Board of Library Trustees - Regular Meeting

all right hi everyone U welcome to the Ruben Library trustees meeting today is Thursday March 13 2025 we'll get started Sam is there any correspondents okay um is there any public comment okay um the minutes of a prior meeting February has everyone had a chance to look at them and review them as I was copying them to for tonight's minute I noce the date is wrong it says February 19th at the tub okay um cat all right yep let's fix that um outside of that date it's a good very important outside of that date um does anyone have any questions comments or Corrections okay um I w't I'll make a note to ask Christ update that um outside of that can we vote to with that amendment to um approve to meeting minutes for February 19th as m 1 yes 19th 19th sorry okay 13th sorry I approve the I move to approve the minutes for February 13th all in favor I report me hold on I got to find that email sorry I was looking at the agenda you let me know when okay I went to the rib sorry treasur report oh sorry that's okay Kina all right so state aid has $ 28,5 122 the gift fund has 39,0 $585 mmdt has $1,324 building gift has

$3,578 mblc Grant account has 68644 and the lead has $116 895 and the bar month ending balance has 1,726 48063 that up or down last it's about the same okay does anyone have any questions about the amounts on the treasur report okay uh Sarah friends report okay so I went to the Friends Meeting on February 19th um they have 72 active members they're hoping to get to 100 they passed 100 just this week okay exciting um the book sale room had raised $593 and that did not include cash in February love your library cookie sales raised $450 and the coffee cart had raised $60 to date uh they did a a candy contest for love your library month you had to guess a number of pieces in the jar uh mini golf they got 18 whole sponsors they were actually talking about having a 19 hole sponsor there's 19 whole sponsors and a number of 19th Hole as in the food area and for gold sponsors so and they had 50 silent auction items and they told Susan Harvey to cap it at that that was plenty um Sal's Pizza is donating 40 pizzas and then the friends are purchasing appetizers fruit platters and dessert trays from Mil Forno um the friends were attending the unit for libraries Retreat on February 22nd uh they will do the staff appreciation lunch once they have a date from Sam the spring book sale will be May 2nd through 4th and um Susan Harvey and her husband offered to buy a new stor storage trailer for uh book sale books which will go at the end of the the upper

parking lot once the um construction on the new Senior Center is done will it take up a space um I don't think so they talk to me about that sound like it was it was like all approved by Sam and everything so um it will be the same size as the old trailer but it it will be much easier to access and it won't leak so great so that's what I have for the friend report do you know why they CED at 50 the items they just said that was plenty and if you went if you had more it like it was just you know y so and so far they have like 120 tickets sold but they always have a bunch coming through the door too last minute so do you know what their goal is yeah up M cap of 250 so yeah yeah last year it was like 160 attended something like that's it's been pretty consistent um does anyone else have any questions about the friends report okay moving on building updates Sam my favorite topic I know so the elevator um the elevator same issue that happened a few years ago with the packets that were leaking has started leaking again um so Eric is working with the elevator um repair people they say they're going to have to take the whole elevator offline um and S of take pieces of it apart and then clean it out and then repair it and then so it's going to be off fling day so I told him that um he wants to do it this week but I told him with many golf prob a good idea so he's gonna try to do it next week or the week after as soon as he can um I asked him whether or not we would have to close the library if the elevator's offline and he didn't have an answer so I will try to with that answer but I don't think we will um

but we'll see can they do it on the because you're closing I GNA say so yeah I told him about that um he said if they try to do it on a weekend it'll be like $10,000 oh but what about the 18th about that he doesn't know yet okay yeah um yeah and besides that it's not a whole day it's just half day but you at least yeah minimize so yeah so the elevators more to front door front door also keeps um sometimes it doesn't lock sometimes it does lock the the system says it's locked but the door doesn't actually lock and then when um ever so uh the show came and fixed it one day they reset the wirers um and left and was working for like two days and then it broke again but then when ever ER comes sometimes it it's still works it works when Eric comes so um it's kind of like so Eric is also working on that and um the Middle Gate also came off of the track again but Eric went up there fixed it so that's what it's been quite a month but he knows how to fix it now he like now I'm just gonna go do it time like you're amazing um oh next week Eric is goingon to be busy across the way he's learning all the new Sy systems over there so um hopefully it'll get to all these other things soon um that's it any questions um can I just ask once you know when the elevator will be repaired can you like publicize that so people can plan ahead thank you um and this is all town is covering all this they don't need anything from this okay good so the elevator is working now it

