This is a meeting of the uh Newbury Town Library Board of Trustees uh November 12th. And in attendance we have >> Melissa Mashurn, Terry Le, >> Alexander Burke, >> Richard Paceri, and director >> library director.
>> Okay. >> All right. That's the agenda. Approval of the minutes. Has everybody had an opportunity to >> I did. I did not print them out though, so they're not in your packet. I apologize. >> Okay.
>> They look great though. >> I remember seeing them cuz you quickly turned them around the last time. >> Always, Alex. >> Not tomorrow. >> Okay. [laughter] historically. >> Okay. >> Is there anything in
the minutes that Alex had shared that we want to modify, change, or you know, you know, >> perfect timing. >> I think they looked great. >> Yeah. Okay. And got a motion to approve.
>> So moved. >> Second. Okay. All in favor? Okay. The minutes are approved. We were just approving the minutes from the last meeting. >> Sorry. >> Okay. Oh, no. >> You just started a moment ago. >> We just started. >> All right.
The director's report. >> Okay. So, um the big exciting thing for me personally is that all the shredding is gone. My office looks like an office again. >> Thank you so much for all of your help, Dick. That was great. We got cleared out the entire upstairs plus all the files
in my office. So, we are now not holding 17 copies of one thing. Um, which is great. Uh, so I'm very excited on my house. [laughter] >> No, it's been a year in the making. Um, so yeah, this is the first time I've had my office without boxes in it in the
year and a half I've been here. So, that's very exciting. >> It does work better. >> It looks great. Um, so, um, the library associate serve position has been posted. Um, hopefully we'll start getting some applications. Um, I submitted the annual town report, uh,
which is actually in here if you want to read it at any point, um, that's been submitted. I am currently working on the budget request. Uh, the friends Thanksgiving pie and such fundraisers going on. If you're interested in purchasing any pies or baked goods, can confirm they are delicious. Uh, I
already bought mine for Thanksgiving, so uh, pickup is the day before Thanksgiving and the Friday before is the last time that you can, uh, place an order. >> Okay. So, and you can place the order here >> or online. Yeah. So, we have forms in the building and then there's a on our website through the friends side. >> Okay.
>> Um, so that's very exciting. Um, >> the next Friends meeting is on Friday the 21st, which is also the date of our next staff meeting. Um, so after closing, we're going to meet and and go over all of our stuff. We figured it was easier to do than Wednesday morning
since staff don't all start at 10. So, >> um, and then I just did a strategic planning workshop. So, you're going to start hearing a lot about that from me. Um, it went really well. I have a lot of ideas of how we can um plan this out and
who we can contact and how we want to do it. So, I'm excited about that. Um, our plan goes through 2027. So, my ideal is to start it in spring summer of next year, all of the planning to get all the like getting our our [clears throat] survey and stuff out to the community
and asking and focus groups and all of that. So, you will hear a lot about that soon, I'm sure. Um, Harvest Test was a huge success. The friends raised about $1,800. Um, already looking forward to next year. Um, the COA had a community fair. Kath and I attended. It was
lovely. Um, we saw both our patrons, the COA patrons, and just some random community members. It was so lovely. Um, they were incredibly well. Um, so we really talked to everybody who walked through that door. Um, so that was lovely. Uh, and we're looking forward to
hosting Anna the Snow Princess on Saturday the 22nd. Um, it was a huge hit last year, so we're very excited. >> Nice. Um, I feel like there was something else that came up that I didn't put on here, but I can't think of
it right now, so it couldn't have been important. Um, yeah, we're looking good for all of our our budget and all of our stats. Stuff is looking pretty on par for this time of year. Um, you know, it's November. We're going to start seeing a
little bit of slowdown as people get holiday ready. Um, but we're excited. We're prepped for the new year. Okay. >> Any questions on that? >> Any questions on the directors report?
