Russell Library Board of Trustees

Russell Library Board of Trustees Regular Meeting Tuesday, November 19, 2024, 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 Bill Foster, Shanay Fulton, Jennifer Hadley, Greg Harris, Steve Nelson, Ann Percival, Sarah Schulenburg, Andrew White, Eamonn Wisneski; Library Director Ramona Burkey, Friends of the Russell Library President Sandy Becker Absent: Andy Becker, James Belin, Cindy Harrison, Tom Russell 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 Nelson shared that the Dolly Parton Imagination Library is also in Australia, U.K., Canada and Ireland. Two of his grandchildren are enrolled in other states/countries! His granddaughter in London has decided to donate her first book to her preschool to be used in their small growing library. As of November 1st, more than 250 million books have been given out to children across the world. Director Burkey shared that as of today, 511 children in Middletown have signed up for Dolly Parton’s Imagination Library. c.​ MOTION: It was moved (Trustee Harris) and seconded (Trustee Fulton) to move item 7a to item 1c. The motion passed with all in favor. MOTION: It was moved (Trustee Wisneski) and seconded (Trustee Nelson) to appoint Bill Foster to fill the partial term of the Company Trustee 2024-2027. Discussion: Bill Foster is a Company member who has been nominated to be a Company Trustee. Mr. Foster shared that since moving to Middletown, the library has always been a safe space for him. He looks forward to helping get new people into the library to see all that it has to offer. The motion passed unanimously with all in favor. 2.​ Public Comment - There were no comments by members of the public present, nor pertinent emails or comments through the “Contact the Board” feature on the website. 3.​ Approval of Minutes a.​ October 15, 2024 Board meeting - MOTION: It was moved (Trustee Harris) and seconded (Trustee Percival) to approve the minutes of the October 15, 2024 Board Meeting. The motion passed with all in favor. 4.​ Administration Report – Ramona Burkey, Library Director  a.​ In addition to her written report, Director Burkey shared that Saturday, January 11th will be a day full of opportunities for Trustee engagement with the Imagination Library celebration and Company mid-year meeting. The library will be closed November 29 - December 1 for repairs. Trustee Percival reiterated how wonderful the Secrets of Russell Library event was this year. Trustee White also complimented Mary Dattilo’s script for the performance. The staff has been enjoying their new learning about the Russell family. 5.​ Committee Reports a.​ Executive Committee – E. Wisneski - The Executive Committee did not meet this month. b.​ Finance Committee – A. Becker - The Finance Committee did not meet this month. c.​ Governance Committee - J. Hadley - The Governance Committee shared a self-assessment for Board members based on recommendations from a template created by the ACLB. They are looking for feedback from the board on the document. The first section is a self-assessment as an individual. The next section looks at the Board as a whole. Trustee Harris suggested that as Board members review the evaluation, it would be helpful to take notes on what can be reworded or needs clarification. Trustee White asked who will be looking at the data from the assessments, particularly the sections regarding the Board as a whole. Trustee Hadley asked what format would be most accessible to Board members and whether the assessment should be completed anonymously. Trustee Nelson noted that committees become experts in their focus areas, and can support in analyzing the results for explanation to the larger board. Trustees shared their gratitude to the Governance Committee for creating the document and noted that it will help guide future goals, both individually and as a board. It was decided that Board members can take the self-evaluation anonymously. The Governance Committee will be responsible for following up with Board members regarding the collected data. There is no specific deadline for the form finalization at this time, but the Governance Committee has a goal to share it for Board completion in early 2025. d.​ Strategic Planning Committee - The committee does not currently have a chair. The current strategic plan goes through calendar year 2025. It went into effect January 1, 2021. The next strategic plan has a good foundation in place already with the current plan. It will involve some environmental scans and tweaks but will not be starting from scratch. Staff members are currently doing their portfolio reviews, which involves reflection on how their work relates back to the focus areas of the current strategic plan. There was a discussion regarding how to balance strategic planning with Feasibility Committee planning. The strategic plan is beneficial in informing priorities of operations as budgets tighten, by focusing on values and goals. The full scope of the next strategic plan will potentially hinge on referendum results in November 2025. 6.​ Unfinished Business a.​ Russell Library/City Hall Feasibility Study Committee updates - The library is looking to have funding that was moved back into the city budget restored. The process has been extended to next November since there was not a referendum on the Russell Library/City Hall spaces this month. The committee is looking to do an economic impact study in the future. b.​ Common Council tour of library - Tuesday, December 3 - On the evening of  December 3 at 6:30, Common Council members are invited to tour the library with Director Burkey and President Wisneski. They will be looking at library spaces, including those that are not cost-efficient, have safety concerns, and are challenges to running a 21st century library. A similar tour was given at Macdonough School in June. It is a publicly noticed Council meeting, but there is no public comment on the agenda. It was noted that the assessment ordered by the city a few years ago could be reshared with the Council during the meeting. 7.​ New Business a.​ Appointment of new Company Trustee, to fill partial term 2024-2027 - Agenda item moved to 1c on the Agenda. See notes above. b.​ Board meeting dates, January 2025 - January 2026 - MOTION: It was moved (Trustee Harris) and seconded (Trustee Nelson) to approve the proposed Board meeting dates as specified in the draft list of board meetings from January 2025-2026 with the February 18 meeting moved to February 25th. The motion passed unanimously in favor of approving the Board meeting schedule. c.​ Fiscal holiday calendar 2025-2026 - MOTION: It was moved (Trustee Harris) and seconded (Trustee White) to approve the proposed fiscal holiday calendar 2025 - 2026 as amended with Juneteenth 2026 adjusted. The motion passed unanimously with all in favor. d.​ Company mid-year meeting - This year’s Company mid-year meeting will be an in-person event to coincide with the Dolly Parton Imagination Library celebration on January 11th. The Common Council, legislators, Friends of the Russell Library, and library supporters will all be invited to join the company meeting and stay for the Imagination Library celebration. 8.​ Announcements - Trustee Harris shared that Board members are insured. 9.​ Open Forum/General Good and Welfare - There were no items shared. 10.​ Executive Session to discuss strategy, real estate, pending legal matters a.​ MOTION: It was moved (Trustee Nelson) and seconded (Trustee Hadley) to enter Executive Session to discuss strategy, real estate, and pending legal matters at 8:02 p.m. with an invitation for Director Burkey to stay. The motion passed with all in favor. b.​ MOTION: It was moved (Trustee Harris) and seconded (Trustee Nelson) to exit Executive Session at 8:19 p.m. The motion passed with all in favor. 11.​ Adjournment - MOTION: It was moved (Trustee Fulton) and seconded (Trustee Schulenburg) to adjourn at 8:19 p.m. The motion passed with all in favor. Next regular board meeting: Tuesday, December 17, 2024, 6:30 p.m. Respectfully Submitted, Sarah Schulenburg Sarah Schulenburg, Secretary