All posts by RFPL

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)

MEETING CANCELLED: Historical Collections Committee Special Meeting Agenda: Monday, February 2, 2015

Please note that this meeting has been cancelled.

 

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

Click here to download a .pdf of this meetingHCC_WarningAgenda_02_02_2015_SpclMtg
Monday, February 2, 2015
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to 10:00am
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
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 Trustees Meeting Agenda: Tuesday, January 27, 2015

Board of Trustees Regular Meeting
Tuesda
y, January 27, 2015
6:15
pm
Location:
Youth Program Room

Click here to download a .pdf of this agenda: Board Agenda2 27 Jan 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 (3 minutes per person)
  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. Policy. Standards of Conduct
  10. Other committees
  11. Bylaws Revision
  12. Unbudgeted funds priorities, long term planning
  13. New Business
  14. Review and Approve Warrants
  15. Adjourn to next Meeting: February 24, 2015, 6:15 PM

Personnel Committee Meeting DRAFT Minutes: January 15, 2015

Rockingham Free Public Library

Personnel Committee Meeting Draft Minutes

January 15, 2015 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these minutes:  PC_01_15_2015_DraftMinutes

Committee Members in Attendance: Carol Blackwood, Pat Fowler, Doreen Aldrich and Carolyn Frisa.

Library Personnel: Célina Houlné (Library Director)

Members of the Public: Hope Brissette (RFPL Board Member attended as Member of the Public)

 

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 November 20, 2014 and December 15, 2014 Personnel Committee Meetings. Fowler moved to approve the agenda with this addition; seconded by Aldrich; unanimously approved.

Fowler moved to approve the minutes of the November 20, 2014 Personnel Committee Meeting; seconded by Aldrich; Aldrich noted “enquired” should have been “inquired” under Public Comment. Minutes were unanimously approved with this correction.

Frisa moved to approve the minutes of the December 15, 2014 Personnel Committee Meeting; seconded by Aldrich; Frisa noted her name was misspelled in the first paragraph. Minutes were unanimously approved with this correction.

The annual evaluation of the library director was discussed by the committee. Discussion included sample review procedures and forms found by Frisa on the American Association of Libraries website, particularly the review procedure used by the Mid-Hudson Library System Trustees. Copies of procedures and the evaluation form will be provided to committee members for review at their next meeting. Blackwood asked committee members to provide other evaluation forms and procedures for additional consideration if they wished to do so.

A timeline for the evaluation process was also discussed and initial recommendations are for a three-month period, starting in September 2015 and ending in December 2015.

  • September: Personnel Committee provides trustees, staff and other reviewers (if applicable) with evaluation form and explains evaluation procedures, including submission deadline for forms.
  • October – November: Personnel Committee reviews evaluation forms and meets with library director.
  • December: Personnel Committee presents director evaluation findings to Board of Trustees.

Brissette (acting as member of public) asked if committee members would be looking at the form used in the past few years to review the library director. Frisa replied she had looked at this and was familiar with it since she has

 

filled it out for past evaluation periods and that the content of the form is very similar to the Mid-Hudson Library System’s evaluation form.

Potential weight percentages of different types of evaluation reviewers were discussed. Reviewers would fill out the same form. The library director would also be expected to fill out the same form as a self-evaluation. Initial recommendations may consist of the following, but more research into this topic is necessary:

  • 40% Trustee Evaluation Forms
  • 20% Staff Evaluation Forms
  • 10% Outside Evaluation Forms which may include Town Manager, President of the Friends of the Library and one other familiar with the work of the library director.
  • 30% input from monthly director evaluation reviews by Personnel Committee

Frisa asked the committee what the current goals are for this project. The committee agreed to provide a proposed written procedure, including a timeline, and an evaluation form for the annual evaluation of the library director to hand over to the new Personnel Committee in March 2015.

Brissette (acting as member of public) asked if committee members would include deadlines with the timeline. She also stated the director needs to take a “class” not a “webinar” or “seminar” to meet the requirements of her contract.

Executive Session: Fowler moved to enter executive session at 5:55pm to discuss the library director’s monthly evaluation [evaluation of a public employee] where premature general public knowledge would clearly place the Rockingham Free Public Library at a substantial disadvantage and that Library Director Houlné be invited to attend; seconded by Aldrich and unanimously approved. The committee came out of executive session at 6:34pm and no action was taken.

New Business: No new business was discussed.

Adjourn to Next Meeting Date: The next Personnel Committee meeting date was set for 5:00pm on February 17, 2015 in the Youth Department Meeting Room at the Rockingham Free Public Library. Frisa moved to adjourn; seconded by Fowler; unanimously approved at 6:40pm.

Minutes respectfully submitted by Carolyn Frisa, Committee Secretary, January 20, 2015

Policy Committee Meeting: Tuesday, January 20, 2015

Board of Trustees Policy Committee Meeting
Tuesday
, January 20, 2015
6:15
pm
Location:
Youth Program Room

Click here to download a .pdf of the agenda: Policy Agenda 20 Jan 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 meeting
  5. Communication Repository
  6. Trustee Standards of Conduct
  7. Rules of Procedure
  8. New business
  9. Adjourn to next Meeting (Date TBA)

Joint Board Special Meeting DRAFT Minutes: Tuesday, December 16, 2014

JOINT BOARD SPECIAL MEETING
Rockingham Selectboard & Rockingham Library Trustees
Tuesday, December 16, 2014

Click here to download a .pdf of these minutes:  JBSDraftMinutes

Present:

Selectboard: Thomas MacPhee, Susan Hammond, Ann DiBernardo, Joshua Hearne (Absent: Peter Golec)

Library Trustees: Carol Blackwood, Ray Massucco, Carolyn Frisa, David Gould, Jan Mitchell­-Love, Hope Brissette, Patricia Fowler, Karin Fischer, Doreen Aldrich

Also Present: Willis Steams, II, Municipal Manager; Kerry Bennett, Recording Clerk; Celina Houlne, Librarian; Deborah Wright; Joel Love; Jim McAuliffe; Elayne & Arnold Clift

Press: Joey Powers, FACT8; Domenic Poli, Brattleboro Reformer; Susan Smallheer, RutlandHerald

Call to Order: Meeting was called to order at 6:25p.m. by Selectboard Chair Thomas MacPhee. Additions to the Agenda for Routine Administrative Matters and/or Pressing Matters that willrequire ratification at a future meeting: None

 

Public Comment on Items not on the Agenda: None

Agenda:

  1. Library Budget & Discuss Debt Owed to Town General Fund: Steams distributed a handout outlining the Library renovation expenses as well as the Library Operating Fund Balances and Capital Fund from FY2006 to present showing a FY2015 YTD amount of$30,684, a total fund balance of $330,657, and a capital deficit of$96,126. Steams noted that the amount in the operating fund of$30,684 will definitely be around $150,000 deficit by June 30. It was clarified, however, that after the audit is complete in the fall of each year the library operating budget pays the Town what is owed.

MacPhee did note that it is unlikely that the lawsuit with SMP Architects will be settled before Town Meeting in March and the two boards need to decide how to best inform the public of the deficit and what plans are in place to rectify this.

 

Pat Fowler asked how the library could pay the town back without waiting for the audit to be complete. Steams stated that year to date financials are available monthly and it would show what deficit there was at that time.

 

MacPhee asked what it should say in the Town Report. Steams stated that it is known that the renovation project exceeded the bond amount and the public needs be aware of how this is being dealt with. Massucco stated that taking the amount owed out of the library’s reserve funds would all in one year would be devastating. Massucco noted that a few years ago there was a special article on the Town Meeting Warning to add a penny to the tax rate to help with the deficit resulting from Tropical Storm Irene and suggested this may be an option to investigate further. Blackwood asked about a warning article for a one-time request of 2%. MacPhee stated that this would be 2 cents on the tax rate.

 

Joel Love stated that it seems to him that this started out as two blended together conversations, one of which was the incremental overage during the years and is really surprised that this has been going on since 2006 and hasn’t been reported to the Board and the Boards heard basically that they have had a surplus every year in terms of their operational expenses and would seem that there should be a look into the root cause. Love stated that the other thing he is wondering about is there seems to be a mingling of capital expenditures and didn’t hear an explanation whether some of those capital expenditures were a result of what was voted on in the year for being a capital expenditure. Love stated that it seems that this is a very complex and long-standing issue and probably requires a little bit of thought before anything is done about it as it has apparently been going on for a long time. Love also stated that his wife is one of the board members and she knew nothing about this incremental creep where things have not gotten paid for.

 

Jan Mitchell-Love stated that what her understanding is, and believes the other board members will agree, is that at the end of the year when the library runs over, the savings is dipped into and this is turned over to the Town. However, it is not turned over in the same fiscal year so it looks like nothing shows but the library did pay but paid later and the reason being that it is not known until the next fiscal year how much is owed. Stearns stated again that this is normal in the accrual system that is used.

 

Jim McAuliffe stated that this is not complex at all, that the elephant in the room is what started out as a $158,000 deficit in the capital project. McAuliffe noted that how the operational funds are paid back is handled as well as can be. However, the issue for the public is the deficit and ifthe $158,000, because of savings in the budgets is more like $100,000 the question for the public is how is the Library going to pay off the deficit, and the other part of the public interest is the perception that the Library has funds of their own in different accounts. McAuliffe stated that he has heard rumors that it is a couple hundred thousand dollars but has no idea. However, if the boards want to be transparent they need to say how it is going to pay off whatever this number is. McAuliffe stated that the idea of raising more taxes to pay this off is a double hit to the taxpayer.

 

Arnold Clift felt that the boards should get back to the issue of the overrun on the renovation project. Clift also noted that the renovation project was a renovation of a building owned by the Town, not by the Library, the Town raised the bond and the Town has the responsibility to repay that bond. Clift stated that the suggestion that this overage should be paid out of the assets of the Library is totally contrary to accepted accounting principles. Clift noted that there is mediation coming in a month or so and that doesn’t mean the boards need to say today on what is unknown. If the mediation comes up with zero or very little then address the problem at that time.

 

Stearns stated that this is exactly how he feels, that we should wait and see what happens at mediation. However, at Town Meeting in March there will need to be some uniform front presentation of a plan.

 

Carolyn asked if the legal activity does not result in the Town being repaid, could a special meeting be called to address that. MacPhee stated that the Town Report has to go out and there has to be something stated in that for the public.

 

After discussion it was decided that an acknowledgement of the overrun of the Library renovation project would be in the Town Report with a brief explanation and the plans to recover these losses through the law suit.

 

Executive Session- No executive session was necessary. Other Business: None

Adjourn: Ann DiBernardo made the motion to adjourn the meeting at 7:20p.m. Motion was seconded by Joshua Hearne. Motion passed unanimously.

 

 

 

 

 

Attest: _                                                           _

Kerry Bennett, Recording Clerk

 

Personnel Committee Meeting DRAFT Minutes: December 14, 2014

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
December 15, 2014 at 5:00pm, RFPL Youth Department Program Room

Click here to download a .pdf of these minutes PC_12_15_2014_DraftMinutes

 

Committee Members in Attendance: Carol Blackwood, Carolyn Frisa, and Pat Fowler. (Doreen Aldrich was absent)

Library Personnel: Célina Houlné (Library Director)

Members of the Public: Steve Geller, Elayne Clift, Arnold Clift.

 

Call to Order:   Chairman Blackwood called the meeting to order at 5:15pm.

Public Comment:   Elayne and Arnold Clift enquired about when public comments could be made in the meeting and encouraged the Chair to allow comments to be made throughout the meeting.

Additions/Approval of Agenda:   Minutes from the November 20, 2014 will be reviewed at the next meeting since there are not enough committee members present who also attended that meeting.

Review of current library personnel and budget: The committee discussed current and future staffing needs, including the duties filled by the Reference Services and Historical Collections Librarian position. Director Célina Houlné provided the committee with a current job description for this position. The general consensus of the committee was that this position is integral to maintaining the current services the library provides its patrons. The requirement for maintaining this position in regards to the recently received grant from the National Endowment for the Humanities, the high demand for reference questions/services, need to continue responsible care of the historical collections, and the need for in-house technology assistance were discussed. Members of the public also spoke in support of keeping the full time Reference Services and Historical Collections Librarian position.

Executive Session: Frisa moved to enter executive session at 6:03pm to discuss the library director’s contract and conduct the monthly performance review. The committee came out of executive session at 6:32pm and no action was taken.

New Business: Blackwood told the committee the next project for the committee will be to develop a procedure for the annual review of the library director.

The meeting was adjourned at 6:40pm.

Respectfully submitted by Carolyn Frisa, Committee Secretary, December 18, 2014.

Historical Collections Committee Special Meeting DRAFT Minutes: Monday, December 15, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

 

Monday, December 15, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:am

Click here to download a .pdf of these minutes: HCC_draft minutes_12_15_2014_SpclMtg

Draft Minutes

In attendance: Pat Fowler, Celina Houlne, Chris Glennon, Carolyn Frisa, Emily Zervas, and Karin Fischer.

  1. Call to order –9:08.
  2. Additions or changes to agenda. Adoption of agenda.
  3. Approve minutes of December 8 meeting.—approved with changes.
  4. Public comment (3 minutes in person)—none.
  5. Update on moving collection back to Library—Highway helped Emily move more items to the library after the last meeting, including another shelving unit. There is currently no more room to move things back until Emily organizes and distributes items to the different storage areas.
  6. Review Historical Collections Management Policy

Policy distributed and summarized by Emily and Carolyn who worked on the original policy. It will be reviewed at the next meeting.

  1. Discuss work plan

Emily distributed a work plan with her suggestions for short and long term tasks.

  1. New Business

Emily reported that Lyle Sorenson was making a movie about the view from table rock and wanted to debut it soon, possibly in the library’s meeting room.

  1. Review agenda items for next meeting if applicable—Next meeting: Monday Feb 2, 9am. Discussion of line item for historical collections in the budget, historicall collections management policy, and the pocket plan will be done at the next meeting.
  2. Adjourn –10AM.

Historical Collections Committee Meeting DRAFT Minutes: Monday, December 8, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

 HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

Monday, December 8, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:00am

Draft Minutes

Click here to download a pdf of these Draft Meeting Minutes HCC–12_8_14

In attendance: Carolyn Frisa, Celina Houlne, Emily Zervas, Pat Fowler, Duane Whitehead, and Karin Fischer.

  1. Call to order—meeting called to order at 9:12AM
  2. Additions or changes to agenda. Adoption of agenda.—None.
  3. Approval of last meeting’s minutes—minutes accepted with one change—name of bridge.
  4. Public comment (3 minutes in person)—none.
  5. Plan for moving collection back to library
  6. Update on progress—Emily gave an update on the moving of collections that happened after the last meeting. The volunteers and highway department did a great job and made a significant dent in the items in the basement of the bookstore. All framed items were brought over and so were most of the cataloged photograph collection. Many “A” boxes were also unearthed and brought back to the library. Emily was able to reassemble one of the archival shelving units in the upstairs storage area and begin recording which boxes are stored on it in the Collections Management Database.
  7. Discuss plans for moving the rest of the Historical Collection—Emily will be meeting with the highway department today after the meeting to move another batch of items and disassemble and move another shelf. She thinks that the work can proceed in this manner until all the items that are coming back to the library have been moved.
  8. Display and Exhibit Planning – Updates if Necessary—Emily gave an update on the new art collection labels, wintertime photo display, and Enoch Hale toll bridge hanging. Raven Muller from Works on Paper came and added hanging mounts to the bridge sign and two members of the highway department hung it. It looks great!
  9. Identify storage, housing and other supply needs for Historical Collection – Updates if Necessary—Emily re-iterated a need for storage for framed items after it is determined which framed items are staying. This discussion led to the next item.
  10. Update on grant applications—the library received the good news (via phone call from Bernie Sanders himself!) that our grant application for rehousing the glass plate negatives and large format photos was successful! The $6000 NEH Preservation Assistance Grant for Smaller Institutions will be accepted and Emily will place the orders for the storage and rehousing materials. She will also attempt to find an intern to assist with the rehousing work. Carolyn will train Emily and the intern and, perhaps, eventually the person who replaces Emily.
  11. Discuss Emily Zervas’ future work on the Historical Collections—Emily has accepted a position as the director of Putney Public Library and will be ending her fulltime employment on Dec 19th. She will continue in a part time capacity starting again February, when she will work approx. 5 hours a week on Mondays. This will allow her to work on the NEH grant activities and moving the historical collections back into the building, while also cataloging and organizing them.
  12. New Business—Duane asked if Emily could prepare a priorities list and plan for the collections. It was also suggested that at this juncture the committee review its Collections Management Policy. Emily will send the Collections Management Policy and NEH grant to the group and have the other document ready to present at the next meeting.
  13. Review agenda items for next meeting if applicable—Next meeting will be at 12/15 at 9am at the library. Agenda items include: Reviewing the Collections Management Policy, the priority list and receive an update on additional moving.
  14. Adjourn—10:10am

Historical Collections Committee Special Meeting: Monday, December 15, 2014

ROCKINGHAM FREE PUBLIC LIBRARY

NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING

 

Monday, December 15, 2014

at The Rockingham Free Public Library, Youth Department Meeting Room

9:00am to 10:am

 

AGENDA

Click here to download a .pdf of this agenda HCC_WarningAgenda_12_15_2014_SpclMtg

 

  1. Call to order
  2. Additions or changes to agenda. Adoption of agenda.
  3. Approve minutes of December 8 meeting.
  4. Public comment (3 minutes in person)
  5. Update on moving collection back to Library
  6. Review Historical Collections Management Policy
  7.    Discuss work plan
  8. New Business
  9. Review agenda items for next meeting if applicable
  10. Adjourn

Historical Collections Special Meeting Agenda: December 8, 2014

HCC_WarningAgenda_12_08_2014_SpclMtg

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, December 8, 2014
at The Rockingham Free Public Library,
Youth Department Meeting Room
9:00am to 10:am
AGENDA

1. Call to order
2. Additions or changes to agenda. Adoption of agenda.
3. Public comment (3 minutes in person)
4. Plan for moving collection back to library
a. Update on progress
b. Discuss plans for moving the rest of the Historical Collection
5. Display and Exhibit Planning – Updates if Necessary
7. Identify storage, housing and other supply needs for Historical Collection – Updates if Necessary
8. Update on grant applications
9. Discuss Emily Zervas’ future work on the Historical Collections
10. New Business
11. Review agenda items for next meeting if applicable
12. Adjourn

Board of Trustees Meeting Agenda: Tuesday, November 25, 2014

 

Board of Trustees Regular Meeting
Tuesday, November 25, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2. Public Comment (3 minutes per person)
3. Review/Additions/Approval of Agenda
4.  Approve Minutes of October 28, and November 18, 2014
5. Committee Assignments
6.  Whitcomb Foundation Donation
7. FY 2016 Budget
8. By-laws Revision  Reviewed as a consent calendar and voted on in one vote.  An item or items may be extracted for debate/vote.
9.  New Business
10. Executive Session
11. Review and Approve Warrants
12. Adjourn to next Meeting: December 23, 2014, 6:15 PM
or 27 January 2015 6:15 PM?

 

Personnel Committee Meeting Agenda: Thursday, November 20, 2014

Library Board Personnel Committee Meeting
Thursday, November 20, 2014, 12:00 noon
Location: Youth Department Program Room
Agenda:

1. Call to Order
2. Approval of minutes of October 9, 2014
3. Public Comments (Limit to 3 minutes per person)
4. Interview with the Library Director
5. Next meeting date: December 18, 2014
6. Executive Session (If necessary)
7. Adjourn

Posted November 18, 2014
The Youth Program Room is accessible by elevator at the entrance to the left of the main stairs.

Personnel Committee Draft Minutes: Thursday, November 20, 2014

 

Draft Minutes
RFPL Personnel Committee Minutes
Thursday, November 20, 2014 at 12:00 noon

Click here to download a .pdf of these minutes

Present were Doreen Aldrich; Pat Fowler; David Gould and Celina Houlne.

The meeting was called to order by Committee Chair David Gould at 12:08 PM and a quorum was declared.  Gould agreed to record the minutes in the absence of Carolyn Frise.

Doreen pointed out that the Inclement Weather Policy was to be presented at the next regular Board of Trustees Meeting.  (This issue was not presented at the Regular Board meeting of October 28, 2014.  It will be presented at the January 27, 2015 meeting.)  Doreen moved the draft minutes of October 9, 2014, be approved as printed.  Seconded by Pat Fowler.  Approved unanimously.

There were no Public Comments.

Celina shared her November Director’s Report which is included as an addendum.  She further stated that there were no problems between herself and any staff members, no problems between herself, the staff and patrons and no problems that the Board of Trustees should be aware of.  She is spending an unspecified amount of time collecting materials the renovation and the filed lawsuit against the architect for Chip and the town attorney.  She expressed concern that the Regular Board Meeting Agenda set for November 25, 2014, was not done in consultation with her.  She noted that sometime she has information that needs to be included in agendas before they are posted.

Pat Fowler expressed irritation and frustration that the Finance Committee Meeting scheduled for November 10, 2014, had to be cancelled because the warning of the meeting was not posted to the Library web page.  The cancellation of the meeting has caused delay in preparing the budget.  It was suggested that Celina develop a step by step procedure for the sending out, posting and warning of all meetings.

There being no other business the meeting was adjourned at 12:34 PM

Signed____David F. Gould____, Secretary, Pro Tem.   November 21, 2014

 

 

Director’s Report      November 20, 2014    Celina Houlne

October Programs and Statistics

 

* Youth Programs: 20 events, attendance of 445.  We had some great programs this year including the return of the Annual Family Halloween party, which was very well attended, afterschool programs, and more.
* Adult Programs: 19 events, attendance of 120. Bike Tour 350, a travel slideshow interspersed with live music, drew the largest attendance. Two other popular programs were the Spanish Conversation and Genealogy workshops. In addition, there were 28 one-on-one computer training sessions.
* Meeting Room and Program Room usage: 39 library, 23 non-library (including Boys &Girls Club)
* Adults Computer Use: 822 Public Access Computer Sessions, 332 Laptop and mobile devices
* Youth Computer Use: 396 Public Access Computer Sessions, 390 Laptop and mobile devices
* New Library Cards issued: 26
* New titles added to collection: 213
* Items checked out: 3,033
* Inter-Library Loans (ILLs): 66 items borrowed from other libraries, 38 items loaned from our collection.

Budget

* October’s monthly financial report is for the four months or 33% of the fiscal year.
There aren’t any specific changes of note to make compared to last month.

Building and Grounds
* Reorganization of storage spaces is ongoing. The historical collection items will be moved back from the Village Square Booksellers in multiple stages. This began November 19.

Director Activities
* Continuing education – I attended a VT Common Good webinar on budget planning. I also attended the Vermont Library Association and Department of Libraries Annual Conference with Friends President, Polly Montgomery, which was very useful as it focused on fundraising and grants.  I will apply what I learned for the annual appeal letter to go out in December.  I will let the Board know when they can come into to write personal notes on the letters.
* Staff – There will be a staff development meeting on Thursday, December 18. We will be closed in the morning and open at 1pm.  Anne has continued to learn library systems, and she has jumped right in to a very busy fall schedule, organizing some interesting programs.
* Community outreach – I attended the monthly Chamber mixer with Anne, to introduce her to
folks.  Also, I attended the monthly Departments Heads meeting at Town Hall.
* Selectboard Meeting – I attended the meeting to learn about the status of the town’s lawsuit concerning the renovation. I am now gathering information for Chip to help them prepare the case.
* Personnel Committee – I prepared information for the Personnel Committee meeting.  We reviewed the month’s activities and discussed the process of handling public records requests.
* Budget Committee – Mary and I attended the Finance Committee meeting to present the FY16 budget. I then gathered financial information from area libraries and other employees who work for the town, in order to compare comparison rates with the Library’s staff pay rates. We then attended the Special Board meeting to review the budget.
* Policy Committee – I attended this meeting where we reviewed the proposed policy for how to handle public records requests.
* Historical Collections Committee – Emily and I met with the committee to plan for the return of the historical items. I cleaned out the room while Emily supervised the move at the store. I continued to work on reorganization of other storage areas with Ellen.
* I am working with the Friends of the Library to prepare for the holiday party on Saturday, December 6, from noon to 1:30. The Friends have collected items for the fundraising raffle and they are also holding a silent auction for an historic quilt donated by Kathy Metelica Cray.  Information is available online, and they are accepting online bids for those who can’t make it into the Library.  Bids will close on Saturday, December 13, at 1:30pm.

Other
* Sam attended a daylong Literacy training workshop with Kathy Michael.
* Emily is gathering the input from the completed IMPACT Surveys and will have a report next month.  She is in charge of organizing the historical collections being returned to the Library.
* We are gathering statistics from FY14 to complete the Annual Statistical Report due to the State Library.
* The Boys and Girls Club continued to use the Youth Program Room after school. They were very appreciative to have been able to meet at the Library until their new space had been found, above the old Merchant’s Bank space in the Square.

 

Board of Trustees Special Meeting Draft Minutes: November 18, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
SPECIAL MEETING OF THE BOARD OF TRUSTEES
NOVEMBER 18, 2014

MINUTES

 

Click here to download a .pdf of these minutes.
Present:  Doreen Aldrich, Carol Blackwood, Hope Brissette, Karin Fischer, Pat Fowler, David Gould, L. Raymond Massucco & Jan Mitchell-Love, Trustees; Celina Houlne & Mary VanHartesveldt, Library; Absent:  Carolyn Frisa

Others:  Steve Geller & Joel Love

Call to Order:  Chairperson Blackwood called the meeting to order at 6:17 p.m.

Public Comment (3 minutes per person):  None

Approval of Agenda:  Approved by consensus.

FY 2016 Budget:  Blackwood asked Celina Houlne to explain the proposed budget to the trustees.  Houlne went down through the line items.  There were a few questions under “Revenue”.  It was the consensus of the board to leave $3,100 budgeted for “Book Sale”, $4,200 for “Direct Appeal”, $3,500 for “Fines” and $2,200 for “Non-Resident” library memberships.  Fines haven’t changed since 2008.  It was suggested that the board have a motion on the non-resident expenses at its next meeting.  Emily Zervas came into the meeting long enough to explain the proposed budget for tech equipment and software; what is needed and why.  There was a very long discussion on salaries.  Hope Brissette was not comfortable submitting this proposed budget yet as she needed more time to study some things.  Celina Houlne and Mary VanHartesveldt were asked to quickly go upstairs and run off some other salary scenarios.  David Gould moved that the salaries for the library director and staff be increased at the rate of 3% for the FY 2016 budget.  Karin Fischer seconded the motion.  There was discussion as to what percentage of the budget is on salaries. Celina Houlne thought about 70%.  She added that the 5.5% increase is the first in three years.  Jan Mitchell-Love said she was concerned about a 5.5% increase.  Massucco felt that if enough people were at town meeting, we might be able to pass it.  He added that we can’t continue to level fund it.  Karin Fischer called the question.  David Gould seconded.  The motion that the salaries for the library director and staff be increased at the rate of 3% for the FY 2016 budget failed with three in favor and five opposed.  Joel Love pointed out that the Chair was in violation of the Open Meeting Law as he had his hand up to speak before the vote and she would not recognize him.  He asked the secretary for the audio of this meeting on CD and said he would send an email request the next day.  Jan Mitchell-Love moved to table the budget until next week Tuesday and Hope Brissette seconded.  The chair cautioned that the board has a full agenda for next Tuesday.  The motion passed with seven in favor and one opposed.

At 8:45 p.m., David Gould moved to adjourn, seconded by Hope Brissette.  The motion carried.

Respectfully submitted 11/19/14___________________________________Secretary

 

Historical Collections Committee Special Meeting Agenda: Monday, November 17, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
NOTICE OF HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, November 17, 2014
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00am to lO:am

AGENDA

1. Call to order and welcome new committee member
2. Additions or changes to agenda. Adoption of agenda.
3. Public comment (3 minutes in person)
4. Plan for moving collection back to library
a. Update on moving and shelving Local History Collection
b. Discuss plans for moving the rest of the Historical Collection
5. Display and Exhibit Planning
7. Identify storage, housing and other supply needs for Historical Collection
8. New Business
9. Review agenda items for next meeting if applicable
11. Adjourn

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Historical Collections Committee Meeting Draft Minutes: Monday, November 17, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE MEETING MINUTES
Monday, November 17, 2014
at Rockingham Free Public Library
9:00 – 10:00 AM
DRAFT MINUTES

In attendance: Emily Zervas, Carolyn Frisa, Pat Fowler, Celina Houlne and Duane Whitehead
Call to Order—Meeting called to order by Carolyn at 9:10 am.
1.Call to order and welcome new committee member–Karin Fischer was absent but Carolyn announced that she is a new member on the committee.
2. Additions or changes to agenda. Adoption of agenda.–adopted.
3. Public comment–none
4. Plan for moving collection back to library
a. Update on moving and shelving Local History Collection
Emily and Carolyn met at the bookstore to evaluate the task and make a plan for bringing items back to the library. It was decided that framed items, “A” boxes, the cataloged photograph collection and any boxes of Hayes collection paper or scrap books would all be items to move over to begin with. The chairs and quilt frame should both also come back over soon. The quilt frame can be used to exhibit the silent auction quilt.
Emily is available on Wednesday Nov 19th at 8:30am and asked for assistance from any committee members who could help. She also will be contacting the highway department to see if they can come help move a flat file out of the storage closet and help move some larger items over.
b. Discuss plans for moving the rest of the Historical Collection
The committee agreed that the collection moving would need to be assessed step by step and that the priority was first moving some things out of the room so we could move boxes around and hopefully remove some of the archival shelving and set it up in the new collection storage areas.
5. Display and Exhibit Planning
Emily identified one exhibit that she could put together in time for the Friends holiday party. She also committed to finishing the installation cards for the hanging art in the library in time for the event.
7. Identify storage, housing and other supply needs for Historical Collection
The need for locks on the display cases was discussed. The only locksmith who seems to be available is very unresponsive, though he has visited and promised a quote for the work twice. Emily will call him and try to get him to give a maximum figure for putting locks on the cases that he has already looked at.
The committee discussed the need for some kind of frame storage rack. This will be assessed when we move all the framed items back to the library.
Celina discussed the possibility of creating more historical collections storage by building folding doors to enclose the inset corner of the upstairs meeting room.
The committee discussed hanging the Tucker Toll Bridge sign in the main area of the library.
8. New Business–none.
9. Review agenda items for next meeting if applicable–Next meeting Monday Dec 8, 9am.
11. Adjourn–10:06am.

