Present: Marion Abrams, Sharon Mayer, Eunice MacDonald-Rice, Karen Waterworth, DanaDecker, April Hayden
Eunice presented Treasurer's report which will be posted online.
Decision made to allocate approximately $50 monthly to routinely purchase best sellers. Dana agreed to take on task, accepting suggestions from trustees, readers, bookstore staff.
Various possible expenditures discussed-tablets, new table, drop box, shelving, canopy tent, neon open sign, new sign board. Sharon and Eunice will be on the lookout as they cruise the aisles of BJ's & COSTCO.
Marion and Eunice report results of meeting with Traci to plan Bike Social to be held on Sunday, May 19th. Event to start at 3, with rides leaving at 3:15. 4 different level rides to be led by volunteers. Bike decorating planned. Social begins at 4:30. BBQ from 5-6. Marion to solicit door prizes. Eunice will be shopping for grill food. Participants to be encouraged to bring potluck for sides and desserts. Library will be open for business during event. Suggested rain date, May 26th.
Traci to email Marion with details of pre Mother's Day craft project and Marion will relay details of both upcoming May events to SES & KES newsletters. Same to Mountain Times suggested.
Dana shared plans for summer teen tie dye project program with three two-hour long sessions anticipated.
Town wide mailing to reintroduce residents to library services discussed. Postage versus hand delivery discussed. All felt communication worth the effort/money.
Karen to investigate possibility of key code or locked key box to facilitate volunteer lock up at end of shift.
All encouraged to catalog, catalog, catalog.
Present: Marion Abrams, Sharon Mayer, Traci Templeton, Karen Waterworth, Del"Rae Merrill, Heather Harvey, Eric Hurd
Erica and Heather to head summer reading program for 3-6 year olds (siblings welcome) and plan to start six week program on June 18th. Program likely to break for week of July 4th; during month of August Erica and Heather plan to arrange roster of community readers. Program slated for Tuesdays with some elements of program to be coordinated with Killington Library's summer reading program.
Plans made to host a Bike Social/Library Kickoff on Sunday, May 19th. Marion will contact Eunice re: party planning. Traci will lend a hand with organizing biking events. Adult & kid rides/workshops to be followed by food. Details pending.
Traci volunteers to organize a pre Mother's Day Craft project on Thursday, May 9th. Details pending.
Traci suggests purchasing a neon open sign from BJ's. Suggestion met with enthusiasm.
WORK "DAY" planned for Tuesday, April 9th 3-8 p.m. All welcome to assist with cataloging, layout tweaks, shelving, etc.
Book buying expedition planned to Manchester, VT on Friday, April 26th. Marion and Heather welcome suggestions and company.
Many books remain hoarded. Sharon will remind patrons to return books so kindly kept during library's closure.
Sharon will order more cataloging supplies.
Marion to ask Angelique to publish
All encouraged to sign up for library shifts.
Present: Marion Abrams, Erica Hurd, Sharon Mayer, Eunice MacDonald-Rice, Ann Taylor
Treasurer's Report: Eunice will have a report ready for the next meeting.
Purchasing: Needs are - Phone, Coat Tree or Rack, Wheeled Cart, Step Stool, Open Flag, New Tent? Marion will call Susie
Martin to see what items may still be stored at ther house - maybe phone and vonage box?
Open House for New Library Space: discussed doing a Spring Cookout, Potluck BBQ as an opening event, Kick off the Summer Reading Program and introduce people to the new library space by doing some sort of door prize that requires them to go into the library. This effort will be headed by Erica Hurd along with Heather and Claire and take place prio to the end of the school year,
Bike Rodeo: Disucssed whether or not Traci would want to take this one on again as it was a very well attended event. It may conflict with Fishing Derby.
Donation Received: A check for $50. from Dot and Don Gray with a nice thank you for all the library does for the town,
Training: Becca Rubens approached Marion about a number of high school students in need of community service hours and having them take on some of the cataloging tasks, with a training day, perhaps coordianted by Becca.
Ann Taylor led a training session for all present to check out the new software.
Adult Programming: One program for each month June through September - each person present to ask somebody they think might like to coordinate this.
Teen Programming: Dana Decker has said she would spearhead this.
Donations: Expecting a donation of books from Littlehales.
Banking: Trusteees voted to move the bank to one with a branch in Rutland as the treasurer cannot make it to Bethel to do the banking.
