Hamilton Public Library
Board of Trustees meeting
March 16, 2020
The Board of Trustees was held at 6:30 pm March 16, 2020 at the Hamilton Public Library. Those present were President James (Jim) Noble, Vice President Heather Jones, Secretary Wanda Hansen, Chris Williams, John Kelly (by phone), Theresa Scheihing and Library Director Kathryn Johnson. A quorum was declared and meeting called to order at 6:30pm by President Jim Noble. Also present was guest Mackenzie Sellens. Guests were welcomed by President Jim Noble.
A request to enter Executive Session was made by President Jim N. Chris W. motioned to enter Executive Session. Heather J. second. Motion passed. The Board entered into Executive Session at 6:31pm. Discussion was held regarding Mackenzie Sellens as a new trustee to the Board. Chris W. motioned to end Executive session. Heather J. second. Motion passed. The Board ended Executive session at 6:32pm.
Chris W. motioned to accept Mackenzie Sellens as a new trustee to the Hamilton Public Library Board. Heather J. second. Motion Passed. Mackenzie Sellens took the Oath of Office and was welcomed to the Board.
Minutes
The minutes of the February 17, 2020 Board meeting were reviewed. Chris W. motioned to approve the minutes of the February 17, 2020 BOT meeting. Heather J. second. Motion passed.
Bills
The bills for February 2020 were reviewed. Chris W. motioned to approve the bills for February 2020. Heather J. second. All questions were asked and answered. Motion passed.
Finance
The Financial Report for February 2020 was viewed by Board members present. John W. recommended the Board to move $353.89 from the Per Capita Fund, and $4,500.00 from the Money Market to the Main account. Chris W. motioned to move funds as recommended by Treasurer John W. Heather J. second. All questions were asked and answered. Motion passed.
Reports
Friends of the Library
No report given.
Librarian
A written report was submitted to Board members present. Kathryn J. went over the report verbally.
Technology
1) Copy machine The copy machine is scheduled to be installed on March 19, 2020.
2) Library electronic devices All computers are up and running; Tony needs to find the two passwords for the upstairs computers. Discussion was held regarding possibly asking Tony to do on call basis since his monthly retainer fee is not in the 2020 -2021 budget. Jim N. stated no one at the SCC was interested in doing tech support for the library. Matt Clark was too busy with his schedule.
Old Business
1) Budget A budget meeting was held on March 2, 2020 at the Library. Those in attendance were Jim N., John W., David M., Heather J., and Kathryn J. John W. presented an excel sheet with all the numbers of the 2019/2020 expenditures thru February 2020, the amounts budgeted, the revenue amount received in 2019/2020 and the 2020/2021 projected amount, and employee projected salary amounts. The group discussed changes to the budget and presented a copy of the proposed budget to the Board members present. After some discussion Wanda H. recommended voting on the budget at the April 2020 Board meeting because 1) members unable to attend the budget meeting have not had enough time to review the proposed budget, 2) there is no budget amount for building and grounds, and 3) the budget does not need to be in place until May 2020. Heather J. stated by then the issue with the gutter may be known and the Board may have a better idea of what should be budgeted for building and grounds.
2) Safety No one has come to give advice on what is needed. The Board recommends no purchases regarding the issue until police or fire person has been in to evaluate and make recommendations for the Library. Mackenzie S. was asked if her husband who is with the fire department might come in an unofficially to evaluate and make a list of recommendations and requirements to present to the Board. Mackenzie S. said she will ask.
Building and Grounds
1) Shed The shed still needs the new handle installed.
2) Gutter Kathryn J. to call over to a plumbing company in Keokuk that was recommended by Heather J.; Heather J. stated they deal with a lot of unusual circumstances. No one is sure if the gutter issue might be under the ground.
New Business
1) COVID 19 The Board discussed the posting on Facebook of the Library closing for two weeks prior to Board approval or notification to members. Jim N. apologized to the members for making the decision after discussion with Kathryn J. earlier today and not waiting until tonight’s Board meeting. Someone stated at the meeting Hamilton City Hall recommended closing the doors. Kathryn J. discussed the issue with staff members and placed a report on the back of the Library Director’s Report. Kathryn J. stated other libraries were closing in the area. The staff would have the option to come in for four hours if wanted to be paid; otherwise the closure would be without pay for them. Kathryn J. stated she would be coming in for installation of the copy machine on March 19th, work from home by calling into the voicemail to check issues, and drive by the Library occasionally to check the building and grounds. The Facebook message advised patrons not to return their books and fees would be waived.
