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Minutes of Meeting of the Board of Trustees
Highland Public Library
14 Elting Place; Highland, NY  12528


Date: 9 November 2023


Attending: Elaine Rivera, Acting President; Melissa Burdash, 1st Vice President; Laura Finch, Secretary; Milena Barrett, Trustee; Jacqueline Burke; Trustee and Julie Dempsey, Library Director; Patrick Mason; Finance Officer


The meeting was called to order at  5:32 p.m.


The members recited the Pledge of Allegiance.


The members observed a moment of silence for Frances Brooks.


Jacquie moved to accept the minutes of the September 28, 2023 meeting.   Melissa seconded.  All were in favor.




Financial Report:
Melissa moved as follows: Be it resolved to approve the warrants attached for operating expenses for the months of September and October, 2023 and November 15, 2023. Jacquie seconded. All were in favor.


Patrick moved as follows:  Be it resolved to accept the September, 2023 financial report as prepared by Rose Woodworth, Accountant.  Melissa seconded. All were in favor.


Agenda Items:


Director’s Report:


Staff Updates:  Julie is going through County candidates to fill Jess’s position.  Most local libraries are ~$17/hr, but Poughkeepsie is $22/hr for Library clerks.  A limited number of candidates have progressed through the process, so Julie may need to widen the net for applicants.


Facilities/Door:  Door wasn’t staying locked.  The locksmith re-set the handle, but the fix wasn’t permanent.  The locksmith is due to return tomorrow with a push-button mechanical system. 


Friends Appreciation: Last month on October 21st, the library brought treats for the members.


Food drive: 683 items were donated to Ascencion Holy Trinity Church on Grand St.


Coat Drive:  Coats will also be donated to Holy Trinity.  All winter items will be accepted.


Toy Drive:  Will start following Thanksgiving.  Donations will stay local.


Diversity Grant programs:  Korean Heritage and Red Hawk Nations programs were funded by this grant.  The Red Hawk program was extremely well attended.  


Old Business:


Staff Vacation Allocation: 
Update policy for PT Staff to:  Part time employees will receive 2 weeks of paid vacation after 5 years of continuous service.  
Health Insurance Maximum:  The library will pay up to $1,000 monthly for certain plans. The total increase for 2024 with this change will be approx. $2000. 


Patrick made a motion to accept the updates to the Personnel Policy.  Melissa seconded.  All were in favor. 


New Business:


Personnel Action


Recommended by: Library Director, Julie Dempsey
The Board of Trustees is the 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 Board of Trustees on the recommendation of the Library Director.


Pending Personnel Actions:
Approve the resignation of Jessica Hammond from PT clerk position effective 10/30/2023.


Action Requested: 
MOVED that the Board of Trustees of the Highland Public Library approve the personnel actions listed above.


Motion:
Moved by: Melissa
Seconded by: Patrick


Result of Action:
In Favor: All
Against: None
Abstaining: None


Personnel Action Documents:
Personnel Action
Recommended by: Library Director, Julie Dempsey
The Board of Trustees is the 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 Board of Trustees on the recommendation of the Library Director.


Pending Personnel Actions:
Approve the appointment of Joseph Cifone to PT page position at a rate of $15 per hour, up to 8 hours per week starting November 1st 2023.


Action Requested: 
MOVED that the Board of Trustees of the Highland Public Library approve the personnel actions listed above.


Motion:
Moved by: Melissa
Seconded by: Jacquie


Result of Action:
In Favor: All
Against: None
Abstaining: None


Appointment to fill term of Frances Brooks: Mark McPeck and Eric Norberg are interested.  Eric would be ineligible due to the bylaws stipulating a year’s vacancy.


Patrick moved to have Mark McPeck appointed to fill the vacancy.  Melissa seconded the motion.  All were in favor.
Nov/Dec Meeting: December 7 @ 5:30.


Staff Holiday: Board is welcome to contribute to Julie for the staff holiday party.




Committees:


Facilities: n/a


Finance:  Committee met to discuss moving money to discretionary fund.  The fund is nearly depleted as the school district check is waited upon which is not received until October. From July through September expenses are covered by the unrestricted funds which are repaid once the tax revenues are received. Salary increases may be forthcoming to remain competitive in the hiring market. Committee recommends setting up a line-item contingency with a stipulation that it goes to the unrestricted fund.  Board agreed that the cushion (90-100 days) shall be built up over the next few years in a staged manner.  
 
Personnel: Personnel actions noted above.


Other:


Public Comment:


Patrick moved to adjourn. Jacqui seconded.  The meeting adjourned at 6:02 p.m.


Next Meeting: December 7 at 5:30 pm.


Respectfully Submitted,
Laura Finch, Secretary