BOARD MEETING DATES FOR 2023-2024: JULY 10TH, SEPT. 11TH, NOV. 13TH, JAN. 8TH, MAR. 11TH, MAY 13TH
BOARD MEETINGS TAKE PLACE @ 5:30 PM.
AGENDA AVAILABLE UPON REQUEST.
Newbern Library Board Meeting Minutes
July 10, 2023
Those present were Betty Jackson, Tim Ware, Serge Shoemaker, Amber Weatherly, Pam Mabry (Foundation Chair) and Kathryn McBride (Regional). The minutes were approved as read.
There were no visitors.
Mitzi presented the treasurer's report that were presented in the board packets. She added an official copy of the budget. There was discussion about how the budget is presented. Pam answered by saying that Jason meets with Mitzi and they look to see what was used and not used in areas of the budget. The board has never had anything to do with the budget. Kathryn encouraged the board to get involved throughout the year in regards to the budget.
Mitzi gave the librarian report that was included the packet. This year there will be an image evaluation. Someone will come in with a checklist. Anything that is needed to spruce up should be done by December when the evaluation will be done. All Atrium book system was installed and the library is now using it. An app called Albrista is the card catalog. There are links to Libby and library cards can be requested from the site.
Tim Ware ask a question about the borrowers and why the number is always the same. Mitzi said that it has not been updated. She will starting purging the list soon after the library physical year.
The regional report was presented by Kathryn.
Old business building and foundation
New business
Secretary - Allison Stewart has agreed but will be voted on next meeting
Newbern Library Board Meeting Minutes
May 15th, 2023
The Newbern Library Board met on May 15th, 2023. Those present were Betty Jackson, Allison Stewart, Pam Mabry, Ken Smith, Mitzi Willis and Jenny Gillihan. There were 4 visitors, Serge Shoemaker, Tim Ware, Rita Jackson, and Kevin Hill.
The minutes from March 2023 were approved as presented.
There was some discussion on future members and getting them voted in and their term limits.
Mitzi presented the Treasurer’s report as well as the Librarian’s report.
Jenny presented the regional report.
She first talked about the new members and their orientation training, the long-range plan and core competencies. She also updated us on the annual documents needed for 23-24 and upcoming dates. She talked at length about the trustee certification and how important it is.
Old Business
There was much discussion about the library foundation board. It was decided that a new foundation board would be created and started from scratch.
There was a lot of discussion about the new library and the future of it.
New members to be submitted to the City Board are; Tim Ware, Rita Jackson, Kevin Hill, Serge Shoemaker, and Amber Weatherly
New Business
It was approved to close the library on May 17th and 18th for Atrium Training.
Summer reading kickoff was discussed.
It was determined that Betty Jackson would be the new chair.
With no further business, the meeting was adjourned.
Newbern Library Board Meeting Minutes
March 27th, 2023
The Newbern Library Board met on March 27th , 2023. Those present were John Gammon, Betty Jackson, Allison Stewart, Pam Mabry and Kathryn McBride. There was one visitor, Serge Shoemaker.
The minutes from January 2023 were approved as presented.
There was some discussion on future members and getting them to the next meeting.
Mitzi emailed the Treasurer’s report as well as the Librarian’s report prior to the meeting.
Kathryn presented the regional report.
She first talked about our Long Range Plan and the board appointments. She reminded everyone that the May meeting will be the last for some members so there is some urgency to get new members voted on to present to the Newbern City Board for approval prior to the July meeting.
Old Business
The bank account has been changed to remove Janice and Kyle and add Allison and Betty.
Pam updated everyone on the status of the building inspection. Adam November did the inspection of the building and his official report said “demolish” more than once. It also said unsafe which caused immediate response to remove visitors from that side and close it off. She told them of a grant opportunity that she will propose to the city to go for to either tearing that building down and building a new building or renovating the building down the street as originally planned.
New Business
The policies were approved as written.
The Long Range Plan was approved as is, with the understanding that it is a living document to be changed as needed.
There was a unanimous vote to move the May meeting to May 15th.
With no further business, the meeting was adjourned.
Newbern Library Board Meeting Minutes
January 9, 2023
The Newbern Library Board met on January 9th 2023. Those present were Mitzi Willis, John Gammon, Betty Jackson, Ken Smith, Allison Stewart, Pam Mabry and Kathryn McBride. There were no visitors.
The minutes from November 2022 were approved as presented.
Mitzi presented the Treasurer’s report as well as the Librarian’s report.
Kathryn presented the regional report.
She first talked about our Long Range Plan and core competencies. Newbern has completed all of theirs. She talked about the Standards Survey results, the Legislative and Mayoral breakfast, and the board appointments. She ended with a list of upcoming events and opportunities.
