2026-07-22 - Library Trustees

00:05Um, next up we have director's report.

00:11All right, I will

00:14share

00:16my screen. I don't know if you guys can

00:18see this. Let me know.

00:20>> Yeah.

00:22Yeah, we're good. Um, so as I've been

00:25saying the last few months, uh,

00:29I would expect

00:31this month until November to be very

00:34light on, uh, reporting out as, um, Lynn

00:38and I and almost all of our staff have

00:40had to pivot to really focusing on

00:42transition planning um, and

00:44construction. And so that's really been

00:46the bulk of what we're doing um, on a

00:48daily, weekly, monthly basis. So, um,

00:52couple of interesting things. I mean,

00:54our

00:55circulation numbers from June,

00:58um, are up up up, which is really

01:01exciting because we were open all of

01:03June last year. It was our first month

01:04in the new space. Um, and so while it's

01:07not exactly apples to apples, it's it's

01:10closer than we were last month. Um,

01:13one of the really interesting things is,

01:15um, we are in AIS report season and we

01:19will be here for a while. Um, both

01:22statistics and then financial.

01:25And as we're running the numbers, we're

01:26seeing a lot of really interesting um,

01:29things coming up. Um, which again is is

01:32not an apples to apples, but um, knowing

01:34that our door counts were a little bit

01:36off the last few years. Um, I think that

01:39we were

01:41not surprised that our door count number

01:43looked as high as it did because we can

01:46tell you just from being in the space

01:48how much busier we are um, in our temp

01:51space in this over this last year. And

01:53so um, our statist our overall

01:56statistics are starting to show that.

01:57And so, um, hopefully as we complete

02:01some of those reports, we'll be able to

02:02report out more of the kind of fiscal

02:04year end, um, items, but, um, really

02:07we're not looking at, um, an overall

02:11picture yet until we get all of those,

02:13uh, forms filled out. So excited about

02:16those things. I think it's it's all

02:18positive. Um, door counts, uh, nothing

02:21super surprising. We've got these really

02:24high red numbers where we expect them to

02:26be. Um, Saturdays continue to be a

02:29really heavy usage day. Um,

02:33but

02:35you know, I think that it's

02:38it's proof positive that we're putting

02:40staffing where where it belongs and I

02:41think that that's a really good thing.

02:43Um, summer reading, we're right in the

02:45middle of it. Um,

02:48now closer to the end actually now that

02:50it's almost the end of July. Um we

02:54continue to see really heavy engagement.

02:56Um and so it'll be really nice to look

02:58at the numbers once we're finished the

03:00program and be able to compare that um

03:03over last year the year before and see

03:05see how it performed.

03:08Um so we've still got a few weeks left

03:11of that. So if you haven't participated

03:13yet, you still have time. Um which is

03:15which is good. And then again as I

03:17mentioned before

03:19um and as we had kind of a larger

03:22discussion about at our last board of

03:24trustee meeting we continue um as a team

03:27to work really hard on transition

03:30planning. Um it is going to be an

03:32undertaking

03:35um much more difficult than our

03:38transition into temp space has been and

03:41also the stakes are much higher. Um, and

03:44so

03:45there are a number of documents that we

03:48all have to work on collaboratively.

03:50There's a number of systems we need to

03:52set up as a team and then troubleshoot

03:56and then fix and then write

03:58documentation for and then train. Um,

04:00and so it's a process that has been

04:02started over this past year and we're

04:04just getting to kind of a ramp up

04:06portion of it where timelines are

04:08becoming more real and that impacts how

04:11much of the work we can do now. So

04:14that's something that we're working on

04:16constantly um Lynn and I together, but

04:19also kind of the larger transition team

04:22within the library and then that ripples

04:24out to the leadership team and then um

04:27all staff. I would say if you asked any

04:29particular staff member who works at the

04:31library now, they'll tell you that um

04:35we are all very busy working on all of

04:37these things and also just basic

04:39operations.

04:41Um, so [clears throat]

04:43I don't know if it belongs here or if we

04:44want to talk about it when we talk about

04:46building, but it's really hard for me to

04:48deliver a director's report and not

04:49mention um all of these things that

04:51we're doing. Um,

04:55I think one of the things that I want to

04:56mention just as it pertains to board of

04:59trustees is that one of the things that

05:00we do have to do, um, now that we have a

05:05more solid,

05:07uh, timeline that Vertex feels more

05:11confident in, we can take the dates that

05:14we have on our last um,

05:19kind of the last guidance that we got on

05:20here is the date that we expect to have

05:24um substantial completion and work

05:26backwards from that date, but then also

05:28work forwards from that date. And so,

05:30one of the things I want to make sure

05:32that um everybody here is aware of is

05:35that while we're not moving in the

05:38beginning of September, right? September

05:391 is not the date that we're closing our

05:41doors and moving. Um I do expect

05:44services to be impacted through the

05:46month of September. Um because

05:50there's a lot of things that we have to

05:52do to prep for that. We have to pack

05:55everything. Um we have to uh our goal is

06:00to do kind of an initial move of stuff

06:02we don't need that needs to be set up in

06:04the other um library. Just that piece

06:07will impact the services that we're able

06:09to offer. Um and so our goal is to keep

06:12our doors open at time space as long as

06:14we can so that when we shut those doors

06:18um we are in the best possible place to

06:22physically move, get set up and then do

06:25all the training that we need to do. So,

06:28um just wanted to mention it here as we

06:29kind of look at our normal um workload

06:32of programming, our normal services we

06:34offer and kind of where we want to focus

06:37um the staffing that we have to be able

06:40to work on it.

