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Finance Committee Meeting Minutes: October 24, 2018

[Library Finance Committee Meeting Minutes Submitted by Gary Fox] Rockingham Free Public Library – Octobe 24, 2018

opened at 3:22 pm

Click here to download a .pdf of these minutes.

Members present: Susan Spaulding, Brady Weinstock, Gary Fox; Members Absent: Martha Rowley

Staff present: Celina Houlne, Mary Van Hartesveldt

Martha Chair Unanimous

Gary Secretary Unanimous

Others present: add these two to the minutes of the Nov. 7, 2017 meeting

Mary Van Hartesveldt

Celina Houlne

Minutes of November 7, 2017 approved as amended – unanimous

Audtiors $1,300 still to get booked

-11,555,750 due to town….based on year end revenues and expenses to budget

plus trust and interest income not yet turned over to town

Period 3 – Library Fund – Tidd Fund has $6,100 actual interest

Budget – increase in amount due from taxes of almost $20,000 ($19,950)

Increase of 5.58% last year 2.x%? Previous year 0% increase

Increases total revenues of 3.3% or $13,630

Budget

What we pay for library

Vs

Non-Residents annual fee: went from $40 to $50 when Celina came in, and 2 years ago went up to $60

40 non-residents that buy cards

Look up donation requests from out of state

Brady moves and Gary seconds to recommend the Fy 20 budget to the Rockingham Free Public Library Board

Brady moves to Adjourn at 4:20

Personnel Committee Meeting Minutes: Monday, October 29, 2018

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Monday, October 29, 2018

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Kate Kane

Also Present: Célina Houlné, Director

Click here to download a .pdf of these minutes.

1. Call to Order : 3:30 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 meeting : Ellen moved, Martha seconded. Approved unanimously.

5. Evaluation Process : John reviewed the evaluation process: The committee will create an evaluation letter today and bring it to the Board of Trustees at November meeting for approval. Celina will receive the letter and can respond to it at the January meeting.

6. Other Business : None

7. Executive Session – Director’s Evaluation :

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

John moved that the committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage. The motion was seconded and approved.

The committee entered executive session at 3:33 PM. The committee exited executive session at 4:05.

8. Review Action Items and Proposed Agenda Items for Next Meeting : John will prepare a draft evaluation to present to the Board of Trustees at the next meeting.

9. Set Date for Next Meeting : To be announced

10. Adjourn : Ellen moved to adjourn. John seconded. Meeting adjourned at 4:07 PM.

Respectfully submitted,

Kate Kane, Secretary

Board of Trustees Special Meeting Minutes: Monday, October 29, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Monday, October 29, 2018

Present: John Bohannon, Martha Rowley, Kate Kane, Don Tretler, Brady Weinstock, Susan Spaulding, Gary Fox, Ellen Taetzsch, Célina Houlné

Absent: Heidi Lauricella

Guests: None

Click here to download a .pdf of these minutes.

1. Call to Order : 3:05 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. Discuss & Sign Novus PPA Estoppel and Agreement : John moved that the RFPL Board of Trustees authorize the chair of the Board of Directors to sign the Novus PPA Estoppel and Agreement as presented at this meeting. Susan seconded. The motion received unanimous approval.

5.. Other Business : None

6. Adjourn : Ellen moved Meeting adjourned at 3:13 PM.

Respectfully submitted,

Kate Kane

Secretary

Board of Trustees Special Meeting Agenda: Monday, October 29, 2018

Library Board of Trustees

Special Meeting

Monday, October 29, 2018

3:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Discuss & Sign Novus PPA Estoppel and Agreement

5. Other Business

6. Adjourn

Posted October 25, 2018

Personnel Committee Meeting Agenda: Monday, October 29, 2018

Library Board of Trustees Personnel Committee Meeting

Monday, October 29, 2018

3:30 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

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 meeting

5. Evaluation Process

6. Other Business

7. Executive Session – Director’s Evaluation

8. Review Action Items and Proposed Agenda Items for Next Meeting

9. Set Date for Next Meeting

10. Adjourn

Posted October 24, 2018

Finance Committee Meeting Agenda: Wednesday, October 24, 2018

Library Board of Trustees

Finance Committee Meeting

Wednesday, October 24, 2018

3:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

2. Election of Committee Chair & Secretary

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

4. Public Comment (3 minutes per person)

5. Approve Minutes of November 7, 2017 Meeting

6. Review FY20 Budget

7. Other Business

8. Executive Session – If Necessary

9. Review Action Items, and Proposed Agenda Items for Next Meeting

10. Set Date for Next Meeting – If Necessary

11. Adjourn

Posted October 19, 2018

Library Board of Trustees Fundraising Committee Meeting Tuesday, September 25, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Tuesday, September 25, 2018

 

Present: Brady Weinstock, Kate Kane, Ellen Taetzsch

Absent: Don Tretler

Also Present: Célina Houlné, Director

 

 

  1. Call to Order : 5:04 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 12, 2018 meeting : Ellen moved, Kate seconded, approved unanimously.
  5. Discuss Fundraising and Annual Appeal :
  • Include colorful brochure with programs in the annual appeal – adult and children’s programs
  • Include profiles about who does use the library and why they use it; patrons / family patrons
  • Visual format; 30 second video — Facebook page
  • Phrasing ideas: “All walks”; “Things have changed since your grade-school days”;
  • “Did you know…” coffee station, noise policy, friendly staff, like-minded people
  • Célina got the voting list so we can go through that to add people to our appeal
  • Continued push to get online payments as an option during the appeal
  • Canva, Vistaprint – templates for appeal letter
  1. Other Business : None
  2. Review Action Items and Proposed Agenda Items for Next Meeting : At November trustee meeting, we will go through the voting list to determine who will personalize each letter.
  3. Set Date for Next Meeting : None needed at this time.
  4. Adjourn : Ellen moved; meeting adjourned at 5:54 PM.

 

 

Respectfully submitted,

 

 

Kate Kane2018.09.25 Fundraising Committee Meeting Minutes

Library Board of Trustees Meeting, Draft Minutes, Tuesday September 25, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, September 25, 2018

 

Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Heidi Lauricella, Brady Weinstock, Susan Spaulding, Gary Fox, Célina Houlné, Mary Van Hartesveldt

Absent: Don Tretler

Guests: None

 

  1. Call to Order : 6:03 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 24 Meeting : Ellen moved, Brady seconded. Approved unanimously with no discussion.
  5. Director’s Report : Célina shared instructions on how to read the budget. The updated long range plan was distributed for board members to peruse in preparation for discussion at the November board meeting.
  6. FY 19 Budget Status Report & Review : All adjustments have not been made by the Rockingham Finance Director. There is a typo on the top line for Transfers into the General Fund. Mary and Célina explained the layout of the budget, and Mary went through section by section.  John requested that Célina point out any anomalies in actual vs. budget amounts as she reports on the budget each month.
  7. Personnel Committee – Review Director’s Evaluation Process : Célina distributed forms for the director’s evaluation; board members should return the forms to the library by October 16th. The Personnel Committee will meet after that date and go over comments, and they will report out at November board meeting. There was unanimous consent for the process as outlined by John.
  8. Fundraising Committee – Report & Review of Annual Appeal : The committee is looking at alternative formats for the direct appeal, including adding patron profiles and a program brochure. Célina has obtained the voting lists which will be used to add names to the appeal list; board members will plan to stay late at the November board meeting to go through the list. Célina is still working with the town on getting MuniciPay for online payments.
  9. Other Business : The permits for the solar array for Novus Rockingham Solar have come through, but construction is delayed until December.
  10. Review and Approve Warrants : Completed
  11. Review Action Items, and Proposed Agenda Items for Next Meeting : Comments on Long Range Plan, Budget, Personnel Evaluation, Review Voting Lists
  12. Review Date for Next Meeting: November 27, 2018, at 6 PM
  13. Adjourn : Ellen moved, John seconded. Meeting adjourned at 6:52 PM.

 

Respectfully submitted,

 

 

Kate Kane

Secretary2018.09.25 Library Board Meeting Minutes

POSTPONED-2018.09.13 Fundraising Committee Meeting Agenda

POSTPONED

Library Board of Directors Fundraising Committee Meeting  

Thursday, September 13, 2018 

4:30 PM  

Location: Top Floor Meeting Room (or Youth Program Room) 

 

AGENDA 

 

  1. Call to Order 
  1. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting 
  1. Public Comment (3 minutes per person) 
  1. Approve Minutes of July 12, 2018 meeting 
  1. Discuss Fundraising and Annual Appeal 
  1. 6.   Other Business
  2. 7.  Review Action Items and Proposed Agenda Items for Next Meeting
  3. 8.  Set Date for Next Meeting
  4. 9.  Adjourn

Fundraising Committee Meeting Minutes: Thursday, September 13, 2018

Library Board of Directors Fundraising Committee Meeting

Thursday, September 13, 2018

4:30 PM

Location: Top Floor Meeting Room (or Youth Program Room)

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 12, 2018 meeting
  5. Discuss Fundraising and Annual Appeal
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

 

 

 

Posted September 7, 2018

Board of Trustees Meeting Minutes: Tuesday, July 24, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, July 24, 2018

 

Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Heidi Lauricella, Don Tretler, Brady Weinstock, Susan Spaulding, Célina Houlné

Absent: Gary Fox

Guests: None

Click here to download a .pdf of these minutes.

  1. Call to Order : 6:05 PM
  2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting : Open Meeting Law clarification (added to Item 7)

  1. Public Comment (3 minutes per person) : None
  2. Approve Minutes of May 22nd meeting : Ellen moved, Heidi seconded. Célina made two corrections: Debbie Wetzel’s name is misspelled, and the final sentence in Section 9 – Other Business should read, “The library has a Debbie Wetzel painting on display that will be raffled by, and to raise money for, the Community Asylum Seekers Project.” With these changes, the minutes were approved unanimously.
  3. Director’s Report & FY 2018 Budget Status Report :
  • Célina reported that the library is cohosting a Hamiltunes sing-along with Main Street Arts on August 2nd.
  • The Friends’ fundraiser will take place at the Welcome Center on August 3rd; goodies are needed; have in packages and ready to hand out. Items can be dropped off on Thursday, August 2nd.  The popcorn maker is clean and ready to go.
  • There is a leak in the stairwell by the children’s entrance; Bruce from town maintenance has looked at it; Everett Hammond will come to make a plan. It appears that the leak is happening below ground level.
  • Budget is not fully up-to-date; still being worked on by Ron at the town; Celina will pass along the updated version with her July monthly report. The RVCU account is $13,000 too high because the interest has been transferred to the town.  We will review the budget at the next meeting.
  1. Fundraising Committee : John called the board’s attention to the item on the FR committee meeting’s minutes indicating that it is important that the annual appeal receive 100% participation from the board. Brady reported that the committee wants to reiterate the importance of board members speaking to members of the community about the library. Approximately $50,000 of the library’s budget does not come from tax dollars.
  2. Other Business :
  • Open Meeting Law update: Célina went over clarification of the law (attached)
  • Brady reported on a library training that she attended with Lara Keenan of the Vermont Department of Libraries.
  1. Review and Approve Warrants : Done
  2. Review Action Items, and Proposed Agenda Items for Next Meeting : Budget Presentation, Fundraising Committee Report
  3. Review Date for Next Meeting : September 25 at 6 PM
  4. Executive Session (If Necessary) : None needed
  5. Adjourn : Heidi moved; meeting adjourned at 6:37 PM

 

Respectfully submitted,

 

 

Kate Kane, Secretary

Board of Trustees Meeting Agenda: Tuesday, July 24, 2018

Library Board of Trustees Meeting

Tuesday, July 24, 2018

6:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 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 May 22 meeting
  5. Director’s Report & FY 2018 Budget Status Report
  6. Fundraising Committee – Report
  7. Other Business
  8. Review and Approve Warrants
  9. Review Action Items, and Proposed Agenda Items for Next Meeting
  10. Review Date for Next Meeting: September 25 at 6pm
  11. Executive Session (If Necessary)
  12. Adjourn

 

 

 

 

 

 

 

Posted July 19, 2018

Fundraising Committee Meeting Minutes: Thursday, July 12, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Thursday, July 12, 2018

Click here to download a .pdf of these minutes.

Present: Brady Weinstock, Kate Kane, Ellen Taetzsch, Don Tretler

Also Present: Célina Houlné, Director

 

  1. Call to Order : 5:02 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 April 17, 2018 meeting : Ellen moved, Kate seconded; approved unanimously.
  5. Discuss Methods of Fundraising :
  • Postcard Appeal: 22 respondents to the June postcard appeal (4% response rate): sent out 576 postcards, 32 went to new people; $478 raised
  • “Week of Giving” is in May, want to take advantage of it next year
  • For publicity sake, it is important to have 100% of the board give to the annual appeal, even if only a small amount.
  • Solicitations from the Friends should be clearly different from the general appeal.
  • RFPL publicity is an important element of the appeal
  • Celina suggested reaching out to foundations for support
  • Board members should make personal contacts in the community to invite/encourage support of the library.
  • In August Celina will review the appeal lists; board will review in Sept/Oct; clean up list in November; sign and send out letters in December
  • Ideas of what to include with appeal: chance to win a raffle prize (gallons of oil), magnetic bumper sticker
  • Develop sustaining supporter option when we have online donation capabilities
  • Annual appeal cost $632 this past year; raised $5500
  • Don suggested a fundraising event; Celina explained that the Friends do events such as the plant sale, book sale, welcome center, holiday party, trivia nights.
  1. Other Business : None
  2. Review Action Items and Proposed Agenda Items for Next Meeting : All committee members will spend some time researching fundraising ideas and will consider people that could be added to the appeal list.
  3. Set Date for Next Meeting : Thursday, September 13, 2018
  4. Adjourn : Kate moved, Ellen seconded. Meeting adjourned at 6:14 PM.

 

 

Respectfully submitted,

 

Kate Kane, Secretary

Fundraising Committee Meeting Agenda: Thursday, July 12, 2018

Board of Directors Fundraising Committee Meeting

Thursday, July 12, 2018

5:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

Click here to download a .pdf of this 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 April 17, 2018 meeting

5. Discuss Methods of Fundraising

7. Other Business

8. Review Action Items and Proposed Agenda Items for Next Meeting

9. Set Date for Next Meeting

10. Adjourn

Posted July 9, 2018

Board of Trustees Meeting Minutes: Tuesday, May 22, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, May 22, 2018

Click here to download a pdf of these minutes: 2018.05.22 Board Meeting Minutes

 

Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Heidi Lauricella, Don Tretler, Gary Fox, Susan Spaulding, Célina Houlné

Absent: Brady Weinstock

Guests: None

 

  1. Call to Order : 6:03 PM
  2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting : None

  1. Public Comment (3 minutes per person) : None
  2. Approve Minutes of March 20th meeting : Moved by Ellen, second by Don, approved unanimously
  3. Director’s Report & FY 2018 Budget Status Report : Celina reported that the library will be over budget, in the $16,000 range. The Friends donated $1000 to general fund. Friends will host Welcome Center on August 3rd; many volunteers needed.
  4. Financial Actions
  5. Reserve-Whitcomb Fund & Reserve-Landscaping Fund

Gary made the motion that all funds currently in the Reserve-Whitcomb Landscaping Fund and the Reserve-Landscaping Fund may be spent by the Library Director for work on Library grounds.  Heidi seconded the motion, which passed unanimously.

  1. Reserve-Memorial Donations Fund

John moved that any funds received as Memorial Donations that remain unused at the end of FY 18, be moved into the Reserve-Memorial Donations Fund.  Second by Susan; motion passed unanimously.

  1. Reserve-Windham Foundation Grant Fund

Heidi moved that a new reserve fund be established, to be called Reserve-Windham Foundation Grant, and that grant funds received but not spent by the end of FY 18, be moved into this reserve fund.  Kate seconded the motion, which passed unanimously.

  1. Reserve-Historical Collection Fund

Ellen moved that a new reserve fund be established, to be called Reserve-Historical Collection, and that funds received for the Historical Collection but not spent by the end of FY 18, be moved into this reserve fund.  Second by Gary; motion passed unanimously.

  1. FY18 Transfer of Funds

Don moved that the sum of $13,267.73 of FY18 Trust & Interest income not yet turned over to the Town, be withdrawn by the Treasurer from the Library’s account at River Valley Credit Union, in a bank check, and be given to the Library Director to present to the Town.  Gary seconded the motion, which passed unanimously.

  1. Fundraising Committee: In Brady’s absence, Kate reported that the committee proposes a June Postcard Appeal. Celina shared the proposed postcard format, with wording by Brady, and Gary suggested that it include some indication of what size donation would be helpful. Celina also shared the bequest informational brochure she has created; we will work to get it into the hands of lawyers and accountants.
  2. Executive Session : Director’s Semi-Annual Performance Review

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

Ellen moved that the Board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director be invited to attend.  The motion was seconded and approved.

The committee entered executive session at 6:35 PM.  The committee exited executive session at 6:40, and unanimous consent was given to the director’s semi-annual performance review.

  1. Other Business:

Gary encouraged the board to attend a presentation by the VT Council of Rural Development at the May 29th selectboard meeting at 6:00 PM as well as a June 19th public meeting of Comprehensive Economic Development Strategy in the lower theater at the Opera House.  John suggested that the library bring a cart of books, left over from the book sale, to give away at the Friday Farmers Markets from 3:00 to 7:00 PM beginning June 1st.  The library has a Debbie Wentzel painting on display that will be raffled to raise money for the Community Asylum Seekers Project.

  1. Review and Approve Warrants : Done
  2. Review Action Items, and Proposed Agenda Items for Next Meeting : None
  3. Review Date for Next Meeting : July 24 at 6 PM
  4. Adjourn : Heidi moved; meeting adjourned at 7:02 PM

 

Respectfully submitted,

 

 

Kate Kane, Secretary

Board of Trustees Meeting Agenda: Tuesday, May 22, 2018

Library Board of Trustees Meeting

Tuesday, May 22, 2018

6:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of March 20 meeting

5. Director’s Report & FY 2018 Budget Status Report

6. Financial Actions

a. Reserve-Whitcomb Fund & Reserve-Landscaping Fund

b. Reserve-Memorial Donations Fund

c. Reserve-Windham Foundation Grant Fund

d. Reserve-Historical Collection Fund

e. FY18 Transfer of Funds

7. Fundraising Committee – June Postcard Campaign

8. Executive Session– Director’s Semi-Annual Performance Review

9. Other Business

10. Review and Approve Warrants

11. Review Action Items, and Proposed Agenda Items for Next Meeting

12. Review Date for Next Meeting: July 24

13. Executive Session (If Necessary)

14. Adjourn

Posted May 17, 2018

Fundraising Committee Meeting Minutes: Tuesday, April 17, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Tuesday, April 17, 2018

Click here to download a .pdf of these minutes

Present: Brady Weinstock, Don Tretler, Ellen Taetzsch, Kate Kane

Also Present: Célina Houlné, Director

 

  1. Call to Order : 5:05 PM
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
  3. Election of Committee Chair and Secretary : Kate made motion to nominate Brady as Chair and herself as Secretary. Ellen seconded the motion. No additional nominations were put forward. The motion carried unanimously.
  4. Public Comment (3 minutes per person) : None
  5. Approve Minutes of October 26, 2017 meeting : Ellen moved, Kate seconded. Minutes were approved without change.
  6. Discussion of Goals :
  • Célina is working on a brochure for planned and memorial giving to the library; she is using resources from the American Library Association
  • Célina is keeping track of annual appeal donors and which board member made the personal connection (writing a note on the appeal letter)
  • Célina will design a spring appeal postcard; Brady will work with Célina on design (VistaPrint?); Célina will bring the design to the May board meeting for approval; Célina would like input from committee members on wording
  • Célina is encouraging the town to look into MuniciPay as an option for making online payments; this would allow donors to give online
  • ALA resources for fundraising–identifying donors, earmarking donations; Célina asked cmte members to read the ALA fundraising tool kit
  1. Other Business : Célina stressed the importance of having board members be the “face” of RFPL out in the community. Kate agreed to review the ALA documents on this issue and write some talking points to be considered by the committee and then brought to the full board.
  2. Review Action Items and Proposed Agenda Items for Next Meeting : Review the spring appeal, discuss the ALA suggestions
  3. Set Date for Next Meeting : Thursday, July 12th, at 5:00 PM
  4. Adjourn : Ellen moved to adjourn, Kate seconded. Meeting adjourned at 5:43 PM.

 

 

Respectfully submitted,

 

Kate Kane, Secretary

 

 

Personnel Committee Meeting Minutes: Tuesday, April 17, 2018

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, April 17, 2018

Click here to download a .pdf of these minutes

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Kate Kane

Also Present: Célina Houlné, Director

 

  1. Call to Order : 1:05 PM
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
  3. Election of Committee Chair and Secretary : John made motion to nominate himself as Chair and Kate as Secretary. Ellen seconded the motion. No additional nominations were put forward. The motion carried unanimously.
  4. Public Comment (3 minutes per person) : None
  5. Approve Minutes of October 26, 2017 meeting : Ellen moved, Martha seconded. Amended to include words “and no action was taken” after coming out of executive session. Motion made by Martha to approve minutes with one amendment, John seconded, motion approved unanimously.
  6. Review Evaluation Process : John reviewed the evaluation process as laid out in the RFPL Personnel Policy.
  7. Other Business : None
  8. Executive Session – Director’s Semi-Annual Performance Review

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

John moved that the 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 be invited to attend.  The motion was seconded and approved.

The committee entered executive session at 1:10 PM.  The committee exited executive session at 1:28, and no action was taken.

  1. Review Action Items and Proposed Agenda Items for Next Meeting : John will write a memorandum to be reviewed by the committee and then to be read in executive session at the next board meeting.
  2. Set Date for Next Meeting : To be determined.
  3. Adjourn : 1:30 PM

 

 

Respectfully submitted,

 

Kate Kane, Secretary

Board of Trustees Personnel Committee Meeting Minutes: Tuesday, April 17, 2018

Library Board of Trustees Personnel Committee Meeting

Tuesday, April 17, 2018

1:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 2018.04.17 Personnel Committee Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Election of Committee Chair and Secretary
  4. Public Comment (3 minutes per person)
  5. Approve Minutes of October 26, 2017 meeting
  6. Review Evaluation Process
  7. Other Business
  8. Executive Session – Director’s Semi-Annual Performance Review

 

  1. Review Action Items and Proposed Agenda Items for Next Meeting

 

  1. Set Date for Next Meeting

 

  1. Adjourn

 

 

 

 

 

 

 

 

 

 

Posted April 12, 2018

Board of Trustees Fundraising Committee Minutes: Tuesday, April 17, 2018

Library Board of Directors Fundraising Committee Meeting

Tuesday, April 17, 2017

5:30 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

 2018.04.17 Fundraising Committee Meeting 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. Election of Committee Chair and Secretary
  5. Approve Minutes of September 13, 2017 meeting
  6. Discussion of Goals
  7. Other Business
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 Posted April 12, 2018

Board of Trustee Meeting Minutes: Tuesday, March 20, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, March 20, 2018

Click here to download a .pdf of these minutes

 

Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Heidi Lauricella, Don Tretler, Celina Houlne

Absent: Brady Weinstock, Gary Fox, Susan Spaulding

Guests: Sandy Martin

 

  1. Call to Order : 6:23 PM
  2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting : None

  1. Public Comment (3 minutes per person) : None
  2. Approve Minutes of January 23rd meeting : moved by Ellen, second by Heidi, approved unanimously
  3. Oath of Office : Justice of the Peace, Sandy Martin, administered the Oath of Office to all trustees present.
  4. Election of Officers : John made motion to nominate the following to serve as officers of the RFPL Board of Directors for this election cycle: John Bohannon as Chair, Ellen Taetzsch as Vice Chair, Martha Rowley as Treasurer, and Kate Kane as Secretary. Martha seconded the motion. No other nominations were put forward.  The motion carried unanimously.
  5. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization :
  • John moved that the Rockingham Library Board of Trustees authorize any officer of the Board of Trustees to sign routing documents that do not deal with changes of policy or commitment of unbudgeted funds; and that this authorization be reviewed for renewal annually. Heidi seconded the motion. Motion passed unanimously.
  • John reviewed the Code of Ethics which each trustee signed.
  • John reviewed the Rules of Procedures policy.
  1. Authorization for Bank Accounts: Martha moved that the RFPL Board of Trustees approve the Library Director, Celina Houlne, and the Treasurer, Martha Rowley, to be signers for the following Library bank and investment accounts, and for the bookkeeper Mary Van Hartesveldt to have information only access: AXA Annuity Peoples Securities, SecureFore 5 Annuity Forethought Life Insurance Company Peoples Securities, Peoples Securities money market, River Valley Credit Union money market and business accounts, and TD Bank Petty Cash Checking. Heidi seconded the motion; it passed unanimously.
  2. Selection of regular meeting date/time and schedule for the year : 4th Tuesday of alternate months, at 6 PM
  3. Trustee Committee Assignments : reviewed and taken as written
  4. Town Officers Education Conference April 3 : Information is in Director’s report.
  5. Director’s Report & FY 2017 Budget Status Report : The annual appeal has taken in $5055. Celina is working on a pamphlet to invite people to give to the library via their wills or bequests. Donations are needed for book sale and plant sale.
  6. Other Business : None
  7. Review and Approve Warrants : Completed
  8. Review Action Items, and Proposed Agenda Items for Next Meeting : Personnel Cmte will report to board regarding the semi-annual evaluation of director.
  9. Review Date for Next Meeting: Tuesday, May 22, 2018, at 6 PM
  10. Adjourn: Heidi moved, Kate seconded. Meeting adjourned at 7:14 PM.

 

Respectfully submitted,

 

 

Kate Kane, Secretary

Library Board of Trustees Meeting Agenda: Tuesday, March 20, 2018

Library Board of Trustees Meeting

Tuesday, March 20, 2018

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 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 23 meeting
  5. Oath of Office
  6. Election of Officers
  7. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization
  8. Authorization for Bank Accounts
  9. Selection of regular meeting date/time and schedule for the year
  10. Trustee Committee Assignments
  11. Town Officers Education Conference April 3
  12. Director’s Report & FY 2017 Budget Status Report
  13. Other Business
  14. Review and Approve Warrants
  15. Review Action Items, and Proposed Agenda Items for Next Meeting
  16. Review Date for Next Meeting
  17. Executive Session (If Necessary)
  18. Adjourn

 

 

 

Posted March 16, 2018

Board of Trustees Meeting Agenda: Tuesday, January 23, 2018

Library Board of Trustees Meeting

Tuesday, January 23, 2018

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

 Click here to download a .pdf of this 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 28, 2017 meeting
  5. Group Net Metering Proposal – Executive Session
  6. Director’s Evaluation – Executive Session
  7. Director’s Report & Budget FY 2018 Update
  8. March Election and Board Openings
  9. Other Business – November 13 Board Meeting
  10. Review Action Items, and Proposed Agenda Items for Next Meeting
  11. Review Date for Organizational Meeting – March 13
  12. Adjourn

 

Library Board of Trustees

Meeting Minutes

November 28, 2017

 

Present: Ellen Taetzsch, Martha Rowley, Susan Spaulding, Heidi Lauricella, Kate Kane, Brady Weinstock, John Bohannon, Celina Houlne

Absent: Gary Fox

Guests: Polly Montgomery, Alex Bravakis, Lou Bravakis

Click here to download a .pdf of these minutes.

