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

​

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

​

10/9/18 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




​

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





​

​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