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Library expense report: trustees note steady services, Hoopla costs and plans for Gale databases and staff development
Summary
Trustees reviewed the FY-end expense report: library consortium (CW MARS) dues rose, Hoopla digital-audio demand pushed costs higher, hotspots were expanded, and trustees approved $950 reimbursement for staff training pending funding source.
At its July 14 meeting, the Southborough Library Board of Trustees reviewed the director’s expense report for the fiscal year and discussed service trends and near-term funding decisions.
Library Director Ryan Donovan told trustees the town consortium invoice from CW MARS arrived at just over $23,000 (up from about $21,000 the prior year) and that marketing and communications software (Constant Contact) also rose modestly. Trustees were advised the library anticipates and has budgeted for incremental membership increases tied to the library’s growing service population.
Trustees heard that use of Hoopla, the library’s on-demand digital service, has grown and that monthly bills occasionally exceeded the director’s informal target (the director said she watches to keep digital spend below roughly $1,000 per month). The board discussed that Hoopla’s per-checkout model produces immediate availability for users but can be more costly than wait-list systems; the director noted some patrons obtain library cards specifically to use Hoopla. Trustees asked staff to monitor usage and bills and said they would consider adjustments if monthly charges remain consistently high.
The director reported adding five library Wi-Fi hotspot devices this year, increasing circulation of hotspots and reducing wait times; the collection now totals 20 devices. Trustees said the expansion had clear community benefit and requested staff monitor demand for potential further increases.
On professional development, trustees unanimously approved reimbursing staff member Mariana $950 to attend a Library Leadership Development Program, with the director to attempt to secure external funding first (the director said she would ask the personnel board and seek grants or community-fund support). Trustees agreed reimbursement could come from state aid funds if no other source is available.
The director also said she is working with neighboring Northborough library contacts and potential funders, including the Southborough Community Fund, to restore access to several Gale research databases for the coming school year; she expected further information in August. Trustees heard the estimated annual Gale line-item is under $3,000 and that the director was pursuing an itemized quote to identify potential funding sources.
The board reviewed year-end salary and non-salary turnbacks; the director reported salary turnbacks were smaller than prior years (bringing the final non-salary overrun to a modest amount she said accounting would confirm). Trustees asked accounting for final figures and accepted the director’s recommendation to monitor digital vendors and hotspot demand.