works it's just it has a issue okay that but not a safety issue it's an issue I mean should you have shut it I was here with my two-year-old nephew and he said it's the most fun elevator is surf surf all right Sam thanks for those updates any other questions all right moving on Mike assistant director's report please uh the only thing I have report is uh we're sort of expanding our um audiobook project um just because that's going to finding a lot of uh cases and po conditions so we just ordered a bun we're going to be not just relabeling stuff but also replacing all of the old and battered cases with all do ones so that should take us a little bit longer to finish that's it get something goad um it's an open meeting we can continue uh Sam director support um yeah so this month I assist to Jud Taylor with the seat packing party and um grand openings for the SE Library live uh Li gave me a first tour of the new um Senior Center it looks great in there it's um really nice um so she's very happy about it and she was ask me what I worked and what I thought didn't work before they physically open so I gave her some ideas um the library is taking part in minute manness which started on March 1st um we're competing with 16 of

their libraries um so this is the second week last week we had 10,000 Minutes as of Monday so tomorrow is when I um check to see how many minutes we have again so what place were we in at ,000 11 yeah not great wasn't last week like a free week or something no one got eliminated but this week it starts elimination um we closed on February 17th for presid day library and town office is closed on February 6 for snow um we had a li Library department head meeting on 13th uh witer reading in children and teens um ended on February 22nd um and the marketing survey is still going and will be completed at the end of the month and plan to speak um this Tuesday we have all staff meeting or we'll be we'll have the delayed opening um and I that mean I my plans with the staff about um possible choices for the community read next year and next Wednesday is also the semi Community we we did with the school um that book which is the year and the Au top will be on Wednesday at the school aitor which is also the same night as um the France meeting so Mike is going to the FRS meeting I'll uh the rest of the is just the uh stats we're pretty much back to the year um yeah any questions um the winter reading program how did did it go in terms of what they had hoped for and how it turned out uh pretty well that's why I was I looked at my computer I thought I had the numbers but the numbers are somewhere on here but okay but we did very um for the marketing survey will you present that to us at the April

meeting then okay traffic um and then for the community read in terms of next year is that like fall or are we talking about in 2026 what are you thinking about for that probably around this time next year so yeah well like spring spring spring time what else is on the agenda for the staff meeting um we're going to talk about the Emergency Management um form that I created and um we're just going to catch up get ready for next year um some reading um it's about it I order for lunch very that's very in terms of funding through the last quarter how are you doing yeah um sound butts good um yeah okay we had Tom Mar almost 15% 15% to go programs well yeah those a toddler story T are quite popular yes Jennifer had to divide them up because there were too many kids coming to them yeah twice are they twice a week or every other week how's that how's that working uh she does she does them the same day she takes like a 20 minute break and then does another one and then she does a few things actually yeah okay any questions for Sam all right moving on to Old business Ray Grande scholarship updates um I can give his update um Chris St Sam and I met in early February um and talked about um kind of

the rubrics we're going to be using for the essay and for the interviews um and very Grand Day scholarship the form closed on the 9th but then um there was one person who has been sick for a while so her guidance counselor asked if we could open it for one more day so we did that so we have 11 applications which is crazy town awesome um we're going to meet I want to say it's on the 24th though it's not in my brain right now I think it's the 24th yes yes the committee will meet on the 24th um we are all independently reading the essays and kind of doing the rubric on our own first and then we will meet to talk about um what we thought decide a few people that to bring in for in interviews and then we will um I believe the committee is also going to do the interviewing and then we kind of bring the final results to everybody and say um for I guess a vote that um that's where we are does anyone have any questions about that so who did you say was in the committee you yeah how many we offering up to two up to two this yeah yeah and we did three last stream did we MH yep oh that was nice us was that there three people three departments we changed it to do that um we just there were like five applicants right we narrowed it down to three and then we ended up just giving it to the three I thought in the end we said that way there's three every Department had one to help there um I don't think we codified that I was just in the language that we had served said like one or two yeah vague and then we changed to be less vague but I don't think yeah so yeah um y competitive now yeah they're all really good like them all two that you

