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

The Roger Clark Memorial Library
Trustee Meeting -6/20/23 in person, 1 remote attendee
 
Present: Cynthia Bryant (remote), Amanda Barrett, Elizabeth (Betty) Warner, Diane Deutsch, Kim Barber, Micheline Bissell (guest).
 
Call meeting to order: 5:37
 
Approval of May 2023 Treasurer's report and May 2023 Meeting notes

• Accepted by Consent

 
Librarian Report/Update/Requests

• Cork board mounting status. Action Item: Amanda to obtain velcro strips and hang before August 1st.
• Librarian desk chair conversation. Action item: Diane to go to staples and or try downstairs chair and order a chair along with floor mat. Betty motioned to approve $300 total, and Kim seconded; motion carried.
• Redesign completion is nearing. Closet and historical display will be determined after the LDR exhibit.

Business:

• Metal Chairs will be moved downstairs by board.
• Ron Thompson donated time, token of thanks? Cynthia suggested $50 gift card using rewards. Amanda motioned to approve, Betty seconded; motion carried.
• HUD grant status, no action needed until September. Betty will provide update as needed.
• Palace, expanded offering through Libby. Betty is working on obtaining more information.
• Inventory collection clean up continues
• Book collection has been focused on patron requests and listserv top check outs.
• Little tagline, find a word that describes little but room for growth. Discussed rebranding. Action Item: Cindy will follow up with a potential budget.
• End of year tasks. Confirm DVD player status then purchase books to complete the budget cycle.

 
Meeting adjourned: 6:42 p.m.
Next Meeting: 7/18/23 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

The Roger Clark Memorial Library 5/16/23 Minutes 
 
In attendance were Board members Betty Warner, Kim Barber, Coral Hawley, Cindy Bryant and Librarian, Diane Deutsch
 
The meeting was called to order at 5:32
 
Coral moved, Cindy seconded the approval and acceptance of the consent agenda of Minutes, Treasurer’s report, and Librarian’s report.
 
Items considered from librarian report:
 

1. Should we consider the use of area rugs including the ones we already have which need cleaning. Area rugs can be used where they do not interfere with the movement of bookshelves. Existing area rugs will be cleaned before being used again.
2. Removal of large cardboard box for collecting at holidays. Cindy took care of this prior to meeting.
3. Consider removal of items in the downstairs entryway/hallway. In advance of meeting Betty prepared an inventory, all items were considered by the board.

The following items will be removed: Boxes on top shelves as you walk in; large, heavy, old table; book sale sign; wooden stakes with velcro; old halloween type children’s masks. Decision delayed until usefulness determined of computer speakers & keyboards.
 
Old business:
 

1. Redesign updates - shelving
   1. current configuration makes use of all available shelf space
   2. Possible changes when volunteer contractor available
2. Redesign update - desk, in house needs assembly, plans in place
3. Redesign - other open items discussed change of door to closet by children’s area and need to put cleaning supplies on shelf over sink, may need to remove other shelving 
4. No policy updates this month
5. Online offerings - Palace implementation has begun, Amanda may have more information about other possibilities
6. Grants - HUD VTLib is waiting for next action, Clif has been submitted

 
New business:
 

1. Collection development guidelines - we continue to be guided by patron requests. Betty reported that other libraries seem to enhance their collection similarly. While not necessarily waiting for patron request, they make selections anticipating them. Thus one library may put more attention on mysteries and thrillers while another may focus on historical fiction.
2. Verification of collection data - because of the large quantity of changes to the data while preparing for new shelving, it is necessary to confirm that our Koha system is as accurate as can be. Most important is the adult fiction collection. This one time effort will require the help of board members.
3. Policy prioritization. It was agreed that we would use the suggestions from the state library.

Other lawful business:
          There was a discussion about the ease of obtaining information about our Summer Reading Program. It was agreed that Betty would do a one time update to the calendar so that it would be available from the website and that the librarian would continue to routinely update that google account calendar going forward. 
 
Respectfully submitted,
Betty Warner for Amanda Barrett
 
 

​The Roger Clark Memorial Library
Trustee Meeting -4/18/13 in person, 2 remote attendee available.
 
Present: Cynthia Bryant (remote), Amanda Barrett (remote), Elizabeth (Betty) Warner, Coral Hawley.
 
Diane Deutsch, Librarian was present.
 
Call meeting to order: 5:31
 
Approval of March 2023 Treasurer's report and March 2023 Meeting notes

• Accepted by Consent

 
Policy Review - tabled until next meeting

• Book Donation Policy - reviewed and modifications needed. Will be presented at the next board meeting.
• Book Purchasing Policy - reviewed and modifications needed. Will be presented at the next board meeting.

 
Librarian Report/Update/Requests

• Summer reading program coop - no active involvement outside of the calendar of events being included in packet (125 copies)
• DAR event - Diane will follow up with a request and send board information with a recommendation.
• Community Event - Diane will respond with a no and give recommendation of another resource.
• Summer Reading Program - Variety of incentives. Book bins to be painted, Betty will pick the colors.
• Vermont Reads, Diane will apply July 1, 2023
• Library open hours will remain as is. Flex coverage by board if needed to adjust to accommodate librarian presence at board meeting that would otherwise exceed paid hours.

 
Old Business:

• Shelving, Coral will be a completing task. Anticipated date 2nd Week of May.
• Wayfair desk will be ordered.
• Cliff Foundation is due in May (Kim and Betty working on)
• Streaming services, information to follow to vote on during the May meeting and services to start June 2023.
• Welcome letter status, provided to Trish
• Laptop ordered today for presentation to use library materials/services dollars. programming dollars.

 
 
Meeting adjourned: 6:33 p.m.
Next Meeting: 4/18/23 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary