Personnel Committee Meeting Minutes: September 18, 2017

Library Board Personnel Committee Minutes

September 18, 2016

5:45 PM

 Click here to download a .pdf of these minutes.

Location: Meeting Room

Trustees in Attendance: John Bohannon, Gary Fox, Martha Rowley, Ellen Taetzsch and Celina Houlne

 

  1. Call to order. 5:45 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting N/A
  3. Public comment (3 minutes per person) N/A
  4. Approve Minutes of July 14 meeting: John Bohannon moves to approve the July 14th minutes as is. Martha Rowley seconds the motion.  Motion is approved unanimously
  5. Director’s Evaluation process & date of upgrade Committee will recommend pay grade upgrade on November 30th to full Library Board.
  6. Executive Session: Director’s Evaluation John Bohannon moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic. Gary Fox seconds the motion.  Motion is unanimously approved.

John Bohannon moves that the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director not be invited to attend. Gary Fox seconds the motion. Motion unanimously approved.

Exited executive session at 6:07pm

  1. Review Action Items, and Proposed Agenda Items for Next Meeting Review director’s evaluation
  2. Set Date for Next Meeting October 17th at 10:00am
  3. Adjourn Gary moves to adjourn at 6:10pm

 

Respectfully submitted

Ellen Taetzsch

Long-Range Planning Committee Minutes: September 13, 2017

BOARD OF TRUSTEES LONG-RANGE PLANNING COMMITTEE MEETING MINUTES

September 13, 2017

4:30 PM

Click here to download a .pdf of these minutes.

Present: John Bohannon, Gary Fox, Kate Kane, Committee Members

Others: Celina Houlne, Library Director

Call to Order: John called the meeting to order at 4:35 PM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of January 23, 2017, meeting: Moved by John Bohannon and seconded to approve as printed.  The motion passed.

Review Final Draft of Long Range Plan: Celina reported that she worked with the staff to create the new long range plan.  She pointed out a change to the mission statement of the library.  Three long range priorities, of equal weight, were noted.  The plan covers a five-year period.  John requested that Celina provide a yearly update on the plan at the January meeting each year, beginning in January 2019.  Celina indicated that the stats and demographics in the plan will be updated as needed before the plan is included in any grant application.  John moved that the committee present the long range plan to the full board with the recommendation that the plan be approved with the changes noted.  The motion was seconded and approved unanimously.

Set Date for Next Meeting: No action at this time.  Committee will reconvene if plan needs to be adjusted.

Review Tasks: John will write motion for full board to approve plan as written with clarification of the mission statement.

Executive Session: None needed.

Adjourn: At 5:05 PM, moved and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Recording Secretary

Fundraising Committee Minutes: September 13, 2017

BOARD OF TRUSTEES FUNDRAISING COMMITTEE MEETING MINUTES

September 13, 2017

3:30 PM

Click here to download a .pdf of these minutes.

Present: Brady Weinstock, Kate Kane, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Brady called the meeting to order at 3:35 PM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of July 20, 2017, meeting: Moved by Brady Weinstock and seconded to approve as printed.  The motion passed.

Other Business: Celina reported that the Friends have raised over $12,000 and are close to the amount needed for the Jerry Pfohl painting of the Vilas Bridge.  Carol Blackwood’s monthly contribution of excess energy generated from her solar panels has started to be noted on the RFPL Green Mountain Power bill.  However, Celina spoke with GMP and was told that the library can only receive credit from one person, so we cannot solicit or receive additional contributions of solar credits.  In addition, Celina reported that the Town of Rockingham is investigating the establishment of a solar farm for town energy expenses.  After discussion, it was decided to put the pursuit of grant funding for solar panels on the back burner for now.

Review Annual Appeal: Following the meeting, Kate and Brady will review the lists used for the annual appeal: the list used in previous appeals as well as the town list of property owners.  The purpose will be to note any people who are known to be deceased and to indicate which people are known to either Brady or Kate for the purpose of writing a personal note on their appeal letter.  The full board will be asked to review the lists as well, and letters will be signed and personalized in November.

Review Action Items and Proposed Agenda Items for Next Meeting: No action taken

Set Date for Next Meeting: No action at this time.

Adjourn: At 3:48 PM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Recording Secretary

Library Board of Trustees Personnel Committee Meeting Monday, September 18, 2017 10:00 AM

 

Library Board of Trustees Personnel Committee Meeting

Monday, September 18, 2017

10:00 AM

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of May 11 meeting
  5. Review Evaluation Process
  6. Other Business
  7. Executive Session – If Necessary
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

 

 

 

 

 

 

Posted September 14, 2017

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The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101 Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.18 Personnel Committee Meeting Agenda

Library Board of Trustees Meeting Tuesday, September 19, 2017 6:15 PM

 

Library Board of Trustees Meeting

Tuesday, September 19, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of July 25 Meeting
  5. Director’s Report
  6. FY 18 Budget Status Report
  7. Finalize Amendment to By-Law Article II
  8. Long Range Planning Committee – Review Long Range Plan
  9. Personnel Committee – Review Director’s Evaluation Process
  10. Fundraising Committee – Review Annual Appeal
  11. Other Business
  12. Review and Approve Warrants
  13. Review Action Items, and Proposed Agenda Items for Next Meeting
  14. Review Date for Next Meeting: November 28
  15. Viewing of “Short Takes for Trustees” Educational Videos
  16. Executive Session – If Necessary
  17. Adjourn

 

 

Posted September 14, 2017

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.19 Board Meeting Agenda

Board of Directors Fundraising Committee Meeting Wednesday, September 13, 2017 3:30 PM Location: Top Floor Meeting Room (or Youth Program Room)

 

Board of Directors Fundraising Committee Meeting

Wednesday, September 13, 2017

3:30 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of July 20, 2017 meeting
  5. Review Annual Appeal
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

 

 

 

 

 

Posted September 8, 2017

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.13 Fundraising Committee Meeting Agenda

Board of Trustees Long Range Planning Committee Meeting Wednesday, September 13, 2017

 

2017.9.13 Long Range Planning Committee Meeting Agenda

 

 

4:30 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve minutes of January 23, 2017 meeting
  5. Review Final Draft of Long Range Plan
  6. Set date for next meeting and review agenda items
  7. Review tasks
  8. Executive Session – if necessary
  9. Adjourn

 

 

 

 

Posted September 8, 2017

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting Minutes: Tuesday, July 25, 2017

Library Board of Trustees Meeting Minutes

Tuesday July 25, 2917

6:15pm

Click here to download a .pdf of these minutes.

Present: Martha Rowley, John Bohannon, Leslie Lassetter, Kate Kane, Susan Spaulding, Ellen Taetzsch, Brady Weinstock, Gary Fox

 

  1. Call to Order: 6:18pm
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None
  3. Public Comment: Poly Montgomery from the Friends of the Library made comments
  4. Approve Minutes of May 23rd Meeting: Approved with amendments that all trustees were present except Heidi Lauricella. Motioned, seconded and unanimously approved.
  5. Director’s Report: Report was presented
  6. Reserve Fund & Memorial Donation for Jackie Hewitt:
  • Motion made to create a Memorial Reserve Fund for $455.00 and to expend the $455.00 in FY 18. Seconded and unanimously approved.
  • Motion made to donate in Jackie Hewitt’s name, $500.00 to the Friends of the Library’s Vilas Bridge Campaign, to be drawn from the Memorial Reserve Fund and the FY 18 Memorial Revenue Line. Seconded and unanimously approved.
  1. Fundraising Committee Report: Update on fundraising activities
  2. Union Negotiator for Collective Bargaining Agreement: Motion was made to authorize Brady and John to represent the Board of Trustees in union negotiations. Seconded and unanimously approved.
  3. Amendment to By-Law Article II: Motion was made for the Library Board of Trustees shall meet in regular session a minimum of six times per year in accordance with 1 V.S.A. § 312 as am mended. Seconded and unanimously approved.
  4.  Other Business
  5. Review and Approve Warrants: Completed
  6. Review Action Items, and Proposed Agenda Items for Next Meeting: Next meeting we will discuss annual evaluation process for director, long range plan, and change in the by laws as noted in agenda item 9
  7.  Review Date for Next Meeting September 26:  Next meeting was changed to September 19th at 6:15
  8. Viewing of “Short Takes for Trustees” Educational Videos- Video was viewed
  9. Executive Session: not necessary
  10. Adjourned at 6:58pm

 

Respectfully Submitted,

 

Ellen Taetzsch

Fundraising Committee Meeting Minutes: July 20, 2017

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

July 20, 2017.

10:30 AM

Click here to download a .pdf of these minutes.

 

Present: Brady Weinstock, Kate Kane, Leslie Lassetter, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Brady called the meeting to order at 10:42 AM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of April 19, 2017 meeting: Moved by Leslie and seconded to approve as printed.  The motion passed.

Discussion of Methods of Fundraising:

Grants: Celina reported that the library has access to a database of grants called Grant Station.  Kate agreed to look through the database and meet with Celina about appropriate grants for which to apply. The 2016 price for installation of solar panels to the roof is $34,544, and Celina has a grant written to be used when a source of funds is determined (via Grant Station).  Celina also reported that a grant application has been written to the Windham Foundation for digitizing the historical collection.  Kate has reached out to the Windham Regional Commission and Integrated Solar about grants specifically for renewable energy.

Bequests: Celina reported that online donations using credit cards are not yet available through the Town of Rockingham.  She shared a brochure called “Leave It to the Library” about making bequests, and her plan is to recreate this brochure for RFPL.

Annual Appeal: Celina suggested we set a goal of $10,000.  It was decided that we would cross check the town tax list with our annual appeal mailing list, and we will ask the board of trustees for names to add to the appeal.

Other Business: Celina reported that the Friends of the RFPL have raised approximately 75% of the $12,500 needed for the Jerry Pfohl painting of the Vilas Bridge.

Review Action Items and Proposed Agenda Items for Next Meeting: Kate will review Grant Station and meet with Celina about grant options.  Celina will request the Rockingham Grand List in preparation for cross checking that list with the annual appeal list.

Set Date for Next Meeting: September 13, 2017 at 3:30 PM.

Adjourn: At 11:31 AM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

 

Kate Kane

Recording Secretary

Board of Trustees Meeting Agenda: Tuesday, July 25, 2017

Library Board of Trustees Meeting

Tuesday, July 25, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a pdf of the agenda

 

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of May 23 Meeting
  5. Director’s Report
  6. Reserve Fund & Memorial Donation for Jackie Hewitt
  7. Fundraising Committee Report
  8. Union Negotiation for Collective Bargaining Agreement
  9. Amendment to By-Law Article II
  10. Other Business
  11. Review and Approve Warrants
  12. Review Action Items, and Proposed Agenda Items for Next Meeting
  13. Review Date for Next Meeting: September 26
  14. Viewing of “Short Takes for Trustees” Educational Videos
  15. Executive Session – If necessary
  16. Adjourn

Posted July 20, 2017

Fundraising Committee Meeting Agenda: Thursday, July 20, 2017

Board of Directors Fundraising Committee Meeting

Thursday, July 20, 2017

10:30 AM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a pdf of 2017.07.20 Board of Directors Fundraising Committee Meeting

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of April 19, 2017 meeting
  5. Discuss Methods of Fundraising
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

Posted July 17, 2017

Board of Trustees Meeting Agenda: Tuesday, May 23, 2017

Library Board of Trustees Meeting
Tuesday, May 23, 2017
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.5.23 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of April 25 Meeting
  5. Director’s Report
  6. FY 17 Budget Status Report
  7. FY17 Financial Actions
  8. Authorization of Expenses
  9. Reserve fund for Summer Reading Grant
  10. Transfer of Funds for FY17 Expenses
  11. New Investment Account
  • Review Meeting Schedule and By-Law Article II
  • Executive Session– Director’s Semi-Annual Performance Review
  • Other Business
  • Review and Approve Warrants
  • Review Action Items, and Proposed Agenda Items for Next Meeting
  • Review Date for Next Meeting: June 27 or July 25
  • Viewing of “Short Takes for Trustees” Educational Videos
  • Adjourn

Posted May 19, 2017

Finance Committee Meeting Agenda: Thursday, May 23, 2017

Board of Directors Finance Committee Meeting
Thursday, May 23, 2017
5:30 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2017.5.23 Finance Committee Meeting

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Election of Committee Chair and Secretary
  4. Public Comment (3 minutes per person)
  5. Approve Minutes of October 20, 2016 meeting
  6. Discuss Investment Accounts
  7. Discuss Transfer of Funds for FY17 Expenses
  8. Other Business
  9. Executive Session (If Necessary)
  10. Review Action Items and Proposed Agenda Items for Next Meeting
  11. Set Date for Next Meeting
  12.   Adjourn

 

Posted May 19, 2017

Board of Directors Personnel Committee Meeting Thursday, May 11, 2017 10:00 AM

 

Board of Directors Personnel Committee Meeting

 

Thursday, May 11, 2017

 

10:00 AM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Election of Committee Chair and Secretary
  4. Public Comment (3 minutes per person)
  5. Approve Minutes of October 10, 2016 meeting
  6. Review Evaluation Process
  7. Other Business
  8. Executive Session – Director’s Semi-Annual Performance Review
  9. Review Action Items and Proposed Agenda Items for Next Meeting
  10. Set Date for Next Meeting
  11. Adjourn

 

 

 

 

 

 

 

 

 

 

Posted May 92017.5.11 Personnel Committee Meeting Agenda, 2017

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

 

 

Board of Trustees Meeting Agenda: Tuesday, April 25, 2017

Library Board of Trustees Meeting

Tuesday, April 25, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.4.25 Board Meeting Agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of March 28 meeting
5. Set Date for Summer Board Meeting
6. Director’s Report
7. FY 2017 Budget Status Report
8. Fundraising Committee Proposals for Solar Fundraising & Memorial Donations
9. Viewing of “Short Takes for Trustees” Educational Videos
10. Other Business
11. Review and Approve Warrants
12. Review Action Items, and Proposed Agenda Items for Next Meeting
13. Review Date for Next Meeting: May 23
14. Executive Session (If Necessary)
15. Adjourn

Posted April 20, 2017

Fundraising Committee Meeting Minutes: April 29, 2017

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

April 19, 2017

10:30 AM

Click here to download a .pdf of these minutes:  2017.04.19 Fundraising Committee Minutes

Present: Brady Weinstock, Kate Kane, Leslie Lassetter, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Leslie called the meeting to order at 10:35 AM.

Election of Committee Chair and Secetary:  Leslie nominated Brady as Committee Chair and Kate as Committee Secretary.  Motion was seconded and passed.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of November 22, 2016, meeting: Moved by Leslie and seconded to approve as printed.  The motion passed.

Discussion of Goals: Two goals were set:

  1. Make annual appeal in December more effective
  2. Establish new methods of fundraising.

Discussion focused on fundraising for green solar energy.  Brady reported that Green Mountain Power customers who use solar power receive only solar credits, not refunds, and those credits could be gifted to the RFPL.  Celina reported that solar panels on the slanted part of the roof would be a completion of the renovation.  She will get an updated cost from the solar company in Brattleboro.  Kate will research grant opportunities.  The following proposal will be brought to the Board of Trustees at its April 25th meeting:

We propose that the Board pursue funding for green solar energy by (1) pursuing funds for solar panels, and (2) soliciting donations of Green Mountain Power solar credits.  Both of these steps will help reduce the library’s monthly electricity cost and will promote green energy.

Discussion then focused on increasing donation options.  Suggestions included a second appeal in June using postcards, naming donors in follow-up newsletters or appeals, considering a monthly donation option, and lowering the suggested donation so that more people feel comfortable with their ability to give.  Celina requested the ability to add memorial or honorary gift options to the online donation capability.  The following proposal will be brought to the Board of Trustees:

We propose that the Board direct Celina to add an online option for people to give memorial or honorary gifts to the RFPL.

 

Other Business: None

Review Action Items and Proposed Agenda Items for Next Meeting: Celina will investigate online donations and monthly donation by checking with other libraries.  She will also get the tax list from the town clerk to provide increased names for the annual appeal, and she will get an updated quote for solar panels.  Kate will research grant options for solar power/green energy.

Set Date for Next Meeting: No action at this time.

Adjourn: At 11:48 AM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Secretary

Fundraising Committee Meeting Agenda: Wednesday, April 19, 2017

Board of Directors Fundraising Committee Meeting

Wednesday, April 19, 2017

10:30 AM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.4.19 Fundraising Committee Meeting Agenda

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 22, 2016 meeting
  5. Election of Committee Chair and Secretary
  6. Discussion of Goals
  7. Other Business
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

Posted April 19, 2017

Board of Trustees Meeting Agenda: Tuesday, March 28, 2017

Library Board of Trustees Meeting

Tuesday, March 28, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.3.28 Board Meeting Agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of February 28 and March 7, 2017 meetings
  5. Authorization for Bank Accounts and Warrant
  6. Director’s Report
  7. FY 2017 Budget Status Report
  8. Trustee Committee Assignments
  9. Town Officers Education Conference April 4
  10. Other Business
  11. Review and Approve Warrants
  12. Review Action Items, and Proposed Agenda Items for Next Meeting
  13. Review Date for Next Meeting: April 25
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

 

Posted March 23, 2017

Library Trustee Meeting Minutes: March 7, 2017

Click here to download a .pdf of these minutes: 2017.03.07 Board Minutes

Library Trustees Present: Ellen Taetzsch, Martha Rowley, Carole Blackwood, John Bohannon, Heidi Lauricella, Leslie Lassetter, Gary Fox; Library Director Celina Houlne, Kate Kane, Susan Spaulding, Brady Weinstock

 

  1. Meeting opened at 7:20 pm, and the board welcomed newly elected Trustees Kate Kane, Susan Spaulding and Brady Weinstock

 

  1. Nothing to add to agenda

 

  1. Members of the General Public: Sand Martin from

 

  1. Oaths of Office – Celina read the Oath, Trustees all signed, and Sandy Martin, Notary Public authenticated.

 

  1. Election of Officers, Heidi moves, ad Leslie seconds a slate of John Chair, Ellen Vice Chair, Gary as Secretary, Martha as Treasurer; Motion carries unanimously

 

  1. Regular meeting dates and times – 4th Tuesday at 6:15 pm for about an hour; next meeting determine if July or August; No December; Next Meeting March 28, 2017

 

  1. Handed around and affirmed the rules and procedures

 

  1. Committee Assignments – John handed out the current list and asked people to e-mail him their choice before the next meeting

Historical Collection– getting items online – 10 year project working on this

 

  1. Other Business – N/A

 

  1. No Executive Session

 

  1. Motion to Adjourn Heidi, Ellen Seconds; Motion unanimous

 

Respectfully Submitted,

 

 

Gary Fox

Board of Trustees Meeting Agenda: Tuesday, March 7, 2017

Library Board of Trustees Meeting

Tuesday, March 7, 2017

7:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.03.07 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time and schedule for the year
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. Other Business
  10. Executive Session (if needed)
  11. Adjourn

 

 

 

 

Posted March 2, 2017

Board of Trustees Meeting Minutes: February 28, 2017

 

 

Library Trustees Present: Doreen Aldridge, Ellen Taetzsch, Martha Rowley, Carole Blackwood, Ray Massucco, John Bohannon, Heidi Lauricella, Leslie Lassetter, Gary Fox; Library Director Celina Houlne

 

  1. Meeting opened at 6:20 pm
  2. Nothing to add to agenda
  3. Members of the General Public: Polly Montgomery from Friends of the RFPL

Raising funds by selling the Pfohl 6 x 6 Vilas Bridge.   Charlie is raising some – goal is a little over $1,000 per month. And Match through Indiegogo crowdfunding (CF).

Charlie Hunter –and Carolyn Friesa – will set up incentives for the CF like prints of the Vilas painting if you give $100. 6 -month program – goal by November 1, 2017 is $12,500

 

– Trivia night – get some more teams for – March 11, 4 pm to 6:30 pm; Beer, Wine, Cider and Snacks – Irish Theme; 2 teams from Chroma, Windham Antiques, Greater Rock Fitness, Celina table, Heidi will try to get a team from Sweeney Todd, posters forwarded to board by Celina.

– May 13 plant sale for Friends

– April 7 book sale for Friends members only on Friday (get new members) and general public starting Saturday

 

  1. Ray moves and Carole Seconds- approve the minutes of January 26, 2017.

Motion carries, with 3 abstentions

 

  1. Directors Report e-mailed, Highlights:

Save the Date: April 4, Tuesday is Town Educators Conference – 9 am to 3 pm, Celina will forward details when they arrive.

– Close to hiring for reference librarian, very happy about this.

 

  1. FY 17 budget status report; the appeal letters we signed and mailed have returned so far- 69 donations totalling $4,930, $1,000 to go to meet budget

 

  1. 7 pm on March the 6th for Town Meeting to vote on the Library budget; March 7, 2017, elections for Library Trustees Board – 3 people running for 3 seats: Brady Weinstock, Kate Kane and Susan Spaulding

– Question on finalizing of renovation debt –  paid our fair share, it is now done and settled

 

  1. Meeting Room regulation changes: special attachment to meeting warning

Heidi Moves and Gary seconds to change the rental for outside Library hours to $25; motion defeated 4 to 3.

– John moves and Gary seconds, to strike #2, and move #18 to #2 adjusting the language from “before and after library hours” to “outside library hours”

Motion carries unanimously

 

  1. Other Business – N/A
  2. Review and Approve Warrants
  3. Review Action Items, and proposed agenda items for next meeting: March 28, 6:15 pm
  4. Organizational meeting after voting closes on March 7, at 7:15 at he RFPL, with March 14th is a back-up depending on if the candidates can make it.
  5. No Executive Session
  6. Heidi Moves and Gary Seconds to adjourn – Meeting adjourns at 6:50 pm

Respectfully Submitted, Gary Fox, Secretary

Board of Trustees Meeting Agenda: Tuesday, February 28, 2017

Library Board of Trustees Meeting

Tuesday, February 28, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.02.28 Board Meeting Agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of January 26, 2017 meeting
5. Director’s Report
6. FY 2017 Budget Status Report
7. March Election and Board Openings
8. Meeting Room Regulations Changes
9. Other Business
10. Review and Approve Warrants
11. Review Action Items, and Proposed Agenda Items for Next Meeting
12. Review Date for Organizational Meeting in March
13. Executive Session (If Necessary)
14. Adjourn

Posted February 23, 2017

Board of Trustees Meeting Minutes: January 26, 2017

Library Board of Trustees Meeting  –  January 26, 2017

 

Present: Board members Carol Blackwood, John Bohannon, Gary Fox, Leslie Lassetter, Ray Massucco, Martha Rowley, and Library Director, Celina Houlne

Click here to download a .pdf of these minutes: 2017.01.26 Board Minutes

MINUTES

 

  1. Call to Order: John Bohannon called the meeting to order at 6:25.
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None
  3. Public Comment (3 minutes per person: None
  4. Approve Minutes of November 29, 2016 meeting: John Bohannon made a motion to approve the minutes of November 29, 2016. Motion was seconded by Leslie Lassetter. Ray Massucco noted that Polly Montgomery had attended the meeting. Motion to approve the minutes passed, with the addition of Polly Montgomery’s name.
  5. Director’s Report: The Director pointed out the Vermont Humanities Council VT Reads series of programs, Friends’ trivia fundraiser event on March 11, and the resignation of the Reference Librarian. Anticipated hiring for this position is in March.
  6. Budget FY 2017 Update: Director explained that the preliminary year-end projection is a rough estimate and will change depending on the new employee’s choice of benefits. So far the annual appeal has brought in $4,555. Also, VLCT will not be moving librarians to a different classification for workers comp and the rate will not increase.
  7. March Election and Board Openings: The Board reviewed what seats will be open in March. Members Doreen Aldrich, Carol Blackwood and Ray Massucco will not be running this year.
  8. Board Authorization for Officer’s Signing Authority: John Bohannon made a motion that the RFPL Board of Trustees authorize any officer of the Board of Directors to sign routine documents that do not deal with changes of policy or commitment of unbudgeted funds; and that this authorization be reviewed for renewal annually. Motion was seconded by Martha Rowley. Ray Massucco offered an amendment to replace the word ‘Directors’ with the word ‘Trustees’. Amendment was accepted and the motion passed.
  9. Long Range Plan Update: John Bohannon reported for the Long Range Planning Committee who met on Jan. 23 to review current draft of the next long range plan. The Board reviewed the three main priorities listed and discussed possible language change for the mission statement. Committee will report again in June.
  10. Other Business: Announcements included Leslie Lassetter will sign warrants for the next two weeks, the Friends are looking at fundraising for Jerry Pfohl’s artwork (which will be on exhibit in the library this spring), storage areas are being reorganized for historical collection, and video-conference equipment has been received from the State Library, thanks to a grant processed by Marty Reid. She’ll be leaving her position soon since the Governor will be appointing a new State Librarian.
  11.   Review and Approve Warrants: Done
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting: Done
  13.    Review Date for Next Meeting: February 28.
  14.   Executive Session (If Necessary): None
  15. Adjourn: John Bohannon made the motion to adjoin at 7:07. Motion seconded by                      Leslie Lassetter. Motion passed.

Minutes submitted by Celina Houlne, January 30, 2017

Board of Trustees Meeting Agenda: Thursday, January 26, 2017 (postponed from Jan 24)

Library Board of Trustees Meeting
Thursday, January 26, 2017
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda: 2017.1.26 Board Meeting Agenda (postponed from Jan 24) 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 29, 2016 meeting
  5. Director’s Report
  6. Budget FY 2017 Update
  7. March Election and Board Openings
  8. Board Authorization for Officer’s Signing Authority
  9. Long Range Plan Update
  10. Other Business
  11. Review and Approve Warrants
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting
  13.   Review Date for Next Meeting: February 28
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

 

 

 

Posted January 25, 2016

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Long Range Planning Committee Meeting Minutes: Monday, January 23, 2017

Board of Trustees: Long Range Planning Committee Meeting Minutes
Monday, January 23, 2017
Location: Top Floor of Rockingham Free Public Library

Click here to download a .pdf of these minutes: 2017.1.23 Long Range Planning Committee Meeting Minutes
Present: John Bohannon, Gary Fox, Leslie Lassetter, Ellen Taetzsch and Celina Houlne
1. Meeting Called to Order at 12:05
2. No additions to the agenda for routine administrative matters and/or pressing matters that will require
ratification at a future meeting
3. No public comment
4. Approve minutes of July 19, 2016 meeting
Ellen moves, John seconds
Discussion: 1. Correction to Celina Houlne’s name and change Gary Lamb to Gary Fox. 2. Delete
word last from ‘Minutes for April 6, 2016 meeting were approved as amended: Item 5.C.i. replace
“strategic plan” with “last long range plan.”’
Motion passed. Leslie abstained
5. Review Long Range Plan Outline
The long range plan was reviewed and approved as a general format with general categories. Celina
was directed to continue on this path and will present the general format to the entire board.
6. Set date for next meeting and review agenda items
The next meeting will be in June. The date will be determined in May
7. Review tasks
Celina and staff will continue working on the Long Range Plan and add tasks and time lines to each
category
8. Executive Session – not necessary
9. Adjourn
John moves to adjourn at 12:55, Ellen seconds
Respectfully submitted by Ellen Taetzsch 1/25/2017

Long Range Planning Committee Meeting Agenda: Monday, January 23, 2017

Board of Trustees
Long Range Planning Committee Meeting
Monday, January 23, 2017
Noon
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.1.23 Long Range Planning Committee Meeting Agenda 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve minutes of July 19, 2016 meeting
  5. Review Long Range Plan Outline
  6. Set date for next meeting and review agenda items
  7. Review tasks
  8. Executive Session – if necessary
  9. Adjourn

 

 

 

 

Posted January19, 2017

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Board of Trustees Meeting Agenda: Tuesday, January 24, 2017 (Postponed due to inclement weather)

Library Board of Trustees Meeting
Tuesday, January 24, 2017
6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.1.24 Board Meeting Agenda

 AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 29, 2016 meeting
  5. Director’s Report
  6. Budget FY 2017 Update
  7. March Election and Board Openings
  8. Board Authorization for Officer’s Signing Authority
  9. Long Range Plan Update
  10. Other Business
  11. Review and Approve Warrants
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting
  13.   Review Date for Next Meeting: February 28
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

Posted January 18, 2016

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Board of Trustees Meeting Minutes: Tuesday, November 29, 2016

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday November 29, 2016

Click here to download a .pdf of these minutes: rfpl-board-minutes-11-29-16

 

Present: Doreen Aldrich, Carol Blackwood, Martha Rowley, Leslie Lassetter, Ray Massucco, John Bohannon, Heidi Lauricella, Gary Fox, Celina Houlne

 

Other’s present: Staff Mary, Polly from the friends, and Charlie Hunter for the fundraising.

 

Absent: Ellen Taetzsch

 

  1. Meeting called to order at 6:20 pm
  2. No additions to the agenda – move #8 Fundraising to #5 before the Directors Report
  • Public Comment – Friends – Polly introduced the party this Saturday from 11 to 1. Come before 11 am and bring some food by, and try to help clean-up.
  1. Approve Minutes of October 25, 2016 Trustees Meeting:

Heidi moves, Gary seconds;

Discussion – 1. Correnction of call to order time from “am” to “pm”. 2. Correction to the Directors Report library staff discussion – “Nancy Tusinski finished the grant report  for the glass plate negatives.” and 2nd paragraph under increased hours of full timers due to the “union contract negotiated earlier in the year” and take out due to “changes to the federal wages and hours rules”

All in favor with noted corrections, motion carries unanimous.

 

  1. Fundraising Committee Report – Ray presented motions recommended by their committee.

Motion 1 – approve artwork in general as part of the historic collection – create an acquisition and restoration fund – includes for all the artwork … as well as the historic collection

Motion 2 – create an acquisition and restoration fund Vilas Bridge and the Clock Tower ..

 

Dicsussion – Or we could have the Friends be the vehicle for the donation.

This needs a decision from the Friends –

Heidi moves 1) the Board support fundraising efforts to acquire two paintings by Jerry Pfohl: the Vilas Bridge and the Clock Tower

Ray seconds

Motion carries unanimously

Leslie moves that the Board create a Historical Collection Reserve Fund, for the purpose of acquiring and restoring items in the Library’s Historical Collection. Heidi seconds.  Motion is defeated 5 to 0 with 3 abstentions….

 

  1. Directors Report – Celina discussed highlights of the Director’s report. Need candidates for the election – ask David Gould, Sam or Ellen from the Promise community for recommendations, post a notice on the Library website.
  • Conference very inspiring … Celina and Gary spoke to this and provided information learned at the conference as well as a video series – 10 x 10 minute informational to be viewed at Board Meetings beginning with the new board in the Spring.
  • Discussed the budget and concern about town meeting. What if we level fund tax request from town? CPI Boston, New England was 1.5%, reduced to 1%.  Fundraising – David Buckley used to go to two people and ask for big donations, Trustees could do this to meet the revenues in the level funded budget adjustment presented  by management.

Gary moved and Heidi seconded to accept the level funded budget as presented. 6 for, Martha against, Leslie Abstains … Motion carries.

 

  1. No Other Business
  2. Review Warrants
  3. Friends will come to the January 24th Board meeting with an answer on the fundraising, Finance Committee annuity management, update on Trustee seats – petition turn in date is January 30th.
  • Next Meeting January 24th at 6:15 pm.
  • Carol moved and John Seconded to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the boar at a substantial disadvantage by disclosing the personal details of this topic.

Heidi Moved and John Seconded ta the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend.

Came out of Executive Session at 7:55 pm.

  • Adjourned at 7:55 pm Doreen moved and Heidi Seconded.

