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.