06:43>> That actually is um perfect because that

06:45leads right into um our building update.

06:49So, as does anyone have any questions

06:52outside of project related stuff for

06:54Kate on the director's report?

06:57It was really nice to see the um

06:59circulation numbers continue to go up

07:01even being in this transitional phase.

07:03So awesome. Great job. Um okay, so

07:06seeing none, I'm going to go to our next

07:08one which is building update. And as you

07:10as I mentioned earlier, we've invited

07:12asked uh Steve Theren from Veritex to

07:15come who is our um owner's project

07:17manager. as you've been hopefully

07:19following along this whole project. This

07:21these names should not be familiar to

07:22you. But as we have been operating over

07:24the past couple of meetings that our

07:28certificate occupancy date was 91 and

07:31that's kind of shifted a little bit.

07:32I've asked Steve to come and kind of

07:34give us a rundown of how this all works

07:36going forward and what we should be

07:37expecting and so everyone understands

07:39where we are so that we are all

07:41knowledgeable to field questions that we

07:43get from the public knowledgeably. So,

07:46um, thank you, Steve, for joining us.

07:47>> I appreciate, uh, being before you guys

07:49tonight and certainly be involved in

07:52your project as well. So, uh, I did

07:54create this simple, uh, outline of the

07:57schedule. It it happens to dovtail

07:59extremely well with what Kate took you

08:01through, which is, uh, really at the

08:03bottom of this this one pager uh, which

08:05we can get distributed as well. Just uh,

08:08you see you guys have the have this in

08:10hand as as well as me presenting it. So,

08:13um, I can I can read it. Uh, you know,

08:16generally that's why I put it together,

08:18just to kind of create my thoughts or

08:19assemble my thoughts here. So, uh, we've

08:22we've had some challenges with the

08:23contractor, as you guys probably know,

08:25but if you didn't, this is, uh, you

08:27know, share all that with you. Uh, the

08:30roofer and the mechanical contractor

08:32particularly have been challenging. And

08:34the expression I've used is that the the

08:36general contractor has continued to drag

08:38them forward to uh, completion. Uh and

08:42at this point they are responding. Uh a

08:45month and two months ago I'm not sure we

08:47would have been able to say that that

08:48they were responding but we are able to

08:50say that now they are both responding

08:53and and the production over the past few

08:56weeks has been very very different and

08:58far far better than it had been prior to

09:00that. Um I think at this time our

09:03general contractor is able to sort

09:05through the challenges and see the

09:07completion better than they were able to

09:10do that uh before now as well. So uh so

09:13that's it's a very positive um update in

09:17terms of everybody's understanding of

09:19the path to get to completion you know

09:22as we're

09:23I'll say six weeks out just for a rough

09:25time frame but I have the dates and such

09:27listed here as well. So um just to

09:31summarize some of the other points I

09:32have mentioned here site work which is

09:35uh just the the uh which will start uh

09:39rest of this week will start the

09:41demolition of the [clears throat]

09:42sidewalks both at Parkman and Main

09:45Street and the replacement of those

09:47sidewalks so they'll be nice and new and

09:49and not broken up and and all that. So

09:52that work is going to start. It'll take

09:54some time to do to to to remove that

09:56concrete and then replace that concrete.

10:00After that is done, they'll start the

10:01landscaping uh and complete the

10:04landscaping of the whole area. Part of

10:06the challenge with doing that work is to

10:08get that work done uh but not start it

10:10until the work right around the building

10:13uh is done with lifts and and that kind

10:16of thing. As you guys know, uh there

10:17isn't a whole lot of room outside of the

10:19building. So in order to use lifts to

10:21access work outside of the building, we

10:24have to finish that and then get the

10:25lifts out of there and then do this

10:27exterior landscaping. So the timing for

10:30that exterior landscaping is good to

10:32start that in in mid August and to just

10:35to take a couple of weeks to get that

10:36done. um [clears throat] the fire alarm

10:40uh program to get that completed,

10:43programmed, completed, inspected and

10:45accepted that we have focused on as

10:48really the path to uh the critical path

10:51to uh getting an occupancy permit

10:53issued. So, um there are lots of things

10:56that go into getting that test done,

10:58getting the programming done first and

11:00the testing, the pre-esting and then

11:02fire department testing and acceptance.

