Rodger Clark Memorial Library Board of Trustees Minutes for 10/27/2025 Meeting
Trustees in Attendance: Micheline Bissell, Cynthia Bryant, Katrina Hotchkiss and Dorien Morin via Zoom.
Call to Order: Micheline Bissell called the meeting to order at 4:35PM.  Cynthia Bryant seconded the motion.
October’s Agenda:  Micheline Bissell moved to add under new business discussing cabinet for easy reader books, new placement of puzzles and games and what to do with the blackboard.   Cynthia approved that agenda would be changed to include those items.  Micheline Bissell seconded the motion to add those items.
September’s Meeting Minutes:  Micheline Bissell accepted and approved the minutes.  Cynthia Bryant seconded the acceptance and approval.
September’s Librarian’s Report:  Micheline Bissell created the report.  The number of unique visitors was down for the month.  Cynthia Bryant approved and accepted the report.  Katrina Hotchkiss seconded the approval and acceptance.
OLD BUSINESS

1.  The Halloween Event at the library will be run by Cynthia Bryant on 10/31/2025 from 5:00 – 7:00 PM.  Cynthia is all set for the event and will set up on Wednesday 10/29/2025.
   
2. Open library sign for the side window was ordered by Cynthia Bryant and should arrive sometime next week (beginning of November).
   
3. DOJ requirements were tabled.  Board has until 4/26/2027 to be compliant.
   
4. VLCT training was looked at by Micheline Bissell.  Micheline found a few things worth looking into for 2025 (grants and workplace matters).  The schedule was only available until December 2025.  Micheline will encourage the new Librarian, Lisa, to look into the training come December.  Encouraging her, Lisa, to look at Librarian Certification courses along with other offering that would help enhance the Library.
   
5. Bookmarks, magnets and library cards will now be looked back into and see what former Librarian, Fern, had accomplished.  New hours and days will now be able to be added with the hiring of the new Librarian, Lisa.  Creating a calendar of events to be placed on the desk for patrons to take home was discussed and liked by all Trustees.
   

1. Discussing marketing strategies was tabled.  Dorien Morin will take this up with Lisa.
   
2. Brian, our IT guy, will do the Windows upgrades on 11/4/2025.  Not sure of the cost for the upgrades.
   
3. Dorien Morin has been playing phone tag with Brian(IT), about whether the library should have domain emails or stay with gmail.  Domain emails would provide more security.  Dorien Morin will continue to follow-up with Brian.
   
4. Friendsgiving at the Town Hall, tentatively scheduled for November, was voted down by Cynthia, Katrina and Micheline.  The Trustees will consider putting on an event in January 2026, after the 2025 holidays.
   
5. Whether the Library will continue to subscribe to Zoom was put on hold until the Trustees decide whether or not to subscribe to Google Work Space.  Google Meets comes free with Google Work Space therefore a Zoom subscription would no longer be needed.
   
6. Rick Winston’s film about Immigration has been set for Saturday 11/8/2025.  Lisa and Micheline Bissell will facilitate the event.  There will be an invoice given from VT Humanities and the mileage invoice will be received on the day of the event.
   
7. MT Anderson Children’s program is scheduled for Saturday 11/15/2025.  Invoice from Vt Humanities will come after the event and the mileage invoice for $88.20 will be processed by Cynthia and given to the Town Clerk.  Facilitators are still needed for this event to help Lisa.
   
8. October’s movie, Just Getting By, can be scheduled for anytime since we have paid for it and have the link.  The Board felt that 1Q2026 would be a good time with possibly a potluck before the movie.
   
9. The meeting with the Select Board for the Budget and CIP review is set for 11/11/2025 at 5:45PM.  Cynthia Bryant and Dorien Morin will attend the meeting.
   
10. Hoopla’s budget for the year will be about $1200.00.    A $400.00 deposit to our Hoopla account will be added in November.  Two non-residents  paid  for the service this year(2025-2026).  
    