  1. Call to order: 6:15pm
  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:  Polly Montgomery- the holiday party will be 12/2.  The Friends of the Library are looking for donations of food.  Raffle tickets are for sale.
  4. Approve Minutes of September 19th Board Meeting: Motion made to approve minutes, seconded and passed unanimously
  5. Group Net Metering Proposal – Novus Energy Development, LLC: Alec and Lou Bravakis presented about an opportunity to join a solar energy project the town is involved with.

Motion made to allow Ray Masucco to review net metering contract and come to next meeting with recommendations, seconded and unanimously passed

  1. Executive Session – Directors Evaluation, Employees’ Labor Relations Negotiations

Motion made to move that premature general public knowledge of the details concerning two personnel matters involving RFPL employees will clearly place the employees and the Board at a substantial disadvantage by disclosing the person details of the topics, seconded, unanimously passed

Motion made that the Board enter into an executive session to discuss two personnel matters where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director be invited to attend, seconded, unanimously passed.

The board exited the executive session at 6:55pm

Motion made that the Board approve the annual evaluation of the Director as discussed and that the Board Chair be directed to present the written evaluation to the Director at his earliest convenience, seconded, unanimously passed.

Motion made that the Board approve the modification of the union contract involving two RFPL employees in the three ways discussed and that the minutes reflect those three changes; I also move that John and Brady be authorized to sign the modified contract, seconded, unanimously passed.

The three changes are:

  1. Three year contract July 1, 2017 – June 30, 2020
  2. 0% wage increase each year of the contract Retro to July 1, 2017
  3. 2 Medical and Dental Insurance (d) Change pro-rated cash payment to reflect same as town from 35% to 50% and remove sentence “For employees hired after Dec 31, 2011, capped at $6,000.00”
  1. Director’s Report
  2. Finance – FY19 Budget: motion made to adopt the proposed FY19 budget as presented including the adjustment for payroll  and benefits as prescribed in FY18 projected budget, seconded, motion approved with one abstention.
  3. Other Business: N/A
  4. Review and Approve Warrants
  5. Review Action Items, and Proposed Agenda Items for Next Meeting: There is a select board meeting 12/5 please try to attend if possible, review group net metering agreement, sign appeal letters
  6. Review Date for Next Meeting: January 23, 2018 at 6:15pm
  7. Adjourn: Motion to adjourn at 7:50

Board of Trustees Meeting Agenda: Tuesday, November 28, 2017

Library Board of Trustees Meeting

Tuesday, November 28, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

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 Sept. 9 Board Meeting
  5. Group Net Metering Proposal – Novus Energy Development, LLC
  6. Executive Session – Director’s Evaluation, Employees’ Labor Relations Negotiations
  7. Director’s Report
  8. Finance – FY19 Budget
  9. Other Business
  10. Review and Approve Warrants
  11. Review Action Items, and Proposed Agenda Items for Next Meeting
  12. Review Date for Next Meeting: January 23
  13. Adjourn

 

 

 

 

 

Posted November 21, 2017

Special Meeting Minutes: November 13, 2017

Minutes of the Special Library Board Meeting on November 13, 2017

Click here to download a .pdf of these minutes.

 

In attendance: John Bohannon, Brady Weinstock, Celina Houlne, Keith Hancock, Samantha Maskell and Virgil Fuller.

Meeting came to order at 10:00 AM.

There were no changes made to the agenda, and there was no public comment.

The process for negotiations and the Board’s approval of the next Union Contract was reviewed.

John Bohannon moved that premature general knowledge of the details concerning a personnel matter involving RFPL (Rockingham Free Public Library) employees will clearly place the employees, the Union, and the Board at a substantial disadvantage by disclosing the personal details of this topic.  BradyWeinstock seconded and the motion passed.

John Bohannon then moved that the Committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the Library and the Union at a substantial disadvantage, and that the Director, Union representative, and concerned employees be invited to attend.  Brady Weinstock seconded this motion and the motion passed.

The meeting entered executive session at 10:07.  Participants came out of Executive Session at 10:55. It was stated that a memorandum of understanding will be brought to the next Library Board meeting on November 28 to be reviewed by the full Board.

There was no other business and the meeting adjoined at 11:56.

 

Board of Trustees Special Meeting Agenda: Monday, November 13, 2017

Special Library Board Meeting

Monday, November 13, 2017

10:00 AM

Location: Top Floor Meeting Room (or Youth Program Room)

 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. Review Union Contract Process
  5. Executive Session – Contract
  6. Other Business
  7. Adjourn

 

Finance Committee Meeting Agenda: Tuesday, November 7, 2017

Library Board of Trustees Finance Committee Meeting

Tuesday, November 7, 2017

2:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

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 May 23 meeting
  5. Review FY19 Budget
  6. Other Business
  7. Executive Session – If Necessary
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

     Posted November 2, 2017

Personnel Committee Meeting Minutes: Thursday, October 26, 2017

Library Board of Trustees Personnel Committee Meeting
Thursday, October 26, 2017 3:00 PM
Location: Top Floor Meeting Room

Click here to download a .pdf of these minutes.
MINUTES
PRESENT: John Bohannon (chair), Gary Fox, Martha Rowley
ALSO PRESENT: Celina Houlne, Library Director
1. Call to Order by the Chair at 3:07.
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 October 19. Motion to approve by Martha, seconded, no discussion, approved.
5. Other business. None
6. Executive session – Director’s Evaluation
John moved as shown below:
I move that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic.
The motion was seconded and approved.
John moved as shown below:
I move that the 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.
The motion was seconded and approved.
The committee entered into executive session at 3:11 and exited at 3:22.
8. Review action Items and proposed agenda Items for next meeting. No comment
9. Set date for next meeting. TBD
10. Adjourn. The meeting adjourned at 3:24 PM.
SUBMITTED: John Bohannon, Committee Chair

Personnel Committee Meeting Agenda: Thursday, October 26, 2017

Library Board of Trustees Personnel Committee Meeting

Thursday, October 26, 2017

3:00 PM

Location: Top Floor Meeting Room (or Youth Program Room)

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 October 19 Meeting
  5. Other Business
  6. Executive Session – Director’s Evaluation
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

        Posted October 20, 2017

Personnel Committee Meeting Minutes: Thursday, October 19, 2017

Library Board of Trustees Personnel Committee Meeting

Thursday, October 19, 2017 10:00 AM

Location: Top Floor Meeting Room

Click here to download a .pdf of these minutes.

MINUTES

PRESENT: John Bohannon (chair), Gary Fox, Martha Rawley

ALSO PRESENT: Celina Houlne, Library Director

  1. Call to Order by the Chair at 10:08.
  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 September 18 meeting. Minutes were not available. They will be approved at the next meeting.
  5. Evaluation Process. Published process was reviewed with no comment.
  6. Other Business. None
  7. Executive Session – Director’s Evaluation.

John moved as shown below:
I move that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic.
The motion was seconded and approved.
John moved as shown below:
I move that the 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.
The motion was seconded and approved.
The committee entered into executive session at 10:15 and exited at 10:35.
8.  Review Action Items and Proposed Agenda Items for Next Meeting. No comment
9.  Set Date for Next Meeting. October 26th, 3PM.
10.  Adjourn. The committee adjourned at 10:36 AM.

SUBMITTED:       John Bohannon, Committee Chair

 

Personnel Committee Meeting Agenda: Thursday, October 19, 2017

Library Board of Trustees Personnel Committee Meeting

Thursday, October 19, 2017

10:00 AM

Location: Top Floor Meeting Room (or Youth Program Room)

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 18 meeting
  5. Evaluation Process
  6. Other Business
  7. Executive Session – Director’s Evaluation
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

        Posted October 16, 2017

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

Library Board of Trustees Meeting

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

Click here to download a .pdf of these minutes.

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

Absent: None

Guests: Polly Montgomery – Friends of the Library

 

  1. Meeting called to order at 6:15 pm

 

  1. No Additions to the Agenda

 

  1. Comments from the general public

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

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

 

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

 

  1. Directors Report:

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

 

  1. Budget Status Report – No Comment

 

  1. Finalize Amendment to By-Law Article II:

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

Ellen Seconds.  Motion carries unanimously

 

  1. Long Range Planning Committee:

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

 

  1. Personnel Committee:

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

Ellen seconds.  Motion carries unanimously

 

  1. Fundraising Committee:

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

The appeal will be mailed 3rd week of December.

 

  1. No other business

 

  1. Review and approve warrants: completed

 

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

 

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

 

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

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

 

  1. Executive Session: not necessary

 

  1. Meting Adjourned at 7 pm

 

 

Respectfully submitted,

 

 

Gary Fox, Secretary

Personnel Committee Meeting Minutes: September 18, 2017

Library Board Personnel Committee Minutes

September 18, 2016

5:45 PM

 Click here to download a .pdf of these minutes.

Location: Meeting Room

Trustees in Attendance: John Bohannon, Gary Fox, Martha Rowley, Ellen Taetzsch and Celina Houlne

 

  1. Call to order. 5:45 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting N/A
  3. Public comment (3 minutes per person) N/A
  4. Approve Minutes of July 14 meeting: John Bohannon moves to approve the July 14th minutes as is. Martha Rowley seconds the motion.  Motion is approved unanimously
  5. Director’s Evaluation process & date of upgrade Committee will recommend pay grade upgrade on November 30th to full Library Board.
  6. Executive Session: Director’s Evaluation John Bohannon moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic. Gary Fox seconds the motion.  Motion is unanimously approved.

John Bohannon moves that the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director not be invited to attend. Gary Fox seconds the motion. Motion unanimously approved.

Exited executive session at 6:07pm

  1. Review Action Items, and Proposed Agenda Items for Next Meeting Review director’s evaluation
  2. Set Date for Next Meeting October 17th at 10:00am
  3. Adjourn Gary moves to adjourn at 6:10pm

 

Respectfully submitted

Ellen Taetzsch

Long-Range Planning Committee Minutes: September 13, 2017

BOARD OF TRUSTEES LONG-RANGE PLANNING COMMITTEE MEETING MINUTES

September 13, 2017

4:30 PM

Click here to download a .pdf of these minutes.

Present: John Bohannon, Gary Fox, Kate Kane, Committee Members

Others: Celina Houlne, Library Director

Call to Order: John called the meeting to order at 4:35 PM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of January 23, 2017, meeting: Moved by John Bohannon and seconded to approve as printed.  The motion passed.

Review Final Draft of Long Range Plan: Celina reported that she worked with the staff to create the new long range plan.  She pointed out a change to the mission statement of the library.  Three long range priorities, of equal weight, were noted.  The plan covers a five-year period.  John requested that Celina provide a yearly update on the plan at the January meeting each year, beginning in January 2019.  Celina indicated that the stats and demographics in the plan will be updated as needed before the plan is included in any grant application.  John moved that the committee present the long range plan to the full board with the recommendation that the plan be approved with the changes noted.  The motion was seconded and approved unanimously.

Set Date for Next Meeting: No action at this time.  Committee will reconvene if plan needs to be adjusted.

Review Tasks: John will write motion for full board to approve plan as written with clarification of the mission statement.

Executive Session: None needed.

Adjourn: At 5:05 PM, moved and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Recording Secretary

Fundraising Committee Minutes: September 13, 2017

BOARD OF TRUSTEES FUNDRAISING COMMITTEE MEETING MINUTES

September 13, 2017

3:30 PM

Click here to download a .pdf of these minutes.

Present: Brady Weinstock, Kate Kane, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Brady called the meeting to order at 3:35 PM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of July 20, 2017, meeting: Moved by Brady Weinstock and seconded to approve as printed.  The motion passed.

Other Business: Celina reported that the Friends have raised over $12,000 and are close to the amount needed for the Jerry Pfohl painting of the Vilas Bridge.  Carol Blackwood’s monthly contribution of excess energy generated from her solar panels has started to be noted on the RFPL Green Mountain Power bill.  However, Celina spoke with GMP and was told that the library can only receive credit from one person, so we cannot solicit or receive additional contributions of solar credits.  In addition, Celina reported that the Town of Rockingham is investigating the establishment of a solar farm for town energy expenses.  After discussion, it was decided to put the pursuit of grant funding for solar panels on the back burner for now.

Review Annual Appeal: Following the meeting, Kate and Brady will review the lists used for the annual appeal: the list used in previous appeals as well as the town list of property owners.  The purpose will be to note any people who are known to be deceased and to indicate which people are known to either Brady or Kate for the purpose of writing a personal note on their appeal letter.  The full board will be asked to review the lists as well, and letters will be signed and personalized in November.

Review Action Items and Proposed Agenda Items for Next Meeting: No action taken

Set Date for Next Meeting: No action at this time.

Adjourn: At 3:48 PM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Recording Secretary

Library Board of Trustees Personnel Committee Meeting Monday, September 18, 2017 10:00 AM

 

Library Board of Trustees Personnel Committee Meeting

Monday, September 18, 2017

10:00 AM

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of May 11 meeting
  5. Review Evaluation Process
  6. Other Business
  7. Executive Session – If Necessary
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

 

 

 

 

 

 

Posted September 14, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101 Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.18 Personnel Committee Meeting Agenda

Library Board of Trustees Meeting Tuesday, September 19, 2017 6:15 PM

 

Library Board of Trustees Meeting

Tuesday, September 19, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of July 25 Meeting
  5. Director’s Report
  6. FY 18 Budget Status Report
  7. Finalize Amendment to By-Law Article II
  8. Long Range Planning Committee – Review Long Range Plan
  9. Personnel Committee – Review Director’s Evaluation Process
  10. Fundraising Committee – Review Annual Appeal
  11. Other Business
  12. Review and Approve Warrants
  13. Review Action Items, and Proposed Agenda Items for Next Meeting
  14. Review Date for Next Meeting: November 28
  15. Viewing of “Short Takes for Trustees” Educational Videos
  16. Executive Session – If Necessary
  17. Adjourn

 

 

Posted September 14, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.19 Board Meeting Agenda

Board of Directors Fundraising Committee Meeting Wednesday, September 13, 2017 3:30 PM Location: Top Floor Meeting Room (or Youth Program Room)

 

Board of Directors Fundraising Committee Meeting

Wednesday, September 13, 2017

3:30 PM

Location: Top Floor Meeting Room (or Youth Program Room)

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of July 20, 2017 meeting
  5. Review Annual Appeal
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

 

 

 

 

 

Posted September 8, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

2017.9.13 Fundraising Committee Meeting Agenda

Board of Trustees Long Range Planning Committee Meeting Wednesday, September 13, 2017

 

2017.9.13 Long Range Planning Committee Meeting Agenda

 

 

4:30 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve minutes of January 23, 2017 meeting
  5. Review Final Draft of Long Range Plan
  6. Set date for next meeting and review agenda items
  7. Review tasks
  8. Executive Session – if necessary
  9. Adjourn

 

 

 

 

Posted September 8, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting Minutes: Tuesday, July 25, 2017

Library Board of Trustees Meeting Minutes

Tuesday July 25, 2917

6:15pm

Click here to download a .pdf of these minutes.

Present: Martha Rowley, John Bohannon, Leslie Lassetter, Kate Kane, Susan Spaulding, Ellen Taetzsch, Brady Weinstock, Gary Fox

 

  1. Call to Order: 6:18pm
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None
  3. Public Comment: Poly Montgomery from the Friends of the Library made comments
  4. Approve Minutes of May 23rd Meeting: Approved with amendments that all trustees were present except Heidi Lauricella. Motioned, seconded and unanimously approved.
  5. Director’s Report: Report was presented
  6. Reserve Fund & Memorial Donation for Jackie Hewitt:
  • Motion made to create a Memorial Reserve Fund for $455.00 and to expend the $455.00 in FY 18. Seconded and unanimously approved.
  • Motion made to donate in Jackie Hewitt’s name, $500.00 to the Friends of the Library’s Vilas Bridge Campaign, to be drawn from the Memorial Reserve Fund and the FY 18 Memorial Revenue Line. Seconded and unanimously approved.
  1. Fundraising Committee Report: Update on fundraising activities
  2. Union Negotiator for Collective Bargaining Agreement: Motion was made to authorize Brady and John to represent the Board of Trustees in union negotiations. Seconded and unanimously approved.
  3. Amendment to By-Law Article II: Motion was made for the Library Board of Trustees shall meet in regular session a minimum of six times per year in accordance with 1 V.S.A. § 312 as am mended. Seconded and unanimously approved.
  4.  Other Business
  5. Review and Approve Warrants: Completed
  6. Review Action Items, and Proposed Agenda Items for Next Meeting: Next meeting we will discuss annual evaluation process for director, long range plan, and change in the by laws as noted in agenda item 9
  7.  Review Date for Next Meeting September 26:  Next meeting was changed to September 19th at 6:15
  8. Viewing of “Short Takes for Trustees” Educational Videos- Video was viewed
  9. Executive Session: not necessary
  10. Adjourned at 6:58pm

 

Respectfully Submitted,

 

Ellen Taetzsch

Fundraising Committee Meeting Minutes: July 20, 2017

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

July 20, 2017.

10:30 AM

Click here to download a .pdf of these minutes.

 

Present: Brady Weinstock, Kate Kane, Leslie Lassetter, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Brady called the meeting to order at 10:42 AM.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of April 19, 2017 meeting: Moved by Leslie and seconded to approve as printed.  The motion passed.

Discussion of Methods of Fundraising:

Grants: Celina reported that the library has access to a database of grants called Grant Station.  Kate agreed to look through the database and meet with Celina about appropriate grants for which to apply. The 2016 price for installation of solar panels to the roof is $34,544, and Celina has a grant written to be used when a source of funds is determined (via Grant Station).  Celina also reported that a grant application has been written to the Windham Foundation for digitizing the historical collection.  Kate has reached out to the Windham Regional Commission and Integrated Solar about grants specifically for renewable energy.

Bequests: Celina reported that online donations using credit cards are not yet available through the Town of Rockingham.  She shared a brochure called “Leave It to the Library” about making bequests, and her plan is to recreate this brochure for RFPL.

Annual Appeal: Celina suggested we set a goal of $10,000.  It was decided that we would cross check the town tax list with our annual appeal mailing list, and we will ask the board of trustees for names to add to the appeal.

Other Business: Celina reported that the Friends of the RFPL have raised approximately 75% of the $12,500 needed for the Jerry Pfohl painting of the Vilas Bridge.

Review Action Items and Proposed Agenda Items for Next Meeting: Kate will review Grant Station and meet with Celina about grant options.  Celina will request the Rockingham Grand List in preparation for cross checking that list with the annual appeal list.

Set Date for Next Meeting: September 13, 2017 at 3:30 PM.

Adjourn: At 11:31 AM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

 

Kate Kane

Recording Secretary

Board of Trustees Meeting Agenda: Tuesday, July 25, 2017

Library Board of Trustees Meeting

Tuesday, July 25, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a pdf of the 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 May 23 Meeting
  5. Director’s Report
  6. Reserve Fund & Memorial Donation for Jackie Hewitt
  7. Fundraising Committee Report
  8. Union Negotiation for Collective Bargaining Agreement
  9. Amendment to By-Law Article II
  10. Other Business
  11. Review and Approve Warrants
  12. Review Action Items, and Proposed Agenda Items for Next Meeting
  13. Review Date for Next Meeting: September 26
  14. Viewing of “Short Takes for Trustees” Educational Videos
  15. Executive Session – If necessary
  16. Adjourn

Posted July 20, 2017

Fundraising Committee Meeting Agenda: Thursday, July 20, 2017

Board of Directors Fundraising Committee Meeting

Thursday, July 20, 2017

10:30 AM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a pdf of 2017.07.20 Board of Directors Fundraising Committee Meeting

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 April 19, 2017 meeting
  5. Discuss Methods of Fundraising
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

Posted July 17, 2017

Board of Trustees Meeting Agenda: Tuesday, May 23, 2017

Library Board of Trustees Meeting
Tuesday, May 23, 2017
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.5.23 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of April 25 Meeting
  5. Director’s Report
  6. FY 17 Budget Status Report
  7. FY17 Financial Actions
  8. Authorization of Expenses
  9. Reserve fund for Summer Reading Grant
  10. Transfer of Funds for FY17 Expenses
  11. New Investment Account
  • Review Meeting Schedule and By-Law Article II
  • Executive Session– Director’s Semi-Annual Performance Review
  • Other Business
  • Review and Approve Warrants
  • Review Action Items, and Proposed Agenda Items for Next Meeting
  • Review Date for Next Meeting: June 27 or July 25
  • Viewing of “Short Takes for Trustees” Educational Videos
  • Adjourn

Posted May 19, 2017

Finance Committee Meeting Agenda: Thursday, May 23, 2017

Board of Directors Finance Committee Meeting
Thursday, May 23, 2017
5:30 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2017.5.23 Finance Committee Meeting

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. Election of Committee Chair and Secretary
  4. Public Comment (3 minutes per person)
  5. Approve Minutes of October 20, 2016 meeting
  6. Discuss Investment Accounts
  7. Discuss Transfer of Funds for FY17 Expenses
  8. Other Business
  9. Executive Session (If Necessary)
  10. Review Action Items and Proposed Agenda Items for Next Meeting
  11. Set Date for Next Meeting
  12.   Adjourn

 

Posted May 19, 2017

Board of Directors Personnel Committee Meeting Thursday, May 11, 2017 10:00 AM

 

Board of Directors Personnel Committee Meeting

 

Thursday, May 11, 2017

 

10:00 AM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Election of Committee Chair and Secretary
  4. Public Comment (3 minutes per person)
  5. Approve Minutes of October 10, 2016 meeting
  6. Review Evaluation Process
  7. Other Business
  8. Executive Session – Director’s Semi-Annual Performance Review
  9. Review Action Items and Proposed Agenda Items for Next Meeting
  10. Set Date for Next Meeting
  11. Adjourn

 

 

 

 

 

 

 

 

 

 

Posted May 92017.5.11 Personnel Committee Meeting Agenda, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

 

 

Board of Trustees Meeting Agenda: Tuesday, April 25, 2017

Library Board of Trustees Meeting

Tuesday, April 25, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.4.25 Board Meeting Agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of March 28 meeting
5. Set Date for Summer Board Meeting
6. Director’s Report
7. FY 2017 Budget Status Report
8. Fundraising Committee Proposals for Solar Fundraising & Memorial Donations
9. Viewing of “Short Takes for Trustees” Educational Videos
10. Other Business
11. Review and Approve Warrants
12. Review Action Items, and Proposed Agenda Items for Next Meeting
13. Review Date for Next Meeting: May 23
14. Executive Session (If Necessary)
15. Adjourn

Posted April 20, 2017

Fundraising Committee Meeting Minutes: April 29, 2017

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

April 19, 2017

10:30 AM

Click here to download a .pdf of these minutes:  2017.04.19 Fundraising Committee Minutes

Present: Brady Weinstock, Kate Kane, Leslie Lassetter, Committee Members

Others: Celina Houlne, Library Director

Call to Order: Leslie called the meeting to order at 10:35 AM.

Election of Committee Chair and Secetary:  Leslie nominated Brady as Committee Chair and Kate as Committee Secretary.  Motion was seconded and passed.

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of November 22, 2016, meeting: Moved by Leslie and seconded to approve as printed.  The motion passed.

Discussion of Goals: Two goals were set:

  1. Make annual appeal in December more effective
  2. Establish new methods of fundraising.

Discussion focused on fundraising for green solar energy.  Brady reported that Green Mountain Power customers who use solar power receive only solar credits, not refunds, and those credits could be gifted to the RFPL.  Celina reported that solar panels on the slanted part of the roof would be a completion of the renovation.  She will get an updated cost from the solar company in Brattleboro.  Kate will research grant opportunities.  The following proposal will be brought to the Board of Trustees at its April 25th meeting:

We propose that the Board pursue funding for green solar energy by (1) pursuing funds for solar panels, and (2) soliciting donations of Green Mountain Power solar credits.  Both of these steps will help reduce the library’s monthly electricity cost and will promote green energy.

Discussion then focused on increasing donation options.  Suggestions included a second appeal in June using postcards, naming donors in follow-up newsletters or appeals, considering a monthly donation option, and lowering the suggested donation so that more people feel comfortable with their ability to give.  Celina requested the ability to add memorial or honorary gift options to the online donation capability.  The following proposal will be brought to the Board of Trustees:

We propose that the Board direct Celina to add an online option for people to give memorial or honorary gifts to the RFPL.

 

Other Business: None

Review Action Items and Proposed Agenda Items for Next Meeting: Celina will investigate online donations and monthly donation by checking with other libraries.  She will also get the tax list from the town clerk to provide increased names for the annual appeal, and she will get an updated quote for solar panels.  Kate will research grant options for solar power/green energy.

Set Date for Next Meeting: No action at this time.

Adjourn: At 11:48 AM, motion by Kate Kane and seconded to adjourn this meeting.

Respectfully Submitted,

 

Kate Kane

Secretary

Fundraising Committee Meeting Agenda: Wednesday, April 19, 2017

Board of Directors Fundraising Committee Meeting

Wednesday, April 19, 2017

10:30 AM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.4.19 Fundraising Committee Meeting Agenda

 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 22, 2016 meeting
  5. Election of Committee Chair and Secretary
  6. Discussion of Goals
  7. Other Business
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

Posted April 19, 2017

Board of Trustees Meeting Agenda: Tuesday, March 28, 2017

Library Board of Trustees Meeting

Tuesday, March 28, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.3.28 Board Meeting Agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of February 28 and March 7, 2017 meetings
  5. Authorization for Bank Accounts and Warrant
  6. Director’s Report
  7. FY 2017 Budget Status Report
  8. Trustee Committee Assignments
  9. Town Officers Education Conference April 4
  10. Other Business
  11. Review and Approve Warrants
  12. Review Action Items, and Proposed Agenda Items for Next Meeting
  13. Review Date for Next Meeting: April 25
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

 

Posted March 23, 2017

Library Trustee Meeting Minutes: March 7, 2017

Click here to download a .pdf of these minutes: 2017.03.07 Board Minutes

Library Trustees Present: Ellen Taetzsch, Martha Rowley, Carole Blackwood, John Bohannon, Heidi Lauricella, Leslie Lassetter, Gary Fox; Library Director Celina Houlne, Kate Kane, Susan Spaulding, Brady Weinstock

 

  1. Meeting opened at 7:20 pm, and the board welcomed newly elected Trustees Kate Kane, Susan Spaulding and Brady Weinstock

 

  1. Nothing to add to agenda

 

  1. Members of the General Public: Sand Martin from

 

  1. Oaths of Office – Celina read the Oath, Trustees all signed, and Sandy Martin, Notary Public authenticated.

 

  1. Election of Officers, Heidi moves, ad Leslie seconds a slate of John Chair, Ellen Vice Chair, Gary as Secretary, Martha as Treasurer; Motion carries unanimously

 

  1. Regular meeting dates and times – 4th Tuesday at 6:15 pm for about an hour; next meeting determine if July or August; No December; Next Meeting March 28, 2017

 

  1. Handed around and affirmed the rules and procedures

 

  1. Committee Assignments – John handed out the current list and asked people to e-mail him their choice before the next meeting

Historical Collection– getting items online – 10 year project working on this

 

  1. Other Business – N/A

 

  1. No Executive Session

 

  1. Motion to Adjourn Heidi, Ellen Seconds; Motion unanimous

 

Respectfully Submitted,

 

 

Gary Fox

Board of Trustees Meeting Agenda: Tuesday, March 7, 2017

Library Board of Trustees Meeting

Tuesday, March 7, 2017

7:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.03.07 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time and schedule for the year
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. Other Business
  10. Executive Session (if needed)
  11. Adjourn

 

 

 

 

Posted March 2, 2017

Board of Trustees Meeting Minutes: February 28, 2017

 

 

Library Trustees Present: Doreen Aldridge, Ellen Taetzsch, Martha Rowley, Carole Blackwood, Ray Massucco, John Bohannon, Heidi Lauricella, Leslie Lassetter, Gary Fox; Library Director Celina Houlne

 

  1. Meeting opened at 6:20 pm
  2. Nothing to add to agenda
  3. Members of the General Public: Polly Montgomery from Friends of the RFPL

Raising funds by selling the Pfohl 6 x 6 Vilas Bridge.   Charlie is raising some – goal is a little over $1,000 per month. And Match through Indiegogo crowdfunding (CF).