Jim N. advised the Board there is no policy for this type of closure. The Board needs to develop a policy for this.
Chris W. recommended to the Board this would be a good time to start e-books with the purchase of the Access 360 program since people won’t have access to the Library’s books. This is in next year’s budget and we would just be implementing the program earlier. The cost of $500.00 could be taken from the remaining budget of the books on CD which is $420.00 and the remaining $80.00 from the book budget. This could be promoted on the Library Facebook and web pages. Kathryn J. was all for the idea.
Chris W. motioned to move forward with purchasing the Access 360 program using $420.00 from the CD Books and $80.00 from the Book budgets to cover the cost. John K. second. Discussion was held. Motion passed.
Jim N. reminded the Board next meeting will be election of officers. Wanda H. stated she will not accept the nomination for office of Secretary for the 2020/2021 year.
Executive Session
Chris W. moved to enter into Executive Session again. Wanda H. second. Motion passed. The Board entered into Executive Session again at 7:50 pm. Chris W. motioned to end Executive Session. Mackenzie S. second. Motion passed. The Board ended Executive Session at 8:03pm.
New Business
John K. motioned to retain Kathryn J. as Library Director. Heather J. second. Motion passed.
Chris W. motioned to pay the Library staff for the next two weeks of Library closure based on their normal hours. John K. second Motion passed 5-1 and 1 abstain.
Announcements
Adjournment
Chris W. motioned to adjourn the meeting. Heather J. second. Motion passed. President Jim N. adjourned the meeting at 8:12 pm.
The next Hamilton Public Library Board meeting will be on Monday April 20, 2020 at 6:30pm.
Submitted by
Wanda Hansen, Secretary
I,_____________________________________________ and _____________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated April 20, 20120.
Board of Trustees meeting
March 16, 2020
The Board of Trustees was held at 6:30 pm March 16, 2020 at the Hamilton Public Library. Those present were President James (Jim) Noble, Vice President Heather Jones, Secretary Wanda Hansen, Chris Williams, John Kelly (by phone), Theresa Scheihing and Library Director Kathryn Johnson. A quorum was declared and meeting called to order at 6:30pm by President Jim Noble. Also present was guest Mackenzie Sellens. Guests were welcomed by President Jim Noble.
A request to enter Executive Session was made by President Jim N. Chris W. motioned to enter Executive Session. Heather J. second. Motion passed. The Board entered into Executive Session at 6:31pm. Discussion was held regarding Mackenzie Sellens as a new trustee to the Board. Chris W. motioned to end Executive session. Heather J. second. Motion passed. The Board ended Executive session at 6:32pm.
Chris W. motioned to accept Mackenzie Sellens as a new trustee to the Hamilton Public Library Board. Heather J. second. Motion Passed. Mackenzie Sellens took the Oath of Office and was welcomed to the Board.
Minutes
The minutes of the February 17, 2020 Board meeting were reviewed. Chris W. motioned to approve the minutes of the February 17, 2020 BOT meeting. Heather J. second. Motion passed.
Bills
The bills for February 2020 were reviewed. Chris W. motioned to approve the bills for February 2020. Heather J. second. All questions were asked and answered. Motion passed.
Finance
The Financial Report for February 2020 was viewed by Board members present. John W. recommended the Board to move $353.89 from the Per Capita Fund, and $4,500.00 from the Money Market to the Main account. Chris W. motioned to move funds as recommended by Treasurer John W. Heather J. second. All questions were asked and answered. Motion passed.
Reports
Friends of the Library
No report given.
Librarian
A written report was submitted to Board members present. Kathryn J. went over the report verbally.
Technology
1) Copy machine The copy machine is scheduled to be installed on March 19, 2020.