11:04Um, we're [clears throat] expecting to

11:07uh we're actually a little bit ahead of

11:08schedule from what we had with this the

11:10schedule that was issued a couple of

11:11weeks ago. So that's why we're hopeful

11:13that these tests will be accomplished a

11:15little bit ahead of their what uh the

11:17contractor is referring to as their

11:19conservative schedule. So uh that's why

11:21I worded it the way I did here. And

11:23again, you'll get a copy of this as

11:25well. Um next couple of items is just to

11:28provide some some terms here. a

11:31certificate of occupancy that gets

11:33issued by the building department. It is

11:35a permit that allows you to occupy the

11:37buildings. You know, sounds

11:38straightforward. Um, what we did get is

11:41clarification that we do need to have,

11:44which is really good news, all furniture

11:46in place. Some building departments

11:47don't want you to have furniture in

11:49place, which doesn't make any sense, but

11:51we don't need to get into that. Uh what

11:53that gives us is an opportunity with

11:55furniture in place to actually be in the

11:57building and to have Kate and her staff

11:59to say, "Okay, this is what this is

12:01going to look like. This is what this is

12:02going to feel like." And to help uh

12:05again Kate and her staff figure out how

12:07they're going to operate with with the

12:09benefit of having that uh furniture in

12:11place exactly where it's going. And I

12:14know Kate has a whole uh plan to then be

12:17in a position to say, "Geez, I see how

12:19this is going to work. We're going to

12:20make an adjustment with this. So, we're

12:22going to need another table here. That

12:23sort of thing. So, uh in that sense,

12:26we're going to be in a really good

12:27position to have that in place and and

12:30really get a sense for how that is all

12:32going to work. Um

12:34so, uh in addition to that, the which is

12:37a which is a big deal, we've been

12:39maintaining these dates for months now,

12:41which is to have the library shelving

12:43and the circulation desk arrive on

12:46August 3rd. Um, we've held firm to have

12:49that work start that date because it has

12:52done a couple of things. It's pushed the

12:53contractor to make sure he's out of the

12:55way and complete in those areas because

12:58then we'll be putting these things in

12:59will be in in his way basically, but

13:02they'll be in their final resting place

13:04and that'll also really start to help

13:06understand and envision how this space

13:08is going to work particularly with our

13:10library shelving and how that's going to

13:11work in the space um and all

13:14[clears throat] exactly the way it's all

13:15laid out. but then we'll see it real. Um

13:18so that's going to be a big help to get

13:20that going. So um that occupancy permit

13:23we're we're planning to have that issued

13:24in midepptember. Exactly when that be

13:27will, you know, that'll be a daily or

13:28weekly certainly conversation

13:31uh as to progress and addressing getting

13:33all those things ready for that

13:35inspection and confirming what is

13:37needed. The fire department typically as

13:39we saw with the um the temporary space

13:42can be challenging to get uh everything

13:44out of them. So they'll sign off. We

13:46know that uh and we've started those

13:49conversations with the fire department

13:50already to to get that started. Uh the

13:53next item, substantial completion.

13:56This is usually issued right along with

13:58the occupancy permit. But the difference

14:00is is that this is a contract document.

14:02So the designer issues that um and in

14:06order to issue that you do need to have

14:08an occupancy permit in hand because what

14:11substantial completion means is that the

14:14space gets turned over. It's no longer

14:16the contractor's responsibility for the

14:18space. It is now the owner's

14:20responsibility and it is an insurance

14:22thing as well that date. Uh it also

14:25starts with that date uh for the

14:27warranty for equipment etc. So that's

14:30why that's a that's a contract item.

14:32It's not a building department item.

14:35With a substantial completion

14:36certificate, uh you have a a list, a

14:40punch list that gets attached to that

14:41and it says this room has uh a ding in

14:45the wall over here, paint that's got to

14:46be double checked here. Every single

14:48room has gone through to create that

14:50punch list. And that gets attached to

14:52that certificate of substantial

14:54completion. and and the purpose of that

14:57is that the document in its entirety

15:00with the list attached is the complete

15:02project. So that's that's how that

15:04document works. Um it's usually at 98 or

15:0799% complete, not before that. So it's

15:11really well along. So that's that's how

15:13that substantial completion document

15:16works.

15:18My last comment here is about the

15:19transition and I can read these couple

15:21sentences I I have here but Kate already

15:24described it in far greater and better

15:26in detail uh than I have here.

