Library Board of Trustees
Meeting Minutes
Thursday, May 15, 2025
6:30 PM

Members Present: Carol Blackwood, Bonnie North and Mike Sola, Margo Ghia, Ginger Driscoll, Martha Rowley.
Lib Director: Ian Graham
Absent: Ginny Massucco.

Click here to download a .pdf of these minutes

Click here for a recording of this meeting

AGENDA
1. Called to Order at 1830 by Margo Ghia (chair)

2. There were no Additions to Agenda for routine administrative matters.

3. There were no public comments

4. Approval of minutes from 30 March, 2025 meeting motion by Martha Rowley, second by Bonnie North. Unanimous vote.

5. Bylaw change proposal submitted by Policy Committee. Discussed proposed changes to Article I, III, and XVI which lower library board membership to seven members.
Unanimous approval.

6. Update: Federal funding to Vermont Dept of Libraries. Ian Graham informed the Board that he is getting updates approx. every 2 wks. Vermont has received approx 1.2M dollars per year. After the initial announcement that all funding was cut, the State provided reassurance that Vermont has already received 2025 funds and 2026 funding appears secure. The State and American Library Association are working to maintain funding.

7. Update FY2025 Budget. Ian Graham updated the Board that he expects to end the FY25 with expenses near budget and income above budget due to receipt of unexpected donations, an IT grant and Friends of the Library funding of items previously budgeted
for with library funds. Ginger Driscoll questioned if RFPL could afford a subscription to Candid Directory which is very helpful when searching for grant funding. She will research possible options.

8. Discussion Sustainable Libraries Program. Mike Sola updated the board that initial cost is $300 for certification pathway, and then $50 per year. He had communication from a library that found the advise helpful and had no negative feedback from their community.
Plan to further discuss and vote on at a future meeting.

9. Other Business: none.

10. Review action items, agenda items for next meeting. Next meeting Thursday, 17 July 2025 at 6:30PM. Plan second vote on Bylaw change, Update on Federal funding to Vermont Dept of Libraries, Sustainable Libraries Program and other items as needed.

11. Adjourn at 1920

Library Board of Trustees Meeting
Thursday, May 15, 2025
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Clcik here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will  require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approval of minutes from March 30, 2025 meeting
5. Discussion and Motion: Bylaw Change
6. Update: Vermont Department of Libraries Information About Recent Federal Changes to Departments Funding Libraries in the United States
7. Update: FY25 Budget
8. Discussion: Sustainable Libraries Program
9. Other Business
10. Review Action Items, Propose Agenda Items for Next Meeting
11. Adjourn
Posted May 9, 2025
Join meeting online at:
https://tinyurl.com/4ppkbz6m

Library Board of Trustees Meeting
Monday, April 7, 2025
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Click here to download a pdf of thise 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. Discussion and Recommendation: Bylaw Change
5. Other Business
6. Review Action Items, Propose Agenda Items for Next Meeting
7. Adjourn
Posted March 14, 2025
https://tinyurl.com/3ywhkpx5

Library Board of Trustees Meeting
Thursday, March 20, 2025
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Click here to download a pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approval of minutes from January X, 2025 meeting and March 6, 2025 meeting
5. Committee Assignments
6. Discussion and Motion: Bylaw Change
7. Discussion: Sustainable Libraries Program
8. Other Business
9. Review Action Items, Propose Agenda Items for Next Meeting
10. Adjourn

Posted March 14, 2025
Link to join:
https://tinyurl.com/yc6u3xxz

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, March 6, 2025
Present: Margo Ghia, Martha Rowley, Ginger Driscoll, Bonnie North, Ginny Massucco, Mike Sola (on Teams link), Ian Graham (Director)

Public citizen: Carol Blackwood

Click here to download a pdf of these minutes

1. Call to Order
   Director Graham called meeting to order at 6:40 p.m.

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

1.                  M. Ghia adds a discussion to tonight’s agenda item 7 (below)
2. Public Comment (3 minutes per person)
   None

4. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
   a.               B. North nominated M. Ghia for Chair, M. Rowley seconded.        Unanimously elected.
   b.             M. Ghia nominated G. Driscoll for Vice-Chair, M. Rowley seconded.   Unanimously elected.
   c.             M. Ghia nominated M. Sola for Treasurer, G. Driscoll seconded.   Unanimously elected.
   d.             M. Rowley nominated G. Massucco for Secretary, M. Sola seconded.  Unanimously elected.

At this point, the newly elected slate of officers assumed their duties, and Chair

1. Ghia presided over the meeting from this point forward.
2. Selection of Regular Meeting Date, Time, and Schedule for the Year

It was moved and seconded to meet at 6:30 p.m. on the third Thursday of odd-numbered months (Jan., Mar., May, July, Sept., Nov.)

The motion passed with one abstention.

6. Adoption of Rules of Procedure, Code of Ethics, and Continuation of Adopted

Policies

1.                  It was moved and seconded that the board adopt the RFPL

Board of Trustees Code of Ethics Policy.

Motion passed unanimously.

1.                  It was moved and seconded that the board adopt the RFPL Board of

Trustees Rules of Procedure For Meetings.

Motion passed unanimously.

1.                  It was moved and seconded that the board proceed with the

Continuation of Adopted Policies.

Motion passed unanimously.

Director Graham advised the board that per state law, each Vermont town has a  new Ethics Compliance Officer – Rockingham’s officer is Heather Hitchcock.

All town officials are mandated to take an ethics video training. Director Graham will send the link to the training to each trustee and attach H. Hitchcock’s email.

7. Discussion: Board Vacancies

Three trustees were elected to serve on Town Meeting Day, bringing the total on  the board to six at this time. The discussion revolved around Article I of the bylaws which states that the board be comprised of nine members. Because it  has been a struggle to keep all nine seats filled, the board discussed moving toward a seven-member RFPL board, which can be achieved by amending the bylaws. With that in mind, a motion was made and seconded to make a recommendation that the Town Select Board act to appoint Carol Blackwood to fill one empty seat on the RFPL Board of Trustees, and thereby bring the number of Trustees to seven. The motion passed unanimously.

8. Other Business: none
9. Review Action Items, Propose Agenda Items for Next Meeting:

RFPL Bylaws Article I: Trustee Election

10. Adjourn: 7:26 p.m.

Next meeting 6:30 p.m. March 20, 2025

Respectfully submitted,

Ginny Massucco

Library Board of Trustees Meeting
Thursday, March 6, 2025
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Click here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
5. Selection of Regular Meeting Date, Time, and Schedule for the Year
6. Adoption of Rules of Procedure, Code of Ethics, and Continuation of Adopted Policies
7. Discussion: Board Vacancies
8. Other Business
9. Review Action Items, Propose Agenda Items for Next Meeting
10. Adjourn
Posted March 3, 2025

Link to join:
https://tinyurl.com/57e2528t
Meeting rooms are accessible by elevator at the entrance to the left of the front stair

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, January 16, 2025
Present: Margo Ghia (Chair), Carol Blackwood, Mike Sola, Martha Rowley, Ginger Driscoll,
Ryan Coyne, Ginny Massucco, Ian Graham (Director)
Absent: Mary McCallum, Bonnie North

Click here to download a pdf of these minutes

Click here to listen to the audio of the meeting

1. Call to Order
Chair M.Ghia called meeting to order at 6:33 p.m.

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

3. Public Comment (3 minutes per person): None

4. Approve minutes from December 5, 2024
Moved by C. Blackwood, seconded by M. Rowley. Motion passed unanimously.

5. Library Director’s mid-year budget update
Director reported that at the half-way point through the budget year, everything looks on track. He reported that the Friends of the Library raised more than $10,000 through the direct
appeal this year. He also reported that the library has received notice that a generous $25,000 bequest to the RFPL may be forthcoming.

6. Annual statistics
Director reported that numbers of library users remains steady. He spoke about the library’s holdings, annual visits, library programming and attendance. The DVD collection continues to be popular with patrons and he will continue to build it; computer usage has tripled during the past year, with 22,000 more wireless connections this year than last.

7. Upcoming RFPL Trustee board election in March, 2025
Director reported that there are several petitions circulating for the 5 seats which will be open on Town Meeting Day. Current trustees G. Driscoll, R. Coyne, M.Ghia, B. North, and C. Blackwood have taken out petitions to run. Current trustee M. McCallum intends to finish the first year of her term, and then will resign her seat, effective March 15, 2025.

8. RFPL Meeting Room discussion
This discussion came to light because it was discussed at a RFPL Policy Committee meeting, and was focused on whether a private group would be able to use the meeting room privately, with doors closed to others.

Policy committee member, M. Ghia, reported that the current Operational Policy includes a specific “Meeting Room Policy” which states:
2. People and organizations may request the use of the meeting room. Meetings must be free, open to the public, and of a cultural or civic nature.”
M. Ghia suggested that in the future, if someone wishes to review this policy, the board of trustees will take up the matter at that time.

9. Other Business: none

10. Review action items, propose agenda items for next meeting

Bylaws discussion re: number of trustees serving on the board (currently by-laws call for 9 trustees)

Next meeting: Election of officers for this Board of Trustees

Next meeting: March 20, 2025

11. Adjourned at 7:25 p.m.

Respectfully submitted,
Ginny Massucco

Library Board of Trustees Meeting
Thursday, January 16, 2025
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Click here to download a pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve minutes from December 5, 2024
5. Mid-year budget update
6. Annual statistics
7. Upcoming Trustee election
8. Meeting Room discussion
9. Other Business
10. Review Action Items, Propose Agenda Items for Next Meeting
11. Adjourn
Posted January 9, 2025

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, December 5, 2024
Present at RFPL: Margo Ghia (Chair), Carol Blackwood, Mike Sola, Martha Rowley, Ginny Massucco, Ian Graham (Director)
Present on screen via Teams link: Mary McCallum, Bonnie North, Ginger Driscoll
Absent: Ryan Coyne

Click here to download a pdf of these minutes

Click here for a recording of the meeting

1. Call to Order
Chair M.Ghia called meeting to order at 6:36 p.m.

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

3. Public Comment (3 minutes per person): None

4. Approve minutes from September 19, 2024
Moved by C. Blackwood, seconded by M. Rowley. Passed with 2 abstentions.

5. Library Director’s update
Work has been done on the building: front steps repair is completed and work has been done on the back steps to bring them up to VOSHA standards.

Director discussed the leak in the youth activity room which was caused by water intrusion and the Town will be notified. It has not impacted the condition of nor operation of the elevator.

6. FY26 Budget
Discussion: Trustee Finance Committee convened multiple times since the September meeting, working to draft the proposed budget, and shared copies of their proposed budget with the board.
Director reports that FY26 budget is level-funded, and that the tax appropriations will be the same as last year’s.

M. Rowley moved that the Trustees approve FY26 budget as presented with a tax appropriation of $387,250 and an overall budget of $436,700, allowing for minimal adjustments within individual expense lines that do not impact the overall budget. B. North seconded, motion passed unanimously.

7. Operational Policy
Discussion: Trustee Policy Committee convened many times to review and edit the Operational Policy Manual, bringing it up to date. They distributed copies of the newly revised manual. C. Blackwood moved that the Trustees adopt the revised Operational Policy Manual, as reviewed and edited by the Policy Committee. G. Massucco seconded, and the motion passed unanimously.

8. TD Bank account change
C. Blackwood moved that the Library Director close the current “debit” account at TD Bank and transfer those funds to the Library’s account at M&T Bank.
M. Sola seconded, and the motion passed with one abstention.

9. Other Business: none

10. Review action items, propose agenda items for next meeting
Proposed agenda item for Jan. 16, 2025 meeting: discuss number of RFPL Trustee seats open for March 2025 Town Meeting

11. Adjourned at 7:16 p.m.

Respectfully submitted,
Ginny Massucco

Library Board of Trustees Meeting
Thursday, December 5, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Teams (link below)

Click here to download a pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve minutes from September 19, 2024
5. Library Director’s update
6. FY26 Budget: discussion and motion
7. Operational Policy: discussion and motion
8. TD Bank account change: discussion and motion
9. Other Business
10. Review Action Items, Propose Agenda Items for Next Meeting
11. Review and Approve Warrants
12. Adjourn
Posted November 28, 2024

Library Board of Trustees Finance Committee Meeting
Monday, November 18, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor)

Click here to download a .pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Discussion and possible action: FY26 budget
5. Other Business
6. Review Action Items, Propose Agenda Items for Next Meeting
7. Adjourn
Posted November 13, 2024

Library Board of Trustees Policy Committee Meeting
Thursday, November 7, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor)

Click here to download a copy of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Discussion: continued review of Operational Policies; determine next steps
5. Other Business
6. Review Action Items, Propose Agenda Items for Next Meeting
7. Adjourn
Posted November 1, 2024

Library Board of Trustees Meeting
Thursday, September 19, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor)
AGENDA

Click here to download a pdf of this agenda

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of August 15, 2024 Meeting
5. Trustee Email Accounts
6. Discussion: Building Improvements and Needs
7. Update on Policy Revisions
8. FY26 Budget
9. Committee Assignments
10. Other Business
11. Review Action Items, Propose Agenda Items for Next Meeting
12. Review and Approve Warrants
13. Adjourn
Microsoft Teams link for online access to meeting: https://tinyurl.com/4r8xb95u

Library Board of Trustees Meeting Minutes 

Thursday, August 15, 2024 

  6:30 PM 

LOCATION: Rockingham Free Library Meeting Room (upper floor) and MS Teams (link below)

PDF of these minutes

Recording of these minutes
 

AGENDA 

1. Call to Order 

1. Chair Margo Ghia called the meeting to order at 6:34pm 

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

1. None. 

1. Visitor/Possible new Trustee 

1. Bonnie North was introduced to all in attendance. Bonnie is interested in serving on the library board to fill the vacancy upon a recent board resignation. Carol moved that the Board recommend that the Town of Rockingham Selectboard appoint Bonnie North to serve on the Library Board of Trustees; motion seconded by Ginger; motion unanimously passed. 

1. Approval of minutes of May 16, 2024 meeting 

1. Minutes approved unanimously. 

1. Trustees email accounts: discussion 

1. Trustees will be given Outlook accounts and will be responsible for 2-factor authentication. 

1. Director’s Update 

1. The kitchenette funded by the Seed to Spoon grant is nearing completion. The related cookbook club has begun meeting, and the gardens are in development as well. The library has switched to VoIP telephones in an effort to reduce telecom costs. The front steps of the library are being cleaned and grouted to ensure longevity. 

1. Operational Policy Discussion 

1. The Policy Committee is still working on revising the Operational Policy. That committee is scheduled to meet again on September 4, 2024. 

1. Personnel Policy Update 

1. The Library Board and Policy Committee are waiting for the Town of Rockingham to complete its updates to the Town personnel policy. 

1. FY26 budget 

1. Finance Committee will begin convening in September to draft the FY26 budget for Board consideration in November. 

1. Other Business 

1. Trustees are encouraged to speak to Ian about committee assignments. 

1. Next meeting is September 19, 2024, at 6:30pm 

1. Review Action Items, Propose Agenda Items for Next Meeting 

1. None. 

1. Adjourn 

1. Meeting adjourned at 7:45pm 

Posted August 8, 2024 

Rockingham Free Public Library
Board of Trustees Policy Committee Draft Minutes (recorded by Mike Sola)
Wednesday, 5 June 2024
Trustees Present: Margo Ghia (Chair), Carol Blackwood, Wendy Levy, Mike Sola
Staff Present: Ian Graham (Director)
Location: library, first floor rear

Click here to download a copy of these minutes
AGENDA
1. Call to Order: Board Chair Margo Ghia called the meeting to order at 6:29 pm

2. Additions to Agenda: none

3. Public Comment: none

4. Discussion: initial review of Operational and Personnel Policies; determine next steps
—Wendy Levy moved to nominate Carol Blackwood as committee chair, seconded by Mike Sola, unanimously adopted
—Ian Graham raised the issue of how S.220, “An act relating to Vermont’s public libraries,” will affect the library’s operational and personnel policies. The ensuing discussion focused on two points: (1) the library’s policies must align with the state’s; the state’s policies have not yet been established; the committee needs to
wait upon determination of the state’s policies before acting; (2) whether the library’s personnel policies are on a sound legal basis, given the town’s existing personnel policies
—Ian Graham and Mike Sola will do an independent comparison of the two policies when the town’s policy document becomes available (within three weeks)
—Mike Sola will do a first editing of the library’s operational and personnel policies document, followed by a second reading of the edited version by Wendy Levy; this to be done within one week
—committee members will review the library’s bylaws, particularly regarding number of board trustees, trustee tenure, and scheduling of voting for new trustees
—the committee agreed to hold another meeting on 17 June 2024, at 6:30 pm, to review the edited version of the library’s operational and personnel policies and the committee members’ review of the bylaws

5. Other Business: none

6. Review Action Items, Propose Agenda Items for Next Meeting: review of operational and personnel policies and bylaws

7. Adjourn: a motion to adjourn was made by Margo Ghia, seconded by Wendy Levy, at 7:38

—respectfully submitted by Michael Sola

Library Board of Trustees Policy Committee Meeting
Wednesday, June 5, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room

Click here to download a copy of the agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Discussion: initial review of Operational and Personnel Policies; determine next steps
5. Other Business
6. Review Action Items, Propose Agenda Items for Next Meeting
7. Adjourn
Posted May 30, 2024

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, May 16, 2024
Trustees Present: Margo Ghia (Chair), Mike Sola, Martha Rowley, Carol Blackwood, Ginny Massucco
Staff Present: Ian Graham (Director)
Visitors Present: Ginger Driscoll, Pat Riese (President of the Friends of the Library board)

Click here to download a pdf of these minutes

Agenda
1. Call to Order
a. Chair Margo Ghia called the meeting to order at 6:33pm

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

3. Public Comment (3 minutes per person)
a. Introductions of visitors
i. Ginger Driscoll, who has expressed interest in being appoint to this board
ii. Pat Riese, President of the Friends of the Library board)

4. Approve Minutes of April 4, 2024 Meeting
a. Minutes approved unanimously

5. Board Committee Assignment
a. Building and Grounds
i. Carol Blackwood, Wendy Levy, Ginny Massucco
b. Finance
i. Margo Ghia, Martha Rowley, Wendy Levy
c. Fundraising
i. Margo Ghia, Ryan Coyne
d. Historical Collection
i. Ryan Coyne, Martha Rowley, Ginny Massucco
e. Personnel
i. Margo Ghia, Carol Blackwood, Mike Sola, Wendy Levy
f. Policy
i. Margo Ghia, Carol Blackwood, Mike Sola, Wendy Levy

6. Library Director’s Update, including End of Year Budget Projection
a. Trustees are encouraged to visit the library to see all the changes, including redesigned/repurposed spaces, new indoor gardens, and new kitchenette which will be built for community cooking classes
b. The library has received a grant from the State of Vermont to upgrade network infrastructure, with all systems to be installed by the end of June 2024
c. Director reports that the budget projection is on track

7. Friends of the Library Discussion
a. Pat Riese explained that the annual fund appeal and membership drive will be combined into a single activity likely to be held in the fall
b. Pat shared Friends events for the upcoming year: a plant sale, the Guilford Rest Area fundraiser, movie night at the Opera House, and possibly a book sale

8. Discussion and Motion: Board Vacancy
a. Ginger Driscoll shared her background and explained her interest in joining the library board
b. Carol Blackwood moved that the Library Board of Trustees nominate Ginger Driscoll to the Town of Rockingham Selectboard to fill the vacant seat on the Library Board of Trustees until the next election for Town officers (March 2025); Mike Sola seconds
the motion; motion passes unanimously

9. Discussion: Policy Review: Operational Policy, Personnel Policy, By-Laws
a. Director reports need to review current policies and, where necessary, work within Committee and Board process to update those policies
b. The Policy Committee will meet on Wednesday, June 5, at 6:30pm, to discuss process for reviewing policies

10. Other Business
a. Next meeting will be July 18 at 6:30pm

11. Review and Approve Warrants
a. N/A

12. Adjourn
a. Meeting adjourned at 7:57pm

Respectfully submitted,
Ginny Massucco

Library Board of Trustees Meeting
Thursday, May 16, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor)

Click here to download a pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of April 4, 2024 Meeting
5. Board Committee Assignments
6. Library Director’s Update, including End of Year Budget Projection
7. Friends of the Library Discussion
8. Discussion and motion: Board vacancy
9. Discussion: Policy review: Operational Policy; Personnel Policy; By-Laws
10. Other Business
11. Review Action Items, Propose Agenda Items for Next Meeting
12. Review and Approve Warrants
13. Adjourn
Posted March 28, 2024

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, April 4, 2024
Trustees Present: Carol Blackwood (Chair), Margo Ghia, Wendy Levy, Mike Sola,
Mary McCallum, Ginny Massucco
Staff Present: Ian Graham (Director)
Location: RFPL Meeting Room (upper floor) and online (Microsoft Teams link)

Click here to download a pdf of this agenda

Agenda
1. Call to Order
a. Chair Carol Blackwood called meeting to order at 6:35pm

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

3. Public Comment (3 minutes per person)
a. None

4. Oath of Office (Administered to newly elected RFPL Trustees by Pat Fowler, Rockingham Justice of the
Peace)
a. Mary McCallum
b. Mike Sola

5. Election of New Officers: Chair, Vice-Chair, Treasurer, Secretary
a. Chair: Margo Ghia. Martha Rowley nominated, Carol Blackwood seconded. Vote was unanimous.
b. Vice-Chair: Carol Blackwood. Martha Rowley nominated, Margo Ghia seconded. Vote was unanimous.
c. Treasurer: Mike Sola. Mary McCallum nominated, Margo Ghia seconded. Vote was unanimous.
d. Secretary: Trustees agreed that members of this board will rotate the duty of taking minutes at the monthly meetings. Wendy Levy agreed to perform other secretarial duties that don’t include
minute-taking.

