Minutes

9/10/2019 - Meeting Minutes - Draft

9/16/2019

Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Top Floor of Town Office Bldg.
9/10/19 @ 3:00 PM

Minutes

Call meeting to order 3:20
In attendance: Betty, Coral, Cynthia, Erica
Approve Minutes Betty 1st, Cynthia 2nd
Treasurer’s report: Bar Harbor transfer made to Capital One. Erica 1st, Betty 2nd

Librarian Candidate - Erica reached out to candidate finalist, Maya the week before our meeting to make a verbal offer, which was accepted. Erica created an offer letter for the board to review details and make changes. Erica will update letter, send to Board for final approval and then forward to Maya. Initial proposed start date is Sept 16th. New hours and days to be determined.
Summer Reading Program - Erica asked Cynthia if she had received or filled out the evaluation the Vt Dept of Libraries. She had not and will follow up.
Bazaar- Erica updated book sale finder post. Erica will put up the 10x20 tent, around 4pm, on Fri Sept 26th. We will set up at 8am the next am. Erica Cynthia and Coral will be in and out between 8-3pm. Erica Asked Betty if she could add Bazaar info to the website.
KOHA - Betty working on procedures for training. Until complete jot down title and last 4 digits from new barcode sticker.
Book Club - New book available. two Behold Dreamers books still out and a Hearts of men may still be out or need to be purchased.
Air Conditioning - Tabled
Roger Clark medals - Erica brought medals to Quest. They are working on reconfiguring the frames to include 4 new medals. They will call when ready.
Halloween & Program - Thurs, Oct 31, 5-7pm. Cynthia will be purchasing books through Scholastics this year. She will look thru the box of books to figure out what age groups to fill in. Cynthia will also available to help as Library Witch. Erica will help at end of shift with clean up. Erica will update the 15 letters for community candy drop and share. Coral will distribute Oct 1. Erica presented a program for teens 16 and up and adults “The modern magic and witchcraft revival”. The date will be either Mon, Tues or Wed the week of Halloween. Erica will post program when date is finalized.
Meeting Day/time change - Starting in October, Board meetings will now be on the 2nd Wed of the month at 6:30. Betty will update website
Fall Programming - Oct meeting

New

Historical Society Doll House - Susie Martin asked Erica at the last Historical Society Meeting if the library would be interested in displaying the doll house at the library. The board agreed it would make a nice addition to the bookshelves for kids to see.
Bar Harbor checking account excess - See treasurer’s report.
Halloween books (# by age group)- See Halloween
Additional topic- Printer- Tricia Fryer donated a new printer to the library. Erica installed and we can now print from either computer. We discussed that any copies be paid for as a donation. Erica will need to purchase a cord because she borrowed one from home.

Adjourn

8/13/2019 Meeting Minutes

9/16/2019

Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Top floor of Town Office Bldg.
8/13/19 @ 3:00 PM

Agenda

Call meeting to order: 3:20
In attendance: Betty, Coral, Cynthia and Erica
Approve Minutes from last meeting - meeting was abbreviated, Betty, Coral and Erica (via phone) reviewed librarian candidates
Treasurer’s report - Approved. Cynthia will send thank yous for donations and medals.

Old

Librarian candidate status- Awaiting Amanda’s reference review report. Betty emailed both candidates to let them know we are still working on details and asked for patience
Summer Reading Program - 4 kids on average,
KOHA - write down books to take out for now and when they come back we will catalog, until Betty offers training. We are stickering books, easy readers and board books done, ⅓
of picture books done. Mac and Wilbur coming to help.
Book Club - Aug - 3 attendees, Erica will bring back books and pick up Octobers book.
Artist’s Way - meeting next 3rd Wed Sept is week 12
Air Conditioning - follow-up table till Sept
Fall Programming - table
Roger Clark medals - Erica called Quest
Consider purchase Halloween Giveaway books from Scholastics - Betty unable to purchase books this year. Cynthia will take the buying over (check into mommy and me or home-schoolers in the future)
Status of library cleaning- town office cleaner cleaned Monday and will spend one hour cleaning library once a month.
VT Humanities- small audience of 2, summers may not be best to offer in the future

New

Bazaar - book sale and silent auction - decision not to have auction
Meeting date change- will talk to Amanda about meeting times and days

