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6-20-2023 Minutes

7/18/2023

The Roger Clark Memorial Library
Trustee Meeting -6/20/23 in person, 1 remote attendee

Present: Cynthia Bryant (remote), Amanda Barrett, Elizabeth (Betty) Warner, Diane Deutsch, Kim Barber, Micheline Bissell (guest).

Call meeting to order: 5:37

Approval of May 2023 Treasurer's report and May 2023 Meeting notes

Accepted by Consent

Librarian Report/Update/Requests

Cork board mounting status. Action Item: Amanda to obtain velcro strips and hang before August 1st.
Librarian desk chair conversation. Action item: Diane to go to staples and or try downstairs chair and order a chair along with floor mat. Betty motioned to approve $300 total, and Kim seconded; motion carried.
Redesign completion is nearing. Closet and historical display will be determined after the LDR exhibit.

Business:

Metal Chairs will be moved downstairs by board.
Ron Thompson donated time, token of thanks? Cynthia suggested $50 gift card using rewards. Amanda motioned to approve, Betty seconded; motion carried.
HUD grant status, no action needed until September. Betty will provide update as needed.
Palace, expanded offering through Libby. Betty is working on obtaining more information.
Inventory collection clean up continues
Book collection has been focused on patron requests and listserv top check outs.
Little tagline, find a word that describes little but room for growth. Discussed rebranding. Action Item: Cindy will follow up with a potential budget.
End of year tasks. Confirm DVD player status then purchase books to complete the budget cycle.

Meeting adjourned: 6:42 p.m.
Next Meeting: 7/18/23 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

5-16-2023 Minutes

6/20/2023

The Roger Clark Memorial Library 5/16/23 Minutes

In attendance were Board members Betty Warner, Kim Barber, Coral Hawley, Cindy Bryant and Librarian, Diane Deutsch

The meeting was called to order at 5:32

Coral moved, Cindy seconded the approval and acceptance of the consent agenda of Minutes, Treasurer’s report, and Librarian’s report.

Items considered from librarian report:

Should we consider the use of area rugs including the ones we already have which need cleaning. Area rugs can be used where they do not interfere with the movement of bookshelves. Existing area rugs will be cleaned before being used again.
Removal of large cardboard box for collecting at holidays. Cindy took care of this prior to meeting.
Consider removal of items in the downstairs entryway/hallway. In advance of meeting Betty prepared an inventory, all items were considered by the board.

The following items will be removed: Boxes on top shelves as you walk in; large, heavy, old table; book sale sign; wooden stakes with velcro; old halloween type children’s masks. Decision delayed until usefulness determined of computer speakers & keyboards.

Old business:

Redesign updates - shelving
1. current configuration makes use of all available shelf space
2. Possible changes when volunteer contractor available
Redesign update - desk, in house needs assembly, plans in place
Redesign - other open items discussed change of door to closet by children’s area and need to put cleaning supplies on shelf over sink, may need to remove other shelving
No policy updates this month
Online offerings - Palace implementation has begun, Amanda may have more information about other possibilities
Grants - HUD VTLib is waiting for next action, Clif has been submitted

New business:

Collection development guidelines - we continue to be guided by patron requests. Betty reported that other libraries seem to enhance their collection similarly. While not necessarily waiting for patron request, they make selections anticipating them. Thus one library may put more attention on mysteries and thrillers while another may focus on historical fiction.
Verification of collection data - because of the large quantity of changes to the data while preparing for new shelving, it is necessary to confirm that our Koha system is as accurate as can be. Most important is the adult fiction collection. This one time effort will require the help of board members.
Policy prioritization. It was agreed that we would use the suggestions from the state library.

Other lawful business:
There was a discussion about the ease of obtaining information about our Summer Reading Program. It was agreed that Betty would do a one time update to the calendar so that it would be available from the website and that the librarian would continue to routinely update that google account calendar going forward.

Respectfully submitted,
Betty Warner for Amanda Barrett

4-18-2023 Minutes

5/16/2023

The Roger Clark Memorial Library
Trustee Meeting -4/18/13 in person, 2 remote attendee available.

Present: Cynthia Bryant (remote), Amanda Barrett (remote), Elizabeth (Betty) Warner, Coral Hawley.

Diane Deutsch, Librarian was present.