NEW BUSINESS:

1. A discussion took place about the library hours over the upcoming Thanksgiving holiday.  Lisa, our new Librarian, will be away for the holiday.  It was decided that it would be too long of a period for the library to be closed so Micheline and Dorien will work out a schedule for the library to be open on Saturday, 11/29/2025.  Dorien will post the changes on social media.
   
2. Creating a log/process for keeping track of new/current/residents/non-resident patrons that are using Hoopla is currently being worked on by Lisa. This will help with the invoicing  process in June..
   
3. The exterior sign for the library was delivered to Rutland on 10/24/2025 by Micheline.  The day and hours of operation for the library will be changed.  The sign should be ready for pickup the week of Nov. 3rd.  Micheline or Dorien will pick the sign up from Rutland.
   
4. Lisa will be asked to look into the new membership with Small and Rural town Association (https://www.arsl.org).  The membership costs $75.00 dollars a year.  Lisa will be encouraged to use this as a resource and attend one session a month.  
   
5. A discussion took place about overdue books.  There is a need to identify patrons and a need to create a process/policy for retrieving overdue books.  KOHA allows the librarian to place a comment in the patron’s record that flags OVERDUE books. Lisa will work on compiling a list of the patrons with overdue books.
   
6. A discussion took place about what to do with the easy reader books, puzzles and games and the blackboard.   Lots of great ideas where suggested and looked at but nothing was finalized.  As of now, the blackboard will remain as is since it is deemed to have historical value to the town.
   
7. Micheline Bissell submitted a grant application for the Inter Library Loan program on 10/302025.  If the grant is approved, the library will receive $683 to help cover the 10/1/2025 – 9/30/2026 timeframe.
   

The meeting was adjourned at 5:45 PM by Micheline Bissell and Katrina Hotchkiss seconded the motion.
The next board meeting of the Rodger Clark Memorial Library Trustees will be on Monday, November 17, 2025 at 4:30PM.
These minutes of the October 27, 2025 meeting are being respectfully submitted by Katrina Hotchkiss.

​

Agenda
5:00pm Call to Order
5:05pm Moving forward -short term 
5:45pm Moving forward - how to proceed
6:25pm Enter Executive session
6:35pm Leave Executive session
6:40pm Adjournment

Agenda
6:30pm Call to Order
6:35pm Executive session
7:30pm Leave executive Session
7:35pm Any other important old business
​7:40pm Adjournment

RCML BOD Meeting Minutes for May 21, 2024

Betty Warner called the meeting to order at 5:36 pm

Members in attendance: Betty Warner, Cynthia Bryant, Kim Barber, Micheline Bissell and librarian Diane Deutsch.

• No changes  to the agenda
  
• Treasurer’s report
  
  • Update:  The bank updates are now completed.
    
  • Cynthia requested approval(via email 5/22 8:40am) to transfer $1000 from checking to our interest bearing Capital One savings.  Majority vote carried.
    
  • Micheline will request an invoice from the KitKeeper program($40).
    
  • Cynthia motioned to accept the treasurer’s report
    
    • Betty seconded the motion
      
    • Carried
      
• April’s BOD meeting minutes submitted by Micheline
  
  • No changes to the minutes
    
  • Cynthia moved to accept the minutes
    
  • Betty seconded.  Carried
    
• Library report was discussed
  
  • Book Drop Box:  The Select Board approved the library replacing the book drop box.  Motion to purchase said item by Betty, seconded by Kim.  Carried.  Item will be ordered.
    
  • The library  will remain open during the monthly board(3rd Tuesday) meeting and the library will close one hour early on the following Thursday.
    
  • Diane asked if RCML would like to promote the 2024 VT Reads book.  Micheline suggested it be added to the Book Club list at some point during 2024 or 2025. 
    