6. Selection of Regular Meeting Date, Time, and Schedule for the year
a. Carol Blackwood made the motion that board will meet at 6:30 on the third Thursday of odd-numbered months. Mike Sola seconded. Motion passed unanimously.

7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
a. Carol Blackwood made motion that the board approve Rules of Procedure, Code of Ethics, and Continuation of Adopted Policies. Margo Ghia seconded motion. Motion passed with one abstention.

8. Board Committee Assignments
a. This agenda item is postponed until board meeting on May 16, 2024.

9. Approve Minutes of Jan. 4, 2024 Meeting
a. Mary McCallum made motion to approve the minutes. Carol Blackwood seconded. Motion passed with two abstentions.

10. Discussion: Establish process for Library Personnel Policy review
a. Margo Ghia suggested that this discussion be postponed until May 16, 2024, to be discussed by new Personnel Committee. Board agreed to postpone.

11. Discussion: Board vacancy
a. Margo Ghia spoke about the importance of announcing the vacancy to the public, perhaps via Town of Rockingham website and the RFPL website. (Ian Graham agreed to set this up.) Any interested
townspeople could send their letters of interest to him, and from there this Board of Trustees could review letters and make a recommendation to Town of Rockingham Select Board to fill the vacancy.

12. Other Business
a. None

13. Review Action Items, Propose Agenda Items for Next Meeting
a. Next full board meeting will be Thursday, May 16, at 6:30pm.
b. Board will take action on board committee assignments.
c. Carol Blackwood: The by-laws need review.
d. Margo Ghia: The new Personnel Committee needs to meet to establish process for Library Personnel Policy review.

14. Review and Approve Warrants
a. None (board members attended remotely)

15. Adjourn
a. Wendy Levy moved, Mike Sola seconded. Passed unanimously.
Meeting adjourned at 7:30pm

Respectfully submitted by Ginny Massucco

The Trustees of the Rockingham Free Public Library are currently seeking candidates to fill a single vacancy on the Library Board. The Library Board of Trustees sets library policy, approves the annual library budget for presentation to the Selectboard, and oversees the Library Director, among other responsibilities. The Library Board meets at 6:30pm on the third Thursday of every other month. To self-nominate, residents should send a letter of interest to director@rockinghamlibrary.org by May 15, 2024. The Library Board will review submissions and make a recommendation to the Rockingham Selectboard. Please contact director@rockinghamlibrary.org with any questions. 

Rockingham Free Public Library
Board of Trustees Draft Minutes
Thursday, April 4, 2024
Trustees Present: Carol Blackwood (Chair), Margo Ghia, Wendy Levy, Mike Sola, Mary McCallum, Ginny Massucco
Staff Present: Ian Graham (Director)

Location: RFPL Meeting Room (upper floor) and online (Microsoft Teams link)
Click here to download a pdf of these minutes

Agenda
1. Call to Order
a. Chair Carol Blackwood called meeting to order at 6:35pm

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

3. Public Comment (3 minutes per person)
a. None
4. Oath of Office (Administered to newly elected RFPL Trustees by Pat Fowler, Rockingham Justice of the Peace)
a. Mary McCallum
b. Mike Sola

5. Election of New Officers: Chair, Vice-Chair, Treasurer, Secretary
a. Chair: Margo Ghia. Martha Rowley nominated, Carol Blackwood seconded. Vote was unanimous.
b. Vice-Chair: Carol Blackwood. Martha Rowley nominated, Margo Ghia seconded. Vote was unanimous.
c. Treasurer: Mike Sola. Mary McCallum nominated, Margo Ghia seconded. Vote was unanimous.
d. Secretary: Trustees agreed that members of this board will rotate the duty of taking minutes at the monthly meetings. Wendy Levy agreed to perform other secretarial duties that don’t include
minute-taking.

6. Selection of Regular Meeting Date, Time, and Schedule for the year
a. Carol Blackwood made the motion that board will meet at 6:30 on the third Thursday of oddnumbered months. Mike Sola seconded. Motion passed unanimously.

7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
a. Carol Blackwood made motion that the board approve Rules of Procedure, Code of Ethics, and Continuation of Adopted Policies. Margo Ghia seconded motion. Motion passed with one abstention.

8. Board Committee Assignments
a. This agenda item is postponed until board meeting on May 16, 2024.

9. Approve Minutes of Jan. 4, 2024 Meeting
a. Mary McCallum made motion to approve the minutes. Carol Blackwood seconded. Motion passed with two abstentions.

10. Discussion: Establish process for Library Personnel Policy review
a. Margo Ghia suggested that this discussion be postponed until May 16, 2024, to be discussed by new Personnel Committee. Board agreed to postpone.

11. Discussion: Board vacancy
a. Margo Ghia spoke about the importance of announcing the vacancy to the public, perhaps via Town of Rockingham website and the RFPL website. (Ian Graham agreed to set this up.) Any interested
townspeople could send their letters of interest to him, and from there this Board of Trustees could review letters and make a recommendation to Town of Rockingham Select Board to fill the vacancy.

12. Other Business
a. None

13. Review Action Items, Propose Agenda Items for Next Meeting
a. Next full board meeting will be Thursday, May 16, at 6:30pm.
b. Board will take action on board committee assignments.
c. Carol Blackwood: The by-laws need review.
d. Margo Ghia: The new Personnel Committee needs to meet to establish process for Library Personnel Policy review.

14. Review and Approve Warrants
a. None (board members attended remotely)

15. Adjourn
a. Wendy Levy moved, Mike Sola seconded. Passed unanimously.

Meeting adjourned at 7:30pm
Respectfully submitted by Ginny Massucco

Library Board of Trustees Meeting

Thursday, April 4, 2024

6:30 PM

LOCATION: Rockingham Free Library Meeting Room (upper floor)

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will

require ratification at a future meeting

3. Public Comment (3 minutes per person)
4. Oath of Office
5. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
6. Selection of Regular Meeting Date, Time, and Schedule for the Year
7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
8. Board Committee Assignments
9. Approve Minutes of January 4, 2024 Meeting
10. Discussion: establish process for Library Personnel Policy review
11. Discussion: Board vacancy
12. Other Business
13. Review Action Items, Propose Agenda Items for Next Meeting
14. Review and Approve Warrants
15. Adjourn

Posted March 28, 2024

Rockingham Free Public Library
Board of Trustees Draft Minutes
Tuesday, January 2, 2024
Trustees Present: Carol Blackwood (Chair), Ginny Massucco, Mike Sola, Ryan Coyne, Martha Rowley
Staff Present: Ian Graham (Director)
Location: Rockingham Free Public Library

Click here to download a .pdf of these minutes

Agenda
1. Call to Order
a. Chair Carol Blackwood called the meeting to order at 6:38pm

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

3. Public Comment (3 minutes per person)
a. None

4. Approve Minutes of November 7, 2023 and December 5, 2023 Meeting
a. Minutes unanimously approved with correction to 12/5/2023 minutes noting March 2024 for
Trustee Training (corrected from March 2023)

5. Update: Trustee Terms Ending 2024
a. Don Tretler, Martha Rowley, Mike Sola terms ending. Rowley running, Sola running, Tretler unknown. Weinstock (resigned term ending 2026): seeking candidate

6. Director’s Update including end of year budget update
a. One or more Trustees plan to attend panel discussion on serving on public boards held at RFPL on 1/8 at 7pm. Annual report turned into town on 12/15. Pamela completed Digital Literacy grant
requirements by end of 2023 calendar year; grant-funded computers now being used for ongoing Tech
Tuesdays training. RFPL applied for $15,000 grant to support Library of Things; food preparation training
(casual, not professional); and seed library. 51% of budget spent halfway through fiscal year; annual appeal being moved to spring (probably April), may reduce direct mailing and shift to electronic;
upcoming events focused on April eclipse.

7. Discussion: Board Secretary options for post-election
a. Tabled for next meeting

8. Update: Regular RFPL updates at Town of Rockingham Selectboard meetings
a. Tabled for next meeting

9. Update: Trustee Training
a. Tabled for next meeting

10. Schedule committee meetings
a. Ian will convene the Fundraising Committee

11. Other Business
a. None

12. Executive Session (if necessary)
a. None

13. Review Action Items, and Proposed Agenda for Next Meeting
a. None; next meeting schedule for Thursday, March 7, 2024 at 6:30pm

14. Review and Approve Warrants
a. None

15. Adjourn
a. Meeting adjourned at 7:40pm
Submitted by Martha Row

Library Board of Trustees Meeting
Tuesday, January 2, 2024
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor)

Click here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of November 7, 2023 and December 5, 2023 Meeting
5. Update: Trustee Terms Ending 2024
6. Director’s Update including end of year budget update
7. Discussion: Board Secretary options for post-election
8. Update: Regular RFPL updates at Town of Rockingham Selectboard meetings
9. Update: Trustee Training
10. Schedule committee meetings
11. Other Business
12. Executive Session (if necessary)
13. Review Action Items, and Proposed Agenda Items for Next Meeting
14. Review and Approve Warrants
15. Adjourn
Posted December 28, 2023

Rockingham Free Public Library
Board of Trustees Draft Minutes
Tuesday, December 5, 2023
Trustees Present: Carol Blackwood (Chair), Ginny Massucco, Don Tretler, Wendy Levy, Mike Sola, Ryan Coyne, Margo Ghia
Staff Present: Ian Graham (Director)

Click here to download a pdf of these minutes
LOCATION: Rockingham Free Library Meeting Room and Zoom
1. Call to Order
a. Chair Carol Blackwood called the meeting to order at 6:32pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
a. None
3. Public Comment (3 minutes per person)
a. None
4. FY25 Budget: Discussion and Motion
a. The budget is essentially the same as last year, with a minimal $1531 increase. A few areas of change include:
i. The revenue side of the budget was adjusted to better reflect more accurate fundraising figures
ii. The part-time salary line is 11 hours lower than last year to reflect a stable level of coverage
iii. The materials budget was raised by $1700. This line item has been shrinking over the years.
iv. There is an increase in the appropriations request from the Town. The Library has been level funded for the past five years. As reflected in the request the appropriations would directly benefit town residents by increasing items like the materials budget.
b. A motion was made by Wendy Levy and seconded by Margo Ghia
i. That the Library Board of Trustees approve the FY25 Rockingham Free Public Library Budget, including a tax appropriation of $387,250 and an overall budget of $436,780. The Board authorizes Chair Carol Blackwood and Treasurer Martha Rowley to approve line-item changes to the budget before its inclusion in the Town of Rockingham Town Meeting warrant, including a reduction in the tax appropriation and overall budget. An increase in the tax appropriation and overall budget requires that the full
Board approve the increased amount(s).
1. All approved. Motion passed.
5. Other Business
a. None
6. Review Action Items, Propose Agenda Items for Next Meeting
a. Next meeting is January 2nd at 6:30pm.
b. There will be 3 three-year terms and 1 two-year term up for election.
c. The March meeting will be with the newly elected Trustees. The meeting will happen
fairly soon after Town Meeting.
7. Adjourn
a. A motion was made to call the meeting to a close by Wendy Levy and seconded by Ginny Massucco. All approved. Meeting ended at 7:04pm

Minutes Respectfully Submitted by:
Margo Ghia, RFPL Trustee and Secretary

Library Board of Trustees Meeting
Tuesday, December 5, 2023
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (upper floor) and Zoom (link below)

Click here to download this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. FY25 Budget: Discussion and Motion
5. Other Business
6. Review Action Items, Propose Agenda Items for Next Meeting
7. Adjourn

Posted November 30, 2023
Board of Trustees
Time: Dec 5, 2023 06:30 PM
https://us02web.zoom.us/j/83236170702?pwd=VTFMa3dRTlMrL3E5dFF5SVg1SGFRZz09
Meeting ID: 832 3617 0702 / Passcode: 957271 / Phone: +1 646 876 9923

Note: These proposed minutes should be considered preliminary until they are approved by the board at a future meeting.

ROCKINGHAM FREE PUBLIC LIBRARY BOARD OF TRUSTEES FINANCE COMMITTEE
THURSDAY, NOVEMBER 2, 2023
REGULAR MEETING – 3:00PM
LIBRARY UPPER FLOOR MEETING ROOM, BELLOWS FALLS
DRAFT MINUTES

Click here to download these minutes

Members Present: Martha Rowley, Wendy M. Levy
Members Absent: Margo Ghia
Others in Attendance: Rockingham Free Public Library Director Ian Graham

I. CALL TO ORDER
Martha Rowley called the meeting to order at 3:04pm.
Because of the absence of Margo Ghia and concerns about not meeting quorum, Ms. Rowley and Wendy M. Levy agreed to take no action at this meeting.

II. ADDITIONS TO THE AGENDA FOR ROUTINE MATTERS AND/OR PRESSING MATTERS THAT WILL REQUIRE NOTIFICATION AT A FUTURE MEETING
There were none.

III. PUBLIC COMMENT
There was none.

IV. DISCUSSION: FY25 BUDGET
Rockingham Free Public Library (RFPL) Director Ian Graham shared and reviewed the following documents:
• Proposed Fiscal Year 2025 budget and supporting documents.
• Public Library Compensation and Salary Survey Analysis [a document that applies to all libraries state-wide that participated in the survey]
The Finance Committee and Mr. Graham discussed the budget. They took no action.

V. OTHER BUSINESS
There was none.

VI. REVIEW ACTION ITEMS AND AGENDA ITEMS FOR NEXT MEETING
The Trustees will discuss this budget at the November 7 regular Trustees meeting.
The Finance Committee may meet again in early-December.

VII. ADJOURN
This meeting adjourned at 4:52pm.
***
DOCUMENTS PRESENTED:
• Proposed Fiscal Year 2025 budget and supporting documents.
• Public Library Compensation and Salary Survey Analysis [a document that applies to all
libraries state-wide that participated in the survey]
Submitted by Wendy M. Levy from minutes taken by Wendy M. Levy
This represents my understanding of the above dated meeting. If you have any changes, please submit
them at the next Finance Committee meeting.

Rockingham Free Public Library
Board of Trustees
Tuesday, November 7, 2023

Click here to download the minutes

Trustees Present: Carol Blackwood (Chair), Don Tretler, Martha Rowley, Margo Ghia, Ryan Coyne, Mike Sola, Ginny Massucco, Wendy Levy

Staff Present: Ian Graham (Director)

1. Call to Order
a. Carol Blackwood called the meeting to order at 6:31pm

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

3. Public Comment (3 minutes per person)
a. None

4. Approve minutes of September 5, 2023
a. A motion was made by Martha Rowley and seconded by Don Tretler to approve the minutes from the September 5, 2023 meeting. Don Tretler, Martha Rowley, Ryan Coyne
and Margo Ghia approved. Ginny Massucco, Mike Sola and Wendy Levy abstained.
Motion passed.

5. Update: Trustee Resignation; possible action: new Secretary needed
a. Trustee Brady Weinstock has submitted a letter of resignation as of November 1, 2023.
b. A discussion was held regarding need for a Secretary. Trustee Wendy Levy made a suggestion that the board should hire a recording secretary to take official minutes at
Trustee meetings. Carol and Ian will look at the By-laws to see what is required of the Trustees and the Secretary position.
c. A motion was made by Wendy Levy and seconded by Martha Rowley to nominate Trustee Margo Ghia to become Secretary. All approved.

6. Director’s Update
a. There was a nice write-up in the Shopper of the Tri-Board meeting.
b. Pamela Johnson Spurlock, the new Reference Librarian, has joined the team smoothly and is already running full steam ahead with new ideas.
c. The lights in the building have been problematic and were in need of maintenance. Ian was able to trouble shoot the issue and the lights are all working better now.
d. The Biblio-Bike is now fully owned by the Library and the original grant to acquire it has now ended. This means that the library can now do a wider range of programming with the bike.
e. Ian proposed a change in the Director’s report. He would like to submit a quarterly comparison of quantitative numbers comparing different services of the Library. This would also be supplemented with some qualitative items as he has been providing.

7. Discussion of the FY25 Budget
a. Ian presented the budget in a new format and it was complimented by several Trustees as being easier to understand and that it was good to see a comparison of several fiscal years.
b. Ian presented data comparing the RFPL to other libraries in the state that serve a similar population level (4,000 to 7,000 people).
i. One observation is that RFPL is very low on spending in such areas as programming and collections as a percentage of overall spending.
ii. Another observation is that RFPL is high compared to most peers in the sample group (20 public libraries of similar size) in salary expenses due to a higher number of staff hours per week than the peers.
1. When examining the new state report on salary findings in Libraries, RFPL is now on par with average salaries.
c. This is still a draft budget and numbers such as health insurance are not known yet. A special meeting will have to be held in December to finalize the budget.

8. Personnel Committee: Director’s FY24 compensation
a. A proposal was made to increase the number of vacation days of the Director instead of offering a raise this year. Discussion on this proposal was had.
b. A motion was made by Wendy Levy, and seconded by Mike Sola to increase the RFPL Directors accrued days of vacation days from 1 to 1.5 days per month. This change would be retroactive to the beginning of FY24. All Approved. Motion passed.

9. Discussion and Motion: Regular RFPL updates at Town of Rockingham Selectboard meetings
a. Wendy Levy presented an idea that the RFPL Trustees be a regular feature at Town Selectboard meetings. Discussion points from the Trustees included:
i. We should ask the Selectboard how often they would like to hear from the RFPL Trustees
ii. It would be beneficial to share library usage data, new grants and programs, as well as any concerns that the Town should be aware of.
b. A motion was made by Wendy Levy and seconded by Martha Rowley that the RFPL Trustees request the Rockingham Selectboard put the RFPL on an upcoming agenda to
discuss how often they would like update from the library board. All Approved. Motion passed.
i. The Board asked Ian to approach the Selectboard regarding getting on an upcoming agenda.

10. Discussion and Motion: Union contract post-mortem
a. Wendy Levy expressed concern that Trustees who are new to the Union Negotiation process are not as well prepared as they should be before entering into the negotiations. She proposed the idea of providing training to the negotiation committee before the
next round of negotiations in three years.
b. A discussion on this topic was held and the Trustees asked Wendy to do some further research to see what type of training modules might be available. She will bring more information back to a future board meeting.

11. Discussion and Motion: Trustee training
a. Wendy Levy mentioned that the Vermont Department of Public Libraries has a series of video trainings available for Library Boards. She would like to propose that the RFPL Trustees offer a training to new library Trustees after the March elections. This training
could be offered to both RFPL Trustees as well as any Trustees from other communities.
b. A motion was made by Trustee Wendy Levy and seconded by Don Tretler that the RFPL Board of Trustees plan, produce, and host a training session in March 2023 for trustees and other interested parties. All approved. Motion passed.
i. Wendy and Margo volunteered to work on this project.

12. Other Business
a. The Fundraising committee should meet. Ian will convene the committee.

13. Review Action Items, Propose Agenda Items for the next meeting
a. Next meeting is scheduled for December 5 at 6:30pm. The meeting is to discuss and vote on the budget.

14. Review and Approve Warrants
a. Ian Graham had the warrants for trustees to sign.

15. Adjourn
a. A motion was made by Martha Rowley and seconded by Margo Ghia to adjourn the meeting. Meeting adjourned at 8:23pm

Library Board of Trustees Meeting
Tuesday, November 7, 2023
6:30 PM
Click here to download a pdf of this agenda
LOCATION: Rockingham Free Library Meeting Room (upper floor)
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of September 5, 2023 Meeting
5. Update: Trustee Resignation; possible action: new Secretary needed
6. Director’s Update
7. Discussion of FY25 budget
8. Personnel Committee: Director’s FY24 compensation
9. Discussion and Motion: Regular RFPL updates at Town of Rockingham Selectboard meetings (continued from July meeting)
10. Discussion and Motion: Union contract post-mortem (continued from July meeting)
11. Discussion and Motion: Trustee training
12. Schedule committee meetings
13. Other Business
14. Executive Session (if necessary)
15. Review Action Items, and Proposed Agenda Items for Next Meeting
16. Review and Approve Warrants
17. Adjourn
Posted November 2, 2023
———————————————————————————————————————
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

Library Board of Trustees Finance Committee Meeting
Thursday, November 2, 2023
3:00 PM

Click here to download a pdf of this agenda
LOCATION: Library Upper Floor Meeting Room
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters
that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
5. Discussion: FY25 budget
6. Other Business
7. Review Action Items and Agenda Items for next meeting
8. Adjourn
Posted October 30, 2023

Rockingham Free Public Library Board of Trustees

Tuesday, September 5, 2023

Click here to download these minutes

Trustees Present: Carol Blackwood (Chair), Don Tretler, Martha Rowley, Margo Ghia, Ryan Coyne Staff Present: Ian Graham (Director)

1. Call to Order
   1. Carol Blackwood called the meeting to order at 6:30pm
2. Approve minutes from July 11, 2023
   1. A motion was made by Martha Rowley and seconded by Don Tretler to approve the minutes from the July 11, 2023 meeting. All approved. Motion passed.
3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
   1. None
4. Public Comment (3 minutes per person)
   1. None
5. Library Updates
   1. The Bibliobike grant has officially come to a Ava did a wonderful job working on the program. Thank you to the BF Rotary who helped close the summer season by funding 3 weeks of Ava’s time. Greater Falls Connection awarded Ava with the Youth Active Engagement award for her time with the program. Ava will continue to work at the library part time into the school year.
   2. The Library has hired Pamela Johnson Spurlock as the new Reference Services and Historical Collections Librarian. She officially started on September 1^st.
   3. The FY23 financials are still looking We are still waiting for the auditors to be able to finalize the year.
6. Discussion and Motion: Union MOU and Contract
   1. Carol, Wendy and Ian met with the Union representatives and came up with an agreement that was acceptable to all parties.
   2. A motion was made by Matha Rowley and seconded by Don Tretler to accept the

contract as negotiated with the Union. The contract is effective July 2023 – June 2026. All approved. Motion passed.

