Berkshire Free Library
Board of Director’s Meeting, BFL
January 9, 2023
Present: Don Murch, Fran Miller, Barbara Schwartz, Lisa Michaud, Nancy Lohmann, Graeme Brilliant, Carol Leigh, John Stoughton, Janice Merrill, and Darlene Wait. No one attended via ZOOM.
The meeting was called to order at 3:30 PM.
The Agenda was modified to include Insurance, Carol Kania’s letter, and going late book fine free.
Secretary’s Report was distributed via email previously and reviewed. No changes or corrections.
Treasurer’s Report was distributed via email previously. We reviewed the P&L and noted that there were several income and expense items which were significantly different from the budget. Due to a large gift last year, our net income for 2022 is over $20,000. There were no further questions.
Director’s Report was distributed, and Fran noted that she will have jury duty every other Wednesday until the end of February, but staffing is covered. She noted new cards last month were up, likely due to the coat distribution. Fran will check with Carol Cox to verify that she sent a thank you to the Vestal Elks.
Old Business: Story Time grant through Community Foundation will be sent later this month. An article for the Richford newsletter was sent out, and Berkshire e-newsletter will cover the Annual Meeting next month. The cooking/exercise classes continue and while available we will follow the NYS online exercise class. Ancestry instruction will commence tomorrow, people are coming and Roger Sharp said he would come and help out if needed. No signup necessary, and we will continue to have classes until people stop requesting them. Craft group has added Wednesdays to their Thursday meeting to accommodate schedules.
New Business: Annual Report has not yet been opened for submission. Fran asked the Board to consider becoming a fine-free library for late books. This item was added to the Agenda.
There being no further questions, Barbara Schwartz moved that the three reports be accepted as presented. Nancy Lohmann seconded the motion, and it was approved unanimously.
Old Business
Online book sales have been active for about two weeks now, and Graeme reports that of the 50-60 available online, two have sold. Fran got envelopes for shipping.
Museum inventory database has not yet been found. Lisa said she spoke with Nancy Reddy and her database was not available. John will try reaching Kirsten for more information. Keys need to be located and Darlene will work on the Key List and send a letter to past Board members to return their keys.
New Business
Fine free for late books was discussed. Barbara Schwartz made a motion that we develop a policy of being fine free. It was noted that damaged books would still be charged a fine. Darlene seconded the motion and it was unanimously carried. The Policy Committee will develop the stated policy.
Policies are mostly up to date, and any renewals will be presented at the next meeting.
Insurance for the museum’s contents is not ours to provide – you can’t insure what you don’t own. The Museum’s lease agreement with us should include a statement that their Board is required to insure contents. We pay $1,693 a year for our insurance on the building. This gives us coverage on the building itself of $437,000 and $40,000 on the contents. It was suggested we raise the contents insured amount. Dick Harrington had started an inventory and Fran will check on how far he got.
It was noted that the Federal mileage reimbursement rate is now 65.3¢ per mile.
Carol Kania mailed a letter to most of the Board. She was concerned that the database of patrons does not include the Town, since some addresses that border another County/Town may be incorrectly counted should this ever become necessary. Fran noted this was, in fact, being done. Having Board meeting items placed on the Library’s website was discussed. Items must be sent to Graeme no later than the Thursday before the Monday Board meeting. It was also noted that FLLS sent the email with training for Trustees links today, including the annually required sexual harassment class.
Conflict of Interest forms were signed by all Trustees present, and will be filed in the office as required. Janice will send a draft of the Trustee list via email for consideration before the Annual meeting next month.
Round Table
Graeme noted that he has a load of books to be taken to the FLLS in Ithaca, which they prefer not to be done all at once, so please stop and take a few boxes when you plan a trip to Ithaca.
Darlene reported that Gus (Carol Cox) has not been feeling well and she sent her a get well card from us.
Fran reported that Creamery Hills has a problem with not returning books so she will change the method of getting books to patrons.
Darlene asked permission to take the Key List book home to work on it. Agreed.
There being no further business to conduct, Janice made a motion that the meeting be adjourned. Lisa seconded the motion, and it was unanimously passed.
Respectfully,
Janice Merrill, Secretary
(draft) Berkshire Free Library
Annual Meeting of the Board of Trustees
Meeting at the Berkshire Free Library
February 13, 2023
Agenda and files to be presented can be found here.
Present: Don Murch, Fran Miller, Barbara Schwartz, Lisa Michaud, Nancy Lohmann, Graeme Brilliant,
John Stoughton, Janice Merrill, Carol Cox, Darlene Wait and guest Heidi Brilliant-Mills. No one attended
via ZOOM.
The meeting was called to order at 3:45 PM by President John Stoughton.
Secretary Minutes from the Annual meeting of 2022 were read, with a correction in the 3rd paragraph to read “Minutes of the Annual Meeting of January 2021 were read by Carol Leigh.” There were no further changes or questions.
