Recent Board of Trustee Meeting Minutes:
Clayville Library Association
Serving the Town of Paris
To serve the Greater Sauquoit Valley residents by providing community resources, equitable access to information and opportunities for life-long learning
Board of Trustees Meeting
Monday, January 18, 2021
Meeting was called to order at 6:34 by President Doreen Brennan-Moore
This meeting was held virtually using Google Hangout due to the COVID-19 pandemic Trustees present: Doreen Brennan-Moore Connie Stayton
Steve Rosenfeld Allison Pirger
Nancy Waldeck Karen Sperrazza
Trustee(s) absent: None
There is a quorum present
Library Director: Becky Hassett
Guests: None Conflict of Interest Disclosure: None Minutes of the meeting of November 16, 2020 were reviewed.
Steve moved to accept the minutes as written, Connie seconded. Motion carried. Financial Report Bookkeeper, Todd Steele, is updating and streamlining the budget lines that are not needed or no longer usedReport will be sent electronically in early FebruaryBoard will review report and have an electronic discussion/voteApproved Financial Report for December will be attached to these minutes Library Director’s Report – attached
Note – Becky contracted COVID in December and has been quarantined at her home. She is no longer contagious, but is not fully recovered.
The library was closed from December 24 through January 8, 2021.
The library reopened for curbside service on Tuesday, January 12 with Linda as assistant and Doreen volunteering. Library patrons have been very understanding. Circulation statistics for December were unavailable These statistics will be reported at our March Board meeting Unfinished ItemsVirtual Advocacy Day 2/26/21Unsure how this is going to be runCheck NYLA.org for informationAdvocacy training provided by NYLA is available Tuesday, January 19, 2021 and Tuesday, February 16, 2021 at 9-10:30 am.Karen will send information to the Board and Director about NYLA’s virtual advocacy day on 2/26 and the preparatory session on 2/22Annual Fund DriveDonations have been coming in since the letters went out in October, 2020Goal was $7000More than $9000 has been donated so far – successful fund drive!Avon Holiday Fund RaiserSales resulted in $411.39 in donationsAlthough less than anticipated, would repeat this in 2021 if the program is offeredAvon representative, Jeanine Surprenant, was very good to work with for this fundraiserPandemic PlanBecky had completed most of the needed items before December 24, 2020Fire extinguisher was added upstairs, kitchen extinguisher was refilled; Becky arranged for annual service call for both with ABC Fire ExtinguisherStill working on the floor planClayville Fire Department will do an inspection in the spring of 2021 New ItemsBookkeeperThe Board had accepted the email message written by Todd Steele, Bookkeeper, in the fall of 2019He is doing what he said he would do according to his emailThis work is being done on his own time with no compensation from the library After more than one year of correspondence, the Paychex company that prints the payroll checks for our employees has finally acknowledged our new Bookkeeper in December 2020Simple Plan participation for employeesDirector is participating in this dollar matching savings program Once an employee makes $5000 for 3 consecutive years, participation in this matching program must be offeredAssistant Director, Linda Monesalchi, will be eligible in 2022The Board will offer Simple Plan participation to Linda and discuss it at the September 2021 Board meetingBoard & Work Session meeting dates for 2021Board meetings are held on the 3rd Monday of odd numbered months, except August for the purpose of approving the budget prior to submission to Oneida County Work sessions are held on the 3rd Monday of even numbered months, except July, on an as needed basis
Alison moved to accept the proposed calendar of meetings and work sessions; Connie seconded. Motion carried Efficient Boards and Board Meetings webinar report – attachedKaren Attended the webinar held on January 12, 2021 from 2-3Handouts on Minutes, Agendas, and Board Books accompanied the webinarOther new itemsBecky thanked the Board for the Hannaford’s gift card Vince suggested the new library logo could be used in the monthly newsletter and on the web pageThe logo was presented in several formats by the artist, but none is compatible with the web page platformBecky will contact Katie at Mid York to get the new logo on Clayville Library’s web pageWaiting for Becky to recuperate from COVID and return to work before introducing the logo to the publicAlison informed the Board that M&T bank is accepting applications for the revised PPPBecky will look into the requirements for the applicationDetails about repayment need to be consideredSteve asked about snow plowing at the libraryVince Connelly is plowing, but has not been needed very frequently so far he only does part of the drivewayhis plowing has caused issues with the building’s stone foundation in the pastLee Edelblute does snow blowing after plowing to clean up as needed
Doreen moved to adjourn at 7:12, Vince seconded. Motion carried.