7. Discussion of September 26, 2023 Tri-Board meeting
   1. Ian will have a conversation with a town representative to identify the expectations of the RFPL Trustees for the meeting so we can come prepared to the meeting.
   2. It is hoped that 4 or 5 RFPL Trustees will be able to attend that Carol will send out a notice asking who can participate. Right now we know Carol and Martha are

available. Margo is not available that evening.

8. Discussion and Motion: Regular RFPL updates at Town of Selectboard meetings
   1. Postponed until next meeting
9. Discussion and Motion: Union contract post-mortem, including forming a committee and clarifying roles (continued form July meeting)
   1. Postponed until next meeting
10. Discussion and Motion: Trustee training

1. Postponed until next meeting

11. Other Business
    1. Ian will be moving into Bellows Falls He will be happy to be in town.
    2. There is a new book as part of the RFPL It is by trustee Ryan Coyne.
12. Review Action Items, Propose Agenda Items for next meeting
    1. Add items 8, 9 & 10 from this agenda to the next
    2. Next meeting is scheduled for November 7 at 6:30pm
13. Review and Approve Warrants
    1. Ian Graham will have trustees come in to sign
14. Adjourn
    1. A motion was made by Martha Rowley and seconded by Margo Ghia to adjourn the meeting. Meeting adjourned at 7:31pm.

Library Board of Trustees Meeting Tuesday, September 5, 2023

6:30 PM

LOCATION: Rockingham Free Library Meeting Room (lower floor) and Zoom (link below)

2023.09.05 Library Board of Trustees Agenda

AGENDA

1. Call to Order
2. Approve minutes from July 11, 2023 meeting
3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
4. Public Comment (3 minutes per person)
5. Library Updates
6. Discussion and Motion: Union MOU and contract
7. Discussion of September 26, 2023 Tri-Board meeting
8. Discussion and Motion: Regular RFPL updates at Town of Selectboard Meetings (continued from July meeting)
9. Discussion and Motion: Union contract post-mortem, including forming a committee and clarifying roles (continued from July meeting)
10. Discussion and Motion: Trustee training
11. Other Business
12. Review Action Items, Propose Agenda Items for Next Meeting
13. Review and Approve Warrants
14. Adjourn

Posted August 31, 2023 

RFPL Board of Trustees Meeting Time: Sep 5, 2023 06:30 PMhttps://us02web.zoom.us/j/88002492446?pwd=Wk1uRENNMG9SYTE3VmtWYzlkTUJvZz09

Meeting ID: 880 0249 2446
Passcode: 850434 Phone: 1 646 876 9923

Click here to download a pdf of these minutes

Library Board of Trustees Meeting
Tuesday, July 11, 2023
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (lower floor) and Zoom (link below)

Click here to download a pdf of these minutes

AGENDA
1. Call to Order
2. Approve minutes from March 9, 2023, and May 2, 2023
3. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
4. Public Comment (3 minutes per person)
5. End of Year Budget update
6. Motion: Accept Trustee resignation; approve interim Trustee candidate
7. Discussion and Possible Motion: Union agreement and Union negotiation schedule
8. Discussion: Regular RFPL updates at Town of Rockingham and Village of Bellows Falls
governing meetings
9. Notice: Selectboard Invitation for Library Trustees to attend September 26 Selectboard
meeting to discuss capital needs, grants, and budget needs
10. Other Business
11. Review Action Items, Propose Agenda Items for Next Meeting
12. Review and Approve Warrants
13. Adjourn

Posted June 28, 2023
Board of Trustees Meeting
Time: Jul 11, 2023 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/81284377932?pwd=Qk5xSzYxdkdVMHR5a3ZHSG9kMDF6Zz09
Meeting ID: 812 8437 7932 Passcode: 613029 Phone: +1 646 876 9923 US (New York)

Rockingham Free Public Library Board of Trustees

Tuesday, May 2, 2023

 Present: Carol Blackwood, Brady Weinstock, Margo Ghia, Ginny Massucco, Wendy Levy, Ryan Coyne; Ian Graham, Director

Members of the public: n/a

Absent: Don Tretler, Martha Rowley

Location: In the Library’s Youth Program Room, and also online via Zoom.

pdf of these minutes

1. Call to Order: 6:33 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: n/a
3. Public Comment (3 minutes per person): n/a
4. Library Director’s update: Activities and people in the building are increasing. The library was selected as one of the locations of an e-bike lending program (details still pending). Ian is investigating a grant from the state to create private spaces in libraries for patrons to do telehealth appointments or work calls, etc. In March, the Youth Department began offering weekly playgroups in partnership with the Springfield Area Parent Child Center, Parks Place Community Resource Center, and Greater Falls Connections
5. Union Negotiations update: Ian, Sam, Carol, Martha and Wendy met with the union representative in March, but there was no action agreed upon.
6. End of Year Budget update: Expenses for the year are on track, but revenue is In some years, there has been unplanned revenue such as grants or bequests, but it’s important to have realistic annual revenue goals going forward. Ian and the fundraising committee will review and discuss.
7. Investment(s) update: Martha and Ian found an investment for the annuity that had matured, putting it into a 12-month CD.
8. Discussion and Motion: Transferring Investment Income to Town Prior to end of FY23

Wendy moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town of Rockingham FY23 investment income in the amount necessary to offset any expenses not covered by other revenue already provided to the Town, such amount to be withdrawn from the 802 Credit Union account in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Margo seconded. Motion passed unanimously.

9. Other Business: n/a
10. Review Action Items, Propose Agenda Items for Next Meeting: Next meeting will be Wednesday, July 5 at 6:30 pm. We will review the March and May minutes at that meeting.
11. Review and Approve Warrants: Wendy and Carol will review and sign the (Martha is away.)

12. Adjourn: Margo moved, Wendy Meeting was adjourned at 7:28 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, May 2, 2023
6:30 PM

Download a pdf of this agenda

LOCATION: Rockingham Free Library Meeting Room (lower floor) and Zoom (link below)

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. Library Director’s update
5. Union Negotiations update
6. End of Year Budget update
7. Investment(s) update
8. Discussion and Motion: Transferring Investment Income to Town Prior to end of FY23
9. Other Business
10. Review Action Items, Propose Agenda Items for Next Meeting
11. Review and Approve Warrants
12. Adjourn
Posted April 27, 2023

Board of Trustees Meeting: May 2, 2023 06:30 PM Eastern Time
https://us02web.zoom.us/j/87862121996?pwd=eEFWTGl5NlFiVjNrZEU1UjFwQmVPdz09
Meeting ID: 878 6212 1996 / Passcode: 026578 / Phone: 1 646 876 9923 US (New York)

3-9-23 Library Trustees Minutes
Tuesday, March 9, 2023
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Margo Ghia, Ginny Massucco, Wendy Levy; Ian Graham, Director
Members of the public: n/a Absent: Ryan Coyne, Claudia Sofield
Location: In the Library’s Youth Program Room, and also online via Zoom.
AGENDA
1. Call to Order: 6:32 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: Discussion of fund transfer.
3. Public Comment (3 minutes per person): n/a
4. Oath of Office: Each new member will/has done be sworn in at Town Hall.
5. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary: Don moved that Carol continue as Chair, Margo seconded. Don moved that Brady continue as Secretary, Margo seconded. Margo moved that Martha continue as Treasurer, Carol seconded; Margo moved that Don continue as Vice Chair, Martha seconded. All motions passed unanimously.
6. Selection of Regular Meeting Date, Time, and Schedule for the Year: Wendy moved that the board continue meeting on the first Tuesday of odd numbered months at 6:30 pm, Margo seconded. Motion passed unanimously. 7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies: Margo moved that the Library Board of Trustees adopt its standing Rules of Procedures for Meetings; Robert’s Rules of Order; the standing Code of Ethics; existing Bylaws; and otherwise approve the continuation of adopted Library Board of Trustees’ policies. Don seconded. Motion passed unanimously.
8. Board Committee Assignments: Ginny will join Buildings and Grounds and Historical Collections; Wendy will join Finance and Policy.
9. Approve Minutes of January 10, 2023, Meeting: Margo moved, Don seconded. Motion was unanimously approved, with Ginny and Wendy abstaining.
10. Motion and Discussion: approval of expense lines $1,000 or more over budget:
Margo moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget line) for the following line items:
120-20-8000-15.01 Health Insurance (currently $1,491.29 over budget and will increase further)
120-20-8000-15.04 Workers Compensation (currently $1,089.15 over budget and likely to increase further)
120-20-8000-95.08 Reserve – Historical Collection (currently $1,475 over budget and will increase further)
Ginny seconded. Motion passed unanimously.
11. COVID Protocol Update: Library policy will remain “requesting masks”. Staff will no longer be required to wear masks.
12. Other Business: Union representatives meeting will be Wednesday, March 15, at 9 am (was rescheduled). Martha, Wendy and Ginny will join Carol at the meeting. Brady moved that Margo act on behalf of the board as an authorized signer for financial investments for the remainder of fiscal year 2023. Don seconded. Motion passed unanimously.
13. Review Action Items, Propose Agenda Items for Next Meeting: Next full board meeting will be Tuesday, May 2, at 6:30 pm. The board may discuss committees at some point in the future.
14. Review and Approve Warrants
15. Adjourn: Martha moved, Margo seconded. Meeting adjourned at 7:33 pm.
Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Thursday, March 9, 2023
6:30PM
LOCATION: Rockingham Free Library Meeting Room (lower floor)

Click here to download a .pdf of this agenda

AGENDA
1.Call to Order
2.Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3.Public Comment (3 minutes per person)
4.Oath of Office
5.Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
6.Selection of Regular Meeting Date, Time, and Schedule for the Year
7.Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
8.Board Committee Assignments
9.Approve Minutes of January 10, 2023 Meeting
10.Motion and Discussion: approval of expense lines $1,000 or more over budget
11.COVID Protocol Update
12.Other Business
13.Review Action Items, Propose Agenda Items for Next Meeting
14.Review and Approve Warrants
15.Adjourn
Posted March 2,202

Rockingham Free Public Library
Board of Trustees
Tuesday, Jan. 10, 2023
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Mary Shepard, Margo Ghia, Duane Whitehead, Ryan Coyne; Ian Graham, Director
Members of the public: n/a
Absent: Claudia Sofield

Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a pdf of these minutes

1. Call to Order: 6:35 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: n/a
3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of Dec. 6 Meeting: Mary moved, Don seconded. Motion was unanimously approved, with Margo abstaining.
5. FY24 Budget update: Has been approved by the Selectboard, with no changes, for inclusion on the Town Meeting warrant.
6. Meeting Room Use policy and procedures discussion:
Brady moved that the Library Board of Trustees authorize the Library Director to update and revise the Meeting Room Use regulations as needed, and that the Board need only approve major changes to the policy, such as those with financial impact or those that significantly curtail public use of the meeting room spaces in the Rockingham Free Public Library. Mary seconded. Motion was
unanimously approved.
7. Trustee candidates: There will be three board openings for the next three-year term. Petitions with signatures must be turned in by the end of January in order to have one’s name on the ballot.
8. Director’s Review Executive Session (if necessary):
Brady moved that the Board enter into Executive Session to discuss the evaluation of a public officer or employee under the provisions of VSA Title 1, Section 313 (a) (3). Mary seconded. Motion passed
unanimously. Entered Executive Session at 6:58 pm.
Returned from Executive Session at 7:16 pm.9. Director’s Review:
Martha moved that the Board approve the review as compiled by the Chair of the Board with minor administrative corrections. Margo seconded. Motion was unanimously approved.
10. Discussion of union contract negotiations: Carol is scheduling a meeting with the Union representatives along with two to three additional Board members (Mary, Martha and Brady
volunteered).
11. Union negotiations Executive Session (if necessary): n/a
12. Other Business: n/a
13. Executive Session (if necessary): n/a
14. Review Action Items, and Proposed Agenda Items for Next Meeting: Next full board meeting will
be Thursday, March 9 at 6:30 pm.
15. Adjourn: Martha moved, Mary seconded. Meeting adjourned at 7:41 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, January 10, 2023, 6:30 PM
LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a .pdf

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 December 6, 2022 Meeting
5. FY24 Budget update
6. Meeting Room Use policy and procedures discussion
7. Trustee candidates
8. Director’s Review
9. Director’s Review Executive Session (if necessary)
10. Discussion of union contract negotiations
11. Union negotiations Executive Session (if necessary)
12. Other Business
13. Executive Session (if necessary)
14. Review Action Items, and Proposed Agenda Items for Next Meeting
15. Adjourn
Zoom information:
Library Board of Trustees
Time: Jan 10, 2023 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/82554089064?pwd=VjJGMUR5S0tKN2xtUnRCRUtXc3R0QT09
Meeting ID: 825 5408 9064 / Passcode: 200215 / Phone: +1 646 876 9923
Posted January 5, 2023

2022.12.06 Library Board of Trustees Meeting minutes

2022.12.06 Library Board of Trustees Personnel Committee minutes

Library Board of Trustees
Personnel Committee Meeting
Tuesday, December 6, 2022
7:30 PM (approximately)
LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a pdf

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of October 4, 2022 Meeting
5. Personnel Committee: discussion of Director’s Review process
6. Other Business
7. Executive Session (if necessary)
8. Review Action Items, and Proposed Agenda Items for Next Meeting
9. Adjourn
Zoom information:
Rockingham Library Board of Trustees Personnel Committee Meeting
Time: Dec 6, 2022 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/87653999232?pwd=TUtmK2x1ODhIdU8wM0FMcE1KVW5UZz09
Meeting ID: 876 5399 9232
Passcode: 997665
Phone: +1 646 876 9923 US (New York)
Posted November 30, 2022

Library Board of Trustees Meeting
Tuesday, December 6, 2022
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a pdf of this agenda
AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of November 1, 2022 Meeting
5. Discussion and approval of FY24 budget
6. Schedule committee meetings
7. Other Business
8. Executive Session (if necessary)
9. Review Action Items, and Proposed Agenda Items for Next Meeting
10. Review and Approve Warrants
11. Adjourn
Zoom information:
Rockingham Library Board of Trustees Meeting
Time: Dec 6, 2022 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/87653999232?pwd=TUtmK2x1ODhIdU8wM0FMcE1KVW5UZz09
Meeting ID: 876 5399 9232
Passcode: 997665
Phone: +1 646 876 9923 US (New York)
Posted November 30, 2022

Rockingham Free Public Library
Board of Trustees
Tuesday, Nov. 1, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Duane Whitehead, Margo Ghia; Ian Graham, Director; Mary Van Hartesveldt, Library Staff
Members of the public: n/a
Absent: Mary Shepard, Ryan Coyne, Claudia Sofield
Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes
Agenda
1. Call to Order: 6:33 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: Letter from the union
3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of September 6, 2022 Meeting: Margo moved, Don seconded. Motion was approved unanimously.
5. Director’s Report: Elevator work is being done after a long wait. Ian attended the first of four sessions run by the state library system regarding strategic planning, with a focus on how the library is a resource for the community. A new teen program called Outburst Arts has started, with the library providing space and support, in partnership with Main Street Arts, Greater Falls Connections, Friends for Change, and the GSAs (Gay/Straight Alliances) of BFUHS, The Compass School, Putney School, and Vermont Academy. The first meeting was very popular, and students from Brattleboro and Springfield are planning to attend in the future as well. Tai Chi started in September and will be held each Friday from 11-12 indoors. On Tuesdays it will meet from 11-12 outdoors when the weather is good, and inside if the weather is poor.
6. Finance Committee: discussion of FY24 budget: Since the Finance Committee met, there has been introduced a potential rise in the health insurance cost. The final answer will be known at the
end of November, and at that time the board would need to make a decision regarding how to adjust the budget.
7. Personnel Committee: discussion of Director’s Review process: The committee met and voted that electronic evaluation will be the primary method of collection, with written evaluation forms available if requested.
8. Historical Collections Committee: discussion of donation of three paintings: The committee met and heard a presentation about the Divoll (alt spelling possible Duval) paintings for potential donation and thinks it’s a good idea to proceed. Martha moved that the Board of Trustees enter negotiations regarding the donation of three portrait paintings of members of the Divoll family painted by Aaron Dean Fletcher, likely painted in 1835 in the Town of Rockingham, and allow the library director to complete the necessary paperwork. Don seconded. Motion passed unanimously.
9. Schedule committee meetings: Personnel Committee meeting will be held on Dec. 6 following the full board meeting at 6:30 pm.
10. Other Business: n/a
11. Executive Session (if necessary): n/a
12. Review Action Items, and Proposed Agenda Items for Next Meeting: Meeting with union regarding contract will be on the agenda in a future meeting, as well as the programming portfolio for the library. Next full board meeting will be Tuesday, Dec. 6 at 6:30 pm.
13. Review and Approve Warrants
14. Adjourn: Martha moved, Margo seconded. Meeting adjourned at 7:41 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, November 1, 2022
6:30 PM
LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of September 6, 2022 Meeting
5. Director’s Report
6. Finance Committee: discussion of FY24 budget
7. Personnel Committee: discussion of Director’s Review process
8. Historical Collections Committee: discussion of donation of three paintings
9. Schedule committee meetings
10. Other Business
11. Executive Session (if necessary)
12. Review Action Items, and Proposed Agenda Items for Next Meeting
13. Review and Approve Warrants
14. Adjourn
Zoom information:
Library Board of Trustees
Time: Nov 1, 2022 06:30 PM
https://us02web.zoom.us/j/89177145993?pwd=cVo5a0hDN2dPOE1mZHpMSUhTZ1IrQT09
Meeting ID: 891 7714 5993
Passcode: 384811
Phone: +1 646 876 9923 US (New York)
Posted October 27, 2022

Rockingham Free Public Library
Board of Trustees
Tuesday, October 4, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Ian Graham
Absent: Brady Weinstock

Click here to download a pdf of these minutes

AGENDA
1. Call to Order: at 6:37pm

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

3. Public Comment (3 minutes per person): None

4. Approve Minutes of July 5, 2022 meeting: Moved by Rowley; Seconded by Tretler; motion approved unanimously.

5. Discussion: Library Director annual performance review: Committee discussed the key questions for the Library Director evaluation process: (1) Should the process be the same as in previous review cycles? (2) Should the process by paper-based, electronic, or a hybrid of both? Committee discussed the
importance of confidentiality and confirmed a tentative list of those who would be asked to complete the evaluation form. That tentative list includes all members of the Library Board of Trustees; all library employees; the chair of the Friends of the Library Board; and the Town Manager and Town Finance Manager.
Committee discussed inviting general comments and observations among the larger Town of Rockingham community.

6. Motion: Rowley moved that for the upcoming annual Library Director evaluation that the Board retain the current Library Director evaluation form that has been in use, that the Board make the online collection of data the preferred method of reply but allow for the use of the physical form by those who have a strong preference to do so. Tretler seconded. Motion approved unanimously.

7. Other Business: None.

8. Review Action Items and Agenda Items for next meeting: Tentative next Personnel Committee meeting: Tuesday, December 6, 2022 at 6:30pm

9. Adjourn: Moved by Rowley; Seconded by Tretler; adjourned at 7:21pm

Submitted by Ian Graham, October 5, 2022

Rockingham Free Public Library
Board of Trustees: Finance Committee Meeting
Tuesday, October 11, 2022
Present: Martha Rowley, Brady Weinstock, Mary Shepard, Margo Ghia; Ian Graham, Director;
Mary Van Hartesveldt, Library Staff
Absent: n/a

Click here to download a pdf of these minutes

LOCATION: In person and via Zoom.
1. Call to Order: 4:03 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters
that will require ratification at a future meeting: Electing a new chairperson.
3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of October 27, 2020 meeting: (2021 meeting was combined with full
board meeting – did not meet independently). Mary Shepard moved, Brady seconded.
Motion passed unanimously with the amendment of Mary Van Hartesveldt’s last name
added in item #9, with Margo abstaining because she was not present at that meeting.
5. Discussion: FY24 budget: The intention is to level fund again for FY24. There is
deferred maintenance, for which some money will come from the Building Reserve fund.
There may also be a slight reduction in part–time hours. (The director anticipates the
FY25 budget will need to reflect an increase in order so that building repairs can be
brought up to date and adequate funding is available for repairs going forward.) Margo
moved that the committee approve the Director’s plan to level fund the tax–appropriated
portion of the FY24 budget. Martha seconded. Motion passed unanimously.
6. Other Business: n/a
7. Review Action Items and Agenda Items for next meeting: Elect committee officers.
8. Adjourn: Margo moved to adjourn, Martha seconded. Meeting adjourned at 5:36 pm.
Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Personnel Committee Meeting
Tuesday, October 4, 2022
6:30 PM
LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

Click here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters
that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of July 5, 2022 meeting
5. Discussion: Library Director annual performance review
6. Other Business
7. Review Action Items and Agenda Items for next meeting
8. Adjourn
Posted September 29, 2022
Board of Trustees Personnel Committee Meeting
Time: Oct 4, 2022 06:30 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/89525833429?pwd=blF5MkRlOHo0S3ZwWXpPQlFGUjFyUT09
Meeting ID: 895 2583 3429 Passcode: 735784
Dial by your location +1 309 205 3325 US

Rockingham Free Public Library
Board of Trustees
Historical Collections Committee
Tuesday, September 20, 2022
Present: Martha Rowley (acting–chair), Don Tretler, Dwayne Whitehead, Ryan Coyne, Ian Graham (ex–
officio), John Leppman (Chair, Rockingham Historic Preservation Commission)
Absent: none
Location: In the Library’s Youth Program Room, and also online via Zoom.

