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