Monthly Archives: July 2015

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