 

 

Respectfully submitted,

 

Gary Fox, Secretary

Fundraising Committee Meeting Minutes: November 22, 2016

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

November 22, 2016

5:00 PM

Click here to download a .pdf of these minutes:  board-of-directors-fundraising-committee-mtg-minutes-nov-22-2016

Present:  Doreen Aldrich, Carol Blackwood, L. Raymond Massucco and Leslie Lassetter (6:08 PM), Committee Members

Others:  Celina Houlne, Library Director; Charlie Hunter, Gretchen Abendschein, and Tom Platt

 

Call to Order: Chairman, Raymond Massucco, called the meeting to order at 5:45 p.m.

 

 Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting:  None

 

Public Comment (3 minutes per person)None

 

Approve Minutes of March 29, 2016 Meeting:  Moved by Carol Blackwood and seconded to approve as printed.  The motion passed.

 

Potential Donation of Jerry Pfohl Artwork:  Gretchen Abendschein, et al showed the committee artwork by Jerry Pfohl and said they’d like to display a painting of the Vilas Bridge over the fireplace in the library.  The fair market value of the painting is $25,000 and if $12,500 could be raised, Mr. Pfohl’s painting would be donated to the library.  Celina Houlne is concerned about money going to this fundraising project as the library is looking to fundraise for solar panels.  The library is heated by electricity and it is costly.  She added that this is a community with limited resources.

There is no money in the budget to preserve the artwork we already have.  Charlie Hunter urged the committee to approve the hanging of the artwork and he will be happy to be involved.  Carol Blackwood said the painting of the town hall tower had more significance to her and suggested displaying both pieces of art in the library.  The fair market value of this piece is $6,000.  Charlie Hunter will kick in $1,000 if there is a match.  After a lengthy discussion, it was moved by Carol Blackwood and seconded by Ray Massucco that we recommend to the full board that we create an art acquisition and restoration reserve fund with the future goal to attempt to purchase these paintings by Mr. Pfohl and that we work with members of the committee in the fundraising effort.   The motion passed.

 

Other Fundraising Ideas:  None at this time.

 

Other Business:  None

 

Review Action Items and Proposed Agenda Items for Next Meeting:  No action taken

 

Set Date for Next Meeting:  No action at this time.

 

At 6:26 PM, motion by Carol Blackwood and seconded to adjourn this meeting.

 

Respectfully submitted_________________________________

Recording Secretary

Board of Trustees Meeting Agenda: Tuesday, November 29, 2016

Library Board of Trustees Meeting
Tuesday, November 29, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016-11-29-board-meeting-agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of October 25, 2016 meeting
5. Director’s Report
6. Report on VT Library Trustees Conference
7. Finance – Budget FY 2018
8. Fundraising – Potential Donation of Artwork
9. Other Business
8. Review and Approve Warrants
9. Review Action Items, and Proposed Agenda Items for Next Meeting
10. Review Date for Next Meeting: January 24
11. Executive Session: Director’s Evaluation
12. Adjourn
Posted November 23, 2016

Fundraising Committee Agenda: Tuesday, November 22, 2016

Board of Directors Fundraising Committee Meeting
Tuesday, November 22, 2016
5:00 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda:  2016-11-22-fundraising-committee-meeting-agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of March 29, 2016 meeting
  5. Potential Donation of Jerry Pfohl Artwork – Gretchen Abendschein & Tom Platt
  6. Other Fundraising Ideas
  7. Other Business
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

 

 

 

 

 

Posted November 18, 2016

Finance Committee Meeting Minutes: October 20, 2016

RFPL Finance Committee

Draft Minutes

October 20, 2016

Click here to download a .pdf of these minutes: 2016-10-20-finance-committee-minutes

In Attendance: Gary Fox, Martha Rowley (chair), Carol Blackwood, Heidi Lauricella, Mary Van Hartesveldt (staff), Celina Houlne (director)

  1. Meeting called to order at 6:35pm in the top floor meeting room.
  2. No addictions to agenda needed.
  3. No public comment.
  4. A motion was made “To approve the minutes for the October 18, 2015 finance meeting as written”. This passed unanimously.
  5. The committee reviewed the FY17 budget.
  6. The committee reviewed the FY18 budget. A motion was made for the finance committee “To bring the proposed FY18 budget as written to the full board.”
  7. No new business.
  8. A next meeting will be planned when needed. Date and time TBA.
  9. There were no tasks assigned.
  10. The committee did not enter executive session.
  11. Meeting adjourned at 7:30pm

Respectfully submitted

Heidi Lauricella

 

Personnel Committee Meeting Minutes: October 17, 2016

Personnel Committee meeting of the Rockingham Free Public Library October 17, 2016.

Click here to download a .pdf of these minutes: 2016-10-17-personnel-committee-minutes

Attending: Martha Rowley, John Bohanon, Gary Fox

Meeitng begins at 10:00 am.

 

  1. John Moves, Martha seconds – approve minutes of September 27, 2016.

All in favor – Motion carries – unanimous

 

  1. Clarification for the Policy #8: Personnel Committee will provide the Library Director with the formal evaluation not more than 1 week following the October Board meeting.

 

  1. This year, there is a November meeting and no December meeting, so #9 in the Policy will occur during the November Board meeting.

 

  1. John moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic.

Martha Seconds, Motion carries – unanimous

 

John moves that the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the director not be invited to attend.

Martha seconds, Motion carries- unanimous

 

  1. Enter executive session at 10:15 am…

Came out of executive session at 10:30 am

John moves, Gary seconds:

  1. Approve draft letter of evaluation of the director with date changes as presented
  2. Approve the draft of comments with the scoring summarized as presented
  3. Approve distributing via e-mail to the board before the October 25th board meeting
  4. Recommend Board discussing in executive session at the October 25th board meeting.

Motion carries  – unanimous

 

John Moves, Martha seconds to adjourn  at 10:35 am.

 

 

 

Board of Trustees Meeting Agenda: Tuesday, October 25, 2016

 Library Board of Trustees Meeting

Tuesday, October 25, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016-10-25-board-meeting-agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of September 27, 2016 meeting
  5. Director’s Report
  6. Finance – Budget FY 2018
  7. Other Business
  8.   Review and Approve Warrants
  9.   Review Action Items, and Proposed Agenda Items for Next Meeting
  10.   Review Date for Next Meeting: November 29
  11. Executive Session: Director’s Evaluation
  12. Adjourn

 

 

 

 

 

 

 

 

Posted October 20, 2016

Finance Committee Meeting AMENDED Agenda: Thursday, October 20, 2016

Board of Trustees
Finance Committee Meeting Amended Agenda

 

Thursday, October 20, 2016

5:15 PM

Click here to download a .pdf of this agenda: 2016-10-20-finance-committee-meeting-amended-agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 18, 2015 meeting
  5. Review of FY17 budget
  6. Review of FY18 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted October 14, 2016

 

Finance Committee Meeting Agenda: Thursday, October 20, 201

Board of Trustees
Finance Committee Meeting

Thursday, October 20, 2016

5:15 PM

Click here to downoad a .pdf of this agenda: 2016-10-20-finance-committee-meeting-agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 19, 2015 meeting
  5. Review of FY16 budget
  6. Review of FY17 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted October 14, 2016

Library Board Personnel Committee Meeting AGENDA: Monday, October 17, 2016

 

Library Board Personnel Committee

Monday, October 17, 2016

10:00AM

 Click here to download a .pdf of this agenda: 2016-10-17-personnel-committee-meeting-agenda

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of September 27 meeting
  5. Director’s Evaluation process
  6. Executive Session: Director’s Evaluation
  7. Review Action Items, and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

 

Posted October 12, 2016

Board of Trustees Meeting Amended Minutes: July 26, 2016

Board of Trustees Meeting Minutes – Amended August 4, 2016
July 26th, 2016
Location: Top Floor Meeting Room
Trustees in Attendance: John Bohannon, Leslie Lassetter, Ellen Taetzsch, Carol Blackwood, Martha Rowley, Doreen Aldrich
Trustees Absent: Ray Massucco, Gary Fox, Heidi Lauricella

Click here to download a .pdf of these minutes: 2016.07.26 Board Minutes- Amended August 4 2016
1. Call to Order 6:19pm
2. Additions to the Agenda for routine administrative matter and/or pressing matters that will require ratification at a future meeting SMP settlement letter and funds owed to the town will fall under other business
3. Public Comment Joel Love commented on the pending lawsuit against the library
4. Approve Minutes of June 28, 2016 meeting Leslie Lassetter moves to approve the minutes and Doreen Aldrich second. Amendment was made to add Ellen Taetzsch as absent from the last minute. The minutes were approved with the amendment unanimously
5. Directors Report Celina reviewed the highlights
6. Historical Collection Committee Report & Recommendations for Next Steps Leslie Lassetter moves the library has in its possession items that re outside the scope of the Library’s Historical Collection. In accordance with the Historical Collection Management Policy, the identified toys, textiles and books will be sold or donated with proceeds going to the Historical Collection Preservation and Care Fund. John Bohannon seconded the motion. Unanimously approved.
7. Strategic Planning Committee Report & Recommendations for Next Steps Ellen Taetzsch moves that the board instruct the director, working with the library staff, to develop a set of long range goals for the RFPL for the next 5 years and present a draft proposal to the long range planning committee not later than January 2017. John Bohannon seconds. Unanimously approved.
8. Personnel Committee Report and Recommendation
a. Director’s Evaluation Chronology John Bohannon moves that the board approve the chronology and form of the director’s annual evaluation and semi-annual performance review and that these become an addendum to the library’s personnel policy documents. Doreen Aldrich seconds. Unanimously approved
b. Grade John Bohannon moves that the pay grade of the position of library director be upgraded from Grade 11 to Grade 15 and the current Director’s compensation be increased retroactively to step 2 on Grade 15 of the library pay sale beginning July 1, 2016. Ellen Taetzsch seconds. Motion rescinded
John Bohannon moves that the grade of the position of Library Director be upgraded from
Grade 11 to grade 15 effective July 1, 2016; and that the current Director’s compensation remain
unchanged until January 1, 2017, when it will be increased to step 2 on grade 15 of the library pay scale. Carol Blackwood seconds the motion. Unanimously approved
c. Contract John Bohannon moves that the board approve the elimination of the Director’s draft contract, dated 30 April 2014, with new language which includes relevant points there from in the Director’s job description and the library’s personnel policy (copy of the changes attached to these minutes)
9. Other Business: SMP settlement letter and money owed to the town John moves that the Library Board of Trustees authorize the Treasure to withdraw $25,065.12, from the River Valley Credit Union account, and transfer this amount to the Town to clear up the balance for the renovation project. These funds will be drawn from the following:
$6,663.94 from the Ostebo Reserve Fund
$7,760.00 from the Whitcomb Reserve Fund
and $19,641.18 from the Library’s savings.
Carol Blackwood seconds, unanimously approved for ratification at the next meeting
10. Executive Session-Litigation John Bohannon moves to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current status. Carol Blackwood seconds, unanimously approved.
John Bohannon moves that the board enter into executive session to discuss a legal action
where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend. Carol Blackwood seconds, unanimously approved. At 7:58, the Board came out of Executive Session. No comment was made.
11. Review and Approve Warrants
12. Review Action Items and Proposed Agenda Items for Next Meeting Ratifying the SMP settlement money transaction
13. Set Date for Next Meeting: September 27
14. Adjourn: 8:00pm Martha Rowley motions John Bohannon seconds.
Minutes resubmitted 8/4/2016
Ellen Taetzsch, Recording Secretary for Gary Fox
July 14, 2016 Proposal Amended at Personnel Committee Meeting
Proposal: Replace the Director’s Employment Contract with new language in the Director’s Job Description and the Library’s Personnel Policy.
One Proposed Change to the Director’s Job Description:
Pg. 1
Delete:
Employment Contract
The Library Director is employed under conditions set forth by the Employment Contract between the Library Director and the Board of Trustees.
Replace with:
Employment
The Library Director is employed under conditions set forth by the Library’s Personnel Policy.
———————————————————————————————————————
Two Proposed Changes to the Library’s Personnel Policy:
Pg. 6
Under section 14. Disciplinary action
Add on pg. 8:
G. In regard to the Library Director, disciplinary action will be applied by the Library Board, following the procedures outlined in this policy. At least six members of the Library Board must vote to terminate employment for just cause.
Pg. 11
Under section 20. Employee Evaluation
After first sentence [Written performance evaluation shall be conducted at least once annually for all employees. Evaluations will be conducted between May 1 and June 30 of each year] Add: , except for the Library Director as described in Appendix I.
Add:
, or by the end of the calendar year for the Library Director (process described in separate document). All Employees will provide a written response to their evaluations. Each Employee will meet with the Library Director, and the Library Director will meet with the Board, to discuss the written evaluation and response before the evaluation is finalized.

Board of Trustees Special Meeting Minutes: August 2, 2016

RFPL Board of Trustee Special Meeting August 2, 2016

Location:  Top Floor Meeting Room

6:15 PM

Minutes

Click here to download a .pdf of these minutes: 2016.08.02 Special Board Minutes

Present:  Doreen Aldrich, Carol Blackwood, John Bohannon, Chairperson; Leslie Lassetter (Late 6:24 PM), L. Raymond Massucco and Martha Rowley, Trustees; Celina Houlne, Library Director and Steve Ankuda, Legal Counsel

 

Absent:  Gary Fox, Heidi Lauricella and Ellen Taetzsch

 

  1. Call to Order: Chairman, Bohannon, called the Special Meeting to order at 6:20 p.m.

 

  1. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting:

 

  1. Public Comment (3 minutes per person):

 

  1. SMP Settlement and Money Owed to Town: Bohannon moved to ratify the vote taken on July 26, 2016; seconded by Blackwood.  At the July 26th meeting, Bohannon moved and Blackwood seconded that the Library Board of Trustees authorize the Treasurer to withdraw $25,065.12 from the River Valley Credit Union account and transfer this amount to the Town to clear up the balance for the renovation project.  These funds will be drawn from the following:  $6,663.94 from the Ostebo Reserve Fund, $7,760.00 from the Whitcomb Reserve Fund and $19,641.18 from the Library’s savings.  The motion passed unnimously.  The motion to ratify the vote of July 26th passed unanimously.  Leslie Lassetter was not present for the ratification vote.

 

  1. Executive Session – Litigation: At 6:25 PM, Bohannon moved to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL Board will clearly place the Board at a substantial disadvantage by disclosing its current status.  Blackwood seconded the motion.  No discussion was had.  Blackwood moved that the Board enter into executive session to discuss a legal action where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director and Legal Counsel be invited to attend.  Bohannon seconded her motion.  No discussion was had.  At 7:07 PM, the Board came out of Executive Session. No comment was made.

 

  1. Other Business: None

 

  1. Adjourn: Moved by Rowley and seconded to adjourn at 7:08 PM.

 

Submitted 8/3/2016

Doreen Aldrich, Recording Secretary for Gary Fox

 

 

 

Board of Trustees Special Meeting Agenda: Tuesday, August 2, 2016

Board of Trustees Special Meeting

Tuesday, August 2, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2016.08.02 Special Board Meeting Agenda

 AGENDA

 Call to Order

  1. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  2. Public Comment (3 minutes per person)
  3. SMP Settlement and Money Owed to Town
  4. Executive Session – Litigation
  5. Other Business
  6. Adjourn

Posted August 1, 2016

Historical Collections Committee Meeting Minutes: July 25, 2016

Board of trustees
Historical Collections Committee
Meeting Minutes

Date: July 25, 2016

Location: Top Floor

Click here to download a .pdf of these minutes: Library Historical CT Minutes July 25 2016

Trustees in attendance:  Martha Rowley, Heidi Lauricella, Leslie Lassiter

Staff in attendance: Nancy Tusinski, Emily Zervas, Celina Houlne

Others in attendance: Emily Zervas

Absent from committee: Carolyn Frisa, Dwayne Whitehead

 

  1. Call to Order – 10:08
  2. Additions – a) Discuss relationship between library historical collection and Bellows Falls Historical Society. b) creation on Historical Collections Committee Mission Statement
  3. Public Comment – none
  4. Elections – By consensus the following people were annouced as members and/or officers of this committee
    • Leslie Lasseter – chair
    • Heidi Laucirella – secretary
    • Carolyn Frisa – non-board committee member
    • Dwayne Whitehead – non-board committee member
    • Emily Zervas – non-board committee member
    • Nancy Tusinski – staff committee member
    • Celina Houlne – staff committee member

 

  1. Report on status of glass plate negative grant – All work is complete in the rehousing of glass plate negatives and oversized prints. Nancy T is working on the final report, to be submitted to the grantor, The National Endowment of Humanities.  The original grant was for $6,000.

 

  1. Report on Display of Exhibits – There was much appreciation of the BFUHS yearbook display that happened during Alumni Weekend in June. The yearbooks have  been digitized and patrons can access them from home.  A ceramics collection was also on display.  The top floor cabinets now have locks but the glass is not UV protected.  These cases can be used for short term showings.

 

  1. Report on status of Local History Collection – Most of the library’s historical collection is in the RFPL with a few items being stored in the cellar of Village Square Booksellers. Items that are not a part of the collection but belong to the library are mostly located in the cellar of Village Square Booksellers with some in the RFPL.  The committee crafted a draft motion proposing a process for dealing with historic items that are outside the scope of the collection.  This will be read at the July 26, 2016 full board meeting.

 

  1. New Business – 2a) The RFPL will continue to partner with the BFHS in the creation and implementation of programs. 2b) The committee unanimously approved the adoption of the mission statement: The Historical Collection Committee, in partnership with the Historical Collection Librarian and the Library Director, shall have the responsibility of forming, implementing, and reviewing the Collection Management Policy for the Rockingham Free Public Library ‘s Historical Collection as authorized by the Library Board of Trustees.

 

  1. Next Meeting – as needed; a meeting could be scheduled for about three months from now.

 

  1. Adjourn- 11:33am

 

Respectfully submitted

Heidi Lauricella

secretary

 

 

 

 

Board of Trustees Meeting Minutes: July 26, 2016

Board of Trustees Meeting Minutes

July 26th, 2017

Location: Top Floor Meeting Room

Trustees in Attendance: John Bohannon, Leslie Lassetter, Ellen Taetzsch, Carol Blackwood, Martha Rowley, Doreen Aldrich

Trustees Absent: Ray Massucco, Gary Fox, Heidi Lauricella

Click here to download a .pdf of these minutes: Library board minutes 7 26 16

  1. Call to Order 6:19pm
  2. Additions to the Agenda for routine administrative matter and/or pressing matters that will require ratification at a future meeting SMP settlement letter and funds owed to the town will fall under other business
  3. Public Comment Joel Love commented on the pending lawsuit against the library
  4. Approve Minutes of June 28, 2016 meeting Leslie Lassetter moves to approve the minutes and Doreen Aldrich second.  Amendment was made to add Ellen Taetzsch as absent from the last minute.  The minutes were approved with  with the amendment unanimously
  5. Directors Report Celina reviewed the highlights
  6. Historical Collection Committee Report & Recommendations for Next Steps Leslie Lassetter moves the library has in its possession items that re outside the scope of the Library’s Historical Collection.  In accordance with the Historical Collection Management Policy, the identified toys, textiles and books will be sold or donated with proceeds going to the Historical Collection Preservation and Care Fund. John Bohannon seconded the motion.  Unanimously approved.
  7. Strategic Planning Committee Report & Recommendations for Next Steps Ellen Taetzsch moves that the board instruct the director, working with the library staff, to develop a set of long range goals for the RFPL for the next 5 years and present a a draft proposal to the long range planning committee not later than January 2017.  John Bohannon seconds. Unanimously approved.
  8. Personnel Committee Report and Recommendation
  1. Director’s Evaluation Chronology John Bohannon moves that the board approve the chronology and form of the director’s annual evaluation and semi-annual performance review and that these become and addendum to the library’s personnel policy documents. Doreen Aldrich seconds. Unanimously approved
  2. Grade John Bohannon moves that the pay grade of the position of library director be upgraded from Grade 11 to Grade 15 and the current Director’s compensation be increased retroactively to step 2 on Grade 15 of the library pay sale beginning July 1, 2016. Ellen Taetzsch seconds. Motion recinded

John Bohannon moves that the grade of the position of Library Director be upgraded from

Grade 11 to grade 15 effective July 1, 2016; and that the current Director’s compensation remain unchanged until January 1, 2017, when it will be increased to step 2 on grade 15 of the library pay scale. Carol Blackwood seconds the motion.  Unanimously approved

  1. Contract John Boahnnon moves that the board approve the elimination of the Director’s draft contract, dated 30 April 2014, with new language which includes relevant points there from in the Director’s job description and the library’s personnel policy (copy of the changes attached to these minutes)
  2. Other Business: SMP settlement letter and money owed to the town John moves that the Library Board of Trustees authorize the Treasure to withdraw $25,065.12, from the River Valley Credit Union account, and transfer this amount to the Town to clear up the balance for the renovation project. These funds will be drawn from the following:

$6,663.94 from the Ostebo Rersesrve Fund

$7,760.00 from the Whitcomb Reserve Fund

and $19,641.18 from the Library’s savings.

Carol Blackwood seconds, unanimously approved for ratification at the next meeting

  1. Executive Session-Litigation John Bohannon moves to find that premature general public knowledge of the situation concerning a ending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current status. Carol Blackwood seconds, unanimously approved.

John Bohannon moves that the board enter into executive session to discuss a legal action

where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend.  Carol Blackwood seconds, unanimously approved

  1. Review and Approve Warrants
  2. Review Action Items and Proposed Agenda Items for Next Meeting Ratifying the SMP settlement money transaction
  3.  Set Datre for Next Meeting: September 27
  4. Adjourn: 8:00pm Martha Rowley motions John Bohannon seconds

 

 

July 14, 2016  Proposal Amended at Personnel Committee Meeting

Proposal: Replace the Director’s Employment Contract with new language in the Director’s Job Description and the Library’s Personnel Policy.

 

One Proposed Change to the Director’s Job Description:

Pg. 1

Delete:

Employment Contract

The Library Director is employed under conditions set forth by the Employment Contract between the Library Director and the Board of Trustees.

 

Replace with:

Employment

The Library Director is employed under conditions set forth by the Library’s Personnel Policy.

 

———————————————————————————————————————

Two Proposed Changes to the Library’s Personnel Policy:

Pg. 6

Under section 14. Disciplinary action

Add on pg. 8:

  1. In regard to the Library Director, disciplinary action will be applied by the Library Board, following the procedures outlined in this policy. At least six members of the Library Board must vote to terminate employment for just cause.

 

Pg. 11

Under section 20. Employee Evaluation

After first sentence [Written performance evaluation shall be conducted at least once annually for all employees. Evaluations will be conducted between May 1 and June 30 of each year]

Add:  , except for the Library Director as described in Appendix I.

 

Add:

 

, or by the end of the calendar year for the Library Director (process described in separate document).  All Employees will provide a written response to their evaluations. Each Employee will meet with the Library Director, and the Library Director will meet with the Board, to discuss the written evaluation and response before the evaluation is finalized.  

 

Board of Trustees Meeting Agenda: Tuesday, July 26, 2016

Board of Trustees Meeting
Tuesday, July 26, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

2016.07.26 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of June 28, 2016 meeting
  5. Director’s Report
  6. Historical Collection Committee Report & Recommendation for Next Steps
  7. Strategic Planning Committee Report & Recommendation for Next Steps
  8. Personnel Committee Report & Recommendation
  9. Director’s Evaluation Chronology
  10. Grade
  11. Contract
  12. Other Business
  13. Executive Session – Litigation
  14. Review and Approve Warrants
  15. Review Action Items and Proposed Agenda Items for Next Meeting
  16. Set Date for Next Meeting: September 27
  17. Adjourn

 

 

Posted July 21, 2016

Historical Collection Committee Meeting Agenda: Monday, July 25, 2016

Board of Trustees

Historical Collection Committee Meeting

Monday, July 25, 2016

10:00 AM

Click here to download a .pdf of this agenda: 2016.07.25 Historical Collection Committee Meeting Agenda

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order & welcome
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Election of Chair, Secretary, & Committee Members
  5. Report on status of glass plate negatives grant
  6. Report on Display and Exhibits
  7. Report on status of Local History Collection
  8. Discuss plans for moving the rest of the Historical Collection
  9. New Business
  10. Consideration of artwork donation
  11. Review agenda items for next meeting if applicable
  12. Adjourn

 

 

 

 

 

 

Posted July 20, 2016

Strategic Planning Committee Meeting Minutes: July 19, 2016

Strategic Planning Committee Minutes

Tuesday, July 19, 2016

Present:  Celina Hulne, Ellen Taetzsch, Gary Lamb, John Bohannon, Leslie Lassetter

Click here to download a .pdf of these minutes: 2016.07.19 Strategic Planning Committee Minutes

Meeting was called to order at 12:07 p.m.

Minutes for April 6, 2016 meeting were approved as amended:  Item 5.C.i. replace “strategic plan” with “last long range plan.”

A survey of over 50 people indicates no need for strategic change.  Celine reported that the survey was mostly positive:  love what you’re doing; keep doing more.   So there is no need for a dramatic change of direction.

There was discussion over terms:  long range plan vs. strategic plan.  Grants want long range plans.  These used to be 10 year plans and now are 3-5 year plans, due to the speed of technology.

Celine’s staff has gone through the 2005 long range plan to see what has already been accomplished and will continue to discuss/rewrite/evaluate a long range plan for the future.

Recommendation to the board:

  1. Note: The Strategic Planning Committee has investigated and finds no need for strategic change at the library, therefore:
  2. the Committee recommends the director develop with her staff a long range set of goals for the next 5 years. The Director will present this draft at the January meeting.
  3. The Committee recommends a name change, reverting to the former name:  the Long Range Planning Committee.

Tuesday, January 10, 2017 at noon is the next committee meeting, to be confirmed in December.

We adjourned at 12:30 p.m.

 

Respectfully submitted by

Leslie Lassetter, alternate Secretary

Personnel Committee Meeting Minutes: July 14, 2016

Library Board Personnel Committee Minutes

July 14, 2016

1:00 PM

 Location: Youth Program Room

Click here to download a .pdf of these minutes: 2016.07.14 Personnel Committee Minutes

Trustees in Attendance: John Bohannon, Gary Fox, Ellen Taetzsch and Director Celina Houlne Absent: Martha Rowley

 

  1. Call to order. 1:10 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting Approval of June 8th minutes will now appear as 3.a0
  3. Public comment (3 minutes per person) N/A
  4. a) Approval of June 8th Minutes: Gary Fox motions to approve June 8th minutes as is, seconded

            by John Boahnnon.  The minutes were unanimously approved.

  1. Discussion of chronology, form, and procedure for evaluation of Director John Bohannon moves to recommend the approval of the chronology (to become an appendix in personnel policy), form and procedure for evaluation with edits to the full board. Gary Fox seconds motion, unanimously approved.
  2. Discussion of Director’s contract, grade level and compensation Gary Fox motions to recommend the proposal to replace the Director’s employment contract with new language in the Director’s job description and the Library’s Personnel Policy as written with the exception of the third point, and recommends that as amended to the full board. Ellen Taetzsch seconds that motion.  Unanimously approved.

John Bohannon motions to recommend to the full board that the position of the library director will be upgraded from Grade 11 to Grade 15 and the current director, Celina Houlne’s compensation will be increased retroactively to step 2 on grade 12 of the library pay scale beginning July 1, 2016.  Ellen Taetzsch seconds the motion, unanimously approved

  1. Executive Session N/A
  2. Set Date for Next Meeting and review agenda items To be determined when need arises
  3. Review Tasks N/A
  4. Adjourn 2:10 Gary Fox motions to adjourn the meeting. Ellen Taetzsch seconds the motion, unaniomoulsy approved.

 

Respectfully submitted

Ellen Taetzsch

Strategic Planning Committee Agenda: Tuesday, July 19, 2016

Strategic Planning Committee
Tuesday, July 19, 2016
12:00 Noon
Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.07.19 Strategic Planning Committee Meeting Agenda
AGENDA
1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of April 6, 2016 meeting
5. Discuss next steps in strategic and long-range planning
6. Set date for next meeting and review agenda items
7. Review tasks
8. Executive Session – if necessary
9. Adjourn
Posted July 14, 2016

Personnel Committee Meeting: Thursday, July 14, 2016

Library Board Personnel Committee
Thursday, July 14, 2016
1:00 PM
Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.07.14 Personnel Committee Meeting Agenda
AGENDA
1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Discussion of chronology, form and procedure for evaluation of Director
5. Discussion of Director’s contract, grade level and compensation
6. Executive Session – if necessary
7. Set date for next meeting and review agenda items
8. Review tasks
9. Adjourn
Posted July 7, 2016

Board of Trustee Meeting Minutes: June 28, 2016

RFPL Board of Trustees Meeting Minutes

28 June 2016

6:17pm

Top Floor Meeting Room

2016.06.28 Board of Trustees Minutes

Trustees Present:  John Bohannon (chair), Leslie Lassetter, Martha Rowley, Doreen Aldrich, Ray Massucco, Heidi Lauricella

Trustees Absent: Carol Blackwood, Gary Fox

Library Personnel Present: Celina Houlne (director)

Members of Public Present: none

 

  1. Call to Order: 6:17
  2. Additions to Agenda: none
  3. Public Comment: none
  4. Approval of Minutes:
  • A motion was made to accept the June 14, 2016 minutes as written. The motion was seconded.  The motion was unanimously approved.
  • A motion was made to accept the May 24, 2016 minutes as written. The motion was seconded.  The following change was proposed and accepted –  “Gary Fox’s name should be added under trustee present at the meeting.”  A vote of five affirmative and one abstaining carried the motion to accept the minutes with the noted change.
  1. Director’s Report (submitted in writing): Celina reviewed highlights
    • The library did not receive the EBSCO grant
    • The fiscal books will be closed and ready for review at the July meeting
  2. Personnel Committee Report: Report by the Personnel Committee
    • The committee is working to combine the three documents contract, job description and director’s responsibilities in personnel policy into one document.
    • The committee is moving toward making a recommendation to align the director’s grade level and pay with that of comparable positions in town.
    • The committee is working on revising the director evaluation process
    • The semi-annual review of the director has been completed. A copy has been placed in the director’s personnel file.
  3. Other Business: Treasurer Martha Rowley announced she will not be available to sign the warrants next week. Trustees Leslie L.  and Doreen A.  volunteered to sign the warrants in her absence.
  4. Executive Session:
    • The motion was made “I move to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current statue”. This motion was seconded and passed with a unanimous vote.
    • The motion was made “ I move that the board enter into executive session to discuss a legal action where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director by invited to attend. This motion was seconded and passed with a unanimous vote.
    • Board entered executive session
    • Board came out of executive session
  5. Review and Approval of Warrants:  Completed
  6. Review Action Items and Proposed Agenda Items for Next Meeting
    • Personnel Committee will have a update on the items presented during this meeting (see #6)
    • Strategic Planning Committee will report on their work
  7. Next Meeting: July 26, 2016 at 6:15pm
  8. Adjourn: 6:58

 

Respectfully Submitted

Heidi Lauricella

Substitute Secretary

 

 

 

 

Board of Trustees Meeting Agenda: Tuesday, June 28, 2016

Board of Trustees Meeting
Tuesday, June 28, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.06.28 Board Meeting Agenda 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of May 24, 2016 and June 14, 2016 meetings
  5. Director’s Report
  6. Personnel Committee Report
  7. Other Business
  8. Executive Session – Litigation
  9.   Review and Approve Warrants
  10. Review Action Items and Proposed Agenda Items for Next Meeting
  11. Set Date for Next Meeting: July 26
  12. Adjourn

Board of Trustees Special Meeting Minutes: June 14, 2016

RFPL Board of Trustees Special Meeting

Minutes

14 June 2016

6:17pm

 

Top Floor Meeting Room

Click here to download a .pdf of these minutes: 2016.06.14 Board of Trustees Special Board Meeting Minutes

Trustees Present: John Bohannon (chair), Leslie Lassetter, Martha Rowley, Ellen Taetzsch, Doreen Aldrich, Heidi Lauricella

Trustees Absent: Ray Massucco, Carol Blackwood, Gary Fox

Library Personnel Present: Celina Houlne (director)

Members of Public Present: Attorney Ankuda

 

  1. Call to Order: 6:17

 

  1. Additions to Agenda: none

 

  1. Public Comment: none

 

  1. Rockingham Free Public Library Settlement, Presented by Attorney Ankuda:
  2. A board member made the motion “I move that the Board settle the outstanding litigation with SMP in accordance with the Settlement Agreement and mutual General release dated June 14, 2016, and authorize the Library Board Chair to sign necessary documents.”
  3. A board member second the motion
  4. The motion carried unanimously with the six board members present

 

  1. Meeting Adjourned: 6:30

 

Respectfully submitted

Heidi Lauricella

Board of Trustees Special Meeting Agenda: Tuesday, June 14, 2016

Board of Trustees Special Meeting

Tuesday, June 14, 2016

6:15 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.06.14 Special Board Meeting Agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4.           Rockingham Free Public Library Settlement – Attorney Ankuda
  5.  Adjourn

Personnel Committee Meeting Minutes: June 8, 2016

Library Board Personnel Committee

June 8, 2016

Location: Top Floor Meeting Room

Click here to download a .pdf of these minutes: 2016.06.08 Personnel Committee Minutes

Library Trustees in attendance: John Bohannon, Martha Rowley, Ellen Taetzsch

Also in attendance: Célina Houlné

Absent Trustees: Gary Fox

 

  1. Call to order. 1:03pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting. N/A
  3. Public comment. N/A

      3a.  Approval of the previous meetings minutes. Motion to approve the minutes John Bohannon,          

            Seconded by Martha Rowley, unanimously passed

  1. Discussion of chronology, form and procedure for evaluation of Director Minor changes were made to the chronology, this will be distributed to the entire board in advance of the next meeting to be reviewed then.
  2. Discussion of Director’s contract, grade level and compensation Reviewed the grade level of similar positions. Discussed the need for a contract, job description and personnel policy.  We will work to determine if all three are necessary.
  3. Executive Session- Semi-annual performance review John Bohannon moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic. Second Ellen Taetzsch. Unanimously approved.

