Tag Archives: Board of Trustees

October 21, 2022

Minutes

Ridgway Public Library

Board of Trustees Regular Meeting

October 21, 2022 at 1:07 p.m.

300 Charles Street

(A zoom link was provided for those who wished to join)

CALL TO ORDER: The meeting was called to order by secretary Sally Trapp. Trustee Trapp noted that she has been asked to conduct the meeting due to President Richard Tucker’s recent resignation.

PRESENT: Trustees Julie Duff, Sandy Hennessy, Dickson Pratt, Sally Trapp, Jenny Williams, Library Director Amy Baer and Plaindealer reporter Kylea Henseler. Rosemary Esty, trustee Jeff Pryor and Alison Etheridge joined on Zoom.

APPROVAL OF MINUTES: Secretary Trapp noted correction of spelling and Dickson Pratt moved to approve the minutes and Jenny Williams seconded the motion. Motion passed.

Next Meeting: Tuesday, November 15th, 2022 at 1:p.m.

PUBLIC COMMENT: There was no public comment. See volunteer Rosemary Esty’s comments in action item number one below.

FRIENDS UPDATE: Trustee Jenny Williams reported that Friends will reveal their new logo during their upcoming meeting in November. They will mail out an appeal letter early November in the hopes of raising several thousand dollars. Friends is actively looking for a treasurer.

ACTION AND DISCUSSION ITEMS:
1. Long time library volunteer Rosemary Esty read and submitted a letter in recommendation of naming the children’s library for Kristen Moberg’s grandson, Benicio Chavez-Moberg in honor of Kristen’s request upon retirement. Trustee Williams expressed support from Friends and there is no conflict with other potential donors for this honor. Trustee Duff moved to honor Kristen’s request and Sandy Hennessy seconded the motion. Motion passed.
2. Discovery Garden maintenance costs and management will be discussed at next Friends meeting.
3. Pergola update. Director Baer reported email indicating damage to the pergolas in shipping which will delay receipt of the items until after Thanksgiving. The manufacturers have given the library a $500 credit due to the inconvenience.
4. FAMLI-POLICY options were presented by Dickson Pratt. Trustee Hennessy moved that Ridgway Public Library provide the employee share of the payment annually in the amount of .45% of each employee’s wages. Trustee Williams seconded the motion. Motion passed.
5. Hockersmith & Whitmore engagement letter was discussed. Once we engage them, we will not pay until we use their services. Trustee Williams moved to accept the letter of engagement and Trustee Duff seconded. The motion passed.
6. Hockersmith & Whitmore invoice of $200 was approved by a motion from Trustee Pratt and seconded by Trustee Williams. Motion passed.
7. Library Director employment agreement discussion concluded that Director Baer would submit said agreement to the State Library, specifically Anna Szczepanski, for review.
8. Records Retention and Request Policy was discussed regarding the need for policy to be used as a procedural guide. Sally Trapp moved that we adopt the Records and Retention Policy and Jenny Williams seconded the motion. Motion passed. Director Baer stated she would like help purging appropriate items as she has found several documents that have exceeded their required retention dates.
9. Trustee Jenny William’s letter to library supporters and community members was discussed and suggested it also be sent by Friends to their email recipients. Trustee Trapp moved to approve the letter and post it to the library website as well as send it to Friends donor list and post it on library bulletin board. Hennessy seconded the motion. Motion passed.
10. Board Training will be conducted for all board members December 2, 2022 at 1:p.m. by trustee Hennessy.
11. Library Trifold brochure presentation was placed on hold to be re-visited in a couple of months.
12. SB32-88 Sexual Accountability Act discussed and Amy will look into fees for finger printing as well as specific policy to be in place. Further discussion set for a following meeting.

TREASURER’S REPORT:
Treasurer Duff presented the 2023 draft for discussion and clarification. ( As noted on the agenda, Ridgway Public Library By laws section 4.10 requires a “Roll Call” vote during final approval in December.)

DIRECTOR’S REPORT:
Director Baer reported continuing success in all children’s programs. Bar codes are still forthcoming for many books yet to be released. Inventory will ensure that every item in the library is accounted for. There is a handwriting coding process ongoing to allow the library to make magazines available in the interim. COVID test kits are still available and a total of 500 have been given to the public in the past month. A Colorado Department of Education grant was awarded to Ridgway Public Library in the amount of $5,000.00. The grant money will be used next year for the children’s area. Staff member Kelly is providing ongoing community outreach to the elementary school.

