Minutes

2022 Standard Meeting Agenda

3/13/2022

The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday of each month, 5:30-7 pm

Independent Review from 5:30-5:35 of treasurers report, librarian report and previous meeting notes, and any new policy for discussion (emailed by EOD Monday the day before the meeting)
Call to Order
Changes, Additions, Approval of Agenda - 2 minutes
Approval of Minutes - 5 minutes
Policy Review & Discussion - 10 minutes
Treasurer’s Report - 5 minutes
Librarian’s Report- 10 minutes
Old Business - 5 minutes
New Business - 10 minutes
Other Lawful Business- 5 minutes
Next Meeting Date
Adjourn - 6:30 sharp

2-15-22 Minutes - Draft

3/12/2022

The Roger Clark Memorial Library
Trustee Meeting - 2-15-22 in person, remote option available.

Present: Cynthia Bryant, Elizabeth (Betty) Warner, Coral Hawley, Amanda Barrett, Diane

Call meeting to order: 5:45 pm
Changes to agenda, add executive session at end of meeting. Amanda motioned to approve,Cynthia seconded; motion carried

Approval of December 2021 and January 2022 Treasurer Report and December 2021 and January 2022 Meeting Minutes

Accepted by Consent

Librarian Report/Update/Requests

Donated skates will be put in shed
Follow book discard policy
Summer book program re: collaboration with other local libraries. Independently give information to Stockbridge and Killington Elementary Schools.
Summer Pittsfield reading program: Last year weekly for six weeks. Read a book then do a craft. Children and adults and children reading contest. Action Item: Cindy and Diane will meet before the next board meeting to draft a tentative summer plan.
Request to buy cordless phone with speaker phone. Amanda motioned to approve; Betty seconded; motioned carried. Action Item: Cindy will purchase.
Whiteboard disposal. Action Item: Diane will send an email to Trish to see if the town could dispose.
Potential collectible books to be sold. Action Item: Amanda will bring to Bookmobile, if not interested then goodwill (previous meeting discussion)
Two facebook posts will be posted per week. Action Item: Diane will post twice per week and Cindy will also post as a supplement. Betty motioned to approve; Coral seconded; motioned carried.
School Visits to library: no prior board approval needed. Betty motioned to approve; Cynthia seconded; motioned carried.
March event for adults via zoom: Diane will share an update and market as appropriate.

New News

Programming March and April: Kids program take and make. VT Humanities for one month. March seedswap (Diane organize and initiate) collaborate on the end with Amanda for a potential plant swap fundraiser.
Betty motioned to start Executive session; Coral seconded. Executive Session started at 6:43 p.m. Ended at 7:12 p.m. Betty motioned coral seconded.

Meeting adjourned: 7:18 p.m.
Next Meeting: 3/15/22 at 6 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

01-18-22 Minutes - Approved

1/25/2022

The Roger Clark Memorial Library
Trustee Meeting - 01/18/22 in person, remote option available

Present: Elizabeth (Betty) Warner, Amanda Barrett, Diane

No meeting due to only two board members present.

12-13-21 Minutes - Approved

1/11/2022

The Roger Clark Memorial Library
Trustee Meeting - 12/13/21 in person, remote option available.

Present: Cynthia Bryant, Elizabeth (Betty) Warner, Coral Hawley, Amanda Barrett, Diane

Call meeting to order: 5:33 pm
Changes to agenda, move item 4 between 6 and 7, one addition to old business.

Amanda motioned to approve,Cynthia seconded; motion carried

Approval of November 2021 Minutes and November 2021 Treasurer's report

Accepted by consent

Policy Review:

Book Collection discard policy reviewed. Policy draft in Google Drive. Coral motioned to approve, Cindy seconded; motion carried
Book Donations, Library is not accepting book donations.Coral motioned to approve, Cindy seconded; motion carried. Action Item: Betty draft written policy, and Diane post a notice on the drop box and library door.

