Andes Public Library Board of Trustees
Minutes of November 16, 2023 Meeting
Trustees in Attendance: William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman, Gino Zamparo. Excused: Susan Cole
Treasurer: Maggie Reinmann
Staff in Attendance: Pamela West-Finkle, Library Director
Meeting called to order by Judy Garrison at 3:15 PM.
Minutes: Diane moved and William seconded the motion to approve the minutes of the September 21, 2023 meeting as presented. Motion Passed
President’s Report: Judy introduced Gino Zamparo, our newly elected trustee to fill the vacated seat due to Gloria Carlson’s passing. Gino has been an Andes resident for many years, in addition to being a frequent user and volunteer for the library.
Denise Munoz resigned from the Board on November 13, 2023. Her letter of resignation expressing a desire to remain involved, is attached.
Fiscal Committee Report:
Treasurer’s Report: (See attached) Account Balances through October 2023:
Capital: $11,091.02 MMDA Savings: $43,952.16 General Checking: $999.40
Total Account Assets as of October 31, 2023: $56,042.58
William moved and Ellen seconded the motion to accept the Treasurer’s Report as submitted. Motion Passed
Librarian’s Report/Old Business: (See attached) Pam reviewed statistics for the first three quarters of 2023 (January through September) covering Internal and Four County circulation and the number of library patrons. It was noted that we provided 1596 items to other libraries from our collection, a task that has increased the staff’s workload. The report also incudes a summary on personnel, programs for the community, building maintenance and financial services. Pam will look into the resurfacing of the parking lot and will ensure that the parking lot lights are fixed.
Despite our letter explaining our circumstances, we owe $5397.60 in tax penalties for 2021 and $3205.75 in penalties for 2022. We will reach out to the Tax Payer Advocate Service for assistance with a reduction or refund. The payments will be sent out immediately.
Fundraising Update: We have a total of $16,410 in total donations for this year. This amount includes $10,000 from the Walter Gladstone estate, a $500 donation from the Hopf family, and a generous donation from Buffy Calvert.
We discussed a fundraiser for next year. Gino mentioned the Fire Pavilion as a possibility for a party site; the Andes Hotel was also discussed as a possible venue. Pam will reach out to the owner of the hotel, Derek Curl. Gino will write additional thoughts for activities and events and share them at the March meeting.
Presentation of Proposed Full 2024 Budget: (See the attached 2024 Andes Public Library Budget.) The APL Fiscal Committee asked the full Board to approve the budget as presented. It was noted that the town gave the library the funds requested for the budget year ($46,200). After discussion and review of the materials, the Board unanimously agreed to the 2024 budget of $90,085. Bill moved and Linda seconded the motion to approve the 2024 Budget as submitted. Motion Passed
Policy and Procedures Update: The committee met a total of three times to review the current policies being enforced at the library. Some of the policies were updated and categorized into sections including personnel practices, administrative policies, patron/community policies, and technology practices. Pam added a policy on collection development.
Appointment of Nominating Committee: Judy nominated Diane and Linda to the Committee.They will present their recommendation for the offices of president, vice president and recording secretary as well as how the office of corresponding secretary shall be structured at January’s Organizational Meeting. Nominations will then open for additional names. If there is a contested office, Judy noted, the balloting will be secret.
Adjournment: Linda moved and Gino seconded the motion to adjourn at 4:54 PM.
Next Meeting: January 18 at 3 PM.
Minutes submitted by:
Ellen Rosman
Recording Secretary
Andes Public Library Board of Trustees
Minutes of September 21, 2023
Trustees in Attendance: Susan Cole, Judy Garrison, Diane Lockspeiser, Ellen Rosman Excused: Linda Lederman, Denise Munoz, William Duke
Treasurer: Maggie Reinmann
Staff in Attendance: Pamela West-Finkle, Library Director
Meeting called to order by Judy Garrison at 3:06 PM.
Minutes: Diane moved and Susan seconded the motion to approve the minutes of the May 18, 2023, meeting as presented. Motion Passed
Treasurer’s Report: (See attached) Account Balances through August 31 2023:
Capital: $11,085.29 MMDA Savings: $52,101.38 General Checking: $4206.40
Total Account Assets as of August 31, 2023: $67,393.07
Susan moved and Ellen seconded the motion to accept the Treasurer’s Report as submitted. Motion Passed
President’s Report: Judy had a phone conversation with Bud Gladstone to discuss an increase in funding options for staff and grounds keeping/landscaping services, currently paid for and hired by the town. The Andes preliminary meeting of the town council will be meeting on September 26th to review our request. Pam will write a job description for the new Building and Ground Maintenance position. If approved, our current groundskeeper, John Andrews, will be offered the position that will include additional responsibilities. We are submitting a request for a total of $59,200 from the town. (It was noted that the town budget must be completed by the end of the year.)