Respectfully submitted by Karen Sperrazza
Work Session – Monday, February 15, 2021 @ 6:30
Next Meeting – Monday, March 15, 2021 @ 6:30
Clayville Library Association
Serving the Town of Paris
To serve the Greater Sauquoit Valley residents by providing community resources, equitable access to information and opportunities for life-long learning
Clayville Library Association
Pandemic Operations Plan
The purpose of this policy is to establish a procedure to be used in the event of an epidemic/pandemic or other public health emergency. This policy differs from a general emergency preparedness policy or procedure. In the case of an event such as a fire, storm, or utility outage, there is an assumption that staff will return to the building and normal library services will resume shortly after the event or crisis has ended. In the case of a public health emergency, recovery may be slow and limited staff, services, and hours may be necessary for an extended period of time. In the event of a pandemic or other serious health emergency, the library may be required to take measures to help slow the spread of the illness. These measures may include temporary closure of the library to the public and/or service restrictions such as limited hours of operation, reduced staffing, restricted access to areas in the library, increased health and safety measures for staff, cancellation of programs, special events, and meeting room reservations, etc.
Essential workers are as defined by New York Library Association (NYLA). Employees who will be allowed in the building are individuals who are needed to check and maintain the building, perform bookkeeping duties, complete payroll and prepare for virtual programming. Non-essential workers are as defined by NYLA. Non-essential employees will be asked to keep a record of their activities and time spent on those activities (i.e. webinars and collection development).
If non-essential workers cannot work from home, Clayville Library Association (CLA) may furlough non-essential workers. Should a furlough take place, employees may opt to do the following: Use vacation or accrued time where applicableTake an unpaid leave of absence Apply for unemployment benefits
Remote Work Protocols
Please see Clayville Library Association’s Telecommuting Policy.
People who can work from home will be encouraged to do so, thereby limiting the number of employees in the building.
Work shifts may be altered to accommodate fewer people working together at one time. Each employee will work at one station for the duration of their shift and will be responsible for cleaning and disinfecting their work station at the end of their shift.
Personal Protective Equipment (PPE)
To ensure employees comply with protective equipment requirements, Clayville Library Association (CLA) will: Provide employees with acceptable face coverings at no cost to the employee and will have an adequate supply on hand. CLA will maintain sufficient supplies of PPE (gloves, mask, etc.). Inventory will be monitored weekly and replenishments will be ordered as needed. PPE will be stored in a common area accessible to all employees. Face coverings must be cleaned or replaced after use or when damaged or soiled. They may not be shared, and should be properly stored or discarded. Staff can request additional masks if theirs become damaged or soiled. Staff will be allowed to bring in their personally owned masks as long as they meet the CDC recommended guidelines. Staff will be required to launder their own reusable masks. Limit the sharing of objects and discourage touching of shared surfaces. Employees will be issued individual containers that will include their office supplies, masks and personal PPE, that will be utilized by that employee only. When in contact with shared objects or frequently touched areas, employees may wear gloves and should sanitize or wash their hands before and after contact. Items such as computers and other technologies or items that will be shared among staff will be wiped down with approved sanitizer wipes or solutions before and after each use by an individual. Hand sanitizer and soap will be readily available throughout the building. Signs encouraging proper hand washing will be posted throughout the Library.
Documentation of Work Hours and Locations (Staff Exposures, Cleaning, and Disinfection)
CLA is committed to providing a safe and sanitary environment for its patrons and staff. Based on recommendations from the Oneida County Health Department, other appropriate public health organizations, the Center for Disease Control (CDC) and local, state or federal government entities, the Library may increase the frequency or methods of cleaning and sanitizing the building, especially high traffic areas and surfaces.