CLick here to download a pdf of these minutes

AGENDA
1. Call to Order: 4:20pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting: none
3. Public Comment (3 minutes per person): none
4. Approve Minutes of January 25, 2022 meeting: moved by Tretler, seconded by Coyne;
approved unanimously
5. Discussion: Possible donation of three nineteenth–century portrait paintings: Leppman
presented information about the donation of three portrait paintings in American Primitive style
thought to be of the Divoll (alt spelling possible Duval) family of Rockingham, likely painted in
the 1830s by Aaron Dean Fletcher, an itinerant portrait painter who may have been living on
Parker Hill Road at the time. After Leppman left the meeting, the Committee discussed the
possibility of the Library receiving the donation and taking ownership of the paintings. Several
outstanding questions remain: (1) Can it be determined with a high degree of certainty that the
paintings were done by Aaron Dean Fletcher; (2) can it be determined with a high degree of
certainty that the subjects of the paintings are the Divoll (or Duval) family?; (3) can it be
determined with a high degree of certainty that the paintings were done while Fletcher lived on
Parker Hill Road? The Committee was unanimously in favor of the Library continuing
discussions with the Historical Preservation Society, especially concerning these questions. The
Committee made no specific recommendation at this time.
6. Other Business: none
7. Review Action Items and Agenda Items for next meeting
8. Adjourn: 5:20pm
Respectfully submitted, Ian Graham, Library Director

Library Board of Trustees Historical Collections Committee Meeting
Tuesday, September 20, 2022
4:15 PM
LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

Click here to download a .pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters
that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of January 25, 2022 meeting
5. Discussion: Possible donation of three nineteenth–century portrait paintings
6. Other Business
7. Review Action Items and Agenda Items for next meeting
10. Adjourn
Posted September 14, 2022
Historical Collections Committee meeting
Time: Sep 20, 2022 04:15 PM Eastern Time (US and Canada)
https://us02web.zoom.us/j/83751582314?pwd=UzlvVFI2QVlFVldPZ3dGMTU4bmNpUT09
Meeting ID: 837 5158 2314 / Passcode: 468429 / Phone: +1 646 876 9923 US (New York)
——————————————————————————————————————–
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

Board of Trustees
Tuesday, September 6, 2022

Present: Carol Blackwood, Don Tretler, Martha Rowley, Ryan Coyne, Claudia Sofield, Margo Ghia,
Dwayne Whitehead, Ian Graham, Mary van Hartesveldt
Absent: Brady Weinstock, Mary Shepard

Click here to download a .pdf of these minutes

AGENDA
1. Call to Order: 6:30 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: none
3. Public Comment (3 minutes per person): none
4. Approve Minutes of July 5, 2022 Meeting: approved unanimously.
5. Financial Report: Investments and Annuities: Mary van Hartesveldt discussed the library’s investments and annuities.
6. Director’s Report: Director discussed the challenges of scheduling repair work on the building; the Book Bike grant has been extended into the fall (converting from summer program to afterschool program); a local group has proposed the possibility of installing permanent bike racks on the concrete pad in front of the building; banned book week will feature a display at the library.
7. Motion and Discussion: approval for expense lines $1,000 or more over budget: no action needed
8. Motion and Discussion: approval for use of Building Reserve Fund: Ghia moved that the library director is authorized to use not more than $5,000 in building reserve funds to pay for urgent and
unanticipated repairs to the library building in FY23. The library director will report any expenditures from the fund at the first board meeting following repairs. Rowley seconded.
Motion passed unanimously.
9. Motion and Discussion: FY23 Director salary increase: Ghia moved that the board approve an FY23 salary increase of 2% for the library director, as recommended by the Personnel Committee
on July 5, 2022, retroactive to July 1, 2022. Sofield seconded. Motion passed unanimously.
10. Schedule committee meetings: Personnel Committee tentatively scheduled for October 4, 2022, at
6:30pm. Finance Committee and Historical Collections Committee will meet prior to next board
meeting. Next board meeting is November 1, 2022.
11. Other Business: none
12. Executive Session (if necessary): none
13. Review Action Items, and Proposed Agenda Items for Next Meeting
14. Review and Approve Warrants
15. Adjourn. Rowley moved. Meeting adjourned at 7:41pm.
Submitted by Ryan Coyne, September 7, 2022

Rockingham Free Public Library
Board of Trustees Personnel Committee Meeting
Tuesday, July 5, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Ian Graham

Absent: n/a

Click here to download a .pdf of these minutes

1. Call to Order: 7:55 pm.
2. Additions to Agenda for routine administrative matters and/or pressing matters that willrequire ratification at a future meeting: n/a

3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of June 7, 2022 meeting: Martha moved, Brady seconded. Motion passed unanimously.

5. Discussion: Evaluation of Director: Full board approved revised chronology of director’sevaluation during its meeting held before this one.

6. Review Action Items and Proposed Agenda Items for Next Meeting: We will meet and finalize decisions on the collection of the evaluation input process in September/October.

7. Set Date for Next Meeting: We will decide on a date following the next full board meeting in September.

8. Executive Session (If Necessary): Brady moved that the Personnel Committee enterexecutive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3), and invite the Library Director, Ian Graham, to attend. Don moved,

Brady seconded. Motion passed unanimously.

Entered executive session at 8:01 pm

Martha moved to come out of executive session, Don seconded. Motion passed unanimously.

Left executive session at 8:07 pm.

No action was taken

9. Other Business: Martha moved that the Personnel Committee submit a recommendation to the full board that the Library Director be given a 2% pay increase, which has been budgeted for, retroactive to the start of the fiscal year of July 1. Don seconded. Motion passed unanimously.

10. Adjourn: Martha moved, Don seconded. Meeting adjourned at 8:14 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Rockingham Free Public Library
Board of Trustees
Tuesday, July 5, 2022
Present: Carol Blackwood, Don Tretler, Martha Rowley, Brady Weinstock, Ryan Coyne, Claudia
Sofield, Ian Graham
Members of the public: Ryan O’Hara
Absent: Duane Whitehead, Margo Ghia, Mary Shepard
Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes

Agenda
1. Call to Order: 6:33 pm

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

3. Public Comment (3 minutes per person): Ryan O’Hara introduced himself and was here to listen.

4. Approve Minutes of May 3, 2022 Meeting: Brady moved that the minutes be approved. Don seconded. Motion passed unanimously.

5. Director’s Report and FY22 Budget Status Report: Juneteenth – Ian made the decision to close the library (this was not a federal holiday at the time the union contract was negotiated). The mobile
book bike is on its way to Bellows Falls from Oregon! The Friends of the Library will hold its annual fundraiser at the Guilford welcome center on July 29. Anticipating the next book sale will begin
Thursday, August 4 and go for about one month. (Early access to members of Friends of the Library.) Among the large public libraries in the state, we are alone in requiring masks. The
policy/signs will change to “request” the wearing of masks.

6. Update on Building & Grounds: Committee met, looking for estimates on roof repair, steps, and elevator. Committee will meet again mid-fall, but Ian will continue to push for estimates.

7. Motion and Discussion: approval for expense lines $1,000 or more over budget (if necessary):
Martha moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget line) for the line item Pension/VMERS (currently $4,639 over
budget line and unlikely to increase), as stipulated in the Library Director’s job description. Claudia seconded. Motion passed unanimously.

8. Motion and Discussion: August maturity date for SecureFore5 investment: Don moved that the funds in the Global Atlantic/SecureFore 5 Annuity be withdrawn from the account upon maturity and that the Treasurer, Martha Rowley, (in consultation with Director, Ian Graham, and finance librarian, Mary Van Hartesveldt) reinvest that money into another similar fund with protected principal and a reasonable yield. Claudia seconded. Motion passed unanimously.

9. Schedule committee meetings: Personnel Committee will be meeting today following the full board meeting (July 5). Fundraising and Building/Grounds recommended to schedule meetings in
September.

10. Executive Session: Personnel: Brady moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3). Claudia
seconded. Motion was unanimously approved.
Entered into executive session at 7:35 pm.
Don moved to come out of executive session. Brady seconded. Motion passed unanimously.
Left executive session at 7:43 pm.
No action was taken.

11. Other Business: Don moved that the revised director evaluation chronology of 7-5-22 be adopted.
Martha seconded. Motion passed unanimously.

12. Review Action Items, and Proposed Agenda Items for Next Meeting: Mary will be invited to the
next meeting to discuss library annuities. Next meeting is Tuesday, September 6 at 6:30 pm.

13. Review and Approve Warrants

14. Adjourn: Martha moved. Meeting adjourned at 7:51 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, September 6, 2022
6:30PM
LOCATION: Rockingham Free Library Meeting Room (lowerfloor), and ZoomClick here to download a .pdf of this agenda

AGENDA
1.Call to Order
2.Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3.Public Comment (3 minutes per person)
4.Approve Minutes of July 5, 2022Meeting
5.Financial Report: Investments and Annuities
6.Director’s Report
7.Motion and Discussion: approval for expense lines $1,000 or more over budget
8.Motion and Discussion: approval for use of Building Reserve Fund
9.Motion and Discussion: FY23 Director salary increase
10.Schedule committee meetings
11.Other Business
12.Executive Session(if necessary)
13.Review Action Items, and Proposed Agenda Items for Next Meeting
14.Review and Approve Warrants
15.Adjourn
Zoom information:Board of Trustees Meeting, Time: Sep 6, 2022 06:30 PM
https://us02web.zoom.us/j/87457561770?pwd=NitaQ0ZEY0VJd3NqY2MrQ3dnN1d3UT09Meeting ID: 874 5756 1770, Passcode: 621425, Phone: +1 646 876 9923 US (New York)PostedSeptember 1,202

Library Board of Trustees Meeting

Tuesday, July 5, 2022

6:30 PM

LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will

require ratification at a future meeting

3. Public Comment (3 minutes per person)
4. Approve Minutes of May 3, 2022 Meeting
5. Director’s Report and FY22 End of Year Budget Status Report
6. Update on Building & Grounds
7. Motion and Discussion: approval for expense lines $1,000 or more over budget (if necessary)

8. Motion and Discussion: August maturity date for SecureFore5 investment
9. Schedule committee meetings
10. Other Business
11. Executive Session: Personnel
12. Review Action Items, and Proposed Agenda Items for Next Meeting
13. Review and Approve Warrants
14. Adjourn

Zoom information:

Library Board of Trustees Meeting

Time: Jul 5, 2022 06:30 PM Eastern Time (US and Canada)

https://us02web.zoom.us/j/85108035066?pwd=xnIssZ5nCWvjbCTlG6RCmLKD9vDRBS.1

Meeting ID: 851 0803 5066 / Passcode: 272821 / Phone: +1 646 876 9923 US (New York)

Posted June 30, 2022

Library Board of Trustees Personnel Committee Meeting

Tuesday, July 5, 2022

7:30 PM (approximately)

LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

Click here to download a pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters

that will require ratification at a future meeting

3. Public Comment (3 minutes per person)
4. Approve Minutes of June 7, 2022 meeting
5. Discussion: Evaluation of Director
6. Other Business
7. Review Action Items and Agenda Items for next meeting
8. Set date for next meeting
9. Executive Session (If Necessary)
10. Adjourn

Posted June 30, 2022

Library Board of Trustees Meeting

Time: Jul 5, 2022 06:30 PM Eastern Time (US and Canada)

https://us02web.zoom.us/j/85108035066?pwd=xnIssZ5nCWvjbCTlG6RCmLKD9vDRBS.1

Meeting ID: 851 0803 5066 / Passcode: 272821 / Phone: +1 646 876 9923 US (New York)

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, June 7, 2022

Present: Carol Blackwood, Martha Rowley, Brady Weinstock, Ian Graham

Absent: Don Tretler

Click here to download a .pdf of these minutes

1. Call to Order: 6:34 pm.
2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting: n/a

3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of June 2, 2021 meeting: The minutes of the June 2, 2021 Personnel

Committee meeting were approved as corrected, with the incorrect date of December 8, 2020

corrected to June 2, 2021. (Brady moved, Martha seconded, with Carol abstaining because she

was not at that meeting. Motion passed unanimously.)

5. Discussion of Library Director job description: No action was taken.
6. Evaluation of Library Director: The committee discussed the methodology and chronology

of the annual evaluations. At the next full board meeting on July 5, the full board will enter into

executive session to discuss the director’s performance, with the Personnel Committee meeting

directly following that meeting to review the results with Ian.

7. Other Business: n/a
8. Review Action Items and Proposed Agenda Items for Next Meeting: In addition to the

above-stated action in the next meeting (meeting with the library director to review

performance), the committee will review the chronology in the director’s evaluation document

and vote on any suggested amendments.

9. Set Date for Next Meeting: July 5, 2022, following the full board meeting.
10. Executive Session (If Necessary): n/a
11. Adjourn: Martha moved. Meeting adjourned at 7:46 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Personnel Committee Meeting
Tuesday, June 7, 2022
6:30 PM
LOCATION: Library Lower Floor Meeting Room and Zoom (link below)

Click here to download a pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will
require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of June 2, 2021 meeting
5. Discussion of Library Director job description
6. Evaluation of Library Director
7. Other business
8. Review Action Items and Agenda items for next meeting
9. Set date for next meeting
10. Executive Session (if necessary)
11. Adjourn
Posted June 2, 2022
Zoom link:
https://us02web.zoom.us/j/81479460564?pwd=c1JwbnZGd3NVMHVpZWxhY29GOVhPUT09
Meeting ID: 814 7946 0564 / Passcode: 532818 / Phone: +1 646 876 9923 US (New York)

Library Board of Trustees Building and Grounds Committee Meeting
Tuesday, May17, 2022
6:30PM
LOCATION: Rockingham Free Public Library Youth Department Meeting Room, and Zoom

Click here to download a .pdf of these minutes
AGENDA
1. Call to Order: at 6:33PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: None
3. PublicComment (3 minutes per person): None
4. Discussion: The Committee discussed the need to add a dedicated budget line of $5,000 for repairs that are not covered by existing service contracts. In FY22, repairs totaled just over $5,000, and included roof and HVAC repairs.
a. Landscape: Dying tree removed; new Sugar Maple to be planted. Bike rack to be installed in front of the building.
b. Exterior: Steps in front and to the side of the building need repair. Estimates forthcoming. Façade has several places needing masonry touch up or repair. Flashing fell off roofline in rear of building. Estimates will be provided to full Board upon receipt.
c. Book Drop: existing rusted book drop to be replaced by new book drop at first opportunity. New drop will be placed exactly where current book drop is.
d. Interior: Doors and lights are in need of repair and/or replacement. Seeking estimate for lighting conversion to LED, and possibility of green initiative funding for that work.
5. Other Business: Brief discussion of insurance coverage and security system.
6. Schedule next meeting: To be scheduled at a later date.
7. Executive Session (if necessary): None.
8. Adjourn: at 7:42PM

Library Board of Trustees Building and Grounds Committee Meeting
Tuesday, May17, 2022
6:30PM
LOCATION: Rockingham Free Public Library Youth Department Meeting Room, and Zoom (link below)

Click here to download a .pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. PublicComment (3 minutes per person)
4. Discussiona. Landscapeb. Exteriorc. Book Dropd. Interior
5. Other Business
6. Schedule next meeting
7. Executive Session (if necessary)
8. Adjourn

Zoom:https://us02web.zoom.us/j/82147006704?pwd=Il_s1BgVyo9uLvJfjKg7ouqhOW21uu.1Meeting ID: 821 4700 6704: Passcode: 015524: Phone: +1 646 876 9923 US (New York)Posted May12, 202

Rockingham Free Public Library

Board of Trustees

Tuesday, May 3, 2022

Present: Carol Blackwood, Don Tretler, Brady Weinstock, Duane Whitehead, Mary Shepard, Margo Ghia, Ryan Coyne, Claudia Sofield, Ian Graham

Members of the public: n/a

Absent: Martha Rowley

Click here to download a .pdf of these minutes.

Location: In the Library’s Youth Program Room, and also online via Zoom.

Agenda

1. Call to Order: 6:33 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require

ratification at a future meeting: n/a

3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of March 3, 2022 Meeting: Margo moved that the minutes be approved. Maryseconded. Motion passed unanimously.

6. Director’s Report and FY22 Budget Status Report: Youth librarian Sam Maskell applied for andreceived a grant to have a mobile “book bike”, a mobile lending library for youth in town. The grantincludes funding for a part-time staffer to drive the bike. More details to be announced soon! Samalso was selected as one of 100 educators/librarians around the country to participate in the first cohort of First Book’s Time for Change initiative as a Change Ambassador.
7. Motion and Discussion: approve transfer of reserve funds to pay for approved expenses:

Mary moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby

authorized and requested to pay to the Town the FY22 Reserves funds for the following expenses:

$750.00 from Historical Collections Reserve Fund for conservation treatment deposit; $1,669.00

from Building Reserves Fund to cover slate tile roof repair; $3,371.20 from Building Reserves to cover HVAC repair, such amount to be withdrawn from the 802 Credit Union account in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. These expenses were previously approved by the Library Board of Trustees earlier in FY22. Brady seconded. Motion passed unanimously.

7. Motion and Discussion: approve transfer of trust and interest income:

Margo moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town the FY22 Trust Income in the amount necessary to offset any expenses not covered by other revenue already provided to the Town, such amount to be withdrawn from the 802 Credit Union account in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Mary seconded. Motion passed unanimously.

8. Motion and Discussion: approval for expense lines $1,000 or more over budget

Brady moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget line) for the line item Computer/Technology (currently $1,010 over budget line but likely to increase as final ARPA grant money is spent), as stipulated in the Library Director’s job description. Mary seconded. Motion passed unanimously.

9. Preliminary discussion: August maturity date for SecureFore5 investment: Motion will be required at July Board meeting to determine course of action.

10. Schedule committee meetings: Buildings and Grounds – Tuesday, May 17 at 6:30 pm; Personnel -Tuesday, June 7 at 6:30 pm

11. Other Business: Policy issues, discuss before 2023.
12. Review Action Items, and Proposed Agenda Items for Next Meeting: Finance and Fundraising

Committees will set meeting dates. Next meeting will be Tuesday, July 5 at 6:30 pm.

13. Review and Approve Warrants: Done
14. Adjourn: Margo moved. Meeting adjourned at 7:45 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting

Tuesday, May 3, 2022
6:30PM

LOCATION: Rockingham Free Library Meeting Room (lower floor), and Zoom

Click here to download a .pdf of this agenda

AGENDA
1.Call to Order
2.Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3.Public Comment (3 minutes per person)
4.Approve Minutes of March 3, 2022Meeting
5.Director’s Report and FY22Budget Status Report
6.Motion and Discussion: approve transfer of reserve funds to pay for approved expenses
7.Motion and Discussion: approve transfer of trust and interest income
8.Motion and Discussion: approval for expense lines $1,000 or more over budget
9.Preliminary discussion: August maturity date for SecureFore5 investment; motion will be required at July Boardmeeting to determine course of action
10.Schedule committee meetings
11.Other Business
12.Review Action Items, and Proposed Agenda Items for Next Meeting
13.Review and Approve Warrants
14.Adjourn

Zoom information:  https://us02web.zoom.us/j/81774828057?pwd=Z0FURVZPZFE1V2VtMVZyZ0UrTnI4UT09 Meeting ID: 817 7482 8057/ Passcode: 792652+13017158592,,81774828057#,,,,*792652# US (Washington DC)Posted April 28,202

Rockingham Free Public Library Board of Trustees

Thursday, March 3, 2022

 Present: Don Tretler, Martha Rowley, Brady Weinstock, Duane Whitehead, Mary Shepard, Carol Blackwood, Margo Ghia, Ryan Coyne, Claudia Sofield, Ian Graham

Members of the public: Pat Fowler

Absent: n/a

Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes

Agenda

1. Call to Order: 6:35 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: n/a
3. Public Comment (3 minutes per person): n/a
4. Oath of Office information: Oath of office was administered to the three new trustees by Pat
5. Election of Officers: Don moved that the four officers be elected as named: Chair: Carol Blackwood; Vice-Chair: Don Tretler; Treasurer: Martha Rowley; Secretary: Brady Weinstock. Martha seconded. Motion passed
6. Selection of Regular Meeting Date, Time, & Schedule for the Year: Carol moved that the meetings be held the first Tuesday of the month in odd months at 6:30 pm. Don seconded. Motion passed
7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies: Carol moved that the board adopt the current Rules of Procedure, Code of Ethics, and Continuation of Adopted Martha seconded. Motion passed unanimously.
8. Board Committee Assignments: Carol moved that the board approve the committee assignments. Mary Motion passed unanimously.
9. Approve Minutes of January 4, 2022 Meeting: Don moved that the minutes be approved. Brady Motion passed, with three abstentions from the new members who had not been present at that meeting.
10. FY22 Budget Status Report: Ian explained the line items that were over budget due to staff
11. Motion and Discussion: approval for expense lines $1,000 or more over-budget

Don moved that the Library Board of Trustees approve additional expenses (expected to be more than $1,000 over budget per line item) for the line items described below, as stipulated in the Library Director’s job description. Carol seconded. Motion passed unanimously.

