Board of Trustees Minutes

MINUTES OF September 15, 2022

Trustees in Attendance: Patricia Brannen, Gloria Carlson, Susan Cole, William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman  Excused: Denise Munoz

Treasurer: Maggie Reinmann

Staff In Attendance: Pamela West-Finkle, Library Director   

Meeting recorded for archival purposes.

Meeting called to order by Judy Garrison at 3:08 PM.

Minutes: William moved and Linda seconded the motion to approve the minutes of the July 21, 2022 meeting as presented. MOTION PASSED

Note: Details in the minutes of the July meeting are updated here to reflect the following: The forest scene mural painted by Diane will include additional suggestions from community members. Bob Murphy, a longstanding volunteer continues to assist at the library.

Librarian’s Report: Pam reviewed the final monthly circulation statistics report for the summer reading program( see attached). We had 108 children participating in the summer program, along with 10 teens and 86 adults. We had 7 early childhood music programs, with a total attendance of 47.  Seven SRP programs were held, with 164 children and teens participating. Thirty take-home goody bags were distributed.

Total statistics for the summer include 172 adult non-fiction and 553 fiction books, 37 juvenile non-fiction and 154 fiction books, 7 audios, 3 periodicals, 377 DVDs, 11 CDs and 57 computer uses.

We sent out 564 interlibrary loan requests and received 193. There were 897 adults and 139 youth in the library from June to August, 2022. We had 297 adults and 66 children attend scheduled programs (except SRP). 

Community events have been continuing as noted. In total, the library received close to $11,000 in annual fundraising, including private donations. All thank you notes have been written and mailed. The fundraising totals for the year are updated by Diane on the outdoor thermometer.

After discussing the COVID policy, all agreed to continue following CDC guidelines. Written protocol will be placed on the front door to reflect current CDC recommendations. Currently, we cannot mandate mask wearing since the library is a public site; wearing a mask may be strongly recommended if warranted. Pam will draft a policy for the library.

Board meetings on zoom are discouraged but allowable as long as there is a quorum on site at the library (or in one physical location). 

New Business:

Volunteers – As noted above, Bob Murphy will continue volunteering for the library. Committee members discussed the need for additional outreach and recommended advertising in local stores, the post office, and community events when possible. 

The Garden Tour – Judy thanked Joanne Warner for organizing a successful garden tour. Approximately 100 people attended the event that brought in $2000 for the library this year.

Fall Programs – William Duke will contact Bill Birns to discuss possible dates (in October or November) for a community presentation and reading from his revised and   reissued book, A Catskill Catalog. The book, published by Purple Mountain Press, includes essays on Catskill life and culture across generations.

It was noted that librarians are not considered as having an official custodial role and are therefore not mandated to attend child abuse trainings.

The Emergency Preparedness Plan will include calling 911 for a dispatcher to respond to the emergency.

The preliminary budget meeting for 2023 (to prepare and include requests to the town) is scheduled for Tuesday, September 27 at 2 PM.

Treasurer’s Report: (See attached)   Account balances through August 31, 2022:

Savings: $55,785.74   Checking: $3878.78  Capital: $11,055.45

Total Account Assets as of August 31, 2022:  $70,719.97       

Diane moved and Pat seconded the motion to accept the treasurer’s report as submitted. MOTION PASSED.

Adjournment: Gloria moved and Linda seconded the motion to adjourn at 4:22 pm.

Next meeting:  Annual Budget Meeting-November 17, 2022 at 3 PM

Submitted by Ellen Rosman, Recording Secretary

ANDES PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF July 21, 2022

Trustees in Attendance: Patricia Brannen, Gloria Carlson, Susan Cole, Judy Garrison, Diane Lockspeiser, Denise Munoz, Ellen Rosman  Excused: Bill Duke, Linda Letterman

Treasurer: Maggie Reinmann, Excused

Staff In Attendance: Pamela West-Finkle, Library Director, via zoom   

Meeting recorded for archival purposes.

Meeting called to order by Judy Garrison at 3:03 pm.

Introduction of New Trustee-Judy introduced Denise Munoz, the ninth trustee for the library.  Denise worked as a school director in Washington Heights. She is also a yoga instructor and mother.  Denise has lived in Andes for four years.