Librarian Report/Update/Requests

Possibility of books that are collectible and may have value. Discussed researching and posting on various selling platforms, group concensense to much time. Action item: Amanda will follow up with Bookmobile and other sources to see if of interest, then email the group with a response.
The Old Sandwich Board is heavy and most letters are missing. Decision made to discard. Action Item: Cynthia will dispose of.
Programming: Humanities Council events of interest for 2022 program. Action Item: Board members will review offerings and reply via email by 12/27 on items of interest.
Newsletter will add online Humanities Council upcoming events to the newsletter starting in January. Action Item: Diane will email Betty for inclusion in the newsletter.
Whiteboard on the easel outside of the door is heavy and not utilized. Will not be utilized unless needed. Action Item: Amanda will inquire with other town entities to gauge interest. Action Item: Coral will speak with Trish on placing a small cork tile right upon entry to advertise library events.
Book purchases, end of year purchases were completed.
All above entries were accepted by consent.

New News

Rink Donation- PCC requested a $100 donation from the Library saving funds (fundraising dollars). Amanda motioned to approve; Betty seconded; motioned carried. Action Item: Cynthia will process.
PCC in 2022 will no longer be a special project of the library for transparency and greater focus. Action Item: Betty will report back in early 2022 with an update.
Library redesign. Need to pause until the Capital Fund is approved. Action Item: Betty follow up with Ellen in January after the Town budget meeting
2022 programing - 1,000 books before kindergarten. Diane is coordinating with a volunteer Kim Richert. Brainstormed briefly. Action item: Diane is coordinating with Kim Richert and will provide reports to the board monthly.
Full Moon Hike - Action Item: Board volunteer(s) to organize and promote? Dates would be January 18th, February 16th, and March 18th
February surprise event. Action Item: Betty will order hearts from a printer and Amanda will provide laminating sheets to Betty to experiment with durability.

Budget Review w/selectboard members Joyce and Ann.

Special town meeting will be held January 11th 2022 for 1/1/22-6/30/22 budgets including capital fund requests. In March 2022, the standard town meeting will be held for the 7/1-6/30/22 budget.
2022 Operating Budget for 1/1/22-6/30/22 select board approved, pending town approval.
2022 Personnel Budget for Payroll: 1/1/22-6/30/22 select board advised would be $15,800, pending town approval. 7/1/22-6/30/22 $16,432 which accounts for a 4% COLA. We can request via an article a request to increase the 7/1/22-6/30/22 payroll amount to the amount requested in our original budget request.

Capital Improvement budget:

Painting and flooring needs to come out of the town office building budget, not the library. Recommendation was to get an estimate from Corey and maybe one other person, and send to the select board for approval. Action Item: Coral will take this on.
Foam carpeting and curtains need to come out of the daily operating budget or fundraising dollars if we decide to move forward.
What will be presented as articles in March of 2022? Bookshelves and computers with a grand total of $3,000 being presented for 7/1/22-6/30/22 budget. The computer will be an article to approve in 2022, 2023, 2024 as a prorated item.
Action Item: Cindy will save the final version of the budget to the google drive.
Action Item: Coral will request Eric Lantigne look at the library overhead lights when other PCC inquires are made.

Meeting adjourned: 7 p.m.
Next Meeting: 1/18/22 at 5:30
Respectfully submitted,
Amanda Barrett, Board Secretary

12/13/21 Agenda - Special Agenda

12/13/2021

The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday, 5:30-7
Meeting time changed to Monday, 12/13/2021 at 5:30pm, a one-time change.
Google Meet joining info Video call link: https://meet.google.com/gve-yynu-wug