Charlie Hunter –and Carolyn Friesa – will set up incentives for the CF like prints of the Vilas painting if you give $100. 6 -month program – goal by November 1, 2017 is $12,500

 

– Trivia night – get some more teams for – March 11, 4 pm to 6:30 pm; Beer, Wine, Cider and Snacks – Irish Theme; 2 teams from Chroma, Windham Antiques, Greater Rock Fitness, Celina table, Heidi will try to get a team from Sweeney Todd, posters forwarded to board by Celina.

– May 13 plant sale for Friends

– April 7 book sale for Friends members only on Friday (get new members) and general public starting Saturday

 

  1. Ray moves and Carole Seconds- approve the minutes of January 26, 2017.

Motion carries, with 3 abstentions

 

  1. Directors Report e-mailed, Highlights:

Save the Date: April 4, Tuesday is Town Educators Conference – 9 am to 3 pm, Celina will forward details when they arrive.

– Close to hiring for reference librarian, very happy about this.

 

  1. FY 17 budget status report; the appeal letters we signed and mailed have returned so far- 69 donations totalling $4,930, $1,000 to go to meet budget

 

  1. 7 pm on March the 6th for Town Meeting to vote on the Library budget; March 7, 2017, elections for Library Trustees Board – 3 people running for 3 seats: Brady Weinstock, Kate Kane and Susan Spaulding

– Question on finalizing of renovation debt –  paid our fair share, it is now done and settled

 

  1. Meeting Room regulation changes: special attachment to meeting warning

Heidi Moves and Gary seconds to change the rental for outside Library hours to $25; motion defeated 4 to 3.

– John moves and Gary seconds, to strike #2, and move #18 to #2 adjusting the language from “before and after library hours” to “outside library hours”

Motion carries unanimously

 

  1. Other Business – N/A
  2. Review and Approve Warrants
  3. Review Action Items, and proposed agenda items for next meeting: March 28, 6:15 pm
  4. Organizational meeting after voting closes on March 7, at 7:15 at he RFPL, with March 14th is a back-up depending on if the candidates can make it.
  5. No Executive Session
  6. Heidi Moves and Gary Seconds to adjourn – Meeting adjourns at 6:50 pm

Respectfully Submitted, Gary Fox, Secretary

Board of Trustees Meeting Agenda: Tuesday, February 28, 2017

Library Board of Trustees Meeting

Tuesday, February 28, 2017

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.02.28 Board Meeting Agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of January 26, 2017 meeting
5. Director’s Report
6. FY 2017 Budget Status Report
7. March Election and Board Openings
8. Meeting Room Regulations Changes
9. Other Business
10. Review and Approve Warrants
11. Review Action Items, and Proposed Agenda Items for Next Meeting
12. Review Date for Organizational Meeting in March
13. Executive Session (If Necessary)
14. Adjourn

Posted February 23, 2017

Board of Trustees Meeting Minutes: January 26, 2017

Library Board of Trustees Meeting  –  January 26, 2017

 

Present: Board members Carol Blackwood, John Bohannon, Gary Fox, Leslie Lassetter, Ray Massucco, Martha Rowley, and Library Director, Celina Houlne

Click here to download a .pdf of these minutes: 2017.01.26 Board Minutes

MINUTES

 

  1. Call to Order: John Bohannon called the meeting to order at 6:25.
  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 November 29, 2016 meeting: John Bohannon made a motion to approve the minutes of November 29, 2016. Motion was seconded by Leslie Lassetter. Ray Massucco noted that Polly Montgomery had attended the meeting. Motion to approve the minutes passed, with the addition of Polly Montgomery’s name.
  5. Director’s Report: The Director pointed out the Vermont Humanities Council VT Reads series of programs, Friends’ trivia fundraiser event on March 11, and the resignation of the Reference Librarian. Anticipated hiring for this position is in March.
  6. Budget FY 2017 Update: Director explained that the preliminary year-end projection is a rough estimate and will change depending on the new employee’s choice of benefits. So far the annual appeal has brought in $4,555. Also, VLCT will not be moving librarians to a different classification for workers comp and the rate will not increase.
  7. March Election and Board Openings: The Board reviewed what seats will be open in March. Members Doreen Aldrich, Carol Blackwood and Ray Massucco will not be running this year.
  8. Board Authorization for Officer’s Signing Authority: John Bohannon made a motion that the RFPL Board of Trustees authorize any officer of the Board of Directors to sign routine documents that do not deal with changes of policy or commitment of unbudgeted funds; and that this authorization be reviewed for renewal annually. Motion was seconded by Martha Rowley. Ray Massucco offered an amendment to replace the word ‘Directors’ with the word ‘Trustees’. Amendment was accepted and the motion passed.
  9. Long Range Plan Update: John Bohannon reported for the Long Range Planning Committee who met on Jan. 23 to review current draft of the next long range plan. The Board reviewed the three main priorities listed and discussed possible language change for the mission statement. Committee will report again in June.
  10. Other Business: Announcements included Leslie Lassetter will sign warrants for the next two weeks, the Friends are looking at fundraising for Jerry Pfohl’s artwork (which will be on exhibit in the library this spring), storage areas are being reorganized for historical collection, and video-conference equipment has been received from the State Library, thanks to a grant processed by Marty Reid. She’ll be leaving her position soon since the Governor will be appointing a new State Librarian.
  11.   Review and Approve Warrants: Done
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting: Done
  13.    Review Date for Next Meeting: February 28.
  14.   Executive Session (If Necessary): None
  15. Adjourn: John Bohannon made the motion to adjoin at 7:07. Motion seconded by                      Leslie Lassetter. Motion passed.

Minutes submitted by Celina Houlne, January 30, 2017

Board of Trustees Meeting Agenda: Thursday, January 26, 2017 (postponed from Jan 24)

Library Board of Trustees Meeting
Thursday, January 26, 2017
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda: 2017.1.26 Board Meeting Agenda (postponed from Jan 24) 

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 29, 2016 meeting
  5. Director’s Report
  6. Budget FY 2017 Update
  7. March Election and Board Openings
  8. Board Authorization for Officer’s Signing Authority
  9. Long Range Plan Update
  10. Other Business
  11. Review and Approve Warrants
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting
  13.   Review Date for Next Meeting: February 28
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

 

 

 

Posted January 25, 2016

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Long Range Planning Committee Meeting Minutes: Monday, January 23, 2017

Board of Trustees: Long Range Planning Committee Meeting Minutes
Monday, January 23, 2017
Location: Top Floor of Rockingham Free Public Library

Click here to download a .pdf of these minutes: 2017.1.23 Long Range Planning Committee Meeting Minutes
Present: John Bohannon, Gary Fox, Leslie Lassetter, Ellen Taetzsch and Celina Houlne
1. Meeting Called to Order at 12:05
2. No additions to the agenda for routine administrative matters and/or pressing matters that will require
ratification at a future meeting
3. No public comment
4. Approve minutes of July 19, 2016 meeting
Ellen moves, John seconds
Discussion: 1. Correction to Celina Houlne’s name and change Gary Lamb to Gary Fox. 2. Delete
word last from ‘Minutes for April 6, 2016 meeting were approved as amended: Item 5.C.i. replace
“strategic plan” with “last long range plan.”’
Motion passed. Leslie abstained
5. Review Long Range Plan Outline
The long range plan was reviewed and approved as a general format with general categories. Celina
was directed to continue on this path and will present the general format to the entire board.
6. Set date for next meeting and review agenda items
The next meeting will be in June. The date will be determined in May
7. Review tasks
Celina and staff will continue working on the Long Range Plan and add tasks and time lines to each
category
8. Executive Session – not necessary
9. Adjourn
John moves to adjourn at 12:55, Ellen seconds
Respectfully submitted by Ellen Taetzsch 1/25/2017

Long Range Planning Committee Meeting Agenda: Monday, January 23, 2017

Board of Trustees
Long Range Planning Committee Meeting
Monday, January 23, 2017
Noon
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2017.1.23 Long Range Planning Committee Meeting Agenda 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve minutes of July 19, 2016 meeting
  5. Review Long Range Plan Outline
  6. Set date for next meeting and review agenda items
  7. Review tasks
  8. Executive Session – if necessary
  9. Adjourn

 

 

 

 

Posted January19, 2017

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Board of Trustees Meeting Agenda: Tuesday, January 24, 2017 (Postponed due to inclement weather)

Library Board of Trustees Meeting
Tuesday, January 24, 2017
6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2017.1.24 Board Meeting Agenda

 AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of November 29, 2016 meeting
  5. Director’s Report
  6. Budget FY 2017 Update
  7. March Election and Board Openings
  8. Board Authorization for Officer’s Signing Authority
  9. Long Range Plan Update
  10. Other Business
  11. Review and Approve Warrants
  12.   Review Action Items, and Proposed Agenda Items for Next Meeting
  13.   Review Date for Next Meeting: February 28
  14. Executive Session (If Necessary)
  15. Adjourn

 

 

 

Posted January 18, 2016

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Board of Trustees Meeting Minutes: Tuesday, November 29, 2016

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday November 29, 2016

Click here to download a .pdf of these minutes: rfpl-board-minutes-11-29-16

 

Present: Doreen Aldrich, Carol Blackwood, Martha Rowley, Leslie Lassetter, Ray Massucco, John Bohannon, Heidi Lauricella, Gary Fox, Celina Houlne

 

Other’s present: Staff Mary, Polly from the friends, and Charlie Hunter for the fundraising.

 

Absent: Ellen Taetzsch

 

  1. Meeting called to order at 6:20 pm
  2. No additions to the agenda – move #8 Fundraising to #5 before the Directors Report
  • Public Comment – Friends – Polly introduced the party this Saturday from 11 to 1. Come before 11 am and bring some food by, and try to help clean-up.
  1. Approve Minutes of October 25, 2016 Trustees Meeting:

Heidi moves, Gary seconds;

Discussion – 1. Correnction of call to order time from “am” to “pm”. 2. Correction to the Directors Report library staff discussion – “Nancy Tusinski finished the grant report  for the glass plate negatives.” and 2nd paragraph under increased hours of full timers due to the “union contract negotiated earlier in the year” and take out due to “changes to the federal wages and hours rules”

All in favor with noted corrections, motion carries unanimous.

 

  1. Fundraising Committee Report – Ray presented motions recommended by their committee.

Motion 1 – approve artwork in general as part of the historic collection – create an acquisition and restoration fund – includes for all the artwork … as well as the historic collection

Motion 2 – create an acquisition and restoration fund Vilas Bridge and the Clock Tower ..

 

Dicsussion – Or we could have the Friends be the vehicle for the donation.

This needs a decision from the Friends –

Heidi moves 1) the Board support fundraising efforts to acquire two paintings by Jerry Pfohl: the Vilas Bridge and the Clock Tower

Ray seconds

Motion carries unanimously

Leslie moves that the Board create a Historical Collection Reserve Fund, for the purpose of acquiring and restoring items in the Library’s Historical Collection. Heidi seconds.  Motion is defeated 5 to 0 with 3 abstentions….

 

  1. Directors Report – Celina discussed highlights of the Director’s report. Need candidates for the election – ask David Gould, Sam or Ellen from the Promise community for recommendations, post a notice on the Library website.
  • Conference very inspiring … Celina and Gary spoke to this and provided information learned at the conference as well as a video series – 10 x 10 minute informational to be viewed at Board Meetings beginning with the new board in the Spring.
  • Discussed the budget and concern about town meeting. What if we level fund tax request from town? CPI Boston, New England was 1.5%, reduced to 1%.  Fundraising – David Buckley used to go to two people and ask for big donations, Trustees could do this to meet the revenues in the level funded budget adjustment presented  by management.

Gary moved and Heidi seconded to accept the level funded budget as presented. 6 for, Martha against, Leslie Abstains … Motion carries.

 

  1. No Other Business
  2. Review Warrants
  3. Friends will come to the January 24th Board meeting with an answer on the fundraising, Finance Committee annuity management, update on Trustee seats – petition turn in date is January 30th.
  • Next Meeting January 24th at 6:15 pm.
  • Carol moved and John Seconded to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the boar at a substantial disadvantage by disclosing the personal details of this topic.

Heidi Moved and John Seconded ta the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend.

Came out of Executive Session at 7:55 pm.

  • Adjourned at 7:55 pm Doreen moved and Heidi Seconded.

 

 

Respectfully submitted,

 

Gary Fox, Secretary

Fundraising Committee Meeting Minutes: November 22, 2016

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

November 22, 2016

5:00 PM

Click here to download a .pdf of these minutes:  board-of-directors-fundraising-committee-mtg-minutes-nov-22-2016

Present:  Doreen Aldrich, Carol Blackwood, L. Raymond Massucco and Leslie Lassetter (6:08 PM), Committee Members

Others:  Celina Houlne, Library Director; Charlie Hunter, Gretchen Abendschein, and Tom Platt

 

Call to Order: Chairman, Raymond Massucco, called the meeting to order at 5:45 p.m.

 

 Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting:  None

 

Public Comment (3 minutes per person)None

 

Approve Minutes of March 29, 2016 Meeting:  Moved by Carol Blackwood and seconded to approve as printed.  The motion passed.

 

Potential Donation of Jerry Pfohl Artwork:  Gretchen Abendschein, et al showed the committee artwork by Jerry Pfohl and said they’d like to display a painting of the Vilas Bridge over the fireplace in the library.  The fair market value of the painting is $25,000 and if $12,500 could be raised, Mr. Pfohl’s painting would be donated to the library.  Celina Houlne is concerned about money going to this fundraising project as the library is looking to fundraise for solar panels.  The library is heated by electricity and it is costly.  She added that this is a community with limited resources.

There is no money in the budget to preserve the artwork we already have.  Charlie Hunter urged the committee to approve the hanging of the artwork and he will be happy to be involved.  Carol Blackwood said the painting of the town hall tower had more significance to her and suggested displaying both pieces of art in the library.  The fair market value of this piece is $6,000.  Charlie Hunter will kick in $1,000 if there is a match.  After a lengthy discussion, it was moved by Carol Blackwood and seconded by Ray Massucco that we recommend to the full board that we create an art acquisition and restoration reserve fund with the future goal to attempt to purchase these paintings by Mr. Pfohl and that we work with members of the committee in the fundraising effort.   The motion passed.

 

Other Fundraising Ideas:  None at this time.

 

Other Business:  None

 

Review Action Items and Proposed Agenda Items for Next Meeting:  No action taken

 

Set Date for Next Meeting:  No action at this time.

 

At 6:26 PM, motion by Carol Blackwood and seconded to adjourn this meeting.

 

Respectfully submitted_________________________________

Recording Secretary

Board of Trustees Meeting Agenda: Tuesday, November 29, 2016

Library Board of Trustees Meeting
Tuesday, November 29, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016-11-29-board-meeting-agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of October 25, 2016 meeting
5. Director’s Report
6. Report on VT Library Trustees Conference
7. Finance – Budget FY 2018
8. Fundraising – Potential Donation of Artwork
9. Other Business
8. Review and Approve Warrants
9. Review Action Items, and Proposed Agenda Items for Next Meeting
10. Review Date for Next Meeting: January 24
11. Executive Session: Director’s Evaluation
12. Adjourn
Posted November 23, 2016

Fundraising Committee Agenda: Tuesday, November 22, 2016

Board of Directors Fundraising Committee Meeting
Tuesday, November 22, 2016
5:00 PM
Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda:  2016-11-22-fundraising-committee-meeting-agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of March 29, 2016 meeting
  5. Potential Donation of Jerry Pfohl Artwork – Gretchen Abendschein & Tom Platt
  6. Other Fundraising Ideas
  7. Other Business
  8. Review Action Items and Proposed Agenda Items for Next Meeting
  9. Set Date for Next Meeting
  10. Adjourn

 

 

 

 

 

 

 

Posted November 18, 2016

Finance Committee Meeting Minutes: October 20, 2016

RFPL Finance Committee

Draft Minutes

October 20, 2016

Click here to download a .pdf of these minutes: 2016-10-20-finance-committee-minutes

In Attendance: Gary Fox, Martha Rowley (chair), Carol Blackwood, Heidi Lauricella, Mary Van Hartesveldt (staff), Celina Houlne (director)

  1. Meeting called to order at 6:35pm in the top floor meeting room.
  2. No addictions to agenda needed.
  3. No public comment.
  4. A motion was made “To approve the minutes for the October 18, 2015 finance meeting as written”. This passed unanimously.
  5. The committee reviewed the FY17 budget.
  6. The committee reviewed the FY18 budget. A motion was made for the finance committee “To bring the proposed FY18 budget as written to the full board.”
  7. No new business.
  8. A next meeting will be planned when needed. Date and time TBA.
  9. There were no tasks assigned.
  10. The committee did not enter executive session.
  11. Meeting adjourned at 7:30pm

Respectfully submitted

Heidi Lauricella

 

Personnel Committee Meeting Minutes: October 17, 2016

Personnel Committee meeting of the Rockingham Free Public Library October 17, 2016.

Click here to download a .pdf of these minutes: 2016-10-17-personnel-committee-minutes

Attending: Martha Rowley, John Bohanon, Gary Fox

Meeitng begins at 10:00 am.

 

  1. John Moves, Martha seconds – approve minutes of September 27, 2016.

All in favor – Motion carries – unanimous

 

  1. Clarification for the Policy #8: Personnel Committee will provide the Library Director with the formal evaluation not more than 1 week following the October Board meeting.

 

  1. This year, there is a November meeting and no December meeting, so #9 in the Policy will occur during the November Board meeting.

 

  1. John moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic.

Martha Seconds, Motion carries – unanimous

 

John moves that the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the director not be invited to attend.

Martha seconds, Motion carries- unanimous

 

  1. Enter executive session at 10:15 am…

Came out of executive session at 10:30 am

John moves, Gary seconds:

  1. Approve draft letter of evaluation of the director with date changes as presented
  2. Approve the draft of comments with the scoring summarized as presented
  3. Approve distributing via e-mail to the board before the October 25th board meeting
  4. Recommend Board discussing in executive session at the October 25th board meeting.

Motion carries  – unanimous

 

John Moves, Martha seconds to adjourn  at 10:35 am.

 

 

 

Board of Trustees Meeting Agenda: Tuesday, October 25, 2016

 Library Board of Trustees Meeting

Tuesday, October 25, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016-10-25-board-meeting-agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of September 27, 2016 meeting
  5. Director’s Report
  6. Finance – Budget FY 2018
  7. Other Business
  8.   Review and Approve Warrants
  9.   Review Action Items, and Proposed Agenda Items for Next Meeting
  10.   Review Date for Next Meeting: November 29
  11. Executive Session: Director’s Evaluation
  12. Adjourn

 

 

 

 

 

 

 

 

Posted October 20, 2016

Finance Committee Meeting AMENDED Agenda: Thursday, October 20, 2016

Board of Trustees
Finance Committee Meeting Amended Agenda

 

Thursday, October 20, 2016

5:15 PM

Click here to download a .pdf of this agenda: 2016-10-20-finance-committee-meeting-amended-agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 18, 2015 meeting
  5. Review of FY17 budget
  6. Review of FY18 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted October 14, 2016

 

Finance Committee Meeting Agenda: Thursday, October 20, 201

Board of Trustees
Finance Committee Meeting

Thursday, October 20, 2016

5:15 PM

Click here to downoad a .pdf of this agenda: 2016-10-20-finance-committee-meeting-agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 19, 2015 meeting
  5. Review of FY16 budget
  6. Review of FY17 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted October 14, 2016

Library Board Personnel Committee Meeting AGENDA: Monday, October 17, 2016

 

Library Board Personnel Committee

Monday, October 17, 2016

10:00AM

 Click here to download a .pdf of this agenda: 2016-10-17-personnel-committee-meeting-agenda

Location: Top Floor Meeting Room (or Youth Program Room)

 

 

AGENDA

 

  1. Call to Order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of September 27 meeting
  5. Director’s Evaluation process
  6. Executive Session: Director’s Evaluation
  7. Review Action Items, and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

 

 

 

 

 

 

Posted October 12, 2016

Board of Trustees Meeting Amended Minutes: July 26, 2016

Board of Trustees Meeting Minutes – Amended August 4, 2016
July 26th, 2016
Location: Top Floor Meeting Room
Trustees in Attendance: John Bohannon, Leslie Lassetter, Ellen Taetzsch, Carol Blackwood, Martha Rowley, Doreen Aldrich
Trustees Absent: Ray Massucco, Gary Fox, Heidi Lauricella

Click here to download a .pdf of these minutes: 2016.07.26 Board Minutes- Amended August 4 2016
1. Call to Order 6:19pm
2. Additions to the Agenda for routine administrative matter and/or pressing matters that will require ratification at a future meeting SMP settlement letter and funds owed to the town will fall under other business
3. Public Comment Joel Love commented on the pending lawsuit against the library
4. Approve Minutes of June 28, 2016 meeting Leslie Lassetter moves to approve the minutes and Doreen Aldrich second. Amendment was made to add Ellen Taetzsch as absent from the last minute. The minutes were approved with the amendment unanimously
5. Directors Report Celina reviewed the highlights
6. Historical Collection Committee Report & Recommendations for Next Steps Leslie Lassetter moves the library has in its possession items that re outside the scope of the Library’s Historical Collection. In accordance with the Historical Collection Management Policy, the identified toys, textiles and books will be sold or donated with proceeds going to the Historical Collection Preservation and Care Fund. John Bohannon seconded the motion. Unanimously approved.
7. Strategic Planning Committee Report & Recommendations for Next Steps Ellen Taetzsch moves that the board instruct the director, working with the library staff, to develop a set of long range goals for the RFPL for the next 5 years and present a draft proposal to the long range planning committee not later than January 2017. John Bohannon seconds. Unanimously approved.
8. Personnel Committee Report and Recommendation
a. Director’s Evaluation Chronology John Bohannon moves that the board approve the chronology and form of the director’s annual evaluation and semi-annual performance review and that these become an addendum to the library’s personnel policy documents. Doreen Aldrich seconds. Unanimously approved
b. Grade John Bohannon moves that the pay grade of the position of library director be upgraded from Grade 11 to Grade 15 and the current Director’s compensation be increased retroactively to step 2 on Grade 15 of the library pay sale beginning July 1, 2016. Ellen Taetzsch seconds. Motion rescinded
John Bohannon moves that the grade of the position of Library Director be upgraded from
Grade 11 to grade 15 effective July 1, 2016; and that the current Director’s compensation remain
unchanged until January 1, 2017, when it will be increased to step 2 on grade 15 of the library pay scale. Carol Blackwood seconds the motion. Unanimously approved
c. Contract John Bohannon moves that the board approve the elimination of the Director’s draft contract, dated 30 April 2014, with new language which includes relevant points there from in the Director’s job description and the library’s personnel policy (copy of the changes attached to these minutes)
9. Other Business: SMP settlement letter and money owed to the town John moves that the Library Board of Trustees authorize the Treasure to withdraw $25,065.12, from the River Valley Credit Union account, and transfer this amount to the Town to clear up the balance for the renovation project. These funds will be drawn from the following:
$6,663.94 from the Ostebo Reserve Fund
$7,760.00 from the Whitcomb Reserve Fund
and $19,641.18 from the Library’s savings.
Carol Blackwood seconds, unanimously approved for ratification at the next meeting
10. Executive Session-Litigation John Bohannon moves to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current status. Carol Blackwood seconds, unanimously approved.
John Bohannon moves that the board enter into executive session to discuss a legal action
where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend. Carol Blackwood seconds, unanimously approved. At 7:58, the Board came out of Executive Session. No comment was made.
11. Review and Approve Warrants
12. Review Action Items and Proposed Agenda Items for Next Meeting Ratifying the SMP settlement money transaction
13. Set Date for Next Meeting: September 27
14. Adjourn: 8:00pm Martha Rowley motions John Bohannon seconds.
Minutes resubmitted 8/4/2016
Ellen Taetzsch, Recording Secretary for Gary Fox
July 14, 2016 Proposal Amended at Personnel Committee Meeting
Proposal: Replace the Director’s Employment Contract with new language in the Director’s Job Description and the Library’s Personnel Policy.
One Proposed Change to the Director’s Job Description:
Pg. 1
Delete:
Employment Contract
The Library Director is employed under conditions set forth by the Employment Contract between the Library Director and the Board of Trustees.
Replace with:
Employment
The Library Director is employed under conditions set forth by the Library’s Personnel Policy.
———————————————————————————————————————
Two Proposed Changes to the Library’s Personnel Policy:
Pg. 6
Under section 14. Disciplinary action
Add on pg. 8:
G. In regard to the Library Director, disciplinary action will be applied by the Library Board, following the procedures outlined in this policy. At least six members of the Library Board must vote to terminate employment for just cause.
Pg. 11
Under section 20. Employee Evaluation
After first sentence [Written performance evaluation shall be conducted at least once annually for all employees. Evaluations will be conducted between May 1 and June 30 of each year] Add: , except for the Library Director as described in Appendix I.
Add:
, or by the end of the calendar year for the Library Director (process described in separate document). All Employees will provide a written response to their evaluations. Each Employee will meet with the Library Director, and the Library Director will meet with the Board, to discuss the written evaluation and response before the evaluation is finalized.

Board of Trustees Special Meeting Minutes: August 2, 2016

RFPL Board of Trustee Special Meeting August 2, 2016

Location:  Top Floor Meeting Room

6:15 PM

Minutes

Click here to download a .pdf of these minutes: 2016.08.02 Special Board Minutes

Present:  Doreen Aldrich, Carol Blackwood, John Bohannon, Chairperson; Leslie Lassetter (Late 6:24 PM), L. Raymond Massucco and Martha Rowley, Trustees; Celina Houlne, Library Director and Steve Ankuda, Legal Counsel

 

Absent:  Gary Fox, Heidi Lauricella and Ellen Taetzsch

 

  1. Call to Order: Chairman, Bohannon, called the Special Meeting to order at 6:20 p.m.

 

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

 

  1. Public Comment (3 minutes per person):

 

  1. SMP Settlement and Money Owed to Town: Bohannon moved to ratify the vote taken on July 26, 2016; seconded by Blackwood.  At the July 26th meeting, Bohannon moved and Blackwood seconded that the Library Board of Trustees authorize the Treasurer to withdraw $25,065.12 from the River Valley Credit Union account and transfer this amount to the Town to clear up the balance for the renovation project.  These funds will be drawn from the following:  $6,663.94 from the Ostebo Reserve Fund, $7,760.00 from the Whitcomb Reserve Fund and $19,641.18 from the Library’s savings.  The motion passed unnimously.  The motion to ratify the vote of July 26th passed unanimously.  Leslie Lassetter was not present for the ratification vote.

 

  1. Executive Session – Litigation: At 6:25 PM, Bohannon moved to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL Board will clearly place the Board at a substantial disadvantage by disclosing its current status.  Blackwood seconded the motion.  No discussion was had.  Blackwood moved that the Board enter into executive session to discuss a legal action where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director and Legal Counsel be invited to attend.  Bohannon seconded her motion.  No discussion was had.  At 7:07 PM, the Board came out of Executive Session. No comment was made.