Renewal of date for announcing vacancy for new trustee was extended.

Secretary Sally Trapp moved to adjourn the meeting at 2:50. Trustee Williams seconded the motion. Motion passed.

Respectfully submitted, Sandy Hennessy

September 20, 2022

Minutes

RIDGWAY PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES

Regular Meeting

September 20, 2022, 1:00 p.m.

Ridgway Public Library

300 Charles St. 

Zoom option:

https://us06web.zoom.us/j/81339153951?pwd=dVlTNzYyQmFWY1p5ZnVDSVlnRG5EUT09

passcode: 387106

Meeting was called to order at 1:07 p.m.

Trustees Present: Julie Duff, Sandy Hennessy, Dickson Pratt, Sally Trapp, Richard Tucker, Jenny Williams

Library Director: Amy Baer

APPROVAL OF July 5, 2022 MINUTES        – one correction was added to note that Richard Tucker was present for both meetings on 7.5.22.  With that change, Sandy Hennessy moved to approve and Sally Trapp seconded.   All in favor.  

NEXT MEETING: Friday, October 21, 2022 at 1:00 p.m.

PUBLIC COMMENTS:  No comments were received

FRIENDS UPDATE:  The book sale held during August was a success and raised $515.  Efforts are ongoing to accumulate new books for future sales and donations are on the rise. Sandy Hennessy and Barb Seelye are creating a little free library to be placed on the trail side of the Children’s Garden.

ACTION AND DISCUSSION ITEMS:

Anna Szczepanski from CliC (Colorado Library Consortium) Western Slope Consultant will join us – Director Baer introduced Anna who assists with resource sharing, board trainings, CEU classes and as a resource sounding board.  

Discover Garden Update – Richard Tucker and Director Baer met with Janet Smith who has been the caretaker of the children’s garden.  Janet will work to place deer pretention in certain spots within the garden so that the garden is open and accessible.  Discussion was held that the maintenance responsibilities might be offered to the Friends for 2023 or money to be added to the budget for maintenance.

Roof inspection update – Sally Trapp followed up with Matt Aupperle with FCI regarding the roof.  He reported that a crew had made repairs to the new portions of the roof and will return to make further repairs.  He will inspect once they are complete. He also reported he felt that the older portion of the roof appears to have several more years of life left.  Sally Trapp offered to create a draft estimate for the older portion of the roof for comparison.

Pergola order status – Director Baer reported that she anticipates receiving a shipping notice soon.  

Failed window glass is on order with Eagle Glass – Amy will proceed with the repair.

Develop Library Director Employment Agreement – Richard Tucker presented a draft of an agreement adapted from online resources.  Discussion was had to engage a local attorney to review.  This item to be addressed at a future meeting.

FAMLI-POLICY – Dickson Pratt presented information on the FAMLI program; discussion was held regarding the options.  Director Baer and Dickson Pratt will clarify the options to be discussed at the next meeting.

Kristen Moberg email request to dedicate Children’s Room – the board reviewed the library naming policy documents and discussion regarding discussion with the Friends was held.  Jenny Williams to present the request and review the naming policies with the Friends for feedback.

Board member terms – trustees Richard Tucker and Jeff Pryor have terms that will terminate in December 2022.  Richard to discuss with Jeff if he is interested in running again.  President Tucker announced he will be stepping down from his position and the Board.

TREASURERS REPORT        Julie Duff

Treasurer Duff presented the draft budget – revisions ongoing, to be finalized and voted on before December 15th.

Welcome letters to new property owners – Treasurer Duff requested an updated list of new property owners to mail the postcard to.

DIRECTORS REPORT        Amy Baer

Library Stats: Visits are up, both in person and utilization of the various digital resources.

Programming in the library – many programs have resumed such as story hours, bilingual story hour, teen café, craft time and Lego club.

Grant updates – RPL has received three grants this year totaling $15,500.  Director Baer has reviewed the terms of the grants and is updating items such as flip bins in the children’s section, play aways, wonder books, and updates to the local history section.

Current Staff members- Director Baer reviewed the current staff and their roles.

Material Selection Policy – this item postponed until the next meeting.

