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Communication Committee Meeting Agenda: Wednesday, January 9, 2013

Library Board of Trustees
Communications Committee Meeting
Wednesday, January 9, 2013

9:00 AM at Dish On Main Restaurant Saxtons River

Agenda

1. Public Comment
2. Additions or Changes to Agenda
3. Approve minutes of November 7
3. Report on NY City Trip & Open House, follow-up comments
4. Fundraiser Committee
5. Friends of the Library events, sales
6. New business: Spring Trip, Book Sale
7. Tasks for February

Board of Trustees Meeting Agenda: Thursday, December 13, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, DECEMBER 13, 2012
4:00 PM

LOCATION: WOOL Radio, 33 Bridge Street in Bellows Falls

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of November Trustees meeting and special meetings.
4. Director’s Monthly Report & Financial Report
5. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications
e. Renovation
f. Finance
g. Personnel
6. Renovation Project Update – discuss Tuesday, December 18th Selectboard Meeting
7. Fundraising Committee Update
8. Review Agenda Items for next meeting and set date
9. Executive Session: Personnel
10. Adjourn

Board of Trustees Meeting Minutes: Thursday, December 13, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING MINUTES
THURSDAY, DECEMBER 13, 2012
4:00 PM

LOCATION: WOOL Radio, 33 Bridge Street in Bellows Falls

Trustees in attendance: David Buckley, Duane Whitehead, Hope Brissette, Carolyn Frisa, Deborah Wright, Deb Wetzel, Jan Mitchell-Love, and Laura Senes. Also present: Célina Houlné (Library director) and Serena Hickey for public comment.

AGENDA: Called to order by Jan Mitchell-Love at 4:05.

1. Additions or changes to agenda-Change made to add the discussion of contracts to the executive session portion of the meeting.

2. Public comment (3 minutes in person)-Serena Hickey presented to thank the board for not meeting at the library, as the meetings can be loud at times. This is especially true now with the reduced available space in library. The board will continue to have board meetings outside of the library until there is room available.

3. Approve Minutes of November Trustees meeting and special meetings.-
Motion to approve as written the minutes for the special meeting on November 8, 2012 passed unanimously.
Motion to approve as written the minutes for the monthly trustee meeting on November 14, 2012 passed unanimously.
Motion to approve as written the minutes for the special meeting on December 10, 2012 passed unanimously.

4. Director’s Monthly Report & Financial Report- Célina Houlné gives directors report, including renovation update. Célina is working on the annual appeal letter and needs the trustees to come in and help write personal notes on them.

5. Committee Reports and Issues
a. Policy-Nothing to report
b. Building-Nothing to report
c. Historical Collection-Carolyn Frisa reports that there was a meeting of the Historical Collection committee. We did not receive the grant we had applied for. They are presently planning the grand opening exhibit.
d. Communications-Deb Wetzel reports the NYC trip was a success and made about $1800. There were about 75 people present for the open house.
e. Renovation- Célina Houlné suggests the trustees approve of PR-13 for the full $1213.00 for essential electrical work. At the last meeting the trustees approved to pay for $905. A motion was made to approve paying the whole $1213. This motion did not pass with 3 votes for, 3 votes against, and 2 abstentions. Any issues with the architect or Baybutt on this matter will be directed to Jan Mitchell-Love.
f. Finance-Nothing to report
g. Personnel-Nothing to report

6. Renovation Project Update – discuss Tuesday, December 18th Selectboard Meeting- The Selectboard will meet on Tuesday. There will be an executive session to discuss contract matters starting about 7:00 that the library trustees will attend. The library trustees will meet at 6:45 in the hall for an update from the Tuesday construction meeting.

7. Fundraising Committee Update-Nothing to report

8. Review Agenda Items for next meeting and set date-The next meeting will be January 10th at 4:00, location to be announced.

9. Executive Session: Personnel and contract matters-Motion to go into executive session at 4:45 approved unanimously. Discussion of personnel and contract matters. Executive session adjourned at 5:50.

10. Adjourn-Motion to adjourn meeting 5:58 approved unanimously.

These minutes respectfully submitted by Co-Secretary, Laura Senes on December 21, 2012.

 

Board of Trustees Special Meeting Minutes: Monday, December 10, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
MINUTES FROM BOARD OF TRUSTEES SPECIAL MEETING
MONDAY, DECEMBER 10TH, 2012
4:30 PM
LOCATION: WOOL RADIO MEETING ROOM

Trustees in Attendance: David Buckley, Duane Whitehead, Laura Senes, Hope Brissette, Carolyn Frisa, Deborah Wright, and Jan Mitchell-Love.
Invited Guests in Attendance: Célina Houlné (Library Director), Tom MacPhee (Rockingham Selectboard Chairman), Tim Cullenen (Rockingham Municipal Manager), Chip Stearns (Rockingham Finance Director), Peter Stolley (Renovation Committee) and Pat Fowler (Renovation Committee).

The meeting was called to order by Chairwoman, Jan Mitchell-Love at 4:37pm.

No additions or changes to the agenda were made.

No public comment was made.

David Buckley moved that that the Trustees and invited guests enter Executive Session; the motion was seconded by Deborah Wright and unanimously approved. Discussion ensued. Carolyn Frisa motioned to adjourn Executive Session at 5:40pm; the motion was seconded by Deborah Wright and unanimously approved.

Hope Brissette motioned to adjourn the meeting at 5:41; the motion was seconded by David Buckley and unanimously approved.

These minutes were respectfully submitted by Co-Secretary, Carolyn Frisa on December 12, 2012.

Historical Collections Committee Agenda: Tuesday, December 4, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING AGENDA
Tuesday, December 4, 2012
3:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Update on Packing/Storing Historical Collections Remaining on First Floor / Mezzanine of Library during Renovation Project
4. Update on Grant Applications
5. Next Steps for Historical Collections Committee
6. Review Previous Task List and Set New Tasks
7. Review Agenda Items for Next Meeting and Set Meeting Date
9. Adjourn

Board of Trustees Special Meeting Minutes: Wednesday, November 14, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
MINUTES FR0M BOARD OF TRUSTEES SPECIAL MEETING
WEDNESDAY, NOVEMBER 14th, 2012
5:00 PM

1. The meeting was called to order at 5:05 by chairwoman Jan Mitchell-Love.

2. No additions or changes to the agenda were made.

3. No public comments were made.

4. Discussion of Renovation Project Proposal Requests #11, 12, 13, & 14
• Proposal Request #11 – Costs associated with wiring the HP3, HP4 and ERV in crawl space (external heat pumps) $5,419.00
-David Buckley motioned that the Trustees accept the proposal provided by Baybutt as written. Jan Mitchell-Love seconded the motion. Discussion ensued – this figure includes the $368 for labor to re-enter crawl space and excludes the OH/profit markup of $812 previously proposed by Baybutt.
-The motion to approve Project Proposal Request #11 (including the amount of $5,419.00) was passed by the Trustees.
• Proposal Request #12 –
Costs associated with Elevator Lockout Feature $1,006.00
-Steve Fuller motioned that the Trustees accept the proposal provided by Baybutt as written. Jan Mitchell-Love seconded the motion. Discussion ensued – includes $131 OH/profit markup.
-The motion to approve Project Proposal Request #12 (including the amount of $1,006.00) was passed by the Trustees.
• Proposal Request #13 – Costs associated with switching the breakers for ERVs to accommodate three-phase power $1,213.00
-Steve Fuller motioned that the Trustees accept the proposal provided by Baybutt as written. Deborah Wright seconded the motion. Discussion ensued – there are inconsistent calculations on the paperwork provided by Baybutt and Lawrence & Lober (electrical subcontractor), including a double charge for the subcontractor markup for OH/profit ($158) on the proposal from Baybutt (the $1,055 includes the $158 subcontractor markup in the quote from Lawrence and Lober. Trustees feel the cost of labor should not be the responsibility of the Library as this was an error made by a subcontractor.
-The motion to approve Project Proposal Request #13 (including the amount of $1,213.00) was rejected by the Trustees.
-Deborah Wright made the motion to amend Proposal #13 by changing the amount of funds approved from $1,213.00 to $905.00. Hope Brissette seconded the motion. Discussion ensued – this cost includes one charge for OH/profit and excludes the labor costs as this error was not the fault of the Library.
-The motion to approve Project Proposal Request #13 with the amended amount of $905.00 was approved by the Trustees.
• Proposal Request #14 – Proposed Roofing Change – 1909 Bay Window
-An explanation of the proposed change was explained in greater detail. No vote to approve the proposal request was needed as no cost is associated with this change order.