 

  1. Other Business: None

 

  1. Adjourn: Moved by Rowley and seconded to adjourn at 7:08 PM.

 

Submitted 8/3/2016

Doreen Aldrich, Recording Secretary for Gary Fox

 

 

 

Board of Trustees Special Meeting Agenda: Tuesday, August 2, 2016

Board of Trustees Special Meeting

Tuesday, August 2, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2016.08.02 Special Board Meeting Agenda

 AGENDA

 Call to Order

  1. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  2. Public Comment (3 minutes per person)
  3. SMP Settlement and Money Owed to Town
  4. Executive Session – Litigation
  5. Other Business
  6. Adjourn

Posted August 1, 2016

Historical Collections Committee Meeting Minutes: July 25, 2016

Board of trustees
Historical Collections Committee
Meeting Minutes

Date: July 25, 2016

Location: Top Floor

Click here to download a .pdf of these minutes: Library Historical CT Minutes July 25 2016

Trustees in attendance:  Martha Rowley, Heidi Lauricella, Leslie Lassiter

Staff in attendance: Nancy Tusinski, Emily Zervas, Celina Houlne

Others in attendance: Emily Zervas

Absent from committee: Carolyn Frisa, Dwayne Whitehead

 

  1. Call to Order – 10:08
  2. Additions – a) Discuss relationship between library historical collection and Bellows Falls Historical Society. b) creation on Historical Collections Committee Mission Statement
  3. Public Comment – none
  4. Elections – By consensus the following people were annouced as members and/or officers of this committee
    • Leslie Lasseter – chair
    • Heidi Laucirella – secretary
    • Carolyn Frisa – non-board committee member
    • Dwayne Whitehead – non-board committee member
    • Emily Zervas – non-board committee member
    • Nancy Tusinski – staff committee member
    • Celina Houlne – staff committee member

 

  1. Report on status of glass plate negative grant – All work is complete in the rehousing of glass plate negatives and oversized prints. Nancy T is working on the final report, to be submitted to the grantor, The National Endowment of Humanities.  The original grant was for $6,000.

 

  1. Report on Display of Exhibits – There was much appreciation of the BFUHS yearbook display that happened during Alumni Weekend in June. The yearbooks have  been digitized and patrons can access them from home.  A ceramics collection was also on display.  The top floor cabinets now have locks but the glass is not UV protected.  These cases can be used for short term showings.

 

  1. Report on status of Local History Collection – Most of the library’s historical collection is in the RFPL with a few items being stored in the cellar of Village Square Booksellers. Items that are not a part of the collection but belong to the library are mostly located in the cellar of Village Square Booksellers with some in the RFPL.  The committee crafted a draft motion proposing a process for dealing with historic items that are outside the scope of the collection.  This will be read at the July 26, 2016 full board meeting.

 

  1. New Business – 2a) The RFPL will continue to partner with the BFHS in the creation and implementation of programs. 2b) The committee unanimously approved the adoption of the mission statement: The Historical Collection Committee, in partnership with the Historical Collection Librarian and the Library Director, shall have the responsibility of forming, implementing, and reviewing the Collection Management Policy for the Rockingham Free Public Library ‘s Historical Collection as authorized by the Library Board of Trustees.

 

  1. Next Meeting – as needed; a meeting could be scheduled for about three months from now.

 

  1. Adjourn- 11:33am

 

Respectfully submitted

Heidi Lauricella

secretary

 

 

 

 

Board of Trustees Meeting Minutes: July 26, 2016

Board of Trustees Meeting Minutes

July 26th, 2017

Location: Top Floor Meeting Room

Trustees in Attendance: John Bohannon, Leslie Lassetter, Ellen Taetzsch, Carol Blackwood, Martha Rowley, Doreen Aldrich

Trustees Absent: Ray Massucco, Gary Fox, Heidi Lauricella

Click here to download a .pdf of these minutes: Library board minutes 7 26 16

  1. Call to Order 6:19pm
  2. Additions to the Agenda for routine administrative matter and/or pressing matters that will require ratification at a future meeting SMP settlement letter and funds owed to the town will fall under other business
  3. Public Comment Joel Love commented on the pending lawsuit against the library
  4. Approve Minutes of June 28, 2016 meeting Leslie Lassetter moves to approve the minutes and Doreen Aldrich second.  Amendment was made to add Ellen Taetzsch as absent from the last minute.  The minutes were approved with  with the amendment unanimously
  5. Directors Report Celina reviewed the highlights
  6. Historical Collection Committee Report & Recommendations for Next Steps Leslie Lassetter moves the library has in its possession items that re outside the scope of the Library’s Historical Collection.  In accordance with the Historical Collection Management Policy, the identified toys, textiles and books will be sold or donated with proceeds going to the Historical Collection Preservation and Care Fund. John Bohannon seconded the motion.  Unanimously approved.
  7. Strategic Planning Committee Report & Recommendations for Next Steps Ellen Taetzsch moves that the board instruct the director, working with the library staff, to develop a set of long range goals for the RFPL for the next 5 years and present a a draft proposal to the long range planning committee not later than January 2017.  John Bohannon seconds. Unanimously approved.
  8. Personnel Committee Report and Recommendation
  1. Director’s Evaluation Chronology John Bohannon moves that the board approve the chronology and form of the director’s annual evaluation and semi-annual performance review and that these become and addendum to the library’s personnel policy documents. Doreen Aldrich seconds. Unanimously approved
  2. Grade John Bohannon moves that the pay grade of the position of library director be upgraded from Grade 11 to Grade 15 and the current Director’s compensation be increased retroactively to step 2 on Grade 15 of the library pay sale beginning July 1, 2016. Ellen Taetzsch seconds. Motion recinded

John Bohannon moves that the grade of the position of Library Director be upgraded from

Grade 11 to grade 15 effective July 1, 2016; and that the current Director’s compensation remain unchanged until January 1, 2017, when it will be increased to step 2 on grade 15 of the library pay scale. Carol Blackwood seconds the motion.  Unanimously approved

  1. Contract John Boahnnon moves that the board approve the elimination of the Director’s draft contract, dated 30 April 2014, with new language which includes relevant points there from in the Director’s job description and the library’s personnel policy (copy of the changes attached to these minutes)
  2. Other Business: SMP settlement letter and money owed to the town John moves that the Library Board of Trustees authorize the Treasure to withdraw $25,065.12, from the River Valley Credit Union account, and transfer this amount to the Town to clear up the balance for the renovation project. These funds will be drawn from the following:

$6,663.94 from the Ostebo Rersesrve Fund

$7,760.00 from the Whitcomb Reserve Fund

and $19,641.18 from the Library’s savings.

Carol Blackwood seconds, unanimously approved for ratification at the next meeting

  1. Executive Session-Litigation John Bohannon moves to find that premature general public knowledge of the situation concerning a ending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current status. Carol Blackwood seconds, unanimously approved.

John Bohannon moves that the board enter into executive session to discuss a legal action

where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director be invited to attend.  Carol Blackwood seconds, unanimously approved

  1. Review and Approve Warrants
  2. Review Action Items and Proposed Agenda Items for Next Meeting Ratifying the SMP settlement money transaction
  3.  Set Datre for Next Meeting: September 27
  4. Adjourn: 8:00pm Martha Rowley motions John Bohannon seconds

 

 

July 14, 2016  Proposal Amended at Personnel Committee Meeting

Proposal: Replace the Director’s Employment Contract with new language in the Director’s Job Description and the Library’s Personnel Policy.

 

One Proposed Change to the Director’s Job Description:

Pg. 1

Delete:

Employment Contract

The Library Director is employed under conditions set forth by the Employment Contract between the Library Director and the Board of Trustees.

 

Replace with:

Employment

The Library Director is employed under conditions set forth by the Library’s Personnel Policy.

 

———————————————————————————————————————

Two Proposed Changes to the Library’s Personnel Policy:

Pg. 6

Under section 14. Disciplinary action

Add on pg. 8:

  1. In regard to the Library Director, disciplinary action will be applied by the Library Board, following the procedures outlined in this policy. At least six members of the Library Board must vote to terminate employment for just cause.

 

Pg. 11

Under section 20. Employee Evaluation

After first sentence [Written performance evaluation shall be conducted at least once annually for all employees. Evaluations will be conducted between May 1 and June 30 of each year]

Add:  , except for the Library Director as described in Appendix I.

 

Add:

 

, or by the end of the calendar year for the Library Director (process described in separate document).  All Employees will provide a written response to their evaluations. Each Employee will meet with the Library Director, and the Library Director will meet with the Board, to discuss the written evaluation and response before the evaluation is finalized.  

 

Board of Trustees Meeting Agenda: Tuesday, July 26, 2016

Board of Trustees Meeting
Tuesday, July 26, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

2016.07.26 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of June 28, 2016 meeting
  5. Director’s Report
  6. Historical Collection Committee Report & Recommendation for Next Steps
  7. Strategic Planning Committee Report & Recommendation for Next Steps
  8. Personnel Committee Report & Recommendation
  9. Director’s Evaluation Chronology
  10. Grade
  11. Contract
  12. Other Business
  13. Executive Session – Litigation
  14. Review and Approve Warrants
  15. Review Action Items and Proposed Agenda Items for Next Meeting
  16. Set Date for Next Meeting: September 27
  17. Adjourn

 

 

Posted July 21, 2016

Historical Collection Committee Meeting Agenda: Monday, July 25, 2016

Board of Trustees

Historical Collection Committee Meeting

Monday, July 25, 2016

10:00 AM

Click here to download a .pdf of this agenda: 2016.07.25 Historical Collection Committee Meeting Agenda

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order & welcome
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Election of Chair, Secretary, & Committee Members
  5. Report on status of glass plate negatives grant
  6. Report on Display and Exhibits
  7. Report on status of Local History Collection
  8. Discuss plans for moving the rest of the Historical Collection
  9. New Business
  10. Consideration of artwork donation
  11. Review agenda items for next meeting if applicable
  12. Adjourn

 

 

 

 

 

 

Posted July 20, 2016

Strategic Planning Committee Meeting Minutes: July 19, 2016

Strategic Planning Committee Minutes

Tuesday, July 19, 2016

Present:  Celina Hulne, Ellen Taetzsch, Gary Lamb, John Bohannon, Leslie Lassetter

Click here to download a .pdf of these minutes: 2016.07.19 Strategic Planning Committee Minutes

Meeting was called to order at 12:07 p.m.

Minutes for April 6, 2016 meeting were approved as amended:  Item 5.C.i. replace “strategic plan” with “last long range plan.”

A survey of over 50 people indicates no need for strategic change.  Celine reported that the survey was mostly positive:  love what you’re doing; keep doing more.   So there is no need for a dramatic change of direction.

There was discussion over terms:  long range plan vs. strategic plan.  Grants want long range plans.  These used to be 10 year plans and now are 3-5 year plans, due to the speed of technology.

Celine’s staff has gone through the 2005 long range plan to see what has already been accomplished and will continue to discuss/rewrite/evaluate a long range plan for the future.

Recommendation to the board:

  1. Note: The Strategic Planning Committee has investigated and finds no need for strategic change at the library, therefore:
  2. the Committee recommends the director develop with her staff a long range set of goals for the next 5 years. The Director will present this draft at the January meeting.
  3. The Committee recommends a name change, reverting to the former name:  the Long Range Planning Committee.

Tuesday, January 10, 2017 at noon is the next committee meeting, to be confirmed in December.

We adjourned at 12:30 p.m.

 

Respectfully submitted by

Leslie Lassetter, alternate Secretary

Personnel Committee Meeting Minutes: July 14, 2016

Library Board Personnel Committee Minutes

July 14, 2016

1:00 PM

 Location: Youth Program Room

Click here to download a .pdf of these minutes: 2016.07.14 Personnel Committee Minutes

Trustees in Attendance: John Bohannon, Gary Fox, Ellen Taetzsch and Director Celina Houlne Absent: Martha Rowley

 

  1. Call to order. 1:10 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting Approval of June 8th minutes will now appear as 3.a0
  3. Public comment (3 minutes per person) N/A
  4. a) Approval of June 8th Minutes: Gary Fox motions to approve June 8th minutes as is, seconded

            by John Boahnnon.  The minutes were unanimously approved.

  1. Discussion of chronology, form, and procedure for evaluation of Director John Bohannon moves to recommend the approval of the chronology (to become an appendix in personnel policy), form and procedure for evaluation with edits to the full board. Gary Fox seconds motion, unanimously approved.
  2. Discussion of Director’s contract, grade level and compensation Gary Fox motions to recommend the proposal to replace the Director’s employment contract with new language in the Director’s job description and the Library’s Personnel Policy as written with the exception of the third point, and recommends that as amended to the full board. Ellen Taetzsch seconds that motion.  Unanimously approved.

John Bohannon motions to recommend to the full board that the position of the library director will be upgraded from Grade 11 to Grade 15 and the current director, Celina Houlne’s compensation will be increased retroactively to step 2 on grade 12 of the library pay scale beginning July 1, 2016.  Ellen Taetzsch seconds the motion, unanimously approved

  1. Executive Session N/A
  2. Set Date for Next Meeting and review agenda items To be determined when need arises
  3. Review Tasks N/A
  4. Adjourn 2:10 Gary Fox motions to adjourn the meeting. Ellen Taetzsch seconds the motion, unaniomoulsy approved.

 

Respectfully submitted

Ellen Taetzsch

Strategic Planning Committee Agenda: Tuesday, July 19, 2016

Strategic Planning Committee
Tuesday, July 19, 2016
12:00 Noon
Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.07.19 Strategic Planning Committee Meeting Agenda
AGENDA
1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of April 6, 2016 meeting
5. Discuss next steps in strategic and long-range planning
6. Set date for next meeting and review agenda items
7. Review tasks
8. Executive Session – if necessary
9. Adjourn
Posted July 14, 2016

Personnel Committee Meeting: Thursday, July 14, 2016

Library Board Personnel Committee
Thursday, July 14, 2016
1:00 PM
Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.07.14 Personnel Committee Meeting Agenda
AGENDA
1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Discussion of chronology, form and procedure for evaluation of Director
5. Discussion of Director’s contract, grade level and compensation
6. Executive Session – if necessary
7. Set date for next meeting and review agenda items
8. Review tasks
9. Adjourn
Posted July 7, 2016

Board of Trustee Meeting Minutes: June 28, 2016

RFPL Board of Trustees Meeting Minutes

28 June 2016

6:17pm

Top Floor Meeting Room

2016.06.28 Board of Trustees Minutes

Trustees Present:  John Bohannon (chair), Leslie Lassetter, Martha Rowley, Doreen Aldrich, Ray Massucco, Heidi Lauricella

Trustees Absent: Carol Blackwood, Gary Fox

Library Personnel Present: Celina Houlne (director)

Members of Public Present: none

 

  1. Call to Order: 6:17
  2. Additions to Agenda: none
  3. Public Comment: none
  4. Approval of Minutes:
  • A motion was made to accept the June 14, 2016 minutes as written. The motion was seconded.  The motion was unanimously approved.
  • A motion was made to accept the May 24, 2016 minutes as written. The motion was seconded.  The following change was proposed and accepted –  “Gary Fox’s name should be added under trustee present at the meeting.”  A vote of five affirmative and one abstaining carried the motion to accept the minutes with the noted change.
  1. Director’s Report (submitted in writing): Celina reviewed highlights
    • The library did not receive the EBSCO grant
    • The fiscal books will be closed and ready for review at the July meeting
  2. Personnel Committee Report: Report by the Personnel Committee
    • The committee is working to combine the three documents contract, job description and director’s responsibilities in personnel policy into one document.
    • The committee is moving toward making a recommendation to align the director’s grade level and pay with that of comparable positions in town.
    • The committee is working on revising the director evaluation process
    • The semi-annual review of the director has been completed. A copy has been placed in the director’s personnel file.
  3. Other Business: Treasurer Martha Rowley announced she will not be available to sign the warrants next week. Trustees Leslie L.  and Doreen A.  volunteered to sign the warrants in her absence.
  4. Executive Session:
    • The motion was made “I move to find that premature general public knowledge of the situation concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its current statue”. This motion was seconded and passed with a unanimous vote.
    • The motion was made “ I move that the board enter into executive session to discuss a legal action where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the director by invited to attend. This motion was seconded and passed with a unanimous vote.
    • Board entered executive session
    • Board came out of executive session
  5. Review and Approval of Warrants:  Completed
  6. Review Action Items and Proposed Agenda Items for Next Meeting
    • Personnel Committee will have a update on the items presented during this meeting (see #6)
    • Strategic Planning Committee will report on their work
  7. Next Meeting: July 26, 2016 at 6:15pm
  8. Adjourn: 6:58

 

Respectfully Submitted

Heidi Lauricella

Substitute Secretary

 

 

 

 

Board of Trustees Meeting Agenda: Tuesday, June 28, 2016

Board of Trustees Meeting
Tuesday, June 28, 2016
6:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.06.28 Board Meeting Agenda 

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of May 24, 2016 and June 14, 2016 meetings
  5. Director’s Report
  6. Personnel Committee Report
  7. Other Business
  8. Executive Session – Litigation
  9.   Review and Approve Warrants
  10. Review Action Items and Proposed Agenda Items for Next Meeting
  11. Set Date for Next Meeting: July 26
  12. Adjourn

Board of Trustees Special Meeting Minutes: June 14, 2016

RFPL Board of Trustees Special Meeting

Minutes

14 June 2016

6:17pm

 

Top Floor Meeting Room

Click here to download a .pdf of these minutes: 2016.06.14 Board of Trustees Special Board Meeting Minutes

Trustees Present: John Bohannon (chair), Leslie Lassetter, Martha Rowley, Ellen Taetzsch, Doreen Aldrich, Heidi Lauricella

Trustees Absent: Ray Massucco, Carol Blackwood, Gary Fox

Library Personnel Present: Celina Houlne (director)

Members of Public Present: Attorney Ankuda

 

  1. Call to Order: 6:17

 

  1. Additions to Agenda: none

 

  1. Public Comment: none

 

  1. Rockingham Free Public Library Settlement, Presented by Attorney Ankuda:
  2. A board member made the motion “I move that the Board settle the outstanding litigation with SMP in accordance with the Settlement Agreement and mutual General release dated June 14, 2016, and authorize the Library Board Chair to sign necessary documents.”
  3. A board member second the motion
  4. The motion carried unanimously with the six board members present

 

  1. Meeting Adjourned: 6:30

 

Respectfully submitted

Heidi Lauricella

Board of Trustees Special Meeting Agenda: Tuesday, June 14, 2016

Board of Trustees Special Meeting

Tuesday, June 14, 2016

6:15 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.06.14 Special Board Meeting Agenda

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4.           Rockingham Free Public Library Settlement – Attorney Ankuda
  5.  Adjourn

Personnel Committee Meeting Minutes: June 8, 2016

Library Board Personnel Committee

June 8, 2016

Location: Top Floor Meeting Room

Click here to download a .pdf of these minutes: 2016.06.08 Personnel Committee Minutes

Library Trustees in attendance: John Bohannon, Martha Rowley, Ellen Taetzsch

Also in attendance: Célina Houlné

Absent Trustees: Gary Fox

 

  1. Call to order. 1:03pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting. N/A
  3. Public comment. N/A

      3a.  Approval of the previous meetings minutes. Motion to approve the minutes John Bohannon,          

            Seconded by Martha Rowley, unanimously passed

  1. Discussion of chronology, form and procedure for evaluation of Director Minor changes were made to the chronology, this will be distributed to the entire board in advance of the next meeting to be reviewed then.
  2. Discussion of Director’s contract, grade level and compensation Reviewed the grade level of similar positions. Discussed the need for a contract, job description and personnel policy.  We will work to determine if all three are necessary.
  3. Executive Session- Semi-annual performance review John Bohannon moves to find that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the board at a substantial disadvantage by disclosing the personal details of this topic. Second Ellen Taetzsch. Unanimously approved.

 

            John Bohannon moves that the board enter into executive session to discuss a personnel matter             where premature general public knowledge would clearly place the RFPL at a substantial             disadvantage and that the director be invited to attend. Second Ellen Taetzsch. Unanimously             approved.

 

  1. Set date for next meeting and review agenda items. The next meeting will be July 13th at 1pm. At the next meeting we will look at the contract, job description, personnel policy to streamline the documents. We will look at the compensation and grade level of the director.  We will also look at the chronology of evaluation.
  2. Review Tasks All committee members will look at the library directors contract, job description and personnel policy. John Bohannon will revise the chronology for the evaluation of the director.
  3. Adjourn 2:15pm

 

           

Personnel Committee Meeting Agenda: June 8, 2016

Library Board Personnel Committee

June 8, 2016

1:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda 2016.06.08 Personnel Committee Meeting Agenda

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Discussion of chronology, form and procedure for evaluation of Director
  5. Discussion of Director’s contract, grade level and compensation
  6. Executive Session – Semi-annual performance review
  7. Set date for next meeting and review agenda items
  8. Review tasks
  9. Adjourn

 

 

 

 

 

 

Posted June 3, 2016

Rockingham Library Board of Trustees Meeting Minutes: Tuesday, May 24, 2016

 

Board of Directors Meeting Minutes

Date: Tuesday, May 24, 2016

Location: Upstairs RFPL meeting room

Trustees in attendance:  Celina Houlne, L. Ray Massucco, John Bohannon, Carol Blackwood, Heidi Lauricella, Martha Rowley, Ellen Taetzsch, and Leslie Lassetter arrived at 6:30 pm

Absent Trustees: Doreen Aldrich

Click here for a .pdf of the Minutes: Library Minutes May 24, 2016

Guest: None

  1. Call to Order – 6:15 pm
  2. Additions to the agenda – none
  3. Public Comment – none
  4. Approval of Minutes – Ray moves and Carol seconds; Motion carries unanimously with the changes of:

Friendly amendment: Add Ellen Taetzsch to Trustees in attendance, she was present at the meeting

  1. Director’s Report (submitted in writing) – Celine reviewed highlights
  2. Celine asked for blessing on a half day staff session in early June for the staff input on long-term planning – impacts the Library hours … closed for half a day: sense of the board – Concurs
  3. Upcoming Board meeting schedule:
  4. May 31 Lower Theater from 6 to 7 pm; 6 of 8 Trustees think they can attend.
  5. Summer RFPL Trustees schedule – Regular July 26 meeting, no August meeting
  6. End of Year Financials (FY 16)
    1. Celine reviewed the FY 16 Budget and financial actions that the board has to take…annual budget from taxpayers – voted in by Town meeting, lasts us through March or so, and remainder of the year is covered by Library operations
    2. Changes in budget
  • Martha moved, Leslie Seconds To authorize additional expenditures for the lines: Director’s salary, health insurance incentive, legal, office supplies, printing supplies, and repairs/maintenance, motion carries unanimously
  • Motion by Martha that a Reserve Fund for Roof Repairs be set up in the amount of $21,435.00, and that the Treasurer withdraw funds from the River Valley Credit Union in that amount, to be transferred by the Library staff to the Town to pay for the completed work, John seconds, some discussion, motion carries unanimously
  • Martha moves that the Treasurer withdraws funds from the River Valley Credit Union in the amount of $14,163.07, to be transferred by the Library staff to the Town to pay for FY16 expenditures, John seconds, motion carries unanimously.

 

  1. Personnel Committee Report – John reviewed the PC recommendations; John moves that we include a Semi-annual Performance Review by the Personnel Committee with input by the board, in or around the May/June timeframe each year; Carol seconds, motion carries unanimously
  2. Committee Mission Statements – John asked everyone to summarize what is their committee’s role/job and what is their authority/responsibility.
  3. Litigation

– Ray moved to find that premature general public knowledge of the attorney’s advice concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its legal strategy; John seconds, there was no discussion, motion carries unanimously

  • Ray moved that the board enter into executive session to discuss a Civil Action where premature public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend; John Seconds, there was no discussion, motion carries unanimously

Board entered Executive Session at 7:08 pm

Board came out of executive session at 7:17 pm

 

  1. Other Business – Chip requested a majority of RFPL trustees attended the RSB on the 7th of June from 7:00 pm onward
  2. Review and approve warrants – done
  3. Review action items and proposed agenda items for Next meeting – reviewed action items from the meeting
  4. Set Date for the Next Meeting: June 28 at 6:15 pm
  5. Meeting adjourned at 7:25pm

Respectfully submitted

Gary Fox

Secretary

 

 

 

 

Board of Trustees Meeting Minutes: Tuesday, May 24, 2016

Board of Directors Meeting Minutes
Date: Tuesday, May 24, 2016
Location: Upstairs RFPL meeting room
Trustees in attendance: Celina Houlne, L. Ray Massucco, John Bohannon, Carol Blackwood, Heidi Lauricella, Martha Rowley, Ellen Taetzsch, and Leslie Lassetter arrived at 6:30 pm
Absent Trustees: Doreen Aldrich
Guest: None

Click here to download a .pdf of these minutes: Library Minutes May 24, 2016
1. Call to Order – 6:15 pm
2. Additions to the agenda – none
3. Public Comment – none
4. Approval of Minutes – Ray moves and Carol seconds; Motion carries unanimously with the changes of:
Friendly amendment: Add Ellen Taetzsch to Trustees in attendance, she was present at the meeting
5. Director’s Report (submitted in writing) – Celine reviewed highlights
A. Celine asked for blessing on a half day staff session in early June for the staff input on long-term planning – impacts the Library hours … closed for half a day: sense of the board – Concurs
6. Upcoming Board meeting schedule:
A. May 31 Lower Theater from 6 to 7 pm; 6 of 8 Trustees think they can attend.
B. Summer RFPL Trustees schedule – Regular July 26 meeting, no August meeting
7. End of Year Financials (FY 16)
a. Celine reviewed the FY 16 Budget and financial actions that the board has to take…annual budget from taxpayers – voted in by Town meeting, lasts us through March or so, and remainder of the year is covered by Library operations
b. Changes in budget
1) Martha moved, Leslie Seconds To authorize additional expenditures for the lines: Director’s salary, health insurance incentive, legal, office supplies, printing supplies, and repairs/maintenance, motion carries unanimously
2) Motion by Martha that a Reserve Fund for Roof Repairs be set up in the amount of $21,435.00, and that the Treasurer withdraw funds from the River Valley Credit Union in that amount, to be transferred by the Library staff to the Town to pay for the completed work, John seconds, some discussion, motion carries unanimously
3) Martha moves that the Treasurer withdraws funds from the River Valley Credit Union in the amount of $14,163.07, to be transferred by the Library staff to the Town to pay for FY16 expenditures, John seconds, motion carries unanimously.
8. Personnel Committee Report – John reviewed the PC recommendations; John moves that we include a Semi-annual Performance Review by the Personnel Committee with input by the board, in or around the May/June timeframe each year; Carol seconds, motion carries unanimously
9. Committee Mission Statements – John asked everyone to summarize what is their committee’s role/job and what is their authority/responsibility.
10. Litigation
– Ray moved to find that premature general public knowledge of the attorney’s advice concerning a pending legal action involving the RFPL board will clearly place the board at a substantial disadvantage by disclosing its legal strategy; John seconds, there was no discussion, motion carries unanimously
– Ray moved that the board enter into executive session to discuss a Civil Action where premature public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend; John Seconds, there was no discussion, motion carries unanimously
Board entered Executive Session at 7:08 pm
Board came out of executive session at 7:17 pm
11. Other Business – Chip requested a majority of RFPL trustees attended the RSB on the 7th of June from 7:00 pm onward
12. Review and approve warrants – done
13. Review action items and proposed agenda items for Next meeting – reviewed action items from the meeting
14. Set Date for the Next Meeting: June 28 at 6:15 pm
15. Meeting adjourned at 7:25pm
Respectfully submitted
Gary Fox
Secretary

