Board of Trustees Meeting Minutes: Tuesday, September 19, 2017

Library Board of Trustees Meeting

Tuesday, September 19, 2017 at 6:15 pm in the Lower Conference Room

Click here to download a .pdf of these minutes.

Present: Ellen Taetzsch <[email protected]>, Gary Fox <[email protected]>, Martha Rowley <[email protected]>, Heidi Lauricella <[email protected]>, Kate Kane [email protected], Susan Spaulding [email protected], Brady Weinstock [email protected], John Bohannon Chair [email protected], Célina Houlné Library Director[email protected]

Absent: None

Guests: Polly Montgomery – Friends of the Library

 

  1. Meeting called to order at 6:15 pm

 

  1. No Additions to the Agenda

 

  1. Comments from the general public

Polly Montgomery – $1,400 from exit 1 fundraiser, Christmas reception/party will be on December 2 from 11 am to 1 pm.  Polly asked board members for donations to the raffle.

FACTV will film the donation of the Jerry Pfohl painting at the party. The Friends have enough to buy the painting (including commitments that have not yet been paid but will be in hand before the party).

 

  1. Martha moved to approve the minutes of July 25, 2017 with corrections of spelling for Polly and adding Celina Houlne. Kate seconds.  Some discussion on detail to include in the minutes, All in Favor with Heidi in abstention as she was absent

 

  1. Directors Report:

$115 from Carol Blackwood’s Solar credits toward the RFPL electric bill.
Anne, Virgil, Sam and Celina will go to the New England Library Association conference (NELA) in Burlington.   VT Library Association overnight at Air BnB.  2 attendees will be paid by the VT Dept of Libraries (since VT is hosting this New England conference) and the Friends are paying for the other 2.

 

  1. Budget Status Report – No Comment

 

  1. Finalize Amendment to By-Law Article II:

July 25 Item #9: John moves that the Library Board of Trustees meet in regular session a minimum of 6 times per year in accordance with 1 V.S.A. & 312 as amended.

Ellen Seconds.  Motion carries unanimously

 

  1. Long Range Planning Committee:

John moves that the RFPL Board or Trustees approve the Library Long Range plan for 2017 to 2022, with the correction, to include the modification of the Mission Statement, and that the director be instructed to present an update of the status of the priorities each January beginning in 2019, or more frequently if it is deemed appropriate by the board.  Ellen Seconds. Motion carries unanimously

 

  1. Personnel Committee:

John moves that the board approve the adjustment of the chronology for the Director’s evaluation process, which is necessary because of the change in the board’s meeting schedule, and that this adjustment replace the chronology that is an appendix to the library’s personnel policy documents.

Ellen seconds.  Motion carries unanimously

 

  1. Fundraising Committee:

Asked the board to go through the 2016 appeal list, and the Rockingham Grand List, and initial people we know, between November 28 and December 15, 2017.

The appeal will be mailed 3rd week of December.

 

  1. No other business

 

  1. Review and approve warrants: completed

 

  1. Tasks or next meeting: FY 19 Budget and Evaluation of Director, Chair requests that Trustees come early, at 6 pm to review the 20 evaluations and draft letter

 

  1. Next Meeting: November 28 at 6:15 pm

 

  1. Viewing of “Short Takes for Trustees” educational Videos:

None watched, program considered completed by the RFPL Board of Trustees

 

  1. Executive Session: not necessary

 

  1. Meting Adjourned at 7 pm

 

 

Respectfully submitted,

 

 

Gary Fox, Secretary

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

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

 

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