Sharon Springs Free Library Board of Trustees
Meeting Minutes
12/2/2021
Call to Order
The regular meeting of the Sharon Springs Free Library Board of Trustees was called to order at 7:20 p.m. on 12/2/2021 by President Jeanne Irwin.
Present
Trustees: Jeanne Irwin, Gina Gilbert, Tonja Law, Belinda Feris, Susan Rorick, Kate Walrath
Staff: Helen Thomas, Joyce Slater
Guests: Carrie Parsons, Rachel Rorick
Approval of Minutes
Minutes of the 10/28/2021 Annual Meeting and Board Meeting were reviewed.
ON A MOTION MADE AND SECONDED the minutes of the 10/28/2021 Annual Meeting and Board Meeting were approved as submitted. (Jeanne/Susan)
Treasurer’s Report (attached)
Treasurer reported was accepted as submitted.
President’s Report
· The Chamber of Commerce will be installing new holiday lights on the perimeter of the building to replace the old ones. Jeanne has donated the money to pay for the new lights.
Director’s Report (attached)
· Helen reported that JoAnne is in quarantine following contact with family members who contracted COVID. A discussion ensued on library coverage options during times of staff illness.
· The group discussed the option of going “fine free”.
· Rotary Club has volunteered to paint the lobby this weekend and we are providing paint and tools needed. Cost of paint was provided by funds received from Wells Fargo earlier this year
· Recent writing workshops sponsored by NYSCA money were sparsely attended, but fun for all participants.
· A Winter Writing Contest will be planned and Helen asked for ideas for prizes and guidelines for contest submissions.
· Grant balance monies and future grant opportunities were discussed.
Privilege of the Floor
· In an effort to familiarize the Trustees with locations of various book locations in the library Director Helen Thomas conducted a book scavenger hunt. Fun was had by all participants.
Committee Reports
· Administrative – Personnel Policy was reviewed.
ON A MOTION MADE AND SECONDED the changes to the Personnel Policy were approved as submitted. (Jeanne/Susan)
· Joint Facility – Susan reported that a new contractor has come to give us a quote on replacing the exterior doors, the concrete pad which has frost heaves and noted that he recommended including a heated concrete pad to lessen ice hazard and future heaving.
· Fund Raising – Gina thanked those who helped assemble the fundraiser mailing and reported that in November we had received an overwhelming $5,185 in donations. Helen will include a message of thanks to our generous patrons in the upcoming Times Journal update.
· Nominating Committee – Carrie Parsons attended this board meeting with interest in serving as a member of the Board of Trustees.
· Ad Hoc/Ballot Committee –
o Jeanne and Susan presented a letter of intent which will be submitted to the Town Board and School Board regarding our wish to move from the town’s ballot to the school’s ballot. The letter requests an opportunity to speak to them at their January board meeting.
o The group also discussed the need to establish a committee to work on publicity for this cause including a brochure, newspaper and radio advertising, and signage. Kate and Gina were asked to lead this initiative with help from others.
New Business
· The group discussed having a presence in the Festival of Lights parade on Friday, December 10th. We will carry a SSFL banner and distribute children’s books to spectators.
· A suggestion was made to award library staff with a holiday bonus.
ON A MOTION MADE AND SECONDED the board approved a holiday bonus for all staff members to be paid prior to year end. (Susan/Gina)
Adjournment
Meeting was adjourned at 8:55 p.m. and the group enjoyed holiday food sharing and prepared the lobby for the upcoming Rotary painting project. The next meeting of the Board of Trustees will be held on Thursday, January 27th at 7:00 p.m.
