Minutes

Webster Free Public Library

Trustees Meeting by Teleconference

Wednesday, June 17, 2020

           The teleconference began at 3:36 p.m.  Present were Cathryn Clark-Dawe, Director, Nancy Picthall-French, Chairperson, Marty Bender, Treasurer, and Leslie Collins, Secretary.  The teleconference took place on FreeConferenceCall.com.

The Secretary’s report for 6-3-2020 was reviewed and accepted after a change was made in the third paragraph under Old Business, the second word regarding was changed to pertaining to.  Also under Old Business, last paragraph, a spelling error was corrected of the word microphone.

The Treasurer’s report through June 16, 2020 (the last two weeks) was reviewed and accepted.  The Yearly Budget was also reviewed and the discussion is under Old Business.   

Old Business

          Marty reviewed the 2020 Yearly Budget and all of the line items are on track.  Leslie suggested a line item be assigned to ongoing COVID measures, not only because the balance of the Supplies budget line is being quickly depleted with all the new mandates. Nancy stated it would be advantageous and more efficient for reimbursement purposes.

            Nancy asked if there was any communication from the Town Hall regarding policies/resources for opening to the public.  Cathryn was sent an email for the Select Board Meeting on June 15. The CARES money was not on the agenda or any mention on reopening policies.  Nancy has sent Chris Schadler an email.  Nancy feels that a unified approach to policies, such as wearing face masks, be consistent between boards and departments.

          Cathryn stated that curbside delivery was going well.  A patron expressed their preference to browse for reading material.

           Cathryn provided three choices for sneeze guards for the front desk.  Cathryn will order the one chosen.

Cathryn will open registration for the Summer Reading Program online on the Library website and Facebook page.  The program will be 5 weeks long starting on July 1^st.  Heidi Ohlson and Terry Ohlson-Martin have volunteered to do virtual story times.

Cathryn has ordered two gallons of hand sanitizer from the State Library.   She has picked up smaller bottles of sanitizer while shopping.  Clorox/Lysol wipes are very hard to find and a large quantity will be needed.

Leslie has weeded the front garden.  The small patch of grass between the two ramps has milkweed growing in it.  All were in agreement to label it as a wildflower/pollinator garden.  Marty volunteered to donate compost for the front garden.  Leslie offered to spread the compost and will monitor if watering is necessary.

Cathryn posted the meeting notes on the Library website and downstairs on the Town Office bulletin board.

New Business

          Cathryn presented the Trustees with questions regarding reopening.  The following decisions were made with the stipulation that if something is not working, it will be modified:

• The number of people in the library will be limited to two families at a time.
• A book cart will be located just inside the library with bins for patrons to return their books, hand sanitizer and Clorox/Lysol wipes (presently unattainable).
• Hand sanitizer will be located throughout the library (computer, desk).  Nancy will look into what to do with hand sanitizer bottles once they are used.  Do they need sanitizing?
• Patrons will be requested to place any books they have browsed through into bins placed throughout the library rather than placing them back on the shelves.  The books will be sanitized before they are placed back on the shelves.
• Cathryn will wear a facemask with clear areas around the mouth in consideration of hard-of-hearing patrons.
• The decision to move back a step will be determined by considering updates from the Governor and Cathryn’s feedback.
• Porch pickup will continue for those that prefer it when we do a limited reopening.
• For social distancing, one computer will be available, two chairs at the conference table and one chair at the kids table.
• Pens, computer paper, pamphlets, the magazine swap, scratch pads, the communal office supply area will all be removed.
• The Book Sale will be closed for at least a month and then access to it will be reassessed at a later date.
• A letter will be sent to patrons communicating all the new procedures/policies put in place.
• Pens/pencils will placed in a bin for deep cleaning later.
• The computer area and the checkout area will be wiped down between patrons. 
• Appropriate CDC posters will be placed around the library.
• If a patron chooses not to wear a facemask, they will be requested to use the curbside pickup.
• Nancy volunteered to do a deep cleaning as needed.
• Cathryn will proceed with curbside pickup with the current restricted hours.  She will proceed slowly and cautiously.  At a TBD date, she will expand the hours to Sunday 12-4, Monday 4-8 and Wednesday 9-1.

          Marty will determine the day/date/time will be best for our next meeting in two weeks.

            Leslie will apply Pro Grow to the front garden and spread the delivered compost Marty is donating.  She will monitor if the plants need watering.  She will place a barrier and sign so the milkweed is able to thrive between the two ramps.

            Nancy is closely monitoring the Humanities presentation scheduled for October.

            The teleconference ended at 4:34 p.m.  The next teleconference will be announced at a later date.   

Respectfully submitted,

Leslie Collins, Secretary

Summary of duties during June 2020:

*Marty will deliver compost to the library garden.  He will text Leslie once it has been delivered.

*Marty will develop a new line item in the budget specifically for COVID purchases.

*Marty will inform us of a day/date/time for the next meeting in two weeks.

*Marty will set up the next teleconference.  (1-425-436-6362, 455735#)

*Cathryn and Nancy will invite the public to the Trustee Meeting Teleconference Calls on July 1, 2020 at a time TBD on the town website and our Facebook page.  They will keep the public informed of ongoing decisions/changes as the library transitions to reopening.

*Cathryn will order a sneeze guard for the front desk.

*Cathryn will begin ordering and implementing the changes necessary for reopening.

*Cathryn will register participants and begin the Summer Reading program. 

*Leslie will send everyone the June NHLTA Roundtable notes once they are available. (Checking regularly but no posting to date)

*Leslie will apply Pro Grow to the front garden and spread the compost once she has been notified that it has been delivered.  She will monitor if the plants need watering.  She will place a barrier and sign so the milkweed is able to thrive between the two ramps.

Nancy will follow up with Chris Schadler.

Nancy will investigate how to handle sanitizing the library (used sanitizer bottles, paper towel dispenser, etc.)

*All:  will purchase Clorox/Lysol wipes while out shopping.

All decisions made take into consideration the health and safety of the staff/patrons and are subject to change.  The Trustees and Director are meeting every two weeks and are making informed, cautious decisions.