CLA will place a strong emphasis on prevention and individual responsibility for taking necessary precautions to help prevent the spread of infection. CLA will provide its patrons and staff with convenient access to hand sanitizer, hand washing facilities, and disinfecting wipes. Signs will be posted throughout the building encouraging all to frequently wash and disinfect their hands to help minimize the spread of an infectious illness. The Library itself will endeavor to clean and disinfect surfaces as often as is reasonably practical. Computers designated for public use will have a protective film covering the keyboard, and mouse. At the end of the patron’s allotted time, staff will sanitize the computer station. Communal desks will be disinfected as well at the end of the employees’ allotted time on the desk.
CLA will require patrons, visitors, vendors, and community partners who visit the library to practice the following recommendations provided by Centers for Disease Control and Prevention (CDC) to help prevent the transmission of COVID-19 and other communicable diseases: wear an appropriate mask when coming to the Library (no exceptions). Masks must cover both the mouth and nose. practice social distancing and abide by the markings and signs throughout the Library. stay home when sick. wash hands often with soap and water for at least 20 seconds. avoid touching one’s eyes, nose and mouth. cover one’s cough or sneeze with a tissue, then disposing the tissue in the trash.
● avoid close contact with people who are sick.
To ensure employees comply with hygiene and cleaning requirements, CLA will: Adhere to hygiene and sanitation requirements from the Centers for Disease Control and Prevention (CDC) and Department of Health (DOH) and maintain cleaning logs on site that document date, time, and scope of cleaning. The Director and a designee will be responsible for keeping and maintaining the cleaning log. The log will be scanned monthly and uploaded to the appropriate CLA Google Drive folder. Provide and maintain hand hygiene stations for personnel, including handwashing with soap, water, and paper towels, or an alcohol-based hand sanitizer containing 60% or more alcohol for areas where handwashing is not feasible. Signage will be posted in all restrooms and washing facilities with the CDC recommendations on hand-washing protocols. Hand soap and other sanitizing products will be kept at the Library and will be replenished as needed. Conduct regular cleaning and disinfection at least after every shift, daily, or more frequently as needed, and frequent cleaning and disinfection of shared objects and surfaces, as well as high transit areas, such as restrooms and common areas, must be completed.
If directed by local, state, or federal health mandates to implement social distancing, the CLA will follow such mandates, both within the library building, and, where appropriate, upon the library premises. Further, it shall be within the discretion of the Library, acting through its Director and its Board of Trustees, to impose additional mandates as determined to be necessary to maintain appropriate social distancing and to protect the health, safety, and well-being of both patrons, volunteers, and staff.
If an employee tests positive for COVID-19 or any other illness associated with a pandemic/epidemic, CLA will cooperate with contact tracing efforts, including notification of potential contacts, such as other employees or patrons who had close contact with the individual, while maintaining confidentiality required by state and federal law and regulations. The employee’s workstation will be thoroughly disinfected.
What to do if you were exposed to COVID-19 or suspect an infection: Do not return to work. Contact the Director. Seek a medical diagnosis. Request medical documents for submission to Human Resources.
What to do in order to return to work: Communicate results to the Director before coming back to work. Return will be based upon the latest CDC guidelines. Do not return to work until you have been cleared by the Director and provided any possible changes in scheduling.
| An employee with no symptoms gets tested because they come into contact with someone outside of their NHPL work shifts who is getting tested due to symptoms or possible exposure: The employee may request to work from home or they may request other leave. The employee needs to inform the Director of their test results. If results are positive, Oneida County Department of Health (DOH) will be informed and the staff member cannot return to work until they are cleared. | A staff member comes into contact with a symptomatic individual at NHPL while working their shift: Any staff with limited contact with the symptomatic person will be identified and contacted by the Director or a designee of the Director. Any staff member who had prolonged contact, within 6 feet or in the same space for more than 15 minutes, with that person will be asked to work from home (if applicable) with full pay until they are told by the Director or a designee of the Director to return to work. If the NHPL is notified that a symptomatic individual tests positive, then NHPL staff exposed to that employee will be contacted by the Director or a designee of the Director. Employees may be told to get tested and quarantine by the DOH. If they are not directed to get tested, employees may choose to get tested on their own. | An employee is contacted by the county contact tracers and told to quarantine: Employee must quarantine and follow the other Oneida County DOH directives. Employee must inform the Director. If the employee does not have symptoms, they can return to work at the completion of the quarantine period. If the employee is experiencing symptoms, they must quarantine. If the employee takes a test and they get a positive result, they need to inform the Director. | An employee has traveled from a quarantine state: Do not return to work. Contact the Director. Follow NYS guidelines regarding testing and/or quarantining after traveling out of state. | An employee is opting to be tested without having symptoms and having no contact with anyone who has symptoms or is positive: Employee will be allowed to report to work and function at CLA as normal. If the test results are positive for COVID-19, the employee must inform the Director or their designee and follow the established protocol.