The meeting was adjourned at 5:45pm. Trustees in attendance: Duane Whitehead, David Buckley, Deborah Wright, Steve Fuller, Hope Brissette, Jan Mitchell Love and Carolyn Frisa. Additional parties present: Célina Houlné, Library Director. These minutes were respectfully submitted by Carolyn Frisa, Co-Secretary, on November 15, 2012.

Board of Trustees Meeting Minutes: Thursday, November 8, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY BOARD OF TRUSTEES
MEETING MINUTES
THURSDAY, NOVEMBER 8, 2012

Meeting called to order at 4PM

Present: Celina, Hope Brissette, Debbi Wetzel, Jan Mitchell-Love, Deb Wright, Steven Fuller and Duane Whitehead

No changes or amendments to the agenda no public comment

Minutes approved from September 13th meeting…look back and approve Oct.23rd minutes when ready and amended

Directors report given by Celina

Committee Reports:
Policy- Steven had nothing to report
Building-Hope asks if storage is being checked regularly, answered yes.
Historical Collection -discussion on process for display cases and report of bronze plaque for book drop empty space
Communications-Debbi reported on successful trip to NY with about $1,500 profit. Volunteer baskets to be given out before Thanksgiving and staff breakfast scheduled.
Finance – new bill from Baybutt, renovation expenses chart, and unseen changes expense chart , distributed to Board. FY budget 14. Celina gives details on biggest change in line item (pg 3 of financial report) pertains to data base, the new tech equipment includes cost of new server, to make change this fiscal year in Feb. KOHA agreement will be changed to VOKAL (annual fee $1,000 savings). Motion made by Steven Fuller to move $1,000 out of line 120 on FY 14 Budget automated library system, move to property and liability insurance line…all in favor..approved.
Make an * notation for tech equipment savings and maintain to pay for server upgrade and electric all in favor…approved.
Renovation – PR#12 pertaining to lock out feature of new elevator vote.
PR #11 vote tabled to be dealt with by special meeting asap.
PR #14 pertaining to change in roof flashing /edging, after consideration by Ellen Howard at town office. Motion to approve made by Deb Wright…all in favor..approved.
Personnel Committee- no report

Next Trustees Board meeting scheduled for Thursday, December 13 @ 4PM

Meeting adjourned at 5:30 PM

 

Historical Collections Committee Meeting Agenda: Thursday, October 25, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING
Thursday October 25, 2012
5:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Update on Packing/Storing Historical Collections Remaining on First Floor / Mezzanine of Library during Renovation Project
4. Tru-Vue Grant Application Summary
5. Next Steps for Historical Collections Committee
6. Review Previous Task List and Set New Tasks
7. Review Agenda Items for Next Meeting and Set Meeting Date
9. Adjourn

Historical Collections Committee Meeting Minutes: Thursday, October 25, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING MINUTES
Thursday October 25, 2012
5:00 PM

The meeting was called order at 5:05pm by Chairwoman, Carolyn Frisa.

1. Additions or changes to agenda
• Duane asked that we discuss display furniture and shelving – to be covered under Next Steps (Item 7).
• Duane asked whether we needed to create a timeline for upcoming projects. This will be done on an as-needed basis.

2. Public comment (3 minutes in person)
• No public comment.

3. Update on Packing/Storing Historical Collections Remaining on First Floor / Mezzanine of Library during Renovation Project
• Packing supplies have been obtained by Emily.
• Emily plans to pack Friday, Oct. 26 from 9:00 – 3:00 and any help is welcome. She will continue to pack on Monday and Tuesday of next week. Carolyn is available to help on Tuesday.
• Thursday November 1 is the final packing and moving day. Debbi will provide a vehicle and help. Others are also welcome to assist with the move. Exact time to be determined by Emily.
• The packing of the historic clock is nearly complete. Packing materials will be installed just prior to crating by Baybutt.
• Baybutt is also responsible for protecting the oversize painting with polyethylene sheeting.

4. Tru-Vue Grant Application Summary
• Emily provided the committee with a summary of the grant application which is due on Nov. 1. If funded, the historic 5-shelf barrister’s bookcase will retrofitted to make it museum-quality and theft-proof. Emily will provide the committee with a copy of the grant application when it is complete. Grant notification should be approximately 6 weeks from submittal deadline.

5. Next Steps for Historical Collections Committee
• Insurance assessment for entire Library will occur following renovation project. The committee will prepare a list of items identified as potentially needing separate riders (the clock is currently the only item in the collection with a separate rider).
• Continue to work on exhibit plans for Renovation Opening Display. The theme will be the History of the Rockingham Public Library and will most likely include original photographs and enlarged display copies, as well as other library-related ephemera/memorabilia. Exhibits will be rotated every four months (i.e. three times per year).
• Create either a specific line item within the Library Budget or create a separate Historical Collections bank account to ensure donations designated for the Historical Collections are clearly designated and spent accordingly.
• Establish an amount of $500 for Historical Collections in the new FY 2013 budget. This will include $250 for rehousing supplies and $250 for rotating exhibits expenses.

6. Review Task List
• Previous tasks were reviewed.

• Emily
1) purchase plastic sheeting to protect items on Mezzanine.
2) contact Karen Becker (clock restorer) re: current insurance value on clock
3) contact Brattleboro Public Library re: shelving units for historic reference books in reading room
4) assess remaining display units / shelves on 3rd floor with Carolyn (to reuse or discard)
5) pack and move remaining Historic Collections items by end of next week
6) continue researching deaccessing methods. Contact VHS re: borrowing books on subject
7) complete and submit Tru-Vue grant by November 1

• Carolyn
1) assess remaining display units / shelves on 3rd floor with Carolyn (to reuse or discard)
2) assist with packing of Historic Collection
3) continue researching deaccessing methods
4) assist with Tru-Vue grant application
5) provide vendor information and cost estimates for creating historic photo facsimiles for display

• Celina
1) provide furniture/display catalogs and websites for next meeting
2) make additions to FYI budget for Historical Collection
3) bring architectural renderings of first floor showing potential location of display and shelving units to next meeting

• Duane
1) bring criteria list for historic reference book collection shelving to next meeting

• Debbi
1) assist with packing and moving and provide transportation to complete project by end of next week.

7. Next meeting is set for Tuesday, November 20th at 3:00pm.
• The primary topic will be display cases and book shelving units. This will include cases to be used for rotating exhibits of various types of objects from the collection as well as bookcases for the Local History Reference Collection.

9. The meeting was adjourned at 6:19pm.

Committee Members in Attendance: Célina Houlné, Emily Zervas, Duane Whitehead, Debbi Wetzel and Carolyn Frisa.

Board of Trustees Special Meeting Minutes: Tuesday, October 23, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY
MINUTES FROM BOARD OF TRUSTEES SPECIAL MEETING
TUESDAY, OCTOBER 23rd, 2012
5:00 PM

1. The meeting was called to order at 5:05 by Chairwoman Jan Mitchell-Love.

2. No additions or changes to the agenda were proposed.

3. No public comment was made.

4. Discuss of Renovation Project Issues
• Discussion of PR 11 (proposed change to elevator key access control panel) and PR 12 (proposed changes to heat pump unit / system
• The Trustees recommend Baybutt’s waive the markups for overhead and profit for BOTH PRs.
• The Trustees recommend that the Library be responsible for paying for materials ONLY on both PRs. Ideally this price will reflect the cost of materials when the orders for the elevator and heat pump unit systems were made initially.
• The Trustees ask that David Buckley negotiate these matters with the architects and construction management companies as appropriate.
• Duane Whitehead stated that the elevator decision must be made by November 9.

5. An Executive Session was not called.

6. A motion to adjourn the meeting was made by Steve Fuller, seconded by Deborah Wright, and unanimously approved at 5:39pm.