can sort of it be interesting to see how yeah we did too well with the promotion uh okay that's my that's my update there so April by a by our April meeting we will have um kind of our final the final people to to do I don't know if we want to have them come and meet at that point or if we wanted just vote on them without them coming the we didn't have them did we have them come so last year we you subgroup met them right I feel like the group as a whole looked at the at all the essays and then the subgroup met with the three that we chose to meet with but that's what I was had a sub group last year okay yeah I think it was Chris Sam and Megan oh okay not me no right um that's why didn't that part right um okay so yeah so we brought them in so that they wouldn't have to be in the hu big public meeting on camera yeah and we're doing we're holding our 24th M on the 24th executive session anyway since we'll be discussing later so yeah Andrew told me today that I had to send you guys another link so we'll have to okay open with the link I sent yeah then give you another link to go to Executive there's that one and then go back to first okay it can I ask if you get the form that I sent it's it's just you yeah yeah okay um moving on to library policies so uh first one is collection development and all we did was make sure the links were correct reash two years ago sorry this is only really one and two two years yeah just checking the links I didn't have anys

so the minutes that I copied had that embedded in it already but I don't have access to it I assume that I've shared it with you like I know you but Sam's email yeah got email that might be the better way to access it I sometimes can't I did but that didn't open for me either because I clicked on that yesterday I think and that did not work I'm looking at it now from the link so I'm hoping that when I submit the link to somebody else it will work because it's in the minute it's in the minutes it was in Chris's minutes so it's up there too you want to read it no I'm just making sure the minutes are correct that it will work from the minutes we can double check pleas do you have any concerns about this policy Sam no looks F any changes you'd like to see discussed has it been working for this okay and we know since we did talk about this um last time and the only changes we asked for were about wor about the links so um if no one has anything else to add to it uh can someone please make a motion to accept I move to accept the collection development policy as second all in favor 13th right yes thank you very much the committee okay so and then the other one is Li usage yeah so so since last time it worth it what are the updates in this one um again the link [Music] resp and yes and then um there was a question

about vaping smoking vaping and so Diane said there's nothing in the town code the only thing we have is employee policy and is about vehicles I know they're looking to revamp the handbook and I believe this one is one of the things they're looking at if it is something you want to add it would be that there is none allowed it is a given rule law so I think we can keep the language that we have yeah so nothing we will do that contradicts to okay good I just accepted that by accident I didn't mean it's okay I like oh I read that I'm gonna click on the check mark um I am just the in the the dot the use of study rooms and meeting rooms is limited to those who have signed up here here I think I would expect that to go to the sign up page and not to the policy and not to the policy um that is a little strange is there a sign up yes it's actually in the policy so we could probably just trck that now well I don't think it hurts to point it to the policy that's not what the line is saying I know that you could you could highlight the use of study RS and put the policy there and then you signed up here yes do you want me to put it in for you I'm trying to find it if you have the link and you could change it that would be great I'm struggling to find it see here twice now I did it here use of study so I'm G do the use you do that one I'll do it here oh it's you the use of like that and here and then it should go to the right place you might want to add an meeting

rooms to that link stuff highlight the me yeah it's because it's part of study and meting that looks good to me now in terms of the LS saw the new lost and P is that working till it overflows too yeah I got tired of looking that was just fall do you have it I don't know if it says in it here or not but is there is there a policy that after X number of days everything gets donated so we we do that we put everything on Facebook and yeah and you know we give people Suson gives people so many warnings yeah they don't come yeah yeah I don't remember Susan usually does it I think it's like six months or yeah whatever yeah you could probably do it at least quarterly be fine also thought that moving it there people might actually see it I do think that was some of it yeah is a lot of it stuff should have be done just changed the date orch says a lot of jackets I just okay check it so the same thing you could do the same thing um does anyone else have any more questions about the library usage policy okay uh is there a motion to accept it