SB21-088: 2021 Child Sexual Abuse Accountability Act – Anna Szczepanski presented information; discussion and any action postponed until the next meeting.

Peak Alarm Contact List – Director Baer reviewed the contact list and has updated it with current staff and trustee contacts.

ADJOURNMENT – Richard Tucker moved to adjourn the meeting at 3:30 p.m. and Jenny Williams seconded.  Motion passed unanimously.

July 5, 2022

MINUTES

RIDGWAY PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES

July 5th, 2022, 1:00 p.m.

Ridgway Public Library

300 Charles St. 

Trustees Present: Julie Duff, Sandy Hennessy, Dickson Pratt, Sally Trapp, Richard Tucker

Director Kristen Moberg was also present.

EXECUTIVE SESSION: 1:00 p.m.

Ridgway Public Library Board of Trustees will discuss personnel issues – C.R.S. 24-6-402(4)(f) re: personnel matter. The executive session includes interviewing applicant for the Library Director position.

Called into order at 1:03 with 2/3 of board members present.

Present: Julie Duff, Sandy Hennessy, Dickson Pratt, Richard Tucker and Sally Trapp

Julie seconded entering session

Session adjourned at 2:05 p.m.

Electronic recording made

REGULAR MEETING: 2:00 P.M.

Called to order at 2:15 – present: Richard Tucker, Julie Duff, Sally Trapp, Sandy Hennessy, Dickson Pratt and Director Moberg.

APPROVAL OF MINUTES        

Dickson Pratt moved to approve, Sandy Hennessy seconded, all approved

NEXT MEETING        –

Tuesday, September 20, 2022 at 1:00 p.m.         

PUBLIC COMMENTS

Marti O’Leary – Children’s Discovery Garden – Marti will send a note with an update on the maintenance and plantings.

FRIENDS UPDATE

A Friends of the Library update was not provided.

ACTION AND DISCUSSION ITEMS

Roof  – Discussion was had regarding the older portions of the roof and a review of the estimate received from FCI; Richard Tucker will call FCI and touch base regarding an updated estimate.  

South Patio

Discussion regarding the installation of the pergola design found by Mr. Tucker and presented at the last meeting.  Sally Trapp moved to purchase two Hanso pergolas, Julie Duff seconded.  All approved.

Patio Benches:

Richard met with painter Bill Witt to review the East patio benches and he recommended sealer – Richard to get a quote from Mr. Witt

TREASURERS REPORT        Julie Duff

Julie shared monthly numbers/budget – board reviewed, no action taken.

DIRECTORS REPORT        Kristen Moberg

Monthly circulation numbers

Director Moberg mentioned mischief on the east patio – Kristen to report to Marshall for patrol as incidents have occurred three times.

Mr. Hoffman will visit in person on the 20th for a private honor toast for the dedication of the young adult room.  

ADJOURNMENT

Richard Tucker moved to adjourn at 2:55, Julie Duff seconded. All approved.

June 7, 2022


Minutes from the
Ridgway Public Library District
Board Of Trustees
Regular Meeting
June 7th, 2022, 1:00 p.m.
Ridgway Public Library
300 Charles St.

Trustees Present:  Julie Duff, Sandy Hennessy, Dickson Pratt, Jeff Pryor, Sally Trapp, Richard Tucker, Jenny Williams


APPROVAL OF MINUTES        
Julie Duff motioned to approve the minutes from the last meeting, Richard Tucker seconded – all approved

NEXT MEETING                
Tuesday, July 5th at 1:00 p.m.

PUBLIC COMMENTS
Marti O’Leary provided an update on the Children’s Garden:
Marty will work with Janet Smith to establish a maintenance plan as well as additional plant materials that could be used that are deer and drought resistant.  She’ll also work to establish costs for ongoing maintenance and drip irrigation.

FRIENDS UPDATE
Jenny Williams provided Friends update:
Creating list of projects this Summer that will require limited numbers of staff/trustee input.
They will look to the Fall for scheduling additional items.
Jill and Jennifer will meet with Trustee Jeff Pryor as co-liaison to the Friends regarding the programming ideas

ACTION AND DISCUSSION ITEMS

Roof Condition- Discussion about
South Patio
South Patio Pergola:   As a follow up to past discussions regarding a pergola or shade structure as designed in the library expansion plans, Richard Tucker showed the board a website for an aluminum pergola – 13’ x 9’ x 8’2” high from hansohome.com.
Hanso Home  – www.hansohome.com 
Richard asked the group to review the website and report back
Assembly required

Roof:  Discussion was held regarding the condition and age of the original roof slopes that are now twenty-two years old.  Trustee Sally Trapp offered to have her husband who is an insurance adjuster inspect the roof for possible issues.  Director Moberg provided a copy of the replacement roofing quote obtained last year for review.