15:28[clears throat] The team is working as

15:30Kate described trying to figure out if

15:32the best plan is to have a single move

15:34or a couple of moves what can be moved

15:36over but still keep the uh temp library

15:39operating all the things that are in

15:40Kate's court to to figure out and and

15:43manage. Um, and so what we're doing is

15:46trying to make sure we're clear, as

15:47clear as we can be, as quickly as we can

15:49be on when when we're going to get those

15:51permits, so when a move can happen, and

15:54even prior to that, when the space can

15:56be available prior to a certificate of

15:59occupancy to have that space uh be um

16:03I'll say visited because you can't work

16:05there, but you can visit there and feel

16:08that space and and work on some of those

16:10early um documents to try understand

16:13what training has to be done again all

16:15the things that are uh Kate's area and

16:18not mine but the timing of it certainly

16:21is the whole teams and that's certainly

16:22what I'm a part of so um that is the

16:25update on the on the project on on the

16:28builder side uh certainly open any

16:30questions Mary however you may want to

16:32proceed

16:33>> perfect thank you so much Ed I see you

16:35have your hand up

16:36>> I do I have uh two questions really for

16:40Steve I guess and one more for Kate but

16:42first one is can can we the trustees get

16:45a copy of that?

16:46>> Yes, he sent it to me and I will um

16:48forward it tonight.

16:49>> Great. Thank you very much. Um is the

16:52sidewalk demo de demolition going to be

16:54noisy? Are we going to talking

16:55jackhammers and stuff or

16:57>> Yeah, absolutely.

16:58>> And have you reached out to the you know

17:00I'm just thinking of things I worried

17:02about a year ago. Have you reached out

17:04to the abuters just to give them a heads

17:06up?

17:07>> Uh not yet. I know uh we have had great

17:10luck Ed just to so you know. uh with the

17:13abutters, Bob on site has developed a

17:15great rapport with them uh and they've

17:18been quite complimentary of that. So to

17:20your with your good suggestion, I'm

17:21going to reach out to Bob and ask that

17:23he do that to to make sure he does

17:24notify him. Uh both the church abutters

17:27as well as our residential abutters as

17:29well.

17:30>> Great. Thank you.

17:31>> Yeah, great idea.

17:33>> And Kate, this is more for you. Um is

17:35there a plan for who's going to take

17:37over the temporary building once we

17:38leave?

17:41Uh so I I don't know that there's a a

17:44plan in place right now. The temporary

17:47space is owned and maintained by uh the

17:52towns. The DPW is actually the the

17:54custodial body of the of the um

17:57building. And so right now

18:01um

18:03there's there's a few different things

18:05in the works that haven't been

18:06solidified um in terms of how the town

18:08is planning to use that space. Um,

18:11>> and so, so there's there's kind of some

18:15shortterm plans and then there's kind of

18:17that long-term plans in terms of the uh

18:20community center building project, the

18:22phase one that we know that the town has

18:25to has to vote on. And so that's kind of

18:27down the road. Um, and so yeah, there's

18:31there's there's been some talks of

18:33possibly using it for um whole voting.

18:37Um but that is going to time to figure

18:40out if we can accommodate or not. Um but

18:42that decision will have to be made. Um I

18:44believe

18:45>> that's all at the time.

18:46>> I was thinking more along the lines of

18:48just you know we we should do we need to

18:50have a handover to somebody and maybe

18:53train them on the new fire equipment and

18:55whatever.

18:58>> I don't think so because DPW's been

19:00involved in anything that we've done to

19:02that space. Um, so I think that, you

19:05know, Jim and Chris and their whole

19:07their whole team already has it. Um,

19:09what we do need to do though, um, is,

19:12uh, and and we talked about it at our

19:13last, um, I can't remember if it was

19:15transition or construction, but we need

19:17to, um, have a meeting with the town

19:19manager, um, to talk about

19:24how much they need cleared out, when

19:25they need it cleared out, and then, um,

19:28to work with us to figure out a de

19:29accession plan for some of the furniture

19:31that we're not going to take with us.

19:34>> So, that that is the thing that we need

19:35to do.

19:38That's a great question, Ed. And I that

19:40actually made me think of in our

19:43temporary space. I know we haven't done

19:44a whole lot, but we've done some over

19:46there. Are there any things that we need

19:48to that we're responsible for undoing?

19:52Like I know that, you know, we put up

19:55signs and things like that. Do we need

19:57to take all that down or is that

19:58something we need to discuss with town

20:00manager of how much they want us to

20:03take out? That is part of the the um

20:07conversation with the town manager.

20:08>> Okay, great.

20:11>> All right. Does anybody else have any

20:13questions for Steve on um his

20:16presentation tonight and our plan going

20:18forward?

20:20We're getting so close to the end. It's

20:22exciting.

20:24All right. Well, thank you so much,

20:26Steve. I really appreciate you taking

20:27the time to be with us tonight. It

20:29really helps us put into perspective

20:31where we are in the project and what the

20:33next several um months and towards the

20:35end look like.

20:36>> Sounds great. Anytime uh Mary, just let

20:38me know. Happy to jump in back in. Thank

20:40you. Appreciate being here. Thank you.

20:42>> Bye.

