I'm going to call to order the August board of trustees meeting for the Kingston Public Library. Apologize for the delayed response. Um it is 6:20. In attendance we have um trustees, Emily Bruce, Lee Lewis, Matthew Donahghue, Jen
Quackbush, Emily Curtain, and D library director Donald Cologne. And we're going to start tonight's meeting with minutes approval. Uh, the July minutes were sent out. Did anyone have any edits or changes to those minutes? Not seeing any, I'll take a motion to accept them as presented.
>> I move we accept the minutes of July meeting as presented. >> Second. >> Thank you. All in favor? >> I. >> Excellent. >> Um, summer reading recap. >> Okay. Um, so summer reading, the children's summer reading and teen
summer reading ended last week. Um we had the Kona um ice truck here for um folks to enjoy. Um it was a quite active summer reading. Um however, I will say that statistically we are down over last
year and I as far as um you know checkouts which you'll see on the monthly statistical reports. So I do believe that that is one of the um issues that was a result of the parking situation
that we faced all summer and we definitely will be um you know working on the strategies to address that for next summer but obviously before that. I've already spoken to facilities to have signs made. I've spoken to the
police chief about enforcement. Um so we'll be collaborating to um get a policy together about that. Um so summer reading you know was well you know I myself did some trivia nights um game nights we had all sorts of um you know programs for children's teens and
adults. Um so you know we look forward to seeing what September and you know the fall and winter you know program brings us. >> Thank you. Uh, next up is the library website. And this one actually after it was on the agenda, I just decided to
cruise by the new library website which Donald has been talking about. And when I was on there, I almost had a heart attack because the policies were um old. They were older policies and they didn't have the updated policies that we've worked on. Donald and I have worked on a
few together and then there were a few in the years prior to that. Um, but it looks like if you look at the website that the last time that some of the policies were looked at were 2015, which is not the case. Um, so Donald actually let me know what happened with that. So,
>> yeah. So, the um, so I've collaborated with the um, town clerk, COA director, and a member from the um, board of health office um to work on the redesign for the town website. Um, and in the process that affects the library's
header page, which is basically a sub website within the website. Um, and so while the town's website, you know, kind of got the tees crossed and eyes dotted, um, when we got the library one, um, we
had a web page that had multiple services, um, duplicated for buttons. Um, currently if you go to the page, you'll see that there are pictures from the Reed building versus the library. Um, I didn't have the authority to um,
change those. I have now been given the authority, but the access to the photos I have are the ones that the town sent, not the ones that I sent. So, I have to find out what's going on with that. Um, so there were a lot of hiccups um, with the the the launch. So obviously as you
know Emily you know mentioned there are some um you know continued work that needs to go on it and basically what it is is that a lot of the pages once we update it change a page it is technically cached and so pages being grabbed you know historically and not
necessarily the current one. I mean when we got the page there was actually links that were um on the homepage that were not on the existing homepage and then some of our streaming services which have been always on our homepage were
not listed on our homepage. So there was more to be done and it will be you know and as we go internally meaning um all the the links within our website you know we'll probably be finding other corrections that need to be made as well
you know so this was really a fresh look not necessarily a change in content or anything like that >> a fresh look and a time travel back >> yes so there's some you know there are some challenges there >> well thank Thank you. But I felt less
panicked once you said that we can pull the current >> Yeah. Yeah. >> in because it's also quoting from our old strategic plan current strategic plan. Do we know why this happened or how this happened or is there any kind of is there anything more we need to know about
>> how we time >> it's basically just the manual the grounds that is that the the company that you know the focus obviously was on the town website and getting the data over. Um so for us and you know we have unique things so while there's a
calendar with this particular service we use a third-party calendar service because it also provides um museum pass registrations and um you know program signup registrations through the calendar and stuff. So we have nuances
that the town doesn't. So I mean like you go to the the library's web page now you'll see that the calendar on the b like it's on the bottom of the page the full calendar and it's huge but you know as the vendor would tell you we would much rather um the calendar vendor
Asabet they would much rather that the um calendar was linked out to their page versus embedded in the website itself. However, the websites company Civic Plus wants the calendar embedded in the
website. So, >> but it's just an odd dynamic because the town has already absorbed the library website into their website and now we're doing things like embedding these >> other calendars. So, there's just a lot of layers, but I mean we kind of want
>> website. I mean, the town website needed to be updated. So, I'm glad it happened, but I'm just The fallout though. That's something that it >> at least it's fixable. >> Absolutely. Absolutely. Absolutely. It's it is definitely fixable and you know
