I want to call to order the November um meeting of the Kingston Public Library Board of Trustees at 603. In attendance, we have um trustees Lee Lewis, Emily Bruce, Jen Quackenbush, and myself, Emily Curtain, as well as
library director um Cologne. Uh the first thing on the agenda is approving minutes for the past two months. But given that we do not have the correct quorum to do so, we will table it and we will be ideally um voting on three sets of minutes at our December meeting. Um
so that brings us to position updates as the first item on the agenda. >> Okay. Um so just an update of the position. So as you all know, we had three vacancies here um at the library. We um two of the positions have been
filled, the um library technician position as well as the teen librarian position. Um this afternoon, Emily and I met with a candidate for the um head of youth services position. Um and so we'll
be, you know, discussing um that applicant um further. Um but that process is moving along. >> Thank you. Any questions? All right. Not seeing any. Then the next item on the agenda is policy on
solicitations and posting. But given that we are light on numbers this evening, I think it makes most sense um as director guided us to table it for this evening and wait until we have the full board for discussion. Um but you'll
be getting additional materials to go with what's already been sent out. So the ADA survey results then would be up next. >> Okay. Um so with that um the town had applied for a grant that paid for a an
ADA survey of the town properties and buildings. And what this was, it was um conducted I met with um a couple of the members from the agency that did it. Um they walked around the facilities, they checked out um you know sitting areas,
the pressure of door closures, the height of things and what have you. Um so those results have come back. Um both the library and the atom center has um you know laundry list of things. Some
being very minor things such as the placement of hooks on the back of the stall doors that they need to be um no more than 48 in high um due to somebody was in a wheelchair or something like
that and could not reach. Um so there were simple things like that. um you know the children's department for example we have a a small tree in there in memory of a former children's librarian um the placement of that tree actually infringes upon the walkway the
pathway so it reduces it to less than 36 in so that will have to be moved um so I have you know been talks with facilities to let them know that I'll be working on these quick and easy things to take off their list and um they can look at the
bigger things. Um, you know, some of the bigger things did does involve um the sidewalks and walkways leading to the library, the library parking lot. Um, one of their recommendations in this report,
this survey report was, um, an idea that I actually had thought of, um, which was, um, to provide, currently with the library parking, when any individual parks their vehicle, they are forced to
walk in the parking lot itself >> to in order to walk the length of it to enter the library. Um, and I've thought that if we were to reduce the um, you know, the
dirt barriers on either side to expand to actually have walkways, then, you know, that would help reduce the liability of a child getting hit by a big SUV that didn't see them, but also would meet, you know, criteria for, um, you know, folks being able to be on a
level service to gain access. The flip side with that of course is that you know winter times it's going to be more maintenance and you know a huge investment um you know to do that. So while this agency that did this survey um you know reported these things to us
they're not actually reporting agencies basically we're not getting in in trouble for this. Obviously, you know, as word gets out from the community side, you know, people might be looking at things and questioning um you know, for
us to take more action um you know, for for some of these things because it will impact people's abilities to you know, like for example, the children's department isn't necessarily conducive for turning space for someone in a wheelchair, you know, because of the amount of furniture or the bookcases or
or what have you. Um, so my goal is is that previously I had worked with some staff um to kind of form a disabilities committee um to kind of do the same now that we have this report so that we can um you know kind of tackle things um even you know trying to find grant
opportunities to um you know help you know offset um you know those costs. So that will be something and and some of the things will be asked to the foundations um you know the tables that we have in the courtyard for example were not ADA compliant um because
someone in a wheelchair cannot pull up >> to them. Um so I did already research some of those um and basically those are rectangular bench kind of like cafeteria style tables that would allow someone to
just pull up at the end. Um so you know there's possibilities for you know funding from the foundation you know um with that but we are we will be looking for other sources because it is you know kind of extensive um you know in
placements of signs exit signs for example we have illuminated exit signs but they're not the exit signs that have the logo with the um person in the wheelchair. That is something that they recommend. Those are $100 a pop. I looked at the looked those up. Um
there's no signs with braille exit signs with braille on the doors. Um at the Adam Center, the braille signs are actually on the doors and they're supposed to be on the wall.
