Hamilton Public Library
Board of Trustees Meeting
November 16, 2020
The Hamilton Public Library Board of Trustees meeting was called to order at 6:30 pm. on Monday October 19, 2020 by President James (Jim) Noble. Those present were President James Noble, Secretary Theresa Scheihing, Wanda Hansen, MacKenzie Sellens, and Kathryn Johnson Library Director. Vice President Heather Jones and David Morgan joined via Zoom. A quorum was declared by President James Noble.
Minutes
The minutes of the October 2020 board meeting were reviewed. Heather J. motioned to accept the minutes and MacKenzie S. second. Motion passed.
Bills
David Morgan motioned to pay the October 2020 bills as presented. Heather J. second. Motion passed.
Finance
The board went over the Financial Report. David Morgan motioned to transfer $314.20 from Per Capita Fund and $4700 from MMA (Totaling $5014.20) to pay bills and Heather J. second. David Morgan motioned to move an additional $5000 from MMA to cover December bills Grand total $10,014.20. MacKenzie S. second.
Building & Grounds
Guest Architect: Darin Prost was present to explain what is needed ( steps) in the roof process ( biding, etc.)
He discussed A.I.A. documents. .( standard documents contractors have to have to be qualified ( bond, bonding, bonded. He mentioned job site visits ( things on schedule). He said a 20-30 year warranty was typical.
E.P.A. Mr. Prost would take care of submitting papers. In addition he said he would get us 3 minimum bids ( lowest most responsible).He would nit pick particulars. He recommended doing bids a.s.a.p. He said the drawings would take one month. The bidding of the project would be one month. He said bonds/insurance and shop drawings would be one month.
Katheryn is looking into grants.
Mr. Prost provided what his proposal was and $5200 ( 5%) of 100K.
There was no motion made to accept Mr. Prost as architect for Library roof project.
The board is going to contact another architect. Pending response..there would be a tentative roof meeting the 1st week of December. See fundraising on agenda. This is being postponed til January or later. The Friends have some ideas too.
Library Sign: Katheryn contacted Sue’s Signs. They gave a price of $350 for a 12 foot x 3 foot aluminum.
Old Murals: Discussion of old murals from the main floor. There was no record of any.
Reports
Friends of the Library: none
Library Director:
Katheryn shared that the director’s folder was done. Katheryn reported on programming.
October’s Events
Book characters: 12 submissions. Local businesses were very willing to put pumpkins on display.
Scavenger Hunt was enjoyed. 15 participated. We will run this program longer next year.
Storywalk: People seem to enjoy it. A few teachers have commented that they have been telling students about it. We will change these out weather pending about once a month.
Passive Program
Family Reading Night is November 19th. Making it a week long program again to reach more families. * Information has been sent to the schools & the local papers.
Help decorate our tree. Children will come in during the month of December and decorate a gingerbread man for the children’s tree. We will be taking supplies to Montebello & my daycare kids so they can make something and I will bring back to the library. ( pending approval)
Adult and Teen Winter Fun Read November & December program. Nov. 16th- December 21st. Complete one of the 4 requirements and enter to win a DQ Gift Card.
Food for Fines during the month of November & December
Christmas
December 18 Friday @6pm at the City Park ( no ending time)
Carl Washburn will be Santa
The Fire Department will bring him in.
The Health Department has been contacted. We are obviously at an extremely high COVID rate. Based on the size of our property we can have approx 15 people or less here at one time. Congregating or loitering is not advised. Food of any type other than prepackaged is not advised.
We received the PPE Grant for $500.
Approved expenditures from July 1 through December 21, 2020 will be eligible for reimbursement. More details will be coming next week including how to accept this award, and how to request reimbursement.
Looking into buying washable keyboard covers.
Plexiglass and PVC pipes for front desk sneeze guard.
Disinfectant
Old Business:
OMA Training: still need John K., David M, and Wanda H.(?)
S.O.P. 4. Board reviewed Chapters 2-5.
Logo Contest Designs:The submitted logos were reviewed by the board. John K. made motion to approve the logo of the quill with a feather #3 as official library logo and the children’s version of #1 for the Children’s area. Heather J. Second.
Library Sign: MacKenzie S.Made motion that we purchase the sign and quill with a feather logo est 1902 and in memory of Gail Rose. John K. second.
Executive Session
Heather J. made a motion to go into executive session at 8:15pm. MacKenzie S. second.
Executive session ended at 8:22p.m.
New Business
COVID:The library has 20-25 patrons a day now. Discussion to limit the number of patrons and require masks or shields. In addition a larger sign stating mask/shield required.
MTC Communications: Application for fiber/phone.
Note: January 1st increase Bonnie to $11.00/hr. and Mary to $11.00 in April 2021.
Return to work policy and job description: Heather J. Made a motion to accept. Theresa S. second. Motion approved.
Safety Meeting recommendations: We moved/will move some signs.
Announcements
No meeting in December ( pending response from contacting another architect..could have a roof mtg 1st week of December)
Trustee Resignation: Chris Williams. Bob Eddings is a potential board member.
Adjournment
David Morgan moved to adjourn. Heather J. Second. Jim N. adjourned meeting at approximately 8:40p.m.