just simple changes. Nothing nothing earthshattering thankfully. >> Yeah. Yeah. >> Um so then the next item is the ARIS report. >> Okay. So I've completed the ARIS report and it has been sent. It is the annual
report that we send into the state. um where it's their opportunity to collect data about the library as far as you know staff salaries the number of positions how many books we physically have in each collection how many DVDs we
have all sorts of different form the different formats that we have um as well as the financial um and I'm sorry the statistical um you know part of it in the sense of check of um physical holdings um you know the holdings and the
circulation. So those numbers you know submitted to them. Um and then there's another report that will be coming up which is the financial report which is the one where um taking what the town has given us and any funding from outside sources such as the um
foundation or any grants that we pay to buy materials or anything like that. Um, that will be the next report to make sure that we're meeting the requirement of 16% of our budget being spent on materials and that the libraries budget
from the town is um, you know, where it needs to be in the sense of being the average of three years times 2 and a half%. Um, and so as long as it falls within those criterias, you know, we're good. Um, so that will be later on this summer um, actually early fall. So, the
average report has been submitted. Emily came in and signed the form and that has been sent off to the state. Um, and normally if there's an issue that or something was missing, they would reach back out to us and, you know, say something, you know, immediately, but there wasn't any communication from
them. So, we should be all set with that aspect of it. >> Great. Thank you. Any further questions about the reporting? Um, the next item is the precisions update. Okay. All right. So, the positions update. So, we currently have
two vacancies at the library. Um, one is the teen emerging technology librarian position as well as a part-time library technician position. The um library tech position has not yet been um posted. I
am waiting from the human resources to um post the position. Once they give me the okay, I'll be able to, you know, send it to um the massport library commissioners there, the library job listing um posts. However, um you know,
that can't be done until they get the approval um to me to to be able to do that. Um they will post >> are they posting it in internally first and then >> No. So, what they're doing is they post it um it because it is a union position.
So what they do is they post them internally and externally at the same time. Um and then but they can't review the external candidates until after five days. So that would allow the first five
days would be for internal candidates you know which in a sense you know having a you know a union person obviously seniority comes into play. So, even if there was a, you know, a a nonexisting employee that um, you know, had skills
that we'd be interested in, obviously an existing employee would have seniority and most likely would, you know, be eligible for that position. Um, you know, if it was a promotion or what have you. being that it is at the same grade
as um you know all the other kind of town admins within the union. Um it could be you know we may not see any internal candidates at all. Um because obviously the pay would you know still be the same to some capacity or even
less. So um most likely it will be an external candidate. Um but the position can't be advertised until um you know I get the okay from HR and once that is done then obviously we will you know she'll post it to Indeed and um a couple
other you know municipal websites and I post it to the mass border library commissioners and then the other um position the teen emerging technology position as I mentioned in my um director's report um I've conducted
seven interviews for candidates um and you know with varied um you know skill sets. We do have one candidate um that we are first of all let me just say we are still doing rolling um applications so if another
application comes in you know later tonight or tomorrow whatever we're still reviewing them. So there is one candidate that um was selected for a second interview um and I will be meeting with them tomorrow afternoon um
to discuss you know um you know some of the essentials of the position um that may not have been covered during the first interview. Um so that is been um you know an ongoing process and that has been something that has taken up a lot of my time is meeting and interviewing
with folks. um you know we had a very diverse group um of skill sets um so some were quite you know techsavvy less library customer service and vice versa you know so um you know we're just I'm
just um taking the strengths and the weaknesses and you know seeing what we can do. >> Just out of curiosity the first round interviews do they take place at the townhouse and then the second round takes place here or is it just wherever you're able to meet? So what I actually
did was um due to the parking situation over the summer um what I did was if we had morning morning or you know mid early afternoons we did meet at the townhouse um in the the first floor meeting room um to allow you know
because why put the stress of trying to find a parking spot you know on the the candidates. Um, so we um did, you know, so I did those interviews there and then the others I did at the Atom Center. So like for the 400 p.m. 5:00 p p.m. ones,
those were done at the Atom Center. >> Thank you. >> Any other questions about those? >> So it sounds like right now there's one one candidate moving forward to a second interview. >> Correct. >> But the position is still open, so more applications come in.
