Library Trustee Board Minutes


September 15, 2020

Board of Trustees Meeting

Walpole Town Library

Conducted on “Zoom”                                          

September 15, 2020 Present were: Gail Lahaise, Fred Ernst, Amy Howard, Kate Nerrie, Jean Kobeski, Carole Cramer, Susan Johnson, Peggy Pschirrer, Jeanne Ramey, Shirley Capron.   Library Staff:  Jane Malmberg, Chris Birchstead, Julie Rios. 
Formal votes were taken on two items approved over e-mail since the August Board meeting:  Hiring of Jane Malmberg and the approval of the updated Personnel Policies in reference to vacation time.  
Amy moved to hire of Jane Malmberg as Library Director.  Gail seconded the motion and all voted in favor (9-0).
A proposed change in the Personnel Policies to increase the vacation time from 1 to 2 weeks in the first year of employment, from 2 to 3 weeks after two years of service, and 3 weeks after five years of service. Amy referred the Board to her e-mail with the updated “Personnel Policy,” and it was determined that it was specific to any full-time employee.  
Amy moved to accept the changes to the Policy.  Kate seconded the motion, and all voted in favor of the change (9-0).
Concluding Amy said copies of the updated policy will be sent to all.
Amy opened the meeting welcoming the new Library Director, Jane Malmberg.
Approval of Minutes:  Jean moved, Susan seconded, all approved (9-0) with one correction in the July Minutes. – Jeanne asked if paper copies of reports disseminated at and before Board meetings are being kept.  Shirley said she is keeping the Minutes as always and now, the Treasurer’s Reports along with them.  – Peggy said the Treasurer’s Report and Bills Report should be signed and kept.  Kate said she signs, and added that the Auditors need the Bills Reports.- Gail recommended, and Shirley agreed, that the Board Minutes should be posted in the “Walpolean.”  Shirley added she always sends the Minutes to the Library to be posted. The Minutes are now available on the Library’s website.
Treasurer’s Report:  Kate e-mailed Board members three reports prior:  “Monthly Expense Report,” “Library Bills” and “Library Administration and Operation” along with her comments re.  She said expenses were down and that they will certainly remain that way because there were no Adult Programs planned, nor a Volunteers Dinner, (re, it was said that there should be some sort of recognition for the Volunteers, if no dinner is possible), and because of the recent memorial gift of money received.    Kate sent a Thank You card to the memorial gift donors, Mike Plaisted and Maggie Knowles Webbert.- Kate then asked about a Thank You card the Library used in the past that had a picture of the Library on it.  Amy said she thought she had one and that it could be reproduced.- Jeanne moved to accept the Treasurer’s Report, Carol seconded, all approved (9-0).
Bills:  Kate said they were sent out and that nothing was unusual.  Re, a question was had about the subscription for the “Book Service” the Library uses.  Julie responded saying it was very good for the Library.  Gail moved, Jeanne seconded, all approved (9-0) the bills.- Kate said she will meet with Jane re the handling of bills.
Old Business:  Amy said the Library is looking better in front and that it is not done yet.  Carol and Jeanne expressed thanks for the painting on the porch.  Carol said that lettering has to be done, and in the color white was agreed on.  Both Amy and Carol commented on needed improvement of the lettering.  – Carol said the window will be worked on. – Materials were ordered for the Computer Desk that Barry will do.  Carol explained the area saying that a shelf will be built, and a table will be placed in the area.- Peggy asked about the Bill going to the Town.  The Town has paid for some of the repairs to the building, and will not be billed for any more of the work.
Julie and Chris were asked about activity in the Library since School started.   They said that kids come into the Library only to get books and do not hang out, apparently because they are keeping in their own groups and also that they are with their parents.  There is no problem at this time.  
Jeanne spoke about the plaques that arrived and said it is very disappointing.  She and Chris said there were misspellings, and that not all staff were listed.  Jeanne said she will fix it. Amy suggested the Board look at the replacement.   Gail thoughtfully requested a plaque for Rose Werden, recently retired Librarian of forty years at the Branch.  Jeanne asked for help re the wording of it and Gail said she would help.  There will be an update re plaques at the next meeting.
New Director:  Jane will be starting her job on 9/21.  Amy met with Jane who is doing research about the Library on her own.   Jane met also with Chris and Julie about what her working hours would be like.  Amy encourages Board Members to meet her, letting her know she is welcomed.   Peg invited Jane to meet the Town Directors at their meeting next week.  Jane said she will definitely stop by.
Branch:  Amy asked if any Board Member wishes to chair the Committee to address the North Walpole Library and its needs.  Re the Library, Amy suggested getting input from patrons and others – particularly the Commissioners.  Discussion was had re the necessity of keeping the Library open and cataloging the collection.  Peg added that the Branch budget is still available.  Amy will set up a meeting with the Committee after Jane is settled.
Operations:  Julie’s report of Library Statistics for the year to date were sent by e-mail to Board Members.  Amy commented they were good comparisons and that they indicate breathing room to catch up.Jane asked for stats on “Hoopla” and other programs.  Julie said “Hoopla” did not work out and that it was cancelled, but that we still had some money to spend and once the money is gone the program will be shut down.Jeanne complimented Chris’ and Julie’s good work.
Building & Grounds:  Jeanne talked with Jennifer Burr and mentioned again the removal of plants bordering the stairs: They are to be removed.  Another plant will be moved to the back.  A Weeping Hemlock and another plant will be added.  Allen Brothers is donating a tree and Jeanne said maybe another one. 
Technology:  Amy said the purchasing of new computers will be revisited, once Jane is on board.
Friends:  Chris said the Plant Sale ends September 25.  Carol Malnati is to be contacted about donating materials for the Book Sale.- Amy showed the Friends’ solicitation post card recently distributed, and suggested that Board Members donating would be meaningful to them.
Upon Julie and Chris’ departure, the Board went into Executive Session.  After much discussion, Gail motioned, Amy seconded, all approved (9-0) the meeting adjourn at 5:40 p.m.
Respectfully submitted,
Shirley Capron, Secy. 