Minutes: Diane moved and Susan seconded the motion to approve the minutes of the May 19, 2022 meeting as presented. MOTION PASSED

Librarian’s Report: Pam reviewed the monthly circulation statistics report ( see attached). Langston Comer is a CDO workforce employee who has been working as a library assistant for the summer.  He has been assisting with scheduled programs, summer events and performs additional activities as warranted.  Community events have been continuing as noted on the attached summer schedule.  Attendance and feedback has been positive. Both Pam and Judy recommended adding a pop-up tent to next year’s budget for use during outdoor events.

Old Business: None

New Business:

Board Training on the Libby app for Ebooks: Tami Jaegel presented a session for trustees on using the Libby app for ordering ebooks and audio books.  We used our personal phones to login to the website during the presentation. The app allows the ordering of books, audios and kindle ebooks from Brooklyn and Queens libraries as well.

Judy encouraged trustees to attend Governing Council Meetings. The meetings are held on line.  On-line training is available for trustees as well. Pam will confirm the number of training hours required or recommended for trustees.

The Garden Tour will be held on August 6th from 10-4 pm.  There are ten gardens on the tour; committee members are continuing their search for two additional gardens. A map will be available for distribution at the front desk on the morning of the tour at 10 AM. There will be a $15 charge for the event.

The Annual Party will be held on Sunday, July 31 at the library.  Committee members signed up to bring food, refreshments and additional savory items for the celebration. Pam will advertise the garden tour and annual party on Facebook.

Budget preparation for 2023 will occur over the next few months. The Fiscal Committee (Susan and Diane) followed up on the need for an external audit. Steven Tanzer, CPA in Margaretville, advised to continue the internal audits; he did not see the need for an external review since the budget is considered small in size. All agreed to save the income and follow his direction.

Additional volunteers are needed for Saturday mornings. Bob Murphy, a trusted and long standing volunteer will be leaving after six years of service to the library. Diane noted that four volunteers remain on the list for the fall season. All new volunteers will participate in the revised training program.  A sign-up sheet for new volunteers will be available at the front desk during the library party on July 31.

Diane will be painting a forest scene mural (at no charge) in our restroom. The trustees looked at and admired examples from her professional portfolio.  Diane will invite members of the community to paint a bird or forest creature to populate the woods. 

Pam discussed the need for an emergency preparedness plan in case threats of violence of any kind are made by anyone while on the premises. Committee members discussed the use of security cameras, curtains for windows, a protocol for hiding in place, etc. All agreed for the policy to be promulgated, especially since a recent threat of violence was made in the community of Delhi.  

Treasurer’s Report: (see attached)   Account balances through June 30, 2022:

Savings: $59,109.97   Checking: $3463.51  Capital: $11,052.74

Total Account Assets as of June 30, 2022: $73,626.22        

Susan moved and Diane seconded the motion to accept the treasurer’s report as submitted. MOTION PASSED.

Adjournment: Ellen moved and Gloria seconded the motion to adjourn at 4:22 pm.

Next meeting: September 15, 2022 at 3 PM

Submitted by Ellen Rosman, Recording Secretary

ANDES PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES OF MAY 19, 2022

Trustees in Attendance: Susan Cole, William Duke, Judy Garrison, Gloria Carlson,
Linda Lederman, Diane Lockspeiser, Ellen Rosman. Excused: Pat Brannen
Treasurer: Maggie Reinmann (after 4 pm)
Staff In Attendance: Pamela West-Finkle, Library Director


Meeting recorded for archival purposes
Meeting called to order by Judy Garrison at 3:04 pm
Minutes: Bill moved and Susan seconded the motion to approve the Minutes of the
March 17, 2022 meeting as presented. MOTION PASSED


LIBRARIAN’S REPORT: The two planned events on the Holocaust were well attended.
The first event had seventeen attendees online. Approximately 20 guests attended the
second event, a presentation by Seymour Kaplan, held online and at the library. Andes
residents had fun and shared items of potential value during the “What It’s Worth”
events held this month. (Note: There was a recommendation to provide a calligraphy/
penmanship workshop.)


