Board Meeting Agenda & Minutes February 22, 2024

Board Meeting Agenda, February 22, 2024, 4 pm, Sherman Free Library




Board Meeting Notes, February 22, 2024, 4 pm, Sherman Free Library DRAFT

Sherman Free Library Board Meeting Notes, February 22nd, 2024
 Location: Sherman Free Library, 4 pm

Prepared by Kris Jarrett


In Attendance: Melissa Collins, Gail Baker, Chris Gibbs, Janelle Juriewicz, Susan Nephew, Betty LaMoria, Staley Rich Shane Thelen, Juliette Brookfield (CEFLS), Kris Jarrett


Kris welcomed Juliette Brookfield from Clinton, Essex, Franklin Library System, as a guest to the meeting who will present an update on CEFLS activities and services after usual meeting business.


Kris introduces the film and reports from ERM for Solvay of Mill #7 prior to demolition. The film will be showing in the library throughout the 2024 season and the reports are available in-house or via email. The video may not be shared. 


Kris gave an overview of the Director’s Report: https://www.shermanfreelibrary.com/directors-report-feb-2024

(Board Members please contact Kris for an unredacted copy)


Sue mentioned that she would like the school to be on the distribution list for the upcoming community report. Kris also mentioned that it would go to town offices, other key players in the community, on-line, and as an insert in the paper (Sun). This report will include the budget, so will be done after the budget is finalized. 


Kris presents and requests an approval vote for the Ethics & Conflict of Interest document. 

Gail asked what the committee referenced would be composed of, Kris clarified that it would be the board officers. All staff and trustees will need to sign this document annually. Kris read the document into the record and it was approved by a motion from Sue, second by Shane, and passed unanimously. 

SFl Ethics and Conflict of Interest Policy Document: https://www.shermanfreelibrary.com/ethics-and-conflict-of-interest-policy


Kris will be working on revamping the General Policy Document with an updated draft to the board mid-year. Same for the Disaster Response Plan and will start the planning process to write a new Long Range/Strategic Plan. 


Kris thanked Nicky Bryant for her volunteer help with digitization. The Woodbridge scrapbooks have all been photographed and are now in the editing process.

Found in the collection was an article on the sailing canal schooner O. J. Walker which tells a forgotten story of a pleasure cruise on the lake when it was currently thought to be only a cargo boat. The Lake Champlain Maritime Museum published a short-form article on the findings linking musical instruments found on the wreck to the tradition of these cruises. 

Read the article here: https://www.lcmm.org/the-musicians-of-the-sailing-canalboat-o-j-walker/


Budget: Kris and Melissa presented the draft budget for 2024. Kris asked for the board to provide guidance on the draft and the process. Insight and advice was given and the process will continue with a final draft to be presented at the following meetings. Advice is being sought for how to properly start a capital projects fund. Unknowns in the budget are the possibility of a contracted bookkeeper (as needed) and how to save money for construction projects. 


Janelle asked if we want to include staff pay raises. Betty and Sue pointed out that Stewart’s pays the same or more as we pay our Director. Kris currently has $5k extra in salary for overhead increases, extra hours, or pay raises. The executive committee will address pay raises and return that information to Kris to add to the draft. Kris asked if there is a way SLF could partner with other libraries within the system to create a buying group and help provide health insurance. We will explore this with CEF. 


Kris presented the new New York State Library Trustee Handbook. 


Kris asked all members to review the board and staff contact information document tonight. 


Kris reminds all of the annual Sexual Harassment Training requirement and the Trustee Education requirements. 


Kris asks for review and motion to approve prior meeting minutes. Move to approve as is by Betty and second by Chris, motion passed unanimously.
 https://www.shermanfreelibrary.com/board-meeting-minutes-october-26-2023


Old Business:


Sue discussed the Events Calendar:
 Open House, sometime in April or May, wine and cheese event. We want to check with Celotti Wine & Spirits regarding the requirements for us to buy from them and serve at an event. 

Rummage Sale: Date TBD, has been locked to the town-wide yard sale but that is not a good date for staff this year. 

Basket Raffle: Labor Day weekend. Kris would like to offer something extra for the street fair portion of the weekend. 

Champ Day: Kris asked if we should consider bringing a table down. Could offer library cards, kid’s activities. 


Kris offers keys to anyone who needs one for the new front door lock. 


New Business: 


Sue presented gift bags for all board members and staff as a thank you for their service to the library. 


Shane suggests contacting Ti Paper for grants and donations. Kris planned already to ask for a paper donation. 


Brief discussion of the construction grant process for the bathroom. 


Presentation by CEF


CEF can offer help finding grants, but not with the writing.

 They can offer help with all topics including collection management, standards, reports, training opportunities for staff and board, monthly directors meetings, email newsletters, community outreach.


Juliette explained the non-book kits CEF has available. She will send along some promotion materials for these kits. The kits are listed and available for request on the CEF webpage. 


Discussion to check bylaws for the number of trustees and confirm that it is a  range that matches the constitution allowing for fluctuating board size while staying within out bylaws. 


Discussion as to the town supervisor board seat being voting or not, given that the board and town budgets can affect each other. 


Motion to adjourn by Shane  with a second by Janelle.  Motion to adjourn passed unanimously.