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12/13/21 Agenda - Special Agenda

12/13/2021

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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

  1. Call to Order (5:30)
  2. Changes, Additions, Approval of Agenda (5:35)    
  3. Consent Agenda Approvals (previously submitted to board)
    1. Minutes
    2. Treasurer’s Report
    3. Librarian Report
  4. Review 2022 budget with Joyce Stevens from the Select Board (5:40)
  5. 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
  6. Librarian’s Report - items needing decision (6:10)
  7. 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
  8. New Business (6:30)
    1. 1st quarter 2022 program decisions 
    2. Any decisions as result of information Joyce provided to us
  9. Other Lawful Business
  10. Next Meeting Date
  11. Adjourn​
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11/16/2021 Minutes - Draft

12/13/2021

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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

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10/19/2021 Minutes

11/23/2021

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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

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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

  1. 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)
  2. Call to Order
  3. Changes, Additions, Approval of Agenda - 2 minutes
  4. Approval of Minutes - 5 minutes
  5. Policy Review & Discussion - 10 minutes
  6. Treasurer’s Report - 5 minutes
  7. Librarian’s Report- 10 minutes
  8. Old Business - 5 minutes
  9. New Business - 10 minutes
  10. Other Lawful Business- 5 minutes
  11. Next Meeting Date
  12. Adjourn - 6:30 sharp

Minutes 9-21-21

10/13/2021

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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

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8/17/2021 Minutes

9/21/2021

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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

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08-17-2021 Agenda

8/16/2021

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The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday, Aug 17, 2021, 5:30-6:30 


  1. Independent Review of treasurers report, librarian report and previous meeting notes, and any new policy for discussion (emailed by EOD Monday the day before the meeting 5:30-5:35)
  2. Call to Order 5:35
  3. Changes, Additions, Approval of Agenda - 2 Minutes
  4. Approval of Minutes- 5 Minutes
  5. Policy Review & Discussion- 10 Minutes
  6. Treasurer’s Report- 5 Minutes
  7. Librarian’s Report - 15 minutes
  8. Old Business - Picture Book Bin Pickup, Baby/toddler story time possibility (CB question), - Five Minutes
  9. New Business - Short term board member role & responsibility adjustments - 10 Minutes, New Hire project
  10. Other Lawful Business - 5 minutes
  11.  Adjourn - 6:30 sharp
 

​
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Minutes 8/4/2021 Special Meeting

8/16/2021

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The Roger Clark Memorial Library
Special Meeting via Zoom at 7:00 pm

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

Call meeting to order:7:09 pm
Changes, Additions, Approval of Agenda
Coral motioned to move to Executive session, Cindy seconded; 7:11-7:40
​
Betty moved to adjourn at 7:40pm; Coral seconded; meeting adjourned.

Respectfully submitted,
Amanda Barrett, Trustee Secretary

​
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Notice of RCML Special Board Meeting

8/3/2021

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The Roger Clark Memorial Library
Special Meeting 
Wednesday 8/4/2021   7pm 

Join Zoom Meeting
https://us04web.zoom.us/j/77652783384?pwd=dzVxbksvUjg5SG5MMTRsWEpZUTUyZz09

Meeting ID: 776 5278 3384
Passcode: F7WqmD

Agenda
  1. Call to Order
  2. New Correspondence
  3. Executive Session 
  4. Any resulting special business
  5. Adjourn

    ​

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7/20/2021 Agenda

7/15/2021

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The Roger Clark Memorial Library
Regular Board of Trustees Meeting
Third Tuesday, July 20, 2021, 5:30-6:30 (unable to be held no quorum)


  1. Independent Review of treasurers report, librarian report and previous meeting notes, and any new policy for discussion (emailed by EOD Monday the day before the meeting 5:30-5:35)
  2. Call to Order 5:35
  3. Changes, Additions, Approval of Agenda - 2 Minutes
  4. Approval of Minutes- 5 Minutes
  5. Policy Review & Discussion- 10 Minutes
  6. Treasurer’s Report- 5 Minutes
  7. Librarian’s Report - 15 minutes
  8. Old Business - Picture Book Bin Pickup, Baby/toddler story time possibility (CB question), - Five Minutes
  9. New Business - Short term board member role & responsibility adjustments - 10 Minutes
  10. Other Lawful Business - 5 minutes
  11.  Adjourn - 6:30 sharp
 

​
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    ONE TIME CHANGE TO MEETING DATE/TIME - December meeting will be Monday, 12/13/2021, at 5:30pm

    Board of Trustee Meetings are  held on the 3rd Tuesday of the month at 5:30 pm at the library. To join remotely, go to https://meet.google.com/gve-yynu-wug We look forward to community members joining. Our monthly meetings are for planning upcoming events and brainstorming ideas. We'd love your input!

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