Public Health authorities may recommend quarantining recently returned items. Items will remain in quarantine for the prescribed period for that material, as per the Mid-York Library System protocol. Materials may remain on patrons’ cards during the quarantine period. The CLA staff will utilize a Fine Free Discharge procedure upon end of the quarantine period to return the item to the STACKS or appropriate lending library.
To ensure materials do not aid in the transmission of a communicable disease, CLA will require that: All material be returned through the book drops. Materials will be quarantined for 7days. Quarantine periods may be altered if guidance provided to the Mid York Library Systems should change. Staff wear appropriate PPE while handling materials.
Communicating with the Public Due to Closure of the Library
It is the policy of the Clayville Library Association to notify its patrons, employees, volunteers, and community as soon as possible in the event of a library closure. If a reopening date is known that date should also be communicated.
Methods of communication to be used include, where possible, the following: signage at Library entrances notice on the Library website notice on the Library’s social media platforms and newsletter. announcements on local TV, and news publications notification to Mid-York Library System emails and/or phone calls to staff, volunteers, and trustees any other methods of communications that may come available
If there are delays beyond the expected reopening date, regular communication should occur, using the available methods outlined above.
Criteria for Suspending or Limiting Library Programs
CLA will consider the following criteria to determine limiting or canceling Library-sponsored programs: mandates, orders, or recommendations regarding group sizes recommended by local, county, and state officials amount of staff available to run or assist with programs room usage and availability (for example, community room use may be dedicated to storage or quarantining items)
Public use of the Ludlow Community Room and Gazebo for non-library sponsored programs will be subject to the above criteria.
CLA will maintain continuity of library services to the greatest extent possible while working to provide a safe environment and complying with local, county, and state mandates. CLA will strive to minimize the negative impacts on access to resources and services resulting from procedures adopted in response to a pandemic. The Library will work to preserve access to its online resources with the help and support of the Mid York System.
Policy Approved: March 15, 2021
Attachments: Clayville Library Telecommuting Policy
It is the policy of the Clayville Library Association to allow the privilege of telecommuting, on a discretionary basis, as determined by the Director. Telecommuting is the concept of working from home or another location on a full or part-time basis. Telecommuting is not a universal employee benefit. The CLA has the right to refuse to make telecommuting available to an employee and to terminate a telecommuting arrangement at any time. Eligible positions must be ones that can be performed at a remote site without diminishing the quality of the work or disrupting the productivity of the System.
All forms of telecommuting continue an employer/employee relationship, with the employee generally receiving the same benefits and having the same responsibilities as a non-telecommuting employee unless otherwise specified. A telecommuting employee must abide by all applicable State and Federal laws and regulations as well as with all Clayville Library policies and rules, including strictly adhering to policies regarding computer/internet usage and procedures concerning information security.
Approval for an employee’s request for telecommuting must be in writing from the Director and reviewed at least annually. Each request will include: Justification for the request to telecommuteWork days and hours proposed
The specific time schedule for the telecommuting employee will be worked out between the employee and the Director and confirmed in writing. The telecommuting employee must be available for contact during scheduled work time including but not limited to, for example, telephone, fax, network access, email, text messaging or other communication methods. A telecommuter will be required to maintain accurate time accounting documentation to support and substantiate work hours and job activities. The operational needs of the System as determined by the Director will at all times take precedence over any existing telecommuting agreements.
Employees must provide at least two weeks’ notice of any request to terminate or alter a telecommuting arrangement. Employees with telecommuting arrangements may be required to attend meetings or events as deemed necessary by Clayville Library management.