Adjourn 4:30

6/11/2019 Meeting Minutes

9/16/2019

6/11/19 @ 3:00 PM

Agenda

Called the meeting to order: 3:05 pm with Betty, Coral, Erica in attendance
Approved Minutes from last meeting
Approved Treasurer’s report

Old

Librarian posting - No applications to review. Broadening outreach. Erica put sandwich board at the road, placed ad. in Mtn Times, forwarded info to Martha Slater @ Herald, contacted CCV and awaiting communication and will look into the Adult Learning Center to post.
Bylaws - tabled.
Summer Reading Program - Cynthia and Trish created program agenda with start date of Tues., June 18, 4-5pm.Erica forwarded info to KES and Stockbridge
Interlibrary Loan - on hold till books are cataloged with KOHA. Discussed creating a policy for how patrons would order books once we are up and running.
KOHA - Betty working on cataloging process and will reach out for help when in process is in place. She will also order library card labels.
Book Club- Erica bring back books and get new books
Artist’s Way-Wed 6/19/19

New

Donation-Cynthia received $100 from Killington Women’s Club and suggested an Ice cream social 6/21. We felt we may not have time to pull it together and maybe use as a finale for the Summer Reading Program.
Movie license- not discussed. Update - Erica completed contract on 6/4/19, which was due at the end of May, and Betty sent.
Father’s Day Program - 6/14, 6pm Show Dad Some Sugar, VT Sugar Glider
Work day- not discussed.
Program Planning for 3rd quarter - No additional programs for August. Erica may have an artist to teach painting class in Sept/Oct.
Betty looked into the benefits of selling books on Amazon (as a way to raise funds) and felt it was not profitable.

Adjourn 3:45 pm

5/14/2019 Meeting Minutes

6/18/2019

5/14/19

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:15 pm. Erica Hurd, Amanda Barrett, Cynthia Bryant in attendance.

Approved March 2019 minutes
Treasurer Report for March and April 2019. Approved.
Follow up on library budget allotment: Expenditure of librarian position funding is for March 2019-February 2020. Balance of budget becomes available September 2019 for the year of March 2019-February 2020. Starting end of August 2019 all bills need to be submitted to town clerk by Thursday of the previous week to be paid with a work order.Select board wants all bills and statements.
Discussion of $500 donation. To be utilized for adult programing/book purchases and for children's programing/book purchases. Approved.
Library posting: Sent the posting to Lara Kennan at VT Department of Libraries. Lara provided feedback. Updated job description:
1. Important Dates: Job posting 5/14/19, Submit by Friday 6/7/19, Review of applicants to decide who to invite for interview on 6/11/19 during board meeting and to finalize interview questions. Dates for interview panels: 6/17 and/or 6/19 in the afternoon followed by reference calls. 2nd interviews estimated 6/24 and or 6/26 in the afternoon.
Future meeting discussion: Possible board meeting time reschedule
Bylaws: New timeline for development during July 2019 meeting.
Summer Reading Program - March 2019 for access log in to look at. Reviewed book options from Mid-American book bundles.
Interlibrary loan via Koha. Demco labels received. Betty to advise of next steps. Possible opportunity for student intern to assist.
Book Club - June 5th - book available.
May / June events:
1. Wander on Words with Colleen May 17th 630 pm
2. Book Club June 5th 6 p.m., new book for August would be withhold
3. the dreamer.
4. Artist way on June 19th at 6 pm.
July/August events:
1. VT Humanities- Mark A Greenberg: Kitchen Tunks and Parlor Songs 630 pm
2. Artist way on July 17th at 6 pm.

The meeting was adjourned at 4:50

Respectfully submitted,
Amanda Barrett

3/12/2019 Meeting Minutes - draft

4/11/2019

3/12/19

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:40 pm. Erica Hurd, Amanda Barrett, Coral Hawley, Cynthia Bryant, and Betty Warner in attendance.

