Minutes Pittsfield Roger Clark Memorial Library 12/3/09 Trustee Meeting

Attending: Susie Martin, Angelique Lee, Traci Templeton, Sharon Mayer, Marion Abrams (secretary)

Since Marion has no voice, the meeting was run by trustee Sharon Mayer.

Susie Martin gave the treasurers report:
$708.71 spent on books, programs and supplies
$5363.47 account balance
$245.31 Vonage account balance
$1028.38 Raney CD balance
$1000 Jutson CD balance
$10,098.67 Giorgetti capital exp. CD balance

Volunteers and trustees were encouraged to sign up for shifts.  It was decided that the library would be closed on Christmas and New Year's Eve.

New Year Letter – The letter has been written by Traci Templeton with feedback from other volunteers and trustees, photographer Barrie Fisher has donated her time and taken photos of the library, designer Angelique Lee will donate her time to do the layout and Susie Martin has collected the address labels.  Volunteers are encouraged to join in for a stuffing and stamping party on December 13th at 2:00pm.

Library Building Status- In order to keep the library informed about the future of our space in the Town Office and Library Building and to offer help if needed the trustees will attempt to send at least one member to future meetings of the building committee.  Sharon Mayer will coordinate this.  4 of the trustees attended the last selectboard meeting.  Trustees who are available will attend the next selectboard meeting on the 15th where a decision is expected to be made.

Policy-  Sharon Mayer reported on her research regarding common library child policies.  Most were clear that libraries are not responsible for children, some specified a minimum age for an unatended child, others had behavior requirements, most stated police would be called if a child was left unattended and his or her parents could not be reached at closing.  Policies will be discussed further as we develop future programs.

Susie Martin Volunteer Award – It was decided to delay awarding of the Susie Martin award until spring when we expect to have a fund raising event.

Music Offer – Mike McGinn would like to offer children's music programs.  Angelique will follow up regarding ages and interests.

Night Before Christmas- The library will hold it's 2nd annual Night Before the Night Before Christmas PJ party with screening of either Polar Express or Christmas Cartoons.  Marion will organize.

Baskets for Shut Ins- We will once again include free books and an offer of home delivery in the Pittsfield Women's Alliance Christmas baskets for shut ins.  Karen Waterworth will select the books from our paperback books swap and book sale collections.

Special Trustees Meeting Minutes
Tuesday, November 24, 2009
7:00pm- 8:45 pm

Present: Susie Martin, Marion Abrams, Sharon Mayer, Traci Templeton, Karen Waterworth and Angelique Lee

Topic: Proposed Library (and Town Office) Building

Each Trustee was asked to share thoughts regarding the space designated to the RCML in the proposed building plans as presented in the Town Office Building Survey.  Sharon strongly felt that the basement in the current  building would be inappropriate and uninviting.  Karen voiced some ambivalence, citing sensitivity to various factions'  concerns re: Plan B, C or other.  Susie indicated she would be okay with either plan and provided some history regarding the current arrangement of town clerk's office and library.  Angelique encouraged the trustees to be strong advocates for the library's present and futrue needs.  Traci noted  the library's importance in promoting a sense of community in Pittsfield, seconded the need of the trustees to be strong advocates and suggested that we are at something of a crossroads in the library's developement.  She also  noted that a basement location would be less than encouraging.  Marion noted that the vitality and needs of the RCML in 2009 are much different than they were seven years ago when the Building Committe first started exploring the options of relocating the Town Office and Library.  She also  shared a letter from Rob Geizler of the VT DOL in which he opined that a proposed basement location would be  inappropriate for the library. 

After much discussion, most present voiced an intent to make any space alloted "work", but a majority agreed that the basement location in Plan C  wold be less than ideal and that such a location might dampen the community's  enthusiasm for the library which has made marked progress  in updating its collection,  profile  and services over the last several years.  Concern was raised over housing the Historical Society's collection in the library; questions of available space and responsibility.  The Library Trustee role of protecting  and advocating for the RCML in the best interests of Pittfield residents  was a recurrent theme of discussion.

It was decided that all on the current RCML email list would receive a message encouraging them to consider the welfare of the library when completing and returning the Buidling Survey.  It was also decided that the Trustees, in order to better advocate for the library's needs, ought to have representatives present at Select Board and Building Committee Meetings .  To that end, Sharon, Karen and Marion were drafted to attend the next Select Board Meeting on Tuesday December 1st at 6:30.

Regarding other business:  Traci suggested sending a New Year's Greeting from RCMLto Pittsfield residents highlighting this past year's acheivements and future aspirations.  All present encouraged Traci to compose a draft.  $30  donation allocated for Therapy Dogs of Vermont in appreciation of recent programming at RCML.

Next Trustee Meeting Thursday, December 5, 2009

Submitted by Karen Waterworth