Employee Agreement My total number of work hours will not change due to my telecommuting, and I will continue to be responsible for completing my timekeeping. There may be times when I will be requested to come to the library or another location during a time that I might have planned to spend at the off-site work location. It will be my responsibility to come to the library or another location as requested during these times. As a telecommuter, the duties, obligations, responsibilities, and conditions of my employment with the Clayville Library remain unchanged. My salary and benefits, as referenced in the Employee Handbook, will remain the same. Work hours, compensation, use of sick leave, and approval for use of vacation will conform to Clayville Library policies and procedures, departmental guidelines, and to the terms otherwise agreed upon by my supervisor and me. I agree to seek advance approval from my supervisor/Board of Trustees for the use of paid time off or any other form of leave. I understand that I will not work overtime unless it has been approved in advance according to the policy in the Employee Handbook. I agree that I will not be the primary care provider for any dependent during my work hours and I will make regular dependent care arrangements during telecommuting periods. I agree to maintain a safe and secure work environment. Upon reasonable notice, I agree to allow the System access to assess safety and security. I agree to report work-related injuries as indicated in the Employee Handbook. I agree to inform the Clayville Library of any reasonable accommodation requests. I agree to hold Clayville Library harmless for injury to others at the off-site work location. I understand any use of my personal vehicle for Clayville Library business will be guided by the Employee Handbook. I agree to use Clayville Library owned equipment, records, and materials for the purpose of library business only, and to protect them against unauthorized or accidental access, use, modification, destruction, or disclosure. I agree to report to my supervisor instances of loss, damage, or unauthorized access at the earliest reasonable opportunity. I agree to keep secure Clayville Library information according to the policies and procedures and will not use Clayville Library data for personal use. I agree to save my work on the Clayville Library’s dedicated storage area whenever I am able. To the extent I am unable to save my work in this fashion; I agree to save my work onto another appropriate device such as an external hard drive and place said device in a secure location. I understand that all equipment, records, and materials provided by the Clayville Library shall remain the property of the Clayville Library. I agree to return library equipment, records and materials upon termination of this agreement. All library equipment will be returned to the Clayville Library by me for inspection, repair, replacement, or repossession within 3 days of a written request. Tax and other legal implications for the business use of the home are based on IRS, state and local government restriction. I am responsible for tax consequences and other legal implications that may occur including local zoning regulations. I acknowledge that the Clayville Library complies with applicable laws concerning telecommuting and I agree to immediately notify the library management of any questions or concerns I may have that applicable laws or regulations are not being complied with. I understand that all obligations, responsibilities, terms, and conditions of employment with the Clayville Library remain unchanged, except those obligations and responsibilities specifically addressed in this agreement. I agree to be available during the assigned business hours as stipulated in this agreement for communication through such methods as designated phone number, voice mail, e-mail, etc. I agree to provide sufficient internet service to facilitate this agreement. I understand that any change in this schedule requires advance approval by the Executive Director.
Last Name:____________________________ First Name: ___________________Middle Initial:______
Street Address: _______________________________________________________________________
Reason for Telecommuting Agreement
Off-Facility Worksite Information
Phone (Landline):___________________Cell Phone:______________________ Fax Number: ________
Work Schedule Information for Employees
Sunday: ___________a.m. /p.m. to _________a.m./p.m. On-site______ Offsite_________________
Monday: __________a.m. /p.m. to _________a.m./p.m. On-site______ Off-site_________________
Tuesday: __________a.m. /p.m. to _________a.m./p.m. On-site______ Off-site_________________
Wednesday: _______a.m. /p.m. to _________a.m./p.m. On-site_______Off-site_________________
Thursday: _________a.m. /p.m. to _________a.m./p.m. On-site_______Off-site_________________
Friday: ____________a.m./p.m. to _________a.m./p.m. On-site_______Off-site_________________
Saturday: __________a.m./p.m. to _________a.m./p.m. On-site_______Off-site_________________
Duties and Responsibilities
Employee Provided Equipment: Employee agrees to provide and maintain the following equipment (examples include cell phones, internet connection, cable modem, etc.);
Library Equipment: Clayville Library agrees it will provide and maintain the following equipment to facilitate this agreement;
Equipment Type/( & ID)
The Clayville Library reserves the right to cancel or modify this agreement at any time.
I hereby affirm by my signature that I have read this Telecommuting Agreement, and understand and agree to all of its provisions.
Adopted: June 2018