And some of the signs that we have, the signs are fine, but their placements are too high. And so just working up those little you know those little things. So we will be um you know making that a conscious effort and um as a project.
>> Um the next item on the budget is the draft um fiscal year 2027 budget that we have in front of us there. Um do you want to introduce it and then we'll walk through it? >> Absolutely. Absolutely. Um so what this
document is it's basically an an Excel um workbook um with different um details about um actually I will be right back. >> You guys come in.
>> It was locked so she had to come out there. >> We totally missed the door. >> J's cancelling. You can't you can't hear a thing in here. I couldn't hear your I guess that's good for library space. Yeah, you
want a library to be quiet. So, that's funny. >> That's a good question. >> Yeah. >> Um Don did send this but I could not get the um file that he sent to download and open or open in any format. So, I said
just print it out. We'll get the option away. build. >> I do better with this than >> Oh, yeah. >> Go scanning through. >> Oh, he's so lucky because you >> Exactly. Exactly.
Okay. All right. Um so to get back to the um the budget, the first part of it is the actual budget request um with comparison. And
what this is, it lists each of the individual accounts from salaries to um some of the other monetary um benefits such as longevity, sick leave buyback, and the other accounts from programs,
office supplies, books and materials, um software subscriptions, dues and memberships, which is for what OLn's membership comes out of. And so all the miscellaneous different accounts that we have. Um so listed here is the fiscal 26
budget. So that is what we are currently in. And then the next column is the fiscal 27 request. And then when we go further down, so this workbook, so let me just back up. This workbook of information is going to
be shared with like the finance committee, the board of selectman. um because we had been asked to create a narrative of our accounts so that people would be um able to better understand our needs. Um so I had constructed this.
Um so the next section is the staff and outlining positions what the current salaries are what the fiscal 27 requests are any notations on the right hand side. Um so for example the children's
position you know it is vacant right now. Um so as a placeholder I put in the current salary that's in place um you know for the ask for um for next year with the assumption that any new hire
would be below that. Um and then we get down. So all the librarians are listed first and then we get down to the um library technicians which are listed individually um the hourly with their annual amounts as
well. The ones that are listed as individual rate over to the right hand side um even though an an employee reaches step 10 they are still eligible for colas. So, cost of living increases
and when um we have staff, you know, we have a lot of long-term staff. So, when the salary survey was conducted and the results came back, these individuals actually make more money than what our
step 10 actually is because it, you know, had been built up over time. um the longevity benefits, six lead buyback, and then we get into the specific um you know accounts and some you know there were
increases obviously um property repairs. We increased um $200 due to having to pay for um sewer bills now. Um and what was budgeted previously does not um will
not cover us um for the coming year. Um and then the book budget um always is a you know a big increase um and also the dues and membership there was a substantial increase due to OLN revising
its assessment formula um which they periodically do every few years and it's one of those situations that this time it kind of won't hurt us but next time it might benefit us which is what it kind of did last time. Um and
then there's just a breakdown of the categories of s of wasting personnel salaries, union salaries, payouts, general accounts and then percentage change. So with the current ask um it is a 2% increase over the current fiscal
year which was um given to us by the acting town administrator. Um so then the next page which should be highlighted what I did was I created additional budgets based upon any
potential decreases and um you know so the dollar amounts are at top um below are which accounts that those would be coming from. So it, you know, wouldn't be until the third budget that we would look at any
potential um reduction in um personnel. And so it's a little, you know, this is just to be prepared. I've did this one other time and we had no worries. So that's what I'm hoping that this will be for not. Um all right. And the next page is act the
actual accounts that give the actual explanation of what that account is for. So whether it's personnel salaries so that it's for the employees covered by the wage and personal bylaw. Um longevity which is a benefit to eligible
employees who meet longevity benchmarks postage funds for postage for notices and bills um and all the other accounts as well. Um and this was the thing that I had done last year when there had been a question about our budget um with the
finance committee which was um something that clarified some of their uh questions. Um so hopefully you know this will give the um the details that they need. Then the next page is staff description.