>> Absolutely. Yes. Yes. Okay. Not to pick your brain too much, but this is just a curiosity question. Are any of the other extent applicants being considered or able to be considered for second interviews down the line
or is that not really on the radar at the moment? >> It is absolutely something on the radar. Um you know it is about basically looking at the applicants seeing what um
skills and education levels they have um and seeing where things um you know kind of fall. Obviously there are some things that are um you know trainable you know for example like with the library tech position for example you know this is
going to be somebody who will you know be checking out books and obviously the system the iOS we use is a proprietary system that you know it's not like Microsoft that you might have at home. Um so obviously that is something that we know that if this person doesn't have that they're going to have to be trained
on. Um so it is kind of seeing you know um where people kind of fall. It is a case of you know there were some people that did I did have stronger candidates that withdrew for because they were offered other positions. Um we did get a lot of
um folks that were a distance away you know that had applied and those >> within New England or really far >> um there's a combination. So, I have somebody from New Jersey, someone from Colorado, someone from New York. Um,
>> which I mean I suppose they're entitled to apply, but it's just not the first locations I would think of, right? >> Yeah. Yeah. Well, and the thing is, you know, like when I look at those positions, for example, um, you know, they have roots here. So, that's the thing. It's like somebody who moved away for school or whatever and they set
roots. It's, you know, so I wouldn't hold it against them. I mean, I >> So, um, so yeah. So it is things are still open. You know, obviously having a second interview does not necessarily mean that an applicant is a shoe in. It's just, you know, trying to get more
of the questions answered um and seeing, you know, how they align with our needs. >> Great. Thank you. Um the next item on the agenda is calendar, which I realized is vague because we're talking about, wait, is this the calendar for library
or is it the calendar? It's the county from trustees meetings moving forward because we have to block off at least six months of trustees meetings in advance. We still have I think we have through November already determined. Um
but we need to move further than that. >> So I saw you writing down Donald to you so I can go get some water. >> Okay. So I believe >> December actually
>> do you have December? So that's my negligence because I didn't have December on my calendar. >> December 15th. >> Oh, I didn't have it on mine either. So >> I have that. Yeah. >> Okay. December 15th which is the first day of Hanukkah. So is that going to be a problem for anyone?
>> So then I guess we are starting in January. Mhm. >> So if we were to keep the same schedule, the third Monday in January is MLK payday, >> right? This is where almost immediately we have to start. >> Yeah, that's what I figured. >> Donald has the 26th as a potential day and that's fine with
me if it works for everyone else. >> Going to be out of town at a conference, but I could miss the meeting. And if that's okay with you, >> that seems to work for me. I mean, I know it's impossible to know what is going to be going on in your but let's just say for now
that will be the night of the trustee meeting. So September 15th, the 20th of October, the 17th of November, the 15th of December, the 26th of January due to MLK day being
the 3rd um Monday. And then it is 2:23. So the 23rd of February >> and the beginning of vacation, too, because is that vacation week to >> the one before it? Yeah. >> So this way at least. Yeah, >> right when you get back from vacation,
you can look forward to a trustee meeting >> February. Yep. >> That starts so late. That's my vacation. I'm kind of curious now. It doesn't change anything, but I'm just >> um then the next would be March 16th
>> and then 427. >> That's actually better for me than Yeah, >> April vacation's in there somewhere, but we are avoiding it by making it the 27th. >> I realize not everyone here cares or is on a school schedule, but some others
are. >> No, we know it calendar event on the middle of school vacation, so nobody will come. >> So, no, I get it. um May 18th,
>> which is that going to be the last meeting before next election? >> Um I don't know. >> I don't know when I don't know when the next town or annual town election is if that election. >> So that it's June is the first meeting
with the new people, right? Yes. I think >> so. Yes, that would be maybe And then 6:15, which we may already be out of school. [Laughter] um 7:20.
And I realize these these vacation possibility dates, we're putting them on there, but things might get shifted or people that might not be available or have to zoom in. They're all Mondays at 6 p.m. >> and then 8:17.
[Music] >> Well, it's kind of hard to like say, "Oh, that's not good." Unless you >> And then 9:21. >> Oh my god. which is young bored. So, is that a problem for anyone?
>> All right, Donald, while you were getting a drink of water, we just set the calendar for the next >> It's the one that you laid out right there. >> Thank you. Um so beyond that is the standard director's report.
