Minutes

4/21/20 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting Minutes - 4/21/2020 6:30 PM

Call meeting to order 6:30
In attendance: Erica, Cynthia, Coral, Betty, Amanda

Executive session- entire meeting:
Erica will forward email updates which will be kept under the RCML board google drive.

Going forward:
Erica will continue to be Maya's support person, and the board will re-evaluate in June.
Follow up with Maya.

Hours at home 10 per week, can increase hours by working an additional ten in the library now through April 30 to reach 20 hours per week.
Expectation is that May 1st all hours will be performed in the library with the focus on both cataloging and preparing to reopen the library to patrons on May 16th.

Bookclub - Erica will reach out to book club members to gauge interest.
Bazar- contact individuals interested by mid July. Betty will take the lead on the bazaar.

RCML board has a unique email address. Any board correspondence should utilize this email address - grants and personnel issues so we have a train of correspondence.

Adjourn - 7:30 p.m.

2/18/20 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting Minutes - 2/18/2020 5:00 PM

Call meeting to order 5:15
In attendance:Erica, Maya, (Cynthia didn't make it did you mean Betty), Amanda,
Approve Minutes - Accepted Erica 1st, Betty 2nd
Treasurer’s report - Accepted Erica 1st, Betty 2nd

Librarian Report and Approvals
Library has been busy, holidays were a bit slower, no more people coming in. Submitted application for librarian process - started training got to go to the Summer reading program training. Yoga and book club is going well. Tech support will be coming soon. Valentines craft party was nice. Did quite a bit of programing promotion. New books in, two subscriptions. Did book displays for black history month and Valentines day. Junior fiction for KOHA is occuring. Will schedule VT Humanities events for June and September.

Ideas: Work group for KOHA completion.

Work order forms provided

Erica to do Marketing:p,, flyers etc. Hours sign,

To Do:
Erica will follow up on sign
Erica will ask Joyce about a designated space for Library events.
Erica will reach out for clarification on the women's alliance events.
Betty to create recovery email address for password reset that anyone can access
Erica and Betty to meet with Pittsfield womans alliance.

Discussion as a board on who will become chair to occur over the next couple of meetings.

March 2020:
Book club changed to 3/18 at 6 at the Clear.

February Events follow up:
2/12/19 Book Club at the clear, well attended.
Childs valentine craft event was attended by KES students.
Heather Harvey Yoga series the board decided to extend Monday sessions, was great.
First story time is scheduled this week for 2/21/21.
Tech support occured, no attendees will post earlier on for possible better attendance.

Viking/Fairytale festival: Do we want to participate?

Adjourn - 6:15 p.m.

1/21/20 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting Minutes - 1/21/2020 5:00 PM

Call meeting to order 5:10
In attendance:Erica, Maya, Cynthia, Amanda, Coral
Approve Minutes - Accepted Betty 1st, Coral 2nd
Treasurer’s report - Accepted Erica 1st, Betty 2nd

Meeting change, board meeting 3rd Tuesday at 5 pm starting January 21st at 5 p.m.

Librarian Report and Approvals
Maya presented a report of what she has been up to and questions for clarification- accepted Erica 1st, Cindy 2nd. Approved subscription for Yankee Magazine and Cricket Magazine. Amazon book order approved up to $150. Maya will order both. Before next meeting board will draft a purchase policy with monthly budget amounts. Amanda will gather purchase policy from town and Cindy budget amounts.

Erica to do Marketing: Hour flyer posted at Pittstop, Erica will ask Joyce about a designated space for Library events, flyers etc. Hours sign, Odel will remove and Erica will bring to Killington to be redone. Erica will reach out for clarification on the women's alliance events

In preparation of Erica's departure from board: Betty to create recovery email address for password reset that anyone can access. Betty will sign off on Mayas hours i.e, order for town with Cindy being the back up. Discussion as a board on who will become chair to occur over the next couple of meetings.

December 2019 Program wrap up:
12/4/19 Adult: Bookclub 6:30 at the Clear River Tavern. Been well attended.
12/17/19 Child: Gingerbread house decoration 12/17 3-5 with Dana Decker organizing and running. Well attended with some new faces!

January Events:
Stockbridge PreK, came to decorate cookies and read stories.A way to introduce children to the library.
Yoga with Heather starts January 6th 5:30-6:30.Program has been well attended.
Job Search with Irene Tuesday 1/14, 6-8pm. One attendee. Decision made to reschedule for late spring.

February Events/Ideas:
2/12/19 Book Club at the clear.
Childs valentine craft event discussed. Erica will followup with Maya to see if she has ideas.
Heather Harvey Yoga series the board decided to extend Monday sessions into February.
Story time was discussed. Erica will followup with Maya for planning.

Future regular Events and Specials:
Art Jam
Tech support Saturday
Two Humanities Events

Viking/Fairytale festival: Do we want to participate?

Adjourn - 6:50 p.m.

12/10/19 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting Minutes - 12/10/19 3:30

Call meeting to order 3:40
In attendance:Erica, Maya, Cynthia, Amanda, Coral
Approve Minutes - Accepted Erica 1st, Coral 2nd
Treasurer’s report - Accepted Erica 1st, Amanda 2nd
Librarian’s report -Maya presented a report of what she has been up to and additional questions, accepted Coral 1st, Erica 2nd

Proposed meeting change, board meeting 1st Tuesday at 5 pm starting January 7th at 5 p.m.