Um because that was also kind of an ask that they had was that we outline the positions what the staff actually do. And what I did was I also included whether or not they're full-time or part-time in their
tenure for the point of um showing that um you know with tenure comes long tenure comes substantial time off >> which means shifts that needed need to be covered. Um, so with the staff, you
know, because we are open more hours than we were precoid, but even with that, we are still down one library technician at 33 hours compared to pre-COVID times. Um, so we are kind of
doing more with less. Then the next page is the requirements for certification um which outlines the MAR the municipal appropriation requirement as well as meeting the minimum standards of free public library service um
requirements. I also note to the to the groups that up to 10% of the library's materials budget can be used to purchase technology for direct patron use. So, we've basically um set that aside in the budget for any,
you know, com public computer replacement um or any type of technology that we were looking to invest for the the community. Um and as far as the materials budget
require expenditure requirement, a portion of the OLN membership does go to that. Um so that kind of offsets it. Um I think last year they calculated for the actual budget it was at like 15 and
a half% and they in finance had questioned how where was the difference and that was because it was in here. So for for example our um investment in overdrive that's part of the OLN assessment um which that's like $4 or
$5,000. So these things here make the budget for the library different um in presentation and just in general for people who sit on FinCom for people who are on the board of selectmen when trying to
understand how it works. So the the way that Donald has set it up is fantastic because now we also have a guide. So if someone asks about the budget, which as we go into budget season, they may, especially if they know you're on the board of trustees, then this will you'll be able to explain [laughter] what's
going on. Yeah, this is great. Very helpful. And then the next thing is um in a lot of and and I just want to back up one thing as far as like the regula the you know regulations there
those are done at like the state and federal level. So on the ground you know lots of librarians will argue the point that we don't need you know this much percentage for materials in my particular library or what have you. They'd much rather use it for such and
such. um really over the years it's been kind of complained about even within us um and nothing changes. So just to put out there that you know we can voice concerns that the community might have make requests but it is
something that we would like to see restructured as well. Um, just out of curiosity, is there a member that sits currently on Fang Kong that understands the MAR the way that we have had members
in the past who clearly educated themselves on it? >> Um, we so currently there was one member on Fincom who was one of our people
two budgets ago. >> Okay. and it was explained then. Um, but I'm prepared like I'm prepared to do a whole full presentation. That's what I used to do in previous library because it, you know, I mean this is information that's basically shared once a year.
>> So to expect, you know, like volunteer committees, you know, people change, people forget, you know, like, oh yeah, we know you have regulations, but I don't remember what specifically regulations >> take the chance without that knowledge. >> Exactly. So, and I'm all about Yeah. you
know in informing as much as possible. So yeah. >> All [clears throat] right. And so then the last piece of the pie is the external funding sources. So an explanation about state aid and what the funds how the funds are earned, what the
um you know the funds are normally used for. And then we also have listed the um Kingston Public Library Foundation which is our fundraising arm. Um but as I outlined in this explanation that
neither myself nor the library trustees have oversight of these funds and support is not always guaranteed. So while we may have asks for one reason or another they may be declined um you know whether it's something you
know we come up with an idea but it's not something that's inclusive in their bylaw. Um, you know, when I first started here four years ago, I had made a capital ask and it capital wasn't in their bylaw and it was since changed to
include that. um you know but it is also the danger that I think the town has seen with one-time funding sources um is you know that we can go to these
outside groups and ask for funding but there is the potential that next year that funding is not going to be there so we can't rely on that. Um but also there could be undue influence um that you know um that could happen be
you know whether it's oh we want to purchase something in the library of things and the the foundation members say well we want to pick what things they are um whereas we're like well we know what we want. Um so it just you know can end up adding more you know
cooks into the kitchen. Um so we also have the friends of the Kingston library which is a small group of residents. Um currently we have two um that do the ongoing book sale um which you know helps with you know um summer reading
prizes as well as um supporting the museum passes that the library has discounted passes um for. But also um I know in the future that an ask had been made that they help fund um the purchase