Board of Trustees Meeting
November 16, 2020
The Hamilton Public Library Board of Trustees meeting was called to order at 6:30 pm. on Monday October 19, 2020 by President James (Jim) Noble. Those present were President James Noble, Secretary Theresa Scheihing, Wanda Hansen, MacKenzie Sellens, and Kathryn Johnson Library Director. Vice President Heather Jones and David Morgan joined via Zoom. A quorum was declared by President James Noble.
Minutes
The minutes of the October 2020 board meeting were reviewed. Heather J. motioned to accept the minutes and MacKenzie S. second. Motion passed.
Bills
David Morgan motioned to pay the October 2020 bills as presented. Heather J. second. Motion passed.
Finance
The board went over the Financial Report. David Morgan motioned to transfer $314.20 from Per Capita Fund and $4700 from MMA (Totaling $5014.20) to pay bills and Heather J. second. David Morgan motioned to move an additional $5000 from MMA to cover December bills Grand total $10,014.20. MacKenzie S. second.
Building & Grounds
Guest Architect: Darin Prost was present to explain what is needed ( steps) in the roof process ( biding, etc.)
He discussed A.I.A. documents. .( standard documents contractors have to have to be qualified ( bond, bonding, bonded. He mentioned job site visits ( things on schedule). He said a 20-30 year warranty was typical.
E.P.A. Mr. Prost would take care of submitting papers. In addition he said he would get us 3 minimum bids ( lowest most responsible).He would nit pick particulars. He recommended doing bids a.s.a.p. He said the drawings would take one month. The bidding of the project would be one month. He said bonds/insurance and shop drawings would be one month.
Katheryn is looking into grants.
Mr. Prost provided what his proposal was and $5200 ( 5%) of 100K.
There was no motion made to accept Mr. Prost as architect for Library roof project.
The board is going to contact another architect. Pending response..there would be a tentative roof meeting the 1st week of December. See fundraising on agenda. This is being postponed til January or later. The Friends have some ideas too.
Library Sign: Katheryn contacted Sue’s Signs. They gave a price of $350 for a 12 foot x 3 foot aluminum.
Old Murals: Discussion of old murals from the main floor. There was no record of any.
Reports
Friends of the Library: none
Library Director:
Katheryn shared that the director’s folder was done. Katheryn reported on programming.
October’s Events
Book characters: 12 submissions. Local businesses were very willing to put pumpkins on display.
Scavenger Hunt was enjoyed. 15 participated. We will run this program longer next year.
Storywalk: People seem to enjoy it. A few teachers have commented that they have been telling students about it. We will change these out weather pending about once a month.
Passive Program
Family Reading Night is November 19th. Making it a week long program again to reach more families. * Information has been sent to the schools & the local papers.
Help decorate our tree. Children will come in during the month of December and decorate a gingerbread man for the children’s tree. We will be taking supplies to Montebello & my daycare kids so they can make something and I will bring back to the library. ( pending approval)
Adult and Teen Winter Fun Read November & December program. Nov. 16th- December 21st. Complete one of the 4 requirements and enter to win a DQ Gift Card.
Food for Fines during the month of November & December
Christmas
December 18 Friday @6pm at the City Park ( no ending time)
Carl Washburn will be Santa
The Fire Department will bring him in.
The Health Department has been contacted. We are obviously at an extremely high COVID rate. Based on the size of our property we can have approx 15 people or less here at one time. Congregating or loitering is not advised. Food of any type other than prepackaged is not advised.
We received the PPE Grant for $500.
Approved expenditures from July 1 through December 21, 2020 will be eligible for reimbursement. More details will be coming next week including how to accept this award, and how to request reimbursement.
Looking into buying washable keyboard covers.
Plexiglass and PVC pipes for front desk sneeze guard.
Disinfectant
Old Business:
OMA Training: still need John K., David M, and Wanda H.(?)
S.O.P. 4. Board reviewed Chapters 2-5.
Logo Contest Designs:The submitted logos were reviewed by the board. John K. made motion to approve the logo of the quill with a feather #3 as official library logo and the children’s version of #1 for the Children’s area. Heather J. Second.
Library Sign: MacKenzie S.Made motion that we purchase the sign and quill with a feather logo est 1902 and in memory of Gail Rose. John K. second.
Executive Session
Heather J. made a motion to go into executive session at 8:15pm. MacKenzie S. second.
Executive session ended at 8:22p.m.
New Business
COVID:The library has 20-25 patrons a day now. Discussion to limit the number of patrons and require masks or shields. In addition a larger sign stating mask/shield required.
MTC Communications: Application for fiber/phone.
Note: January 1st increase Bonnie to $11.00/hr. and Mary to $11.00 in April 2021.
Return to work policy and job description: Heather J. Made a motion to accept. Theresa S. second. Motion approved.
Safety Meeting recommendations: We moved/will move some signs.
Announcements
No meeting in December ( pending response from contacting another architect..could have a roof mtg 1st week of December)
Trustee Resignation: Chris Williams. Bob Eddings is a potential board member.
Adjournment
David Morgan moved to adjourn. Heather J. Second. Jim N. adjourned meeting at approximately 8:40p.m.
