Text Description automatically generated Minutes of Meeting of the Board of Trustees Highland Public Library 14 Elting Place; Highland, NY 12528 Date: Jan. 23, 2025 Attending: Elaine Rivera, President; Mark McPeck, 1st Vice President; Jacqueline Burke, 2nd Vice President; Phyllis Freeman, Trustee; Sarah Navin, Trustee; Julie Dempsey, Library Director; Lisa Gill, Assistant Library Director; Sharon Battershall, treasurer Absent: Patrick Mason; Finance Officer; Eric Norberg, Corresponding Secretary The meeting was called to order at 5:30 p.m. The members recited the Pledge of Allegiance. M. McPeck moved to accept the minutes of the Dec. 5, 2024 meeting. S. Navin seconded. All were in favor. Financial Report: P. Freeman moved as follows: Be it resolved to approve the warrants attached for operating expenses for the month of December, 2024 and January 2025, J. Burke seconded. All were in favor. P. Freeman moved as follows: Be it resolved to accept the November 2024 financial report as prepared by Rose Woodworth, Accountant. J. Burke seconded. All were in favor. Agenda Items: As follows Director’s Report: The Staff Holiday Meal was well received and successful. There was some discussion of the bylaws regarding the terms of the Board Members. Update on repairs; Yankee gutters, light fixtures and HVAC, all in good shape now. Music garden will be reconstituted in Spring 2025. Mobile hotspots (with the exception of one for when staff go out with Mobile Library) will not be continued due to the fact that they were lent out to patrons but not returned, making it not worth the cost. Arts Mid-Hudson- L. Gill secured grant for $3000 for the Library, to be used for cultural programs. The Friends donated a new TV to replace the Teen TV which was damaged. Those patrons responsible performed community service as a consequence. Advocacy day- L. Gill will be going this time. This is a chance to speak with our representatives about the importance of libraries. Old Business: Personnel policy- update regarding payment for unused sick time J. Burke moved as follows: Be it resolved to accept the update to personnel policy, P. Freeman seconded. All were in favor. Bylaws update possibility; it was decided that more time is necessary to review update, particularly to define “extraordinary circumstances”. This topic will be taken up again at the February meeting. New Business: Succession plan- All members in agreement that L. Gill shall replace J. Dempsey upon J. Dempsey’s retirement. First there will be a provisional appointment, then L. Gill will take civil service test, then permanent appointment can be done. Personnel actions- M. McPeck moved as follows: Be it resolved that the Board approves the provisional appointment of Donna Davies to Adult Program Coordinator. J. Burke seconded. All were in favor. M. McPeck moved as follows: Be it resolved that the Board approves the termination of Kendel Matsuka as library staff. J. Burke seconded. All were in favor. Standing Committees: Facilities: Report from structural engineer about the stability of the Library building concludes that the damage is probably not structural, but is cosmetic. Crack monitors will be purchased, and then installed to measure amount of expansion of the cracks in walls in mechanical room and server room, among other places. The upcoming budget will include funds for repairs that may be needed. Also, there is an issue with buckling of the cement outside the staff door, which will be addressed once the cracks problem above is resolved. Friends Liaison: Trustee Concerns: Question whether the Library is designated a Warming Center (it is). Question about how the Food Pantry is going (going well!). Question about the Coat Drive (donated coats are going to local church) E Rivera announced that the next meeting will be February 27, 2025. M. McPeck moved to adjourn. P. Freeman seconded. All were in favor. The meeting adjourned at 6:04p.m. Respectfully Submitted, Sharon Battershall, Secretary