Trustees Present: Jan Mitchell-Love, Debbi Wetzel, Steve Fuller, Duane Whitehead, Carolyn Frisa, Hope Brissette, and Deborah Wright. Also present: Célina Houlné (Library Director) Minutes respectfully submitted by Carolyn Frisa, Co-Secretary October 23, 2012

 

Board of Trustees Special Meeting Agenda: Thursday, October 18, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
AGENDA FOR BOARD OF TRUSTEES SPECIAL MEETING
THURSDAY, OCTOBER 18TH, 2012
3:30 PM

1. Call to order
2. Additions or changes to agenda
3. Public comment (3 minutes in person)
4. Roles in the Renovation Project:
a. Trustees at the Contractors’ Meetings
b. Trustees’
c. Library Director’s
5. Executive Session
Contract Matter – Negotiating Update
6. Set date for special meeting on 115.1, missing part for elevator.
7. Adjourn

Board of Trustees Special Meeting Minutes: Thursday, October 18, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY
MINUTES FROM BOARD OF TRUSTEES SPECIAL MEETING
THURSDAY, OCTOBER 18TH, 2012
3:30 PM

Trustees present: Deborah Wright, Hope Brissette, Steve Fuller, Carolyn Frisa, Laura Senes, Duane Whitehead, )Jan Mitchell-Love, David Buckley Additional members present: Célina Houlné (Library Director)

1. The meeting was call to order at 3:36 by Chairwoman Jan Mitchell-Love

2. No additions or changes were made to the agenda.

3. No public comment.

4. Review of Roles in the Renovation Project
a. Trustees at the Contractors’ Meetings
b. Trustees
c. Library Director

Discussion about roles covered the Trustees responsibility as individuals and as a whole Board of any money spent and that the Library Director acts as the primary advocate for library staff and building.

5. Executive Session on Negotiating Contracts for Renovation Project
A motion to enter executive session was made by Carolyn Frisa; seconded by Duane Whitehead; unanimously approved at 3:57pm. The Executive Session ended at 4:17pm.

6. The motion tabled during the Board Meeting on 10.18.2012 concerning the negotiation of renovation project contracts was withdrawn by Duane Whitehead.

Steve Fuller motioned that David Buckley act as negotiator on behalf of the Trustees to negotiate the renovation project contracts as necessary; seconded by Deb Wright; no discussion; unanimously approved.

6. The next Special Meeting concerning the missing part for the new elevator will take place on Tuesday, October 23, 2012 at 5:00pm at the Masonic Temple.

7. A motion to adjourn was made by Carolyn Frisa; seconded by Steve Fulller; and unanimously approved at 4:20pm.

Respectfully submitted by Co-Secretary Carolyn Frisa, October 18, 2012.

 

Board of Trustees Meeting Agenda: Thursday, October 11, 2012

ROCKINGHAM FREE PUBLIC LIBRARY |
BOARD OF TRUSTEES MEETING
THURSDAY, OCTOBER 11, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – September 13, 2012
4. Director’s Monthly Report & Financial Report
5. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Renovation
f. Finance
g. Personnel
6. Renovation Project Update
7. Fundraising Committee Update
8. Review Agenda Items for next meeting and set date
9. Adjourn

Board of Trustees Meeting Minutes: Thursday, October 11, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, OCTOBER 11, 2012
4:00 PM

In Attendance: Jan Mitchel-Love, Hope Brisette, Laura Senes, Duane Whitehead, David Buckley, Deb Wright, Deb Wetzel, and Célina Houlné.

AGENDA: Called to order 4:10

1. Additions or changes to agenda: None

2. Public comment (3 minutes in person): none

3. Approve Minutes of Board Meeting – September 13, 2012
• Motion to table approval of minutes to allow Caroline an opportunity to resubmit minutes if she wants. Motion approved unanimously.

4. Director’s Monthly Report & Financial Report
• Celina Houlne reviewed the director’s report. Fall programs have begun. 65 people came out to the Star Wars Reads day, and the Eagle Times covered this event. The Banned Books week was observed and broadcast on FACT-TV. Celina also solicited questions on the financial report.

5. Committee Reports and Issues
a. Policy: none
b. Building: Hope asked about having the masonry of the chimney looked at. Celina will ask Jason LaCombe about this so he can be prepared to address this at next Tuesday’s construction meeting.
c. Historical Collection: The next meeting is tentatively scheduled for next Thursday at 3:00.
d. Communications – Fundraising: The committee just had a meeting. The New York City trip is sold out, with just four seats left on the bus to sell. This trip will make a profit of about $2000. For the holidays, the open house is scheduled for December 8. There will also be a staff appreciation breakfast paid for by the Friends of the library. The volunteers will receive gift baskets. The Friends are also hosting the cocktails for a cause event next Thursday at Popolo’s.
e. Renovation: David reports that the furniture committee met with the company representative, who will get back to the committee with more information.
f. Finance: Celina is presently working on the budget for FY14. She also pointed out that the financial reports have been improved to include percentages of the budget spent.
g. Personnel: Laura Senes made a motion to pass Celina Houlne’s personnel evaluation. The motion was approved unanimously. Celina will write a response that will be included with the evaluation in her file.

6. Renovation Project Update
• David Buckley made a motion we ask each party involved in the renovation project to pay 1/3rd of the additional payment requested by the architects. This motion was tabled. David read the contract, which states that the architects are contracted to work for 20 months from when the contract was signed. This differs from the letter received by from the architects. The board authorized David Buckley to call Eric Palson to clarify this issue.
• A motion was made to approve the change orders for removal of the cement wall and to sheetrock the wall in the children’s room. The motion was passed unanimously.

7. Fundraising Committee Update
• The fundraising committee met and will be looking into getting donations from foundations connected with Vermont, and with an interest in libraries. They are also requesting all members of the board of trustees of the library financially contribute.

8. Review Agenda Items for next meeting and set date: Review of the agenda items deferred at this time. Next meeting set for November 8 at 4:00.

9. Adjourn: Move to adjourn meeting approved unanimously at 5:40.

Board of Trustees Special Meeting Minutes: Tuesday, October 9, 2012

Rockingham Free Public Library
Board of Trustees Special Meeting
Tuesday, October 9, 2012
Time and Place: 4 p.m. at Masonic Temple

1. The meeting was called to order by Chairwoman Jan Mitchell-Love at 4:15.

2. Public comment (3 minutes per person) –No public comment.

3. Renovation Update
-The Trustees are still waiting for update from architects on how to handle additional architectural consulting fees due to extended completion date.
-Duane Whitehead reported SMP Architects plan to present options at the upcoming Trustee meeting on October 11

4. Executive Session with Trustees only – Personnel
-Steve Fuller moved to go into Executive Session; Laura Senes seconded the motion; the motion was unanimously approved at 4:20.
-Carolyn Frisa motioned to come out of executive session; Duane Whitehead seconded the motion; the motion was unanimously approved at 6:33.

Carolyn motioned to accept the draft of the director’s evaluation with edits as recommended by Trustees. Duane seconded the motion; the motion was unanimously approved. Jan will send the final evaluation to Trustees and the Director.

5. Adjourn
-Carolyn Frisa motioned adjourn the meeting; Duane Whitehead seconded the motion; the motion was unanimously approved at 6:35.

Trustees in attendance: Jan Mitchell-Love, Steve Fuller, Duane Whitehead, Hope Brissette, Laura Senes, Deborah Wright, and Carolyn Frisa.

Additional Attendees: Célina Houlné (Library Director)

Board of Trustees Special Meeting Minutes: Tuesday, October 2, 2012

Rockingham Free Public Library

Board of Trustees Special Meeting
Tuesday, October 2, 2012
Time and Place: 4 p.m. at Masonic Temple

1. The meeting was called to order by Chairwoman Jan Mitchell-Love at 4:15.

2. Public comment (3 minutes per person) –No public comment.

3. Renovation Update
-The Trustees are still waiting for update from architects on how to handle additional architectural consulting fees due to extended completion date.
-Duane Whitehead reported SMP Architects plan to present options at the upcoming Trustee meeting on October 11

4. Executive Session with Trustees only – Personnel
-Steve Fuller moved to go into Executive Session; Laura Senes seconded the motion; the motion was unanimously approved at 4:20.
-Carolyn Frisa motioned to come out of executive session; Duane Whitehead seconded the motion; the motion was unanimously approved at 6:33.
Carolyn motioned to accept the draft of the director’s evaluation with edits as recommended by Trustees. Duane seconded the motion; the motion was unanimously approved. Jan will send the final evaluation to Trustees and the Director.

5. Adjourn
-Carolyn Frisa motioned adjourn the meeting; Duane Whitehead seconded the motion; the motion was unanimously approved at 6:35.

