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8/18/2020 Meeting Agenda

8/16/2020

Pittsfield, VT
Roger Clark Memorial Library
Trustee Meeting - Top Floor of Town Office Bldg.
8/18/2020 @ 5:30 PM

Agenda

Call meeting to order
In attendance:
Approve Minutes-
Treasurer’s report -
Librarian’s report -

New

Opening RCML to pre-Covid schedule
PCC Maker Place - Bazaar updates and Silent Auction

Old

Backroom/Book Shelves -
Book Club -
ILL -

Adjourn

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7/20/2020 Meeting Minutes

7/24/2020

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Roger Clark Memorial Library - Trustee Meeting Minutes - 7/20/2020 5:30 PM
Meeting was called to order at 5:35
In attendance (via google meet):Betty, Cynthia, Amanda, Coral, Maya

6/16/2020 Minutes were approved.
July 2020 Librarian’s report was received, Betty accepted, Amanda 2nd
July 2020 Treasurer’s report was received, Amanda accepted, Betty 2nd

See librarian report for details
- Conclusion: Authorized Maya to proceed with making plans for story walk and scavenger hunt. Reward system to gain interest and completion. Maya will look into an online humanities events and will reach out to Betty regarding next steps.
- Cleaning supplies: Maya will buy rubbing alcohol as she finds it. Betty has some gloves.
Treasurers report, next month we will review budget categories to see where we can borrow from to allow for more book purchases and increase in cleaning costs.
Outside sign is completed
Bazaar -see bettys emails, discussed scarecrows and how to manage flow etc.
Went into executive session

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6/16/20 - Meeting Minutes

6/18/2020

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Roger Clark Memorial Library - Trustee Meeting Minutes - 6/16/2020 5:30 PM
Meeting was called to order at 5:33
In attendance (via google meet): Erica, Cynthia, Amanda, Coral, Maya

5/19/2020 Minutes were approved.
May 2020 Librarian’s report was received, Erica accepted, Amanda 2nd
May 2020 Treasurer’s report was received, Amanda accepted, Cythina 2nd

New Business

Summer Reading Program - discussed in Librarian report.
4th of July - reverse parade, ask of Maya to decorate
Book Donations - hallway booksale will continue, bazaar sale may not occur - stay tuned. Book donation policy will be updated, Maya will start outline.
Broken Floor Boards - boards will be looked at and fixed by Corey - trip hazard. Some point soon after hours or a day the library is closed, Erica will come in with Corey to look.

Old Business

Re-opening - 7/15/2020 is the anticipated reopening.
Book Club - met with real time on the porch, Michelin organized meeting, 2 members brought in books, rotation of reading throughout the summer to allow for breaks. In September new members can be added to the rotation.
Outdoor sign - removed from wall, Awesome Graphics provided quote and color options. Blue and silver approved along with a motion to approve cost of $128. Approve $64 deposit.
Bazaar -see bettys emails.

The meeting was adjourned at 6:23 pm

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5/19/20 - Meeting Minutes

6/18/2020

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Roger Clark Memorial Library - Trustee Meeting Minutes - 5/19/2020 5:30 PM

Meeting was called to order at 5:35

In attendance (via Zoom): Erica, Cynthia, Betty, Coral
Maya joined us for the beginning of the meeting

4/21/2020 Minutes were approved.
Librarian’s report was received.
Treasurer’s report was received.

New Business
There was discussion about preparing to reopen to the public while complying with current guidelines as received from the state in a manner that keeps all safe.

There has been some reorganization of the library google drive folders

Old
Book Club will be continuing soon. Again, in compliance with COVID-19 guidelines. Erica reported that while she will stay involved in guiding the book group, Micheline Bissell has agreed to take on the leadership.

Erica has approached Carl Oetel about bringing the Library sign on the doorway into the building up to date.

… at this point the zoom connection was lost and Erica reestablished a meeting connection using google meeting - in attendance in the next part of the meeting were Erica, Cynthia, and Betty. Erica will establish the June meeting via google.

Betty put forth plans for moving forward with bazaar. There was agreement about the goals, objectives and approach. She has prepared a spreadsheet as a tool for maintaining transparency and openness about the project while providing a way to manage the event preparation.

The meeting was adjourned at 7:30pm.

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4/21/20 - Meeting Minutes

4/28/2020

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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.

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2/18/20 - Meeting Minutes

4/28/2020

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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.

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1/21/20 - Meeting Minutes

4/28/2020

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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.

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12/10/19 - Meeting Minutes

4/28/2020

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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.

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11/13/19 - Meeting Minutes

4/28/2020

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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.

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10/9/19 - Meeting Minutes

4/28/2020

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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

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