 

Policy Committee Meeting Agenda: Thursday, November 13, 2014

 

Board of Trustees Policy Committee Meeting
Thursday, November 13, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2. Public Comment (3 minutes per person)
3.Additions/Approval of Agenda
4.  Storage and access to trustee communications
5. Library operations manual
6. New business
7. Adjourn to next Meeting (Date TBA)

The Youth Program Room is accessible by the elevator entrance to the left of the main door.

 

Policy Committee Meeting Minutes: November 13, 2014

 

RFPL TRUSTEES POLICY COMMITTEE MEETING NOVEMBER 13, 2014
6:15PM
MINUTES

Please click here to download a .pdf of these minutes and all of the attachments.

Present: Doreen Aldrich, Carol Blackwood & Carolyn Frisa; Absent: L. Raymond Massucco
Members of the Public: Hope Brissette, Joel Love & Jan Mitchell-Love; Library: Anne Dempsey and Celina Houlne
Call to Order: The Policy Committee Meeting was called to order at 6:15 p.m.Public Comment: (3 Minutes per Person)

Additions/Approval of Agenda:Carolyn Frisa said while she was looking up model policies through the Vermont League City of Towns she found VLCT Model Ru1es of Procedure for Municipal Boards, Committees, and Commissions. She just had time this evening to go through and make recommended changes. Blackwood askea what that was for and Frisa said for following the open meeting law. It is.f0r gyidance for the board and a document that can be given out to the public. Blackwood calld for a vote of all in favor of adding a discussion about model rules to trustees to the agenda. There was no opposition and it was added under “New Business”. There was no dis ent on the agenda with the one addition.

Storage and Access to Trustee Communications: Frisa provided the template for Public Record Inspection, Copying and Transmission-.Policy so Blackwood turned it over to her to discuss. Frisa explained that the template was given to her by the Town of Rockingham and is a policy that the Select Board Village Trustees will be reviewing in their upcoming meetings so it is fully drafted. It was taken from VLCT andd to make it clear where she entered her suggestions, changes have a strike-through and additions are in all caps, bold. Some things are highlighted and those are things she has questions about or thought needed a little more information. Blackwood said VLCT puts this out, basically, as a template for towns to utilize if they choose to. As best as we understand, it has been reviewed by their legal beagles. Frisa added that it was her recommendation that this committee go over it tonight and make any changes we feel are appropriate and get the library board’s lawyer to review it before presenting it to the full board fordoption. Frisa added that she thinks the Select Board will look at it at their next meeting on Dec. 2nd. Blackwood said the hope would be by doing this, we’ve created an avenue for public review of communications and relieve individual trustees from having to individually answer with the same emails being sent multiple times from different people. Frisa asked what is the time for public comment. Blackwood said as a committee, we need to decide. Frisa proposed/moved three minutes per agenda item for public comment. Aldrich was ok with it; but asked if it was enough time. Joel Love thought it was a little brief. Blackwood suggested a friendly amendment to five minutes total per person and they can use it anywhere they want. Aldrich agreed/seconded and it was passed. Joel Love said there is a major hole in this and so does the town and so does VLCT in the fact that it says any written record or information with a public record regardless of physical form or characteristics which is produced or acquired in the course of public agency business. You are dealing with that which is acquired by the Rockingham Free Public Library. You are not necessarily covering all content that is in that superset which is produced if it was produced by you or your private email, or if it was produced by others . You are still custodians of those records. Blackwood agreed but; said if there is nothing else, then there is nothing to be sent. Love added if a public records request is sent to a trustee, the trustee cannot absolve themselves if it can be demonstrated with one instance that everything I have is in the repository of the library and is turned over by the custodian it’s only the things that are in that repository that are under the control of the library. The trustee as a public official is still responsible; they cannot absolve themselves of the responsibility. If the library, doesn’t provide it the person who produced it still owns it. Jan Mitchell-Love said what Joel is saying is that the repository contains copies of things generated. It cannot generate. The definition of a custodian is to generate and to receipt. You will always be the custodian of the emails and you will never be absolved of having to produce them or make sure. that the records requests are filled correctly no matter who you have doing it for you. If it goes to court, you will be the one responsible.Blackwood said she thinks we understand the point being made in that if she as a trustee sends an email and doesn’t send it to the repository and gets a records request, it’s her obligation to turn that over. lf she has done no business and it’s not in the repository her answer is zero. Loved added that on the other hand if everything that was carried on as business from the library was under the control of a library email system and under the control .of an administrator and everything occurred through that (which would be an additional expense to the town and for the library) then everything would be there by default. It and the custodian of that would be the administrator/controller of that. There is an issue from the state·archivist. Records, policies and procedures using record keeping practices needs to be taken into consideration with this. This particulur policy doesn.’t adaress these practices adequately. Blackwood asked if he had anything.written down abeut which particular thing it doesn’t address. Love said not off the top of his head; but he can draft up some examples. Houlne interjected that the town has a records retention policy that the library trustees can use as well. That would be the next step to take. Brisette. said her husband was on the school board and he has years of stuff he has to keep. Frisa said her qnderstanding is different than the public opinion here from talking with the Secretary of State and Attorney Steve Ankuda in the past. The trustees can designate a person to be the person responsible for discharging the duties of the custodian. Blackwood said the key is to make sure every email you ,send goes into the repository. Frisa feels this is the best way to do it because it is not reasonable to expect volunteers to maintain permanent records. Blackwood added that separate from a public records request, it creates a more organized system so that if someone wanted to do a history of the library and include trustee business in it, it would be in a much more organized and searchable fashion than a bunch of other ones. Frisa agreed saying when she is no longer on the library board and she moves somewhere she wants people to easily get that information. Brissette said she is unclear as to why this has become such a huge issue. She’s been on the board a little bit longer than Carolyn and has never had a problem filling any request. She feels it is more of a selfish personal reason that this is getting brought forward. She realizes some parts of this are important; but we have more things to do than all this. Mitchell­ Love said there is a difference between the Town of Rockingham and us. We have a repository that is volunteer. You can’t make anybody put their emails there. It also is if they remembered to put their emails there. She discovered this, not looking for it, and forwarded to Pat Fowler the other day; she didn’t copy the repository on the email. It happens. No matter what you do, the town is working on town computers and they can capture, unless they go home and write something; all of us have stuff spread out on our emails and we are custodians. She added that if somebody makes a public records request of her emails, she is going to fill it. No matter what the policy is, you can’t force her to have somebody else fill it for her when she knows, worst case scenario, she can be taken to court and she will be responsible for what somebody else doesIt is not a big deal; it’s our job to fill them. Frisa said she feels it’s a big deal because when somebody asks you for three years of public records, that is an enormous amount of time and she feels like that is being done as a way to intimidate board members, to make her lose money in her business and it is done at strategic times of the year. She doesn t think that is what the public record law was written for. Going forward, each board member gets an email account through the library’s email system. Existing emails can be forwarded to the repository or transferred by disc in whatever format they are kept in and you re done. You make it clear to new trustees that when they become a board member, if they are going to use email as a form of communication, they agree to use the email address and that’s it. It’s not part of this; this is more of a policy that is given to the public. There is a place to add that in there if you want to be specific in this policy. Blackwood said this policy doesn’t stop anyone from answering thier own requests if they choose. Everyone does have their own responsibility to make sure their records are in the repository and if it turns out they are not then that’s their issue to face if it were to come to a lawsuit. Mitchell-Love said this would be a very interesting legal thing. If you elect public officials, you can’t tell them that they have to have a library email and that you own their emails. If they say no, there is not a thing you can do. It is not enforceable and this policy is not enforceable. Brissette said she’s getting the impression that one trustee’s time is considered more valuable than other trustees. She has scads of emails. She feels it’s kind of selfish to think that someone feels put upon. She feels put upon; but it is her job to do it. Love said along those same lines in roughly May, 2013, Ray Massueco made a request for all of Jan s emails regarding the library. It took her over nine calendar days and well over 40 hours to fulfill this request. It was at the same time she was grading finals papers. She stayed up an enormous amount of time to get it done but; did it. She checked with Atty. Ankuda and he advised that she didn’t have a choice; she had to do it. Love added that he feels it is a wonderful thing to build a repository and to provide a custodian for digital artifacts and those should include everything including the emails and documents produced. Over the course of history, it would be a great thing for people to look at 50 years from now. The issue is you cannot absolve yourself of responsibility of public official by saying I don’t need to do this because I turn my emails over to someone else. It hasn’t been decided in court so fundamentally it will have to be decided in court, maybe even Vermont Supreme Court; but the reality of it is that the state has recently defined what custodian is so you have to use the normal or customary term of it and that is the person who has control of it and who has produced it. Love was reminded that his time was up. Frisa said that is why we as a committee should work on this and have a lawyer look at it. Brissette reminded the committee before getting an attorney to look at this, they need full approval from the board. Frisa said if you look on the State Treasurer’s web site, they also have a public records policy and they have appointed a staff member to act as the records custodian for purposes of receiving and responding to all requests for public records. Aldrich suggested presenting the policy to VLCT as there probably wouldn’t be a charge. The committee commenced going down through the proposed policy (template from VLCT/Rockingham Select Board). Blackwood explained that the yellow highlighted parts are new words added by Frisa using language from the Secretary of State.

Aldrich asked Love if he was ok with having a policy; but that individuals are still responsible for their own emails and he responded “yes”.

Regarding the fifth paragraph on Page 1 , Love said if the committee is limiting this to board communication, you’re severely limited and will look bad . It looks like you are protecting yourselves because it pertains to any record generated in the course of library business. It doesn t matter who it is by as long as it comes into the possession of any of you or of anybody at the library; not just the board members. That is point one. Point two, on page 3, “LlBRARY PUBLIC RECORDS ARE MAINTAINED IN STANDARD PORTABLE DOCUMENT FORMAT (PDF)”; if you check with the Assn. of American Archivists, you will find that they don’t necessarily recommend PDF anymore. They recommend a standard archival format. If you are going to build a repository for this, you ought to be building an apptopriate repository rather than limiting yourselves to a particular document format-which may or may not be extinct in a few years. Frisa said she doesn’t understand what in this document makes Mr. Love think it’s just the library board. Love said because it says “board-member all the way through this. It isn’t just the board’s public records; it’s all the business records all the public reocrds of the library. Blackwood interjected that Love is suggesting that all library business is email. Love said what he is saying is don’t limit it to just the board’s emails; it’s any employee’s emails as well. Blackwood said again it is becoming harder to enforce if you start including the whole universe; but she takes his point or perhaps Library director or people in a leadership position. Frisa said her assumption is that the library board of trustees has a policy and the library has a policy for Public records. Houlne asked that we refer this to VLCT. Right here “Town of Rockingham/Bellows..Falls Village Corporatjon” to her encompasses all the boards, all the employees, everybody. Do you Want to specifically say the library board or the Rockingham Library? Frisa apologized that Love thought that was her intent here. Typically, the way the policies are broken up, there are library staff policies and there are board policies.

Brissette said she feels it is a diservice that you are going to just include the trustees because there is a tendency to say “Oh well we’ll get back to that or do that later” with good intentions–­ “guilty”. Her thought on that is it might take time; but it might behoove this committee to think hard about employees/town related things that should go on there also. We being our own custodians of our emails are simpler. Brissette, Mitchell-Love and Love had other commitments and left the meeting at this point.

Blackwood recommended the committee continue going through the proposed policy so if we need our own, we’ve got it but; if the lawyer says we don’t need our own and we can just slide in under the town’s policy then we’re good. After lively discussion and public input the attached draft is attached hereto.
Please click here to download a .pdf of these minutes and all of the attachments.

Library Operations Manual: Take up at a future meeting; the policy committee will continue to work with the Library Director in refining it.New Business: Guidance- VLCT Model Rules of Procedure for Municipal Boards, Committees and Commissions. The draft will be discussed at a later date.

Please click here to download a .pdf of these minutes and all of the attachments.

The policy committee meeting adjourned at 8:20p.m. Respectfully submitted on Nov. 17, 2014

Secretary

 

CANCELLED Finance Committee Meeting Agenda: Monday, November 10, 2014

 

NOTICE OF MEETING

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Nov 10, 2014, at 6:15pm at the Rockingham Library Conference Room.

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. Review of FY 15 Budget if required
6. Review of FY 16 Budget with staff (Chart of Accounts – bring your copy or additional copies will be available)
7. Other Business
8 Adjourn

 

CANCELLED Historical Collections Committee Special Meeting Agenda: Thursday, November 6, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING AGENDA
Thursday, November 6, 2014
at The Rockingham Free Public Library, Youth Department Meeting Room
9:00 – 10:00 AM
 
 

  1.  Call to order and welcome new committee member
  2. Additions or changes to agenda. Adoption of agenda.
  3. Public comment (3 minutes in person)
  4. Plan for moving collection back to library
    1. Update on moving and shelving Local History Collection
    2. Discuss plans for moving the rest of the Historical Collection
  5. Display and Exhibit Planning
  6. Identify storage, housing and other supply needs for Historical Collection
  7. New Business
  8. Review agenda items for next meeting if applicable
  9. Adjourn

 

Board of Trustees Meeting Agenda: Tuesday, October 28, 2014

 

Board of Trustees Regular Meeting
Tuesday, October 28, 2014
6:15 pm
Location: Youth Program Room
Agenda

1.  Call to Order
2.  Recording of Minutes designation
3. Public Comment (3 minutes per person)
4. Review/Additions/Approval of Agenda
(Additions require Trustee majority vote)
5.  Approve Minutes of September 9, 2014
6.  Director’s Report
a.  Highlights (5min limit)
b.  Financial Reports
7.  Committee Reports
a.  Personnel
b.  Policy
Recommended By-laws Revision  Recommendations will be submitted as a consent calendar and voted on in one vote.  An item or items may be extracted for debate/vote.
c.  Finance
1)  Funds management
2)  Review of  Budget
8.  Continuing Business
a.  Review Options for Sign
b.  Unbudgeted funds usage
9.  New Business
10. Review and Approve Warrants
11. Adjourn to next Meeting: November 25, 2014, 6:15 PM The Youth Program Room is accessible by the elevator entrance to the left of the main door.

 

Board of Trustees Meeting Minutes: October 28, 2014

 

Rockingham Free Public Library
Board of Trustees Meeting
October 28, 2014

Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Hope Brissete, Kain Fischer, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco and Jan Mitchell-Love, Trustees; Celine Houlne, Mary VanHartesveldt, Library

Others: Ian Eddy, Debbi Wetzel, Adam Wetzel, David DeRusha, Arnold J. Clift, Polly Montgomery, Joel Love, Elayne Clift, Diane Brown, Debbie Bump, Betty Haggerty, Deborah Wright, Susan Warner, Edward Warner, Susie Peters, Kathy Michel

Press: Alison Teague, Commons; Susan Smallheer, Rutland Herald; Dominic Polli, Brattleboro Reformer; FACT TV Joe Powers

Meeting was Called to order at 6:20 pm by Chairperson Carol Blackwood.

Public Comments:
Polly Montgomery, president of the Friends announced that the Friends will be sponsoring a holiday party on December 6th from noon-1:30pm.  A 50/50 raffle will be held along with raffles of gift certificates and other items to benefit the Friends.  She asked people to sign up to bring snacks and to solicit items for the raffles.

Arnold Clift spoke regarding what he sees an excess of public records requests.  He noted that over 22 individual requests have been made in recent months and that they are time consuming.  He suggested that the board not respond and to let the complaints go to court.  He suggested that the Library Director be named as the official custodian of records and he asked that his comments be entered into the official record.

Joel Love said that making the director the custodian would be illegal and that a custodian cannot be designated by the trustees.  He also asked Frisa to provide the past two years of her e-mails.

Frisa said that the board needs to have a clear policy for handling public records requests, and it was suggested that this be taken up by the policy committee.

Additions to Agenda:
Blackwood assured Mitchell-Love that items Mitchell-Love had requested to have put on the agenda had been included, although she might have used different language when listing them.

Two items added to the agenda were 1) clarification of the custodian for public records requests and 2) a letter from Deborah Wright that some board members had not
yet seen.

Blackwood spoke of the need for practicing civility and following an organizational structure in order to keep our focus on getting business done.  She requested one week’s notice for agenda items, and said that when submitting an agenda item, we need to do our homework such as having attachments and complete information so meetings can be efficient and organized.

Trustees voted in favor of adopting the agenda.

Approval of Minutes
Gould moved to accept the September minutes.  Mitchell-Love was opposed, all others voted in favor.

Directors Report
Highlights
Houlne noted recent memorial and landscape donations.  She encouraged people to participate in the survey the library is currently conducting on it’s services.
She noted that she recently waived a small fee for fulfilling a public records request, but clarified that in the future there would be a charge.

Financial
Mitchell-Love requested an explanation of spending that is currently surpassing 25% of the amount budgeted for the fiscal year. Houlne and VanHartesveldt explained that some bills come only once or twice per year, some amounts were from the past fiscal year, phone for new staff had not been budgeted, and overages for children’s program are being covered by the Friends.

Blackwood requested input from finance committee.  After some discussion of wording, Fowler moved that the board approve the recognition of expected overages, per worksheet of 10/22/14, so expenditures can be paid if they occur.  Mitchell-Love and Brissette abstained, all others voted in favor.

Committee Reports
Personnel
Gould provided information regarding differences in benefits for RFPL and town employees for review and future discussion with recommendations being contingent on budget.  Gould also noted having met with Houlne on 10/9.

Policy Committee re: By-law Revision
Brief public comments were taken, then Blackwood invited board members to indicate the articles they wanted to discuss individually.  Selected articles were discussed with brief public comments taken on each and changes were made as seen in the updated revision of the by-laws.

Finance Committee
Fowler moved to close out the matured CD at the Merchants Bank and move the entire balance to an existing money market account at River Valley Credit Union.  The board voted unanimously in favor of this.

Blackwood asked that we begin considering an wish list of possible expenditures for the next 3-5 years for discussion at the January meeting.

 

The next regularly scheduled meeting occurs the week of Thanksgiving.  Polling
indicated that enough board members will be available to have a quorum.

The board voted to schedule a special meeting for Tuesday November 18th at 6:15pm for the single purpose of discussing FY ’16 budget.  Mitchell-Love was opposed, all others voted in favor.

Meeting adjourned at approximately 9:45 pm.

Draft
Respectfully Submitted,
Karin Fischer
10/31/14

ARNOLD CLIFT
STATEMENT TO RFPL BOARD OF TRUSTEES (Oct 28 2013)

I have two points to make:
First, Public Records Requests
I understand that since the new Board of Trustees was reconstituted after the March Town Elections earlier this year, Ms Deborah Wright, a former Board member, has submitted several Public Records Requests to Trustees seeking information either from a particular Trustee or from each of them. This has necessitated over 22 separate responses from individual Trustees. In addition, Ms. Wright has made two Public Requests to the Library Director.  As a former Trustee, Ms Wright is well aware of the time consuming effort needed to respond to such requests, especially as some of them were very broad in scope.  One can only surmise as to the real motive behind making so many requests.

As provided in the Public Records Law (I VSA 319 d (3)), and Vermont Procedure No 11, the Court may impose penalties and sanctions against any litigant whose complaint is deemed by the Court to constitute harassment. I suggest that the Board of Trustees consider not replying to any further Public Records Requests from Ms Wright at this time and instead allow Ms Wright to pursue the matter in Court where it may be juridicially resolved.

Second, “Custodian” of Public Records
The Public Records law does not define or indicate who is, or should be, the custodian of official documents. There has been discussion among the Trustees as to who should be the custodian of official Library documents either “produced or acquired” by the Trustees and the staff. To clarify the situation I respectfully suggest that the Board pass a motion to the effect that for the purposes of the Public Records Request law, the Library Director be appointed the custodian of official records; that all official library documents, produced or acquired, by Trustees or staff be deposited with the custodian and that all Public Records requests be handled and responded to by the Custodian.

 

 

ROCKINGHAM FREE PUBLIC LIBRARY

BYLAWS

 

ARTICLE I:  Trustee Election

The affairs of the Rockingham Free Public Library shall be conducted by a board of nine (9) trustees.  Three Trustees shall be elected by the voters of Rockingham each year for a term of three (3) years at the Annual Town Meeting.  New Trustees shall immediately take an oath of office and assume their duties.   Shall a vacancy occur for any cause, other than normal term expiration, the Library Board of Trustees shall make a recommendation to the Town Selectboard to fill such vacancy.  The Selectboard will appoint an interim Trustee to fill the position, until the next Town Meeting when a replacement Trustee will be elected for the remaining term, if any, in accordance with 1 V.S.A. § 963 as amended.

 

ARTICLE II: Meetings

The Library Board of Trustees, as a first order of business after each new election cycle, shall adopt a set of rules for governance of meetings, such as Roberts Rules of Order.

All meetings shall be conducted as open meetings except as allowed by 1 V.S.A. § 313 as amended, for executive session.   Reasonable public comment will be allowed at all public meetings.

The Library Board of Trustees shall meet in regular session a minimum of nine (9) times per year in accordance with1 V.S.A. § 213 as amended.   The first meeting after an election cycle shall occur within seven (7) days, at a time and location agreeable to two thirds or more of the Trustees.   Subsequent meetings will be held at an agreed upon regular schedule.  The Chair shall schedule other Library Board of Trustee meetings in accordance with 1 V.S.A. § 312 as amended.

Notice (either via mail or electronic communication) shall be provided specifically to each Trustee at least five (5) days prior to regular meetings, three (3) days prior to special meetings, and twenty four (24) hours  prior to emergency meetings. Emergency meetings will only be called in extreme, urgent circumstance.   Notification will include date, time, place and agenda of meeting.   Public notification of all meetings will be done with a goal of maximal dissemination to the community and in accordance with 1 V.S.A. § 312 as amended.

 

ARTICLE III:  Quorum

A quorum shall consist of five (5) Trustees, and may include the Chair.

 

ARTICLE IV: Motions

For any motion to pass it must be seconded and receive an affirmative vote from a majority of the Library Board of Trustees or Library Trustee Committee members.

 

ARTICLE V: Attendance

So that the Library Board of Trustees may function effectively and with continuity, Trustees are expected to attend meetings on a regular basis.

 

ARTICLE VI:  Governance

The Library Board of Trustees shall make all necessary rules for the governance of the library, and shall conduct the same in a manner best calculated to serve the purposes for which the library was established.

ARTICLE VII:  Budget

The Library Board of Trustees shall develop and approve an  annual budget and submit it to the Town of Rockingham Selectboard, to be presented to the voters as a separate appropriation request at the Annual Town Meeting.

The Library Board of Trustees shall submit an annual report for publication in the Annual Town Report.

 

ARTICLE VIII:  Officers and Committees

The Library Board of Trustees as a first order of business after each new election cycle, shall elect from its members: Chair, Vice-Chair, Secretary and Treasurer, with terms to expire at the next election cycle. To be elected, candidates must receive an affirmative vote from a majority of the Library Board of Trustees .  Additional elections may be conducted during the year, if one of the officers resigns, or when the Library Board of Trustees votes to elect a new officer.

 

The Chair may appoint committees which shall include a minimum of two (2) Trustees and may include community members and library staff to work on areas of particular interest.  Committees will include Finance and Policy. Other committees may include, but are not limited to  Fundraising, Long Range Planning, Personnel,  Buildings and Grounds,  and Historical Collections.

ARTICLE IX:  Library Director

The Library Board of Trustees shall hire and supervise a Library Director who shall be responsible for direct oversight of library functions, library staff and maintenance of its assets. The Library Board of Trustees will conduct a written evaluation of the Library Director annually, and additional written or oral evaluations as determined by the Library Board of Trustees.

 

The hiring or termination of the Library Director shall require a two-thirds majority vote of the Library Board of Trustees.

 

Article X: Record of Proceedings

A Secretary or designee shall keep a written record of the Library Board of Trustees proceedings at all meetings, including all committee meetings.  The minutes shall be made public in accordance with 1 V.S.A. § 312 as amended.

 

Article XI:  Borrowing Privileges

Borrowing privileges shall be granted to any person meeting the provisions of Rockingham residency or non-resident requirements as defined in the Library Operational Policy Manual.

 

Article XII: Library Policies

The Library Board of Trustees shall review Library policies at least every three (3) years and shall update as necessary after soliciting  recommendations from library personnel.

Article XIII:  Payment of Funds

No library funds shall be dispersed by the Town, unless the order, draft, or bill is reviewed by the Library Director and signed by the Treasurer of the Library Board of Trustees or two (2) Trustees if the Treasurer is not available.

 

Article XIV:  Donations and Gifts

The Library Board of Trustees shall accept monetary donations and other gifts as appropriate in accordance with the Library Operational Policy Manual.

 

Article XV:  Historical Collection

The Historical Collection shall be a permanent part of the library and shall be properly maintained and cared for in accordance with the Historical Collection Management Policy Manual.

 

Article XVI:  Bylaw Amendments

The Library Board of Trustees shall review these bylaws at a minimum of every three (3) years.  Proposed changes must be provided to the Library Board of Trustees and to the public at least thirty (30) days in advance of the meeting at which the amendments are to be considered. Two separate votes, each having a two thirds majority vote and not less than 30 days apart shall be required to amend or revise the bylaws.    Library Board of Trustees bylaws, as amended, supercede all previous versions.

 

Finance Committee Meeting Agenda: Monday, October 27, 2014

 

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Monday Oct 27, 2014, at 6:15pm at the Rockingham Library Conference Room on the top floor.

 

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. Motion required to recommend to the Library Board of Trustees that we move funds from matured Merchants CD to River Valley Credit Union account.
5. Review of FY 15 Budget
6. Review of FY 16 Budget with staff (Chart of Accounts – bring your copy or additional copies will be available)
7. Other Business
8 Adjourn

 

Finance Committee Meeting Minutes: Monday, October 27, 2014

 

Minutes

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees met on Monday Oct 27, 2014, at 6:25pm at the Rockingham Library.

Click here to download a .pdf of these minutes

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. Public: Arnold Clift and Joel Love

1. Meeting was called to order by Pat Fowler, Treasurer, at 6:25 pm.

2. There were no additions or changes to the agenda.

3. No public comments.

4. Discussion on moving funds from Merchants Bank Cd which has matured, to the River Valley Credit Union account.  Motion was made by Jan to move total balance to existing River Valley Credit Union money market account, seconded by Carol. Funds will be available for emergencies and .2 interest rate is the best that we can do without tying up the funds for 5 years. One signature can withdraw funds from the account, either Celina, Pat or Doreen as Town Treasurer. The name of the account has been clearly defined as belonging to the Library, rather than the Town. Vote unanimously passed.
5. FY 2015 Budget review: Committee reviewed areas of expected overages of spending greater than $1000, as is required in Celina’s contract. The total expected overage is $-8606 at this time. Last year’s unaudited budget showed a surplus of $13,393.  Motion by Carol, seconded by Ray, to approve recognition of expected overages for Board of Trustees to review so that expenses can be paid if they do occur.  Pat, Carol & Ray in favor, Jan abstained.

6. FY 2016 Budget Review: The Maintenance costs are estimated at $11,700. Technology costs proposal: we reviewed them and felt that we need additional information on the computer specifications from Emily. Salary Proposal: Emily and Sam’s salary will be determined under collective bargaining negotiations and Celina’s will be tied to their salaries.  Discussion on pay scale for library employees and whether or not to recommend a 5% increase (approximately 1% increase for 3 past years, none budgeted for this year). Committee requested that Celina prepare an analysis of what other local libraries of similar size pay their staff, along with what percentage payroll costs are of the entire budget, plus information on pay scale for Rockingham Town employees that she already has available. Discussion by the Committee of the large number of budgeted items that we have no control over spending. Improvement of Book Sale presentation to increase sales was also discussed, along with ways to increase direct appeal fund raising.  The committee recommended that the Board consider increasing the non resident membership cost to $60 to reflect increased operating costs and put their fee more on par with the per capita resident cost.

7. Other Business – none

Next meeting Nov 10 at 6:15pm

Adjourned at 8:55pm
Pat Fowler with notes from Carol Blackwood

 

Personnel Committee Meeting Agenda: Thursday, October 9, 2014

 

Library Board Personnel Committee Meeting
Thursday, October 9, 2014 12PM Noon
Location: Youth Program Room

Agenda:

1. Call to Order
2. Approve minutes of September 5 meeting
3. Public Comments (Limit of 3 minutes per speaker)
4. Interview with Library Director
5. Set next Committee Meeting Date
6. Executive Session (if necessary)
7. Adjourn

Posted October 7, 2014 The Library Meeting Room is accessible by the elevator at the entrance to the left of the main stairs.

 

Personnel Committee Meeting Draft Minutes: October 9, 2014

 

Rockingham Free Public Library
Personnel Committee Meeting Draft Minutes
October 9, 2014 12:00PM RFPL Youth Department Program Room

Click here to download a .pdf of these minutes.

Committee Members in Attendance: David Gould, Carolyn Frisa, and Pat Fowler. Library Personnel: Celina Houlne (Library Director) Members of the Press: Chris Garofolo

Chairman Gould called the meeting to order at 12:05pm.

Minutes of September 5, 2014 Personnel Committee- Carolyn moved to approv e the minutes as written, seconded by Pat Fowler and the motion carried unanimously. Rat Fowler reminded the committee the that proposed guidelines for inclement weather procedures need to, be resented to the board of trustees at the next regular trustees meeting.

No public comment was made.

The Committee conducted an interview wit Celina Houlne (Library Director) to discuss her progress/achievements and areas of concern during the last month.

The following ongoing and completed items were reported / discussed:

• The beginning of the fall season has seen increased use of the library by patrons and this is typical for this time of year.
• Houlne has been workingwith other staff to reorganize storage throughout the library.
• Houlne has trained the new library staff member, Anne Dempsey and reports she is a great and much needed addition to the library staff.
• Houlne is working extra desk hours in the last month to fill in staff vacancies due to sick and vacation leave.
• Houlne is developing a list of furniture and shelving needs to bring the Trustees. The friends have designated a $2,500 donation to be used towards their purchase.
• Houlne has asked for a second estimate from Keene Sign Works for the exterior library sign.
• Houlne has been working on the budget with staff for discussion at the upcoming Finance Committee meeting on October 21.
• Houlne is preparing statistics for the Annual State Library Report.
• Houlne attended a conference on Vermont Open Meeting Law and Public Records presented by the Vermont League of Cities and Towns on September 10, 2014. She is making a copy of all relevant info for access by Trustees to be kept at the library and has established a draft of protocol for responding to Public Records to be presented to the Trustees at their next regular meeting. She also reported on recent Public Records Request filled by herself and other library staff.
• Houlne continues professional develop coursework on financial issues through Vermont Common Good and is currently focusing on budgeting.
• Houlne is working with the Town’s CLG Officer on a potential funding source for the historic plaque that needs to be placed on the front exterior of the building over the old (no longer in use) book drop slot.
• Houlne has joined the Women’s Club and will represent the library at their meetings and other functions.

