Personnel Committee Meeting Agenda: Tuesday, December 1, 2020

Library Board of Trustees Personnel Committee Meeting

Tuesday, December 1, 2020

2:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via Zoom at https://us02web.zoom.us/j/82967985778

Or Phone dial in: 16468769923 Meeting ID: 29 6798 5778

Click here to download a .pdf of this 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 23, 2020 meeting

5. Evaluation of Director

6. Other Business

7. Review Action Items and Agenda Items for Dec. 8 Meeting

8. Set Date for Next Meeting

10. Executive Session (If Necessary)

11. Adjourn

Posted November 25, 2020

Personnel Committee Meeting Minutes: Monday, November 23, 2020

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Monday, Nov. 23, 2020

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Celina Houlne

Absent: n/a

Click here to download a .pdf of these minutes.

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 1:03 pm.

2. Additions to 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 September 11, 2020 meeting: Ellen moved, John seconded. Motion was unanimously approved.

5. Evaluation of Director: We are missing input from 8 people to whom the evaluation link went out (we received 12 responses out of 19). John moved that we proceed without any further input. Ellen seconded. Motion failed. John moved that we extend the deadline for submissions until the end of the day Monday, Nov. 30, and that the library director will contact board members and others via telephone to ensure they received the link. Brady seconded. Motion was unanimously approved.

6. Other Business: n/a

7. Review Action Items and Proposed Agenda Items for Next Meeting: See item #8.

8. Set Date for Next Meeting: Tuesday, Dec. 1, 2 pm (exec session to review new input and finalize); Tuesday, Dec. 8, 2 pm (exec session to review letter)

9. Executive Session (If Necessary):

John moved that premature general public knowledge of the details concerning a personnel matter involving an RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. Martha seconded. Motion was unanimously approved.

John moved that the Personnel Committee 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. Brady seconded. Motion was unanimously approved.

The committee left executive session at 2 pm. No action was taken.

10. Adjourn: Martha moved, John seconded. Meeting adjourned at 2:03 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Personnel Committee Meeting Agenda: Monday, November 23, 2020

Library Board of Trustees Personnel Committee Meeting

Monday, November 23, 2020

1:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via Zoom at https://us02web.zoom.us/j/87899967328

Or Phone dial in: 1 646 876 9923 Meeting ID: 878 9996 7328

Click here to download a .pdf of this 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 11, 2020 meeting

5. Evaluation of Director

6. Other Business

7. Review Action Items and Agenda Items for Dec. 3 Meeting

8. Set Date for Next Meeting

10. Executive Session (If Necessary)

11. Adjourn

Posted November 19, 2020

Board of Trustee Meeting Minutes: Tuesday, November 10, 2020

Rockingham Free Public Library
Board of Trustees
Tuesday, Nov. 10, 2020
Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Mary Shepard, Don Tretler, Celina Houlne; Mary Van Hartesveldt, library staff
Absent: Kathleen Hacker, Dale Kondracki