Trustees in attendance: Jan Mitchell-Love, Steve Fuller, Duane Whitehead, Hope Brissette, Laura Senes, Deborah Wright, and Carolyn Frisa. Additional Attendees: Célina Houlné (Library Director)

Historical Collections Committee Meeting Agenda: Monday, September 17, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING
MONDAY, SEPTEMBER 17, 2012
2:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Plan for Packing/Storing Historical Collections Remaining on First Floor / Mezzanine of Library during Renovation Project
4. Update on NEH Preservation Assistance Grant Application
5. Next Steps for Historical Collections Committee
6. Review Task List
7. Review Agenda Items for Next Meeting and Set Meeting Date
9. Adjourn

Historical Collections Committee Meeting Minutes: Monday, September 17, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING MINUTES
MONDAY, SEPTEMBER 17, 2012
2:00 PM

Members Present: Carolyn Frisa (Chair), Debbi Wetzel, Emily Zervas and Célina Houlné

Call to order at 2:10pm.

AGENDA

1. Additions or changes to agenda
• None.

2. Public comment (3 minutes in person)
• None.

3. Review Plan for Packing/Storing Historical Collections Remaining on First Floor / Mezzanine of Library during Renovation Project
• Carolyn & Emily reported approximately 20 framed artworks and the grandfather clock remain in their original locations on the first floor and these need to be either packed and move or protected in place ASAP to prevent potential damage during renovation.
• Discussion followed about how best to deal with the oversize painting of Bellows Falls – until the basement is finished and storage space is available, the painting should be protected with polyethylene sheeting (taped securely to walls surrounding painting). Emily will purchase the sheeting from J&H Hardware and Célina will ask Baybutt to install it. Once on-site storage space is available, the painting will be packed and moved to the basement or third floor (before the painting process if not sooner). Baybutt will also be enlisted to help deinstall and move the painting at this time.
• Célina will ask Baybutt to construct a protective wooden crate for the grandfather clock and Emily will protect the clock bonnets with Ethafoam (Carolyn will check her studio for scraps to donate). Carolyn suggested that Emily create a sign to post on the crate explaining why it is there; Emily agreed to do this.
• Discussion about what do to with items currently stored on Mezzanie. These were packed and stored here because they were deemed either too fragile, too valuable, or too awkward to safely transport to VS Books for storage during the renovation project.
-some items in boxes could be moved to VS Books
-chairs that are regularly used by library patrons can also be moved
-The remaining items will be covered with one large piece of plastic sheeting in addition to the small sheets currently covering objects locally. Emily will also create a large sign indicating CAUTION is necessary when working near this are.
• Emily questioned when pack/move the objects (mostly books) in the Haynes Room. Célina will get the schedule from Baybutt and these items will be moved to VS Books prior to construction in this area.
• Debbi offered to donate a new roll of bubble wrap and Emily will order any additional packing materials in the next few weeks.
• Emil will solicit volunteers to help with the packing process; Debbi and Carolyn can provide vehicles to transport items to VS Books; Célina suggested we also ask Bob to help (he typically works Mon, Wed, Fri from 8-11am).

4. Update on NEH Preservation Assistance Grant Application
• Emily provided an update on the NEH PAG application. She and Carolyn worked on this proposal and it was submitted on May 1, 2012. Notification of awards is scheduled for November 2012. She will email a copy of this application to the Committee.
• Focus of grant application was on rehousing and storing the rest of the Historic Photograph Collection (the rehousing of the other part of this collection was funded in 2010 by a grant from IMLS which Emily and Carolyn also worked on). Items requested included a new flat file and folders for storage of oversize photographs, housing materials for the very large glass plate negative collection, and an electronic data logger to monitor environmental conditions in the new collections storage room. Carolyn explained that having this data logger in place is highly recommended for future successful grant applications for the Historical Collections.

5. Next Steps for Historical Collections Committee
• Take steps to clearly define the deaccessioning process for the items that need to be deaccessioned. Books have been identified as the most likely first group to be deaccessioned.
• Develop program for rotating exhibit for grand reopening celebration of library; there will be at least one display on each floor of the Library. This also includes deciding what types of display cases are necesary to do this.
• Set up specific bank account for Historical Collections.

6. Review Task List

• Carolyn
1) post query on online forum, Connecting to Collections, about what methods other I nstitutions have used for deaccessioning.
2) look for ethafoam scraps at studio and deliver to library for clock.
3) look into potential funding for display cases from Tru-Vue

• Emily
1) purchase necessary packing supplies and organize pack/move dates with volunteers
2) send NEH PAG grant application to Committee
3) create wish list of new display cases/furniture prior to meeting with furniture consultant Heather Rowan
4) make signs for clock crate and mezzanine areas

• Debbi
1) deliver donated bubble wrap roll to Library
2) work with Emily to establish packing/moving dates and provide use of van

• Célina
1) Talk to Baybutt about constructing crate for clock, protecting oversize painting with plastic sheeting, and work schedule for all areas on first floor with historic collections
2) Include display furniture items in final wish list for new library furniture to be presented to Heather Rowan
3) Set up Historical Collections bank account.

7. Next meeting will take place on Thursday, October 11 at 2pm at the Library.

8. A motion to adjourn the meeting was made by Carolyn; seconded by Debbi; unanimously approved at 3:30.

Communications Committee Minutes: September 17, 2012

Rockingham Free Public Library
Communications Committee Minutes
September 17, 2012

Meeting started at 1:00 PM.

No Public Comment.

No add/changes to August Minutes.

Report on November trip to NYC…..tickets sold out, and 6 seats sold. Ask $60 for just seat on bus to NY. Make handout for spring trip to Boston with clip board. First choice will give map of area to hand out.

Fundraise meeting will be held October 3 at 6Pm Jan Mitchell- Love will take over direction .

Holiday Open House – check with Friends for agree on date December 8, time 2-4 ?

Staff Appreciation and donation of small gift baskets and certificates to volunteers. Debbi- 6 baskets, Jan-cookies, Celina-clementines and certificates, will make addition from Friends contribution. Breakfast for staff of 10at Dish on Main in Saxtons River in October…Debbi check with restaurant for open dates, and will Friends pay.

Date for next meeting October 11 at 3:00 before Trustees meeting.

Board of Trustees Meeting Agenda: Thursday, September 13, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, SEPTEMBER 13, 2012
3:30 PM
Location: Emmanuel Episcopal Church

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – August 9, 2012
4. Director’s Monthly Report & Financial Report
5. Renovation Project Update – Review finishes
6. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Finance
f. Personnel – review of Trustee duties and rules of Executive Session
7. Review Agenda Items for next meeting and set date
8. Executive Session – Director’s Evaluation
9. Adjourn

Board of Trustees Meeting Minutes: Thursday, September 13, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, SEPTEMBER 13, 2012
3:30 PM
AMENDED MINUTES

Location: Emmanuel Episcopal Church

Trustees present: David Buckley, Laura Senes, Steve Fuller, Duane Whitehead, Jan Mitchel-Love, Debbi Wetzel, Carolyn Frisa, Hope Brissette; Deb Wright arrived at 4:15. Additional members present: Célina Houlné (Library Director)

AGENDA: Called to order by Jan Mitchel-Love at 3:33.

1. Additions or changes to agenda
• Error discovered in April 2012 minutes – “worked with Personnel Committee to allow free Library memberships to All Town Employees…” should have been listed under general business rather than under “Personnel Committee Report”. A motion to correct the April 2012 Minutes was made by Steve Fuller, seconded by Hope Brissette and unanimously approved.
• A question was raised as to whether the Trustees would like to create a separate document defining the specific roles of the Trustee Renovation Representatives (Duane Whitehead and Hope Brissette) and Célina Houlné (Library Representative). The Trustees felt that what has already been written in various Trustee Meeting Minutes is sufficient.

2. Public comment (3 minutes in person)
• None

3. Approve Minutes of Board Meeting – August 9, 2012
• Hope Brissette moved to approve them as submitted; seconded by Steve Fuller; approved unanimously by the Trustees.

4. Director’s Monthly Report & Financial Report
• see Director’s Report and Financial Report for details
• A question was raised concerning losses/profits of providing coffee to patrons. The Library Director will look into less expensive sources for coffee.
• A question was raised concerning the 169% budget line for Adult Programming. The Library Director provided an explanation of the overage and reported funds are available from the Friends to cover these additional costs.

