WILLIAMSTOWN LIBRARY MEETING MINUTES - TUESDAY, FEBRUARY 26, 2018
- Meeting called to order at 6:05 p.m.
- March’s meeting changed to March 19 due to absence of Director and President
- Absent: Terry DeMassey, Jean Farmer, Jody Hunt, Tami Trumble
- January Minutes were read by Bev Ripka due to absence of Secretary. Motion to approve made by Alice Trumble, seconded by Cherie Tietjen. All in favor.
- Treasurer’s Report (January and February) presented by Cindy Arquette. Motion to approve made by Sue Billington, seconded by Cherie Tietjen. All in favor.
- Library Progress Report given by Director, Bev Ripka as follows:
- American Doll ordered; first request refused
- Tug Hill Tomorrow Land Trust will present Snowy Owl story etc. on March 13
- Nextiva Phone System in progress; can’t cancel Frontier until have notice we can keep our number
- New HP Laser Printer installed for public computers and circ desk; prints double sided; discussion ensued to still count one page, printed both sides as one page
- Three month trial lending NEW books to other libraries continues through March
- Annual Report done & printed; community letter out for printing
- Bev Ripka and Cindy Arquette will attend NCLS Financial meeting on March 19; Bev will also attend Reports meeting that morning
- Cherie Tietjen will be on vacation March 9 – March 18; Bev Ripka will be on vacation March 12 – March 17
- Lego Club discussed – date to set first meeting – Sat., March 23; advertising etc. has to take place
- SRP meeting takes place at NCLS March 7 from 10 to 3; Bev Ripka will attend; Demco SRP order has been placed; Jennifer Clark “Out of the Cage” has been hired for kickoff July 8
- No smoking signs ordered
- Leslie LaCrosse has asked for notice to be put on our web site and FB regarding obtaining families for exchange students for APW
- Bev Ripka demonstrated using laptop to show items on TV screen using our website and tonight’s agenda
- Sled Dog Demo this coming Saturday, March 2
- Discussion took place regarding possible sub when Bev Ripka is absent; she said NCLS maintains a list
- Brief discussion took place with items for 5 Year Plan
- Williamstown & Parish directors have been asked to take part in the Imagination Library
Meeting adjourned at 7:30 p.m.
BOARD MEETING MINUTES - JANUARY 8, 2019
Meeting was called to order at 6:00pm with all members present with the exception of Tami Trumble. Emily Catania, our intern from Keuka College, was also present. (Emily was not in attendance during executive session)
Minutes of the November 27th meeting were accepted as read, with motions being made by Cindy Arquette and Alice Trumble. Motion carried.
Treasurer’s report, for the months of November and December were accepted as presented, with motions being made by Terry DeMassey and Jean Farmer.
Trustees Jody Hunt and Cherie Tietjen both accepted to renew their terms of office. Oaths of Office were given and witnessed.
Board went into executive session ( with the Director and intern leaving the room) to review and fill out the Director evaluation form. Needless to say, we truly appreciate our director and all that she does for our library.
Board re-convened to start the budget process. After a few discussions on some of our items, a budget has been put in to place. All in favor. Motion carried.
Director Bev Ripka is waiting to hear back from the Town Supervisor before we can proceed with the trial of the Nextiva Phone system.
Our library statistics show that our library is indeed an important asset to the community. We had 3,267 books signed out of our library and patrons signed on to our wireless 2,648 times in 2018.
We are now lending our NEW books out to other libraries on a three month trial basis to see if that increases the reading of new books that we have purchased. Our patrons will be able to put the books on hold and be first in line to get them.
Director Bev Ripka was able to finish the final paperwork to secure the last of our construction grant and it has been accepted. We will receive the final payment soon.
Motion to adjourn at 7:47pm with Sue Billington and Jean Farmer making the motions. Motion carried.
Next meeting February 12, 2019
Terry DeMassey, secretary
BOARD MEETING MINUTES - NOVEMBER 27, 2018
Meeting was called to order at 6:15pm with all members present with the exception of Jody Hunt and Tami Trumble.