(Continued on next page)

12. Motion and Discussion: Historical Collection Committee recommendation to conserve three historical objects:

Don moved that the Library Board of Trustees approve the conservation treatment and archival framing of three objects owned by the Rockingham Free Public Library (Vermont Farm Machine Company ink-wash drawing; silver gelatin print of the 1927 flood; 1896 birds-eye view of Bellows Falls) at the total cost of $3,665 ($2,300 for conservation treatment and $1,365 for archival framing); and that the Board approve the transfer of not more than $3,665 from the Historical Collections reserve fund (120-03-2080-95.08). Martha seconded. Motion passed unanimously.

13. Other Business:

Don moved that the Library Board of Trustees authorize use of money from the

Reserve-Building Repair Fund to pay ARC Mechanical for major repairs to the HVAC system. The exact amount due is not known at this time. Mary seconded. Motion passed unanimously.

14. Review Action Items, and Proposed Agenda Items for Next Meeting: Personnel Committee will schedule their meeting before the next full board meeting. Next full board meeting will be May 3 at 6:30
15. Review and Approve Warrants
16. Adjourn: Don moved, Mary Meeting adjourned at 8:17 pm.

Respectfully submitted, Brady Weinstock, Secretary

Library Board of Trustees Meeting
Thursday, March 3, 2022
6:30 PMLOCATION: Rockingham Free Public Library Youth Activity Room, and Zoom (link at bottom of agenda)

Click here to download a .pdf of this agenda

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Oath of Office information
5. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
6. Selection of Regular Meeting Date, Time, & Schedule for the Year
7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
8. Board Committees Assignments
9. Approve Minutes of January 4, 2022 Meeting
10. FY22 Budget Status Report
11. Motion and Discussion: approval for expense lines $1,000 or more over-budget
12. Motion and Discussion: Historical Collection Committee recommendation to conserve three historical objects
13. Other Business
14. Review Action Items, and Proposed Agenda Items for Next Meeting
15. Review and Approve Warrants
16. Adjourn
Posted February 28, 2022
Library Board of Trustees Time: Mar 3, 2022 06:30 PM Eastern Time (US and Canada) Join Zoom Meeting https://us02web.zoom.us/j/89793725655?pwd=K1lJNWxVRmNmclFZaUkyYituZEg3UT09
Meeting ID: 897 9372 5655 Passcode: 234434 Phone: +1 646 876 9923 US (New York)
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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

Rockingham Free Public Library

Board of Trustees

Tuesday, Jan. 4, 2022

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Duane Whitehead, Claudia Sofield, Mary Shepard, Dale Kondracki, Kathleen Hacker, Ian Graham

Absent: n/a

Location: In the Library’s Youth Program Room, and also online via Zoom.

click here to download a pdf of these minutes

Agenda

1. Call to Order: 6:37 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: Director’s evaluation
3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of October 25, 2021 meeting: Duane moved, Mary seconded. Motion passed unanimously.
5. Director’s Report: Ian is settling in and enjoying meeting new patrons and working in the day-to-day operations of the library. The library has been able to remain open despite Covid continuing to cause concern in the region. There has been no disruption in services. Material circulation is still 60-65% of what it was pre-pandemic. Ian wants to gather real data to help inform decisions about operations as Covid continues, and for the future in general.
6. FY23 Budget adjustments:

Ellen moved that the Board of Trustees amend their approval of the FY23 Rockingham Free Public Library budget, reducing the overall budget to $431,555, and a tax appropriation of $379,250. This change has no impact on the Library’s FY23 program; the new budget reflects savings in the overall benefits expenses based on information available following the Board of Trustees October 25, 2021 budget approval. Further, the Board of Trustees withdraws the process of gathering signatures for a budget petition, as approved at the October 25, 2021 meeting. Martha seconded. Motion passed unanimously.

7. Director’s Job Description proposed change: Personnel Committee will meet before the March board meeting to discuss the line item regarding information on expenses over budgeted amounts and will report to the full board.
8. Historical Committee Report: Three objects that are being stored by another facility will need to be returned to the library, but they would need to be restored/conserved. The committee will continue its discussion and report to the full board at the March meeting.
9. March Election and Board Openings: There will be three openings for the board.
10. Other Business: Usually the board issues a mid-year director’s evaluation at this point in the year, but with the change in director this will not happen this year. There will be an evaluation in June.
11. Review Action Items, and Proposed Agenda Items for Next Meeting: Historical Committee and Personnel Committee will meet before March and report to the full board.
12. Review and Approve Warrants
13. Review Date for Organizational Meeting: Thursday, March 3 at 6:30 pm.
14. Adjourn: Ellen moved, Mary seconded. Meeting adjourned at 7:45 pm.

Respectfully submitted,

• Brady Weinstock, Secretary

Continue reading Board of Trustees Meeting Minutes: Tuesday, January 4, 2022 →

Library Board of Trustees Historical Committee Meeting
Tuesday, January 4, 2022
6:15 PM
Location: Youth Program Room (in-person) and Zoom (virtual)

Click here to download a pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Discussing of three library historical objects requiring conservation treatment

5. Other Business

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

7. Adjourn

Posted December 30, 2021

Rockingham Library Board of Trustees

Time: Jan 4, 2022 06:15 AM Eastern Time (US and Canada) https://us02web.zoom.us/j/83547593808?pwd=a0c5cEZYZ1FyRDhCS1Q4K2ZEaWREdz09

Meeting ID: 835 4759 3808 Passcode: 229566 Phone: +1 646 876 9923 US (New York)

Library Board of Trustees Meeting
Tuesday, January 4, 2022
6:30 PM
Location: Youth Program Room (in-person) and Zoom (virtual)

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of October 25, 2021 meeting

5. Director’s Report

6. FY23 Budget adjustments

7. Director’s Job Description proposed change

8. Historical Committee Report

9. March Election and Board Openings

10. Other Business

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

12. Review and Approve Warrants

13. Review Date for Organizational Meeting – March

14. Adjourn

Posted December 30, 2021

Rockingham Library Board of Trustees

Time: Jan 4, 2022 06:15 AM Eastern Time (US and Canada) https://us02web.zoom.us/j/83547593808?pwd=a0c5cEZYZ1FyRDhCS1Q4K2ZEaWREdz09

Meeting ID: 835 4759 3808 Passcode: 229566 Phone: +1 646 876 9923 US (New York)

Rockingham Free Public Library

Board of Trustees

Monday, Oct. 25, 2021

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Duane Whitehead, Claudia Sofield, Mary Shepard, Dale Kondracki, Celina Houlne, Mary Hartesveldt, Ian Graham

Absent: Kathleen Hacker

Location: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes

Agenda

1. Call to Order: 6:38 pm

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

3. Public Comment (3 minutes per person): n/a

4. Approve Meeting Minutes of September 8 & September 27: Sept. 8: Mary moved, Don seconded. Mary and Don abstained because they were not present. Motion passed unanimously. Sept. 27: Ellen moved, Mary seconded. Brady abstained because she was not present. Motion passed unanimously.

5. Director’s Report & FY22 Budget Status Report: September’s monthly financial report is for 3 months, which is 25% of FY 2022. There is some additional salary cost with paid leave and part-time fill-ins to cover, but the numbers should even out later in the year. The Friends are organizing the fall cash raffle, which should be getting under way soon. The Friends will be paying for the new book drop, which arrived this week.

6. Authorization for Bank Signatures:

Mary moved to approve that the new Library Director, Andrew Ian Graham, and the Treasurer, Martha Rowley be signers, effective November 1, 2021, on accounts held at People’s Securities and 802 Credit Union (formerly River Valley Credit Union), and that Andrew Ian Graham, Martha Rowley, and Virgil Fuller be approved as signers on the TD Bank checking account, (also, Andrew Ian Graham and Virgil Fuller are authorized to have debit cards for that account), and bookkeeper Mary Van Hartesveldt is authorized to have information-only access to all of the above accounts. Martha seconded. Motion passed unanimously.

7. Authorization for Use of Reserve Funds:

Ellen moved to authorize the use of reserve funds from “Reserve-Building Repair” to cover balance due for slate roof repair, masonry work on rear stairs and front wall, concrete pad for book drop, and locks. Mary seconded. Brady abstained. Motion passed unanimously.

8. Authorization for Donation of Leave Time:

Ellen moved that Samantha Maskell may give some of her accrued vacation hours to Virgil Fuller to use this year. Brady seconded. Motion passed unanimously.

9. Review of FY2023 Budget & Budget Petition:

Ellen moved that the Library Board approve the proposed FY 23 Library Budget of Four hundred forty-four thousand, seven hundred five dollars ($444,705), with Three Hundred Ninety-Two Thousand, Four Hundred Dollars ($392,400) to be raised by taxes. Dale seconded. Motion passed unanimously.

Ellen moved that a petition be prepared and circulated for the proposed FY 23 library budget as approved by the Library Board, and that when a sufficient number of signers is achieved, the petition be presented to the Town Clerk to be added to the warning for the March 2022 Town Meeting. The petition shall read as follows:

“Article: Shall the voters of the Town of Rockingham raise and appropriate the sum of Four Hundred Forty-Four Thousand, Seven Hundred Five dollars ($444,705) in operating expenses for the support of the Rockingham Free Public Library, Three Hundred Ninety-Two Thousand, Four Hundred Dollars ($392,400) to be raised by taxes.”

Martha seconded. Motion passed unanimously.

10. Other Business: Board members will sign individual letters again for the annual appeal. Celina is ordering the replacement plaque for the building to cover the old book drop. Ian will attend a Selectboard meeting in December to present the budget.

11. Executive Session (If Necessary): n/a

12. Review and Approve Warrants

13. Review Action Items, Proposed Agenda Items and Date for Next Meeting: Next meeting will be Tuesday, Jan. 4 at 6:30 pm.

14. Adjourn: Martha moved, Brady seconded. Meeting adjourned at 8:28 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting Agenda

Monday, October 25, 2021

6:30 PM

LOCATION: In the Library’s Youth Program Room & Online via ZOOM
Zoom Link: https://us02web.zoom.us/j/85733510747?pwd=RTY0WmIxVnFnZnVMZDJyN3VZN0xTQT09

Or call in:  +1 646 876 9923   Meeting ID: 857 3351 0747   Passcode: 155691

Click here to download a .pdf of these minutes

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 Meeting Minutes of September 8 & September 27
5. Director’s Report & FY22 Budget Status Report
6. Authorization for Bank Signatures
7. Authorization for Use of Reserve Funds
8. Authorization for Donation of Leave Time
9. Review of FY2023 Budget & Budget Petition
10. Other Business
11. Executive Session (If Necessary)

1. Review and Approve Warrants

13. Review Action Items, Proposed Agenda Items and Date for Next Meeting

1. Adjourn

Posted October 22, 2021

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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

Library Board of Trustees Special Meeting

Monday, September 27, 2021

6:30 PM

Click here to download a .pdf of these minutes

AGENDA

1. Call to Order  – 6:30pm

Present – Celina, Duane, Mary, Ellen, Martha, Mary, Dale, Claudia

Absent – Brady, Kathleen

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. Personnel – Directors’ Hours

Ian Graham’s Official First Day will be Monday November 1^st.

Ellen moved and Martha seconded, that we pay Ian Graham at an hourly rate for no more than 40 hours during the month of October for training time and to pay Celina Houlne on an hourly basis as needed after October 31 for the month of November, based on their salaries.

A vote was taken and the was passed unanimously.

5. Other Business

Duane asked about whether there was a Handbook or Masterbook to be used for the transition.

Martha discussed whether there was a need for the Finance Committee to review the budget prior to the general Board meeting and it was felt to be redundant as the board reviews the budget at the general meeting.

6. Adjourn – 6:55pm Martha moved and Dale seconded.

Next meeting will be October 25^th @ 6:30.

Library Board of Trustees Special Meeting

Monday, September 27, 2021

6:30 PM

LOCATION: To Protect the Health of the Public the meeting will also be held online Via ZOOM:

https://us02web.zoom.us/j/86535143716?pwd=Y0lHeHdPZStrNWFwQ3RHYXpZOHFPZz09

Call In: 1 646 876 9923    Meeting ID: 865 3514 3716    Passcode: 755051

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. Personnel – Directors’ Hours
5. Other Business
6. Adjourn

Posted Friday, September 24, 2021

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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 2021.09.27 Library Board of Trustees Meeting Agenda

Rockingham Free Public Library

Board of Trustees

Wednesday, Sept. 8, 2021

Present: Ellen Taetzsch, Martha Rowley, Brady Weinstock, Duane Whitehead, Claudia Sofield, Dale Kondracki, Celina Houlne

Absent: Mary Shepard, Kathleen Hacker, Don Tretler

LOCATION: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes.

1) Call to Order: 6:35 pm

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

3) Public Comment (3 minutes per person): n/a

4) Approve Meeting Minutes of August 4, August 26, & August 30: Martha moved, Claudia seconded. Motion passed unanimously with Dale abstaining because she was not in attendance for two of the meetings.

5) Director’s Report & FY22 Budget Status Report: Friends’ fundraiser at the Guilford Welcome Center was a great success. Library is not holding indoor events currently because of the rise in Covid cases, but it is still holding outdoor programming.

6) Personnel Policy Amendment – Pay Plan:

a) Ellen moved to add the following language to the Personnel Policy Pay Plan: All employees will receive the same annual wage increase that is given to the members of the International Union of Operating Engineers Local 98. Brady seconded. After discussion, Ellen moved to amend the motion to grant the annual wage increase for the director and the two non-union part-time employees for this current fiscal year retroactive to July 1, 2021. Martha seconded. Motion passed unanimously.

b) Ellen moved to increase the personal time from 2 prorated days to 3 prorated days per year for the director and the two non-union part-time employees retroactive to July 1, 2021. Martha seconded. Motion passed unanimously.

7) Tree Removal: Ellen moved to authorize that the expense of tree removal be paid by reserve funds from “Reserve-Whitcomb-Landscaping” and “Reserve-Landscaping” as needed. Dale seconded. Motion passed unanimously.

8) Other Business: Building Masonry Repair: Celina met with a contractor to evaluate what can be done to prevent future damage on the front wall where ice fell from the roof and knocked off a piece of masonry. She is waiting for an estimate for masonry repair to the wall and to the steps at the side entrance, and for a plan for the roof work.

9) Executive Session — Personnel Employment:

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

b) Brady moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3), and invite the Library Director, Celina Houlne to attend. Ellen seconded. Motion was unanimously approved. Entered executive session at 7:19 pm.

Left executive session at 7:44 pm.

Ellen moved to hire Andrew Ian Graham as the Rockingham Free Public Library director, effective Nov. 1, 2021. Martha seconded. Motion passed unanimously.

10) Review and Approve Warrants

11) Review Action Items, Proposed Agenda Items and Date for Next Meeting: Review masonry items, discuss ways to announce the leadership transition at the library, and discuss the pay plan. Next meeting is Oct. 25 at 6 pm TBD which will include review of next year’s budget.

12) Adjourn: Ellen moved to adjourn, Martha seconded. Meeting adjourned at 7:59 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Rockingham Free Public Library

Board of Trustees Special Meeting

Monday, August 30, 2021

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Kathleen Hacker, Duane Whitehead, Claudia Sofield, Celina Houlne, Sam Maskell

Absent: Mary Shepard, Dale Kondracki

Click here to download a .pdf of these minutes

LOCATION: In the Library’s Youth Program Room, and also online via Zoom.

1) Call to Order: 6:01 pm

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

3) Public Comment (3 minutes per person): n/a

4) Executive Session — Personnel Employment:

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

b) Brady moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3), and invite the Library Director, Celina Houlne, and the Youth Librarian, Sam Maskell, to attend. Ellen seconded. Motion was unanimously approved. Entered executive session at 6:03 pm. Left executive session at 7:53 pm.

No action was taken.

5) Other Business: We will meet Sept. 8 at 6:30 pm.

6) Adjourn: Martha moved to adjourn, Kathleen seconded. Meeting adjourned at 7:54 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Rockingham Free Public Library
Board of Trustees Special Meeting
Thursday, August 26, 2021

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Claudia Sofield, Kathleen Hacker, Duane Whitehead, Celina Houlne, Sam Maskell

Absent: Mary Shepard, Dale Kondracki

LOCATION: In the Library’s Youth Program Room, and also online via Zoom.

Click here to download a .pdf of these minutes

1) Call to Order: 6:03 pm

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

3) Public Comment (3 minutes per person): n/a

4) Executive Session — Personnel Employment:
a) Brady moved that premature general public knowledge of the details concerning a personnel matter involving a future RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. Ellen seconded. Motion was unanimously approved.
b) Brady moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3), and invite the Library Director, Celina Houlne, and the Youth Librarian, Sam Maskell, to attend. Ellen seconded. Motion was unanimously approved. Entered executive session at 6:04 pm. Left executive session at 7:43 pm.
No action was taken.

5) Other Business: n/a

6) Adjourn: Martha moved to adjourn, Kathleen seconded. Meeting adjourned at 7:44 pm.

Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting Agenda

Wednesday, September 8, 2021

6:30 PM

LOCATION: In the Library’s Youth Program Room & Online via ZOOM https://us02web.zoom.us/j/89276897771?pwd=bVpQZ2FFcUV6OGZ2MTFmV1BYdVprUT09

Or phone dial-in 1 646 876 9923 ID: 892 7689 7771 Passcode: 577144

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Meeting Minutes of August 4, August 26, & August 30

5. Director’s Report & FY22 Budget Status Report

6. Personnel Policy Amendment – Pay Plan

7. Building Masonry Repair

8. Tree Removal

9. Other Business

10. Executive Session – Personnel Employment

11. Review and Approve Warrants

12. Review Action Items, Proposed Agenda Items and Date for Next Meeting

13. Adjourn

Posted September 2, 2021

Library Board of Trustees Special Meeting  

Monday, August 30, 2021  

 6:00 PM   

Click here to download a .pdf of this agenda

LOCATION: To Protect the Health of the Public the meeting will also be held online  

                                        VIA ZOOM: https://us02web.zoom.us/j/83495452130?pwd=aVZJdnJ2SzNNZFJ3eWhmSGdxYjZTdz09  

Call In: 1 646 876 9923      Meeting ID: 834 9545 2130 

AGENDA  

1. Call to Order  

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

1. Public Comment (3 minutes per person)  

1. Executive Session – Personnel Employment 

1. Other Business 

1. Adjourn   

Posted August 27, 2021  

Library Board of Trustees Special Meeting

Thursday, August 26, 2021

6:00 PM

LOCATION: To Protect the Health of the Public the meeting will also be held online

Click here to download a pdf of this agenda

VIA ZOOM: https://us02web.zoom.us/j/84224123369?pwd=UUhyTXpHWENMVTQzLzQ0dTdDZTRmZz09  

By Phone: +1 646 876 9923 Meeting ID: 842 2412 3369

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 – Personnel Employment

5. Other Business

6. Adjourn

Posted August 25, 2021

Rockingham Free Public Library 

Board of Trustees 

Wednesday, August 4, 2021 

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Duane Whitehead, Claudia Sofield, Mary Shepard, Kathleen Hacker, Dale Kondracki, Celina Houlne, Sam Maskell 

Absent: n/a 

LOCATION: In the Library’s Youth Program Room, and also online via Zoom. 

Click here to download a .pdf of these minutes

1. Call to Order: 6:03 pm 

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

1. Public Comment (3 minutes per person): n/a 

1. Approve Minutes of July 6, 2021 Meeting: Mary moved, Don seconded. Motion passed unanimously with Kathleen abstaining, as she was not present at that meeting. 

1. Amend Minutes of March 9, 2021 Meeting — Employees’ Labor Contract: Don moved that the board amend the minutes for the March 9 Board Meeting to say that the Employees’ Labor Contract as presented was approved by a unanimous vote. Dale seconded. Motion passed unanimously.  

1. Director’s Report & FY21 Budget Status Report: Just a reminder that the library is open again for in-person visits and browsing. Masks are required to protect unvaccinated children. Curbside pickup has dropped off sharply now that people can come into the building. Reminder that the Friends’ fundraiser at the Guilford Welcome Center is Aug. 13. The budget is on track. 

1. Executive Session — Personnel Employment:  

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

1. Ellen moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3),and invite the Library Director, Celina Houlne, and the Youth Librarian, Sam Maskell, to attend. Mary seconded. Motion was unanimously approved.[Text Wrapping Break][Text Wrapping Break]Entered executive session at 6:18 pm.[Text Wrapping Break]Left executive session at 7:09 pm.[Text Wrapping Break](Action taken is in next item) 

1. Review Director Job Description & Transition Plan: Ellen moved that the board approve the proposed changes to the Director job description and posting as presented and discussed including rounding the salary ranges to even numbers. Kathleen seconded. Motion passed unanimously. 

1. Other Business: n/a 

1. Review Action Items and Agenda Items for Next Meeting: Ellen will winnow down the questions for the job interviews. Possible agenda item for next or future meeting: Setting the cost-of-living increase for non-union employees to be commensurate with the union employees’ increase as permanent policy. 