Board of Trustees Meeting Agenda: Tuesday, May 24, 2016

Board of Trustees Meeting

Tuesday, May 24, 2016

6:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of these minutes.  2016.05.24 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of April 26, 2016 meeting
  5. Director’s Report
  6. a) Staff ½ day Workshop
  7. Upcoming Board Meeting Schedule
  8. a) Training-Joint Selectboard/Village Trustees Meeting May 31
  9. b) Summer Months
  10. End of FY16 Financials
  11. a) Transfer of Funds for Roof Repair and FY16 Expenses
  12. b) Authorization of Expenses
  13. Personnel Committee Report
  14. Committee Mission Statements
  15. Executive Session – Litigation
  16. Other Business
  17. Review and Approve Warrants
  18.   Review Action Items and Proposed Agenda Items for Next Meeting
  19. Set Date for Next Meeting: June 28
  20. Adjourn

Posted May 19, 2016

Personnel Committee Meeting Minutes: May 11, 2016

Library Board Personnel Committee Minutes

May 11, 2016

2:00 PM

Click here to download a .pdf of these minutes:  2016.05.11 Personnel Committee Minutes

Location: Youth Program Room

Trustees in Attendance: John Bohannon, Gary Fox, Martha Rowley, Ellen Taetzsch and Celina Houlne

 

  1. Call to order. 2:00 pm
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting N/A
  3. Public comment (3 minutes per person) N/A
  4. Selection of chair and vice-chair/secretary John Bohannon was unanimously voted as the chair of the committee and Ellen Taetzsch was unanimously voted as the vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee This committee to deal with the job description, evaluation, contracts and pay grade of the library director
  6. Review of previous year’s Director’s evaluation process
  7. Establishment of recommendation of this year’s Director’s evaluation process John Bohannon motioned that in May the personnel committee will ask the board to fill out a form to provide feedback on Director’s performance. In June the personnel committee will meet with the Director and create a memorandum of record to discuss job performance thus far in the year. Motion was seconded by Gary Fox and unanimously approved.
  8. Discussion of process for reviewing Director’s contract, grade level and compensation Director will collect information about town grade levels, history, other town libraries. John Bohannon will discuss with old board members the function and usefulness of the contract
  9. Set Date for Next Meeting and review agenda items The next meeting will be June 8th from 1:00-2:00pm
  10. Executive Session N/A
  11. Review Tasks
  12. Adjourn 2:56om

 

Respectfully submitted

Ellen Taetzsch

Personnel Committee Meeting AGENDA: May 11, 2016

Library Board Personnel Committee

May 11, 2016

2:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

AGENDA

Click here to download a .pdf of this agenda:  2016.05.11 Personnel Committee Meeting Agenda

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Selection of chair and vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee
  6. Review of previous year’s Director’s evaluation process
  7. Establishment of recommendation of this year’s Director’s evaluation process
  8. Discussion of process for reviewing Director’s contract, grade level and compensation
  9. Set date for next meeting and review agenda items
  10. Executive Session (as needed)
  11. Review tasks
  12. Adjourn

 

Board members of this committee are the officers of the Board (John, Ellen, Martha, Gary)

 

Posted May 5, 2016

Board of Trustees Meeting Minutes; Tuesday, April 26, 2016

Board of Directors Meeting Minutes

Date: Tuesday, April 26, 2016

Location: Youth Programming Room

Click here to download a .pdf of these minutes: 2016.04.26 Board of Trustees Minutes

Trustees in attendance:  Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Leslie Lassetter, Carol Blackwood,  Heidi Lauricella, Martha Rowley

Absent Trustees:  Gary Fox

Guest: Pat Fowler (representative for Friends of the Library)

  1. Call to Order – 6:17
  2. Additions – Roof Repair Safety Device
  3. Public Comment – Pat Fowler made a request to the board for help with the May 7th Plant Sale which will run from 9:00am to 2:00pm. The group needs baked good and clean-up help.  Doreen, Ellen, John, Carol and Celine will bake.  Martha will help with clean-up.
  4. Approval of Minutes – motion carries unanimously with the changes of:
    1. Remove the word “Organizational” for the title
    2. “Committees – up to 4 trustees as members on a committee”
    3. “bookkeeper” (spelling)
  5. Director’s Report (submitted in writing) – Celine reviewed highlights
  6. Strategic Planning – Board suggested areas of future focus for the committee to consider.
  7. Other Business
    1. Authorization of Legal Expenses – Motion carried unanimously “To Authorize the payment of $2,925 for the legal services provided by Mr. Ankuda.”
    2. Tidd Trust Substitution
      1. The motion was made “To move as a board to take no action.” Five members voted against the motion and two abstained.
      2. Motion carried unanimously “To object to the recommendation that the trustee of the Albert J. Tidd Trust, People’s United Bank, seeks to have the Austine School of the Deaf Museum, Inc. substituted for the now defunct Austine School for the Deaf, because it fails to meet the perceived original intent of the grantor.” Ray has volunteered to file this objection with the court.
    3. Roof Repair Anchors (a safety device for workers)- Motion carries unanimously “To Authorize Celine to allow the contractor to substitute roof anchors for wall anchors, as this concurs with the safety recommendation made by the contractor.”
  8. Review and Approve Warrants – Done
  9. Proposed Agenda Items for Next Meeting
    1. Review roof repair budget and authorize funds
    2. Receive report on outcome of the Tidd Trust substitution case
  • Next Meeting – May 24, 2016 at 6:15pm
  • Meeting adjourned at 7:45pm

Respectfully submitted

Heidi Lauricella

Substitute secretary

Board of Trustees Meeting Agenda: Tuesday, April 26, 2016

Board of Directors Meeting

 Tuesday, April 26, 2016

6:15 PM

 Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.04.26 Board Meeting Agenda

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Approve Minutes of March 22, 2016
  5. Director’s Report

 

  1. Strategic Planning Committee Report & Board Discussion

 

  1. Other Business
  2. a) Authorization for Legal Expenses
  3. b) Trustee of the Albert J. Tidd Trust, People’s United Bank, seeks to have the Austine

School of the Deaf Museum, Inc. substituted for the now defunct Austine School for

the Deaf

 

  1. Review and Approve Warrants

 

  1.   Review Action Items and Proposed Agenda Items for Next Meeting

 

  1. Set Date for Next Meeting: May 24

 

  1. Adjourn

 

Posted April 21, 2016

Strategic Planning Committee Meeting ADDITIONAL MINUTES: April 6, 2016

Rockingham Free Public Library
Board of Trustees

Strategic Planning Committee Meeting Additional Minutes for end of meeting (after Gary left)
April 6, 2016

Click here to download a .pdf of these minutes: 2016.04.06 Strategic Planning Committee Additional Minutes

Members present at end of meeting: John, Leslie, Ellen, Celina

Task List
Celine will a) ask staff to revisit and update the 2005 long-range plan; b) brainstorm with staff, community groups and individuals on both strategic change of direction possibilities and long-range plan possibilities.
The committee will ask open-ended questions at an upcoming board meeting on the same: a) 3-5 year strategic changes and b) long-range plans. How is RFPL doing? Thoughts on strategic new changes and new directions? What would make RFPL even more wonderful?
Note on terminology: strategic vs. long-range. The committee uses the term “strategic” to mean “strategic change” or “strategic change of direction.” We see “strategic” as different from the term, “long-range plan.”

Submitted by Leslie Lassetter
(Minutes of beginning of meeting taken by Gary Fox.)

Strategic Planning Committee Minutes: April 6, 2016

Rockingham Free Public Library

Board of Trustees

Strategic Planning Committee Meeting Minutes

April 6, 2016

 

Click here to download a .pdf of these minutes: 2016.04.06 Strategic Planning Committee Minutes

Members present: John, Leslie, Ellen, Gary, Celina

 

  1. Add to agenda –
  2. Approve minute of February 10, 2016
  3. Approve officers of Strategic Planning Committee.

 

  1. No public comment.
  2. Lesllie moves minutes of Feb 10. John seconds – approved unanimous
  3. Lelsie moves and John Seconds – John as chair and Gary as secretary – unanimous
  4. Discussed the results of the survey – no indication for strategic change – perhaps a bit more public information and outreach on 3 or 4 items.  Next Steps for this:
  5. Tell board results of survey and see what their perspective is?
  6. Look at Next 3 to 5 years – anything we have in mind for the library?
  7. Celina’s proposals –
  8. Staff goes through and checks off the items in the strategic plan that are complete – and writes what we did in each
  9. Any new ideas about-  in the next 3 (or 5) years – this is what we want to pursue? Important and useful in grant applications
  • Talk to (Amy – regional Librarian suggested focus groups – this is a different version of that), different community groups and organizations by going to the different groups meetings they already hold (womens club, bike project, Veterens, School board, Senior Center, Sam with her teenagers
  1. Compile the above information and present to board and board go through a facilitated Strategic Planning exercise from here

There was a lot of discussion on different methods and what we want to get out of this, although we ran out of time and were not able to get through this discussion today.

  1. Next meeting to be determined after board discussion on this

 

 

Respectfully submitted,

Strategic Planning Committee Secretary

 

Gary Fox

Strategic Planning Committee Meeting Agenda: April 6, 2016

Strategic Planning Committee

April 6th, 2016

12:00 Noon

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.04.06 Strategic Planning Committee Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Review of goals and plan
  5. New Business: Review results of survey and plan next steps
  6. Set date for next meeting and review agenda items
  7. Executive Session (as needed)
  8. Review tasks
  9. Adjourn

NOTE:      Chair is John, Secretary is Leslie, members are Ellen and Gary

 

 

 

Posted March 31, 2016

Fundraising Committee Minutes: March 29, 2016

BOARD OF DIRECTORS FUNDRAISING COMMITTEE MEETING MINUTES

March 29, 2016

5:15 PM

Click here to download a .pdf of these minutes:  2016.03.29 Fundraising Committee Meeting Agenda

Present:  Doreen Aldrich, Carol Blackwood, Leslie Lassetter and Ray Massucco, Interim Chair

 

Public:  John Bohannon

 

Call to Order:  Ray Massucco called the meeting to order at 5:15 pm.

 

Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting:  None

 

Public Comment (3 minutes per person):  John Bohannon was present and submitted a list of possible projects for the library that had been deferred from 2015.  He advised that the Strategic Planning Committee has sent out a survey asking what the library needs and suggested this committee hold off setting goals until the results are in.  He then left the meeting.

 

Election of Committee Chair and Secretary:  Motion by Leslie Lassetter and seconded to nominate Ray Massucco as Chairman.  There were no other nominations and the motion carried.  Motion by Carol Blackwood and seconded to nominate Doreen Aldrich as Secretary.  There were no other nominations and the motion carried.

 

Discussion of Goals:  Ray Massucco said he’d like to see us do a capital campaign; but advised it would be eight to twelve months out in the planning stage.  Carol Blackwood would like to focus on solar panels on the library roof to help defray the cost of electricity as the library is heated by electricity.

The committee was in agreement.  Celina Houlne advised that there is a survey out to the trustees and patrons as to what the library needs are.

 

Other Business:  None

 

Review Action Items and Proposed Agenda Items for Next Meeting:  Committee members to submit contacts to Celina.

 

Set Date for Next Meeting:  Date to be set at the next Trustee Meeting on 4/26/16.

 

Adjourn:  Moved by Leslie Lassetter and seconded to adjourn at 6:05 p.m.  The motion carried.

 

Submitted by____________________________March 31, 2016

Doreen Aldrich, Secretary

Board of Trustees Meeting Minutes: March 22, 2016

BOARD OF TRUSTEES ORGANIZATIONAL MEETING

Minutes

 March 22, 2016 at 6:15 PM – 3rd Floor Conference Room

Rockingham Free Public Library, Westminster St. Bellows Falls

Click here to download a .pdf of these minutes: RFPL – Board Meeting – 03 22 16 minutes

Trustees Present: Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Leslie Lassetter, Carol Blackwood, Gary Fox, Heidi Lauricella, Martha Rowley

 

Trustees Absent: Ellen Taetzsch,

Guest: Steve Ankuda, RFPL Attorney attending for Executive Session

 

  1. Call to Order – 6:18 pm
  2. Agenda review – eliminated employee evaluation from executive session
  3. Public Comment – none
  4. Executive Session –

Heidi moved to find that premature general pubic knowledge of the attorney’s advice concerning a pending legal action involving the RFPL Board will clearly place the board at a substantial disadvantage by disclosing its legal strategy. John seconds. Motion carries unanimously.

John moved that the board enter into executive session to discuss a civil action where premature general pubic knowledge would clearly place the RFPL a a substantial disadvantage, and that the director and our attorney be invited to attend. Doreen seconds.  Motion carries unanimously.

  1. Approval of minutes – 2 meetings:

Leslie moved to approve the meeting minutes of February 23, 2016. Carol Seconds. Motion carries, 2 abstentions, 6 yes.  Martha moved to approve the minutes of March 8, 2016 with the correction of the spelling of Leslie’s first name.  Ray seconds, motion carries unanimously.

  1. Directors Report: Celina reviewed highlights

Annual Book sale April 9 – Friends of the Library can preview the day before on Friday April 8

Recommended board members

Financials:       Questions on interest, fees (fines and non-resident), printing – .10 per page, and custodial services

 

Annual Town Officers Education Conference: hour long sessions on

  • Records,
  • Value of town,
  • Open meeting law,
  • Challenging behavior

Library pays the fee,  if any Trustees can go with Celina (and Leslie)

or

The fifth week of May at the Joint Board meetings of Rockingham and Bellows Falls, Ray  will be presenting a training on – public meeting law, e-mails, notice requirements, and executive session

 

  1. Committees – up to 5 trustees as members on a committee, more is a quorum so would constitute a meeting of the board; the committee meeings must be warned, must have minutes, must have a chair and a secretary and they cannot be the same person – we discussed each committee’s make-up and who would convene the first meeting of the committees with the new board members.

 

  1. Other Business –
  2. Bank Accounts authorization – resolution – Leslie read into minutes (Celina will e-mail me the list). Leslie moves and John seconds that the Rockingham Free Public Library Board of Trustees approve the following people to be signers, or have information only access, for Library bank and investment accounts as follows:

 

TD Bank Petty Cash Checking: Director Celina Houlne, Reference Librarian Nancy Tusinski, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

AXA Annuity (Peoples Securities): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

SecureFore 5 Annuity (Forethought Life Ins. Co./Peoples Securities): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

Peoples Securities (money market account): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

And,

 

River Valley Credit Union (money market & business accounts): Director Celina Houlne, Board Treasurer Martha Rowley, and bookkepper Mary Van Hartesveldt to have information only access to the account,

 

Motion carries unanimously

 

  1. Director’s evaluation – John – moves – henceforth regular monthly Board meetings serve to assure full and effective communication between the Board and the Director, and monthly Personnel Committee meetings will no longer be held for this purpose. Ray seconds … motion carries – unanimous

 

  1. Review and Approve Warrants – Done

 

  1. Next meeting – roof work updates, committee report outs,
  2. April 26th at 6:15
  3. Adjourn to next meeting motion by Leslie, seconded by John, carries unanimously at 7:30 pm

 

Respectfully Submitted,

Gary Fox, Secretary

Fundraising Committee Agenda: Tuesday, March 29, 2016

 

Board of Directors Fundraising Committee Meeting

Tuesday, March 29, 2016

5:15 PM

Location: Top Floor Meeting Room (or Youth Program Room)

 

Click here to download a .pdf of this agenda: 2016.03.29 Fundraising Committee Meeting Agenda

AGENDA

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Election of Committee Chair and Secretary
  5. Discussion of Goals
  6. Other Business
  7. Review Action Items and Proposed Agenda Items for Next Meeting
  8. Set Date for Next Meeting
  9. Adjourn

Posted March 25, 2016

Board of Trustees Meeting Agenda: Tuesday, March 22, 2016

Board of Directors Meeting
Tuesday, March 22, 2016
6:15 PM

 Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: 2016.03.22 Board Meeting Agenda 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (3 minutes per person)
  4. Executive Session: Litigation, Employee Evaluation
  5. Approve Minutes of February 23 and March 8, 2016
  1. Director’s Report
  2. a) Annual Town Officers Education Conference
  1. Organization of Committees
  1. Other Business
    a) Bank Accounts Authorization
  1. Review and Approve Warrants
  1.  Review Action Items and Proposed Agenda Items for Next Meeting
  1. Set Date for Next Meeting: April 26
  1. Adjourn

 

Posted March 17, 2016

Board of Trustees Meeting Minutes: March 8, 2016

BOARD OF TRUSTEES ORGANIZATIONAL MEETING

Minutes

 March 8, 2016 at 6:15 PM – 3rd Floor Conference Room

Rockingham Free Public Library, Westminster St. Bellows Falls

Click here to download a .pdf of these minutes: 2016.03.08 Board of Trustees Minutes

 

Trustees Present: Celine Houlne, L. Ray Massucco, John Bohannon, Doreen Aldrich, Ellen Taetzsch, Lesley Lassetter, Carol Blackwood, Gary Fox

Trustees Absent: Heidi Lauricella, Martha Rowley

Members of the Public Present: Polly Montgomery

 

Meeting called to order at 6:25 pm

Additions to the agenda: Signature authority for new Treasurer.

 

  1. Public Comment – Polly Montgomery from Friends of the RFPL  provided information and posters on Trivia Event, Saturday March 12: sign-up sheet for snacks, 5 Teams so far; Donovans will provide a cash bar or beer and wine; Friends will bring water and soda for free. Raffle a basket- $2.00 ticket… 8 tables, donations – $75 / table or $12 each; previous Trivia event raised over $500.00

Carol made a FB Event and posters

 

  1. Oath of Office – was signed by new members and notarized

 

  1. Slate of Officers: Ray nominates John Bohannon for Chair of the Board

Carol seconds

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

John Bohannon as Chair of the Board motion carries unanimous

 

Ray nominates Ellen Taetzsch for Vice Chair

Carol seconds

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

Ellen Taetzxch for Vice Chair motion carries – unanimous

 

Carol nominates Gary for Secretary

Ray seconds

Doreen closed Nominations. Lesley seconds

Close nominations motion carries – unanimous

Gary Fox for Secretary motion carries – unanimous

 

Ray nominates Martha for Treasurer

Ray moved to close nominations. Lesley seconds

Close nominations motion carries – unanimous

Martha Rowley for Treasurer motion carries – unanimous

 

Officers constitute the Policy (personnel policy board)

 

  1. Doreen Motion, Ray seconds to hold meetings on the 4th Tuesday of each month at 6:15 pm Motion carries – unanimous

 

 

  1. Affirmation of Rules of Procedure Policy, and Code of Ethics

 

  1. Trustee Committees and Assignment requests – Board members gave chair preferred committees

 

  1. New Business – Discussion of status of Union Contract

– Approved by this board January 23, 2016

– Bargaining Unit approved February 2, 2016

– As of Budget approval at Town Meeting of February 29th when Town Meeting approved the RFPL budget, the contract was approved.

The contract will be signed tonight, then go to Union for signature, then be converted to PDF for public availability.

 

  1. New Treasurer Martha Rowley will be the new representative on all RFPL bank accounts

 

  1. Review and Approve Warrants – Done

 

No Executive Session

 

Adjourn to next meeting motion, seconded, carries unanimously at 7:30 pm

Next meeting – March 22nd, at 6:15 pm

 

Respectfully Submitted,

 

 

Gary Fox, Secretary

Board of Trustees Meeting Agenda: March 8, 2016

Board of Directors Meeting

8 March, 2016

6:15 PM

Click here to download a .pdf of this agenda:  2016.03.08 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time.
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. New Business
  10. Review and Approve Warrants
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: TBA

 

Posted and emailed March 3, 2016

Board of Trustees Meeting Minutes: February 23, 2016

BOARD OF TRUSTEES MEETING
Minutes
23 February 2016
6:15 PM

Top Floor Meeting Room

Trustees Present: Carol Blackwood, Chair; John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Martha Rowley, Ellen Taetzsch
Trustees Absent: Doreen Aldrich, Ray Massucco
Library Personnel Present: Celina Houlne, Director
Members of the Public Present: none

Click here to download a .pdf of these minutes: 2016.02.23 Board of Trustees Minutes
1. Call to order: 6:18 pm

2. Additions to the agenda: none

3. There was no public comment.

4. Approval of 26 Jan 16 minutes: Bohannon moved and Taetzsch seconded approval of the minutes which passed unanimously.

5. Director’s Report: See attached.

Massucco will present previously board-ratified Agreement Between The RFPL and The International Union of Operating Engineers Local to the union negotiator. Once it is signed by effected employees, it will become part of the public record.

6. Ballot and Town Meeting Day update. Town Meeting is scheduled for next Monday at 7 pm. Board members were encouraged to attend. Voting is Tuesday March 1st from 9 am -7 pm.

7. VMERS update: No further action appears to be necessary at this time.

8. Committee Reports:
Long Range Planning Committee is currently conducting a survey to determine whether there is a need for a strategic plan. Survey is available online through the library newsletter / website and at the front desk.

Finance Committee: Fowler is prepared to spend time with whomever is elected to replace her as treasurer.

9. New Business: none

10. Next meetings: 8 March 16 administrative, 22 March 16 regular

11. Executive Session
Fowler moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Fischer seconded. The motion passed unanimously.

At 6:50 pm the board left executive session.

12. Bohannon moved to adjourn. Lassetter seconded. Adjourned at 6:58 pm.

Respectfully Submitted,
Karin Fischer

Board of Trustees Meeting Agenda: February 23, 2016

Board of Directors Meeting

23 Feb, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.02.23 Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 26 Jan meeting.
  5. Director’s Report
  6. Ballot and Town Meeting Day update
  7. VMERS participation update
  8. Committee Reports
  9. New Business
  10. Set date for next meeting (8 Mar 16 administrative, 22 Mar 16 regular) and review agenda items
  11. Executive Session
  12. Adjourn

 

 

 

Posted and emailed   February 17, 2016

 

Strategic Planning Committee Minutes: February 10, 2016

 

Strategic Planning Committee Minutes

10 February, 2016

12:00 Noon

 

Location: Top floor Meeting Room

Trustees Present: John Bohannon, Leslie Lassetter, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

Click here to download a .pdf of these minutes:  Strategic Planning Committee Minutes 2016-02-10

 

  1. Call to order 12:05pm
  2. Additions to the 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. Review of goals and plan
  5. New Business: Review draft survey and develop plan for administering it The survey will be as presented with the additions of an “additional comments” section, don’t know option for each question and a demographics section.

Patrons will be notified of the survey online, on both the libraries Facebook page and website as well as at the library. Patrons may download and print the survey at home but must physically bring the survey back to the library where library staff will collect them

The survey will be available from February 16th, 2016 to March 19th, 2016

  1. Set date for next meeting and review agenda items The next meeting will be held April 6th, 2016 at noon
  2. Executive Session (as needed) N/A
  3. Review tasks
  4. Adjourn 12:40

NOTE:      Chair is John, Secretary is Leslie, member is Ellen

Strategic Planning Committee: February 10, 2016

Strategic Planning Committee

10 February, 2016

12:00 Noon

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.02.10 Strategic Planning Committee Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Review of goals and plan
  5. New Business: Review draft survey and develop plan for administering it
  6. Set date for next meeting and review agenda items
  7. Executive Session (as needed)
  8. Review tasks
  9. Adjourn

NOTE:      Chair is John, Secretary is Leslie, member is Ellen

 

 

 

Posted and emailed February 5, 2016

Board of Trustees Meeting Minutes: January 26, 2016

BOARD OF TRUSTEES MEETING

Minutes

26 January 2016

6:15 PM

Click here to download a .pdf of these minutes:  RFPLboard1-26-16

            Top Floor Meeting Room

 

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco , Martha Rowley, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

  1. Call to order: 6:15 pm

 

  1. Additions to the agenda: Due to possibly needing to leave early,  Massucco requested that union negotiations be discussed earlier on the agenda.

 

Fischer, Fowler and Taetzsch arrived at 6:20 pm.

 

  1. There was no public comment.

 

  1. Approval of 17 Nov 15 minutes: Typos noted in item number 12 should be corrected to read “raffle ticket.” Fowler moved and Aldrich seconded approval of the minutes which passed unanimously.

 

  1. Director’s Report: See attached.

 

  1. Union negotiations and collective bargaining agreement.

 

Massucco moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Bohannon seconded. The motion passed unanimously.

Upon leaving executive session at 6:49 pm, Massucco moved that the RFPL Board ratify and adopt the Agreement Between The RFPL and The International Union of Operating Engineers Local 98 (library employees) effective 7/1/14-6/30/17. Lassetter seconded and the motion passes unanimously.

 

  1. Policy Update: Liability for use of library materials:

Massucco moved that it has always been the library’s position that patrons use library materials at their own risk. Fowler seconded and the motion passed unanimously.

Massucco moved that library policy should clearly state that patrons utilize library materials at their own risk. Bohannon seconded and the motion passed unanimously.

 

  1. VMERS participation:

 

Fowler moved that the RFPL continue to participate in the Vermont Municipal Employees’ Retirement program, known as VMERS, which is currently administered by the Town of Rockingham. Lassetter seconded and the motion passed unanimously.

 

  1. Ballot and Town Meeting Day update: Voting for trustees will occur on Tuesday March 1, 2016.

 

  1. Committee Reports:

 

Building and Grounds

 

Aldrich moved that the board approve the bid submitted by Doxsee Roofing to conduct repairs. The motion passed unanimously.

 

Fowler moved to authorize the Treasurer to withdraw $6,722.06 from the River Valley Credit Union account, the amount to be transferred to the Town to cover payment for landscaping work that was performed last fall of Terra Flora, LLC. Aldrich seconded and the motion passed unanimously.

 

  1. The director made us aware of a grant that could help pay for solar installation.

 

  1. Next meeting is scheduled to 23 February 16.

 

  1. Executive Session

Rowley moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Bohannon seconded. The motion passed unanimously.

 

  1. Upon leaving executive session, Fowler moved to finalize the director evaluation and include the director’s response in her file. Bohannon seconded and the motion was unanimously approved.

 

  1. The meeting adjourned at 7:38pm.

 

 

 

 

 

 

 

 

 

Board of Trustees Meeting Agenda: AMENDED: Tuesday, January 26, 2016

 

Board of Directors Meeting

26 Jan, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 17 Nov meetings.
  5. Director’s Report
  6. Policy Update. liability for use of library materials
  7. VMERS participation
  8. Union negotiations and collective bargaining agreement on the agenda.
  9. Ballot and Town Meeting Day update
  10. Committee Reports:

Building and grounds: roof update and landscaping payment

  1. New Business
  2. Set date for next meeting (23 Feb 16) and review agenda items
  3. Executive Session
  4. Finalize Director Evaluation
  5. Adjourn

           Posted Amended Agenda January  25 , 2015

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting Agenda: January 26, 2016

Board of Directors Meeting

26 Jan, 2016

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda:  2016.01.26 Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 17 Nov meetings.
  5. Director’s Report
  6. Policy Update. liability for use of library materials
  7. VMERS participation
  8. Ballot and Town Meeting Day update
  9. Committee Reports:

Building and grounds: roof update and landscaping payment

  1. New Business
  2. Set date for next meeting (23 Feb 16) and review agenda items
  3. Executive Session
  4. Finalize Director Evaluation
  5. Adjourn

 

Posted and emailed January 21, 2016

Personnel Committee Special Meeting Minutes: December 18, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

December 18, 2015, 8:45 AM. RFPL Top Floor Meeting Room

Click here to download a pdf of these minutes:  2015.12.18 Personnel Committee Minutes

Committee members present:             Pat Fowler, John Bohannon, Karin Fischer, Carol                                                                             Blackwood

Library personnel present:                  Celina Houlné (Library Director)

Members of the public present:          None

 

  1. The meeting was called to order at 8:48 AM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of October 15th were approved.