Click here to download a .pdf of these minutes.
LOCATION: To protect the health of the public, the meeting was held online via Zoom.
1. Call to Order: 6:07 pm
2. Additions to 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 September 1, 2020 Meeting: Martha moved, Ellen seconded. The minutes erroneously read that the next meeting was Nov. 3, but it should be Nov. 10. Motion passed unanimously as amended.
5. Director’s Report: New handout for kids’ programs is available now. Lots of events planned. Anne received a grant for winter programs related to climate change — only 2 libraries in the state received this. Friends of the Library raffle tickets still being sold — the drawing for gift cards is at the end of the month. The cash raffle will be held once all tickets are finished. More people have been visiting the library in person, so now, in addition to making an appointment to visit, patrons can come to the door and see if there is space to enter without an appointment. (Generally, this is available 10-1, and 4-5:30 or 6 depending on the library’s hours of operation that day).
6. Personnel Committee Meeting Report: Director’s evaluation will be sent by Google Form. If someone cannot access this at home, John requests that you come to the library to fill it out on a computer. Committee will meet on Dec. 3 to prepare a draft report. At the next full board meeting on Jan. 7, the Personnel Committee will present the summary of the data to the full board.
7. Financial Action – TD Bank Account: Duane moved that the Rockingham Free Public Library Board of Trustees approve Library Director Celina Houlne, Board Treasurer Martha Rowley, and Reference Librarian Virgil Fuller be signers on the TD Bank Petty Cash Checking Account, and for the bookkeeper Mary Van Hartesveldt to have information only access. Martha seconded. Discussion: This is an amendment to include Virgil’s name, as it was left off previously. Motion passed unanimously.
8. FY21 Status Report & FY22 Budget Review: Mary V. and Celina reported on items discussed during the Finance Committee meeting. From those minutes of Oct. 27, 2020: The FY19 budget has some discrepancies between the Town and Library versions, and staff is awaiting answers from auditors. The FY20 actuals are still incomplete and are being audited (auditor, town fee, pension, accrued payroll are unposted at this time). There were spending reductions in FY20 that allowed expenses to come in under budget. The FY22 budget is proposed at level funding with FY21 budget (the final number from FY21 that was approved by the Selectboard). There are reductions in
payroll expenses, insurances, and repairs and maintenance, to name a few categories, that will make the level funding possible. Martha moved that the Board of Trustees approve the FY22 library budget of Four hundred twenty-eight thousand, two hundred eighty-six dollars ($428,286) in operating expenses for the support of the Rockingham Free Public Library, Three Hundred Seventy-Nine Thousand, Two Hundred Fifty Dollars ($379,250) to be raised by taxes. Brady seconded. Motion passed unanimously.
9. 2021 Town Meeting – Budget Petitions & Board Positions a) John moved that the Library Board of Trustees generate a petition to have the Library’s FY 22 annual budget, the petition to have the following language: “Shall the voters of the Town of Rockingham raise and appropriate the sum of Four hundred twenty-eight thousand, two hundred eighty-six dollars ($428,286) in operating expenses for the support of the Rockingham Free Public Library, Three Hundred Seventy-Nine Thousand, Two Hundred Fifty Dollars ($379,250) to be raised by taxes.” Mary seconded. Motion passed unanimously. b) John moved that the Library Board of Trustees generate a petition to have the Library’s annual budget voted on by Australian ballot, the petition to have the following language: “Shall the voters of the Town of Rockingham adopt the budget of the Rockingham Free Public Library by Australian ballot, commencing with the 2022 Town of Rockingham Annual Meeting?” Don seconded. Discussion about benefits and ramifications of this. Motion passed with 5 in favor, 2 abstentions.
10. Other Business: John urged anyone who will be giving a report to write it down as it will be presented, keep it brief, and email the report to the secretary.
11. Warrants: Mary S. will come in to sign them.
12. Review Date for Next Personnel Committee Meeting: Monday, Nov. 23 at 1 pm
13. Review Date for Next Board Meeting: Tuesday, January 5 at 6:00 pm
14. Review Agenda Items for Next Meeting: Personnel Committee will submit draft evaluation.
15. Executive Session (If Necessary): n/a
16. Adjourn: Martha moved to adjourn, Brady seconded. Meeting adjourned at 7:23 pm.
Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting Agenda: Tuesday, November 10, 2020

Library Board of Trustees Meeting

Tuesday, November 10, 2020

 6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online       via Zoom at  https://us02web.zoom.us/j/86870554009 or phone dial in   + 1 646 876 9923

Meeting ID: 868 7055 4009

Click here to download a .pdf of this 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 1, 2020 Meeting
  5. Director’s Report
  6. Personnel Committee Meeting Report
  7. Financial Action – TD Bank Account
  8. FY21 Status Report & FY22 Budget Review
  9. 2021 Town Meeting – Budget Petitions & Board Positions
  10. Other Business
  11. Warrants
  12. Review Date for Next Personnel Committee Meeting
  13. Review Date for Next Board Meeting: January 7 at 6:00 pm
  14. Review Agenda Items for Next Meeting
  15. Executive Session (If Necessary)
  16. Adjourn

Posted November 6, 2020

Finance Committee Meeting Minutes: Tuesday, October 27 2020

Rockingham Free Public Library

Board of Trustees: Finance Committee Meeting

Tuesday, October 27, 2020

Present: Martha Rowley, Brady Weinstock, Duane Whitehead, Mary Shepard, Celina Houlne; Mary Van Hartesveldt, library staff

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

Click here to download a .pdf of these minutes.

1. Call to Order: 6:02 pm

2. Election of Committee Chair and Secretary: Brady nominated Martha to continue as Chair; Mary seconded. Motion was unanimously approved. Martha nominated Brady to continue as Secretary; Mary seconded. Motion was unanimously approved.

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

4. Public Comment (3 minutes per person): n/a

5. Approve Minutes of October 24, 2019 Meeting: The date on the minutes should read Oct. 24. Martha moved that the minutes be accepted as amended; Duane seconded. Motion was unanimously approved.

6. Review FY22 Budget: The budget for FY22 was discussed and reviewed, along with FY20 and FY21. The FY19 budget has some discrepancies between the Town and Library versions, and staff is awaiting answers from auditors. The FY20 actuals are still incomplete and are being audited (auditor, town fee, pension, accrued payroll are unposted at this time). There were spending reductions in FY20 that allowed expenses to come in under budget. The FY22 budget is proposed at level funding with FY21 budget (the final number from FY21 that was approved by the Selectboard). There are reductions in payroll expenses, insurances, and repairs and maintenance, to name a few categories, that will make the level funding possible.

7. Other Business: n/a

8. Executive Session (If Necessary): n/a

9. Review Agenda Items for Next Meeting: Mary will check with auditors to get answers for 2019 discrepancies; Martha will propose to the full board that the budget be approved as submitted.

10. Set Date for Next Meeting: n/a

11. Adjourn: Brady moved to adjourn, Mary seconded. Meeting adjourned at 7:18 pm.

Respectfully submitted,

Brady Weinstock, Secretary