Library Board of Trustees. It is 603. In attendance, we have trustees Lee Lewis. Um, actually, I'm gonna have everyone go around. Um, we'll do a roll call attendance tonight. So, if you want to start Lee Lewis, thank you. Jen
Quackenbush, Emily Curtain. >> Oh, me. Oh, Matthew Donkey, Donald Cologne, Library Director. >> Great. Um, the first thing on the agenda this evening is minutes approval, which were sent out in the email full of documents. Um, does anyone have any
edits, corrections, additions? Not seeing any. I'll take a motion to accept them as is. >> Motion to accept the minutes as written. >> Second that. >> All in favor? Hi. >> Hi. >> Great. So, we are on to the tutors in
the library policy, which Donald was kind enough to send to us so we could see what the current policy looks like. And then I'm going to have director Cologne speak to how it works with people coming in using the library space um to tutor students of all ages.
>> Okay. Um, so currently tutors are allowed to use the um the art gallery hallway um for tutoring space. Children are allowed to be tutored in the children's room if there isn't space in
the um art gallery. Um tutoring isn't allowed in the teen room nor in the adult reference area. Um generally it's not too much of an issue. Um except for sometimes over the summer you know we can get inundated with them. Um so you
know but periodically we do need to you know revi take a look at policies that haven't been looked at in a while and you know kind of just um see if there's any need for an update. Um, one of the things that I am working on is um, you
know, re-evaluating the space of the adults area in the sense of trying to provide more space for st quiet study as well as tutoring. So, that will play a part in um, you know, the future you know um, policy. But, you know, we just
kind of wanted to um you know, present this for people to kind of have a first look through of it and see if there's anything um you know, that can be immediately tweaked or just for future um you know, redisussion.
But there hasn't been any type of you know um issue per se. Um it's just you know we don't have a big enough library with a big enough space to accommodate everybody unfortunately. And it's important that we look at the established policies after a certain
period of time just because things change. I'm frantically trying to open my document right now. >> These handy little zip files. >> I might have to send it out again, which I can do.
Do any of them use the new space in front or is it just too loud or you don't encourage that? >> Um, they do not use any of the space in the lobby area. >> I think even if it was offered to them for privacy reasons, they probably wouldn't.
>> Is it regularly an issue where they don't have adequate space or >> mainly over the summer is really when we, you know, see the increase of them. um you know so during the school year it
normally there isn't um you know any call for it. >> I'm sending it right now by itself so you'll just be able to pull it up on its own there. >> I don't know if you want to create like a folder on drive because it's a lot easier to share and interact with the
folder on drive than there is like a zip folder. Yeah, I usually don't do zip files, but for some reason the last two times my computer just like folded them into a zip file. And I tested it and it opened when I opened it on my desktop, but it's not opening on this, but I just sent it
standalone. So >> now the nice thing about uh Google Docs is you can give people a comment access instead of write access. So right people have issues they can actually submit them before the meeting. >> I don't think that's going to be all
that relevant but >> it is a useful feature if we expect a lot of discussion on something. >> So at the top of the policy it says that we did a working revision in 2018. Um
and it probably my guess would be has not even been looked at since then. But it has been operating as it's described in the policy. So, I guess my only question about this because I feel like the policy as written when I looked at it before it
sounded good too but my question is is there any calendar kept for tutors because what if eight tutors show up for the same window of time? Do we just try to accommodate them the best we can? >> It's it's a you know it's a very
>> I imagine it's a it's a handsoff system as far as the staff is concerned. It's a first come first serve. Um and sometimes that's the situation is that they've gone to other libraries and they encountered the same situation where there was an influx and they were unable
to um you know get the study time there. So that they >> they definitely don't want to create another task that that the staff at the library needs to handle. Um, so >> I almost wonder if like there is some kind of
calendar to everyone and it's like look not our problem but like if you want to reserve something you can put it in the calendar and then everyone can see that you're there and how many people are booked and then if there is a dispute whoever has the booking first gets
priority. I could imagine that would be a weird like anything that was scheduling of somebody who's just like like Lee Lewis is gonna run essay t tutoring and I want to do it in Tuesday night so I'm going to just sign out every Tuesday night and just sort of running my business out