We currently have 7 members on the Board. Gino Zamparo wrote a letter to Judy expressing an interest in joining the library board. He is an Andes resident and frequent user of the library. Board members nominated Gino to complete Gloria Carlson’s unexpired term, ending in April, 2025. Judy moved and Susan seconded the motion to accept Gino’s nomination to the Board. Motion Passed
The Policies and Procedures Manual will be reviewed by an ad-hoc committee with Ellen Rosman, Susan Cole, Judy Garrison and our newly elected trustee, Gino Zamparo.
The Fiscal Committee met on September 5th to prepare the request for the town budget and make preliminary suggestions for the 2024 budget year.
Librarian’s Report/Old Business: An updated statistics report will be completed by the end of the month. Pam will reduce her hours as of January, 2024. Jesslyn will work 8 hours per week, in addition to filling in when necessary. The need for additional staff hours has presented itself due to the doubled circulation of materials, tripling the workload because those books require processing going out and coming back.
The furnace will be cleaned the first week of October. ‘Baby Yoda’ library cards are being distributed to children and young adults to encourage reading and the use of the library’s resources. A new jet printer was purchased; a new air conditioner will be purchased (on sale) for next summer. All agreed to close the library for one day to repave the parking area, (using oil and stone). The town is responsible for completing the work.
The edible landscape project is continuing as planned. Containers will be filled for spring planting on October 21. The Community Foundation of South Central NY (SCNY) funded the grant for $2500 to pay for the project; approximately half the amount funded has been used thus far.
Pam requested moving the library party to the end of September. Everyone agreed that further outreach is needed to encourage additional Andes residents to attend the event. The Garden Tour and Bake Sale successfully raised $1000 this year.
Adjournment: Ellen moved and Susan seconded the motion to adjourn at 4:37 PM.
Next Meeting: Annual Budget Meeting on November 16, 2023
Respectfully Submitted by:
Ellen Rosman
Andes Public Library Board of Trustees
Minutes of July 20, 2023 Meeting
Trustees in Attendance: Susan Cole, William Duke, Judy Garrison, Diane Lockspeiser, Ellen Rosman Excused: Linda Lederman, 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 3:11 PM.
Minutes: Susan moved and Diane seconded the motion to approve the minutes of the May 18, 2023, meeting as presented. Motion Passed
Treasurer’s Report: (See attached) Account Balances through June 30, 2023:
Capital: $11,079.48 MMDA Savings: $60,600.34. General Checking: $2,089.97
Total Account Assets as of June 30, 2023: $73,769.79
Ellen moved and Diane seconded the motion to accept the Treasurer’s Report as submitted. Motion Passed.
Maggie explained the $600 negative discrepancy in the expense column for professional services/accounting fees, due to a voided check written to the library’s previous accountant (S) for services rendered. Our previous accountant filed for extensions in the past; this procedure will no longer be approved by library personnel. Maggie noted that our budget for the year has been realistic and looks favorable at this point of time. The library received the money requested from the town.
President’s Report: Judy will meet with Bud Gladstone to discuss options for groundskeeping/landscaping services, currently paid for by the town. We questioned whether or not a job description was available for the candidate. If not, we would be more than willing to write the job description and/or interview candidate(s) in order to insure that our grounds are well cared for and properly maintained for our patrons and community. Pam will ensure that all pipes, gutters and/or garbage will continue to be removed from the property in a timely manner. All members agreed to discontinue the annual Christmas tree lighting ceremony since the Andes Hotel has taken on the responsibility.
We currently have 7 members on the Board. Names for additional board members and/or landscapers were mentioned as future possibilities, if warranted.
The American Library Association publishes a newsletter for trustees. Pam will look into ordering the newsletter.
Librarian’s Report/Old Business:
Pam distributed a copy of the plan specifying the area to be developed and re-designed for the edible landscape (see attached). It was noted that the library’s property runs behind the stream. The Community Foundation of South Central NY (SCNY) granted $2500 for the project, also funded by the O’Connor and Youth Grant Foundations. Transplanting will take place in the fall. Trustees questioned whether or not the town was responsible for paying for tree removal.
