Board

The current board members are:

Director’s Report for Board

2/1/2023

·   SAM.Gov is complete! Finished up the middle of January.

o   Lost Summer Reading Grant because we were not compliant

o   Notes saved for next year so that we can stay compliant

·   Working with Renee on State Auditor paperwork

·   Profit & Loss Budget vs. Actual report from our last meeting in December to tonight’s meeting.

·   Google virtual tour presentation with the museum

·   Policy Manuel

o    Differences make us vulnerable

o   Disaster Recovery plan

·   Strategic plan

o   Plan from 2009

o   Needs assessment from 2009 until today

o   Going forward from today

Hamilton Public Library Board of Trustees

Meeting Minutes

December 7, 2022

A public meeting of the Hamilton Public library Board of Trustees was called to order by Trustee

Montero on Wednesday, December 7, 2022 at 6:03 p.m. Those present included: Nicole

Montero, Susie Pipkin, Misty Dean, Sarah Connelly, Renee Anderson, Julie Dawson, Sonja

Farnsworth, Bob Hughes. Absent: Liz Little, and Sydney Ernat.

The minutes of November 2, 2022, meeting were reviewed. A motion was made by Trustee

Doan to approve the minutes with a second by Trustee Dawson. A unanimous vote followed.

Director Farnsworth provided a report to the Board. Items discussed included:

• Profit and Loss Report

• Bob Hughes Financial Review

• A discussion regarding holiday closings due to the holidays falling on a Sunday this year. A

motion was made by Trustee Doan to close on December 24 and 26th to observe Christmas,

and December 31 and January 2 to observe New Year’s with a second by Trustee Dawson. A

unanimous vote followed.

• Report on Missouri Public Library Director (MPLD) Conference held December 1-2, 2022

• Attorney Adam Sommer provided helpful information regarding legalities of the library, the

board and board meetings

• Missouri libraries partner with several organization to bring needed resources to the

community that we are able to receive

• Mid-Continent Library gives out boxes of books - we received 11 boxes, we added 4-5 into

the circulation and others are being sold in the lobby.

• Policies still need review and edits from the board

Christmas baskets donated from community members for the director and staff were presented

and will be distributed in the staff meeting on December 8.

A discussion regarding next month’s meeting with holiday schedule was held. A motion was

made by Trustee Doan to meet next on February 1 with a second by Trustee Dawson. A

unanimous vote followed.

A motion was made by Trustee Pipkin at 7:04 p.m. to enter into a closed meeting, with closed

record and closed vote, pursuant to Section 610.021 for the following purposes: Legal actions,

causes of action or litigation involving a public governmental body and hiring, firing, disciplining

or promoting of particular employees by a public governmental body when personal information

about the employee is discussed or recorded with a second by Trustee Dawson. A unanimous

vote followed.

A motion was made by Trustee Doan to adjourn the meeting at 7:14 p.m., with a second by

Trustee Pipkin. A unanimous vote followed.

Respectfully submitted,

Dr. Sarah Connelly

Secretary

Board Meeting Minutes

Hamilton Public Library

Board of Trustee Meeting

Wednesday; December 7, 2022

6:00 PM

Call to Order

 Business:

l. Approval of Minutes

 Public Participation (5 minute limit)

 Director's Report- Sonja Farnsworth

•   Board Training- Trustee Manual

•   Adjournment

Agenda posted at Hamilton Public Library on December 6, 2022 at 4:00 pm. Agenda distributed to the Hamilton Library Board of Trustees on December 6, 2022. The official current copy is available at Hamilton Public Library at 3 12 N Davis St. The Han-lil{on Library Board of Trustees reserves the right to go into Closed Session at any time pursuant to RSMO 610.021 . The

Hamilton Library Board of Trustees reserves the right to adjust the order of items on this agenda.

1 4

Hamilton Public Library Board of Trustees

Meeting Minutes

November 2, 2022

A public meeting of the Hamilton Public Library Board of Trustees was called to  order by Trustee Montero on Wednesday, November 2, 2022 at 6:04 p.m. Those present included: Nicol Montero, Susi Pipkin, Misty Doan, Liz Little, Sarah Connelly, Sydney Ernat, Candy Hensley and Renee Anderson. Absent: Julie Dawson.