of the library so to speak. It seems like, you know, it's a public space for public the public to use as they wish and tutoring is somewhat aligned with the work of the library and at times the resources could be being used, but I'd be I'd be nervous to kind of get
involved with the schedule. And it does say the last bullet of the current policy stands tables or other library spaces cannot be reserved for tutoring nor can the expectation be made that others will be asked to move to accommodate a tutoring section. So session. So if people are here because
it happened to have been empty and then you storm in with your teens that you're going to tutor for SATs being like, "Oh, well, we have a standing Tuesday night." >> I think I would personally prefer something where people can make
reservations, but I think to your point, it's just overhead, but we don't need it's not worth it. >> Yeah. And I can say um that in previous times there there was a time that another library um was reviewing their
policy on it and there had been a letter that was sent out from the attorney general's office that said that tutoring was actually not allowed in libraries because >> it's money making >> it's because they're running a business on municipal property. However,
libraries kind of have taken the stance of understanding a need like you know we're a public space, a safe place. So obviously we don't necessarily want to see um tutors bringing children to home and you know stuff like that. Um so this being a public space kind of is
conducive to that kind of you know educational you know task. Um, so I definitely, it's not something I definitely say like don't have them. Um, because they, you know, they do support the library and using our resources and things like that. Um, so yeah, but I do
think that a calendar, you know, to try to keep track of that. Um, you know, when we have so many other kind of calendars as well. That's just another >> I also appreciate that it says the library doesn't maintain a list of tutors allow them to advertise provide
tutor recommendations like all of that's happening outside of the library but if you want to use it for some residents who are coming here to >> read talk study research >> and I but I do feel like it's a pretty
robust industry that comes care for tutoring cuz I I feel like I run into people all the time, every age group. I'm like, so I guess as long as the library is fine with the way it's written here,
I am >> okay. >> Yeah. So, and isn't there any other suggestions or edits? All right. then we can probably remove that working revision that we've been apparently sitting on since December 19th, 2018.
I'm not sure I'm what we would have investigated at that point, but >> that can be posted as >> but we would I don't know if we need to make a vote on it but where it's on the agenda is to a policy discussion and not
a vote. um it kind of presents as being just that a discussion versus a vote. So it could be something that we can you know >> officially vote on next time >> at the next time and then that'll give folks more time to um you know review it and see if there are any other um
changes and then we can revisit that then >> and surprise we'll probably have another policy that we're looking over again just to make sure that we're up to date on anything everything. All right. Thank you for that.
I'm disappointed that my zip file is not open. But moving on, we are talking about the vacancies. >> Okay. So, the teen and emerging technology librarian um position has been offered to a candidate. Um the candidate
currently works at two libraries part-time and um they were offered the position and will be starting um the first week in October. Um and so that
position, you know, has been f pulled from the website. Um the library technician position um was posted. Um I've begun doing interviews um with that for that position. It um in
two days last week I got 41 applications from HR. So it that has been an intense um you know process. Um so I do have a couple interviews. one was this morning and um there's another one later this week for
that position. Um but there's a handful of you know potentially good candidates um you know for that position. One of the challenges I think that may come with that position is the scheduling. Um currently that position at 19 hours is three evenings and every Saturday
basically to cover lunch shifts. Um you know but obviously we found one person that was able to you know take on that schedule. So hopefully you know um we would you know be able to find more um candidates as well. Um and any changes to schedules have to be negotiated um
because with it is a union position and their specific schedules are in the union contracts. So any deviation from that has to be negotiated. Um and unfortunately we have received another resignation. Um, Miss Holly is
um resigning from the um position as the head of um youth services. Um she has taken another position elsewhere. Um it is a phenomenal opportunity for her. Um I you know as much as you know I am
saddened I am also thrilled because of the opportunities that would be offered to her and you know I do think that you know she helped elevate the standard of services and expectations here at the Kingston Public Library. So I feel that
um you know we can you know be disappointed but still have to be happy for her in her you know future endeavors. Um and of course she's still in Kingston and she's still going to be around um you know so um we'll be you know thrilled to see her you know as