  • Cynthia moved to accept the library report, Micheline seconded, Carried
    
  • The BOD approved a firm commitment to the signing of the VTLIB Courier Service Agreement.  Cynthia moved to accept, Micheline seconded.  Carried
    

• Policy updates in progress regarding dogs in library.
  
  • Betty reached out to AJ Ruben.  He thinks having a policy stating no pets are allowed except service animals, with the exception for librarian-initiated events, is a good idea.  No need for a sign unless and until there becomes a need.  Motion to adopt the new policy by Betty, seconded by Kim.  Carried.
    
• Roger Clark Memorabilia wall move discussion:  All the items on the wall have a new home on other walls.  Motion to approve moving RC items to the wall above the book shelves by Betty, seconded by Kim.  Carried.  
  

The cabinet move to the hallway and location in the hallway is still being discussed. Planning needs to be done before anything moves.  Volunteers will be needed to move heavy objects.

• Randolph Herald ordered by Diane.
  

• New Business
  
  • Capital Improvement Planning(CIP), 10 year term.  Items are to be large purchases and building projects.  Tangible items that changes the look and feel of our space.  Many ideas were documented (by Cynthia) and will be published in spreadsheet format.  We used our 5 year plan (7/1/24-6/30/29) as our base and expanded upon it.  As soon as it is finalized, it will be reviewed and discussed with TROC who has been hired by the select board to assist.
    

• Meeting was adjourned at 7:03pm
  
• Next meeting date and time:  6/18/2024 5:30pm
  

Respectfully submitted,

Micheline Bissell

​

​The Roger Clark Memorial Library
Trustee Meeting -12/19/23 in person with 1 remote attendee available.
 
Present: Cynthia Bryant, Betty Warner, Kim Barber, Diane Deutsch.
 
Call meeting to order: 5:35 pm
 
No Changes to agenda
 
Approval of November Treasurer Report and Librarian Reports - accepted by consent.
No November minutes available at the meeting.

• Accepted by Consent - motion by Betty, 2nd Cindy

 
Librarian Report/Update/Requests
 
A motion to approve Diane’s request to purchase a train table was made by Betty, seconded by Cindy. The motion passed and Diane will purchase the table she requested. The cost is $160.
There was a discussion of which of the existing children’s tables would be removed with no consensus. Cindy agreed to temporarily store the table that Diane chooses to remove. Diane will evaluate whether it was the right choice. When a decision is made, there will be a further decision about what to do with the table to be removed from the library. 

Old Business
 
Hoopla
Amanda will update us on Hoopla and what she has discovered at our next meeting since she could not be here due to illness.
 
Board project updates
 
A replacement for the shipped broken multi-media cabinet has been received and needs to be assembled.
 
Training for Diane continues.
 
The painting of the bins is still on hold.
 
New Business
 
Cindy reported that the budget discussion with the selectboard resulted in one modification reducing our request by $500 to $13,425. We wait to hear if there are other changes as they finalize the town budget.
 
Betty reported that  our tech support people would like to upgrade our access point which is part of the WI-FI hardware installation to a WiFi 6 AP for better coverage. The device will go from 450 sq ft to 1400 sq ft and handle more clients. The cost is $250. Betty made a motion and Kim seconded to approve this expense. The motion passed.
 
There was some discussion of the idea of emphasizing digital access of the next few months.
 
Summer Reading program was discussed. Diane shared some of her plans including the idea of a pollinator presentation in March on a Saturday. It was requested that she schedule it for a Thursday evening in April when we are back to the usual schedule.
 
The meeting adjourned at 6:45.
 
Respectfully submitted,
Betty Warner
 

The Roger Clark Memorial Library
Trustee Meeting -10/17/23 in person with 2 remote attendees available.
 
Present: Cynthia Bryant, Amanda Barrett, Elizabeth (Betty) Warner, Kim Harris, Michellene, Diane Duetch. Call meeting to order: 5:39 pm
 
Changes to agenda: Motion to move budget discussion to top of agenda and cover other if time allows. Betty, Coral 2nd. 
 
