8/14/18


Roger Clark Memorial Library
Trustee Meeting in the Library


Meeting was called to order at 3:12 pm. Erica Hurd, Amanda Barrett, Cynthia Bryant, Coral Hawley, and Betty Warner in attendance.

• Treasurer report to occur next meeting due to late arrival
  
• Ideas for more community inclusion: Extending space offering of the library to various town meetings/events. Offering snacks etc.  Offer use of space for the historical society for September 17th. Erica will reach out appropriately and notify if of interest.
  
• Book Club:
  
  • August Book Club: Discussed Cane River
    
  • Brainstorming event that followed after book club with Jane from Killington Library was beneficial.
    
    • Next steps: Betty to reach out to Jane for follow up on potential collaboration for fundraising
      
  • Meet bi-monthly, Oct, Dec, Feb, April, June, August on the 1st Wednesday of the month at 6 pm. Books will pre-determined
    
    • October book: A Piece of the World: A Novel 
      
    • December: Mr. Dickens and his Carol
      
    • Betty will get list of book club books from Killington Library
      
    • Amanda to do: Make poster for picnic about book club
      
• Programming for next year – separate meeting
  
• Vermont Humanities Council. Event 4th Thursday of the month. Tentative for Roger Clark Library 1/24/19 location TBD. There will a promotional effort. To do: Betty to provide more information
  
• Pittsfield Picnic and Passport return: August 26th 2-4 Betty will cover the library.
  
• Roger Clark medals: Erica is networking to obtain information to get wrap up this project
  
• Summer Reading program: Week 1 – 11 participants, Week 2 – 3 participants, Week 3 – 8 participants, Last Week – 1 participant. Average of 5-6 kids per week.    
  
  • To do: 2019 need new people to organize and run
    
• Discussed possible change of library space layout
  
  • Each member to go to another library and look at layout, furnishings as well as adult and children areas. Suggestions: Hancock library
    
  • Coral: Ask Melanie to see if she would look at space
    
• Fall programming:
  
  • Heather working on fall program. Consider a chair yoga adult program.
    
  • The Artist way: Third Wednesday of the month. Monthly discussion to foster creativity. This would start in September 20th 6-8
    
    • To Dos: Betty to forward more information and AB to do poster to promote during town picnic
      
  • Bazaar: September 29th. Two tents. AB can help in am, rest of committee available all day.
    
• Reviewed library emails
  

 
The meeting was adjourned at 4:30pm.


Respectfully submitted,
Amanda Barrett


​

5/8/18

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:00 pm. Erica Hurd, Cynthia Bryant, Amanda Barrett, Coral Hawley, and Betty Warner were in attendance.

• Meeting minutes from 4/10/18 accepted with modifications.
• Treasurer report: Cynthia Bryant will be the new treasurer effective April 2018 replacing Martha Beyersdorf. There will be two signers on the checking account at Bar Harbor Bank & Trust.  They are Erica Hurd and Cynthia Bryant. Only one signer is necessary on check-writing.
• Treasurer provided a check for Heather Harvey for the May 18th kids yoga event.
• Board Member listing: Erica Hurd-Chair, Cynthia Bryant- Treasurer, Amanda Barrett - Secretary, Coral Hawley - Support, Betty Warner- Support
• Reviewed library emails
• CLiF book giveaway occurred 4/23/18 and 4/25/18. Final forms and information regarding the grant need to be finalized over the next couple of weeks.
• Yoga class changed to 5/18/18 3:30-4:30 p.m.
• Reviewed Green up day event: Good content and a special thanks to Ethan for providing some materials.
• Book club meeting 1st meeting discussed. Snacks will be provided.
• Library Hours discussed. Discussed new hours: 6/7/18 though end of summer open Thursdays 3-6 p.m.
• Peter Welch’s office called about the medals. Erica reached out and provided documentation that advised Roger Clark had received the Purple Heart. The goal is that specific medal would be received by Veterans Day. Medals will be added to the frame.
• 12 boxes of books donated April Hayden for potential library books and book sale. Flip through books to make sure that nothing is in the books.
• Book purchase request and approval: Vermont and Outsiders inside view by Edward Rubin. Princess in Black – Youth books. We have the first book and it was agreed to purchase the rest of the series.