can I I don't know yes I I move to accept the um Library uses policy as updated I said all in favor I I thank you so much policy committee for working so hard on both those I know we going back and them a few Tes thank you and then we won't have any more for a while like in the fall we'll go back to we'll review more sound good caught up from yesc beautiful and do we have just thinking of sustainability of review of these policies from here on out do we have like a a couple of meeting and not five a meeting well now that we're caught up that it'll be a couple like it'll be two to three per meeting and it will be um yeah okay schu and hopefully it will be like quick and easy because you know we're like updating them like yeah more frequently so until like a few years ago we there hadn't been done there in a long time yeah so we've been working really hard and when we open the new building we need it to be reevaluated new all right moving on to new business Sam so uh next time meeting is May 6 at 7 pm so I like permission to close the library at 5:00 pm that day so um little 10 residents who work at the library can attend is that the time we've done it in the past the past yes move to close the library on May 6 2025 for town meeting at 5:00 pm do we think it's going to go another day no it almost never does I know but with the school yeah I still think it'll be okay okay I do but if if in an emergency situation yeah like that morning I know he can't 24 hours yeah do you want to in case do you want to do in a case yeah

just in case the next day okay I mean if it goes another day yeah um okay so I move to close the library at 5:00 pm on May 6 2025 for town meeting and also on May 7th if the meeting extends town meeting extends to two days second all VI let's hope it doesn't um yeah stuff appreciation I'm guessing this is Katrina and staff yeah so um we sent two styles of so the new staff haven't had jackets and things like that we're updating now that we've had some turnover um so we've the staff decided they like the quarter Zips some of them like quarter Zips and some of them want polo shirts and they're both about the same cost um from the pricing sheet I've seen so at this point we're going to collect essentially orders from the staff I need those to actually get a full quote from the company so by next Mee I should have a better so are you planning on ordering some some together because I think this Stu like at this point it's just yeah they're they're similar yeah there's no minimum was like you have to order 30 of one client order yeah and what you said last time just based on what Sam did was like we might not be able to you know here's your choice give us not be able have something yeah yeah so we have the order sheet that they used last time for these jackets so we'll do something similar to guide process um are trustees able to I was gonna say I never got this one last time we purchased our yeah that's what I was asking like if I wanted one could we purchase one when you're ordering yes okay we can do that again I don't I mean

as long as we're purchasing our own yeah yeah y um good um is there what do you need you're going to get the quote and then you'll be asking for the funds after that y okay great how many stuff do when you plan do it depends it's 16 now 17 after after after yeah after should we wait till um yeah sure that's fine would be really awful to left the one the one person yeah but in May you're not GNA you have no new year right it's not until July well I think what we did last time was we got a few extra yeah so that Sam could hand them out to new staff who had come in the meantime so I think we can do that again uh well after town meeting we're gonna have a new position so I already know who I'm putting in that position but I'm back so eventually we will by July we will have 1 so whatever extra size we get you will get someone that size we'll guide your we had like three or four extra jackets that were common sizes that people could choose from and some of them took them and some of them didn't and let how make can circulate if any trustees okay um um director's performance review this is my least fa well some of my least favorite things um most thing we do um so so there's a couple of things one is that I believe I have it in my notes that we have to have this done by the time we have uh it is fair for Sam

to have this process finished before the right which is May so we're getting up we're already getting getting into to a Time Crush it's like two a little under two months now um so I think the first step is Sam you do a self- review that's right and then you give it to us um I believe we had a committee last year a performance review committee so I think we should establish that and I think doing that today would be a good idea um I know Chris is in here um but is there anyone who is interested in being on the formance Review Committee can great great okay cool do you normally the chair I was GNA say I was like I think I had HS yes okay so the committee will be me Sarah and Katrina um you want okay with not I know uh okay so I we think we probably need to establish that with a vote um establish the committee probably yeah so uh I move to establish the director's performance review committee I second say I think so okay of Sarah Donan her andina all in favor okay um so Sam if you could maybe like within two weeks does that seem reasonable three weeks yeah I'm pretty much done so probably send it to you great okay was it helpful to have the yeah great okay by the Google Doc that kind of had monthly goals um BR broken out from what the original original for so that we can kind of keep up more on top of it on a monthly basis instead of all at the end of the year that was the thought okay great um so we'll talk after we get that back from Sam we can figure out a meeting time and there um okay Sam discuss signing of invoices think this oh um Susan asked me to do