 

            John Bohannon moves that the board enter into executive session to discuss a personnel matter             where premature general public knowledge would clearly place the RFPL at a substantial             disadvantage and that the director be invited to attend. Second Ellen Taetzsch. Unanimously             approved.

 

  1. Set date for next meeting and review agenda items. The next meeting will be July 13th at 1pm. At the next meeting we will look at the contract, job description, personnel policy to streamline the documents. We will look at the compensation and grade level of the director.  We will also look at the chronology of evaluation.
  2. Review Tasks All committee members will look at the library directors contract, job description and personnel policy. John Bohannon will revise the chronology for the evaluation of the director.
  3. Adjourn 2:15pm

 

           

Personnel Committee Meeting Agenda: June 8, 2016

Library Board Personnel Committee

June 8, 2016

1:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda 2016.06.08 Personnel Committee Meeting Agenda

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Discussion of chronology, form and procedure for evaluation of Director
  5. Discussion of Director’s contract, grade level and compensation
  6. Executive Session – Semi-annual performance review
  7. Set date for next meeting and review agenda items
  8. Review tasks
  9. Adjourn

 

 

 

 

 

 

Posted June 3, 2016

Rockingham Library Board of Trustees Meeting Minutes: Tuesday, May 24, 2016

 

Board of Directors Meeting Minutes

Date: Tuesday, May 24, 2016

Location: Upstairs RFPL meeting room

Trustees in attendance:  Celina Houlne, L. Ray Massucco, John Bohannon, Carol Blackwood, Heidi Lauricella, Martha Rowley, Ellen Taetzsch, and Leslie Lassetter arrived at 6:30 pm

Absent Trustees: Doreen Aldrich

Click here for a .pdf of the Minutes: Library Minutes May 24, 2016

Guest: None

  1. Call to Order – 6:15 pm
  2. Additions to the agenda – none
  3. Public Comment – none
  4. Approval of Minutes – Ray moves and Carol seconds; Motion carries unanimously with the changes of:

Friendly amendment: Add Ellen Taetzsch to Trustees in attendance, she was present at the meeting

  1. Director’s Report (submitted in writing) – Celine reviewed highlights
  2. Celine asked for blessing on a half day staff session in early June for the staff input on long-term planning – impacts the Library hours … closed for half a day: sense of the board – Concurs
  3. Upcoming Board meeting schedule:
  4. May 31 Lower Theater from 6 to 7 pm; 6 of 8 Trustees think they can attend.
  5. Summer RFPL Trustees schedule – Regular July 26 meeting, no August meeting
  6. End of Year Financials (FY 16)
    1. Celine reviewed the FY 16 Budget and financial actions that the board has to take…annual budget from taxpayers – voted in by Town meeting, lasts us through March or so, and remainder of the year is covered by Library operations
    2. Changes in budget
  • Martha moved, Leslie Seconds To authorize additional expenditures for the lines: Director’s salary, health insurance incentive, legal, office supplies, printing supplies, and repairs/maintenance, motion carries unanimously
  • Motion by Martha that a Reserve Fund for Roof Repairs be set up in the amount of $21,435.00, and that the Treasurer withdraw funds from the River Valley Credit Union in that amount, to be transferred by the Library staff to the Town to pay for the completed work, John seconds, some discussion, motion carries unanimously
  • Martha moves that the Treasurer withdraws funds from the River Valley Credit Union in the amount of $14,163.07, to be transferred by the Library staff to the Town to pay for FY16 expenditures, John seconds, motion carries unanimously.

 

  1. Personnel Committee Report – John reviewed the PC recommendations; John moves that we include a Semi-annual Performance Review by the Personnel Committee with input by the board, in or around the May/June timeframe each year; Carol seconds, motion carries unanimously
  2. Committee Mission Statements – John asked everyone to summarize what is their committee’s role/job and what is their authority/responsibility.
  3. Litigation

– Ray moved to find that premature general public knowledge of the attorney’s advice concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its legal strategy; John seconds, there was no discussion, motion carries unanimously

  • Ray moved that the board enter into executive session to discuss a Civil Action where premature public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend; John Seconds, there was no discussion, motion carries unanimously

Board entered Executive Session at 7:08 pm

Board came out of executive session at 7:17 pm

 

  1. Other Business – Chip requested a majority of RFPL trustees attended the RSB on the 7th of June from 7:00 pm onward
  2. Review and approve warrants – done
  3. Review action items and proposed agenda items for Next meeting – reviewed action items from the meeting
  4. Set Date for the Next Meeting: June 28 at 6:15 pm
  5. Meeting adjourned at 7:25pm

Respectfully submitted

Gary Fox

Secretary

 

 

 

 

Board of Trustees Meeting Minutes: Tuesday, May 24, 2016

Board of Directors Meeting Minutes
Date: Tuesday, May 24, 2016
Location: Upstairs RFPL meeting room
Trustees in attendance: Celina Houlne, L. Ray Massucco, John Bohannon, Carol Blackwood, Heidi Lauricella, Martha Rowley, Ellen Taetzsch, and Leslie Lassetter arrived at 6:30 pm
Absent Trustees: Doreen Aldrich
Guest: None

Click here to download a .pdf of these minutes: Library Minutes May 24, 2016
1. Call to Order – 6:15 pm
2. Additions to the agenda – none
3. Public Comment – none
4. Approval of Minutes – Ray moves and Carol seconds; Motion carries unanimously with the changes of:
Friendly amendment: Add Ellen Taetzsch to Trustees in attendance, she was present at the meeting
5. Director’s Report (submitted in writing) – Celine reviewed highlights
A. Celine asked for blessing on a half day staff session in early June for the staff input on long-term planning – impacts the Library hours … closed for half a day: sense of the board – Concurs
6. Upcoming Board meeting schedule:
A. May 31 Lower Theater from 6 to 7 pm; 6 of 8 Trustees think they can attend.
B. Summer RFPL Trustees schedule – Regular July 26 meeting, no August meeting
7. End of Year Financials (FY 16)
a. Celine reviewed the FY 16 Budget and financial actions that the board has to take…annual budget from taxpayers – voted in by Town meeting, lasts us through March or so, and remainder of the year is covered by Library operations
b. Changes in budget
1) Martha moved, Leslie Seconds To authorize additional expenditures for the lines: Director’s salary, health insurance incentive, legal, office supplies, printing supplies, and repairs/maintenance, motion carries unanimously
2) Motion by Martha that a Reserve Fund for Roof Repairs be set up in the amount of $21,435.00, and that the Treasurer withdraw funds from the River Valley Credit Union in that amount, to be transferred by the Library staff to the Town to pay for the completed work, John seconds, some discussion, motion carries unanimously
3) Martha moves that the Treasurer withdraws funds from the River Valley Credit Union in the amount of $14,163.07, to be transferred by the Library staff to the Town to pay for FY16 expenditures, John seconds, motion carries unanimously.
8. Personnel Committee Report – John reviewed the PC recommendations; John moves that we include a Semi-annual Performance Review by the Personnel Committee with input by the board, in or around the May/June timeframe each year; Carol seconds, motion carries unanimously
9. Committee Mission Statements – John asked everyone to summarize what is their committee’s role/job and what is their authority/responsibility.
10. Litigation
– Ray moved to find that premature general public knowledge of the attorney’s advice concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its legal strategy; John seconds, there was no discussion, motion carries unanimously
– Ray moved that the board enter into executive session to discuss a Civil Action where premature public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend; John Seconds, there was no discussion, motion carries unanimously
Board entered Executive Session at 7:08 pm
Board came out of executive session at 7:17 pm
11. Other Business – Chip requested a majority of RFPL trustees attended the RSB on the 7th of June from 7:00 pm onward
12. Review and approve warrants – done
13. Review action items and proposed agenda items for Next meeting – reviewed action items from the meeting
14. Set Date for the Next Meeting: June 28 at 6:15 pm
15. Meeting adjourned at 7:25pm
Respectfully submitted
Gary Fox
Secretary

Board of Trustees Meeting Agenda: Tuesday, May 24, 2016

Board of Trustees Meeting

Tuesday, May 24, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of these minutes.  2016.05.24 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of April 26, 2016 meeting
  5. Director’s Report
  6. a) Staff ½ day Workshop
  7. Upcoming Board Meeting Schedule
  8. a) Training-Joint Selectboard/Village Trustees Meeting May 31
  9. b) Summer Months
  10. End of FY16 Financials
  11. a) Transfer of Funds for Roof Repair and FY16 Expenses
  12. b) Authorization of Expenses
  13. Personnel Committee Report
  14. Committee Mission Statements
  15. Executive Session – Litigation
  16. Other Business
  17. Review and Approve Warrants
  18.   Review Action Items and Proposed Agenda Items for Next Meeting
  19. Set Date for Next Meeting: June 28
  20. Adjourn

Posted May 19, 2016

Personnel Committee Meeting Minutes: May 11, 2016

Library Board Personnel Committee Minutes

May 11, 2016

2:00 PM

Click here to download a .pdf of these minutes:  2016.05.11 Personnel Committee Minutes

Location: Youth Program Room

Trustees in Attendance: John Bohannon, Gary Fox, Martha Rowley, Ellen Taetzsch and Celina Houlne

 

  1. Call to order. 2:00 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting N/A
  3. Public comment (3 minutes per person) N/A
  4. Selection of chair and vice-chair/secretary John Bohannon was unanimously voted as the chair of the committee and Ellen Taetzsch was unanimously voted as the vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee This committee to deal with the job description, evaluation, contracts and pay grade of the library director
  6. Review of previous year’s Director’s evaluation process
  7. Establishment of recommendation of this year’s Director’s evaluation process John Bohannon motioned that in May the personnel committee will ask the board to fill out a form to provide feedback on Director’s performance. In June the personnel committee will meet with the Director and create a memorandum of record to discuss job performance thus far in the year. Motion was seconded by Gary Fox and unanimously approved.
  8. Discussion of process for reviewing Director’s contract, grade level and compensation Director will collect information about town grade levels, history, other town libraries. John Bohannon will discuss with old board members the function and usefulness of the contract
  9. Set Date for Next Meeting and review agenda items The next meeting will be June 8th from 1:00-2:00pm
  10. Executive Session N/A
  11. Review Tasks
  12. Adjourn 2:56om

 

Respectfully submitted

Ellen Taetzsch

Personnel Committee Meeting AGENDA: May 11, 2016

Library Board Personnel Committee

May 11, 2016

2:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

AGENDA

Click here to download a .pdf of this agenda:  2016.05.11 Personnel Committee Meeting Agenda

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Selection of chair and vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee
  6. Review of previous year’s Director’s evaluation process
  7. Establishment of recommendation of this year’s Director’s evaluation process
  8. Discussion of process for reviewing Director’s contract, grade level and compensation
  9. Set date for next meeting and review agenda items
  10. Executive Session (as needed)
  11. Review tasks
  12. Adjourn

 

Board members of this committee are the officers of the Board (John, Ellen, Martha, Gary)

 

Posted May 5, 2016

Board of Trustees Meeting Minutes; Tuesday, April 26, 2016

Board of Directors Meeting Minutes

Date: Tuesday, April 26, 2016

Location: Youth Programming Room

Click here to download a .pdf of these minutes: 2016.04.26 Board of Trustees Minutes

Trustees in attendance:  Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Leslie Lassetter, Carol Blackwood,  Heidi Lauricella, Martha Rowley

Absent Trustees:  Gary Fox

Guest: Pat Fowler (representative for Friends of the Library)

  1. Call to Order – 6:17
  2. Additions – Roof Repair Safety Device
  3. Public Comment – Pat Fowler made a request to the board for help with the May 7th Plant Sale which will run from 9:00am to 2:00pm. The group needs baked good and clean-up help.  Doreen, Ellen, John, Carol and Celine will bake.  Martha will help with clean-up.
  4. Approval of Minutes – motion carries unanimously with the changes of:
    1. Remove the word “Organizational” for the title
    2. “Committees – up to 4 trustees as members on a committee”
    3. “bookkeeper” (spelling)
  5. Director’s Report (submitted in writing) – Celine reviewed highlights
  6. Strategic Planning – Board suggested areas of future focus for the committee to consider.
  7. Other Business
    1. Authorization of Legal Expenses – Motion carried unanimously “To Authorize the payment of $2,925 for the legal services provided by Mr. Ankuda.”
    2. Tidd Trust Substitution
      1. The motion was made “To move as a board to take no action.” Five members voted against the motion and two abstained.
      2. Motion carried unanimously “To object to the recommendation that the trustee of the Albert J. Tidd Trust, People’s United Bank, seeks to have the Austine School of the Deaf Museum, Inc. substituted for the now defunct Austine School for the Deaf, because it fails to meet the perceived original intent of the grantor.” Ray has volunteered to file this objection with the court.
    3. Roof Repair Anchors (a safety device for workers)- Motion carries unanimously “To Authorize Celine to allow the contractor to substitute roof anchors for wall anchors, as this concurs with the safety recommendation made by the contractor.”
  8. Review and Approve Warrants – Done
  9. Proposed Agenda Items for Next Meeting
    1. Review roof repair budget and authorize funds
    2. Receive report on outcome of the Tidd Trust substitution case
  • Next Meeting – May 24, 2016 at 6:15pm
  • Meeting adjourned at 7:45pm

Respectfully submitted

Heidi Lauricella

Substitute secretary

Board of Trustees Meeting Agenda: Tuesday, April 26, 2016

Board of Directors Meeting

 Tuesday, April 26, 2016

6:15 PM

 Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.04.26 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of March 22, 2016
  5. Director’s Report

 

  1. Strategic Planning Committee Report & Board Discussion

 

  1. Other Business
  2. a) Authorization for Legal Expenses
  3. b) Trustee of the Albert J. Tidd Trust, People’s United Bank, seeks to have the Austine

School of the Deaf Museum, Inc. substituted for the now defunct Austine School for

the Deaf

 

  1. Review and Approve Warrants

 

  1.   Review Action Items and Proposed Agenda Items for Next Meeting

 

  1. Set Date for Next Meeting: May 24

 

  1. Adjourn

 

Posted April 21, 2016

Strategic Planning Committee Meeting ADDITIONAL MINUTES: April 6, 2016

Rockingham Free Public Library
Board of Trustees

Strategic Planning Committee Meeting Additional Minutes for end of meeting (after Gary left)
April 6, 2016

Click here to download a .pdf of these minutes: 2016.04.06 Strategic Planning Committee Additional Minutes

Members present at end of meeting: John, Leslie, Ellen, Celina

Task List
Celine will a) ask staff to revisit and update the 2005 long-range plan; b) brainstorm with staff, community groups and individuals on both strategic change of direction possibilities and long-range plan possibilities.
The committee will ask open-ended questions at an upcoming board meeting on the same: a) 3-5 year strategic changes and b) long-range plans. How is RFPL doing? Thoughts on strategic new changes and new directions? What would make RFPL even more wonderful?
Note on terminology: strategic vs. long-range. The committee uses the term “strategic” to mean “strategic change” or “strategic change of direction.” We see “strategic” as different from the term, “long-range plan.”

Submitted by Leslie Lassetter
(Minutes of beginning of meeting taken by Gary Fox.)

Strategic Planning Committee Minutes: April 6, 2016

Rockingham Free Public Library

Board of Trustees

Strategic Planning Committee Meeting Minutes

April 6, 2016

 

Click here to download a .pdf of these minutes: 2016.04.06 Strategic Planning Committee Minutes

Members present: John, Leslie, Ellen, Gary, Celina

 

  1. Add to agenda –
  2. Approve minute of February 10, 2016
  3. Approve officers of Strategic Planning Committee.

 

  1. No public comment.
  2. Lesllie moves minutes of Feb 10. John seconds – approved unanimous
  3. Lelsie moves and John Seconds – John as chair and Gary as secretary – unanimous
  4. Discussed the results of the survey – no indication for strategic change – perhaps a bit more public information and outreach on 3 or 4 items.  Next Steps for this:
  5. Tell board results of survey and see what their perspective is?
  6. Look at Next 3 to 5 years – anything we have in mind for the library?
  7. Celina’s proposals –
  8. Staff goes through and checks off the items in the strategic plan that are complete – and writes what we did in each
  9. Any new ideas about-  in the next 3 (or 5) years – this is what we want to pursue? Important and useful in grant applications
  • Talk to (Amy – regional Librarian suggested focus groups – this is a different version of that), different community groups and organizations by going to the different groups meetings they already hold (womens club, bike project, Veterens, School board, Senior Center, Sam with her teenagers
  1. Compile the above information and present to board and board go through a facilitated Strategic Planning exercise from here

There was a lot of discussion on different methods and what we want to get out of this, although we ran out of time and were not able to get through this discussion today.

  1. Next meeting to be determined after board discussion on this

 

 

Respectfully submitted,

Strategic Planning Committee Secretary

 

Gary Fox

Strategic Planning Committee Meeting Agenda: April 6, 2016

Strategic Planning Committee

April 6th, 2016

12:00 Noon

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.04.06 Strategic Planning Committee Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Review of goals and plan
  5. New Business: Review results of survey and plan next steps
  6. Set date for next meeting and review agenda items
  7. Executive Session (as needed)
  8. Review tasks
  9. Adjourn

NOTE:      Chair is John, Secretary is Leslie, members are Ellen and Gary

 

 

 

Posted March 31, 2016

Fundraising Committee Minutes: March 29, 2016

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

March 29, 2016

5:15 PM

Click here to download a .pdf of these minutes:  2016.03.29 Fundraising Committee Meeting Agenda

Present:  Doreen Aldrich, Carol Blackwood, Leslie Lassetter and Ray Massucco, Interim Chair

 

Public:  John Bohannon

 

Call to Order:  Ray Massucco called the meeting to order at 5:15 pm.

 

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting:  None

 

Public Comment (3 minutes per person):  John Bohannon was present and submitted a list of possible projects for the library that had been deferred from 2015.  He advised that the Strategic Planning Committee has sent out a survey asking what the library needs and suggested this committee hold off setting goals until the results are in.  He then left the meeting.

 

Election of Committee Chair and Secretary:  Motion by Leslie Lassetter and seconded to nominate Ray Massucco as Chairman.  There were no other nominations and the motion carried.  Motion by Carol Blackwood and seconded to nominate Doreen Aldrich as Secretary.  There were no other nominations and the motion carried.

 

Discussion of Goals:  Ray Massucco said he’d like to see us do a capital campaign; but advised it would be eight to twelve months out in the planning stage.  Carol Blackwood would like to focus on solar panels on the library roof to help defray the cost of electricity as the library is heated by electricity.

The committee was in agreement.  Celina Houlne advised that there is a survey out to the trustees and patrons as to what the library needs are.

 

Other Business:  None

 

Review Action Items and Proposed Agenda Items for Next Meeting:  Committee members to submit contacts to Celina.

 

Set Date for Next Meeting:  Date to be set at the next Trustee Meeting on 4/26/16.

 

Adjourn:  Moved by Leslie Lassetter and seconded to adjourn at 6:05 p.m.  The motion carried.

 

Submitted by____________________________March 31, 2016

Doreen Aldrich, Secretary

Board of Trustees Meeting Minutes: March 22, 2016

BOARD OF TRUSTEES ORGANIZATIONAL MEETING

Minutes

 March 22, 2016 at 6:15 PM – 3rd Floor Conference Room

Rockingham Free Public Library, Westminster St. Bellows Falls

Click here to download a .pdf of these minutes: RFPL – Board Meeting – 03 22 16 minutes

Trustees Present: Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Leslie Lassetter, Carol Blackwood, Gary Fox, Heidi Lauricella, Martha Rowley

 

Trustees Absent: Ellen Taetzsch,

Guest: Steve Ankuda, RFPL Attorney attending for Executive Session

 

  1. Call to Order – 6:18 pm
  2. Agenda review – eliminated employee evaluation from executive session
  3. Public Comment – none
  4. Executive Session –

Heidi moved to find that premature general pubic knowledge of the attorney’s advice concerning a pending legal action involving the RFPL Board will clearly place the board at a substantial disadvantage by disclosing its legal strategy. John seconds. Motion carries unanimously.

John moved that the board enter into executive session to discuss a civil action where premature general pubic knowledge would clearly place the RFPL a a substantial disadvantage, and that the director and our attorney be invited to attend. Doreen seconds.  Motion carries unanimously.

  1. Approval of minutes – 2 meetings:

Leslie moved to approve the meeting minutes of February 23, 2016. Carol Seconds. Motion carries, 2 abstentions, 6 yes.  Martha moved to approve the minutes of March 8, 2016 with the correction of the spelling of Leslie’s first name.  Ray seconds, motion carries unanimously.

  1. Directors Report: Celina reviewed highlights

Annual Book sale April 9 – Friends of the Library can preview the day before on Friday April 8

Recommended board members

Financials:       Questions on interest, fees (fines and non-resident), printing – .10 per page, and custodial services

 

Annual Town Officers Education Conference: hour long sessions on

  • Records,
  • Value of town,
  • Open meeting law,
  • Challenging behavior

Library pays the fee,  if any Trustees can go with Celina (and Leslie)

or

The fifth week of May at the Joint Board meetings of Rockingham and Bellows Falls, Ray  will be presenting a training on – public meeting law, e-mails, notice requirements, and executive session

 

  1. Committees – up to 5 trustees as members on a committee, more is a quorum so would constitute a meeting of the board; the committee meeings must be warned, must have minutes, must have a chair and a secretary and they cannot be the same person – we discussed each committee’s make-up and who would convene the first meeting of the committees with the new board members.

 

  1. Other Business –
  2. Bank Accounts authorization – resolution – Leslie read into minutes (Celina will e-mail me the list). Leslie moves and John seconds that the Rockingham Free Public Library Board of Trustees approve the following people to be signers, or have information only access, for Library bank and investment accounts as follows:

 

TD Bank Petty Cash Checking: Director Celina Houlne, Reference Librarian Nancy Tusinski, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

AXA Annuity (Peoples Securities): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

SecureFore 5 Annuity (Forethought Life Ins. Co./Peoples Securities): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

Peoples Securities (money market account): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

River Valley Credit Union (money market & business accounts): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

 

Motion carries unanimously

 

  1. Director’s evaluation – John – moves – henceforth regular monthly Board meetings serve to assure full and effective communication between the Board and the Director, and monthly Personnel Committee meetings will no longer be held for this purpose. Ray seconds … motion carries – unanimous

 

  1. Review and Approve Warrants – Done

 

  1. Next meeting – roof work updates, committee report outs,
  2. April 26th at 6:15
  3. Adjourn to next meeting motion by Leslie, seconded by John, carries unanimously at 7:30 pm

 

Respectfully Submitted,

Gary Fox, Secretary

Fundraising Committee Agenda: Tuesday, March 29, 2016

 

Board of Directors Fundraising Committee Meeting

Tuesday, March 29, 2016

5:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda: 2016.03.29 Fundraising Committee Meeting Agenda

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Election of Committee Chair and Secretary
  5. Discussion of Goals
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

Posted March 25, 2016

Board of Trustees Meeting Agenda: Tuesday, March 22, 2016

Board of Directors Meeting
Tuesday, March 22, 2016
6:15 PM

 Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.03.22 Board Meeting Agenda 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Executive Session: Litigation, Employee Evaluation
  5. Approve Minutes of February 23 and March 8, 2016
  1. Director’s Report
  2. a) Annual Town Officers Education Conference
  1. Organization of Committees
  1. Other Business
    a) Bank Accounts Authorization
  1. Review and Approve Warrants
  1.  Review Action Items and Proposed Agenda Items for Next Meeting
  1. Set Date for Next Meeting: April 26
  1. Adjourn

 

Posted March 17, 2016

Board of Trustees Meeting Minutes: March 8, 2016

BOARD OF TRUSTEES ORGANIZATIONAL MEETING

Minutes

 March 8, 2016 at 6:15 PM – 3rd Floor Conference Room

Rockingham Free Public Library, Westminster St. Bellows Falls

Click here to download a .pdf of these minutes: 2016.03.08 Board of Trustees Minutes

 

Trustees Present: Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Ellen Taetzsch, Lesley Lassetter, Carol Blackwood, Gary Fox

Trustees Absent: Heidi Lauricella, Martha Rowley

Members of the Public Present: Polly Montgomery

 

Meeting called to order at 6:25 pm

Additions to the agenda: Signature authority for new Treasurer.

 

  1. Public Comment – Polly Montgomery from Friends of the RFPL  provided information and posters on Trivia Event, Saturday March 12: sign-up sheet for snacks, 5 Teams so far; Donovans will provide a cash bar or beer and wine; Friends will bring water and soda for free. Raffle a basket- $2.00 ticket… 8 tables, donations – $75 / table or $12 each; previous Trivia event raised over $500.00

Carol made a FB Event and posters

 

  1. Oath of Office – was signed by new members and notarized

 

  1. Slate of Officers: Ray nominates John Bohannon for Chair of the Board

Carol seconds

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

John Bohannon as Chair of the Board motion carries unanimous

 

Ray nominates Ellen Taetzsch for Vice Chair

Carol seconds

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

Ellen Taetzxch for Vice Chair motion carries – unanimous

 

Carol nominates Gary for Secretary

Ray seconds

Doreen closed Nominations. Lesley seconds

Close nominations motion carries – unanimous

Gary Fox for Secretary motion carries – unanimous

 

Ray nominates Martha for Treasurer

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

Martha Rowley for Treasurer motion carries – unanimous

 

Officers constitute the Policy (personnel policy board)

 

  1. Doreen Motion, Ray seconds to hold meetings on the 4th Tuesday of each month at 6:15 pm Motion carries – unanimous

 

 

  1. Affirmation of Rules of Procedure Policy, and Code of Ethics

 

  1. Trustee Committees and Assignment requests – Board members gave chair preferred committees

 

  1. New Business – Discussion of status of Union Contract

– Approved by this board January 23, 2016

– Bargaining Unit approved February 2, 2016

– As of Budget approval at Town Meeting of February 29th when Town Meeting approved the RFPL budget, the contract was approved.

The contract will be signed tonight, then go to Union for signature, then be converted to PDF for public availability.

 

  1. New Treasurer Martha Rowley will be the new representative on all RFPL bank accounts

 

  1. Review and Approve Warrants – Done

 

No Executive Session

 

Adjourn to next meeting motion, seconded, carries unanimously at 7:30 pm

Next meeting – March 22nd, at 6:15 pm

 

Respectfully Submitted,

 

 

Gary Fox, Secretary

Board of Trustees Meeting Agenda: March 8, 2016

Board of Directors Meeting

8 March, 2016

6:15 PM

Click here to download a .pdf of this agenda:  2016.03.08 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time.
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. New Business
  10. Review and Approve Warrants
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: TBA

 

Posted and emailed March 3, 2016

Board of Trustees Meeting Minutes: February 23, 2016

BOARD OF TRUSTEES MEETING
Minutes
23 February 2016
6:15 PM

Top Floor Meeting Room

Trustees Present: Carol Blackwood, Chair; John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Martha Rowley, Ellen Taetzsch
Trustees Absent: Doreen Aldrich, Ray Massucco
Library Personnel Present: Celina Houlne, Director
Members of the Public Present: none

Click here to download a .pdf of these minutes: 2016.02.23 Board of Trustees Minutes
1. Call to order: 6:18 pm

2. Additions to the agenda: none

3. There was no public comment.

4. Approval of 26 Jan 16 minutes: Bohannon moved and Taetzsch seconded approval of the minutes which passed unanimously.

5. Director’s Report: See attached.

Massucco will present previously board-ratified Agreement Between The RFPL and The International Union of Operating Engineers Local to the union negotiator. Once it is signed by effected employees, it will become part of the public record.

6. Ballot and Town Meeting Day update. Town Meeting is scheduled for next Monday at 7 pm. Board members were encouraged to attend. Voting is Tuesday March 1st from 9 am -7 pm.

7. VMERS update: No further action appears to be necessary at this time.

8. Committee Reports:
Long Range Planning Committee is currently conducting a survey to determine whether there is a need for a strategic plan. Survey is available online through the library newsletter / website and at the front desk.

Finance Committee: Fowler is prepared to spend time with whomever is elected to replace her as treasurer.

9. New Business: none

10. Next meetings: 8 March 16 administrative, 22 March 16 regular

11. Executive Session
Fowler moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Fischer seconded. The motion passed unanimously.

At 6:50 pm the board left executive session.

12. Bohannon moved to adjourn. Lassetter seconded. Adjourned at 6:58 pm.

Respectfully Submitted,
Karin Fischer

Board of Trustees Meeting Agenda: February 23, 2016

Board of Directors Meeting

23 Feb, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.02.23 Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 26 Jan meeting.
  5. Director’s Report
  6. Ballot and Town Meeting Day update
  7. VMERS participation update
  8. Committee Reports
  9. New Business
  10. Set date for next meeting (8 Mar 16 administrative, 22 Mar 16 regular) and review agenda items
  11. Executive Session
  12. Adjourn

 

 

 

Posted and emailed   February 17, 2016

 

Strategic Planning Committee Minutes: February 10, 2016

 

Strategic Planning Committee Minutes

10 February, 2016

12:00 Noon

 

Location: Top floor Meeting Room

Trustees Present: John Bohannon, Leslie Lassetter, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

Click here to download a .pdf of these minutes:  Strategic Planning Committee Minutes 2016-02-10

 

  1. Call to order 12:05pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting None
  3. Public comment (3 minutes per person) None
  4. Review of goals and plan
  5. New Business: Review draft survey and develop plan for administering it The survey will be as presented with the additions of an “additional comments” section, don’t know option for each question and a demographics section.

