White background, black text Sally Ploof Hunter Memorial Library The connection point of choice for our community's information, entertainment and social needs. Image: Round seal includes library name and basic image of female holding a book.

Board of Trustees Meeting

Sally Ploof Hunter Memorial Library

Board of Trustees Meeting

Tuesday, January 26 2021

I. Administrative

1.            Called the meeting to order at 4:01PM

2.            Attendance:   Barb Morgan, Sue Ellen Deion, Selinda Spears, Mary Louise Hunt, Shawn Hunt, George Hawver, Colleen Bowers (via Zoom), Kristin Lobb (via Zoom)

3.            Period for public expression – No Comments

 II.  Reports

1.            Treasurer’s Report –

There is no treasurer’s report as the new year had just begun.  Shawn did inform that the Town of LeRay had mailed their contract for 2021 and it will be filled out tonight and sent back to them.

2.            Director’s Report–

School Ballot Tax Cap

Mary Louise discussed the tax cap and the levels that we should recommend for the current year.  Last year we received 96,500 from the Carthage Central School District.  It was voted that the increase amount would be $2,000 which would remain under the Tax Cap level.

Status of North Country Library System

Mary Louise informed the board that the central library (NCLS) got a reduction in their promised amount of money last year due to Covid and took a 23% cut to their funding.  As a result some services and personnel would be eliminated to cover these costs.

NCLS is joining with two other library systems, Clinton/Essex/Franklin (CEFL) and Mid York (Utica Area) library systems.  This will help to initially allow for the 3 libraries have backups in various departments incase of downsizing, retirement, or any other issues that may occur.  The shared resources will eventually also include the library patrons being able to checkout books from those library systems, but this is a longer range plan for right now.

February 3rd Shawn and Mary Louise will be attending a meeting to discuss a possible Membership Due for NCLS.  Mary Louise explained that all the services that NCLS offers (IT, Outreach, etc) are all done for FREE and we are not charged at all for them.

Silent Auction

Last year Carthage Library created an online auction as a fundraiser and Mary Louise would like our library to do a similar one.  There are very low costs associated with the auction (around $100 for the service).  Shawn would have to create descriptions for the items and take pictures of them to post, similar to what he already does for the library on their eBay page.

Carthage made $3,000 on the fundraiser.  BLR is looking for donations of products for the auction such as crafts, products, and product baskets.  Mary Louise asked the board to start searching out possible ideas.

Senior Project

We received many thanks from the residents of the Kamargo Apartment Buildings for the baskets.  Next year we will be looking to expand outward to include some of the elder patrons of the library and create around 30 baskets.  Mary Louise also mentioned that with an increasing number of baskets there is no need to have the 100% the same and can vary with some of the products in them.

Black River Cemetery

Mary Louise mentioned that she is coming close to the end on this 4 year project.  A thankful person recently donated $10 to the library for all our help in getting him a copy of his relatives obituary that we were the only people to have.

Collection Arrangement

Shawn presented the plans for a new outlay of the book collection to make better use of shelving.  The plan will include that all Large Print and Young Adult books will be added to the regular collection.  Shawn also mentioned that before any book is moved anywhere, there will be a weeding of the entire collection.  This will start on February 8th while the library is going “Curbside Only” for a week due to construction.  The plan that was outlaid can be seen here.

Imagination Library

Mary Louise shared a Quick Start List of the things that the library will need to accomplish before we can start using this program.  They are listed as follows:

  1. Define Your Area- We will be using the zipcodes of 13612,  13638, 13643, and 13603 as our areas.
  2. Define Cost- The cost of the program is $25 per child/year.  We are looking at a maximum of 30 children in the program to begin with.  More may be added as we run the program for a while.
  3. Secure Funding- We applied for a $750 grant from Stewart’s thru their Holiday Match Grant.  We are not expecting the full amount, but more realistically around $350.  The rest of the money will be secured by means of a sponsor pool.  This is where people donate $25 to allow us to sponsor another child for the program.
  4. Identify Local Champion- This will be the library.
  5. Complete Paperwork- In process of finishing some parts of it.
  6. Review Operations Manual & Reference Guide- Mary Louise and Shawn have already looked over these documents and both agree we can comply with the rules of the program.
  7. Host Rollout Event- The library will be holding an event for the rollout in the spring/early summer.  Specific activities will be set closer to the time as many variables are still in the air.

III.  Old Business

  1. Renovation Project

The building is continuing as planned.  Mary Louise mentioned to the board about a few of the changes to the plans that were made since the last meeting.  These included closing 2 windows to have a proper wall without windows, and not taking out windows inbetween the rooms to allow for a sound barrier.  Together the cost of these changes are minimal.

  • Reading Program

Shawn explained that the reading program is progressing very slow, as not many families have participated.  He is unsure how he can get the families to participate in the program.  He mentioned that during certain times in the program Triple Points will be offered to entice the families to participate.  The cut-off end date for the program is May 4th 2021.

IV. Next Meeting

      Tuesday February 23rd @ 4:00

V.  Adjournment

Motion: George Hawver                               Second: Selinda Spears