often as we can get her. Um so um her last um day will actually be um the end of this week um as she will be taking on her new position um quite soon. Um so that position HR has um been reviewing
the job description has submitted recommended changes to the job description um to me. I am reviewing them. We are also inputting um changes to that position as was the teen librarian position. Um there was language in the reference position that
was omitted from these other ones and um HR has felt that those that needs to go in there as well. Um, so it's five additional pages basically of job description that needs to be reviewed and then it will be posted. Um, and so that is the current standing
of um, the vacancies. >> And to add to that, just my experience being here, I feel as though there's an influx of applicants for the children's department positions that come up. At least that was what happened when um just before we hired Miss Sam and just
before we hired Miss Holly there were there was a large applicant pool. So I feel like whereas some positions we struggled to get interest in applications the head of the children's department is not one of them. >> Not that Miss Holly can be replaced
but we will do our best to find someone to step in there. Moving forward to the facilities acting. >> Okay. So, a um really the only big thing with facilities is um the LED
signing. Um so, the sign company was on site last week. Um they came out to measure the housing for the um for the panels. And basically what they're doing because I got an in-depth explanation of
the process is that they've had to 3D print some kind of holder thing or something um with the panels. They will be pouring some type of electrical kind of
hardening thing and basically putting it on in order to make the so the panels themselves are weatherproof but it is actually like the wiring housing stuff that's not so basically they said you know that once this stuff goes on and it
hardens we will never have moisture in there. Um, so I asked for a lead time on that and we're looking at possibly up to two months. >> This is such a complicated thing. They had to 3D print >> there was something it had to something had to fit a certain way. So they had to
3D print um something. Um, >> so that was in November. Does the temperature drop actually affect their ability to do this at work? long it was >> they have been out on you know not
perfect days. Um but I think any work that needed to be done it would have to be a dry day. So, I think that the temperature- wise wouldn't it be an issue? It would be, you know, if it was raining or stormy or something. >> November. >> Yeah.
>> It's funny to me because I remember sitting in the meetings where a a sign was proposed and the one thing that people said that was a negative or a con would be, "What about the upkeep? What about the unforeseen like repairs? What about
and now here we are living it. Yes. So, >> but at least there is an option. That's >> there is there is and um you know so hopefully and and this quoteunquote repair you know is at what I would call a minor cost. Um you know still a couple
of grand but it was funded by the the foundation um did um already give us the funds for that. So >> and they generously gave us the sign as well. >> Yes. So um so I think that you know once this repair is done you know hopefully
um you know that will be the end of it. Um if not we we won't then need to look for a new sign because we have unfortunately we've been contacted by numerous um community groups like the agricultural commission and others who have like oh can you put our event on
the sign and I said you know we can't unfortunately um because with the current state of it um so >> we can't even put our >> exactly exactly >> person who individually >> changed the Yes. Yes.
Yes. So, um so yeah, so that that's really the big um facilities um you know issue there. >> Um can I ask about our um pillars in front of the center?
So the my understanding is um I I do have to check back with facilities. Um there was you know the funding that was going to be used for it but then there was another need um you know in the town um where that funding had to be
directed. Um I know that he was working on um trying to find a solution for that. I know that they've done other work there. They just done redone repaired some of the steps that led from the parking lot to the Adam Center that you know
basically the concrete steps were like chipped um you know along the edges or whatever. So those have been you know repaired and stuff. Um but I have not had um any further conversation other than that. >> Thank you.
Oh, and also, um, I am still waiting to hear back about the, um, the plantings for the Eversource box >> that appears to be completed because they haven't been back in a while. >> Awesome.
>> And it wasn't a problem for the library, which was >> That is correct. That is correct. >> It was separate from all of the activity. >> Yep. Yep. And I don't think anybody used it as a table, so looked at it. Yeah. So, yeah. Um then we'll just go right to the director's report if you don't mind.
>> Okay. >> Um so the big thing I think with the director's report obviously has been the interviews um you know for positions but also um the financial report was completed and submitted to the MBLC. Um
with that um with the funding that the town has given us as well as additional funding from the um you know foundation um we obviously have met and exceeded the requirements for the for state aid.