Patrons will be notified of the survey online, on both the libraries Facebook page and website as well as at the library. Patrons may download and print the survey at home but must physically bring the survey back to the library where library staff will collect them

The survey will be available from February 16th, 2016 to March 19th, 2016

  1. Set date for next meeting and review agenda items The next meeting will be held April 6th, 2016 at noon
  2. Executive Session (as needed) N/A
  3. Review tasks
  4. Adjourn 12:40

NOTE:      Chair is John, Secretary is Leslie, member is Ellen

Strategic Planning Committee: February 10, 2016

Strategic Planning Committee

10 February, 2016

12:00 Noon

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.02.10 Strategic Planning Committee Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Review of goals and plan
  5. New Business: Review draft survey and develop plan for administering it
  6. Set date for next meeting and review agenda items
  7. Executive Session (as needed)
  8. Review tasks
  9. Adjourn

NOTE:      Chair is John, Secretary is Leslie, member is Ellen

 

 

 

Posted and emailed February 5, 2016

Board of Trustees Meeting Minutes: January 26, 2016

BOARD OF TRUSTEES MEETING

Minutes

26 January 2016

6:15 PM

Click here to download a .pdf of these minutes:  RFPLboard1-26-16

            Top Floor Meeting Room

 

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco , Martha Rowley, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

  1. Call to order: 6:15 pm

 

  1. Additions to the agenda: Due to possibly needing to leave early,  Massucco requested that union negotiations be discussed earlier on the agenda.

 

Fischer, Fowler and Taetzsch arrived at 6:20 pm.

 

  1. There was no public comment.

 

  1. Approval of 17 Nov 15 minutes: Typos noted in item number 12 should be corrected to read “raffle ticket.” Fowler moved and Aldrich seconded approval of the minutes which passed unanimously.

 

  1. Director’s Report: See attached.

 

  1. Union negotiations and collective bargaining agreement.

 

Massucco moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Bohannon seconded. The motion passed unanimously.

Upon leaving executive session at 6:49 pm, Massucco moved that the RFPL Board ratify and adopt the Agreement Between The RFPL and The International Union of Operating Engineers Local 98 (library employees) effective 7/1/14-6/30/17. Lassetter seconded and the motion passes unanimously.

 

  1. Policy Update: Liability for use of library materials:

Massucco moved that it has always been the library’s position that patrons use library materials at their own risk. Fowler seconded and the motion passed unanimously.

Massucco moved that library policy should clearly state that patrons utilize library materials at their own risk. Bohannon seconded and the motion passed unanimously.

 

  1. VMERS participation:

 

Fowler moved that the RFPL continue to participate in the Vermont Municipal Employees’ Retirement program, known as VMERS, which is currently administered by the Town of Rockingham. Lassetter seconded and the motion passed unanimously.

 

  1. Ballot and Town Meeting Day update: Voting for trustees will occur on Tuesday March 1, 2016.

 

  1. Committee Reports:

 

Building and Grounds

 

Aldrich moved that the board approve the bid submitted by Doxsee Roofing to conduct repairs. The motion passed unanimously.

 

Fowler moved to authorize the Treasurer to withdraw $6,722.06 from the River Valley Credit Union account, the amount to be transferred to the Town to cover payment for landscaping work that was performed last fall of Terra Flora, LLC. Aldrich seconded and the motion passed unanimously.

 

  1. The director made us aware of a grant that could help pay for solar installation.

 

  1. Next meeting is scheduled to 23 February 16.

 

  1. Executive Session

Rowley moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Bohannon seconded. The motion passed unanimously.

 

  1. Upon leaving executive session, Fowler moved to finalize the director evaluation and include the director’s response in her file. Bohannon seconded and the motion was unanimously approved.

 

  1. The meeting adjourned at 7:38pm.

 

 

 

 

 

 

 

 

 

Board of Trustees Meeting Agenda: AMENDED: Tuesday, January 26, 2016

 

Board of Directors Meeting

26 Jan, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 17 Nov meetings.
  5. Director’s Report
  6. Policy Update. liability for use of library materials
  7. VMERS participation
  8. Union negotiations and collective bargaining agreement on the agenda.
  9. Ballot and Town Meeting Day update
  10. Committee Reports:

Building and grounds: roof update and landscaping payment

  1. New Business
  2. Set date for next meeting (23 Feb 16) and review agenda items
  3. Executive Session
  4. Finalize Director Evaluation
  5. Adjourn

           Posted Amended Agenda January  25 , 2015

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting Agenda: January 26, 2016

Board of Directors Meeting

26 Jan, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.01.26 Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 17 Nov meetings.
  5. Director’s Report
  6. Policy Update. liability for use of library materials
  7. VMERS participation
  8. Ballot and Town Meeting Day update
  9. Committee Reports:

Building and grounds: roof update and landscaping payment

  1. New Business
  2. Set date for next meeting (23 Feb 16) and review agenda items
  3. Executive Session
  4. Finalize Director Evaluation
  5. Adjourn

 

Posted and emailed January 21, 2016

Personnel Committee Special Meeting Minutes: December 18, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

December 18, 2015, 8:45 AM. RFPL Top Floor Meeting Room

Click here to download a pdf of these minutes:  2015.12.18 Personnel Committee Minutes

Committee members present:             Pat Fowler, John Bohannon, Karin Fischer, Carol                                                                             Blackwood

Library personnel present:                  Celina Houlné (Library Director)

Members of the public present:          None

 

  1. The meeting was called to order at 8:48 AM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of October 15th were approved.

 

  1. Director evaluation. The next step was discussed. There will be a discussion of the final report and the Director’s response to it at the next full board meeting.
  1. New business. None

 

  1. The next meeting is on January 26th, 2016, at 6:15PM, prior to the full board meeting.

 

  1. Review of tasks. None

 

  1. The committee, with the Director, entered into executive session at 9:00 AM to conduct the Library Director’s the monthly performance review. The committee came out of executive session at 9:15 AM.

 

  1. The meeting adjourned at 9:15 AM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, December 18th, 2015.

 

 

 

 

Personnel Committee Special Meeting Agenda: Friday, December 18, 2015

Trustees Personnel Committee Special Meeting

Friday, 18 Dec, 2015

8:45 AM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a pdf of this agenda:  Personnel Committee 18 dec 15-1

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 17 Oct 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6. Union contract
  7.  New Business
  8.  Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

 

 

 

Posted and emailed  December 16, 2015

Board of Trustees Meeting Minutes: November 17, 2015

BOARD OF TRUSTEES MEETING

Minutes

17 November 2015

6:15 PM

 

            Top Floor Meeting Room

Click here to download a .pdf of these minutes:  RFPLboard11-17-15

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco , Martha Rowley, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

 

  1.   Call to order 6:23 pm

 

  1.   Additions to the agenda that will require ratification at a future meeting: Clarification needed by VMERS for administrative purposes.

 

  1.   No public comment

 

  1.   Approve minutes of 3 Nov Special and 27 Oct 2015 meetings: Aldrich moved to approve, Massucco seconded, minutes unanimously approved.

 

  1.   Trustees asked to look over lists for annual appeal letter and plan time to help with signing. Trustees asked to donate items and sell raffle tickets for Holiday Party on 5 Dec.

 

  1.   Director’s Report: In addition to items in report, statistics for state have been compiled and submitted. Staff is getting new email addresses based on their position rather than their names.

 

  1.  Committee Reports:

 

Finance: Fowler moved and Lassetter seconded an increase in the non-resident fee for a library card to $60.00 per year starting 1 January 2016. Motion passes unanimously.

 

Building and Grounds: Waiting for more detailed bids regarding roof repairs. Celina will encourage contractors to respond promptly so that figures can be written up in preparation for town meeting.

 

Policy: Rowley moved to retro-actively reinstate pro-rated sick time for the five part-time employees who were employed with the library at the time that this benefit was suspended. Lassetter voted in opposition, Rowley abstained, all others voted in favor. Motion passed.

 

  1.  New Business: For administrative purposes, trustees are being asked to take up the following motion at the next meeting: That the Library will continue to participate in the Pension B Plan of the Vermont Municipal Employees’ Retirement program, known as VMERS, which is currently administered by the Town of Rockingham, and will continue to do so if the Library is found to be a separate entity from the Town.

 

  1. Next meeting is 15 Dec 15, if needed, otherwise 26 Jan 16.

 

  1. Executive Session: Bohannon moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Fowler seconded. The motion passed unanimously.

Upon leaving executive session Fowler moved and Lassetter seconded to continue Houlne’s contract as Library Director. The motion was unanimously approved.

 

  1.  Library Director Evaluation Finalization: Director will have an opportunity to respond to evaluation at a future meeting.

 

  1. Review tasks: Library is on Select Board Agenda for December 1st.

Party donations, rattle ticked sales and help with appeal letter will be needed.

 

  1. At 7:38 pm Aldrich moved to adjourn, Bohannon seconded.

 

Respectfully submitted by Karin Fischer 11/22/15

 

 

Board of Trustees Meeting Agenda: November 17, 2015

Board of Directors Meeting

17 Nov, 2015

6:15 PM

Click here to download a .pdf of this agenda: 2015.11.17 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 3 Nov Special and 27 Oct 2015 meetings.
  5. Annual Appeal- letter signing and Holiday Party on 5 Dec
  6. Director’s Report
  7. Committee Reports:

Finance: non resident fees.

Building and grounds: roof

Policy: retro-active vacation sick time

  1. New Business
  2. Set date for next meeting (15 Dec, if needed or 25 Jan 16) and review agenda items
  3. Executive Session
  4. Library Director Evaluation Finalization
  5. Review tasks
  6. Adjourn

 

 

 

Posted and emailed November 12, 2015

 

 

Policy Committee Special Meeting Minutes: November 3, 2015

Board of Trustees

Special Policy Committee Meeting Minutes

November 3, 2015

5:30 PM

Click here to download a .pdf of these minutes:  RFPL Special Policy Committee Mtg Nov 3 2015 Minutes

Present: Martha Rowley, Chairperson; Doreen Aldrich, L. Raymond Massucco & Ellen Taetzsch, Committee Members

 

Call to Order: Chairperson Rowley opened the meeting at 5:35 p. m.

 

Additions to the Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

 

Public Comment (3 minutes per person): None

 

Approve Minutes of Oct. 8, 2015 Meeting: Massucco moved to accept as printed, seconded by Taetzsch. The motion carried.

 

Review of Sick Leave Benefits: Director Houlne submitted a report giving the history of the sick leave policy which was taken away from part-time staff for 28 months covering the period Jul, 2013 through October 2015. It wasn’t taken away from full-time employees. The Finance Office at Town Hall confirmed there are no extra filings required with IRS or changes to FICA. Sick time carries over year to year until the employee terminates his/her employment. Upon termination, any accrued time is lost. The Director’s recommendation was to re-instate this policy. Massucco was in favor; but had two issues. For the sake of discussion, Taetzsch moved to recommend to the full board that the pro-rated sick leave be retroactive to 2013 and Aldrich seconded the motion. Massucco asked if this policy put anyone over the cap. Houlne said she didn’t think so. She checked and it does not. Massucco then pointed out that Anne Dempsey wasn’t hired until 2014 and shouldn’t benefit from it because when she was hired, she didn’t have that benefit. After discussion, Massucco moved to amend the motion exempting Anne Dempsey from being eligible for back benefits for the reason stated. Taetzsch & Aldrich accepted the amendment and the amended motion passed.

 

New Business: None

 

Set Date for Next Meeting and Review Agenda Items: Not necessary at this time.

 

Review Tasks: Review the Personnel Rules after current union negotiations.

 

Executive Session: Not necessary

 

Adjourn: Aldrich moved to adjourn at 5:55 p.m.

 

Respectfully submitted_________________________11/6/2015

Doreen Aldrich

 

 

 

 

 

 

Buildings and Grounds Committee Special Meeting Minutes: November 3, 2015

Board of Trustees

Special Building and Grounds Committee Meeting Minutes

November 3, 2015

6:00 PM

Click here to download a .pdf of these minutes: RFPL Special Building Grounds Committee Mtg Minutes Nov 3 2015 (00000003)

 

Present: Doreen Aldrich, Chairperson; L. Raymond Massucco and Ellen Taetzsch, Committee Members; Martha Rowley, Library Trustee

Call to Order: Chairperson Aldrich called the meeting to order at 6:00 p. m.

Additions to the Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of July 30, 2015 Meeting: Houlne pointed out that the word “Buildings” in the heading has a typo. Taetzsch moved to accept the minutes as corrected. Massucco seconded and the motion carried.

Review of Flat Roof Proposal: Houlne advised that she had talked with both R. B. Cook Construction and Jancewicz; neither included insulation in their quote. The original plan at the time of the renovation was to include it. Jancewicz said to add about $5,000 and Cook said to add about $6,500. They both will take off the old roof (rectangular section); but Cook will take off all roofing. We have two different bids on two different projects. Massucco asked if any new roof was done at the time of the renovation and Houlne advised that the project got cut out of the renovation when things started going awry. After much discussion, the committee asked Houlne to go back to Jancewicz and ask for a quote on the extra insulation and remove the old roof membrane along the new addition. It was the consensus of the committee that there just wasn’t enough information to make an informed decision to present to the full board of trustees.

Landscaping – Edging Around Building: Corey & Janelle Haskell of Terra Flora, LLC are finished with the landscaping and Celina has pictures. We don’t have a final bill as there was additional work done. Edging was put in on the back side of the building. Haskell will work up a quote on edging the rest of the building. Because of the stone that was put down to eliminate dirt splashing up on the building and windows, the stone works its way on to the lawn and Eric Clark is concerned that the mower can throw a stone or stones breaking the windows. One window has already been cracked because of it. Aldrich asked where the money comes from. Houlne explained that there is a fund with $8,175 in it.  There is also $11,700 for repairs and maintenance in the budget. The committee asked to break it down in two sections before recommending to the full board of trustees.

Set Date for Next Meeting and Review Agenda Items: To be Determined.

Review Tasks: Massucco to present samples of plaques to place over the old book depository on the front of the building.

Executive Session: None needed.

Adjourn: Massucco moved to adjourn at 6:35 p. m.

 

Respectfully submitted:_____________________________11/6/2015

Doreen Aldrich

 

 

 

Board of Trustees Special Meeting Minutes: November 3, 2015

Minutes

Special Board of Directors Meeting

3 Nov , 2015

6:30 PM

Top floor Meeting Room

Click here to download a .pdf of these minutes:  RFPLboard11-3-15

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.

 

Library Personnel Present: Celina Houlne, Director

 

No members of the public present.

 

  1. Call to order at 6:35 pm
  2. No additions to the agenda
  3. No public comment
  4. Committee Report: Buildings and Grounds. Discussion of roof repair. No action taken. Additional info and details will be gathered on current bids. Requesting additional bids will be considered.
  5. Executive Session not needed
  6. Review tasks: Director will request more details from current bidders. Fischer will forward names of additional potential contractors.
  7. Bohannon moved to adjourn, Lassetter seconded. Meeting adjourned at 8:08 pm.

Board of Trustees Special Meeting Agenda: November 3, 2015

Special Board of Directors Meeting

3 Nov, 2015

6:30 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 2015 11 03 Special Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Committee Report: Buildings and Grounds. Roof repair and landscaping
  5. Executive Session (as needed)
  6. Review tasks
  7. Adjourn

 

 

 

Posted and emailed November 2, 2015

Building and Grounds Special Committee Meeting Agenda: Tuesday, November 3, 2015

Board of Trustees
Building and Grounds Special Committee Meeting
Tuesday, November 3, 2015
6:00 PM
Location: Top floor Meeting Room (or Youth Program Room)
AGENDA

Click here to download a .pdf of this agenda: 2015 11 03 Building Special Committee Meeting Agenda
1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of July 30, 2015 meeting
5. Review of Flat Roof Proposal
6. Landscaping – edging around building
7. Set date for next meeting and review agenda items
8. Review tasks
9. Executive Session
10. Adjourn
Posted and emailed November 2, 2015

Policy Committee Special Meeting Agenda: Tuesday, November 3, 2015

Board of Trustees

Policy Special Committee Meeting

Tuesday, November 3, 2015

5:30 PM

Click here to download a .pdf of this agenda: 2015 11 03 Policy Special Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 8, 2015 meeting
  5. Review of Sick Leave Benefits
  6. New business
  7. Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

Posted and emailed November 2, 2015

 

Board of Trustee Meeting Minutes: October 27, 2015

Minutes

27 October 2015

6:15 PM

Click here to download a .pdf of these minutes:  2015 10 27 Board of Trustees Minutes

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.

 

Library Personnel Present: Celina Houlne, Director; Mary Van Heltesveldt

 

No members of the public present.

 

  1. Meeting was called to order at 6:20 pm.

 

  1. There were no additions to the agenda.

 

  1. There was no public comment.

 

  1. Bohannon moved and Lasseter seconded that the 22 Sept 2015 minutes be amended to include the following clarification regarding item number 10: Massucco moved and Bohannon seconded that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. The motion passed unanimously. Upon leaving executive session, no action was taken.

The minutes for the 22 Sept 2015 were unanimously approved.

 

  1. Director’s report was presented.

 

  1. Committee Reports

 

Building and Grounds: Roof repair. One bid has been submitted. The committee will meet after receiving at least one additional bid.

 

Policy Committee: Rowley moved that the board accepted changes to the leave policy as noted in attachments to reinstate pro-rated sick and holiday benefits for part-time employees. The changes were unanimously approved.

 

Finance Committee: Fowler moved and Aldrich seconded that the proposed FY 17 budget be approved with adjustments. The budget was unanimously approved.

 

  1. Planning for annual appeal is in process and board members are encouraged to participate.

 

  1. There was no new business.

 

  1. The next meeting was set for 17 November 2015 at 6:15 pm at the library so as to avoid scheduling conflicts the week of Thanksgiving.

 

  1. Bohannon moved and Massucco seconded that the board enter executive session to discuss contracts, labor relations agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state. Houlne was invited to attend part of this session. The motion was unanimously approved.

 

Following executive session, Bohannon moved to accept the draft of the director’s evaluation with discussed changes. Massucco seconded and the motion passed unanimously.

 

  1. Review of tasks:

Personnel Committee: finalize director review.

Building and Grounds: evaluate bids for roof repairs.

Policy Committee: evaluate impact of retroactively reinstating sick leave benefits.

Full Board: sign appeal letters.

 

  1. At 8:05 pm Lassetter moved to adjourn, Bohannon seconded, unanimously approved.

 

Respectfully submitted by Karin Fischer.

 

 

 

 

 

Finance Committee Minutes: October 18, 2015

 

RFPL Library Finance Committee

Draft Minutes

October 18, 2015

Click here to download a .pdf of these draft minutes: 2015.10.18 Finance Committee Minutes

The meeting was called to order by Treasurer Pat Fowler at 5:40PM. Also in attendance were Trustees Ray Massucco and Martha Rowley, as well as Library Director Celina Houlne and Staff member Mary Van Hartesveldt. Trustee Carol Blackwood was not present. There were no additions to the agenda. There were no members of the public in attendance for public comment. Minutes of the Feb 23, 2015 meeting were approved (Massucco, Rowley).

 

The current status of the FY16 budget was reviewed. The proposed FY17 budget was reviewed and discussed. Buildings and Grounds will be addressing the need for roof repairs of the flat roof at the next meeting of the full board next week. The consensus of the board was that the budget was well-founded with some adjustments and additional information required that will be available at the meeting of the full board on October 27. One suggestion was that the budget include a $2000 line item under the insurance line, in case there is a change in staff and we find that we have to make additional insurance payments instead of the staff utilizing the Insurance Incentive payment. Since the full board has already received the preliminary budget, Celina will prepare a separate sheet on this item.

 

The date for the next meeting was not set until after the October 27 meeting when the full board will review the budget, so no tasks were set. No Executive Session was needed.

 

The meeting adjourned at 7:30pm.

 

Pat Fowler, Treasurer

 

 

Personnel Committee Special Meeting Minutes: October 15, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

October 15, 2015, 8:30 AM. RFPL Top Floor Meeting Room

Click here to download a .pdf of these minutes:  2015 10 15 Personnel Committee Minutes

Committee members present: Pat Fowler, John Bohannon, Karin Fischer (chair                                                                  pro temp)

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 8:38 AM by Fischer.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of September 15th were approved.

 

  1. Director evaluation. The next steps were discussed. Bohannon will bring nine copies of the summary evaluation comments and the Director’s self-evaluation to the next full board meeting for its review and comment.
  2. New business. None

 

  1. The next meeting is on November 17th at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 8:45 AM to discuss the Library Director’s contract and conduct the monthly performance review. The Director left at 8:55 AM and the executive session continued to process parts of the Director’s evaluation. The committee came out of executive session at 10:10 AM.

 

  1. The meeting adjourned at 10:10 AM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, October 15th, 2015.

 

Finance Committee Meeting Agenda: Monday, October 19, 2015

Board of Trustees

Finance Committee Meeting

Monday, October 19, 2015

5:30 PM

 Click here to download a .pdf of this agenda: 2015 10 19 Finance Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of February 23, 2015 meeting
  5.  Review of FY16 budget
  6.  Review of FY17 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted and emailed October 15, 2015

Personnel Committee Special Meeting Agenda: Thursday, October 15 2015

Trustees Personnel Committee Special Meeting

Thursday, October 15, 2015

8:30 AM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 15 Sep 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed October 13, 2015

 

Policy Committee Special Meeting Minutes: Thursday, October 8, 2015

 Trustees Policy Committee Special Meeting

Thursday, October 8, 2015

5:15 PM

Minutes

Click here to download a .pdf of these minutes and the discussed attachments: 2015 10 08 Policy Committee Mtg Minutes

Present: Carol Blackwood, Chairperson; Doreen Aldrich, L. Raymond Massucco, Martha Rowley, Ellen Taetzsch, Committee Members and Celina Houlne, Librarian

 

  1. Call to Order: Carol Blackwood, Chair called the meeting to order at 5:15 p. m.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: New election of chairperson.
  3. Public Comment: None
  4. New Business: Blackwood advised that she was not able to continue being the chair of this committee due to her heavy workload. After a brief discussion, Taetzsch nominated Rowley, seconded by Massucco. There being no other nominations or objections, the motion carried. Blackwood left the meeting at 5:25 p. m.
  5. Approve Minutes of 3 February 2015 Meeting: Houlne asked that the word “Draft” be deleted from all meeting minutes . Massucco moved to approve the Feb. 3, 2015 minutes, seconded by Rowley. Taetzsch abstained. The motion carried.
  6. Leave Policy for Part-Time Staff: Houlne recommended benefits for part-time employees as the six part-time staff members are vital to running the library. Her revisions to the Personnel Policy are attached. There are two parts, leave time and sick time. After much discussion, Massucco said he is generally in favor of the policy; but nowhere ready to approve at this meeting. Conceptually, he agrees. Houlne will include these materials for the October 27th trustee meeting to be read and ready for discussion. She asked that the minutes reflect that the committee is conceptually in favor.
  7. Set Date for Next Meeting and Review Agenda Items: Committee left the time of the next meeting open ended.
  8. Review Tasks: Houlne will send out the agenda to the full board.
  9. Executive Session: None needed.
  10. Adjourn: Massucco moved to adjourn at 6:30 p.m.

 

Respectfully submitted___________________________10/12/2015

Doreen Aldrich

Personnel Committee Special Meeting Agenda: Tuesday, Sept 13, 2015

Trustees Personnel Committee Special Meeting

Tues, 13 Sep, 2015

5:15 PM

Click here to download a .pdf of this agenda:  2015 10 13 Personnel Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 15 Sep 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed October 7, 2015

 

Board of Trustees Minutes: September 22, 2015

Draft Minutes
22 September 2015
6:15 PM

Click here to download a .pdf of these minutes: 2015 09 22 Board of Trustees Minutes
Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.
Library Personnel Present: Celina Houlne, Director
No members of the public present.
1. Meeting was called to order at 6:25 pm.
2. There were no additions to the agenda.
3. There was no public comment.
4. Aldrich moved and Massucco seconded that the minutes of August 4, 2015 be approved with the following changes:
The misspelling of Ellen Taetzsch’s name was noted.
Martha Rowley’s name should be included with the list of trustees who voted in favor COLA / Merit increases noted in item #6 of the minutes.
Regarding the Chronology for Library Director Annual Evaluation, it was noted that the second to last sentence should read, “The Board discusses her response with her and finalizes the evaluation.”
The motion passes unanimously.
5. Director’s report was presented.
6. Planning for Chamber of commerce mixer on October 21st from 5:30-7:00pm. Lassetter and Rowley will arrive at 4:30 to set up. Bohannon will speak, if Blackwood is unable to attend. Fischer will arrive late, but stay to clean up. Lassetter circulated a sign up sheet for food. Blackwood will donate a tote bag for the raffle and Fowler will donate books to put in it.
7. Committee Reports
Finance Committee: Timeline for FY 17 budget was discussed.
Historical Collection: Fowler moved and Lassetter seconded approval of updates to the Historical Collection Management Policy with the following change: Email addresses on attached forms will reference the department rather than an individual. The motion passed unanimously. Work is underway and will continue on returning items to the library that are currently stored at Village Square Books.
Personnel: Director evaluations have been returned. Results are being collated and summarized.
Strategic/Long Range Planning: A survey of library stakeholders will be conducted, based on the library’s mission statement, to determine whether the library should continue on its current course or if it needs new goals/direction.
8. There was no new business.
9. The next meeting was set for October 27th at 6:15 pm. Meetings for November and December are tentatively scheduled for the third Tuesday of the months due to holiday conflicts the fourth week.
10. Massucco moved and Bohannon seconded that the board enter executive session with the Director invited to attend. The board left executive session. No action was taken.
11. Review of tasks: Complete draft of Director evaluation. Gather budget info for FY 17 planning.
12. Adjourned at 7:45pm.
Respectfully submitted by Karin Fischer.

Personnel Committee Special Meeting Agenda: Tuesday, August 18, 2015

Trustees Personnel Committee Special Meeting

Tuesday, August 18, 2015

5:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 21 July 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed August 14, 2015

Board of Trustees Meeting Agenda: September 22, 2015

Board of Directors Meeting

September 22, 2015

6:15 PM

Click here to download a .pdf of this agenda:  2015 09 22 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of August 4, 2015 meeting
  5. Director’s Report
  6. Planning for Chamber of Commerce Mixer
  7. Committee Reports

Finance: Budget planning process for FY17

Historic Collection: Policy review

Personnel: Director Evaluation update

Strategic/Long Range Planning: Discuss process

  1. New Business
  2. Set date for next meeting (October 27, 2015) and review agenda items
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

Posted and emailed September 17, 2015

Personnel Committee Special Meeting DRAFT Minutes: September 15, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

September 15, 2015, 5:15 PM. RFPL Top Floor Meeting Room

 Click here to download a .pdf of these minutes: 2015 09 15 Personnel Committee Minutes

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 5:20 PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of August 18th were approved.

 

  1. Director evaluation. The next steps were discussed. Each committee member will write a short summary paragraph of two or three of the nine categories in the evaluation form. These paragraphs should be brought to the next meeting on a USB drive; then the form and style will be harmonized and the nine paragraphs consolidated.

 

  1. New business. None

 

  1. The next meeting is on October 13at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 5:25 PM to discuss the Library Director’s contract and conduct the monthly performance review. The Director left at 5:40 PM and the executive session continued to process parts of the Director’s evaluation. The committee came out of executive session at 6:30 PM.

 

  1. The meeting adjourned at 6:30 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, September 15th, 2015.

 

 

Personnel Committee Special Meeting: Tuesday, September 15, 2015

Trustees Personnel Committee Special Meeting

Tuesday, September 15, 2015

5:15 PM

 Click here to download a .pdf of this agenda: 2015.09.15 Personnel Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of August 18, 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed September12, 2015

Strategic Planning Committee Minutes: August 25, 2015

Minutes of Strategic Planning Committee

Tuesday, August 25, 2015, 1 p.m.

 

Present: John Bohannon, Leslie Lassetter, Celina Houlne

Meeting was called to order at 1:10 pm.

 

The committee discussed:

  • long range vs. strategic planning. It was decided that the board must approve the concept of this committee:  long range, i.e., to continue with present plans and mission; or strategic, i.e., to implement something new and different; or both combined.
  • A survey of stakeholders based on present mission statement.

The committee’s question for the board:  What needs to be done—develop some long range goals to improve our current operations, or, develop a strategic plan to take the RFPL in some new directions over the next three years?

The committee advises:  a survey of a sample of stakeholders over the next two months based on RFPL mission statement to determine perceived strengths and weaknesses.

 

Submitted by Leslie Lassetter, secretary for August 25 meeting

 

Personnel Committee Special Meeting DRAFT Minutes: August 18, 2015

RFPL PersComm

08/18/15 meeting minutes

Page 1 of 1

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

August 18, 2015, 5:23 PM. RFPL Top Floor Meeting Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 5:23PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of July 21st were approved.

 

  1. Director evaluation. The planned schedule was confirmed. Evaluations will be picked up at the library by September 1st and returned to a box in the library by noon on September 12th. Blackwood will contact anyone who does not return an evaluation. Bohannon will pick up the evaluations and record verbatim the comments on each. There will be a list in the box to keep track of the evaluations removed by Bohannon for processing. The committee will review the evaluations on September 17th at its regular meeting.

 

  1. New business. None

 

  1. The next meeting is on September 17th at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 5:35 PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:02 PM.

 

  1. The meeting adjourned at 6:02 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, August 18th, 2015.

 

Strategic Planning Committee Meeting Agenda: August 25, 2015

Strategic Planning Committee

25 August, 2015

1:00 PM

 08.25.2015 Strategic Planning Committee Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Selection of chair and vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee
  6. Discussion of ways to implement the purpose of this committee
  7. New Business
  8. Set date for next meeting and review agenda items
  9. Executive Session (as needed)
  10. Review tasks
  11. Adjourn

 

 

 

Posted and emailed August 19, 2015

 

Personnel Committee Special Meeting Agenda: Tuesday, August 18, 2015

Trustees Personnel Committee Special Meeting

Tuesday, August 18, 2015

5:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2015.08.18 Personnel Committee Meeting Agenda

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 21 July 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed August 14, 2015

 

Board of Trustees Meeting DRAFT Minutes: August 4, 2015

Click here to download a .pdf of these minutes: RFPLminutes8-4-15

Draft Minutes

4 Aug , 2015

6:15 PM

 

Trustees Present:  Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco (had to leave at 7:25) & Martha Rowley, and Ellen Taetzsch.

 

Library Personnel Present:  Celina Houlne, Director

 

No members of public present.

 

  1.   Call to order at 6:23 pm.
  2.   Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.  Location of book drop (see below).
  3.   Public comment – none.
  4.   Aldrich moved to approve minutes of 23 Jun 2015 meeting.  Fowler seconded.  Unanimously approved.
  5.   New Board Member, Ellen Taetzch was introduced to the board and signed her oath of office..
  6.   Director’s Report: including FY 2015 financials, FY 2016 projections and employee pay.  Massucco moved to approve COLA / Merit increases to employee pay for FY 2016.  Fowler seconded.  The motion was approved.  Six voted in favor: Aldrich, Blackwood, Fischer, Fowler, Massucco.  Three were opposed: Bohannon, Lassetter, Taetzch.  The discussion included an expressed hope to further increase employee pay to an amount equal to the town’s base pay for the same grade for FY 17.
  7.  Committee Reports:

Building and grounds:  Board voted unanimously to accept donation of sign from friends as well as donation for a plaque citing Carnegie (either bronze or composite) to cover the old book drop.  Board voted unanimously to have the book drop moved by town to the location approved by zoning.