TREASURERS REPORT        Julie Duff
Julie Duff reported on revenues from Ouray County

DIRECTORS REPORT        Kristen Moberg
The Summer reading program has started with great participation in all age groups.
Janice will be starting children’s program on Thursday 6/10/22
The Summer reading program has awards for each 1000 pages read.  

EXECUTIVE SESSION

Board Trustee President Richard Tucker moved that The Board move into Executive Session on this date June 7, 2022, pursuant to statutory authority 24-6-402 (4) (F) C.R.S. for the discussion of a personnel matters regarding the search for a Library Director.
It was confirmed that 2/3 of the Board members are present and the Board approves of this Executive Session. It is confirmed that a public notice had been placed regarding the time and place of this Executive Session. It is confirmed that an electronic recording is being made of this Executive Session and will be retained for ninety (90) days.

ADJOURNMENT

Julie Duff motioned to adjourn, Richard Tucker seconded, all approved.

April 12, 2022

Minutes
RIDGWAY PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES
Regular Meeting
April 12th, 2022, 1:00 p.m.
Ridgway Public Library
300 Charles St.


Board President Richard Tucker called the meeting to order at 1:03 p.m.

Trustees Present: Trustees: Julie Duff, Dickson Pratt, Sally Trapp, Richard Tucker
Director Kristin Moberg present.  

APPROVAL OF MINUTES – approved as corrected.  Julie Duff motioned/all approved.         

NEXT MEETING        
        May 10th 2022 at 3:00 p.m. Tuesday         


PUBLIC COMMENTS
Val Szwarc – Thanked the board for working with CAM – due to technical difficulties, Mr. Szwarc signed off of zoom.  

FRIENDS UPDATE
        Friends of Ridgway Library Spring Sidewalk Chalk Festival and Book Sale
April 23 10:00 – 2:00.  A ribbon cutting will also be performed.  Richard Tucker and Ms. Moberg are working on a list to recognize donors.  



ACTION AND DISCUSSION ITEMS        
Building and Expansion:
Exterior Lighting – Richard Tucker provided an update that CAM ran a circuit to an exterior GFI then to a circuit that feeds the two pole lights.  This should allow the switch that is installed to turn the building mounted lights on/off and pole lights should be operated by photo cell.  Richard visited and no lights were on the following night.  Richard turned the switch on and all lights functioned.  Richard followed up with CAM and they returned and found that the GFI that they had worked with had tripped as well as another circuit on the back of the building.  This created quite a bit of uncertainty.  They checked the north side lights and found that they are motion sensitive lights as well as emergency lighting.  CAM will investigate to find out what the issue is with those two fixtures.  Sally Trapp to return tonight 4/12/22 to see if the pole lights are isolated.  

Brochure: Richard asked for volunteers to work with Bryce and Jenny to complete the brochure.  Kristen presented a new draft for review.  

Dumpster Enclosure Gate Repair:
The wooden gates were dragging and the hinges broke. Richard consulted with Janet Smith and Sergei and new hinges were purchased at Murdoch’s.  A repair was completed and the gates are now off of the ground by approximately 6”.  Gates appear to be fixed and the new hinges allow for future adjustments.  


TREASURERS REPORT –         Julie Duff
Pergola project discussion is postponed due to technical difficulties with zoom/to be rescheduled for when we have more board members in attendance.
On the budget report, the amount listed as the contingency from Ouray County has been noted and will be received in the re-distribution received from Ouray County in the next check.  It was agreed that the budget carry over from 2021 will be moved to the general fund.  

        
DIRECTORS REPORT        Kristen Moberg
Director Moberg shared the statistics; she also suggested that if patron counts trend upwards that perhaps we return to longer hours 10-6 as well as Sundays and Wednesday evenings until 7 p.m.
Discussion was held regarding the costs associated with staying open for more hours and Director Moberg said that she will research this question and let the board know of anticipated expenses.