The following upcoming items were reported / discussed:
• Houlne will attend the “Money Matters” conference presented by the Vermont State Library Department on November 1 and encouraged other trustees to attend the meeting.
• Houlne identified the need to develop a no weapons policy and the need to review the library’s Behavior Code. She will bring recommendations based on the policy at the Brooks Memorial Library to the next regular Trustees meeting.
• Houlne reported on the chemical odor in the staff kitchen. She has asked for an evaluation from ARC Mechanical and will report the findings to the Trustees.

The third Thursday of the month at 2:00pm has been set as the regular meeting time for the Personnel Committee. The Committee will continue to meet in the Youth Department Program Room. The following will be the meeting dates for the rest of the term year:
• November 20, 2014
• December 18, 2014
• January 15, 2014
• February 19, 2014

Frisa moved to adjourn at 12:37pm,seconded by Fowler,and the motion carried unanimously.

Draft minutes respectfully submitted on October 15, 2014 by Secretary Frisa.

 

Board of Trustees Special Meeting Agenda: Tuesday, September 23, 2014

 

Special Meeting of the Library Board of Trustees
Tuesday, September 23, 2014
6:15 PM
Youth Library Program Room

Click here to download a .pdf of this agenda

Agenda

1. Call to Order
2. Approve Minutes of September 12, 2014 meeting
3. Public Comment (2 minutes per speaker)
4. Review, Modification and Adoption of Agenda
5. Board Chairmanship
6. Board Committee Assignments
7. Date of Regular Board Meetings
8. Adjourn

Posted and emailed September 19, 2014

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Meeting Minutes: Tuesday, September 23, 2014

 

Special Meeting of the Library Board of Trustees
Tuesday, September 23, 2014
6:15 PM

MINUTES

Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Karin Fscher, Pat Fowler (late), Carolyn Frisa, David Gould, & L. Raymond Massucco; Absent, Jan Mitchell Love

Call to Order: Chairman Gould called the meeting to order at 6:16 p.m.

Approve Minutes of September 12, 2014: Carolyn Frisa moved to accept the minutes as printed; seconded by Karin Fisher.  The motion carried with one abstention.

The chairman asked that the minutes reflect that Hope Brissette, a member of the board, chose not to sit with the board. She sat as a member of the community.

Public Comment (2 minutes per speaker): None

The Chair advised that he received an email from Jan Mitchell-Love claiming that this meeting is in violation of the open meeting law because he didn’t send out the agenda.  Doreen Aldrich has followed up with that with the Secretary of State’s Office and according to that office (Brian Levin, Deputy Secretary of State) he feels everything was done according to Hoyle.  He has the authority to delegate someone else to actually send out the agenda and he presented that agenda to Celina Houlne.  H said he doesn’t have the necessary computer knowledge to get all the stuff together on to an agenda like the staff here.  It was sent out in plenty of time and he feels this meeting can be held in order. He asked if there any reviews of modifications to the agenda. At this point Pat Fowlr came in. Deborah Wright said her concern calling the meeting is tha the power of the chair or secretary calling the meeting is not the same as distributing he agenda or warning the meeting. That is totally different. At an open meeting, you have not designated or relegated that power to another member to do that. That is not calling a meeting. That is telling someone to send out an agenda; because of computer issues is not calling the meeting. He asked how she proposed a meeting be called. She responded that the chair contacts their members and calls a meeting.

Review, Modification and Adoption of Agenda: No changes. Carol Blackwood moved to approve the agenda as written, seconded by Carolyn Frisa. The motion carried.

Board Chairmanship: Chairman Gould read a letter of resignation as board chairman to the RFPL Board of Trustees dated September 23, 2014 and made a part of these minutes. Carolyn Frisa said her understanding is that someone needs to accept the resignation so sh moved to accept David Gould’s resignation as Chair. Karin Fischer seconded the motion. She added it was also her understanding now that as vice chair, she temporarily takes on the duties of the chair once the resignation is accepted. The motion to accept David Gould’s resignation carried unanimously. Frisa said, again her understanding is that she is acting as chair; but at this point she is not willing or able to perform the duty as chair due to her workload and her personal life. She is not willing to assume the chairmanship. Gould moved that Carol Blackwod be nominated as the chairperson of the Rockingham Free Public Library Board for the duration of the term. Karin Fischer seconded the motion. As Blackwood didn’t decline, it was assumed she accepted. The motion carried unanimously. Blackwood thanked the board members.

Board Committee Assignments: Blackwood said this board had previously felt that the personnel committee would be comprised of the executive board. The problem now is she is the chair; but is greatly vested now in policy committee issues and Gould is involved in personnel committee issues. She as chair would like to continue with the personnel assignments the same as before. David Gould will continue to be on the personnel committee and she will continue to be on the policy committee. Fowler said we have set a precedent of having th people who were on the exec board be on the personnel committee. Massucco said it is a function of the chair. Blackwood added that we can look at it later on; but right now there is a lot going on with the by-laws. She can’t handle both right now. Gould was agreeable to that. Frisa asked Fischer if she was still interested in serving on the historical collections committee. Fischer said Gould has already appointed her to the buildings and grounds committee after some discussion, Fischer said she would be happy to do historical collections as well. Karen will replace Carol on historical collections. Carol will continue on policy and David will continue on personnel and we can address any other committee assignments as time goes on.

Date of Regular Board Meetings: Blackwood said since our last board meeting, it was her understanding that the first and second Tuesday of each month are taken by either Select Board or Village Trustees; but neither of those groups have set meetings on the third or fourth Tuesday. Gould moved that the regularly scheduled meeting of the library trustees be on the fourth Tuesday of each month commencing on October 28, 2014 at 6:16 p.m. Fowler seconded the motion for discussion. If they have to have a join board meeting, that would be on the fifth Tuesday so we shouldn’t be interfering with them. The chair asked if there was public comment on the change of date. Geller said he assumed this will take the place of the meeting on the second Tuesday of October. The chair advised that was correct. The motion carried unanimously.

Chairperson Blackwood advised that through a clerical error — she had hoped to have one other item on the agenda tonight. Unfortunately, it fell off the agenda by accident. We may need to call another special meeting before the next regular meeting to deal with that issue. After much discussion, it was agreed to hold a special meeting the following evening, September 24th at 7:00 p.m.  Ms Wright called a point of order; it isn’t 24 hours. Frisa said if the meeting was at 7:00 p.m., we would have 24 hours. Five members said they could be there. The meeting agenda will be to address the issue of an allegation of open meeting law violation and she delegated to Houlne to send that out.

Adjourn: Frisa moved to adjourn at 6:50, seconded by Gould. The motion carried.

Respectfully submitted, _________________________ September 25, 2014
Doreent Aldrich

***********************
September 23, 2014

To the RFPL Board of Trustees:

Following recent meetings with my Health Care Providers in which accelerating deterioration of some health issues have come to light, I have been advised to reduce some of my civic responsibilities. As a result, I hereby resign my position as Chair of the Rockingham Free Public library effective immediately.

Please understand that in no way is my decision influenced or exacerbated by the Letter of Complaint submitted by Ms Deborah Wright.

I will continue to fulfill my responsibilities on the Library Board as well as Chair of the Personnel Committee.

It has been an honor and privilege to serve as your Chair. Thank you.

David F. Gould

 

Board of Trustees Special Meeting Agenda: Friday, September 12, 2014

 

Rockingham Free Public Library
Special Meeting of the Board of Trustees
Friday, September 12, 2014 9:00 AM
Youth Library Program Room

Click here to download a .pdf of this agenda

Agenda

1. Call to Order
2. Approval of Minutes of September 9, 2014 (If available)
3. Public comments (3 minutes per speaker)
4. Approval of expenditures of office furniture
5. Adjournment

Posted and emailed September 10, 2014 The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Special Meeting Minutes: September 12, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
SPECIAL MEETING OF THE BOARD OF TRUSTEES
SEPTEMBER 12, 2014
MINUTES

Click here to download a .pdf of these minutes

Present: Doreen Aldrich, Hope Brissette, Pat Fowler, Karin Fischer (9:05 a.m.), Carolyn Frisa (By Telephone), David Gould, Jan Mitchell-Love (9:06 a.m.), Trustees; Celina Houlne, Librarian

Press: None

Call to Order: Chairman Gould called the special meeting to order at 9:03 a.m.

Approval of Minutes of September 9, 2014: Not yet available

Public Comments: None; but Chairman Gould asked to add to the agenda the letter from Deborah Wright.

Approval of Expenditures of Office Furniture: Pat Fowler moved the expenditure as outlined of $704.37 for cabinets in the office area to come out of the Whitcomb Fund on the main library side. Carolyn Frisa seconded the motion. Fowler asked if the finish would match. Houlne advised that the staff will finish as they come unfinished. Hope Brissette said she sent an email after 5:00 p.m. asking for information on the Whitcomb Fund. Fowler replied that it is money collected when they were working on the renovation so it is for furnishings cut out of the budget.

Brissette asked if we need all of these cabinets. Houlne advised that they go above the cabinets that are on the bottom. Brissette asked who is going to install them. Houlne replied that Pepper from the town will install them at no charge. Mitchell-Love said that means at the tax payers expense. She added that she called Home Depot to ask if we could pick up the cabinets and save on the shipping and tax. Brissette said she could pick them up and deliver them. Fowler said when the chairs arrived, they didn’t pay for delivery into the building and they had to do it. Frisa said they have made deliveries into the building. Brissette said she wants to make sure that is the case.

Mitchell-Love said the Whitcomb Foundation is for kids. Can we spend on anything? She then asked for a copy of the Whitcomb Foundation donation. Earlier in the meeting, Houlne had distributed a summary of the donation which shows the original donation of $10,000 for the Youth Dept. and $15,000 for the main library. Brissette then asked if Houlne had shopped around. Houlne advised she did and these are matching. Frisa offered a friendly amendment to spend up to $704.37. Fowler was in agreement of the friendly amendment. A roll call was taken and Pat Fowler, Doreen Aldrich, David Gould, Karin Fischer and Carolyn Frisa were in favor of the motion (5). Hope Brissette and Jan Mitchell-Love were opposed (2). The motion carried.

Addition to Agenda: Letter from Deborah Wright. The Chairman wanted to discuss the email from Deborah Wright concerning the open meeting law. Both Mitchell-Love and Brissette

RFPL Trustee Minutes of 9/12/2014 2.

pointed out it couldn’t be done as there was no place on the agenda to add items. Gould did not pursue the matter.

Adjournment: At 9:16 a.m., Mitchell-Love moved to adjourn, seconded by Aldrich. The motion carried.

Respectfully submitted_________________________September 15, 2014
Doreen Aldrich

Board of Trustees Meeting Agenda: Tuesday, September 9, 2014

 

Library Board Regular Meeting
Tuesday, September 9, 2014
6:15 pm
Location: Youth Program Room

 


Click here to download a .pdf of this agenda
Agenda

1)  Call to Order
2)  Approve Minutes of August 12, 2014
3)  Public Comments on Items Not on the Agenda (3 minutes per person)
4)  Items to Add to the Agenda
5)  Director’s Report
a.   Financial Reports
6)  Committee Reports
Finance
a.  River Valley Credit Union Account – establish signatories
b.  TD Bank Account – establish signatories
c.   Recommendation for joint meeting with Selectboard
d.   Request for Whitcomb Fund expenditure for Youth Deptartment
Historical Collection
Personnel Committee
a.   Recommended Changes to Personnel Policy
Policy Committee
a.   Recommended Changes to By-laws
7)  Old Business
8)  New Business
9)  Review Tasks
10) Review Agenda Items for Next Meeting:  October 14, 2014, 6:15 PM
11) Review and Approve Warrants
12) Other Business
13) Executive Session – If Necessary
14) Adjourn

     Posted and emailed September 5, 2014

The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Meeting Minutes: September 9, 2014

ROCKINGHAM FREE PUBLIC LIBRARY MEETING
OF THE BOARD OF TRUSTEES
SEPTEMBER 9, 2014
MINUTES

Click here to download a .pdf of these minutes

 

 

Present:  Doreen Aldrich, Carol Blackwood, Hope Brissette, Karin Fischer, Patricia Fowler,
Carolyn Frisa, David Gould, L. Raymond Massucco and Jan Mitchell-Love, Trustees; Celina Houlne, Library Director and Mary VanHartesveldt, Library Employee

Press:  FAC TV, Jacob Stradling

Others:  Arnold & Elayne Clift, David DeRusha and Joel Love

Call to Order:  Chairman Gould called the meeting to order at 6:23 p.m.

Approve Minutes of August 12, 2014:  Mitchell-Love advised that under Call to Order, “advised that Massucco would be late”, she would like to add a first name, “Ray”.  On Pg. 4, under New Business:  Anonymous Letter, under lines 2, 4, 6, 8, 10, 12 & 13, at the end, “which is a direct slam on the Policy Committee”, unless whoever wrote this letter tells you, it is intended as a direct slam, it is conjecture and you don’t put conjectures or opinions in minutes.  “The letter emailed to Fowler” is a blow-by-blow of the conversation we had.  She wondered if it would be simpler to say, “Attached, David’s letter”.  She added that she noticed it was not in the minutes that she had said “It’s a good thing we were not being filmed because she wondered if this was libelous or slanderous.  It is unfortunate that this is blow-by-blow and a public record.  Her comment was not in the minutes and should be added.  Joel Love said it was mentioned that Gould was going to do a letter of response and asked if it was available.  Gould replied that it was not available at this time.  He did put a response together on paper and read it.  Fischer said she thought the board thought just having the verbal discussion was enough.  Elayne Clift advised that under Director’s Report, “Elayne Clift advised that Friends of the Library is not on the Director’s Report”.  She believes what she said was, “The August meeting of the Friends has been postponed from August to September”.  Clift also had a correction on a date, FY2015 should be FY2013; but could not find it.  Blackwood said Page 5, Question 4, we should add FY to 2014, add Ray’s first name in front of his last name (Massucco) under Call to Order and said that Jan Mitchell-Love didn’t like the tone; but was there a specific change?  Mitchell-Love said she doesn’t think we want that quote in there “which is a direct slam on the policy committee” (Pg. 4, Line 13); it is an opinion.  We have no idea whether the person who wrote the letter intended it as a slam on the policy committee or not.  Blackwood said that she as chair of the policy committee doesn’t feel offended.  It’s not naming any particular person so feels there is low risk of liability coming from it.  The point taken is thinking more about our meetings and how we speak and what we do going forward.  Those are very valid points she made.  She added that these minutes do accurately reflect the meeting.  Fowler moved that the board accept the minutes with the correction of the FY14, that the Friends of the Library Meeting was postponed and that we need to be careful about libelous slander.  Arnold Clift said he had a comment on the substance of the “Anonymous Letter”.  Frisa seconded Fowler’s motion.  The motion carried with seven in favor and two opposed.  Gould thanked Mitchell-Love for her comment; we do need to be more careful.

Public Comment on Items not on Agenda:  Gould read a letter from Elayne Clift dated 8/14/14 regarding her dismay at many of the things that occurred then.  Gould advised the letter would be entered into the minutes of this meeting.

Arnold Clift said he wanted to reiterate a point that the consideration of the by-laws was in a most transparent fashion.  Members of the public, such as he, had ample opportunity to participate.

Joel Love asked the board to consider changing its meeting date so citizens don’t have to make a choice between going to this meeting or the village board of trustees meeting or to change the time of this meeting.  David DeRusha commented that this board voted at the first meeting to adopt Roberts Rules of Order and they are not being used and in some instances, he thinks that Jan’s concerns and other concerns noted here tonight Roberts Rules aren’t being followed.

Items to add to the Agenda:  Jan said she wanted to talk about when they were meeting tonight and not wait until the next meeting which will also be on the 2nd Tuesday (same as Village Trustees).  Gould advised that back in June we considered changing the date and time.  A survey was sent to all board members to respond.  The item was taken up at the July meeting and it was the consensus of the folks present that we continue on the Tuesday evening at 6:15 p.m. Mitchell-Love said we used to meet on Thursdays.  Fowler responded that the meeting was pushed back because several of us have other jobs and cannot be available at 4:00 or 4:30 p.m.
We asked for 6:00 p.m. because Carol Blackwood has to commute from Keene.  Frisa said the other reason we moved it because several members of the public asked if we could please move our meeting time back to a later hour of the day so people who worked could attend our meetings.  Joel Love said it is not the time; it’s the day.  Motion by Jan Mitchell-Love and seconded, to add meeting, day and time to the agenda tonight.  It will go under ”New Business”.

The motion carried with seven in favor, one opposed and one abstention.

Director’s Report:  Houlne reported on August programs and stats, buildings & grounds, budget, Director’s activities and other.   Not on her written report, the front lawn sign.  Frank Hawkins gave her a quote for $4,500 for a double sided sign with concrete tubing in the ground and metal posts.  Under Director’s Activities, they finished interviewing for the part-time library position and she hired Ann Dempsey.  She works in Charlestown and has worked as a school librarian for 12 years.  She will begin on Monday.  The courses to be taken as asked for by the Personnel Committee.  She is looking at Common Good Vermont as Amy Howlett advised they have courses.  The Boys & Girls Club will meet here this month while they are waiting for their building to be repaired.  Sam Maskell made the offer.  There’s a Friends trip coming up on the African Heritage Trail and is in conjunction with the Compass School.  Students and adults will be attending.  The seats are $40.00 and include a lunch.  The date is October 17th.  Jan asked if the library makes any money and Elayne said yes; the Friends will.  Houlne also reported that they have started one-on-one computer training.  They are encouraging folks to come in and sign up.  Elayne Clift asked if we got any other bids besides Frank Hawkins on the sign.  Houlne said she doesn’t know; but there are not a lot of people who do this work.  Blackwood said she is inclined to bounce it back to Buildings & Grounds.  Massucco asked if we are asking for a quote, do we have some specifications.  Brissette said she doesn’t know what they are; but will find out.

Financial Reports:  Houlne advised that we are still early in the year and asked for questions.  Jan referred to page 3 of 4 of the Budget Status Report, Supplies are at 20%, Automated Library System is at 97% (Celina said we pay that out once a year). And on page 4, Property Liability Insurance is 82% and we pay twice a year?  That is concerning.  Grant Expense is at 490% of what we budgeted?  Houlne said regarding the grant, we only put in a small amount because we never know what we are going to get so when we expend a lot in that line, it’s because we also have all the money coming in up above in the revenue line.  Regarding the Property Liability Insurance, when this budget was planned, we put in a figure that had been estimated one and a half years ago.  There will be a new bill in January.  The building has been evaluated by VLCT so the bill should be going down.  They won’t know the actual figure because the bill won’t arrive until mid-December.  Massucco referred to the grants on the revenue side, the grant income is up 1,400% so we have a reciprocal income increase.

Finance:  Fowler presented the Minutes of Sept. 4th at the meeting.  The committee has recommendations for the full board.  They have two EIN’s, one is town and one is library.  They discussed the ramification of using the town I.D. and having Doreen Aldrich as a signatory because she’s the town treasurer and because she’s bonded and Fowler is not.  They are thinking of leaving it as is with the two numbers and new things going forward, use the town’s, i.e. petty cash account.  Brissette asked what the benefits are to putting the library in with the town.  Fowler said the benefit is that the town treasurer is bonded and grants we can get if under the town’s I.D. that we can’t get if we are on our own.  Mitchell-Love asked if the library’s money would be co-mingled.  Fowler said, “No”.  Mr. Love said he is concerned about co-mingling the funds.  He was concerned when the money for the renovation was put into the town’s general fund rather than being earmarked into a special account because it was voted for as a bonded item.  It was earmarked for a capital improvement project.  He suggested setting up a separate account for grants.  More discussion ensued.  The committee discussed the potential for which funds are restricted, i.e., the Whitcomb Fund – $10,000 set aside for the children’s room furnishings and for furnishings upstairs.  There is no solid recommendation for the board regarding the EIN at this time.  There was a motion at the committee meeting to sit down with the select board and enter into a written agreement to repay the overage from the renovation over a five year period.  Joel Love said this was a bonded project for capital improvement on a facility that is owned by the town.  It is not owned by the library.  It was an overage of a capital expenditure project.  There are financial protocols to follow.  Brissette said she believes one of the protocols is that if a bonded project goes over budget, the town comes back to the general public and requests the public to pay back the overage.  Jan Mitchell-Love added that at the meeting there was only Ray Massucco and she to make motions and seconds.  She asked to do a disclaimer that she is fully in favor of meeting with the select board, she wants to pay zero and the most she wants to pay is $27,000; but she didn’t want to pay anything because the town took over the renovations; we didn’t have anything to say about it nor was information shared with the board and it went way over, and the town does own the building.  Brissette said there are some costs on that overage that she is opposed to.  Joel Love wonders how the money is going to get paid back.  It still comes from the taxpayers.  The methodology being proposed by the town to give it the money and pay it back over five years is nothing but a back door way of not having to ask for the money in one lump sum.  He asked where the money is going to come from; from the annuity funds?  It has to be voted as part of the budget or they need to come out of existing finances.  Fowler said what’s important is that we start a discussion with the Select Board.  She moved that the Finance Committee recommends that the Library Trustees meet with the Select Board and proposes that the Library enter into a written agreement with the town to repay the overage from the renovation over a five year period at $27,065 per year and that the net recovery will be returned to the library after the court case with SMP.  Massucco seconded the motion.

Blackwood added, it’s a friendly suggestion to Fowler to accept or not to change the motion to empower the Finance Committee to set up negotiations with the Select Board to discuss the overage and come back to the Library Board of Trustees to accept or not.  Massucco said he would accept that.  He has been approached by folks asking what the library board is doing to address the deficit.  His concern is that at some point they will dictate, to the extent that they can, that the library makes repayment to the town or makes it a department of the town.  There are at least two Select Board members who want to do that now.  We’re talking about taking out of one pocket into the other.  It all comes out of Rockingham taxpayer funds.  His question is which budget does it come from, more important to the library; but a conversation that we have to start with.  Jan Mitchell-Love said if we are going to meet with the Select Board, we don’t send a committee; it should be board to board.  There are folks on this board who want to go to the meeting that are not on the finance committee.  People have slammed her for this assumption that we owe this money when they heard her for six months say the library board had heard nothing from the town while they ran the bills up.  Gould asked where the motion stood at this time.  Massucco made the suggestion to withdraw the current motion as amended and make a new motion that this board meet with the Select Board.  Fowler withdrew her motion and Massucco withdrew his second.  Jan Mitchell-Love made the motion that the Rockingham Library Board of Trustees meet with the Rockingham Select Board to discuss the renovation costs at a time to be determined and Chairman Gould will set it up to discuss the renovation overage.  Brissette seconded the motion.  The motion passed unanimously.

The other motion made with Mitchell-Love &  Massucco was that the Finance Committee recommends that the Library Trustees open a money market account with River Valley Credit Union using the library EIN, with Celina, Pat & Doreen as signatories.  Fowler moved, seconded by Frisa that the Finance Committee opens a money market account with River Valley Credit Union using the library EIN with Celina, Pat and Doreen Aldrich as signatories and  Mary VanHartesveldt to have access to information only.  The motion passed unanimously.

Fowler said she recommends to the trustees that the library make changes to the TD Bank petty cash account to have Celina, Pat and Emily as signatories and made that as a motion.  This is the account for emergency funds for buying computer software, etc.  That account can only have $2,000 and will have a debit card.  Frisa seconded the motion.  VanHaartesveldt asked for access to information only and Fowler and Frisa agreed to add it.  The motion carried unanimously.

Fowler advised that she has talked with Chip Stearns and with the Select Board going to one meeting a month, he will have a couple of Tuesdays free to meet with the Library Trustees to go through the budget.  That would be the budget training.  Fowler will set that up.

At 7:54 p.m., the chairman declared an eight minute break before continuing with business.

Finance Cont’d.:  Request for Whitcomb Fund Expenditure for Youth Dept.  Houlne spoke of the Whitcomb donation that was a designated donation to the youth dept.  Samantha Maskell devised a plan and spoke about purchases for the young adult section.  She would like to buy café tables & chairs, a rug, a vinyl sofa and chair set, general use tables, and high grade vinyl graphics with a low-tack adhesive (safe for marmoleum) that will provide fun decoration in the YA section while not damaging the floor or presenting an obstruction to access.  The Whitcomb money totals $10,000 and they have spent $500-$600.  The cost would be $4,170.  After some discussion, Frisa moved that the trustees allow $4,170 from the Whitcomb fund to be used to purchase the furniture presented to the board of trustees, Blackwood seconded the motion.  The motion carried unanimously.

Houlne asked for additional funds from the $15,000 donation for the main library to buy cabinets so as to give back the shelving for moving back the historical collection to the library.  Fowler said it isn’t on the agenda.  Fischer moved to add the item under “New Business” seconded by Blackwood.  Mitchell-Love said she thinks it is illegal.  Blackwood withdrew her second.

Historical Collection:  Frisa advised that they have not met; but their first order of business will be starting to move items currently stored downtown back to the library.  A while ago, a number of metal rolling carts were purchased for historical collections and they have been temporarily taken over for other library items.  Without the shelves, they have no place to put the collections.  She asked for a special meeting to approve the money so they can have their shelves back.  After some discussion, Aldrich moved to call a Special Meeting for Friday, September 12th at 9:00 a.m., in the Youth Program Room for the purpose of approval of funds for storage, seconded by Mitchell-Love.  The motion carried with eight in favor and one abstention.

The chairman asked if the trustees wanted to table the Personnel Committee, recommended changes to the personnel policy and the Policy Committee, recommended changes to By-Laws.
Blackwood didn’t want to table By-Laws because she wanted to go on record that it was officially presented and people had the option to review it at this meeting so we don’t have to have a full discussion; but that people have a chance to see it so at the next meeting it is clear it has been presented twice and then we can have a vote.  Frisa moved to table the Personnel Committee Report until our next regularly scheduled meeting, second by Brisette.  The motion carried with five in favor and four opposed.

Policy Committee:  Blackwood reported that the committee has put together a complete revision of the By-Laws.  It was done with the hope of clarifying any ambiguities in the prior By-Laws and because there were enough areas that needed correction, it is a complete revision.  Love made a point of order, if you are going to split it you have to recess to a time definite to discuss.  He has multiple comments as there are many ambiguities and many contradictions.  Mitchell-Love moved to table the By-Laws until the next meeting of October 14th, seconded by Brissette.  The motion to table passed with five in favor and four opposed.

Old Business:  None

New Business:  Discussion on Changing Library Trustee Meeting Days & Times
Blackwood said considering we don’t know what the Select Board is going to do, it is silly to waste time plotting another night tonight.  Brissette agreed.  Mitchell-Love would like it in open meeting and suggested Thursdays.  Massucco can’t.  Frisa suggested leaving it on Tuesdays; but a different Tuesday from the Village Trustees.  The chair will follow-up and check with the Trustees as to what they decided tonight; if they are going to a single meeting a month and which Tuesdays would be open and check with Karin Fischer as to what her Monday schedule is.  Gould advised that he is appointing Fischer to the Buildings & Grounds Committee.

Review Tasks:  The Chair passed over.

Review Agenda Items:  The Chair passed over.

Review and Approve Warrants:  Warrants were reviewed.

Other Business:  Brissette advised that Labor Day Weekend the lights were on all weekend long.  Houlne will pass the information on to the staff.

Carolyn Frisa advised that she no longer uses e-mail.

Executive Session:  None needed.

Adjourn:  Motion to adjourn at 8:45 p.m. by Brissette, seconded by Frisa.

Submitted______________________________September 12, 2014
Doreen Aldrich

 

********************************************

Dear RFPL Board of Trustees: 8/14/14

Having attended the Trustees meeting of 8/12/14, and as a former Trustee myself, I would like to share with you my dismay at many of the things that occurred then.

It was distressing to see tensions arise among Trustees- “deja vu all over again”- over a number of issues relating to budget, committee business, and staff issues. It was astounding, for example, to see some Trustees, who have served for an appreciable time now; raise questions regarding the budget (e.g., what constitutes a “petty cash” account). It seems fair to say that one would expect them to understand budgetary matters at this stage, or to accept the explanations of the professional staff. It was upsetting to bear witness to accusations that a committee had acted inappropriately, indeed secretly, when in fact they functioned with all possible transparency. And it was deeply distressing to have the library director’s discretion, authority and judgment questioned with regard to staff salaries. The absence of support and appreciation for our outstanding staff, who as Celina said, carried burdens larger than anyone realizes in her absence, was inexplicable.

So too was the amount of time spent discussing two letters received by Trustees. In one case, the letter was anonymous. Were I still a Trustee, I would have moved that no unsigned correspondence be considered by the Board. Similarly, I would have moved that a letter of complaint and unfounded accusation such as the one sent by Deborah Wright not be considered without the letter’s author being present to discuss the matters raised with the full board and in open meeting. I am left to wonder: Is the tail still wagging the dog?

On the matter of repairing the sign, why not a straight up/down vote? Why another layer of bureaucracy (sending it to the Grounds committee)? We are talking about an important upgrade that costs a mere $300- something I’m sure the FOL would be happy to fund. Why drag out such a simple decision? Can’t such issues be voted on, thus streamlining the work of the Board?

I do not wish to be contentious. I simply need to be on record that what I observed was troubling, unnecessary, inefficient, and in some cases regressive. I sincerely hope this Board can go forward acting efficiently, courteously, and wisely in all matters -a hope that will require less contention and more “voice” from within your ranks.

Thank you,
Elayne Clift

Personnel Committee Meeting Agenda: Friday, September 5, 2014

Library Board Personnel Committee Meeting
Friday, September 5, 2014 8:30 AM
Location: Top Floor Meeting Room

Click here to download a .pdf copy of this agenda

Agenda:
1. Call to Order
2. Approval of minutes for July 21 meeting.
3. Public Comments (Limit of 3 minutes per speaker)
4. Review of differences between RFPL and Town of Rockingham Personnel Policies as outlined at the July 21, 2014 Personnel Committee meeting.
5. Adoptions of Recommendations to be included into the RFPL Personnel Policy
6. Interview with Library Director
7. Other Business
8. Next Meeting Date
9. Executive Session (if necessary)
10. Adjournment

Posted September 2, 2014 The Library meeting room is accessible by the elevator at the entrance to the left of the main stairs.

Personnel Committee Meeting Draft Minutes: September 5, 2014

Click here to download a .pdf of these minutes

Committee Members in Attendance: David Gould, Doreen Aldrich, Carolyn Frisa, and Pat Fowler. Library Personnel: Celina Houlne  (Library  Director)

Chairman Gould called the meeting to order at 8:35am. No additions  or changes to the agenda were proposed. No public comment was made.