Historic collection: Carolyn Frisa will submit policy edits.  Next meeting is Sept 21st at 10:00 am.

Personnel: Library Director Evaluation Process: Board voted to unanimously adopt the evaluation process submitted by the committee.

Long Range planning will make plans to meet soon.

  1.  New Business – none
  2. Set date for next meeting (22 Sep 15) and review agenda items
  3. Executive Session not needed
  4. Review tasks: Begin to plan Chamber Mixer for 21 Oct 15.  Celina will seek input from contractors regarding repair to flat roof.
  5. Adjourn at 8:10.

 

Respectfully submitted by Karin Fischer 8/9/15.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Building and Grounds Committee DRAFT Minutes: July 30, 2015

ROCKINGHAM FREE PUBLIC LIBRARY

BOARD OF TRUSTEES

BUILDINJGS & GROUNDS COMMITTEE MEETING MINUTES

 

JULY 30, 2015

9:00 AM

 

LOCATION: Top Floor Meeting Room

 

Present: Doreen Aldrich, Chair; L. Raymond Massucco & Ellen Taetzsch, Committee Members; Celina Houlne, Library Director

Call to Order: 9:05 AM

Additions to Agenda: None

Public Comment: None

Landscaping: The planting map drawn up at the start of the library renovations was submitted by Houlne. The Kersulas approve of the plan. Cory and Janelle Haskell of Terra Flora in Walpole are interested in doing the job. Fall is a good time to plant. Houlne suggested little bushes near the kids’ room. Massucco moved to make the recommendation to the full board to go with Terra Flora for our landscaping needs, seconded by Taetzsch. The motion carried. Houlne will ask for an updated estimate.

Exterior Signs: The original sign was done by Frank Hawkins and paid for by “Friends of the Library”. Will Parmelee, sign maker in the Putney and Brattleboro area sent a design in black with gold lettering. It will be low to the ground and painted on both sides and he quoted $1,300. It will be 48” with 6” plywood and metal posts. Houlne would also like a bronze plaque to cover the old book drop on the front of the building. The cost would be $850 and would be paid for by the “Friends”. Massucco advised that composite is just as good; but way less expensive. He will bring a sample for Houlne to look at. Massucco moved to recommend to the full board that Will Parmelee do the replacement sign; it being paid for by “Friends of the Library”. Aldrich seconded and the motion passed.

Book Drop: Houlne recommended moving it to the left of the entrance to the library as shown in the original plan when doing the renovations. Aldrich advised that if we change anything from the original plan we will have to go back to the zoning board and amend the permit. Aldrich made the motion to move the book drop to the left of the library entrance walk as shown on the map. Taetzsch seconded and the motion carried.

Flat Roof: Houlne explained that the leaks are bad. It was agreed that the problem has to be addressed immediately. There are no grant monies for this.   Massucco recommended seeking specs to inspect the roof and make recommendations for repair. Aldrich seconded and the motion carried.

New Business: None

Review Tasks: Massucco to get information on the bronze plaque for the old book drop; addition to the agenda for August 4th meeting regarding the sign; landscaping at the rear of the building and kids library and roof repairs. This committee will set a date for our next meeting after the August 4th regular board of trustees meeting.

Adjourn: Massucco moved to adjourn at 9:50 a. m.

 

Respectfully submitted:_____________________________Chair – Recording Secretary

Board of Trustees Meeting Agenda: August 4, 2015

Board of Directors Meeting

4 August, 2015

6:15 PM

Click here to download a .pdf of this agenda: 2015.08.04 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 23 Jun 2015 meeting.
  5. New Board Member introduction.
  6. Director’s Report: including FY 2015 financials, FY 2016 projections and employee pay
  7. Committee Reports:

Building and grounds: including report on landscaping, sign and roof.

Historic collection: policy update

Personnel: Library Director Evaluation Process (see proposed plan and timeline)

Long Range planning

  1. New Business
  2. Set date for next meeting (22 Sep 15) and review agenda items
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

 

Posted and emailed July 30, 2015

Personnel Committee Meeting DRAFT Minutes: July 21, 2015

Rockingham Free Public Library

Personnel Committee Meeting Minutes

July 21, 2015, 5:15PM. RFPL Top Floor Meeting Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           Bil Staats, FACT TV

 

  1. The meeting was called to order at 5:15PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of June 9th were approved.

 

  1. The committee discussed the annual evaluation of the Director. The following actions were taken and decisions were made unanimously:

 

  1. The evaluation form was approved with minor corrections and will be sent to the Board for approval at the next meeting. The Director’s job description will be placed on the library website by the Director for reference by evaluators.
  2. The chronology was approved and it will be sent out with the minutes to the next Board meeting. John will provide verbatim copies of the comments from the evaluations for the committee to use in its meeting in September. A note was made on the chronology positing the possibility of a special meeting to continue Board discussion of the evaluation if approval of the draft evaluation is not achieved at the October Board meeting.
  3. The spread sheet for tabulating numerical data from the evaluations was approved with minor changes and will be sent to the Board for approval at its next meeting.
  4. Specific dates were developed for parts of this year’s process: Evaluation forms available by September 1st, returned by September 10th; committee meeting to summarize results on September 15th; committee meeting to write evaluation on October 13th.

 

  1. Review of tasks: Omitted, included above.

 

 

  1. The committee, with the Director, entered into executive session at 6:10 PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:40 PM.

 

  1. There was no new business brought before the committee.

 

  1. The next meeting is on August 18th at 5:15 PM at the RFPL.

 

  1. The meeting adjourned at 6:40 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, July 21st, 2015.

Buildings & Grounds Committee Meeting Agenda: July 28, 2015 MEETING POSTPONED – NEW DATE AND TIME THURSDAY JULY 30, 2015 at 9:00 AM

Board of Trustees

                              Building & Grounds Committee Meeting                 

 

Tuesday, July 28, 2015

5:00 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Landscaping
  5. Exterior signs
  6. Book drop
  7. Flat roof
  8. New business
  9. Review tasks
  10. Set date for next meeting and review agenda items
  11. Adjourn

 

 

 

 

 

 

 

 

                                                                                                                               Posted and emailed July 22, 2015

Personnel Committee Special Meeting: July 21, 2015

Trustees Personnel Committee Special Meeting

Tuesday, July 21, 2015

5:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 9 June 2015 meeting
  5.  Library Director Evaluation Process
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

Board of Trustees Meeting Agenda: June 23, 2015

Board of Directors Meeting

23 June, 2015

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of 26 May 2015 meeting
  5. New Board Member search/nomination report
  6. Director’s Report
  7. End of Year financials
  8. Committee Reports:

Historic Collection- policy update

Personnel: Library Director Evaluation Process, plan and timeline proposal

Long Range planning

  1. Set date for next meeting (skip July 28?, Aug 25 next?) and review agenda items
  2. New Business
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

Posted and emailed June 18, 2015

Personnel Committee Meeting DRAFT Minutes: June 9, 2015

Rockingham Free Public Library

Personnel Committee Meeting Minutes

June 9, 2015, 5:00PM. RFPL Youth Department Program Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer (left 5:45PM)

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           None

 

  1. The meeting was called to order at 5:15PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of May 11th were approved.

 

  1. The committee discussed the process for the annual evaluation of the Library Director. The evaluation form was returned to Blackwood with some minor revisions. She will include these in the final version to be completed by the June Board meeting. It was agreed that the timeline for completing the evaluation is as follows:

 

  • June Board meeting: The Personnel Committee presents the final form and procedure for the evaluation to the Board for consideration. Comments are submitted verbally prior to the next Personnel Committee (July 21st) to the Committee Chair, Blackwood.
  • July or August Board meeting: Board approves the form and procedure.
  • First week of September: The evaluation forms with instructions are distributed to all evaluators (Board, library staff, community members) and to the Director. (These will be picked up at the library and returned there.)
  • Mid September: Evaluations are returned to the library, processed and reviewed by the Personnel Committee.
  • October committee meeting: Personnel Committee prepares draft statistical and narrative evaluation. (Individual committee members prepare draft comments prior to the meeting.)
  • October Board meeting: Board reviews input from evaluators, reviews and approves evaluation, and reviews the Director’s self-evaluation; the Director receives a copy of the evaluation. (Board members come early and read the evaluations before the meeting.)
  • November or December Board meeting: The Director submits her written response to the evaluation. The Board votes on hiring the Director for the next year.

 

  1. Review of tasks: Blackwood will complete the revision of the evaluation form for submission to the Board at its next meeting. Bohannon will type up the procedures for completing this year’s evaluation. (See paragraph 5 above.)

 

  1. The committee, with the Director, entered into executive session at 6:56PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:58PM.

 

  1. There was no new business brought before the committee.

 

  1. The next meeting is on July 21st at 5:00PM at the RFPL.

 

  1. The meeting adjourned at 7:00PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, June 9, 2015.

 

Personnel Committee Special Meeting Agenda: June 9, 2015

Trustees Personnel Committee Special Meeting

Tues, 9 June, 2015

5:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 11 May 2015 meeting.
  5.  Library Director Evaluation Process
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

Board of Trustees Meeting DRAFT Minutes: May 26, 2015

BOARD OF TRUSTEES MEETING

Draft Minutes

May 26, 2015

6:15 PM

 

                Location Youth Program Room

 

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Leslie Lassetter, Ray Massucco & Martha Rowley

Trustees Absent: Pat Fowler

Library Personnel Present: Celina Houlne, Director; Mary Van Hartesveldt, Librarian

Members of the Public Present: Amy Howlett

 

  1. The meeting was called to order at 6:22 pm.

 

  1. Additions to Agenda

 

  1. Public Comment: None

 

  1. Approval of Minutes: Lassetter moved to approve minutes for 4/28/15. Bohannon seconded. Aldrich abstained, minutes were approved.

 

  1. New Board Member Search: Lassetter requested help with this. Notices will be put on web site and in Shopper.

 

  1. End of FY Financials:

 

  1. Massucco moved to authorize the treasurer to transfer $8,300.00 from the River Valley Credit Union account to cover additional expenditures for the following line items: printing supplies, custodial services and repairs and maintenance. Aldrich seconded, and the motion carried unanimously.

 

  1. Massucco moved to authorize the treasurer to transfer $14,000.00 from the River Valley Credit Union account to the town for expected FY 15 expenditures. Lassetter seconded, and the motion carried unanimously.

 

  1. Massucco moved to authorize the treasured to transfer $4,134.32 from the River Valley Credit Union savings account to the town to pay for Whitcomb expenditures in FY 15. Blackwood and Aldrich simultaneously seconded and the motion carried unanimously.

 

  1. Massucco moved to set up a designated fund for landscaping in the initial amount of $675.00 for designated funds that have been received, but not yet spent. Fischer seconded and the motion carried unanimously.

 

  1. Massucco moved to set up an Ostebo Reserve Fund of $5,765.00, and a Whitcomb Reserve fund of $7,760.00. Bohannon seconded and the motion carried unanimously.

 

  1. Technology Assistance and Art Display Waivers: Lassetter moved to accept the waivers. Aldrich seconded and the motion carried unanimously.

 

  1. Presentation on Long Range Planning by Amy Howlett.

Ray suggested we all read the 2007 strategic plan to see what thoughts were on this topic in the past.

 

  1. Next meeting June 23d, 6:15PM.

 

Director suggested we consider not meeting in August. We will address this next meeting.

 

  1. Other business: Letter on canine urination was revised slightly and will be sent by Director soon, signed by Blackwood.

 

  1. Exec Session: Not needed

 

  1. Review Tasks: Think and read about strategic planning. Recruit new board member.

 

  1. Adjourned 8:01PM.

 

Respectfully Submitted by Karin Fischer and John Bohannon

5/31/15

Board of Trustees Meeting Agenda: May 26, 2015

Board of Directors Meeting

26 May, 2015

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 28 Apr 2015 meeting.
  5. New Board Member search/nomination
  6. End of FY year financials
  7. Waiver for staff providing technology assistance and art display waiver
  8. Long Range Planning- Amy Howlett
  9. Set date for next meeting and review agenda items
  10. New Business
  11. Executive Session (as needed)
  12. Review tasks
  13. Adjourn

 

 

Posted and emailed May 20, 2015

Personnel Committee Special Meeting Agenda: May 11, 2015

Trustees Personnel Committee Special Meeting

May 11, 2015

5:30 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 21 April 2015 meeting.
  5.  Library Director Evaluation Process
  6.  Review tasks
  7.  Set date for next meeting and review agenda items
  8. New Business
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed May 9, 2015

 

Board of Trustees Meeting Agenda: April 28, 2015

Board of Trustees Meeting

28 April, 2015

6:15 PM

Location: Youth Program Room

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person)
  4. Approve minutes of 24 Mar 2015 meeting
  5. Trustee Board Membership
  6. Director’s Report-   Highlights and Financial Report
  7. Committee Reports
  8. Financial – Ostebo bequests update
  9. Personnel
  10. Historic Collection-Lock Proposal and Collection Policy
  11. Buildings and Grounds- recommends for most immediate repairs
  12. Review tasks
  13. Input for next meeting agenda (Date: 26 May 15)
  14. New Business
  15. Executive Session (as needed)
  16. Adjourn

 

 

 

 

 

Posted and emailed April 24, 2015

Board of Trustees Meeting DRAFT Minutes: April 28, 2015

BOARD OF TRUSTEES MEETING
Draft Minutes
April 28, 2015
6:15 PM

Location Youth Program Room

Please click here to download a .pdf of these DRAFT Minutes: RFPLBoard4-28-15

Trustees Present: Carol Blackwood, Chair; John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco & Martha Rowley
Trustees Absent: Doreen Aldrich
Library Personnel Present: Celina Houlne, Director; Mary Van Hartesveldt, Librarian
Members of the Public Present: Carolyn Frisa

The meeting was called to order at 6:20, Pat Fowler arrived at 6:23.

New Business: Houlne asked that the following items be added to the agenda: Complaints of dog urinating on library property, Employee Leave Policy, Approval of minutes of April 7th meeting.

Public Comment: Carolyn Frisa spoke about the Friends Annual Plant Sale. It will be held on Saturday May 9th in front of the library, 8 am – 3 pm. They need donations of plants, which can be dropped off at the library beginning May 4th. Anyone unable to bring plants during library hours, can leave them at the side entrance of the building. Volunteers are needed to work the sale and help with clean up (probably from 3-4 pm.)

Approval of Minutes: Minutes for both 3/24/15 and 4/7/15 were unanimously approved.

Trustee Board Membership: Blackwood regretfully acknowledged the resignation of David Gould. Trustees recognized his contributions, and wished him well. Lassetter agreed to solicit names of potential candidates to serve the remainder of Gould’s term, and invite them to attend a future board meeting and/or submit a letter of interest.

Director’s Report: In addition to items in the attached report, Celina noted that the library is scheduled to host the Chamber Mixer on Wednesday, October 21, 2015.

Committee Reports

Financial
Fowler moved that we approve additional payment for the following line items and amounts:
Custodial $2,000
Elec/Heat $2,850
NEH Grant Expense: $6,000
Fischer seconded and the motion passes unanimously.

Personnel
Blackwood noted that the committee will soon bring the Library Director Evaluation Form to the full board for review.

Historical Collection
Lassetter moved that money not to exceed $900 be spent for purchase and installation of locks for historical collection display cabinets. Fowler seconded and the motion passed unanimously.

There was a long discussion regarding money left by Ryan Ostebo, including concern that it not get absorbed by the budget deficit. There was some agreement that, although his bequest was not designated, and therefore does not exist as an individual line item, it should be used meaningfully and acknowledged with a plaque.

Fischer noted that Houlne will email the Historical Collection Management Policy for review and possible approval at the June meeting.

Building and Grounds
Massucco moved that $7,500 from the Whitcomb Fund be placed in a reserve fund for landscaping, with creation of a barrier at the back of the library property being the first priority. The actual landscaping plan will be subject to board review and approval.
Fischer seconded the motion and it passed unanimously.

New Business
Lassetter moved that Massucco compose a letter to the Wrights requesting that they refrain from allowing their dog to urinate on library property because it is damaging both the granite stair and the book drop.

Fowler seconded and the motion passed unanimously.

Blackwood requested that Houlne speak with her about the Employee Leave Policy to figure out the best way to address her concerns.

Next Meeting is scheduled for May 26, 2015 at 6:15 pm. The bulk of the meeting will be a discussion with Amy Howlett about strategic long term planning.

Pressing issues could be added to the May agenda, but Blackwood hopes that most items can wait until the regular June meeting.

Respectfully Submitted by Karin Fischer 4/28/15

**********************

Director’s Report April 22, 2015 Célina Houlné

March Programs and Statistics
• Youth Programs – 24 events, attendance of 619
Bellows Falls Middle School Art Show was a huge success and visitors have been commenting how great it is to have art throughout the Library. Teen Tech Week was a success with several teens coming in to learn video game coding and basic electronics. The Teen Advisory Council brought back the Anime Club, which meets just before the Friday teen game nights.
• Adult Programs – 20 events, attendance of 203
On March 28 the Vermont Humanities Council program, Vermont and the Civil with Howard Coffin, was attended by 40 people, Eric Bye played the banjo, and the Friends cooked hard-tack and applesauce cookies. Tax-help, genealogy classes and the One-On-One Computer help continued to be very popular. The book sale began on April 10 and will run until May 9 in the top floor meeting room.
• Meeting Room and Program Room usage – 16 library, 2 non-library
• Adults Computer Use – 742 Public Access Computer Sessions
• Youth Computer Use – 130 Public Access Computer Sessions
• Wireless network use – 793 sessions for laptop and mobile devices
• New Library Cards issued – 31
• New titles added to collection – 275
• Items checked out – 3,134
• Inter-Library Loans (ILLs) – 32 items borrowed from other libraries, 58 items loaned

Budget
• March’s monthly financial report is for 9 months or 75% of the fiscal year. The current budget forecast for FY15 is that we’ll be within budget, barring any unforeseen circumstances that may arise.
• Revenue will be transferred from the savings account to pay for the designated Whitcomb fund expenses (the Youth furniture and office cabinets). See separate report on Whitcomb donation revenue/expenses.
• Two lines that are projected to be $1,000 over the budgeted amount need to be approved by the Board: Electricity/heat, and custodial. In addition, I listed the NEH grant expense of 6,000 as needing approval, though this expense is matched by grant income. See separate report on list of 1k items.
• Annual book sale revenue so far is approximately $1,400.

Building and Grounds
• I’ve contracted with Don Hashem, who also cleans Town Hall, to temporarily clean the library twice per week, as Bob Patch has resigned due to health reasons.
• Eric Clarke cleaned the walkways and removed the heavy layers of sand. He confirmed the Wright’s are continuing to bring their dogs onto library property to urinate near or on the building.
• Scott Bolotin, owner of Morningside Perennials, pruned the trees on the front lawn.
• The stone bench out front was repaired and put back up by town hall workers.
• I’ve contacted Rohr Cook who worked on the roof during the renovation, to ask him to evaluate the roof and find out why water is leaking inside.

Other Director Activities
• Staff – I have posted the custodian position with Vermont Job Link, town departments, and Eagle Times. I’ll be interviewing and hiring in May. We held our monthly staff meeting.
• Supervision – I’ve continued to provide training for Nancy Tusinski, our new Reference and Historical Collection Librarian. She’s been getting acquainted with the Historical Collection and the NEH grant with Emily Zervas; getting to know Library policies and procedures, helping patrons with computer questions and reference questions, developing reports to aid in collection development practices, and to quote Nancy: “most importantly getting to know the wonderful staff and the library patrons!” Nancy, in a very short time, has already become a valued member of the staff, jumping right into the fray, helping with technology issues and collection development.
• Fundraising – It has been a very busy month as I supervised setting up the book sale and spent many hours weeding the fiction, audio and video collections. Staff worked extremely hard, along with the Friends of the Library and other volunteers to get ready. The preview sale on Friday for Friends members was held on Friday and was a great success, as was the next day. This week everything is ½ price, and next week will be the $3 bag sale. Please come in and also tell your family and friends about all the great books that need new homes!
• Friends of the Library – I attended a planning meeting on April 2 for the Friends plant sale which will be held on Saturday, May 9 and they’re looking for donations of annuals, perennials, house plants, etc, (you can bring them to the library the week of May 9). They’ll also be having a raffle for garden-related items. The Friends bought us a new whiteboard for the meeting room, which was used by Howard Coffin at the Humanities Program. They also donated 4 baker’s carts to use for storage, 2 of which are now in use at the book sale.
• Grants – I filed Form 471 for the electronic filing for the e-rate federal grant. I attended ‘The Science and Art of Grant-Writing” day-long class held at the Stafford Technical Center in Rutland which was very informative. The instructor, Anne Lezak, is an experienced grant-writer, and she had many useful anecdotes and wise advice on what to do and what not to do when writing a grant. We reviewed the overall process, the individual steps, and the best language to use to explain the proposal. We reviewed online resources including the Vermont Directory of Foundations, and Vermont Quick Facts, and Vermont Indicators On-line, and other sources for statistics.
• Windham County Librarians – Nancy and I attended the meeting at Brooks Library and I introduced her to the other area librarians. We discussed VOKAL, KOHA, ILL, summer programs and the likely upcoming FY16 budget cuts for the state library.
• Community outreach – I attended the monthly Departments Heads meeting at Town Hall. I met with a local student who is working towards her MLIS at Simmons College to discuss library management.
• Personnel Committee – I attended the monthly meeting on April 21 at which we reviewed the month’s activities and the director’s evaluation process.
• Historical Collection Committee – I attended this meeting on March 30, at which upcoming tasks were reviewed, including updating the Historical Collection policy and pocket response plan (PReP) to be used in case of disaster such as when the local history room was flooded. I’ve filled out the PReP, to include the contact information for emergency personnel.
• Building & Grounds Committee – I attended this meeting on April 13, where we reviewed the list of interior and exterior needs. The committee will recommend to the Board that we use a portion of the Whitcomb Fund to complete the landscaping behind the building (estimate of $7,500); repair the existing sign (estimate of $375) and install the locks for the Historical Collection Display Cabinets (estimate of $850). I’ve asked Frank Hawkins for an updated estimate to repair the sign.
• Joint meeting with Selectboard – I attended the meeting where we went into executive session to meet with legal counsel, Stephen Ankuda, about the lawsuit.
• Board Meeting – I attended the monthly Board meeting on March 24.

Board of Trustees Meeting Agenda: April 28, 2015

Board of Trustees Meeting

28 April, 2015

6:15 PM

Location: Youth Program Room

 Please click here to download a .pdf of this agenda: Board Amended Agenda 28 apr 15

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person)
  4. Approve minutes of 24 Mar 2015 meeting
  5. Trustee Board Membership
  6. Director’s Report-   Highlights and Financial Report
  7. Committee Reports
  8. Financial – Ostebo bequests update
  9. Personnel
  10. Historic Collection-Lock Proposal and Collection Policy
  11. Buildings and Grounds- recommends for most immediate repairs
  12. Review tasks
  13. Input for next meeting agenda (Date: 26 May 15)
  14. New Business
  15. Executive Session (as needed)
  16. Adjourn

 

 

 

 

 

Posted and emailed April 24, 2015

Historical Collection Committee Meeting Agenda: Monday, April 27, 2015

Board of Trustees
Historical Collection Committee Meeting
Monday, April 27, 2015
9:00 AM
Location: Youth Program Room

Please click here to download a .pdf of this agenda: 2015 04 27 Historical Collection Committee Agenda docx
AGENDA
1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of from March 30, 2015 meeting
5. Review Collection Management Policy in preparation for review by Board
6. Discuss lock installation on historical cabinets and make recommendation to Board
7. Follow up on status of Tru-Vue grant
8. Review disaster plan
9. New Business
10. Review tasks
11. Set date for next meeting and review agenda items
12. Adjourn
Posted and emailed April22, 2015
——————————————————————————————————————–
The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.
Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101
Phone 802-463-4270 Fax 802-463-1566 rockinghamlibrary.org

Personnel Committee Meeting DRAFT Minutes: April 21, 2015

RFPL PersComm

04/21/15 meeting minutes

Page 1 of 1

 

 Click here to download a .pdf of these draft minutes: perscomm4 21minutes

Rockingham Free Public Library

Personnel Committee Meeting Minutes

April 21, 2015, 5:00PM. RFPL Youth Department Program Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           None

 

  1. The meeting was called to order at 5:08PM by Blackwood.
  2. There was no change to the agenda.
  3. There was no public comment.
  4. The minutes of the meeting of March 17th were amended to properly spell one name and then were approved.
  5. The committee discussed the process for the annual evaluation of the Library Director. A draft model for the written evaluation was developed and agreed upon by the full committee. Blackwood will consolidate and type the draft and e-mail it to the committee and Director prior to the next meeting. At that time it is hoped we can approve the draft and prepare to present it to the Library Board at its next meeting.
  6. The committee, with the Director, entered into executive session at 6:15PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:30PM.
  7. There was no new business brought before the committee.
  8. The next meeting is on May 11th at 5PM at the RFPL.
  9. The meeting adjourned at 6:30PM.

 

 

Respectfully submitted by John Bohannon, Committee Secretary, April 22, 2015.

 

 

 

Personnel Committee Special Meeting Agenda: April 21, 2015

Trustees Personnel Committee Special Meeting
21 April, 2015
5:00 PM

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: Personnel Committee 21 apr 15

AGENDA

1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
3. Public comment (3 minutes per person).
4. Approve minutes of 17 Mar 2015 meeting.
5. Library Director Evaluation Process
6. Review tasks
7. Set date for next meeting and review agenda items
8. New Business
9. Executive Session
10. Adjourn

Posted and emailed —–, 2015

——————————————————————————————————————–

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Historical Collection Committee DRAFT Minutes: March 30, 2015

Rockingham Free Public Library BOARD OF TRUSTEES

Historical Collection Committee

MARCH 30, 2015,   9 AM

 Click here to download a .pdf of these minutes: RFPLHistoricalCollMinutesMarch 30 2015

Trustees Present: Karin Fischer, Pat Fowler, Leslie Lassetter & Martha Rowley

Library Personnel Present: Celina Houlne, Director, Nancy Tusinski, Emily Zervas

Members of the Public Present: Carolyn Frisa & Duane Whitehead, Committee members

 

  1. The meeting was called to order at 9:21am in the top floor meeting room.
  2. Agenda items were added for the Collections Policy Management & Locks for the cabinets
  3. There was no public comment.
  4. Karin Fischer was elected as Chair, Pat Fowler as Secretary
  5. Minutes of the Feb 23 meeting were approved as corrected to include a time constraint for the grant that was received on Jan 1 and must be completed June 2016.
  6. The new Reference Librarian, Nancy, is being trianed by Emily and is reviewing paper and computer files on Mondays through April 27.
  7. NEH Grant must be completed by June 2016. Ordering of materials is almost complete. Nancy will be working with an Intern from Simmons College on the project once a week. Carolyn & Emily indicated that Vermont Pretzel is selling some wide wire racks similar to the ones we have.
  8. New Business: Collection Policy Management was reviewed at the last meeting. This should be reviewed at our next meeting and then sent to the full board for approval. Tru-Vue Grant will be submitted with updated numbers on using low glare plexiglass and retrofitting the old cabinets with locks. A Conservation framing grant will be re-evaluated on costs and resubmitted paying the conservator. Dick’s Locks has submitted an estimate for approximately $800. A motion was approved that this project be referred to the full Board for approval and funding.
  9. Review of Tasks for next meeting: Celina will email corrected Collection Policy Management with changes indicated to the committee members. Carolyn will update costs on the Tru-Vue grant to enable us to resubmit it. Lock proposal and Collection Policy Management should be added to next agenda of the full board for approval. Tru-Vue grant review. Pat to contact Carol Blackwood with agenda items of the Lock Proposal and Collection Policy Management.   A reminder that New Business should be moved before the Review Tasks item on our agendas so that tasks developed under the new business can be added for the next meeting.
  10. Next meeting will be held on April 27 at 9am
  11. Meeting adjourned at 10:02am

 

 

Respectfully submitted by Patricia Fowler

 

Buildings and Grounds Committee DRAFT Minutes: April 13, 2015

Minutes of RFPL Buildings & Grounds Committee

April 13, 2015, 5:00 PM

Youth Meeting Room, RFPL

Click here to download a .pdf of these DRAFT Minutes: Buildings and grounds 4-13-15

Those Present:  Ray Massucco, Doreen Aldrich, David Gould, and Celina Houlne, Library Director

Call to Order by Temporary Chair Gould at 5:00 PM

Additions to Agenda:

Custodian Bob Patch has resigned due to health issues.  Houlne will be seeking a new custodian with possible assistance from Don Hasham, who does the Town Hall.

Gould has submitted his Letter of Resignation from the RFPL Board of Trustees effective April 28, 2015.  He will not be at that meeting because he is undergoing surgery that day.

Eric Clark has reported that Deb and Cass Wright’s dog continues to urinate and defecate against the Library building and on the Library grounds without any attempt to clean up.  Eric to be invited to the next Board meeting to explain the situation and seek remedies.

There was no election of Committee Officers – it was determined to wait until a new B & G Committee member can be named.

There were no previous minutes to approve – there has not been a B & G Committee meeting for over one year.

Following a discussion of Exterior and Interior Building Projects, the committee, by consensus established the following priorities:

* Exterior – Landscaping behind the building; Solar panels; and Flat roof replacement.

* Interior – Insulate staff office ceilings; Door lock replacements; Lighting for youth circulation desk; and Locked shelving for local historical collection.

* Celina suggested that a portion of the Whitcomb Fund be used to complete some of the projects.  Approximately $11,000 has been used to date leaving $14,000.  Her recommendations include:  The landscaping behind the building ($7500?); repair the existing sign ($375?); and obtaining locks for the Historical Collection Display Cabinets ($850?)  By consensus the B & G
committee agreed with these recommendations and will present them to the Board of Trustees on April 28, 2015.

Celina further recommendation that new door locks; the flat roof repair; solar panels be financed by future Capital Fund Campaigns.

During the Landscaping discussion Celina stated that during her previous attempts to get bids, Scott Bolotin  stated that existing landscaping plans call for Sumac, while being a native plant is very invasive and probably not best suited for our purposes.  Celina will continue to obtain
landscaping bids with the understanding that any change in the landscaping plans must be approved by the Planning Commission.

The committee felt that the construction of a fence around the HVAC unit should be dropped at this time.

The next B & G Committee meeting will be set following the Trustees meeting of April 28, 2015.

The meeting was adjourned at 5:50 PM

David Gould, Temporary Secretary
Submitted on April 15, 2015

JOINT Rockingham Selectboard / Board of Trustees Special Meeting DRAFT Minutes: April 7, 2015

Draft Minutes

Please click here to download a .pdf of these draft minutes: ExecSess4_7_15

Joint Meeting: Rockingham Select Board & RFPL Board of Trustees

Select Board Members Present: Tom MacPhee, Chair; Ann DiBernardo, Peter Golec, Susan Hammond, Joshua Hearne

RFPL Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, David Gould, Leslie Lassetter, Ramond Massucco, Martha Rowley

Library Personnel Present: Celina Houlne, Library Director

Municipal Representatives: Town Manager Willis Stearns II, Attorney Steven Ankuda

Members of the Public Present: None

The meeting was called to order at 7:15pm.

The select board moved and approved entry into executive session on their behalf.

On behalf of the RFPL trustees, Fowler moved to enter Executive Session for the purpose of discussing mediation regarding SMP where premature general public knowledge would place the RFPL at a substantial disadvantage. The motion was seconded by Aldrich and passed unanimously.

Fowler moved to enter executive session to discuss confidential attorney-client information and invite Attorney Steven Ankuda, Municipal Manager Willis Stearns II, and Library Director Celina Houlne. Bohannon seconded the motion and it carried unanimously.

