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Library Board of Trustees

Monthy Meeting
Meeting date: 
Tuesday, October 13, 2020

TUTTLE LIBRARY TRUSTEES MEETING MINUTES

October 13th, 2020

Members Present:  Shelly Connolly, Rick Wood, Nancy Blair and Steve Ullman via Zoom.
Library Director, Cynthia Jewett, was also present.
Meeting called to order by Chair, Rick Wood at 6:30 PM.

Steve moved and Shelly seconded acceptance of the Agenda with minor editorial changes. Motion passed.

There was also a motion made by Steve and seconded by Shelly that the April 2020 Meeting Minutes be amended to reflect the election of new officers: Rick Wood, Chair, Steve Ullman, Vice-Chair, Shelly Connolly, Treasurer and Nancy Blair, secretary.

Nancy moved and Steve seconded acceptance of the September Meeting Minutes. Motion passed.

No Correspondence was reported.

Treasurer’s Report: was discussed and there is nothing out of the ordinary to report.

Bills are being presented again to the town for payment.

COVID reimbursement is 100% and check will be received by next week. Numbers that Shelly have do not seem to agree with the amount that the town indicated it would pay. Waiting to see how much the reimbursement is actually for.

Bank account signatures have been changed to Rick and Shelly and the Business Money Market Account has been established.

Spending Limitation Policy should be established. Board should vote on all monies spent which are over the limit decided upon. A set of good checks and balances needs to be in place. Will table until Diane is available for discussion.

Much discussion of what will be presented to the Select Board on October 26th for next year's budget. Maintenance is an issue. Trustees are asking for an increase in the town portion of maintenance, but not the entire cost. RSA indicates that the town has a responsibility for maintenance. Steve would like the Board would know that Trustees absorb a large portion of the books/media and software line items. Town has made adjustments to areas that may be going up, such as retirement and employee benefits, and those will be figured into the final changes. Rick will NOT be available for this meeting, but Steve and Shelly will present the budget.

A motion was made by Steve and seconded by Shelly that without any major changes, the narrative and budget presented and worked upon at this meeting  will be presented to Donna for the packet that she needs to put together for the Select Board. Rick will include a draft of a Memorandum of Mutual Understanding outlining specific areas of responsibility of the library for both Town and Trustees along with the Narrative (with minor modifications made based on Trustee input), budget proposal and narrative to the Town Administrator.

Library Director's Report:

  • Library is open to the public as of October 1st. 15 patrons are allowed in the library.
  • Melissa is down to 2 days per week.
  • Ellen is a CERTIFIED PARA LIBRARIAN 1. Congratulations Ellen! We are very proud of you!
  • Laurie attended the YALS Youth Services Conference on-line, 2 story times, 18 make and take kits, created and sent the monthly, digital newsletter.
  • Christopher is learning ILL and learning readers advisory. Doing a great job!
  • Train and Trustee plaques have been ordered
  • Grant Awarded: The 2020 4-H STEM Challenge Mars Base Camp: a collection of activities that teach ages 8-14 STEM skills like mechanical engineering, physics, computer science and agriculture.
  • Suggestion to bring the Chili Contest back. Will see how things go in the next couple of weeks.
  • Policies are being updated: Google is one of those policies. Trustees need to review folders for inclusion in Google. Inclement weather policy is also included in these revisions.
  • Library will continue to stay open on Friday from 10:00 am til 4:00pm.
  • A motion was made by Nancy and seconded by Shelly to allow Cindy to purchase the databases NEWSBANK and TRANSPARENT LANGUAGE. The motion passed.

Old Business:

  • A new sub-committee was established for the Director Evaluation. Nancy and Steve will be working on this.
  • Matthew Hale has been consulted as to what capital projects need to be worked on. The SonicWall firewall should be considered. Also repairing the non-working cameras. Staff desktop computers could be replaced.
  • Avenue A did a great job on the old green bench. It is out in front of the library.
  • Bricks at the entryway have been fixed. Rick provided the treasurer with a receipt for the purchase of the bricks.  Once we are invoiced for the labor, Shelly will forward to the Town Administrator for payment.
  • File cabinets are beginning to be gone through, to free up space for the historical society. An Antrim Players film that is over 40 years old was found!! Bill Nichols has been looking for this!
  • Rick has installed the Ullman plaque for the podium.
  • Jim Craig has been alerted as to the need for doorbell repair. Cindy  is on this, but Jim is very busy!

New Business:

  • A motion was made by Nancy and seconded by Shelly for the Library to support The Festival of Trees Committee in some way. Motion passed.

Steve moved and Nancy seconded to adjourn @ 7:55pm. Motion passed.

Next Meeting, November 10th @6:30 PM

 

Respectfully submitted,

            Nancy Blair, Secretary