this so Miro you're going away yes so so who wants to sign and so she I'm going away and then we done yes so since she's going away also can be done yeah Susan figured it'd be nice to know who to send the invoices to to sign so is there any volunteers that want to I can do that okay yeah okay not planning on being a chair after May so yeah wait what not planning on being a chair next here yeah but I didn't like I need to talk that's coming up uh okay thank you and she was just replacing I'm still signing right there's two signers another sign unless somebody else suppos to do it you can always tag some like if they need another backup no I'm fine doing I just want to make sure that it goes sequentially right like one person gets it and then it yeah I get it first and then it goes to somebody else somebody else I go gets it after okay um moving on to other business I feel like there was something I said earlier that we could do a talk about it or other business remember what that is meeting main meeting thank you very much okay um given that look at May given that the May 8th is before the next election and we like to have it after so that whoever is ends up being elected can join the main meeting um and we can figure out uh roles and everything like that um the week of the 11th how does the 15th look for the four slash five of us that um might be here it might be a little late okay I can do it but okay there's a little cross is do we need to push it to seven like a seven better uh I could probably do seven it's a 4:00 game it's an hour away so I could probably do

seven okay um Stephie May 15 uh May 15th yeah David how about you just just in case yeah just like in case you're in case running so get eled Sam does that work for you yeah I just have to see if there's a room okay oh that could be the biggest right up maybe the senior center will be open to we can use a room over there they have a huge room yes and I did ask her about that she just kind of gave me a okay feel like we need to revisit meeting room Town slb's gonna be over there right no oh yeah yeah they're going back to is stopping using the library except for large meetings for their meetings so we'll gain some leading time back well we Clos the money well did it yeah we can still have people reserving Monday nights with the key five access Monday's the least do we need to vote on I'm waiting first time to see if we can get a r I think we can okay um then yes we need to vote on it so we'll do 7 pm. on the 15th then I moveed to change the Reuben Library truste meeting from May 8th to May 15th at 7 p.m. I all in favor I great actually works better for me okay um other business does anyone have any other business come to library Min there still time to do the winter reading Bingo it goes until March 20th so and um Arch Madness reading nits I need sign up for that can you don't sign up you just log your minutes every day or you can um you can do it all at once

like you could put it a whole week on one day is it too late to do last week I've read a lot last week okay it's too late to do last week it's only this only good for it okay there's a QR code or sign up on the library web page great I think it's on the table St yeah it's upstairs too it's on that Mir you look like you we're about to ask a question it did um so because the author talk next week is the same time as the Friends Meeting is there anybody who is not going to the author talk who would want to go to the Friends Meeting in my place go to the author talk so I'll just read the minutes and report on that next there you go yes okay so is this next meeting April your last meeting or will it be April right if it's not vacation week yeah I will attend the April meeting sure meeting not Friends Meeting correct oh so do we I guess I would be so you'll be at the April Friends Meeting do we need someone at the M meeting what week is it I don't know when is it usually oh I will be because it's the 16th y so it's not vacation week so I will be at the April Friends meeting and I will be at the April trustees meeting what day is the what date is the May 2 okay so we will have had a meeting by them when we decide the new friends chair the new friends person liaison so then that person will likely be the person to go the in May yeah in May and if that person can't because it's soon then someone else can do it I think we can deal with it in May um trusty updates have anything they'd like to share I'm going to a webinar I want to say next week about census data and how to use census data to um kind of figure make decisions about your library inter yeah VC is doing that one or maybe us United I can't

remember what was it um it's Census Data Census Data webinar Census Data her librar data 101 andc I know yeah think it's two parts too first one next week all right anyone else have anything they'd like to share from the trustee standpoint okay entertain a motion to adjourn that our next meeting is April 10th 2025 to Second all in favor thank you everyone thanks for coming okay