Joshua Hyde Public Library - Board of Trustees Meeting Minutes
Joshua Hyde Public Library
Board of Trustees Meeting:Meeting Minutes
Thursday, August 3, 2023 at 6:30 p.m.
Library Meeting Room
Agenda
- Call to Order and Quorum Check
Chair Joyce Sinnott called the meeting to order at 6:33 pm. In addition to Chair Sinnott, Gina Kajano, Jessica Colati, Karen Engell, Sandra Gibson-Quigley, David Reed, Lily Dyer and Library Director Becky Plimpton were present, meeting the quorum.
Review and Acceptance of Previous Meeting Minutes
- Welcomed new Trustees and reviewed the role of the Trustees
- Sandy made a motion and Dave seconded the motion. All in favor, passed.
- Library Director’s Report
Meeting attended
June 23-27 ALA conference in Chicago
June 28 Book Bites program & start of Summer Reading
June 29 Opioid Committee
July 5 Director Zoom
July 10 MLS Ex Bd
July 11 Opioid Zoom workshop
July 18 Dept Head meeting & COA Book Discussion
July 19 Disability Committee & Broadway Musical zoom
July 20 CMLA meeting
August 1 Dept head meeting & amp; National Night Out
August 2 Banned Books program
Building issues
- An initial meeting was held with SSV to discuss flooring and tile options. There is still no word on when the HVAC project might begin. A second meeting to discuss the entire project and where it stands is scheduled for August 2, 2023.
- August 2, 2023 meeting led to 3% of the project already completed, many more tasks to be completed. Becky believes the project might start in December with the Meeting Room.
- It was discussed that the HVAC project will affect programs. Becky suggested not using the Meeting room in December.
- Next meeting for HCAV August 29, 2023
Programs
- The Summer Reading Program comes to an end on August 9th. The Friends will be presenting awards to the SRP Bookmark contest winners at 1:45pm before the final program on the 9th.
- Books on Tap will be held at Rapscallion Pub on August 16 at 6:30pm. The book is The Girls by Emma Cline.
- The day and evening book discussion groups have planned out the 23/24 year of books and dates.
- The first daytime book discussion will be Jacqueline in Paris on September 12 at 1:00pm and the Armchair
- Travelers on September 20 at 6:30pm with a coffee and chocolate tasting to complement the book The Monk of Mokha.
Other issues/activities
- The Friends of the JHPL will hold a book sale on August 12, 10-2pm
- August 15 is Town of Sturbridge Take-over night at the WooSox. Tickets are available online through the Rec Department.
- ARIS will be completed by the August 18 due date aiming for August 16th
- Reviewed Becky and Jessica’s ALA conference sessions and how to implement at our library. Making staff members experts in different areas benefits all at the Library.
- Omeka subscription is up but looking into the new subscription for the year. Jessica will look further into Omeka and will get back to us.
- Water cooler for the Staff Room, the cooler was purchased by the Library but the Town will not pay for the water. Becky is asking up to $500 annually from Litmeg. Jessica makes a motion to annually fund from July 1 to support the purchase of water for the water cooler by the Library Staff. Sandy seconded the motion, all approved and passed.
Budget status
- FY2023 Highlights
- Salaries are an estimate, which is why there is a large remaining amount
- Books we must spend what is budgeted. Becky usually over spends on books and is covered by Litmeg.
- Reviewed Litmeg spending and approvals
- Others: More money was put in Mileage amount due to change in rate, propane cost went down, Town put $2000 into funding for Programing
- FY2024
- On track so far
Other Business
Review of the Out of State cardholder policy & Dudley Library
- Reviewed what is happening at Dudley Library
- Discussed possible options for Out of State cardholder and Decertified libraries policies
- Jessica makes a motion to change our Out of Town Resident Employee Policy “ Persons living outside of Sturbridge may obtain a borrower’s card by using their proof of employment in Sturbridge as well as their permanent residence address.” Seconded by Karen, all in favor, passed.
Setting Director's goals for 2024
- Reviewed Becky’s goals and clarified questions
- Sandy makes a motion to adopt Becky’s draft goals as goals for FY24, Dave seconds, all in favor, passed.
Revisit how conferences and workshops get paid for benefitted staff
- Discussed using a dollar amount instead of saying only one conference/workshop
- Would impact 5 staff members plus Becky at around $800
- Sandy makes a motion to approve up to $800 per benefited staff each fiscal year to attend conferences and workshops. Gina seconded the motion. All in favor, passed.
Chairperson’s Report
- Nothing new to add
Old Business
Volunteer Appreciation Night
- No updates until Sawdust opens
- New Business
- Other topic(s) not reasonably anticipated by the Chair
- Discussed clearing the Meeting room and Kitchen for the renovations in December.
- Next meeting September 7, 2023 at 6:30
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- Karen makes a motion to end the meeting. Dave seconded the motion, all in favor, passed. Meeting ended 8:41pm