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

5. Director’s Report (submitted in writing) – Celine reviewed highlights
6. 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
7. Upcoming Board meeting schedule:
8. May 31 Lower Theater from 6 to 7 pm; 6 of 8 Trustees think they can attend.
9. Summer RFPL Trustees schedule – Regular July 26 meeting, no August meeting
10. 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.

 

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 7^th 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 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

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

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 8^th from 1:00-2:00pm
10. Executive Session N/A
11. Review Tasks
12. Adjourn 2:56om

 

Respectfully submitted

Ellen Taetzsch

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