DPL Board of Trustees Minutes

Regular Meeting of BOT
Meeting date: 
Monday, June 21, 2021

Davis Public Library

Monthly Trustee Board Meeting

June 21, 2021

 

 

DATE: June 21, 2021

TIME:  7:00 pm

 

TYPE OF MEETING:  Regular Board of Trustees Meeting

PRESENT: Don Healy – Chair, Jan McGonagle – Treasurer, Christine Haase – Secretary, Inga Dellea – Director, Debbi Kingsbury – Alternate, Angel Nicoletti - Alternate

ABSENT:  None

PUBLIC PRESENT: None 

 

1. Call to Order: Don called the meeting to order at 7:05 pm.

                A. Roll Call - Angel, Christine, Debbie, Inga, Don, Jan

                B. Minutes - The minutes from the Regular Board of Trustees Meeting on May 19, 2021, were      accepted as presented. 

                C. Correspondence – Inga has been in touch with the Junior Library Guild. This a curated                 subscription service which offers guidance and suggestions on material for our collection. This              service does all the research on book ordering and current trends for the library, which will free           up some time for Inga. Inga will be able to review the suggested titles prior to shipping.

                There has been an issue with the alarm system going offline.  This could be caused the battery,   something getting disconnected during the change from CCI Internet to FiberCast, or the alarm         system itself. Inga has been in touch with Tattersall and PPM Security Company regarding the                   lost connection.  They all believe it is the other’s fault. Tattersall will be coming on Thursday           June 24 to check the error again.

                D. Public Comment – None

2. Reports

                A. Financial – The Treasurer’s Report and Profit and Loss Statement were reviewed. Jan and          Inga have made a plan to spend down our remaining town controlled funds. Inga reviewed her        list of ways to spend down the funds prior to our fiscal year end. 

                B. Library Director - The Library Directors Report was reviewed. 

                Phased reopening was discussed, and the mask policy will be reworded.  Vaccinated patrons will                be able to come into the library without wearing a mask, we are asking unvaccinated patrons to        continue mask use.  Social distancing will still be required.

                C. Review of Action Items

                                a. Estimate of unspent town controlled money left in budget. – Jan gave an explanation                                  of what we have left in the budget and what we can encumber.

                                b. Junior Library Guild vs Overdrive Advantage – Inga reviewed the service and                                                    differences of the Junior Library Guild vs Overdrive Advantage and the expense                                                  associated with                 each service.

                                c. Estimate of expense for Air Filters-Jan researched the filters and we will                                                             purchase 3 air filters for the library.  The total expense will be $750-$800. We will be                                        making this purchase prior to the end of the fiscal year.

                                d. List of ways to use unspent funds – Inga discussed this in her Director Report.

                                e. Proper allocation of unused town controlled funds- Jan got clarification from Lexie                                       and the town on the proper way to allocate the unused town controlled funds.  The                                          spend down plan was based on this.

                                f. Final copy of revised Borrowing and EReader copies – Inga will send the                                                              updated copy and this will be reviewed at the next meeting.

                                g. Add library visiting policy to Wix website – Inga updated the visiting policy on the                                          current website.

                                h. Add updated Pandemic Policy to white binder – Christine added a copy of the                                                                 updated Pandemic Policy to the white notebook.

3. Old Business

                A. Fence Instability – Angel left a message with the fence company.  There seems to be a                problem with the two end panels that will need to be stabilized

                B. Air Filters – Jan researched the air filters and room sizes in the library. Three filters will be         purchased for the Library.

                C. Spend down items - Discussed when reviewing Financial Reports and Director’s Report.

                D. Third Staff – Ben will only be available for subbing through the summer.  There is no   immediate need for a third staff member.  Inga will begin the process, but she will wait to find                 the right candidate.

                E. Stoddard Re-Connect – Inga has held two out of three of the Stoddard Re-Connect       meetings.  There were 20-30 participants, mostly in person.  There was a bit of trouble with            the Zoom attendees hearing the series. The Board will get a full summary next month, after all      three meetings have been held.

                F. American Rescue Plan Funds – The library is making a list of expenses that the American            Rescue Plan Funds could be used for.  This will be presented to Michelle Pong.

4. New Business

                A. Change Meeting date - Our next meeting date will be Tuesday July 27, 2021 at 7 pm.

                B. Fire Alarm malfunction – This was discussed when reviewing correspondence. 

                C. Peeling paint of exterior wall and front handrails need for gutter?  Don will reach out to Phil    Petrov to come take a look at the peeling paint and ask for suggestions on what could be done        to prevent this from happening. 

                D. Identify Capital Projects anticipated for Vicky of Planning Commission. Don emailed     Michelle Pong notifying her we will come up with a list of items for the Capital Projects, long      term projects.  Items we could need within the next 25 years; roof, carpeting, building              maintenance, technology/space upgrades to keep up with the current trends of library use.

                E. Change to Ooma.  Inga will order the Ooma service and system prior to June 30, 2021.

                F. Lawn replacement – add to Library Improvements calendar.  The lawn replacement was             added to our improvement calendar.

Next Meeting Date:  Tuesday July 27, 2021 at 7 pm.

Adjournment at: The meeting was adjourned at 9:00 pm.

Transcribed and Submitted by:  Christine Haase, Recording Secretary

Summary list:

Motions:

Jan entertained a motion to allow Inga to use the 52 project hours as she sees fit, without exceeding 10 hours per pay cycle, without reporting to Jan prior.  Christine seconded the motion.  Don so moved.  The vote passed unanimously.

 

Action Items and Directives:

  • Inga will send a copy of her plan to spend unused town controlled funds to Jan.
  • Angel will reach back out to the fence company.We would like to know this will be corrected.
  • Inga will send the updated Borrowing and EReader policy.
  • Don will speak to Phil Petrov and have him come take a look at the peeling paint at the front of the building.
  • Inga will speak to CCI to see how the phone line(s) are connected to the security system.
  • Jan will call Pat Putnam to find out when the last payroll date is this FY.