5. Renovation Project Update – Update on Letter to Fred Baybutt and Review of Interior Finishes
• The Library Director provided the Trustees with copies of the response letter from Fred Baybutt (received earlier today). Discussion followed.
• The Library Director provided the Trustees with the Renovation Expense Report through 9-17-12. A request that a percentage line be added to future reports was made.
• The Library Director presented the Trustees with the interior finishes recommended by the Renovation Committee as a result of their meeting on Tuesday. Steve Fuller motioned to approve all recommendations made by Renovation Committee; seconded by Hope Brissette. No discussion. Unanimously approved. A discussion followed about the potential use of chalkboard or magnetic paint in the Youth Department area.
• Furniture: Jason Lacombe (SMP Architects) recommended contacting furniture consultant Heather Rowan at the Renovation Committee meeting. Creating a “wish list” is the first step in the process. A meeting with Ms. Rowan will be set up on either Sept. 24th or 25th at 5:00pm – Trustees are encouraged to attend.

6. Committee Reports and Issues
a. Policy – Nothing to report.
b. Building – Hope Brissette reported a meeting will be needed in late spring to organize information pertaining to all of the new equipment and systems in the building.
c. Historical Collection – Carolyn Frisa reported there will be a meeting on Monday, Sept. 17 at 2pm; the agenda has been sent to the Trustees and everyone is invited to attend.
d. Communications / Fundraising – Debbi Wetzel reported their will be a meeting on Monday, Sept. 17 at 1pm, that the fundraising project is going to pick up soon and the Holiday Open House date is tentatively Dec. 8, 2012. She also reported the November fundraising trip to NYC has sold out; possibly one seat is available that has not been paid for but there is a waiting list.
e. Finance – David Buckley reported the committee is satisfied with the report that was recently submitted by the Town Finance Director.
f. Personnel – Review of Trustee Duties and Rules of Executive Session
-Library Chairwoman Jan Mitchel-Love stated that the written evaluation of the library director is one of their three primary duties and reminded them that all discussions in executive session are confidential and that no decisions can be made in Executive Session.
-Library Director Célina Houlné discussed her ideas concerning the evaluation process and provided a written response to the evaluation draft she was previously given by the Personnel Committee.
-Jan Mitchel-Love recommended that the Trustees enter Executive Session today without the Library Director as Part I of the process to be followed by a second executive session at a later date in which the Director will be invited to attend and discuss her evaluation with the full Board.

7. The next Library Board of Trustees meeting will be on October 11, 2012 at 4:00pm at the Library unless otherwise warned.

8. Executive Session – Director’s Evaluation
-Jan Mitchel-Love motioned to move into an executive session with Trustees only; seconded by Deb Wright; unanimously approved at 5:10pm. -Executive session ended at 6:15pm.

9. A motion to adjourn the meeting was made by Hope Brissette; seconded by David Buckley; unanimously approved at 6:15.

Minutes respectfully re-submitted by Carolyn Frisa, Co-Secretary October 18, 2012

 

Personnel Committee Meeting Minutes: Friday, September 7, 2012

Rockingham Free Public Library
Minutes of Board of Trustees Personnel Committee Meeting
Friday, September 7, 2012
Time and Place: 10 a.m. at Masonic Temple

In attendance: Hope Brissette, Carolyn Frisa, Celina Houlne, Jan Mitchell-Love, Laura Senes, and Duane Whitehead

1. Call to Order – called to order at 10:17

2. Public comment (3 minutes per person) – there were questions about the evaluation process in general, where the trustees and the Personnel Committee were currently with the 2012 evaluation process, and what could be tweaked in future processes after the current evaluation is finished. This will be discussed with all of the trustees present; the current evaluation will be discussed on Thursday and future evaluation processes will be discussed after the director’s 2012 evaluation is completed. Celina expressed her preference to not discuss the evaluation with the Personnel Committee but wait to discuss it with the whole Board of Trustees. The Personnel Committee, though eager to get Celina’s feedback to make sure the current draft is as complete as possible, told Celina that she would need to express this preference in executive session.

3. Executive Session – Director’s Evaluation – moved, seconded, and passed to go into executive session at 11:30. The committee plus Celina came out of executive session at 11:35.

The Personnel Committee chair stated no action was taken.

4. Adjourn – moved, seconded, and passed to adjourn at 11:36

Board of Trustees Special Meeting Minutes: Thursday, August 16, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES SPECIAL MEETING
THURSDAY, AUGUST 16, 2012
5:10 PM
Board Members in attendance: David Buckley, Duane Whitehead, Laura Senes, Steve Fuller, Carolyn Frisa, Deb Wright, and Jan Mitchell-Love. Additional Attendees: Célina Houlné (Library Director), Peter Stolley (Renovation Committee), and Pat Fowler (Renovation Committee).

The meeting was called to order at 5:15 by Jan Mitchell-Love.

AGENDA:

1. Additions or changes to agenda
No additions or changes were made.
2. Public comment (3 minutes in person)
No public comments were made.

3. Renovation Project Letter about Schedule
• Jan Mitchell-Love recapped the scheduling/delay issues recently presented to the Renovation Committee by Baybutt. The most recent schedule (sent on August 6) states that Phase I of the project is scheduled for completion on January 18, 2013. No schedule was provided at this time for Phase II.
• Jason LaCombe (consulting architect from SMP) recommended the Board write a letter to the owner of Baybutt Construction voicing our concern. He provided Célina and Jan with list of suggested topics to include prior to this meeting. Jan wrote a draft letter that was sent to Board Members and Renovation Committee Members for review prior to this meeting.
• Célina Houlné reminded reported that one major issue is the Library only has funds allocated to cover architect’s consulting fees/attendance at Renovation meetings through December 31, 2012 as this was the previously agreed completion date for the entire project.
• Discussion ensued and edits to the letter to Fred Baybutt were proposed and approved accordingly. Carolyn Frisa agreed to send the edited version of the letter to Jan and the rest of the Trustees by the next day.
• This letter will then be sent to Fred Baybutt by USPS and via email.

4. Renovation Project Update
• The meeting room on the 2nd floor was recently given a maximum capacity of 49 people during a fire safety inspection performed by the State of Vermont. At this point, it is unclear as to why such a low figure was given; John Edwards (Baybutt Project Manager) believes it because of the size and orientation of the original 1909 doors leading to the stairs. He will be following up with the state inspector to confirm this and to formulate a plan to remedy the situation (most likely will be to replace the doors with ones that better meet current safety codes).

5. Adjourn
• A motion to adjourn the meeting was made by David Buckley at 6:00pm. It was seconded by Steve Fuller and agreed upon unamimously.

Board of Trustees Meeting Agenda: Thursday, August 9, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING |
THURSDAY, AUGUST 9, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – July 12, 2012
4. Director’s Monthly Report & Financial Report
5. Renovation Project Update & Revised Schedule
6. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Finance
f. Personnel – Director’s evaluation
7. Review Agenda Items for next meeting and set date
8. Adjourn

Board of Trustees Meeting Minutes: Thursday, August 9, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, AUGUST 9, 2012
4:00 PM

In Attendance: Jan Mitchell-Love, Hope Brissette, Laura Senes, Duane Whitehead, David Buckley, Deb Wright, Deb Wetzel, Célina Houlné and Carolyn Frisa (by phone).

AGENDA: Called to order 4:07

1. Additions or changes to agenda

• Change to agenda to cover committee reports first, and then cover renovation project update and revised schedule.

2. Public comment (3 minutes in person)-None

3. Approve Minutes of Board Meeting
• July 12, 2012-Motion to change “renovation committee meetings” to “construction meetings” approved unanimously.

4. Director’s Monthly Report & Financial Report
• August 29 and 30 talk on Lyme disease will be at the Mason’s.
• The part time job has been offered to Ed Graves from Rutland. He will start after Labor Day.
• There will be a break in programs after finishing up with the summer programs. The Masons do not heat during the winter, so other arrangements will need to be made for the winter.
• This is the first month of the fiscal year. We are still awaiting final numbers from last year’s budget.

5. Renovation Project Update & Revised Schedule
• Because the renovation is behind schedule and to ensure the new heating system will be installed in time for the cold weather, it has been recommended the library close temporarily. Last night the renovation committee narrowly voted to recommend closing the library from August 18th to Sept. 3rd. A motion was made to approve a two-week closure, form August 18th to Sept. 3rd. This motion passed 6:3.
• One of the leaded windows that the board of trustees previously approved to have a minor repair for $200 will need a more extensive repair. A motion was made to approve an additional cost of $600 to fully repair this window. The motion passed 7:1.
• Continued discussion about lien wavers. The decision was made to not pursue lien wavers at this point. A motion was made to table this discussion until the next meeting. The motion passed unanimously with one abstention.
• The next renovation committee meeting will be Wed. August 12th at 5:00.