Action Items:

• Passport – Erica will print letters and advise when ready. Trustees will go to assigned local businesses to discuss.
• Facebook posts for upcoming events - Betty and Coral
• Send thank you note to April Hayden – Betty

• Volunteer List and Trustee list will be merged and updated.
• 5/15 Webinar regarding MHEC program which would provides discounts for libraries to purchase books, library materials, and related products – Erica

Future Programming:

• May Programming: May 22nd from 3:30-5:00 Spring Crafts “Everyone’s an Artist” Kids program. May 30th 5:30-7ish? Book club meeting.
• June Programming: 6/5 Family craft event 3:30-5:00
• Future programming: Outdoor movie viewing
• Summer programming: Summer Reading 2018 June 19, 26, July 10-17,21,28? Dates to be finalized.
• All About Pittsfield Event: Passport content and layout was approved. Reviewed list of businesses and added a couple. Letter finalized.

The meeting was adjourned at 5:30pm.


Respectfully submitted,
Amanda Barrett





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​4/10/2018 Minutes Finalized
Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:00pm. Erica Hurd, Cindy Bryant, Amanda
Barrett, Coral Hawley, and Martha Beyersdorf were in attendance.

● Meeting minutes and financials from last meeting were approved.
● Treasurer Report: Budget was $940 increased to $2,840. Telephone
was set up for auto payment starting 4/15. April internet came out of
internet fund.Cynthia and Martha are scheduled to meet tomorrow to
review information. Martha will submit resignation statement.
● Amanda Barrett, a new board member was introduced.
● Discussed the need for additional library volunteers.
● Ongoing maintenance of Google Drive documentation was discussed.
● Email clean up: Coral will add different tabs to keep the email more
organized.
● Coral continues to work on the Reading Zone program and reviewed
information briefly.
○ Decision was made to use mailchimp as a mechanism to deliver
news about reading zone program once details are firmed up.
● Book features on Facebook are garnering some likes.
● Library Policies: Policies have not been updated since 1973. Slowly
updating as time allows. EC Fiber Wifi Policy will be printed and
posted.
● All About Pittsfield Event: Passport style program to learn about local
businesses in the area and entrepreneurship. Goal is to have organized
by end of school year with students turning in the passport 2-4 at the
Town Picnic to earn a prize TBD.
● Boxes of books for book sale have been organized in flats along the
wall.
● Possible lead on book shelving for book sale books 5’H, 3’W, 14”D.
● Snowshoe storage behind the door in the storage area. 4 hooks total
with 2 for children size, 1 women’s, 1 male.
● Upcoming events:
o CLiF Book giveaway at Killington Elementary 4/23/18 with Jim
Arnosky.
O CLiF Book giveaway at Stockbridge Elementary 4/25/18 with
Coral Hawley.
O Green up day / Arbor Day event with Coral and Cynthia 5/4/18
○ Mothers Day Movie – Bad Mom’s II. 5/12/18 7 pm
○ Mothers Day Craft with Betty
○ Kids Yoga 5/18
○ All About Pittsfield- Summer 2018
● Action Items:
○ Review to see if $35 credit was provided by setting up EFT –
Cynthia
○ Experiment more with Readers Zone with goal of using for
summer reading program - Coral
○ Clift Events press releases, Mountain Times to Cover – Erica
○ Bookshelf inquiry – Erica
○ All About Pittsfield
■ Passport layout – Erica
■ Tables for businesses at Town Picnic who don't have
standard hours or open to the public? More consideration.
■ Letter to School – part of summer homework– Coral
■ Review of letter to Businesses – Cynthia
■ Once business outreach letter is approved– all board
members will reach out to local businesses in person to
see if they would like to participate.

The meeting was adjourned at 5:00pm.

Respectfully submitted,
Amanda Barrett

​3/20/2018 Minutes (DRAFT)
Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:00pm. Erica Hurd, Cindy Bryant, Betty Warner, Coral Hawley, and
Martha Beyersdorf were in attendance.

● Meeting minutes and financials from last meeting were approved.
● Cindy Bryant, a new board member was introduced.
● Discussed the need for additional library volunteers
● March program was held on Saturday, March 17, at 10AM. The Kids’ Crafts program was well
received.
● Ongoing maintenance of Google Drive documentation was discussed.
● Coral Hawley is creating and scheduling FB page updates about specific books and is also
creating a poll to determine which book folks might like to read in a book group.
● ECFiber installation is complete and parameters specified by select board implemented.
● A brief child safety policy is posted on the library website.
● Coral continues to work on the Reading Zone reading program.
● Dates and times for the summer reading program have been finalized and are on the public
calendar.
● Patrons have borrowed snowshoes over the last couple of weeks.
● Erica Hurd will continue as chair of the board.
● Cindy Bryant will work with Martha Beyersdorf to transition the financial reporting to Cindy as
new treasurer.
● Erica is co-ordinating the spring CLIF project activity. A representative will be at KES for the
spring giveaway.
● KId’s Yoga dates have been set and are on the public calendar.
●
The meeting was adjourned at 5:00pm.
Respectfully submitted,
Betty Warner

​2/13/2018 Minutes (DRAFT)
 
Roger Clark Memorial Library
Trustee Meeting in the Library
 
Meeting was called to order at 2:00pm. Betty Warner, Coral Hawley, and Martha Beyersdorf were in attendance.

