August 2026 Board Meeting Agenda

August 2026 Director’s Report

Grants/ Funding: Submitted 2026 Town Fund Reimbursement Letter on 8/7/26. I will start working on the Village reimbursement letter in the second half of August.

Building: I received a call from Postler & Jaekle the company that installed our HVAC. They have ordered a part and are going to come in to install it on 8/26/26. On 8/3/26 Schindler Elevator came to do maintenance. While they were here I asked about the one light bulb that we had out in the elevator. I have learned that anything with lightbulbs or flooring/carpets is the responsibility of the library. They showed me how to install the light bulb so on 8/10/26 I replaced the lightbulb. We have also noticed some damage to the book box outback. It looks like something has hit the box and warped it so the box is no longer closing correctly. The friends have also noticed some water in the basement in the sorting room. I believe that something is off with the pumping system we have in place to empty the dehumidifiers. Martin’s Plumbing and Heating was identified as the ones who installed that system, once summer reading is over I will contact them to check on it. Additionally, no further update on the electrical outlet/tower by the circulation desk. Once summer reading is over I will also call the electrician to come out and see what we can do.

Programs: Summer Reading continues to go well. We had over 100 people sign up for the reading challenge this year! I will have a full overview/survey for our Summer Reading Program in September that also gets submitted to the state. 

Miscellaneous: Still working on interviews for the Program Coordinator position. As of 8/12/26 we have two left.  

Incident Report Policy

All accidents or incidents involving patrons or staff during working hours or while on Coburn Free Library premises, and all other accidents in which the Library or its property are involved directly or indirectly, are to be reported immediately to the Director or person-in-charge.

Incident Report Procedure

• When an incident occurs at the Coburn Free Library, staff will fill out the Incident Report Form and bring it to the attention of the Library Director.
• The Library Director shall place the Incident Report Form in the Incident Report Binder.
• All incidents shall be brought to the attention of the Coburn Free Library Board President. 
• Sample of incidents:
  • Anything of a sexual nature
  • Theft of anyone’s belongings
  • Assault, if anyone hits someone else
  • Unreasonable, irrational or argumentative behavior
  • Destruction of Library property
  • Anything else that you feel is of a criminal nature
  • Display of any weapon such as a gun or knife
  • Fainting
  • Excessive bleeding
  • Appearance of heart attack or stroke
  • Choking o Falls/slips o Severe injuries
• Unsafe conditions are to be reported immediately to the Director or person-in-charge.
• A First Aid Kit is available at the Circulation Desk. 
•  Using their discretion, the Library Director or person-in-charge may call 911.
• Call 911 even if the patron does not want you to. Request a police report from the reporting officer.

Adopted:

Revised:

Reviewed:

Incident Report Form

Date: ________________________________     Time: ___________________________________

Person(s) Involved in Incident & Contact Info: ___________________________________________

Witness(es) & Contact Info (if Applicable):_______________________________________________

Report Incident Type:

Brief Description of Incident: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

Follow-up Action: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

Library Notes: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________

Officer Name & Number (if Called):________________________ Police Report #:________________

Staff Reporting Incident: ______________________________ Date Director Notified: ____________