6. Committee Reports and Issues
a. Policy- Nothing to report
b. Building– Nothing to report
c. Historical Collection- Nothing to report
d. Communications – Fundraising
• There are just 3 tickets left for the trip to NYC. There are also a couple of seats on the bus for sale.
• December 8 from 2-4 will be our annual open house and raffle.
• The next fundraising panel development meeting will be August 28th, time to be determined.
e. Finance
• Still awaiting final end of year numbers from the town.
f. Personnel – Director’s evaluation
• Committee is still working on the director’s evaluation and will have it completed by next month.

7. Review Agenda Items for next meeting and set date
• Next meeting September 13th at 4pm at the library.

8. Adjourn-Move to adjourn meeting approved unanimously at 5:56.

Communications Committee Minutes: December 10, 2012

Rockingham Free Public Library Communications Committee Meeting

December 10, 2011 3PM

Call to Order @ 3:15 PM

No Public Comment

Approved November Minutes…none

Holiday Open House and Raffle, December 10, 3-5 PM, ticket packets handed out to Trustees, and round up all 27 donations for display. Poster seen at BF Opera House movie screen, list for food donations for party, set up at 2:00, ask Betty Haggerty to announce winners, tree for next year to decorate, send tax deduction forms and thank you letters

Fundraiser trips discussed. Jan contacted Paul Guftason at GFT ( Greater Falls Travel ) Montreal by train is out, Boston Red Sox game late June, request more catalogs from First Choice Tours.

Appeal letter date for signing by Trustees December 14th at 9AM

Board of Trustees Meeting Agenda: Thursday, July 12, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, JULY 12, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – June 14, 2012
4. Director’s Monthly Report & Financial Report
5. Renovation Project Update
6. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Finance
f. Personnel – Director’s evaluation
7. Review Agenda Items for next meeting and set date
8. Adjourn

Board of Trustees Meeting Minutes: Thursday, July 12, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, JULY 12, 2012
4:00 PM

In Attendance: Jan Mitchell-Love, Hope Brissette, Laura Senes, Duane Whitehead, Steven Fuller, Deb Wright, Carolyn Frisa, Debbi Wetzel, and Célina Houlné

AGENDA: Called to order 4:05pm.

1. Additions or changes to agenda-Change to the agenda to cover the renovation project update first, and then will cover the director’s monthly report.

2. Public comment (3 minutes in person)-None

3. Approve Minutes of Board Meeting – June 14, 2012:
• Change to record presence of Steve Fuller. Motion to amend and approve minutes passed unanimously.

4. Renovation Project Update
• Fire Chief William Weston attends to discuss his recommendation of installing a municipal master alarm box. The advantage of this system is that the fire department is contacted directly. Other alarm systems go through a second party before reaching the fire department. The fire chief recommends his system, but agrees that as long as the system used meets UL requirements it would be adequate. A motion was made to not accept the master box recommendation. This motion passed with 7 votes in favor, and one opposed.
• Jason was in attendance by phone to answer questions about changes regarding the scope of the window work at the 1909 and 1929 sections of the building. These changes will be made at no additional cost. A motion was made to accept Baybutt’s proposal, with a change that the new replacement windows match the present design of the 1929 windows. The motion passed unanimously.
• Hope will begin attending renovation committee meetings, in addition to Duane. A motion was made that Duane will continue to be a primary signer to approve of needed changes under $5,000. Hope will be a secondary signer if Duane is not present. This motion passed unanimously.
• Discussion on whether the library should request subcontractor lean waivers from Baybutt, and if so, for jobs over what dollar amount. Celina has a call in to the town attorney for a recommendation, and she will forward this response to the board. This will be discussed again at the next meeting.
• Celina is the contact person for construction meeting notes. She will forward these minutes to trustees. Any responses or questions should go through Celina.
• The insulation in the roof is almost done. Installation of the front lift begins tomorrow, and will be tested early next week.

5. Director’s Monthly Report & Financial Report
• Celina is still waiting for the final end of year figures.
• There is a poetry workshop coming up on Wed. at 7 pm.
• The next Friends of the Library meeting is Monday at 9 pm.
• We received our first donation of the year, from Michael Obuchowski.
• We are getting a banner that says “Open During Renovation.”

6. Committee Reports and Issues
a. Policy-Nothing to report
b. Building-Nothing to report
c. Historical Collection-Nothing to report
d. Communications – Fundraising
• There are only 9 tickets left for the trip to NYC. We also have 6 seats on the bus we can sell.
• Next fundraising meeting will be August 7th. The time is still to be determined.
e. Finance-Nothing to report
f. Personnel – Director’s evaluation-Individual trustee evaluations are being compiled, and written up for presentation to Celina. The final draft will be ready for the board in August.

7. Review Agenda Items for next meeting and set date.
• Next meeting August 9th at 4 pm at the library.

8. Executive Session – Personnel Issue- Motion was made to enter executive session, which passed unanimously. Executive session begins 6:30. Motion was made to leave executive session, which passed unanimously. Executive session ends 7:08.

9. Adjourn-Move to adjourn meeting approved unanimously at 7:10.

Board of Trustees Special Meeting Agenda: Thursday, July 5, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES SPECIAL MEETING
THURSDAY, July 5th, 2012
5:00 PM

AGENDA: Call to order
1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Library renovation update
3. Library renovation – review/discuss master firebox change order request
4. Library renovation – review/discuss communication
5. Other
6. Adjourn

Board of Trustees Special Meeting Draft Minutes; Thursday, July 5, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES SPECIAL MEETING DRAFT MINUTES
THURSDAY, JULY 5, 2012 AT THE LIBRARY
5:00 PM

Trustees in Attendance: Jan Mitchell-Love, Hope Brisette, Laura Senes, Duane Whitehead, Deb Wright, David Buckley, Carolyn Frisa, and Debbie Wetzel Invited attendees: Célina Houlné (Library Director)

The meeting was called to order by chairwoman Jan Mitchell-Love at 5:08pm.

1. Additions or changes to agenda
• None.

2. Public comment (3 minutes in person)
• None.

3. Library renovation update
• Nothing to report on general progress since most recent regular Trustees meeting.

4. Library renovation – review/discuss master firebox change order request
• Discussion about purpose of firebox included questions about whether or not this is required by the Bellows Falls Fire Department, the possibility of modifying or upgrading the existing firebox and alarm system that is currently monitored by Countryside Lock and Alarm, and concern that if it is required, why this was overlooked (and by whom – Baybutt or SMP? Both?) and not included in the original project budget. A quote for installation from the subcontracted electrician was provided and discussion about who is responsible for covering the cost followed.
• The Renovation Committee will be meeting with the Fire Chief and Jason from SMP Architects on Tuesday, July 10 at 10:00pm. Jan Mitchell-Love will also attend the meeting and asked Trustees to send her any additional questions or concerns about the issue and she will send the final list of questions for review to the Trustees before the meeting.
• A motion was made by Deborah Wright that any decisions regarding the additional firebox be deferred until after the meeting on Tuesday. Steve Fuller seconded the motion. No discussion followed and the motion was unanimously approved by the Trustees.

5. Library renovation – review/discuss communication
• Discussion about whether construction meeting minutes (generated by general contractor Baybutt) should be provided to all Trustees and members of the Renovation Committee. This was requested by some members of the Trustees and Renovation Committee – discussion followed and everyone agreed it would be helpful to receive these minutes on a weekly basis. Célina Houlné will email a copy all minutes to the Trustees and Renovation Committee and also provide a printed copy at the Library for David Buckley.

6. Other – no additions or changes to the agenda were made.

7. Move to adjourn meeting made by Steve, seconded by David and unanimously approved at 6:10pm.

Board of Trustee Meeting Agenda: Thursday, June 14, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, JUNE 14, 2012
5:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – May 10, 2012
4. Director’s Monthly Report & Financial Report
6. Renovation Project Update
7. Committee Reports and Issues
a. Policy – Leaves
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Finance – Projection
f. Personnel – Part-time position, Directors’ Evaluation Update
9. Review Agenda Items for next meeting and set date
10. Adjourn

Board of Trustees Meeting Minutes: Thursday, June 14, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, JUNE 14, 2012
5:00 PM

In Attendance: Jan Mitchel-Love, Hope Brisette, Laura Senes, Duane Whitehead, Deb Wright, David Buckley, Carolyn Frisa, Célina Houlné, Debbie Wetzel

AGENDA: Called to order at 5:05pm.