The minutes of the October 5, 2022, meeting were reviewed. A motion was made by Trustee Doan to approve the minutes with amendments to spelling of names with a second by Trustee Hensley. A unanimous vote followed.

Director Farnsworth provided a report to the Board. Items discussed included:  Financial Report

 Secretary of State Proposed Rule including the official wording of the rule, a media release from the Secretary of State's Office, information about administrative rules, and an example of a press release from the Kansas City Public Library.

                 State Public Library Survey has been completed and submitted.

 Ghouls on Parade was a success. Approximately 50+ children attended.  STEM project kits have been ordered from the State Library. Projects will run from December 9 - May 15. Goal is to add STEM projects to the library collection through grants.

 Seeking games to add to the library collection to encourage a safe place for children of all ages to hang out.

                 Story Walk has been tabled until Spring. Will need community sponsors.

A committee comprised of Susi Pipkin, Liz Little, and Misty Doan will draft an article regarding the Secretary of State proposed ruling to publish in the newspaper and place on Facebook. The Library does have a Collection Policy currently in place that addresses the proposed ruling.

Board training will be provided each month primarily from the trustee manual.

A motion was made by Trustee Anderson to approve Director Farnsworth attending the Winter Library Conference with a second by Trustee Doan. A unanimous vote followed.

Bob Hughes gave an update on the review he performed for the Library and recommendations. He stated that we were in compliance with most of the State standards and just needed to do some minor tweaking on others.

A discussion regarding the personal and sick day section of the employee nnanual  was held. A motion was made by Trustee Pipkin to update the policy with a second by Trustee Connelly.

Due to the health of one trustee a reshuffling of Board positions is necessary. A motion was made by Trustee Doan to nominate Renee Anderson to serve as

Treasurer and Sarah Connelly to serve as Secretary with a second by Trustee Pipkin.

Director's Report

December 7, 2022

1.   Profit & Loss Budget vs. Actual

a.   Bob Hughes final report/review

2.   Report on Missouri Public Library Director (MPLD) Conference held December 1-2, 2022

a.   Attorney Adam Sommer

3 free calls/year with membership ii. Board needs to use correct Closed Session number if they are going to post it on their agenda* iii. Director is in all closed session meetings with the board except if closed session is about the Director iv. Board is covered if they strictly stick to agenda

1.  Public comment kept to time stated

2.  They have the option to adjourn at any time during the meeting

3.  They can retain the right to go into a closed meeting at any time*

a.  This is done by stating on the agenda they reserve the right to go into closed session. No numbers need to be listed.

b.  When they go into closed session those notes need to reflect the correct number for reason being in a closed session.

c.  In the minutes a note is written that board went into closed session for (list number)

v. If there is a member of the public who disrupts meeting and will not cooperate the board has the right to charge the person with trespassing after they have been asked to leave.

b.   Missouri libraries partner with several organizations to bring needed resources to communities.

Missouri Job Center Connect (https://jobs.mo.gov/job-centers)

1.       Help register for jobs

2.       Training

3.       Help with professional clothing and hygiene

National Library of Medicine & Specialized libraries

1. Help people gain health literacy

a.  Literacy —story time, handouts, adult learning classes, software for those with learning disabilities

b.  Health — host outreach nutritional programs, mental health resources, reference materials

c.   Health Literacy — plain language brochures, special days for local health professionals to assist with form comprehension, mis/disinformation programs and programs on local health services, glossaries or cheat sheets iii. County Extension/ MU

1.   Food Literacy — using books to teach about nutrition

2.   Out Reach programs- teach simple cooking classes, canning classes

3.   "Kitchen in a Box" Created by the State Library (available grant)

a.  Common kitchen tools and appliances

b.  Cookbooks

c.  Chop Chop magazine (available to our patrons online)

Hamilton Public Library Board of Trustees

Closed Session Minutes

November 2, 2022

A discussion was held regarding Christrnas bonuses for employees. It was determined that gift baskets would be put together with donations from local businesses.

A motion was made by Trustee Connelly at 7:43 p.m. to exit the closed session with a second by Trustee Little. A unanimous vote followed,

Respectfully submitted,

Renee Anderson

Secretary