The primary focus of the meeting was the evaluation process for the library director, Amanda St. John. Board members debated their involvement in evaluating the director, especially since the city council, not the board, is responsible for hiring her. The discussion revealed a consensus that while the board should provide advisory input, it should not duplicate the city’s hiring process. Reflecting on past performance reviews, members noted challenges in assessing performance during unstable periods, acknowledging the need for a framework that focuses on the library’s strategic plan.

A revised evaluation format was proposed. Some members raised concerns about overly specific criteria that might require knowledge beyond their experiences. The board recognized the importance of aligning their review process with the city’s annual evaluation to ensure their feedback is considered. A two-way communication model was suggested, incorporating questions to facilitate constructive feedback, such as identifying areas where the director might need more or less focus.

The board recognized the necessity of having a formal and documented review process, emphasizing regular communication and support for the director. Discussions included the potential for revising the board’s bylaws to clarify their governance role, especially concerning the hiring process. Members expressed a desire to have input on notable decisions, such as hiring or firing the director, and to be informed of such actions by the city.

The conversation also touched on the logistics of conducting the evaluation, with some members suggesting a subset of the board handle reviews while maintaining full board involvement. There was a preference for discussing personnel matters in closed sessions to ensure confidentiality, aligning with city legal protocols. A timeline was established for submitting feedback by January 14th, allowing for integration into the city’s evaluation process.

Beyond personnel matters, the board addressed technological upgrades at the library. The director reported on the need for complete staff computer replacements due to inadequate functioning, with future meetings set to present bids for these updates. Public computers will receive minor repairs to accommodate a Windows 11 update. The installation of anti-malware and antivirus software on eligible devices will incur an annual subscription cost, impacting the budget by approximately $1,100 to $1,300.

The board was informed of a necessary service to a fiber optics box in the server closet, which had a failing fan. Northeast Service Cooperative addressed this issue, while Great Lakes Alarm resolved false alarms caused by a malfunctioning door sensor. The director expressed relief at these resolutions.

Budgetary updates were shared, noting a 4% budget adjustment for family policies, resulting in a $9,600 decrease. Despite this, there was a 7.8% increase for the upcoming fiscal year, which did not affect library services. The board also deliberated on the maintenance of the library’s gardens, facing the absence of volunteers. A proposal from Tap Rot Landscaping included a reclamation plan and annual maintenance fee, which the board approved unanimously. Funding for these services was discussed, with suggestions to utilize cash reserves or treat it as a one-time expenditure for future budget inclusion.