Minutes of the October 9th meeting were accepted as rea, with motions made by Cindy Arquette and Alice Trumble. Motion carried.
Treasurer’s report was accepted as presented, with motions to accept made by Jean Farmer and Alice Trumble.
The state has created a Sexual Harassment Policy for all businesses, municipalities, etc. to follow. NCLS added a paragraph covering libraries because we do have R rated movies, books with strong language etc and we are not censored. The Town of Williamstown enquired to be sure we are covered. Bev will send a copy of our approved policy to the Town Supervisor. Staff was, and volunteers will be trained by the end of this year. This policy was approved at our November meeting.
We will have an intern from Keuka College at our library for a few days the next couple of months. She is studying for her Library Service Degree. We will be glad to help her out.
NCLS Board member Carolyn Mosier paid our library a visit and stayed for about an hour seeing and hearing about all the good things we have going on. We hope more of NCLS will drop by, we enjoy the visits !!
Dates of closure for holidays for 2019 are as follows: Jan.1st, May 25th - 27th, July 4th, August 31st, Sept. 2nd, Nov. 5th, 11th, 28th - 30th, Dec. 24th, 25th, and the 31st.
Christmas tea will be held on Sunday, December 2nd, from 2-4pm. Music by the McCarthy family once again. Plans were made as to how we would set up and who would be bringing what munchies. Hoping for good weather and a great crowd. We will raffle off a cutting board with assorted goodies. This is our way of giving back to the community and our patrons.
Meeting was adjourned at 7:30pm with Sue Billington and Jean Farmer making the motions. Motion carried.
Next meeting January 8, 2019. There is no meeting in December.
Terry DeMassey, secretary
BOARD MEETING MINUTES - OCTOBER 18, 2018
Meeting called to order at 6:15pm with all members present with the exception of Alice Trumble.
Minutes of the September 11th meeting were accepted as read, with motions made by Cindy Arquette and Cherie Tietjen. Motion carried.
Treasurer’s report was accepted as presented, with motions to accept made by Sue Billington and Terry DeMassey. Motion carried.
Director Bev Ripka will be on vacation Nov. 6-14th. Board approval with coverage being made by board members.
The SRP meeting was held in Watertown at NCLS on October 4. Improvements and suggestions were made at this meeting for next year. Next year is a space theme.
Annual meeting in Watertown was held, Monday, September 17th with The Director and 3 trustees attending. The main topic this year was how to run board meetings.
Volunteer dinner will be held once again at the Tailwater in Altmar on Tuesday October 23rd at 6:30.
Our library continues to grow with new patrons and literary additions to our shelves. We have had an increase with visits to our website.
Trustees are to come to the next meeting with ideas or approval of items in our Five Year Plan. Changes will be made at that time.
County wide library meeting will be held in Phoenix this year on October 16th at 7:00. Several trustees plan on attending.
We continue to brainstorm for ways to bring the kids (and parents) into the library. Lego club, making “Slime” and a card making night were some ideas we can start this fall.
Meeting was adjourned at 7:25pm with motions being made by Jody Hunt and Sue Billington. Motion carried. Next meeting will be November 20th, due to director being out of town.
Terry DeMassey, secretary
BOARD MEETING MINUTES - SEPTEMBER 11, 2018
Meeting called to order at 6:25pm with all members present.
Minutes of the August, 14th meeting were accepted as read, with motions made by Cindy Arquette and seconded by Cherie Tietjen. Motion carried.
Treasurer’s report was accepted as presented, with motions to accept made by Jody Hunt and Jean Farmer. Motion carried.
We have received 90% of our construction grant in the amount of $6414. Remaining 10% to be paid at a later date (more paperwork needed).
We all agree that next year’s SRP needs to be revamped. Any and all suggestions are welcomed. Possibly asking patrons for ideas on what they would like.