of seeds for the seed library um as we're finding that many of the um agencies that offer those are um preferring to work with actual um 501c3s [snorts]
um for nonprofit organizations versus a m municipal organization. Um so they'll be helping you know with that per that purchase. Um and then the last thing is gifts which is you know financial donations or gifts that are processed. They're generally
processed through the foundation. How however sometimes donation library donations are we receive them directly and generally these donations are extremely minimal and usually come with specific requirements
um such as here's $25 to buy a couple of new curious George books or something which you know we don't normally um respond to donations that come with um requirements but if it is something that's in line like it's obviously that
would be a reasonable ask. Um, obviously if it was a case of we want you to make a special Emily Curtain collection, um, you know, because we, you know, donated this $20, um, you know, if we don't have the shelving, you know, [laughter]
>> so yeah, so um, yeah, so those are the outside funding sources, which once again have to reiterate that they're not always guaranteed. that you know um to seek them as to rely on them annually
would be um improper you know while we know that we're entering a tough tax season uh not tax season I'm sorry a budget season you know um we have to work with you know the pie that the municipal pie that is
what we have to look at we can't look beyond that um you know and if a slices is cut a little smaller. You know, we may then have to look at other sources, but for the time being, we go into the process saying, I'm going to get my full
pie and hopefully some cool work. >> Um, thank you. I appreciate this the way that you set it up and broke it down and walked us through it. Um because I find this to be the most intimidating part of sitting on the board or being involved with the library at all is the
budget aspect of it. So this makes it a lot easier. >> Do anyone have any questions about it or >> um then we are on to the >> and we're off to the races again. >> [laughter] >> Okay. So, I'll just touch upon a few things. Um,
in um, so since the our last meeting, we did have our annual book and treat program over at the recreation center. Um, it it, you know, Parker, the teen librarian, assisted um, with the
program. Um, I do think that this year attendance was a little less than it has been in previous years. So, I am thinking of potentially changing it up um next year, but it was well attended in the sense of we actually ran out of
stuff within a couple of first sessions, so we had to be creative um to fill up those little trick-or- treat bags. Um so, I am working on um the luminaries program. I have reached out to the
community organizations um that have participated in the past um so that we can once again update um the poster that will be provided to the organizations as well as the information that will be posted to the town's
website um that has the outline of the map for parking and you know the route um as well as the times because everyone does everything a little you know different. Thank you Emily for responding to me. So, are you the only one? Um, >> well, I'm still working on confirming
that, but I think we will do all those things. So, yeah. Um, just FYI, not that not totally pertinent to your report, but this might be the last year of the Clyde Stales. >> Oh, >> the hate ride the um, Do you guys know the guy who does the because apparently it's a fund that was set up in memory of
his son who died and that fund is almost empty. >> So, we the church doesn't control it at all. We just he just uses our driveway. So, Part of me wants to do a fundraiser to keep the Clyde Stills going, but I don't think I can take that on, but we'll see. We'll see. Anyways.
>> Okay. >> I'll let you know when it's confirmed. Confirm. >> Okay. >> Okay. >> Likely. >> All right. Um I did look into getting a a little holiday train. [laughter] >> Well, because we we don't have Santa
Claus, so I got to come up with something. Um, but it was a 4hour minimum and it was $1,800 for that. Um, so I said, "Let me check with other people and I'll be back." Um,
but so there are still ideas in play. Um, as far as that is, um, I've worked with OLN as we, you know, get into more internet security. Um the libraries are
being forced not only do we use u multiffactor authentication to get into our regular local computers um we now have to use um similar devices to get into our google workspaces. So basically our
Google emails um so I am in the process of working with um OLN to set it up. We did hit a safu um because of the Windows Hello being deactivated on the
town computers. It would not allow the ability to use these things called UB keys. They're like little flash drives that when I go to log in, I have to plug it into the computer. Um it wouldn't allow that to be utilized. So, we've
figured out that that was the issue. Um, so we have the workaround. So we're now waiting for those keys because we do have to purchase them ourselves. OLN does not purchase them and they're $25 each and I have to get 10 of them. Um, so we'll be looking at um, so we're
getting one in testing it for me and if it works then we'll order the the next nine. Um, let's see. Um, as I, you know, had mentioned in other update, we've, you know, I conducted interviews for the head of
youth services librarian position. Um, we I met with the staff from Hive Class and Play God and Prep to prepare the launch of these services on November 1st. Um, and all has been going well with those. Um, I will on the first of the month be emailed statistics. So, I