Minutes of July 21, 2014 Personnel Committee- Aldrich asked that “the motion” be added before  “carried unanimously” for the two  recorded motions. Aldrich moved the minutes be approved as amended, seconded by Frisa, and the motion carried unanimously.

The previously identified differences between the current Town Personnel Rules (adopted August 31,2004 including amendments approved through January 31, 2012) and the RFPL Personnel Policy and Procedures Manual (adopted June 19, 2008 including amendments approved  through September 12,2008) were reviewed. Recommendations from the Personnel Committee regarding these differences will be brought to the Board of Trustees at their  regularly scheduled meeting on September 9,2014 for review.

The Committee discussed inclement weather closing procedures and reviewed the closures from the past year in comparison with  the lecal public schools. The committee concluded that inclement weather closing should be at the discretion of the library director,with the understanding that good discretion must be used. This will be brought to the full board for review  at the regularly scheduled meeting on September 9, 2014.

The Committee conducted an interview with Celina Houlne (Library Director) to discuss her progress/achievements and areas of concern since her rehiring. Upcoming projects requiring more attention/work from  Ms. Houlne were identified and discussed. A report of the interview will be presented to the Committee at their next meeting.

The next meeting of the Personnel Committee will take place on Thursday, October 9 at 12:00pm in the Youth Department Program Room.

Frisa moved to adjourn at 10:15 am,seconded by Aldrich,and the motion carried unanimously.

Draft minutes respectfully submitted on September 8,2014 by Secretary Frisa.

Finance Committee Special Meeting Agenda: Thursday, September 4, 2014

NOTICE OF SPECIAL MEETING
Click here to download a .pdf copy of this agenda

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees will meet on Thursday Sept 4, 2014, at 7pm at the Rockingham Library Conference Room. (Pizza, water and soft drinks will be available for attendees)

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. Election of Finance Chair
5. Employer Identification Numbers Discussion
6. Discussion regarding two-signature accounts for investment accounts, accounts using Town Employer Identification Number (EIN )
7. Staff report on the termination of the Flex CDs at Merchants Bank
8. Discussion investment options for funds remaining at TD Bank and funds that will come out of Merchants CD.
9. Budget training from Town for Trustees
10. Budget review – Chart of accounts distribution. Next meeting- start to develop next year’s budget with staff
11. Other Business
12. Adjourn

The Library meeting room is accessible by the elevator at the entrance to the left of the main stairs.

Finance Committee Meeting Minutes: Thursday, September 4, 2014

Minutes

Click here to download a .pdf of these minutes.

The Finance Committee of the Rockingham Free Public Library Trustees Board of Trustees met on Thursday Sept 4, 2014, at 7pm at the Rockingham Library Conference Room.

RFPL Trustee Attendees: Pat Fowler, Treasurer, Ray Massucco, Trustee, Jan Mitchell-Love, Trustee, Celina Houlne, Library Director, Mary Van Hartesveldt, RFPL Staff. Absent: Carol Blackwood, Trustee

Meeting was called to order by Pat Fowler, Treasurer, at 7:20 pm (after refreshments). There were no additions or changes to agenda and no Public comment.

Pat Fowler was nominated by Ray as Finance Chair, with Jan seconding the nomination. Pat was elected and continued the meeting.

Employer Identification Numbers Discussion: Pat indicated that Celina had received paperwork from the IRS indicating that the EIN number which we have been using is still a valid number. Discussion regarding two-signature accounts for investment accounts, accounts using Town Employer Identification Number (EIN). Mary reviewed Bank Account Summary with Committee. Committee also reviewed the funds that we have that could be considered restricted, such as the $10,000 from the Whitcomb Fund for the use of furnishing the Youth Department. Discussion on total owed to the Town of Rockingham for renovation, which is $135,280.81 (surplus of funds not used by the Library was applied). If we agreed to repay the Town over a five-year period that would come to $27065 per year.

Ray explained the ramifications of the court case with the Town and SMP- it could take 2 years to come to trial. Legal costs will be high because of the time for depositions, etc. It was felt that a joint meeting of the Select Board and the Library Trustees should be held to discuss the case.

Jan made a motion,seconded by Ray, that the Finance Committee recommends that the Library Trustees meet with the Select Board and proposed that the Library enter into a written agreement with the Town to repay the overage from the renovation over a 5 year period at $27,065 per year and that the net recovery will be returned to the Library after the court case with SMP.

Mary reported on the termination of the Flex CDs at Merchants Bank – CD’s mature on Oct 26th and we have 10 days to move the funds.

Discussion on investment options for funds remaining at TD Bank and funds that will come out of Merchants CD. Committee discussed having a memorandum of understanding with the Town on the use of Library funds. Jan made a motion, seconded by Ray, that the Finance Committee recommends that the Trustees open a money market account with River Valley Credit Union using the Library EIN, with +Celina, Pat & Doreen Aldrich as signatories.

Jan made a motion, seconded by Ray that to recommend to the Trustees that the Library make changes to the TD Bank Petty Cash account to have Celina, Pat & Emily as signatories (account will have $2000 or less as a balance)

Budget training from Town for Trustees – Pat reported that Chip Stearns, Town Manager, has agreed to provide training at a special meeting of the Library Trustees. Date to be determined. Budget review – Chart of accounts was distributed to the Committee.

Next meeting- start to develop next year’s budget with staff

Other Business – none Next meeting Oct 7 at 6:15pm Adjourned at 8:55pm

Policy Committee Meeting Agenda: Tuesday, September 2, 2014

 

Library Board Policy Committee Meeting
Tuesday, September 2, 2014

6:15pm Location: Top Floor Meeting Room

AGENDA

1. Call to order
2. Additions or changes to agenda
3. Public comment (3 minutes per person)
4. Finalization of proposed changes to Bylaws, to be presented to full board at Sept meeting.
5. Other Business (if necessary)
6. Review Task List
7. Adjourn

Posted August 28, 2014

The Library meeting room is accessible by the elevator at the entrance to the left of the main stairs.

 

Policy Committee Meeting Minutes: September 2, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY
 POLICY COMMITTEE MEETING
SEPTEMBER 2, 2014
MINUTES

Click here to download a .pdf of these minutes

 

Present:  Doreen Aldrich, Carol Blackwood, Carolyn Frisa, L. Raymond Massucco, Trustees/Policy Committee Members and Celina Houlne, Librarian

Others:  No public and no press present

Call to Order:  Chairperson, Blackwood, called the meeting to order at 6:23 p.m.

Additions or Changes to Agenda:  None

Public Comment (3 minutes per person):  No comments

Minutes of July 29, 2014:  Motion by Frisa to accept the Minutes of July 29th as printed and seconded by Massucco.  The motion carried.

Finalization of Proposed Changes to Bylaws to be Presented to Full Board at Sept. Mtg:
Blackwood explained that we would have to work from the previous document as the newest version of changes that she forwarded to the library couldn’t be opened.

The committee commenced looking at each article and suggested changes where they thought it was needed.  Most changes were to correct grammar, add or delete where sentences were not clear, i.e. ARTICLE I, line 4, Aldrich suggested “New Trustees shall take an oath of office immediately upon entering the duties of their office.”  ARTICLE XII was renamed “Library Policies instead of “Operational Policy Manual”.  ARTICLE XVI was renamed “Bylaw Amendments” instead of “Amendments”.

Blackwood advised that she would get the changes made promptly and email to all committee members before presenting it to the full board of library trustees.

At 8:45 p.m., Massucco moved to adjourn; seconded by Frisa.  The motion carried.

 

Respectfully submitted,___________________________ 9/3/2014
Doreen Aldrich

 

Board of Trustees Meeting Agenda: Tuesday, August 12, 2014

 

Library Board Regular Meeting
Tuesday, August 12, 2014
6:15 pm 
 Location: Top Floor Meeting Room

 

Agenda

Click here to download a .pdf of this agenda

1. Call to Order

2. Approve Minutes of July 8, 2014

3. Public Comments on Items Not on the Agenda (3 minutes per person)

4. Items to Add to the Agenda

5. Director’s Report

6. Financial Reports

7. Committee Reports
a. Finance

8. End of Year Payments for FY 2012

9. TD Bank Account Partial Transfer

10. Petty Cash Account Management

11. Signatures on Accounts

a. Historical Collection
b. Personnel Committee

12. See Handout
a. Policy Committee

13. By-laws Up-date

14. Trustees’ Policy

15. Old Business
a. Open Meeting Law Changes – Locations to Post Meetings

16. New Business

17. Anonymous Letter

18. Review Tasks

19. Review Agenda Items for Next Meeting: September 9, 2014, 6:15 PM

20. Review and Approve Warrants

21. Other Business

22. Executive Session – If Necessary

23. Adjourn

 

Posted and emailed August 8, 2014
The Library Meeting Room is accessible by the elevator at the entrance to the left of the front stairs.

 

Board of Trustees Meeting Minutes: August 12, 2014

 

ROCKINGHAM FREE PUBLIC LIBRARY MEETING
OF THE BOARD OF TRUSTEES
AUGUST 12, 2014
MINUTES

 Please click here to download a .pdf of these minutes.

Present:  Doreen Aldrich, Carol Blackwood, Hope Brissette, Karin Fischer, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco and Jan Mitchell-Love

Others:  Elayne Clift

Call to Order:  Chairman Gould called the meeting to order at 6:15 p.m. and advised that Massucco would be late.

Approve Minutes of July 8, 2014:  Frisa moved to approve the minutes as printed, seconded by Fischer.  Frisa then pointed out on page 2, second line should read ARC Mechanical and on page 3, skype was spelled incorrectly.  The motion to approve the minutes as corrected passed with five in favor and three abstentions.

Public Comments:  No comment

Items to Add to Agenda:  Mitchell-Love asked to add communication between the trustees and the public, an update on SMP negotiations, year-end financials and the email from Deborah Wright with questions. Gould said he’d respond under “New Business”.  Gould said another item to add is the request by Aldrich for equipment to transcribe the library trustee minutes from home.  Brissette asked to add Personnel, a procedure not followed by the board.  Houlne suggested passing on “Finance” until Massucco arrived.

Director’s Report:  The report was included in the packets and Houlne asked if there were questions.  Mitchell-Love asked about the handicapped parking.  Houlne said there is one in front of the building (on the Temple St. side). There is one for the staff in the back.  She added that she has talked with Frank Hawkins and he can repair the sign out front for $300-$400.  Fowler suggested that Brissette handle that under “Buildings and Grounds”.  The floor scrubber has arrived and all have been trained on the use of it.  Houlne said she has contacted a company listed in the ARC manual that specializes in HVAC installation and a representative will be here next week to assess the noise situation.  VLCT is having a workshop in Montpelier on the 10th of September concerning the new open meeting law, managing public records and how to respond to public records requests.  The fee is $60 for VLCT members.  Mitchell-Love asked why we were not awarded the grant for tables and chairs.  Zervas said she never got an answer; possibly because the request was for such a large amount.  Elayne Clift advised that “Friends of the Library” is not on the Director’s Report.  She urged the board to go forward with fixing the library sign.
Financial Reports:  Houlne advised that not all invoices have been received yet.  Year-end figures have not been finalized and we may not know until October; but we are in the black.

Historical Collection:  No report.

 

Personnel Committee:  Gould reported that the committee met with the Town (Chip Stearns & Kerry Bennett) on July 21st and reviewed both the town personnel policy and the library personnel policy to see where they are in step with each other and where they were not.  Brissette asked why the library has to be in step with the town.  Gould said there are several reasons; one of them has to do with finances.  The library accounts, as long as we are using the town federal I.D. number, the town treasurer must be a signatory on all of the accounts.  The town auditors raised that issue.  We are running in to issues where town employees are getting some benefits that the library staff is not and vice versa, particularly part-time people.  The committee is hoping to work around those and where there are differences, explain why those differences.  Fowler added that the personnel records need to be held at the town office for security reasons.  They will be held in a locked cabinet.  The auditors need access when they are doing the audit for the town.  Brissette said she understands finances; but the library is a separate entity.  Gould replied there are differences in time off and time for doctor appointments.  Mitchell-Love asked if almost everybody at town hall are unionized and we are not. Gould said the part-timers are not.  Gould referred to his handout at this meeting and the draft minutes of the personnel committee that were emailed to all.  Gould said he is not asking for any decisions now; but would like the trustees to look at them and if there are questions or additional thoughts, please get them back to him so we can arrive at some conclusion.  Gould said Brissette is right that we are a separate entity except that we are a hybrid.  The town owns the building; they do the payroll, etc. so we would like to be as close as we can in the personnel policy as possible with the understanding that we won’t be exactly the same.

Massucco arrived at the meeting at 6:48 p.m.

Policy Committee: 
By-Laws Update:  Blackwood reported that the committee met on the 29th of July and are very close to giving the board a new set of by-laws for review.  She is waiting for a complete thumbs-up from the committee before presenting it to the full board.  Brissette advised per the agreement Gould and Houlne both signed, that they were supposed to have monthly meetings.  She asked if they have had a meeting.  Gould said they have not; good point.

Trustees’ Policy:  Blackwood advised that the Policy Committee is currently working on the By-Laws; one thing at a time.

Old Business:  Gould referred to the Open Meeting changes; where do we post our warnings.  Houlne advised that they have to be posted in two public buildings and in or near the town clerk’s office.  The town posts at the BF Police Dept. and at the library besides the clerk’s office, and we can do the same thing.  Gould said the board will follow town hall for posting.

Finance Committee: 
End of Year Payments for FY 2012:  Fowler reported that according to the Due From/To Other Funds report from the town, at the open of business on July 1, 2012, the library owed the town $11,388.34, a figure that should relate only to Operating Revenue and Operating Expense.  This was also shown on the original Balance Sheet for June 2012.  Later reports included renovation monies.  For the purpose of clearing off non-renovation debt to the town before additional conversations are held about how renovation debt is to be paid, Fowler moved the Rockingham Free Public Library Board of Trustees authorize the Treasurer, Pat Fowler, to pay the Town of Rockingham $11,388.24 with a check drawn on the TD Bank Librarian’s checking account to cover the amount due to the town for FY12 operating expenses that exceeded revenue turned over to the town.  Frisa seconded the motion and the motion carried.  There were three abstentions.

Fowler asked for a motion on the excess amount of money the library has on hand in its account.  This came up with their meetings with Chip Stearns especially because of the fiscal responsibility the library has and since we’re using the same tax I.D. number, we have to be absolutely sure that whatever we’re doing is above board and clear.  Houlne said the TD account, the petty and checking account is supposed to be at $2,000.  You might just temporarily move it, depending on the motion, somewhere else.  Fowler said they need to move it somewhere else so the debit card and the petty cash account attached to that card that the maximum to be used would be $2,000.  That account would never get above $2,000.  Right now our director does not have a credit card so if they have to buy a computer, etc. they have a cushion there.  Brissette asked how often the petty cash gets replenished.  Fowler said every week she goes through the petty cash account with Mary VanHartesveldt to see what has been spent and she signs the warrant.  These are items that have been budgeted for and have to be taken out of the account.  Once the director has her credit card again which would have a maximum of $2,000 we wouldn’t have to be using this account for those expenditures.  Mitchell-Love was confused about the petty cash account.  Houlne explained that there is a box with $200 cash in it locked in her office and there is the checking account.

Fowler moved that the board authorize the treasurer, Pat Fowler, to move the balance of the former ING Annuity Fund in the amount of $44,891.40 from the TD Bank checking account to the River Valley Credit Union, realizing a fee of $25.00 for one share.  Brissette seconded the motion.  The motion carried.  Mitchell-Love said she didn’t realize there were two petty cash funds.  VanHartesveldt explained that it really is a petty cash account because you spend the money and it gets replenished.  Brissette asked where the replenishment comes from.  Fowler responded, from the warrant.  Fowler said the next thing to be discussed is the board adding the town treasurer, Doreen Aldrich’s signature and Celina Houlne’s signaure on two accounts.  Houlne explained that the town manager has said because the town has one treasurer who signs off on all bills to be paid, Aldrich has to sign off and because of that her name has to be on all the library’s accounts; investments, savings, checking, everything.  Fowler advised that they want to have two signatures.  VanHartesveldt advised that TD Bank doesn’t support two signatures.  Fowler interjected that maybe we need to look at another bank.  Houlne checked with other libraries and none have the town treasurer on their savings account.  Aldrich spoke up and asked if they use their town’s federal identification number?  Houlne said she didn’t know.  Mitchell-Love asked if the library had its own I.D. number and Fowler said, yes; but the IRS doesn’t recognize the number.  Houlne said it does.  Fowler advised that on the Secure Fore 5 account, we are using the town’s federal I.D. number.  The ING Annuity is using the old EIN.  After much discussion, Gould said this issue should go back to the Finance Committee and come in with a strong recommendation to do a, b, c.  Massucco asked Aldrich if because the town issues the payroll if that is why we are tied into the town.  Aldrich responded, yes.  Frisa said another issue is grant funding; we use the town’s EIN.  Massucco advised that the tax I.D. number is primarily for tax purposes.  It does not carry any authority to spend funds.

New Business:
Anonymous Letter:  Massucco said he received a letter addressed to him as rfpl trustee.  He has no idea where it came from but; they are what he perceives as complaints or allegations.  They talk about the trustees in their capacity as a policy committee have chosen to take their input from the public in private.  Massucco said he is not aware of any meetings being held in anything other than public sessions as required to do so.  He has no idea what the allegation is and that whole sentence says take their input from the public in private, or by strict definition, citizens of Vermont.  He said he doesn’t know what they have to do with each other.  It goes on, “In particular, one public participant who is neither a citizen of the United States, as he himself has so stated, nor an elected member of the RFPL body”.  “Additionally, suggestions by the public should be submitted in an Open Meeting (it was).  It speaks to secret emails.  Massucco said he has no control over who sends him an email, a phone call or anything else.  We do take suggestions from the public in open meetings; we have “Public Comment” at every meeting.  At the end, which is a direct slam on the Policy Committee, “It is clear the participation of this non-trustee has been given more weight than the other 5 trustees not on this committee”.  Massucco said he doesn’t know what the source of their information is.  Mitchell-Love asked if he had page two of that letter.  She said she did understand.  What he does, top of page 2, is four different versions of by-laws being considered by the policy committee.  One is the current working draft from Carol, one is from Carolyn Frisa, one is from Arnold Clift which she received as an email and the last is from David Gould.  All the trustees last year came up with suggestions to the by-laws and spent a very long time doing it and that is on here also.  Blackwood said the input has been incorporated into this draft.  Blackwood said she stands by what the committee is working on.  These are all drafts; none of them are final and the Trustees will see the final proposal.  She doesn’t feel this is worth further discussion.  People were free to come and give input.  Frisa explained that all those suggestions were on the screen at our open policy committee meeting.  She said she doesn’t know how you can get any more open than that.  Massucco said as far as he can see, everything has been done publicly.  Blackwood added that the emails have all gone to the repository.  Frisa explained that the emails were compilations of suggestions received by Blackwood and some were incorporated in the draft.
Letter Emailed to Fowler:  Fowler received an email from Deb Wright as she was preparing to go for surgery.  The email specifically said “if you have time, can you answer these questions”.  She was extremely busy getting business done before going for surgery.  Many of the questions were answered in the minutes which she couldn’t understand.  Within a couple of days, she was getting 2nd notice, 3rd notice, etc. which was upsetting.  She forwarded to the other board members.  We were specifically told that we were not to answer anything like this as an email.  Fowler called Wright to have her meet and Wright was upset about it.  Gould received the email as well and he read his responses.  Question 1 was concerning the Kersula’s re:  the HVAC.  Gould’s response was, “The present board of trustees is in the process of obtaining bids for the landscaping between the library building and the Kersula’s.  Unfortunately, the funding for the landscaping was scrapped because of changes in contractors due to the renovation of the building; we don’t have any landscaping money in our present budget.  Simply erecting a fence such as a stockade or picket between the two properties will not reduce the noise significantly.  The HVAC company has run into this problem in the past and they are trying to determine who and how they handle the noise reduction.  Frisa said this is recorded in the minutes.  Mitchell-Love asked if we also put on there that we need new zoning approval as well.  Houlne said if we got five lists of questions at every board meeting, we’d never get any work done.  Fowler reminded everyone that the Secy. of State advised not to answer anything like this as an email.  Brissette asked, could no one have sent her an email saying all the answers she’s looking for are in the minutes of the previous meeting?  Mitchell-Love pointed out that her understanding of the open meeting law is that when a member of the public is asking for information, the trustees can send the information.  Brissette asked that the board treat everybody equal.  Blackwood responded that this board is extremely cautious about email because there has been some past history and things being taken out of context, quoted, misquoted, etc.  She feels that if someone truly wants to know the answers to these questions, face to face at a meeting would be appropriate.  It feels like she is trying to back the board into a corner which we then fear is going to be misused.  Question 2 asks about the leaking roof; it has been fixed and there was no damage.  Question 3 asks about buying bike racks.  The library did not buy bike racks, the town got several in a grant and the library is the recipient of one of them.  Question 4 was concerning the floor scrubber already being purchased in FY14.  It was not purchased in 2014, it was done in 2015 and the board had another motion to purchase the floor scrubber in FY15 so there would be no confusion which budget it was being paid out of.  Question 5 was why hire another full-time staff member.  This is not a full-time position; it is a part-time position.  Mitchell-Love asked why the need for a part-time person.  Fowler explained because Wendy has been covering the extra hours.  Gould added we are going with a part-time employee because we have had a part-time person in the budget to be a program director/staff member.  Question 6 asks why put off a finance committee meeting if you have a quorum because someone cannot attend.  The finance committee could have met without all the members; it chose not to.  Question 7 pertains to a purchasing policy.  Gould said he was not aware the town had one and he has since got a copy from the town offices and passed it to Houlne and her staff for review asking for a report back on how well the library is adhering to the town purchasing policy.  Brissette interjected that it wouldn’t hurt if we all had a copy.  Gould said she could go to town hall and get it.  Question 8 refers to the petty cash level and the credit card once again to the library director.  That answer will be in the minutes of tonight’s meeting.  Question 9 refers to setting up an accounting class for all trustees to understand their budgets.  Gould said he is not aware of any suggestions to set up an accounting class for trustees although that may be a good idea.  Fowler said she has talked with People’s Bank and they are willing to do that.  Question 10 refers to “skype”.  Gould said to the best of his knowledge, there has been no real discussion about setting up meetings via skype.  Frisa said Blackwood asked about using skype for our finance committee meeting.  You can have one member who is not available to attend, skype.  Question 11 asked about a previous check warrant report showing payment for the floor cleaner. (Note: Skipped over; answered in Question 4?).  Question 12 refers to not being provided with the pay warrant and have not verified that the four staff whose wages were increased have been reduced to their previous rate.  Gould said pay warrants were provided and sent to the town’s payroll clerk in which they went back to the previous wage as of July 1st.  Mitchell-Love asked why the warrant for 8/01/14 says —– Houlne interjected that it was not July 1st.  She did it in August.  When she came back, the staff was continuing the duties as she was playing catch-up.  They have continued helping her with evaluations, etc.  Aldrich asked if she had the right to make that decision and Houlne said she did.  Brissette disagreed.  Frisa said the board approved an increase for two staff members who would be re-evaluated by the board once a new director was hired.  If the board hasn’t re-evaluated yet, you would keep them at the same pay rate.  Mitchell-Love said that was not what the board’s intent was.  Brissette left the meeting at 8:00 p.m.  Blackwood moved that the board endorses staff wages reverting back to their wages  prior to filling in for the library director position.  Houlne said that now she is back she is to do that; it isn’t the board’s job; it’s her job.  She added that the board does look at annual rates of pay when budgeting for the new fiscal year.  Mitchell-Love said money is our job; you absolutely are wrong.  You are supposed to hire and fire and review them; but we have the fiduciary responsibility.  Massucco said in general he agrees with what she is saying and he doesn’t have it in front of him but; there was a specific motion which you don’t have the authority to override.  Blackwood restated the motion that this board agrees with reducing the wages of all library staff who worked during the library director’s past to revert to their previous hourly wage now that we have a library director who is fully functioning.  The motion was seconded by Frisa and the motion carried.  There was one abstention.  Question 13 asked for a copy of the policy regarding petty cash.  Gould said he thought that was covered above.

Recording Equipment:  Aldrich has requested $125.00 for the software, earphones and a foot pedal in order to transcribe library minutes at home.  She didn’t ask for the digital recorder because it is quite expensive and she can use the town’s recorder for now.  Discussion followed.  Mitchell-Love moved to spend up to $125.00 for the software, earphones and foot pedal to transcribe minutes; seconded by Frisa.  The motion carried.

Review Tasks:  Personnel Committee – Review comparison sheet
Policy Committee – Follow-up on By-Laws & Trustees Policy
Finance Committee – Follow-up on signatory cards and which Fed. I.D. is being                           used with which account
Buildings & Grounds
Library Sign
Follow-up on HVAC/Kersula sound barrier

Next Meeting:  September 9th at 6:15 p.m.

Review & Approve Warrants:  Warrants Signed

Executive Session:  Not Necessary

Adjourn:  Mitchell-Love moved to adjourn at 8:10 p.m., seconded by Fischer.  The motion carried.

 

Submitted____________________________________August 14, 2014
Doreen Aldrich

 

Policy Committee Meeting Agenda: Tuesday, July 29, 2014

 

Library Board Policy Committee Meeting Tuesday, July 29, 2014 6:15pm
Location: Top Floor Meeting Room
AGENDA

1. Call to order

2. Additions or changes to agenda

3. Public comment (3 minutes per person)

4. Working group formulation of Proposed Changes to Library By-Laws

5. Other Business (if necessary)

6. Review Task List

7. Adjourn

The Library meeting room is accessible by the elevator at the entrance to the left of the main stairs.

 

Policy Committee Meeting Minutes: July 29, 2014

 

POLICY COMMITTEE MEETING
JULY 29, 2014
Present:  Doreen Aldrich, Carol Blackwood, Carolyn Frisa and L. Raymond Massucco, Trustees; Celina Houlne, Library Director

Others:  Chris Garofolo, Eagle Times; Arnold Clift and David DeRusha

Call to Order:  Chairperson Blackwood called the meeting to order at 6:15 p.m. and explained that this would be a working meeting.

Additions or Changes to Agenda:  None

Public Comment (3 minutes per person):  Clift thanked Blackwood for her work and said he would explain, if necessary, his proposed changes in the by-laws.  DeRusha said Roberts Rules has some broad guidelines and should be incorporated in the By-Laws.  Clift agreed saying it needs to clearly state how business will be conducted.  Houlne also agreed and added that her suggestion would be to include Roberts Rules of Order.

Working Group Formulation of Proposed Changes to Library By-Laws:
Blackwood explained about the color coding in her handout.  The black type is the current working draft.  The red type shows proposed changes suggested by Frisa.  The blue type indicates proposed changes suggested by Clift and the purple type shows suggested changes by David Gould.

Blackwood asked about trustees taking an oath.  Massucco said it is not mandatory; but thought it would be a good thing to do.  The others present agreed.  It was suggested by Frisa to use captions or subject matter with the Article numbers.

The Personnel Committee proceeded to review all the Articles in the current By-Laws, making suggested changes.  Blackwood will email the draft to the committee members for review and comments.

Other Business (If Necessary):  None

Review Task List:  No Task List

Adjourn:  At 8:54 p.m., Frisa moved to adjourn the Policy Committee Meeting, seconded by Massucco.  The motion carried.

 

Respectfully submitted, ___________________________July 30, 2014
Doreen Aldrich

 

Personnel Committee Meeting Agenda: Monday, July 21, 2014

 

Library Board Personnel Committee Meeting
Monday, July 21, 2014 10:00 AM
Location: Top Floor Meeting Room

Agenda

Click here to download a .pdf of this agenda

Call to Order

Additions to the Agenda

Public Comment (3 minutes per person)

Approval of Minutes for June 3 meeting

Discuss difference between Town Personnel Policy Handbook and RFPL Personnel Policy Handbook

Recommendations for change to the Town and the Library Personnel Policy Handbooks

Other Business

Adjournment

The Library meeting room is accessible by the elevator at the entrance to the left of the main stairs.

 

Personnel Committee Meeting Minutes: July 21, 2014

Rockingham Free Public Library
Personnel Committee
Meeting Draft Minutes
July 21, 2014, 10:00AM RFPL Meeting Room
Recessed until July 23, 2014 at 8:30AM RFPL Meeting Room

Click here to download a .pdf of these draft minutes.

Personnel Committee Meeting Minutes
July 21, 2014, 10:00AM RFPL Meeting Room
Recessed until July 23, 2014 at 8:30AM RFPL Meeting Room

Committee Members in Attendance: David Gould, Doreen Aldrich, Carolyn Frisa, and Pat Fowler.
Library Personnel: Célina Houlné (Library Director)
Invited Guests: Chip Stearns (Rockingham Town Manager) and Kerry Bennett (Rockingham Executive Assistant).
Members of the Public: None.

Chairman Gould called the meeting to order at 10:04am with three committee members present. Fowler joined the meeting at 10:10am.

No additions or changes to the agenda were proposed.

No public comment was made.

Minutes of June 3, 2014 Personnel Committee – Aldrich asked that “motioned” be changed to “moved” under adjournment. Aldrich moved the minutes be approved as amended, seconded by Frisa and carried unanimously.

Differences between the current Town Personnel Rules (adopted August 31, 2004 including amendments approved through January 31, 2012) and the RFPL Personnel Policy and Procedures Manual (adopted June 19, 2008 including amendments approved through September 12, 2008) were discussed. Bennett and Stearns reviewed these differences with the committee members in detail. The following items were identified as discrepancies:

Holidays (Item 19, p. 10 of RFPL Policy)
RFPL full-time employees receive one more day (Columbus Day) than Town employees.

Vacation for full-time employees (Item 21A.2, p. 11 of RFPL Policy)
RFPL Policy                                                                            Town Policy
1-5 years      12 days                                                            1-48 months         12 days
6-10 years    17 days                                                           49-108 months    17 days
11+  years     22 days                                                           108+ months        22 days

Vacation for part-time employees (Item 21A.4, p. 11 of RFPL Policy)
RFPL employees do not have a minimum for weekly hours worked to accrue pro-rated vacation time. Town employees must work at least 20 hours per week to accrue pro-rated vacation time. Part-time staffing needs greatly vary between the two organizations.


Additional benefits for part-time employees
RFPL part-time employees do not receive pro-rated holiday or sick leave time. Town part-time employees receive pro-rated holiday and sick leave time in addition to pro-rated vacation time.

Retirement Benefit (Item 22.B,2, p. 14 of RFPL Policy)
RFPL full-time employees are required to join the plan after one year of full-time service. All new Town employees are automatically enrolled in the plan on the first day of the month following employment.

Group disability insurance (Item 22.E.2, p. 15 of RFPL Policy)
RFPL policy does not include any employment termination date. Town policy terminates employment once long-term disability commences after 89 days of short-term disability program coverage.

