Minutes

2021 Trustee Meeting Standard Agenda

2/17/2021

The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday, 5:30-7 via google meet https://meet.google.com/gve-yynu-wug

Call to Order
Changes, Additions, Approval of Agenda
Approval of Minutes
Policy Review & Discussion
Treasurer’s Report
Librarian’s Report
Old Business
New Business
Other Lawful Business
Next Meeting Date
Adjourn

01/19/21 Trustee Meeting Minutes (Draft)

2/16/2021

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he Roger Clark Memorial Library
Trustee Meeting - Google Meet 01/19/21 @ 5:30 PM

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

Call meeting to order: 6:10 pm
Changes, Additions, Approval of Agenda

Call to add executive session
Betty motioned to approve request; Cynthia seconded; motion carried

Executive session 6:15-6:30
Approval of Minutes

Cynthia motioned to approve 11/2020 minutes; Erica seconded; motion carried
Erica motioned to approve 12/2020 minutes; Cynthia seconded; motion carried

Treasurer’s report

Due to end of year reconciliation, December report will be provided in February
Amanda motioned to approve request; Erica seconded; motion carried

Old News

Park house, books and girl scout cookies as New Years Gifts

New News

Administrative
- Town Report is completed
- ILL, promote for February. Betty and AB to complete policy and forms. Custom message for book return
- Library coverage, January and February is good for coverage with volunteers and board members.
- Special meeting in February to discuss board responsibilities
- Betty applied for a grant, awarded $1500 printer for patrons, color printing, 2nd computer, stronger wifi router to extend the internet further. Formal plan to be drafted.
Programming
- Bookclub, going well.
- February 2020 programming is scheduled
Fundraiser
- Cookbook fundraiser will report out next meeting
- Board discussion in February to brainstorm fundraising ideas for 2021
Physical space
- Barrister bookshelf fixed and setup, Betty will send thank you and acknowledge FB post
- Amanda and Coral to draft blueprint of space and utilization of capital fund

Other Lawful Business-none
Next Regular Meeting February 16, 2021 at 5:30 pm
Amanda moved to adjourn at 7pm; Betty seconded; meeting adjourned.

Respectfully submitted,
Amanda Barrett, Trustee Secretary

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Agenda for 1/19/2021 Board Meeting

1/17/2021

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting Google Meet.
1/19/2021@ 5:30 PM

Agenda

Call meeting to order:
In attendance:
Approve Nov and Dec Minutes-
Treasurer’s report -

New

Space for new offerings to check out
Town meeting
Interviews

Old

Resignation letter follow-up-
Board responsibilities and tasks-
Programming 2021 - Jan-Mar
Gifts for Park House-
Library Access-
Library coverage & volunteers-
2021 Fundraiser-
Job Posting -
Barrister bookshelves -
Town Report -
ILL -
Book Club -

Adjourn

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12/15/2020 Meeting Minutes - Approved

12/22/2020

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Google Meet.
12/15/2020 @ 6 PM

Agenda

Call meeting to order: 6:10 pm, Executive sessions 6:15-6:30.
In attendance: Cynthia, Amanda, Betty, Erica
Treasurer’s report -See Drive. Erica 1st, Betty 2nd.

Action Item: Reach out to 3 patrons with follow up email advising of the awesomeness of the library. Cindy will do.
Action Item: Gingerbread house event producer, 2 ($25) gift cards to be provided. Betty 1st, Erica 2nd.
Action Item: Town Report, brainstormed. Erica will send a draft for review.
Action Item: Process organization, board responsibilities. Erica will send draft for review.
Action Item: Tuesday and Saturday will be the open hour focus until position is filled. Holiday hours discussed and will be posted appropriately.
Action Item: Betty will be updating the website and Cindy facebook. Both will update with current open schedule and events.
Action Item: Programming, board will brainstorm and the goal is to have two programs per month. Social Media event in February, Snowshoeing in January.
Action Item: Park House book giveaway, 2nd week of January. 3 Board Members kids will draw an art piece to accompany the book basket.
Action Item: Lock key box password will be changed. Erica to do.
Action Item: Fundraisers 2021, Erica will be organizing a cookbook publishing fundraising. Erica will forward a timeline plan for next month for board approval.
Action Item: Town Green Decorating, ask Ann D to organize. Heart Event in February
Action Items: Plan February Heart Event
Action Item: Lock key box password will be changed. Erica to do.
Action Item: Betty will update email address list reflecting additions
Action Item: Amanda will work on job description draft. Meeting 12.28 at 10 to finalize and schedule to post job on 1/4/21/

Adjourn
8 pm

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12/15/2020 Meeting Agenda

12/13/2020

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting Google Meet.
12/15/2020 @ 6.00 PM