Follow up: Maya review January 23rd. Discussion to follow.

November events:

November book club was great, new book club member.
11/16/19 Adult and Child: Storytelling, Music with Jerry Johnson, poor local attendance. However, the author had local followers who attended.

Roger Clark Medals update, medals have been framed and have been hung.

October financials reviewed, discussion of funds from Town.

Lighting and Heat - Maya is able to adjust heat accordingly.

Marketing: Hour flyer posted at Pittstop, Erica will ask Joyce about a designated space for Library events, flyers etc. Hours sign, Odel will remove and Erica will bring to Killington to be redone. Hours posted elsewhere.

Upcoming Programs:

12/4/19 Adult: Bookclub 6:30 at the Clear River Tavern.
Stockbridge PreK, coming December 16th will be coming to decorate cookies and read stories.
12/17/19 Child: Gingerbread house decoration 12/17 3-5 with Dana Decker organizing and running.

During December program will discuss January/February programing.

2020 Events:
Yoga with Heather starts January 6th 5:30-6:30.
Resume workshop,
Love is everywhere in Vermont, February program, plaster everywhere. Organize in January.

Adjourn - 5:00 p.m.

11/13/19 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting Minutes - 11/13/19 6:30 PM

Call meeting to order -6:40
In attendance:Erica, Maya, Cynthia, Amanda, Betty
Approve Minutes - Accepted Cynthia 1st, Betty 2nd
Treasurer’s report - Accepted Erica 1st, Amanda 2nd
Librarian’s report -Maya presented a report of what she has been up to and additional question, accepted.

October financials reviewed, discussion of funds from Town.

Lighting and Heat - Maya will reach out to Trish for resolution.
Roger Clark Medals update, delay in completion, will be ready after Veterans day.

Marketing: Advertising, whofish - recommended to check out. Maya will create flyer on updated hour and post at the Pittstop. Erica will ask Joyceabout a designated space for Library events, flyers etc.

Koha training on 10/29/19 was good, additional follow up will take place.

October Programs:
10/28/19 Adult: Author, Modern Magic Event, interesting event with 8 people attending.
10/31/19 Children: Halloween was extremely well attended = 134 people attended! Possibly due to stockbridge trunk or treat being postponed due to weather.

Upcoming Programs:
Adult: Yoga with Heather, flyer has been generated and posted.
11/16/19 Adult and Child: Storytelling, Music with Jerry Johnson
12/4/19 Adult: Bookclub 6:30 at the Clear River Tavern.
12/17/19 Child: Gingerbread house decoration 12/17 3-5 with Dana Decker organizing and running.

During December program will discuss January/February programing.

Adjourn - 8:00 p.m.

10/9/19 - Meeting Minutes

4/28/2020

Roger Clark Memorial Library - Trustee Meeting - 10/9/19 @ 6:30 PM

Minutes
Call meeting to order -6:50
In attendance: Coral, Erica, Maya, Cynthia
Approve Minutes - Accepted Cynthia 1st, Coral 2nd
Treasurer’s report - Accepted Coral 1st, Erica 2nd
Librarian’s report -Maya presented a report of what she has been up to and additional questions

Old

Bazaar follow up - Erica Set up 10x20 ans 10x10 tent on Fri, Setup at 8am, Maya worked 9-1pm and Erica broke down. A lot of work for the return of just under $300 between book sales and book bag sales. Talked about reviewing what to do next year and to have an ongoing book sale in the hallway. Final shirt sales was unknown.
KOHA-Nov training - Oct 29th @2pm
Book Club - resched to 16th at the Clear at 6pm
Air Conditioning-Amanda-tabled
Roger Clark medals update- Erica had called and was told in 2 weeks they would be ready and before Veteran’s Day.
Halloween- 10/31 5-7, Cynthia working on getting extra books to give away.
Program-10/28, 6:30 with Jason Miller. Erica will bake cookies and make witch’s brew
Fall Programming-Yoga with Heather, proposed 5 week series on Mondays, 5:30-6:15, Nov 18, 25 and Dec 2, 9, 16. $40 a class. Heather will also have program for Jan. Board approved.
Library Doll House - Erica brought in the gift from the Historical Society to live on the top of one of the rolling shelves. It had been originally built by Carl Ortel and painted by Judy Manley. It was used to collect money for the building to be renovated.

New

On-going fundraiser - We will continuously offer T-shirts and bags to be sold year round
Outdoor Sign- Erica reached out to past board member Sharon Mayer to find out who to contact at Killington sign shop to have outdoor sign updated with new hours and to replace peeling letters. She said Carol Alt retired and Chris Tanner would be the contact.
Listen Up VT- Suanna Rubin was having trouble accessing books and emailed that she got a message that she could not use previously used #. Erica was going to look into contacting someone to get answers.
Park House - The board has decided to donate puzzles we have on hand to be included in this years holiday baskets
Phone line - Suana Rubin and Erica received messages that the library phone # had been disconnected when calls were placed from their home phone #s. Erica has had this as an ongoing problem. No challenges with other phones. Erica was going to contact Consolidated Communications and EC Fiber for help.
Town Seal - The town clerk emailed the library on behalf of the Selectboard to ask for help with contest to create a Town Seal. The board thought it was a great community project but the deadline was the end of Sept and thus impossible to meet. Erica will email town clerk to let them know.

Adjourn - 7:45

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