The Annual Meeting will be held in Watertown, Monday, Sept. 17th. There will be a short meeting after lunch on “Effective Board Meetings”. Please attend if you can. The library will be closed on that morning.
We will discuss the library’s Five Year Plan of Service at the October meeting.
The catalog monitor is up and running. Hope to be able to get the patrons to use this for their holds, e-books, etc. A mouse pad is needed at this time.
Senator Patty Ritchie is always looking for ways to help our libraries. Director Bev Ripka will send a few suggestions along to her for us.
Our new patron list has been steadily growing all summer long. Some are from new people moving into the area. Many are quite surprised at how much we have to offer. Often we hear how friendly our library is.
Bev is looking into getting an air printer for patron use. We have had many patrons ask if they can print from their phones.
Welcome to Hollie Hallock, our new volunteer. It’s always good to have new people on board.New Trustee Handbooks are being printed and the Director will get them to us when they arrive. It’s a good thing to go through them to see what our responsibilities are with the library and board meetings.
Meeting adjourned at 7:15pm with motions made by Jody Hunt and Jean Farmer. Motion carried. Next meeting will be held October 9th.
Terry DeMassey, secretary
BOARD MEETING MINUTES - AUGUST 14, 2018
Meeting called to order at 6:00pm. All members present with the exception of Jody Hunt.
Minutes of the June 12th meeting were accepted as read with motions made by Alice Trumble and Cherie Tietjen. Motion carried.
Treasurer’s report was accepted as presented. Motions made by Jean Farmer and Alice Trumble. Motion carried.
Director Bev Ripka stated that she received notice from NYS Library that our construction bid was approved in the amount of $7127.
Our SRP enrolment is down from previous years, but, we are not alone in that area. Several other libraries in our system reported the same problem when asked how their programs were fairing. Suggestions for next year included trying a different reward system, raffles at the end of program and adding adults. We will be revisiting these ideas in the new year.
Annual meeting will be held at the Hilton Garden hotel in Watertown, Monday, September 17th. If you plan on going, please register soon. Library will be closed for the morning so those attending will be able to do so.
Our Five Year Plan will be discussed at the next meeting.
The weeding of the library books is almost done !! It will be the first time the picture books have been done.
Director and Treasurer state that the second monitor in the office is very helpful for them when doing their jobs !
The Ricard Grange event was a great success ! Many thanks to them for using our libray for their progams.
The Oswego County Library meeting will be held in Phoenix, October 16th at 7:00pm.
Volunteer Dinner is planned for October 23rd at 6:30pm. We are going to try Tailwater in Altmar once again.
Meeting was adjourned at 7:55, with Sue Billington and Cherie Tietjen making the motions. Motion carried. Next meeting will be held September 11th.
Terry DeMassey, secretary
BOARD MEETING MINUTES - JUNE 12, 2018
Meeting was called to order at 6:00pm. All members present at this time with the exception of Jody Hunt and Cherie Tietjen.
Minutes of the May 8th meeting were accepted as read with motions made by Alice Trumble and Cindy Arquette. Motion carried.
Treasurer’s report was accepted as presented. Treasurer will update additional donations to the June sale. Final tally will be presented at August Meeting.
Before adding the donations that came in after the sale, we exceeded or 2017 total by about $450. Nice work on everyone’s part.
It was decided to give the Johnsons ( our chicken cookers) a $100 gift card. Many different options were discussed, with Red Lobster being the final winner.
Next year we feel that a bigger, brighter sign should be at the corner of RT. 17 and 13. Still waiting to see when the article will be in the QCN.
Tami Trumble and Director Bev Ripka, are going to the annual Scholastic Book Fair sale on June 18th for SRP.
Fiber optic has finally been installed and it is wonderful. We had 49 people use the computers in the month of May and 225 people using the wireless connection. It is important to our community to be able to offer this service.
Through interlibrary we loaned 180 books to other libraries in our system and we borrowed 14. We must have what the patrons want !
Plank Road Fireplace came out, once again, and cleaned or fireplace. We should be set with that till next year. Hoping the fireplace will not give us any trouble this year. Fingers crossed. Sue Billington and some of the town workers cleaned the soot that had accumulated on the siding.
Bev Ripka and Alice Trumble will be heading to the elementary school June 19th to give a talk about SRP....dressed as Rock Stars !! Libraries Rock ! kick off is July 9th. New NCLS Director Susan Mitchell will be invited to attend.
Director will be checking to see if another monitor will fit into the office for her work. Director will be ordering new bookmarks from NCLS with the different services offered.
Meeting was adjourned at 7:15pm, withe Sue Billington and Jean Farmer making the motions. Motion carried.
Next meeting August 14th. No meetings held in July.
Terry DeMassey, secretary
BOARD MEETING MINUTES - MAY 8, 2018
Meeting was called to order at 6:05pm. All members present at this time with the exception of Jody Hunt.
Minutes of the April 24th meeting were accepted as read, with motions made by Sue Billington and Cindy Arquette. Motion carried.
Treasurer’s report was accepted a presented with motions made by Jean Farmer and Alice Trumble. Motion carried.
The amended personnel policy is completed and on file. It is also available with our other policies on our library internet web page. Terry DeMassey and Cherie Tietjen made the motions to accept. Motion carried.
A wrong part has been installed by Spectrum for our high speed fiber optics that we have been waiting to install. The company is supposed to be back to fix this and install the correct equipment soon.
Working on our Five Year Plan has been tabled until September due to busy summer activities.
Director Bev Ripka is working ever day on the weeding of our shelves. It is a constant work in progress.
2018 SRP will kick off July 9th here at the library with entertainment by the McCarthy Family and free hotdogs and soda being offered.
Plans are in the process of being finalized for our fabulous Yard-Book-Bake Sale with a side of BBQ Chicken. We all have our jobs and plans are shaping up. Hoping for wonderful weather.
Meeting was adjourned at 7:30pm with Sue Billington and Alice Trumble making the motions. All in favor !
Next meeting will be June 12th, in the Community Room at 6:00pm.
Terry DeMassey, secretary
BOARD MEETING MINUTES - APRIL 24, 2018
Meeting was called to order at 6:20pm. All members were present at this time with the exception of Tami Trumble.
Minutes of the March 27th meeting were accepted as read, with motions made by Alice Trumble and Cherie Tietjen. Motion carried.
Treasurer’s report was accepted as presented with motions made by Jean Farmer and Alice Trumble. Motion carried.
Fiber optic update was given by Director Bev Ripka. NCLS is waiting for DANC to contact them with the go ahead. Ever thing is in place and ready for that order.
Key cards are now available for patrons to have instead of the regular sized card when they apply for a library card. Library cards are also accessible on your smart phone through the NCLS app.
Bill’s Carpet and Flooring will begin the new floor in the entry way on Wednesday the 25th at 8:00am. We will be using the front entry until the floor is done. Concern about the heavy video racks making dents in the new flooring was discussed. Bev will check on that during the process.
The fireplace has been working (hallelujah !! ) since the new ignitor was installed. The town will be helping Sue with the clean up of the siding outside that is soot smudged.
Quilt raffle tickets are still selling. Hope to sell more the day of the June sale. Silent auction made a nice profit of $639.50 ! Not bad !!
Daddy O’s is providing us with ice cream coupons once again this year for SRP. This year, each child will receive only one coupon for the first 10 books read. Coupon usage was being misused last year.
Meeting was adjourned at 7:15pm with Jody Hunt and Cindy Arquette making the motions. Motion carried. Next meeting will be May 8th in the Community Room at 6:00pm.
Terry DeMassey, secretary
BOARD MEETING MINUTES - MARCH 27, 2018
Meeting was called to order at 6:05pm. All members were present at this time.
Minutes of the February 27th meeting were accepted as read, with motions made by Alice Trumble and Sue Billington. Thank you Bev, for taking over my duties while I was absent. It is much appreciated.
