The board prioritized the approval of funding for an exterior painting project. The estimated cost for the work, which includes preparing and painting various elements of the library’s exterior, was set at $4,000. The board discussed the potential for splitting the costs between two invoices to manage the budget more effectively. A motion to employ Jordan Bashaw for the exterior painting project was unanimously approved. Bashaw’s flexibility to carry out much of the work when the library is closed was appreciated, and he was also tasked with inspecting a potential leak and the presence of pests in a copper gutter area. The board emphasized the importance of avoiding unexpected costs by stipulating that any work exceeding $500 from the estimate would require a change order.

Another topic was the upcoming speaker event. The board allocated $150 as an honorarium for Meg Thatcher from Smith College, who is scheduled to present on astronomy. The motion passed unanimously, with members expressing enthusiasm for the event, which will feature three telescopes.

The board also discussed the return of Janet Ryan to conduct music and movement sessions in the children’s room. These sessions are partially funded through grants from the Whately Cultural Council and the Coordinated Family and Community Engagement (CFCE), but the library is expected to cover four sessions in December at a cost of $400. This expenditure was approved unanimously, with members noting the program’s popularity and its positive impact on library visits.

Financial transparency and clarity were recurring themes throughout the meeting. The board addressed a public records request for the library’s financial reports. The director speculated that the request might have originated from a former trustee. The financial health of the library was deemed stable, with assurances that all expenditures had been approved by the board.

In addition, the board discussed the need for a comprehensive budget sheet that tracks expenditures against specific line items. This tool would help trustees visualize financial movements more effectively, especially in light of upcoming projects. A specific financial matter concerning an invoice from Fire Equipment Incorporated for $700 was discussed. This expense related to an upgrade that transitioned the library’s line to wireless, leaving a remaining balance of $342 from the allocated funds for electrical and safety upgrades.

Maintenance concerns were also a focal point. The board learned that a handrail on the library ramp had split due to rot, raising safety concerns. An architectural engineer had agreed to inspect the ramp to provide professional input on the necessity of additional support. The board expressed a desire to gather more expert opinions before making a decision, despite having a certificate of occupancy suggesting compliance with legal standards.

The board also discussed issues related to humidity levels and temperature settings within the library. Current measurements were 49% downstairs and 54% upstairs. The mini-splits were confirmed to be functioning correctly as dehumidifiers. The board debated whether the current temperature settings were excessive and contributing to high energy costs, noting that the library’s electric bill had reached $380. Recommendations suggested maintaining temperatures at or below 70 degrees Fahrenheit, with the thermostat programmed to maintain 68 degrees during open hours and drop to 58 degrees when closed.

The discussion transitioned to landscaping services provided by Andrea, who had been charging $480 per month for maintenance work. Concerns were raised about the cost, with some members questioning whether it was reasonable for the amount of work done. The board decided to communicate to Andrea that they could only afford seasonal spring and fall cleanups, citing budgetary constraints.

Other notable discussions included the strategic plan, which is in its second draft and expected to be reviewed by trustees before the next meeting. The board also addressed the Duda community room floor repair, with plans involving the removal of the old floor, application of waterproofing, and installation of a new floor. Concerns about handling various historical and genealogical materials were raised, with a suggestion to consult with local genealogy organizations for guidance on the library’s holdings and the potential for digitization.