At 8:26 pm the boards came out of executive session. Gould moved to adjourn, Lassetter seconded, and the meeting adjourned.

 

Respectfully Submitted by Karin Fischer, 4/13/15

 

 

Buildings and Grounds Committee Meeting Agenda: Monday, April 13, 2015

Buildings and Grounds Committee Meeting

Rockingham Free Public Library

Monday, April 13, 2015

5:00 PM

Location:  Youth Program Room – Lower Level

 Click here to download a .pdf of this agenda: 4-13-15 Building Committee Agenda

AGENDA

 

  1. Call to Order
  2. Additions to the agenda
  3. Public Comments (Three (3) minutes per person)
  4. Election of Committee Chair
  5. Approval of previous meetings  (There has not been a B&G Committee for over one (1) year – there are no minutes
  6. Review and Prioritize projects
  7. Review Tasks
  8. Set date for next meeting and review agenda items
  9. Adjourn

 

 

 

 

 

Posted and emailed  April 9, 2015

 

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

JOINT Rockingham Selectboard / Board of Trustees Special Meeting Agenda: Tuesday, April 7, 2014

Board of Trustees Special Meeting
Tuesday, April 7, 2015
Approximately 7:00 PM

Click here to download a .pdf of this agenda:  2015 04 07 Joint Board Meeting Agenda
Location: Lower Theater of the Rockingham Town Hall

AGENDA

1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Executive Session – with the Rockingham Selectboard – Pending Litigation
5. Adjourn
Posted and emailed April 2, 2015
——————————————————————————————————————–
Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101
Phone 802-463-4270 Fax 802-463-1566 rockinghamlibrary.org

Board of Trustees Meeting DRAFT Minutes: March 24, 2015

BOARD OF TRUSTEES MEETING

MARCH 24, 2015

6:15 PM

 

                Location Youth Program Room

 Please click here to download a .pdf of these minutes: Rockingham Free Public Library Meeting Minutes March 24 2015

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Pat Fowler, David Gould, Leslie Lassetter & Martha Rowley

Trustees Absent: Karin Fischer & L. Raymond Massucco

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: None

 

  1. The meeting was called to order at 6:20 p.m.
  2. Blackwood advised that the addition to the agenda would be under
    “New Business” — Executive Session to approve negotiation team.
  3. There was no public comment.
  4. Houlne asked that the minutes reflect that she was present at the March 10th Gould moved to accept the minutes of 3/10/15 with the correction by Houlne. Fowler seconded and the motion passed.
  5. The Director gave a brief overview of her report. She is getting ready for the book sale on 4/10. Three employees were out sick last week and they were stretched. Friends of the Library are planning a plant sale on May 9th. The library received another donation from the Ryan Ostebo Estate. There will be a Historical Commission Meeting next Monday.
  6. Committee Assignments: A list of assignments was reviewed by those present and other than corrections to spelling of names, all were ok with their assignments. Bohannon asked if there is a mission for the committees and Blackwood suggested doing that at the first meeting. Bohannon sees confusion with Bldgs. & Grounds, Strategic Planning & Fundraising. We should be prepared to present strategic ideas to the full board in May.
  7. Committee Reports: Financial – Fowler passed out minutes from their 2/27/15 meeting. Nancy Tusinski should be the signer on the petty cash account in place of Emily Zervas. Gould moved to authorize Nancy Tusinski to sign on the petty cash account seconded by Bohannon. Motion passed. b. Personnel – Review/Approval of Requested Educational Class for Director –

Gould moved to fund from the savings, $204.00 for her to participate in a webinar and to attend the Stafford Technical Center in Rutland, VT ($45.00 for the webinar and $159.00 for the workshop at the Stafford Technical Center plus travel expense.) Bohannon seconded and the motion passed. The webinar to focus on the basics of leadership and on the nuts and bolts of supervision including delegation & trust, work flow, goal setting, training and development and evaluation. Aldrich asked if webinars are the same as attending classes.

  1. Standardardization of RFPL Forms: Houlne asked that all agendas, minutes, etc. use a standard form and presented samples, attached. The one change to the Agenda was “New” Business instead of “Other” Business and to the header/minutes, leave off “draft”. Lassetter moved to accept the templates presented, seconded by Gould. The motion passed.
  2. Chamber of Commerce Mixer: Earlier we discussed hosting in the spring. Lassetter who is chairing this committee asked to put it off as she is new on the board. Motion by Gould and seconded by Lassetter to put this off until October 21st. The motion passed.
  3. New Business: Executive Session

 

 

RFPL Trustee 03/24/15

Mtg. Minutes

Page 2 of 2

 

  1. At 7:35 p.m., Gould moved to go into executive session to discuss arbitration, mediation, grievances, civil actions where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Library Director be invited to attend. Lassetter seconded and the motion passed. The trustees came out of executive session at 7:42 p.m. Fowler moved that Gould be appointed in place of Massucco to attend the upcoming mediation. Bohannon seconded and the motion passed.
  2. Adjourn to next meeting Tues., April 28, 2015 at 6:15 p.m. Motion by Gould and seconded by Aldrich to adjourn at 7:44 p.m.

 

Respectfully submitted by Doreen Aldrich, in Karen Fischer’s absence, March 26, 2015

 

Historical Collection Committee Agenda: Monday, March 30, 2015

Board of Trustees Historical Collection Committee
Special Meeting
Monday, March 30, 2015
9:00 AM

 Click here to download a .pdf of this agenda: Historical Collection Comm Meeting Agenda March 30 2015

Location: Top floor Meeting Room

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting
  3.  Election of Chair and Secretary
  4.  Public comment (3 minutes per person)
  5.  Approve minutes of February 23, 2015 meeting
  6.  New Reference & Historical Collection Librarian training
  7.  NEH Grant Project and Intern Status
  8.  Review tasks
  9.  Set date for next meeting and review agenda items
  10. New Business
  11. Adjourn

 

 

Posted and emailed March 25, 2015

 

 

——————————————————————————————————————–

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting: Tuesday, March 24, 2015

Board of Trustees Meeting
Tuesda
y, 24 March, 2015
6:15
pm

Click here to download a .pdf of this agenda: Board Agenda 24 Mar 2015

Location: Youth Program Room

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person)
  4. Approve Minutes of 17 Mar 15
  5. Directors Report
  6. Committee Assignments
  7. Committee reports:
  8. Financial. Authorized signers.
  9. Personnel. Review/approval of requested educational class for Director
  10. Standardization of RFPL forms
  11. Chamber of Commerce Mixer- Hosting? May 2015
  12. New Business
  13. Executive Session (if needed)
  14. Adjourn. Next Meeting: Tues 28 April 2015, 6:15 PM

Personnel Committee Meeting DRAFT Minutes: March 17, 2015

Rockingham Free Public Library
Personnel Committee Meeting Minutes
March 17, 2015, 5:00PM. RFPL Youth Department Program Room

Click here to download a .pdf of these minutes: perscomm3 17minutes

Committee members present: Carol Blackwood (Chair), Pat Fowler, John Bohannon,         Karin Fischer

Library personnel present: Celina Houline (Library Director)

Members of the Public present: None

 

  1. The meeting was called to order at 5:05PM by Blackwood.
  2. There was no public comment.
  3. There were two changes to the agenda: approval of the previous minutes, and election of the committee chair and secretary.
  4. The minutes of the meeting of February 10th were approved as written.
  5. Elections for new officers were held. Blackwood was elected chair and Bohannon was elected secretary, both unanimously.
  6. The committee discussed the process for the annual evaluation of the Library Director. The process needs to begin in the fall. Numerous alternative samples of evaluations were examined and discussed. The possibility of using a computerized system such as Survey Monkey was addressed. It was decided through consensus to use the Director’s job description as the basis for the evaluation input. Each committee member will highlight items in each major category from that job description as possible input to the final questionnaire to be used in the evaluation; these are to be brought to the next meeting.
  7. The committee, with the Director, entered into executive session at 5:48PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:23PM.
  8. There was no new business brought before the committee.
  9. The next meeting is on April 21st at 5PM at the RFPL.
  10. The meeting adjourned at 6:30PM.

 

Respectfully submitted by John Bohannon, Committee Secretary, March 17, 2015.

 

Personnel Committee Meeting Agenda: Tuesday, March 17, 2015

Board of Trustees Personnel Committee Meeting
Tuesday, March 17, 2015
5:00 pm
Location: Youth Program Room

Click here to download a .pdf of this agenda: Personnel Agenda 17 Mar 2015
Agenda
1. Call to Order
2. Public Comment (max 3min/person)
3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
4. Planning Annual library Director Evaluation
5. Executive Session- Library Director monthly review
6. New business
7. Adjourn to next Meeting (Date TBA)

Board of Trustees Special Meeting Agenda: Tuesday, March 10, 2015

Board of Trustees Special Meeting

Tuesday, 10 March, 2015

6:15 pm

Location: Top Floor, Meeting Room

Click here to download a .pdf of this agenda: Board Agenda 10 Mar 2015

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time.
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. New Business
  10. Review and Approve Warrants
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: TBA

Board of Trustees DRAFT Minutes: February 24, 2015

RFPL Library BOARD OF TRUSTEES Meeting Minutes
February 24, 2015

Please click here to download a .pdf of these minutes: rfpltusteesMinutesFeb24-15
Present: Doreen Aldrich, Secretary; Carol Blackwood, Chair; Patricia Fowler, Carolyn Frisa, David Gould, Trustees; Celina Houlne, & Mary VanHartesveldt, Library

Absent: Hope Brissette, Karin Fischer, L. Raymond Massucco, and Jan Mitchell-Love

Others Present: Steve Geller
Call to Order: The Rockingham Free Public Library Trustees Board of Trustees was called to order by Carol at 6:23pm
Additions to Agenda: Vermont Arts Council Grant
Public Comment: Steve Geller recognized the contribution that Carolyn Frisa had made as a Board member and wanted to thank her for her hard work and persistence in addressing issues.
Minutes of the Feb 17, 2015 meeting were approved after being corrected to show that Celina had been present at the Nov 25th meeting.
Committee Reports: Policy Committee: The Code of Ethics Policy (taken from the Vermont League of City & Towns) was adopted, to take effect March 3, 2015 with the new Board. Discussion on the need for each member of the Board of Trustees to take an Oath of office, as indicated in our new bylaws. David moved that the Library Board of Trustees adopt the Oath of Office as printed, seconded by
Carolyn, to be administered at the first meeting of the year after Town Meeting or if a new person is appointed to the Board. Unanimously approved.

Finance Committee: Pat reported that a Resolution Form will be required for People’s Bank after Town Meeting. Minutes of the February 23 Finance meeting were reviewed by the full board. Fowler will contact Northwest Mututal to arrange for a brokerage account for the Ostebo estate donation.

Historical Collection Committee: Carolyn reported that the committee had met with the Intern on Mon Feb 23rd. A Pocket Response Emergency Plan will be completed on what to move, where. Carolyn requested that she be allowed to remain on the
committee as a member of the public and Board members agreed that public members are encouraged.
The next meeting will be Mon March 30 at 9am when the Collection Management Plan will be reviewed.
Bylaws: Carolyn moved and David seconded the motion that the Board accepts the Bylaws, as a second confirmation of their adoption. Unanimously approved.
New Business: Carolyn reported that the Vermont Arts Council offers a Cultural Facilities Grant that can be used for display panels and cases, video conferencing, etc as a matching grant for up to $30,000. The deadline is May 1 and the Historical Collection Committee will work on a proposal.
David moved and Doreen seconded that we go into Executive Session to discuss legal issues where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend at 6:58. At 7:09, the Board came back into session. Pat moved and David seconded that the Board Chair be authorized to act on the behalf of the RFPL Trustees in relation to the ongoing SMP mediations and it was unanimously approved.
Meeting adjourned at 7:11
submitted by Patricia Fowler

Historical Collection Committee DRAFT Minutes: Monday, February 23, 2015

Draft Minutes RFPL Historical Collection Meeting
Monday February 23, 2015, 9:00 am,
Youth Dept Program Room

Please click here to download a .pdf of these minutes: HistCollMtg 2-23-15

Committee members present: Carolyn Frisa, Karin Fischer Library Personnel: Celina Houlne, Emily Zervas Public: Duane Whitehead

1. Chairperson Frisa called the meeting to order at 9:07.

2. The agenda was adopted as written.

3. Fischer moved to approve the minutes from the December meeting, and the motion passed unanimously.

4. There was no public comment.

5. Plan for moving collection back to library: Zervas has done some organizing and will work with her replacement, Nancy Tusinski, on this.

6. New Display and Exhibit Planning: This will be a project for Nancy Tusinski.

7. NEH Grand Project and Intern Status: The intern is meeting with Zervas and Frisa later this morning. Frisa and Zervas will design the process for re-housing and then train the intern. Both Nancy Tusinski and the intern can work on this. There do not appear to be any strict time constraints for completion of the project.

8. Historical Collection Librarian Training: Zervas will give Tusinski a training-tour of the collection on her first day, and will act as a resource.

9. Pocket Response Emergency Plan: Frisa has finished her part and said there are some details that Houlne needs to fill in. She noted that we need to decide who will be on the disaster management team. Frisa will order and donate envelopes to house the pocket plans.

10. Review Collection Management Plan: We reviewed and discussed many details from the plan. Frisa made notes and will revise. We will look over the plan once more before passing it to the full board.

11. There was no new business.

12. The next meeting is tentatively scheduled for March 30, 2015 at 9:00 am.

13. The meeting adjourned at 10:29 am. Respectfully submitted by Karin Fischer, February 27, 2015

Finance Committee Meeting DRAFT Minutes: Monday, February 23, 2015

Click  here to download a .pdf of these minutes: rfplfinance-MinutesFeb23-15

Minutes

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees met on Monday Feb 23, 2015, at People’s Bank

 

RFPL Trustee Attendees: Pat Fowler, Treasurer, Ray Massucco, Trustee, Jan Mitchell-Love, Trustee, Mary Van Hartesveldt, RFPL Staff, Lynda Walker, People’s Bank

Absent: Carol Blackwood, Trustee, Celina Houlne, Library Director
The meeting was called to order at 9:15am. There were no additions or changes to the agenda and no public comment.

Lynda Walker conducted an Annual Review of the Rockingham Free Public Library accounts at People’s Bank. The Forethought account has a balance of $127,485.57 at 2.25% interest with 4 years remaining (April 4, 2014 start date). 10% can be taken out without penalty but any additional funds removed will accrue penalties. Annuitant is Patricia Fowler, Treasurer. The annual statement should arrive in April. The AXA account finished it’s term in September but is running month to month at 1.5% interest. Annuitant is Raymond Massucco. The balance as of Feb 20, 2015 is $73,517.58.

Funds available at this time: $73,518 from the AXA account plus 10% of Forethought account $12,749 = $ 86,267 in these accounts plus the funds in the RVCU if the Library needs funds to settle the renovation account.

Lynda indicated that we will need a new resolution form after the Board of Trustees election and will also have to include a copy of the minutes indicating the officers and those on the account. Fowler has the form. In addition, we might want to consider using a Direct Fixed Annuity account instead of the money market account so that we can utilize more appropriate Needs Assessment and Risk Assessment Forms.

Fowler will be visiting the River Valley Credit Union after the meeting to withdraw the $8666.26 amount needed after the audit to settle the prior year.

There was no other business and the meeting adjourned at 10:20

 

Patricia Fowler, Treasurer

Finance Committee Meeting: Monday, February 23, 2015

NOTICE OF MEETING

Click here to download a .pdf of this agenda:  rfplfinance-warning-agendaFeb23-15

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Feb 23, 2015, at 9am at People’s Bank

 

RFPL Trustee Attendees:
Pat Fowler, Treasurer
Carol Blackwood, Trustee
Ray Massucco, Trustee
Jan Mitchell-Love, Trustee
Celina Houlne, Library Director
Mary Van Hartesveldt, RFPL Staff

MEETING AGENDA

 

  1. Call to order
  2. Additions or changes to agenda
  3. Public comment (3 minutes per person)
  4. Annual Review of the Rockingham Free Public Library accounts at People’s Bank with Lynda Walker. Computer access necessary so it will be in her office.
  5. Other Business

8 Adjourn

Historical Collections Committee Special Meeting Agenda: Monday, February 23, 2015

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, February 23, 2015
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to 10:00am

Please click here to download a .pdf of this agenda:HCC_WarningAgenda_02_23_2015_SpclMtg
AGENDA
1. Call to order
2. Additions or changes to agenda. Adoption of agenda.
3. Approve minutes of December 15, 2014 meeting
4. Public comment (3 minutes in person)
5. Plan for moving collection back to library – Update if Necessary
6. Display and Exhibit Planning – Update if Necessary
7. NEH Grant Project and Intern Status
8. Historical Collections Librarian Training
9. Review Pocket Response Emergency Plan
10. Review Collections Management Plan
11. New Business
12. Review agenda items for next meeting if applicable
13. Adjourn

Board of Trustee Meeting Agenda: Tuesday, February 24, 2015

Board of Trustees Meeting
Tuesda
y, 24 February, 2015
6:15
pm
Location:
Youth Program Room

Please click here to download a .pdf of this agenda: Board Agenda 24 Feb 2015

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Approve Minutes of 17 Feb 15
  5. Committee Reports
  6. Policy, Code of Ethics Policy and Oath of Office
  7. Financial
  8. Historical Collections
  9. Bylaws Revision, final adoption
  10. New Business
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: proposed date: Tues 10 March 2015, 6:15 PM

Personnel Committee DRAFT Minutes: February 10, 2015

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
February 10, 2015 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these draft minutes: PC_02_10_2015_DraftMinutes

Committee Members in Attendance: Carol Blackwood, Carolyn Frisa, and Doreen Aldrich. (Pat Fowler was absent)

Library Personnel: Célina Houlné (Library Director)

Members of the Public: None.

 

Call to Order:   Chairman Blackwood called the meeting to order at 5:04pm.

Public Comment: None.

Additions/Approval of Agenda: Add review of minutes from the January 15, 2015 meeting. Approved by consensus.

Review of January 15, 2015 Meeting Minutes: Alrdrich moved to accept the minutes as presented; seconded by Frisa; unanimously approved.

Update on Hiring of Research Librarian Position: Director Houlné reported interviews have been conducted and a decision to hire will be made in the next two weeks.

Executive Session: Frisa moved to enter executive session at 5:08pm to discuss the library director’s contract and conduct the monthly performance review. The committee came out of executive session at 5:34pm and no action was taken.

New Business: None.

Adjourn to Next Meeting (Date TBA): Next committee meeting date set tentatively set for March 17, 2015 at 5:00pm but will be dependent on availability of new committee following March trustee elections.

The meeting was adjourned at 5:34pm

 

Respectfully submitted by Carolyn Frisa, Committee Secretary, March 17, 2015.

Board of Trustees Special Meeting Agenda: Tuesday, February 17, 2015

Board of Trustees Special Meeting
Tuesda
y, 17 February, 2015
6:15
pm
Location:
Youth Program Room

 

Click here to download a .pdf of this agenda: Board Agenda2 17 Feb 2015

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (10min total limit, to be divided between people who desire to speak)
  4. Approve Minutes of November 25 and joint Selectboard meeting December 16, 2014
  5. Director’s Report
  6. a.  Highlights (5min limit)
  7. Financial Reports
  8. Committee Reports
  9. Financial. Acceptance of bequest, authorization of payment to town.
  10. Policy. Rules of Procedure , Conflict of Interest and Public Records Request policies.
  11. Other committees
  12. Bylaws Revision
  13. Unbudgeted funds priorities, long term planning
  14. New Business
  15. Review and Approve Warrants
  16. Executive Session (if needed)
  17. Adjourn to next Meeting: February 24, 2015, 6:15 PM

Personnel Committee Meeting Agenda: Tuesday, February 10, 2015

Board of Trustees Personnel Committee Meeting
Tuesday
, February 10, 2015
5:00
pm
Location:
Youth Program Room

Personnel Agenda 10 Feb 2015

Agenda

  1. Call to Order
  2. Public Comment (3 minutes per person)
  3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  4. Update on hiring for research Librarian position
  5. Executive Session- Library Director monthly review
  6. New business
  7. Adjourn to next Meeting (Date TBA)

Policy Committee Meeting Agenda: Tuesday, February 3, 2015

Board of Trustees Policy Committee Meeting
Tuesday
, February 3, 2015
6:15
pm
Location:
Youth Program Room


Click here to download a .pdf of this agenda: Policy Agenda 3 Feb 2015

Agenda

  1. Call to Order
  2. Public Comment (3 minutes per person)
  3. Additions/Approval of Agenda
  4. Approval of minutes from 13 Nov 14 and 20 Jan 15 meetings
  5. Communication Repository and Public Record Request Policy
  6. Trustee Standards of Conduct Policy
  7. Trustee Rules of Procedure Policy
  8. New business
  9. Adjourn to next Meeting (Date TBA)

MEETING CANCELLED: Historical Collections Committee Special Meeting Agenda: Monday, February 2, 2015

Please note that this meeting has been cancelled.

 

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

Click here to download a .pdf of this meetingHCC_WarningAgenda_02_02_2015_SpclMtg
Monday, February 2, 2015
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to 10:00am
AGENDA
1. Call to order
2. Additions or changes to agenda. Adoption of agenda.
3. Approve minutes of December 15, 2014 meeting
4. Public comment (3 minutes in person)
5. Plan for moving collection back to library – Update if Necessary
6. Display and Exhibit Planning – Update if Necessary
7. NEH Grant Project and Intern
8. Historical Collections Librarian Training
9. Review Pocket Response Emergency Plan
10. Review Collections Management Plan
11. New Business
12. Review agenda items for next meeting if applicable
13. Adjourn

Board of Trustees Meeting Agenda: Tuesday, January 27, 2015

Board of Trustees Regular Meeting
Tuesda
y, January 27, 2015
6:15
pm
Location:
Youth Program Room

Click here to download a .pdf of this agenda: Board Agenda2 27 Jan 2015

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 25 and joint Selectboard meeting December 16, 2014
  5. Director’s Report
  6. a.  Highlights (5min limit)
  7. Financial Reports
  8. Committee Reports
  9. Policy. Standards of Conduct
  10. Other committees
  11. Bylaws Revision
  12. Unbudgeted funds priorities, long term planning
  13. New Business
  14. Review and Approve Warrants
  15. Adjourn to next Meeting: February 24, 2015, 6:15 PM

Personnel Committee Meeting DRAFT Minutes: January 15, 2015

Rockingham Free Public Library

Personnel Committee Meeting Draft Minutes

January 15, 2015 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these minutes:  PC_01_15_2015_DraftMinutes

Committee Members in Attendance: Carol Blackwood, Pat Fowler, Doreen Aldrich and Carolyn Frisa.

Library Personnel: Célina Houlné (Library Director)

Members of the Public: Hope Brissette (RFPL Board Member attended as Member of the Public)

 

Call to Order:   Chairman Blackwood called the meeting to order at 5:04pm.

Public Comment:   None.

Additions/Approval of Agenda: Add review of minutes from November 20, 2014 and December 15, 2014 Personnel Committee Meetings. Fowler moved to approve the agenda with this addition; seconded by Aldrich; unanimously approved.

Fowler moved to approve the minutes of the November 20, 2014 Personnel Committee Meeting; seconded by Aldrich; Aldrich noted “enquired” should have been “inquired” under Public Comment. Minutes were unanimously approved with this correction.

Frisa moved to approve the minutes of the December 15, 2014 Personnel Committee Meeting; seconded by Aldrich; Frisa noted her name was misspelled in the first paragraph. Minutes were unanimously approved with this correction.

The annual evaluation of the library director was discussed by the committee. Discussion included sample review procedures and forms found by Frisa on the American Association of Libraries website, particularly the review procedure used by the Mid-Hudson Library System Trustees. Copies of procedures and the evaluation form will be provided to committee members for review at their next meeting. Blackwood asked committee members to provide other evaluation forms and procedures for additional consideration if they wished to do so.

A timeline for the evaluation process was also discussed and initial recommendations are for a three-month period, starting in September 2015 and ending in December 2015.

  • September: Personnel Committee provides trustees, staff and other reviewers (if applicable) with evaluation form and explains evaluation procedures, including submission deadline for forms.
  • October – November: Personnel Committee reviews evaluation forms and meets with library director.
  • December: Personnel Committee presents director evaluation findings to Board of Trustees.

Brissette (acting as member of public) asked if committee members would be looking at the form used in the past few years to review the library director. Frisa replied she had looked at this and was familiar with it since she has

 

filled it out for past evaluation periods and that the content of the form is very similar to the Mid-Hudson Library System’s evaluation form.

Potential weight percentages of different types of evaluation reviewers were discussed. Reviewers would fill out the same form. The library director would also be expected to fill out the same form as a self-evaluation. Initial recommendations may consist of the following, but more research into this topic is necessary:

  • 40% Trustee Evaluation Forms
  • 20% Staff Evaluation Forms
  • 10% Outside Evaluation Forms which may include Town Manager, President of the Friends of the Library and one other familiar with the work of the library director.
  • 30% input from monthly director evaluation reviews by Personnel Committee

Frisa asked the committee what the current goals are for this project. The committee agreed to provide a proposed written procedure, including a timeline, and an evaluation form for the annual evaluation of the library director to hand over to the new Personnel Committee in March 2015.

Brissette (acting as member of public) asked if committee members would include deadlines with the timeline. She also stated the director needs to take a “class” not a “webinar” or “seminar” to meet the requirements of her contract.

Executive Session: Fowler moved to enter executive session at 5:55pm to discuss the library director’s monthly evaluation [evaluation of a public employee] where premature general public knowledge would clearly place the Rockingham Free Public Library at a substantial disadvantage and that Library Director Houlné be invited to attend; seconded by Aldrich and unanimously approved. The committee came out of executive session at 6:34pm and no action was taken.

New Business: No new business was discussed.

Adjourn to Next Meeting Date: The next Personnel Committee meeting date was set for 5:00pm on February 17, 2015 in the Youth Department Meeting Room at the Rockingham Free Public Library. Frisa moved to adjourn; seconded by Fowler; unanimously approved at 6:40pm.

Minutes respectfully submitted by Carolyn Frisa, Committee Secretary, January 20, 2015

Policy Committee Meeting: Tuesday, January 20, 2015

Board of Trustees Policy Committee Meeting
Tuesday
, January 20, 2015
6:15
pm
Location:
Youth Program Room

Click here to download a .pdf of the agenda: Policy Agenda 20 Jan 2015

Agenda

  1. Call to Order
  2. Public Comment (3 minutes per person)
  3. Additions/Approval of Agenda
  4. Approval of minutes from 13 Nov 14 meeting
  5. Communication Repository
  6. Trustee Standards of Conduct
  7. Rules of Procedure
  8. New business
  9. Adjourn to next Meeting (Date TBA)

Joint Board Special Meeting DRAFT Minutes: Tuesday, December 16, 2014

JOINT BOARD SPECIAL MEETING
Rockingham Selectboard & Rockingham Library Trustees
Tuesday, December 16, 2014

Click here to download a .pdf of these minutes:  JBSDraftMinutes

Present:

Selectboard: Thomas MacPhee, Susan Hammond, Ann DiBernardo, Joshua Hearne (Absent: Peter Golec)

Library Trustees: Carol Blackwood, Ray Massucco, Carolyn Frisa, David Gould, Jan Mitchell­-Love, Hope Brissette, Patricia Fowler, Karin Fischer, Doreen Aldrich

Also Present: Willis Steams, II, Municipal Manager; Kerry Bennett, Recording Clerk; Celina Houlne, Librarian; Deborah Wright; Joel Love; Jim McAuliffe; Elayne & Arnold Clift

Press: Joey Powers, FACT8; Domenic Poli, Brattleboro Reformer; Susan Smallheer, RutlandHerald

Call to Order: Meeting was called to order at 6:25p.m. by Selectboard Chair Thomas MacPhee. Additions to the Agenda for Routine Administrative Matters and/or Pressing Matters that willrequire ratification at a future meeting: None

 

Public Comment on Items not on the Agenda: None

Agenda:

  1. Library Budget & Discuss Debt Owed to Town General Fund: Steams distributed a handout outlining the Library renovation expenses as well as the Library Operating Fund Balances and Capital Fund from FY2006 to present showing a FY2015 YTD amount of$30,684, a total fund balance of $330,657, and a capital deficit of$96,126. Steams noted that the amount in the operating fund of$30,684 will definitely be around $150,000 deficit by June 30. It was clarified, however, that after the audit is complete in the fall of each year the library operating budget pays the Town what is owed.

MacPhee did note that it is unlikely that the lawsuit with SMP Architects will be settled before Town Meeting in March and the two boards need to decide how to best inform the public of the deficit and what plans are in place to rectify this.

 

Pat Fowler asked how the library could pay the town back without waiting for the audit to be complete. Steams stated that year to date financials are available monthly and it would show what deficit there was at that time.

 

MacPhee asked what it should say in the Town Report. Steams stated that it is known that the renovation project exceeded the bond amount and the public needs be aware of how this is being dealt with. Massucco stated that taking the amount owed out of the library’s reserve funds would all in one year would be devastating. Massucco noted that a few years ago there was a special article on the Town Meeting Warning to add a penny to the tax rate to help with the deficit resulting from Tropical Storm Irene and suggested this may be an option to investigate further. Blackwood asked about a warning article for a one-time request of 2%. MacPhee stated that this would be 2 cents on the tax rate.

 

Joel Love stated that it seems to him that this started out as two blended together conversations, one of which was the incremental overage during the years and is really surprised that this has been going on since 2006 and hasn’t been reported to the Board and the Boards heard basically that they have had a surplus every year in terms of their operational expenses and would seem that there should be a look into the root cause. Love stated that the other thing he is wondering about is there seems to be a mingling of capital expenditures and didn’t hear an explanation whether some of those capital expenditures were a result of what was voted on in the year for being a capital expenditure. Love stated that it seems that this is a very complex and long-standing issue and probably requires a little bit of thought before anything is done about it as it has apparently been going on for a long time. Love also stated that his wife is one of the board members and she knew nothing about this incremental creep where things have not gotten paid for.

 

Jan Mitchell-Love stated that what her understanding is, and believes the other board members will agree, is that at the end of the year when the library runs over, the savings is dipped into and this is turned over to the Town. However, it is not turned over in the same fiscal year so it looks like nothing shows but the library did pay but paid later and the reason being that it is not known until the next fiscal year how much is owed. Stearns stated again that this is normal in the accrual system that is used.

 

Jim McAuliffe stated that this is not complex at all, that the elephant in the room is what started out as a $158,000 deficit in the capital project. McAuliffe noted that how the operational funds are paid back is handled as well as can be. However, the issue for the public is the deficit and ifthe $158,000, because of savings in the budgets is more like $100,000 the question for the public is how is the Library going to pay off the deficit, and the other part of the public interest is the perception that the Library has funds of their own in different accounts. McAuliffe stated that he has heard rumors that it is a couple hundred thousand dollars but has no idea. However, if the boards want to be transparent they need to say how it is going to pay off whatever this number is. McAuliffe stated that the idea of raising more taxes to pay this off is a double hit to the taxpayer.

 

Arnold Clift felt that the boards should get back to the issue of the overrun on the renovation project. Clift also noted that the renovation project was a renovation of a building owned by the Town, not by the Library, the Town raised the bond and the Town has the responsibility to repay that bond. Clift stated that the suggestion that this overage should be paid out of the assets of the Library is totally contrary to accepted accounting principles. Clift noted that there is mediation coming in a month or so and that doesn’t mean the boards need to say today on what is unknown. If the mediation comes up with zero or very little then address the problem at that time.

 

Stearns stated that this is exactly how he feels, that we should wait and see what happens at mediation. However, at Town Meeting in March there will need to be some uniform front presentation of a plan.

