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Home My Public Portal AboutLadies Library -- 2021-05-20 Minutes y r � r Brewster Ladies' Library Association Board Meeting IF May 20, 2021 ' IF Call to Order : The meeting was called to order by Joan Pernice at 4 : 02 Pm Board Members Present : Eileen Bergquist, Barbara Wellnitz, Peter Bradley, William Schirmacher, Anne O' Connell , Joan Pernice, Nancy Mann , Susan Stewart, Francis Manion , Tricia Kibbe, Pat Meservey, Edward Shepard Board Members Absent . In Attendance : Director Cindy St . Amour . Guests : It should be noted that since the Library is currently closed , this meeting was held via Zoom . Secretary' s Report : The minutes of the April Meeting were approved by unanimous vote . The Special Meeting of May 13th was approved unanimously with an amendment statement read by Pat Meservey thanking Anne O ' Connell for her work in the recent labor contract negotiation . i Treasurer' s Report : Peter Bradley BLLA Budget : Peter reported that we ended up with a profit for the month of April . We have a $ 16, 000 loss year to date . We received a $ 5, 000 donation in May . We will do some additional spending prior to the end of the fiscal year . Town Expenses : We have spent 77 % of budget . We should be at 83 % . We are trying to spend more on books over the next two months . i Endowment Funds : All accounts are performing well . The Finance Committee has been discussing ways to spend the capital gains of the funds . Peter explained the methodology to determine how much you can safely spend out of Endowment Funds on an annual basis . We think that we can take 5 % of a 12 ,,, quarter average for the next fiscal year. We don ' t need to spend the money, but we should keep this income source in mind as we create next year' s budget . 1 Anne O ' Connell reminded us that we shouldn ' t spend money for capital items that the Town of Brewster should pay . She also asked if the spending ideas developed in the Finance Committee would be approved by the Board of Directors . Peter responded that the Board of Directors would approve the spending . Eileen Bergquist suggested that we keep in mind that we will have to furnish a renovation and we could start buying some items now . Joan Pernice said that we should try to get a coordinated furnishing look . Buying furniture piecemeal now would make that coordinated look more difficult . I i 1 3 i d Nancy Mann suggested that we think about creating on - line programs and the costs that would be associated with those programs . Frances Manion suggested the concept of a members only room in the Library . It would be a good benefit to offer . Susan Stewart thought that it would be a good idea for the future . Peter Bradley said that we are behind the timeline to create a budget for next year . Bill Schirmacher asked for Committee members to report expected income or expenses as soon as possible . Joan Pernice said that we plan to have a balanced budget for the next fiscal year. Library Director' s Report : Cindy St . Amour Cindy addressed expanded opening plans in response to Governor Baker' s announcement for May 29th opening . Cindy asked for Board input . She is recommending that we return to normal hours assuming that we can get sufficient volunteers to return . The reopening discussion centered on moving to normal hours as of May29th , subject to input that we will get from Cindy' s meeting with the Town officials . Nancy Mann suggested that we should consider a mask mandate after we expand to normal hours . Joan Pernice said that she hoped that the Town would continue to have the mask mandate . Bill Schirmacher asked what happens if they don 't have the mask mandate . Joan wants to reopen the auditorium , but to not allow group events in the small meeting rooms . Pat Meservey suggested that small group meetings might be able to be held in the auditorium if it is not being used for a large group . Joan Pernice reviewed the capacity limits and said that we should be proactive, but careful . Cindy St . Amour listed some of groups that, prior to the pandemic, regularly used library meeting rooms : Knitting, Genealogy ( she has asked them to consider a new venue ) , Men ' s Club, and the Brewster Community Network are some examples . Joan Pernice said that Cindy should look at the space and determine a comfortable capacity number . The staff would like to restart the monthly art show . For Cindy' s meeting with Town Officials on Tuesday the Board ' s direction with regards to library operations is : Yes, to moving to normal hours as of June 1St . Yes, to a mask mandate . Yes, to allowing meetings in the Auditorium with capacity limits . Yes, to holding monthly art shows . Mary Fecteau , the Research Librarian , has resigned . She will be taking an Assistant Directorship with one of the Dennis Libraries , Cindy St . Amour is working with the Town of Brewster HR Department to post the job . Board Committee Reports Building & Grounds : Bill Schirmacher a I I I Membership/Communications : Susan Stewart Susan reported that membership donations are still coming in . We received a $ 5000 . 