Call meeting to order: 5:31

Approval of March 2023 Treasurer's report and March 2023 Meeting notes

Accepted by Consent

Policy Review - tabled until next meeting

Book Donation Policy - reviewed and modifications needed. Will be presented at the next board meeting.
Book Purchasing Policy - reviewed and modifications needed. Will be presented at the next board meeting.

Librarian Report/Update/Requests

Summer reading program coop - no active involvement outside of the calendar of events being included in packet (125 copies)
DAR event - Diane will follow up with a request and send board information with a recommendation.
Community Event - Diane will respond with a no and give recommendation of another resource.
Summer Reading Program - Variety of incentives. Book bins to be painted, Betty will pick the colors.
Vermont Reads, Diane will apply July 1, 2023
Library open hours will remain as is. Flex coverage by board if needed to adjust to accommodate librarian presence at board meeting that would otherwise exceed paid hours.

Old Business:

Shelving, Coral will be a completing task. Anticipated date 2nd Week of May.
Wayfair desk will be ordered.
Cliff Foundation is due in May (Kim and Betty working on)
Streaming services, information to follow to vote on during the May meeting and services to start June 2023.
Welcome letter status, provided to Trish
Laptop ordered today for presentation to use library materials/services dollars. programming dollars.

Meeting adjourned: 6:33 p.m.
Next Meeting: 4/18/23 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

3-21-2023 Minutes

4/18/2023

Roger Clark Memorial Library
Regular Board of Trustees Meeting
03/21/23 at 5:30pm in person, remote option available

The meeting was called to order at 5:33pm. In attendance were Betty Warner, Cindy Bryant, Kim Barber, Diane Deutsch
Treasurer’s report and librarian report were accepted. No minutes from 2/21/23 meeting available.
Librarian’s Report - Diane’s questions for consideration
1. Regarding passes for the current year: Diane’s request to purchase a VINS pass and a Billings pass was approved.Diane will make this purchase soon.
2. The request to use the SRP grant of $300, assuming it is approved, for the Vermont Museum program was approved.
3. Request to pursue the Winnie Belle Learning grant approved. Diane to write narrative. Betty will be available to help with the submission.
4. Request to purchase a laptop for use with programming was approved. Cindy to see what Dell computers are available through her company. Betty will review and work with Diane to make selection.
5. Request to purchase a handheld vacuum was approved. Diane will make this purchase soon.
Addendum to librarian report - Diane reported that Sarah Newton will be bringing Stockbridge students to the library once again now that ski season is over. Date TBD.
Organize for the next year
1. Elect officers - the following slate of officers was elected:
  1. Chair, Betty Warner
  2. Treasurer, Cindy Bryant
  3. Secretary, Amanda Barrett
2. Establish committees discussed - no vote
  1. Personnel - Betty, Kim
  2. Grant work - Betty, Kim
  3. Library redesign - Coral
Old Business
1. Redesign updates - Coral reported prior to the meeting that she had no new info regarding dates
2. There was discussion of a desk. It was agreed that Diane will find a desk that meets her previously submitted dimensions. The only additional requirement is that the desk be made out of a sturdy material, not ‘fake’ wood. Once selected, she will submit a request to purchase to the board for approval.
3. VT Lib Annual Report status - complete
4. Summer Reading Program grant - submission complete
5. Policy Review/Work Finalization - revisions to the food policy document were suggested. Betty will update.
6. Library Trustee webinar 3/23/2023 - 11am to 12pm - will be recorded available on line after - just a reminder that it is available
7. Consideration of adding to online offerings to patrons - Betty will followup with Amanda to determine what has been learned and next steps.
8. Kim will work with Diane on upcoming special library materials order.
New Business
1. Grants - Town office windows - HUD grant administered through VT State Library - needs assessment for this is due in March. Betty will submit. Is working with the town office building committee.
2. CliF Foundation Grant. Cindy confirmed that the last CliF grant we received was in 2017. This means that we are eligible to submit as request for another grant. Kim will work on this.
Other Lawful Business
1. Kim suggested that it would be valuable for Diane to be at the entire board meeting. There was no objection to this idea. However, it was noted that it would exceed her working hours and to library open hours to accommodate this. No decision about that change was made.
Meeting adjourned at 6:45pm.
Next Meeting Date and time - 04/18/2023 5:30pm

1-17-2023 Minutes

2/21/2023

The Roger Clark Memorial Library
Trustee Meeting -1/17/23 in person, 1 remote attendee available.

