The most prominent discussion centered around the imminent visit from Glenn Sanders of the Department of Homeland Security’s Cybersecurity and Infrastructure Security Agency (CISA). Scheduled for October 3 and 4, Sanders will conduct a vulnerability assessment of the library building. This assessment is part of a broader library staff training day aimed at enhancing security protocols. The board is integrating CISA’s feedback with architectural advice from BTR Architects to develop a plan for both short- and long-term safety improvements. One key proposal includes the installation of an additional emergency exit near the children’s area to improve evacuation routes during crowded events. However, concerns were raised about potential safety risks from having multiple exits concentrated in one area, particularly if threats emerge from the front of the building.

Attention then turned to the library’s technology needs. The board discussed replacing the current public-use computers, which are nearing the end of their five to six-year lifespan. The estimated cost for replacing 17 computers ranges from $25,000 to $35,000. There was some skepticism about the necessity of such a high expenditure, with suggestions to possibly reuse existing monitors with new systems. The board also acknowledged the absence of antivirus software and agreed on the importance of implementing a data retention plan that includes offsite backups.

The discussion also included a review of the library’s security alarm system. The board recommended annual inspections to maintain its effectiveness and suggested a maintenance strategy focusing on replacing parts as they fail, rather than a full system replacement, to be more cost-effective.

Building maintenance was another significant topic. Superior Cleaning completed upholstery cleaning for some chairs on September 2, with further cleaning scheduled for October 14 to address larger pieces of furniture. A new door has been installed between the staff workroom and the front area, but hardware issues remain unresolved. Additionally, a new error code related to the heating system, indicating a low voltage issue, is currently being investigated with the help of a local plumbing and heating technician.

The library’s heating and cooling systems were also scrutinized. About one-third of the system has been replaced, and there is uncertainty about the timeline for future upgrades. The board is seeking clarity on whether they prefer to complete the project by the end of next summer. Recent renovations, including excavating and reinsulating the building, have inadvertently affected humidity levels, causing increased moisture in the air. This has raised concerns about potential damage to library materials. A standalone dehumidifier is currently in use, but the board discussed whether a more integrated solution should be considered, as air conditioning and heating systems can assist in humidity control. The ideal humidity level should remain below 60% to prevent mold growth on books.

The air source heat pump project was another focus. The existing air source heat pumps have proven insufficient to maintain desired temperatures. A smaller unit was added but required constant emptying and was not effective. The board revisited the phased approach initially introduced by a sustainability coordinator, suggesting the addition of two more units at an estimated cost of $40,000. This expenditure could be covered by the building fund, avoiding impact on operational budgets. Participants emphasized the importance of making these decisions promptly to capitalize on potential savings from the air source heat pumps.

Further, there was a proposal to allocate $35,000 for updating IT resources, which passed without objection, and an additional $15,600 for programming expenses, hoping some of this could be offset by grant support.

Other discussions included the library’s Dropbox service, with alternatives such as involving local school students in painting projects to rejuvenate the library’s aesthetic. The Rotunda area was mentioned, with concerns about visible cracks and necessary repairs. The board debated the effectiveness of temporary fixes like glue versus more permanent solutions like tuck-pointing.

The boiler system’s condition was updated. There were also questions about the library’s website costs and the potential for finding better service providers.