Joshua Hyde Public Library - Board of Trustees Meeting Minutes

Library Meeting Room
Meeting date: 
Thursday, August 3, 2023

Joshua Hyde Public Library
Board of Trustees Meeting:Meeting Minutes

 

Thursday, August 3, 2023 at 6:30 p.m.

Library Meeting Room

 

Agenda

 

  1. Call to Order and Quorum Check

Chair Joyce Sinnott called the meeting to order at 6:33 pm. In addition to Chair Sinnott, Gina Kajano, Jessica Colati, Karen Engell,  Sandra Gibson-Quigley, David Reed, Lily Dyer and Library Director Becky Plimpton were present, meeting the quorum.

 

Review and Acceptance of Previous Meeting Minutes

  • Welcomed new Trustees and reviewed the role of the Trustees
  • Sandy made a motion and Dave seconded the motion. All in favor, passed.

 

  1. Library Director’s Report

 

Meeting attended

June 23-27 ALA conference in Chicago

June 28 Book Bites program & start of Summer Reading

June 29 Opioid Committee

July 5 Director Zoom

July 10 MLS Ex Bd

July 11 Opioid Zoom workshop

July 18 Dept Head meeting & COA Book Discussion

July 19 Disability Committee & Broadway Musical zoom

July 20 CMLA meeting

August 1 Dept head meeting & amp; National Night Out

August 2 Banned Books program

 

Building issues

  • An initial meeting was held with SSV to discuss flooring and tile options. There is still no word on when the HVAC project might begin. A second meeting to discuss the entire project and where it stands is scheduled for August 2, 2023.
  • August 2, 2023 meeting led to 3% of the project already completed, many more tasks to be completed. Becky believes the project might start in December with the Meeting Room.
  • It was discussed that the HVAC project will affect programs. Becky suggested not using the Meeting room in December.
  • Next meeting for HCAV August 29, 2023

 

Programs

  • The Summer Reading Program comes to an end on August 9th. The Friends will be presenting awards to the SRP Bookmark contest winners at 1:45pm before the final program on the 9th.
  • Books on Tap will be held at Rapscallion Pub on August 16 at 6:30pm. The book is The Girls by Emma Cline.
  • The day and evening book discussion groups have planned out the 23/24 year of books and dates.
  • The first daytime book discussion will be Jacqueline in Paris on September 12 at 1:00pm and the Armchair
  • Travelers on September 20 at 6:30pm with a coffee and chocolate tasting to complement the book The Monk of Mokha.

 

Other issues/activities

  • The Friends of the JHPL will hold a book sale on August 12, 10-2pm
  • August 15 is Town of Sturbridge Take-over night at the WooSox. Tickets are available online through the Rec Department.
  • ARIS will be completed by the August 18 due date aiming for August 16th
  • Reviewed Becky and Jessica’s  ALA conference sessions and how to implement at our library. Making staff members experts in different areas benefits all at the Library.
  • Omeka subscription is up but looking into the new subscription for the year. Jessica will look further into Omeka and will get back to us.
  • Water cooler for the Staff Room, the cooler was purchased by the Library but the Town will not pay for the water. Becky is asking up to $500 annually from Litmeg. Jessica makes a motion to  annually fund from July 1 to support the purchase of water for the water cooler by the Library Staff. Sandy seconded the motion, all approved and passed.

Budget status

  • FY2023 Highlights
    • Salaries are an estimate, which is why there is a large remaining amount
    • Books we must spend what is budgeted. Becky usually over spends on books and is covered by Litmeg.
    • Reviewed Litmeg spending and approvals
    • Others: More money was put in Mileage amount due to change in rate, propane cost went down, Town put $2000 into funding for Programing
  • FY2024
    • On track so far

Other Business

Review of the Out of State cardholder policy & Dudley Library

  • Reviewed what is happening at Dudley Library
  • Discussed possible options for Out of State cardholder and Decertified libraries policies
  • Jessica makes a motion to change our Out of Town Resident Employee Policy “ Persons living outside of Sturbridge may obtain a borrower’s card by using their proof of employment in Sturbridge as well as their permanent residence address.” Seconded by Karen, all in favor, passed.

 

Setting Director's goals for 2024

  • Reviewed Becky’s goals and clarified questions
  • Sandy makes a motion to adopt Becky’s draft goals as goals for FY24, Dave seconds, all in favor, passed.

Revisit how conferences and workshops get paid for benefitted staff

  • Discussed using a dollar amount instead of saying only one conference/workshop
  • Would impact 5 staff members plus Becky at around $800
  • Sandy makes a motion to approve up to $800 per benefited staff each fiscal year to attend conferences and workshops. Gina seconded the motion. All in favor, passed.

 

Chairperson’s Report

  • Nothing new to add

 

Old Business

Volunteer Appreciation Night

  • No updates until Sawdust opens

 

  1. New Business
    1. Other topic(s) not reasonably anticipated by the Chair
  • Discussed clearing the Meeting room and Kitchen for the renovations in December.
  • Next meeting September 7, 2023 at 6:30
  • \
  • Karen makes a motion to end the meeting. Dave seconded the motion, all in favor, passed. Meeting ended 8:41pm