 

Carolyn asked if the legal activity does not result in the Town being repaid, could a special meeting be called to address that. MacPhee stated that the Town Report has to go out and there has to be something stated in that for the public.

 

After discussion it was decided that an acknowledgement of the overrun of the Library renovation project would be in the Town Report with a brief explanation and the plans to recover these losses through the law suit.

 

Executive Session- No executive session was necessary. Other Business: None

Adjourn: Ann DiBernardo made the motion to adjourn the meeting at 7:20p.m. Motion was seconded by Joshua Hearne. Motion passed unanimously.

 

 

 

 

 

Attest: _                                                           _

Kerry Bennett, Recording Clerk

 

Personnel Committee Meeting DRAFT Minutes: December 14, 2014

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
December 15, 2014 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these minutes PC_12_15_2014_DraftMinutes

 

Committee Members in Attendance: Carol Blackwood, Carolyn Frisa, and Pat Fowler. (Doreen Aldrich was absent)

Library Personnel: Célina Houlné (Library Director)

Members of the Public: Steve Geller, Elayne Clift, Arnold Clift.

 

Call to Order:   Chairman Blackwood called the meeting to order at 5:15pm.

Public Comment:   Elayne and Arnold Clift enquired about when public comments could be made in the meeting and encouraged the Chair to allow comments to be made throughout the meeting.

Additions/Approval of Agenda:   Minutes from the November 20, 2014 will be reviewed at the next meeting since there are not enough committee members present who also attended that meeting.

Review of current library personnel and budget: The committee discussed current and future staffing needs, including the duties filled by the Reference Services and Historical Collections Librarian position. Director Célina Houlné provided the committee with a current job description for this position. The general consensus of the committee was that this position is integral to maintaining the current services the library provides its patrons. The requirement for maintaining this position in regards to the recently received grant from the National Endowment for the Humanities, the high demand for reference questions/services, need to continue responsible care of the historical collections, and the need for in-house technology assistance were discussed. Members of the public also spoke in support of keeping the full time Reference Services and Historical Collections Librarian position.

Executive Session: Frisa moved to enter executive session at 6:03pm to discuss the library director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:32pm and no action was taken.

New Business: Blackwood told the committee the next project for the committee will be to develop a procedure for the annual review of the library director.

The meeting was adjourned at 6:40pm.

Respectfully submitted by Carolyn Frisa, Committee Secretary, December 18, 2014.

Historical Collections Committee Special Meeting DRAFT Minutes: Monday, December 15, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

 

Monday, December 15, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:am

Click here to download a .pdf of these minutes: HCC_draft minutes_12_15_2014_SpclMtg

Draft Minutes

In attendance: Pat Fowler, Celina Houlne, Chris Glennon, Carolyn Frisa, Emily Zervas, and Karin Fischer.

  1. Call to order –9:08.
  2. Additions or changes to agenda. Adoption of agenda.
  3. Approve minutes of December 8 meeting.—approved with changes.
  4. Public comment (3 minutes in person)—none.
  5. Update on moving collection back to Library—Highway helped Emily move more items to the library after the last meeting, including another shelving unit. There is currently no more room to move things back until Emily organizes and distributes items to the different storage areas.
  6. Review Historical Collections Management Policy

Policy distributed and summarized by Emily and Carolyn who worked on the original policy. It will be reviewed at the next meeting.

  1. Discuss work plan

Emily distributed a work plan with her suggestions for short and long term tasks.

  1. New Business

Emily reported that Lyle Sorenson was making a movie about the view from table rock and wanted to debut it soon, possibly in the library’s meeting room.

  1. Review agenda items for next meeting if applicable—Next meeting: Monday Feb 2, 9am. Discussion of line item for historical collections in the budget, historicall collections management policy, and the pocket plan will be done at the next meeting.
  2. Adjourn –10AM.

Historical Collections Committee Meeting DRAFT Minutes: Monday, December 8, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

 HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

Monday, December 8, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:00am

Draft Minutes

Click here to download a pdf of these Draft Meeting Minutes HCC–12_8_14

In attendance: Carolyn Frisa, Celina Houlne, Emily Zervas, Pat Fowler, Duane Whitehead, and Karin Fischer.

  1. Call to order—meeting called to order at 9:12AM
  2. Additions or changes to agenda. Adoption of agenda.—None.
  3. Approval of last meeting’s minutes—minutes accepted with one change—name of bridge.
  4. Public comment (3 minutes in person)—none.
  5. Plan for moving collection back to library
  6. Update on progress—Emily gave an update on the moving of collections that happened after the last meeting. The volunteers and highway department did a great job and made a significant dent in the items in the basement of the bookstore. All framed items were brought over and so were most of the cataloged photograph collection. Many “A” boxes were also unearthed and brought back to the library. Emily was able to reassemble one of the archival shelving units in the upstairs storage area and begin recording which boxes are stored on it in the Collections Management Database.
  7. Discuss plans for moving the rest of the Historical Collection—Emily will be meeting with the highway department today after the meeting to move another batch of items and disassemble and move another shelf. She thinks that the work can proceed in this manner until all the items that are coming back to the library have been moved.
  8. Display and Exhibit Planning – Updates if Necessary—Emily gave an update on the new art collection labels, wintertime photo display, and Enoch Hale toll bridge hanging. Raven Muller from Works on Paper came and added hanging mounts to the bridge sign and two members of the highway department hung it. It looks great!
  9. Identify storage, housing and other supply needs for Historical Collection – Updates if Necessary—Emily re-iterated a need for storage for framed items after it is determined which framed items are staying. This discussion led to the next item.
  10. Update on grant applications—the library received the good news (via phone call from Bernie Sanders himself!) that our grant application for rehousing the glass plate negatives and large format photos was successful! The $6000 NEH Preservation Assistance Grant for Smaller Institutions will be accepted and Emily will place the orders for the storage and rehousing materials. She will also attempt to find an intern to assist with the rehousing work. Carolyn will train Emily and the intern and, perhaps, eventually the person who replaces Emily.
  11. Discuss Emily Zervas’ future work on the Historical Collections—Emily has accepted a position as the director of Putney Public Library and will be ending her fulltime employment on Dec 19th. She will continue in a part time capacity starting again February, when she will work approx. 5 hours a week on Mondays. This will allow her to work on the NEH grant activities and moving the historical collections back into the building, while also cataloging and organizing them.
  12. New Business—Duane asked if Emily could prepare a priorities list and plan for the collections. It was also suggested that at this juncture the committee review its Collections Management Policy. Emily will send the Collections Management Policy and NEH grant to the group and have the other document ready to present at the next meeting.
  13. Review agenda items for next meeting if applicable—Next meeting will be at 12/15 at 9am at the library. Agenda items include: Reviewing the Collections Management Policy, the priority list and receive an update on additional moving.
  14. Adjourn—10:10am

Historical Collections Committee Special Meeting: Monday, December 15, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

 

Monday, December 15, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:am

 

AGENDA

Click here to download a .pdf of this agenda HCC_WarningAgenda_12_15_2014_SpclMtg

 

  1. Call to order
  2. Additions or changes to agenda. Adoption of agenda.
  3. Approve minutes of December 8 meeting.
  4. Public comment (3 minutes in person)
  5. Update on moving collection back to Library
  6. Review Historical Collections Management Policy
  7.    Discuss work plan
  8. New Business
  9. Review agenda items for next meeting if applicable
  10. Adjourn

Historical Collections Special Meeting Agenda: December 8, 2014

HCC_WarningAgenda_12_08_2014_SpclMtg

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, December 8, 2014
at The Rockingham Free Public Library,
Youth Department Meeting Room
9:00am to 10:am
AGENDA

1. Call to order
2. Additions or changes to agenda. Adoption of agenda.
3. Public comment (3 minutes in person)
4. Plan for moving collection back to library
a. Update on progress
b. Discuss plans for moving the rest of the Historical Collection
5. Display and Exhibit Planning – Updates if Necessary
7. Identify storage, housing and other supply needs for Historical Collection – Updates if Necessary
8. Update on grant applications
9. Discuss Emily Zervas’ future work on the Historical Collections
10. New Business
11. Review agenda items for next meeting if applicable
12. Adjourn

Board of Trustees Meeting Agenda: Tuesday, November 25, 2014

 

Board of Trustees Regular Meeting
Tuesday, November 25, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2. Public Comment (3 minutes per person)
3. Review/Additions/Approval of Agenda
4.  Approve Minutes of October 28, and November 18, 2014
5. Committee Assignments
6.  Whitcomb Foundation Donation
7. FY 2016 Budget
8. By-laws Revision  Reviewed as a consent calendar and voted on in one vote.  An item or items may be extracted for debate/vote.
9.  New Business
10. Executive Session
11. Review and Approve Warrants
12. Adjourn to next Meeting: December 23, 2014, 6:15 PM
or 27 January 2015 6:15 PM?

 

Personnel Committee Meeting Agenda: Thursday, November 20, 2014

Library Board Personnel Committee Meeting
Thursday, November 20, 2014, 12:00 noon
Location: Youth Department Program Room
Agenda:

1. Call to Order
2. Approval of minutes of October 9, 2014
3. Public Comments (Limit to 3 minutes per person)
4. Interview with the Library Director
5. Next meeting date: December 18, 2014
6. Executive Session (If necessary)
7. Adjourn

Posted November 18, 2014
The Youth Program Room is accessible by elevator at the entrance to the left of the main stairs.

Personnel Committee Draft Minutes: Thursday, November 20, 2014

 

Draft Minutes
RFPL Personnel Committee Minutes
Thursday, November 20, 2014 at 12:00 noon

Click here to download a .pdf of these minutes

Present were Doreen Aldrich; Pat Fowler; David Gould and Celina Houlne.

The meeting was called to order by Committee Chair David Gould at 12:08 PM and a quorum was declared.  Gould agreed to record the minutes in the absence of Carolyn Frise.

Doreen pointed out that the Inclement Weather Policy was to be presented at the next regular Board of Trustees Meeting.  (This issue was not presented at the Regular Board meeting of October 28, 2014.  It will be presented at the January 27, 2015 meeting.)  Doreen moved the draft minutes of October 9, 2014, be approved as printed.  Seconded by Pat Fowler.  Approved unanimously.

There were no Public Comments.

Celina shared her November Director’s Report which is included as an addendum.  She further stated that there were no problems between herself and any staff members, no problems between herself, the staff and patrons and no problems that the Board of Trustees should be aware of.  She is spending an unspecified amount of time collecting materials the renovation and the filed lawsuit against the architect for Chip and the town attorney.  She expressed concern that the Regular Board Meeting Agenda set for November 25, 2014, was not done in consultation with her.  She noted that sometime she has information that needs to be included in agendas before they are posted.

Pat Fowler expressed irritation and frustration that the Finance Committee Meeting scheduled for November 10, 2014, had to be cancelled because the warning of the meeting was not posted to the Library web page.  The cancellation of the meeting has caused delay in preparing the budget.  It was suggested that Celina develop a step by step procedure for the sending out, posting and warning of all meetings.

There being no other business the meeting was adjourned at 12:34 PM

Signed____David F. Gould____, Secretary, Pro Tem.   November 21, 2014

 

 

Director’s Report      November 20, 2014    Celina Houlne

October Programs and Statistics

 

* Youth Programs: 20 events, attendance of 445.  We had some great programs this year including the return of the Annual Family Halloween party, which was very well attended, afterschool programs, and more.
* Adult Programs: 19 events, attendance of 120. Bike Tour 350, a travel slideshow interspersed with live music, drew the largest attendance. Two other popular programs were the Spanish Conversation and Genealogy workshops. In addition, there were 28 one-on-one computer training sessions.
* Meeting Room and Program Room usage: 39 library, 23 non-library (including Boys &Girls Club)
* Adults Computer Use: 822 Public Access Computer Sessions, 332 Laptop and mobile devices
* Youth Computer Use: 396 Public Access Computer Sessions, 390 Laptop and mobile devices
* New Library Cards issued: 26
* New titles added to collection: 213
* Items checked out: 3,033
* Inter-Library Loans (ILLs): 66 items borrowed from other libraries, 38 items loaned from our collection.

Budget

* October’s monthly financial report is for the four months or 33% of the fiscal year.
There aren’t any specific changes of note to make compared to last month.

Building and Grounds
* Reorganization of storage spaces is ongoing. The historical collection items will be moved back from the Village Square Booksellers in multiple stages. This began November 19.

Director Activities
* Continuing education – I attended a VT Common Good webinar on budget planning. I also attended the Vermont Library Association and Department of Libraries Annual Conference with Friends President, Polly Montgomery, which was very useful as it focused on fundraising and grants.  I will apply what I learned for the annual appeal letter to go out in December.  I will let the Board know when they can come into to write personal notes on the letters.
* Staff – There will be a staff development meeting on Thursday, December 18. We will be closed in the morning and open at 1pm.  Anne has continued to learn library systems, and she has jumped right in to a very busy fall schedule, organizing some interesting programs.
* Community outreach – I attended the monthly Chamber mixer with Anne, to introduce her to
folks.  Also, I attended the monthly Departments Heads meeting at Town Hall.
* Selectboard Meeting – I attended the meeting to learn about the status of the town’s lawsuit concerning the renovation. I am now gathering information for Chip to help them prepare the case.
* Personnel Committee – I prepared information for the Personnel Committee meeting.  We reviewed the month’s activities and discussed the process of handling public records requests.
* Budget Committee – Mary and I attended the Finance Committee meeting to present the FY16 budget. I then gathered financial information from area libraries and other employees who work for the town, in order to compare comparison rates with the Library’s staff pay rates. We then attended the Special Board meeting to review the budget.
* Policy Committee – I attended this meeting where we reviewed the proposed policy for how to handle public records requests.
* Historical Collections Committee – Emily and I met with the committee to plan for the return of the historical items. I cleaned out the room while Emily supervised the move at the store. I continued to work on reorganization of other storage areas with Ellen.
* I am working with the Friends of the Library to prepare for the holiday party on Saturday, December 6, from noon to 1:30. The Friends have collected items for the fundraising raffle and they are also holding a silent auction for an historic quilt donated by Kathy Metelica Cray.  Information is available online, and they are accepting online bids for those who can’t make it into the Library.  Bids will close on Saturday, December 13, at 1:30pm.

Other
* Sam attended a daylong Literacy training workshop with Kathy Michael.
* Emily is gathering the input from the completed IMPACT Surveys and will have a report next month.  She is in charge of organizing the historical collections being returned to the Library.
* We are gathering statistics from FY14 to complete the Annual Statistical Report due to the State Library.
* The Boys and Girls Club continued to use the Youth Program Room after school. They were very appreciative to have been able to meet at the Library until their new space had been found, above the old Merchant’s Bank space in the Square.

 

Board of Trustees Special Meeting Draft Minutes: November 18, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
SPECIAL MEETING OF THE BOARD OF TRUSTEES
NOVEMBER 18, 2014

MINUTES

 

Click here to download a .pdf of these minutes.
Present:  Doreen Aldrich, Carol Blackwood, Hope Brissette, Karin Fischer, Pat Fowler, David Gould, L. Raymond Massucco & Jan Mitchell-Love, Trustees; Celina Houlne & Mary VanHartesveldt, Library; Absent:  Carolyn Frisa

Others:  Steve Geller & Joel Love

Call to Order:  Chairperson Blackwood called the meeting to order at 6:17 p.m.

Public Comment (3 minutes per person):  None

Approval of Agenda:  Approved by consensus.

FY 2016 Budget:  Blackwood asked Celina Houlne to explain the proposed budget to the trustees.  Houlne went down through the line items.  There were a few questions under “Revenue”.  It was the consensus of the board to leave $3,100 budgeted for “Book Sale”, $4,200 for “Direct Appeal”, $3,500 for “Fines” and $2,200 for “Non-Resident” library memberships.  Fines haven’t changed since 2008.  It was suggested that the board have a motion on the non-resident expenses at its next meeting.  Emily Zervas came into the meeting long enough to explain the proposed budget for tech equipment and software; what is needed and why.  There was a very long discussion on salaries.  Hope Brissette was not comfortable submitting this proposed budget yet as she needed more time to study some things.  Celina Houlne and Mary VanHartesveldt were asked to quickly go upstairs and run off some other salary scenarios.  David Gould moved that the salaries for the library director and staff be increased at the rate of 3% for the FY 2016 budget.  Karin Fischer seconded the motion.  There was discussion as to what percentage of the budget is on salaries. Celina Houlne thought about 70%.  She added that the 5.5% increase is the first in three years.  Jan Mitchell-Love said she was concerned about a 5.5% increase.  Massucco felt that if enough people were at town meeting, we might be able to pass it.  He added that we can’t continue to level fund it.  Karin Fischer called the question.  David Gould seconded.  The motion that the salaries for the library director and staff be increased at the rate of 3% for the FY 2016 budget failed with three in favor and five opposed.  Joel Love pointed out that the Chair was in violation of the Open Meeting Law as he had his hand up to speak before the vote and she would not recognize him.  He asked the secretary for the audio of this meeting on CD and said he would send an email request the next day.  Jan Mitchell-Love moved to table the budget until next week Tuesday and Hope Brissette seconded.  The chair cautioned that the board has a full agenda for next Tuesday.  The motion passed with seven in favor and one opposed.

At 8:45 p.m., David Gould moved to adjourn, seconded by Hope Brissette.  The motion carried.

Respectfully submitted 11/19/14___________________________________Secretary

 

Historical Collections Committee Special Meeting Agenda: Monday, November 17, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, November 17, 2014
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to lO:am

AGENDA

1. Call to order and welcome new committee member
2. Additions or changes to agenda. Adoption of agenda.
3. Public comment (3 minutes in person)
4. Plan for moving collection back to library
a. Update on moving and shelving Local History Collection
b. Discuss plans for moving the rest of the Historical Collection
5. Display and Exhibit Planning
7. Identify storage, housing and other supply needs for Historical Collection
8. New Business
9. Review agenda items for next meeting if applicable
11. Adjourn

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Historical Collections Committee Meeting Draft Minutes: Monday, November 17, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING MINUTES
Monday, November 17, 2014
at Rockingham Free Public Library
9:00 – 10:00 AM
DRAFT MINUTES

In attendance: Emily Zervas, Carolyn Frisa, Pat Fowler, Celina Houlne and Duane Whitehead
Call to Order—Meeting called to order by Carolyn at 9:10 am.
1.Call to order and welcome new committee member–Karin Fischer was absent but Carolyn announced that she is a new member on the committee.
2. Additions or changes to agenda. Adoption of agenda.–adopted.
3. Public comment–none
4. Plan for moving collection back to library
a. Update on moving and shelving Local History Collection
Emily and Carolyn met at the bookstore to evaluate the task and make a plan for bringing items back to the library. It was decided that framed items, “A” boxes, the cataloged photograph collection and any boxes of Hayes collection paper or scrap books would all be items to move over to begin with. The chairs and quilt frame should both also come back over soon. The quilt frame can be used to exhibit the silent auction quilt.
Emily is available on Wednesday Nov 19th at 8:30am and asked for assistance from any committee members who could help. She also will be contacting the highway department to see if they can come help move a flat file out of the storage closet and help move some larger items over.
b. Discuss plans for moving the rest of the Historical Collection
The committee agreed that the collection moving would need to be assessed step by step and that the priority was first moving some things out of the room so we could move boxes around and hopefully remove some of the archival shelving and set it up in the new collection storage areas.
5. Display and Exhibit Planning
Emily identified one exhibit that she could put together in time for the Friends holiday party. She also committed to finishing the installation cards for the hanging art in the library in time for the event.
7. Identify storage, housing and other supply needs for Historical Collection
The need for locks on the display cases was discussed. The only locksmith who seems to be available is very unresponsive, though he has visited and promised a quote for the work twice. Emily will call him and try to get him to give a maximum figure for putting locks on the cases that he has already looked at.
The committee discussed the need for some kind of frame storage rack. This will be assessed when we move all the framed items back to the library.
Celina discussed the possibility of creating more historical collections storage by building folding doors to enclose the inset corner of the upstairs meeting room.
The committee discussed hanging the Tucker Toll Bridge sign in the main area of the library.
8. New Business–none.
9. Review agenda items for next meeting if applicable–Next meeting Monday Dec 8, 9am.
11. Adjourn–10:06am.

 

Policy Committee Meeting Agenda: Thursday, November 13, 2014

 

Board of Trustees Policy Committee Meeting
Thursday, November 13, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2. Public Comment (3 minutes per person)
3.Additions/Approval of Agenda
4.  Storage and access to trustee communications
5. Library operations manual
6. New business
7. Adjourn to next Meeting (Date TBA)

The Youth Program Room is accessible by the elevator entrance to the left of the main door.

 

Policy Committee Meeting Minutes: November 13, 2014

 

RFPL TRUSTEES POLICY COMMITTEE MEETING NOVEMBER 13, 2014
6:15PM
MINUTES

Please click here to download a .pdf of these minutes and all of the attachments.

Present: Doreen Aldrich, Carol Blackwood & Carolyn Frisa; Absent: L. Raymond Massucco
Members of the Public: Hope Brissette, Joel Love & Jan Mitchell-Love; Library: Anne Dempsey and Celina Houlne
Call to Order: The Policy Committee Meeting was called to order at 6:15 p.m.Public Comment: (3 Minutes per Person)

Additions/Approval of Agenda:Carolyn Frisa said while she was looking up model policies through the Vermont League City of Towns she found VLCT Model Ru1es of Procedure for Municipal Boards, Committees, and Commissions. She just had time this evening to go through and make recommended changes. Blackwood askea what that was for and Frisa said for following the open meeting law. It is.f0r gyidance for the board and a document that can be given out to the public. Blackwood calld for a vote of all in favor of adding a discussion about model rules to trustees to the agenda. There was no opposition and it was added under “New Business”. There was no dis ent on the agenda with the one addition.

Storage and Access to Trustee Communications: Frisa provided the template for Public Record Inspection, Copying and Transmission-.Policy so Blackwood turned it over to her to discuss. Frisa explained that the template was given to her by the Town of Rockingham and is a policy that the Select Board Village Trustees will be reviewing in their upcoming meetings so it is fully drafted. It was taken from VLCT andd to make it clear where she entered her suggestions, changes have a strike-through and additions are in all caps, bold. Some things are highlighted and those are things she has questions about or thought needed a little more information. Blackwood said VLCT puts this out, basically, as a template for towns to utilize if they choose to. As best as we understand, it has been reviewed by their legal beagles. Frisa added that it was her recommendation that this committee go over it tonight and make any changes we feel are appropriate and get the library board’s lawyer to review it before presenting it to the full board fordoption. Frisa added that she thinks the Select Board will look at it at their next meeting on Dec. 2nd. Blackwood said the hope would be by doing this, we’ve created an avenue for public review of communications and relieve individual trustees from having to individually answer with the same emails being sent multiple times from different people. Frisa asked what is the time for public comment. Blackwood said as a committee, we need to decide. Frisa proposed/moved three minutes per agenda item for public comment. Aldrich was ok with it; but asked if it was enough time. Joel Love thought it was a little brief. Blackwood suggested a friendly amendment to five minutes total per person and they can use it anywhere they want. Aldrich agreed/seconded and it was passed. Joel Love said there is a major hole in this and so does the town and so does VLCT in the fact that it says any written record or information with a public record regardless of physical form or characteristics which is produced or acquired in the course of public agency business. You are dealing with that which is acquired by the Rockingham Free Public Library. You are not necessarily covering all content that is in that superset which is produced if it was produced by you or your private email, or if it was produced by others . You are still custodians of those records. Blackwood agreed but; said if there is nothing else, then there is nothing to be sent. Love added if a public records request is sent to a trustee, the trustee cannot absolve themselves if it can be demonstrated with one instance that everything I have is in the repository of the library and is turned over by the custodian it’s only the things that are in that repository that are under the control of the library. The trustee as a public official is still responsible; they cannot absolve themselves of the responsibility. If the library, doesn’t provide it the person who produced it still owns it. Jan Mitchell-Love said what Joel is saying is that the repository contains copies of things generated. It cannot generate. The definition of a custodian is to generate and to receipt. You will always be the custodian of the emails and you will never be absolved of having to produce them or make sure. that the records requests are filled correctly no matter who you have doing it for you. If it goes to court, you will be the one responsible.Blackwood said she thinks we understand the point being made in that if she as a trustee sends an email and doesn’t send it to the repository and gets a records request, it’s her obligation to turn that over. lf she has done no business and it’s not in the repository her answer is zero. Loved added that on the other hand if everything that was carried on as business from the library was under the control of a library email system and under the control .of an administrator and everything occurred through that (which would be an additional expense to the town and for the library) then everything would be there by default. It and the custodian of that would be the administrator/controller of that. There is an issue from the state·archivist. Records, policies and procedures using record keeping practices needs to be taken into consideration with this. This particulur policy doesn.’t adaress these practices adequately. Blackwood asked if he had anything.written down abeut which particular thing it doesn’t address. Love said not off the top of his head; but he can draft up some examples. Houlne interjected that the town has a records retention policy that the library trustees can use as well. That would be the next step to take. Brisette. said her husband was on the school board and he has years of stuff he has to keep. Frisa said her qnderstanding is different than the public opinion here from talking with the Secretary of State and Attorney Steve Ankuda in the past. The trustees can designate a person to be the person responsible for discharging the duties of the custodian. Blackwood said the key is to make sure every email you ,send goes into the repository. Frisa feels this is the best way to do it because it is not reasonable to expect volunteers to maintain permanent records. Blackwood added that separate from a public records request, it creates a more organized system so that if someone wanted to do a history of the library and include trustee business in it, it would be in a much more organized and searchable fashion than a bunch of other ones. Frisa agreed saying when she is no longer on the library board and she moves somewhere she wants people to easily get that information. Brissette said she is unclear as to why this has become such a huge issue. She’s been on the board a little bit longer than Carolyn and has never had a problem filling any request. She feels it is more of a selfish personal reason that this is getting brought forward. She realizes some parts of this are important; but we have more things to do than all this. Mitchell­ Love said there is a difference between the Town of Rockingham and us. We have a repository that is volunteer. You can’t make anybody put their emails there. It also is if they remembered to put their emails there. She discovered this, not looking for it, and forwarded to Pat Fowler the other day; she didn’t copy the repository on the email. It happens. No matter what you do, the town is working on town computers and they can capture, unless they go home and write something; all of us have stuff spread out on our emails and we are custodians. She added that if somebody makes a public records request of her emails, she is going to fill it. No matter what the policy is, you can’t force her to have somebody else fill it for her when she knows, worst case scenario, she can be taken to court and she will be responsible for what somebody else doesIt is not a big deal; it’s our job to fill them. Frisa said she feels it’s a big deal because when somebody asks you for three years of public records, that is an enormous amount of time and she feels like that is being done as a way to intimidate board members, to make her lose money in her business and it is done at strategic times of the year. She doesn t think that is what the public record law was written for. Going forward, each board member gets an email account through the library’s email system. Existing emails can be forwarded to the repository or transferred by disc in whatever format they are kept in and you re done. You make it clear to new trustees that when they become a board member, if they are going to use email as a form of communication, they agree to use the email address and that’s it. It’s not part of this; this is more of a policy that is given to the public. There is a place to add that in there if you want to be specific in this policy. Blackwood said this policy doesn’t stop anyone from answering thier own requests if they choose. Everyone does have their own responsibility to make sure their records are in the repository and if it turns out they are not then that’s their issue to face if it were to come to a lawsuit. Mitchell-Love said this would be a very interesting legal thing. If you elect public officials, you can’t tell them that they have to have a library email and that you own their emails. If they say no, there is not a thing you can do. It is not enforceable and this policy is not enforceable. Brissette said she’s getting the impression that one trustee’s time is considered more valuable than other trustees. She has scads of emails. She feels it’s kind of selfish to think that someone feels put upon. She feels put upon; but it is her job to do it. Love said along those same lines in roughly May, 2013, Ray Massueco made a request for all of Jan s emails regarding the library. It took her over nine calendar days and well over 40 hours to fulfill this request. It was at the same time she was grading finals papers. She stayed up an enormous amount of time to get it done but; did it. She checked with Atty. Ankuda and he advised that she didn’t have a choice; she had to do it. Love added that he feels it is a wonderful thing to build a repository and to provide a custodian for digital artifacts and those should include everything including the emails and documents produced. Over the course of history, it would be a great thing for people to look at 50 years from now. The issue is you cannot absolve yourself of responsibility of public official by saying I don’t need to do this because I turn my emails over to someone else. It hasn’t been decided in court so fundamentally it will have to be decided in court, maybe even Vermont Supreme Court; but the reality of it is that the state has recently defined what custodian is so you have to use the normal or customary term of it and that is the person who has control of it and who has produced it. Love was reminded that his time was up. Frisa said that is why we as a committee should work on this and have a lawyer look at it. Brissette reminded the committee before getting an attorney to look at this, they need full approval from the board. Frisa said if you look on the State Treasurer’s web site, they also have a public records policy and they have appointed a staff member to act as the records custodian for purposes of receiving and responding to all requests for public records. Aldrich suggested presenting the policy to VLCT as there probably wouldn’t be a charge. The committee commenced going down through the proposed policy (template from VLCT/Rockingham Select Board). Blackwood explained that the yellow highlighted parts are new words added by Frisa using language from the Secretary of State.

Aldrich asked Love if he was ok with having a policy; but that individuals are still responsible for their own emails and he responded “yes”.

Regarding the fifth paragraph on Page 1 , Love said if the committee is limiting this to board communication, you’re severely limited and will look bad . It looks like you are protecting yourselves because it pertains to any record generated in the course of library business. It doesn t matter who it is by as long as it comes into the possession of any of you or of anybody at the library; not just the board members. That is point one. Point two, on page 3, “LlBRARY PUBLIC RECORDS ARE MAINTAINED IN STANDARD PORTABLE DOCUMENT FORMAT (PDF)”; if you check with the Assn. of American Archivists, you will find that they don’t necessarily recommend PDF anymore. They recommend a standard archival format. If you are going to build a repository for this, you ought to be building an apptopriate repository rather than limiting yourselves to a particular document format-which may or may not be extinct in a few years. Frisa said she doesn’t understand what in this document makes Mr. Love think it’s just the library board. Love said because it says “board-member all the way through this. It isn’t just the board’s public records; it’s all the business records all the public reocrds of the library. Blackwood interjected that Love is suggesting that all library business is email. Love said what he is saying is don’t limit it to just the board’s emails; it’s any employee’s emails as well. Blackwood said again it is becoming harder to enforce if you start including the whole universe; but she takes his point or perhaps Library director or people in a leadership position. Frisa said her assumption is that the library board of trustees has a policy and the library has a policy for Public records. Houlne asked that we refer this to VLCT. Right here “Town of Rockingham/Bellows..Falls Village Corporatjon” to her encompasses all the boards, all the employees, everybody. Do you Want to specifically say the library board or the Rockingham Library? Frisa apologized that Love thought that was her intent here. Typically, the way the policies are broken up, there are library staff policies and there are board policies.

Brissette said she feels it is a diservice that you are going to just include the trustees because there is a tendency to say “Oh well we’ll get back to that or do that later” with good intentions–­ “guilty”. Her thought on that is it might take time; but it might behoove this committee to think hard about employees/town related things that should go on there also. We being our own custodians of our emails are simpler. Brissette, Mitchell-Love and Love had other commitments and left the meeting at this point.

Blackwood recommended the committee continue going through the proposed policy so if we need our own, we’ve got it but; if the lawyer says we don’t need our own and we can just slide in under the town’s policy then we’re good. After lively discussion and public input the attached draft is attached hereto.
Please click here to download a .pdf of these minutes and all of the attachments.