Call to Order (5:30)
Changes, Additions, Approval of Agenda (5:35)
Consent Agenda Approvals (previously submitted to board)
1. Minutes
2. Treasurer’s Report
3. Librarian Report
Review 2022 budget with Joyce Stevens from the Select Board (5:40)
Policy Review & Discussion (1 item) (6:00)
1. Weed adult fiction by two criteria - decrepit or over 10 years old, not borrowed in the last 2 years, and not part of a series that existing patrons enjoy
Librarian’s Report - items needing decision (6:10)
Old Business (6:20)
1. Affirm donation to Community Ice Rink from PCC and RCML funds
2. Meet with Ellen Kushner again - possible dates
3. Update on EOY book buying
New Business (6:30)
1. 1st quarter 2022 program decisions
2. Any decisions as result of information Joyce provided to us
Other Lawful Business
Next Meeting Date
Adjourn

11/16/2021 Minutes - Approved

12/13/2021

The Roger Clark Memorial Library
Trustee Meeting - 11/16/21 in person

Present: Cynthia Bryant, Elizabeth (Betty) Warner, Coral Hawley, Amanda Barrett, Diane

Call meeting to order: 5:30 pm

Amanda motioned to approve, Betty seconded; motion carried

Approval of October 2021 Minutes

Coral motioned to approve, Cindy seconded; motion carried

Approval of September 2021 Librarian Report

Coral motioned to approve, Betty seconded; motion carried

Librarian Report
Action Item: ILL, Betty will review with Diane
Action Item: Lights, an electrician will come in to stop the timer. Cindy will follow up with select board.
Action Item: Children's story time, Kim Richter will volunteer to run.
Action Item: Project Happy Holidays. Promotion, sandwich board sign. Diane will communicate with Cindy about messaging.
Action Item: Book bins, same status. Check will be mailed per Cindy.
Action Item: Monthly Librarian Report,
Packet development - by Saturday at 12:30 - For review.
Action Item: Mail Chimp for Dec 1 - Diane & Betty
Action Item: Content for newsletters needs to be received by the 25th of the prior month
Action Item: Buy tent from event budget.

Business meeting adjourned at 6:30. It was followed by a presentation and discussion with Ellen Kuschner who is working, pro bono, with us on the Library Space Design project. That meeting ended at approximately 8:15pm. Ellen committed to putting the ideas discussed in a drawing and providing us with that.

Respectfully submitted,
Amanda Barrett, Board Secretary

10/19/2021 Minutes

11/23/2021

The Roger Clark Memorial Library
Trustee Meeting - 10/19/21 in person

Present: Cynthia Bryant, Elizabeth (Betty) Warner, Coral Hawley, Amanda Barrett

Call meeting to order: 5:42 pm

Agenda Changes: Due to time constraints and deadlines the suggested agenda is: Approval of September 2021 minutes, Executive Session, Library Budget discussion and approval. If time allows other standard agenda items.

Amanda motioned to approve, Betty seconded; motion carried

Approval of September 2021 Minutes

Coral motioned to approve, Betty seconded; motion carried

Executive session 5:49 pm- 6:07 pm

New News:

Budget Discussion: Discussed drafted 1/1/22-6/30/22 and 7/1/22-6/30/22 standard budget and capital expense budget.
- Action Item: Cindy will update the requested budget sheet based on decisions made.
- Action Item: Request date to present standard budgets and capital expense budget. When the meeting date is determined: Cindy, Betty and Amanda will be present to answer any questions and provide additional information if needed.

Librarian Report

Presented, will be reviewed during November meeting

Old News

Used Picture Bins - Pickup delayed due to the seller (another library) not receiving replacement items as expected.
- Action Item: Payment will be made to the library as a motion of good faith. The check has been cut and will need to be mailed.

New News

Halloween Book Give away: Books are ordered and will arrive before the event on Sunday, October 31st 5-7 pm.
Gingerbread House: Amanda will take the lead.

Other Lawful Business-none
Next Regular Meeting, November 16th at 5:30
Betty moved to adjourn at 8 pm; Coral seconded; meeting adjourned.