Treasurer’s report was accepted as presented with motions made by Jean Farmer and Jody Hunt. In order to have an current up to date report that corresponds with our bank statement, donation and etc., it was asked of our treasurer, if she would have the bank information if we changed our meeting time. Cindy Arquette stated that the second Tuesday of the month would give her the time to have this info for the report.
Meetings will now be held on the second Tuesday of the month. Meeting dates may be changed at the discretion of the board. Secretary will print up a new meeting notice to be hung in the library and Post office.
The director and board have decided to come up with a Personnel Plan in the event that we should have to hire a new director, that an employment contract will be in place.
Fiber optic equipment is in place and we are just waiting for NCLS to come and do the final step. They will be here as soon as possible.
Our Five Year Plan update is in need of updating. We will be working on that the next few meetings.
Our two new cameras (back door and YA room) are now in place. Jody will help us with getting an app for our phones.
Plank Road Fireplace has been out, again, to try and resolve our issues that the fireplace keeps going out. A new ignitor has been installed. Fingers crossed !!
Inventory is DONE !!
The bids for the silent auction will be opened this week. Good luck to all the bidders.
Meeting was adjourned at 7:30pm with Jody Hunt and Alice Trumble making the motions. Motion carried. Next meeting will be April 24th in the Community Room of the library at 6:00pm.
Terry DeMassey, secretary
BOARD MEETING MINUTES - February 27, 2018
Meeting called to order at 6:10 p.m. with three trustees absent: Jody Hunt, Jean Farmer, Terry DeMassey
Minutes of January 30, 2018 were read by Bev Ripka. Motion to accept as read was made by Alice Trumble, seconded by Cindy Arquette. All in favor.
Treasurers Report was submitted by Cindy Arquette, discussed and motion made to aacept by Cherie Tietjen, seconded by Alice Trumble. All in favor.
Public Personnel Policy: The purpose of this discussiion was to update this policy with vacation determined, however, it as tabled until everyone was present; no decisions were therefore made.
Library Progress Report: The 2018 community letter has been printed and mailed and is on the desk for pickup by patrons. Our Five Year Plan has to be updated. Lince Co. has been contacted regarding adding 2 cameras (one just outside the entry door & YA room). Plank Fireplace is putting something on the outside vent to see if this helps the problem. The inventory is done. Quilt Raffle and Silent Auction were discussed. Jim McCarthy has a theme for Libraries Rock -Board agreed to hire him for the July kickoff. Bev will be attending Circ/Cat Mtg. March 8 and SRP Mtg. March 7; JAB/DO March 15. Lions Club magnifying donation, Fiber Optic update, Gift of calculator from Oswego Mutual, Town Board email/updated Library Board List.
Meeting was adjourned at 7:15 by Cindy Arquette, seconded by Tami Trumble. The next meeting will be held on March 7, 2018 at 6 p.m.
Minutes submitted by Bev Ripka due to Secretary being on vacation.
BOARD MEETING MINUTES - January 30, 2018
Minutes of November 2017 were not read as Terry DeMassey was absent.
TREASURERS REPORT: Presented by Treasurer, Cindy Arquette. After discussion motion was made to approve by Jody Hunt, seconded by Jean Farmer. All in favor.
Bev Ripka gave the Board a list of her 2017 accomplishments and the Board went into Executive Session to discuss her evaluaton and salary The Director received an excellent evaluation and her salary wwas raised from $18,000 to $18,600 annually. Motion to increase was made by Alice Trumble, seconded by Tami Trumble. All in favor.
A large amount of time was spent updating the budget for 2018. The budget was increased from the $56,075 budgeted for 2017.
Bev Ripka presented he Library Update Report. Changes to Minimum Standards was discussed. The biggest change is NYS states all libraries have to be automated within 3 years.
The inventory has been finished but the reports are still coming back with items missed These items have to be found and inventoried on the computer or marked Missing. Tami is still working on this.
Library Statistics were reviewed. The renovations to the Picture Book room were discussed as well as the Quilt Raffle and Silent Auction.