Summer Programs: Pam presented the 2022 summer schedule of events . A description of events are on the website and the Facebook page. Weekend performances are planned for all ages, will be at no cost, and open to the public. The early childhood and music classes will be held on Monday’s through August 8th. Caregivers and parents will be invited to participate with their children, socialize and take advantage of using the library’s books and resources after the events. The Arm-Of-The Sea Theater performance will be held on Community Day at the Andes Central School. It has not yet been decided whether or not book sales will take place on Community Day. Depending upon Covid 19 numbers, masks may be “strongly recommended” or required, especially for the scheduled indoor events. Judy reminded board members to add these activities to their calendars and attend when possible.


Pam reviewed the 2022 monthly circulation statistics (see attached). Over 500 books and movies have been distributed to various libraries throughout the county. It is expected for these numbers to increase throughout the summer months. Books will be offered to Andes residents before being circulated to neighboring library’s.


OLD BUSINESS: None
NEW BUSINESS: New Trustee Vote: Judy met with Denise Munoz to fill the ninth trustee position. Judy described Denise as an enthusiastic social worker and administrator for teachers in the Bronx, a yoga instructor and mother. Bill moved, Gloria seconded the motion for Denise as a ninth trustee. Motion Passed

Fiscal Committee: An extension has been filed by Swati Singh, CPA with the IRS regarding our 2021 filing. No taxes are due. She files for this extension every year, and does it timely. The committee of Susan and Diane completed our library’s internal audit on our 2021 financial books on April 7, 2022 and found all in order. They will further research possibilities for external auditors and their fees.

Annual Report/Fundraising Letter/Open House: Pam will write the fundraising letter, to be sent by mid July. The Open House, a centennial birthday party for the library, will occur on Sunday, July 31, 2022. Bill volunteered the Hyzer Hillbillies for live music.
Outside Sign: Diane and her husband completed the newly painted, solar powered
outside sign for the library. Everyone agreed that whoever is on desk duty can put the
small “Open” sign on the front porch. Thank you Diane!
Trainings for Front Desk Volunteers: Judy attended the training program written and conducted by Pam for all new volunteers. The updated packet for volunteers will remain on the front desk and in the operations manual. All volunteers will be requested to participate in the formalized training session.


Garden Tour: The Garden Tour will be held on August 6th, from 10-4 pm. Gloria and Joanne Warner will organize and facilitate the tour. Sign-up, maps and tickets will be sold at the library at 10 am. There will be a $15 charge for the event. If anyone knows of any new gardens to include this year, please contact Gloria.

Spring Clean-up: Additional plants will be purchased, and other landscaping projects will take place over the summer. Gloria will speak with Roberta Ficus, a local resident, who may be interested in assisting with the outdoor projects. Pam will purchase a sandwich sign, and the outdoor porch cabinets will be replaced. The parking lot will also be repaved. The group discussed maintenance required for a black top versus an oil and stone pavement.


Treasurer’s Report: Maggie presented the Treasurer’s Report for March and April

  1. Everyone agreed to transfer $4000 from non capital improvements to program
    expenses. Bill moved and Ellen seconded the motion. MOTION PASSED. (The reports
    are attached.) Account balances through April 30, 2022:
    Savings: $69,095.12 Checking: $1511.69 Capital: $11,050.22
    Total Account Assets as of April 30, 2022: $81,657.03
    Susan moved and Bill seconded the motion to accept the reports as submitted. MOTION PASSED.
    Adjournment: Linda moved and Gloria seconded the motion to adjourn at 4:32 pm.
    Submitted by Ellen Rosman, Recording Secretary

ANDES PUBLIC LIBRARY

MINUTES of Board of trustees Meeting

March 17, 2022

Present:  Patricia Brannen, Gloria Carlson, William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Trustees; Pamela West-Finkle, Librarian, on Zoom; Maggie Reinmann, Treasurer

Excused: Susan Cole, Ellen Rossman

Meeting called to order in Library by Judy Garrison, President, at 3:05 p.m.

Pam joined on Zoom from home (incident of Covid in family). She recorded this meeting.