Director Yearly Totals. Fran reported the number of Patron visits was 1,500 and the number of books circulated was 9,163. The portal to enter our Annual Report to the state did not open until recently, so it is not due until March 1. It is incomplete at this date so Fran will print one copy of the completed 60-page report and have it available at the Library desk for Trustees to stop by and review. If approved, Trustees will sign their names to the motion to approve and be appended to these Minutes.
Treasurer’s Year End Report was unchanged from last meeting which covered January through December 2022. Treasurer Carol Leigh was absent due to a fall last week resulting in a broken arm. (Heal well!)
Barbara Schwartz moved the three above reports be approved as corrected. Carol Cox seconded the motion which was unanimously approved.
New Business
Election of Members for 2023
Barbara Schwartz nominated Carol Cox, Darlene Wait and Lisa Michaud for 3-year terms as Trustee. Nancy Lohmann seconded the motion. There being no further discussion, the motion was passed unanimously.
Adjournment
There being no further business to conduct, Barbara moved for adjournment, seconded by Carol Cox. Motion
passed unanimously.
Respectfully,
Janice Merrill, Secretary
Berkshire Free Library
Board of Trustees Reorganization Meeting
held at the Berkshire Free Library
February 13, 2023
Present: Don Murch, Fran Miller, Barbara Schwartz, Lisa Michaud, Nancy Lohmann, Graeme Brilliant,
John Stoughton, Janice Merrill, Carol Cox, Darlene Wait and guest Heidi Brilliant-Mills. No one attended via ZOOM.
President John Stoughton called the meeting to order at 3:50 PM.
Agenda Additions – Reports were added to the printed agenda. Nancy Lohmann requested we add Memorial Christmas trees for Berkshire to New Business.
Secretary’s report – Minutes of the January meeting were reviewed and on page 2, a change to the 3rd paragraph was requested by John to read “Insurance for the Town of Berkshire Historian’s office contents is not ours to provide – .“ No further changes were requested.
Treasurer’s report was not available.
Director’s report was distributed and reviewed. She noted that a new program “Comic Chaos” is planned for March 25 from Noon to 3 PM with a student from Ithaca College talking to attendees at the Berkshire Community Hall. This is how to create graphic novels for ages 6 to adult. Walking /Cooking Club will commence March 30 when Caitlin Mizerak of SNAP-Ed returns. Fran reported that the date of July 22 is now registered with the Town for use of the Hall and grounds for the Blueberry Festival. Other report items were covered under Old Business.
Motion to approve the above reports available was made by Janice, seconded by Carol Cox and unanimously approved.
Old Business
Grants – Fran reported that the grant for our Story Time and Summer reading was submitted for an amount of $6,075. Next grant will be submitted in early June to the Tioga Senior Citizens Foundation.
Ancestry class is going well and being attended by 4 or 5 people. Roger Sharp is coming Friday afternoons to further help individuals with their searches. There will be another class in March.
Online Book Sales – Graeme distributed a list of the books we have for sale online as well as a report of sales. He noted it appears to be not worthwhile to sell books for $5 since it costs about $3.50 to mail them except that the history helps to put our books on the “Recommended Sellers” list in the Abe program. Janice asked how much time is invested in selling online, and Graeme said with the original setup done now, he has to take and post pictures of each book and post them. The taking current condition photos helps to distinguish our books from those of “book jackers” who have no book in hand but sell your posted books at a higher price, using the readily available pic from original
publication and then pay us our lower asking price, pocketing the difference! So it is worthwhile for us to take pictures and be aware.
Boxes of books are brought in to the Library all the time as people clean out their collections and out storage space is limited. Books posted online are those that are 1) in reasonable condition, 2) not the subject matter likely to sell at local festivals, 3) not specifically donated by library patrons, and 4) old (circa 1800s) books. After further discussion, Trustees all thanked Graeme for his effort!
Policies – The policies committee has not yet met to finalize the fine free policy, but will do so soon.
Key List – Darlene reported she has updated the records to indicate current status.
subject matter likely to sell at local festivals, 3) not specifically donated by library patrons, and 4) old
(circa 1800s) books. After further discussion, Trustees all thanked Graeme for his effort!
Policies – The policies committee has not yet met to finalize the fine free policy, but will do so soon.
Key List – Darlene reported she has updated the records to indicate current status.
New Business
Election of Officers – The existing slate of officers was presented for renewal by motion of Lisa
Michaud. Darlene seconded and the motion was passed unanimously. Officers are elected for a period
of two years.
President – John Stoughton
Vice President – Carol Cox
Secretary – Janice Merrill
Treasurer – Carol Leigh
Committee Assignments – The following memberships were appointed by John:
Building – Graeme Brilliant, Darlene Wait and Lisa Michaud
Finance – Carol Leigh, Carol Cox, Fran Miller
Policies and Procedures – Nancy Lohmann, Carol Cox and Janice Merrill
Memorial Trees – Nancy had received several queries why Berkshire doesn’t have Memorial trees decorated and on display at Christmas time like Richford and Newark Valley do. We had talked about this earlier and decided that we don’t have enough an outside electrical outlet, nor sufficient frontage on Route 38 to display many trees. All the same, John will check with Will Simmons about installing an
outlet outside the building for such use.