2) Library electronic devices All computers are up and running; Tony needs to find the two passwords for the upstairs computers. Discussion was held regarding possibly asking Tony to do on call basis since his monthly retainer fee is not in the 2020 -2021 budget. Jim N. stated no one at the SCC was interested in doing tech support for the library. Matt Clark was too busy with his schedule.
Old Business
1) Budget A budget meeting was held on March 2, 2020 at the Library. Those in attendance were Jim N., John W., David M., Heather J., and Kathryn J. John W. presented an excel sheet with all the numbers of the 2019/2020 expenditures thru February 2020, the amounts budgeted, the revenue amount received in 2019/2020 and the 2020/2021 projected amount, and employee projected salary amounts. The group discussed changes to the budget and presented a copy of the proposed budget to the Board members present. After some discussion Wanda H. recommended voting on the budget at the April 2020 Board meeting because 1) members unable to attend the budget meeting have not had enough time to review the proposed budget, 2) there is no budget amount for building and grounds, and 3) the budget does not need to be in place until May 2020. Heather J. stated by then the issue with the gutter may be known and the Board may have a better idea of what should be budgeted for building and grounds.
2) Safety No one has come to give advice on what is needed. The Board recommends no purchases regarding the issue until police or fire person has been in to evaluate and make recommendations for the Library. Mackenzie S. was asked if her husband who is with the fire department might come in an unofficially to evaluate and make a list of recommendations and requirements to present to the Board. Mackenzie S. said she will ask.
Building and Grounds
1) Shed The shed still needs the new handle installed.
2) Gutter Kathryn J. to call over to a plumbing company in Keokuk that was recommended by Heather J.; Heather J. stated they deal with a lot of unusual circumstances. No one is sure if the gutter issue might be under the ground.
New Business
1) COVID 19 The Board discussed the posting on Facebook of the Library closing for two weeks prior to Board approval or notification to members. Jim N. apologized to the members for making the decision after discussion with Kathryn J. earlier today and not waiting until tonight’s Board meeting. Someone stated at the meeting Hamilton City Hall recommended closing the doors. Kathryn J. discussed the issue with staff members and placed a report on the back of the Library Director’s Report. Kathryn J. stated other libraries were closing in the area. The staff would have the option to come in for four hours if wanted to be paid; otherwise the closure would be without pay for them. Kathryn J. stated she would be coming in for installation of the copy machine on March 19th, work from home by calling into the voicemail to check issues, and drive by the Library occasionally to check the building and grounds. The Facebook message advised patrons not to return their books and fees would be waived.
Jim N. advised the Board there is no policy for this type of closure. The Board needs to develop a policy for this.
Chris W. recommended to the Board this would be a good time to start e-books with the purchase of the Access 360 program since people won’t have access to the Library’s books. This is in next year’s budget and we would just be implementing the program earlier. The cost of $500.00 could be taken from the remaining budget of the books on CD which is $420.00 and the remaining $80.00 from the book budget. This could be promoted on the Library Facebook and web pages. Kathryn J. was all for the idea.
Chris W. motioned to move forward with purchasing the Access 360 program using $420.00 from the CD Books and $80.00 from the Book budgets to cover the cost. John K. second. Discussion was held. Motion passed.
Jim N. reminded the Board next meeting will be election of officers. Wanda H. stated she will not accept the nomination for office of Secretary for the 2020/2021 year.
Executive Session
Chris W. moved to enter into Executive Session again. Wanda H. second. Motion passed. The Board entered into Executive Session again at 7:50 pm. Chris W. motioned to end Executive Session. Mackenzie S. second. Motion passed. The Board ended Executive Session at 8:03pm.
New Business
John K. motioned to retain Kathryn J. as Library Director. Heather J. second. Motion passed.
Chris W. motioned to pay the Library staff for the next two weeks of Library closure based on their normal hours. John K. second Motion passed 5-1 and 1 abstain.
Announcements
Adjournment
Chris W. motioned to adjourn the meeting. Heather J. second. Motion passed. President Jim N. adjourned the meeting at 8:12 pm.
The next Hamilton Public Library Board meeting will be on Monday April 20, 2020 at 6:30pm.
Submitted by
Wanda Hansen, Secretary
I,_____________________________________________ and _____________________________________ attest that these are the true and correct minutes for the Hamilton Public Library Board meeting dated April 20, 20120.