Group hospital and major medical insurance (Item 22.F, p. 15 of RFPL Policy)
RFPL policy does not indicate amount of employer’s contribution towards highest premium. Town policy states “the municipal contribution amount (80% of the highest cost plan premium) may be applied toward any of the plans”.

RFPL policy does not specify amount of cash incentive an employee will receive if hospital and major medical coverage is not provided by the employer. Town policy states the employee “will receive a pro-rated cash payment in the amount of 35% of employer premium cost for unused coverage”.

Employee assistance program (Item 22.I.2, p. 16 of RFPL Policy)
RFPL policy states “RAM provides counseling and assistance”. Town policy refers to EAP (Employee Assistance Program). “RAM” is an outdated acronym.

 

Bennett also recommended that the policies following Item 24 in the RFPL Personnel Policy  (p. 17 – 25) be listed as separate appendices to enable changes be made more efficiently since they are technically separate policies. This would also make the RFPL policy more consistent with Town policy format. These include:

  • Safety Policy
  • Sexual Harassment Policy
  • Drug-free Workplace Policy
  • Smoking / Tobacco Policy
  • Harassment Policy

Further discussion of differences in personnel policy matters included:

  • RFPL’s need for a personnel policy that is separate from the Town policy since library employees are not Town employees.

 

  • Difference in options for employees to use comp time vs. overtime. Town allows for comp time instead of overtime at a rate of time and a half; union employees can accrue up to 80 hours and non-union employees can accrue up to 40 hours. Item 6 on p. 17 of Town Policy states: “With the approval of the municipal manager, compensation may be offered in lieu of earned vacation time. This policy shall be implemented only under special circumstances arising from the needs of the employee or municipality.” Stearns stated if RFPL decides to allow compensation time for their employees, RFPL needs their own forms for application and approval of comp time.

 

  • Need for consistent and appropriate storage location and retention procedures for Library personnel records. Pros and cons of having this be the responsibility of the Town vs. RFPL were discussed.
  • Pros and cons of having RFPL employees as non-Town employees vs. Town employees from a human resource management perspective.

 

At 11:35am, Aldrich moved the meeting be recessed until Wednesday, July 23, 2014 at 8:30am in the Library Meeting Room; seconded by Frisa and the motion unanimously carried.

Chairman Gould called the meeting back to order at 8:40am on Wednesday, July 23, 2014 with all committee members present.

Recommendations for proposed changes to the RFPL Personnel Policy and Procedures Manual were discussed, with a focus on the differences between the Town and RFPL Policies identified at the beginning of the meeting. The Committee identified several areas where additional information was needed  – how do other comparable libraries in the region set their holiday calendars and define inclement weather closure policies? The need for more information on the legality of offering comp time was also identified. Library Director Houlné will provide committee members with this information. The Committee discussed the potential benefits of changing the leave policy for dental and medical appointments. Under current RFPL policy, all employees may be granted up to two hours leave [per appointment] to attend personal appointments with a medical or dental doctor or paraprofessional. Such absences are not charged against the personal leave category [sick or vacation], but will be subject to approval of the director. The Committee reviewed the pros and cons of changing policy so all employees would be required to charge these appointments against the personal leave category, which would incorporate the addition of 2 personal days [pro-rated for part-time staff] to help offset the loss of the previous health care appointment benefit. Storage location and procedures for retaining RFPL Personnel Records were also discussed.

The Committee will review all proposed changes to the RFPL Personnel Policy and Procedures Manual in detail before presenting them to the full Library Board of Trustees for discussion.

Frisa moved to adjourn at 9:50am, seconded by Aldrich, and the motion carried unanimously.

Draft minutes respectfully submitted on July 24, 2014 by Secretary Frisa.

Board of Trustees Meeting Agenda: Tuesday, July 8, 2014

Rockingham Free Public Library
Library Board Agenda
Tuesday, July 8, 2014 6:15 PM
Meeting Room

Click here to download a .pdf of this agenda.

Call to Order

Additions or changes to Agenda

Approval of June 10, 2014 Minutes

Welcome New Trustee Karin Fischer

Public Comments (3 minutes apiece)

Director’s Report
— Financial Reports

Committee Reports
— Personnel Committee
Approval of Library Director’s Job Description

–Finance Committee

— Policy Committee
By-laws Up Date
— Buildings and Grounds Committee
Landscaping
Sign

— Historical Collection Committee

Old Business
— Meeting Dates and Times

New Business

Executive Session (If Needed)

Other

Next Meeting

Adjournment

Board of Trustees Meeting Minutes: July 8, 2014

ROCKINGHAM FREE PUBLIC LIBRARY MEETING
OF THE BOARD OF TRUSTEES
JULY 8, 2014
MINUTES


Click here to download a .pdf of these minutes.


Present: Doreen Aldrich, Carol Blackwood, Karin Fischer, Patricia Fowler, Carolyn Frisa, David Gould, Trustees; Library Staff, Samantha Maskell and Mary VanHartesveldt
Absent: Hope Brissette, L. Raymond Massucco & Jan Mitchell-Love;
Others: David DeRusha

Call to Order: Chairman Gould brought the meeting to order at 6:17 p.m. He thanked Friends of the Library for the new clock in the meeting room.

Additions or Changes to Agenda: None

Approval of June 10, 2014 Minutes: Frisa pointed out that the minutes referred to the Directors’ Report being attached; but it wasn’t attached to the minutes sent to the trustees. It was noted that it is on the web site and Maskell said she will resend it to the trustees. Under Committee Reports-Finance Committee, the last sentence reads, “Mitchell-Love asked who the town treasurer is and Gould responded, Doreen”. Frisa pointed out that it should say “Doreen Aldrich”. Under Historical Collection Committee: No report. She asked committee members, should say Frisa asked committee members, etc. On page 3 under New Business, Frisa asked to add “Village Trustee Meetings” on the last line so as not to confuse it with Library Trustee Meetings. Fowler then moved to adopt the Minutes of June 10th as corrected; seconded by Frisa. The motion carried with one abstention.

Welcome New Trustee: Gould welcomed Karin Fischer, the newest board member and thanked her. Gould also welcomed Houlne back as Library Director.

Public Comments: VanHartesveldt explained to Fischer that if she had questions about the warrants, bookkeeping, etc. she was available to help.

Director’s Report: Houlne said that Gould had asked her to include the library stats in her reports. She had Maskell explain about the summer programs. Maskell advised that the summer reading program has started. It is in the second week and they have had a great turnout. The lunch program just started. Included in the youth programs are the school district wide visits and that is over 600. Houlne added because the classes actually run through the library. Maskell added that it is turning out to be a great summer.

Houlne advised the “No Smoking” signs are on their way. Regarding the sign out front, they may find out that it is too expensive to replace right away; but it doesn’t mean they are not planning to replace it. There may be money at the end of the year to get it redone. Houlne also reported that the HVAC is loud. When the building renovation was planned; they talked about putting up a sound barrier; but decided to wait before expending the money for a small wall. Houlne will get in touch with ARC Mechanical and find out what they do with their other sites.

Fowler interjected that the neighbors have been waiting for six months and are very upset because they are opening their windows now and hearing that noise. Houlne said she has talked with the Kersula’s and they understand. Fowler added that we need to act on this now and not wait until the end of the summer. It is not fair to those people. Houlne suggested calling a special trustee meeting once she has a figure.

Houlne reported that the flat roof at the rear of the building has been leaking for a while. The membrane is wearing out. She will get some estimates for repair. Maskell asked if Houlne would ask about having the roof looked at on the Temple Street side of the building where the snow slides off onto the sidewalk and ice builds up. Houlne said she would. Houlne reported that there are bike racks for the library; they are currently behind the village garage and she will get on them to get them installed.

Regarding the new Library Fund report from the town, when Chip started it, he didn’t separate out the operations costs from capital costs so Mary VanHartesveldt wrote on the report, the actual figures without the renovation. The second page shows the revenues without the renovation monies. The floor scrubber that was approved in April is on back order so we won’t get it for a few weeks. Houlne asked for a new motion to approve the purchase in this fiscal year. Gould said if we are waiting for invoices through July to be added to FY 14, why are we concerned about having a new motion about the floor scrubber. Frisa’s concern was that it could be turned around; that it was approved in April, 2014 but paid after the fiscal year ended.

Houlne asked if the board would like to participate in the staff evaluations of Sam and Emily. Blackwood said considering they were filling the function of our director and our plan is for the board to evaluate the library director, then it makes sense for the board to have input from the time they were acting library directors. Houlne asked if the board would like her to email the forms or would the directors like to stop by. Gould asked Houlne to email them. Houlne advised that she will advertise for the part-time position of programming, interview in August and, hopefulluy, have someone on board in September.

Maskell advised that Wednesday (7/9) she will be holding a national webinar. This is the first national webinar for her.

Houlne advised that Zervas has been working on a grant for folding tables and chairs.

Houlne reported that the state librarian testified about the importance of open internet at a Senate hearing and had a handout for the trustees. There will be a webinar per the state librarian about the open meeting law for library trustees. Frisa said it will be on Monday, July 21st from 6:00-7:00 p.m. Gould asked Houlne to send an email reminding the trustees of this. Houlne passed out updated information about the open meeting law for everyone’s Handbook.

VanHartesveldt reported on finances. The budget is looking good. Gould thanked VanHartesveldt and the staff for the diligence dealing with this budget year.

Committee Reports:
Personnel Committee – Approve Library Director’s Job Description

Houlne had a question on page 2, Financial Operations, third bullet, second line, “seeking approval from the Board of Trustees for any adjustment to the library budget above $1,000.”

She explained that we have a budget; but then there are line items where we have estimated what the cost is going to be; however, the electric bill may be higher. She asked is this current line items or is it total budget. Fowler replied that she thinks line items. After a lengthy discussion, Gould told Houlne if after three or four months, you feel handcuffed, we will revisit this.

Frisa had a question under Personnel Management, the third bullet; “Ensure correct wages are paid to staff.” Frisa suggested adding “wages and benefits” are paid to staff. Frisa noted on the last page, under Educational Requirements, there should be a period after “capacity”. Frisa moved that the board approve the Library Director Job Description as amended and printed. Blackwood seconded the motion. The motion carried unanimously. Houlne asked who would make the changes. Frisa said she would.

VanHartesveldt asked about multi-year contracts and who should sign them. Blackwood moved to authorize Houlne to sign for a new elevator contract, a multi-year contract, with the appropriate company; seconded by Frisa. The motion carried unanimously.

Finance Committee: Fowler had no report as they can’t agree on a time to meet. The committee thought early Saturday mornings before recycling opens would be a good time; but Massucco is adamant about not meeting on Saturdays. Blackwood asked about Skype scipe. Fowler said she would ask Massducco; but he is on vacation in Maine right now.

Policy Committee: – By-laws Update – Blackwood said she would like to meet on July 29th here at the library at 6:15 p.m. Aldrich advised that she is available. The committee consists of Blackwood, Aldrich, Frisa and Massucco. VanHartesveldt added that if By-laws have been worked on, Karin Fischer does not have any of that in her handbook.

Buildings and Grounds Committee: Landscaping –Sign — Frisa explained before the Grand Opening celebration, someone printed the library logo on paper to cover the lockbox. It looked good; but now is looking awful. She suggested printing it again, getting it laminated and put up again.

Historical Collection Committee: No Report

Old Business: Gould reminded board members that at the last meeting, one of the members brought up the question that the second Tuesday of the month conflicts with the Village Trustee Meetings and asked if we would consider changing the meeting date. Maskell put together a survey and sent it out and not all the trustees responded. It looks like with the exception of Massucco Thursday evening might be good. After discussion, Gould ruled that we stay with our Tuesday meetings at 6:15 p.m. and Blackwood agreed. If there is something critical going on in the town/village, we could move our meeting on a case by case basis.

Floor Scrubber: Frisa moved that the trustees approve the $4,000 that was approved in April for the floor scrubber be moved into FY15. Blackwood seconded the motion and the motion carried.

New Business: None

Executive Session: None needed.

Other: Houlne said at previous meetings, any homework to be done before the next meeting or anything that had been committed to during the current meeting was the time to think of what would be put on the next agenda.

Next Meeting: August 12th at 6:15 p.m. Houlne will be at a family wedding in D.C. Fowler said she is having surgery on the 4th and does not know if she will make that meeting.

Adjournment: Frisa moved to adjourn at 7:40 p.m., seconded by Fowler. The motion carried.

Respectfully submitted________________________________July 11, 2014 Doreen Aldrich

Director’s Report
July 8, 2014
Célina Houlné

June Programs and Statistics * Summer Reading Program kicked off on June 23rd with the Stuffed Animal Sleepover and a fantastic science/magic presentation by Exordium. Lots of families, kids and teens have signed up and are keeping track of their reading for weekly incentives. See handout for full description of Summer Reading Program and activities, or visit the Library’s website: http://rockinghamlibrary.org/srp.html
* Lunch program at the Library runs from July 7-Aug 15. Lunches are available for free to any youth up to the age of 18. Adults may purchase a lunch for $3.60. There is no registration, but sign-ups are encouraged. A Library activity will follow the lunch program from 12-1.
Adult One Time Programs: 3 events, attendance of 77
Adult Ongoing Programs: 7 events, attendance of 33
Youth Programs: 8 events, attendance of 547
Meeting Room and Program Room usage: 20 events
Adults Computer Use: 703 library computer, 536 laptop
Youth Computer Use: 185 library computer
New Library Cards issued: 44
New titles added to collection: 353
Items checked out: 3,577

Building and Grounds
* No Smoking Signs – Emily and Sam met with Greater Falls Connection to order no-smoking signs from the state for the front of the Library and the bench. We are still awaiting their arrival and will be working with the Highway Dept to get them mounted.

* Landscaping – I’m seeking another bid from a company often used by the town.

* Sign – I’m seeking another bid from the maker of the Ludlow Library sign.

* HVAC Units – I spoke with Ellen Howard to explain we’re looking at alternatives for reducing the noise of the HVAC units at the rear of the building. We’ll need to bring the plan to her for review by the zoning board. I’ve called ARC Mechanical who installed the units, to ask for possible solutions, and I’ve contacted our neighbor out back to assure him we’re looking for a solution.

* Water leaks – Flat roof membrane needs repair along the juncture of the new addition. I’ve called the roofing company which installed it, for both the repair and to inspect the rest of the roof. Weather-stripping will be installed on the bottom of the door that accesses the roof.

* Bike racks – Several bike racks were procured through a town-level grant a few years ago and there are some still available to use at the Library.

Budget
* June 30, 2014 is the end of fiscal year 2014. Back-postings will be made this month and then the auditors will review the final figures in August.

* Aside from the overage of the renovation capital expense, operational expenses should come in under budget, as it did in the last Fiscal Year 2013, due to savings in various areas such as personnel and maintenance and repair lines.

* The floor scrubber was back-ordered from the warehouse and will arrive in August. As it was not paid for during FY14, it will be charged to the FY15 budget. The Board will need to vote to approve this expenditure for this fiscal year.

Other
* A staff workshop was held on June 16, the day I returned to work and it was led by Michael Roche, a Librarian from the Department of Libraries. We reviewed the process of the transition and since then I’ve begun to meet individually with staff members to review past activities and to discuss future goals.

* Staff evaluations are now underway, with input from Emily and Sam as they supervised the staff for much of the year. For Sam and Emily, I suggest that board members fill out an evaluation form for each of them, to cover the time they performed directorial duties, which I will then incorporate into their evaluations.

* I will be advertising for the part-time librarian position left open after Ed Graves departed last year. Hiring will likely happen in early September.

* Sam co-taught along with Mara Segal from the Vermont State Department of Libraries, a national webinar on Makerspaces in small and rural libraries for OCLC.

* Emily submitted a grant to the Thomas Thompson Trust for $13,000 towards wooden tables and chairs for the main floor. We should know the outcome by August.

* The Department of Libraries June newsletter has information about the recent changes made to the State’s Open Meeting Law: http://libraries.vermont.gov/node/415. It includes a link to Act No. 143: http://www.leg.state.vt.us/docs/2014/Acts/ACT143.pdf State Librarian Martha Reid testified about the importance of open internet at a US Senate Committee field hearing. Led by Senator Patrick Leahy (D-Vt.) in support of network neutrality, the hearing “Preserving an Open Internet: Rules to Promote Competition and Protect Main Street Consumers” took place in Burlington, VT. More information is available on the Department of Library’s website: http://libraries.vermont.gov/node/417

More information and trainings will be provided by the Dept. of Libraries later this summer.

Board of Trustees Meeting Agenda: June 10, 2014

Rockingham Free Public Library
Regular Monthly Meeting Agenda
June 10, 2014
6:15 PM RFPL Meeting Room

Click here to download a .pdf of this agenda.

Call to Order

Public Comments 3 minute limit for each speaker

Approval of Minutes of May 13, 2014

Directors’ Report
Financial Reports

Committee Reports

Finance Committee

Buildings and Grounds Committee
Landscaping
New Sign

Historical Collection Committee

Policy Committee

Personnel Committee
Approval of Library Director’s Job Description
Executive Session to discuss the contract with Celina Houlne

Old business

Trustee Replacement

New Business

Other

Adjournment

Board of Trustees Meeting Minutes: June 10, 2014

ROCKINGHAM FREE PUBLIC LIBRARY MEETING
OF THE BOARD OF TRUSTEES
JUNE 10, 2014
MINUTES

Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Hope Brissette, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco, Jan Mitchell-Love, Trustees; Chris Garofolo, Eagle Times; Dominic Poli, Brattleboro Reformer; Allison Teague, The Commons and Jake Stradling, FACT 8, Press; Steven Ankuda and Richard Bowen, Attorneys; Emily Zervas, Samantha Maskell and Mary VanHartesveldt, Library Others: Karen Fischer, Steve Geller, Celina Houlne

Call to Order: The chairman brought the meeting to order at 6:20 p.m. He asked if it would be ok to change the order of the items on the agenda as members of the press were present and anxious to get to another venue.

Public Comments: None

Approval of Minutes of May 13, 2014: Frisa moved to approve the minutes of May 13th as printed; seconded by Fowler. Six were in favor and two abstentions as they were not present at that meeting. The motion carried.

Old Business:
Trustee Replacement: The Chair announced that we have a person who has volunteered to serve as a new trustee, Karen Fischer, and he introduced her. He added that he has known her for six or seven years and has enjoyed his association with her very much. He read her bio. Fischer added that she has been particularly interested in connecting with Frisa who she hadn’t met yet. A couple of years ago she spent time at the Williamstown Regional Conservation Laboratory, it was only a month long internship; but she is very interested in conservation work on paper so if there are any projects involving the historical collection, that is something she’d be happy being involved in. Frisa advised that they have a lot of work to do. Carol Blackwood moved to nominate Ms. Fischer to be a replacement trustee to serve out the remainder of Paige Pietrzak’s term until the next election and to notify the select board. Frisa seconded the motion and the motion passed with six in favor and two abstentions.

Directors’ Report: The report is attached and made a part of these minutes. One item not on the list; Mary VanHartesveldt reached her upper limit of approved vacation and hasn’t been able to take any time because of the hectic year. She has been shorted 11.93 hours of vacation time in the past two months. Zervas asked the board to consider asking town hall to restore that amount to her account. We hope she will be able to take vacation time soon. Frisa moved that 11.93 hours of vacation time be restored to Mary VanHartesveldt’s account; seconded by Mitchell-Love. The motion carried unanimously. Another announcement from the staff is that they will be closing the library on Monday, June 16th for a workshop with Michael Roche and will reopen the library at 1:00 p.m.

Financial Reports: VanHartesveldt presented printouts and advised there aren’t a lot of changes since last month. They’re still looking at having a positive balance at the end of the year. Mitchell-Love asked why some items are higher. On Page 2, Salaries Full-Time/Part-Time. VanHartesveldt explained that the full-time salaries are higher because the two full-time people who have been paid more have been working extra hours. Part-time are actually lower. Mitchell-Love asked about Page 3, Electricity – why is that higher than it was projected to be? VanHartesveldt asked if she was comparing it to the projection last month and Jan said yes. Mary said she thinks she dropped it last month because the last bill came in lower than expected. Jan then asked about the property and liability; is it higher because we’re still facing the situation with the town? VanHartesveldt responded “Yes”. Massucco asked VanHartesveldt how long after the fiscal year closes does she expect to have final figures for FY 2014. VanHartesveldt explained that they get the initial figures right away and then there are several other postings that happen, i.e. accounts payable that they don’t have invoices for, etc. They usually get two statements; but they are not final. They wait for the auditors which, typically, is October-November before they have real figures.

Personnel Committee:
Approval of Library Director’s Job Description: Not all trustees had a copy so this item put off until the next regular scheduled meeting. Executive Session To Discuss The Contract With Celina Houlne: Attorney Ankuda was not present so Mitchell-Love and Brissette proposed moving to Committee Reports.

Committee Reports:
Finance Committee: Fowler advised that she went to the bank in Springfield today and has a check for $5,606.00 which is from the Windham Foundation, the Whitcomb donation for computer material. Gould said it is his understanding that the library is now operating under the same federal I.D. number as the town; therefore, our town treasurer should be a signer on all of our accounts and the town needs to have a list of the various accounts and the town treasurer is to get statements. Mitchell-Love asked who the town treasurer is and Gould responded, Doreen.

Mr. Ankuda arrived and Fowler moved that we go into executive session to discuss the contract for the library director position and invite Atty. Ankuda in; seconded by Frisa. There was one abstention and the motion carried.

The regular meeting resumed at 7:27 p.m. Fowler moved to accept the contract with Celina Houlne as printed and Frisa seconded. The motion carried with six in favor, two opposed and the contract was approved. Ankuda recommended that the board authorize Gould to sign on behalf of the board. Massucco moved to authorize David Gould, Chair, to sign the contract on behalf of the board, seconded by Frisa. The motion carried.

Buildings and Grounds Committee:
Mitchell-Love asked if there is a list of who is on what committees and Gould said there is. She said she did not get that. Brissette asked for a list of trustees, their contact information and the committees they are on. Gould will get that out to all the trustees. Landscaping: The chair advised that Emily addressed the “Landscaping”; that she is working on that, west of the building. We did determine that the trees that are planted there now were purchased out of renovation money at $65.00 each and the neighbors next door purchased one to help offset the cost. Theoretically, we own the trees; but they have to be moved so we could probably sell those trees to interested parties and give them a break if they come in and move them. Brissette asked who met to talk about the trees. Gould responded that Emily and he met. Fowler asked who the building committee is. Gould responded, “Hope and myself”. Fowler added that Hope is wondering why no one consulted her. Gould said it is his fault and he will get it corrected.

New Sign: Gould advised that they are still concerned about the sign; but there is no immediate rush on that and it is possible that Frank Hawkins might be able to come up with something at a more reasonable cost that thought. This is ongoing.

Historical Collection Committee: No report. She asked committee members to stay after the meeting to schedule a meeting time.

Policy Committee: Blackwood said there have been multiple efforts to look at by-laws and it is time we make it happen. She looked at the previous efforts and how the by-laws currently exist and did a draft proposal which was sent out to the board for comments. It is her hope those comments will come back to the committee to come up with a finalized draft. One or two errors have already been pointed out to her so changes to this draft have to be made. She will be in touch with the committee to set up a time to go over and, hopefully, at the next meeting, we can present draft by-laws that will be acceptable to the board. Frisa asked if she wants comments sent directly to her and Blackwood said that would be good and she would send out to the rest of the committee. Mitchell-Love asked who is on the committee. Blackwood said herself, Aldrich, Massucco and Frisa. Mitchell-Love asked if they had input on this. Blackwood said that is why she put “Draft”. Mitchell-Love asked, “Your committee didn’t have any input”? Blackwood responded that the committee had input with the previous things; but that particular drafting was done by herself. That is why it is a draft. Brissette asked if soliciting information from trustees is breaking the open meeting law. Frisa said no; one trustee can email another on a document. Massucco said it is just one trustee sending to another. Mitchell-Love said if all the trustees send their comments and something needs doing —- it needs to be done in public. Fowler said we should all be copying the depository every time that we send an email out. Frisa said in order to write a document efficiently, one person writes a draft, sends it out and the individuals send comments back. That person compiles the comments and has a meeting.

New Business: Brissette asked if we could change the Tuesday meetings. She’d like to attend the Trustee Meetings. Maskell will work with Gould on a doodle poll.

The next meeting will be July 8, 2014 at 6:15 p.m.

Aldrich moved to adjourn at 7:45; seconded by Frisa. The motion carried.
Respectfully submitted__________________________June 13, 2014 Doreen Aldrich

Director’s Report June 10, 2014

Building:
• Floor Machine Update: After trying two different models, the library chose to purchase a $1,600 Viper floor machine through Keene Industrial Paper. It will be delivered in the next two weeks.
• Emily is working with different plant providers, installers, and the highway department to see if we can come up with a cost-effective plan to implement Julie Messervy’s landscaping design.
• No Smoking signs for both from entrances and the bench in front of the Library are being provided by Great Falls Connections (Formerly Greater Falls Prevention Coalition).
• ARC Mechanical visited the library to respond to some vents not working and errors showing up on the control panel. They showed Emily how to clean the various re-usable filters throughout the building and said this should be done 3 times per year. They also encouraged us to have our annual maintenance done soon. Emily is looking into different vendors for the annual maintenance contract for the HVAC system.

Programs and Services
• Summer Reading Program – Lots of elementary and middle school classes visited the Library over the last few weeks to hear about the summer reading program. Sign-ups have already started and kids are filling out their reading logs. The programs will be starting on June 23, which is about a week after schools get out for the summer.
• Little Lit: Math and Science – Sam provided two different Early Literacy – one for Math and Science Early Literacy for Parents and another training on Early Literacy for Caregivers. These trainings are provided through a partnership between the Library and the WNESU Early Ed Center with support from a Vermont Early Literacy Initiative grant.
• The Friends of the Library Plant Sale was well attended and enjoyed by all. It raised $668.50 for The Friends.
• The Library presented Tim Brookes’, “How the Guitar Conquered America”, to a small, but very enthusiastic crowd; this was a Vermont Humanities Council program.
• Wes Nies presented a genealogy program titled “Finding Your Royal Ancestors” on May 14th to the Geanology Work Group plus a few additional participants.
• Elayne Clift presented a wonderful program on doulas and the history of birth assistance on May 22nd.
• RFPL Reads, the adult book group, gathered on May 29th to discuss the various Hetty Green biographies that have been written over the years. The group also enjoyed looking at some of Hetty’s possessions and photographs of Hetty from the Library’s historical collections. The book group’s next choice is Proof of Heaven by Eben Alexander. The group will meet on July 11th.

Other
• Librarians finished up putting in their final materials orders and we are getting ready to close out the fiscal year.
• Emily presented on Reference Service Using New Technologies at the Vermont Library Conference on May 20th.
• New library cards featuring our wonderful new logo have been ordered and will be available in a few weeks.

Personnel Committee Meeting Minutes: June 3, 2014

 

Rockingham Free Public Library
Personnel Committee Meeting
Minutes June 3, 2014
6:00 PM RFPL Meeting Room


Click here to download a .pdf of these minutes.

Committee Members in Attendance: David Gould, Pat Fowler, Doreen Aldrich, and Carolyn Frisa. Invited Guests: Steve Ankuda, Celina Houlné, and Richard Bowen. Members of the Public: Steve Geller.

Chairman Gould called the meeting to order at 6:04pm. He explained the outline for this meeting -­- Enter executive session with Ankuda to review the most recent draft of the Library Director contract and discuss previous response from Houlné and Bowen; invite Houlné and Bowen to briefly address the committee; and ask Houlné and Bowen to leave Executive Session so the Committee can continue discussion with Ankuda with the hope a final draft of the contract will be generated for presentation to the full Board of Trustees for review on June 10, 2014 at the Regular Monthly Meeting.

Public comment was made by Steve Geller (limited to 3 minutes) in which he shared his thoughts on the process for developing a mutually beneficial and successful contract between the RFPL Trustees and the Library Director.

Fowler moved to enter Executive Session with Ankuda for the purpose of discussing the Library Director’s contract for Celina. The motion was seconded by Aldrich and carried unanimously. Executive Session entered at 6:09pm. Houlné and Bowen were invited into Executive Session at 7:01pm and left Executive Session at 7:45pm. The Committee came out of Executive Session at 7:55pm.

Fowler moved that the Committee ask Ankuda to make the revisions to the Library Director’s contract as discussed and generate a final draft to be presented to the full Board of Trustees for review at their regular monthly meeting on June 10, 2014. The motion was seconded by Aldrich and carried unanimously.

Frisa motioned moved to adjourn at 8:00pm, seconded by Aldrich, and carried unanimously.

Draft minutes respectfully submitted on June 8, 2014 by Secretary Frisa.

 

Board of Trustees Meeting Agenda: May 13, 2014

Regularly Scheduled Meeting of the Board of Trustees
May 13, 2014
6:15 PM
RFPL Meeting Room

Click here to to download a copy of this agenda

Agenda

Call to Order

Public Comments (Limited to 3 minutes per individual)

Approval of Minutes of Previous Meetings
April 8, 2014
April 15, 2014
May 6, 2014

Directors’ Report

Finance and Budget Committee

Personnel Committee Report
Library Director’s Job Description
Library Director’s Contract

Buildings and Grounds Committee Report

Historical Collection Committee Report
Grand Re-opening Event Report

Policy Committee Report

Old Business

New Business

Other

Next Regular Meeting June 10, 2014 6:15 PM RFPL Meeting Room

Adjournment

Board of Trustees Meeting Minutes: May 13, 2014

ROCKINGHAM FREE PUBLIC LIBRARY MEETING
OF THE BOARD OF TRUSTEES
MAY 13, 2014
MINUTES

Click here to download a .pdf of these minutes

Present: Doreen Aldrich, Carol Blackwood, Patricia Fowler, Carolyn Frisa, David Gould, Trustees; Samantha Maskell, Mary VanHartesveldt, Library; Chris Garofolo, Eagle Times, Susan Smallheer, Rutland Herald, Press; Arnold Clift, David DeRusha, Celina Houlne, Donna Stevens, Others; Absent: Hope Brissette, L. Raymond Massucco and Janice Mitchell-Love

Call to Order: The chair called the meeting to order at 6:16 p. m. He asked for permission to move the agenda items around to accommodate for an executive session regarding the former Library Director.

Public Comment: Houlne thanked everybody who made the celebration of the grand re-opening so fantastic. Clift also thanked everybody involved.

Approval of Minutes 4/8/14, 4/15/14, 5/6/2014: Frisa moved to accept the minutes of 4/8/14, seconded by Blackwood. The motion carried. Frisa moved to accept the minutes of 4/15/14, seconded by Fowler. The motion carried. Fowler moved to accept the minutes of 5/6/2014, seconded by Blackwood. The motion carried.

