Minutes
Webster Free Public Library
Trustees Meeting by Teleconference
Thursday, October 29, 2020
The teleconference began at 3:01 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 9/24/2020 was reviewed and accepted.
The Treasurer’s report was reviewed and will be submitted at next month’s meeting. Marty withdrew $1000 from the Mainstay account and everything has been paid. Marty is waiting to pay Baker & Taylor after he receives the quarterly deposit from the town that is due the first week in November. Merrimack Savings Bank has changed their system and requested our tax number from Marty. Marty has spoken to both Bruce Johnson and Dana Hadley about the quarterly deposit due the first week in November.
Old Business
Cathryn stated that attendance at the library is about the same. Porch pick up is requested. People are continuing to utilize the services. New library cards are being issued.
A discussion regarding donating a flag to the town once a year for the flagpole in front of the library resulted in a unanimous decision not to donate a flag at this time.
The budget was discussed for 2021. Cathryn made projections for PPE. Each line item was scrutinized and discussed, including projections for next year, items that might be decreased or eliminated, and the services that might be modified. It was a unanimous decision to present a level funded budget for 2021.
New Business
Cathryn addressed the air quality in the library during the winter months. It was a unanimous decision to follow the CDC guidelines and add fresh air through an open window.
Cathryn expressed her concern for using the porch for pickups during inclement weather and for the ramp being a potential safety hazard. She requested a purchase of individual bins with snap on lids for patrons’ materials. She would place the bins next to the first set of steps going up to the library, closer to the parking lot. Nancy offered Cathryn her collection of kitty litter buckets, and Cathryn agreed to practice with the one she has at home.
Cathryn reminded the Trustees about the procedure for checking out materials outlined on the clipboard near the computer. If anyone comes into the library, she recommends the desk area be sanitized before and after use.
Leslie recommended that since Nancy Piper is no longer making arrangements this Christmas, a different idea be embraced this year for volunteer appreciation gifts. A list of volunteers was made (5 total). Nancy volunteered to call and make arrangements for pickup. Nancy will mail the gifts to Leslie. Leslie will make out holiday cards for each volunteer and mail by the first week in December.
Nancy will return the boxes from the book delivery to Goodwill to the library.
Nancy will contact Dana Hadley and inform him we are ready to present our budget to the Select Board. Nancy will let us know when we are to present the budget.
The teleconference ended at 4:07 p.m. The next teleconference will be November 19 at 3:00 p.m.
Respectfully submitted,
Leslie Collins, Secretary
Summary of duties during November 2020:
*Marty will arrange to have the library carpets cleaned by the end of the year.
*Marty will pay the invoices from Park Street Foundation and Baker & Taylor once he receives the quarterly deposit from the town.
*Marty will set up the next teleconference on November 19 @ 3 p.m. (1-425-436-6362, 455735#)
*Cathryn and Nancy will invite the public to the Trustee Meeting Teleconference Calls on November 19, 2020 at 3:00 p.m. on the town website and the Library’s Facebook page. They will keep the public informed of ongoing communication in the Grapevine, Concord Monitor, Merrimack Valley Voice, with signage and the message board.
*Cathryn will facilitate the porch pickup service and the operation of the library.
*Cathryn will place correspondence/bills for Marty in his folder at the library.
*Leslie will monitor the need for Celebration Bags at the Food pantry.
*Leslie will prepare five volunteer appreciation cards and mail out the gifts by the first week in December.
*Nancy will contact Dana Hadley and inform him we are ready to present our budget to the Select Board. She will let us know when we are to present the budget.
*Nancy will arrange for five volunteer appreciation gifts and mail them to Leslie.
*Nancy will put the budget into a spreadsheet format.
*Nancy will be on call for cleaning services.
*Nancy will return the boxes from the book delivery to Goodwill to the library.
*Nancy will continue to send an introductory letter about the library to new residents.
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 monthly and are making informed, cautious decisions.