Board of Trustees Meeting

Walpole Town Library

Conducted on “Zoom”                                                August 11, 2020

Present were: Gail Lahaise, Fred Ernst, Amy Howard, Kate Nerrie, Jean Kobeski, Carole Cramer, Susan Johnson, Christine Burchstead, Julie Rios, Peggy Pschirrer, Shirley Capron. Absent: Jeanne Ramey

The Meeting commenced at 4:30 p.m.

Approval of Minutes:  Jean moved, Kate seconded, all approved (8-0) the July Minutes.

Treasurer’s Report:  Kate sent her Report for July to Board Members on-line.  She said there was not much to report because we are starting to spend again.  A check was received from the Library Trust Fund and the amount is low.  Kate followed up with the Fund and determined that “We are right on the $9,000 target for the year.”  She said also the check expected from the Friends of $3,680 was received.   Carol moved, Amy seconded, all approved (8-0) Kate’s report.

Approval of Bills:  Kate forwarded the bills on-line for July and said Justine did not do a normal report before she left, adding that the charges are not detailed. $700 spent on Amazon purchases was correct. Amy asked Chris and Julie to do the bills for next month.  They both agreed to keep track of them.  Kate said she needs more info with them, and added that with Chris and Julie helping with invoices now, going forward will be fine. She said bills go to the Town for licenses and that she would take them up with Rich.  Fred moved, Susan seconded, all approved (8-0) Kate’s report.

Old Business:  Amy e-mailed the Board, Chris, and Julie, some sketches and an estimate for the computer area that Carole got from Barry.  She explained the tables and placement of them.  Amy said she will measure the tables and see to other details.  Fred asked about the electrical outlets.  She invited other Board members to look at things with her, if they wished.  Approval of these items and tasks was deferred until after Amy visits these subjects and areas concerning in the Library. 

Barry will be starting the deferred maintenance on the windows and the front of the building the week of Aug. 24.

Carole addressed the question about the lighting in the Ken Burns

Room.  The cost for it is high.  There is money in the Expansion Budget for it.  

– Kate said the Town has a line item for Maintenance.  Amy asked if some of Barry’s work on the deferred maintenance in the front of the building can be billed to the Town.  $2,229 is left in that budget.  Amy suggested use of $1,500 so there will be money left over if needed.  In the new Budget Year, Kate said she thinks the Town should cover.  Per Kate’s request, Carole said she would ask Barry to separate bills for the Library and those for the Town.

– School Student Concerns:  Peg said the Town Hall volunteered to give a floor of the Town Hall to the School for students if needed, and as long as the School provides a monitor. 

– Discussion was had about the number of children in the Library at one time, and about Librarians helping children.  Re, Amy asked Julie to address the Board with updates if needed.   Julie is updating the Library web page by adding a Resource Page for the School.  Julie said also that Home Schooling Books were ordered.

The only place in the Library to hold quarantined books is in the Community Room.  Amy commented she was glad for Julie’s and Chris’ flexibility re.

– 2021 Budget:  Amy wants to make sure in putting the budget together, to be thoughtful about what is put into it, such as  Programs in the Library and how to use the Community Room in 2021.  The Town Budget is on a schedule and done in August and September.  Peg said the Commissioners will call for a draft of the Library budget in September.   Amy is to send out to Board Members a copy of the Town Library budget and it is to be addressed at the next Library Board Meeting.  Kate said the Town Budget is about the same. Amy said she will get input from her, Chris and Julie.  Fred added that Chris and Julie should be included in the Budget.

– New Director Search:  Four applications were received.  The Selection Committee is collating a lot of community responses, questions, and finalizing the job description.  Applications are closing the end of the month.  The interview process begins with a phone screen and then a panel interview by the Search Committee, and then an interview/meeting with the Board. Amy said to let her know if any Board member wishes to be in the Interview process.

Branch:   Rose Werden, Librarian, is retiring. Amy e-mailed her resignation letter to Board Members.  Rose wishes no fanfare re. However talk was had and suggestions made about celebrating her forty years of service.  Amy suggested the next step is to form a Committee to determine what to do.  Peg, Gail, Fred, Jeannie and Shirley wish to be on it.  Amy said, and it was agreed, someone from the Walpole Library should be on the Committee also. 

Re the present disposition of the Branch, Shirley stated Rose’s comments about the two Subs there, declaring that Sally McGaffigan who has been Subbing for a long time is very capable and willing to man the Library along with Jo-Ann Gay, also a Sub, after it is cleaned.  The Maintenance man who is to clean the Branch has not appeared to do so for months.

Operations:  Julie is updating the Library website and is requesting feedback.  She said there were 62 kids for the Summer Reading Program and that 40 adults participated.   She said the Outside Program had was successful.  Presently, she is putting together another program, called “A Fall Reading Challenge.” 

Chris said people are excited about getting into the Library, and that they are required to wear masks to enter.  Also that Curb Side service is still going on.  She said the Library Volunteers are eager to return.  Amy said it was up to her and Julie to decide when they could.

Amy asked about Circulation and Visitor Statistics.  Stats are entered on a spreadsheet.  Amy asked that they be shared with the Board, and said that she will assist with the spreadsheet re.

Building & Grounds:  Jeannie is still working on the Trees issue.

Friends:  Their plants from the Plant Sale on the Library porch are still available.

They are collecting books for the Fall Book Sale now.  Julie said there is a Library web program at present to scan barcodes of discards and donations. Susan asked where to deliver books.  Julie said behind the Hungry Diner on Rt. 12.

With no further business, Gail moved, Amy seconded, all approved (8-0) to adjourn at 5:33 p.m.

Respectfully submitted,

Shirley Capron, Secy.


Board of Trustees Meeting
Walpole Town Library
Conducted on “Zoom”                     August 11, 2020
 
Present were: Gail Lahaise, Fred Ernst, Amy Howard, Kate Nerrie,
Jean Kobeski, Carole Cramer, Susan Johnson, Peggy Pschirrer,
Shirley Capron. Absent: Jeanne Ramey
The Meeting commenced at 4:30 p.m.
Approval of Minutes: Jean moved, Kate seconded, all approved (8-
0) the July Minutes.
Treasurer’s Report: Kate sent her Report for July to Board
Members on-line. She said there was not much to report because
we are starting to spend again. A check was received from the
Library Trust Fund and the amount is low. Kate followed up with
the Fund and determined that “We are right on the $9,000 target
for the year.” She said also the check expected from the Friends of
$3,680 was received. Carol moved, Amy seconded, all approved
(8-0) Kate’s report.
Approval of Bills: Kate forwarded the bills on-line for July and said
Justine did not do a normal report before she left, adding that the
charges are not detailed. $700 spent on Amazon purchases was
correct. Amy asked Chris and Julie to do the bills for next month.
They both agreed to keep track of them. Kate said she needs more
info with them, and added that with Chris and Julie helping with
invoices now, going forward will be fine. She said bills go to the
Town for licenses and that she would take them up with Rich. Fred
moved, Susan seconded, all approved (8-0) Kate’s report.

Old Business: Amy e-mailed the Board, Chris, and Julie, some
sketches and an estimate for the computer area that Carole got
from Barry. She explained the tables and placement of them. Amy
said she will measure the tables and see to other details. Fred
asked about the electrical outlets. She invited other Board
members to look at things with her, if they wished. Approval of
these items and tasks was deferred until after Amy visits these
subjects and areas concerning in the Library.
Barry will be starting the deferred maintenance on the windows
and the front of the building the week of Aug. 24.
Carole addressed the question about the lighting in the Ken Burns
Room. The cost for it is high. There is money in the Expansion
Budget for it.

  • Kate said the Town has a line item for Maintenance. Amy asked if
    some of Barry’s work on the deferred maintenance in the front of
    the building can be billed to the Town. $2,229 is left in that budget.
    Amy suggested use of $1,500 so there will be money left over if
    needed. In the new Budget Year, Kate said she thinks the Town
    should cover. Per Kate’s request, Carole said she would ask Barry
    to separate bills for the Library and those for the Town.
  • School Student Concerns: Peg said the Town Hall volunteered to
    give a floor of the Town Hall to the School for students if needed,
    and as long as the School provides a monitor.
  • Discussion was had about the number of children in the Library at
    one time, and about Librarians helping children. Re, Amy asked
    Julie to address the Board with updates if needed. Julie is updating
    the Library web page by adding a Resource Page for the School.
    Julie said also that Home Schooling Books were ordered.

The only place in the Library to hold quarantined books is in the
Community Room. Amy commented she was glad for Julie’s and
Chris’ flexibility re.

  • 2021 Budget: Amy wants to make sure in putting the budget
    together, to be thoughtful about what is put into it, such as
    Programs in the Library and how to use the Community Room in
  1. The Town Budget is on a schedule and done in August and
    September. Peg said the Commissioners will call for a draft of the
    Library budget in September. Amy is to send out to Board
    Members a copy of the Town Library budget and it is to be
    addressed at the next Library Board Meeting. Kate said the Town
    Budget is about the same. Amy said she will get input from her,
    Chris and Julie. Fred added that Chris and Julie should be included
    in the Budget.
  • New Director Search: Four applications were received. The
    Selection Committee is collating a lot of community responses,
    questions, and finalizing the job description. Applications are
    closing the end of the month. The interview process begins with a
    phone screen and then a panel interview by the Search Committee.
    and then an interview/meeting with the Board. Amy said to let her
    know if any Board member wishes to be in the Interview process.
    Branch: Rose Werden, Librarian, is retiring. Amy e-mailed her
    resignation letter to Board Members. Rose wishes no fanfare re.
    However talk was had and suggestions made about celebrating her
    forty years of service. Amy suggested the next step is to form a
    Committee to determine what to do. Peg, Gail, Fred, Jeannie and
    Shirley wish to be on it. Amy said, and it was agreed, someone
    from the Walpole Library should be on the Committee also.
    Re the present disposition of the Branch, Shirley stated Rose’s
    comments about the two Subs there, declaring that Sally

McGaffigan who has been Subbing for a long time is very capable
and willing to man the Library along with Jo-Ann Gay, also a Sub,
after it is cleaned. The Maintenance man who is to clean the
Branch has not appeared to do so for months.
Operations: Julie is updating the Library website and is requesting
feedback. She said there were 62 kids for the Summer Reading
Program and that 40 adults participated. She said the Outside
Program had was successful. Presently, she is putting together
another program, called “A Fall Reading Challenge.”
Chris said people are excited about getting into the Library, and
that they are required to wear masks to enter. Also that Curb Side
service is still going on. She said the Library Volunteers are eager to
return. Amy said it was up to her and Julie to decide when they
could.
Amy asked about Circulation and Visitor Statistics. Stats are
entered on a spreadsheet. Amy asked that they be shared with the
Board, and said that she will assist with the spreadsheet re.
Building & Grounds: Jeannie is still working on the Trees issue.
Friends: Their plants from the Plant Sale on the Library porch are
still available.
They are collecting books for the Fall Book Sale now. Julie said
there is a Library web program at present to scan barcodes of
discards and donations. Susan asked where to deliver books. Julie
said behind the Hungry Diner on Rt. 12.
With no further business, Gail moved, Amy seconded, all approved
(8-0) to adjourn at 5:33 p.m.

Respectfully submitted,
Shirley Capron, Secy.

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