So we are certified um for another year. So that was um you know good um a very good thing because that has been one of you know a struggle at times. Um, I've re as part of some of my goals
was to review um job descriptions. So, I've been working on a few um for current and future job descriptions um which were outlined in my report. Um the
>> Oh, and just to clarify, working on job descriptions doesn't mean anticipating um openings. >> Absolutely not. Absolutely not. Yeah. So, so basically, so what will end up happening, for example, like one of the positions is an assistant director
position. Um, which would be a wage and personnel position. It would need to be approved to be added to the wage and personnel bylaw. Um, and it's just basically to put the position on the books. It does not mean, okay, we want this new position, we want somebody, we
want the money now for this position. It's just um it we just want that um you know to be in place so that when there is funding um you know or you know restructuring of positions or what have you that it it would be those tasks and
um would be would be there. Yes. >> For example, the teen and emerging tech position was on the books for years before they put it out there and we were able to actually have a teen room and have a teen librarian. >> Yeah. Yeah. Um
>> that's you know that's what you know that's what you have to do. You have to plant the bug you know you plant the seed and then it just you know over time you have to remind people you know and that's how it happens. Um the arrows in the you know circle out there was done
by facility by um street trees and pox. Um it does seem to um my observations have been that folks have been following that kind of pattern. Um so that that has been good. Um I did have a conversation with the
facilities manager concerning um the coping in the children's room. Obviously we have high traffic in the children's room, but there is a lot of um staining and what have you. Um, so my understanding is a couple of weekends ago the cleaners were in to um try to
get some of that cleaned and they could not. So we are looking at having the um tiles replaced. However, facilities is concerned that if this is a kind of ongoing project that's going to happen often because of the use of the space
that we would be looked at to contribute to paying for the tiles and it would go beyond the facilities budget. Um the EV station, there was an issue with it um but that has been resolved. It appears that the um occasionally it
trips the circuit breaker um which hopefully the next um the replacements that um are underway um for them would not be as much of a problem. And I began you know working on planning for the um book and treat program. We
are still trying to work out some details with um the recck department. Um and let's see and the Amazon issue has been resolved
um thankfully. So we have resumed um you know utilizing them as a vendor. So video games and you know supplies and stuff like that um have once again been ordered through them. And then um included with my report as
always is the monthly statistics. Um the one big one that I wanted to kind of have folks to be aware of which may be just an anomaly. Um but for the months of July and August, we saw a huge
increase in the use of Hoopla. Um, so >> probably, you know, like a year or so ago it was about like 900 and something, you know, um, dollars and, you know, that was kind of where it was kind of budgeted and then, you know, went
creeped up to like,00,200. Um, for the month of August, it went up to,746. Um, so that obviously, so I don't know if that was road trip season and people were using audiobooks or or what. Um, but
>> this is the one I set up the library. >> Okay. So, it's all on you. >> So, no, I'm just saying people who like have those jobs that start up again in August. My >> Yeah. Yeah. >> Yeah. So, um, so that is definitely um, and what we did this year was we
actually paid a credit so that we didn't have to pay monthly um, invoices. So, the as these the months go on, it gets deducted from that money. Um, so obviously 1,700 wasn't what was anticipated for this month. Um, I have I
can go in and I can look the monthtodate statistics and we're definitely not there. Um, so I don't So September is definitely not going to be at that that threshold. >> Okay. I was just going to say, is this a new trend or >> Yeah. Yeah. I mean, at least at this point, I mean, anything can happen in
the next two weeks. Um >> does it um distinguish her for patrons? Are patrons just patrons or is it um like the youth patrons, adult patrons?
>> Just patrons. >> Okay. >> It's just patrons. The only thing that like they can distinguish things basically by format. Um >> because students now have access to their school accounts which gives them access to Sora, right?
>> Which is in the Libby family. >> Yeah. >> So if they were using in August, they may have been using Hoopla. They could be switching back. >> It could be. It could be. Yeah. Yeah. So I'm keeping an eye on that just to see.
But that was the um quite a jump. But if anyone has any questions concerning my report >> any then we can move on to the staff reports which were in that threaded bulk zip file that hopefully will be able to access on some device um
>> any questions or um concerns about the staff and obviously we don't have >> right the team because that position until the beginning It will be filmed. >> Um the teen >> No, I said it will be filmed.
>> Yes, it will. >> Um the friends and foundation update is brief. Um but Jess did send a big thank you to everyone who volunteered. She said it was a very successful event and I was there for a few hours of it and it definitely seemed so. How were you there till the end?
>> Yeah. I thought it was really busy. I thought people seemed to be having a great time. It was so um it was like a welloiled machine. >> Yeah. >> Um and I know they're meeting tonight to just debrief and figure things out for next time. Um and she also mentioned
just so that we're aware that they are going to do their elf on the shelf kits again around season and that was it from foundation and friends. Um there is no there are no bills to be paid.
Uh anything under old business anything under new business to adjourn motion to adjourn at 6:30 p.m. All in favor? I >> I >> Thank you.