>> Okay. All right. So it appears that during my previous um discussions I you know touched upon a lot of the items in my director's report. So I will now touch upon the ones that I didn't um touch upon. Um,
so I met with Nick um with the Kingston 300th committee historic houses tour committee and what we met with them to discuss was the use of the atom center as kind of home base for a historic
homes tour that they are planning for next year. Um it's going to be on a Sunday and so originally um you know they actually only wanted us to be there for an hour
but their ask was to have um Nick create a slideshow of historic homes that not that weren't going to be part of this tour because there's only I think like four or five homes that they're actually
doing. Um, so for him to do a slideshow as well as doing an exhibit and so in talking to Nick, um, you know, we've agreed that rather than, you know, just be there for the one hour, um, the whole program actually goes from 11 to 4.
Their their expectation was that we would be there from 11 to 12. Then I negotiated with them 11 to 1. We're actually going to be there until 11 to 4 to allow the community members, you know, um who want to come and see the exhibit. Um you know, and obviously
we'll promote it, you know, um so for folks who aren't going to the historic home tour that, you know, to give them the opportunity to come. It also will give an great opportunity to see how a Sunday afternoon exhibit kind of library
program um how that plays out. Um, since I've been here, I think we've only done one other one, which was a um, book panel that, um, Steve had done with three authors on a Sunday, and we had a decent turnout for that. So, it is kind of a test for to see how that
potentially could go. Um, so we met with them, it was wonderful. Um, they were very, you know, pleased with what we were willing to do. Um, and we kind of expanded on upon more than what we were going to do with them. Um, I have been working with IT and the
accounting department to to resolve an ongoing vendor issue. Um, there was a security breach with the town's Amazon account. Um, so we were no longer allowed to order from them. Then new security measures were put in and with
that the library staff um have not been able to access the account now that they've reestablished it and basically you just log in with your email and a password. Um but that's not working. So, um, we're working to, you know, it's an
ongoing issue because Amazon is like the vendor that we use for a lot of the programming supplies, items for book and treat, you know, office, you know, specialty office supplies and things that we're not finding at regular vendors and stuff like that. So, it has
become, you know, a problem. And so, we're I've been trying to, you know, get that resolved. Um I have spoken at the last department head meeting. I spoke with the streets trees and pox interim Sean um Turner to discuss the painting of directional
arrows in the um green street entrance. Um so it is supposed to happen I don't believe it happened today. I didn't come in that way. Um but there they did put up a do not enter sign. So when coming from Summer Street, the first entrance
is actually going to be an outgoing only. The second will be in. Um, and one of the reasons why it was set up for that way was that by going in the second way, it
automatically creates like a yield versus when, you know, this is all from observation of folks coming in, flying in from that first one and then flying into the main parking lot where there's potential for accidents due to people
immediately right there backing out. Whereas coming in that second one causes that delay so that there is hesitation so that people can you know proceed with caution. >> Yeah. I was like I wonder if the whole parking lot should just be a one way where you like enter from the back and
have to exit the front because I >> you know that's something that >> you know that is something that the staff has said that has been talked about for years. um it wasn't necessarily something you know because I my only concern with that is that um you
know getting into conflict with neighbors about increased you know traffic on that street. So potentially like this might be the solution for now >> and then assess and see how things go and then um you know potentially it may
end up being that one. I feel like the parking lot's just one issue after >> we just if we close up one of those sides, can we add more parking spaces? >> Not enough to make a not enough to make >> you build an underground garage.
>> Okay. So facilities they have been coming in replacing a lot of the fixtures. So for example the break room now has um LED light fixtures um which has made the rooms much brighter um but hopefully
that will help reduce the need for replacing them um for the future. Also, I met with the facilities director to discuss the atom center. Um, so one day last week, which was one of the hot
days, the entry vestibule, hallway, stairwell or what have you, um, was 102 degrees. >> It's like it's >> and there isn't any air conditioning in that area there. Um, and what that is
doing is causing the first floor, the upstairs where the exhibits are and things to um get extremely hot as well. So, we had the air conditioning set at 69 and it was in
the 80s. So, you know, obviously that is creating a problem. I spoke to um you know facilities about it and um you know we're going to be looking at you know potential solutions. I had said that I looked at like some heat reflective tint
that you know a lot of skyscrapers you know use or what have you. But it does it is pretty much reflective. So it's kind of walking up to a building that's all mirror. So we probably don't want that. Um, you know, but he did say that
potentially getting some portable air conditioners or, you know, having somebody come in and take a look to see what we can do for venting, um, to try to address that situation. Um, you know, because 102 is kind of toasty in there, you know.