Library Staff are gearing up for Summer Reading Program

EXECUTIVE SESSION        
Discuss Personnel Matters

Board Trustee President Richard Tucker moved that The Board move into Executive Session on this date April 12, 2022, pursuant to statutory authority 24-6-402 (4) (F) C.R.S. for the discussion of a personnel matter regarding Library Director Kristen Moberg, who was previously informed of this meeting.
Motion was seconded and approved. It was confirmed that a quorum of Board members are present and the Board approves of this Executive Session. It is confirmed that a public notice had been placed regarding the time and place of this Executive Session. It is confirmed that an electronic recording is being made of this Executive Session and will be retained for ninety (90) days.

Executive session was concluded at 2:04 pm.  

ADJOURNMENT
Richard Tucker moved to adjourn, Julie Duff seconded, motion carried.  

March 8, 2022

Minutes
Ridgway Public Library
Board of Trustees
Regular Meeting
3/8/22 at 1:00 p.m.
Ridgway Public Library
300 Charles St.
(A zoom link was also provided for anyone who wished to join)

Call to Order:  The meeting was called to order by Richard Tucker.

Present: Trustees: Julie Duff, Sandy Hennessy, Dickson Pratt, Jeff Pryor, Sally Trapp, Richard Tucker, Jenny Williams.  Director: Kristen Moberg

Approval of Minutes:  Sandy Hennessy moved to approve the minutes from the February 8, 2022 board meeting.  Dickson Pratt seconded.  Motion passed.

Next Meeting:  Tuesday, April 12th at 1:00 p.m.

Public Comments:  No public comments were made.  

Friends Update:  Trustee Jenny Williams reported that the Friends will be hosting a Spring event with plans for an outdoor event in combination with the Book Sale on Saturday, 4/23/22.

Action and Discussion Items:

Building and Expansion: Exterior Lighting:
CAM electric began work on the lighting change project however they encountered difficulties with achieving the desired results.  The wiring is such that the exterior lighting along the building and post light can’t be individually isolated.  Sally Trapp offered to walk the library grounds at night to observe the light levels with the main lighting turned off with only the new light fixtures turned on.  

CEBT 2022 Renewal:
Director Moberg presented the policy documents from the employer benefit trust/staff health insurance.  After discussion, Sally Trapp moved to accept the policy as presented and Sandy Hennessy seconded.  Motion unanimously carried.  

Exemption from Audit:
The prepared exemption from audit was signed.  

Treasurer’s Report:
Treasurer Julie Duff presented the budget.  One item to note was that the Building Improvement fund pergola project has been scheduled to be addressed as an agenda item at the next meeting.  

Director’s Report:  
Director Kristen Moberg shared the monthly circulation and statistics on patronage.  She also noted that Covid test kits are in plentiful supply for the community.  Next, she presented a draft brochure and requested that the board submit comments on text and design.  Lastly, discussion was held about possibly holding a reception for the May art show installation.  

Board member Sally Trapp motioned to adjourn; Julie Duff seconded.  All approved.  

Respectfully submitted,
Sally Trapp, Secretary

Agenda

Agenda
Ridgway Public Library District
Board of Trustees

Regular Meeting
December 9, 2022, 1:00p.m.
Ridgway Public Library
300 Charles Street

(click here for Zoom access)

Roll Call

Trustees: Julie Duff, Sandy Hennessy, Dickson Pratt, Jeff Pryor, Sally Trapp, Jenny Williams, Library Director: Amy Baer

Approval of Prior Minutes

Next Meeting

Public Comments

Friends of the Ridgway Library Update

Action and Discussion Items

Interview & talk with board applicants for January 2023
Approve signage for Young Adult and Children’s Area
Board Training Update
Email accounts for board members
Library Directory Employment Agreement

Treasurers Report – Julie Duff
2023 draft budget
“Roll Call” vote for annual budget

Directors Report – Amy Baer
Statistics
Puzzle and Game shelf
Inventory is 95% complete
FAMLIA meeting
Staff Workshops
Community Outreach

Adjournment

The Board reserves the right to add or delete items of business and to change the order of business as needed. The Board welcomes public participation in the meetings. If specific accommodations are needed, please contact the Direct, Amy Baer, (970) 626-5252 or email library@ouraynet.com at least 24 hours in advance of the meeting.