20:45>> Okay. Um yeah, so things are going along

20:48as um I'm sure if you have driven by the

20:50library, you've seen that the trees have

20:52come down. So it looks very very

20:54different over there. Um but it's it's a

20:57good time in the project. The one thing

20:58I did want to mention is that the um LBC

21:03and the construction team have been

21:05keeping an eye on the condition of one

21:08of the trees that are remaining on the

21:10property, the Stuartia tree which is to

21:12the left um over by the church parking

21:15lot. Some of you may remember or may not

21:17that it was a gift to the library on

21:20behalf of um someone's family. And so we

21:24have asked that the construction team

21:27take good care of that tree during

21:29construction. It wasn't in the best

21:32condition to at the beginning of the

21:34project, but um we're just keeping a

21:36close eye on the condition of it as the

21:39project nears completion. Um there may

21:42be need to be some discussion on how

21:45best to handle that tree um and the

21:48sensitivity and honoring the gift that

21:50that it was put in place for. So, we

21:53don't really have many more information

21:54on that right now, but we'll just keep

21:57that informed. Go ahead, Deb.

21:58>> Whi which tree is that?

22:00>> On the left hand side, if you're if

22:02you're looking at the library on the

22:04left hand side, the church side in the

22:07front, but not like by the sidewalk,

22:09back a little bit further, there is a

22:12memorial tree.

22:15>> And that was a gift from a from a

22:16family, you said?

22:17>> From a family in honor of a loved one

22:19that had passed away.

22:20>> Okay. It's been there for quite a while.

22:22Um,

22:24>> so yeah, that that one off to the left.

22:26Thank you for pulling that up.

22:28>> Beautiful. Thank you.

22:30>> Yeah,

22:30>> that is being treated with as much care

22:33as possible

22:35>> at this point. Yes, they have a watering

22:37bag around it and they're trying to keep

22:40it as protected as possible um that you

22:42can be that close to a construction

22:44site.

22:45>> So, we'll see. This is clearly not a

22:48recent picture. So, um just keep an eye

22:51on it while you go down there and then

22:53you know it is the trustes

22:54responsibility and the library's

22:56responsibility um to manage that gift.

22:58So, that might come up in a future

23:00discussion.

23:01>> Okay, great. Thank you.

23:03>> No problem.

23:04>> No problem.

23:04>> Oh, you know, one other thing that came

23:06out of the meeting was somebody

23:08suggested setting up a a tour for LBC

23:11members and trustees again probably mid

23:13to late August. So that's there's

23:16nothing set on that, but um if you're

23:18interested, keep that on your radar.

23:21>> Yep. The one thing that um they would

23:23ask when that comes around is that the

23:25last time that they had done this, a

23:26bunch of people said, "Oh, yes, I'll be

23:28there at this time." But then actually

23:29didn't show, um there was a number of us

23:32were there. But so if you make that

23:34commitment to be there, please honor

23:36that commitment or communicate that

23:37you're not because people were waiting

23:39around to see if there was like another

23:41group coming. And also, you know, they

23:44clear the space, you know, telling

23:45contractors like, well, we have people

23:47coming through right now and we need to

23:48clean this up so we can get through. So,

23:49we just want to be respectful of the

23:50people that are working there and

23:51everyone's time. Um, but it would be a

23:53great opportunity to get in that. Go

23:54ahead, Mike.

23:55>> Yeah. In connection with this topic, um,

23:58is it appropriate to for us to extend a

24:01um, uh, an invite to the the friends of

24:04the library as well?

24:06>> Um, I just think we need to be careful

24:08at this point because it is still an

24:10active construction site. the amount of

24:11people that come through at that time. I

24:13think that might be something that's

24:14more appropriate closer to the end

24:17before we open up to the publication

24:19like that.

24:21>> But I would like would like to see them

24:22move up

24:23>> towards towards the top.

24:26>> I would agree.

24:26>> Thank you.

24:29>> Sort of a preview of the grand opening.

24:32>> Yeah, it's exciting.

24:34>> Any other questions about the

24:37construction project?

24:39As always, please um keep up to date on

24:43the um meetings that are on Westboro TV.

24:46The town website is finally updated

24:49thankfully with all the minutes from all

24:51of the meetings now. So, you can keep um

24:54if you want to read through them or you

24:56can check the um recordings. Really,

24:58it's going to be important. I've been

24:59getting a fielding a lot of questions

25:01from the community, fielding a lot of

25:02questions from the town side about when

25:04is the library going to be open? When is

25:06like Ed's question, who's coming in

25:08next? That is not for us to answer, but

25:11we can certainly say that we are, you

25:13know, looking towards fall. Um I don't

25:16want to give the public the

25:18um thought in their head that we're

25:20going to be out beginning of September

25:21or whenever our move is, that doesn't

25:23necessarily mean that's when the

25:24community center space is open and ready

25:26for the next project. Um I imagine

25:28there'll be a time period where we still

25:29have stuff over there because our

25:31priority is getting the doors open um at

25:34our at our home base and cleaning up the

25:37rest of it later. So, well, we of course

25:40will be very respectful to the town's

25:42timeline for their next projects and

25:44very grateful that they let us use the

25:46community center, but our priority is

25:48definitely getting the doors open and

25:49operate shelter.

