A key discussion revolved around the Library’s gift fund, which experienced transaction issues due to a malfunction in the Munis financial system. A trustee highlighted an unsuccessful payment attempt from the gift fund, revealing inaccuracies in the account balance caused by system errors. The town accountant, Michelle Reynolds, noted that similar issues had affected other departments, necessitating adjustments to the gift funds without prior notification to the library. This incident underscored the importance of accurate financial management, especially given that the library had not solicited donations since the building project began, causing a steep decline in available funds. The conversation then shifted to the types of expenditures typically covered by the gift fund, such as office supplies and books when town funds are exhausted. The trustees considered resuming donation requests, particularly for office supplies, and discussed updating the library’s website to reflect current donation information. The need for a new fundraising strategy was emphasized, along with the importance of coordinating efforts with the Friends of the Library to avoid confusion among potential donors.

In another significant agenda item, the board addressed budgetary constraints, focusing on a hard line of $135,000 that must not be exceeded to maintain the library’s certification. Members expressed relief that adherence to this limit would ensure financial stability without jeopardizing their certified status. The finance director asked all departments to reassess their budgets and identify possible cuts, including staff positions or hours, due to a projected deficit of $2.2 million. The library’s budget considerations included a proposal to cut $7,000 from unused overtime funds and potential savings in office supplies and travel expenses. Compliance with state aid requirements and the importance of maintaining funding for essential materials were also discussed, with concerns about reliance on contributions from the Friends group.

Building maintenance was another point of focus, with ongoing issues reported about the library’s door. A patron had exited when the door malfunctioned, causing the arm to detach. Despite no injuries, the maintenance staff found the door irreparable after previous costly repairs. A new repair company provided a more affordable quote of $4,645.75, including a one-year warranty. Discussions also covered the need for additional equipment, such as an HD receiver that failed during a power outage. The board contemplated broader strategies for repairs and agreed to consult with maintenance staff about the overall maintenance approach.

The meeting also highlighted community engagement efforts, including a successful holiday bazaar organized by the Friends of the Library, yielding over $12,000. The Friends reported a membership increase to 177, with 16 new members since October. The board discussed the logistics of future events, such as a mini-golf event planned for March, and authorized an application for a liquor license for the occasion. A report on a volunteer handbook was presented, aimed at senior volunteers and recipients of the “granny’s scholarship.” The handbook included policies on volunteer qualifications, attendance, background checks, and emergency procedures.

The use of library spaces by community groups was another discussion point. Concerns were raised about potential disruptions caused by larger groups, especially dance teams, leading to a proposal to prioritize reservations for Littleton residents holding library cards. The board emphasized the need for a balanced approach to room usage policies, allowing for exceptions while maintaining order. Suggestions included implementing a new booking form to manage reservations better and prevent monopolization of spaces.

The trustees also reviewed and approved revisions to the trustee code of conduct, focusing on refining language to reflect the collaborative nature of trustee responsibilities. The updated document emphasized shared accountability and included stronger language to prevent management interference. The board agreed to align the signing of the document with the election cycle.