 

  1. Director evaluation. The next step was discussed. There will be a discussion of the final report and the Director’s response to it at the next full board meeting.
  1. New business. None

 

  1. The next meeting is on January 26th, 2016, at 6:15PM, prior to the full board meeting.

 

  1. Review of tasks. None

 

  1. The committee, with the Director, entered into executive session at 9:00 AM to conduct the Library Director’s the monthly performance review. The committee came out of executive session at 9:15 AM.

 

  1. The meeting adjourned at 9:15 AM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, December 18th, 2015.

 

 

 

 

Personnel Committee Special Meeting Agenda: Friday, December 18, 2015

Trustees Personnel Committee Special Meeting

Friday, 18 Dec, 2015

8:45 AM

 

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a pdf of this agenda:  Personnel Committee 18 dec 15-1

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 17 Oct 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6. Union contract
  7.  New Business
  8.  Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

 

 

 

Posted and emailed  December 16, 2015

Board of Trustees Meeting Minutes: November 17, 2015

BOARD OF TRUSTEES MEETING

Minutes

17 November 2015

6:15 PM

 

            Top Floor Meeting Room

Click here to download a .pdf of these minutes:  RFPLboard11-17-15

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco , Martha Rowley, Ellen Taetzsch

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: none

 

  1.   Call to order 6:23 pm

 

  1.   Additions to the agenda that will require ratification at a future meeting: Clarification needed by VMERS for administrative purposes.

 

  1.   No public comment

 

  1.   Approve minutes of 3 Nov Special and 27 Oct 2015 meetings: Aldrich moved to approve, Massucco seconded, minutes unanimously approved.

 

  1.   Trustees asked to look over lists for annual appeal letter and plan time to help with signing. Trustees asked to donate items and sell raffle tickets for Holiday Party on 5 Dec.

 

  1.   Director’s Report: In addition to items in report, statistics for state have been compiled and submitted. Staff is getting new email addresses based on their position rather than their names.

 

  1.  Committee Reports:

 

Finance: Fowler moved and Lassetter seconded an increase in the non-resident fee for a library card to $60.00 per year starting 1 January 2016. Motion passes unanimously.

 

Building and Grounds: Waiting for more detailed bids regarding roof repairs. Celina will encourage contractors to respond promptly so that figures can be written up in preparation for town meeting.

 

Policy: Rowley moved to retro-actively reinstate pro-rated sick time for the five part-time employees who were employed with the library at the time that this benefit was suspended. Lassetter voted in opposition, Rowley abstained, all others voted in favor. Motion passed.

 

  1.  New Business: For administrative purposes, trustees are being asked to take up the following motion at the next meeting: That the Library will continue to participate in the Pension B Plan of the Vermont Municipal Employees’ Retirement program, known as VMERS, which is currently administered by the Town of Rockingham, and will continue to do so if the Library is found to be a separate entity from the Town.

 

  1. Next meeting is 15 Dec 15, if needed, otherwise 26 Jan 16.

 

  1. Executive Session: Bohannon moved that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. Fowler seconded. The motion passed unanimously.

Upon leaving executive session Fowler moved and Lassetter seconded to continue Houlne’s contract as Library Director. The motion was unanimously approved.

 

  1.  Library Director Evaluation Finalization: Director will have an opportunity to respond to evaluation at a future meeting.

 

  1. Review tasks: Library is on Select Board Agenda for December 1st.

Party donations, rattle ticked sales and help with appeal letter will be needed.

 

  1. At 7:38 pm Aldrich moved to adjourn, Bohannon seconded.

 

Respectfully submitted by Karin Fischer 11/22/15

 

 

Board of Trustees Meeting Agenda: November 17, 2015

Board of Directors Meeting

17 Nov, 2015

6:15 PM

Click here to download a .pdf of this agenda: 2015.11.17 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 3 Nov Special and 27 Oct 2015 meetings.
  5. Annual Appeal- letter signing and Holiday Party on 5 Dec
  6. Director’s Report
  7. Committee Reports:

Finance: non resident fees.

Building and grounds: roof

Policy: retro-active vacation sick time

  1. New Business
  2. Set date for next meeting (15 Dec, if needed or 25 Jan 16) and review agenda items
  3. Executive Session
  4. Library Director Evaluation Finalization
  5. Review tasks
  6. Adjourn

 

 

 

Posted and emailed November 12, 2015

 

 

Policy Committee Special Meeting Minutes: November 3, 2015

Board of Trustees

Special Policy Committee Meeting Minutes

November 3, 2015

5:30 PM

Click here to download a .pdf of these minutes:  RFPL Special Policy Committee Mtg Nov 3 2015 Minutes

Present: Martha Rowley, Chairperson; Doreen Aldrich, L. Raymond Massucco & Ellen Taetzsch, Committee Members

 

Call to Order: Chairperson Rowley opened the meeting at 5:35 p. m.

 

Additions to the Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

 

Public Comment (3 minutes per person): None

 

Approve Minutes of Oct. 8, 2015 Meeting: Massucco moved to accept as printed, seconded by Taetzsch. The motion carried.

 

Review of Sick Leave Benefits: Director Houlne submitted a report giving the history of the sick leave policy which was taken away from part-time staff for 28 months covering the period Jul, 2013 through October 2015. It wasn’t taken away from full-time employees. The Finance Office at Town Hall confirmed there are no extra filings required with IRS or changes to FICA. Sick time carries over year to year until the employee terminates his/her employment. Upon termination, any accrued time is lost. The Director’s recommendation was to re-instate this policy. Massucco was in favor; but had two issues. For the sake of discussion, Taetzsch moved to recommend to the full board that the pro-rated sick leave be retroactive to 2013 and Aldrich seconded the motion. Massucco asked if this policy put anyone over the cap. Houlne said she didn’t think so. She checked and it does not. Massucco then pointed out that Anne Dempsey wasn’t hired until 2014 and shouldn’t benefit from it because when she was hired, she didn’t have that benefit. After discussion, Massucco moved to amend the motion exempting Anne Dempsey from being eligible for back benefits for the reason stated. Taetzsch & Aldrich accepted the amendment and the amended motion passed.

 

New Business: None

 

Set Date for Next Meeting and Review Agenda Items: Not necessary at this time.

 

Review Tasks: Review the Personnel Rules after current union negotiations.

 

Executive Session: Not necessary

 

Adjourn: Aldrich moved to adjourn at 5:55 p.m.

 

Respectfully submitted_________________________11/6/2015

Doreen Aldrich

 

 

 

 

 

 

Buildings and Grounds Committee Special Meeting Minutes: November 3, 2015

Board of Trustees

Special Building and Grounds Committee Meeting Minutes

November 3, 2015

6:00 PM

Click here to download a .pdf of these minutes: RFPL Special Building Grounds Committee Mtg Minutes Nov 3 2015 (00000003)

 

Present: Doreen Aldrich, Chairperson; L. Raymond Massucco and Ellen Taetzsch, Committee Members; Martha Rowley, Library Trustee

Call to Order: Chairperson Aldrich called the meeting to order at 6:00 p. m.

Additions to the Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None

Public Comment (3 minutes per person): None

Approve Minutes of July 30, 2015 Meeting: Houlne pointed out that the word “Buildings” in the heading has a typo. Taetzsch moved to accept the minutes as corrected. Massucco seconded and the motion carried.

Review of Flat Roof Proposal: Houlne advised that she had talked with both R. B. Cook Construction and Jancewicz; neither included insulation in their quote. The original plan at the time of the renovation was to include it. Jancewicz said to add about $5,000 and Cook said to add about $6,500. They both will take off the old roof (rectangular section); but Cook will take off all roofing. We have two different bids on two different projects. Massucco asked if any new roof was done at the time of the renovation and Houlne advised that the project got cut out of the renovation when things started going awry. After much discussion, the committee asked Houlne to go back to Jancewicz and ask for a quote on the extra insulation and remove the old roof membrane along the new addition. It was the consensus of the committee that there just wasn’t enough information to make an informed decision to present to the full board of trustees.

Landscaping – Edging Around Building: Corey & Janelle Haskell of Terra Flora, LLC are finished with the landscaping and Celina has pictures. We don’t have a final bill as there was additional work done. Edging was put in on the back side of the building. Haskell will work up a quote on edging the rest of the building. Because of the stone that was put down to eliminate dirt splashing up on the building and windows, the stone works its way on to the lawn and Eric Clark is concerned that the mower can throw a stone or stones breaking the windows. One window has already been cracked because of it. Aldrich asked where the money comes from. Houlne explained that there is a fund with $8,175 in it.  There is also $11,700 for repairs and maintenance in the budget. The committee asked to break it down in two sections before recommending to the full board of trustees.

Set Date for Next Meeting and Review Agenda Items: To be Determined.

Review Tasks: Massucco to present samples of plaques to place over the old book depository on the front of the building.

Executive Session: None needed.

Adjourn: Massucco moved to adjourn at 6:35 p. m.

 

Respectfully submitted:_____________________________11/6/2015

Doreen Aldrich

 

 

 

Board of Trustees Special Meeting Minutes: November 3, 2015

Minutes

Special Board of Directors Meeting

3 Nov , 2015

6:30 PM

Top floor Meeting Room

Click here to download a .pdf of these minutes:  RFPLboard11-3-15

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.

 

Library Personnel Present: Celina Houlne, Director

 

No members of the public present.

 

  1. Call to order at 6:35 pm
  2. No additions to the agenda
  3. No public comment
  4. Committee Report: Buildings and Grounds. Discussion of roof repair. No action taken. Additional info and details will be gathered on current bids. Requesting additional bids will be considered.
  5. Executive Session not needed
  6. Review tasks: Director will request more details from current bidders. Fischer will forward names of additional potential contractors.
  7. Bohannon moved to adjourn, Lassetter seconded. Meeting adjourned at 8:08 pm.

Board of Trustees Special Meeting Agenda: November 3, 2015

Special Board of Directors Meeting

3 Nov, 2015

6:30 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 2015 11 03 Special Board Meeting Agenda

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Committee Report: Buildings and Grounds. Roof repair and landscaping
  5. Executive Session (as needed)
  6. Review tasks
  7. Adjourn

 

 

 

Posted and emailed November 2, 2015

Building and Grounds Special Committee Meeting Agenda: Tuesday, November 3, 2015

Board of Trustees
Building and Grounds Special Committee Meeting
Tuesday, November 3, 2015
6:00 PM
Location: Top floor Meeting Room (or Youth Program Room)
AGENDA

Click here to download a .pdf of this agenda: 2015 11 03 Building Special Committee Meeting Agenda
1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of July 30, 2015 meeting
5. Review of Flat Roof Proposal
6. Landscaping – edging around building
7. Set date for next meeting and review agenda items
8. Review tasks
9. Executive Session
10. Adjourn
Posted and emailed November 2, 2015

Policy Committee Special Meeting Agenda: Tuesday, November 3, 2015

Board of Trustees

Policy Special Committee Meeting

Tuesday, November 3, 2015

5:30 PM

Click here to download a .pdf of this agenda: 2015 11 03 Policy Special Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of October 8, 2015 meeting
  5. Review of Sick Leave Benefits
  6. New business
  7. Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

Posted and emailed November 2, 2015

 

Board of Trustee Meeting Minutes: October 27, 2015

Minutes

27 October 2015

6:15 PM

Click here to download a .pdf of these minutes:  2015 10 27 Board of Trustees Minutes

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.

 

Library Personnel Present: Celina Houlne, Director; Mary Van Heltesveldt

 

No members of the public present.

 

  1. Meeting was called to order at 6:20 pm.

 

  1. There were no additions to the agenda.

 

  1. There was no public comment.

 

  1. Bohannon moved and Lasseter seconded that the 22 Sept 2015 minutes be amended to include the following clarification regarding item number 10: Massucco moved and Bohannon seconded that the board enter into executive session to discuss contracts, labor relations, agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that Library Director Celina Houlne be invited to attend. The motion passed unanimously. Upon leaving executive session, no action was taken.

The minutes for the 22 Sept 2015 were unanimously approved.

 

  1. Director’s report was presented.

 

  1. Committee Reports

 

Building and Grounds: Roof repair. One bid has been submitted. The committee will meet after receiving at least one additional bid.

 

Policy Committee: Rowley moved that the board accepted changes to the leave policy as noted in attachments to reinstate pro-rated sick and holiday benefits for part-time employees. The changes were unanimously approved.

 

Finance Committee: Fowler moved and Aldrich seconded that the proposed FY 17 budget be approved with adjustments. The budget was unanimously approved.

 

  1. Planning for annual appeal is in process and board members are encouraged to participate.

 

  1. There was no new business.

 

  1. The next meeting was set for 17 November 2015 at 6:15 pm at the library so as to avoid scheduling conflicts the week of Thanksgiving.

 

  1. Bohannon moved and Massucco seconded that the board enter executive session to discuss contracts, labor relations agreements with employees, arbitration, mediation, grievances, civil actions or prosecutions by the state. Houlne was invited to attend part of this session. The motion was unanimously approved.

 

Following executive session, Bohannon moved to accept the draft of the director’s evaluation with discussed changes. Massucco seconded and the motion passed unanimously.

 

  1. Review of tasks:

Personnel Committee: finalize director review.

Building and Grounds: evaluate bids for roof repairs.

Policy Committee: evaluate impact of retroactively reinstating sick leave benefits.

Full Board: sign appeal letters.

 

  1. At 8:05 pm Lassetter moved to adjourn, Bohannon seconded, unanimously approved.

 

Respectfully submitted by Karin Fischer.

 

 

 

 

 

Finance Committee Minutes: October 18, 2015

 

RFPL Library Finance Committee

Draft Minutes

October 18, 2015

Click here to download a .pdf of these draft minutes: 2015.10.18 Finance Committee Minutes

The meeting was called to order by Treasurer Pat Fowler at 5:40PM. Also in attendance were Trustees Ray Massucco and Martha Rowley, as well as Library Director Celina Houlne and Staff member Mary Van Hartesveldt. Trustee Carol Blackwood was not present. There were no additions to the agenda. There were no members of the public in attendance for public comment. Minutes of the Feb 23, 2015 meeting were approved (Massucco, Rowley).

 

The current status of the FY16 budget was reviewed. The proposed FY17 budget was reviewed and discussed. Buildings and Grounds will be addressing the need for roof repairs of the flat roof at the next meeting of the full board next week. The consensus of the board was that the budget was well-founded with some adjustments and additional information required that will be available at the meeting of the full board on October 27. One suggestion was that the budget include a $2000 line item under the insurance line, in case there is a change in staff and we find that we have to make additional insurance payments instead of the staff utilizing the Insurance Incentive payment. Since the full board has already received the preliminary budget, Celina will prepare a separate sheet on this item.

 

The date for the next meeting was not set until after the October 27 meeting when the full board will review the budget, so no tasks were set. No Executive Session was needed.

 

The meeting adjourned at 7:30pm.

 

Pat Fowler, Treasurer

 

 

Personnel Committee Special Meeting Minutes: October 15, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

October 15, 2015, 8:30 AM. RFPL Top Floor Meeting Room

Click here to download a .pdf of these minutes:  2015 10 15 Personnel Committee Minutes

Committee members present: Pat Fowler, John Bohannon, Karin Fischer (chair                                                                  pro temp)

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 8:38 AM by Fischer.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of September 15th were approved.

 

  1. Director evaluation. The next steps were discussed. Bohannon will bring nine copies of the summary evaluation comments and the Director’s self-evaluation to the next full board meeting for its review and comment.
  2. New business. None

 

  1. The next meeting is on November 17th at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 8:45 AM to discuss the Library Director’s contract and conduct the monthly performance review. The Director left at 8:55 AM and the executive session continued to process parts of the Director’s evaluation. The committee came out of executive session at 10:10 AM.

 

  1. The meeting adjourned at 10:10 AM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, October 15th, 2015.

 

Finance Committee Meeting Agenda: Monday, October 19, 2015

Board of Trustees

Finance Committee Meeting

Monday, October 19, 2015

5:30 PM

 Click here to download a .pdf of this agenda: 2015 10 19 Finance Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of February 23, 2015 meeting
  5.  Review of FY16 budget
  6.  Review of FY17 budget
  7. New business
  8. Set date for next meeting and review agenda items
  9. Review tasks
  10. Executive Session
  11. Adjourn

 

 

Posted and emailed October 15, 2015

Personnel Committee Special Meeting Agenda: Thursday, October 15 2015

Trustees Personnel Committee Special Meeting

Thursday, October 15, 2015

8:30 AM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 15 Sep 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed October 13, 2015

 

Policy Committee Special Meeting Minutes: Thursday, October 8, 2015

 Trustees Policy Committee Special Meeting

Thursday, October 8, 2015

5:15 PM

Minutes

Click here to download a .pdf of these minutes and the discussed attachments: 2015 10 08 Policy Committee Mtg Minutes

Present: Carol Blackwood, Chairperson; Doreen Aldrich, L. Raymond Massucco, Martha Rowley, Ellen Taetzsch, Committee Members and Celina Houlne, Librarian

 

  1. Call to Order: Carol Blackwood, Chair called the meeting to order at 5:15 p. m.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: New election of chairperson.
  3. Public Comment: None
  4. New Business: Blackwood advised that she was not able to continue being the chair of this committee due to her heavy workload. After a brief discussion, Taetzsch nominated Rowley, seconded by Massucco. There being no other nominations or objections, the motion carried. Blackwood left the meeting at 5:25 p. m.
  5. Approve Minutes of 3 February 2015 Meeting: Houlne asked that the word “Draft” be deleted from all meeting minutes . Massucco moved to approve the Feb. 3, 2015 minutes, seconded by Rowley. Taetzsch abstained. The motion carried.
  6. Leave Policy for Part-Time Staff: Houlne recommended benefits for part-time employees as the six part-time staff members are vital to running the library. Her revisions to the Personnel Policy are attached. There are two parts, leave time and sick time. After much discussion, Massucco said he is generally in favor of the policy; but nowhere ready to approve at this meeting. Conceptually, he agrees. Houlne will include these materials for the October 27th trustee meeting to be read and ready for discussion. She asked that the minutes reflect that the committee is conceptually in favor.
  7. Set Date for Next Meeting and Review Agenda Items: Committee left the time of the next meeting open ended.
  8. Review Tasks: Houlne will send out the agenda to the full board.
  9. Executive Session: None needed.
  10. Adjourn: Massucco moved to adjourn at 6:30 p.m.

 

Respectfully submitted___________________________10/12/2015

Doreen Aldrich

Personnel Committee Special Meeting Agenda: Tuesday, Sept 13, 2015

Trustees Personnel Committee Special Meeting

Tues, 13 Sep, 2015

5:15 PM

Click here to download a .pdf of this agenda:  2015 10 13 Personnel Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 15 Sep 2015 meeting.
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed October 7, 2015

 

Board of Trustees Minutes: September 22, 2015

Draft Minutes
22 September 2015
6:15 PM

Click here to download a .pdf of these minutes: 2015 09 22 Board of Trustees Minutes
Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco, Martha Rowley, Ellen Taetzsch.
Library Personnel Present: Celina Houlne, Director
No members of the public present.
1. Meeting was called to order at 6:25 pm.
2. There were no additions to the agenda.
3. There was no public comment.
4. Aldrich moved and Massucco seconded that the minutes of August 4, 2015 be approved with the following changes:
The misspelling of Ellen Taetzsch’s name was noted.
Martha Rowley’s name should be included with the list of trustees who voted in favor COLA / Merit increases noted in item #6 of the minutes.
Regarding the Chronology for Library Director Annual Evaluation, it was noted that the second to last sentence should read, “The Board discusses her response with her and finalizes the evaluation.”
The motion passes unanimously.
5. Director’s report was presented.
6. Planning for Chamber of commerce mixer on October 21st from 5:30-7:00pm. Lassetter and Rowley will arrive at 4:30 to set up. Bohannon will speak, if Blackwood is unable to attend. Fischer will arrive late, but stay to clean up. Lassetter circulated a sign up sheet for food. Blackwood will donate a tote bag for the raffle and Fowler will donate books to put in it.
7. Committee Reports
Finance Committee: Timeline for FY 17 budget was discussed.
Historical Collection: Fowler moved and Lassetter seconded approval of updates to the Historical Collection Management Policy with the following change: Email addresses on attached forms will reference the department rather than an individual. The motion passed unanimously. Work is underway and will continue on returning items to the library that are currently stored at Village Square Books.
Personnel: Director evaluations have been returned. Results are being collated and summarized.
Strategic/Long Range Planning: A survey of library stakeholders will be conducted, based on the library’s mission statement, to determine whether the library should continue on its current course or if it needs new goals/direction.
8. There was no new business.
9. The next meeting was set for October 27th at 6:15 pm. Meetings for November and December are tentatively scheduled for the third Tuesday of the months due to holiday conflicts the fourth week.
10. Massucco moved and Bohannon seconded that the board enter executive session with the Director invited to attend. The board left executive session. No action was taken.
11. Review of tasks: Complete draft of Director evaluation. Gather budget info for FY 17 planning.
12. Adjourned at 7:45pm.
Respectfully submitted by Karin Fischer.

Personnel Committee Special Meeting Agenda: Tuesday, August 18, 2015

Trustees Personnel Committee Special Meeting

Tuesday, August 18, 2015

5:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 21 July 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed August 14, 2015

Board of Trustees Meeting Agenda: September 22, 2015

Board of Directors Meeting

September 22, 2015

6:15 PM

Click here to download a .pdf of this agenda:  2015 09 22 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of August 4, 2015 meeting
  5. Director’s Report
  6. Planning for Chamber of Commerce Mixer
  7. Committee Reports

Finance: Budget planning process for FY17

Historic Collection: Policy review

Personnel: Director Evaluation update

Strategic/Long Range Planning: Discuss process

  1. New Business
  2. Set date for next meeting (October 27, 2015) and review agenda items
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

Posted and emailed September 17, 2015

Personnel Committee Special Meeting DRAFT Minutes: September 15, 2015

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

September 15, 2015, 5:15 PM. RFPL Top Floor Meeting Room

 Click here to download a .pdf of these minutes: 2015 09 15 Personnel Committee Minutes

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 5:20 PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of August 18th were approved.

 

  1. Director evaluation. The next steps were discussed. Each committee member will write a short summary paragraph of two or three of the nine categories in the evaluation form. These paragraphs should be brought to the next meeting on a USB drive; then the form and style will be harmonized and the nine paragraphs consolidated.

 

  1. New business. None

 

  1. The next meeting is on October 13at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 5:25 PM to discuss the Library Director’s contract and conduct the monthly performance review. The Director left at 5:40 PM and the executive session continued to process parts of the Director’s evaluation. The committee came out of executive session at 6:30 PM.

 

  1. The meeting adjourned at 6:30 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, September 15th, 2015.

 

 

Personnel Committee Special Meeting: Tuesday, September 15, 2015

Trustees Personnel Committee Special Meeting

Tuesday, September 15, 2015

5:15 PM

 Click here to download a .pdf of this agenda: 2015.09.15 Personnel Committee Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of August 18, 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed September12, 2015

Strategic Planning Committee Minutes: August 25, 2015

Minutes of Strategic Planning Committee

Tuesday, August 25, 2015, 1 p.m.

 

Present: John Bohannon, Leslie Lassetter, Celina Houlne

Meeting was called to order at 1:10 pm.

 

The committee discussed:

  • long range vs. strategic planning. It was decided that the board must approve the concept of this committee:  long range, i.e., to continue with present plans and mission; or strategic, i.e., to implement something new and different; or both combined.
  • A survey of stakeholders based on present mission statement.

The committee’s question for the board:  What needs to be done—develop some long range goals to improve our current operations, or, develop a strategic plan to take the RFPL in some new directions over the next three years?

The committee advises:  a survey of a sample of stakeholders over the next two months based on RFPL mission statement to determine perceived strengths and weaknesses.

 

Submitted by Leslie Lassetter, secretary for August 25 meeting

 

Personnel Committee Special Meeting DRAFT Minutes: August 18, 2015

RFPL PersComm

08/18/15 meeting minutes

Page 1 of 1

Rockingham Free Public Library

Personnel Committee Special Meeting Minutes

August 18, 2015, 5:23 PM. RFPL Top Floor Meeting Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:

 

  1. The meeting was called to order at 5:23PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of July 21st were approved.

 

  1. Director evaluation. The planned schedule was confirmed. Evaluations will be picked up at the library by September 1st and returned to a box in the library by noon on September 12th. Blackwood will contact anyone who does not return an evaluation. Bohannon will pick up the evaluations and record verbatim the comments on each. There will be a list in the box to keep track of the evaluations removed by Bohannon for processing. The committee will review the evaluations on September 17th at its regular meeting.

 

  1. New business. None

 

  1. The next meeting is on September 17th at 5:15 PM at the RFPL.

 

  1. Review of tasks. See above

 

  1. The committee, with the Director, entered into executive session at 5:35 PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:02 PM.

 

  1. The meeting adjourned at 6:02 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, August 18th, 2015.

 

Strategic Planning Committee Meeting Agenda: August 25, 2015

Strategic Planning Committee

25 August, 2015

1:00 PM

 08.25.2015 Strategic Planning Committee Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Selection of chair and vice-chair/secretary
  5. Discussion of the definition of the purpose of this committee
  6. Discussion of ways to implement the purpose of this committee
  7. New Business
  8. Set date for next meeting and review agenda items
  9. Executive Session (as needed)
  10. Review tasks
  11. Adjourn

 

 

 

Posted and emailed August 19, 2015

 

Personnel Committee Special Meeting Agenda: Tuesday, August 18, 2015

Trustees Personnel Committee Special Meeting

Tuesday, August 18, 2015

5:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 Click here to download a .pdf of this agenda: 2015.08.18 Personnel Committee Meeting Agenda

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 21 July 2015 meeting
  5.  Library Director Evaluation Process, if needed
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed August 14, 2015

 

Board of Trustees Meeting DRAFT Minutes: August 4, 2015

Click here to download a .pdf of these minutes: RFPLminutes8-4-15

Draft Minutes

4 Aug , 2015

6:15 PM

 

Trustees Present:  Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco (had to leave at 7:25) & Martha Rowley, and Ellen Taetzsch.

 

Library Personnel Present:  Celina Houlne, Director

 

No members of public present.

 

  1.   Call to order at 6:23 pm.
  2.   Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.  Location of book drop (see below).
  3.   Public comment – none.
  4.   Aldrich moved to approve minutes of 23 Jun 2015 meeting.  Fowler seconded.  Unanimously approved.
  5.   New Board Member, Ellen Taetzch was introduced to the board and signed her oath of office..
  6.   Director’s Report: including FY 2015 financials, FY 2016 projections and employee pay.  Massucco moved to approve COLA / Merit increases to employee pay for FY 2016.  Fowler seconded.  The motion was approved.  Six voted in favor: Aldrich, Blackwood, Fischer, Fowler, Massucco.  Three were opposed: Bohannon, Lassetter, Taetzch.  The discussion included an expressed hope to further increase employee pay to an amount equal to the town’s base pay for the same grade for FY 17.
  7.  Committee Reports:

Building and grounds:  Board voted unanimously to accept donation of sign from friends as well as donation for a plaque citing Carnegie (either bronze or composite) to cover the old book drop.  Board voted unanimously to have the book drop moved by town to the location approved by zoning.