Director’s Report: Maskell gave a rather extensive report attached hereto and made a part of these minutes. One thing not on the report is to bring in a facilitator to do a communications training workshop and team building exercises with staff to help re-design the concept of how the library is run. She contacted VLCT and the recommendation was to include Celina and the board. The fee would be $88.00/hr. plus mileage. The other is John Schottland who has worked with libraries on conflict resolution and communication training and the last is the Vermont Department of Libraries, Michael Roache. He specializes in communication and team building. and will only work with staff. They would like to bring Michael here in early June and he is free. They may close the library early morning for a couple of mornings and the workshop wouldn’t be a whole day. This is a proactive move to help make the transition smoother. The board endorsed this.

Finance & Budget Committee: VanHartesveldt passed out the Budget Status Report and Balance Sheet for period 10 and her Spreadsheet, focusing on her projection spreadsheet. She said we need to transfer funds to be credited to the renovation payable to the town. There is not much change; but on page 1 under the e-Rate Grant we are making a slight change in how we receive it and credit it all to our bill. Because we have a grant line, we’d rather show it here. There was discussion about the shortfall. Clift said when he looks at expenditures, the budget shows $364,270 and the projection shows $354,793. We have $14,000 plus projected in maintenance fees and another $7,000 for property and liability. That is about $21,000 and wonders where the savings are in that. VanHartesveldt replied that it was the Director’s salary not being paid. Fowler added, “And the additional services person”. Clift also asked about the line for property and liability insurance. It implies that our building is four times more valuable after our renovation as it was before. VanHartesveldt responded that the Town raised the value of the building. Clift said the property and liability starts at $7,000 and shoots up to $21,000; but what it implies is that our building is four times as valuable after the renovation as it was before and his point was that we should make sure that the library is only paying its portion of the property and liability insurance. Fowler moved that in order to cover FY 14, our purchases made from the Whitcomb Foundation, the Treasurer of the Board of Trustees is authorized to withdraw the amount of $5,606.00 from the Whitcomb Foundation donations held in a Merchants CD account in the form of a check made payable to the Town of Rockingham. Frisa seconded the motion. The motion carried unanimously.

VanHartesveldt said they have $1,000 in a TD bank account for petty cash/checking account. They use that money to buy computer items, movies for the library, etc. Sometimes when they need things, they have to wait for one purchase to clear and get a check from the town before they can make another purchase. She asked if the board would expand that to $2,000. Maskell said it would help move things a lot faster. Blackwood moved to expand the amount of the petty cash allocation to $2,000, seconded by Frisa. The motion carried.

Buildings and Grounds Committee Report: Gould reported that he has talked with the neighbors and they seem pleased that the lighting problem was somewhat taken care of; more pleased that something was happening. They also raised the issue of a possible fence and Emily is working through the landscape bids; but has not heard back yet. Frank Hawkins has given us a bid for a wood sign out front somewhere in the neighborhood of $4,000-$5,000. Gould stopped by KG Signs in N. Walpole and they gave a ballpark figure of between $1,000-$1,200 for a 4×8 sign that would be aluminum framed and vinyl with printing on both sides. Those in attendance didn’t seem in favor and Gould reminded them that library standard says we have to have a sign out front. Frisa suggested we ask Hawkins to revise his proposal. Aesthetically, you are going to get two very different products and that is something to think about. Houlne said she’d like to be involved in this when she returns in a couple of weeks.

Historical Collection Committee Report – Grand Re-Opening Event Report: Frisa thanked everyone who helped make the library’s grand re-opening a big success. Thanks to those businesses that donated food, the wonderful musicians, the speaker, etc. Thanks to the volunteers who helped set up, decorate and clean up afterwards. There will be a letter to the editor thanking people for their donations and service and they will send out note cards as well. Their next regular meeting will be June 3rd. She thanked Arnold Clift for all the 50-50 raffles he worked on.

Fowler said she asked Chip Stearns and Tom MacPhee about the smoking issue in front of the library on Saturday. There is an ordinance in town that there is no smoking on town owned property so she can contact the person about “Smoke Free Zone” signs or someone else can.

Personnel Committee Report – Library Director’s Job Description: Gould advised that there have been minor corrections. Blackwood said she has corrections; we need to improve some of the grammar as this is going to be a professional document. Gould was ready to move for adoption; but will put it off until Blackwood submits her corrections. Clift asked if a committee had been chosen to write the job description. Frisa responded that the board worked very closely with Zervas and Maskell to create the document. Frisa asked for a timeframe for these corrections. Blackwood said she could do it very quickly.

David DeRusha asked if any progress has been made in getting a replacement on the board. Gould explained that Bob DeRusha was interested; but Bob said there has been a change of plans so we don’t have anyone to serve yet. Fowler asked about Marguerite Janiszyn; she had expressed an interest. Gould said he didn’t know; but if anyone is interested, he would like to talk with them and if anyone has suggestions, let him know.

Library Director’s Contract: Frisa moved to go into executive session for the purpose of discussing the Library Director’s contract where premature general public knowledge would clearly place the library at a substantial disadvantage and invite Attorney Steven Ankuda to attend. Blackwood seconded the motion and the motion carried.

At 8:15 p.m., the open meeting resumed.

Policy Committee Report: None

Old Business: None

New Business: None

Other: None

Next Regular Meeting: June 10, 2014 at 6:15 p.m. RFPL Meeting Room

Adjournment: At 8:17 p.m., Blackwood moved to adjourn; seconded by Frisa. The motion carried.

_________________________________Secretary Doreen Aldrich – 5/16/2014

Director’s Report
May 13, 2014

Building

• Sconce on the south side of the elevator tower broke when the doorstop failed on a windy day and the door swung open to hit the cast iron scones. The Highway Department repaired the doorstop and Lawrence and Lober repaired the sconce at a cost of $375.
• Pepper from the Highway department fixed the doorstop and adjusted the door closer to prevent the door from swinging open with such force.
• The floor machine decision has yet to be made through Emily and Bob have tested two different models. We are waiting price information for one of them before the decision is made.
• The lenses on the lights on the back of the library were partially darkened. Emily spoke to the neighbors to let them know. The neighbors stated that their real issue going forward was the noise created by the HVAC units. They requested that the library explore the possibility of a fence that will redirect or muffle the sound.
• Emily has been pursuing quotes for the two phases of landscaping installation.

Events and Programs
• H.P. Lovecraft’s Whisperer in the Darkness drew a diverse crowd of 30 for a talk about the 1928 science fiction story set partially in Bellows Falls.
• An IMLS Preservation Grant for Smaller Institutions application was submitted. The grant is for $6,000 to rehouse the library’s glass plate negatives and purchase storage furniture and environmental monitoring equipment for the historical collections.
• The Friend of the Library have made tote bags with the Library’s new logo. They look great and cost $12. The design work for the logo was donated by Garret McIntyre.
• The Youth Department offered a free Red Cross Babysitter Training. This program was funded by a grant from the Mclure Foundation. The class filled up very quickly, and there was a wait-list. I’m hoping we can receive grant funding to offer more of these trainings.
• The Library participated in World Book Night along with the Village Square Booksellers, Wool FM, Fact TV, and other community givers. Through this program we gave away multiple copies of “Miss Peregrine’s Home for Peculiar Children” by Ransom Riggs and “Code Name Verity” by Elizabeth Wein to light or reluctant readers. Since World Book Night Sam has heard directly from a couple of people who considered themselves non-readers, but then received and enjoyed “Miss Peregrine…” and came into the Library looking for more.
• The ongoing RFPL Reads bookgroup continues to be well-attended. This month, the group is reading different biographies of Hetty Green and discussing them on Thursday, May 29 at 7pm.
• The booksale was a success for the Friends AND the library, with the Library’s income being $ 1390.50 on Wednesday. Donations continued to trickle in for people who took books on Free Friday. Thanks to all the Friends and volunteers who did set-up, staffed the sale and did cleanup! And thanks to the highway department and recycling for managing the leftovers!
• The Library hosted the Greater Falls Connection’s Community Forum “More Dreams – Less Drugs”, which was attended by community members and community leaders to discuss current issues with substance abuse in the community and ways everyone can come together to respond to those issues. The event was filmed by Fact TV (Thanks to Joe Brissette for filming) and can be viewed online.
• The Youth Department’s Annual Magic: The Gathering Tournament was a fantastic success! We had a lively and enthusiastic crowd from ages 8 to 28. Thanks to Tony Angers again for his assistance as a judge and mediator and for running the tournament.
• The Library had a table at the recent Herrick’s Cove Wildlife Festival and again offered facepainting. This year’s table had some excellent teen volunteers who ran the table and managed to keep up with the crowd; thanks to Cyric Sherburne, Alecia Santors , Alex Dewitt, and Allegra Maskell.
• The Youth Department’s Winter/Spring 2014 session has come to an end. Programming will be starting back up again on June 23rd with the summer reading program “Fizz Boom Read” , a science-themed program. We have a lot of exciting things being planned for this summer. Over the next few weeks classes from the elementary and middle school will be visiting the Library to see the place and learn about the upcoming summer activities.
• Through funds donated to the Library in memory of Russell Capron the Rockingham Free Public Library Maker Space will be available soon. With this space and the tools and materials that will be available, the Library will be providing hands-on learning opportunities for all ages on a range of skills including basic electronics, robotics, sewing, knitting, bicycle repair, fabrication, and nearly anything else you can think of! The Library staff is currently seeking out people in the community with skills that they would like to share.
• We have a couple of upcoming programs in the next few weeks you should know about:
–How the Guitar Conquered America on May 15, 7 PM
–What’s a Doula? Facts, Feelings and the Philosophy of Woman Supported Birth (presented by Elayne Clift) on May 22, 7 PM
–Annual Friends of the Library Plant Sale on May 31 from 8-noon
–Little Lit: Math and Science on May 31 at 7PM

Board of Trustees Special Meeting Minutes: Tuesday, May 6, 2014

 

SPECIAL MEETING ROCKINGHAM FREE PUBLIC LIBRARY
TUESDAY, MAY 6, 2014
MINUTES

Click here to download a .pdf of these minute

Present: Doreen Aldrich, Carol Blackwood, Hope Brissette, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco and Jan Mitchell-Love
Others: Stephen Ankuda, Attorney and Constance Pell, Attorney
Press: Chris Garofolo, Eagle Times; Brian Bashaw, FACT8, Susan Smallheer, Rutland Herald and Domenic Poli, Brattleboro Reformer

Call to Order: The chair called the meeting to order at 6:17 p.m.

Public Comments: Joel Love called a “Point of Order”. He said this is a Special Meeting and Special Meetings are called for a particular purpose and does not include “New Business”. He said he thought the board would have to defer “New Business” to another meeting. Blackwood said we can certainly strike that from the agenda. Mitchell-Love asked if the board also needed to strike “Other”. The Chair and Trustees agreed to strike those two items from the agenda. The chair then announced that the public would get one turn, there would be no debate between members of the public and the board or one another and will be limited to three minutes as we had a potentially long meeting ahead.

Joel Love thought it was no secret what the trustees would be talking about in executive session; but regardless, it should be pointed out that facts can’t be refuted merely by disagreeing when they come to the forefront or by saying, “I disagree with that”. He pointed out that the former library director was found to give herself raises without approval or following proper business standards and protocol. She was also found in the review to be insubordinate and that was backed up by numerous instances in writing. She can’t demonstrate with facts and evidence that she achieved goals set for her for two years in a row. If any one of the trustees were to achieve less than 20% of our goals, we would most likely be terminated. The former director achieved less than 20% of her goals.

Arnold Clift reminded everyone that they had over six hours of puppeteering where all the accusations were refuted by Houlne’s attorney. At the end of the day, judgment on these kinds of matters are made by the voters. At the last election, Deborah Wright, former trustee, got 147 votes where the secretary got 800, the chairman got 700 and Frisa got 600 and about the same for Massucco. Clift said he feels that the people in the Town of Rockingham made their decision.

There being no further comments, Massucco moved that the trustees move into executive session for the purposes of discussing the ongoing litigation involving the former director, Celina Houlne, and that we invite attorneys Constance Pell and Stephen Ankuda to join us. Carolyn Frisa seconded the motion and the motion carried unanimously.

The open meeting resumed at 8:25 p.m. Frisa moved that the trustees ratify the “Terms Sheet” as proposed as a result of the mediation; Blackwood seconded the motion. Six voted in favor and two were opposed, no abstentions. The motion carried.

Massucco moved to adjourn at 8:26 p.m., seconded by Brissette. The motion carried.

Doreen Aldrich May 8, 2014

 

Historical Collections Committee Special Meeting Agenda: Monday, April 21, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
AGENDA
Monday, April 21, 2014
at The Rockingham Free Public Library, Youth Department Meeting Room
6:30pm
1. Call to order

2. Additions or changes to agenda

3. Public comment (3 minutes in person)

4. Elect officers and set regular meeting time

4. Approve minutes of April 3, 2014 Special Meeting

5. Planning Session for Library Grand Opening Event

6. Other Business (if necessary)

7. Review Task List

8. Adjourn

Historical Collections Commitee Special Meeting Minutes: Monday, April 21, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Monday, April 21, 2014
at The Rockingham Free Public Library
6:30PM

Click here to download a .pdf of these minutes

In attendance:
Committee Members: Emily Zervas, Carolyn Frisa, Pat Fowler
Invited Guests and Members of the Public: Carol Blackwood Jane Mitchell

Draft Minutes

1. Call to Order—Meeting called to order by Carolyn at 6:40 pm

2. Additions and changes to the agenda. None.

3. Public comment—none.

4. Elect officers and set regular meeting time: Emily was nominated as secretary and Carolyn was nominated as chair. Passed unamimously.

5. Approve minutes of April 3, 2014 Special Meeting: Pat moved the minutes be approved as written. Carolyn seconded. Approve with Carol abstaining.

6. Planning Session for Library Grand Opening Event. In addition to tweaking the schedule represented in the Google Docs Schedule, the group made the following decisions:
-Emily will work with Alan on the oral history scheduling—interviews will take place in July.
-Emily will send out invitations to the volunteers who helped with the move along with thank you notes encouraging them to attend the celebration.
-Decorations will be made on Saturday the 26th and on the 29th at Works on Paper.
-WOOL radio will do a live broadcast as long as the internet connection meets their needs (Emily suspects it will).
-A banner will be made to go on the existing library sign to advertise the grand reopening.

7. Other business: discussed approving submitting the NEH conservation grant for the glass plate negative collection and holding off on the Tru Vue Optium grant until the application could be revisited and added to.

Next regular meeting of the HCC—June 3rd.

8. Adjourned: 7:56 pm meeting adjourned.

Personnel Committee Meeting Agenda: April 18, 2014

Personnel Committee Meeting
Agenda
April 18, 2014, 12:00 Noon
Reading Room, RFPL

Call to Order

Public Comment

Discuss and Review Draft Library Director’s Job Description

Prepare and Recommend Library Director’s Job Description for presentation to the RFPL Board of Trustees

Other Business

Adjournment

Personnel Committee Special Meeting Minutes: Friday, April 18, 2014

PERSONNEL COMMITTEE SPECIAL MEETING MINUTES
Friday,April 18, 2014,
12:00 noon
RFPL Youth Department Meeting Room

Click here to download a .pdf of these minutes

Members Present: David Gould, Pat Fowler, Doreen Aldrich, and Carolyn Frisa. Press: Chris Garofolo from The Eagle Times. Others: None.

Call to Order:
The chair called the meeting to order at 12:10p.m.

Public Comment:
None.

Discussion and Review of Draft Library Director Job Description Committee members reviewed and discussed the draft of the library director job description previously presented to the 2013 Board of Trustees. The Library Director Overview and Job Description approved by the Board of Trustees in 2008 was also discussed. These two documents are included at the end of the minutes. Two recent library director job descriptions posted on the Vermont Library Association website were also discussed.

Prepared Library Director Job Description for Review by the RFPL Board of Trustees
Committee members discussed and made recommendations for the library director job description based on the 2013 draft version. The proposed changes will be made to the electronic version of the document by Secretary Carolyn Frisa and distributed to the Personnel Committee. The Personnel Committee will present the proposed library director job description to the Board of Trustees at the Regular Meeting on May 13, 2014.

Other Business
David Gould reminded committee members that an application to the Union has been made by Emily Zervas and Sam Maskell. He recommended that any potential negotiations should be based on their regular salaries (i.e. excluding the 15% raise given to compensate directorial duties performed while the library director position remains vacant).

Chris Garofolo (The Eagle Times) enquired about the pre-­-existing director job description documents and the process for review. Garofolo also asked for confirmation of the date of the upcoming legal mediation with the former library director and confirmation of names of trustees serving on the mediation team. Aldrich motioned to adjourn at 1:20, seconded by Fowler. The motion carried. Minutes respectfully submitted, Carolyn Frisa, Secretary 4/23/2014

Library Director Job Description Draft from 2013

Library Director Job Description

This is highly responsible administrative work involving the direction of a broad range of public library functions.

Work involves responsibility for the management of full public library facility and services and for the provision of library services to patrons and community organizations. Duties include policy recommendation, departmental planning, and direction administration of library activities. The position is also responsible for making the most difficult library management decisions. The work requires that the employee have thorough knowledge, skill, and ability in every phase of the public library field.

Supervision Received
Works under the administrative direction of the RFPL Board of Trustees.

Planning and Policy Making
A clear statement of library policies insures that decisions about all aspects of the RFPL are consistent and fair. Working with the Board, the Library Director:
• Works with the Board and staff to develop, implement, track, and evaluate long range plans to support and promote the mission of the library.
• Develops short term plans to address specific issues facing the library as they arise.
• Formulates and recommends policies to the Board and implements the procedures to carry out these goals.
• Develops clear descriptions of staff positions including a non-discrimination statement, qualifications for employment, evaluation procedures, and causes for dismissal.
• Prepares narrative and statistical reports for the Town, the Library Board, and the State as appropriate.

Library Services
The regular assessment and development of library services is important to fulfilling the RFPL mission. To support these efforts the Library Director:
• Oversees the planning and organization of activities, programs, and services of the Library according to perceived needs of the community, Town departments, and seasonal demand.
• Provides leadership with regard to creation and implementation of “best practices” in library management/administration, consulting others in the field as appropriate.
• Supervises the development and maintenance of a public library collection of books, periodicals, Library records, films, electronic resources, and a variety of other library materials.
• Supervises the purchase, utilization, and maintenance of technology to deliver, monitor and enhance library services.
• Confers with State agencies, other public libraries, corporations, and community groups in the development of library programs for the Town and assists in coordinating interlibrary program efforts.
• Represents the library on regional and state committees and serves as the Town’s authority on library issues. Performs related work as required.
• Oversees the continual development of the Library’s web site so that it is an instrument for service delivery, information exchange, and public awareness.
• Stays abreast of demographic and usage trends to make efficient and effective use of limited collection resources.

Financial Operations
The coordination of all aspects of fundraising and expenses is vital to insuring the financial stability of the RFPL. In order to insure efficient and responsible management of the library budget the Library Director:
• Prepares the annual budget for Board review and approval in a timely manner.
• Presents budget requests with the Board to the Town Selectboard.
• Administers and monitors expenditure of library funds to stay within approved budget. Works with Treasurer to review monthly reports and keep abreast of various funds and accounts.
• Oversees the collection and accounting of fees and charges.
• Identifies, pursues, and supports all fundraising efforts through grant writing, planned giving, underwriting, and the annual appeal.
• Oversees grant proposals for state agencies, foundations, and other organizations for library funding and administrates grant funds.
• Acts as a conduit between Board, staff, Friends of the Library, and volunteers to ensure smooth implementation of fund-raising activities within the daily operations of the library and events.
• Negotiates non-monetary donations.

Public Relations
The RFPL Director:
• Supervises internal and external communication of the RFPL including but not limited to brochures, newsletters, fliers, and newspaper articles.
• Identifies and pursues public relations opportunities that engender good will toward and promotion of the RFPL.
• Develops, maintains, oversees, and regularly evaluates cooperative relationships with the Town and Village governments, the WNESU, the Historical Society, and other community organizations.
• Plans and implements procedures to augment library goals and services through Friends of the Library, and in cooperation worth community educational, cultural, civic organizations.
• Supervises a public relations program to promote and publicize the library’s collections, services, and programs within the community.

Personnel Management
As the immediate supervisor of all library personnel, the Library Director:
• Recruits, trains, evaluates, and, when necessary, terminates staff and volunteers.
• Assigns duties, defines staff responsibilities, and administers wages.
• Promotes staff development by providing opportunities for staff to attend workshops and conferences.
• Provides training and development programs for Library and other Town employees.
• Coordinates training and professional development among the staff.
• Manages personnel issues with individual employees.

Physical Plant Management
The Library Director oversees all aspects of the physical plant, grounds, and equipment. The Library Director:
• Schedules and supervises contract services, maintenance personnel, and takes appropriate action in emergencies.
• Purchases equipment and furnishings as needed.
• Provides leadership and direction for major development projects including construction and renovation of facilities.
• Directs the development, repair, and maintenance of the Library buildings.
• Oversees and approves scheduled use of library by outside groups.
• Directs maintenance staff on weekly cleaning tasks and special longer term maintenance projects.

Board of Trustees Representative
The Library Director informs the Board of Trustees of all relevant library business. As an ex officio member of the board, the Library Director:
• Participates in monthly meetings of the Board of Trustees and provides a detailed report of library operations and developments at each meeting.
• Provides professional expertise and guidance to the board including but not limited to presenting information on pertinent legislation from local, state, and federal agencies, discussing trends in library technology, funding, and management wherever possible.
• Serves as ex officio member on Board committees.
• Provides staff support to the Library Board of Directors by assisting with meetings, preparing reports, and implementing policy decided by the Board.
• Furnishes specific research information and materials to departments upon request.
• Notify Board members of meetings, prepare appropriate public notices, and maintain records of Board meetings in compliance with Vermont State Open Meeting Law.

Professional Development
To stay aware of new trends in library management and technology, legal issues facing libraries, and new ideas for programming the Library Director:
• Attends meetings, workshops and conferences.
• Maintains membership and participates in professional library associations.
The Library Director’s job also includes any other duties that are requested by the Board of Trustees or that are essential to ensuring that the RFPL provides the best possible library service to the community. The Library Director will be evaluated by the Board annually.

Knowledge, Skills and Abilities
• Thorough knowledge of the principles, theories, objectives, and practices of library management and library science
• Committed to excellence in customer service
• Strong oral and written communications skills
• Ability to work independently
• Ability to organize work for efficient use of time
• Ability to prepare administrative reports in a clear, logical manner
• Ability to understand and interpret library policies, procedures, and rules
• Ability to keep records accurately
• Ability to interact courteously and effectively with elected and appointed officials, town employees, library staff and volunteers, the library’s business contacts, and the general public
• Considerable knowledge of supervision, training, and staff utilization principles
• Ability to plan, organize, supervise, and evaluate the work of employees and volunteers in diversified library activities
• Ability to initiate, organize, and follow through on programs, services, and projects
• Solid knowledge of current trends and developments in the library profession
• Thorough knowledge of library resources: print, non-print, and electronic
• Knowledge of library automation
• Working knowledge of public relations procedures
• Ability to represent the library at professional and community meetings

Qualifications
A Master’s Degree in Library Science from an accredited college or university plus five years of progressively responsible library administration experience, including at least three years in a supervisory capacity, OR, an equivalent combination of education and experience substituting on the basis of one year for each year of education.

Director Overview and Job Description Approved by RFPL Board of Trustees in March 2008

Director Overview

Rockingham Free Public Library
65 Westminster Street
Bellows Falls VT 05101

30% Planning & Outreach
Director focuses on both short-term and long-term planning for the Library, using all resources available to: assess the current state of the Library; assess the needs of the community; develop and implement plans that will allow the Library to meet the selected needs of the community. This planning will include resource development of both monetary and community resources. It will be important for the Director to connect with the local community on many levels, to make the Library a visible and practical strategic community resource. Director will also seek grants, partnerships, and other means of funding special projects.
30% Management & Personnel
Director will develop and maintain a team management structure within the Library. This will include coordinating team assignments, providing training to staff, and fulfilling all personnel functions (hiring, firing, payroll, discipline, etc.) Through team management, the Director will implement regular reviews of all policies and procedures; and the Director will seek and use team feedback to improve all library services. The Director will interact with the Town of Rockingham at Department Head meeting and will seek to assist the Town with information management issues.
30% Operational & Instructional
The Director will maintain an accurate accounting of the Library’s financial situation and will work to propose budgets which are fiscally responsible. Director will coordinate maintenance and repair of the physical plant of the Library, including the building’s interior and exterior, grounds, and utility connections. Developing and maintaining a stable and user-friendly computer system will be a direct hands-on duty. This position will also directly interact and be visible to the public through teaching technology courses, troubleshooting computer problems, and occasional back-up assistance at the adult or youth services reference desks.
10% Community Liaison & Support
The Library Director will find and create opportunities to promote the Library by working and interacting with local, community, county, and state organizations. Supporting and participating in the professional library community will also be encouraged.
RFPL Mission Statement
The Rockingham Free Public Library shall provide books and materials for the information, recreation, research, intellectual development and enrichment of the people of the community. As a strategic community resource, the objective of the library shall be to serve the community as an educational, recreational, and cultural center for all ages, to provide a reliable reference service, to encourage self-education, to secure books and materials beyond its own resources, and to give guidance and assistance to community projects and improvements. The Library shall continue to collect, conserve, and archive historical documents and artifacts to assist in preservation of items record and reveal local history.
Rockingham Free Public Library Director Job Description

A. Advocacy
The effectiveness of the Library and the way the Library is viewed by the community are significantly influenced by the ways the Director and staff members advocate and promote the Library within the community. To advocate for and promote the Library, the Director needs to stay informed of what is happening in the community. Effective library advocacy and public relations require ongoing and coordinated efforts by the Director, staff, Trustees, Friends and patrons of the Library. The Director will coordinate publicity, network with and speak at meetings of local civic groups, and provide for a system of receiving suggestions and feedback from library patrons.

B. Budgets
It is the responsibility of the Director to develop a budget for the next fiscal year and present it to the Library’s Board of Trustees. Additionally, the Director will help present the library budget at the annual Town Meeting. It is also the responsibility of the Director to manage library finances so expenditures stay within the approved budget throughout each fiscal year.

C. Collections
The Director is responsible for the Library’s collections and historical museum; and the Director will supervise the selection, acquisition, processing, and cataloguing of books and materials meeting the diverse needs of patrons and local community members. This will include books, media, magazines, and other items for the adult and youth collections, as suggested by staff and patrons, with policy guidance offered by the Board of Trustees. Other duties will include the weeding out of unneeded and outdated materials, as well as ensuring participation in interlibrary loans and other ways of sharing materials.

D. Develop Policies & Procedures
Effective policies and procedures ensure that library services are consistent, fair, in the public’s interest, and in compliance with local, state, and federal laws and regulations. The Director is responsible for the initial development of policies for consideration by the Board of Trustees; and is then responsible for creating procedures which will allow these policies to be administered effectively and efficiently by the library staff. The Director will work with the Board to keep both policies and procedures current and up-to-date.

E. Envision and Plan for Future
The Library and its services constantly change and evolve. To ensure that these changes occur in ways that improve library services, it is essential that the Library and its Director envision and plan for the future. The Director and the Board of Trustees will work together to adapt and adopt long- range plans in conjunction with the local community. The Director will refer often to these long- range plans while overseeing daily, weekly, and monthly library functions.

F. Finances & Fundraising
The Director is required to maintain accurate and up-to-date financial records and to report the library’s financial position at monthly meetings of the Board of Trustees. The Director will write warrants not less than twice a month for the Town to pay bills, mail checks, file bills, pay and track expenses for the librarian’s account and petty cash, keep the Library’s checking account balanced and up-to-date, as well as track reports of investment accounts and report that information to the Board. The Director will seek grant moneys to support library programs, computers, and collections; and the Director will record and administer those funds appropriately and accurately. In addition, the Director will oversee and evaluate all fundraising activities, establishing and maintaining a working relationship with the Friends of the Library and any other supporting and contributing groups or organizations.

G. General Library Business
The Director is expected to offer and honor the library and its patrons a philosophy of service, responding to the varied needs of library patrons in positive, timely, helpful, and friendly ways. The Director will be familiar with laws and guidelines of the American with Disabilities Act as it pertains to library usage; and the Director will bring to the Board’s attention any needs or deficiencies in this area of access and accessibility.

H. Hiring & Staff Supervision
The Director will be responsible for the hiring and supervising library employees and volunteers, as well as ensuring the implementation of personnel policies established by the Board of Trustees. The Director will be expected to carry out tasks related to staff and personnel in conformity with Town personnel policies, as well as all state and federal laws. The Director is responsible for evaluation and discipline of employees, training staff members, encouraging staff members’ continuing education, and holding staff meetings on a regularly scheduled basis. The Director creates the work schedule, after consulting with the staff, coordinating workflow and accounting for staff work time. The Director will also evaluate day-to-day operations and will plan necessary improvements.

I. Trustees & Collaboration
The Library’s Director reports and is accountable to the Board of Trustees. The nine elected Trustees have the legal responsibility for governing the library, setting policy, hiring and supervising the Library Director. The Director offers assistance to the Board Chair preparing Agendas for Board meetings, compiles necessary materials for Board meetings; and distributes this pertinent information to Trustees three days before scheduled Board meetings. The Director assists the Board directly in developing Library policies; prepares, presents, and helps justify the annual Budget; informs Trustees in a timely manner of any problems and concerns connected with the Library; offers options and recommendations for dealing with Library concerns; and consistently collaborates with the Board of Trustees to help create, support, and maintain the best for the Library.

Revised March 2008

Board of Trustees Special Meeting Minutes: Tuesday, April 15, 2014

Special RFPL Board of Trustees Meeting Minutes
Tuesday April 15, 2014
6:15 PM
Meeting Room, RFPL, Bellows Falls, VT

Click here to download a .pdf of these minutes

Present: Doreen Aldrich, Carol Blackwood, Hope Brissette, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco, Janice Mitchell-Love, Trustees
Press: None
Others: Tim Doherty, Steve Geller and Joel Love

Call to Order: The chair called the meeting to order at 6:15 p.m.

