PDF Minutes of Meeting of the Board of Trustees Highland Public Library 14 Elting Place; Highland, NY 12528 Date: October 28, 2021 Attending: Nancy Hammond; President; Darlene Plavchak, 1st Vice President; Frances Brooks, 2nd Vice President; Eric Norberg; Finance Officer; Laura Finch, Secretary; Melissa Burdash, Trustee; Jacqueline Burke; Trustee and Julie Dempsey, Library Director Committee Members Present: Mark McPeck, Facilities Committee member The meeting was called to order at 5:30 p.m. The members recited the Pledge of Allegiance. Fran moved to accept the minutes of the August 26, 2021 meeting. Eric seconded. All were in favor. Financial Report: Fran moved as follows: Be it resolved to approve the warrants attached for operating expenses for the month of September, 2021. Eric seconded. All were in favor. Fran moved as follows: Be it resolved to approve the warrants attached for operating expenses for the month of October, 2021. Eric seconded. All were in favor. Fran moved as follows: Be it resolved to accept the August 2021 financial report as prepared by Rose Woodworth, Accountant. Eric seconded. All were in favor. Fran moved as follows: Be it resolved to accept the September 2021 financial report as prepared by Rose Woodworth, Accountant. Eric seconded. All were in favor. Darlene made a motion to enter into executive session at 5:33 for the purposes of discussing the director’s contract. Fran seconded. All were in favor. Fran made a motion to exit executive session at 5:46. Eric seconded. All were in favor. Fran made a motion to increase the salary of the Library Director by 4% retroactive to July 1, 2021 to reinstate budgeted salary increases that were waived by the director. Roll Call Vote: Nancy: Yes Darlene: Yes Fran: Yes Eric: Yes Melissa: Yes Laura: Yes Jacqueline: Yes Agenda Items: Director’s Report: 1. Jacobson Grant Update: All of the $8k grant has been secured. We have not received any of the $10,000 Jacobson Grant yet. Most likely will be in 2022. As will the DLD grant. Both of which are for the soundproofing of the Children's area 2. MHLS Grant: Art Adventures for Seniors: Funded by a grant, and ceramic art classes are well attended, and have a wait list. Seats remain in watercolor pastel class. 3. Food Fight Final Report: 843 food items were collected! Donations collected by Community Action. November’s collection is TBD based on need at Community Action. 4. Programs: 1. Programs will move back inside with limited participants and masks. 2. Story Hour occurred on Oct 27th inside. Six-feet tablecloths were used with cushions. Mary Morano was a guest reader while Holly was out. 5. Fine Free: 1. Pre-Covid: Children and seniors were waived of fines. 2. 2020-2021: $593 was collected 3. If item is damaged or not returned, there is a cost. 4. Julie requested of the Board that a resolution be considered to make the HPL a fine-free library, such that the goodwill benefit exceeds the return on fines. 5. Books checked out at HPL follow the HPL guidelines. 6. Fran made a resolution to eliminate a fine for books that are returned late. Eric seconded. All were in favor. 6. Trustee Training Bill: 1. 2 Hours training/trustee/year goes full into effect January 2023. 2. MHLS trainings count towards these 2 hours. 3. As of now. It is unknown how the hours are logged, stored, and acted upon. 4. Nancy suggested that BOT meeting turn-key training would count as hours. It is not certain at this time if it would count. Julie continues to get clarification on this new legislation. Old Business: 1. COVID Meeting Room Policy: 1. Motion made by Fran to accept the COVID Meeting Room Policy. Seconded by Eric. All were in favor. New Business: 1. Staff: 1. Samantha Bacchi: New Position Appointment 1. Appointment is more than ½ time, but less than full time. Employee is eligible for health benefits. 2. Library clerks start at or near (usually below) $15/hr. 3. Discussion on salary increases following probationary period. 4. Finance committee will review budget to see if any room above and beyond resolution. 2. Personnel Actions: 1. Recommended by Library Director, Julie Dempsey: The BOT is appointing authority for all personnel appointments, whether as a staff hire or as a contract employee. Resignations must also be received and acted upon by the BOT upon the recommendation of the Library Director. Actions: Approve the appointment of Samantha Bacchi to Library Clerk position at a rate of $15.00 per hour, up to 35 hours per week starting October 31. Moved that the BOT of the HPL approve the personnel actions listed above Moved: Fran Seconded: Eric Roll Call Vote: Nancy: Yes Darlene: Yes Fran: Yes Eric: Yes Melissa: Yes Laura: Yes Jacqueline: Yes Actions: Approve the appointment of Genie Fernandes to Library Clerk position at a rate of $15.00 per hour, up to 30 hours per week starting October 31. Moved that the BOT of the HPL approve the personnel actions listed above Moved: Fran Seconded: Melissa Roll Call Vote: Nancy: Yes Darlene: Yes Fran: Yes Eric: Yes Melissa: Yes Laura: Yes Jacqueline: Yes 3. Staff holiday: Nancy requested a donation of BOT members (to Julie) so that Julie can plan a holiday party. 2. November Meeting: Moved to December 2nd; 5:30 pm Committees: Facilities: 1. Report on solar possibility: 1. Mark and Eric have a community member that is willing to do a (free) study to see what energy costs would be should solar electricity be pursued. Location of panels, ability of building to withstand their weight, and projected costs and savings will be included. 2. Utilities line item continues to increase, and solar may be an option to offset that line (approx. $1500/month). 3. Julie has considered solar powered vehicle charging stations for the parking lot. 4. Nancy discussed how the preparation that the study will provide can increase the probability of securing a grant. She’ll utilize BOT and community member expertise to pursue grants. 5. Recommendation was made to pursue study. Friends Liaison: Meeting was held on Saturday. Slate was voted on. Trustee Training: none (see notes above re: Trustee Training Bill) Personnel: none Other: none Public Comment: none Fran moved to adjourn. Melissa seconded. The meeting adjourned at 6:25 p.m. Respectfully Submitted, Laura Finch, Secretary