The 2018 SRP Theme: LIBRARIES ROCK! Other items under disussion was the Plank fireplace, fax machine, Susan Mitchell replacing Steve Bolton as NCLS director, Oswego Co. Funding received, billing Town of Williamstown $1000 in June, updating Personnel Policy and 5 Year Plan in near future, community service etc.
Motion to adjourn made by Cherie Tietjen, seconded by Sue Billington. Meeting adjourned at 7:45 p.m.
Minutes submitted by Bev Ripka due to absence of Secretary.
BOARD MEETING MINUTES - September 26,2017
Meeting called to order at 6:15 pm. All members present.
Minutes of the August 25th meeting were accepted as read, with motion made by Jody Hunt and seconded by Alice Trumble. Motion carried.
Treasurer's report was accepted as presented with motion made by Jean farmer and seconded by Cherie Tietjen. Motion carried.
JLS Construction from Camden has finished our roof project and they have been paid. Insulation was put in every nook and cranny in hopes it will help with heating and ice buildup this winter.
Volunteer dinner will be held October17th at the Tailwater Lodge in Altmar, at 6:30 pm. Bev Ripka is I the process of finalizing our dinner choices, waiting a call back from the Lodge -,
NCLS annual meeting is Thursday, September 28, 2017 in Watertown. Several of our Trustees are planning on going.
We have received a bill from Roy Olin on the work that has been done on the sidewalk for our Memory Garden. A check will be sent to frim tfris ileek.
An idea was brought up, by Director Bev, to possibly change the shelving in the children's room. A motion was made, by Sue Billington and Alice Trumble to have Bev look into someone looking at the project to come up with a cost,
Spectrum will be running the lines for the fiber optics here at our library. We are still having problems with our faxes and the phone lines. Bev is doing some more of our inventory for NCLS in the children's room.
It was discussed that we should possibly only let the kids get one ice cream certificate for reading 10 books next year during Summer Reading Program. There was apparently a problem with some adults using the certificates, too. After a short discussion, a motion was made by Sue Billington and seconded by Jody Hunt to try this next year.
The Oswego County Library meeting will be held in Williamstown on October 12th at 7:00 pm.
Meeting adjourned at 7:15, with Jody Hunt making the motion and Sue Billington seconding.
Next meeting, October24th at 6 p.m.
BOARD MEETING MINUTES - August 29, 2017
Meeting called to order at 6 p.m. All members present. Minutes of the June 27th meeting were accepted as read by Cherie Tietjen and seconded by Jody Hunt. Motion carried. Tresurer's report given and accepted as presented. Motion to accept made by Alice Trumble and seconded by Jean Farmer. Motion carried.
Director, Bev Ripka gave an update on the construction of the new portion of the roof and blown in insulation. She has been in contact with JLS Construction and the project is to begin within the next two weeks. We are hoping this will help take care of the heat loss and ice buildup during the winter. Many thanks to Senator Patty Ritchie for an additional $2000 in funds which will go towards this project. This is in addition to the $7000 already received from her.
SRP is winding down and the planning for next year beginning. The NCLS Annual Meeting will be held in Watertown on September 28. Need to register by the 15th if you plan on attending.
Roy Olin has put in our new Memorial Garden sidewalk and Kellogg Memorials has added the latest names from donations. The sidewalk and steps look fantastic. Kellogg Memorials, thanks for all you do for us.
Our circulation numbers are once again up for the summer months. We had almost 850 visitors for the month of July alone! We have been very busy.
Fiber Optic lines will be installed in the library as soon as they can get to us. NCLS and Watertown are being done now. This wil make a huge difference in our internet connection. Our Volunteer Dinner wil be held October 17 at 6:30 at the Tailwater Lodge in Altmar.
Meeting adjourned at 7:30 with Jean Farmer and Cindy Arquette making the motions Motion carried. Next meeting September 26 at 6:00 in the Community Room.
Respectfully submitted by Terry DeMassey, Secretary