Round Table
John reported that it had been suggested we look at our annual calendar. Book sales scheduled during the 3 local festivals – Blueberry, Potato and Apple – are planned, with two or three stand alone sales, next being March or perhaps in April, since that includes the National Library week. Blueberry chair should be selected. After conversation, no one was willing to step up to that role at this time. However,
Janice and Carol will be in charge of contacting vendors, Nancy will be in charge of contacting authors.
Raffle baskets will be covered by Carol Leigh and Darlene Wait. The pancake breakfast will be covered by Carol Leigh and Don Murch. George Lohmann will be in charge of the art show, music, and the printed program. John will be in charge of the bakeoff. Advertising, food, and entertainment still need to be covered. We will address having an individual chair to bring it all together and the remaining areas yet to be covered at next month’s meeting. There being no further business to conduct, Carol Cox moved for adjournment, seconded by Janice
Merrill, and unanimously approved.
Respectfully,
Janice Merrill, Secretary
(draft) Berkshire Free Library
Board of Trustees Meeting – March 13, 2023
held at the Berkshire Free Library
Present: Fran Miller, Lisa Michaud, Graeme Brilliant, John Stoughton, Janice Merrill, Carol Cox,
Darlene Wait, Carol Leigh and via ZOOM, Barbara Schwartz.
President John Stoughton called the meeting to order at 3:03 PM.
On his call for Agenda Additions, Carol Leigh requested we add the Berkshire Community Association annual donation to New Business.
Secretary’s report – Minutes of the February Reorganization meeting were read. No changes were
requested. Janice shared the Trustees and Personnel list for 2023, and noted change to the term for Barbara Schwartz, 2023-2025.
Treasurer’s reports were reviewed. On the Profit & Loss Budget vs. Actual statement, the amount
budgeted from the Town of Richford should show $5,000 not $500. On the Income Statement, we saw
the Used Book Sales amount from online sales that Graeme has processed through February, along
with the Fundraising expense associated with mailing expenses. A good start!
Director’s report was distributed and reviewed. Fran reviewed the numbers for February, and noted regulars of the Ancestry class attend the Library often and receive any help requested.
Walking/Exercise has been suspended until April since Caitlin was not available. We do not give
Creamery Hills Apt many books for their “library” because we lost a few older books due to their not
being returned. Now people using their library cards ask Fran to drop off books and pick them up
Old Business – ZOOM was renewed, and Fran is learning CANVA for presentations and social media.
New Business – Fran talked about the summer program. She read to 2nd graders recently and had a chance to talk with the principal.
Starting July 10 the bus picks up kids behind the Berkshire Fire Hall and feeds them breakfast. They are dropped off about 12:30. Therefore, we will do Story Time one day in the morning for younger children and a program in the afternoon one day. Fran is looking for lower cost educational programs available. She will likely need help from Marcie or Irene that day so she can oversee the program. This sounded good to the group.
Grant opportunities – REAP – Fran is attending a presentation April 4 in Owego on grants available.
There is a mini-grant “Senior Rural Grant” for crafts, exercise, cooking type programs she will apply for.
The Hooker Foundation grants are just to benefit children of Tioga County. It is for less than $25,000 and applications open March 15.
Trainings – Graeme is training Fran for the web program. The Board approved getting extra help from
Marcie/Irene so she can concentrate on this.
Motion to approve the above reports as presented was made by Graeme, seconded by Carol Cox and
unanimously approved.
Old Business
Grants – covered in Director’s report.
Ancestry class – Penny finished 3 classes, some people are still coming in for help weekly.
Online Book Sales – discussed in Treasurer’s report.
Policies – Janice distributed the revised Library Service Policies and went over the suggested changes.
Discussion brought about suggested modification of the FAX fee to be $1.00 regardless of the number of pages. With no objection or further changes, the draft policy was adopted and will be filed.
Book & Blueberry Fest –
Carol L and Nancy discussed having a PA system. George and Nancy will be gone on July 22 but Lisa’s
sister may be able to work with George.
Mary Kay Thomas lives in Owego but is interested in being a vendor. Janice will add her to the list.
John called Karen McNally about being coordinator but she declined. Kathy Hartman offered to help out. John will ask if she’ll be coordinator. Darlene was going to ask Lena her sister to help do raffle baskets.
New Business
Website update/training – Fran and Graeme are working together on the training.
BCA Donation – We make an annual donation to the Berkshire Community Assn to help with the use of
the building for our various programs and book sales. Carol Cox made a motion to send a check for
$300 to them. Lisa Michaud seconded the motion and it was unanimously passed.
Round Table
Carol Leigh will get a card to send to Will Simmons on the passing of his wife.
Janice donated a quilt for the Blueberry & Book Festival and the group approved hanging it behind the public computer in the main desk area.
There being no further business to conduct, Janice made a motion to adjourn. Carol Cox seconded the
unanimous approved motion and the meeting was adjourned.
Respectfully,
Janice Merrill, Secretary