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7-10-2018 Meeting Minutes

9/10/2018

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7/10/18


Roger Clark Memorial Library
Trustee Meeting in the Library


Meeting was called to order at 2:45 pm. Erica Hurd, Amanda Barrett, Cynthia Bryant, Coral Hawley, and Betty Warner in attendance.

  • Minutes from 6/12/18 accepted.
  • Treasurer report: Reviewed March-June 2018 treasurer reports. Treasurer reports accepted. Reports will be uploaded to the drive at a future date. Amanda needs to initial two forms.
    • To Do: Cynthia will review capital account
  • CLIF: program is wrapped up
    • To Do: Betty will write a card and forward thank you cards to appropriate party
  • PBS Great American read: http://www.pbs.org/the-great-american-read/home/ Vote daily for a chance to win all 100 books and a library of choice could receive all books as well
    • To do: Post on facebook and if possible vote daily!
  • Pittsfield Passports: Kidpreneurs books at $6.95 each + free shipping.
    • To Do: Cynthia will order 20 of these books
  • Book donations: Review books at home if possible. Should we have a guideline for book donations?
    • To do: Betty will have a conversation with Killington Library to see if they have such a policy
  • Movie license going out this week in the mail
  • VT Library Currier service: Amanda and Betty discussed. The price is less expensive for the remainder of this year but would have an estimated cost of $750-$900 annually.  http://libraries.vermont.gov/services/ILL/courier
    • To do: Betty will check with Rochester and Killington Library about usage.
  • Email: Print and post folder. Keep utilizing.
  • Passes: Echo pass was found
    • To do: Take picture of all passes and post on facebook
  • Katie from the Mountain Times will interview before 5 pm today re: the Pittsfield Passport.
  • Erica continues to work on obtaining necessary information for Roger Clark medals
  • Summer reading program: Rasta day today
  • Book Club meeting: 8/6/18 Book: Cane River. Jane from the Killington Library will be present to discuss Cane River and show historical photographs of plantations near Cane River.
  • Vermont Humanities Council: Betty will be in discussion with both Rochester and Hancock Library to organize.
  • Marketing: Use Facebook more for outreach but still use mail chimp
  • Archived Newspapers via the State of Vermont: Great genealogy tool but it might be difficult to offer a class to the community. Great resource.
  • Shelving: To be continued
  • Work Day on 7/17 at 1 pm scheduled to organize books, in the future more advanced notice will occur. Part of next meeting on 8/14/18 will be a work meeting
  • Email: Please file or delete the email when finished.
  • Website: Rochester library website is much fresher, updated photos.
    • To do: Betty will lead in exploring website options
 
The meeting was adjourned at 3:40 pm.


Respectfully submitted,
Amanda Barrett

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5/8/2018 Minutes (DRAFT)

6/10/2018

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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





​
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4/10/2018 Meeting Minutes Finalized

6/10/2018

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​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
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3/20/2018 Minutes (DRAFT)

6/10/2018

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​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
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2/13/2018 Board Meeting Minutes (DRAFT)

2/27/2018

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​2/13/2018 Minutes (DRAFT)
 
Roger Clark Memorial Library
Trustee Meeting in the Library
 
Meeting was called to order at 2:00pm. Betty Warner, Coral Hawley, and Martha Beyersdorf were in attendance.

  • Prior meeting minutes and financial reports were approved.
  • EC Fiber Installation is still awaiting the IT Consultant’s report back on site survey specifics.
  • We continue to seek board members and library volunteers.
  • Coral is exploring the reading zone program.
  • Child safety policy will be added to the website.
  • Summer reading program planning continues.
  • A March program was discussed.
  • We will have library cards available at town meeting.
  • We will have a signup sheet for volunteers available at town meeting.
  • Erica will promote library activities as well as ask for volunteers at the town meeting.
 
The meeting was adjourned at 3:00pm.
 
Respectfully submitted,
Betty Warner

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1/9/2018 Board Meeting Minutes (DRAFT)

2/2/2018

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​1/9/2018 Minutes (DRAFT)
 
Roger Clark Memorial Library
Trustee Meeting in the Library
 
Meeting was called to order at 3:00pm. Erica Hurd, Betty Warner, Coral Hawley, and Martha Biersdorf were in attendance.
 
  • Prior meeting minutes and financial reports were approved.
  • EC Fiber Installation is awaiting the IT Consultant’s report back on site survey specifics. It was noted that a $500 donation restricted to the use of installing and implementing WI-FI access at the library has been received.
  • The reports required for the annual town report are due soon and underway.
  • More than 30 children and their caregivers attended the Gingerbread House Building Program.
  • Peter Welch’s office is helping us work on securing additional medals earned by Roger Clark.
  • The 12/22 Kid’s Yoga was cancelled due to inclement weather and school closings. The next Kid’s Yoga sessions will be held in April – July.
  • GLMC Annual Agreement has been executed.
  • Library Statistics Survey was completed and submitted to the state.
  • We are seeking new board members and volunteers.
  • The board meeting date and time will be permanently rescheduled to 3pm on the 2nd Tuesday of each month.
  • Summer Reading Program will be held  on June 19, June 25, July 11, July 18, July 25. It will be led by Erica Hurd and Heather Harvey.
  • There will be a Family Move Night on Friday, 1/26/2018, at 6pm. Pizza will be provided.
  • There will be a Kid’s Craft Program on Tuesday, Feb13, 2018, from 3:30pm to 5:00pm.
 
