9/11/2018 BOARD OF LIBRARY TRUSTEES Minutes

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The FYI 9 operating Budget is due at Town Hall on September 28, with instruction to budget to maintain level services. Personnel costs continue to account for majority of operating costs. The schedule for budget meetings has not yet been established. Strategic Plann The format for the Strategic Planning process was discussed and clarified, and the role of the facilitator, Trustees, and Library Director were examined. The components of plan are mandated by the state, and should include SOAR exercise, Community visioning, and public survey and participating. The Massachusetts Library System will provide a free facilitator for one rn.eeting. A facilitator should be hired for the remaining meetings to maintain neutral position in discussion. In order to make the process as meaningful as possible,newer Trustees would benefit from understanding progress made on the existing Strategic Plan,which is near the end of completion. What goals were completed,postponed, or dismissed as not practical, or necessary`? Hove is progress benchmarked`IIs there a system for documenting achievements? The Library Director indicated that she had created reports for previous Board meetings documenting process as requested by past Boards. Each Board decides how to report and measure progress. ok The Library Director indicated that she has previously suggested that Trustees determine and maintain a set of internal notes for their own use documenting processes and rationale for those decisions Which might be helpful to future Trustees. Matt Auger suggested creating a tool or brief summary document that outlined the areas of the existing plan that were completed versus those that were not and how that was decided. Discussion of the scope and size of the newlan was also discussed. The existing g Strategic Plan is very comprehensive due to the openingof the new building,the man unmet needs �, y , and the fact that the previous plan primarily addressed construction issues and challenges, Matt Auger exited the meeting at approximately 5:30 p.m. Communications Mary LeClair said that there have not been any recent communications from the Selectmen or the Finance Committee. Next Meeting: 4pm, Tuesday, October 9, 2018 at the ee Mashp �Y m.Library Conference Roo . Adjournment Joan Lyons moved to adjourn the meeting; Ann Macdonald seconded the motion; and the motion was unanimously passed. The meeting adjourned at 5:48 p.m. Respectfully submitted, Kathleen Mahoney Library Director y