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