DAVIS PUBLIC LIBRARY

STODDARD, NH

BOARD OF TRUSTEES

DATE:  May 17, 2021

TIME:  7:00 pm

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

PRESENT: Angel Nicoletti – Chair, Jan McGonagle – Treasurer (by phone), Inga Cullen – Director

ABSENT:  Christine Haase – Secretary, Debbi Kingsbury – Alternate

PUBLIC PRESENT: Don Healy – Chair Elect

1. Call to Order: Angel called the meeting to order at 7:10 pm

• Roll Call - Jan, Angel, Inga, Don
• Minutes - The minutes from the Regular Board of Trustees Meeting on April 19, 2021 were accepted as presented.The minutes for the Special Meeting on May 12, 2021 were accepted with correction to Charlotte Lesser’s job title and wording on the confidentiality of patrons.
• Correspondence – Inga spoke to Consolidated Communications about the charge for the disconnect fee.We were charged for the disconnect fee but prorated for the internet not used after moving internet service to FiberCast.
• Public Comment – None

• Financial – The financial reports were reviewed.

Angel questioned the 114% left in non-books and video.Jan explained Hooplah had a large credit starting this fiscal year.Next year it will be tracked as an expense.

Jan pointed out there are currently Town Controlled Expenses left with a balance; electric $800 and heat $950. Any unspent Town Controlled Expenses can be reallocated and need to be spent. A discussion of ways to spend down followed. Ideas need to be brought to the table for our June meeting on spending this down.

• Library Director - The Library Directors Report was reviewed.

Barbara Rockwell was nominated for the Cheshire County Older Adult Volunteer Award.This will be presented via Zoom.There was a Facebook post announcing this and there may be a crowd. A discussion about how to properly distance while this Zoom award was presented should a group attend.Inga has a plan in place to show the presentation while keeping distanced in the library.

JFES asked to resume summer visits during the summer camp program.They want 24-29 students to visit once a week for 4 weeks. The only problem is they are looking to come on Tuesdays, rather than the regularly planned Thursday. The library is not staffed on Tuesday morning, payroll would need to be adjusted. Could unused payroll funds from this year could be moved and could be used to pay for the additional hours needed to facilitate this change.

Inga sent a narrative on what the hours, days and duties would look like if a third staff member were to be hired.

               C.    Review of Action Items: April 19 & May 12.

                     a.    Inga clarified the Consolidation Communications bill from 3/31 bill; Cancel one                                    line from CC and change to OOMA.  This topic was covered during                                                     Correspondence discussion.

                     b.     Inga contact Franz Haase re new shelving in Children’s Room. Waiting on a reply                                from Franz Haase.

                     c.      Inga and Jan summarize the  Communications bills during  the correspondence                                  discussion.

                     d.      Inga has updated the Borrowing and EReader policies and will send the                                                                 Trustees the reworded policies.

                     e.      Inga  has set up recurring payments with FiberCast.

                     f.       Inga ordered the new printer has been ordered but it is currently backordered.

                     g.      The parking lot striping was completed earlier this week.

                     h.      Jan – ask Pat Putnam re use of extra funds for payroll.  This was reviewed in the                                 Financial Reports.

                     i.       Inga has reached out to Mikki Falcone regarding interested in subbing. She has                                  not heard back from her. Charlotte Lesser is coming on as Per Diem Library                                   Assistant.

                     J       Inga created a narrative showing payroll budget with 3^rd staff.  The narrative                                        was reviewed.  The Trustees voted to create this 3^rd position.

                    k.     Angel added news note on Stoddard website regarding our pandemic visitation                                   policy.   

                    l.     Inga will add the updated visiting policy this to the Wix website.

1. Old Business

• Printer – This topic was discussed.
• Shelving – This topic was discussed.
• Parking lot striping – This topic was discussed.
• Third staff discussion – This topic was discussed.
• Stoddard ReConnect- Inga reviewed the ReConnect project.She is also building a list of town contacts who she may not have already in her list.
• Assistant Librarian Job Description. Inga has created this description.
• Updated Library Visiting Policy.The updated Pandemic Policy with the Library Visiting Policy added.Christine will add the updated policy to the binder.

1. New Business

• New Trustee Chair Orientation. Angel and Don will meet to discuss his new role as Chair.
• Fence Instability – Angel has contacted Monadnock Fence to come out June 2^nd at 2:15 pm to come see the fence.They were the people who originally constructed the fence.
• Identify library capital projects for Vicki of Stoddard Planning Com.
• Stoddard Church Renovation – The Stoddard Church is beginning renovations. They have a published report they would like displayed giving the history of the church and what would be needed for the planned renovation.This could be added to the Stoddard Collection.
• Lawn Maintenance 2021. Angel spoke to Rex Rodanas and he is ready to begin the lawn maintenance.
• American Rescue Pal funds. This has been tabled until next meeting.

Next Meeting Date: June 21, 2021 at 7 pm.

Adjournment at: Meeting adjourned at 9 pm.

Transcribed and Submitted by:  Christine Haase, Recording Secretary

Summary list:

Motions:

• Angel made a motion to accept the financial reports. Jan seconded the motion.  The motion passed unanimously.
• Angel made a motion to go ahead and hire a third employee at $13/hour while reducing Martha’s hours by 4 hours per period and Inga’s hours by 2 hours per period. Jan seconded the motion.

Action Items and Directives

• Jan to bring a better estimate of the unspent town controlled expenses left in our budget
• Inga will look into the expense of a Junior Library Guild subscription service vs. utilizing Overdrive Advantage
• Jan will put together an estimate on the expense for the air filters
• Inga will think about additional ways to spend down funds and bring a list to the next meeting
• Jan will reach out to Lexie to get clarification on how unused town controlled expenses can be allocated properly
• Inga will send the revised borrowing and EReader policies to the Trustees
• Inga will add the library visiting policy to the Wix website
• Christine will add the updated Pandemic Policy to the binder