Library Operations Manual: Take up at a future meeting; the policy committee will continue to work with the Library Director in refining it.New Business: Guidance- VLCT Model Rules of Procedure for Municipal Boards, Committees and Commissions. The draft will be discussed at a later date.

Please click here to download a .pdf of these minutes and all of the attachments.

The policy committee meeting adjourned at 8:20p.m. Respectfully submitted on Nov. 17, 2014

Secretary

 

CANCELLED Finance Committee Meeting Agenda: Monday, November 10, 2014

 

NOTICE OF MEETING

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Nov 10, 2014, at 6:15pm at the Rockingham Library Conference Room.

RFPL Trustee Attendees:
Pat Fowler, Treasurer
Carol Blackwood, Trustee
Ray Massucco, Trustee
Jan Mitchell-Love, Trustee
Celina Houlne, Library Director
Mary Van Hartesveldt, RFPL Staff

MEETING AGENDA

1. Call to order
2. Additions or changes to agenda
3. Public comment (3 minutes per person)
4. Review of FY 15 Budget if required
6. Review of FY 16 Budget with staff (Chart of Accounts – bring your copy or additional copies will be available)
7. Other Business
8 Adjourn

 

CANCELLED Historical Collections Committee Special Meeting Agenda: Thursday, November 6, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING AGENDA
Thursday, November 6, 2014
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00 – 10:00 AM
 
 

  1.  Call to order and welcome new committee member
  2. Additions or changes to agenda. Adoption of agenda.
  3. Public comment (3 minutes in person)
  4. Plan for moving collection back to library
    1. Update on moving and shelving Local History Collection
    2. Discuss plans for moving the rest of the Historical Collection
  5. Display and Exhibit Planning
  6. Identify storage, housing and other supply needs for Historical Collection
  7. New Business
  8. Review agenda items for next meeting if applicable
  9. Adjourn

 

Board of Trustees Meeting Agenda: Tuesday, October 28, 2014

 

Board of Trustees Regular Meeting
Tuesday, October 28, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2.  Recording of Minutes designation
3. Public Comment (3 minutes per person)
4. Review/Additions/Approval of Agenda
(Additions require Trustee majority vote)
5.  Approve Minutes of September 9, 2014
6.  Director’s Report
a.  Highlights (5min limit)
b.  Financial Reports
7.  Committee Reports
a.  Personnel
b.  Policy
Recommended By-laws Revision  Recommendations will be submitted as a consent calendar and voted on in one vote.  An item or items may be extracted for debate/vote.
c.  Finance
1)  Funds management
2)  Review of  Budget
8.  Continuing Business
a.  Review Options for Sign
b.  Unbudgeted funds usage
9.  New Business
10. Review and Approve Warrants
11. Adjourn to next Meeting: November 25, 2014, 6:15 PM The Youth Program Room is accessible by the elevator entrance to the left of the main door.

 

Board of Trustees Meeting Minutes: October 28, 2014

 

Rockingham Free Public Library
Board of Trustees Meeting
October 28, 2014

Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Hope Brissete, Kain Fischer, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco and Jan Mitchell-Love, Trustees; Celine Houlne, Mary VanHartesveldt, Library

Others: Ian Eddy, Debbi Wetzel, Adam Wetzel, David DeRusha, Arnold J. Clift, Polly Montgomery, Joel Love, Elayne Clift, Diane Brown, Debbie Bump, Betty Haggerty, Deborah Wright, Susan Warner, Edward Warner, Susie Peters, Kathy Michel

Press: Alison Teague, Commons; Susan Smallheer, Rutland Herald; Dominic Polli, Brattleboro Reformer; FACT TV Joe Powers

Meeting was Called to order at 6:20 pm by Chairperson Carol Blackwood.

Public Comments:
Polly Montgomery, president of the Friends announced that the Friends will be sponsoring a holiday party on December 6th from noon-1:30pm.  A 50/50 raffle will be held along with raffles of gift certificates and other items to benefit the Friends.  She asked people to sign up to bring snacks and to solicit items for the raffles.

Arnold Clift spoke regarding what he sees an excess of public records requests.  He noted that over 22 individual requests have been made in recent months and that they are time consuming.  He suggested that the board not respond and to let the complaints go to court.  He suggested that the Library Director be named as the official custodian of records and he asked that his comments be entered into the official record.

Joel Love said that making the director the custodian would be illegal and that a custodian cannot be designated by the trustees.  He also asked Frisa to provide the past two years of her e-mails.

Frisa said that the board needs to have a clear policy for handling public records requests, and it was suggested that this be taken up by the policy committee.

Additions to Agenda:
Blackwood assured Mitchell-Love that items Mitchell-Love had requested to have put on the agenda had been included, although she might have used different language when listing them.

Two items added to the agenda were 1) clarification of the custodian for public records requests and 2) a letter from Deborah Wright that some board members had not
yet seen.

Blackwood spoke of the need for practicing civility and following an organizational structure in order to keep our focus on getting business done.  She requested one week’s notice for agenda items, and said that when submitting an agenda item, we need to do our homework such as having attachments and complete information so meetings can be efficient and organized.

Trustees voted in favor of adopting the agenda.

Approval of Minutes
Gould moved to accept the September minutes.  Mitchell-Love was opposed, all others voted in favor.

Directors Report
Highlights
Houlne noted recent memorial and landscape donations.  She encouraged people to participate in the survey the library is currently conducting on it’s services.
She noted that she recently waived a small fee for fulfilling a public records request, but clarified that in the future there would be a charge.

Financial
Mitchell-Love requested an explanation of spending that is currently surpassing 25% of the amount budgeted for the fiscal year. Houlne and VanHartesveldt explained that some bills come only once or twice per year, some amounts were from the past fiscal year, phone for new staff had not been budgeted, and overages for children’s program are being covered by the Friends.

Blackwood requested input from finance committee.  After some discussion of wording, Fowler moved that the board approve the recognition of expected overages, per worksheet of 10/22/14, so expenditures can be paid if they occur.  Mitchell-Love and Brissette abstained, all others voted in favor.

Committee Reports
Personnel
Gould provided information regarding differences in benefits for RFPL and town employees for review and future discussion with recommendations being contingent on budget.  Gould also noted having met with Houlne on 10/9.

Policy Committee re: By-law Revision
Brief public comments were taken, then Blackwood invited board members to indicate the articles they wanted to discuss individually.  Selected articles were discussed with brief public comments taken on each and changes were made as seen in the updated revision of the by-laws.

Finance Committee
Fowler moved to close out the matured CD at the Merchants Bank and move the entire balance to an existing money market account at River Valley Credit Union.  The board voted unanimously in favor of this.

Blackwood asked that we begin considering an wish list of possible expenditures for the next 3-5 years for discussion at the January meeting.

 

The next regularly scheduled meeting occurs the week of Thanksgiving.  Polling
indicated that enough board members will be available to have a quorum.

The board voted to schedule a special meeting for Tuesday November 18th at 6:15pm for the single purpose of discussing FY ’16 budget.  Mitchell-Love was opposed, all others voted in favor.

Meeting adjourned at approximately 9:45 pm.

Draft
Respectfully Submitted,
Karin Fischer
10/31/14

ARNOLD CLIFT
STATEMENT TO RFPL BOARD OF TRUSTEES (Oct 28 2013)

I have two points to make:
First, Public Records Requests
I understand that since the new Board of Trustees was reconstituted after the March Town Elections earlier this year, Ms Deborah Wright, a former Board member, has submitted several Public Records Requests to Trustees seeking information either from a particular Trustee or from each of them. This has necessitated over 22 separate responses from individual Trustees. In addition, Ms. Wright has made two Public Requests to the Library Director.  As a former Trustee, Ms Wright is well aware of the time consuming effort needed to respond to such requests, especially as some of them were very broad in scope.  One can only surmise as to the real motive behind making so many requests.

As provided in the Public Records Law (I VSA 319 d (3)), and Vermont Procedure No 11, the Court may impose penalties and sanctions against any litigant whose complaint is deemed by the Court to constitute harassment. I suggest that the Board of Trustees consider not replying to any further Public Records Requests from Ms Wright at this time and instead allow Ms Wright to pursue the matter in Court where it may be juridicially resolved.

Second, “Custodian” of Public Records
The Public Records law does not define or indicate who is, or should be, the custodian of official documents. There has been discussion among the Trustees as to who should be the custodian of official Library documents either “produced or acquired” by the Trustees and the staff. To clarify the situation I respectfully suggest that the Board pass a motion to the effect that for the purposes of the Public Records Request law, the Library Director be appointed the custodian of official records; that all official library documents, produced or acquired, by Trustees or staff be deposited with the custodian and that all Public Records requests be handled and responded to by the Custodian.

 

 

ROCKINGHAM FREE PUBLIC LIBRARY

BYLAWS

 

ARTICLE I:  Trustee Election

The affairs of the Rockingham Free Public Library shall be conducted by a board of nine (9) trustees.  Three Trustees shall be elected by the voters of Rockingham each year for a term of three (3) years at the Annual Town Meeting.  New Trustees shall immediately take an oath of office and assume their duties.   Shall a vacancy occur for any cause, other than normal term expiration, the Library Board of Trustees shall make a recommendation to the Town Selectboard to fill such vacancy.  The Selectboard will appoint an interim Trustee to fill the position, until the next Town Meeting when a replacement Trustee will be elected for the remaining term, if any, in accordance with 1 V.S.A. § 963 as amended.

 

ARTICLE II: Meetings

The Library Board of Trustees, as a first order of business after each new election cycle, shall adopt a set of rules for governance of meetings, such as Roberts Rules of Order.

All meetings shall be conducted as open meetings except as allowed by 1 V.S.A. § 313 as amended, for executive session.   Reasonable public comment will be allowed at all public meetings.

The Library Board of Trustees shall meet in regular session a minimum of nine (9) times per year in accordance with1 V.S.A. § 213 as amended.   The first meeting after an election cycle shall occur within seven (7) days, at a time and location agreeable to two thirds or more of the Trustees.   Subsequent meetings will be held at an agreed upon regular schedule.  The Chair shall schedule other Library Board of Trustee meetings in accordance with 1 V.S.A. § 312 as amended.

Notice (either via mail or electronic communication) shall be provided specifically to each Trustee at least five (5) days prior to regular meetings, three (3) days prior to special meetings, and twenty four (24) hours  prior to emergency meetings. Emergency meetings will only be called in extreme, urgent circumstance.   Notification will include date, time, place and agenda of meeting.   Public notification of all meetings will be done with a goal of maximal dissemination to the community and in accordance with 1 V.S.A. § 312 as amended.

 

ARTICLE III:  Quorum

A quorum shall consist of five (5) Trustees, and may include the Chair.

 

ARTICLE IV: Motions

For any motion to pass it must be seconded and receive an affirmative vote from a majority of the Library Board of Trustees or Library Trustee Committee members.

 

ARTICLE V: Attendance

So that the Library Board of Trustees may function effectively and with continuity, Trustees are expected to attend meetings on a regular basis.

 

ARTICLE VI:  Governance

The Library Board of Trustees shall make all necessary rules for the governance of the library, and shall conduct the same in a manner best calculated to serve the purposes for which the library was established.

ARTICLE VII:  Budget

The Library Board of Trustees shall develop and approve an  annual budget and submit it to the Town of Rockingham Selectboard, to be presented to the voters as a separate appropriation request at the Annual Town Meeting.

The Library Board of Trustees shall submit an annual report for publication in the Annual Town Report.

 

ARTICLE VIII:  Officers and Committees

The Library Board of Trustees as a first order of business after each new election cycle, shall elect from its members: Chair, Vice-Chair, Secretary and Treasurer, with terms to expire at the next election cycle. To be elected, candidates must receive an affirmative vote from a majority of the Library Board of Trustees .  Additional elections may be conducted during the year, if one of the officers resigns, or when the Library Board of Trustees votes to elect a new officer.

 

The Chair may appoint committees which shall include a minimum of two (2) Trustees and may include community members and library staff to work on areas of particular interest.  Committees will include Finance and Policy. Other committees may include, but are not limited to  Fundraising, Long Range Planning, Personnel,  Buildings and Grounds,  and Historical Collections.

ARTICLE IX:  Library Director

The Library Board of Trustees shall hire and supervise a Library Director who shall be responsible for direct oversight of library functions, library staff and maintenance of its assets. The Library Board of Trustees will conduct a written evaluation of the Library Director annually, and additional written or oral evaluations as determined by the Library Board of Trustees.

 

The hiring or termination of the Library Director shall require a two-thirds majority vote of the Library Board of Trustees.

 

Article X: Record of Proceedings

A Secretary or designee shall keep a written record of the Library Board of Trustees proceedings at all meetings, including all committee meetings.  The minutes shall be made public in accordance with 1 V.S.A. § 312 as amended.

 

Article XI:  Borrowing Privileges

Borrowing privileges shall be granted to any person meeting the provisions of Rockingham residency or non-resident requirements as defined in the Library Operational Policy Manual.

 

Article XII: Library Policies

The Library Board of Trustees shall review Library policies at least every three (3) years and shall update as necessary after soliciting  recommendations from library personnel.

Article XIII:  Payment of Funds

No library funds shall be dispersed by the Town, unless the order, draft, or bill is reviewed by the Library Director and signed by the Treasurer of the Library Board of Trustees or two (2) Trustees if the Treasurer is not available.

 

Article XIV:  Donations and Gifts

The Library Board of Trustees shall accept monetary donations and other gifts as appropriate in accordance with the Library Operational Policy Manual.

 

Article XV:  Historical Collection

The Historical Collection shall be a permanent part of the library and shall be properly maintained and cared for in accordance with the Historical Collection Management Policy Manual.

 

Article XVI:  Bylaw Amendments

The Library Board of Trustees shall review these bylaws at a minimum of every three (3) years.  Proposed changes must be provided to the Library Board of Trustees and to the public at least thirty (30) days in advance of the meeting at which the amendments are to be considered. Two separate votes, each having a two thirds majority vote and not less than 30 days apart shall be required to amend or revise the bylaws.    Library Board of Trustees bylaws, as amended, supercede all previous versions.

 

Finance Committee Meeting Agenda: Monday, October 27, 2014

 

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Oct 27, 2014, at 6:15pm at the Rockingham Library Conference Room on the top floor.

 

RFPL Trustee Attendees:
Pat Fowler, Treasurer
Carol Blackwood, Trustee
Ray Massucco, Trustee
Jan Mitchell-Love, Trustee
Celina Houlne, Library Director
Mary Van Hartesveldt, RFPL Staff

MEETING AGENDA

1. Call to order
2. Additions or changes to agenda
3. Public comment (3 minutes per person)
4. Motion required to recommend to the Library Board of Trustees that we move funds from matured Merchants CD to River Valley Credit Union account.
5. Review of FY 15 Budget
6. Review of FY 16 Budget with staff (Chart of Accounts – bring your copy or additional copies will be available)
7. Other Business
8 Adjourn

 

Finance Committee Meeting Minutes: Monday, October 27, 2014

 

Minutes

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees met on Monday Oct 27, 2014, at 6:25pm at the Rockingham Library.

Click here to download a .pdf of these minutes

RFPL Trustee Attendees: Pat Fowler, Treasurer, Carol Blackwood, Trustee, Ray Massucco, Trustee, Jan Mitchell-Love, Trustee, Celina Houlne, Library Director, Mary Van Hartesveldt, RFPL Staff. Public: Arnold Clift and Joel Love

1. Meeting was called to order by Pat Fowler, Treasurer, at 6:25 pm.

2. There were no additions or changes to the agenda.

3. No public comments.

4. Discussion on moving funds from Merchants Bank Cd which has matured, to the River Valley Credit Union account.  Motion was made by Jan to move total balance to existing River Valley Credit Union money market account, seconded by Carol. Funds will be available for emergencies and .2 interest rate is the best that we can do without tying up the funds for 5 years. One signature can withdraw funds from the account, either Celina, Pat or Doreen as Town Treasurer. The name of the account has been clearly defined as belonging to the Library, rather than the Town. Vote unanimously passed.
5. FY 2015 Budget review: Committee reviewed areas of expected overages of spending greater than $1000, as is required in Celina’s contract. The total expected overage is $-8606 at this time. Last year’s unaudited budget showed a surplus of $13,393.  Motion by Carol, seconded by Ray, to approve recognition of expected overages for Board of Trustees to review so that expenses can be paid if they do occur.  Pat, Carol & Ray in favor, Jan abstained.

6. FY 2016 Budget Review: The Maintenance costs are estimated at $11,700. Technology costs proposal: we reviewed them and felt that we need additional information on the computer specifications from Emily. Salary Proposal: Emily and Sam’s salary will be determined under collective bargaining negotiations and Celina’s will be tied to their salaries.  Discussion on pay scale for library employees and whether or not to recommend a 5% increase (approximately 1% increase for 3 past years, none budgeted for this year). Committee requested that Celina prepare an analysis of what other local libraries of similar size pay their staff, along with what percentage payroll costs are of the entire budget, plus information on pay scale for Rockingham Town employees that she already has available. Discussion by the Committee of the large number of budgeted items that we have no control over spending. Improvement of Book Sale presentation to increase sales was also discussed, along with ways to increase direct appeal fund raising.  The committee recommended that the Board consider increasing the non resident membership cost to $60 to reflect increased operating costs and put their fee more on par with the per capita resident cost.

7. Other Business – none

Next meeting Nov 10 at 6:15pm

Adjourned at 8:55pm
Pat Fowler with notes from Carol Blackwood

 

Personnel Committee Meeting Agenda: Thursday, October 9, 2014

 

Library Board Personnel Committee Meeting
Thursday, October 9, 2014 12PM Noon
Location: Youth Program Room

Agenda:

1. Call to Order
2. Approve minutes of September 5 meeting
3. Public Comments (Limit of 3 minutes per speaker)
4. Interview with Library Director
5. Set next Committee Meeting Date
6. Executive Session (if necessary)
7. Adjourn

Posted October 7, 2014 The Library Meeting Room is accessible by the elevator at the entrance to the left of the main stairs.

 

Personnel Committee Meeting Draft Minutes: October 9, 2014

 

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
October 9, 2014 12:00PM RFPL Youth Department Program Room

Click here to download a .pdf of these minutes.

Committee Members in Attendance: David Gould, Carolyn Frisa, and Pat Fowler. Library Personnel: Celina Houlne (Library Director) Members of the Press: Chris Garofolo

Chairman Gould called the meeting to order at 12:05pm.

Minutes of September 5, 2014 Personnel Committee- Carolyn moved to approv e the minutes as written, seconded by Pat Fowler and the motion carried unanimously. Rat Fowler reminded the committee the that proposed guidelines for inclement weather procedures need to, be resented to the board of trustees at the next regular trustees meeting.

No public comment was made.

The Committee conducted an interview wit Celina Houlne (Library Director) to discuss her progress/achievements and areas of concern during the last month.

The following ongoing and completed items were reported / discussed:

• The beginning of the fall season has seen increased use of the library by patrons and this is typical for this time of year.
• Houlne has been workingwith other staff to reorganize storage throughout the library.
• Houlne has trained the new library staff member, Anne Dempsey and reports she is a great and much needed addition to the library staff.
• Houlne is working extra desk hours in the last month to fill in staff vacancies due to sick and vacation leave.
• Houlne is developing a list of furniture and shelving needs to bring the Trustees. The friends have designated a $2,500 donation to be used towards their purchase.
• Houlne has asked for a second estimate from Keene Sign Works for the exterior library sign.
• Houlne has been working on the budget with staff for discussion at the upcoming Finance Committee meeting on October 21.
• Houlne is preparing statistics for the Annual State Library Report.
• Houlne attended a conference on Vermont Open Meeting Law and Public Records presented by the Vermont League of Cities and Towns on September 10, 2014. She is making a copy of all relevant info for access by Trustees to be kept at the library and has established a draft of protocol for responding to Public Records to be presented to the Trustees at their next regular meeting. She also reported on recent Public Records Request filled by herself and other library staff.
• Houlne continues professional develop coursework on financial issues through Vermont Common Good and is currently focusing on budgeting.
• Houlne is working with the Town’s CLG Officer on a potential funding source for the historic plaque that needs to be placed on the front exterior of the building over the old (no longer in use) book drop slot.
• Houlne has joined the Women’s Club and will represent the library at their meetings and other functions.

The following upcoming items were reported / discussed:
• Houlne will attend the “Money Matters” conference presented by the Vermont State Library Department on November 1 and encouraged other trustees to attend the meeting.
• Houlne identified the need to develop a no weapons policy and the need to review the library’s Behavior Code. She will bring recommendations based on the policy at the Brooks Memorial Library to the next regular Trustees meeting.
• Houlne reported on the chemical odor in the staff kitchen. She has asked for an evaluation from ARC Mechanical and will report the findings to the Trustees.

The third Thursday of the month at 2:00pm has been set as the regular meeting time for the Personnel Committee. The Committee will continue to meet in the Youth Department Program Room. The following will be the meeting dates for the rest of the term year:
• November 20, 2014
• December 18, 2014
• January 15, 2014
• February 19, 2014

Frisa moved to adjourn at 12:37pm,seconded by Fowler,and the motion carried unanimously.

Draft minutes respectfully submitted on October 15, 2014 by Secretary Frisa.

 

Board of Trustees Special Meeting Agenda: Tuesday, September 23, 2014

 

Special Meeting of the Library Board of Trustees
Tuesday, September 23, 2014
6:15 PM
Youth Library Program Room

Click here to download a .pdf of this agenda

Agenda

1. Call to Order
2. Approve Minutes of September 12, 2014 meeting
3. Public Comment (2 minutes per speaker)
4. Review, Modification and Adoption of Agenda
5. Board Chairmanship
6. Board Committee Assignments
7. Date of Regular Board Meetings
8. Adjourn

Posted and emailed September 19, 2014

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Meeting Minutes: Tuesday, September 23, 2014

 

Special Meeting of the Library Board of Trustees
Tuesday, September 23, 2014
6:15 PM

MINUTES

Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Karin Fscher, Pat Fowler (late), Carolyn Frisa, David Gould, & L. Raymond Massucco; Absent, Jan Mitchell Love

Call to Order: Chairman Gould called the meeting to order at 6:16 p.m.

Approve Minutes of September 12, 2014: Carolyn Frisa moved to accept the minutes as printed; seconded by Karin Fisher.  The motion carried with one abstention.

The chairman asked that the minutes reflect that Hope Brissette, a member of the board, chose not to sit with the board. She sat as a member of the community.

Public Comment (2 minutes per speaker): None

The Chair advised that he received an email from Jan Mitchell-Love claiming that this meeting is in violation of the open meeting law because he didn’t send out the agenda.  Doreen Aldrich has followed up with that with the Secretary of State’s Office and according to that office (Brian Levin, Deputy Secretary of State) he feels everything was done according to Hoyle.  He has the authority to delegate someone else to actually send out the agenda and he presented that agenda to Celina Houlne.  H said he doesn’t have the necessary computer knowledge to get all the stuff together on to an agenda like the staff here.  It was sent out in plenty of time and he feels this meeting can be held in order. He asked if there any reviews of modifications to the agenda. At this point Pat Fowlr came in. Deborah Wright said her concern calling the meeting is tha the power of the chair or secretary calling the meeting is not the same as distributing he agenda or warning the meeting. That is totally different. At an open meeting, you have not designated or relegated that power to another member to do that. That is not calling a meeting. That is telling someone to send out an agenda; because of computer issues is not calling the meeting. He asked how she proposed a meeting be called. She responded that the chair contacts their members and calls a meeting.

Review, Modification and Adoption of Agenda: No changes. Carol Blackwood moved to approve the agenda as written, seconded by Carolyn Frisa. The motion carried.

Board Chairmanship: Chairman Gould read a letter of resignation as board chairman to the RFPL Board of Trustees dated September 23, 2014 and made a part of these minutes. Carolyn Frisa said her understanding is that someone needs to accept the resignation so sh moved to accept David Gould’s resignation as Chair. Karin Fischer seconded the motion. She added it was also her understanding now that as vice chair, she temporarily takes on the duties of the chair once the resignation is accepted. The motion to accept David Gould’s resignation carried unanimously. Frisa said, again her understanding is that she is acting as chair; but at this point she is not willing or able to perform the duty as chair due to her workload and her personal life. She is not willing to assume the chairmanship. Gould moved that Carol Blackwod be nominated as the chairperson of the Rockingham Free Public Library Board for the duration of the term. Karin Fischer seconded the motion. As Blackwood didn’t decline, it was assumed she accepted. The motion carried unanimously. Blackwood thanked the board members.

Board Committee Assignments: Blackwood said this board had previously felt that the personnel committee would be comprised of the executive board. The problem now is she is the chair; but is greatly vested now in policy committee issues and Gould is involved in personnel committee issues. She as chair would like to continue with the personnel assignments the same as before. David Gould will continue to be on the personnel committee and she will continue to be on the policy committee. Fowler said we have set a precedent of having th people who were on the exec board be on the personnel committee. Massucco said it is a function of the chair. Blackwood added that we can look at it later on; but right now there is a lot going on with the by-laws. She can’t handle both right now. Gould was agreeable to that. Frisa asked Fischer if she was still interested in serving on the historical collections committee. Fischer said Gould has already appointed her to the buildings and grounds committee after some discussion, Fischer said she would be happy to do historical collections as well. Karen will replace Carol on historical collections. Carol will continue on policy and David will continue on personnel and we can address any other committee assignments as time goes on.

Date of Regular Board Meetings: Blackwood said since our last board meeting, it was her understanding that the first and second Tuesday of each month are taken by either Select Board or Village Trustees; but neither of those groups have set meetings on the third or fourth Tuesday. Gould moved that the regularly scheduled meeting of the library trustees be on the fourth Tuesday of each month commencing on October 28, 2014 at 6:16 p.m. Fowler seconded the motion for discussion. If they have to have a join board meeting, that would be on the fifth Tuesday so we shouldn’t be interfering with them. The chair asked if there was public comment on the change of date. Geller said he assumed this will take the place of the meeting on the second Tuesday of October. The chair advised that was correct. The motion carried unanimously.

Chairperson Blackwood advised that through a clerical error — she had hoped to have one other item on the agenda tonight. Unfortunately, it fell off the agenda by accident. We may need to call another special meeting before the next regular meeting to deal with that issue. After much discussion, it was agreed to hold a special meeting the following evening, September 24th at 7:00 p.m.  Ms Wright called a point of order; it isn’t 24 hours. Frisa said if the meeting was at 7:00 p.m., we would have 24 hours. Five members said they could be there. The meeting agenda will be to address the issue of an allegation of open meeting law violation and she delegated to Houlne to send that out.

Adjourn: Frisa moved to adjourn at 6:50, seconded by Gould. The motion carried.

Respectfully submitted, _________________________ September 25, 2014
Doreent Aldrich

***********************
September 23, 2014

To the RFPL Board of Trustees:

Following recent meetings with my Health Care Providers in which accelerating deterioration of some health issues have come to light, I have been advised to reduce some of my civic responsibilities. As a result, I hereby resign my position as Chair of the Rockingham Free Public library effective immediately.

Please understand that in no way is my decision influenced or exacerbated by the Letter of Complaint submitted by Ms Deborah Wright.

I will continue to fulfill my responsibilities on the Library Board as well as Chair of the Personnel Committee.

It has been an honor and privilege to serve as your Chair. Thank you.

David F. Gould

 

Board of Trustees Special Meeting Agenda: Friday, September 12, 2014

 

Rockingham Free Public Library
Special Meeting of the Board of Trustees
Friday, September 12, 2014 9:00 AM
Youth Library Program Room

Click here to download a .pdf of this agenda

Agenda

1. Call to Order
2. Approval of Minutes of September 9, 2014 (If available)
3. Public comments (3 minutes per speaker)
4. Approval of expenditures of office furniture
5. Adjournment

Posted and emailed September 10, 2014 The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Special Meeting Minutes: September 12, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
SPECIAL MEETING OF THE BOARD OF TRUSTEES
SEPTEMBER 12, 2014
MINUTES

Click here to download a .pdf of these minutes

Present: Doreen Aldrich, Hope Brissette, Pat Fowler, Karin Fischer (9:05 a.m.), Carolyn Frisa (By Telephone), David Gould, Jan Mitchell-Love (9:06 a.m.), Trustees; Celina Houlne, Librarian

Press: None

Call to Order: Chairman Gould called the special meeting to order at 9:03 a.m.

Approval of Minutes of September 9, 2014: Not yet available

Public Comments: None; but Chairman Gould asked to add to the agenda the letter from Deborah Wright.

Approval of Expenditures of Office Furniture: Pat Fowler moved the expenditure as outlined of $704.37 for cabinets in the office area to come out of the Whitcomb Fund on the main library side. Carolyn Frisa seconded the motion. Fowler asked if the finish would match. Houlne advised that the staff will finish as they come unfinished. Hope Brissette said she sent an email after 5:00 p.m. asking for information on the Whitcomb Fund. Fowler replied that it is money collected when they were working on the renovation so it is for furnishings cut out of the budget.

Brissette asked if we need all of these cabinets. Houlne advised that they go above the cabinets that are on the bottom. Brissette asked who is going to install them. Houlne replied that Pepper from the town will install them at no charge. Mitchell-Love said that means at the tax payers expense. She added that she called Home Depot to ask if we could pick up the cabinets and save on the shipping and tax. Brissette said she could pick them up and deliver them. Fowler said when the chairs arrived, they didn’t pay for delivery into the building and they had to do it. Frisa said they have made deliveries into the building. Brissette said she wants to make sure that is the case.

Mitchell-Love said the Whitcomb Foundation is for kids. Can we spend on anything? She then asked for a copy of the Whitcomb Foundation donation. Earlier in the meeting, Houlne had distributed a summary of the donation which shows the original donation of $10,000 for the Youth Dept. and $15,000 for the main library. Brissette then asked if Houlne had shopped around. Houlne advised she did and these are matching. Frisa offered a friendly amendment to spend up to $704.37. Fowler was in agreement of the friendly amendment. A roll call was taken and Pat Fowler, Doreen Aldrich, David Gould, Karin Fischer and Carolyn Frisa were in favor of the motion (5). Hope Brissette and Jan Mitchell-Love were opposed (2). The motion carried.

Addition to Agenda: Letter from Deborah Wright. The Chairman wanted to discuss the email from Deborah Wright concerning the open meeting law. Both Mitchell-Love and Brissette

RFPL Trustee Minutes of 9/12/2014 2.

pointed out it couldn’t be done as there was no place on the agenda to add items. Gould did not pursue the matter.

Adjournment: At 9:16 a.m., Mitchell-Love moved to adjourn, seconded by Aldrich. The motion carried.

Respectfully submitted_________________________September 15, 2014
Doreen Aldrich

Board of Trustees Meeting Agenda: Tuesday, September 9, 2014

 

Library Board Regular Meeting
Tuesday, September 9, 2014
6:15 pm
Location: Youth Program Room

 


Click here to download a .pdf of this agenda
Agenda

1)  Call to Order
2)  Approve Minutes of August 12, 2014
3)  Public Comments on Items Not on the Agenda (3 minutes per person)
4)  Items to Add to the Agenda
5)  Director’s Report
a.   Financial Reports
6)  Committee Reports
Finance
a.  River Valley Credit Union Account – establish signatories
b.  TD Bank Account – establish signatories
c.   Recommendation for joint meeting with Selectboard
d.   Request for Whitcomb Fund expenditure for Youth Deptartment
Historical Collection
Personnel Committee
a.   Recommended Changes to Personnel Policy
Policy Committee
a.   Recommended Changes to By-laws
7)  Old Business
8)  New Business
9)  Review Tasks
10) Review Agenda Items for Next Meeting:  October 14, 2014, 6:15 PM
11) Review and Approve Warrants
12) Other Business
13) Executive Session – If Necessary
14) Adjourn

     Posted and emailed September 5, 2014

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.