Old Business
The bylaws were gone over and a couple of changes were made and approved by the board.
The bank account still has not been changed to remove Janice and Kyle and add Ken and Betty. Ken resigned from the board and stated that the May meeting would be his last. Since several members are rolling off June 30th, it was decided that Betty Jackson and Allison Stewart would add their names to the bank account.
Pam updated everyone on the status of the building inspection. Adam November did the inspection of the building and will get us a report soon. Mitzi stated that he verbally told her that the Library building itself was in good shape, but the old bank building is not.
New Business
The survey was discussed earlier in Kathryn’s presentation. Mitzi said that the library had a good response, and she was going to use the data at the strategic planning meeting in February.
It was decided that five of the seven members will roll off the board June 2023. Ken resigned so his term will need to be finished by someone. We need four new members to fill a three-year term, and one to fill a one-year term.
John talked at length about the Friends of the Library and how they might could help in forming a functioning foundation board and getting a 501C3. We asked that he email us the information, that he has, so that we can look it over before going further with any decisions.
Mitzi talked about the TAB (Teen Advisory Board) and asked about a park bench that they might could use for a project. Pam stated she would see if the city had an old one to repurpose.
There was a unanimous vote to close the library Feb 1st for training.
With no further business, the meeting was adjourned.
BOARD MEETINGS TAKE PLACE @ 5:30 PM.
AGENDA AVAILABLE UPON REQUEST.
Newbern Library Board Meeting Minutes
July 10, 2023
Those present were Betty Jackson, Tim Ware, Serge Shoemaker, Amber Weatherly, Pam Mabry (Foundation Chair) and Kathryn McBride (Regional). The minutes were approved as read.
There were no visitors.
Mitzi presented the treasurer's report that were presented in the board packets. She added an official copy of the budget. There was discussion about how the budget is presented. Pam answered by saying that Jason meets with Mitzi and they look to see what was used and not used in areas of the budget. The board has never had anything to do with the budget. Kathryn encouraged the board to get involved throughout the year in regards to the budget.
Mitzi gave the librarian report that was included the packet. This year there will be an image evaluation. Someone will come in with a checklist. Anything that is needed to spruce up should be done by December when the evaluation will be done. All Atrium book system was installed and the library is now using it. An app called Albrista is the card catalog. There are links to Libby and library cards can be requested from the site.
Tim Ware ask a question about the borrowers and why the number is always the same. Mitzi said that it has not been updated. She will starting purging the list soon after the library physical year.
The regional report was presented by Kathryn.
- Current targeted standard one of the question is whether image evaluation has been done. It is easy and the evaluation will be given before it is due. We will ask someone to come in and do that image evaluation.
- Three new trustees (Tim Ware, Amber Weatherly and Serge Shoemaker) completed their orientation.
- Legislation that has been past is the open meeting law. Public can come in and the meeting should be a public announcement. Public comments are allowed but restrictions can be stated in our policy. Public with comments could need to have advance notice to the board. We don't have a policy in place and were advised to develop one. The board does not have to deliberate on any comment brought up.It is strongly recommended that the board have have subcommittees to get legwork done to present and voted on by the board. Kathryn has a template. Serge agreed to chair this subcommittee on visitor policy. He will develop a committee of two or three members.
- Trustee workshop is an opportunity for the librarian and trustee. It does give money to our library. It will be held in Jackson. The documents standard survey turned in. Title 6 – federal funds much offer services equitable to our community population.
Old business building and foundation
- Pam Mabry updated that the city voted to sell the building down the street and to tear the old part of the library(bank building) down with the hopes for a grant to rebuild in that spot. There is a need to do some fixing up now of the library. Mitzi asked if the doorways to the old building could be boarded up. Pam will speak with DJ to see if he can get it that done.
- John Lannom is going to be working on the 501C3. Pam asked if anyone had any ideas of people to be on the foundations. A new foundation to start raising money so when a grant becomes available we will be ready. The foundation does not have a policy as far as we know. The old foundation has some money($9,648) in the fund. We believe Patty Williams is on the account and find out who else is on account.
New business
- Election of officers. We need someone to watch website – Amber Weatherly volunteered to start for the first and report in November. Each few months that will rotate among the trustees.
Secretary - Allison Stewart has agreed but will be voted on next meeting
- Tech grant has been applied for and will not hear about it until November asked for 6 computers to replace out of date computers.
- Needed to get certified and if need help please ask. Maybe have a Saturday for those who need motivated.
