Library Board of Trustees Personnel Committee Meeting
Tuesday, October 4, 2022
6:30 PM
LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

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 July 5, 2022 meeting
5. Discussion: Library Director annual performance review
6. Other Business
7. Review Action Items and Agenda Items for next meeting
8. Adjourn
Posted September 29, 2022
Board of Trustees Personnel Committee Meeting
Time: Oct 4, 2022 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/89525833429?pwd=blF5MkRlOHo0S3ZwWXpPQlFGUjFyUT09
Meeting ID: 895 2583 3429 Passcode: 735784
Dial by your location +1 309 205 3325 US

Rockingham Free Public Library
Board of Trustees
Historical Collections Committee
Tuesday, September 20, 2022
Present: Martha Rowley (acting–chair), Don Tretler, Dwayne Whitehead, Ryan Coyne, Ian Graham (ex–
officio), John Leppman (Chair, Rockingham Historic Preservation Commission)
Absent: none
Location: In the Library’s Youth Program Room, and also online via Zoom.

CLick here to download a pdf of these minutes

AGENDA
1. Call to Order: 4:20pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting: none
3. Public Comment (3 minutes per person): none
4. Approve Minutes of January 25, 2022 meeting: moved by Tretler, seconded by Coyne;
approved unanimously
5. Discussion: Possible donation of three nineteenth–century portrait paintings: Leppman
presented information about the donation of three portrait paintings in American Primitive style
thought to be of the Divoll (alt spelling possible Duval) family of Rockingham, likely painted in
the 1830s by Aaron Dean Fletcher, an itinerant portrait painter who may have been living on
Parker Hill Road at the time. After Leppman left the meeting, the Committee discussed the
possibility of the Library receiving the donation and taking ownership of the paintings. Several
outstanding questions remain: (1) Can it be determined with a high degree of certainty that the
paintings were done by Aaron Dean Fletcher; (2) can it be determined with a high degree of
certainty that the subjects of the paintings are the Divoll (or Duval) family?; (3) can it be
determined with a high degree of certainty that the paintings were done while Fletcher lived on
Parker Hill Road? The Committee was unanimously in favor of the Library continuing
discussions with the Historical Preservation Society, especially concerning these questions. The
Committee made no specific recommendation at this time.
6. Other Business: none
7. Review Action Items and Agenda Items for next meeting
8. Adjourn: 5:20pm
Respectfully submitted, Ian Graham, Library Director

Library Board of Trustees Historical Collections Committee Meeting
Tuesday, September 20, 2022
4:15 PM
LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

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 January 25, 2022 meeting
5. Discussion: Possible donation of three nineteenth–century portrait paintings
6. Other Business
7. Review Action Items and Agenda Items for next meeting
10. Adjourn
Posted September 14, 2022
Historical Collections Committee meeting
Time: Sep 20, 2022 04:15 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/83751582314?pwd=UzlvVFI2QVlFVldPZ3dGMTU4bmNpUT09
Meeting ID: 837 5158 2314 / Passcode: 468429 / Phone: +1 646 876 9923 US (New York)
——————————————————————————————————————–
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

Board of Trustees
Tuesday, September 6, 2022

Present: Carol Blackwood, Don Tretler, Martha Rowley, Ryan Coyne, Claudia Sofield, Margo Ghia,
Dwayne Whitehead, Ian Graham, Mary van Hartesveldt
Absent: Brady Weinstock, Mary Shepard

Click here to download a .pdf of these minutes

AGENDA
1. Call to Order: 6:30 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: none
3. Public Comment (3 minutes per person): none
4. Approve Minutes of July 5, 2022 Meeting: approved unanimously.
5. Financial Report: Investments and Annuities: Mary van Hartesveldt discussed the library’s investments and annuities.
6. Director’s Report: Director discussed the challenges of scheduling repair work on the building; the Book Bike grant has been extended into the fall (converting from summer program to afterschool program); a local group has proposed the possibility of installing permanent bike racks on the concrete pad in front of the building; banned book week will feature a display at the library.
7. Motion and Discussion: approval for expense lines $1,000 or more over budget: no action needed
8. Motion and Discussion: approval for use of Building Reserve Fund: Ghia moved that the library director is authorized to use not more than $5,000 in building reserve funds to pay for urgent and
unanticipated repairs to the library building in FY23. The library director will report any expenditures from the fund at the first board meeting following repairs. Rowley seconded.
Motion passed unanimously.
9. Motion and Discussion: FY23 Director salary increase: Ghia moved that the board approve an FY23 salary increase of 2% for the library director, as recommended by the Personnel Committee
on July 5, 2022, retroactive to July 1, 2022. Sofield seconded. Motion passed unanimously.
10. Schedule committee meetings: Personnel Committee tentatively scheduled for October 4, 2022, at
6:30pm. Finance Committee and Historical Collections Committee will meet prior to next board
meeting. Next board meeting is November 1, 2022.
11. Other Business: none
12. Executive Session (if necessary): none
13. Review Action Items, and Proposed Agenda Items for Next Meeting
14. Review and Approve Warrants
15. Adjourn. Rowley moved. Meeting adjourned at 7:41pm.
Submitted by Ryan Coyne, September 7, 2022

Rockingham Free Public Library
Board of Trustees Personnel Committee Meeting
Tuesday, July 5, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Ian Graham

Absent: n/a

Click here to download a .pdf of these minutes

1. Call to Order: 7:55 pm.
2. Additions to Agenda for routine administrative matters and/or pressing matters that willrequire ratification at a future meeting: n/a

3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of June 7, 2022 meeting: Martha moved, Brady seconded. Motion passed unanimously.