>> Been busy. >> We have been busy. >> Yeah. >> Yeah. >> As per usual. And you know, the the harvest fest was was terrific just in terms of the sheer number of >> of people. It was just absolutely amazing. >> Yeah, they they did amazing. I'm excited
for next year. >> Grateful to the friends for >> everything. >> The time and effort that they put into putting this stuff together was >> Yeah. >> And the touch of truck seemed to be successful, too. So >> Oh, yeah. Kids love it. >> Yeah, it was good. >> And we got a lot of soup this year, I heard. So,
>> yeah, there was Yeah, there was 11 soups, >> which is huge. Last year there was seven or nine and I was one of them. So like this year people didn't have to deal with my soup. [laughter] >> Hey, how was um how popular was the the goat exhibition? >> I'm not entirely sure. I was not here
for that day. >> Oh, that's right. >> Yes. I'd have to ask Nikki who's out today. >> I I wasn't outside. I was inside ladling soup. [laughter] >> So >> I saw lots of people I'm sure last year it was a huge hit. Yeah, just just the sheer number of
people that were coming through was term amazing. >> Yeah, Harvest Fest is amazing. The friends, >> the program they ran for the kids in the uh in the meeting room just Yeah. It was terrific. >> Yeah. >> Great. Great atmosphere and the weather was >> Yeah, we very Yeah.
>> Yeah. So, >> yeah. Just as an aside, I think uh we're going to meet with James tomorrow just to get an update on >> the status of building items. Uh the
>> HVAC system that they're supposed to be, you know, replacing this year and when what's the schedule for that? >> Y >> um >> lines >> lines in the parking lot. When is that going to happen? I know they just paint they've done the lines on the street and I driving here. I said, "Oh, good. It's
all done." >> Yeah. I assume that means we're close. So, but yeah, it' be nice to check in. >> Yeah. >> So, we'll find that out. And there's a couple of other things I wanted to talk to him about to still going forward with some of the things with, you know, security cameras and uh ADA uh issues.
Uh you know, just to get a sense of what kind of funding may be available for that. And, you know, we've looked at other funding sources over over time and you know, it's just kind of get an update on what's available. So, a general conversation with him tomorrow. So,
>> that's that. Okay. Uh, old business. Was there anything else that's pending out there from the past that we haven't uh brought up to date? Not that I'm aware of. >> Not that I'm aware of. >> Okay. All right. New business.
Okay. Approval of the update of the director's contract. >> Yep. So, I was asked just to make sure we have it on file that we keep it up to date each year. Um, so I've just all I've changed is the dates uh and then the um pay to what I am making for FY26.
>> Okay. >> So, everything else >> and that and that reflects the cola that's uh >> that I got that you got. >> Y [snorts] has a copy of it. >> I did my I didn't get a copy of that.
Sorry. Thank you. Take Any questions? But it's basically >> I have a couple of thoughts. Would [clears throat] it be um proper to disgender some of the pronouns? >> I would love that.
>> Okay. Um I noticed you changed them on your email. >> Would that be the direction? Third person plural. >> That would be my preference. >> Okay. Okay. >> And it means that you don't have to keep rewriting it for any new >> Exactly. I think that'd be great. >> Okay. So, let's do that. Um, do you have
a blank on this? >> I do. >> Okay. >> Yeah. >> Okay. Second thought I had in the first paragraph, [snorts] um, the board of trustees refers to itself as board and then in the next par well
first full paragraph under employment begins to talk about itself as employer. >> Okay. that could bear class clarification. Technically, she she Haley is not our um
employee, >> right, >> of the trustees >> of the town and perhaps that needs to be. >> Okay. >> Cause >> Yeah. And I'll take a look to make sure there isn't any other of that anywhere else. >> That sort of thing. I'll take >> Yeah, that's excessive fussy, but
>> I think it's a good thing contract writing. Yeah. Yes. >> And um yeah. Okay. Probationary period. I mean, >> is that going to renew each time the contract? Well,
>> no. So, I could remove that for this portion of it. >> Yeah. >> Yeah. >> Yeah. Perhaps just it's not particularly relevant on this renewal. >> No. Yeah, I'll remove it for this renewal and I'll keep a copy of the original so it's still there.
>> Okay. And then under termination carrying forward with the removal of probationary period. Um almost eliminate that initial clause from after
down through period comma. >> Perfect. >> Okay. Just >> no. Okay. >> Thoughts. >> That's what we're doing. >> Okay. Okay. That'll change. Okay. Just fussy stuff. Thank you.