>> Yeah. >> And that pretty much covers my report. >> You any questions for Um, in addition to Donald's report, the staff reports went out in that little zip file. >> New technology.
>> Um, any issues with those questions or comments? >> Right. Not seeing any. We'll move on to foundation and friends update. So, we don't have a representative here tonight, but as you've probably seen, the library is right around the corner. It is next month. Tickets are already on
sale. Um, in the past, I know trustees, myself included, have volunteered and helped out um, with the library. They haven't reached out about spots where they need extra hands or anything like that. Um, but certainly, are they meeting this evening? >> No, they're meeting next week.
>> Okay. So, if they find in next week's meeting, they might they might come knocking looking for >> It is >> September 14th. It's a Sunday. And it takes place. Have you ever
attended one in the past? >> So, it takes place in the parking lot we've been discussing. >> And it's been I mean, they've both been great. Both. Yep. This is >> not this for the first time, but more
ins and outs of what actually happens. So, how does it work? like what multiple breweries are they represented like >> they had they've ever at one of these I think that they I forget what the total number is but it's more than they had the past two they set up their tents in
their areas >> and they bring a sample >> oh yeah it's all on the if you go to the um foundation's page they've been introducing them in post by post their sponsors and the breweries that will be at the event >> there's a Facebook event too Yep.
So, you can find it right on the foundation page or you can find social media. >> The last time my church out there together. >> Oh, yeah. Because um the people down the street usually do their they do something
>> in the plants. They have their aggrav. >> Yeah. different this year, but we'll see the weather holds up. They've had great weather both years as well. So, um but other than that, I think they're solely focused on that right now. That is their big >> huge.
>> Um the next item on the agenda is payment of bills and eventually we will have to pay for the bonding of the new treasurer. Um so that will probably be either at the September meeting or October meeting where we just have to say that it occurred. Um, under old business, I'm actually
going to throw something out there. Um, did you ever hear from Eversource about any potential like juzing of the >> So, Eversource has been in um >> they've they've actually So, I had reached out to Keith um the town
administrator when the box appeared. And yes, it appeared. >> I mean, I think the color's good. It camouflages fairly well, but it is right out of the box. >> Um, and so I had, you know, mentioned to
him about that, um, you know, it that the the layout of it isn't really conducive to what they had presented where it was going to be a case of that they either could wrap it so that they can implement, they do a lot of like
historical wraps around the things. Um, they could do something with fencing. We wanted abraites, you know, so that it was more of a natural, you know, kind of look. And absolutely, they could do that, what have you. Um, but >> we're not exactly sure how
>> basically it looks like only two sides of it could actually have ibraites. The backside, which is what's facing our library, looks like three kind of vents, which and it goes right to the edge of the parking lot. So obviously nothing can go
behind there. >> And then obviously they can't put them in front of the doors that they need to open to access them. So there really isn't um >> Could we paint it like have like a muralist paint something on it like a public art kind of thing? Is that even
an option or >> Well, it's a matter of um finding out who the contact is because that's been one of the issues is that I think since this project started, which >> I think this October would be three years when they came and said we need to get this done now.
>> Yeah. >> And we finally, you know, >> have seen progress with it. Um, so there's been a lot of ball dropping as to okay, we'll get somebody to talk to you about about that. And >> yeah, >> at this point I'm happy it's not just like gray or like something that stand
out even more. At least when you look over there, it kind of looks >> I just didn't know. Would you paint it so that when you look at it with the the parking lot in the background, it's an optical illusion. >> Yes. >> Oh, you're right. That's
>> fine. Well, I think the thing about like they wrap things in plumbing, I thought this could be like a cool like, you know, >> well, the thing is when they because they presented that, but when I've seen the boxes that they have, they want this
style box like it has three, you know, protruding vent things on the back side. So for me I'm like this you know so basically it's going to be pretty for the neighbor across the street >> outside you know but from our angle it
won't be anything >> just curious >> just another any other old business any any new business >> all right then I will take a motion to adjourn >> I move that we adjourn
>> at 655 >> at 655 That was great. That's a second. All in favor? >> And we are officially adjourned.