25:54>> Um, okay.

25:57If no other questions there, um, we'll

26:01move right along to standing agenda

26:04items, open items list. I didn't see

26:06anything new on that. Um, anything in

26:09the comment feed box?

26:11I'm imagining no.

26:13>> Nope, there was nothing in it.

26:15>> All right. Excellent. Um, and trustee

26:18and community advocacy is on hold for a

26:20little while.

26:22And then, um, library director,

26:25assistant director, trustee issues. Is

26:26there anything else that you guys need

26:27to touch base on with us before

26:31>> that we haven't covered?

26:34Okay. So, um I do have something for

26:37everybody to put on their calendar. As

26:38you know, we've been trying to find a

26:40date for um our trusty retreat with

26:44Moridi so that we can get that process

26:46going. None of our um summer dates

26:49worked out unfortunately. We are very

26:51apparently traveling people and none of

26:53us are in town. So, what we are going to

26:55do is schedule it for months from now so

26:59we can be all there September. our next

27:01trustee meeting in September, not our

27:03next what, but our September trustee

27:05meeting we will use as the trustee

27:07retreat. Um, so that will be in person.

27:10It will be longer than our trustee

27:12meeting. So I would block off from like

27:146:00 to 9 or 5:30 to 8:30 so that we can

27:18all be together and just get this down.

27:21That is a date. Mora, I believe, lives

27:22in New Jersey. Is that correct? And so

27:25she is traveling to be here for that and

27:27she'll be up in this area then anyway.

27:29So, put it on your calendar. If you

27:32cannot make that, please email me and

27:35let me know. Um,

27:37>> Mary, sorry, can you just repeat the

27:39date of that? I just do.

27:41>> Uh, September 23rd.

27:44So, in lie of our September trustee

27:46meeting,

27:49which will be good time because we

27:51hopefully should have lots of

27:52information about next steps of the

27:53library at that point.

27:56You know, it might even be possible at

27:58that point if we have the certificate of

28:00occupancy to have the meeting in the

28:02library.

28:02>> I know. I was thinking that too.

28:04>> Yeah.

28:05>> Hopeful. It would be lovely.

28:07>> Um,

28:09on another topic for that, last month we

28:12ended up not having quorum. So, no votes

28:15were taken, no meeting, no uh business

28:17happened at that meeting. We just

28:20talked. So, if but that was unexpected.

28:23So, if you are not going to be at a

28:26trustee meeting, please let me know.

28:28Even if it's last minute, just so I know

28:30going in because we were waiting around

28:32for quite a bit. Um, and then we were

28:34like, "All right, we're going with

28:35this." So, um, thankfully, we really

28:38didn't have anything pressing um on our

28:40agenda last month that we needed to vote

28:42in at that time. So, going forward, just

28:44let me know if you're not going to be

28:46able to make a trustee meeting. Um, a

28:49good time to do that is like if you know

28:50ahead of time, feel free to shoot me

28:51your dates or when the agenda gets sent

28:53out if that's like a reminder like, "Oh,

28:55shoot. I'm not going to be here." Just

28:56shoot me a text or email. So, um, I have

28:58that down.

29:00Okay, that brings up our treasurer

29:03report.

29:08So, um, as you can see, it's our end of

29:11year

29:13and in June, we were able to spend down,

29:17um, our budget as required or as

29:21requested and it was a very fast and

29:25furious June, but um, we made our

29:29numbers in terms of materials even

29:31exceeded a little. So, I think

29:34>> ultimately we're happy with

29:37Oh, here we go. Thank you, Kate.

29:42And um

29:47yeah, I think a lot of times we get uh

29:50budget money and it gave us an

29:52opportunity to um get some things for

29:56the new library that we wouldn't have

29:58had the budget for. So, it's good.

30:01Awesome.

30:02>> And I think it's also one of one of the

30:05things that we were also able to do is

30:06because um we had you'll see here

30:09there's an access in salary and wages um

30:13and one of the asks from the town

30:15because we we had carried um our

30:19custodial budget from that fiscal year

30:21for fiscal year FY26. Um and so um we

30:27ended up being able to do an interdep

30:29departmental transfer to cover an

30:31overage in another department. Um which

30:34didn't impact our lines at all. Um but

30:38also is kind of a good thing to do

30:40because there will be or may be times

30:42when it is us who needs that. Um, and so

30:46I think that that that was a benefit and

30:49in doing that retained all of our

30:51operating uh budget to do exactly what

30:54Lynn described.

30:55>> Awesome. Awesome.

30:59>> I understand that. Um, so we were take

31:01able to take our custodial budget and

31:03transfer it elsewhere where it was

31:05needed.

31:06>> Correct.