>> Because it's typically reviewed by town council before being signed, especially if we're making changes or not. >> And I, you know, I dislike spending town monies on unnecessary things. >> I don't think it's >> um >> personally I don't think it's necessary,
but if you >> No, >> and I don't think we my recollection is we've never done that. So >> Okay. >> No, because I haven't been on the board. I always came in after the director of the hire. So I haven't dealt with that particular feature of it. >> I think whatever the original format of
that was generated by >> Yeah. the town. That's where you know >> we've just [clears throat] continued to use the same document that was generated way back when. >> Yep. Makes sense. >> Yeah. So >> Okay. Yeah. I will make those changes
and send them out to you and then on one of the Thursdays once once a Yeah. >> if you just want to sign it. >> Yeah. Sure. That would be cool. >> Great. Awesome. >> Is everybody in agreement? Uh a motion to approve the modifications and changes as
>> discussed. Okay. Second. >> Yes. >> Okay. All in favor? >> I Okay. All right. Um then you've I've sent you copies of the uh thoughts uh on the annual report letter. Um that
was email that I got from Tracy requesting this. This is a this is a first. Uh and >> yeah, she's saying Batana is trying to get all boards to um just write a little bit of a report. All departments already do that. I have that attached in
>> which has always been the case. So this is >> Yes. >> Well, yes, but some some boards do not necessarily do the same things with the department. So it makes sense. Yep. But yes, so you can see the format that we use uh in the one that I have submitted um which is you guys have but you won't
have as far as I know Tracy didn't send you the format that >> No, the request was putting it in one to two pages maximum was the >> Yeah. So >> So uh Terry and Alex and I discussed
this uh random thoughts that we had about this and >> and we thank you. [laughter] So that's kind of >> and I as I was sitting in a cabin in Vermont the other day, I [laughter] decided I had to do something. So I did that and then I didn't have an internet
connection so I couldn't send it. >> But you did it. So like do it. >> So that's my random thoughts. Um feel free to add, delete, subtract, you know, change, do whatever you want to it.
We can put it and if somebody would love to put it into final form that would be terrific. >> I can fiddle with it. >> Okay, that would be great. >> And um >> looks like you did fiddle with it.
[laughter] >> Looks like you did fiddle with it. >> Well, [laughter] good. >> That's good. >> Good. Elbows out. >> That's why we keep you around. Your [laughter] amazing writing skills are why we keep you around. That's right. >> There you go. That's Yeah. >> Thanks. >> At least portion of why.
>> All right. So, I'll fiddle with what Dick has done. We'll circulate it. >> Yeah. And >> we have to get it done by 21. >> The 21st. Yeah. >> Yeah. >> That's the request. >> And um we'll get it done. you know if there's anything that we've missed in
terms of the thought process I you know I think I want the focus was more on initial conversation was about the >> atmosphere and the culture that I think that we have >> supported and tried to continue with
>> and that's I think has been our strong suit I mean all the other stuff you folks have done too is >> very well uh more >> don't forget to like look back through the meeting minutes, you see whatever we've talked about in the last week. >> I mean, >> that's how I did my report.
>> Well, why not? >> No, just uh, you know, there's I think people come in here and are extremely happy with the way they're treated. >> And I think that's >> a credit to the staff, but it's also the
message that I think >> we some staff and transmit. So, that's what we want. We're about providing service and that's >> they hear it. It's working. >> We're a support unit. >> Yeah. Exactly.
>> That's basically what we do. >> As regards the executive director. >> Yeah. >> And uh the building. >> Yeah. The building. >> And those are our responsibilities. Building substantially taken off our >> right >> plates. Yeah. >> By the consolidation of all town owned
and leased facilities. And that's cool. That that has worked beautifully. >> It sure has. >> It's taken >> activity off the director. >> I mean, there was a period of time where the director had to contact and the the fire alarm and everybody, the
electrician, we didn't have a facilities guy like we do now with J. >> Yeah. No, I'm so grateful to the D. >> And for Annette, she gets all of my emails and I'm just like, "Hi, help. Something's gone wrong." [laughter] >> She's like, "I'll send someone." It's like, "I love you so much. Thank you."
No, it's it really is an improvement. No, that's >> other random thoughts [clears throat] came up with >> is is to mention the friends. >> Yeah. >> Yeah. I mean, we could only support the
friends along with you know >> Yeah. And uh wondering also and this is not for the FY 20
26 report but um at some point we should make some mention as the building approaches 25 years of age some mention of the contributions of prior trustees.
I mean I would love to have some sort of celebration and that could be part of that. >> Yeah, >> we can brainstorm that. >> Actually, we can write that up as u forward goal for the trustees for FY27.
>> Yeah, I think that's great. >> Put it in words. >> Brief. >> Yeah. >> Yeah. >> Oldfashioned. >> Oh, hey. [clears throat] >> Okay. Then we'll circulate. We'll get it done. >> Yeah. Perfect. Good idea. >> Yeah, that's fine. >> Okay, great. >> The only question was the the money that
we used from NA was it 25,000 for the for the generator? >> I can check. I think it was >> that was what we approved. >> I think we approved 25,000. Okay. I threw 25 in there and after I did it, I said >> I [clears throat] can check later.