Approved February 2019 minutes
Treasurer Report February 2019. Approved.
Discussion of whether to hire a librarian previous to allotment distribution. Decision was made to wait until Selectboard meeting on March 19th to determine how budget/funding will work. Sent VT Public law to Trish for select board review. Wander on Words invoice needed.
Paid librarian position - look at google document Prep for library hire _ by April Meeting.
Town Meeting Day - letter to editor for Randolph Herald and Mountain Times. To: Cyntha will draft letter
Summer Reading Program - March 2019 for access log in to look at. One day a week, June to July. Read a book, activity, elaborate as it can be. Ages 3-10. Sally Hewes not interested. Erica to reach out to Nancy to see if interested. Anticipated firm details to follow in April meeting.
Interlibrary loan via Koha. Demco labels - we will need 5,000 at cost of $80 per 1,000 - estimated cost of $400.00. to meet interlibrary loan requirements. Preprinted with numbers. Approval with cost for labels. Library card research to be presented at future meeting. Rebranding - explore opportunities at future meeting.
Book Club - April 2019 book available. April 3rd.
Facebook Poll - medicore response. Do boosted post with thank you to town and what would like see? Cap at $25 for post.
March/April/May Programing. March Bookclub and Artists events.
1. Book Club April 3rd 6 pm
2. Artist way on 17th at 6 pm.
3. Yoga for adults April 22 to April 29 4-5.
4. VT Humanities April 25th
5. Yin Yoga May 6,13,20 from 4-4:45.
6. Spring Craft Kids Program May 7th 330 pm
7. Wander on Words with Colleen May 17th 6pm

The meeting was adjourned at 4:39

Respectfully submitted,
Amanda Barrett

2/12/2019 Meeting Minutes

4/11/2019

2/12/19

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:15 pm. Erica Hurd, Amanda Barrett, Coral Hawley, Cynthia Bryant, Betty Warner in attendance.

Approved January 2019 minutes
Annual Town Report completed
Wander on Words - went really well 8 in attendance. Patron request to offer again. Action item: create a poll on facebook if interest in another Wander on Words program.
Marketing Poll: Cindy will initiate to ask questions about types of programs people may be interested in.
2019 Fundraiser: utilization of library space, creative avenue - explore details. Spring. Larger fall fundraising event during bazaar. TBD.
Summer Reading Program - Posters put up. Requirement: manual viewed online - packet comes in March 2019 for access. One day a week, June to July. Read a book, activity, elaborate as it can be. Consider teen program? Betty will attempt to contact Sally Hayes.
Book club - going to reschedule February to March 6th. Cindy to post. Have April books available.
Interlibary loan - more information to follow
Letter Editor - more information to follow
Treasurer January 2019 was approved.
Town Meeting: Present verbally have 3-4 outside of board share value of library etc. Plan on meeting town meeting day 9 am in the library
VT Library grant writing program Betty attended. Geared towards a specific grant. Collaborative efforts are successful in obtaining grants.

The meeting was adjourned at 4:15

Respectfully submitted,
Amanda Barrett

11/13/2018 Minutes

4/11/2019

11/13/18

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:22 pm. Erica Hurd, Amanda Barrett, Cynthia Bryant, and Betty Warner in attendance.

Treasurer report – Accepted October Report treasurer report. January 2019 transfering a bulk of checkbook balance into Capital One Account and will keep the 2018 budgeted in the checking accounting. Transfer money as necessary. To do: Cynthia to inquire what the minimum balance amount is for the checking account.

November 1st Movie premier - Movie was great. Eight people attended.
Halloween - Scarecrow contest - to be explored. Halloween Party? To do: upload pictures into Halloween folder
KOHA- Review for December Meeting
Book Club - December 4th Mr. Dickens
2019: Book Club dates arranged. To do: AB create flyers for each
Foam squares for kids: To do: Erica will order
Modified Interlibrary Loan: AB received check from treasurer for $45 to purchase RFL library card. To do: Amanda to draft interlibrary form and procedures for December meeting review.
Women's Alliance: Consider a mutual alliance with homebound event in December. To do: Erica to ask if book can be included in the 2018 basket. Betty - ABLE library information will be gathered to share and include in basket.
Advertising: Betty will add events to the Mountain Times calendar and will do a library attendee poll to determine which book genres individuals are interested in.
Gingerbread Decorating: December 12th 330-5. To Do: AB to do flyer
Wander on Words event: January and February two events. Friday January 11th and February 8th at 6 or 630. Fee for 50 for 1.5-2 hour class. Suggested donation $15. To Do: Betty to organize supplies. Supplies - plain white paper 80lb cardstock, fine point sharpies. AB to do flyer. Erica Have Mtn times do an article
Library inclement weather: to be developed To do: Betty to share in December meeting
Holiday wrapping:Cynthia scheduled for Friday 11/30 5-8, Tuesday 12/18 5-8 pm. Bring your own wrapping paper, bows and tags. To do: AB to do flyer
Chair Yoga - series wrapped up. Well attended in the beginning.
Vermont Humanities Council. Event 4th Thursday of the month. Location: Roger Clark Library 1/24/19 location RCML. There will a promotional effort.
Annual Town Report: Cynthia will do budget and annual report and ask qs to Erica to share during December meeting. To Do: Meeting budget 5 pm on 11/20. Select Board Meeting at 6 pm on 11/27. Meet at library on 11/27 at 430.
Bad Mom x2: Dec 14th preview. Erica to do flyer
GMLC renewal- postpone until December meeting
2019 Program Planning - future meeting to be scheduled.