Present: Del'Rae Merrill, Erica Hurd, Ann Taylor, Traci Templeton, Sharon Mayer, Marion Abrams
Treasurer's Report - Not Given
Library Layout - Still a work in progrees. Whoever is shelving books and organizing needs to be able to make the decision regarding making changes to the "plan", if it is seems to work better. At present: more room needed for Junior non-fiction, junior fiction series books are shelved within the junior fiction category with multiple author names shelved together, easy readers not separated by level but shelved all together.
Hand-on Review of Collectorz Demo that Marion downloaded - vote in favor to purchase this software and scanner
Traci will bring in new couch - older loveseat will go to reading nook in front area
Plaque to be created to commemorate Georgetti bequest - put on something we purchase with the money - what?
Cleaning - voted to pay for cleaning of front stairs by the same person doing it for the town
Summer Reading Program - purchase T-Shirts - Traci
Color-Coding Labels and Label Maker for cataloging, Sharon to purchase
Marion will get gift certificates from Swiss Farm for carpenters as Thank You
Misc. Purchases: Coat Tree & Step Stool(s)
Present: Marion Abrams, Sharon Mayer, Traci Templeton, Karen Waterworth
Newly purchased used oak office desk installed prior to meeting.
Marion to write update for Town Report.
Eunice will provide financial report for Town Report.
Traci offered to collect mail.
Karen to contact Susie and pick up remaining stored library items.
Marion to contact Angelique re: posting availability of used metal office desk, metal shelving and cardboard boxes in Pittsfield Newsletter.
Karen to relieve Marion of organizing volunteer librarian coverage so that she may concentrate on other duties.
Marion reported that Rob Geisler visited on January 8th and suggested RCML investigate using Mandarin Softwar eto catelogue collection as has been done in Brandon and Poultney. he suggested that in February he would be available to provided some guidance.
A trip to Brandon Library or at least a conversation with Brandon staff suggested.
Marion reported that Patty advised Trustees that items in hallway violate fire code. Noted.
Ongoing library layout and book shelving discussed and revised. Updated plan on chalkboard.
Purchases discussed: label maker, closet shelving, tool kit.
 Roger Clark Memorial Library Pittsfield Vermont Meeting Minutes 12/6/12 Treasurers report will be submitted and posted on line.
Old Business
Programs - Ginger Bread & Night Before Night Before Christmas planning
Sign ups are good for the Gingerbread decorating program, new volunteer Dana Decker is coordinating the program. 6:30PM was set as the start time for the Night Before the Night Before Christmas program at the library. We will hold it IN the new library space. Marion will work on borrowing a projector. Eunice will provide Christmas specials.
Drop box - needs roof and location.
Was discussed. We will need carpentry help to add a roof and speak to selectboard about placement. Details to be discussed at next meeting.
Layout - final details review.
The layout of furniture was discussed. Drawing on the chalkboard was updated. The board voted to sell one large metal shelf that will not be used and put money toward books.
New Business
-New Computers are in and need set up.
Marion will contact volunteer Peter Hike to help set up first computer. We need to work with Town office regarding internet connection.
-Cataloging Plan.
Was discussed. It was decided we will 1. Pile books by category (Picture books- both fiction & non-fiction, New readers, Junior Fiction, Young Adult Fiction, Jr & YA Non-fiction will be together, adult fiction, adult non-fiction, Biography, Poetry, and Vermont). 2. Books will be shelved by category 3. Books will be cataloged, each cataloged book will get a NEW spine tag that will show that it has been entered on the computer and be color coded by shelving area.
-Set Opening Date
January 8th was chosen as an opening date. We will open even though shelving and cataloging will not be complete. There will be a casual work session on Dec. 13th during the gingerbread program to prep our space for the program on the 23rd.
-Change Meeting Time to Tuesdays?
Meetings will now be held at 6:30pm on the first TUESDAY of the month.
Thank you notes & announcements
Traci will send out thank you notes, Marion will do her best to get names to Traci.
Publicity for programs etc.. word of mouth.
Posters and school newsletters are being used. We would like to find a contact for the Stockbridge elementary school. Eunice is working on that. The importance of word of mouth was discussed.
Debit Card
It was decided that we will not get a debit card, but will set up petty cash for craft and snack type expenses once we open. Eunice will get a lock box.
Park House directory AD.
Was purchased for this year. We will revisit next year to see if the expense makes sense.
LOCATION of Cataloging materials (esp. spine labels & tape) & Printer were discussed. We think they are in the boxes retrieved from Sharon’s.
January goals - to schedule an open house with the Town Office and to organize a first little kids story time in the new space. We want young families involved in the library.