Bill moved, Linda seconded motion to accept Ellen’s minutes of the January meeting as printed. Motion passed.

There was no President’s Report

Librarian’s Report: Pam was pleased to announce that our collection went live on February 10th. In the first 18 days we sent out 180 books and movies, and we are continuing to send out 75-85 per week. Pam will offer a training (probably twice) for trustees and for volunteers who do desk time. Thursday afternoon was considered by many to be one good time for this. Pam figured out why some patrons are purged. The “forever card” was determined to be against governing council rules and the system therefore purged at least some of those cards that were issued years ago. The 4CLS cards are good for 3 years.

OLD BUSINESS: NONE

NEW BUSINESS:

Trustee Term: Pat Brannen’s 5 year trustee term expires in April. She has agreed to run for another term. Gloria moved, Diane seconded motion to renew Pat’s trusteeship for 5 years, the term expiring in April 2027. She is signing a new Oath of Office, which Judy will file with the Town Clerk.

Programming:

  • Pam wondered about the date of this year’s Garden Tour, so that she can nail down other dates.Gloria will put heads together with Joanne Warner to establish a date.
  • Pam is applying to the Community Foundation of South Central New York for a $2,500 grant for a dream project of hers: to have the Arm of the Sea Theater out of Saugerties perform environmentally-themed live music. She likes the idea of using the Railroad Depot in September, with social time outside. Oceans of Possibilities is a children’s performance that Pam intends to hold, one that also appeals to adults that includes scientific content.
  •  She is also hoping to book Robert Titus, a well-known area geologist, to talk about the Devonian period and the fossils we find originating from that time. Ideally this would be a program aimed at both children and adults.
  • Pam believes that programs relating to the Holocaust are timely and envisions a series that offers 2 different workshops for teens, a presentation by Seymour Kaplan, a resident at Robinson Terrace’s Sr. Living.
  • What It’s Worth—this will probably take place on the 12th of May. People hoping for a virtual appraisal should bring the items to be appraised ahead of time to the library.
  • Bill recommended a presentation by Bill Birns of his book, The Catskill Guide, which is being updated and published by the Purple Mountain Press (which Jim Kruger and his wife are taking over). It is being serialized in The Mountain Eagle.
  •  

Bill moved, Diane seconded motion [for Bill to invite Bill Birns to do such as presentation] Motion passed.

Annual Report/Fundraising Letter/ Open House

Consensus was that the letter should go out in early May with the party happening in Mid-to late June.

Pam is working on updating all our library policies. There are a couple of new ones being used that she needs to consult with other libraries over. All trustees should review the printed copies of updated policies that are by the voucher folders.

There is a list of names with note cards also near the vouchers that needs to have sent thank you notes. Diane said she will tackle on Saturday when volunteering.

Pam will redo the application form used for applying for a library card.

Building Update: Pam has noticed an issue with the corner of the building. It ices up. She spoke with Art Short and he suggested putting up a gutter, which he can do.

Diane will re-paint the big lawn sign as soon as weather permits.

Building Use: Judy brought up request from Rich Johnson to possibly use the library building for political petition signing. This would be OK, Pam said, if building use form were signed ahead of time, with a specific time and date (outside of library hours) and with a trustee on hand. It was made clear that patrons wouldn’t be solicited within the library to sign petition. They would come because of their desire to sign. Any political party can do this.

Treasurer’s Report:

Maggie arrived at 3:50.

  Linda moved and Bill seconded motion to approve the amended 2022 Budget, which has a total of $71,418. Motion passed. The line items are visible on pages 1 and 3 of the distributed January-February 2022 Treasurer’s Report.

  Maggie circulated an account of bills paid since the last meeting. Diane moved, and Bill seconded motion to approve payment of these bills.

Motion passed.

  Likewise Diane moved and Bill seconded motion to accept the Treasurer’s Report for the period ended February 28, 2022. Motion passed.

  Maggie circulated a couple of copies (one to be filed with these minutes) of   the Annual Financial Report Update Document for the Library’s Fiscal Year Ended 12/31/2021 to be submitted to the NYS Comptrollers Office Division of Local Government and School Accountability. Gloria moved, with a second by Pat to accept this annual Update document. Motion passed.

