Library Trustees Meeting Minutes 8/14/23

MEETING of the MONTEREY BOARD of LIBRARY TRUSTEES

Held at the Monterey Library and via Zoom on August 14, 2023

Present: Mickey Jervas, Cheryl Zellman, Rebecca Wolin, Judy Kaminstein, Sam 

               Reggio

Zoom: Nancy Kleban

Absent: No One

Director: Mark Makuc

Historical Society: Rob Hoogs

Meeting was called. To order at 7:02 P.M.

MINUTES: The minutes of June 12, 2023 were corrected and approved by a motion made by Rebecca and seconded by Sam. The vote was 6-0. The vote was unanimous.

FRIENDS: The Monterey Library Book Sale, including receipts from The Monterey 175 Anniversary book and plant sale on July 29, 2023, was the best yet. It was reported that just under $7000.00 in total was raised. 

HISTORICAL SOCIETY:  Rob reported that the monthly series of talks presented by the Historical Society continue to be well attended.  

Rob also discussed collaborating with the library in regard to the installation of interpretive signs along the LIbrary and Bidwell Park sides of the river similar to those at the Bidwell House. ( This trail and signage had been discussed by the Trustees prior to the pandemic.)

On September 23,2023, as part of the annual Housatonic Heritage Walks, Rob will lead a hike along the proposed Mill Trail.  He will point out and discuss the various eighteenth century mill and dam sites.

DIRECTOR’S REPORT:  Mark reported that Maura Deedy, Library Advisory Specialist for the MBLC contacted Mark about scheduling a Trustees Orientation at the Monterey Library.  The orientation will be held from 1 to 3 P.M. on October 25th, 2023.

New and experienced trustees from across the state are invited to participate.

Mark went on to discuss circulation for Young Adult and Adult magazines.  From now on they will be separated.

The summer intern worked out very well.  She received $400.00 for her work at the library.  There was a total of 102 participants for summer  programs. The play group was also well attended.

Sam added that the Monterey Library offered quality programs for the people of South County.

Mark went on to discuss various building projects including but not limited to the chimney painting the front door and surrounding area.

 There was a power outage and after power was restored, the air conditioner for the library was reset to zero degrees.  It kept running to reach that setting.  Fortunately, it had only dropped to 53 degrees when Mark arrived the next morning.  He called CTC, with whom we have a contract, and they were able to remotely correct the problem.

With increased use of the building for events, some glitches have shown up in the sign up procedure form.  Mark will be looking into resolving these issues.

Mark announced that the Library has been awarded LEED certification. LEED ( Leadership in Energy and Environmental Design) is a program sponsored by the US Green Building Council.  In order to be certified the building, its materials, design and other qualifications must meet the LEED criteria and be awarded points for each.  Thanks to our architects, edm and their hard work, fully four years after completion we were awarded certification.  What this means is that as part of their grant, the MBLC will be awarding us $100,000.

We have earmarked this money to go toward additional reduction of library building debt.

STRATEGIC PLANNING REPORT:  Two hundred and twenty surveys were returned.  The next step is a forum.  This will take place this October.  Nancy said there was not a real pattern as of yet regarding programs. 

POLICY SUB-COMMITTEE: The committee met with Maura Deedy on June 29, 2023. She was very helpful with changes for our draft book Collection and book challenges policies.  We also discussed other issues with her, including pay for staff attending mandatory meetings. 

CHAIR: During the period from 6/15 through 8/1 Mickey attended several meetings with all or some of the Select Board, Finance Committee, Town Administrator and Human Resources Director.  The topic was mandatory meetings.  Mickey pointed out that the library had not budgeted for mandatory meetings. At the Select Board meeting July 25, as Unanticipated Business, the Select Board voted to pay attendees to mandatory meetings for the length of the meeting plus mileage required to travel to the meeting.  At this meeting it was also noted that there would be other mandatory meetings scheduled this Fiscal Year.  It was also noted by a member of the Select Board that there needs to be alternate options to restricted mandatory times. 

All members of the Library staff and the Director attended the August 1 mandatory meeting. 

Mark and Mickey had prepared a new wish list for the Friends of the Library and had sent copies to the rest of the Trustees.  The list was reviewed, additions and changes suggested, and all discussed. A revised list will be sent to the Trustees.  We hope to meet with the Friends at our next meeting to discuss this and other topics.

OLD BUSINESS: None

NEW BUSINESS: None

The meeting was adjourned at 9:00 P.M. by a motion made by Sam and seconded by Cheryl.  The vote was 6-0.  The vote was unanimous.

The next meeting is scheduled for September 18, 2023 at 7:00 P.M. in person and on Zoom.

AGENDA:  Minutes

                  Friend’s Report

                  Historical Society Report

                  Director’s Report

                  Strategic Planning Report  

                  Policy Sub-Committee

                  Chair Report

                  Unanticipated Business