• Prior meeting minutes and financial reports were approved.
• EC Fiber Installation is still awaiting the IT Consultant’s report back on site survey specifics.
• We continue to seek board members and library volunteers.
• Coral is exploring the reading zone program.
• Child safety policy will be added to the website.
• Summer reading program planning continues.
• A March program was discussed.
• We will have library cards available at town meeting.
• We will have a signup sheet for volunteers available at town meeting.
• Erica will promote library activities as well as ask for volunteers at the town meeting.

 
The meeting was adjourned at 3:00pm.
 
Respectfully submitted,
Betty Warner

​1/9/2018 Minutes (DRAFT)
 
Roger Clark Memorial Library
Trustee Meeting in the Library
 
Meeting was called to order at 3:00pm. Erica Hurd, Betty Warner, Coral Hawley, and Martha Biersdorf were in attendance.
 

• Prior meeting minutes and financial reports were approved.
• EC Fiber Installation is awaiting the IT Consultant’s report back on site survey specifics. It was noted that a $500 donation restricted to the use of installing and implementing WI-FI access at the library has been received.
• The reports required for the annual town report are due soon and underway.
• More than 30 children and their caregivers attended the Gingerbread House Building Program.
• Peter Welch’s office is helping us work on securing additional medals earned by Roger Clark.
• The 12/22 Kid’s Yoga was cancelled due to inclement weather and school closings. The next Kid’s Yoga sessions will be held in April – July.
• GLMC Annual Agreement has been executed.
• Library Statistics Survey was completed and submitted to the state.
• We are seeking new board members and volunteers.
• The board meeting date and time will be permanently rescheduled to 3pm on the 2nd Tuesday of each month.
• Summer Reading Program will be held  on June 19, June 25, July 11, July 18, July 25. It will be led by Erica Hurd and Heather Harvey.
• There will be a Family Move Night on Friday, 1/26/2018, at 6pm. Pizza will be provided.
• There will be a Kid’s Craft Program on Tuesday, Feb13, 2018, from 3:30pm to 5:00pm.

 
 
The meeting was adjourned at 4:45pm.
 
Respectfully submitted,
Betty Warner
 

Meeting was called to order at 3:30pm. Erica Hurd, Betty Warner, and Coral Hawley were in attendance.

• The Halloween Book Giveaway Event was well attended. 90+ books were given away. It was agreed that the process, including a timeline, will be developed for use in the future.
• Veteran’s Day Program which honored Roger Clark and other veterans, presented the story of Roger Clark, and unveiled a new display honoring Roger Clark. 20+ people attended the event.
• Erica reported that she completed the revised CLIF Mini-Grant application which was for the Veteran’s Day event and that it has been accepted by CLIF.
• One more session of Kid’s Yoga with Heather is scheduled for 12/22/2017.
• EC Fiber Internet installation for Library will cost approx $70 per month. Next action is to schedule site survey.
• Park Pass statistics have been reported online.
• 2018 GMLC Annual Agreement has been executed.
• Library stats are due to the state by January 6th and will be compiled this month.
• Gingerbread program is scheduled for 12/14 to be led by Dana Decker. Response is strong.
• 2018 Meeting and program Calendar was begun.
• 2018 Budget was prepared and approved to be given to Patty Haskins to forward to Select Board.

The meeting was adjourned at 4:45pm.

Respectfully submitted,
Betty Warner

​

9/5/2017  2:30pm
In attendance: Erica Hurd, Martha Beyersdorf, Coral Hawley, and Betty Warner.
The treasurer’s July and August reports were accepted..
9/30/2017 Bazaar participation was discussed. There will be a used book sale and tote bags will be sold to raise funds for the library. Plans were made for setup, Work, and breakdown.
Roger Clark items – A photo of Roger Clark in uniform and a medal have been given to the library.. The library board agreed to secure a protective, archival method of displaying these items.
CLIF Grant update – the launch dates for the CLIF grants are October 17 and October 24th.
Veteran’s Day Program will include a rededication of the library. The board is exploring the availability of veteran information and resources that can made available in the library.
Movie license update – Still waiting for the actual  license to arrive. The license took effect May, 2017.
Voicemail – will be continue to be forwarded to email.
At 3:00pm Laura Keenan, State Library Consultant, Governance and Management, presented a Trustee Board Training program to the board.
Meeting adjourned at 4:30pm.

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