31:07>> And I know we've discussed it other

31:09other times as well. So

31:11>> yes,

31:11>> that's great.

31:14Um, just looking at this budget going

31:18forward, just keep in mind that I would

31:19not be shocked. Typically, we've been

31:21very lucky um, at March town meetings

31:24that our budget typically doesn't get

31:26questioned. I would not be surprised

31:28that if in March it did because they'll

31:30look and say that like we didn't spend

31:31some of our budget from last year, but

31:34then because by then people are going to

31:35have forgotten that we were in temporary

31:37space, but we still had stuff in our

31:38line items from that we normally would

31:41be using over there. So there it's just

31:43something that someone might flag. So we

31:45just need to be remember when we're back

31:47when we're in our new space come March

31:49and we're not even thinking about the

31:50old space that it could potentially come

31:52up again and just that is just what

31:54happens during construction projects.

31:56>> Yeah. And I anticipate that happening um

31:58next year too. Um because the thing

32:01about the FY27 budget is we're kind of

32:03straddling both and we really have no

32:06way of knowing what the operating budget

32:08impact is going to be um with that new

32:11space. So many of the new systems going

32:13in have ongoing costs associated with

32:16them. Um and so that is going to have to

32:18be absorbed within our operating budget.

32:20We also don't know the impact of um the

32:24new HVAC system um and and what that

32:27will look like moving forward. So it'll

32:28be a moving target for I don't know a

32:30couple of years probably.

32:32>> Yeah.

32:34Awesome. All right. Does anyone have any

32:36questions on the treasures report and

32:37that information?

32:39Wonder if I can see everybody all at

32:40once. Okay. And seeing none, I will take

32:43a motion to accept treasures report as

32:45um presented.

32:49>> Thank you, Mike. Anyone second it?

32:51>> I'll second that.

32:52>> Thanks, Ed. Uh we're on Zoom. Okay,

32:54we're going to do roll call vote. I'll

32:56start or cross my screen. Ed,

32:59>> yes. Baldwin.

33:00>> Deborah,

33:02that was very official.

33:03>> Yes.

33:05>> Julia,

33:06>> yes.

33:09Scroll. Where are we? Mike.

33:12>> Yes.

33:13>> And myself is a yes. Did I miss anybody?

33:16Okay, great. Um, we don't have any

33:19meeting notes at this time.

33:22>> Um, so, so if you didn't vote last week,

33:25uh, last month, we do have the ones from

33:27the month before, but I don't know if

33:29people reviewed them for tonight. I

33:32>> Yeah.

33:32>> So, we'll have to do them next month. I

33:34apologize. I didn't realize you didn't

33:35vote on them. So, so next month

33:38>> we'll have this month and two months

33:40ago. Are there notes from from last

33:43month?

33:43>> I'll write up a summary. Um I took notes

33:46and it was a brief discussion. Um and

33:47that's so we'll have three months of

33:50minister.

33:52>> Yeah. So we'll do that on our next one.

33:54Okay. Great. Um friends and foundation

33:57update. I do not have one at this time.

34:01>> Um I can give you the friends. uh they

34:04had their quarterly meeting on Monday

34:06and um they're very happy with the

34:10results of their fundraising at the

34:12midpoint of their fiscal year. They run

34:15a calendar year. Um they've raised

34:1816,000

34:20through six book sales through ongoing

34:22book sales, online sales, donations, and

34:25recycling through better roll books. Um

34:30they have supported the library

34:32significantly. They've given us almost

34:34$11,000 for programming, 2,000 for

34:38museum passes and about a thousand for

34:41staff development and our legislative

34:44breakfast. And so looking ahead, they

34:47are looking into other ways besides

34:50having book sales to raise money. um

34:53understanding that um [clears throat]

34:56they're going to have a smaller area to

34:58hold their inventory and with the the

35:03renovated space, book sales are going to

35:04look a little bit different. So, they're

35:07looking at other ways to raise money for

35:09um to be able to continue to provide the

35:12support that we need. So, it's great.

35:15>> They are such a fantastic group and

35:17they've done such a great job.

35:18>> They really are. They're very passionate

35:19and they're really great to work with.

35:22That's awesome. Thank you so much. Um,

35:25and I know the Kate, you can probably

35:27talk a little more because I know the

35:28foundation has um purchased the thing

35:31for the children's room. What is that

35:33called? I'm blanking on the name. It's

35:34like a play It's not a playcape, is it?

35:36>> Yeah, it's a playscape.

35:38>> Yeah.

35:38>> Um, so that's that's the the biggest

35:40thing that they've purchased outright.

