. That's Memorial Day weekend, which is unpaid. Friday, July 3rd, closed, and that's a paid holiday, but the Saturday is unpaid. And here it says Friday is unpaid and Saturday is closed. Closed. Yeah, I think paid. I think it's a last minute change they need to make with what's in our document right now. I'm confused. Um the document I'm looking at says Friday the third Friday July 3rd they're closed unpaid. Saturday July 4th closed

Independence Day. Cindy, you had shared some information. Um, what what are we getting from Cindy? Well, it's a lot of it's union driven. Yeah. Okay. Historically, when um the 4th of July falls on a Saturday, the town is closed on the 3 in honor of the holiday. So, it has always been that the library would be closed with a paid holiday on the Friday and then we'd have that Saturday, July 4th, as an unpaid day off.

Does it make a difference like I mean as to which day is paid or unpaid? Like it might I mean Independence Day you would think. Um well, but the it's the recognized holiday, right? The recognized town holiday is actually Friday. Yeah. And so that's the day that the town employees get paid for even though it's a holiday. That's correct. Correct. Saturday is a shorter day. So we try to keep it accurate to match the town as much as possible. So then this is incorrect. We need to swap it to be unpaid on Saturday. Correct. Yeah, that's a great point. Saturday's shorter day. Yeah. Well, that's what I was trying to understand.

Well, I don't even think that's the case, right? It's just a case that it's the town holidays on Friday and that's when the rest of the town but also people will get paid for more hours, right? True point. True. Actually, you're right. It Jean's right. Yeah. Yeah. I think we're saying the same thing just in a different way. Well, we're following the the rule, but it does result in more pain. Well, I'd be willing to make a motion that we approve it with the adjustment that um the Friday July 3rd is shown as observation of Independence Day and is list and then the July 4th on Independence Day is listed as unpaid.

Yeah. So, we could just say observed instead of unpaid just change unpaid to observed and then and then close Independence Day would say unpaid. Did you get that, Kim? I did. Thank you. Hopefully the last time. [laughter] Yeah. Yeah. We have to know all these too when I put the dates in for the card access and all that stuff. So, make sure this is and then on the at least the version I have May 23rd is read in red as well. And that was correct. Doug, we have a motion on the table. Oh, yeah. For July 3rd. Thank you. Um motion made and seconded by Chris. Um any further discussion on the July 3rd 4th change?

Did Did you have additional changes to to amend the motion? I that that's fine. We can just do this. I see. Um are there any other um changes to the if we want to amend the current motion on the floor? I think you began to say something and I interrupted you. I'm sorry. Well, my question is, is May 23rd a change? Yes. So, that change is the same. It's because that day that's in red should be paid and Memorial Day should be unpaid. That was just inadvertently left out before. That's why it was added back in.

I see. Okay. So, it's not a not a change then. We don't have to vote on it if it's not a change. Is that right? Am I hearing that right? Okay. Right. It was intentionally there just got missed. But did we vote on it last time? We we voted on it without it, you know, unintentionally. I think my motion was to approve this whole schedule with the adjustments for July. So, it would include it as it's shown today with the tweak to July. Oh, wow. Good. [laughter]

So, are there any questions on the other red line? All right. Motion made and that was seconded by Chris, right? Okay. Um, all right. So, all in favor by roll call. I, Rachel I. Doug, I Carrie I. Aaron I. Chris I. I declare the motion carried. And sorry for that a little bit confusing confusing stance there. Great. Um, looks like the second to last item is capital campaign with Carrie. Did you have any update for that?

Um, no. I um I know Gina, you had put in um the work order to have the table assembled. I wasn't sure um like if they had responded yet on that. Well, it's a it's a ticket system. I just actually was in there yesterday to put a few more things in and it it was a normal priority and they've I've had to put some other things that were higher priority, but I know they'll get to it. So, it's still in there. It's it's definitely in the queue and um I can I can see if I can get an update tomorrow if they know. It would be nice. Can you remind the board um what that table is?

Um yes, it's um it's the replacement table for the table um in the friends uh friends corner. It's um it go it's a rectangular table across from the window bench and it's a replacement of a a table that had been there before that um that had gotten damaged and I guess disposed at some point. So we're the capital campaign funded the replacement of it.

Great. Any other questions for Carrie? Capital campaign. All right. Um, we do have any public input out there? No public input. All right. So, then we have the next meetings. Um the friends that's the the regular friends monthly meeting November 5th which is a little bit earlier than usual and it's on a when it's the November 5th. So actually that'll be after our new library directors start so I'll reach out and and hopefully she'll be able to attend that. It is a Zoom meeting. So great. Great.

Um we already talked about the policy subcommittee. um likely getting cancelled. Yes, we we won't meet on November 5th. And then our next meeting is scheduled for the week before, right? Because Thanksgiving is the 26th or something. Mhm. That's not the day before Thanksgiving, the 19th. I think it's the week prior. Yeah, Thanksgiving is the 27th. Okay, great. Um, so our next meeting is the week before Thanksgiving. So, while we're on the topic of meetings, right, and agendas. So, should we send agenda items to you, Doug, or are you going to delegate somebody for the next meeting? Um, understanding we won't have a Right. I think for the next meeting, send the agenda items to me.

Okay. Yep. And then hopefully in the meantime, we can figure out what our backup plan is for that. I have a Y. A couple of other things. Trying to wrap up a lot of things. I just want to say Kim and I have been working hard. I will be leaving lists for the new director who to contact for certain things that you wouldn't necessarily have on your radar,

directions to get to things, how to get into them, where you should go. So there there's a lot of information that I've collected here. So I'll be leaving that and Kim's working hard to leave information for her successor. And um that position will be posted probably tomorrow. Um I sent it to Will sent the other one to me and I said that's fine. So that will be posted. And so that those go through um HR department when they come in. So obviously it won't happen while Kim and I are still here, but that's it's in the process being posted. So hope for doing that evening. Well, thank you for the diligence and um getting everything ready. Do you know how many um hour a position is? How many hours?

It's 35 for administrative assistant. Oh, fantastic. And that that is a um a union position, of course. Great. Is there anything else on our agenda? Um I know we had executive session um on the agenda, but I don't think that's necessary tonight. So that's great. Um so I'll entertain a motion to adjurnn. So second motion made and seconded by roll call. Real I. Rachel I. Doug I. Carrie I. Aaron I. Chris I. I declare the motion carried and we are adjourned at 8:37. Seven.