Announcements
Present: Marion Abrams, Eunice MacDonald-Rice, Sharon Mayer, Karen Waterworth
Treasurer's Report: Mascoma savings Bank, Regular Checking Beginning Balance $3,328.14 Giorgetti CD $10,318.14 No receipts or expenditures Ending Balance $13,646.38
Mascoma Savings Bank, Special Checking Beginning Balance $252.31 Expenses $28.17 Ending Balance $224.14
Zilpah Ranney CD #5402137 Beginning Balance $1,046.57 Interest .97 Ending Balance $1,047.54
Ruth P. Jutson CD #575534 Beginning Balance $1,022.46 Interest 2.05 Ending Balance $1,024.51
Marion reports remainder of library raised money for Irene Disaster Relief to be handed over to Pittsfield Hurricane Relief Fund administered by Howard Gunter. Marion plans to contact Erica Hurd for referral to Super Shopper Sheryl who may be of some assistance with purchase of new computers. Marion has also asked Erica to approach Fairpoint re: possible donation of Internet Access. Marion also to send out pleas for assist with minor carpentry projects needed to reopen library. Sharon reports 130 children and 70 adults visited library during Halloween Trick or Treat Book Giveaway. Books and cider were happily received. Marion reports suggestion made by Patty Haskins that Town Office and RCML host a joint open house when library reopens. projected reopening is hoped to occur in the first week of December, but an enormous amount of work remains to be done. Angelique Lee will be asked if she would like to once again organize the Holiday Gingerbread House Project. Marion suggests purchase of projector while Sharon noted that a new signboard and letters may be needed. Election Day, Tuesday, November 6 the library will be open for the return of hoarded books from 3-6pm. Marion, Karen and Eunice to take hourly shifts. Karen to purchase sliders and brackets
Present: Marion Abrams, Sharon Mayer, Karen Waterworth Noted: $613 refunded from Casella for RCML sponsored dumpters for post Irene clean up. $200 donation resulting from Erica Hurd's silent auction at Bazaar. $12 donation from Kris Sperber from personal book sale at Bazaar.
Work Day slated for Saturday October 13th, 9-3. Agenda: complete shelving assembly and placement, transport books from Sharon's house to library, encourage book hoarders to return books to library on that date. Marion to post plans on web site and solicit pizza from General Store.
Halloween Plans: Candy Drop & Book Giveaway. Candy drop to be published in SES (Kris Sperber) and KES (Marion) newsletter. Marion to publish on website. Karen to place notices at PittStop. Eunice expected to deliver notices to households along Green/Route 100 and Traci to deliver wanted candy. Sharon brought Halloween books to library, will investigate obtaining more, and will take charge of book giveaway on Halloween.
Signage: Sharon will approach Killington Sign Shop re: refurbishing old sign and will attend Select Board meeting on October 9th to discuss signage.
Decision made to change RCML hours. Library to be open 3-6 p.m. on both Tuesdays and Thursdays.
Present: Marion Abrams, Erica Hurd, Angelique Lee, Eunice MacDonald-Rice, Susie Martin, Sharon Mayer, Traci Templeton, Karen Waterworth
Reopening chores, preparations, timeline, dates discussed.
Erica Hurd offers to organize volunteer labor to unload items stored on Connie Martin's hay wagon on Sunday 9/16. Susie will check with Connie re: date and Erica will secure key. Traci to purchase Ramboard to protect flooring; consult with Ed Sanborn re: carpentry work needed to support shelving perpendicular to wall. Sharon will consult Tyler Gugliotti re: same chore. October 13th designated as workday and initial book recall from hoarders. Angelique to publish same in Pittsfield Town Newsletter and Marion to make announcement on Library website. Target date for reopening is December 1. Possible changes to library schedule discussed. Suggestion made to change library hours to 3-6 p.m on Tuesday and Thursday to accommodate both children and adults. Sharon reports having had discussions with Patty Haskins re: signs. She will follow up with Patty and the Killington sign shop. Marion to approach Select Board about both signage and carpentry needed to secure shelves to wall. Marion and Angelique plan to test Collectorz software for book cataloging.
No anticipated book sale or formal library participation at Bazaar.
Halloween Book Giveaway and repeat candy drop discussed. Sharon will locate books for giveaway and will distribute on Halloween. Marion to publish news about both book giveaway and candy drop on website; Angelique to publish same in town newsletter and Eunice will have it mentions in Killington Elementary School newsletter. Traci will check with Joyce re: candy drop off at Pitt-Stop. Eunice and kids will distribute letters to "downtown" residents making them aware of planned supplemental candy. Anticipate collection to start on 10/1 and candy to be delivered by 10/21.
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