Present: Cynthia Bryant (remote), Amanda Barrett, Elizabeth (Betty) Warner,
Call meeting to order: 5:34

Approval of December Treasurer's report

Accepted by Consent

Policy Review

Book Donation Policy - reviewed and modifications needed. Will be presented at the next board meeting.
Book Purchasing Policy - reviewed and modifications needed. Will be presented at the next board meeting.

Librarian Report/Update/Requests

Vermont Humanity Event - Additional expense cost of $102.00 for a specific speaker.
Bookbags - Diane's suggestion regarding a raffle is approved. Requesting start and end date of raffle.

New Business:

2023 Meeting schedule remains 3rd Tuesday at 5:30
Board events - Halloween giveaway and Gingerbread event. All fundraising activities are the responsibility of the board with the exception of the library free will offering. The free will offering should be visible and accessible during library hours.
Betty will followup with request for book donation from a local patron.
Bookclub will be in the library every other month.

Meeting adjourned: 6:59 p.m.
Next Meeting: 2/21/23 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

10-18-2022 Minutes

11/15/2022

The Roger Clark Memorial Library
Trustee Meeting -10/18/22 in person, 1 remote attendee available.

Present: Cynthia Bryant, Amanda Barrett, Elizabeth (Betty) Warner, Coral Hawley, Diane Duetch. Call meeting to order: 5:33

Changes to agenda: Motion to move budget discussion to top of agenda and cover other if time allows. Betty, Coral 2nd.

Minutes modified, Approval of September Treasurer's report

Accepted by Consent

Librarian Report/Update/Requests

Librarian desk chair - to be donated
Adult Fiction - discards have been completed
Zerces, plant pollinator via zoom for 9/23/22 being rescheduled for spring
Six kids signed up for library cards.
Request consideration of library hour adjustment. Consideration for library hour adjustment.
- Follow up action items: Diane to look at rural library hours and send an email to the board. Final decision made during October 2022 meeting.
Wander on Words - payment will made. Amanda will reach out Erica to have forward email thread on shirts and blue bags.
Stockbridge Elementary - visit will be rescheduled late fall/ early winter visit.
Summer reading program - wrapped up
Halloween book give away - Cindi is organizing, more details to come.
Peaks - Amanda to do sign that will go near face painting booth to encourage participants

Old Business:

Library redesign - Metal bookshelves have found a home. Desk- exploring options. Amanda to navigate the removal desk. Tuesday, October 11th floor to start.

Fax services - continued exploration.
Marketing/Branding - to be explored in early 2023.
Welcome to town packet. Diane will provide a digital newsletter to Trish as part of welcome letter.

Meeting adjourned: 6:53 p.m.
Next Meeting: 10/18/22 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

9-20-2022 Minutes

10/18/2022

The Roger Clark Memorial Library
Trustee Meeting -9/20/22 in person, 1 remote attendee available.

Present: Cynthia Bryant, Amanda Barrett, Elizabeth (Betty) Warner, Coral Hawley, Diane Duetch. Call meeting to order: 5:36

Changes to agenda, library report, treasurer's report.

Approval of August 2022 Treasurer's report

Accepted by Consent

Modification of July 2022 Minutes - revised to add budget note. Motion to accept by Coral, 2nd by Cindi.

Librarian Report/Update/Requests

Librarian desk chair - to be donated
Adult Fiction - discards have been completed
Zerces, plant pollinator via zoom for 9/23/22 being rescheduled for spring
Six kids signed up for library cards.
Request consideration of library hour adjustment. Consideration for library hour adjustment.
- Follow up action items: Diane to look at rural library hours and send an email to the board. Final decision made during October 2022 meeting.
Wander on Words - payment will made. Amanda will reach out Erica to have forward email thread on shirts and blue bags.
Stockbridge Elementary - visit will be rescheduled late fall/ early winter visit.
Summer reading program - wrapped up
Halloween book give away - Cindi is organizing, more details to come.
Peaks - Amanda to do sign that will go near face painting booth to encourage participants

Old Business:

Library redesign - Metal bookshelves have found a home. Desk- exploring options. Amanda to navigate the removal desk. Tuesday, October 11th floor to start.

