Minutes of the Annual Meeting of the
Berkshire Free Library Association
January 19, 2021
Meeting held by Zoom was attended by John Stoughton, Nancy Lohmann, Carol Cox, Carol Kania, Fran Miller and Janice Merrill. Members of the public were Carol Leigh and Graeme Brilliant. The meeting was called to order by President John Stoughton at 7:03 PM.
Secretary’s Report: The Minutes of the 2020 Annual Meeting were read and there being no changes, Carol Kania made a motion to approve the Minutes, which was seconded by Carol Cox and unanimously approved, so the motion carried.
Trustee replacement: Voting was as follows:
Carol Kania nominated Graeme Brilliant to take the vacancy left by Dick Harrington, term Jan. 2021 to Dec. 2023. Nancy Lohmann seconded the nomination, and the motion passed unanimously
Carol Kania nominated Darlene Wait to fill the remainder of the term left by Emilie Stuhlmiller who passed away last month, term ending Dec. 2022. Janice Merrill seconded the nomination, and the motion passed unanimously.
Carol Kania nominated Carol Leigh to replace Elaine Knapp, term ending December 2021. Nancy Lohmann seconded the nomination and the motion passed unanimously.
Carol Kania nominated Janice Merrill who had replaced Kathy Hartman in Jan. 2020 for a term ending Dec. 2023. Graeme seconded the nomination and it passed unanimously.
Janice Merrill nominated Nancy Lohmann who had replaced Karen McNally in August 2020, for a term ending Dec. 2023. Carol Cox seconded the nomination and it passed unanimously.
Library Assistant: Lena Sherwood resigned last month, and works 7 hours per week for the Library as Assistant. Her daughter Marcie Sherwood has some training already and has expressed an interest in the position. The Library cleaner, Irene Monte has also indicated she would like to pick up more hours and was interested in training for the position of Assistant. Fran suggested we hire both of them for a total of 7 hours a week through the next few months on a trial basis. After discussion, the Board approved the hirings.
Community Hall Donation for 2020: After discussion, Nancy Lohmann moved and Carol Cox seconded a motion to donate $300 to the Berkshire Community Hall Association for the year of 2020. All approved and the motion was carried.
Annual Report Status: Fran reported that the Annual report portal was not open yet. She noted there are a lot of questions regarding what we did during the COVID shutdowns. Carol Leigh and Fran will do the report when available.
Adjournment: There being no further business, Janice Merrill moved adjournment of the Annual Meeting and Carol Kania seconded the motion. All approved and the motion was carried.
Janice Merrill, Secretary
Berkshire Free Library
2021 Trustee Reorganizational Meeting – January 20, 2021
The Reorganizational meeting was called to order at 7:39 PM via Zoom, attended by by John Stoughton, Nancy Lohmann, Carol Cox, Carol Kania, Fran Miller, Janice Merrill, Carol Leigh and Graeme Brilliant.
Agenda additions: Carol Kania requested the following be added to the Agenda’s New Business: election of officers, vote on adherence to minimum wage, New York Library Assn. and Library Trustee Assn. membership dues, vote on which officers have access to bank accounts, revised deadline to update online policies and procedures, and Cares Act update.
Secretary’s report: Minutes of the Dec. 14, 2020 Trustee meeting were reviewed. Carol Cox moved acceptance of the minutes as presented, Carol Kania seconded the motion and it was passed unanimously.
Director’s report: Fran’s report was distributed by email, and after discussion, Carol Cox moved acceptance of the report, Janice Merrill seconded the motion and it was passed unanimously.
Treasurer’s report: Reports prepared by Elaine Knapp were reviewed. After discussion, Nancy Lohmann moved acceptance of the report as presented, Janice seconded the motion and it was passed with Carol Kania abstaining.
Overdrive cost update: Because the FLLS actually used more service from Overdrive than last year, our range of shared cost is closer to $346 where last year we paid $241. After discussion, the Board agreed to the increased payment.
Election of Officers: Carol Kania nominated Carol Leigh for Treasurer and Carol Cox seconded the motion. Existing officers: John Stoughton, President; Carol Cox, Vice-President; and Janice Merrill, Secretary were presented with no opposition. Nancy Lohmann moved the slate of officers by accepted, Carol Kania seconded and the slate was passed unanimously.