Historic collection: Carolyn Frisa will submit policy edits.  Next meeting is Sept 21st at 10:00 am.

Personnel: Library Director Evaluation Process: Board voted to unanimously adopt the evaluation process submitted by the committee.

Long Range planning will make plans to meet soon.

  1.  New Business – none
  2. Set date for next meeting (22 Sep 15) and review agenda items
  3. Executive Session not needed
  4. Review tasks: Begin to plan Chamber Mixer for 21 Oct 15.  Celina will seek input from contractors regarding repair to flat roof.
  5. Adjourn at 8:10.

 

Respectfully submitted by Karin Fischer 8/9/15.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Building and Grounds Committee DRAFT Minutes: July 30, 2015

ROCKINGHAM FREE PUBLIC LIBRARY

BOARD OF TRUSTEES

BUILDINJGS & GROUNDS COMMITTEE MEETING MINUTES

 

JULY 30, 2015

9:00 AM

 

LOCATION: Top Floor Meeting Room

 

Present: Doreen Aldrich, Chair; L. Raymond Massucco & Ellen Taetzsch, Committee Members; Celina Houlne, Library Director

Call to Order: 9:05 AM

Additions to Agenda: None

Public Comment: None

Landscaping: The planting map drawn up at the start of the library renovations was submitted by Houlne. The Kersulas approve of the plan. Cory and Janelle Haskell of Terra Flora in Walpole are interested in doing the job. Fall is a good time to plant. Houlne suggested little bushes near the kids’ room. Massucco moved to make the recommendation to the full board to go with Terra Flora for our landscaping needs, seconded by Taetzsch. The motion carried. Houlne will ask for an updated estimate.

Exterior Signs: The original sign was done by Frank Hawkins and paid for by “Friends of the Library”. Will Parmelee, sign maker in the Putney and Brattleboro area sent a design in black with gold lettering. It will be low to the ground and painted on both sides and he quoted $1,300. It will be 48” with 6” plywood and metal posts. Houlne would also like a bronze plaque to cover the old book drop on the front of the building. The cost would be $850 and would be paid for by the “Friends”. Massucco advised that composite is just as good; but way less expensive. He will bring a sample for Houlne to look at. Massucco moved to recommend to the full board that Will Parmelee do the replacement sign; it being paid for by “Friends of the Library”. Aldrich seconded and the motion passed.

Book Drop: Houlne recommended moving it to the left of the entrance to the library as shown in the original plan when doing the renovations. Aldrich advised that if we change anything from the original plan we will have to go back to the zoning board and amend the permit. Aldrich made the motion to move the book drop to the left of the library entrance walk as shown on the map. Taetzsch seconded and the motion carried.

Flat Roof: Houlne explained that the leaks are bad. It was agreed that the problem has to be addressed immediately. There are no grant monies for this.   Massucco recommended seeking specs to inspect the roof and make recommendations for repair. Aldrich seconded and the motion carried.

New Business: None

Review Tasks: Massucco to get information on the bronze plaque for the old book drop; addition to the agenda for August 4th meeting regarding the sign; landscaping at the rear of the building and kids library and roof repairs. This committee will set a date for our next meeting after the August 4th regular board of trustees meeting.

Adjourn: Massucco moved to adjourn at 9:50 a. m.

 

Respectfully submitted:_____________________________Chair – Recording Secretary

Board of Trustees Meeting Agenda: August 4, 2015

Board of Directors Meeting

4 August, 2015

6:15 PM

Click here to download a .pdf of this agenda: 2015.08.04 Board Meeting Agenda

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 23 Jun 2015 meeting.
  5. New Board Member introduction.
  6. Director’s Report: including FY 2015 financials, FY 2016 projections and employee pay
  7. Committee Reports:

Building and grounds: including report on landscaping, sign and roof.

Historic collection: policy update

Personnel: Library Director Evaluation Process (see proposed plan and timeline)

Long Range planning

  1. New Business
  2. Set date for next meeting (22 Sep 15) and review agenda items
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

 

Posted and emailed July 30, 2015

Personnel Committee Meeting DRAFT Minutes: July 21, 2015

Rockingham Free Public Library

Personnel Committee Meeting Minutes

July 21, 2015, 5:15PM. RFPL Top Floor Meeting Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           Bil Staats, FACT TV

 

  1. The meeting was called to order at 5:15PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of June 9th were approved.

 

  1. The committee discussed the annual evaluation of the Director. The following actions were taken and decisions were made unanimously:

 

  1. The evaluation form was approved with minor corrections and will be sent to the Board for approval at the next meeting. The Director’s job description will be placed on the library website by the Director for reference by evaluators.
  2. The chronology was approved and it will be sent out with the minutes to the next Board meeting. John will provide verbatim copies of the comments from the evaluations for the committee to use in its meeting in September. A note was made on the chronology positing the possibility of a special meeting to continue Board discussion of the evaluation if approval of the draft evaluation is not achieved at the October Board meeting.
  3. The spread sheet for tabulating numerical data from the evaluations was approved with minor changes and will be sent to the Board for approval at its next meeting.
  4. Specific dates were developed for parts of this year’s process: Evaluation forms available by September 1st, returned by September 10th; committee meeting to summarize results on September 15th; committee meeting to write evaluation on October 13th.

 

  1. Review of tasks: Omitted, included above.

 

 

  1. The committee, with the Director, entered into executive session at 6:10 PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:40 PM.

 

  1. There was no new business brought before the committee.

 

  1. The next meeting is on August 18th at 5:15 PM at the RFPL.

 

  1. The meeting adjourned at 6:40 PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, July 21st, 2015.

Buildings & Grounds Committee Meeting Agenda: July 28, 2015 MEETING POSTPONED – NEW DATE AND TIME THURSDAY JULY 30, 2015 at 9:00 AM

Board of Trustees

                              Building & Grounds Committee Meeting                 

 

Tuesday, July 28, 2015

5:00 PM

 

Location: Top Floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Landscaping
  5. Exterior signs
  6. Book drop
  7. Flat roof
  8. New business
  9. Review tasks
  10. Set date for next meeting and review agenda items
  11. Adjourn

 

 

 

 

 

 

 

 

                                                                                                                               Posted and emailed July 22, 2015

Personnel Committee Special Meeting: July 21, 2015

Trustees Personnel Committee Special Meeting

Tuesday, July 21, 2015

5:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person)
  4.  Approve minutes of 9 June 2015 meeting
  5.  Library Director Evaluation Process
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

Board of Trustees Meeting Agenda: June 23, 2015

Board of Directors Meeting

23 June, 2015

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public comment (3 minutes per person)
  4. Approve minutes of 26 May 2015 meeting
  5. New Board Member search/nomination report
  6. Director’s Report
  7. End of Year financials
  8. Committee Reports:

Historic Collection- policy update

Personnel: Library Director Evaluation Process, plan and timeline proposal

Long Range planning

  1. Set date for next meeting (skip July 28?, Aug 25 next?) and review agenda items
  2. New Business
  3. Executive Session (as needed)
  4. Review tasks
  5. Adjourn

 

Posted and emailed June 18, 2015

Personnel Committee Meeting DRAFT Minutes: June 9, 2015

Rockingham Free Public Library

Personnel Committee Meeting Minutes

June 9, 2015, 5:00PM. RFPL Youth Department Program Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer (left 5:45PM)

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           None

 

  1. The meeting was called to order at 5:15PM by Blackwood.

 

  1. There was no change to the agenda.

 

  1. There was no public comment.

 

  1. The minutes of the meeting of May 11th were approved.

 

  1. The committee discussed the process for the annual evaluation of the Library Director. The evaluation form was returned to Blackwood with some minor revisions. She will include these in the final version to be completed by the June Board meeting. It was agreed that the timeline for completing the evaluation is as follows:

 

  • June Board meeting: The Personnel Committee presents the final form and procedure for the evaluation to the Board for consideration. Comments are submitted verbally prior to the next Personnel Committee (July 21st) to the Committee Chair, Blackwood.
  • July or August Board meeting: Board approves the form and procedure.
  • First week of September: The evaluation forms with instructions are distributed to all evaluators (Board, library staff, community members) and to the Director. (These will be picked up at the library and returned there.)
  • Mid September: Evaluations are returned to the library, processed and reviewed by the Personnel Committee.
  • October committee meeting: Personnel Committee prepares draft statistical and narrative evaluation. (Individual committee members prepare draft comments prior to the meeting.)
  • October Board meeting: Board reviews input from evaluators, reviews and approves evaluation, and reviews the Director’s self-evaluation; the Director receives a copy of the evaluation. (Board members come early and read the evaluations before the meeting.)
  • November or December Board meeting: The Director submits her written response to the evaluation. The Board votes on hiring the Director for the next year.

 

  1. Review of tasks: Blackwood will complete the revision of the evaluation form for submission to the Board at its next meeting. Bohannon will type up the procedures for completing this year’s evaluation. (See paragraph 5 above.)

 

  1. The committee, with the Director, entered into executive session at 6:56PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:58PM.

 

  1. There was no new business brought before the committee.

 

  1. The next meeting is on July 21st at 5:00PM at the RFPL.

 

  1. The meeting adjourned at 7:00PM.

 

 

 

Respectfully submitted by John Bohannon, Committee Secretary, June 9, 2015.

 

Personnel Committee Special Meeting Agenda: June 9, 2015

Trustees Personnel Committee Special Meeting

Tues, 9 June, 2015

5:00 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 11 May 2015 meeting.
  5.  Library Director Evaluation Process
  6.  New Business
  7.  Set date for next meeting and review agenda items
  8. Review tasks
  9. Executive Session
  10. Adjourn

Board of Trustees Meeting DRAFT Minutes: May 26, 2015

BOARD OF TRUSTEES MEETING

Draft Minutes

May 26, 2015

6:15 PM

 

                Location Youth Program Room

 

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Leslie Lassetter, Ray Massucco & Martha Rowley

Trustees Absent: Pat Fowler

Library Personnel Present: Celina Houlne, Director; Mary Van Hartesveldt, Librarian

Members of the Public Present: Amy Howlett

 

  1. The meeting was called to order at 6:22 pm.

 

  1. Additions to Agenda

 

  1. Public Comment: None

 

  1. Approval of Minutes: Lassetter moved to approve minutes for 4/28/15. Bohannon seconded. Aldrich abstained, minutes were approved.

 

  1. New Board Member Search: Lassetter requested help with this. Notices will be put on web site and in Shopper.

 

  1. End of FY Financials:

 

  1. Massucco moved to authorize the treasurer to transfer $8,300.00 from the River Valley Credit Union account to cover additional expenditures for the following line items: printing supplies, custodial services and repairs and maintenance. Aldrich seconded, and the motion carried unanimously.

 

  1. Massucco moved to authorize the treasurer to transfer $14,000.00 from the River Valley Credit Union account to the town for expected FY 15 expenditures. Lassetter seconded, and the motion carried unanimously.

 

  1. Massucco moved to authorize the treasured to transfer $4,134.32 from the River Valley Credit Union savings account to the town to pay for Whitcomb expenditures in FY 15. Blackwood and Aldrich simultaneously seconded and the motion carried unanimously.

 

  1. Massucco moved to set up a designated fund for landscaping in the initial amount of $675.00 for designated funds that have been received, but not yet spent. Fischer seconded and the motion carried unanimously.

 

  1. Massucco moved to set up an Ostebo Reserve Fund of $5,765.00, and a Whitcomb Reserve fund of $7,760.00. Bohannon seconded and the motion carried unanimously.

 

  1. Technology Assistance and Art Display Waivers: Lassetter moved to accept the waivers. Aldrich seconded and the motion carried unanimously.

 

  1. Presentation on Long Range Planning by Amy Howlett.

Ray suggested we all read the 2007 strategic plan to see what thoughts were on this topic in the past.

 

  1. Next meeting June 23d, 6:15PM.

 

Director suggested we consider not meeting in August. We will address this next meeting.

 

  1. Other business: Letter on canine urination was revised slightly and will be sent by Director soon, signed by Blackwood.

 

  1. Exec Session: Not needed

 

  1. Review Tasks: Think and read about strategic planning. Recruit new board member.

 

  1. Adjourned 8:01PM.

 

Respectfully Submitted by Karin Fischer and John Bohannon

5/31/15

Board of Trustees Meeting Agenda: May 26, 2015

Board of Directors Meeting

26 May, 2015

6:15 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person).
  4. Approve minutes of 28 Apr 2015 meeting.
  5. New Board Member search/nomination
  6. End of FY year financials
  7. Waiver for staff providing technology assistance and art display waiver
  8. Long Range Planning- Amy Howlett
  9. Set date for next meeting and review agenda items
  10. New Business
  11. Executive Session (as needed)
  12. Review tasks
  13. Adjourn

 

 

Posted and emailed May 20, 2015

Personnel Committee Special Meeting Agenda: May 11, 2015

Trustees Personnel Committee Special Meeting

May 11, 2015

5:30 PM

 

Location: Top floor Meeting Room (or Youth Program Room)

 

AGENDA

 

  1. Call to order.
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting.
  3.  Public comment (3 minutes per person).
  4.  Approve minutes of 21 April 2015 meeting.
  5.  Library Director Evaluation Process
  6.  Review tasks
  7.  Set date for next meeting and review agenda items
  8. New Business
  9. Executive Session
  10. Adjourn

 

 

 

 

 

Posted and emailed May 9, 2015

 

Board of Trustees Meeting Agenda: April 28, 2015

Board of Trustees Meeting

28 April, 2015

6:15 PM

Location: Youth Program Room

 

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person)
  4. Approve minutes of 24 Mar 2015 meeting
  5. Trustee Board Membership
  6. Director’s Report-   Highlights and Financial Report
  7. Committee Reports
  8. Financial – Ostebo bequests update
  9. Personnel
  10. Historic Collection-Lock Proposal and Collection Policy
  11. Buildings and Grounds- recommends for most immediate repairs
  12. Review tasks
  13. Input for next meeting agenda (Date: 26 May 15)
  14. New Business
  15. Executive Session (as needed)
  16. Adjourn

 

 

 

 

 

Posted and emailed April 24, 2015

Board of Trustees Meeting DRAFT Minutes: April 28, 2015

BOARD OF TRUSTEES MEETING
Draft Minutes
April 28, 2015
6:15 PM

Location Youth Program Room

Please click here to download a .pdf of these DRAFT Minutes: RFPLBoard4-28-15

Trustees Present: Carol Blackwood, Chair; John Bohannon, Karin Fischer, Pat Fowler, Leslie Lassetter, Ray Massucco & Martha Rowley
Trustees Absent: Doreen Aldrich
Library Personnel Present: Celina Houlne, Director; Mary Van Hartesveldt, Librarian
Members of the Public Present: Carolyn Frisa

The meeting was called to order at 6:20, Pat Fowler arrived at 6:23.

New Business: Houlne asked that the following items be added to the agenda: Complaints of dog urinating on library property, Employee Leave Policy, Approval of minutes of April 7th meeting.

Public Comment: Carolyn Frisa spoke about the Friends Annual Plant Sale. It will be held on Saturday May 9th in front of the library, 8 am – 3 pm. They need donations of plants, which can be dropped off at the library beginning May 4th. Anyone unable to bring plants during library hours, can leave them at the side entrance of the building. Volunteers are needed to work the sale and help with clean up (probably from 3-4 pm.)

Approval of Minutes: Minutes for both 3/24/15 and 4/7/15 were unanimously approved.

Trustee Board Membership: Blackwood regretfully acknowledged the resignation of David Gould. Trustees recognized his contributions, and wished him well. Lassetter agreed to solicit names of potential candidates to serve the remainder of Gould’s term, and invite them to attend a future board meeting and/or submit a letter of interest.

Director’s Report: In addition to items in the attached report, Celina noted that the library is scheduled to host the Chamber Mixer on Wednesday, October 21, 2015.

Committee Reports

Financial
Fowler moved that we approve additional payment for the following line items and amounts:
Custodial $2,000
Elec/Heat $2,850
NEH Grant Expense: $6,000
Fischer seconded and the motion passes unanimously.

Personnel
Blackwood noted that the committee will soon bring the Library Director Evaluation Form to the full board for review.

Historical Collection
Lassetter moved that money not to exceed $900 be spent for purchase and installation of locks for historical collection display cabinets. Fowler seconded and the motion passed unanimously.

There was a long discussion regarding money left by Ryan Ostebo, including concern that it not get absorbed by the budget deficit. There was some agreement that, although his bequest was not designated, and therefore does not exist as an individual line item, it should be used meaningfully and acknowledged with a plaque.

Fischer noted that Houlne will email the Historical Collection Management Policy for review and possible approval at the June meeting.

Building and Grounds
Massucco moved that $7,500 from the Whitcomb Fund be placed in a reserve fund for landscaping, with creation of a barrier at the back of the library property being the first priority. The actual landscaping plan will be subject to board review and approval.
Fischer seconded the motion and it passed unanimously.

New Business
Lassetter moved that Massucco compose a letter to the Wrights requesting that they refrain from allowing their dog to urinate on library property because it is damaging both the granite stair and the book drop.

Fowler seconded and the motion passed unanimously.

Blackwood requested that Houlne speak with her about the Employee Leave Policy to figure out the best way to address her concerns.

Next Meeting is scheduled for May 26, 2015 at 6:15 pm. The bulk of the meeting will be a discussion with Amy Howlett about strategic long term planning.

Pressing issues could be added to the May agenda, but Blackwood hopes that most items can wait until the regular June meeting.

Respectfully Submitted by Karin Fischer 4/28/15

**********************

Director’s Report April 22, 2015 Célina Houlné

March Programs and Statistics
• Youth Programs – 24 events, attendance of 619
Bellows Falls Middle School Art Show was a huge success and visitors have been commenting how great it is to have art throughout the Library. Teen Tech Week was a success with several teens coming in to learn video game coding and basic electronics. The Teen Advisory Council brought back the Anime Club, which meets just before the Friday teen game nights.
• Adult Programs – 20 events, attendance of 203
On March 28 the Vermont Humanities Council program, Vermont and the Civil with Howard Coffin, was attended by 40 people, Eric Bye played the banjo, and the Friends cooked hard-tack and applesauce cookies. Tax-help, genealogy classes and the One-On-One Computer help continued to be very popular. The book sale began on April 10 and will run until May 9 in the top floor meeting room.
• Meeting Room and Program Room usage – 16 library, 2 non-library
• Adults Computer Use – 742 Public Access Computer Sessions
• Youth Computer Use – 130 Public Access Computer Sessions
• Wireless network use – 793 sessions for laptop and mobile devices
• New Library Cards issued – 31
• New titles added to collection – 275
• Items checked out – 3,134
• Inter-Library Loans (ILLs) – 32 items borrowed from other libraries, 58 items loaned

Budget
• March’s monthly financial report is for 9 months or 75% of the fiscal year. The current budget forecast for FY15 is that we’ll be within budget, barring any unforeseen circumstances that may arise.
• Revenue will be transferred from the savings account to pay for the designated Whitcomb fund expenses (the Youth furniture and office cabinets). See separate report on Whitcomb donation revenue/expenses.
• Two lines that are projected to be $1,000 over the budgeted amount need to be approved by the Board: Electricity/heat, and custodial. In addition, I listed the NEH grant expense of 6,000 as needing approval, though this expense is matched by grant income. See separate report on list of 1k items.
• Annual book sale revenue so far is approximately $1,400.

Building and Grounds
• I’ve contracted with Don Hashem, who also cleans Town Hall, to temporarily clean the library twice per week, as Bob Patch has resigned due to health reasons.
• Eric Clarke cleaned the walkways and removed the heavy layers of sand. He confirmed the Wright’s are continuing to bring their dogs onto library property to urinate near or on the building.
• Scott Bolotin, owner of Morningside Perennials, pruned the trees on the front lawn.
• The stone bench out front was repaired and put back up by town hall workers.
• I’ve contacted Rohr Cook who worked on the roof during the renovation, to ask him to evaluate the roof and find out why water is leaking inside.

Other Director Activities
• Staff – I have posted the custodian position with Vermont Job Link, town departments, and Eagle Times. I’ll be interviewing and hiring in May. We held our monthly staff meeting.
• Supervision – I’ve continued to provide training for Nancy Tusinski, our new Reference and Historical Collection Librarian. She’s been getting acquainted with the Historical Collection and the NEH grant with Emily Zervas; getting to know Library policies and procedures, helping patrons with computer questions and reference questions, developing reports to aid in collection development practices, and to quote Nancy: “most importantly getting to know the wonderful staff and the library patrons!” Nancy, in a very short time, has already become a valued member of the staff, jumping right into the fray, helping with technology issues and collection development.
• Fundraising – It has been a very busy month as I supervised setting up the book sale and spent many hours weeding the fiction, audio and video collections. Staff worked extremely hard, along with the Friends of the Library and other volunteers to get ready. The preview sale on Friday for Friends members was held on Friday and was a great success, as was the next day. This week everything is ½ price, and next week will be the $3 bag sale. Please come in and also tell your family and friends about all the great books that need new homes!
• Friends of the Library – I attended a planning meeting on April 2 for the Friends plant sale which will be held on Saturday, May 9 and they’re looking for donations of annuals, perennials, house plants, etc, (you can bring them to the library the week of May 9). They’ll also be having a raffle for garden-related items. The Friends bought us a new whiteboard for the meeting room, which was used by Howard Coffin at the Humanities Program. They also donated 4 baker’s carts to use for storage, 2 of which are now in use at the book sale.
• Grants – I filed Form 471 for the electronic filing for the e-rate federal grant. I attended ‘The Science and Art of Grant-Writing” day-long class held at the Stafford Technical Center in Rutland which was very informative. The instructor, Anne Lezak, is an experienced grant-writer, and she had many useful anecdotes and wise advice on what to do and what not to do when writing a grant. We reviewed the overall process, the individual steps, and the best language to use to explain the proposal. We reviewed online resources including the Vermont Directory of Foundations, and Vermont Quick Facts, and Vermont Indicators On-line, and other sources for statistics.
• Windham County Librarians – Nancy and I attended the meeting at Brooks Library and I introduced her to the other area librarians. We discussed VOKAL, KOHA, ILL, summer programs and the likely upcoming FY16 budget cuts for the state library.
• Community outreach – I attended the monthly Departments Heads meeting at Town Hall. I met with a local student who is working towards her MLIS at Simmons College to discuss library management.
• Personnel Committee – I attended the monthly meeting on April 21 at which we reviewed the month’s activities and the director’s evaluation process.
• Historical Collection Committee – I attended this meeting on March 30, at which upcoming tasks were reviewed, including updating the Historical Collection policy and pocket response plan (PReP) to be used in case of disaster such as when the local history room was flooded. I’ve filled out the PReP, to include the contact information for emergency personnel.
• Building & Grounds Committee – I attended this meeting on April 13, where we reviewed the list of interior and exterior needs. The committee will recommend to the Board that we use a portion of the Whitcomb Fund to complete the landscaping behind the building (estimate of $7,500); repair the existing sign (estimate of $375) and install the locks for the Historical Collection Display Cabinets (estimate of $850). I’ve asked Frank Hawkins for an updated estimate to repair the sign.
• Joint meeting with Selectboard – I attended the meeting where we went into executive session to meet with legal counsel, Stephen Ankuda, about the lawsuit.
• Board Meeting – I attended the monthly Board meeting on March 24.

Board of Trustees Meeting Agenda: April 28, 2015

Board of Trustees Meeting

28 April, 2015

6:15 PM

Location: Youth Program Room

 Please click here to download a .pdf of this agenda: Board Amended Agenda 28 apr 15

AGENDA

 

  1. Call to order
  2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  3. Public comment (3 minutes per person)
  4. Approve minutes of 24 Mar 2015 meeting
  5. Trustee Board Membership
  6. Director’s Report-   Highlights and Financial Report
  7. Committee Reports
  8. Financial – Ostebo bequests update
  9. Personnel
  10. Historic Collection-Lock Proposal and Collection Policy
  11. Buildings and Grounds- recommends for most immediate repairs
  12. Review tasks
  13. Input for next meeting agenda (Date: 26 May 15)
  14. New Business
  15. Executive Session (as needed)
  16. Adjourn

 

 

 

 

 

Posted and emailed April 24, 2015

Historical Collection Committee Meeting Agenda: Monday, April 27, 2015

Board of Trustees
Historical Collection Committee Meeting
Monday, April 27, 2015
9:00 AM
Location: Youth Program Room

Please click here to download a .pdf of this agenda: 2015 04 27 Historical Collection Committee Agenda docx
AGENDA
1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Approve minutes of from March 30, 2015 meeting
5. Review Collection Management Policy in preparation for review by Board
6. Discuss lock installation on historical cabinets and make recommendation to Board
7. Follow up on status of Tru-Vue grant
8. Review disaster plan
9. New Business
10. Review tasks
11. Set date for next meeting and review agenda items
12. Adjourn
Posted and emailed April22, 2015
——————————————————————————————————————–
The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.
Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101
Phone 802-463-4270 Fax 802-463-1566 rockinghamlibrary.org

Personnel Committee Meeting DRAFT Minutes: April 21, 2015

RFPL PersComm

04/21/15 meeting minutes

Page 1 of 1

 

 Click here to download a .pdf of these draft minutes: perscomm4 21minutes

Rockingham Free Public Library

Personnel Committee Meeting Minutes

April 21, 2015, 5:00PM. RFPL Youth Department Program Room

 

Committee members present: Carol Blackwood (Chair), Pat Fowler, John                                                                           Bohannon, Karin Fischer

Library personnel present:                   Celina Houlné (Library Director)

Members of the public present:           None

 

  1. The meeting was called to order at 5:08PM by Blackwood.
  2. There was no change to the agenda.
  3. There was no public comment.
  4. The minutes of the meeting of March 17th were amended to properly spell one name and then were approved.
  5. The committee discussed the process for the annual evaluation of the Library Director. A draft model for the written evaluation was developed and agreed upon by the full committee. Blackwood will consolidate and type the draft and e-mail it to the committee and Director prior to the next meeting. At that time it is hoped we can approve the draft and prepare to present it to the Library Board at its next meeting.
  6. The committee, with the Director, entered into executive session at 6:15PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:30PM.
  7. There was no new business brought before the committee.
  8. The next meeting is on May 11th at 5PM at the RFPL.
  9. The meeting adjourned at 6:30PM.

 

 

Respectfully submitted by John Bohannon, Committee Secretary, April 22, 2015.

