Village of Red Hook Red Hook Public Library Monthly Report September 2023
The Red Hook Public Library (RHPL) held their regular board meeting on September 21 at the Library in the third-floor conference room.
Deputy Mayor Melkorka Kjarval and I were in attendance.
Library Board members in attendance: President Don O’Shea, Treasurer Amy Husted, Anna Greig, Martha Tepepa, Leigh Bahnatka.
Board Developments
New Board members Martha Tepepa & Leigh Bahnatka were welcomed.
A discussion of committee assignments followed. The following committees exist: Policy (meeting 9/28 at 6pm), Personnel, Financial, Buildings & Grounds, Board Development & Fundraising/125[th] Yr (meeting 9/28 6pm)
New board members were encouraged to familiarize themselves with the by-laws, the Library’s charter, minutes from the past year, financial statements. Board members will receive an internal library email address and access to Outlook/Teams. It was also encouraged that all board members take training classes from the Mid-Hudson Library System. 2hrs is required each year.
Personnel
Personnel actions included accepting the resignation of Yadira Ortiz, Library Clerk, and approving the appointments of Sydney McKay, Library Clerk, Sonia Lisboa-Ochoa, Library Assistant & Zoey Frontino, Page, all starting 9/25/23.
The HR Report was discussed. Don O’Shea recommended tabling any discussion for a meeting where the missing board members were present. Amy Husted recommended that they adopt the report, send to Village Board and consider the matter complete. The description around the need for the report was that the Board’s hiring practice was questioned. The HR consultant looked at procedures, interviewed the board, looked at resumes, created their report. The stated conclusion was that it was a fair process, description of the position was not consistent with civil service, and that the board had posted the more-restrictive position description first, implying that they had made the process more difficult.
This report was not made available to the other board members or to the public before this meeting. There was no opportunity for discussion or asking questions by the public, except during general Public Comments. I have since reviewed the report and have a separate response.
Fundraising
The Library’s 125 birthday celebration includes a tote bag with the graphic of the Library building as a birthday cake created by Jaime Hoelzel. The 125[th] will be included in the annual appeal.
A bequest has been received from Kenneth & Marcella Appell. This bequest is unrestricted.
Finance/Budget
Treasurer Amy Husted reported on the finances of the Library. She reported on the balance sheet of the Library. The largest liability is the Construction Loan of $305,000. This is slowly being paid down.
Staffing is the biggest expense. Amy noted that the Library has “always underspent our budget”.
Amy reviewed the cashflow of the Library, noting that the tax payments come to the Library in March and November. Their average monthly operating expenses are just under $40,000/month. Projected year end balance is $536,434.
Annual cash run rate:
$463K /yr
$433k tax income (collected by the Town & the School)
Leaving a gap of $30k deficit. That is made up with fundraising & grants.
Amy reviewed with the accountant what could be done with the operations savings:
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Double payments on mortgage – would cut off 7 years and save $42k in interest. The mortgage currently ends in 2035 – this would end it by 2028. (Board agreed to this as of Nov 1)
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Keep $135k in Operations Checking/Savings
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Stabilization Reserve – currently $24k – could add $125k – per Amy, the accountant recommended “full year of operating expenses” (Board agreed to move $125k from Operations Savings Account to Stabilization Fund Reserve)
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Put $235k into the Capital Account
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Two big projects coming up – replace the stucco on the outside of the building & redoing the porch
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There are partial grants to fund these projects, and these grants are reimbursable, so they need the cash to fund. When projects are complete, the board can decide what next. (Board agreed to move $235k from Operations Savings Account to Capital Account before year’s end)
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Staff item: moving Trish, Library Assistant, from Part Time to Full Time in December.
Warrants were presented on screen and approved.
Director’s Report
Library Hours are being changed back to “pre-covid hours” effective Oct. 1 (approved by the Board): 10am-7pm Monday thru Thursday
10am – 5pm Friday
11am – 3pm Saturday
Alex is looking at attendance per program (vs total attendance) since there are so fewer programs this year.
Alex mentioned the Great Give Back, partnering with Grace Smith House. Alex suggested that this is the first year RHPL is involved. Actually, the RHPL has participated several times in the past.
More detail can be found on the Library website: www.RedHookLibrary.org/about/board of trustees. In the body of the copy, there is a link to board documents.
Upcoming Meetings
Policy & Fundraising Committee to meet Sept. 28 at 6pm
Next Board Meeting is Oct. 19 at 6:30pm
Respectfully submitted, Karen Smythe