- Closed July 20 for training in Martin. Motion by Serge - second by Amber
- July 22 the storybook stroll at DPA inside. This year each can pick their own story.
- Motion to adjourn Amber – second by Tim
Newbern Library Board Meeting Minutes
May 15th, 2023
The Newbern Library Board met on May 15th, 2023. Those present were Betty Jackson, Allison Stewart, Pam Mabry, Ken Smith, Mitzi Willis and Jenny Gillihan. There were 4 visitors, Serge Shoemaker, Tim Ware, Rita Jackson, and Kevin Hill.
The minutes from March 2023 were approved as presented.
There was some discussion on future members and getting them voted in and their term limits.
Mitzi presented the Treasurer’s report as well as the Librarian’s report.
Jenny presented the regional report.
She first talked about the new members and their orientation training, the long-range plan and core competencies. She also updated us on the annual documents needed for 23-24 and upcoming dates. She talked at length about the trustee certification and how important it is.
Old Business
There was much discussion about the library foundation board. It was decided that a new foundation board would be created and started from scratch.
There was a lot of discussion about the new library and the future of it.
New members to be submitted to the City Board are; Tim Ware, Rita Jackson, Kevin Hill, Serge Shoemaker, and Amber Weatherly
New Business
It was approved to close the library on May 17th and 18th for Atrium Training.
Summer reading kickoff was discussed.
It was determined that Betty Jackson would be the new chair.
With no further business, the meeting was adjourned.
Newbern Library Board Meeting Minutes
March 27th, 2023
The Newbern Library Board met on March 27th , 2023. Those present were John Gammon, Betty Jackson, Allison Stewart, Pam Mabry and Kathryn McBride. There was one visitor, Serge Shoemaker.
The minutes from January 2023 were approved as presented.
There was some discussion on future members and getting them to the next meeting.
Mitzi emailed the Treasurer’s report as well as the Librarian’s report prior to the meeting.
Kathryn presented the regional report.
She first talked about our Long Range Plan and the board appointments. She reminded everyone that the May meeting will be the last for some members so there is some urgency to get new members voted on to present to the Newbern City Board for approval prior to the July meeting.
Old Business
The bank account has been changed to remove Janice and Kyle and add Allison and Betty.
Pam updated everyone on the status of the building inspection. Adam November did the inspection of the building and his official report said “demolish” more than once. It also said unsafe which caused immediate response to remove visitors from that side and close it off. She told them of a grant opportunity that she will propose to the city to go for to either tearing that building down and building a new building or renovating the building down the street as originally planned.
New Business
The policies were approved as written.
The Long Range Plan was approved as is, with the understanding that it is a living document to be changed as needed.
There was a unanimous vote to move the May meeting to May 15th.
With no further business, the meeting was adjourned.
Newbern Library Board Meeting Minutes
January 9, 2023
The Newbern Library Board met on January 9th 2023. Those present were Mitzi Willis, John Gammon, Betty Jackson, Ken Smith, Allison Stewart, Pam Mabry and Kathryn McBride. There were no visitors.
The minutes from November 2022 were approved as presented.
Mitzi presented the Treasurer’s report as well as the Librarian’s report.
Kathryn presented the regional report.
She first talked about our Long Range Plan and core competencies. Newbern has completed all of theirs. She talked about the Standards Survey results, the Legislative and Mayoral breakfast, and the board appointments. She ended with a list of upcoming events and opportunities.
Old Business
The bylaws were gone over and a couple of changes were made and approved by the board.
The bank account still has not been changed to remove Janice and Kyle and add Ken and Betty. Ken resigned from the board and stated that the May meeting would be his last. Since several members are rolling off June 30th, it was decided that Betty Jackson and Allison Stewart would add their names to the bank account.
Pam updated everyone on the status of the building inspection. Adam November did the inspection of the building and will get us a report soon. Mitzi stated that he verbally told her that the Library building itself was in good shape, but the old bank building is not.
New Business
The survey was discussed earlier in Kathryn’s presentation. Mitzi said that the library had a good response, and she was going to use the data at the strategic planning meeting in February.
It was decided that five of the seven members will roll off the board June 2023. Ken resigned so his term will need to be finished by someone. We need four new members to fill a three-year term, and one to fill a one-year term.
John talked at length about the Friends of the Library and how they might could help in forming a functioning foundation board and getting a 501C3. We asked that he email us the information, that he has, so that we can look it over before going further with any decisions.
Mitzi talked about the TAB (Teen Advisory Board) and asked about a park bench that they might could use for a project. Pam stated she would see if the city had an old one to repurpose.
There was a unanimous vote to close the library Feb 1st for training.
With no further business, the meeting was adjourned.
