November 26, 2019 Minutes

The meeting convened at 5 pm in the library.

In attendance: Trustees Gloria Parkinson, chairwoman; Wendy Neil, vice chairwoman; Tracy Colangione, Angela DeVivo, E. Russell Grady, and Karen Nugent, secretary; Library Director Marie Letarte; and Lauren Stara, MBLC library building consultant.

  1. STATE LIBRARY BUILDING PROGRAM DISCUSSION Ms. Stara gave an overview of the state library building program. She said in the 2016/2017 grant round, 33 applications were received and all have been approved; nine immediately and 24 on a wait list. Since 2017, seven projects have been completed, 17 are on the wait list, and three dropped out because they did not get local funding.

In July, 2020, she said, more grants (already applied for) will be awarded and applicants will have six months to get local funding approved.

Ms. Stara said it is unclear when the next grant round will be. There are 11 open applications for planning/design phase grants. But she said the entire library grant program is being restructured because the state budget of $20 million a year is not keeping up with increasing construction costs.

The discussion with Ms. Stara concluded at 5:50 pm and she departed at that time. Trustees voted unanimously to take a 10 minute break.


The minutes of the Oct. 24, 2019 meeting were amended as follows: Under Section 2, “Proposed RFP for Library Building Assessment,” second paragraph, the phrase “assessment study” was changed to “building assessment.” Also, section 4, “Policy Discussion” regarding library closings on holidays was deleted as it was informational only and had already been voted on.

The amended minutes were unanimously approved with a motion by Ms. Colangione, seconded by Ms. Neil.

The minutes of the Nov. 13, 2019, were amended as follows: Under “Discussion on Creating a Request for Proposals for the Building Assessment,” first sentence, the words “fire department” were deleted. The sentence now reads: “Ms. Letarte passed out two examples of RFPs: one from another library, and one from the town.”

The amended minutes were unanimously approved with a motion by Ms. Colangione, seconded by Ms. Neil.



A. FACILITIES: Switches have been updated; everything but the WI-fi is on the CWMARS network.

The Facilities Department is cleaning the building, and expects to be doing snow removal when the time comes.

Exposed wiring in the ceiling will be fixed.

B. BUDGET: The library received a grant for salsa lessons at the library, and how it ties into mental and physical health. It is scheduled for spring, 2020. Ms. Letarte is working on funding for 19th Amendment programs.

Ms. Letarte is working on a grant with Clinton Hospital for library cards to be used at a local gym.

A letter of intent will be sent to the MBLC about a LSTA (Library Services Technology Act) grant. The FY21 Action Plan must be submitted by Dec. 1, 2019, to be eligible.

B. PERSONNEL/COMMITTEE UPDATES: Gabby Turcotte has been hired to tag out the old collection in the stacks, for $12/hour. She will work 10 hours a week. Ms. Parkinson will supervise.

MLA Legislative Committee: The Bigelow will host a legislative breakfast on March 6, 2020.

Library day at the State House is April 2, 2020.

D.FRIENDS UPDATE: The Friends will hold its annual Christmas mug centerpieces workshop on Dec. 14.


A motion (made by Ms. Colangione; seconded by Ms. DeVivo) to form a Community Room Refurbishment Subcommittee, consisting of Mr. Grady, Ms. Neil, and Ms. Nugent was approved unaminously.

A motion (made by Ms. Neil; seconded by Ms. Nugent) to form a RFP (Request for Proposals) for Library Building Assessment Subcommittee, comprised of Ms. DeVivo and Ms. Parkinson passed unaminously. A sample RFP was passed out.

  1. COMMUNITY ROOM PROJECT UPDATE: We are still waiting for an estimate from Mayou Construction for the exterior door, and French door.
  1. REPLACEMENT DROP BOX: Ms. Letarte and Mr. Grady distributed information from various vendors. Mr. Grady’s was similar to the boxes at the Boylston and Berlin libraries. Price ranges for all models (including an interior cart) were approximately $4,000 each. Trustees agreed to let Ms. Letarte select one and work with the public works department about its placement out front.



The meeting was adjourned at 7:33 pm. The next meeting is scheduled for 10 am on Dec. 18, 2019.

Minutes submitted by Karen Nugent, secretary.