1. Set Date for Next Meeting: Tuesday, Sept. 7 at 6 pm. 

1. Adjourn: Martha moved to adjourn, Kathleen seconded. Meeting adjourned at 7:22 pm. 

Respectfully submitted, 

Brady Weinstock, Secretary 

Library Board of Trustees Meeting
Wednesday, August 4, 2021
6:00 PM

LOCATION: To Protect the Health of the Public the meeting will also be held online

Click here to download a .pdf of this agenda

VIA ZOOM: https://us02web.zoom.us/j/89444054303?pwd=K3BNNm9mMjVtZVM4V21URUc5VHQ3UT09

Or Phone dial in:  +1 646 876 9923          Meeting ID: 894 4405 4303

 AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of July 6, 2021 Meeting
5. Amend Minutes of March 9, 2021 Meeting — Employees’ Labor Contract
6. Director’s Report & FY21 Budget Status Report
7. Executive Session – Personnel Employment
8. Review Director Job Description & Transition Plan
9. Other Business
10. Review Action Items and Agenda Items for Next Meeting
11. Set Date for Next Meeting
12. Adjourn

Posted July 30, 2021

Click here to open a .pdf of these minutes

Rockingham Free Public Library

Board of Trustees

Tuesday, July 6, 2021

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Duane Whitehead, Claudia Sofield, Mary Shepard, Celina Houlne

Absent: Kathleen Hacker, Dale Kondracki

Members of Public: Gaetano Putignano

LOCATION: In the Library’s Youth Program Room, and also online via Zoom.

1) Call to Order: 6:45 pm

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

3) Public Comment (3 minutes per person): n/a

4) Approve Minutes of May 4, 2021 Meeting: Mary moved, Don seconded. Motion passed unanimously with correction of the addition of Mary Shepard’s name as present.

5) Director’s Report & FY21 Budget Status Report: RPFL received a grant of over $2800 from the town as part of the federal reimbursement to states to deal with Covid-related expenses. RFPL is also eligible for a grant from the state library, also part of Covid-related grants from the federal government. The Friends’ plant sale was a great success, and the Welcome Center fundraiser will be on again this year in August after being canceled last year. The library is open again for visits! Masks are required to protect unvaccinated children.

6) Personnel Committee – Review transition plan: We reviewed the job posting and job description pages for the Library Director position and discussed a timeline for hiring.

a) Ellen moved that the final candidate decision must be reached by at least a two-thirds majority of the full board. Mary seconded. Motion passed unanimously.

b) Ellen moved to approve the timeline and job description as discussed. Mary seconded. Motion passed unanimously.

7) Other Business: n/a

8) Executive Session (if necessary):

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

b) Ellen moved that the Library Board enter executive session for discussion of a personnel issue, under the provisions of Title 1, Section 313 (a) (3),and invite the Library Director, Celina Houlne, to attend. Mary seconded. Motion was unanimously approved. Entered executive session at 7:35 pm. Left executive session at 7:55. Ellen moved that the starting salary as listed in the job post will be $58,843. Martha seconded. Motion passed unanimously.

9) Review and Approve Warrants: Mary will sign after the meeting.

10) Review Action Items, Proposed Agenda Items and Date for Next Meeting: Full board will meet Aug. 23 and other dates TBD that week at 6 pm for interviews.

11) Adjourn: Ellen moved to adjourn, Brady seconded. Meeting adjourned at 8 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, July 6, 2021
6:30 PM
LOCATION: In the Library’s Youth Program Room, and also Online via ZOOM  https://us02web.zoom.us/j/82864258691?pwd=a0dhZ1FiU0J3WUgvclAyTzUvdVFCQT09

Or phone dial-in  1 646 876 9923       ID: 828 6425 8691     Passcode: 544202

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of May 4, 2021 Meeting
5. Director’s Report & FY21 Budget Status Report
6. Personnel Committee – Review TransitionPlan
7. Other Business
8. Executive Session (If Necessary)

1. Review and Approve Warrants

10. Review Action Items, Proposed Agenda Items and Date for Next Meeting

1. Adjourn

Posted July 1, 2021

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Wednesday, June 2, 2021

Click here to download a .pdf

Present: Ellen Taetzsch, Martha Rowley, Don Tretler, Brady Weinstock, Celina Houlne

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 6:03 pm.

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of Dec. 8, 2020 meeting: Ellen moved, Martha seconded. Motion was approved, with Don abstaining because he was not at the last meeting.

5. Discuss Transition Plan: Committee reviewed the actions that will be taken over the next six months to fill the position of Director upon the retirement of Celina. The Personnel Committee will report to the full board on the process at the board meeting on July 6.

6. Other Business: n/a

7. Review Action Items and Proposed Agenda Items for Next Meeting: TBD after meeting of full board.

8. Set Date for Next Meeting: Aug. 4 at 6 pm.

9. Executive Session (If Necessary): n/a

10. Adjourn: Ellen moved, Brady seconded. Meeting adjourned at 7:09 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Personnel Committee Meeting

Wednesday, June 2, 2021

 6:00 PM 

LOCATION: To Protect the Health of the Public the meeting will be held online

                                        VIA ZOOM: https://us02web.zoom.us/j/81320821280?pwd=L251WFZ0a29keG1XZi9Mb015d3Q1dz09

Or Phone dial in:    +1 646 876 9923                    Meeting ID: 813 2082 1280

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of December 8, 2021 meeting
5. Discuss Transition Plan
6. Other Business
7. Review Action Items and Agenda Items for Next Meeting
8. Set Date for Next Meeting
9. Executive Session (If Necessary)
10. Adjourn

Posted June 1, 2021

Rockingham Free Public Library
Board of Trustees
Tuesday, May 4, 2021

Click here to downlad a .pdf of these minutes

Present: Ellen Taetzsch, Martha Rowley, Brady Weinstock, Duane Whitehead, Don Tretler, Kathleen Hacker, Dale Kondracki, Celina Houlne

Absent: Claudia Sofield

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order 6:04 pm

2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: Adding discussion of Finance Committee to Other Business (item #9).

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of March 9, 2021 Meeting: Dale moved, Martha seconded. Motion passed unanimously with Brady abstaining.

5. Director’s Report & FY21 Budget Status Report: Today the library opened up for in-person visits. 30-minute appointments can be made by calling the library. Appointments are Tues, Weds, Fri. Curbside will still be available every day. Will continue to expand open hours with vaccinated staff and following governor’s orders. Friends are planning to hold the book sale, details still being worked out. Friends will hold the plant sale on June 5.

6. Financial Actions: Reserve Funds & FY21 Transfer of Funds:

Martha moves that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town the FY 2021 Trust Income received to date in the amount of $8,087.47, such amount to be withdrawn from the River Valley Credit Union in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Don seconded. Motion passed unanimously.

7. Director’s Semi-Annual Evaluation: We will skip the semi-annual evaluation this year.

8. Executive Session – Personnel

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

Ellen moved that the Library Board enter executive session for discussion of an evaluation of employee, under the provisions of Title 1, Section 313 (a) (3),and invite the Library Director, Celina Houlne, to attend. Mary seconded. Motion was unanimously approved.

Entered executive session at 6:27 pm.

Left executive session at 6:50 pm.

Ellen moved that the Board approve a 2 percent increase for the Director to bring her salary to the amount as budgeted, $61,523, retroactive to July 1, 2020. Duane seconded. Motion was unanimously approved.

9. Other Business: Discussion about Finance Committee. We will meet as a whole Board to discuss the budget in the fall instead of just having the Finance Committee look at it and then report back. Will decide on a date at the next meeting.

10. Review and Approve Warrants: Mary will go to the library and sign them.

11. Review Action Items, Proposed Agenda Items and Date for Next Meeting – July 6 at 6 pm: Next meeting we will review the budget more closely next meeting and the committees and their roles.

12. Adjourn: Ellen moved to adjourn, Martha seconded. Meeting adjourned at 7:07 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, May 4, 2021
6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via ZOOM  https://us02web.zoom.us/j/83640499942?pwd=T3dna3VlS3JzaVpBOS9SN2pPaDQ3dz09

Or phone dial-in: +1 646 876 9923  Meeting ID: 836 4049 9942  Passcode: 008047

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 9, 2021 Meeting
5. Director’s Report & FY21 Budget Status Report
6. Financial Actions: Reserve Funds & FY21 Transfer of Funds
7. Director’s Semi-Annual Evaluation
8. Executive Session – Personnel
9. Other Business

1. Review and Approve Warrants

11. Review Action Items, Proposed Agenda Items and Date for Next Meeting – July 6

1. Adjourn

Posted April 29, 2021

Library Board of Trustees Meeting
Tuesday, March 9, 2021

Click here to download a .pdf of thee minutes.

6:00 PM

PRESENT: Ellen Taetzsch, Don Tretler, Martha Rowley, Duane Whitehead, Dale Kondracki, Celina Houlne, Claudia Sofield, Kathleen Hacker, Mary Shepard.

ABSENT: Brady Weinstock

LOCATION: To protect the health of the public, the meeting was held on-line via ZOOM.

1. Call to Order: 6:10

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

3. Public Comment (3 minutes per person): n/a

4. Oath of Office: Will be held at Village Square Booksellers with Pat. Call to arrange a good time.

5. Election of Officers: Don moved, Martha seconded.

Chair – Ellen Taetzsch, Vice-Chair – Don Tretler, Treasurer – Martha Rowley, Secretary – Brady Weinstock

passed unanimously

6. Selection of Regular Meeting Date, Time, & Schedule for the Year: Martha moved, Mary seconded.

1st Tuesday of every other month – Jan., Mar., May, July, Sept., Nov.

passed unanimously

7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies: Ellen moved, Dale seconded

We will abide by Robert’s Rules of Order, provided to us in Binders

passed unanimously

8. Board Signature Authorization: Martha moved, Mary seconded

Board members available to sign warrants.

passed unanimously

9. Board Committees Assignments: Don moved, Ellen seconded

Brady will be leaving the Fundraising committee.

Duane will be leaving Policy and joining Finance.

Claudia will be joining both Policy and Fundraising.

Dale will be leaving Fundraising.

passed unanimously

10. Approve Minutes of January 5, 2021 Meeting: Mary moved, Duane seconded

approved unanimously, Claudia abstained

11. Director’s Report & FY21 Budget Status Report:

Auditors are almost finished. Questions can be addressed to Shannon at the Town Finance office.

Duane had a question about Staff Activities – RFPL has been on FACT-TV 3 times to talk about the membership drive for Friends of the Library.

Ellen commented on a reduction in the budget which Duane questioned.

12. Executive Session – Employees’ Labor Relations Negotiations, Director’s Evaluation

Entered Executive Session: 6:50

Left Executive Session: 7:22

13. Other Business: n/a

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

We will vote on a Merit Increase for the Library Director.

15. Review and Approve Warrants;

Ellen moved, Mary seconded

Kathleen and Duane will drop by the Library to sign.

unanimously accepted

16. Adjourn: Martha moved, Ellen seconded

Next meeting – Tuesday May 4th at 6pm.

Adjourned at 7:29pm.

Respectfully submitted,

Don Tretler, Vice Chair

Posted March 14, 2021

Library Board of Trustees Meeting
Tuesday, March 9, 2021
6:00 PM
LOCATION: To Protect the Health of the Public the meeting will be held online via ZOOM  https://us02web.zoom.us/j/86878795476?pwd=bWxKMlFMNjdkSTN5SFpielE2ZW03Zz09   or phone dial in      1 646 876 9923     Meeting ID:   868 7879 5476  Passcode: 195681

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Oath of Office
5. Election of Officers: Chair, Vice-Chair, Treasurer, Secretary
6. Selection of Regular Meeting Date, Time, & Schedule for the Year
7. Adoption of Rules of Procedure, Code of Ethics, Continuation of Adopted Policies
8. Board Signature Authorization
9. Board Committees Assignments
10. Approve Minutes of January 5, 2021 Meeting
11. Director’s Report & FY21 Budget Status Report
12. Executive Session – Employees’ Labor Relations Negotiations, Director’s Evaluation
13. Other Business

1. Review Action Items, and Proposed Agenda Items for Next Meeting
2. Review and Approve Warrants
3. Adjourn

Posted March 4, 2021

Library Board of Trustees
Fundraising Committee Meeting

Tuesday, February 23, 2021

 5:15 PM 

LOCATION: To Protect the Health of the Public the meeting will be held online   via Zoom at    https://us02web.zoom.us/j/85392071615?pwd=VlFTK0FKL3RSamx1cGZZc1BaNkpQdz09                           or phone dial in 1 646 876 9923
Meeting ID: 853 9207 1615

Click here to download a pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of August 19, 2020 Meeting
5. Discuss Fundraising and Annual Appeal
6. Other Business
7. Review Agenda Items for Next Meeting
8. Review Date for Next Meeting
9. Executive Session (If Necessary)
10. Adjourn

 Posted February 18, 2020

Rockingham Free Public Library
Board of Trustees
Tuesday, Jan. 5, 2021

Click here to download a .pdf of these minutes

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Dale Kondracki, Don Tretler, Kathleen Hacker, Mary Shepard, Celina Houlne

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order 6:04 pm

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of November 10, 2020 Meeting: Ellen moved, Martha seconded. Motion passed unanimously.

5. Director’s Report: Appeal has brought in $5,375; 14 people donated online; 61 people donated directly. Will plan to do the usual spring appeal in May. Roof has sustained some damage during the high winds, a roofer will come to look at it.

6. FY21 Status Report: Roof repair will affect the current budget, which had been below expected.

7. 2021 Town Meeting – Budget Petitions & Board Positions: Petitions for two articles to be voted on at the Annual Town Meeting in March are due to the library no later than Tuesday. (One will require the library budget as presented to the Selectboard to be the same as what is printed in the Town Report; the second will ask voters whether they want the Library budget to be voted by Australian ballot in future years [like the school budget is now].) If each board member could generate about 15 signatures from registered voters, this would be important to be able to get these measures on the agenda. We will have one open board position; Martha and Don are running again for the seats they currently hold.

8. Other Business: n/a

9. Warrants: John will go to the library to sign them.

10. Review Date for Next Board Meeting: March 2 or 9 at 6:00 pm: John moved that we have the meeting on March 9. Martha seconded. Motion passed unanimously.

11. Review Agenda Items for Next Meeting: Reappointing board members to represent the board in union negotiations; reauthorizing board officers to sign routine administrative documents.

12. Director’s Evaluation – Executive Session:

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

John moved that the Personnel Committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director not be invited to attend. Dale seconded. Motion was unanimously approved.

Entered executive session at 6:30 pm.

Left executive session at 6:40 pm.

John moved that the Board approve the annual evaluation of the Director as discussed and that the Board Chair be directed to present the written evaluation to the Director at his earliest convenience. Kathleen seconded. Motion was unanimously approved.

13. Adjourn: Martha moved to adjourn, Ellen seconded. Meeting adjourned at 6:43 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, January 5, 2021
6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online

via Zoom at https://us02web.zoom.us/j/89749736318  or phone dial in   + 1 646 876 9923

Meeting ID: 897 4973 6318

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of November 10, 2020 Meeting
5. Director’s Report
6. FY21 Status Report
7. 2021 Town Meeting – Budget Petitions & Board Positions
8. Other Business
9. Warrants
10. Review Date for Next Board Meeting: March 2 or 9 at 6:00 pm
11. Review Agenda Items for Next Meeting
12. Director’s Evaluation – Executive Session
13. Adjourn

Posted December 31, 2020

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, Dec. 8, 2020

Present:John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Celina Houlne Absent:n/a

Click here to download a .pdf of these minutes

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 2:10 pm.

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of Dec. 1, 2020 meeting: John moved, Ellen seconded. Motion was unanimously approved.

5. Evaluation of Director: We reviewed the schedule for emailing our letter, attachments, and director’s self-evaluation to the rest of the board (the week before the next full board meeting). Then the board will vote on approving the letter and present it to Celina.

6. Other Business: n/a

7. Review Action Items and Proposed Agenda Items for Next Meeting: n/a

8.Set Date for Next Meeting: TBD

9. Executive Session (If Necessary): John moved that premature general public knowledge of the details concerning a personnel matter involving an RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. Brady seconded. Motion was unanimously approved. John moved that the Personnel Committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director not be invited to attend. Martha seconded. Motion was unanimously approved. Entered executive session at 2:14 pm. The committee left executive session at 2:20 pm.

10. John moved that The Personnel Committee present the draft evaluation of the Executive Director and its attachments to the Board of Trustees for approval at the next Board meeting. Ellen seconded. Motion was unanimously approved.

11. Adjourn: Marth moved, Ellen seconded. Meeting adjourned at 2:22 pm.

Respectfully submitted,Brady Weinstock, Secretary

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, Dec. 1, 2020

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Celina Houlne

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

Click here to download a .pdf of these minutes

1. Call to Order: 2:02 pm.

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of Nov. 23, 2020 meeting: Ellen moved, John seconded. Motion was unanimously approved.

5. Evaluation of Director: Will be discussed during executive session.

6. Other Business: n/a

7. Review Action Items and Proposed Agenda Items for Next Meeting: Will review draft letter and discuss how to distribute it to the full board.

8. Set Date for Next Meeting: Tuesday, Dec. 8, 2 pm (exec session to review letter)

9. Executive Session (If Necessary):

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

John moved that the Personnel Committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director not be invited to attend. Martha seconded. Motion was unanimously approved.

The committee left executive session at 2:10 pm. No action was taken.

10. Adjourn: Ellen moved, Martha seconded. Meeting adjourned at 2:11 pm.

Respectfully submitted,

Brady Weinstock, Secretar

Library Board of Trustees Personnel Committee Meeting

Tuesday, December 8, 2020

2:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via Zoom at https://us02web.zoom.us/j/89417896316

Or Phone dial in: 16468769923 Meeting ID: 894 1789 6316

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of December 1, 2020 meeting

5. Evaluation of Director

6. Other Business

7. Review Action Items and Agenda Items for Next Meeting

8. Set Date for Next Meeting

10. Executive Session (If Necessary)

11. Adjourn

Posted December 3, 2020

Library Board of Trustees Personnel Committee Meeting

Tuesday, December 1, 2020

2:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via Zoom at https://us02web.zoom.us/j/82967985778

Or Phone dial in: 16468769923 Meeting ID: 29 6798 5778

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of November 23, 2020 meeting

5. Evaluation of Director

6. Other Business

7. Review Action Items and Agenda Items for Dec. 8 Meeting

8. Set Date for Next Meeting

10. Executive Session (If Necessary)

11. Adjourn

Posted November 25, 2020

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Monday, Nov. 23, 2020

Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Celina Houlne

Absent: n/a

Click here to download a .pdf of these minutes.

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 1:03 pm.

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of September 11, 2020 meeting: Ellen moved, John seconded. Motion was unanimously approved.

5. Evaluation of Director: We are missing input from 8 people to whom the evaluation link went out (we received 12 responses out of 19). John moved that we proceed without any further input. Ellen seconded. Motion failed. John moved that we extend the deadline for submissions until the end of the day Monday, Nov. 30, and that the library director will contact board members and others via telephone to ensure they received the link. Brady seconded. Motion was unanimously approved.

6. Other Business: n/a

7. Review Action Items and Proposed Agenda Items for Next Meeting: See item #8.

8. Set Date for Next Meeting: Tuesday, Dec. 1, 2 pm (exec session to review new input and finalize); Tuesday, Dec. 8, 2 pm (exec session to review letter)

9. Executive Session (If Necessary):

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

John moved that the Personnel Committee enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director not be invited to attend. Brady seconded. Motion was unanimously approved.

The committee left executive session at 2 pm. No action was taken.