One copy will be available for public viewing by the voucher folders.

  Maggie is aware she needs to transfer $10,000 into the capital account and will do so soon.

  We are awaiting the annual check from the Town.

Account Cash Balances (1/1 through 2/28/22) at the DNB of Delhi

Capital Account                       $ 1,049.33

Savings                                      47,612.82

Checking                                    1,863.17

Total Current Assets               $ 50,525.32

Gloria moved, Pat seconded motion to adjourn. Meeting adjourned at 4:14.

Respectfully submitted,

Diane Lockspeiser, substitute Recording Secretary

ANDES PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF January 20, 2022 

Trustees in Attendance: Pat Brannen, Gloria Carlson, Susan Cole, William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman 

Treasurer: Maggie Reinmann, excused

Staff In Attendance: Pamela West-Finkle, Library Director   

Meeting recorded for archival purposes

Meeting called to order by Judy Garrison at 3:05 pm

Minutes: Diane moved and Linda seconded the motion to approve the Minutes for November 18, 2021, as presented. MOTION PASSED

REPORTS: 

Librarian’s Report:

The Andes Library on-line catalogue will be going live sometime before February 14, 2022.

Circulation and Patron Statistics for 2018-2021 were compared to the last four years of operation.  Statistics include number of adult and children’s visits, inter-disciplinary loans, story-time views, both live and on-line, etc. The use of the library among children doubled in the past year, probably due to the increase of families who moved from the city.

Art Short and Dan Mincarelli were mentioned as possible community members to provide assistance with facility management issues. Judy recommended having a list of possible individuals to assist with maintenance issues as they arise. Someone able to change filters, enter the crawl space, etc., would be helpful. Volunteer or paid work will be explored.  Pam will participate on the Committee since she is most familiar with the issues. Additional projects may include re-painting the existing outdoors sign to include open hours, thereby eliminating the need for the “Open” sign currently in use. 

President’s Report:

Pam sent an email to multiple individuals and organizations, thanking them for their contributions and support for the Andes Library. In addition, Judy thanked Pam for her continuing commitment and dedication as our librarian and “media star.” 

As a member of the Fiscal Committee, Susan will arrange for an external audit to review financial records. During prior meetings, Maggie mentioned Manzanero and Mostert (formally Gruver and Scott) as possible CPAs for the review. Susan will follow-up with the Town Board.

OLD BUSINESS: No old business to report.

NEW BUSINESS: 

Nomination Committee Proposed Slate: Pat and Linda consulted with current board members prior to the meeting to confirm committee membership status for the 2022 year. Officers for the 2022 Standing Committees and Special/Ad-Hoc Committees were nominated. All agreed to accept the vote on officers and committee assignments.  (See attached list of approved officers and committees)

Review of Current and Revised Policies: Tabled until March meeting. 

Treasurer’s Report for Nov.-Dec. and Year End 2021: (See attached)

Savings Account: $54,403.28          Checking Account: $3354.92

Capital Funds Account: $1049.14

Total Account Assets as of Dec and Year End 2021: $58,807.34         

Linda moved and Ellen seconded the motion to accept the reports as submitted. MOTION PASSED

Motion to Adjourn:  Diane moved and Linda seconded the motion to adjourn at 4 pm.

Next Meeting: March 17, 2022

Submitted by Recording Secretary

Ellen Rosman

MINUTES OF NOVEMBER 18, 2021 

Trustees in Attendance: Pat Brannen, William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman  Excused: Gloria Carlson, Susan Cole 

Treasurer: Maggie Reinmann (after 4 pm)

Staff In Attendance: Pamela West-Finkle, Library Director   

Meeting recorded for archival purposes

Meeting called to order by Judy Garrison at 3:07 pm

Minutes: Linda moved and Bill seconded the motion to approve the Minutes for September 16, 2021, as presented. MOTION PASSED

REPORTS: 

President’s Report: Meeting attendees discussed an optimal time of day for the bi-monthly trustee meetings. All agreed to continue with the current meeting time of 3-5 pm.