Fax services - continued exploration.
Marketing/Branding - to be explored in early 2023.
Welcome to town packet. Diane will provide a digital newsletter to Trish as part of welcome letter.

Meeting adjourned: 6:53 p.m.
Next Meeting: 10/18/22 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

8-16-2022 Minutes

9/20/2022

The Roger Clark Memorial Library
Trustee Meeting -8/16/22 in person, remote option available.

Present: Cynthia Bryant, Amanda Barrett, Elizabeth (Betty) Warner, Coral Hawley, Diane Duetch

Call meeting to order: 5:32
Changes to agenda, accepted by consent.

Approval of July 2022 Treasurer's report and July 2022 Meeting Minutes

Accepted by Consent

Librarian Report/Update/Requests

Possibility of faxing: Betty to explore and report next meeting
Child chair: Discard
Programming marketing: Betty will reach out to Rebecca Stone / Community Workshops for an informational session. Amanda will reach out to Castleton University regarding intern requirements.
Humanities events: Move forward with next year scheduling.

Old Business:

Grant purchases updates: $500 grant - UPS for tech closet-completed

Shelving: October 10th estimated shelving to be delivered
Desk: Exploring options

New Business:

PCC Event: Silent Auction- Amanda to manage, Library to do a Book Giveaway and library card.
Welcome to town packet - Cindi to speak with Trish
2023 Budget- Cindi will start preparation, board to discuss in October 2022.

Meeting adjourned: 7:10 p.m.
Next Meeting: 9/20/22 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

6-21-2022 Meeting Minutes

7/19/2022

The Roger Clark Memorial Library
Trustee Meeting – 6/21/22 in person, remote option available.

Present: Cynthia Bryant, Coral Hawley,,Elizabeth (Betty) Warner, Diane Duetch

Call meeting to order: 5:30
Changes to agenda, accepted by consent.

Approval of May 2022 Treasurer's report and May 2022 Meeting Minutes

Accepted by Consent

Librarian Report/Update/Requests

Programing: Future events to try to be planned on Tuesday or Thursday evening.
Halloween Books: Diane will review books and advise what needs to be added for Halloween ordering date.
Summer Reading Program: Materials sent electronically to the schools.

New News

Painting, Floors, and Windows: Coral to email selectboard for timeline on the painting and floor being repaired.
Bookshelves: Coral will be ready for the next meeting to show the bookshelf top choice for the wall.
Capital Fund: Cindi is going to email to see if we can use the balance of the 2021 approved funds that were not used.
IT Grant purchase: Products are ordered and some received. Leftover funds will go to book purchases.
Summer Reading Program Grant: $300 received, button maker will be ordered.
Corkboard: Need to get command strips to hang.
End of School Celebration: Cindi will reach out to a performer

Meeting adjourned: 6:35 p.m.
Next Meeting: 6/21/22 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary

7-19-2022 minutes

7/19/2022

The Roger Clark Memorial Library
Trustee Meeting -7/19/22 in person, remote option available.

Present: Cynthia Bryant, Amanda Barrett,Elizabeth (Betty) Warner, Coral Hawley Diane Duetch

Call meeting to order: 5:31
Changes to agenda, accepted by consent.

Approval of June 2022 Treasurer's report and June 2022 Meeting Minutes

Accepted by Consent

Librarian Report/Update/Requests

Halloween Event: Cyndi will review existing inventory and order as needed.
Book collection: Discarded books to be donated or recycled.
Flag w/ Logo: Discard
Seasonal Events: Inventory to transition downstairs
Wooden RCML Sign: Discard
Children's Book Series: Approved to order

Old Business:

Grant purchases updates: $2000 grant - spending complete and report submitted, ii. $300 grant - button maker purchased, report to be submitted by 9/1, iii. $500 grant - UPS for tech closet, Saguaro has been asked to order

$1000 estimate for completing installation, repositioning computers,
installing the UPS, implementing a security and remote monitoring
capability on new computers - a donation to complete this work has been
obtained

Utility Closet Door: Coral to discuss with Corey
Re-design: Coral will discuss with Corey re: floor timeline and utility closet door.

Meeting adjourned: 6:32 p.m.
Next Meeting: 8/16/22 at 5:30 pm
Respectfully submitted,
Amanda Barrett, Board Secretary