Minutes - October 2022

Meeting of the Library Board of the Hamilton Public Library

October 12, 2022 - 4:00 p.m.

Presiding: David Hopper

Attendees: David Hopper (President), Jill Dinski (Vice President),

Tiffany Horn (Secretary), Lauren Walsh (Finance Officer), Amy Jerome, Lynne Kvinnesland,

Dylan Collins, Travis Olivera (Library Director), Liza Taylor (Assistant Director), Kelly Norris

(President Friends of the Library), Sami Martinez (Village Liaison)

Tardy: Rebecca Upton, 4:10pm

Absent: Bobby Pennington

1. Call to order 4:01pm

2. Discussion with public or employee visitors none

3. Review & Approval of minutes from September 2022 Tiffany/Jill

4. Village Liaison’s Report Sami: nothing to report. Travis informing Sami about the new book shelves and discussing a work order to put the new shelves together. Sami will help follow up.

5. Friends of the Library Report Kelly: Purse-a-palooza flyers are ready! $20 in advance, $25 at the door on November 6 from 2-6pm. Raffle to be held starting now in the library (ahead of the event) as well as at the event. Drawing will be held at the event. Donations are still being collected/accepted at the library.

        4-8pm at Gilligans in Sherburne will donate proceeds to FotL on Monday, October 17.

        Friends of the Library is looking for new members.

6. Committee Reports

1. Personnel (Jill Dinski) no meeting this month; no staffing updates. Travis - Sexual Harassement Prevention training is due for all board members this month (October).
   Dylan having trouble logging in - Travis will follow up with tech support to assist.  
2. Planning (Lynne Kvinnesland): Travis - statements for the ALA (1) Bill of Rights,  (2) Freedom to Read, and (3) Freedom to View have been uploaded to the HPL website.  

1. Collection Development Policy Update: Lynne - Material Selection Policy review is in rough draft currently. May have a draft for the board next month to read.

3. Nominating (David Hopper): Rebecca joined today, filling our last board vacancy.
4. Finance (Lauren Walsh): Finance committee did not meet this month but will likely meet soon to begin discussions about the 2023-24 budget.

1. 10a-2022: Monthly payroll and village-paid expenses totaling over $16,000. Monthly utilities are coming in at 38% less than the same month last calendar year (+ efficiency of HVAC system). Lauren/Lynne
2. 10b-2022: We do not often have transfers between line items in the budget just a few months into the fiscal year, but we have a few to note. The funds earmarked for the custodian were misallocated to contract line rather than the custodian line, so this was remedied here. Just over $11K was moved from contracts to the custodian line, another ~$2K was moved from contracts to Equipment to cover the shelving units purchased last month, and $14.45 was moved from contracts to other expenses. Lauren/Amy
3. Action on Bills: The Finance committee members independently audited the claims made this month, totaling $1,563.96. This was a low-average month of spending, including predominantly new books and programming supplies. Lauren/Tiffany
4. Minimum Wage Increase (action required): New York State announced a minimum wage increase to $14.20 beginning on 12/31/22. The anticipated staff increases are outlined on page 22 for board approval (much like the approval of annual wage increases before the start of the fiscal year). We account for increases in our budget annually but may need a budget transfer to cover these increases during the 2023 fiscal year. Lauren/Jill

5. Building and Grounds (David Hopper)

1. Butterfly Garden: Travis - Elizabeth Douglas led a team last month in a ‘gardening club’ to look at the garden; the tree and stump was removed and grass has recently been re-seeded. She is working on the shed now, and possibly working with National Honor Society (NHS)  students in the future to fulfill volunteer hours in the garden.
2. Entryway repairs: Travis - the repair needed (drywall seam sagging, etc.) does not qualify for a grant, but still needs repairing; hopefully the Village will repair it very soon.
3. Phone system: Travis - Village is updating their phone system; inquired about a new system for the library, too (since the library currently has only one phone line and limited units). Waiting on a cost estimate and will provide that to the board when he receives it. Sami suggested for Travis to research/reach out to Spectrum for a quote, too.
4. Grant: Travis - HPL will find out if we were approved this Friday, October 14 (to cover the cost - in whole or in part - of the roof repair/replacement).

7. Library Director’s Report

1. Statistical Reports

1. Programs: Travis - Liza has been great at putting these programs together (ex. the successful ‘Hobbit Tea Party’ event.) Good job to Keili for setting up successful events, too (ex. Lego Drop-In).  
   David - Library Board meeting is Library Sponsored (Travis will correct).
2. Circulation: Travis - down from summer to fall, but to be expected.
3. Bills/Income: Travis -  (income) state aid that we received for the Summer Reading Program arrived.

2. Incident Reports (when applicable): none.
3. Staff Trainings/Meetings/Conferences/Outreach: Sexual Harassment Prevention training to be completed by all staff and board members (thank you to everyone who has already completed - Travis will follow up with incompletes).

8. Unfinished Business

1. Committee Assignments - need filling:

1. Personnel in need of at least 1 more member
2. B&G in need of at least 1 more member
3. Finance in need of at least 2 more members (Tiffany to join)

2. Board Photo (on hold until everyone is present): still TBD. Board will be notified day(s) in advance of the meeting, when Travis sends the agenda for that month.

9. New Business none

10. Communications
    Travis thanking Liza for the great work on the newsletter!
    Lauren will be out for a little while after March (maternity leave)!

11. Announcements and Adjournment Lynne 4:35pm

Next meeting November 9 at 4:00 p.m.