Judy successfully advocated for an increase in our 2022 town budget to pay for a $25 per hour wage for Pam. She noted that Pam continues to successfully receive grant monies awarded to the library for children and teen’s music programs, both live and on-line.  These music and reading events are popular and described as beneficial for all patrons and families in the community who use the library. The town board approved a total of $45,000 for personnel and utilities for the 2022 budget.  

Librarian’s Report: 

Library statistics will be completed before the end of the year, to include circulation, number of patrons using the library, popular days and times for use, etc. 

Upon review of the fine policy for late return fees, trustees agreed to make the library a “fine free” environment.  Pam noted that all NYC libraries are fine free. Patrons will be encouraged to make donations to support the library in place of fees. A donation container will remain by the front desk.  Pam will discuss the use of scanners and Venmo cards for donations and other financial transactions with 4CLS. Bill moved to approve and Ellen seconded the motion to omit the fine policy. MOTION PASSED

Building maintenance issues during the past two months included a furnace repair due to a clogged outdoor pipe, the need for entry into the crawl space, and visibility issues due to a neighbor’s hedge abutting the parking lot. Art S. or Charlie M. were suggested as reliable community members to enter the crawl space in order to locate the building’s main waterline. Pam will reach out to the neighbor again.

Santa Claus will be arriving in a fire truck on December 4 at noon.  Festivities will include holiday songs, tree decorating and lighting, candy canes and refreshments.  Pam will prepare a press release for the event. 

Four County will be distributing updated tapes and videos for the Sexual Harassment Training for trustees and staff.

OLD BUSINESS: No old business to report.

NEW BUSINESS: 

APL Policy Revisions: Pam updated and revised the library’s policy manual. The draft policies were emailed to trustees on November 16, 2021, for review. Once approved, the policies will be posted on the library website and updated as needed. Pam reviewed protocols for the following: use of the copy machine, assisting patrons with computers and printers, scheduling of events, use of the meeting room and gazebo, and the internet acceptable use policy. Disaster Recovery Policies and Plans were reviewed and updated as well. Pam noted that the basement floor is ten inches higher on the renovated side of the building. The proposed disaster plans include removing books from the bottom shelves in case of flooding throughout the premises. Trustee’s will review the policies at the next Board meeting. 

Adherence to 4CLS and State Guidelines:   As per the State’s COVID Guidelines, we are continuing to follow strict protocols to help minimize exposure to all illnesses for patrons and  staff. (Note: Beginning December 19, 2021, the NYS Governor announced new Covid requirements. The library’s requirements include washing and sanitizing hands, the mandatory use of masks inside businesses and practicing social distancing. The new requirements have already been implemented and are being followed. To assist our patrons, porch pickup continues to remain available via phone and email.  Bar Coding will be completed by the end of the year.

Annual Appeal Results-Bullet Money:  Pam noted that we have not received the bullet money as of yet. Committee members offered suggestions for use of the funds such as a “Fix-It Day” by appointment only, antique appraisals, virtual wellness programs for children and pre-teens, presentations on homeopathy and/or aromatherapy, game night, music lessons, presentations by local authors, as well as our weekly StoryTime with Pam. John Verdon was mentioned as a possible local author and presenter, and Bill volunteered to  teach dulcimer lessons (a string instrument).   Most of the presentations will be held virtually.

Treasurer’s Report: Maggie presented the Treasurer’s Report for September – October,2021.  (The reports are attached.) Account balances as of October 31, 2021:

Savings Account: $37,934.37           Checking Account: $3436.12

Capital Funds Account: $1048.94

Total Account Assets as of October 31, 2021: $42,419.43          

Linda moved and Ellen seconded the motion to accept the reports as submitted. MOTION PASSED.

Discussion and Vote on Proposed 2022 Budget:  Maggie presented the proposed 2022 budget; she updated the committee and answered questions regarding particular budget items.  As noted above, the library will receive  $45,000 from the town. The concept of “fines” will be removed from the budget. Projected expenses for the 2022 year include projects such as painting the outside front sign, fixing the outdoor book sculpture,

expenses for a gardener, a new air conditioner for the second floor, a new drop box, and a front door lock with a code in place of a key.  The line item for ordering books will be increased to $3400.  A motion to adopt the 2022 Budget was made.

