Russell Library Board of Trustees

Russell Library Company Annual Meeting - Special Meeting Monday, December 18, 2023, 6:00 p.m. I. Call to Order - The Meeting was called to order by President Wisneski at 6:01 p.m. II. Public Comment - There was no public comment by those present, and there were no messages sent. III. Approval of Minutes MOTION: It was moved (Wendy Berlind) and seconded (Lyn Shaw) to approve the minutes of the June 13, 2023 Russell Library Company Meeting. The motion passed unanimously in favor. IV. Welcome/Opening Remarks A. Eamonn Wisneski, President of the Board of Trustees President Wisneski welcomed the company and turned it over to Director Burkey for her report. V. Mid-Year Library Updates A. Ramona Burkey, Russell Library Director Director Burkey shared that the Russell Library is busier now than just before the pandemic, thanks in part to everyone on the staff, friends, board, company, and volunteers. Summer Reading participation was up, and there are many youths in the library daily. The library is working to provide a welcoming space for people to come in and make connections in a low stakes, low stress way. The Secrets of Russell Library tours were popular once again this fall. There was also a Secrets Jr. tour for younger patrons, which was well attended. The library hosted an opening night reception for Kyle O’Neill, a local Wangunk artist, with about 100 people in attendance. The library is entering Phase II of the long term feasibility and capital planning process. There will be a review of the 13 proposals sent to the RFP later this week, to narrow it down to a few firms for interview in January. This will support coming up with a final list of sites that could work in Middletown for a public library, including the current site. There are not many sites in Middletown that can fulfill the requirements for a public library, such as being located in or near downtown, with public parking and adequate square footage. There will be focus groups and surveys as part of this  process moving forward. The library is seeking participation and input from Company members, as well as recommendations for others in the community who should be included in the process. There is a tight timeline with a goal of being on the ballot in the November 2024 presidential election. There has been a wave of retirements over the last few months, which has led to new positions and new faces among the staff. The Eastern Connecticut Paranormal Society came to the library to present their findings about the library building. They had audio and video recordings that demonstrated 4 out of a 5 scale rating of paranormal activity, which was described as being the most spiritual one can get without malevolence. Director Burkey shared what is on the horizon for the library, including the Phase II Feasibility and Capital Planning process. The library is working with ARPA grants, including one that allowed the library to relocate all offices to the same level, except two. This has improved communication, efficiency, and collegiality. The library is working on a collaborative ARPA grant with the Recreation and Arts and Culture departments, which is in support of bringing people together through the library and other city services. The library is looking to maintain an appropriate level of funding from the city. There are two positions frozen this entire fiscal year. It will be important to be sure there is funding for materials and building maintenance and repairs as the library continues to get busier. The library will continue to onboard new staff to help get them oriented to institutional knowledge. The Library’s 150th anniversary as a public library is coming in 2026, and the library is interested in any ideas to help celebrate. VI. Committee Updates A. Executive Committee: E. Wisneski - The Executive Committee has not had meetings since the last Company meeting. This has been intentional as a board response to conduct fewer meetings in an attempt to do things more efficiently. Work continues in the feasibility committee and strategic planning committees. B. Finance Committee: A. Becker - Director Burkey shared on behalf of Chair Becker. The current balance of the endowment is $1,158,691.54, which is an increase from last year at this time ($1,119,829). The committee meets with Essex Financial Group regularly. The endowment consists of money that was originally gifted by Francis Russell and funds that have been added since. The Finance Committee and the Board take out at maximum 4.5% to fund the Company Budget, which is separate from the city budget. Things such as programs, professional development, and legal fees are not included in the city budget and are covered by the Company Budget. From time to time, money will be added to the endowment through bequests. For example, a bequest from a person’s estate was recently added to fund circulating materials. Other library donations such as Friends or Giving Tuesday go into the operating account. Andrew White asked if there has ever been thought about having a campaign to add to the endowment. This has been raised in committee conversations as well. Director Burkey responded that she is working to raise awareness about  opportunities for people to “gift” to the library. The gifts to the library need to be balanced with the relationship with the city budget. C. Governance Committee: J. Hadley - The committee works closely with Brandie Doyle to develop policies that guide library staff and the board toward achieving Russell’s mission and vision. This year, the committee has updated policies with input from library staff. The next policy will be the Code of Conduct. The committee meets the second Wednesday of each month and welcomes the public. Brandie Doyle is a key part of moving the work forward. D. Strategic Planning Committee: K. Atherton - The purpose of the committee at this time is to continue the work of the library’s mission in the future. The committee is working on how to describe all the things the library is currently doing, why we are doing them, and where we want to go with the ultimate goal of a ballot referendum in November 2024. The committee is working on outlining talking points for stakeholders in the community. The Company is encouraged to reach out if they are unsure how to engage in conversations about the library. Some ideas to share are digitization services, helping people build skills needed to find jobs, and storytime with 50+ patrons engaging. Connecting with people and having open conversations will help move the work forward. Diane Santostefano said it would be helpful to be fed talking points through a communication such as the newsletter so the Company can see them and work on building enthusiasm in small doses. President Wisneski said it is important to keep in mind that the library newsletter is aimed at private citizens, so we will need to work on how to disseminate this type of communication. It is possible that the Company will need to add in additional special meetings in preparation for the November referendum or that Company members will be encouraged to attend committee meetings in order to have all hands on deck. If Company Members are interested in increasing participation now, they can reach out to Director Burkey, President Wisneski, or Trustee Atherton. Director Burkey added that people in Middletown consistently request safe spaces for young people to hang out and express themselves, meeting spaces of all sizes, equitable access to technology, arts and culture spaces accessible to everyone. She notes that those requests describe a well-equipped 21st century library, which cannot be run in the current facility. Trustee Nelson shared that the Feasibility Committee will continue to have public meetings on the progress of the process towards the schematic possibilities for a new library. More can be seen at: https://russelllibrary.org/future/. VII. Unfinished Business: None VIII. New Business: None IX. Adjournment - It was moved (Lyn Shaw) and seconded (Sarah Schulenburg) to adjourn the meeting at 6:47 p.m. The motion passed unanimously.  Next Meeting: June 2024 (date TBA) Attendees: Ramona Burkey Eamonn Wisneski Wendy Berlind Kellin Atherton Sarah Schulenburg Ann Percival Diane Rubacha Deborah Shapiro Jennifer Hadley Lyn Shaw John F Shaw Steve Nelson Catherine Boone Andrew White Myke Halpin Laura Driscoll Diane Santostefano Gregory Harris Jennifer Bourret Charlotte McCoid Mary Giglio Respectfully Submitted, Sarah Schulenburg Sarah Schulenburg, Secretary