The meeting was adjourned at 4:45

Respectfully submitted,
Amanda Barrett

10/9/2018 Minutes

4/11/2019

10/9/18 Minutes

Call meeting to order 3:08pm
In attendance: Coral, Betty, Erica and Cynthia
Approve Minutes from last meeting - Done
Treasurer’s report - Bazaar, Accts - Cynthia presented Sept and year to date. We have $1500 left in the budget to exhaust. Erica gave Cynthia original documents to make copies of SS4, EIN#, Trade name to help with opening future accts.

Old

Bazaar - We observed that there seemed to be less information about Bazaar and church supper publicized. We received questions about when it started end etc. We talked about how to assist Women’s Alliance with Bazaar next year. Erica’s husband brought truckload of books to Bethel take it or leave it. Book sales brought in $316, no bags were sold. Talked about reevaluating how we price books in the future. We decided to set up a year round book sale in the hallway and to purchase three sets of additional shelving like the ones donated to help consolidate current storage of books and supplies out back.
Budget Presentation to Selectboard & Board- Erica spoke with Select person Ann Keundig. She said budgets will be presented in November. She also added that the selectboard would also like to see capital projections of 5,10 & 15 years. Cynthia express the importance of her assistance with this process and will connect with Amanda. Betty shared copies of her early drafted documents, proposal, librarian responsibilities to be reviewed and adjusted for meeting with Selectboard.
Halloween - Betty going to Barre on Wed. to pick up 35-40 books and plan a book shopping with Erica for additional BB, P and JF. Coral dropped off letters to homes around the green. Erica put out drop boxes the library and KES. Dates for final drop at the library will be Thurs 10/25, school may collect till Fri 10/26. Cynthia will be the witch. Erica will ensure we have pods of cocoa and cider for the Keurig and she brought a bag of candy.
Book club - Two attendees. Coral will try to publicise more to increase attendance. She created a list on Google doc of all the Book Club titles being presented for the coming year. We discussed having Amanda continue to do posters for two upcoming books at a time. Erica waiting for two more copies of A Piece of the World to come back and she will bring back and pick up Mr Dicken’s Carol.
Roger Clark Medals - Erica brought additional medals to Quest Frame and made 50% payment. Project should be completed by the end of October. Talked about not doing a Veteran’s Day program and just promote Roger’s Wall and books available. Erica will reach out to Roger’s family to share info.
Historical Society Meeting - Erica thought it went well. She will attend Oct meeting to encourage the organization to feel free to continue having meetings anytime and throughout the year instead of Apr-Oct.
Modified Interlibrary loan- Amanda suggested project. Tabled
Koha - Betty said she will research whether a new barcode printer would be needed to be purchased and other details about using the system.
Schedule programming meeting - Programming discussions will occur at each monthly meeting. We confirmed Jan 24th for VT Humanities program and Annabelle’s movie premier on Nov 1st and we will plan a kids movie night.

New

Wander on Words program - Colleen responded to Erica’s request for her to do a program. She could do a class any Wed or Thurs in Jan, offered dates 1/16 & 1/17 but maintained she has flexibility. Her fee is $50 a class. She presented two program ideas: Lettered Shape Design and Lettered Art. The first to teach about how to use a shape of your choice and fill it with the letters of your favorite quote and the second to teach how to create your own alphabet font and use that to write a favorite quote. The board unanimously agreed both classes would be great, and would like Fri Jan 11 and Feb 8. Erica would reach out about these dates dates.
Pittsfield’s Picnic - Erica is looking to pass the torch she has held for 7 yrs and offered it to the library as a fundraising opportunity. The gathering has been a good fundraiser to raise money for renovating the basketball court and the project is almost done, so it is time for a change. Coral felt it may be challenging to take it on during that time of the year due to summer vacations. Erica pointed out that the library could host the horseshoe tournament or create a 5k, and that it could organically evolve into something new. Will table for now.
Friends idea - Revisit.
Work Day - will be part of our next meeting. Erica will reach out to Coral over the next two Tues to assemble shelving and get them in place.
Budget appropriated funds/annual report - Betty presented approximate information about what it would cost to have a librarian for 14 hours as part of our budget proposal. Cynthia will connect with Amanda to work on details to present to the selectboard..