>> Yeah, I can check. >> Right. >> So, we don't know. >> Yeah. [clears throat] Um, but that's beside the point of >> No, but that was, you know, >> no, Alex did a lot of the groundwork for the preliminary work to get that all in
place. So, that was definitely on, you know, what we ultimately handed to James was a consolidation of uh >> the groundwork that you had laid >> with your intro on it. So, >> so that's uh the [clears throat] you got
my thoughts. Anybody else has any thoughts on things that we've done on it, you know, please, you know, add it. And >> I mean, we seem to have slid from um director's contract to um
>> Yep. So, we we're on the annual report right now. The letter from you guys. >> Exactly. >> I do have it as an action item, but I didn't know if that was probably not until you guys have actually written something up. I'm assuming >> we're working on it. >> Yep. >> Yeah.
>> Sorry. >> Mental act. >> Yeah. >> You share your thoughts on it and we'll finalize something and deliver it to the town by the 21st. >> Right. >> We need to talk I guess about the um budget request.
>> Yeah. So um we are working on well I am working on writing the um FY27 budget request for the town. Um it is due in a few weeks. Um it's going well. We are unfortunately having to ask for um a larger increase
than normal because MVLC our consortium has um greatly increased their fees. Um so they have it is a necessity for them. Um they we they have a formula that they had been using but they had put caps on
it for so many years that no one was actually using the formula anymore. So now there's not enough money coming in. Um, and they've done the best they can. Um, but the new director has been wonderful and has got it set up. So we all voted on it. We all approved it. Um, but it is a substantial increase um,
that we do have to ask for. So in the budget that you'll see here, the draft I've written up, you'll see that there are some things I'm not asking for any increase in to try to lighten that load. Um, things that I think that we can offset with some of our funding that we already have. Mh. >> Um, and I'm really It It looks like a
lot. It is a lot. I am asking for what, like a like almost 4% increase um budget wise. Um, but >> it's unfortunately a necessity and that's there's not much we can do about that. Um,
>> yes, there's state aid. State aid could be used for this. However, [clears throat] uh our 19% materials budget that we have to make um for the state to be able to get state aid, the MVLC goes into that. So, if we were
to take that out and we could state, [clears throat] >> then we'd still have to try to figure out >> figure out how to get the 19%. >> So, either way, it's a struggle. So, um I think this is our best option. Um, okay. I wanted to get you guys to look
at it and get your approval on it if there's any. I know that in the past you have written little like the Newberry trustees approve of this budget and whatever if [clears throat] that's something you wanted to do. Um, so that I can uh send my draft to Tracy and then
have any discussions with the town that I'll need to. Um, but you'll see attached I have the budget with the salaries. Um, that's pretty straightforward. We're going with the union contract. >> Um, >> and then you'll see the um materials
budget. Uh, and then general expenses. Um, again, anywhere that I could lower it from asking for 2% I did. Um, and then on the other side is the in-depth of the salaries. Um, and then you'll see
all the membership fee information. And then I have the cover letter um which is a rough rough draft. Um but basically we're between the federal changes that we've seen uh and we are hoping that it'll come back to
us. Um there's some change in the air about IMLS potentially coming back in the next couple years. Um so my plan as I've detailed in here is to use our other funding >> to supplement those databases. um that way we don't have to ask the town for
more um and use the funding for that. But that does mean that's you know we're eating into that a little bit which is okay. That's what it's there for. Um and then the membership costs which we just we can't avoid. We're going to have to pay no matter what. We cannot if we don't have it. It means no one in Newberry can access any of the other
surrounding libraries can't use any of the databases statewide or digitally. It really really really limits us and we can't get stated. Exactly. >> Inter library loan would disappear. >> Yeah. Right. >> Among a lot of other things. >> So if you wanted a book, you would
>> and for everyone was in this building >> and everyone in um Oldtown and Plum Island would have diff would not be able to check things out of Newberry. >> Exactly. Yep. >> We really are a bifurcated. >> Yeah. It would mean that we were the
only library in all of Newberry and what is in this building is the only thing you could check out. and Georgetown folks who I feel >> and they use us and they would be able to >> I thought of that. >> Yeah. >> Yes. >> I think of it a lot.