Respectfully submitted,
Amanda Barrett, Board Secretary

2021 Trustee Meeting Standard Agenda

10/14/2021

The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday of each month, 5:30-6:30 pm

Independent Review from 5:30-5:35 of treasurers report, librarian report and previous meeting notes, and any new policy for discussion (emailed by EOD Monday the day before the meeting)
Call to Order
Changes, Additions, Approval of Agenda - 2 minutes
Approval of Minutes - 5 minutes
Policy Review & Discussion - 10 minutes
Treasurer’s Report - 5 minutes
Librarian’s Report- 10 minutes
Old Business - 5 minutes
New Business - 10 minutes
Other Lawful Business- 5 minutes
Next Meeting Date
Adjourn - 6:30 sharp

Minutes 9-21-21

10/13/2021

The Roger Clark Memorial Library
Trustee Meeting - 9/21/21 at 12:30 PM

Present: Cynthia Bryant, Elizabeth (Betty) Warner, and Coral Hawley
Call meeting to order:12:35 pm

Approval of Minutes

Coral motioned to approve, Betty seconded; motion carried

Treasurer’s report

August 2021. Coral motioned to approve, Betty seconded; motion carried

Librarian Report

None

Old News

Used Picture Bins - Pickup delayed due to the seller (another library) not receiving replacement items as expected.

New News

New Hire: Two potential candidates who will be extended interviews on Tuesday 9/28
Wifi Project: Incomplete installation currently, however services does reach beyond the gazebo and is currently open. Need to determine a wifi name.
Board Meeting Time: Is this the day and time still working for the board and community?
COVID Safety: Follow town policy in the library. For PCC event, a sign encouraging individuals not vaccinated to wear a mask. Hand sanitizer available at entry point.
Budget Planning: Email sent to library from Select Board. Action items: 5 year capital improvement budget, split budget due to the shift of fiscal year, report out on fundraising and donations. If we would like to rollover funds we need to warn the item. Betty will work on the capital fund budget and Cynthia the annual budget.
Insurance on library items damaged or not returned. Discussion to be continued
Halloween : Cynthia will take the lead on organizing and running the event. Book giveaway purchases are needed.

Other Lawful Business-none
Next Regular Meeting, October 19th 5:30-6:30.
Betty moved to adjourn at 1:30 pm; Coral seconded; meeting adjourned.
Respectfully submitted,
Cynthia Bryant, Board Treasurer

8/17/2021 Minutes

9/21/2021

The Roger Clark Memorial Library
Trustee Meeting - In-person 8/17/21

Present: Cynthia Bryant, Amanda Barrett, Elizabeth (Betty) Warner,

Call meeting to order: 5:35 pm
Correspondence overviews.
Approval of Minutes

Betty motioned to approve, Cynthia seconded; motion carried

Treasurer’s report

May 2021. Amanda motioned to approve, Erica seconded; motion carried.
Action Item: Printer expense modification: request to move expense category to capital expenses.

Librarian Report

Highlight reel: $100 donation,
Action Item: Add book club book to KOHA to be able to track better. Send thank you for your donation.
Action Item: Questions to email SB library to better understand needs. Confirm Corals availability for Monday 6/28 or Tuesday 6/29- Ar
Action Item: Facebook posts, trying out new ideas - Ariel
Action Item: One sandwich board with oversized wheels - Ariel
Action Item: Wifi printing - Betty will complete when new WIFI is in. Policy on printing will follow for the next board meeting.

Old News

Book Club: Action Item: Michelene will take the lead or a bit. Ariel will collbaroate Michelene.
Framed Donation - Erica shared, will take a picture and post a thank you on Facebook.

New News

Baby/Story Time Action Item: discuss at next item

Other Lawful Business-none
Next Regular Meeting, July 20th 5:30-6:30.
Betty moved to adjourn at 7:25pm; Coral seconded; meeting adjourned.

Respectfully submitted,
Amanda Barrett, Trustee Secretary