The music and reading workshops will continue throughout the summer. The majority of youngsters participating in the activities are from the CROP program. Next week’s performance will demonstrate the strong connection between music and nature/trees.
Fundraising letters have been completed and mailed as planned. Our annual party is scheduled for Saturday, July 29, 2023 from 2-4 pm. The Garden Tour will take place on Saturday, August 5, 2023. Arrangements for food, selling DVD’s, a bake sale, etc., were finalized for the party and the Garden Tour. After the sale, any remaining DVD’s will be donated to the Andes Thrift Shop.
The 4CLS Road Trip has been a success for the library’s involved in the program. We had approximately a dozen guests last week. Many of the visitors commented on our lovely bathroom mural, painted by Diane.
New Business:
Update on 990 filing- Maggie discussed the discrepancies as noted by our new accounting firm, Valahakis, for the years 2021 and 2022, for a total of $3991 owed. Maggie will call the firm to review the variance noted.
Incident Policy/Procedures: An unfortunate incident regarding a patron (AS) trying to fax inappropriate pictures was discussed. The patron returned a letter written by Pam unopened. The letter included a copy of the report filed with DSS and our policies regarding use of equipment. The letter documented our recommendations to suspend her use of computers, fax machines and printers for one month. The patron has not visited the library since the incident occurred. The incident was reported to the Department of Social Services and the State Police. Use of the Internet and the Patron Code of Conduct policy will be updated and revised. The Incident Review Policy will be reviewed and distributed at the next meeting.
Adjournment: Diane moved and Susan seconded the motion to adjourn at 4:30 PM.
Next meeting: September 21, 2023 at 3 PM.
ANDES PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES OF MAY 18, 2023 MEETING
Trustees in Attendance: Susan Cole, Judy Garrison, Linda Lederman, Diane Lockspeiser, Ellen Rosman Excused: William Duke, Denise Munoz
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 Susan seconded the motion to approve the minutes of the March 16, 2023, meeting as presented. MOTION PASSED
Treasurer’s Report: (See attached) Account Balances through April 30, 2023:
Capital: $11,073.75 MMDA Savings: $7,828.30 General Checking: $2,879.89
Total Account Assets as of 4/30/2023: $21,781.94
We are waiting for the check of $45,000 from the town of Andes. Susan will remind the town clerk that this is overdue.
Diane moved and Linda seconded the motion to accept the Treasurer’s Report as submitted. Motion Passed
President’s Report: A meeting will be held directly after the Board Meeting for a walking tour of the grounds with Birgitta Brophy, consultant for the garden project.
Librarian’s Report/Upcoming Programs for Spring/Summer: (See attached for further information regarding workshop dates and instructors.) Pam discussed the summer theme of combining a music program and community garden project, to include re-designing our landscape by adding an edible garden open to all community members. Summer events, workshops, and a garden filled with fruit trees and bushes, herbs, flowers and vegetables in raised beds are planned for planting throughout the summer/early fall 2023. The Andes Garden Club will be providing volunteers for planting and maintaining the garden. Grant money from the O’Connor and Youth Grant Foundations will be used for hiring staff and purchasing plants and materials; local horticultural specialists will conduct summer workshops.
Old Business: CPA/APL Communication/Procedures: 990 filing hasn’t occurred since 2021 due to an inability to contact our long standing CPA over a personal payment discrepancy. In conclusion, Pam and Judy will hire a new accountant and draft a policy (with input from Maggie) describing tax confirmation procedures. A letter will be drafted and sent to the IRS requesting an extension since the completion date for filing by May15, 2023 has expired.
New Business:
Trustee Term: Susan moved and Ellen seconded a motion to approve a new term for Linda ending April 2028. Motion Passed
Due to the passing of our friend and board member Gloria Carlson, current trustees agreed to continue with our current number of seven members and will consider additional possibilities for the future.
Annual Report Letter/Plan for Open House/Garden Tour: All agreed to combine Laurie McIntosh’s concert on Saturday, July 29, 2023, with the Open House at 2 PM (a provisional date/time, to be confirmed by Pam). Pam will draft a fundraising letter for mailing by mid June. A fundraising event (possibly at Streamside Yoga) will be held late September/early October. Tina DeSanto will continue as the point person for the Garden Tour; Joanne Warner will continue to assist with planning the event. A date (mid August) will be finalized asap.
Trustee trainings and certificates (mandated two hours per year by an approved provider) will be tracked. Pam will continue sending approved updated webinar information and possible events to trustees as mandated. The Four County Library System is asking its members to plan open library tours/community events throughout the summer, hoping to increase support and collaboration between county libraries.
Pam asked to amend the 2023 budget as of June 1, 2023, to include salary increases for Jesslyn Cleary and Tami Jaegel. The budget will include an additional staff member (JC) to work 8 hours per week at $18 per hour to provide coverage for vacation and illness, as necessary. Jesslyn has over 30 years of work experience. Sue moved and Linda seconded the motion. Motion Passed.
In addition, the budget will be amended to increase the Library Assistant’s position (TJ) to 19 hours (or as needed) to cover vacation and sick time. Sue moved and Linda seconded the motion. Motion Passed
Adjournment: Linda moved and Diane seconded the motion to adjourn at 4:35 pm.
Next meeting: July 20, 2023 at 3 PM
Submitted by Ellen Rosman, Recording Secretary
ANDES PUBLIC LIBRARY
BOARD OF TRUSTEES
MINUTES OF MARCH 16, 2023 MEETING
Trustees in attendance: Susan Cole William Duke, Judy Garrison, Linda Lederman, Diane Lockspeiser
Excused: Gloria Carlson, Denise Munoz, Ellen Rosman
Treasurer: Maggie Reinmann
The meeting was called to order at 3:02 p.m. by Susan Cole, Vice President, as Judy would be taking the minutes in the absence of secretary, Ellen Rosman..
Minutes: Diane moved (seconded by Bill) to approve the minutes of the 1/26/23 meeting as printed. Motion passed.
Treasurer’s: Maggie explained why the only revenue showing for January and February is $14.99 of bank interest: there were none of the usual deposits for book sales, photocopying, etc. (We later learned from Tammy that Pam told her to wait for these deposits until she is back.)
Maggie explained how she discovered that the Comptroller’s Report didn’t accord with our budget as printed. Diane moved, and Bill seconded motion to accept a modified budget in order to match NY state numbers. The budget, formerly showing a total of $74,897 because a couple of figures were not brought to the total column and added in has now been approved at $77,142.
Bill moved, Linda seconded motion to accept amended year-end report. Motion passed.
All amended reports are initialed by Maggie and attached to these minutes.
Bill moved, Diane seconded motion for the Trustees to accept the January-February Report, which includes a description of all checks written. Motion Passed.
Diane moved, Bill seconded motion to authorize Maggie and Judy to sign ACH agreement document authorizing the Delaware National Bank to do direct deposit. (wire transfer) of Pam’s salary when once she again draws a salary. Motion passed. Judy and Maggie signed the document.
Status of Delaware National Bank accounts February 28, 2023:
Capital $11,068.38
MMDA Savings 22,818.88
General Checking 2,631.41
Total current Assets $36,518.67
Librarians’ Report: Tami reported that Jesslyn is doing good work. Jesslyn states that she is appreciative of Tami’s help and patience. She comes in early to get some of the work done when she knows she will be taking some of Tami’s time to go over procedures.
Pam has been available by phone for questions and consulting. Jesslyn reported that the homeschoolers stepped up their game in cleaning up. Diane said they responded nicely to the need to move around when they were in on Sunday at the same time Barb Short was cleaning..
Old Business:
Fiscal Committee Report: Diane and Susan looked over the Treasurer’s books on March 2nd; Their internal audit found everything in order. Their request of last year regarding book purchasing orders being coded to help with their understanding was done and they found it now easy to follow.
New Business:
Meeting Room Policy: Susan and Diane will review policy to see if it allow for off hours tutoring without a board or staff member present.
Cleaning needs: It was agreed by all present that weekly cleaning is definitely needed during the winter months. The interruption of that schedule made that necessity all too evident. Bill moved, Diane seconded motion to authorize Pam to purchase whatever she deems necessary in terms of a new vacuum cleaner, boot brushes, and mats. Susan volunteered to look into the availability and types of mats and boot brushes. Motion passed.
Future Programs: Bill is still interested in teaching dulcimer to a small group. He has 3 and suggests buying 2 inexpensive ones. He will look into buying these.
Judy moved, Bill seconded motion to adjourn. Motion passed. Meeting adjourned at 4:40 p.m.
Respectfully submitted,
Judy Garrison, substitute secretary
Next scheduled meeting is Thursday, May 18, 2023
ANDES PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES OF JANUARY 26, 2023
Trustees in Attendance: Gloria Carlson, Susan Cole, William Duke, Judy Garrison, Diane Lockspeiser, Ellen Rosman Excused: Denise Munoz, Linda Lederman
Treasurer: Maggie Reinmann, excused
Staff In Attendance: Pamela West-Finkle, Library Director
Meeting recorded for archival purposes.
