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July 2023 Minutes
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Minutes - July 2023

Meeting of the Library Board of the Hamilton Public Library

July 12, 2023 - 4:00 p.m.

Presiding: David Hopper

Attendees: David Hopper (President), Jill Dinski (Vice President),  Tiffany Horn (Secretary),  Amy Jerome, Lynne Kvinnesland, Travis Olivera (Library Director), Liza Taylor (Assistant Director), Suzanne Watson (President, Friends of the Library), Sami Martinez (Village Liaison)

Absent: Lauren Walsh (Finance Officer) excused, Dylan Collins excused,
Rebecca Upton excused, Bruce Moseley excused

  1. Call to order 4:05pm

  1. Discussion with public or employee visitors N/A

  1. Review & approval of minutes from June 2023 Amy/Jill

  1. Village Liaison’s report Sami: nothing to report.

  1. Friends of the Library report Suzanne: last meeting was on June 5 - next meeting will be held on the 17th (this coming Monday), delayed due to summer holidays, etc. New officers have been named - Pres. is Suzanne Watson; VP is Diane Finch; Treasurer is Gloria Gaudreau; Secretary is Jen Latreille. Friends hosted the Summer Reading Program ice cream social which was very successful! Garden Basket auction concluded - total monies raised will be calculated at the meeting next week. Still collecting Purse-A-Palooza donations, as well as jewelry this year for the event. Fundraising night at Gilligan's will be in October (TBD).
    David: welcome, Suzanne.

  1. Committee reports
  1. Personnel (Jill Dinski)
  1. Trustee Training Policy - Jill: most of this document was provided by the state, minimally adapted for our library.
    *Approve, with note to change the wording that proof of training should be sent to the Board President     and Library Director (not just President). Amy/Lynne
  1. Planning (Lynne Kvinnesland)
  1. Memorandum of Understanding - Friends & BoT Lynne/Jill
  1. Nominating (Needs Chair)
  1. Officer slate for August - discussed in executive session.
  2. New board member discussion (executive session) held 5:02 - 5:31pm.
  3. By-Laws Revision - David: we talked about the issue that the term-limit for board members is perhaps discouraging for potential new members, so the proposal is to change the term limit from 5 years to 3 years. We will need to discuss and decide separately (and document) about how to ‘grandfather’ existing and future terms, due to the potential change. Amy/Jill
    Final consideration will be made in the next meeting (in August).
  1. Finance (Lauren Walsh)
  1. 7a-2023 Tiffany/Lynne
  2. 7b-2023 N/A
  3. Revenues
  4. Approval of Donations:  Each donation moved and approved by Amy/Tiffany
  5. Worn Again Donation (for DPIL) Amy/Tiffany
            *Travis to coordinate a thank you for the donation
  6. Action on Bills: various new charges this month: conference for Liza to attend (in September); larger charges for Summer Reading Program; one copy machine broken, so charges for the other is higher. All reviewed and approved by the Finance Committee.
  1. Building and Grounds (Dylan Collins)
  1. Repairs/Maintenance for the month - Travis: various grants available for the Village to review: one for the roof and one for the alarm system. When the Village decides the scope of each of the projects, Travis will submit the full grant applications that are applicable for the projects, respectively.
  1. Community Room Use Ad Hoc Committee (Tiffany Horn):
    *Approve, with note to update Logo and formatting of document, and to include a hyperlink for the google form for room use checkout checklist.     Tiffany/Amy

*Next month - motion to close down the AdHoc committee.

  1. Library Director’s Report
  1. Statistical Reports
  1. Programs: Travis - Summer Rec registration/launch was very successful! Programming attendance is going well in all areas.
  2. Circulation: Juvenile numbers are way up (typical for June); movies are up; museum passes are up.
  1. Incident Reports (when applicable): N/A
  2. Staff Trainings/Meetings/Conferences/Outreach: not as many due to summer/schedule conflicts.

  1. Unfinished Business N/A

  1. New Business
  1. Motion to allow Director (Travis) to secure grant funding
  1. CLRC Professional Development (~$600): Tiffany/Amy
  2. NYS Construction Grant (~$200,000) - okay to apply for a grant up to $200,000, since refusal to use any grant will not incur a penalty: Tiffany/Jill

  1. Communications N/A

  1. Announcements and Adjournment Thank you, David, for all of your years of service! You will be missed. 5:33pm Lynne/Amy

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