Minutes December 21, 2020 (Tentative. Not voted on)

Minutes for Bodman Memorial Library Board Meeting

 

Date:  December 21, 2020

Attendance:  Sky Weaver (President), Carol Weaver (Treasurer), Lynn May (Vice President), Liz Culbertson (Library Trustee), Deb LaMora (Library Trustee), Adaime Hamed (Library Trustee), Tracy Tanner (Library Director)

Meeting called to order at 7:00 pm

Approval of September 21, 2020 minutes

Motion made by Lynn May; Seconded by Deb LaMora

No visitors present

Treasurer’s Report: 

Carol presented the November actual and the proposed 2021 budget. It is apparent that the months do not generate much income because our money comes from the town, village, county, and school. The revenue is close to what we normally see this time of year because we received funding from all sources as usual in 2020 YTD; Expenditures are significantly less than what they normally would be in November of a typical year due to COVID-19. When the library was closed they did not have a salary expenditure, nor any purchases or utilities, which explains why the expenditures are significantly less. There were improvements done to the building during this year however, to keep a positive perception of the library. A new storm door was installed, the gazebo, drop box, little library, and other odds and ends were painted to match the library; the front of the building was pressure washed.

Due to the expenditures and the IR check arriving the first week of December there is a greater bank balance going in to 2021. This is in addition to the fact that we received the 2019 IR check late, in January 2020. It appears as if we had a $70,000+ fiscal year, but actually did not.

For the 2021 budget the expenditures were anticipated to be a normal year without pandemic closure. Normally, we put $3,000.00 in our contingency fund however, we have elected to put $7,500 in that fund going in to 2021. Revenue is anticipated to be a little less from Jefferson County and LLSA. We also did not enter an amount for fines or equipment sales in revenue.

 

Motion to approve November 2020 Treasurer’s Report made by Lynn May, seconded by Adaime Hamed. All in favor

Motion to approve $7,500.00 deposit in contingency fund made by Deb LaMora; seconded by Liz Culbertson. All in favor

Motion to approve 2021 budget made by Deb LaMora; seconded by Liz Culbertson. All in favor

Director’s Report: 

FOL have donated

  1.  Children’s Books - $400                                                                       
  2. SCOLA. - $300         
  3. Web Cam and Microphone - $129
  4. Computer Chairs - $495
  5. Computer Desks - $800

Total 2020 Donation from FOL = ~$2000.

The tree lighting ceremony was cancelled due to COVID-19 concerns which also delayed the holiday decorating contest but winners have been announced and this year went well considering it was the first year trial run. The FOL have a couple new members which will help with marketing and advertising events. The trustees are very appreciative of the FOL hard work and dedication to the library.

Inventory is being done. Children’s books and Large Print books are being moved around to accommodate shelving space.

Old Business: 

The library is back to being open 23 hours a week. Tuesday and Friday 8:30 – 4:30 pm and Wednesday and Thursday 3:30 – 7:00 pm. Inkwell graphics has adjusted the hours on the shield/sign for the front of the library. Inkwell graphics told Carol the wood is excellent quality which is why we keep using it for displaying the hours.

New Business:

One of the new NYS minimum standards as of January 1, 2021 is that the library 1. Is governed by written bylaws which define the structure and governing functions of the library board of trustees, and which shall be reviewed and re-approved by the board of trustees at least once every five years or earlier if required by law.

Our bylaws are in good shape.  There are minimum proposed changes: (highlighted in yellow)

       

Article I – Name

This organization is and shall be known as the Bodman Memorial Library existing by the virtue of the provisions I the Absolute Charter Number 6097 granted by the Regents of the University of the State of New York on July 20, 1951, and exercising the powers and authority and assuming the responsibilities delegated to it under the said charter.

 

Article II – Management

The business and affairs of the Bodman Memorial Library shall be managed and conducted by a Board of Trustees that shall be a minimum of five and a maximum of seven thirteen in number each for two (2) terms of five years, or until position filled.

These changes will be voted on at the next board meeting March 15, 2021.

 

Motion made to adjourn the meeting at 7:33 pm made by Lynn May; seconded by Adaime Hamed.

Next meeting is March 15, 2021 7:00 pm at the library.