Bank account access authorization: Access to NBT Bank and Visions Credit Union accounts including the Patch Trust currently include Judy Barrett and John Stoughton. Janice moved that Carol Leigh be added to the access authorization, and Graeme seconded the motion which passed unanimously.
Committee assignments: After discussion and unanimous approval, assignments are:
Buildings and Grounds Committee – Carol Kania, Darlene Waite and Graeme Brilliant.
Finance Committee – Carol Leigh, Judy Barrett and Carol Cox.
Policy Committee – Janice Merrill, Judy Barrett, and Nancy Lohmann.
Adherence to minimum wage: NYS required minimum wage at $12.50 an hour. Cleaner and Library Assistant wages
were adjusted accordingly. Finance Committee may make an equitable change to wage of Director in the future. Janice moved the wages be brought into compliance, Nancy seconded the motion and it was passed unanimously. Note: Pay and Leave Policy must be updated to reflect these changes.
Library Trustee Assn and NY Library Assn membership: Carol Kania explained that each Trustee has access to the online services of these associations, newsletters and conferences. After discussion, Nancy moved the BFL pay a maximum of $85 for the two associations. Carol Kania seconded the motion and passed unanimously.
Deadline for placing Policies and Procedures online was extended by the FLLS to December 2021, but Carol Kania urged the Committee to get started sooner rather than later.
FLLS Cares Act will reimburse us for Zoom Pro at $199.90 per year, hopefully in place for future meetings. Also two women had asked Fran for help in starting a book club, which could also use Zoom. With an order Fran just placed for more masks and hand sanitizer to fight Covid, we should not need any more.
Round Table Janice reported that Sandra Negus may be coming home soon but will still require nursing assistance.
There being no further business, at 8:33 PM a motion to adjourn was unanimously accepted.
Janice Merrill, Secretary
Berkshire Free Library Board of Trustees Meeting Minutes
February 23, 2021
Present at meeting via Zoom:Fran Miller, Graeme Brilliant, Nancy Lohmann, John Stoughton, Carol Kania, Carol Leigh, Carol Cox, Janice Merrill. Meeting was called to order at 7:19 pm by President John Stoughton.
No corrections or additions were made to the Minutes as distributed via email.
Director ‘s report – Fran had distributed the Annual Report to FLLS along with questions and answers to those questions earlier via email. Fran said she had spoken with Kristi and got questions answered. There were no further questions on the Annual Report.
Carol Leigh had distributed the Treasurer’s report earlier via email. She further reported that the Towns of Richford and Berkshire had sent in their donations which would be deposited the next day. She is still working on the Patch account access, although John thought is was already done so will double-check that proper signatures are on all accounts.
Nancy moved that all three reports be approved as presented. Graeme seconded the motion and it was unanimously passed.
Annual report – Nancy moved and Janice seconded a motion that the Annual Report be accepted as presented. The motion was unanimously carried.
Library Assistant Update. Fran reported that both are doing well, both have had customer service training and both are satisfied with the current working arrangements. Graeme also reported that his recent interactions on phone and in person were well given.
The 990EZ filing must be done in April. Elaine said she had had problems with the IRS last year but they finally agreed that they had received the filing. Carol was not anxious to be involved with IRS but will review last year’s 990EZ to see what is involved.
Because of the need for more than one scheduled free Zoom meeting to accomplish the Trustee business monthly, and because there is public interest in using Zoom to hold book clubs, and because the Cares Act award for Zoom will eventually be sent to the BFL, Carol Kania moved that the higher version, about $180, be purchased now and a reimbursement be made when the Cares Act funds arrive. Nancy seconded the motion and it passed unanimously. Fran will take care of that purchase.
Carol Kania noted that FLLS has a class March 1, 2 or 3 to learn how to be an effective Trustee. This will help fulfill a required number of hours of training for each Trustee annually.
An amendment to the Zoom vote was presented by John to purchase the version at a cost not to exceed $200. Janice moved, Graeme seconded and the motion passed unanimously.
The Helping Hands Food Pantry gave a number of flyers for Fran to distribute to spread the word about signing up for Easter food boxes.
Janice reported that there will be a Bicentennial of the Richford Congregational Church and Town this year, with a history of the preceding 100 years being put together and help needed. Several suggestions were given. Janice also reported that Sandra Negus was home and recovering. Cards will certainly be appreciated.
There being no further business, Carol Kania moved and Nancy seconded adjournment.
Janice Merrill, Secretary