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 10^th 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 9^th. 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.

8. 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.
9. 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 21^st. The motion passed.
10. New Business: Executive Session

RFPL Trustee 03/24/15

Mtg. Minutes

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11. 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.
12. 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

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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

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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, 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

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 10^th 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 21^st at 5PM at the RFPL.
10. The meeting adjourned at 6:30PM.

Respectfully submitted by John Bohannon, Committee Secretary, March 17, 2015.

RFPL TRUSTEES SPECIAL MEETING
MARCH 10, 2015
6:15PM
MINUTES

Click here to download a .pdf of these DRAFT Minutes: 20150311101443

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

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

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

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