Approval of September Treasurer's report and September Minutes

• Accepted by Consent

 
Librarian Report/Update/Requests
Motion to discuss request, amendment. Record. Motion: Withdraw all motions. Kim motioned to amend library hours Tuesday 10-5:30, Thursday 1-5:30, Saturday 10-2.30. Exception would be 3rd Tuesday 10-6 with adjustment. Start date:Tuesday, November 14th with end date of March 9th 2024. Betty seconded.
  
Old Business:
Policy updates in process - and consideration - tabled
Courier Business, three ILL occured. More information will follow and review process for improvement.
Hoopla implementation process, still pending. Action Items: circulation
 
Motion: Amanda motioned Hoopla usage policy: Betty and Amanda will meet and send email before end of day October 25th.
 
Silent Auction, AB will finalize.  AB to mail a thank you.
Painting of bins, to be continued.
Remodel items,
Halloween, Betty and Kim running event. AManda to reach out to Jordan to determine placement.
Gingerbread - Date TBD
Cindys ask - capital improvement project.
 
Modifying November 2023 Board Meeting - 5:30
Retention policy - minutes are forever, purchase of a tote.
Motioned Cindy, Betty 2nded.
 
Meeting adjourned: 6:53 p.m.
Next Meeting: 11/14/23 at 5:30 pm
Respectfully submit
Amanda Barrett, Board Secretary

​Roger Clark Memorial Library 9/19/2023 Meeting Minutes
In attendance:  Diane, Betty, Micheline, Kim and Cynthia(google meet).
Meeting started at 5:35pm

• Correction to the agenda:  next meeting date is 10/17/23
• The July and August Treasury Report were reviewed and accepted.  Format changed slightly. Date will change from 2022 to 2023-2024. The new fiscal year began July 1, 2023.
• Note that the board requested $12,145 from the town but we received $11,445($700 less than asked). We did not know this until the night of the Town Meeting in March.
• $2400 was appropriated for  Capital Improvements.
• Betty motioned to accept Treasury report.  Kim 2nd.
• A $600 grant was received for ILL which is half the cost.  The balance will come from our budget.  The treasury report indicates we have $500, so the extra $100 will come from library
• Supplies. Courier Service for ILL will start the first week in October and Diane will mention to patrons who come in that ILL has now become easier to use with less wait time.
• A new policy was written to cover expected and unexpected changing hours of the library.  Betty will share that document with us in near futurel
• We will close on 9/30 during the Town Wide Bazaar.  The library will extend their hours to 7:00 on 10/31 to hand out books and pencils to children (Halloween event).
• Betty and hopefully one more person can cover the hours as Diane will be unable to work that evening.
• We reviewed Amanda’s documents re HOOPLA at length.  Amanda indicated that the cost is $2000 and that she thought she could negotiate downward to $1500. It is understood that these monies are an initial payment into an account that is drawn down as we use content and that those dollars roll over from year to year.
• The board agreed to move forward with hoopla. Betty will contact Amanda to ask her the question about impact of patron number on cost. If that has no impact, she will ask Amanda to negotiate the $1500 cost and move forward making a commitment with $750 coming from our municipal budget and $750 from fund raising dollars and $$750 from fundraising dollars. Ongoing Hoopla expenses will fall under library materials and services in our annual budget.
• The board will continue considering patron use and limits policies including those for non-residents.
• It was noted for clarity that the board cannot roll current budget funds( left over at end of fiscal year) to the next fiscal year.  If we don’t use the funds, we lose them.  The fundraising monies can roll from year to year.
• Two more bins (exterior only) were painted. We need to come up with a few more painting events to complete.
• Betty has library rugs at her home that are in SAD shape.  Does she bring back to cover floors in winter or can we just get rid of them? Board voted to get rid of them.

 
Meeting adjorned at 6:49pm