 

 

 

Personnel Committee Special Meeting Agenda: April 21, 2015

Trustees Personnel Committee Special Meeting
21 April, 2015
5:00 PM

Location: Top floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda: Personnel Committee 21 apr 15

AGENDA

1. Call to order.
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
3. Public comment (3 minutes per person).
4. Approve minutes of 17 Mar 2015 meeting.
5. Library Director Evaluation Process
6. Review tasks
7. Set date for next meeting and review agenda items
8. New Business
9. Executive Session
10. Adjourn

Posted and emailed —–, 2015

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

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

Historical Collection Committee DRAFT Minutes: March 30, 2015

Rockingham Free Public Library BOARD OF TRUSTEES

Historical Collection Committee

MARCH 30, 2015,   9 AM

 Click here to download a .pdf of these minutes: RFPLHistoricalCollMinutesMarch 30 2015

Trustees Present: Karin Fischer, Pat Fowler, Leslie Lassetter & Martha Rowley

Library Personnel Present: Celina Houlne, Director, Nancy Tusinski, Emily Zervas

Members of the Public Present: Carolyn Frisa & Duane Whitehead, Committee members

 

  1. The meeting was called to order at 9:21am in the top floor meeting room.
  2. Agenda items were added for the Collections Policy Management & Locks for the cabinets
  3. There was no public comment.
  4. Karin Fischer was elected as Chair, Pat Fowler as Secretary
  5. Minutes of the Feb 23 meeting were approved as corrected to include a time constraint for the grant that was received on Jan 1 and must be completed June 2016.
  6. The new Reference Librarian, Nancy, is being trianed by Emily and is reviewing paper and computer files on Mondays through April 27.
  7. NEH Grant must be completed by June 2016. Ordering of materials is almost complete. Nancy will be working with an Intern from Simmons College on the project once a week. Carolyn & Emily indicated that Vermont Pretzel is selling some wide wire racks similar to the ones we have.
  8. New Business: Collection Policy Management was reviewed at the last meeting. This should be reviewed at our next meeting and then sent to the full board for approval. Tru-Vue Grant will be submitted with updated numbers on using low glare plexiglass and retrofitting the old cabinets with locks. A Conservation framing grant will be re-evaluated on costs and resubmitted paying the conservator. Dick’s Locks has submitted an estimate for approximately $800. A motion was approved that this project be referred to the full Board for approval and funding.
  9. Review of Tasks for next meeting: Celina will email corrected Collection Policy Management with changes indicated to the committee members. Carolyn will update costs on the Tru-Vue grant to enable us to resubmit it. Lock proposal and Collection Policy Management should be added to next agenda of the full board for approval. Tru-Vue grant review. Pat to contact Carol Blackwood with agenda items of the Lock Proposal and Collection Policy Management.   A reminder that New Business should be moved before the Review Tasks item on our agendas so that tasks developed under the new business can be added for the next meeting.
  10. Next meeting will be held on April 27 at 9am
  11. Meeting adjourned at 10:02am

 

 

Respectfully submitted by Patricia Fowler

 

Buildings and Grounds Committee DRAFT Minutes: April 13, 2015

Minutes of RFPL Buildings & Grounds Committee

April 13, 2015, 5:00 PM

Youth Meeting Room, RFPL

Click here to download a .pdf of these DRAFT Minutes: Buildings and grounds 4-13-15

Those Present:  Ray Massucco, Doreen Aldrich, David Gould, and Celina Houlne, Library Director

Call to Order by Temporary Chair Gould at 5:00 PM

Additions to Agenda:

Custodian Bob Patch has resigned due to health issues.  Houlne will be seeking a new custodian with possible assistance from Don Hasham, who does the Town Hall.

Gould has submitted his Letter of Resignation from the RFPL Board of Trustees effective April 28, 2015.  He will not be at that meeting because he is undergoing surgery that day.

Eric Clark has reported that Deb and Cass Wright’s dog continues to urinate and defecate against the Library building and on the Library grounds without any attempt to clean up.  Eric to be invited to the next Board meeting to explain the situation and seek remedies.

There was no election of Committee Officers – it was determined to wait until a new B & G Committee member can be named.

There were no previous minutes to approve – there has not been a B & G Committee meeting for over one year.

Following a discussion of Exterior and Interior Building Projects, the committee, by consensus established the following priorities:

* Exterior – Landscaping behind the building; Solar panels; and Flat roof replacement.

* Interior – Insulate staff office ceilings; Door lock replacements; Lighting for youth circulation desk; and Locked shelving for local historical collection.

* Celina suggested that a portion of the Whitcomb Fund be used to complete some of the projects.  Approximately $11,000 has been used to date leaving $14,000.  Her recommendations include:  The landscaping behind the building ($7500?); repair the existing sign ($375?); and obtaining locks for the Historical Collection Display Cabinets ($850?)  By consensus the B & G
committee agreed with these recommendations and will present them to the Board of Trustees on April 28, 2015.

Celina further recommendation that new door locks; the flat roof repair; solar panels be financed by future Capital Fund Campaigns.

During the Landscaping discussion Celina stated that during her previous attempts to get bids, Scott Bolotin  stated that existing landscaping plans call for Sumac, while being a native plant is very invasive and probably not best suited for our purposes.  Celina will continue to obtain
landscaping bids with the understanding that any change in the landscaping plans must be approved by the Planning Commission.

The committee felt that the construction of a fence around the HVAC unit should be dropped at this time.

The next B & G Committee meeting will be set following the Trustees meeting of April 28, 2015.

The meeting was adjourned at 5:50 PM

David Gould, Temporary Secretary
Submitted on April 15, 2015

JOINT Rockingham Selectboard / Board of Trustees Special Meeting DRAFT Minutes: April 7, 2015

Draft Minutes

Please click here to download a .pdf of these draft minutes: ExecSess4_7_15

Joint Meeting: Rockingham Select Board & RFPL Board of Trustees

Select Board Members Present: Tom MacPhee, Chair; Ann DiBernardo, Peter Golec, Susan Hammond, Joshua Hearne

RFPL Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Karin Fischer, Pat Fowler, David Gould, Leslie Lassetter, Ramond Massucco, Martha Rowley

Library Personnel Present: Celina Houlne, Library Director

Municipal Representatives: Town Manager Willis Stearns II, Attorney Steven Ankuda

Members of the Public Present: None

The meeting was called to order at 7:15pm.

The select board moved and approved entry into executive session on their behalf.

On behalf of the RFPL trustees, Fowler moved to enter Executive Session for the purpose of discussing mediation regarding SMP where premature general public knowledge would place the RFPL at a substantial disadvantage. The motion was seconded by Aldrich and passed unanimously.

Fowler moved to enter executive session to discuss confidential attorney-client information and invite Attorney Steven Ankuda, Municipal Manager Willis Stearns II, and Library Director Celina Houlne. Bohannon seconded the motion and it carried unanimously.

At 8:26 pm the boards came out of executive session. Gould moved to adjourn, Lassetter seconded, and the meeting adjourned.

 

Respectfully Submitted by Karin Fischer, 4/13/15

 

 

Buildings and Grounds Committee Meeting Agenda: Monday, April 13, 2015

Buildings and Grounds Committee Meeting

Rockingham Free Public Library

Monday, April 13, 2015

5:00 PM

Location:  Youth Program Room – Lower Level

 Click here to download a .pdf of this agenda: 4-13-15 Building Committee Agenda

AGENDA

 

  1. Call to Order
  2. Additions to the agenda
  3. Public Comments (Three (3) minutes per person)
  4. Election of Committee Chair
  5. Approval of previous meetings  (There has not been a B&G Committee for over one (1) year – there are no minutes
  6. Review and Prioritize projects
  7. Review Tasks
  8. Set date for next meeting and review agenda items
  9. Adjourn

 

 

 

 

 

Posted and emailed  April 9, 2015

 

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

JOINT Rockingham Selectboard / Board of Trustees Special Meeting Agenda: Tuesday, April 7, 2014

Board of Trustees Special Meeting
Tuesday, April 7, 2015
Approximately 7:00 PM

Click here to download a .pdf of this agenda:  2015 04 07 Joint Board Meeting Agenda
Location: Lower Theater of the Rockingham Town Hall

AGENDA

1. Call to order
2. Additions to the agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public comment (3 minutes per person)
4. Executive Session – with the Rockingham Selectboard – Pending Litigation
5. Adjourn
Posted and emailed April 2, 2015
——————————————————————————————————————–
Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101
Phone 802-463-4270 Fax 802-463-1566 rockinghamlibrary.org

Board of Trustees Meeting DRAFT Minutes: March 24, 2015

BOARD OF TRUSTEES MEETING

MARCH 24, 2015

6:15 PM

 

                Location Youth Program Room

 Please click here to download a .pdf of these minutes: Rockingham Free Public Library Meeting Minutes March 24 2015

Trustees Present: Carol Blackwood, Chair; Doreen Aldrich, John Bohannon, Pat Fowler, David Gould, Leslie Lassetter & Martha Rowley

Trustees Absent: Karin Fischer & L. Raymond Massucco

Library Personnel Present: Celina Houlne, Director

Members of the Public Present: None

 

  1. The meeting was called to order at 6:20 p.m.
  2. Blackwood advised that the addition to the agenda would be under
    “New Business” — Executive Session to approve negotiation team.
  3. There was no public comment.
  4. Houlne asked that the minutes reflect that she was present at the March 10th Gould moved to accept the minutes of 3/10/15 with the correction by Houlne. Fowler seconded and the motion passed.
  5. The Director gave a brief overview of her report. She is getting ready for the book sale on 4/10. Three employees were out sick last week and they were stretched. Friends of the Library are planning a plant sale on May 9th. The library received another donation from the Ryan Ostebo Estate. There will be a Historical Commission Meeting next Monday.
  6. Committee Assignments: A list of assignments was reviewed by those present and other than corrections to spelling of names, all were ok with their assignments. Bohannon asked if there is a mission for the committees and Blackwood suggested doing that at the first meeting. Bohannon sees confusion with Bldgs. & Grounds, Strategic Planning & Fundraising. We should be prepared to present strategic ideas to the full board in May.
  7. Committee Reports: Financial – Fowler passed out minutes from their 2/27/15 meeting. Nancy Tusinski should be the signer on the petty cash account in place of Emily Zervas. Gould moved to authorize Nancy Tusinski to sign on the petty cash account seconded by Bohannon. Motion passed. b. Personnel – Review/Approval of Requested Educational Class for Director –

Gould moved to fund from the savings, $204.00 for her to participate in a webinar and to attend the Stafford Technical Center in Rutland, VT ($45.00 for the webinar and $159.00 for the workshop at the Stafford Technical Center plus travel expense.) Bohannon seconded and the motion passed. The webinar to focus on the basics of leadership and on the nuts and bolts of supervision including delegation & trust, work flow, goal setting, training and development and evaluation. Aldrich asked if webinars are the same as attending classes.

  1. Standardardization of RFPL Forms: Houlne asked that all agendas, minutes, etc. use a standard form and presented samples, attached. The one change to the Agenda was “New” Business instead of “Other” Business and to the header/minutes, leave off “draft”. Lassetter moved to accept the templates presented, seconded by Gould. The motion passed.
  2. Chamber of Commerce Mixer: Earlier we discussed hosting in the spring. Lassetter who is chairing this committee asked to put it off as she is new on the board. Motion by Gould and seconded by Lassetter to put this off until October 21st. The motion passed.
  3. New Business: Executive Session

 

 

RFPL Trustee 03/24/15

Mtg. Minutes

Page 2 of 2

 

  1. At 7:35 p.m., Gould moved to go into executive session to discuss arbitration, mediation, grievances, civil actions where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Library Director be invited to attend. Lassetter seconded and the motion passed. The trustees came out of executive session at 7:42 p.m. Fowler moved that Gould be appointed in place of Massucco to attend the upcoming mediation. Bohannon seconded and the motion passed.
  2. Adjourn to next meeting Tues., April 28, 2015 at 6:15 p.m. Motion by Gould and seconded by Aldrich to adjourn at 7:44 p.m.

 

Respectfully submitted by Doreen Aldrich, in Karen Fischer’s absence, March 26, 2015

 

Historical Collection Committee Agenda: Monday, March 30, 2015

Board of Trustees Historical Collection Committee
Special Meeting
Monday, March 30, 2015
9:00 AM

 Click here to download a .pdf of this agenda: Historical Collection Comm Meeting Agenda March 30 2015

Location: Top floor Meeting Room

 

AGENDA

 

  1. Call to order
  2.  Additions to the agenda for routine administrative matters and/or pressing matters that will      require ratification at a future meeting
  3.  Election of Chair and Secretary
  4.  Public comment (3 minutes per person)
  5.  Approve minutes of February 23, 2015 meeting
  6.  New Reference & Historical Collection Librarian training
  7.  NEH Grant Project and Intern Status
  8.  Review tasks
  9.  Set date for next meeting and review agenda items
  10. New Business
  11. Adjourn

 

 

Posted and emailed March 25, 2015

 

 

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

 

The meeting rooms are accessible by elevator at the entrance to the left of the front stairs.

 

Rockingham Free Public Library, 65 Westminster Street, Bellows Falls, VT 05101

Phone 802-463-4270     Fax 802-463-1566     rockinghamlibrary.org

Board of Trustees Meeting: Tuesday, March 24, 2015

Board of Trustees Meeting
Tuesda
y, 24 March, 2015
6:15
pm

Click here to download a .pdf of this agenda: Board Agenda 24 Mar 2015

Location: Youth Program Room

Agenda

  1. Call to Order
  2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
  3. Public Comment (max 3min/person)
  4. Approve Minutes of 17 Mar 15
  5. Directors Report
  6. Committee Assignments
  7. Committee reports:
  8. Financial. Authorized signers.
  9. Personnel. Review/approval of requested educational class for Director
  10. Standardization of RFPL forms
  11. Chamber of Commerce Mixer- Hosting? May 2015
  12. New Business
  13. Executive Session (if needed)
  14. Adjourn. Next Meeting: Tues 28 April 2015, 6:15 PM

Personnel Committee Meeting DRAFT Minutes: March 17, 2015

Rockingham Free Public Library
Personnel Committee Meeting Minutes
March 17, 2015, 5:00PM. RFPL Youth Department Program Room

Click here to download a .pdf of these minutes: perscomm3 17minutes

Committee members present: Carol Blackwood (Chair), Pat Fowler, John Bohannon,         Karin Fischer

Library personnel present: Celina Houline (Library Director)

Members of the Public present: None

 

  1. The meeting was called to order at 5:05PM by Blackwood.
  2. There was no public comment.
  3. There were two changes to the agenda: approval of the previous minutes, and election of the committee chair and secretary.
  4. The minutes of the meeting of February 10th were approved as written.
  5. Elections for new officers were held. Blackwood was elected chair and Bohannon was elected secretary, both unanimously.
  6. The committee discussed the process for the annual evaluation of the Library Director. The process needs to begin in the fall. Numerous alternative samples of evaluations were examined and discussed. The possibility of using a computerized system such as Survey Monkey was addressed. It was decided through consensus to use the Director’s job description as the basis for the evaluation input. Each committee member will highlight items in each major category from that job description as possible input to the final questionnaire to be used in the evaluation; these are to be brought to the next meeting.
  7. The committee, with the Director, entered into executive session at 5:48PM to discuss the Library Director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:23PM.
  8. There was no new business brought before the committee.
  9. The next meeting is on April 21st at 5PM at the RFPL.
  10. The meeting adjourned at 6:30PM.

 

Respectfully submitted by John Bohannon, Committee Secretary, March 17, 2015.

 

Personnel Committee Meeting Agenda: Tuesday, March 17, 2015

Board of Trustees Personnel Committee Meeting
Tuesday, March 17, 2015
5:00 pm
Location: Youth Program Room

Click here to download a .pdf of this agenda: Personnel Agenda 17 Mar 2015
Agenda
1. Call to Order
2. Public Comment (max 3min/person)
3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
4. Planning Annual library Director Evaluation
5. Executive Session- Library Director monthly review
6. New business
7. Adjourn to next Meeting (Date TBA)

Board of Trustees Special Meeting Agenda: Tuesday, March 10, 2015

Board of Trustees Special Meeting

Tuesday, 10 March, 2015

6:15 pm

Location: Top Floor, Meeting Room

Click here to download a .pdf of this agenda: Board Agenda 10 Mar 2015

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 (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Oath of Office
  5. Election of officers
  6. Selection of regular meeting date/time.
  7. Affirmation of Rules of Procedure Policy, and Code of Ethics
  8. Trustee committees and assignment requests
  9. New Business
  10. Review and Approve Warrants
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: TBA

Board of Trustees DRAFT Minutes: February 24, 2015

RFPL Library BOARD OF TRUSTEES Meeting Minutes
February 24, 2015

Please click here to download a .pdf of these minutes: rfpltusteesMinutesFeb24-15
Present: Doreen Aldrich, Secretary; Carol Blackwood, Chair; Patricia Fowler, Carolyn Frisa, David Gould, Trustees; Celina Houlne, & Mary VanHartesveldt, Library

Absent: Hope Brissette, Karin Fischer, L. Raymond Massucco, and Jan Mitchell-Love

Others Present: Steve Geller
Call to Order: The Rockingham Free Public Library Trustees Board of Trustees was called to order by Carol at 6:23pm
Additions to Agenda: Vermont Arts Council Grant
Public Comment: Steve Geller recognized the contribution that Carolyn Frisa had made as a Board member and wanted to thank her for her hard work and persistence in addressing issues.
Minutes of the Feb 17, 2015 meeting were approved after being corrected to show that Celina had been present at the Nov 25th meeting.
Committee Reports: Policy Committee: The Code of Ethics Policy (taken from the Vermont League of City & Towns) was adopted, to take effect March 3, 2015 with the new Board. Discussion on the need for each member of the Board of Trustees to take an Oath of office, as indicated in our new bylaws. David moved that the Library Board of Trustees adopt the Oath of Office as printed, seconded by
Carolyn, to be administered at the first meeting of the year after Town Meeting or if a new person is appointed to the Board. Unanimously approved.

Finance Committee: Pat reported that a Resolution Form will be required for People’s Bank after Town Meeting. Minutes of the February 23 Finance meeting were reviewed by the full board. Fowler will contact Northwest Mututal to arrange for a brokerage account for the Ostebo estate donation.

Historical Collection Committee: Carolyn reported that the committee had met with the Intern on Mon Feb 23rd. A Pocket Response Emergency Plan will be completed on what to move, where. Carolyn requested that she be allowed to remain on the
committee as a member of the public and Board members agreed that public members are encouraged.
The next meeting will be Mon March 30 at 9am when the Collection Management Plan will be reviewed.
Bylaws: Carolyn moved and David seconded the motion that the Board accepts the Bylaws, as a second confirmation of their adoption. Unanimously approved.
New Business: Carolyn reported that the Vermont Arts Council offers a Cultural Facilities Grant that can be used for display panels and cases, video conferencing, etc as a matching grant for up to $30,000. The deadline is May 1 and the Historical Collection Committee will work on a proposal.
David moved and Doreen seconded that we go into Executive Session to discuss legal issues where premature general public knowledge would clearly place the RFPL at a substantial disadvantage and that the Director be invited to attend at 6:58. At 7:09, the Board came back into session. Pat moved and David seconded that the Board Chair be authorized to act on the behalf of the RFPL Trustees in relation to the ongoing SMP mediations and it was unanimously approved.
Meeting adjourned at 7:11
submitted by Patricia Fowler

Historical Collection Committee DRAFT Minutes: Monday, February 23, 2015

Draft Minutes RFPL Historical Collection Meeting
Monday February 23, 2015, 9:00 am,
Youth Dept Program Room

Please click here to download a .pdf of these minutes: HistCollMtg 2-23-15

Committee members present: Carolyn Frisa, Karin Fischer Library Personnel: Celina Houlne, Emily Zervas Public: Duane Whitehead

1. Chairperson Frisa called the meeting to order at 9:07.

2. The agenda was adopted as written.

3. Fischer moved to approve the minutes from the December meeting, and the motion passed unanimously.

4. There was no public comment.

5. Plan for moving collection back to library: Zervas has done some organizing and will work with her replacement, Nancy Tusinski, on this.

6. New Display and Exhibit Planning: This will be a project for Nancy Tusinski.

7. NEH Grand Project and Intern Status: The intern is meeting with Zervas and Frisa later this morning. Frisa and Zervas will design the process for re-housing and then train the intern. Both Nancy Tusinski and the intern can work on this. There do not appear to be any strict time constraints for completion of the project.

8. Historical Collection Librarian Training: Zervas will give Tusinski a training-tour of the collection on her first day, and will act as a resource.

9. Pocket Response Emergency Plan: Frisa has finished her part and said there are some details that Houlne needs to fill in. She noted that we need to decide who will be on the disaster management team. Frisa will order and donate envelopes to house the pocket plans.

10. Review Collection Management Plan: We reviewed and discussed many details from the plan. Frisa made notes and will revise. We will look over the plan once more before passing it to the full board.

11. There was no new business.

12. The next meeting is tentatively scheduled for March 30, 2015 at 9:00 am.

13. The meeting adjourned at 10:29 am. Respectfully submitted by Karin Fischer, February 27, 2015

Finance Committee Meeting DRAFT Minutes: Monday, February 23, 2015

Click  here to download a .pdf of these minutes: rfplfinance-MinutesFeb23-15

Minutes

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees met on Monday Feb 23, 2015, at People’s Bank

 

RFPL Trustee Attendees: Pat Fowler, Treasurer, Ray Massucco, Trustee, Jan Mitchell-Love, Trustee, Mary Van Hartesveldt, RFPL Staff, Lynda Walker, People’s Bank

Absent: Carol Blackwood, Trustee, Celina Houlne, Library Director
The meeting was called to order at 9:15am. There were no additions or changes to the agenda and no public comment.

Lynda Walker conducted an Annual Review of the Rockingham Free Public Library accounts at People’s Bank. The Forethought account has a balance of $127,485.57 at 2.25% interest with 4 years remaining (April 4, 2014 start date). 10% can be taken out without penalty but any additional funds removed will accrue penalties. Annuitant is Patricia Fowler, Treasurer. The annual statement should arrive in April. The AXA account finished it’s term in September but is running month to month at 1.5% interest. Annuitant is Raymond Massucco. The balance as of Feb 20, 2015 is $73,517.58.

Funds available at this time: $73,518 from the AXA account plus 10% of Forethought account $12,749 = $ 86,267 in these accounts plus the funds in the RVCU if the Library needs funds to settle the renovation account.

Lynda indicated that we will need a new resolution form after the Board of Trustees election and will also have to include a copy of the minutes indicating the officers and those on the account. Fowler has the form. In addition, we might want to consider using a Direct Fixed Annuity account instead of the money market account so that we can utilize more appropriate Needs Assessment and Risk Assessment Forms.

Fowler will be visiting the River Valley Credit Union after the meeting to withdraw the $8666.26 amount needed after the audit to settle the prior year.

There was no other business and the meeting adjourned at 10:20

 

Patricia Fowler, Treasurer

Finance Committee Meeting: Monday, February 23, 2015

NOTICE OF MEETING

Click here to download a .pdf of this agenda:  rfplfinance-warning-agendaFeb23-15

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Feb 23, 2015, at 9am at People’s Bank

 

RFPL Trustee Attendees:
Pat Fowler, Treasurer
Carol Blackwood, Trustee
Ray Massucco, Trustee
Jan Mitchell-Love, Trustee
Celina Houlne, Library Director
Mary Van Hartesveldt, RFPL Staff

MEETING AGENDA

 

  1. Call to order
  2. Additions or changes to agenda
  3. Public comment (3 minutes per person)
  4. Annual Review of the Rockingham Free Public Library accounts at People’s Bank with Lynda Walker. Computer access necessary so it will be in her office.
  5. Other Business

8 Adjourn

Historical Collections Committee Special Meeting Agenda: Monday, February 23, 2015

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, February 23, 2015
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to 10:00am

Please click here to download a .pdf of this agenda:HCC_WarningAgenda_02_23_2015_SpclMtg
AGENDA
1. Call to order
2. Additions or changes to agenda. Adoption of agenda.
3. Approve minutes of December 15, 2014 meeting
4. Public comment (3 minutes in person)
5. Plan for moving collection back to library – Update if Necessary
6. Display and Exhibit Planning – Update if Necessary
7. NEH Grant Project and Intern Status
8. Historical Collections Librarian Training
9. Review Pocket Response Emergency Plan
10. Review Collections Management Plan
11. New Business
12. Review agenda items for next meeting if applicable
13. Adjourn

Board of Trustee Meeting Agenda: Tuesday, February 24, 2015

Board of Trustees Meeting
Tuesda
y, 24 February, 2015
6:15
pm
Location:
Youth Program Room

Please click here to download a .pdf of this agenda: Board Agenda 24 Feb 2015

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 (max 3min/person, 10min total limit, to be divided between people who desire to speak)
  4. Approve Minutes of 17 Feb 15
  5. Committee Reports
  6. Policy, Code of Ethics Policy and Oath of Office
  7. Financial
  8. Historical Collections
  9. Bylaws Revision, final adoption
  10. New Business
  11. Executive Session (if needed)
  12. Adjourn to next Meeting: proposed date: Tues 10 March 2015, 6:15 PM

Personnel Committee DRAFT Minutes: February 10, 2015

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
February 10, 2015 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these draft minutes: PC_02_10_2015_DraftMinutes

Committee Members in Attendance: Carol Blackwood, Carolyn Frisa, and Doreen Aldrich. (Pat Fowler was absent)

Library Personnel: Célina Houlné (Library Director)

Members of the Public: None.

 

Call to Order:   Chairman Blackwood called the meeting to order at 5:04pm.

Public Comment: None.

Additions/Approval of Agenda: Add review of minutes from the January 15, 2015 meeting. Approved by consensus.

Review of January 15, 2015 Meeting Minutes: Alrdrich moved to accept the minutes as presented; seconded by Frisa; unanimously approved.

Update on Hiring of Research Librarian Position: Director Houlné reported interviews have been conducted and a decision to hire will be made in the next two weeks.

Executive Session: Frisa moved to enter executive session at 5:08pm to discuss the library director’s contract and conduct the monthly performance review. The committee came out of executive session at 5:34pm and no action was taken.

New Business: None.

Adjourn to Next Meeting (Date TBA): Next committee meeting date set tentatively set for March 17, 2015 at 5:00pm but will be dependent on availability of new committee following March trustee elections.

The meeting was adjourned at 5:34pm

 

Respectfully submitted by Carolyn Frisa, Committee Secretary, March 17, 2015.

Board of Trustees Special Meeting Agenda: Tuesday, February 17, 2015

Board of Trustees Special Meeting
Tuesda
y, 17 February, 2015
6:15
pm
Location:
Youth Program Room

 

Click here to download a .pdf of this agenda: Board Agenda2 17 Feb 2015

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 (10min total limit, to be divided between people who desire to speak)
  4. Approve Minutes of November 25 and joint Selectboard meeting December 16, 2014
  5. Director’s Report
  6. a.  Highlights (5min limit)
  7. Financial Reports
  8. Committee Reports
  9. Financial. Acceptance of bequest, authorization of payment to town.
  10. Policy. Rules of Procedure , Conflict of Interest and Public Records Request policies.
  11. Other committees
  12. Bylaws Revision
  13. Unbudgeted funds priorities, long term planning
  14. New Business
  15. Review and Approve Warrants
  16. Executive Session (if needed)
  17. Adjourn to next Meeting: February 24, 2015, 6:15 PM

Personnel Committee Meeting Agenda: Tuesday, February 10, 2015

Board of Trustees Personnel Committee Meeting
Tuesday
, February 10, 2015
5:00
pm
Location:
Youth Program Room

Personnel Agenda 10 Feb 2015

Agenda

  1. Call to Order
  2. Public Comment (3 minutes per person)
  3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting.
  4. Update on hiring for research Librarian position
  5. Executive Session- Library Director monthly review
  6. New business
  7. Adjourn to next Meeting (Date TBA)

Policy Committee Meeting Agenda: Tuesday, February 3, 2015

Board of Trustees Policy Committee Meeting
Tuesday
, February 3, 2015
6:15
pm
Location:
Youth Program Room


Click here to download a .pdf of this agenda: Policy Agenda 3 Feb 2015

Agenda

  1. Call to Order
  2. Public Comment (3 minutes per person)
  3. Additions/Approval of Agenda
  4. Approval of minutes from 13 Nov 14 and 20 Jan 15 meetings
  5. Communication Repository and Public Record Request Policy
  6. Trustee Standards of Conduct Policy
  7. Trustee Rules of Procedure Policy
  8. New business
  9. Adjourn to next Meeting (Date TBA)