 Diane moved and Pat seconded the motion to adopt the proposed 2022 Budget. MOTION PASSED TO ADOPT THE 2022 PROPOSED BUDGET.

Motion to Adjourn:  Diane moved and Linda seconded the motion to adjourn at 4:55 pm.

Next Meeting: January 20, 2022

Submitted by Recording Secretary

Ellen Rosman

ANDES PUBLIC LIBRARY BOARD OF TRUSTEES

MINUTES OF SEPTEMBER 16, 2021 MEETING

In Attendance: Trustees: Pat Brannen, Gloria Carlson, Susan Cole, William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman. Staff: Pamela West-Finkle; Treasurer: Maggie Reinmann

Judy called the meeting to order at 3:05 pm at the library.

MINUTES: Diane moved and Pat seconded the motion to approve the minutes as presented.   MOTION PASSED.

REPORTS:

President’s Report: Judy asked Pam to update the trustees on events since our last meeting.

Librarian’s Report:

 Pam briefly discussed the status of library circulation and selections. DVD checkouts have declined this year, as expected, since many second homeowners now live here full time with their own internet and streaming services.  Popular new books and materials for children and adults (fiction and non-fiction) were purchased as well.  The summer live events continued as planned with professionals chosen by Pam who are familiar with the events. The front desk was covered during her absence in July.  Pam will continue tracking her hours and she will notify the board of any pertinent changes, such as needing to take a surgical leave.

Bar coding is near completion. The Four County System books are being cataloged along with new books ordered for the year. Bar coding is expected to be completed by the end of the year.

Old Business:

The Fiscal Committee’s Internal Report, conducted on July 30, 2021, by board members Susan and Diane, after consultation with Judy, Linda, Maggie and Pam. Susan and Diane reviewed results and discrepancies regarding debit card issues, and a few accounts that did not match. Diane and Susan researched the need for a procurement fiscal policy, and reported that we currently do not need the policy as per state guidelines.

New Business:

Annual Appeal Results as of 9/16/2021-Pam reviewed the fundraising annual results thus far, including contributions. General contributions and fund donations totaled $10,804. The total donations may increase  as contributions continue to arrive.

Bullet Money from New York State-Assemblyman Brian Miller from NYS  101st District awarded the library $25,000 for additional expenses.  Possibilities for  using the money include paving the parking lot in collaboration with the town, purchasing a new drop box for patrons when the library is closed, a book cart for shelving and carrying heavy books, a 3D printer, lending  DVD players to patrons, etc. Pam may write  an O’Connor Grant for musical instruments to be used for children and teen programs. Pam suggested using the instruments for individual music lessons as well. We expect to receive this money in early October.

Current COVID Guidelines-Staff and visitors will continue wearing masks.  Patrons without masks will be encouraged to wear them. Additional masks and hand sanitizers will remain at the main desk. The use of masks has not been a major issue thus far. The bathroom is cleaned after use with disinfectant wipes. Pam is offering musical shows and reading books on zoom. The on-line shows have been extremely well received.

2022 Budget Proposal to the Town-Judy asked for feedback to increase Pam’s salary to $25 an hour. Judy will write a proposal for the town meeting, to be held on September 22nd.  Bill moved and Diane seconded the motion-MOTION PASSED.

TREASURER’S REPORT-(held after 4:30)-Maggie presented the Treasurer’s Report and expenditures for July and August, 2021. Maggie noted that the town pays for our utility bills, including plowing, mowing, etc. This issue will be on the agenda for the November meeting. The meeting will also focus on the  budget for the upcoming year.

The reports are attached. 

Account Balances as of August 31, 2021

Savings account:        $44,257.94   

Checking Account:     $4154.03

Capital Fund Account: $1048.76

Total Account Assets as of August 31, 2021: $49,460.73

Linda moved and Ellen seconded the motion to accept the report as submitted. MOTION PASSED.

Motion to adjourn: Diane moved and Linda seconded the motion to adjourn at 4:50 pm.

Next Meeting: Thursday, November 18, 2021   3 pm

Submitted by Recording Secretary

Ellen Rosman