Agenda

Call meeting to order:
In attendance:
Approve Minutes-
Treasurer’s report -

New

Resignation letter
Board responsibilities and tasks
Programming 2021 - Jan, Valentines, SRP, Bazaar, NY’s Eve event? Maybe hot chocolate/story/snowshoe
Gifts for Park House?
Library Access
Library coverage & volunteers-
2021 Fundraiser
Town Green
Job Posting

Old

Barrister book shelves
PCC -
Town Report -
ILL -
Book Club -

Adjourn

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11/17/2020 Meeting Minutes

11/24/2020

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Google Meet.
11/17/2020 @ 5:30 PM

Agenda

Call meeting to order: 5:45pm
In attendance: Cynthia, Amanda, Coral, Betty, Maya, Erica
Librarian’s report - New format. See Drive
Treasurer’s report -See Drive. Erica 1st, Coral 2nd.

Action Item: Discussed setting up a process for purchases. Responsibility party - board
Action Item: Gingerbread invites/poster will be posted next week around town. Responsible party - Maya
Action Item: Add line on newsletter- like us on facebook and please return overdue books. Responsible party - Maya
Action Item: Add to September 2021 calendar, 1st of the month -coordinate with town and Quintown in September re: halloween event and reach out to Vt Library for free books and order from Scholastic or other local sources. Responsible party - Maya
Action Item: List of Vermont books to be generated for board review. Responsible party - Maya
Action Item: Time sheet layout, something is odd about it on the drive. Responsible party - Betty
Action Item: Substitute Librarian. Responsible party - Board for budget addition and process.
Action Item: List of VT books to be generated for board review, see catalog status note below. Responsible party - Maya

Cataloging status Research based material- ie town reports don't get checked out. Vermont authors can be checked out.
Book Club - Remote zoom meeting, Maya will be organizing check out/in books in the library

Adjourn
7 pm

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11/17/2020 Meeting Agenda

11/15/2020

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting Google Meet.
11/17/2020 @ 5:30 PM

Agenda

Call meeting to order:
In attendance:
Approve Minutes-
Librarian’s report -
Treasurer’s report -

New

Cataloging update
Library Access

Old

Halloween, Pumpkin program - followup
Programming - Thanksgiving, Gingerbread & Dec
Town Report -
ILL -
2021 budget review & SB meeting date-
Book Club -

Adjourn

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10/20/2020 Meeting Minutes

10/27/2020

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This agenda is here holding a place until minutes are located.

Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting @ library + Google Meet.
10/20/2020 @ 5:30 PM

Agenda

Call meeting to order:
In attendance:
Approve Minutes-
Librarian’s report -
Treasurer’s report -

New

Town Report
2021 budget review
Maintenance

Old

Halloween -
PCC Maker Space -follow up
Silent Auction -follow up
Scarecrows -follow up
Backroom/Book Shelves: Schedule work day -
Book Club -
ILL -

Adjourn

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10/20/2020 Meeting Agenda

10/18/2020

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Town Report
2021 budget review
Maintenance

Old

Halloween -
PCC Maker Space -follow up
Silent Auction -follow up
Scarecrows -follow up
Backroom/Book Shelves: Schedule work day -
Book Club -
ILL -

Adjourn

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9/15/2020 Meeting Minutes

9/22/2020

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Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Google Meet.
9/15/2020 @ 5:00 PM

Agenda

Call meeting to order: 5:05pm
In attendance: Cynthia, Coral, Betty, Maya, Erica
Approve Minutes-Betty 1st, Cynthia 2nd
Librarian’s report - New format. See in Drive
Treasurer’s report -See in Drive. Betty 1st, Erica 2nd. Discussed setting up a process for purchases.

New

Halloween-Tabled till results of Quintown Halloween meeting on Oct 1. Will discuss in a separate meeting on Oct 6 and discuss at Oct meeting.

Old

PCC Maker Space -Setup Fri 4pm fencing perimeter with volunteers and 7am Sat. Betty will have posters printed. Erica will be working the door, bringing a table and clipboard/notepad for contact tracing and assisting with vendors and setup. Christopher will set up the PA system in the gazebo. Erica may have another individual available to volunteer.
Silent Auction -Erica will be setting up a 10x20 tent Sat am
Scarecrows - Cynthia picking up supplies and would like to give a gift card to the provider as a thank you.
Backroom/Book Shelves: Schedule work day - Tabled
Book Club - FB post. Meetings will resume at the Clear River Tavern starting on Sept 23. Erica will be getting books from Sherburne Library to hand out. Erica or Micheline will submit reports to Maya for the newsletter. Participation has increased from five to seven individuals..
ILL - Waiting for pouches, labels and supplies. Promotion thru ILL will occur in Oct.

Addition- We discussed having Maya restart the scheduled book posts Coral used to do on FB. Coral will send Maya the details of how to do this.

Adjourn
7pm

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