35:42Um and then um

35:46a lot of the FFN budget, so furniture,

35:48fixtures, equipment budget, which is um

35:51what Lynn uh and myself and my team have

35:53been working on. Um a lot of those

35:55things are are ordered or identified but

35:59not yet invoiced, ordered or not yet

36:01factored in. So like when you look at

36:03that budget in the project, it looks

36:04like it's only half spent uh but it is

36:06not. Um and so what we do when we order

36:09things is we kind of assess does this

36:11belong in project or is this a great

36:13thing for foundation to cover. And so

36:15we've been divvying up um the things

36:17that we're ordering based on that. And

36:18so things that are focused on

36:20children's, things that are focused on

36:21teen um we tend to to send a foundation

36:25because that's what the bulk of their um

36:27money raised has been for. Um so so

36:30yeah, so they've they've covered um our

36:34leaf playscape from the Burgeon Group.

36:36So, that will be the first thing you see

36:37when you walk into the children's room.

36:39Um, it's it's a really it's a great

36:41piece of equipment. We're so excited to

36:42have it. Um, um, we just need

36:45confirmation on when it will be here,

36:47which is the hardest part of all of

36:48this.

36:49>> U, we're wrangling a lot of people.

36:52Um, and yeah, so they continue to be

36:53very responsive when we send them

36:55things. Hey, you know, can you cover

36:57this? Um, and we're we're getting to the

37:00tail end of this. So, um it's it's

37:03exciting to see um the foundation

37:05stepping in and and assisting us to make

37:07sure that we get everything that we need

37:08for that new space.

37:10>> Awesome. Thank you. All right. Any

37:13questions about Friends Foundation?

37:15Yeah. Go ahead, Deb.

37:19Have we gotten uh [clears throat]

37:21donations? Any substantial substantial

37:23or not substantial donations? You know,

37:25I know we talked about like naming and

37:27things like that. I I don't know what

37:29happened with all that. I'm not sure. As

37:32far as I know, we haven't gotten any any

37:33naming um rights um donations. Um I

37:38think that uh

37:41yeah, I'm I'm I'm not positive that

37:43we've got anything to that scale um in

37:46in one chunk.

37:47>> Right. Has has there been outreach to

37:51try and do that? I mean, I haven't

37:52really seen

37:54anything around that, but I may have

37:56missed it.

37:58>> I haven't Yeah, I'm not sure. Mary

38:00asking um I can ask Moren Johnson for an

38:04update or Moren or Jim um for an update

38:08for our August meeting about that.

38:10>> People like to have their names on

38:12things. So there's got to be somebody,

38:15[clears throat] you know, so

38:17>> they do indeed.

38:18>> Do we have do we have a formal program

38:19for this? Because I think this is a

38:21really interesting topic and potentially

38:24a very fruitful one. So, there's a

38:26naming policy that we all voted on a

38:28couple months ago back in Jan, I think

38:29it was. Um, and that was given to the

38:32foundation and they're using that for

38:35they're using that as their basis for

38:38their fundraising efforts.

38:42>> Do we have visibility as to what the

38:44efforts are?

38:46>> I do not know.

38:50>> So, that's why I will ask them for an

38:52update for our August meeting.

38:54>> Okay. Thank you.

38:55>> You're welcome.

39:00>> All right. Um that Okay, that brings us

39:03up to agenda items for next month's

39:05meeting, which will be Wednesday, August

39:0826th at 7:15 p.m.

39:18Um Kate, did you have any policies

39:21you're thinking about or are you on

39:24pause for a little bit for that?

39:26>> So, we do have to get our circulation

39:27policy uh updated. Um the the hard part

39:31about that is it's a very meaty policy

39:33that needs a lot of contemplation and

39:35thinking and back and forths and team

39:37meetings. Um none of which we have a lot

39:39of time for right now. Um and so our

39:42goal is to get it out. We we need to get

39:45it done before we reopen is the bottom

39:46line. And so I'm hopeful that we'll be

39:49ready next month. Um but I don't want to

39:51promise that we'll be ready next month.

39:53>> Okay. Just keep us posted. I mean if not

39:55we do have that, you know, September

39:57meeting since it will be a retreat. we

39:59can still hold a meeting portion if we

40:00need to approve a policy. I think that

40:02would probably be the only other unless

40:05there was something pressing with the

40:06building project, that would be the only

40:08other business I would do at that

40:09meeting. Um, but if need be, we can use

40:12that.

40:12>> Great.

40:15>> All right.

40:16All right. Seeing nothing else, um, I

40:20will take a 758 and I'll take a motion

40:22to adjurnn.

40:24>> Also move.

40:26>> And thank you. I'll have someone second

40:28it.

40:30>> Sure. Why?

40:32>> Thanks, Mike. Okay.

40:33>> Well, do it with regret because I have

40:35such funding.

40:36>> I know this is a quick one tonight. Um,

40:38that's the summer. Usually, we don't

40:40even have a July meeting. So, all right.

40:42Uh, Mike, we'll start with you for a

40:44vote.

40:46>> Yes.

40:47>> Ed,

40:48>> I

40:50>> Deborah, yes.

40:52>> Julia,

40:53>> yes.

40:54>> And myself is a yes. Thank you

40:57everybody. I appreciate it.