10. Adjourn: Martha moved, John seconded. Meeting adjourned at 2:03 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Personnel Committee Meeting

Monday, November 23, 2020

1:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online via Zoom at https://us02web.zoom.us/j/87899967328

Or Phone dial in: 1 646 876 9923 Meeting ID: 878 9996 7328

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of September 11, 2020 meeting

5. Evaluation of Director

6. Other Business

7. Review Action Items and Agenda Items for Dec. 3 Meeting

8. Set Date for Next Meeting

10. Executive Session (If Necessary)

11. Adjourn

Posted November 19, 2020

Rockingham Free Public Library
Board of Trustees
Tuesday, Nov. 10, 2020
Present: John Bohannon, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Mary Shepard, Don Tretler, Celina Houlne; Mary Van Hartesveldt, library staff
Absent: Kathleen Hacker, Dale Kondracki

Click here to download a .pdf of these minutes.
LOCATION: To protect the health of the public, the meeting was held online via Zoom.
1. Call to Order: 6:07 pm
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: n/a
3. Public Comment (3 minutes per person): n/a
4. Approve Minutes of September 1, 2020 Meeting: Martha moved, Ellen seconded. The minutes erroneously read that the next meeting was Nov. 3, but it should be Nov. 10. Motion passed unanimously as amended.
5. Director’s Report: New handout for kids’ programs is available now. Lots of events planned. Anne received a grant for winter programs related to climate change — only 2 libraries in the state received this. Friends of the Library raffle tickets still being sold — the drawing for gift cards is at the end of the month. The cash raffle will be held once all tickets are finished. More people have been visiting the library in person, so now, in addition to making an appointment to visit, patrons can come to the door and see if there is space to enter without an appointment. (Generally, this is available 10-1, and 4-5:30 or 6 depending on the library’s hours of operation that day).
6. Personnel Committee Meeting Report: Director’s evaluation will be sent by Google Form. If someone cannot access this at home, John requests that you come to the library to fill it out on a computer. Committee will meet on Dec. 3 to prepare a draft report. At the next full board meeting on Jan. 7, the Personnel Committee will present the summary of the data to the full board.
7. Financial Action – TD Bank Account: Duane moved that the Rockingham Free Public Library Board of Trustees approve Library Director Celina Houlne, Board Treasurer Martha Rowley, and Reference Librarian Virgil Fuller be signers on the TD Bank Petty Cash Checking Account, and for the bookkeeper Mary Van Hartesveldt to have information only access. Martha seconded. Discussion: This is an amendment to include Virgil’s name, as it was left off previously. Motion passed unanimously.
8. FY21 Status Report & FY22 Budget Review: Mary V. and Celina reported on items discussed during the Finance Committee meeting. From those minutes of Oct. 27, 2020: The FY19 budget has some discrepancies between the Town and Library versions, and staff is awaiting answers from auditors. The FY20 actuals are still incomplete and are being audited (auditor, town fee, pension, accrued payroll are unposted at this time). There were spending reductions in FY20 that allowed expenses to come in under budget. The FY22 budget is proposed at level funding with FY21 budget (the final number from FY21 that was approved by the Selectboard). There are reductions in
payroll expenses, insurances, and repairs and maintenance, to name a few categories, that will make the level funding possible. Martha moved that the Board of Trustees approve the FY22 library budget of Four hundred twenty-eight thousand, two hundred eighty-six dollars ($428,286) in operating expenses for the support of the Rockingham Free Public Library, Three Hundred Seventy-Nine Thousand, Two Hundred Fifty Dollars ($379,250) to be raised by taxes. Brady seconded. Motion passed unanimously.
9. 2021 Town Meeting – Budget Petitions & Board Positions a) John moved that the Library Board of Trustees generate a petition to have the Library’s FY 22 annual budget, the petition to have the following language: “Shall the voters of the Town of Rockingham raise and appropriate the sum of Four hundred twenty-eight thousand, two hundred eighty-six dollars ($428,286) in operating expenses for the support of the Rockingham Free Public Library, Three Hundred Seventy-Nine Thousand, Two Hundred Fifty Dollars ($379,250) to be raised by taxes.” Mary seconded. Motion passed unanimously. b) John moved that the Library Board of Trustees generate a petition to have the Library’s annual budget voted on by Australian ballot, the petition to have the following language: “Shall the voters of the Town of Rockingham adopt the budget of the Rockingham Free Public Library by Australian ballot, commencing with the 2022 Town of Rockingham Annual Meeting?” Don seconded. Discussion about benefits and ramifications of this. Motion passed with 5 in favor, 2 abstentions.
10. Other Business: John urged anyone who will be giving a report to write it down as it will be presented, keep it brief, and email the report to the secretary.
11. Warrants: Mary S. will come in to sign them.
12. Review Date for Next Personnel Committee Meeting: Monday, Nov. 23 at 1 pm
13. Review Date for Next Board Meeting: Tuesday, January 5 at 6:00 pm
14. Review Agenda Items for Next Meeting: Personnel Committee will submit draft evaluation.
15. Executive Session (If Necessary): n/a
16. Adjourn: Martha moved to adjourn, Brady seconded. Meeting adjourned at 7:23 pm.
Respectfully submitted,
Brady Weinstock, Secretary

Library Board of Trustees Meeting

Tuesday, November 10, 2020

 6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online       via Zoom at  https://us02web.zoom.us/j/86870554009 or phone dial in   + 1 646 876 9923

Meeting ID: 868 7055 4009

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of September 1, 2020 Meeting
5. Director’s Report
6. Personnel Committee Meeting Report
7. Financial Action – TD Bank Account
8. FY21 Status Report & FY22 Budget Review
9. 2021 Town Meeting – Budget Petitions & Board Positions
10. Other Business
11. Warrants
12. Review Date for Next Personnel Committee Meeting
13. Review Date for Next Board Meeting: January 7 at 6:00 pm
14. Review Agenda Items for Next Meeting
15. Executive Session (If Necessary)
16. Adjourn

Posted November 6, 2020

Rockingham Free Public Library

Board of Trustees: Finance Committee Meeting

Tuesday, October 27, 2020

Present: Martha Rowley, Brady Weinstock, Duane Whitehead, Mary Shepard, Celina Houlne; Mary Van Hartesveldt, library staff

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

Click here to download a .pdf of these minutes.

1. Call to Order: 6:02 pm

2. Election of Committee Chair and Secretary: Brady nominated Martha to continue as Chair; Mary seconded. Motion was unanimously approved. Martha nominated Brady to continue as Secretary; Mary seconded. Motion was unanimously approved.

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

4. Public Comment (3 minutes per person): n/a

5. Approve Minutes of October 24, 2019 Meeting: The date on the minutes should read Oct. 24. Martha moved that the minutes be accepted as amended; Duane seconded. Motion was unanimously approved.

6. Review FY22 Budget: The budget for FY22 was discussed and reviewed, along with FY20 and FY21. The FY19 budget has some discrepancies between the Town and Library versions, and staff is awaiting answers from auditors. The FY20 actuals are still incomplete and are being audited (auditor, town fee, pension, accrued payroll are unposted at this time). There were spending reductions in FY20 that allowed expenses to come in under budget. The FY22 budget is proposed at level funding with FY21 budget (the final number from FY21 that was approved by the Selectboard). There are reductions in payroll expenses, insurances, and repairs and maintenance, to name a few categories, that will make the level funding possible.

7. Other Business: n/a

8. Executive Session (If Necessary): n/a

9. Review Agenda Items for Next Meeting: Mary will check with auditors to get answers for 2019 discrepancies; Martha will propose to the full board that the budget be approved as submitted.

10. Set Date for Next Meeting: n/a

11. Adjourn: Brady moved to adjourn, Mary seconded. Meeting adjourned at 7:18 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Finance Committee Meeting
Tuesday, October 27, 2020
6:00 PM
LOCATION: To Protect the Health of the Public the meeting will be held online
via Zoom at https://us02web.zoom.us/j/87678000852
or Phone Dial in 1 646 876 9923
Meeting ID 876 7800 0852

Click here to download a pdf of this agenda.

AGENDA

1. Call to Order
2. Election of Committee Chair & Secretary
3. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
4. Public Comment (3 minutes per person)
5. Approve Minutes of October 24, 2019 Meeting
6. Review FY22 Budget
7. Other Business
8. Executive Session – If Necessary
9. Review Action Items, and Proposed Agenda Items for Next Meeting
10. Set Date for Next Meeting – If Necessary
11. Adjourn

Posted October 23,2021

Library Board of Trustees Personnel Committee Meeting

Friday, September 11, 2020

 1:30 PM

LOCATION: To Protect the Health of the Public the meeting will be held online

      via Zoom at   

https://us02web.zoom.us/j/83078514597  or phone dial in   + 1 646 876 9923

Meeting ID: 830 7851 4597

Click here to download a .pdf of this agenda 2020.09.11 Library Board Personnel Committee 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 December 5, 2019 meeting
5. Evaluation Process for Director
6. Other Business
7. Review Action Items and Proposed Agenda Items for Next Meeting
8. Set Date for Next Meeting
9. Executive Session (If Necessary)
10. Adjourn

Posted September 9, 2020

Rockingham Free Public Library

Board of Trustees

Tuesday, September 1, 2020

Click here to download a .pdf of these minutes.

Present: John Bohannon, Dale Kondracki, Martha Rowley, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Mary Shepard, Don Tretler, Celina Houlne; Sam Maskell, library staff

Absent: Kathleen Hacker

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 6:02 pm

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of July 7, 2020 Meeting: Mary moved, Ellen seconded. Motion was unanimously approved.

5. Director’s Report & FY20 Budget Status Report: The library has been very busy with curbside and in-person patron visits. Even though people can come in, many people are still happy with calling and doing curbside pickup. The people who do come in are really happy to be there. Thirty-minute appointments can be made on the library web site or by calling. (Families are allowed to come in together but must stay together and all wear masks.) The State Library survey reported that 17% of VT libraries are doing appointments like we are; 41% are open for limited in-person access without appointments (first-come, first-served); 40% are doing only curbside; 2% are not open at all. The book sale is almost on! Signage will go up next week. People will need to make appointments using the same methods as for in-person library visits. The community meal distribution program Everyone Eats (funded through federal grants) has begun and people can learn more about this on the library web site. You can even pick up for neighbors and other households now. A new online service being offered is Wowbrary – a new interactive online tool to browse library shelves and see latest releases and place books on hold. It also has a newsletter that patrons can sign up for. Sam reported that the Youth program had its first in-person event since March — it was held outside and was a great event, about 80 people.

6. Fundraising Committee Report: Brady reported that the committee had a good discussion and agreement on how to move forward with the Annual Appeal, as it concerns email vs. postal mail. The consensus was to offer patrons an option to select as to how they would like to be contacted so that we don’t miss half the people by choosing one way or the other. People will be able to donate via a link on the library web site – the donation button belongs to the Friends, but they will donate the money directly to the library. The Friends will be distributing raffle tickets to board members next week for them to sell. Tickets will also be sold in person at the library, online, and at Village Square Booksellers.

7. Financial Action – Investment Account

a. Brady moved that the Treasurer of the Library Board of Trustees, Martha Rowley, is authorized to reinvest the Rockingham Library’s River Valley Credit Union CD that will mature on 10/26/2020 into a similarly safe investment at the best rate of return we can find; this authorization allows the Treasurer to remove the money from the River Valley Credit Union, if necessary, and to move it via bank check into a new Rockingham Library investment. Mary seconded, motion passed unanimously.

b. John moved that the persons authorized to be signatories on the new Rockingham Library investment account referenced in the previous motion shall be the Treasurer, Martha Rowley, and the Library Director, Celina Houlne. Ellen seconded, motion passed unanimously.

8. Contract Negotiations:

a. John moved that the board authorize John Bohannon and Brady Weinstock to represent the library Board of Trustees in upcoming union contract negotiations, and that attorney Ray Massucco be invited to attend on behalf of the library. Martha seconded, motion passed unanimously.

b. John moved that the RFPL begin this cycle of union negotiations after the town has completed its negotiations with the union. Ellen seconded, motion passed unanimously.

9. Other Business: Duane will be joining the Finance Committee.

10. Warrants: Still need a few more warrants signed; Dale will sign them.

11. Review Date for Next Personnel Committee Meeting – Director’s Evaluation: John will communicate with the committee to set a date.

12. Review Date for Next Finance Committee Meeting – FY22 Budget: Martha and Celina will communicate with the committee to set a date.

13. Review Date for Next Board Meeting: November 3 at 6:00 pm

14. Review Agenda Items for Next Meeting: Annual evaluation for the director; how Covid will be affecting us going into the new year; presentation of budget to Selectboard and moving forward to get it into the Town Report.

15. Executive Session (If Necessary): n/a

16. Adjourn: Ellen moved to adjourn, Mary seconded. Meeting adjourned at 6:51 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting

Tuesday, September 1, 2020

 6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online   via Zoom at https://us02web.zoom.us/j/89524335260 or phone dial in   + 1 646 876 9923

Meeting ID: 895 2433 5260

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of July 7, 2020 Meeting
5. Director’s Report & FY21 Budget Status Report
6. Fundraising Committee Report
7. Financial Action – Investment Account
8. Contract Negotiations
9. Other Business
10. Warrants
11. Review Date for Next Personnel Committee Meeting – Director’s Evaluation
12. Review Date for Next Finance Committee Meeting – FY22 Budget
13. Review Date for Next Board Meeting: November 3 at 6:00 pm
14. Review Agenda Items for Next Meeting
15. Executive Session (If Necessary)
16. Adjourn

Posted August 27, 2020

Rockingham Free Public Library

Library Board of Trustees Fundraising Committee Meeting – August 19, 2020

Click here to download a .pdf of these minutes

Minutes

1. Call to order –

Meeting called to order at 5:02 p.m.

2. Additions to the agenda –

Brady would like to talk about email versus letters, discussed in agenda number 5.

3. Public comment –

No public comment

4. Approve minutes –

Ellen moves to approve the minutes of June 22, 2020 meeting. Don seconds. No discussion. Motion passes unanimously

5. Discuss Fundraising and Annual Appeal –

Celina report:

Winter appeal was sent to 700 people, 5580 dollars was brought in December. We did not do a letter appeal in May because of COVID19. This year the plan is to use a donate button on the website set up by the Friends of the Library for an online portal to donate for the appeal. By the time we send out the letters we will have an option to send donations by check OR give instructions for how to donate online.

Annual Appeal:

Brady discusses email blasts that can be used to keep in touch with patrons and used to thank donors. We would save money by sending an email, and we could send a thank you in the middle of the year, and in general keep up communication with donors outside of annual appeal. This can also be used to keep people informed on what their money is being used for.

Sam confirms that the library does collect email addresses, and the library does have mail chimp. The 1500 people on that list are primarily patrons, or people who sign up for newsletters. There is no separate list for donors only.

Celina would like to go through the list and sort out people who are not card holders and organize them to be more useful, and add new people who should be on the list. We can start by getting in contact with old contacts and new contacts by explaining the grant money given to restaurants to create meals for folks who are struggling. The library should serve as a point of communication to the community as well.

Points of email:

Celina: Keeping people updated, educating people on current events

Brady: Keeping up communications with past donors, through the forms of thank yous and updates.

Dale agrees that emails can be used to supplement mail in appeals but doesn’t agree that they should be a replacement. She personally believes it is very easy for an email to get overlooked and deleted without opening, whereas a letter is a physical reminder and easier to put in front of people.

Celina would like to send out letters this year that allow people to choose in the future how they would like to be communicated with, either by mail, emails, or both. People can choose what way works best for them.

Celina will go through the lists with aid of Brady to identify new people to reach out to important donors.

Book Sale:

The library is setting up the book sale and will allow people to shop by appointment, and they will leave the sale up for the foreseeable future. This money will also go to fundraising.

Holiday fundraising:

Friends of the library cannot count on having any physical events at the library, so they are focusing on the raffle. Each board member, on the friends and the library board, will get two envelopes to sell. Tickets will also be available online and at the library. The cash raffle will be held whenever all the tickets are sold, with a goal by Nov. 30th. All money made by raffle will be donated to the library by the Friends.

They may also host an online auction to help raise funds. We can donate to the silent auction which should be held in November, in line with the two raffles.

6. Other Business –

Celina will clean up the appeals list and mark off new grants list, property owners, voting list, and invite board members to come in and mark off anyone else they know that we should add to the email blast list. Maybe look for new members to join

7. Agenda items for next meeting –

Update on all fundraisers happening this fall

Looking forward to annual appeal

8. Next meeting date:

Feb. 10, 2021 at 5 p.m.

9. Adjourn –

Ellen moves to adjourn, Don seconds, meeting adjourned at 5:50

Library Board of Trustees Fundraising Committee Meeting

Wednesday, August 19, 2020

5:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online

via Zoom at https://us02web.zoom.us/j/88052695311

or Phone Dial in 1 646 876 9923

Meeting ID 880 5269 5311

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of June 22, 2020 Meeting
5. Discuss Fundraising and Annual Appeal
6. Other Business
7. Review Agenda Items for Next Meeting
8. Review Date for Next Meeting
9. Adjourn

Posted August 14, 2020

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

Rockingham Free Public Library

Board of Trustees

Tuesday, July 7, 2020

Click here to download a .pdf of these minutes.

Present: John Bohannon, Dale Kondracki, Martha Rowley, Kathleen Hacker, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Celina Houlne; Sam Maskell, library staff

Absent: Don Tretler, Mary Shepard

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 6:04 pm

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

3. Public Comment (3 minutes per person): Pat Fowler and Pat Riese from Friends of the Library will speak during Fundraising Committee Report.

4. Approve Minutes of May 5, 2020 Meeting: Brady moved, Martha seconded. Motion was unanimously approved.

5. Fundraising Committee Report: Brady and Celina asked Pat and Pat to speak about the Friends’ fundraiser plans. (There will be a Fundraising Committee meeting in August to pick up where we left off in our meeting in June.) The Friends will be holding a 50-50 raffle for cash prizes. Tickets are $20 each, and the goal is to sell 200 tickets, which will raise $2,000. The $2,000 in prizes will be one prize for $1,000, one for $500 and two for $250. As they still wanted to benefit local businesses as part of the fundraiser, they will also sell unlimited tickets at $10 each for prizes of gift cards for $100 from Village Bookstore, Harlow’s, and Lisai’s. Tickets for both drawings will be sold starting in August. The 50-50 tickets will be sold until they are all gone; the gift card raffle will end in mid-November so that people can use the prizes for the holiday season. The Friends have voted to give this money to the library as a direct donation this year. Additionally, they are exploring a way to sell tickets online.

6. Director’s Report & FY20 Budget Status Report: The library is getting good feedback from people about the way the library is helping patrons during this time, especially that staff is doing more “reader’s advisory” for them (helping figure out which books they might like). The director informed the board that the building’s emergency systems were inspected last week; all the batteries for the emergency lighting had to be replaced, and there is a battery cabinet in the basement that also needs to be replaced. The suggestion from Lawrence and Lober is to get rid of the battery cabinet and replace those lights that were connected to it. Estimate is $3,864 to replace lights and batteries. It is expected to save money in the long run by doing this, as instead of replacing the entire battery cabinet every 5 years, only individual batteries that expire

will need to be changed as needed. The Board discussed with Celina how this is going to impact the budget. There is money allotted to repairs that will accommodate this.

7. Review Phased Reopening Plan: Celina and staff compiled a very thorough plan for a phased reopening. Rockingham Library is currently in Phase 3 of the plan, preparing to open at some point in the near future with 30-minute appointments once per week. (If library is not super busy, it may be ok to make a second appointment). Libraries adhere to governor’s mandates but each makes its own decisions about phasing in reopening based on its own situation and best interests for the community, which also includes staff. (For example, Brattleboro library is opening next week without appointments, but only for 20 minutes at a time.) Curbside will still be offered. Masks will be required for staff and patrons, and they will have some available for people who do not have them, but supplies are a bit limited. The Board agrees that it is important to require hand sanitizer, since by its nature the library is a place where people pick things up and put them back, so this will be included in the guidance to patrons upon entry. Right now, the library will not be advertising a reopening because things are changing every day and it is unclear the exact date this will happen; Celina is waiting for the governor to lift the state of emergency order. At the point that it makes sense to advertise a reopening, there will be a press release for newspapers, on Wool Radio, FactTV, emails, social media, and word of mouth to help get the word out. John moved that we approve the planned reopening phases with changes, Ellen seconded. Motion unanimously passed.

8. Other Business: Discussion of a staffing matter by the Board.

9. Review and Approve Warrants: Brady and Ellen volunteered to get all the warrants caught up either online or in person.

10. Review Agenda Items for Next Meeting: Report on fundraising by Friends and also Fundraising Committee, as well as the Phased Reopening. Perhaps a review of programs through the end of the calendar year; Celina will include some note of this in her report.

11. Review Date for Next Meeting: September 1 at 6:00 pm

12. Executive Session (If Necessary): n/a

13. Adjourn: Kathleen moved, Duane seconded. Meeting adjourned at 7:15 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting
Tuesday, July 7, 2020
 6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online      via Zoom at or phone dial in https://us02web.zoom.us/j/86000844079   /   +1 646 876 9923
Meeting ID: 860 0084 4079

Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of May 5, 2020 Meeting
5. Director’s Report & FY20 Budget Status Report
6. Review Phased Reopening Plan
7. Fundraising Committee Report
8. Other Business
9. Review and Approve Warrants
10. Review Agenda Items for Next Meeting
11. Review Date for Next Meeting: September 1 at 6:00 pm
12. Executive Session (If Necessary)
13. Adjourn

Posted July 2, 2020

Library Board of Trustees Fundraising Committee Meeting Minutes

Monday, June 22, 2020

Click here to download a .pdf of these minutes.

LOCATION: To Protect the Health of the Public the meeting was held online

via Zoom at https://us02web.zoom.us/j/88638680054 or Phone Dial in +1 646 876 9923

Meeting ID 886 3868 0054

Present: John Bohannon, Don Tretler, Dale Kondracki, Brady Weinstock, Celina Houlne

Absent: Ellen Taetzsch

Guests: Pat Riese and Pat Fowler from Friends of the Library

1. Call to Order : 6:05
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : a vote must be taken to make Brady chair of the Fundraising Committee and Dale the secretary. Vote passes unanimously
3. Public Comment (3 minutes per person) : Reese and Fowler bring the board an update on fundraising for the Friends of the Library in the time of COVID-19. The Board does not need to take action. Friend’s have thought of hosting an online raffle at $10/ticket with prizes. There is an idea to change it to a 50/50 raffle instead. The Friends can also set up a button on the library website to make donations through an online portal. The Friends will come to the July 7th board meeting to ask for library approval.
4. Approve minutes of the September 12 meeting : Brady moved, Don seconded. Motion passed unanimously.
5. Fundraising: Review of how current fundraising programs will be hosted in times of COVID-19. Annual book sale will be open on top floor only when building opens. Staff will monitor as needed. Jon suggests adding an entrance fee or suggested donation entrance fee to help boost fundraising. Other suggestions include optional rounding final total up to nearest dollar as a donation.

Annual appeal will continue to happen, though there needs to be a greater attempt this year to make it more targeted. Brady suggested to save on postage that an option be given to people to receive annual appeal over email in the future. Other suggestions include transferring annual appeal to a postcard, which would be less expensive to send and easy to read, though lacks the amount of information and the possibility to send a return envelope.

6. Other business : None
7. Review action items, and proposed agenda items for next meeting : Discuss annual appeal
8. Review date for next meeting: TBD at next board meeting July 7.
9. Adjourn : Brady moved to adjourn, Don seconded. Meeting adjourned at 6:29 PM

Library Board of Trustees Fundraising Committee Meeting

Monday, June 22, 2020

5:30 PM

LOCATION: To Protect the Health of the Public the meeting will be held online

via Zoom at https://us02web.zoom.us/j/88638680054
or Phone Dial in   +1 646 876 9923

Meeting ID 886 3868 0054

Click here to download a .pdf of this agenda: 2020.06.22 Library Fundraising Committee Meeting

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of September 12, 2019 Meeting
5. Discuss Fundraising and Annual Appeal
6. Other Business
7. Review Agenda Items for Next Meeting
8. Review Date for Next Meeting
9. Executive Session (If Necessary)
10. Adjourn

Posted June 25, 2020

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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

Rockingham Free Public Library

Board of Trustees

Tuesday, May 5, 2020

Click here to download a .pdf of these minutes.