>> Yes. I got a new report more than I come here even this space. >> No, I mean and it's what we expect. You need to report pretty closely for that reason. >> That's convenient. >> But yes, so that MVLC no matter what we cannot >> not pay this, >> right? No,
>> there's nothing we can do about it. The the fund is there. I'm deeply hoping that the town will be able to help us with that. >> This come through as a town budget item sense. The town >> in general benefits from it. >> Yes.
>> Population benefits from it. >> Exactly. >> Directly and >> indirectly. >> Absolutely. So >> is the source of this the defunding and evaporation now? >> No. know the source of this is just um
the way that libraries members libraries have been paying >> um >> it's kind of a catch up to them. >> So exactly they had uh the formula works perfectly but for the last I don't know how many years but quite a lot we haven't been going just by the actual
formula that they have. So the formula is based off of um how many full-time staff because that's the usage we use from NBLC. uh how many circulations uh among a couple other more like nitpicky things but those are our big that's how we get to our our formula and how much
we pay um there has been a cap so no one can pay more than I think it was 5% and also you could pay less than there was no no lower barrier and too low of a high barrier and so a lot of libraries
us included have not been paying a full amount essentially to fund what they had planned on funding. Um, and so the director who took over a couple years ago has been working really really hard um to get their fiscal stuff under
control. Um, and this is the best way to do that after everything else she's done. So, okay. >> Um, makes total sense, which is why we all unanimously voted yes to prove it because otherwise we're paying for nothing because they won't be able to do anything, right? if they don't have the money for their staff and for everything
they give us. >> So, so it is a big ask. We understand that. Um, but it is one that we have to ask. So, >> okay, >> this is what I've got. Um, if you want an addendum of anything to add on to it, let me know. I will be submitting this
by the 21st, but probably a little earlier because it is such a dramatic increase. >> Okay. Excellent. Okay. But that's basically an effort to maintain current.
>> It is given cost that have gone up. >> Well, exactly. It is. It 100% is. And we are going to lean a lot more heavily on our other >> funds. >> Funds, >> which is fine. >> We have them >> and we have >> a good deal of them. And if I could put this on there and like I again I can.
It's just going to be at a different cost. Um, >> no, we are, >> but again, it it does impact on the 19%. >> Exactly. It it's a different cost in that we would then have to >> find a way to make up that difference. >> Basically, I would be asking a similar
amount but in supplies and and like books, >> right? >> Um, this is a better use of our money. So, >> Oh, absolutely. Because in this case, we're providing a broader service to to the community. And the other thing with this is that the if we were to put MVLC
unstated that 19% in order to buy books I could I would have to use municipal funds for that. Right now we have specific funds that are just like we've gotten donations for just children's print material. Like these these general gifts we wouldn't be able to use because
I'd be trying to get all of our 19%. So again, it kind of ends up being a either way, we're kind of screwed. So this is the easier of the two is just MVLC goes on there, then we can still use and buy even more than we would be able to because we can use our other funds to
supplement the 192%. >> Yeah. >> Yes. So that's where we're at. >> All right. >> Well, we're making um [clears throat] a pretty substantial use of state aid. >> Oh, yeah. >> On compensation issues. uh less so in the last few years just because we have
not been fully staffed so we haven't had to dip into it but yes it in my salary breakdown you'll notice there's a part that has >> to be paid the state aid so if we are fully funded next year yes a portion of what we have will be paid via state aid
so it also you know looking forward there's a lot of stuff that we're hoping to do with the library to bring it into the next century >> uh and that would all mostly happen from stated. So >> So would you like to hear a um an endorsement of the
budget request? >> If you'd like. Yeah. >> Yes. >> Yes. >> I shall move. >> Favor. Awesome. >> I'll take what was written in whatever year and just like copy paste it. You've >> approved.
>> That's it for me. Whoa. That's it for me. I'm going to throw things at you. [laughter] >> Any other questions, items, other [clears throat] business? >> Next meeting. >> Um, [clears throat] I have the next meeting as being I just had it up. Um,
December 9th, that's the second Tuesday. Does >> that work? I think so. I should have had it quiet. [clears throat] >> Looks good. >> So,
>> we'll go with the 9th. >> Yep. >> All right. 4:30 on the night. >> All right. >> Okay. >> Excellent. Thank you. Is there a motion to adjourn? >> So moved. >> Okay. >> Second.
>> All right. We're adjourned at whatever time.