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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

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2/12/2019 Meeting Minutes

4/11/2019

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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

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11/13/2018 Minutes

4/11/2019

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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

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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

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9/11/2018 Minutes

4/11/2019

0 Comments

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

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3/12/2019 Meeting Minutes - draft

2/12/2019 Meeting Minutes

11/13/2018 Minutes

10/9/2018 Minutes

9/11/2018 Minutes

Meeting Minutes