1. Additions or changes to agenda – None.

2. Public comment (3 minutes in person) – None.

3. Approve Minutes of Board Meeting – May 10, 2012
• Change to record presence of Deb Wright. Motion to amend and approve by Steve and seconded by Laura, approved unanimously.

4. Director’s Monthly Report & Financial Report
• Two Changes to Summer Program Brochure: Mark Breen will be presenting July 9 at 7pm for Myth-steries: Stories in the Sky. Puppets Dream Big will be on July 12 at 5pm.
• Please read the email sent by Célina about Library Advocacy – Commitment Online Educational Program, especially relevant for Communications. Register directly online.
• Célina reviewed the Director’s Report previously sent to the Trustees.
• Preparing for summer session (today was first day of summer break).
• Sam is redesigning the website using Adobe Cloud. Once in place, this will incur a monthly fee of $50.00, hopefully starting in July.
• Electrical engineer is coming Friday June 15 at 2pm to review cable/fiber optic plans. Célina is sourcing estimates from two telephone companies for design for new phone system lines.
• Célina is finalizing job description (part-time public services position) and will interview in July, hire in August. This will be a 20-24 hour position.
• So far progress is going well on renovation project. Minor delay in the temporary lift, but it has shipped out and is on the way.
• Roofer visited this week and informed Célina that the slate is the best quality slate (no longer available). He thinks there will be approximately ¼ to 1/3 that needs to be replaced (less than initially thought). A similar kind of slate can be sourced from Canada for replacement pieces. Deb Wetzel is going to talk to roofer about keeping some of the broken slate for fundraising projects.
• While dumpsters are here, Waste Management Service is on hold since rubbish can be thrown into dumpster (saving of approximately $40/month).
• Budget report for month shows RFPL is slightly under annual budget.
• Friends will have table at Saxtons River Parade selling popsicles and frozen candy bars. They need volunteers to help run the booth.
• Because the new position will only be part-time, Célina plans to raise the existing part-time positions to the next pay level (Grade 4). This is still one level below the recommended pay grade for their positions. Jan requested that Célina present information to let us know what would be necessary to raise pay levels to a more competitive level over the next few years.

5. Renovation Project Update
• Primary work is going on in basement, attic and exterior of building.
• Discussion this week about sprinklers in the top floors and other locations in the building.
• Rory Brennan has been stabilizing the plaster in the third floor.
• Jan asked for an estimated time of arrival for elevator. It should arrive next week and will then take a couple of days to install once it arrives.
• Someone will be cutting the grass outside in the next couple of days.
• Someone reported unsafe practices being done by roofers to OSHA, but OSHA came and found no infractions.
• David asked that Duane find out from Baybutt what has not yet been finalized in terms of contracts for the project.
• Steve asked that Duane make sure the new slate looks good with the old slate (either a close match or if different, mixed in a way that is inconspicuous).
• David proposes a Renovation Committee Meeting / Tour be held June 26 in morning or midday (exact time to be determined).

6. Committee Reports and Issues
a. Policy – Leaves
• See revised policy concerning leaves. Part-time and full-time employees will both get pro-rated sick leave and vacations days.
• Carolyn motioned to adopt the policy changes as written; seconded by David. Discussion followed. Approved with one abstention and one no vote  passes.
b. Building
• Nothing to report.
c. Historical Collection
• Nothing to report.
d. Communications – Fundraising
• Deb Wetzel reports the Christmas Spectular program is underway and passed out flyers. These 15 tickets need to be sold ASAP to secure deposit funding.
• Fundraising Brainstorming session tonight at 7:00pm.
• Excellent job on plant, book and bake sale.
e. Finance – Projection
• Nothing additional to report.
f. Personnel – Part-time position, Directors’ Evaluation Update
• Evaluation forms were sent by Jan earlier today. They are due June 22, 2012.

7. Discussion about tonight’s Fundraising Open Meeting
• Duane has several questions he feels the Trustees may need to address?
1) Do we need to hire a consultant to help with this process? Preferably not since this would require additional money. Hopefully brain storming session will come up with good ideas.
2) What about funding needed for fundraising? This will hopefully also be discussed at tonight’s meeting and will involve donations. A budget will eventually be necessary once fundraising plan is place.
3) What kind of training is appropriate for fundraising? Jan has had capital campaign training. Carolyn suggested that someone attend the September 17-18: Maintaining, Adapting and Fundraising for Public Buildings session hosted by the Preservation Trust of Vermont.
4) What amount of money are we looking for
 $106,000 for solar
 $20,000 for restoring leaded windows
 $70,000 for furnishings
 $10,000 for landscaping
TOTAL: $206,000
5) Will fundraising be a Library driven or Community driven? Hopefully community. Separate account would be setup and run through the Friends of the Library for non-profit reasons. Duane passed out helpful information on campaigning to Trustees.

8. Review Agenda Items for next meeting and set date
• July 12 at 4:00pm at Library.

9. Move to adjourn meeting made by Steve, seconded by David and unanimously approved at 6:30pm.

Board of Trustees Meeting Agenda: Thursday, May 20, 2012

ROCKINGHAM FREE PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING THURSDAY, MAY 10, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – April 12, 2012
4. Director’s Monthly Report & Financial Report
6. Renovation Project Update
7. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection
d. Communications – Fundraising
e. Finance – Projection
f. Personnel
9. Review Agenda Items for next meeting and set date
10. Adjourn

Board of Trustees Meeting Minutes: Thursday, May 10, 2012

 

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, MAY 10, 2012
4:00 PM

In attendance: Jan Mitchell-Love, Duane Whitehead, David Buckley, Hope Brissette, Steve Fuller, Debbi Wetzel, Laura Senes, and Celina Houlne.

Call to order: Jan Mitchell-Love called the meeting to order at 4:04pm.

Additions or changes to agenda: No additions or changes.

Public comment: No public comments to report.

Approve Minutes of Board Meeting: April 12, 2012-The minutes were approved unanimously by the Trustees.

Director’s Monthly Report & Financial Report: Celina reports the renovation has begun. The spring programs are winding down, then there will be a little break, then programs will start up heavily again with the summer reading program. At this point we are looking at a financial shortfall of about $8,000 (it might be a little less). This is better than last year but not what we hoped for for this year. There is still some money from insurance that could possibly be applied to this shortfall.

Also discussed was the impact of the renovation on our price of insurance. The cost of insurance will be reassessed after the renovation.

Renovation Project Update: the Renovation Committee presented bids from HVAC and plumbing contractors to the board. Not all contractors have the required certification from Mitsubishi. A motion was made to accept the renovation committee’s and architect’s recommendation to hire ARC Mechanical for HVAC Mechanical and Pluming, who are Mitsubishi-certified. This motion was accepted unanimously.

The board also requested some information on the new heating system. Celina will get this information to the board. Baybutt has started demolition in the children’s room. They will finish taking out asbestos tiles which will occur when the library is closed.

The elevator and stairs will be built first. Details will be worked out in the next few weeks.

The board discussed fundraising projects to cover the costs of new furniture and solar panels and of restoring the lead windows, a $200,000 goal in all. A fundraising strategy meeting is to be held June 14th from 5-6. The board will ask members of the community to come, in hopes that a committee will be formed as a result. Jan will write something up for the newspaper.

Committee Reports and Issues
Policy: Nothing to report
Building: Nothing to report
Historical Collection: Nothing to report
Communications: A fundraising event, a Book, Plant and Bake sale is planned for May 19, from 8 to 3 p.m. Debbi will send out a sign-up email for trustees to work the book sale. Donations are now being taken for books, and plants go to Betty. Also, the committee is planning a NY city weekend trip before Christmas.
Finance: Nothing to report
Personnel: Will schedule time to work on evaluation forms and getting forms out to be completed by trustees and staff.

Review Agenda Items for next meeting and set date. The next meeting will be June 14th at 4:00.

The meeting was adjourned at 5:00 p.m.

