A major topic of discussion was the ongoing disruption in the library’s book supply chain caused by issues with their primary vendor, Ingram. Following the shutdown of competitor Baker and Taylor, Ingram has struggled to manage an influx of new accounts, leading to delays in book orders. With about $5,600 tied up in pending orders and titles marked “in process,” the board decided to temporarily shift their ordering to Amazon. This move aims to mitigate availability issues, particularly in the adult new fiction category, with some new releases through Amazon reportedly cheaper. The board expressed concerns about communicating these changes to patrons without disparaging Ingram but was hopeful the transition would stabilize circulation numbers by January.

Budgetary planning was another issue tackled during the meeting. The board delved into fiscal year 2027 budget preparations, emphasizing the need to enhance marketing and publicity for library programs. A proposed new position was presented to assist with these efforts, with an hourly wage set at $17.50. This role would also manage community room applications and the Leaport Gallery bookings, which have surged in popularity.

As the board looked ahead to budget submissions due in January, they faced the challenge of balancing operational cost increases against the backdrop of a tight budget. Rising real estate assessments in Southwick and increased utility expenses, particularly for telephone and electricity, were noted as potential strains on the library’s finances.

Maintenance expenses, described as unpredictable, were another concern. The library building’s aging infrastructure, including a nearly 26-year-old HVAC system, requires careful consideration for future budget allocations. The new individual responsible for buildings and grounds is still familiarizing themselves with past maintenance records, complicating planning efforts.

In terms of programming costs, the board discussed the need for additional funding, as current budgets are insufficient to cover rising presenter fees. The annual programming budget of $5,500 is often exhausted during the summer months, requiring careful allocation to maintain year-round offerings.

State aid was a bright spot in the meeting, with approval for $15,128.40, an increase from previous years, providing a financial boost for programming, furniture, and software needs. The board was optimistic about this increase and discussed the importance of advocating for further legislative support to enhance library funding.

The meeting also addressed internet costs and potential state funding reductions, prompting discussions on compliance with the Children’s Internet Protection Act (CIPA) to qualify for CW Mars funding. Concerns about the impact of internet filtering on research access were raised, with the board awaiting cost estimates for potential software implementation.

Program attendance issues were reviewed, particularly regarding no-shows, which lead to financial waste on supplies. The board considered implementing a policy to place frequent no-shows on a waitlist, acknowledging the need for fairness given potential emergencies.

Policy updates were another agenda item, notably restricting material reconsideration requests to Southwick residents to prevent external challenges. The library card registration form was updated for clarity, receiving unanimous board approval.