DPL Board of Trustees Minutes

Regular Meeting of BOT
Meeting date: 
Monday, March 15, 2021

DAVIS PUBLIC LIBRARY

STODDARD, NH

BOARD OF TRUSTEES

 

DATE: March 15, 2021

TIME:  7 pm

 

TYPE OF MEETING: Regular “Zoom” Board of Trustees Minutes

PRESENT: Angel Nicoletti – Chair, Jan McGonagle – Treasurer, Inga Cullen – Director, Geri Bailey - Alternate

ABSENT:  Christine Haase – Secretary, Debbi Kingsbury – Alternate

PUBLIC PRESENT: Dean Dorman – Member of Public

 

  1. Call to Order - Angel called the meeting to order at 7:06pm
  • Roll Call – Angel, Jan, Inga, Geri
  • Minutes - The minutes from the February meeting were accepted as presented.
  • Correspondence – Consolidated Communications internet was cancelled but phone lines are still active.The address was reconfirmed to be sure that information was correct.
  • Printer: The Canon brand ink did not solve the problem with the printer. Inga will contact customer Service to find a solution, as that did not help.
  • The propane tank was filled in February.A new reminder will be added to the BOT calendar to make sure this happens in the fall before the snow.
  • Public Comment - None
  1. Reports
  • Financial - The financial reports were reviewed.
  • The Board investigated funding and where anticipated spending should occur prior to end of the year; Non-books, video & maintenance, Hoopla or RB Digital.
  • Lawn maintenance costs reviewed. Angel confirmed there is $1300 in next year’s Town budget.
  • The Board needs to think of ways to spend down this year’s funds.
  • Library Director – The directors report was reviewed.
  • Review of Action Items

                      •   Check propane tank gauge to confirm it’s not low. Propane filled and                                new reminder will be created in the fall to fill before it snows.

                      •   Confirm with Pat Putnam who insurance letter should go to. Jan                                        confirmed this was not the Library’s responsibility.

                      •   Shelving options for Children’s Room – This is one of the items that was                            mentioned as an option for the available budget $ use before year end.

                      •   Send copy of budget reflecting change in heat and bottom line. Inga sent                          revision to the Trustees.

                      •   Get updated Consolidated Communications plan with Internet

                              service removed. Ask for waiver of cancellation fee. – Inga

                      •    Check with NHLTA about use of late fees – Angel wrote to NHLTA and                              there is no need to keep track of late fees if fines adopted. 

                      •    Bring updated Borrowing Policy to March meeting –Inga revised and                                there are some clarifications in being made.

                      •    Property Management Protection Bill status – Jan paid the Property                                 Management bill.

          3    Old Business

  • Budget – confirmed we have budgeted for change to Fibercast.
  • Consolidated Communications Contract. Jan will follow up on the Consolidated Contract.
  • Elections – Election sign up at Town Hall 3/22- 3/26. Trustees reviewed succession and planning options for board positions.
  • E Reader Borrowing Policy update
  • Circulation Policy
  • Performance Evaluation plans.Inga must do a self-evaluation and the Trustees will meet to do Inga’s evaluation.
  • Plans to accomplish goals for 2022.Goals will be created using the Conversation Series. Inga will develop 3 measurable objectives to support each goal.
  • NHLTA Conference May 12 & 13. The NHLTA Conference will be held on Zoom, no travel costs.
  1. New Business
  • Ben Hill-. Ben has a transportation issue until May but will do the program about trees remotely.
  • Town Elections May 11. Town Meeting May 18 7p Lucy B Hill

                              Community Room in the JFES.

  • State Library Statistics Submission – Inga is working on this.
  • Trustee Annual Report to Town – Angel submitted at the end of February.
  • Library Director Report to Town. Inga submitted to Michelle Pong, will send to Trustees.

                     

 

Next Meeting Date: April 19, 2021

Adjournment at: Meeting adjourned at 9:30 pm.

Transcribed and Submitted by:  Christine Haase, Recording Secretary

Summary list:

 

Motions:

  • Angel made a motion to accept the financial reports. Geri seconded the motion.  The motion passed unanimously.

 

 

Action Items and Directives: 

  • Jan will add column to explain credit/transfer for each item in the financial reports.
  • Inga and Jan will come up with ideas to spend down current budget and bring to the April meeting.
  • Inga submitted the Library Director’s report to Michelle Pong.She will distribute to the Trustees.
  • Inga to give Ben and Martha performance reviews.
  • Inga will fix RB Digital on Catalog Page on Electronic Resource area.
  • Inga will scan Consolidated bill to the drive for Jan and Lexi to follow up to remove Lexi and to get explanation on the bill.There may be a change to bundle pricing after removing the internet.
  • Inga to clarify the Borrowing Policy.
  • Inga to set FiberCast billing up for recurring payments.
  • Ina complete self-evaluation prior to next month’s meeting
  • Angel to arrange special meeting for the Trustees for a consensus on evaluations.
  • Inga come up with Goals for 2022 and present to Trustees.
  • Jan and Inga will pursue new individuals interested in joining the Trustees.
  • Angel will get on ballet.
  • Angle to write letter to Select Board to get Dean Dorman on the ballet.