We discussed setting up a meeting with the Women’s Alliance to try to assist in offering help to expanding their presence, create collaborated efforts and publicity. One of their activities during the winter months is making baskets to bring to shut ins, we talked about adding a book to the basket, creating a time for children to assist with the baking of the goods for the basket and to raise more awareness about this community service and their scholarship. Coral will reach out to Deb Picarello.

Coral expressed her wish list space for kids to sit for story hour. We agreed to purchase 2-4 puzzle style foam mat sets to create these spaces. Cynthia will purchase.
Her friend Mel will come and provide feedback on her thoughts about how we can make the library more comfortable for adults to hang out and read. Coral would love to see self check out too.

Adjourn 4:50

9/11/2018 Minutes

4/11/2019

9/11/18

Roger Clark Memorial Library
Trustee Meeting in the Library

Meeting was called to order at 3:08 pm. Erica Hurd, Amanda Barrett, Cynthia Bryant, and Betty Warner in attendance.

Minutes from August 2018 accepted.
Treasurer report – Accepted August treasurer report. Voted to open a saving account to hold the town disbursement.
- To do: Upload past treasurer report, provide more detail on monthly reports using example on drive including the capital fund balance.

Future agenda item: explore opening up a credit card account for higher return.

Google Drive
- To Do: Amanda to do tutorial with Cynthia
Bazaar: Erica to bring 10x20 tent to set up on 9/28 1:30-2. 8 am setup on 9/29/18.
- To do: bring tables and any crates. Entire Board will participate during the day. Erica will make sign for bags for sale.
All about Pittsfield passport
- To do: Erica will reach out to middle schools for continued participation in All about Pittsfield passport
Book Club: October Book Club book is ready for pick up
Adult Fall Yoga: Chair Yoga. 2nd Friday of October to do a six week series 10/12 for six weeks. 4:30-5:15 for 45 minutes.
- To do: Amanda to create flyer
Vermont Humanities Council. Event 4th Thursday of the month. Location: Roger Clark Library 1/24/19 location RCML. There will a promotional effort.
- To do: Betty to select program and complete administrative requests.
Library Budget:
- To do: meet independently Amanda, Betty, Erica. Goal of being task oriented, presenting to entire board and entities.
- To Do: Petition for article, create a video to present during March
Library Layout:
- To do: Create a committee to research and present to entire board for review
Roger Clark Memorial Library Memorials – Erica is networking to obtain information to get wrap up project. When more information is available to it will be presented at that point.
Historical Society will be meeting in the library space on 9/17/18 from 6:30-8. Betty to host and Erica will provide food.
Halloween – letters in the drive –Boxes in the usual location plus the schools.
- To Do: Coral and/or Amanda to send letters to list on drive
- Future Agenda Item: Next meeting to discuss what the library would like to do on Halloween.
Internet: New router and secure wireless for library with public town access for patrons of the library.
Interlibrary Loan: Rochester Library or Killington Library to let us piggy back on the courier service. Rochester would like us to pay $1 per book and has more structure. Killington would be free.
Modified Interlibrary Loan: Obtain organizational membership for Rutland Free Library - $45 per year. Create a loan request form via paper and online.
- Voted to go forward with the Modified Interlibrary Loan
- To Do: AB to obtain Rutland Library Free library card, create a library interlibrary loan paper form and online form – capturing agreement to fees. How can we track this in existing system?
Library Database – Consider updating to a suite of Koha opens source free, they use at Rochester. Believe worthwhile – it’s professional. Mark Alexander would charge $500 annually includes hosting. If under $600 no 1099 is required.
- Voted to move forward with switching to Koha and services of Mark Alexander.
Programming planning for 2019
- To Do: separate meeting by board outside of normal board hours

The meeting was adjourned at 4:37

Respectfully submitted,
Amanda Barrett

8-14-2018 Minutes

9/10/2018

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