Public Comment: Joel Love mentioned the letter written by Elayne & Arnold Clift and asked that it be entered into the minutes. He added, if what is written in the letter is true and the trustees indeed promoted themselves under false pretenses to get elected, it is a travesty. You said you had no agenda. Your first responsibility is to the voters and the citizens of Rockingham. Steve Geller spoke up and said that is true and the voters of the Town of Rockingham have voted a new board to turn this board around. His wife did her job well as Library Director. A vast majority spoke very loudly to bring back a Director that was a leader. He said he hoped the trustees would take that into consideration. He added that he trusts that we will be true to our calling. Tim Doherty said he voted for Gould and Aldrich because he believes them to be honest and that was all he wanted to say. Love added that Mr. Geller is an advocate for his wife and that’s ok; but asked the trustees to look at all the facts before they make a decision. Gould said the trustees have not made a decision yet; but would consider their comments.

At 6:20 p.m., Blackwood moved to go into executive session to discuss the upcoming mediation where premature general public knowledge would clearly place the RFPL at a substantial disadvantage. Massucco seconded the motion and the motion carried.

The trustees came out of executive session. Blackwood moved that Gould, Brissette and Massucco attend the mediation meeting, seconded by Mitchell-Love. The motion carried. Blackwood then moved to have a special trustee meeting on May 16th at 6:16 p.m. in the meeting room of the RFPL to discuss the results of the mediation. Frisa seconded the motion and the motion carried.

Brissette moved to adjourn at 8:00 p.m. seconded by Mitchell-Love. The motion carried.

Respectfully submitted, Doreen Aldrich, Secretary 4/19/2014

Letter submitted by Elayne and Arnold Clift
9 April 2014

Dear David, Carolyn, Carol, Doreen, Pat, and Ray,

We are writing to express the frustration and concern we feel, obvious at last night’s Trustees meeting, as the newly constituted Board moves beyond its first month in office.

The four newly seated Trustees were voted into office with a clear and compelling mandate: to end the travesty of Celina’s wrongful dismissal and to reinstate her. It was no secret that this was the mission of all of us who worked so hard to get out the vote. We hope we were correct in believing that this mission was shared by the slate of candidates we supported. We fought for you because we trusted that you would do the right thing – bring Celina back and end a painful year of mismanagement and bad behavior with all possible haste.

New trustees were voted in because a great many of us worked desperately hard for months. Hundreds of people in the community joined us by casting the largest number of votes for library trustees in recent years and handing the former vice-chair of the Board of Trustees, a principal architect of the former library director’s dismissal, a resounding defeat. When our candidates won a sigh of relief rippled through the entire community. But two meetings in, that sigh is now becoming a gasp of despair and frustration as this board appears to proceed as if it were little more than an appendage of its predecessor.

We note that the discussion yet again of a Search Committee, running ads and discussing possible candidates for Celina’s position is an appalling throwback. It is a continuing charade that had no place on the agenda last month, or this under current circumstances, and strongly suggests a betrayal of the public trust. We recognize that the Board seeks to be sensitive to the views of the minority, a sensitivity totally absent when they held the majority, but it is now quite misplaced.

The urgency of the majority of this board speaking with an unambiguous, unified voice with respect to Celina’s reinstatement as it enters into mediation on April 30 – let alone finding its voice at Trustee meetings – could not be more clear. We all know that Celina is asking for reinstatement. Board representatives need to go to that meeting bearing a clear message: The board, by majority vote, is willing to consider and indeed support Celina’s reinstatement assuming that a reasonable settlement can be agreed.

To enter mediation without that proactive posture is to invite prolonging the outcome to the detriment of everyone concerned, including members of this community to whom you pledged transparency, accountability, good judgment and a commitment to chart a new course. To be reminded of public sentiment in this regard, we urge trustees to re-read the many letters from former staff and trustees, Friends of the Library (one attached as example), and others that were submitted to the former board in support of expeditiously reinstating Celina.

We did not work as hard as we did on your behalf only to find ourselves experiencing “déjà vu all over again.” To be frank, we find the passivity and indecision the newly constituted board has demonstrated in its first two meetings puzzling, unsatisfactory, and very disappointing. We never thought we would be pleading with you to find your voice, take decisive and timely action, and live up to a mandate that is now an obligation. Once again, we find ourselves asking that the Board of Trustees act clearly and decisively to ensure that our beloved library returns to its respected place in the community. We hope our rather desperate cry will not fall on deaf ears as it has in the past.

Sincerely,

Elayne Clift Arnold Clift

cc: Jan Mitchell-Love; Hope Brisette; rfp repository

Board of Trustees Meeting Agenda: Tuesday, April 8, 2014

AGENDA FOR BOARD OF TRUSTEES MEETING
Tuesday, April 8, 2014
6:00 PM RFPL Meeting Room
(Please note new time for regular meetings)

Click here to download a .pdf of this agenda

1. Call to Order

2. Announcements from the Chair

3. Public Comments

4. Approval of Minutes of March 18, 2014

5. Directors’ Monthly Reports and Financial Reports

6. Old Business
a. Historical Collection Committee
i. Library Grand opening Celebration May 8, 9, & 10
b. Search Committee
c. Buildings and Grounds Committee
i. Outside Lights
ii. Outside Sign
iii. Roof Snow Concerns
iv. Landscaping

d. Mediation Meeting April 30, 2014
i. Trustee Training April 22, 2014 6:00 PM

7. New Business
a. Library Logo
b. Committee Assignments

8. Executive Session (if needed)

9. Other Business

10. Next Meeting May 13, 2014 6:00 PM

11. Adjournment

Board of Trustees Meeting Minutes: Tuesday, April 8, 2014

RFPL Board of Trustees Meeting Minutes
Tuesday, April 8, 2014
6:00 PM
Meeting Room, RFPL, Bellows Falls, VT
Click here to download a .pdf of these minutes.

Present: Doreen Aldrich, Carol Blackwood, Hope Brissette, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco, Janice Mitchell-Love, Trustees; Samantha Maskell, Mary VanHartesveldt & Emily Zervas, Library; Chris Garofolo, Eagle Times, Domenic Poli, Brattleboro Reformer, Press; Arnold & Elayne Clift, David DeRusha, Betty Haggerty and Celina Houlne; Others

Call to Order: The chair called the meeting to order at 6:01 p.m.

Announcements from the Chair: Gould advised that he received a letter of resignation from board member, Paige Pietrzak and he accepted with regrets. The Trustees will now make a recommendation to the Select Board on an appointment to fill her position. Mitchell-Love asked us to consider a younger person. After the committee appointments, he would like the chairs of the committees to work out times with their committee members as to when they can meet, etc.

Gould said he tried to appoint people to committees and was informed by a citizen that he was in violation of the open meeting law so appointments will be taken up later this evening. He addressed the issue of public comments asking that people hold their public comments to three minutes and if what they want to speak to is an agenda item, would they wait until we get to that item on the agenda to make comments.

The chair advised that the board has warrants that need signing and asked the folks on the finance committee to do that at the end of the meeting.

Public Comments: David DeRusha said there has been a lot of talk about public trust of the board, etc. The Select Board takes an oath of allegiance and an oath of office by law. This board is not required to do so; but he questioned whether the board would be interested in considering an oath of office to say they take the job seriously. Frisa responded that Fowler talked about our By-Laws and that was one of the issues. They felt it was a good thing to pass.

Approval of Minutes of March 18 and March 11, 2014: Brissette asked if Aldrich would put the date when she completes and submits the draft minutes after her signature. Frisa pointed out that on page 2, it refers to Garrett as her husband and he is her partner. Blackwood moved to accept the minutes as amended, seconded by Frisa. The motion carried. No abstentions. Massucco moved to approve the minutes of March 11th as printed, seconded by Frisa. The motion carried. There were two abstentions.

Directors’ Monthly Reports and Financial Reports: Emily & Sam passed out their report. The new copier is working very well and is networked to all their computers. The E-rate filing has been completed. That is the filing that subsidizes our telephone and internet. There is an item not in their budget; it is an unforeseen expense for a floor machine. This library has far RFPL Trustee Meeting Minutes more hard floor than the last and they have been struggling this past winter. She had a person give a quote for cleaning. He gave the opinion that he didn’t think it could be done without a floor machine and if he was hired, would purchase one and leave it in the building. They looked at pricing and decided that the most cost effective thing would be for us to buy our own floor machine and have Bob operate it. Zervas advised that she has been looking at different models. It’s not in the “Fixtures” budget so it would be over-spending that budget and taking it out of other areas. There are a few different models, all under $4,000. They feel it is the best thing going forward and would save money in the long run. She added that technically they don’t need board approval; but she wanted to bring it to the board because it is not in the budget. She added that Mary has looked at cutting back in other areas to accommodate this need. Blackwood said she knows they talked about landscaping; but taking care of the floors is a higher priority. That might be an area to look at. Zervas explained that as much as the landscaping sounds like it would be nice, it is actually required by zoning so that is not optional. Arnold Clift referred to Ms. Zervas’ comment about not needing to come to the trustees for approval although it is not in the budget. He would have thought if something is not in the budget, she would have to come to the trustees. VanHartesveldt explained that they are not spending a lot of money out of the repairs and maintenance line this year so that is where the money would come from; but it will be posted to fixtures. Blackwood moved to make a change to the budget to allow up to $4,000 for the purchase of a floor machine, seconded by Frisa. Massucco said he’s guessing the cost per square footage for the marmoleum and hardwood floors is pretty significant; probably a couple hundred thousand dollars. We’re talking about $4,000 to protect that. Mitchell-Love asked if Bob would have time to take care of the floors. Zervas said she feels he would because it would save him a lot of time. Mr. Clift requested that the trustees consider having a discussion with the director as to what the delegated authorities are and the extent to which the director may switch budgetary digits from one subject to another. The motion to spend up to $4,000 passed. Sam went over her report. The “Friends of the Library” just donated two new folding tables. VanHartesveldt went over her report paying particular attention to the projections report. Fowler reported that she met with Linda Walker and she would like to meet with the Finance Committee to go over what to do with the other potential investments we have. We also renamed the annuity to be Rockingham Free Public Library, Town of Rockingham so it is clear that it is our fund and not the town’s because we are using their tax number.

Old Business:

Historical Collection Committee – Library Grand Opening Celebration May 8, 9, & 10

Frisa reported that they have had two special meetings in the last two weeks, the purpose of which has been to talk about the library’s grand opening celebration. She passed out a Calendar of Events that the committee has proposed for the celebration. They are working with the library staff and Friends of the Library. She has a sign-up sheet for people who would like to help. She was also hoping that we trustees would make some kind of monetary donation to cover the cost of the sheet cake. Massucco said he would sponsor the cake. A box was passed around for cash donations for paper plates, etc. Gould said he was impressed and thanked the committee for all the work they’ve done thus far.

Search Committee: Mitchell-Love said she doesn’t have a report because it is her understanding they will not be doing anything until after Friday the 11th. After that, the search committee will be doing something. Gould asked where we stand on the ad with the Vermont Library Association. Fowler said it is the American Library Association (ALA). Mitchell-Love advised that we have to pay it. They are telling her we should have a membership for $300 per year because we would have saved $116 on the ad. She asked why we don’t have the membership with ALA. Zervas wasn’t sure, it probably was an oversight. VanHartesveldt said as long as she has been doing the books, we have not been a member of ALA. We are members of Vermont Library Association. Fowler said we are being charged for the ad from March 11th through May 11th. Mitchell-Love said they charge two months no matter what. Fowler asked why we are only running the ad for the week. Mitchell-Love asked if they want her to run it for the full time. Massucco asked if there is a cost to edit it. Mitchell-Love didn’t know. Gould said at this point he has received one resume on the second go-around and it is somebody who applied on the first go-around that we chose not to pursue. Mitchell-Love said she got a call from someone that we are going to be really excited about who wants to re-apply. Arnold Clift said he is confused. Here we have a situation where the search committee has looked at the resumes and interviewed three candidates and came to the conclusion that there was no one they could recommend to the board “at this time”. Either a person is or is not worth pursuing. It seemed to him that the search committee came to the conclusion there was no one suitable. Common sense would say no, you’ve been through that. If there are new people, that is a different matter. We do have mediation with the former director scheduled for the 30th and he felt the trustees need to take that into account before asking a search committee to do more work on something that may or may not have a useful purpose. Brissette explained that what the search committee said was they didn’t feel they could recommend anyone at that point and time. They did not say they didn’t find anyone suitable. Fowler said the difficulty is that some people had taken other temporary jobs and might be available now. We were in a situation at that point that they were not ready to commit and we might be more able to see what’s going on at this point. We’re not really going to be doing anything until after the first part of the mediation. Elayne Clift reiterated that it makes no sense to her to even consider people until the situation under litigation is resolved. She feels the whole search committee needs to be put to rest until we know our former director is going to be reinstated. Mitchell-Love asked if we want the ad even though the due date would say April 11th. Would somebody submit their application and hope they would be considered? Brissette asked if we change the date, would we get charged. Frisa said her guess is that we would be. Elayne Clift said she’d like to understand to what end would the ad be running. She understands it’s a money issue but the money has been spent. To what end is the ad going to run given the circumstances that we’re in; that there is litigation that is not resolved. Arnold Clift suggested letting the ad run for what it’s worth. It’s hardly fair to people who are writing in. He suggests the trustees consider deferring any action on further searching for a director until at least April 30th and the mediation process is complete because that will be very important in determining to what extent you will need to recruit another director or not. Mitchell-Love was on the search committee. You are not going to get a committee together, people identified, the series of interviews, people hired by April 30th. For lack of a motion, the chair ruled that the search committee will meet after April 11th and proceed with whatever they need to be doing at that point with the understanding that the search committee will not even make any recommendations until after the mediation date of April 30th. We’ve paid for the ad, let it run.

Buildings and Grounds Committee:

Outside Lights: Zervas reported that Kevin Keefe said there is no shade available for the outside lights that we have and he gave her a quote for $165 to darken the lenses on three lights. She is going to move forward with it.

Outside Sign: Zervas advised that Pepper from the Town Highway Dept. took a look at it today. He says it’s in really bad shape which they know. She asked him if he could just make the bottom of the molding better in time for the grand opening and go forward from there until we have a new sign. They were planning on having Frank Hawkins do the new sign; but he is no longer going to be doing signs.

Roof Snow Concerns: Gould said his concern is the snow coming off the roof and blocking the fire escape. The building and grounds committee needs to look into that with some roofing people on how that might be diverted or stopped. He put it on the agenda so it doesn’t get forgotten when the nice weather comes.

Landscaping: Zervas reported that the staff will be the ones raising the money for the landscaping that we had talked about as being part of the grand opening. There are some issues with that. She looked at the plan that was approved by zoning and there are things we’re required to do now. It is in conflict with what’s back there now. We have crab apple trees that were planted; but not approved by zoning. We now have a planting list with certain things prioritized that need to go in this spring and certain things that can go in as needed. In the interest of fundraising, we’re not going to be having people adopt specific plants; but rather say if you donate at this level, it pays for a tree, etc. The committee needs to meet and bring a new plan to the zoning board. Mediation Meeting April 22, 2014 – 6:00 p.m. Blackwood suggested we leave this until the end and pick up with “New Business”. Arnold Clift said it was not clear to him that what we intend to discuss about the mediation is necessarily to be taken in executive session. He feels the public is entitled to know what the general arrangements are. There is nothing which prejudices the public interest by explaining the mechanism of the mediation and who is going to represent the trustees. Gould said after the executive session, we may make an announcement as to who will represent the board; but because mediation is part of the legal lawsuit, we can go into executive session. Clift asked if he was saying that the public was not entitled to know how the procedure works? Gould asked to hold off until they get to the executive session and deal with the library logo and committee assignments now.

Zervas added that VanHartesveldt had been waiting. She thought there was going to be a finance committee section where she could ask a question about the legal bills that need to be paid.

Fowler explained what the bills were for. There was a question on the bill concerning “Massucco Suit”. The other bills they expected. Mary will hold the bill concerning Massucco. Gould felt we should pay the others. Fowler signed the warrant; but said others would have to sign after the meeting.

New Business:

Library Logo: Maskell passed out two samples prepared by Carolyn’s partner, Garrett. Frisa moved to approve the square open book design, seconded by Mitchell-Love. The motion carried. There was one abstention.

Committee Assignments: See attached sheet. Frisa suggested, under Historical Collection Committee, that we not have a separate committee for the Grand Opening. Gould asked the trustees to cross out “Grand Opening Committee” and all the comments with it. Elayne Clift asked if the By-Laws called for at least three people. Gould said “yes”. It was brought up to him; however, he is ruling that we can change that because precedence has already been established that some committees have more than three. We need to address this in the By-Laws. Fowler said Paige has resigned so whoever fills her position, we can put in where we have only two. Brissette said the Search Committee is not a long term committee; it’s an ad hoc committee. Elayne Clift suggested a Community Relations Committee or community outreach. These would be folks to engage the community. Gould asked her to put something in writing for him.

Executive Session: David DeRusha said it is his understanding that executive session is to discuss mediation and to discuss nominating an additional board member. Gould responded that it is. Brissette asked how can we nominate another board member when we don’t know who wants to be another member. We may not be ready to nominate someone; but will discuss it. Arnold Clift asked if there was a process for advertising before one can take the position and one has to remember that this committee does not have the power of appointment; it has the power to recommend. His second point was if the trustees are going into executive session, they must state specifically, the subject and not discuss anything else. Brissette said we can discuss the process in open session. Frisa said if we want to throw out some names, we would do that in executive session. Before going into executive session, Gould explained how mediation works.

Elayne Clift said she doesn’t understand why everybody seems to dance around the issue that there is probably a majority on the board now that would reinstate Celina. That needs to come up for discussion prior to April 30th because it will hugely facilitate the resolution of all this. She suggested that the board revisit the evidence; but meet and vote prior to the April 30th date because it may be that is simply a negotiation for terms of reinstatement and then it’s done.

At 8:04 p.m., Massucco moved to go into executive session to discuss pending litigation where premature general public knowledge would clearly place the RFPL at a substantial disadvantage. Blackwood seconded the motion and the motion carried. The board came out of executive session at 8:38 p.m. We will warn a special meeting for April 15, 2014 at 6:15 p.m.

Blackwood moved to adjourn at 8:45 p.m., seconded by Mitchell-Love. The motion carried.

Respectfully submitted by Doreen Aldrich on April 11, 2014

Rockingham Free Public Library
Board of Trustees
Committee Assignments as of April 8, 2014
Committee Assignments

Personnel Committee
David Gould, Chair; Carolyn Frisa; Doreen Aldrich; and Pat Fowler (Present Board of Trustee Officers)

Budget and Finance Committee
Pat Fowler, Chair; Ray Massucco; Carol Blackwood; and Jan Mitchell-Love

Buildings and Grounds Committee
Hope Brisette, Chair and David Gould

Policy Committee
Carol Blackwood, Chair; Ray Massucco; Doreen Aldrich; and Carolyn Frisa

Historical Collection Committee
Carolyn Frisa, Chair; Pat Fowler; and Carol Blackwood

Fund Raising Committee
David Gould and Jan Mitchell-Love

Long Range Planning Committee

Search Committee
Jan Mitchell-Love, Chair; David Gould; Pat Fowler; and members of the community including Torin Brooks; Barbara Ternes; Cathy Bergman; Laura Senes; Amy Howlett; and Sam Maskell.

The only committee that needs to meet on a regular basis is the Budget and Finance Committee. All of the others can meet on a need-to basis or as issues come up. Each committee needs to elect its own chairperson and appoint its own secretary. Please remember when a committee meeting is called it must be warned at least 24 hours in advance, posted, and minutes of the meeting must be kept. Let’s do this by the book.

Historical Collections Committee Special Meeting Agenda: Thursday, April 3, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
AGENDA
Thursday, April 3, 2014
at The Rockingham Free Public Library, 2nd Floor Meeting Room
6:30pm

Click here to download a .pdf of this agenda

1. Call to order
2. Additions or changes to agenda
3. Public comment (3 minutes in person)
4. Approve minutes of March 27, 2014 Special Meeting
5. Planning Session for Library Grand Opening Event
6. Other Business (if necessary)
7. Review Task List
8. Adjourn

Historical Collections Committee Special Meeting Minutes: Thursday, April 3, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE SPECIAL MEETING
Thursday, April 3, 2014
at The Rockingham Free Public Library
6:30PM
In attendance:
Committee Members:
Emily Zervas, Carolyn Frisa, Pat Fowler
Invited Guests and Members of the Public:
Kathy Michel
Jane Mitchell
Elayne Clift
Arnold Clift
Sam Maskall
Draft Minutes

  1. Call to Order—Meeting called to order by Carolyn at 6:43 pm
  2. Additions and changes to the agenda. None.
  3. Public comment—Arnold said he thought that this was a Friends of the Library Meeting.
  4. Approve minutes of March 27, 2014 Special Meeting: Pat moved the minutes be approved as written. Carolyn seconded.
  5. Planning Session for Library Grand Opening Event. In addition to tweaking the schedule represented in the Google Docs Schedule, the group made the following assignments of duties:

-plaque discussion was put off as there isn’t enough time to design, order and install one.
-Emily will work on a Library History display
-dignitaries and special guests: local representatives, the governer, previous library staff, former board members etc
-Alan asked for guidelines for the photographs—Emily will look at his show at VT Pretzel and give him suggestions.
-FactTV will lend their monitor for Alan’s slide show
-Pat and Carolyn are working on food donations
-A sheet cake will be donated by the board.
-Sam will find a helium tank for deocartion balloons.
-Pat will borrow the Chamber’s ribbon cutting scissors
-PR: Save the Date PR is out and Sam will write and release more complete PR.
-The adobt a  plant display will be developed by Emily.

  1. Other business: Next meeting set for Tuesday, April 15 6:30 (this was postponed til Monday 4/12 at 6:30).
  2. Adjourned: 8:03pm meeting adjourned.

Historical Collections Committee Special Meeting Minutes: Wednesday, March 27, 2014

ROCKINGHAM FREE PUBLIC LIBRARY
HISTORICAL COLLECTIONS COMMITTEE
SPECIAL MEETING
Wednesday, March 27,2014
at The Rockingham Free Public Library
6:30PM

Click here to download a .pdf of these minutes

In attendance: Committee Members: Emily Zervas, Carolyn Frisa, Pat Fowler
Invited Guests and Members of the Public: Carol Blackwood Alan Fowler Kathy Michel Jane Mitchell Donna Stevens Chris Turco
Press: Chris Garofolo (Eagle Times)

Draft Minutes

1. Call to Order—Meeting called to order by Carolyn at 6:37pm

2. Elect new committee officers and set regular meeting time—Pat moved to table this and other committee members agreed.

3. Additions and changes to the agenda. None.

4. Public comment—none.

5. Planning session for Library Grand Opening Event:
Group introductions were done.

General schedule: Carolyn gave a brief summary of the plans for the library’s grand reopening. The group decided to not go through with the Friday Night Fundraising component of the original plan as the lead time is not enough to organize that kind of event.

Instead the schedule will be:
Thursday, May 8: Bill Hosely’s More Than Books event
Friday, May 9: events during the day at the library, movie event at night
Saturday, May 10: Big grand opening party 10-2.

Alan Fowler Photographs: Alan Fowler talked about his photographs of the renovation and possibilities for showing them during the grand reopening festivities. We decided to have a slideshow and display in the main room before Bill Hosley’s talk on Thursday the 8th and then display the photos throughout the library in the area where they were taken, so people could see before/during/after the renovation.

Oral Histories: Alan also talked about facilitating an oral history project. He said he already has a few interviews. The group decided that this was a huge undertaking and that it would be better to use the grand opening to promote the project and then collect the “library memories” afterwards. Alan is seeking a few more individuals to interview about the library before the grand opening so that there can be sample interviews.

Plaque: Emily will look into the budget for getting a plaque for the library dedication.

PR for the Event: Sam and Emily will work on getting initial PR together for the event—at this point just “save the date” info.

Gratitude project: Carolyn showed some examples of “thank yous” that could be made by the library to thank the many volunteers. She wanted to enlist Sam’s help. Emily will make a list of all the volunteers and businesses who helped.

Food: Friends of the Library, staff and board members will all contribute food Carolyn and Pat will approach local restaurants to see if they would be willing to donate platters. The possibility of the trustees donating a cake was discussed. As was the idea of having the library’s new logo on the cake.

A cake raffle/musical chairs type event was discussed. No decision was made.

Music: The possibilities of the Saxtons River String Band playing was discussed. Kathy Michel.

Ribbon Cutting: A formal ribbon cutting was discussed.

Fundraiser: The Friends will be doing their “adopt-a-plant” fundraiser throughout the event. This will raise money for the library landscaping plan. Emily will find the approved landscaping plan and pass it on to the Friends with prices.

Scavenger Hunt: A scavenger hunt that encouraged exploring the new building will be designed by library staff! Donated prizes?

6. Other business: Next meeting scheduled for 4/3/2014 at 6:30 in at RFPL in the upstairs meeting room. Potluck again!

7. Adjourned: 8:08pm meeting adjourned.

Board of Trustees Special Meeting Agenda: March 18, 2014

Rockingham Free Public Library Board of Trustees
Special Meeting
March 18, 2014, 4:30 pm
Agenda

1. Call to Order
2. Move into Executive Session (To receive the report of Ms Pell, Attorney for Vermont League of Cities and Towns)
3. Approval of Minutes of February 18, 2014 and Minutes of March 11, 2014
4. Public Comments
5. Investment Information
6. Review Search Committee Process
7. Review Committee Requests and Assignments
8. Review By-Laws Revisions
9. Review Director’s Job Description
10. Establish date for Trustee Training Session with Amy Howlett
11. Other
12. Adjournment

Board of Trustees Meeting Minutes: March 18, 2014

 

RFPL Board of Trustees Minutes
Tuesday, March 18, 2014
4:30 PM at Meeting Room, RFPL, Bellows Falls, VT

Present: Doreen Aldrich, Carol Blackwood, Hope Brissette, Patricia Fowler, Carolyn Frisa, David Gould, L. Raymond Massucco, Jan Mitchell-Love, Paige Pietrzak, Trustees; Steven Ankuda Parker & Ankuda Law and Constance Pell, Law Office of English, Carroll & Boe, Attorneys; Samantha Maskell, Emily Zervas, Librarians
Press: FACTV, Chris Garofolo, Eagle Times; Susan Smallheer, Rutland Herald; Allison Teague, Commons
Others: David DeRusha, Steve Geller, Celina Houlne, Roberta Streeter, Donna Stevens

Call to Order: The chair called the meeting to order at 4:35 p.m. At 4:36 p.m., Fowler moved that the board enter into executive session to discuss pending litigation where premature general public knowledge would clearly place the municipality at a substantial disadvantage, and that Steven Ankuda be invited to attend; second by Frisa. The motion carried. The board came out of executive session at 5:04 p.m. No action taken. At 5:05 p.m., Fowler moved that the board enter into executive session to discuss pending litigation where premature general public knowledge would clearly place the municipality at a substantial disadvantage, and that Constance Pell be invited to attend; second by Mitchell-Love. The motion carried. The board came out of executive session at 5:55 p.m. No action taken. The special meeting resumed at 5:56 p.m.

Approve Minutes of February 18, 2014 and March 11, 2014: Moved by Massucco and seconded by Mitchell-Love to approve the minutes of February 18th. The motion carried. Two abstentions. Massucco moved to table the minutes of March 11th until everyone had enough time to read them. Mitchell-Love seconded. The motion carried.

Public Comments: None

Investment Information: Fowler advised that the annuity the board is looking at investing with Secure Fore 5 is not FDIC insured. They guarantee to return any principle less any withdrawals made. She has read from AM Best, one of the best national rating companies and they have an A- rating. They were recommended by People’s United Bank and People’s is very conservative. People’s needs documentation from the board that we agree to invest in Secure Fore 5 and that it is self-insured. The $125,000 is currently sitting in a checking account. It is a five year annuity allowing us to take out 10% if interest rates go up. It is only getting 2.1% now. There is also another $57,000 +/- to be invested. Massucco said he’d like for the board to approve the investment as presented by Fowler and so moved. Mitchell-Love seconded his motion. The motion carried. Two abstentions.

Review Search Committee: Mitchell-Love had a hand-out and asked for more latitude. It is being advertised where it was before. Applications are due on April 11th. She has not sent letters to the candidates who applied this last time. She would like to soften the wording on the
RFPL Meeting 3/18/2014 2.
letter to the applicants. She went on line and she has one for candidates that we would like to see apply again and for candidates that we would not want anything further. It would just say, “We are currently pursuing other candidates whose background and skills more closely fit our current needs” and for candidates that we’re interested in, “We’re most appreciative of the time and effort that you put into this application process. Unfortunately, after careful consideration and assessment with the search committee and the full board of trustees, we have decided not to proceed with any applications at this time”. Blackwood suggested, “We chose not to act on that posting, we’re internally re-evaluating our job description for library director and we have decided to re-open and feel free to reapply” and send it to everybody. The board was agreeable to that and Jan will send the same thing to everybody; but softer and invite them to look at the job posting and feel free to reapply.

Review Committee Requests and Assignments: Three board members were not present at the last meeting, Hope, Jan and Paige. He asked that they submit a list of three or four committees that they are interested in serving on. They will email him. Frisa added that at the last meeting, we discussed the grand opening celebration plans which are tentatively scheduled for the first week in May. She is spearheading that effort as part of the Historical Collections Committee. She wants to have a meeting this week or next week at the latest. She will attend the Friends of the Library meeting and talk with them also. If the three are interested in working with her, please let her know asap.

Review By-Laws Revisions: Gould explained that it got started; but not finished with the previous board and he thinks things need to be added to the revisions as we found out last Tuesday. That will be ongoing.

Review Director’s Job Description: Gould said we’ve been talking about that. Fowler said she made the suggestion that the personnel committee is the executive board.

Establish date for Trustee Training Session with Amy Howlett: Gould has contacted Howlett about a time when we might get together as a board for trustee training. She gave him some dates and they were passed on to the board members. Maskell said Howlett gave her Tues. in April and it looks like April 1, 22 or the 29th for all that responded. Brissette said she is not going. Pietrzak said she is fine as long as it is after 1:00 p.m. Mitchell-Love said she probably won’t be coming.

Other: Maskell said she has been working Frisa on the grand re-opening. She has been talking with Garrett, Frisa’s husband partner about doing a refreshing of our library logo. Before spending a lot of time on it, she asked what the board thought of it and do we have any input. You can email it to her.

The next meeting will begin at 6:00 p.m.

Adjournment: Mitchell-Love moved to adjourn at 6:34 p.m., seconded by Pietrzak. The motion carried.