 
The meeting was adjourned at 4:45pm.
 
Respectfully submitted,
Betty Warner
 
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12/5/2017 Minutes Approved 1/9/2018

12/20/2017

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Meeting was called to order at 3:30pm. Erica Hurd, Betty Warner, and Coral Hawley were in attendance.

  • The Halloween Book Giveaway Event was well attended. 90+ books were given away. It was agreed that the process, including a timeline, will be developed for use in the future.
  • Veteran’s Day Program which honored Roger Clark and other veterans, presented the story of Roger Clark, and unveiled a new display honoring Roger Clark. 20+ people attended the event.
  • Erica reported that she completed the revised CLIF Mini-Grant application which was for the Veteran’s Day event and that it has been accepted by CLIF.
  • One more session of Kid’s Yoga with Heather is scheduled for 12/22/2017.
  • EC Fiber Internet installation for Library will cost approx $70 per month. Next action is to schedule site survey.
  • Park Pass statistics have been reported online.
  • 2018 GMLC Annual Agreement has been executed.
  • Library stats are due to the state by January 6th and will be compiled this month.
  • Gingerbread program is scheduled for 12/14 to be led by Dana Decker. Response is strong.
  • 2018 Meeting and program Calendar was begun.
  • 2018 Budget was prepared and approved to be given to Patty Haskins to forward to Select Board.

The meeting was adjourned at 4:45pm.

Respectfully submitted,
Betty Warner

​
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Minutes 9/5/17

11/10/2017

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9/5/2017  2:30pm
In attendance: Erica Hurd, Martha Beyersdorf, Coral Hawley, and Betty Warner.
The treasurer’s July and August reports were accepted..
9/30/2017 Bazaar participation was discussed. There will be a used book sale and tote bags will be sold to raise funds for the library. Plans were made for setup, Work, and breakdown.
Roger Clark items – A photo of Roger Clark in uniform and a medal have been given to the library.. The library board agreed to secure a protective, archival method of displaying these items.
CLIF Grant update – the launch dates for the CLIF grants are October 17 and October 24th.
Veteran’s Day Program will include a rededication of the library. The board is exploring the availability of veteran information and resources that can made available in the library.
Movie license update – Still waiting for the actual  license to arrive. The license took effect May, 2017.
Voicemail – will be continue to be forwarded to email.
At 3:00pm Laura Keenan, State Library Consultant, Governance and Management, presented a Trustee Board Training program to the board.
Meeting adjourned at 4:30pm.

​
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Meeting Minutes 8/1/17

8/7/2017

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8/1/17 @ 3 pm
​


In attendance:  Martha Beyersdorf, Coral Hawley, and Erica Hurd

Meeting had originally been cancelled and rescheduled to 8/8/17 at 3pm due to not enough members able to attend. Martha was able to join Erica and Coral to finalize the book list for the Clif grant and it was decided to proceed with the agenda. We voted to table treasurer’s report until Sept due to financial statements unavailable..
     
  • EC Fiber - Has been activated. Martha cancelled Fairpoint. She is unsure of how the billing will be handled with town office.
  • CLiF Grant - Coral whittled down the book list of 146 books to 140, the maximum requirement for the 105-125 to be received.. Erica will submit the list before Aug 30th.
  • Movie License- We still have not received new certificate which expired 5/31/17. Erica called just before meeting began and is awaiting a response.
  • Book Bags - We will have them for sale at the Bazaar. $18 empty or $25 full of books.
  • Veteran’s Day Program - Erica will follow up with Susie Martin to see if any further contact was made with Roger Clark’s brother who would like to send some items to be displayed within the library. Whatever is sent will determine the direction of program. Otherwise we decided to table planning this event.
  • Trustee position- Karen has stepped down as of 7/31 and we are searching for an individual to fill her position until town meeting in March.
  • Term limits were officially changed in the library policy from 5 years to 3 years. Patty was made aware of the change for town meeting. We will be seeking two trustees in March a 1 year term to complete Karen’s term and a new 3 yr term candidate.  
  • We signed a new Resolution of Lodge form for Lake Sunapee bank to adjust check signers as Martha or Erica not both.
  • The new Post Mistress is trying to reduce the number of bins in her office and has asked if mail pick up could occur more more frequent. We filled out a new key form, which is recommended to be done whenever there is a change in board members. We decided to have Martha be the primary key holder and purchase a second key for lock box so all board members can aid in the mail pickup duty.

Adjourn - 4:20pm

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Meeting Minutes

7/11/2017

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Present: Martha Beyerdorf, Betty Warner, Coral Hawley, Erica Hurd, Karen Waterworth

Minutes of last meeting approved.
Treasurer's report present, accepted, to be posted under separate cover.

EC Fiber update provided by Betty. Likely start of EC Fiber service 3rd week in July. Fairpoint needs to be canceled. Betty to speak with select board seeking approval to offer free wifi on premises and promote same with signage at Park & Ride. Will speak to George about signage.

Erica presents sample book bag. To be priced at $18 empty. Suggested price of $25 at Bazaar Book Sale if full of books.

Coral designing a plaque to remind patrons who Roger Clark was. Will collaborate with Rachel.

Clif books choices reviewed.  All encouraged to check choices against what is currently in collection.

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    Our monthly meetings are where we plan upcoming events and brainstorm new ideas. We'd love your input.

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