Russell Library Board of Trustees

Russell Library Board of Trustees Regular Meeting Tuesday, November 21, 2023, 6:30pm Hubbard Room, Russell Library, 123 Broad St., Middletown CT Draft minutes and other supporting items can be requested in accordance with the Freedom of Information Act. Present: Trustees Kellin Atherton, Andy Becker, James Belin, Shanay Fulton, Jennifer Hadley, Greg Harris, Cindy Harrison, Steve Nelson, Ann Percival, Tom Russell, Sarah Schulenburg, Eamonn Wisneski; Library Director Ramona Burkey. Absent: Trustees Joseph Samolis. DRAFT MINUTES 1. Call to Order - The Meeting was called to order by President Wisneski at 6:34 p.m. a. Review Community Dialogue Framework - President Wisneski referred to the bullet point “Be open to new and different perspectives.” b. Mission Moments (Mission: “We empower people to grow, connect, strive and thrive.”) Trustee Schulenburg shared that a student who has been a reluctant reader in the past recently shared her excitement to finally get her own library card. Trustee Percival shared that a library employee shared her pleasure in working for a library that welcomes and builds creativity such as Secrets of Russell Library. 2. Public Comment - There were no members of the public present, nor any emails or comments from the website. 3. Approval of Minutes a. October 17, 2023 Board meeting - MOTION: It was moved (Trustee Nelson) and seconded (Trustee Harris) to approve the minutes of the October 17, 2023 Board Meeting. The motion passed all in favor with one abstention (Trustee Fulton). 4. Administration Report – Ramona Burkey, Library Director a. In addition to her written report, Director Burkey shared that the library is the beneficiary of a bequest from Ms. Cowie’s estate. This bequest will allow the library to purchase physical materials. This is inspiration towards looking further into planned giving to the library. She also shared that a couple recently showed their love for the library by taking their engagement photos in the stacks. The Board looked at the statistical trends over the last five years, and Director Burkey noted that the library does not collect demographic data on its users other than Adult/Teen/Child notation. About ten percent of the library’s total circulations are checked out to non-residents. About sixty people attended Gary O’Neill’s talk about the Wangunk tribe after hours on 11/20. 5. Committee Reports a. Executive Committee – E. Wisneski - The committee did not meet this month. b. Finance Committee – A. Becker - The committee did not meet this month. c. Governance Committee - J. Hadley - The committee is bringing forth a motion to approve the Resources Selection Policy. The committee will meet again in December to discuss further policies. d. Strategic Planning Committee - K. Atherton - The committee reviewed the elevator speech document. When engaging in conversations about the library, the committee suggests asking questions to dig deeper into misunderstandings then inform in a natural dialogue. The committee also worked on a FAQ document to help answer questions that may arise. This will be shared at a future time. Chair Atherton is looking at how PAC development may support and drive towards a future ballot referendum. 6. Unfinished Business - There was no unfinished business. 7. New Business a. Lobby remodel project - Director Burkey shared that she has been in communication with the State Library regarding the Category II remodel grant. Since receiving the grant, the future planning process has moved quickly, so Director Burkey contacted the state library regarding the lobby/lobby restrooms remodel. The State Library cautioned against utilizing the grant to make lobby changes that could be potentially taken down in a remodel. There are a couple possibilities regarding the remodel grant - return the 250,000 grant and apply for a Category I grant at a later time or keep the matching grant to do smaller lobby ARPA grants must be encumbered by 12/31/24 and spent by 12/31/25. The State Library grant should be utilized within 18 months of receipt. Depending on the plan, there is a sequence of meetings and deadlines that will need to be met. Deadline for RFP proposals is tomorrow, leaving not a lot of time to plan a 250,000 or 500,000 lobby project. Trustee Harrison questioned the public response if there is money spent on the public-facing lobby. Director Burkey noted that funds could be used completely on areas that the Company will keep regardless of future planning, such as a new roof for the church building. Trustee Becker noted that many changes made to the lobby could be made portable, other than the bathrooms. He also asked if the state could potentially “credit” the money if we returned the grant now and reapplied at another time. Director Burkey is seeking Board recommendations as to whether to change the ARPA grant allocation and if the library will give back the State Library grant. Director Burkey will write a proposal for the Board to review at the next meeting. This agenda item will move to Unfinished Business for the next meeting. b. MOTION: Approve schedule of Board meeting dates for January 2024-January 2025 - MOTION: It was moved (Trustee Harris) and seconded (Trustee Harrison) to approve the schedule of Board meeting dates for January 2024-January 2025. The motion passed unanimously. i. Note: The February 2024 meeting will be the second Tuesday rather than the third Tuesday. c. MOTION: Approve fiscal 2024-2025 holiday calendar - MOTION: It was moved (Trustee Harris) and seconded (Trustee Becker) to approve fiscal 2024-2025 holiday calendar. The motion passed unanimously. i. There are fewer listed holidays with the new union contract to allow for floating holidays for staff. d. MOTION: Approve revised Resources Selection Policy - MOTION: It was moved  (Trustee Hadley) and seconded (Trustee Harris) to approve the revised Resources Selection Policy. The motion passed unanimously in favor of approving the policy. i. The policy was revised in 2021 but was brought to the committee due to recent challenges to library materials outside of the city. The committee unanimously approved the changes in their meeting. Director Burkey noted that nationally, resource/program challenges are often coming from outside funded groups, so the policy clears up procedures for the local library. The objection process is laid out in the policy. e. Mid-year Company meeting - Dec. 18. The meeting will be held virtually. Committee chairs will give brief updates. f. Retreat followup - The last board retreat was held in January 2023. President Wisneski asked the board if strategy discussions should be added to the January 2024 board meeting or if a retreat would be more appropriate. Trustee Atherton noted that following the RFP vendor selection, it would be appropriate for the board to hear from the consultant in some capacity. Trustee Nelson reiterated that the site discussion continues to be critical. President Wisneski said that the momentum is in favor of having a library referendum item on the November 2024 ballot. He also shared that as part of the RFP vendor description, the consultant will engage in information sessions/distribution to key stakeholders in the city. Trustee Becker noted that in discussions regarding the library’s future, it is hard to be convincing without knowing the site. The recent vote No on the boathouse referendum demonstrated the need to get the word out about the library’s future. The board will look to hold a retreat in the not-so-distant future to discuss strategy. 8. Announcements - There were no announcements. 9. Open Forum/General Good and Welfare - Director Burkey shared that a book was just returned 39 years overdue. It was due in 1984! Trustee Schulenburg shared that one of the Facebook groups was recently abuzz over Russell Library’s digital conversion station, with many positive comments and compliments to the service being provided to the community. Trustee Atherton shared that our fine-free policies encourage people to return overdue items rather than being afraid to return to the library. 10. Executive Session to discuss strategy, real estate, and pending legal matters a. MOTION:It was moved (Trustee Fulton) and seconded (Trustee Harris) to enter Executive Session to discuss strategy, real estate, and pending legal matters at 8:07 p.m., with an invitation for Director Burkey to stay. The motion passed unanimously. b. MOTION:It was moved (Trustee Harris) and seconded (Trustee Harrison) to exit Executive Session at 8:19 p.m. The motion passed unanimously. 11. Adjournment - It was moved (Trustee Nelson) and seconded (Trustee Belin) to exit adjourn at 8:19 p.m. The motion passed unanimously. Next regular board meeting: Tuesday, December 19, 2023, 6:30 p.m. Respectfully Submitted, Sarah Schulenburg Sarah Schulenburg, Secretary