Respectfully submitted, Doreen Aldrich, Secretary

 

Board of Trustees Meeting Minutes: Tuesday, March 11, 2014

RFPL Board of Trustees Minutes
Tuesday, March 11, 2014
4:30 PM at Meeting Room, RFPL, Bellows Falls, VT

Present: Carolyn Frisa, Pat Fowler, Doreen Aldrich, Ray Massucco, David Gould & Carol Blackwood, Trustees; Absent: Jan Mitchell-Love, Hope Brissette & Paige Pietrzak, Trustees; Emily Zervas & Samantha Maskell, Librarians & Mary VanHartesveldt, Staff; Steve Ankuda, Atty.; Alison Teague, The Commons, Chris Garofolo, Eagle Times, Chris Mays, Brattleboro Reformer, Susan Smallheer, Rutland Herald and Dagan Broad, FACT8, Press; Diane Brown, Donna Stevens, David DeRusha, Robert DeRusha, Betty Haggerty, Roberta Streeter, Susan Lampe-Wilson, Joseph Brissette & Joel Love, Others

Call to Order:
Pat Fowler, the only constitutional officer present, called the meeting to order at 4:36 p.m. Joel Love immediately called for a “Point of Order”. He said first off, this is an illegal meeting. It was improperly warned by your Article 2 and you do not have a quorum by Article 2 of your By-Laws. Fowler responded that we do have a quorum. Love read from the By-Laws: “A quorum shall consist of five members including the chairperson”. The chairperson is not here; you do not have a quorum. He added it is amazing you can accuse other people of breaking open meeting laws and you continue to do whatever you darnn well please when it suits your purpose. He asked to go on record that the trustees are breaking the open meeting law and violating their own By-Laws with this meeting which should be held next week. Fowler said there are situations where the chair is not re-elected. We have a co-chair that was not re-elected. The chair chose not to be here. Massucco said the By-Laws also provide for a vice-chair. There is no point in having a vice chair if they don’t serve in the absence of a chair. Mr. Love left the meeting at that point. Massucco continued, if Mr. Love’s argument, which is nonsensical, were to hold water we could never have a meeting. All the chair has to do is elect not to show up. That interpretation is absurd. We have a vice chair by our By-Laws. That position is currently vacant. The secretary’s position is currently vacant. The chair is not here. The only constitutional officer we have present is Pat Fowler. He added that he would take the position, as an individual board member, until we elect some of the other officers, Fowler is the acting chair. She is the only officer who can call this meeting. Six board members asked to have this meeting called. This is a regularly scheduled meeting, not a special meeting. The board had previously established the second Tuesday of each month to be the regularly scheduled meeting. The board has never changed that; they did not vote to change that. He understands the chair made an attempt to postpone or cancel this meeting. As long as she is chair, call a special meeting for next week. That may or may not occur depending on the outcome of today’s meeting; but for the time being Pat is the only constitutional officer we have. He didn’t see any other option for this board to function other than to call a meeting to proceed. The chair can simply elect not to attend and prohibit this board from ever meeting at any time. That makes no sense. The By-Laws also provide that the trustees shall assume their duties immediately upon their election which would have been 7:00 p.m. last Tuesday. This is the first opportunity we have had to meet as a board. Fowler said they did try to have an earlier meeting; but it was negated by the prior board. Brissette asked if the board feels it is acting in accordance with the By-Laws established by the library. Fowler responded, “Yes”. Brissette said he understands Massucco’s interpretation; but is that written in the By-Laws? Carolyn Frisa read Article 2 of the By-Laws to clear up the situation. Blackwood explained that because there has been an election and the By-Laws are a little bit vague about the first meeting, in essence, the person who held the chair from last year. There’s been a new election so you can have several scenarios. That person could still be on the board, that person could no longer be elected so really, right now there is no chair of this board and that is what this meeting needs to resolve and elect a new chair for the next year until the next town meeting. There is no provision in the By-Laws for the chairperson elected last year to continue to be chair to hold sway over a board that did not elect that chairperson. Steve Geller said this is a cynical attempt to prevent this board from carrying on its business. The way those By-Laws are written he believes from his experience, means the chair may be included as one of the numbers that make up the quorum. In order to distinguish the normal practice from the normal practices, the chair doesn’t vote except to break a tie. What that is saying is that there are five people including the chair that would be a quorum. The chair’s existed presence there is not excluded as the fifth member. It is in no way saying that the chair must be physically present in order for a meeting to take place. There are no By-Laws written on the face of this earth that are written that way. Serena Hickey asked if anyone had recognized that our librarian, Sarah Maskell, has been awarded the Ink Award by the Greater Falls Connection. There was applause. She added that hopefully we were going to vote on new officers and get on with hiring a library director soon. Bob DeRusha said he has had experience with other town boards and an understanding of the open meeting laws, an understanding of conflict of interest and also of nuisance requests. He agrees with Mr. Massucco’s reading 100%. He was speaking as former Zoning and Planning Commission chair. Blackwood said we have heard Mr. Brissette’s comments, that further debate on whether this is an illegal meeting is simply a waste of our time. She suggested that we continue with the meeting and if he chooses to discuss the legality with a lawyer, he has that option. Fowler asked Mr. Ankuda for his opinion. Ankuda responded he was asked by the chair to attend this meeting and as he understands it, it is a regularly scheduled meeting. By interpretation of the quorum, it takes five members of the board to have a quorum. He counts the chair as part of that quorum and you have six. His view of it is not so much governed by the By-Laws; but Vermont Statutes which says you have elected members of the library board of trustees and you are to have an organization meeting forthwith and the next regularly scheduled meeting though it may not be forthwith, may be later than forthwith. You could have met on town meeting night and had that meeting. He would think the constitutional officers, the appropriate person to initiate the meeting, the highest ranking officer who is also the lowest ranking officer that the first order of business would be to elect a secretary. Following Roberts Rules, the first rule is to keep order and that you hand over your role as soon as the chair is elected. Gould asked Ankuda for clarification; there was some statement about this meeting being illegal. His concern is that the board intends to take action that would not be legal without a proper quorum. He asked Ankuda if in his opinion we have a proper quorum and there is nothing illegal about this meeting. Ankuda responded that is his interpretation about the situation. His concern is that we are involved in some litigation and as the board’s attorney, he was reminding us not to talk about this. Ankuda added, that was his interpretation of why he was invited here today. Fowler asked Brissette if he wanted to say something else. Brissette said Mr. Ankuda’s interpretation was fine with him. Geller respectfully suggested that the former chair unilaterally requested the town attorney without hesitating, without board approval and that any charges that Mr. Ankuda levies should be charged to her individually and not the library. Fowler responded that is something for the board of trustees to discuss.

Organizational Business of the New Board:
Election of Officers: Massucco nominated Doreen Aldrich as Secretary, seconded by Blackwood. There were no other nominations. The motion carried. Blackwood nominated David Gould for chairman, seconded by Carolyn Frisa. There were no other nominations and the motion carried. Massucco nominated Carolyn Frisa as co-chair, seconded by Fowler. There were no other nominations and the motion carried. Gould then took over the meeting. Gould then nominated Fowler for treasurer, seconded by Frisa. There were no other nominations and the motion carried. As the new chair, he welcomed all of the board members and the new board members. He said it is a privilege to be serving the community. He thanked the public for being supportive of the library in its operation and helping us to get off to a good start. He also thanked Ankuda for being here and getting us started on the right foot. Thanks to the media for being here to help the community have an understanding of what is going on. Thanks to FACTV for filming the meeting. Ankuda said often governing bodies will elect to be governed by Roberts Rules for running a meeting. Massucco asked Ankuda if there was any preference to Roberts Rules or Roberts Rules for Small Boards. Ankuda responded, one of the questions that comes into play is whether the chair makes motions; whether the chair votes. Someone should make a motion and then discuss that. Massucco moved to adopt what is known formally as Roberts Rules of Order as distinguished from Roberts Rules of Order for Small Boards, seconded by Carolyn Frisa. Massucco added, as Mr. Ankuda mentioned, for small boards, because of the difficulty of obtaining quorums, etc. the chair would normally not make motions and only vote in case of a tie. Under the large board rules, the chair would be a fully participating member for purposes of motions, voting, etc. With nine members, he thought we could sustain adoption of the full rules; but would leave it up to the board to decide. There was no discussion and the board voted to adopt Roberts Rules of Order rather than Roberts Rules of Order for Small Boards. The motion carried.

Approval of Minutes of February 11, February 18 and February 25, 2014:
Frisa moved to approve the minutes of February 11th as printed, seconded by Gould. The motion carried. The secretary abstained. Frisa moved to approve the minutes of February 18th as printed, seconded by Massucco. There were two abstentions. The motion failed and the minutes of February 18th will be taken up at the next meeting. Frisa moved to approve the minutes of February 25th, seconded by Massucco. The motion carried with the secretary abstaining.

Establish Dates and Time for Trustee Meetings:
Gould asked to put off the “public comment” section until the board gets through the organizational portion of the meeting. Emily pointed out that Robert DeRusha submitted a letter that we might want to look at now. Blackwood said multiple board members have the same issues so it is not going to be a problem. Fowler asked the secretary if there is a conflict with Tuesday of the month. Aldrich responded that the only time it would be a conflict would be the Annual Town Meeting. She does prefer a later time. She works until 4:30 and had to leave at 4:00 today in order to have time to set up. Frisa said she was one that had requested a 4:30 time last year; but she had a two month old baby who is now 14 months so her life is very different. Blackwood added that she has similar issues with the time. She finishes work at 4:30 so the earliest she can get here is 5:03 if she leaves on time. Massucco moved to establish our regular meeting time on the second Tuesday of each month at 5:00; Carolyn Frisa seconded for discussion. Fowler said our member of the public asked that it be at 6:00. Frisa said she is open to that. DeRusha explained that 5:00 is still early. It is much the perception of access and being open. He finishes work at 5:00 and it takes a half hour to get here. He doesn’t have to come to meetings; but would like to. Blackwood added that the other thing about the perception of openness and she doesn’t know if the town or library has bought into this is to think about a subscription to something like “Go to Meetings” where people can observe the meeting over a PC of their choice in their own home to save the commuting issues. Massucco said he would welcome a friendly amendment if folks would like to push the meeting out later. Aldrich amended it to 6:00 and Massucco accepted that. Celina Houlne pointed out that Tuesday night is the same night as the select board meetings. Sometimes we have to go to those meetings. Frisa said she didn’t want to speak for Paige; but Tuesdays worked for her. Fowler added that Jan does not teach on Tuesdays so if we changed, it might not be good for her. Gould repeated that we have an amendment to establish our regular meeting time on the second Tuesday of each month at 6:00 p.m. Frisa asked about also having an end time. Gould said he would encourage the board to work toward two hour meetings max and maybe set policy saying at the end of two hours we are adjourned unless the vote that night is to continue the meeting. Maybe we don’t need it; but lets work diligently toward two hours. The motion carried.

Agenda Preparation and Meeting Warnings:
Massucco asked what the current confusion is. Gould said the confusion has been that the former director was charged with doing the warnings and that was changed so the chairperson was doing it. He just wants to know who is responsible from this point on. Massucco said from a statutory and By-Law position, the chair has the responsibility. The chair has the ability to delegate to the director. Massucco added, by establishing a regular meeting schedule, we are not obligated to warn the regularly scheduled meeting each month. If we wish to change the time, the day or the location we do. Special meetings have to be warned, emergency meetings not necessarily; but notice immediately given as we are able to do that. Even though we don’t have to warn the regular meeting now that it has been established, we still have to have an agenda. It would be nice to get them in advance. Frisa read from the Manual For Vermont Library Trustees that the librarian and board chair should develop the agenda together; but individual trustees should be able to add to it. She would like to follow those guidelines. Gould agreed. Blackwood moved that the board follow the recommended procedures by the Vermont Department of Libraries in its Manual for Vermont Library Trustees, seconded by Fowler. Blackwood said in addition, she would like to see the warnings in addition to the required paper locations be put on the town website and perhaps the library website. Frisa asked that the agenda also be posted there. Garofolo, Eagle Times, formally requested copies of the warnings and agendas. Zervas explained that the press has a standing request for special meeting warnings and agendas. Maskell added that it is a calendar year request. Frisa said we should discuss physical locations at which to warn meetings. She recommended that we be consistent with board and committee meetings. We posted this meeting at the bookstore, the kiosk and the library. Gould added that we should post at the store in Saxtons River. Zervas said she could post there. It was agreed to post at the clerk’s office, town hall lobby, the kiosk outside town hall, the public bulletin board in Saxtons River and the library. The motion carried. DeRusha brought up the necessity of having the minutes available five days after meetings. It can be done electronically and they should be noted “Draft”. Frisa added that they are posted on the library website and possibly the town website. Robert McBride suggested posting them on the screen before the movies begin. Geller asked that warnings and agendas be posted not just in as little time as required; but in as much time as possible and be made available for the public. It would be nice to put even the regular meetings on it and it would be good to have a regular procedure to put a notice in the calendar of the major newspapers that circulate in this area. Frisa asked when the chair feels the need to call a special meeting, that he call as many trustees possible first before setting the date.

Trustee Contact Information:
The chair asked for an up-to-date list of each board member’s name, email address, home address, etc. There were forms to be filled out and turned in by the end of the meeting. It was suggested that it be turned in to the Secretary. Frisa added that last year we established a specific email address which we would use. It would just be used for library business. Mary VanHartesveldt advised that the library maintains that list and will continue to do so if the board wants as they also need the information.

Trustee Contact Person with Attorneys Ankuda and Pell:
The chair asked to establish a contact person between the board and attorneys Ankuda and Pell during this time of litigation. Fowler suggested getting the full board’s approval first. Ankuda interjected that really is not workable because you have to have a meeting in order to authorize the chair. He added that is why you have a chair, the chair is the conduit. That’s how he works with every other board he deals with. Massucco supported Ankuda on this 100%. Massucco moved that we appoint the chair of this board to be the point person/contact person to interact with the attorneys for the board.; Steve Ankuda on behalf of the board and Connie Pell on behalf of Vermont League of Cities and Towns for the town and the board and that he use his discretion in those contacts with the request that he reports to the board on a regular basis and, if in his judgment, feels it necessary to call meetings, he do so. Frisa seconded the motion. Betty Haggerty asked why we would want to limit it to Ankuda and Pell; why not “attorneys”. Massucco said he would accept that as a friendly amendment; Frisa seconded the friendly amendment. The motion carried. DeRusha suggested the chair write a letter to the attorneys so it is unambiguous that there is one contact person. If anyone else wants to talk with them, it’s on their nickel. Secondly, Ankuda was requested to be here today by the board chair who is not now here. He suggested that since the board has gone through the open meeting law and public records access Mr. Ankuda could leave unless he chooses to stay here. Ankuda responded that he is happy to leave any time. He asked if next Tuesday’s meeting will be an executive session. He would like to be here to talk to the board about some things. Ray moved that Mr. Ankuda be invited to attend the special meeting of Tuesday, March 18th at 4:30 p.m. Frisa seconded the motion. The motion carried.

Review of Public Records Requests:
The chair advised that this is just a friendly reminder. If you are a new member, please review the Open Meeting Law. It is in the binder. Frisa asked that the board receive some training on this issue and on the next item, Review of Public Records Requests, in the near future. The chair advised that it will be discussed under Old Business, Invitation to Amy Howlett.

Committee Synopsis and Reports:

The chair said he had hoped there would be enough committee people who had committee experience to give about a two or three sentence description of what their committee does and then give a report on that committee. Budget & Finance: Fowler said she was on the budget & finance committee. They need more members. She is now the only member so she is looking for more board members and perhaps a member of the public with some expertise. She’s treasurer. She just went to the bank and reinvested our funds. The $125,000 she was designated to invest has been moved into a five year account at a bit over 2%. Unfortunately, that is as much as we can get. A copy of the paperwork has been given to Mary VanHartesveldt. Fowler said she would like to establish a binder where all this information is kept because it was difficult when she took over not knowing what the treasurer’s duties were. She has been working with Mary VanHartesveldt on the budget and with Sam & Emily on things and signing the warrants on Fridays. There was a By-Law change where we discussed that we would have two people sign; Hope has indicated that she would go; but we need to redo the By-Laws.

Policy: Frisa said in the most recent years, there were two policy committees and she was chair of one. The main thing done last year was to start reviewing the By-Laws. Her suggestion would be that there only be one policy committee going forward. Other than that, policy is pretty self-explanatory. The recommendation is that every year all library policies be reviewed by the board.

Communications/Fund Raising: Fowler advised that they did not meet the whole time and she suggested that there be no communications and fund raising committee. Rather there were questions and historical collection where either some fund raising or grants need to be looked at. There are questions about Buildings and Ground where there might be grants. She feels this committee should probably be disbanded and other committees assisted by the Budget and Finance group on whatever they want to do to develop a grant. She doesn’t think that having a stand-alone communications/grant group makes much sense.

Historical Collection: Frisa said the committee is responsible for the care and overseeing of historical collections from the library. This year there will be a lot of work bringing those things back to the library from temporary storage. They also want to start having rotating displays in the library as well. They have a couple of fundraiser projects they’d like to do. We just met last week and would like to come up with a work plan for the year. They also need new members.

Committee Assignment Requests: The chair asked board members to think about which committee the board members might like to serve on and put them in an order of 1-4. Blackwood asked about the By-Laws and Frisa explained that they are already outdated. The current By-Laws only establish three standing committees, Book, Building and Finance and such other committees as may be established. Ray & Laryssa Howard were on the book committee and they banned the books if necessary; however they never had to take any books off the shelves.

Fowler recommended that the personnel committee be made up of the officers of the trustees as is similar to the BFFDA Board and the Chamber Board, Parks Place and Our Place Boards. It is usually the chair, co-chair, secretary and perhaps the treasurer that are the personnel committee and they only meet when they have to. It is not a regularly scheduled thing. That is typical of all the organizations she has been involved with.

Frisa thought it would be a good idea to bring the board up to speed as to where they are on the By-Laws. A couple of weeks ago, the old board did meet to make the first round of recommendations; but those still have to be reviewed in writing twice and approved twice. The chair said his concern with the By-Laws is a description of what the committees do. Frisa said that is addressed in the Trustees’ Manual that each committee have something written down explaining their purpose.

Mary VanHartesveldt explained to the new trustees that what is in our binders are the By-Laws before any work was done on them, the policies before work was done on them. Any paperwork that has been generated that she did not have, the board does not have.

Public Comment: David DeRusha thanked the board members for their service. Joe Brissette asked who put together tonight’s agenda. Gould said he did with Pat Fowler. Brissette asked if she said last year’s board authorized the chair to put together the agenda and now this year you voted to have the chair get it together. Generally, it’s the job of the chair. Fowler said she being the treasurer did it. She and David discussed it, we came up with ideas, he printed it out for her. Joe’s point was that Jan was still chair so technically, it was still her job to make up tonight’s agenda. Massucco said he would take the position that she abdicated her responsibility. Brissette continued, she abdicated her responsibility now by not being here; but until this moment you didn’t know. Massucco replied that Jan indicated that she wouldn’t be here. Brissett said that this was an issue last year that citizens would come to the meetings citing violations of the open meeting law and it is not clear to him that David had the authority to make tonight’s agenda with Pat’s help. Fowler replied that she is sitting treasurer and Jan indicated that she probably would not be attending. This meeting was warned back in February. Frisa said if there is no chair coming to the meeting, it goes to the next lower down officer. Robert DeRusha said to move forward, there is other business to get to and every citizen always has the right to question through the Secretary of State’s Office open meeting issues. Serena Hickey said she appreciates the difficulties in getting this meeting going and appreciates that it was held now because it is convenient for her being a member of the public to see what this public board is up to. She also appreciates that the board has an agenda to work on and not just sitting here twiddling your thumbs. Steve Geller had a lengthy comment and submitted his written comments to be included in tonight’s minutes.

Director’s Report: The report was received. She asked if there were questions. Frisa asked Emily to explain the second to last item under “Other” concerning the E-rate grant. Emily said the E-rate grant is a federal grant for telecommunications funding for libraries and schools. We get a chunk of the state’s application monies because we have the state centered cyber connection. This is the first year that we are having it and we get it subsidized through the state. They do an application for all the different cyber libraries for the E-rate funding. We get a chunk from there and also a smaller chunk to help with the telephone service. The state chunk hasn’t come through yet in terms of what the rates were going to be. She has just been notified that it has just been processed. We will see a large credit on our Sovernet bills and from then on, we’ll see our Sovernet bills diminished. Right now it’s about $200 per month. We were anticipating the cyber internet was going to cost $100 per month. She thinks it will actually cost a little bit less based on what they’ve told her. She’ll know once the money comes down. We will get credit from Sovernet for the money already paid because the state money goes directly to them. One thing not on the agenda was to invite Mary Vanhartesveldt to take the board to the financial projection that she put together for us. Mary said she also wanted to let the new board members know about the reports they will be seeing monthly. There is a balance sheet, a budget status report both which come from the town and they reflect our account. At this point, they reflect the debt to the town largely due to the renovation. She asked if there were any questions. If anyone wants to come talk to her about the accounts, she will be happy to talk to individuals. The budget status report which comes out every month reflects our budget, our expenses and revenues so far and the per cents that we have achieved of our budget. The categories are grouped. At this point the renovation money is blended into it and reflected in the sub total for both revenues and expense. It can be taken out to look at the library’s month to month operations. The other report is a spreadsheet for the projections and has the same information but she has taken another step forward and tried to project to the end of the year what she thinks is going happen in different categories. She went over the financials with the board. Massucco thanked the public for supporting the library budget this year. He added that he thought Jiggs McAuliffe’s comments were also appropriate to be looking at how we eliminate our shortfall.

Old Business: Invitation to Amy Howlett for Trustee Training – The chair said he tried calling her today; but was not able to make contact. Fowler suggested an on-line package with meetings. We can get some dates from Amy and then people can comment. Gould said we will work through it. Library Grand Opening – Frisa said she has been thinking about this. One thing talked about at our most recent Historical Collection committee meeting is there is a date, May 8th where there is going to be a presentation here at the library. Emily said the library and the Historic Preservation arm of town hall have partnered to have Bill Hosely come and do a presentation about libraries, specifically historic libraries and how their services have changed and also about historic preservation of library buildings. He is available on that date. Frisa said her thought is that if that is an agreeable timeframe, it might be nice to plan a number of grand reopening events somewhere along that date of May 8th. Gould asked if anyone had stepped forward to chair this event. The response was “not yet”. Gould said this will fall under her bailiwick and he will be happy to step in. Frisa said once he has made the decision of committee members she would like to know as soon as possible. The committee is Carolyn, Pat, Paige and Emily at this time. We can adjust that if needed.

New Business: Copy Machine Lease – Zervas said she needs the board’s approval to sign a lease agreement with Canon. They are talking about doing a 16 month fair market value lease and the price with maintenance per month is $101 and then there is a charge for black & white copies and colored copies. It would be both the staff and public copier. The public computers will be able to print in color. Fowler asked what the cost per copy. Zervas responded that the copy for black and white is .0123 cents per copy. Our cost for colored copy is .08 cents per copy. We will charge more than that. Canon supplies the toner. It has been budgeted for since the beginning of the year; but because it’s a new contract she needs board approval. Frisa moved to approve the new contract for the copier as presented by Zervas, seconded by Blackwood. The motion carried.

Executive Session: Not needed.

Other: No other business.

The next meeting is scheduled for March 18, 2014 at 4:30 p.m. in the Library Conference Room to discuss pending litigation with Connie Pell, Attorney from VLCT and to conduct any other trustee business.

Frisa moved to adjourn at 6:25 p.m. seconded by Fowler. The motion carried.

Respectfully submitted
Doreen Aldrich, Secretary

Letter read by Steve Geller

Good afternoon. I’m Steve Geller. First and foremost, I want to congratulate the 4 new Trustees on their very successful campaign and election to the Board, and the voters of Rockingham for their good judgment and commitment to get out and vote in such large numbers to send such a clear and unequivocal message. What was that message? That they deserve a Board they can trust to serve the needs and interests of the Library, its patrons, and the community, in a transparent, civil and integrity-driven manner, instead of the narrow interests of a few individuals’ personal agendas.

How clear was that message? The election results tell it all. Let’s look at what they say: Deb Wright was the only member of the previous majority- the 5 whose actions drove the formation of the Trustees You Can Trust campaign -who ran for re-election. She was the embodiment of that majority- one of its primary leaders, and the architect of the allegations that were fabricated about the Library Director’s performance in order to justify their relentless drive to fire her, the truth be damned.

For that performance, Ms. Wright was fired by her employers, the residents of the Town of Rockingham, who soundly rejected her bid to remain on the Board to keep doing what she had been doing for the past 3 years. But the big news was not just her defeat; it was the scale of the defeat that is most significant:

• In the previous 4 elections, not a single Library Board candidate received as many votes as any of this year’s candidates, except for Wright.
• Wright, an incumbent (usually a large advantage), received only 143 votes, compared to 685, 757 & 837 for the other three-year-term candidates, which was only 6% of the total votes cast in that race; i.e., 94% of voters said essentially “Anyone but Wright’
• The next lowest vote-getter received 28% of the votes, compared to her 6%.
• If she had tripled her votes, she still would have been 128 votes short of getting elected. She would have needed to quadruple her votes to win a seat, and then it would have been by just 15 votes.

Let me be clear: My aim in focusing on the vote counts is not to disparage Ms. Wright’s re-election effort. Rather, it’s to make the point that elections have consequences: They convey the will of the voters to either maintain the status quo or to make needed changes going forward. The good news for the new Board is that you don’t have to guess about how to interpret the voters’ will in this case. Here’s why:

Ms. Wright was unambiguously, unapologetically clear and articulate in her defense of the previous majority’s actions and viewpoint: She insisted that they did the right thing every step of the way, had nothing to be sorry for, and would continue to do the same if given the chance; therefore the voters should re-elect her to fight to maintain the status quo for another 3 years. The scale of her defeat speaks volumes about the vehemence with which the voters rejected that argument, and by extension, the actions of the previous majority: The voters’ will was obviously to demand change, and for it to be immediate and dramatic.

This message is so self-evident that the term “message” is really inadequate to describe it.

It is truly a mandate…a mandate for the Board to:

1. Move forward toward community healing by swiftly turning back the reckless actions of the previous one-vote majority, in the areas of open meetings, public involvement, proper procedures, and, not least, the wrongful termination of the Library Director

2. Re-focus your efforts on the big picture – the mission, vision, direction, & fiduciary oversight- instead of micro-managing library operations. Empower and allow the Director and staff to do what they were hired for, and have the skills & professional experience to do best, instead of standing in their way and second-guessing them on every minute detail.

3. Stop worrying about how little community outreach and meeting notification, and public comment you can get away with doing, based on the minimum legal requirements, and start focusing instead on how much you can do to maximize the involvement of town residents, patrons, and other elected officials. Welcome and encourage community partnerships beyond what’s required rather than push away and discourage them.

4. Conduct your meetings, business transactions, relationships, and yourselves with the maximum feasible transparency, civility, and integrity.

The people of Rockingham have registered their demand for change with their votes and will be watching to see if their mandate is heeded and fulfilled. I know the new Board majority is committed to making that happen, and I and hundreds of other concerned individuals are excited to have contributed to that and to being a witness to, and a partner in its implementation going forward.

Thank you for your time and for listening to my comments. I request that they be made a part of the official record of this meeting.

Board of Trustees Special Meeting Agenda: Tuesday, February 25, 2014

RFPL Board of Trustees Warning
Special Meeting of Board of Trustees
Rockingham Free Public Library
Tuesday, February 25th, 2014
Time and Place: 4:00 p.m. at RFPL Meeting Room

1. Call to Order
2. Public comment: 2 minutes per person; 15 minute time period for all public comments
3. Community Search Committee: report and recommendation
4. Buildings and Grounds: emergency item: ice on roof – north side of building
5. Work session by trustees on trustees’ bylaws: work through Committee B’s recommendations.
6. Executive session, if needed
7. Schedule next work session and/or pass on results to new board
8. Adjourn

Board of Trustees Special Meeting Minutes: Tuesday, February 25, 2014

RFPL Board of Trustees Minutes – Special Meeting of Board of Trustees
Rockingham Free Public Library
Tuesday, February 25th, 2014 Time and Place: 4:00 p.m. at RFPL Meeting Room

Attendees: Board – Hope Brisette, Elayne Clift, Pat Fowler, Carolyn Frisa, Jan Mitchel-Love, Ray Massucco, Paige Pietrzak, Laura Senes (phone), Deb Wright. Staff: Samantha Maskell, Mary Van Hartesveldt, Emily Zervas. Public – Arnold Clift, David deRusha, Steve Geller, David Gould, Célina Houlné, Sue Lampe-Wilson, Joel Love, Donna Stevens. Press: Chris Garafolo, Dominic Poli, Susan Smallheer, Brian Bashaw filming for FACT TV

1. Call to Order at 4pm

2. Community Search Committee: report and recommendation. No recommendation at this time after interviewing 3 of the 5 candidates from the pool of 19. Elayne Clift made a motion that no actions or decisions for a director or interim director be made by this current board but that we should notify the current applicants that they were not successful. Yes: Clift, Massuco, Frisa Fowler. No: Wright, Mitchell- Love, Brisette, Pietrzak. Motion failed. Pat Fowler made a motion that the Chair of the Search Committee notify the current job applicants that they did not match our needs at this time. Seconded by Frisa. All voted in favor. Pat Fowler moved that we re-run the ad in the ALA and other places through March 31 with applications due on April 11th. Massucco seconded. Clift opposed, 8 other trustees in favor, Motion Passed.

Laura Senes left the meeting at 5pm

3. Public comment: none

4. Buildings and Grounds: emergency item: ice is building up on the roof on the north side of building discovered by Eric Clark. Emily Zervas and the Building Committee were directed by the Trustees to solve the problem. Emily will ask the Town not to plow the sidewalk in front on the side and cones and “Danger” signage will be placed.

5. Work session by trustees on trustees’ bylaws- changes were made by the Board with suggestions included from the audience.

6. Executive session: none

7. Schedule next work session and/or pass on results to new board – bylaws work concluded. Draft Bylaws will be passed on to the new Board. Brisette and Pietrzak left the meeting.

8. Prior to adjournment, Carolyn Frisa made a motion that the Board of Trustees hold an organizational meeting on March 5th. (not on agenda, so not a legal motion) Yes: Clift, Frisa, Fowler, Massucco. No: Mitchell-Love, Wright. Motion failed.

Meeting Adjourned at 6:44pm Submitted by Pat Fowler

Board of Trustees Special Meeting Agenda: Tuesday, February 18, 2014

Agenda
Special Meeting of Board of Trustees

Rockingham Free Public Library
Tuesday, February 18th, 2014
Time and Place: 4:00 p.m. at RFPL Meeting Room

1. Call to Order

2. Public comment: 2 minutes per person; 15 minute time period for all public comments

3. Finance Committee: update on investment of annuity – Pat Fowler

4. Executive session (pending litigation)

5. Work session by trustees on trustees’ bylaws: work through Committee B’s recommendations.

6. Schedule next work session

7. Adjourn