won't have statistics for those until um, December 1st. Um we had a staff meeting which provided training on cyber security, transgender allyship sensitivity training, updates about state database services um due to
cuts um and a general departmental meeting. I attended a spe um special town meeting um worked on the budget as you know. Um, I did reach out to the Kingston Garden
Club asking for um if they would be open to creating um a couple of holiday themed arrangements for us for luminaries and they responded absolutely. So they will be coming that day with three arrangements that we will
place around the library. >> Um I have begun assessing the staff computers for replacement. So unlike the materials budget that we can use patron um we can use to purchase patron computers,
we do not actually have a funding source for um the staff computers. When we had an IT director, it came out of IT budget. But now that we have a consulting firm, um it things are a little different. Um so I will just say
that some of the computers are at um 16 gig memory, others are at eight and some are the team computer for example has like 900 and something megabytes left on it. So computers that just not working
properly, slow responses, freezing up, things like that. Um so I'd be working with it. Um and the thought is that we will have to utilize state aid to make those purchases. Um yeah, there have been computer
issues. Um so we've had a couple of issues with the HVAC system. Um the displayed temperature on the website um does not match up with the actuality. I.e. We
have portable thermostats that you know that we move around and they you know are you know four to five degrees off >> um so and some sailing units were just blowing cold
air. So we um you know so we reached out to um facilities and they did have air masters come and take a look at things. I don't believe that they found any issues um as nothing was reported to me. Um so we're just kind of keeping an eye
on that as we get into the colder temperatures. >> I just have to put throw blankets around the place. [clears throat] >> Sure. Sure. Which budget will that come out of? >> That's it. That's it. You know what? Just you ladies can start a knitting
grouping group. And that exactly exactly. Um >> yeah. >> Um and I coordinated with the removal of the bookcases and older furniture from
the back storage space. Um and um mentioned at the staff meeting um specific staff related projects for helping to clean out the um the back room. So, we have a collection of puzzles back there as well as games.
Some were saved for spare pots. Others were new that need to go into the library of things collections. Um, and um myself and Parker, the teen librarian, will be working on going through the art supplies and the craft
supplies that we have in there so that we can um really get it cleaned up. um you know to kind of motivate us to get more um you know with that project. Um I do know that there is somebody was recently hired as the building
inspector. Um my understanding is that this the building inspector position is being broken up into with like multiple people um doing certain >> aspects of it. Um, and so I will be touching base with them um, you know, to
get their feedback about it as well. Um, and with that said, I have nothing else on my director's report. Um, and once again, I could statistical report to print it out. [gasps]
>> Was there anything you wanted to mention about? Um so the on the reports they are labeled the they do have each section um does have um the description of what they are and also the
beyond the hoopla statistics the overdrive statistics have been added as well. Everyone has it in their public room. >> Yes. >> If there aren't any questions, then we're not making you print it out.
>> Thank you for providing any other questions for Donald report. All right. Not seeing any of the staff reports were also included. Um any questions about that. I have the update from the
foundation. They just want to remind us that we open the shelf kit sale was live. I brought it to the PTO meeting the other night since it figured it was a captive audience for the um and that the foundation is currently discussing new fundraiser ideas for
2026. So, they're trying to come up with something different for the coming year and they will keep us posted. payment of bills. We do not have any bills. Old business. Um I always make sure that
we check the date of the next meeting which I believe is December 15th. Is that what we have what I have? That's what I have in my calendar. And I feel like December 8th is right around the corner. So we have December 15th.
>> Yes. That too. >> I will bring food because I know it's a December meeting there. >> [laughter] >> All right. So, December 15th. Any other old business? Did you want to update about the sign? >> Yes.
Two months. >> Yeah. >> Again. [laughter] >> So, I reached out to the company last week and was like, "Hey, I have a meeting next week, board meeting. Do you have any updates for me?" "Oh, yeah. We just got the second part in. So, we're
looking to do this, this, this, this. All will go well. They'll be scheduled couple weeks out, blah, blah, blah. So, when you add up everything, it's two months. >> So, thank you. Patience is a virtue.
[laughter] >> I want to have banners made to just hang on the sign just so there's something there. >> Wow. Um, any new business? All right. Not seeing any. >> I move we adjourn
the meeting of the at 6:40 p.m. >> Second. Hi. [laughter] >> Thank you very much. >> Thank you.