5. Discussion: Evaluation of Director: Full board approved revised chronology of director’sevaluation during its meeting held before this one.

6. Review Action Items and Proposed Agenda Items for Next Meeting: We will meet and finalize decisions on the collection of the evaluation input process in September/October.

7. Set Date for Next Meeting: We will decide on a date following the next full board meeting in September.

8. Executive Session (If Necessary): Brady moved that the Personnel Committee enterexecutive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3), and invite the Library Director, Ian Graham, to attend. Don moved,

Brady seconded. Motion passed unanimously.

Entered executive session at 8:01 pm

Martha moved to come out of executive session, Don seconded. Motion passed unanimously.

Left executive session at 8:07 pm.

No action was taken

9. Other Business: Martha moved that the Personnel Committee submit a recommendation to the full board that the Library Director be given a 2% pay increase, which has been budgeted for, retroactive to the start of the fiscal year of July 1. Don seconded. Motion passed unanimously.

10. Adjourn: Martha moved, Don seconded. Meeting adjourned at 8:14 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Rockingham Free Public Library
Board of Trustees
Tuesday, July 5, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Ryan Coyne, Claudia
Sofield, Ian Graham
Members of the public: Ryan O’Hara
Absent: Duane Whitehead, Margo Ghia, Mary Shepard
Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes

Agenda
1. Call to Order: 6:33 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): Ryan O’Hara introduced himself and was here to listen.

4. Approve Minutes of May 3, 2022 Meeting: Brady moved that the minutes be approved. Don seconded. Motion passed unanimously.

5. Director’s Report and FY22 Budget Status Report: Juneteenth – Ian made the decision to close the library (this was not a federal holiday at the time the union contract was negotiated). The mobile
book bike is on its way to Bellows Falls from Oregon! The Friends of the Library will hold its annual fundraiser at the Guilford welcome center on July 29. Anticipating the next book sale will begin
Thursday, August 4 and go for about one month. (Early access to members of Friends of the Library.) Among the large public libraries in the state, we are alone in requiring masks. The
policy/signs will change to “request” the wearing of masks.

6. Update on Building & Grounds: Committee met, looking for estimates on roof repair, steps, and elevator. Committee will meet again mid-fall, but Ian will continue to push for estimates.

7. Motion and Discussion: approval for expense lines $1,000 or more over budget (if necessary):
Martha moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget line) for the line item Pension/VMERS (currently $4,639 over
budget line and unlikely to increase), as stipulated in the Library Director’s job description. Claudia seconded. Motion passed unanimously.

8. Motion and Discussion: August maturity date for SecureFore5 investment: Don moved that the funds in the Global Atlantic/SecureFore 5 Annuity be withdrawn from the account upon maturity and that the Treasurer, Martha Rowley, (in consultation with Director, Ian Graham, and finance librarian, Mary Van Hartesveldt) reinvest that money into another similar fund with protected principal and a reasonable yield. Claudia seconded. Motion passed unanimously.

9. Schedule committee meetings: Personnel Committee will be meeting today following the full board meeting (July 5). Fundraising and Building/Grounds recommended to schedule meetings in
September.

10. Executive Session: Personnel: Brady moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3). Claudia
seconded. Motion was unanimously approved.
Entered into executive session at 7:35 pm.
Don moved to come out of executive session. Brady seconded. Motion passed unanimously.
Left executive session at 7:43 pm.
No action was taken.

11. Other Business: Don moved that the revised director evaluation chronology of 7-5-22 be adopted.
Martha seconded. Motion passed unanimously.

12. Review Action Items, and Proposed Agenda Items for Next Meeting: Mary will be invited to the
next meeting to discuss library annuities. Next meeting is Tuesday, September 6 at 6:30 pm.

13. Review and Approve Warrants

14. Adjourn: Martha moved. Meeting adjourned at 7:51 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, September 6, 2022
6:30PM
LOCATION: Rockingham Free Library Meeting Room (lowerfloor), and ZoomClick 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 July 5, 2022Meeting
5.Financial Report: Investments and Annuities
6.Director’s Report
7.Motion and Discussion: approval for expense lines $1,000 or more over budget
8.Motion and Discussion: approval for use of Building Reserve Fund
9.Motion and Discussion: FY23 Director salary increase
10.Schedule committee meetings
11.Other Business
12.Executive Session(if necessary)
13.Review Action Items, and Proposed Agenda Items for Next Meeting
14.Review and Approve Warrants
15.Adjourn
Zoom information:Board of Trustees Meeting, Time: Sep 6, 2022 06:30 PM
https://us02web.zoom.us/j/87457561770?pwd=NitaQ0ZEY0VJd3NqY2MrQ3dnN1d3UT09Meeting ID: 874 5756 1770, Passcode: 621425, Phone: +1 646 876 9923 US (New York)PostedSeptember 1,202