 

Board of Trustees Meeting Agenda: April 12, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, APRIL 12, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – March 8, 2012
4. Director’s Monthly Report & Financial Report
6. Renovation Project Update
7. Committee Reports and Issues
a. Policy
b. Building
c. Historical Collection – Update
d. Communications – Fundraising
e. Finance – Projection
f. Personnel – Review meeting dates
9. Report on Town Officers’ Education Conference
10. Review Agenda Items for next meeting and set date
11. Adjourn

Board of Trustees Meeting Minutes: April 12, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, APRIL 12, 2012
4:00 PM

The meeting was called to order at 4:05 by Jan Mitchel-Love.

1. Additions or changes to agenda
Celina requested that we add a discussion of extending free library membership to Rockingham Town employees who are not town residents. This will be added under personnel on the agenda.

2. Public comment (3 minutes in person)
No public comments.

3. Approve Minutes of Board Meeting –
March 8, 2012 Steve motioned to approve. Deb Wright seconded. Unanimously approved.

4. Director’s Monthly Report & Financial Report
• Library staff and volunteers have done an excellent job so far in preparing for the Renovation Project. This sentiment was echoed by numerous board members.
• Sam and Emily are sharing some of Wendy’s previous duties and the part-time staff have picked up the other components. A new person will be hired in summer (probably advertise in June) so the new employee will be trained and ready to start in the fall. This will be changed to a part-time position.
• Spring programs are coming to an end, there will be a short break, and then summer programs for adults and kids are going to begin and will include all-ages events. Summer programs will be promoted at the Opera House before movies and live events.
• Board members wholeheartedly approved the upcoming 3% pay increase for Library staff.
• Book sale and plant fundraiser is coming up on May 19th. Board and staff will provide books to add to existing sale books (can’t do as many because of storage space issues).
• Approximately $600 was raised at the GALA dinner; $125 prints of Debbie Wetzel’s painting are now for sale.

6. Renovation Project Update
• Progress continues on bids.
• Duane motioned to reinsert the bonding line for Baybutt Construction for$21,000. This will be accomplished by removing the $26,685 allocated to leaded window restoration. The excess $5,685 will move into the owner’s portion of the expenses and go towards restoring the window in the worst condition on the front of the building above the steps. The Library will contract with the window restorer for this part of the project. Steve seconded the motion. Unanimously approved.
• Duane suggested that Trustees get a copy of the Schedule of Values for the final bids awarded.
• The next renovation meeting will be Wednesday, April 18th at 3:00 or 4:00pm. Celina will confirm time via email.
• Carolyn brought up that the current plan for historical collections storage is not sufficient, but some changes are in the works.
• Duane questioned the process for approving change orders without calling a special meeting for discussion amongst the Renovation Committee. Changes of $5,000 or less can be made without calling a Renovation Committee meeting with a cap of $15,000 accumulative changes. Historical and aesthetic changes may need to be determined without consideration to change in expense. The Renovation Committee will also be approached for these recommended changes when warranted. Trustees are always kept informed about Renovation Committee meetings via email and are invited to attend.

7. Committee Reports and Issues
a. Policy – Nothing.
b. Building – Nothing.
c. Historical Collection – See info under renovation project update.
d. Communications – Nothing.
e. Finance – See Director’s report for info about insurance.
f. Personnel – Meeting will be set for early May.
• Library cards for Rockingham Town Employees, including WNESU, be given to anyone who can present a payroll stub. This offer will be sent to the appropriate manager’s to send to their employees. Hope motioned we approve. Steve seconded. Unanimous approval.

9. Report on Town Officers’ Education Conference
• Jan has extra copies of the Manual for Vermont Library Trustees. This info is also available online.
• She reported on the various sessions she attended.
• There is an upcoming free online training for public advocacy within libraries that a Communications Committee member is encouraged to attend.

10. Review Agenda Items for next meeting and set date
Next meeting is set for Thursday, May 10th at 4:00pm in old meeting space on 1st floor.

11. A motion to adjourn the meeting was made by Carolyn at 5:40. Seconded by Steve. Unanimously approved.

Board of Trustees Meeting Agenda: March 8, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, MARCH 8, 2012
4:00 PM

AGENDA: Call to order

1. Additions or changes to agenda
2. Public comment (3 minutes in person)
3. Approve Minutes of Board Meeting – February 9, 2012
4. Election of Officers
Slate of candidates: Chair, Janice Mitchell Love; Vice-Chair, David Buckley; Treasurer, Duane Whitehead; Co-Secretaries Carolyn Frisa and Laura Senes
5. Set Date & Time of Board Meetings
6. Appointments to Committees
7. Orientation & Training for Trustees
Annual Town Officers’ Education Conference: April 10 or April 18
8. Director’s Monthly Report & Financial Report
9. Renovation Project Update
10. Committee Reports and Issues
a. Building
b. Historical Collection – Project
c. Communications – Fundraising
d. Finance
e. Policy
11. Review Agenda Items for next meeting and set date
12. Adjourn

Board of Trustees Meeting Minutes Thursday, March 8, 2012

ROCKINGHAM FREE PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
THURSDAY, MARCH 8, 2012
4:00 PM
Called to order at 4:09 by Jan Mitchell-Love

In attendance: Jan Mitchell-Love, Duane Whitehead, Deborah Wright, David Buckley, Steve Fuller, Carolyn Frisa and Célina Houlné.

1. Additions or changes to agenda: None

2. Public comment (3 minutes in person): No public comments.

3. Approve Minutes of Board Meeting – February 9, 2012
-page 2 should be Deborah Wright, not Deborah White.
-Steve moved to pass as amended, seconded by Deborah Wright. Unanimously approved.

4. Election of Officers
Slate of candidates: Chair, Janice Mitchell Love; Vice-Chair, David Buckley; Treasurer, Duane Whitehead; Co-Secretaries Carolyn Frisa and Laura Senes
Steve moved to pass slate as written, Deborah Wright seconded. Unanimously approved.

5. Set Date & Time of Board Meetings – Will keep current date and time (second Thursday of every month at 4:00). May need to move location during renovation project.

6. Appointments to Committees
Carolyn Frisa will chair the Historical Collection Committee.
David Buckley will chair Finance Committee.
Deborah Wetzel will chair Communications Committee.
Hope will chair Building Committee.
Jan will chair Personnel Committee.
Steve will chair Policy Committee.
Jan will update the sheet before the next Trustees meeting.

7. Orientation & Training for Trustees – Annual Town Officers’ Education Conference: April 10 or April 18
Jan and David will attend the April 10th meeting. Deb Wright may also attend this session as well. Jan will be responsible for registering for everyone from RFPL.

8. Director’s Monthly Report & Financial Report
1) moving is happening in several weeks. The library continues to prepare. See report for details.
2) Wendy has turned in her resignation and her last day will be April 5. Library staff will organize a farewell tea or similar event. David suggested giving her two tickets to the fund-raising event. Or a gift certificate. Trustees are not responsible for hiring. Filling her position will be deferred. Emily and Sam will increase to 40 hours and divide some of Wendy’s duties. Ellen will supervise volunteers.
3) Trustees are encouraged to attend the Renovation Committee Meeting on March 28 at 2:00pm to review bids. Location may be in the lower theater at the Opera House. We will be informed of exact location next week. The Board will call a special meeting in early April to approve the revised cost summary presented by the Renovation Committee.
4) Célina provided the Trustees with the FY 2013 Budget Worksheet. Explanation is provided in the Financial Report. Discussion ensued. More accurate projected budget will be provided in June.

9. Renovation Project Update
1) Discussion of Baybutt’s General Conditions Summary at 60% of Design Stage.
2) Information to public about Library closure from March 26 – 28 is in the works.
3) Célina provided Board with Renovation Move Schedule.

10. Committee Reports and Issues
a. Building: Nothing additional to report.
b. Historical Collection: Nothing additional to report.
c. Communications – Fundraising: Book Sale and Plant Sale will be held on May 19th. Discussion of additional fundraising ideas. Next meeting is April 4. Email ideas to Deb Wetzel before this meeting. David has some excellent suggestions for a New York City trip “free itinerary” in late Nov/early Dec so people could go to see Rockettes or do their own thing. What about doing something during Roots on the River? Alumni weekend?
d. Finance: Nothing additional to report.
e. Policy: Nothing additional to report.
f. What’s new in books email like Brooks Memorial Library. Carolyn will get info.

11. Review Agenda Items for next meeting and set date. Next meeting will be April 12 at 4:00pm.

12. Adjourn David motioned to adjourn at 5:25. Steve seconded. Unanimously approved,