00 donation this month . A $ 500 donation from Rick Draper was also received . We will continue using our brochure . The Chamber of Commerce wants 500 brochures to use in their welcome bags . We need to reprint this brochure . Susan called for the Membership committee members to advise her of any changes that should be made . Book Sale : Susan Stewart reported that the outside June Book Sale has been moved to the 26th because of a conflict with the State Juneteenth holiday . There will be not changes to the July Book Sale . We hopefully will have a tent for that sale . We will have a 2 -week August indoor sale . The Book Sale staff is asking for this sale . The recommendation of the Membership Committee is to allow this under the supervision of our rules and the Town ' s rules . Bill Schirmacher and Pat Meservey said that if we are back to normal hours, we should do the indoors August book sale within guidelines regarding masks ( if required ) and capacity limits . The Board of Directors is directing that the Membership Committee allow an indoor book sale in August . Action Item : The Membership Committee is to advise the Book Store volunteers to implement an indoor Book Store sale in August pending approval by the Town and the Brewster Baptist Church ( for parking) . Personnel Committee : Anne O' Connell Nickerson Lecture : Barbara Wellnitz Nominating Committee : Joan Pernice Miscellaneous Topics : Review & Monitoring of the Strategic Plan Joan Pernice asked if there were there any questions on implementation and monitoring of the Strategic Plan ? A one - page document was reviewed and approved with changes . The review should be twice a year . The reviews should be in June and December . The first review to be done in December 2021 , Sarah Augusta Mayo Award Cindy St . Amour nominated Molly Savage as this year' s award winner because of her work in decorating the Little Free Libraries, Mayflower Madness, and the Christmas decorations . The consensus of the Board is to accept the nomination and approve Molly Savage as this year' s Sarah Augusta Mayo Award . Scholarship Award Program : Bill Schirmacher & Susan Stewart Susan Stewart and Bill Schirmacher reviewed how the program developed and that the program under consideration was for only the Nauset High School 2022 academic year. Bill asked for questions or i i l 1 comments . Annie O' Connell suggested that we should contact the Nauset High School Guidance Department for a review of our program . She also said that we should ask about how to notify the award winner and confirm that our payment plan is standard practice . Action Item : Bill Schirmacher will call the Nauset High Guidance Depart for a review . Ed Shephard pointed out a typographical error in the policy document . Bill said that he would correct it . Assuming that there is little change in the program from what was reviewed in this meeting, the Board of Directors will vote on this in the June Meeting . i Scholarship Award Policy: Bill Schirmacher Bill Schirmacher explained the policy and asked for questions or comments . There were no questions or comments . Assuming the policy doesn ' t significantly change after Bill ' s conversation with the Nauset High School , this policy will be voted on in the June Meeting . Video Surveillance Policy : Bill Schirmacher Bill Schirmacher asked if there were any more questions or need for discussion ? The Board consensus was that no further discussion was required . We will vote on the acceptance of this policy in the June Meeting . Annual Meeting : Joan Pernice The Executive Committee is recommending that our Annual Meeting be held in the Auditorium . Climate Hub : Ed Shepard The link was sent out to the Board membership explaining this concept . Ed has done some research and spoke with Gabrielle Griffis to better understand the concept . His proposal is that the Brewster Ladies' Library apply to Crew to be designated as a Climate Hub . Action Item : The Board of Directors directs Ed Shephard to work with Gabrielle Griffis to apply to CREW to designate The Brewster Ladies' Library as a Climate Hub , Ed Shephard to work with Cindy St. Amour to approach Gabrielle Griffis on being the designated Staff person . Executive Session or Topics the President did not anticipate Adjournment : Meeting was adjourned at 6 : 00 PM Next Board Meeting : June 17, 2021 at 4 : 00 PM Respectively Summitted , Bill Schirmacher i Secretary i i I I i