Minutes

Meeting date: 
Thursday, March 25, 2021

Webster Free Public Library

Trustees Meeting by Zoom

Thursday, March 25, 2021

 

           The Zoom meeting began at 3:01 p.m.  Present were Cathryn Clark-Dawe, Director, Nancy Picthall-French, Chairperson, Marty Bender, Treasurer, and Leslie Collins, Secretary.  The Zoom meeting took place on the library’s Zoom link.

The Secretary’s report for 2/25/2021 was reviewed and accepted.

The Treasurer’s report was reviewed and accepted.  $8,655.03 was paid to the town.  Nancy questioned if Cathryn would be paid since the town meeting was postponed until April.  Marty was not sure but thought there should not be a delay.  Wendy gave Marty a backlog of statements and mail for the library that was delivered to the town office.

The Director’s report was reviewed and accepted.

 

Old Business                                  

            Marty contacted DOT (he has the name and number of the person he spoke to) and was told that two of the blue library signs could be posted in front of the library.  Emmet would be responsible for installing the signs.  Marty was advised to have Emmet call Marty’s contact from the DOT.  Marty recommended that one 11 x 15 sign be posted going north and one going south.  The library would be responsible for paying for signage, poles and the installation work required by Emmet.  Nancy recommended asking Emmet if he had access to any of the materials needed.  Marty asked when he should contact Emmet and Nancy recommended in the middle of April since the DOT contact recommended doing the work in May.

            Marty is preparing for the audit by gathering necessary paperwork.  The paperwork is due on Tuesday, March 30.  Cathryn asked if she should email Marty if he receives the statement from NY Life and Marty responded yes.   

            Cathryn was told that the paperwork for the credit card was filled out incorrectly so the person from the bank would have to get in touch with Marty.  Marty has not yet received a call from the bank.

            Nancy thanked Cathryn for the information on how to load legal size paper into the copier for the diary project.      

 

New Business

The mandatory Trustees Annual Meeting was held.  Leslie nominated Nancy for Chairperson and Marty for Treasurer.  Marty nominated Leslie for Secretary.  Nancy seconded all three of the nominations.  All were in favor of the nominations. 

The Director’s evaluation was reviewed.  A six month evaluation update took place in September so Cathryn updated us from September.  A clarification was made about aligning Cathryn’s goals to those of the Master Plan.  Nancy felt Cathryn’s goals were in line with the Master Plan, whereas Cathryn wasn’t quite sure they were.  Cathryn reviewed her progress on each goal.  Nancy asked if she would like to change her goals.  One goal was kept and two goals were replaced with two different goals that are more pertinent to Cathryn’s needs in the library.  The review led to a discussion whether Cathryn needed more hours at the library and Cathryn agreed that it would help.  Marty stated that nothing could be done this year but it could be kept in mind to ask the town for more money next year for a couple more hours.  Nancy asked Cathryn if she could ask the other Directors how they manage to accomplish their goals during library hours and write out an evaluation once a year, and Cathryn responded that she could. 

 

The Zoom Meeting ended at 3:45 p.m.  The next Zoom Meeting will be April 22 at 3:00 p.m. 

           

Respectfully submitted,

Leslie Collins, Secretary

 

 

 

Summary of duties during April 2021:

*Marty will contact the bank and facilitate getting Cathryn a credit card.

*Marty will contact Emmet in the middle of April concerning the library signage.

*Cathryn will email Marty if he receives a statement from NY Life.

*Cathryn will prepare two new goals and send them to us for review for the next meeting.

*Cathryn will inquire how other Directors complete their goals and evaluations during library hours.

*Cathryn will set up the next Zoom Meeting for April 22 @ 3 p.m. and send us the link.

*Cathryn and Nancy will invite the public to the Trustee Zoom Meeting in April on the town website and the Library’s Facebook page.  Anyone interested in attending will contact Cathryn and she will send the Zoom link via email.  Cathryn and Nancy will keep the public informed of ongoing communication in the Grapevine, Concord Monitor and the Merrimack Valley Voice.

*Leslie will monitor the need for Celebration Bags at the Food pantry. (Last contact was 3-25-21)

*If time allows, Nancy will work on transcribing the diary and determine how/if others can help.

*Nancy will be on call for cleaning services.

*Nancy will welcome new residents to Webster and the Library with the revised welcome letter.

 

All the 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.