DPL Board of Trustees Minutes

Regular Meeting of BOT
Meeting date: 
Tuesday, July 27, 2021

Davis Public Library

Monthly Trustee Board Meeting

July 27, 2021

 

 

DATE: July 27, 2021

TIME:  7:00 pm

 

TYPE OF MEETING:  Regular Board of Trustees Meeting

PRESENT: Don Healy – Chair, Jan McGonagle – Treasurer (arrived 7:25), Christine Haase – Secretary, Inga Dellea – Director, Angel Nicoletti - Alternate

ABSENT:  Debbi Kingsbury – Alternate

PUBLIC PRESENT: None 

 

  1. Call to Order: Don called the meeting to order at 7:20.
  • Roll Call – Angel, Christine, Don, Inga, Jan (7:25 pm)
  • Minutes: The minutes from the Regular Board of Trustees Meeting June 21, 2021 meeting were reviewed and accepted as presented.
  • Correspondence – None
  • Public Comment - None

 

  1. s
  • Financial – The financial reports were reviewed.Jan explained the way she changed the reporting.She will now prepare the reports month to month, rather for than meeting to meeting.

The town controlled funds we thought were available were not as much as we had originally thought.The Library cannot legally encumber funds for payroll or programming.The Board discussed ways we could use the encumbered funds.

  • Library Director - The directors report was reviewed.

The canoeing program was discussed, and Inga will be meeting with Primex to discuss the library’s liability for a program. Pat Putnam suggested a waiver for all participants.

Vern Thornblad reviewed our needs to design the library’s website and quoted $2,400.Our main goal is keeping the visually pleasing and at a 7th grade level, making it easy to for all patrons to navigate the library’s website.

The alarm system was noted as being fixed in the report, but Inga noticed a light on the system today.There are still problems with the unit.

  • Review of Action Items
  • Inga will send a copy of her plan to spend unused town controlled funds to Jan. The plan was sent to the town and legally the encumbered funds could not be spent on payroll or programming.
  • Angel will reach back out to the fence company. They did not respond to her message. She will try again.A letter will be sent by Don to the town notifying them of the instability.
  • Inga will send the updated Borrowing and EReader policy.  Inga sent along to the Trustees and there was one correction to be made.  She will update and send final copy.
  • Don will speak to Phil Petrov and have him come take a look at the peeling paint at the front of the building.Phil came to the library to look at the paint.Phil will put a quote together and this will be submitted to the town for approval for payment.
  • Inga will speak to CCI to see how the phone line(s) are connected to the security system. A hard phone line will be required to keep the current security system.
  • Jan will call Pat Putnam to find out when the last payroll date is this FY.This was taken care of.

 

  1. Old Business
  • Fence Instability – Angel left another message with the fence company regarding the fence instability.There was no response.
  • Air Filters – The town may cover the expense of the air filters for the library.
  • Spend down items – Discussed during the financial report.
  • Third Staff – Inga will begin the search for a third library staff member.
  • Stoddard Re-Connect – Inga will send a summary of the series prior to next meeting.
  • American Rescue Plan Funds – Inga will attend the webinar on how the American Rescue Plan Funds can be used for libraries.
  • Fire Alarm Situation – Discussed in the director’s report.
  • Ooma Status – Ooma phone system has been ordered.
  • Masking policy going forward – We are currently in a low-risk area and the current mask policy will stay in place.

 

  1. New Business – None

 

 

Next Meeting Date:  Monday August 16, 2021, at 7pm.

 

Adjournment at: The meeting was adjourned at 8:53 pm.

 

Transcribed and Submitted by:  Christine Haase, Recording Secretary

 

Summary list:

 

 

Motions:

Angel entertained a motion to accept the minutes from the June 21, 2021 meeting as presented.  Don seconded.  Christine so moved.  The vote passed unanimously.

Jan entertained a motion to hire Thromblad to design the library’s website at $2400. Jan and Inga will work on a plan to cover the funds needed.  Don seconded.  Christine so moved. The vote passed unanimously.

Action Items and Directives:

  • Christine will update the General Information form and send the update along with the draft minutes.
  • Inga will send her summary of the Community Discussion Forum prior to the next meeting.
  • Jan will need to send Michelle Pong a letter to request funds from the town for the library budget. This will start the funding for the new fiscal year.
  • Angel to send Jan a copy of the budget submitted to the town for the current fiscal year.
  • Angel will contact Michelle Pong to see of/who the town uses for an alarm system.
  • Don will write a letter to the town notifying them of the fence instability.
  • Don will ask Phil Petrov for a quote on what needs to be done to fix the peeling paint on the exterior of the library.
  • Don will reach out to Rex Rodonus to get a price on gravel to place along the back wall to prevent the backsplash on the siding.