Annual Organizational Meeting called to order by Judy Garrison at 3:05 PM.
Minutes: Diane moved and Susan seconded the motion to approve the minutes of the November 17, 2022 meeting as presented. MOTION PASSED
Librarian’s Report: Pam reviewed the final monthly circulation statistics report for the year. (see attached, along with the Director’s Report dated January 26, 2023) Some highlights: There were 13,679 items catalogued in the Four County System for circulation. A total of 3,706 people used the library or enjoyed the offered programs vs. 3,584 in 2021. Our library sent 2,876 items to other libraries from February 8, 2022-December 30, 2022. In 2021, the library catalogued only five loaned items.
Pam will be out for shoulder surgery, beginning mid February and hoping to return mid-May. Jesslyn Cleary, the Acting Director during Pam’s recuperation period, will complete (and be paid for) training sessions prior to Pam’s absence. Bob Murphy will attend some of the trainings as well. In addition to advertising in local stores, Pam will be advertising for additional volunteers in the ‘Daily Star’ paper. She is also updating the Operations Manual to reflect the updated online catalog and processing system. The Story and Music Group meets on Tuesdays at 3:30. Becca Wintle, visiting Music Therapist from the UK, will lead the group during Pam’s convalescence.
A planning and design meeting will be scheduled with the Garden Club for the creation of a community and teaching garden around the library. Birgitta Brophy has agreed to consult if needed; she is a retired horticulture professor from SUNY Delhi.
New Business:
Nomination Committee Proposed Slate of Officers for 2023: Susan opened the discussion for the nomination committee proposed Slate of Officers for 2023. Pat Brannen resigned from the Board and will not fill the unexpired term. The group agreed to keep the committee at eight members, nine being the maximum number of trustees.
Vote on Officers: The slate of officers were presented and nominated as follows: Judy will continue in her role as President and Susan will take on the role of Vice-President (to replace Linda). Maggie will continue as Treasurer, and Ellen will remain as Secretary. There were no other nominations or additional changes to the Slate of Officers as presented. MOTION: The above Slate of Officers was unanimously passed as noted.
Committee Assignments for 2023: Judy reviewed and updated standing committee assignments as follows: Diane will fill the position on the Nomination Committee in place of Pat-Linda will remain as the second committee member; Volunteers Committee-Diane; Personnel Committee-Linda, Judy and Diane; General Fundraising-Pam, Susan, Gloria.
Media, Photography and Filming Policy: Pam distributed (via email) the new policy on Media, Photography and Filming to trustees on 1/26/23. Gloria moved and Susan seconded the motion to approve the policy as presented (see attached). MOTION PASSED
Summer Reading Theme: Pam will be requesting grant monies from the O’Connor and Youth Grant Foundations to combine a music program and community garden teaching project (see above). Equipment such as soil, seeds, raised beds, consultant hours, etc. will be requested. A song writer’s circle will also be developed.
Treasurer’s Report: (See attached) Account balances through December and Year End 2022: Savings: $32,803.89 Checking: $3,488.91 Capital: $11,062.92
Total Account Assets as of December 31, 2022: $47,355.72
Diane moved and Ellen seconded the motion to accept the treasurer’s report as submitted. MOTION PASSED.
Adjournment: Gloria moved and Diane seconded the motion to adjourn at 4:25 pm.
Next meeting: March 16 at 3 PM
Submitted by Ellen Rosman, Recording Secretary
ANDES PUBLIC LIBRARY BOARD OF TRUSTEES
MINUTES OF NOVEMBER 17, 2022
Trustees in Attendance: Patricia Brannen, Gloria Carlson, Susan Cole, William Duke, Judy Garrison, Linda Lederman (on zoom), Diane Lockspeiser, Denise Munoz, Ellen Rosman (on zoom)
Treasurer: Maggie Reinmann
Staff In Attendance: Pamela West-Finkle, Library Director
Meeting recorded for archival purposes.
Annual Budget Meeting called to order by Judy Garrison at 3:10 pm.
Minutes: William moved and Diane seconded the motion to accept the minutes of the September 15, 2022 meeting as presented. MOTION PASSED
Librarian’s Report:
The WIDE Grant report will be completed and submitted to the O’Connor Foundation for literacy and diversity programs the library fiscally sponsored in 2021-2022. Pam did not have the updated statistics for library use and circulation, but will provide them after the holidays.
A steady flow of 4 County Orders for interlibrary loan requests over the 2-month period continues.
The holiday Halloween party was a success, with approximately 60 trick-or-treaters partaking in the goodie bag treats.
The tree lighting party will be held on Saturday, December 3, 2022 at 5 pm. Santa will be attending. Pam asked for volunteers to help set up for snacks and hot cocoa for visitors who show up after the ceremony.
We will be hosting an LGBTQ Delaware County Chapter informational pride meeting for parents and caregivers who have loved ones dealing with sexual identity issues.
The Andes Garden Club members have expressed an interest in helping the library with planting and upkeep of our garden by supplying the labor. Pam suggested writing a grant for plants, soil, seeds, and other gardening expenses. Trustees had positive comments regarding the club’s participation in beautifying our surroundings. Pam (or a representative) will attend the next scheduled meeting, to be held at the library. Procedures for building use were followed in the situations noted above.
A yellow jacket’s nest was discovered inside the intake vent for the furnace. The vent and second floor filters were cleaned by Treffeisen and Son, the company that installed the system. Board members questioned the hourly rate of $146 prevailing wage for the job. Pam will call the head of the company to discuss the $1200 bill.
Pam will be receiving training from Four County to learn how to use the analytic software that produces all reporting documents for the library.
Old Business:
Judy shared a summary of the Parliamentary Procedure Webinar she attended, given by Adrien Stratton, the parliamentarian for the American Librarian Association. A recording is available on line for anyone to listen to.
Approximately 20 people participated in an animated and informative event presented by Bill Birns, on life and culture across generations in the Catskills. A revised edition of his book, a Catskill Catalog, has been printed by Purple Mountain Press. The new owners of the press were in attendance.
There were no participants at the volunteer training event scheduled by Pam. Bob Murphy agreed to participate in the next scheduled event. Judy noted that the training for volunteers is detailed and helpful for people who may be interested in working as a volunteer at the front desk.
Everyone thanked Diane for tirelessly working on the bathroom mural project. Diane noted that the background will be painted upon completion of the animal pictures. Since Diane did not want to be paid for her time, board members asked her to think about how we may show our gratitude for her excellent work. Of course, all materials will be reimbursed.
New Business:
Pam distributed the Tompkins County Public Library Media, Photography and Filming Policy. Many visitors, who call themselves “first amendment auditors” are known to intimidate workers. Everyone agreed not to allow the visitors near the desk or computers, to remain non confrontational, and call 911 if necessary. The Tompkins policy will be reviewed and adapted to meet the needs of the Andes Library. Pam will complete a policy that will remain posted on the front door.
Winter music programs and events will be held during the winter/spring seasons. Bob Murphy was mentioned as a possible front desk volunteer when Pam is leading a music session on the second floor on Tuesday afternoons. Guitar, singing and dulcimer classes were suggested. William agreed to participate in teaching the dulcimer classes.
Peg DiBenedetto, a local resident, author, and the new wildlife writer for the Andes Gazette, will be doing a reading from her new children’s book for an upcoming event.
Pam will need shoulder replacement surgery. She expects to be out for approximately 3 months. Dates for her leave of absence are unknown at this time.
Treasurer’s Report: (See attached)
Committee members reviewed the Treasurer’s report through October 31, 2022.
Account balances through October 31, 2022:
Savings: $46,352.00 Checking: $2084.43 Capital: $11,058.77
Total Account Assets as of October 31, 2022: $59,495.20
Gloria moved and Pat seconded the motion to accept the Treasurer’s report.
MOTION PASSED
Proposed 2023 BUDGET:
The group discussed the proposed budget for 2023. We are expecting the same or slightly higher support from the town as was granted last year, which was $45,000, less than the $56,902 requested for 2023. The “fundraisers to balance the budget” line will be modified, depending upon how much the town grants us. It was noted that the town may become stricter with next year’s 2024 budget. On a positive note, our donations have been increasing over the past few years. The total budget for the 2023 year as presented is $74,817.
Susan moved and Gloria seconded the motion to accept the proposed 2023 budget as submitted. MOTION PASSED UNANIMOUSLY.
Adjournment: Pat moved and Gloria seconded the motion to adjourn at 4:07 p.m.
Next meeting: January 19, 2023 at 3 p.m.
Submitted by Ellen Rosman, Recording Secretary
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
- 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