Present: John Bohannon, Dale Kondracki, Martha Rowley, Kathleen Hacker, Don Tretler, Mary Shepard, Ellen Taetzsch, Brady Weinstock, Duane Whitehead, Celina Houlne; Sam Maskell, library staff

Absent: n/a

LOCATION: To protect the health of the public, the meeting was held online via Zoom.

1. Call to Order: 6:10 pm. John Bohannon read a statement from the State of Vermont regarding rules for a public meeting online. There is public access to the meeting via Zoom and phone, which were published in the agendas.

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

3. Public Comment (3 minutes per person): n/a

4. Approve Minutes of March 10, 2019 Meeting: Brady moved, Mary seconded. Motion was unanimously approved.

5. Director’s Report & FY20 Budget Status Report: Governor has allowed libraries to begin curbside delivery, and we will start with this tomorrow (May 6). Advertising will start next week. Staff are strictly adhering to state rules for this, as well as for their in-person work in the library, to keep themselves and the public safe. Staff have continued with their normal work, logging, cataloguing, etc., from home and in the building as allowed. There has been an increase in need for tech help for patrons, which is done over the phone by staff. Library staff has also been calling patrons to check in on them. Some questions about current year budget; book sale revenue is low because it was postponed; youth audiobooks line item is still $0 because these are usually purchased in late spring after book awards are announced, guiding Sam’s choices and in time for summer when students will be listening. The Friends of the Library paid for (and Sam designed) lawn signs to advertise online services, and they have been posted around town. Genealogy program is now online, and people are encouraged to join in.

6. Review FY2021 Budget: Celina wants to be creative about fundraising, so this will continue to unfold as the weeks and months progress – maybe we can still hold in-person fundraisers, maybe the plant sale can be changed in format, maybe some funding will trickle down from the state. Celina will talk with Chuck Wise, interim town manager, about online donation possibilities.

7. Financial Actions: Reserve Funds & FY20 Transfer of Funds: Martha moved that any monies received as Designated Miscellaneous, Memorial, or Historical Donations that remain unspent as of 6/30/2020 be moved into the appropriate Reserve Funds so that they can be used in the future. Mary seconded, motion was unanimously approved.

Kathleen moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town the FY 2020 Trust and Interest Income received to date in the amount of $14,796.76 such amount to be withdrawn from the River Valley Credit Union account #271036 in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Dale seconded, motion was unanimously approved.

8. Director’s Semi-Annual Evaluation: Ellen moved that the board authorize the suspension of the semi-annual evaluation of the executive director for this calendar year due to the unusual circumstances related to covid-19. Martha seconded, motion was unanimously approved.

9. Other Business: There was a question about what the summer reading program will look like, which Sam answered. The exact program is still unfolding – Sam is putting together a program that will not look like what the kids have been doing with school, so that it is a needed break from passive online learning. It will offer experiential activities such as “Story Walks”, virtual field trips, etc. The methods of quantifying “success” will be different, as it will not be possible to bring in 75-100 kids and people at one time into the building.

10. Review and Approve Warrants: n/a (This is all being done virtually.)

11. Review Agenda Items for Next Meeting: n/a

12. Review Date for Next Meeting: July 7 at 6:00 pm

13. Executive Session (If Necessary): n/a

14. Adjourn: Ellen moved, Martha seconded, unanimously approved.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting

Tuesday, May 5, 2020

 6:00 PM

LOCATION: To Protect the Health of the Public the meeting will be held online

      via Zoom at https://us02web.zoom.us/j/84155659530 or phone dial in 1-646-876-9923  Meeting ID: 841 5565 9530

Click here to download a .pdf of this agenda 2020.05.05 Library Board of Trustees 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 10, 2019 Meeting
5. Director’s Report & FY20 Budget Status Report
6. Review FY2021 Budget
7. Financial Actions: Reserve Funds& FY20 Transfer of Funds
8. Director’s Semi-Annual Evaluation
9. Other Business
10. Review and Approve Warrants
11. Review Agenda Items for Next Meeting
12. Review Date for Next Meeting: July 7 at 6:00 pm
13. Executive Session (If Necessary)
14. Adjourn

Posted May 1, 2020

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

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

Rockingham Free Public Library
Board of Trustees
Tuesday, March 10, 2020

Click here to download a .pdf of these minutes 2020.03.10 Library Board Meeting Minutes

Present: John Bohannon, Dale Kondracki, Martha Rowley, Don Tretler, Mary Shepard, Duane Whitehead, Brady Weinstock, Celina Houlne

Absent: Kathleen Hacker, Ellen Taetzsch

1. Call to order: 6:05 pm

2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting: John added a discussion of the COVID-19 virus in relation to the library.

3. Public Comment (3 minutes per person): Pat Fowler and Duane Case

4. Oath of Office: Completed – Brady, Duane. Mary will complete this week.

5. Election of Officers: Don moved that the Board elect officers as follows: John Bohannon as Chair, Ellen Taetzsch as Vice Chair, Martha Rowley as Treasurer, and Brady Weinstock as Secretary. Motion was seconded and unanimously approved.

6. Selection of Regular Meeting Date, Time & Schedule for Year: Meetings will be held the first Tuesday of every other month at 6 pm; the next meeting will be May 5. Celina will fill out the calendar template and send to everyone with the dates for the year ahead.

7. Affirmation of Rules of Procedure, Policy, Code of Ethics, and Signature Authorization: Celina encouraged everyone to re-read these documents, and for new members to read now, especially about open meeting law. Don moved that the Board authorize any officer of the Board to sign routine documents that do not deal with changes of policy or commitment of unbudgeted funds, and that this authorization be reviewed for renewal annually. The motion was seconded and unanimously approved.

8. Trustee Committees & Assignment Requests: Duane agreed to serve on the Buildings and Grounds Committee instead of Brady.

9. Approve Minutes of January 7, 2020 Meeting: Mary moved, Dale seconded, unanimously approved.

10. Director’s Report & FY20 Budget Status Report: The library is getting ready for the book sale but waiting to see what the state Health Department decides regarding COVID-19 and public spaces. The Friends of the Library bought and donated a sound amplifier for hard-of-hearing patrons to be used at the front desk, and assisted-listening receivers for use during programming here at the library. The mobile WIFI hotspots came in (provided by a grant from the Public

Library Association) and so far one has been lent out. They can be checked out for one week at time. A reminder that connectivity can be spotty in some areas because it is not using Verizon, which is the service that works best here. Celina encouraged Board members to attend the Vermont Library Trustees & Friends Conference, which will be May 29 in Killington.

11. Review FY2021 Budget: Celina explained what happened when the library budget tax revenue was level funded at Town Meeting. John moved that the Board authorize the Chair, the Executive Director, and any other staff or Board members they select, to address the Rockingham Select Board and the Town Manager concerning the processing of the library’s 2021 budget. The motion was seconded and unanimously approved.

12. Other Business: Celina reported that staff have been keeping up with current policies from the American Library Association about how to deal with public health issues in light of the COVID-19 situation. They are waiting to see what the Vermont Department of Health and Town of Rockingham dictate in terms of public buildings.

13. Review Action Items and Proposed Agenda Items for Next Meeting: The semi-annual review of the library Director and the Personnel Committee meeting will be on the May agenda, along with a review of FY2021.

14. Executive Session (if necessary): N/A

15. Adjourn: Mary moved, Martha seconded. Meeting adjourned at 7:03 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Library Board of Trustees Meeting [Postponed from March 3]Tuesday, March 10, 2020
6:00 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda 2020.03.10 Library Board of Trustees Meeting Agenda

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Oath of Office

5. Election of Officers

6. Selection of Regular Meeting Date, Time, & Schedule for the Year

7. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization

8. Trustee Committees & Assignment Requests

9. Approve Minutes of January 7, 2019 Meeting

10. Director’s Report & FY20 Budget Status Report

11. Review FY2021 Budget

12. Other Business

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

14. Executive Session (if necessary)

15. Adjourn

Posted March 6, 2020

Library Board of Trustees Meeting
Tuesday, March 3, 2020
7:15 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Oath of Office

5. Election of Officers

6. Selection of Regular Meeting Date, Time, & Schedule for the Year

7. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization

8. Trustee Committees & Assignment Requests

9. Approve Minutes of January 7, 2019 Meeting

10. Director’s Report & FY20 Budget Status Report

11. Other Business

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

13. Executive Session (if necessary)

14. Adjourn

Posted February 28, 2020

Rockingham Free Public Library

Board of Trustees

Tuesday, January 7, 2020

Click here to download a .pdf of these minutes.

Present: John Bohannon, Ellen Taetzsch, Brady Weinstock, Susan Spaulding, Don Tretter, Martha Rowley, Dale Kondracki, Celina Houlne

Absent: Kate Kane, Kathleen Hacker

Guests: None

1.Call to order: 6:17pm

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

3.Public Comment (3 minutes per person): None

4.Approve Minutes of October 29, 2019 Meeting: Ellen moved, Susan seconded. Mary Van Hartesveldt should be noted as a guest on these minutes. Approved unanimously

5.Director’s Report: The RFPL will have a new database called Learning Express helping job seekers. The library will no longer have Heritage Quest as a database since the State is no longer funding this. The WIFI hotspots will begin to be distributed this month.

.6.FY20 Budget Status Report: Projection for the FY20 budget to be approximately $3,000 which is down by $1,000 from September. The health insurance incentives has decreased due to a decision at the town, the pension payments are higher this year than anticipated.

7.Representation at Hearing for Trust: Peoples Bank is requesting the court remove judicial review from the Barkers Trust. This is a common practice and there is no need to show up in court for this if you are not opposed, according to the lawyer. Celina will call the court and say that we approve this change.

8.March Election and Board Positions: Brady and Kate will run again. Susan will not. Look for someone to run in her place. Petitions are due 1/27 by 4pm

9.Other Buisness: N/A

10.Review Data for Organizational Meeting- March 3 or March 10: March 3 at 7:15pm

11.Review Action Items and Proposed Agenda Items for Next Meeting: Review committees, elect officers, welcome new trustees

12.Directors Evaluation-Executive Session: Ellen moved that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. John seconded, unanimously approved.John move that the board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director not be invited to attend. Susan seconded, unanimously approved. Executive session was entered at 6:47pm.Executive session exited at 6:56pmDale moved that the Board approve the annual evaluation of the Director as discussed and that the Board Chair be directed to present the written evaluation to the Director at his earliest convenience. Brady seconded, unanimously approved.

13.Adjoun: Ellen moved, Brady seconded. Meeting adjourned at 7:00

Respectfully submitted,

Ellen Taetzsch, Vice Chair

Library Board of Trustees Meeting

Tuesday, January 7, 2020

6:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of October 29, 2019 Meeting

5. Director’s Report

6. FY20 Budget Status Report

7. Representation at Hearing for Trust

8. March Election and Board Positions

9. Other Business

10. Review Date for Organizational Meeting – March 3 or March 10

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

12. Director’s Evaluation – Executive Session

13. Adjourn

Posted December 31, 2019

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Thursday, December 5, 2019

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

Click here to download a .pdf of these minutes.

1. Call to Order : 4:20 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of meeting : Ellen moved, John seconded. Approved unanimously.

5. Evaluation Process : John reviewed where we are in the evaluation process. Today the committee will prepare a cover letter to bring to the January board meeting for approval. Celina will receive the letter and can respond to it either at a special February Board of Trustees meeting or the regular March meeting.

6. Other Business : None

7. Executive Session – Director’s Evaluation :

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

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

The committee entered executive session at 4:23 PM. The committee exited executive session at 4:30. John moved that the Personnel Committee approve the draft performance evaluation of the Executive Director and that it be presented to the Board for its approval at the next Board meeting. Ellen seconded. The motion was approved unanimously.

8. Review Action Items and Proposed Agenda Items for Next Meeting : John will prepare the draft evaluation to present to the Board of Trustees at the January 7, 2020. He will prepare nine copies and attachments for the board as well as one clean copy to give to Celina.

9. Set Date for Next Meeting : To be determined.

10. Adjourn : Ellen moved to adjourn. Kate seconded. Meeting adjourned at 4:33 PM.

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees

Personnel Committee Meeting

Thursday, December 5, 2019 4:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA1.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 (3minutes per person)

4.Approve Minutes of November 21 meeting

5.Evaluation Process

6.Other Business

7.Executive Session –Director’s Evaluation

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

9. Set Date for Next Meeting10. AdjournPosted November 27,2019

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Thursday, November 21, 2019

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

2019.11.21 Library Personnel Committee Minutes

1. Call to Order : 4:15 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of meeting : Ellen moved, John seconded. Approved unanimously.

5. Evaluation Process : John reviewed the evaluation process: The committee will review the evaluation forms today. At a December committee meeting, the committee will prepare a statistical and narrative evaluation and cover letter to bring to the January board meeting for approval. Celina will receive the letter and can respond to it either at a special February Board of Trustees meeting or the regular March meeting.

6. Other Business : None

7. Executive Session – Director’s Evaluation :

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

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

The committee entered executive session at 4:23 PM. The committee exited executive session at 4:42, and no action was taken.

8. Review Action Items and Proposed Agenda Items for Next Meeting : John will prepare a draft evaluation to present to the committee members.

9. Set Date for Next Meeting : December 5, 2019, at 4:15 PM

10. Adjourn : Ellen moved to adjourn. John seconded. Meeting adjourned at 4:45 PM.

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees Personnel Committee Meeting

Thursday, November 21, 2019

4:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of October 22 meeting

5. Evaluation Process

6. Other Business

7. Executive Session – Director’s Evaluation

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

9. Set Date for Next Meeting

10. Adjourn

Posted November 14, 2019

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, October 29, 2019

Click here to download a .pdf of these minutes.

Present: John Bohannon, Kate Kane, Ellen Taetzsch, Brady Weinstock, Susan Spaulding, Don Tretler, Célina Houlné, Mary Van Hartesveldt

Absent: Kathleen Hacker, Martha Rowley, Dale Kondracki

Guests: None

1. Call to Order : 6:17 PM

2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting : None

3. Public Comment (3 minutes per person) : Mary needs signers for the warrants; Susan and Brady will help out on Thursday afternoons.

4. Approve Minutes of the September 3, 2019, meeting : Brady moved, Susan seconded. Approved unanimously.

5. Director’s Report : RFPL was awarded a grant for 5 wifi hotspots; these will be circulated for people to use at home. RFPL is a beta study for this type of device circulation. Holiday Party is December 7th, not the 8th as Célina noted in her report. Célina will be writing annual appeal letter in early November

6. FY20 Budget Report and FY21 Proposed Budget: Projection for the FY20 budget to be approximately $4000 over budget.. Proposed budget notes: Shannon from Town Hall has given estimates about insurance. The health insurance and health insurance incentives are projected to increase more than expected. Town may be looking at restructuring insurance offerings. Traditional pensions (for past employees) are also a bit unpredictable, but they are part of the town’s pension plan. Includes a 2% cost of living expense increase. Union negotiations will take place for library employees in the late spring, after the town employees negotiate their contract. One large expense that may need to be undertaken this next year is a new book drop; Célina will also ask the Friends to help with this expense. Brady asked about Ancestry.com which is a significant expense, but Célina said that it is well-used and important to patrons. Susan moved that we accept the budget as written, Kate seconded; no further discussion was needed. Motion passed unanimously.

7. Director’s Evaluation Process : John moved that the board approve a revised chronology for the Director’s evaluation. Susan seconded. John presented changes in normal chronology due to the meeting schedule this year. Evaluation forms to be sent out first week in November, to be returned two weeks later. Personnel committee will meet, go over evaluations, summarize data and create a cover letter for the Board to review in January; Célina will have a chance to respond, either at a special meeting if requested, or at the March meeting. Célina requested that the words “in a committee meeting” be added to item #5. This change was agreed to by the Board. Item #6 was changed to read, “Mid December Personnel Committee meeting: prepare draft statistical and narrative evaluation and cover letter.” The motion passed unanimously.

8. Other Business – None

9. Review and Approve Warrants: Done

10. Review Action Items, and Proposed Agenda Items for Next Meeting: Director’s evaluation; discuss trustee candidates.

11. Review Date for Next Meeting: January 7, 2020, at 6:15pm

12. Adjourn: Ellen moved, Susan seconded. Meeting adjourned at 7:13 PM.

Respectfully submitted,

Kate Kane, Secretary

Rockingham Free Public Library

Board of Trustees: Finance Committee Meeting

Thursday, October 25, 2019

Members Present: Martha Rowley, Susan Spaulding, Brady Weinstock

Absent: Kathleen Hacker

Staff Present: Mary Van Hartesveldt

Click here to download a .pdf of these minutes.

1. Call to Order: 3:36 pm

2. Election of Committee Chair & Secretary: Susan nominated Martha to continue as Chair; Brady seconded. Approved unanimously. Susan nominated Brady as Secretary; Martha seconded, approved unanimously.

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

4. Public Comment (3 minutes per person): None

5. Approve Minutes of October 24, 2018 meeting: Susan moved, Brady seconded. Approved unanimously.

6. Review FY21 Budget: The budget for FY21 was discussed and reviewed.

Some points: Mary noted that auditors are still reviewing FY19. There are increases in payroll, pension/VMERS, and the insurance incentive that are out of the director’s control, as these are set by the town and negotiations with the union. An increase is anticipated in electricity/heat cost. GMP rates went up; while we do not yet know what the solar credits will be, they have definitely helped lower our electricity costs. Property and liability insurance cost has decreased, likely because statewide claims for Hurricane Irene have completed.

Susan moved and Brady seconded that the budget be presented to the board as a whole and that we recommend approval. Approved unanimously.

6. Other Business: None

7. Executive Session: None needed.

8. Review Action Items and Proposed Agenda Items for Next Meeting: Susan will introduce the motion to approve the budget at the October 29, 2019, Board of Trustees meeting.

9. Set Date for Next Meeting: Not needed.

10. Adjourn: Susan moved to adjourn. Meeting adjourned at 4:40 pm.

Respectfully submitted,

Brady Weinstock, Secretary

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, October 22, 2019

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

Click here to download a .pdf of these minutes

1. Call to Order : 4:16 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of April 16, 2019 meeting : Ellen moved, John seconded. Approved unanimously.

5. Evaluation Process : The chronology for the evaluation of the Library Director was discussed and revised.

6. Other Business : None

7. Executive Session – None needed.

8. Review Action Items and Proposed Agenda Items for Next Meeting : John will write up the new chronology and present it at the October 29, 2019, Board of Trustees meeting.

9. Set Date for Next Meeting : Thursday, November 21, 2019, at 4:15 PM.

10. Adjourn : Ellen moved to adjourn. Martha seconded. Meeting adjourned at 4:48 PM.

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees Meeting

Tuesday, October 29, 2019

6:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA

Call to Order

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

Public Comment (3 minutes per person)

Approve Minutes of September 3 Meeting

Director’s Report

FY20 Budget Report and FY21 Proposed Budget

Director’s Evaluation Process

Other Business

Review and Approve Warrants

Review Action Items, and Proposed Agenda Items for Next Meeting

Review Date for Next Meeting: January 7, 2019

Adjourn

Posted October 25, 2019

Library Board of Trustees Finance Committee Meeting   

Thursday, October 24, 2019  

 3:30 PM   

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

  Click here to download a .pdf of this agenda.

      AGENDA  

1. Call to Order  

1. Election of Committee Chair & Secretary  

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

1. Public Comment (3 minutes per person)  

1. Approve Minutes of October 24, 2018 Meeting  

1. Review FY21 Budget  

1. Other Business  

1. Executive Session – If Necessary  

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

1. Set Date for Next Meeting – If Necessary  

1. Adjourn  

Posted October 18, 2019

Library Board of Trustees Personnel Committee Meeting

Tuesday, October 22, 2019

4:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA

Call to Order

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

Public Comment (3 minutes per person)

Approve Minutes of April 16, 2019 meeting

Evaluation Process

Other Business

Executive Session – If Necessary

Review Action Items and Proposed Agenda Items for Next Meeting

Set Date for Next Meeting

Adjourn

Posted October18, 2019

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, July 2, 2019

Present: John Bohannon, Martha Rowley, Kate Kane, Kathleen Hacker, Ellen Taetzsch, Célina Houlné

Absent: Brady Weinstock, Susan Spaulding, Don Tretler, Dale Kondracki

Guests: None

1. Call to Order : 6:20 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve minutes of the May 7th meeting : Kathleen moved, Kate seconded. Motion passed with 4 aye votes, 0 nay votes, and 1 abstention.

5. Director’s Report & FY19 Budget Status Report : Lunch program is happening here at RFPL through the summer. Bill McSalis, former FBI agent, came to do an Active Shooter training. Célina met with Everett Hammond, Director of Public Works, about the leak in the stairwell. Another leak in the sprinkler room in the basement; will deal with this after the stairwell is addressed. FY19 Budget: some cost-saving measures have been taken; final numbers will be available after the auditors have reviewed the finances.

6. Financial Actions – FY19 Transfer of Funds : Martha moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay the Barker Trust interest received in June 2019 in the amount of $8,936.76 to the Town, such amount to be withdrawn from the River Valley Credit Union account #271036 in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Ellen seconded. Motion passed unanimously.

7. Other business : Friends of the Library will hold the Guilford Welcome Center fundraiser on August 1st. A final planning meeting will take place on July 22nd at 5:30 PM.

8. Review and approve warrants : Done.

9. Review action items, and proposed agenda items for next meeting : None

10. Review date for next meeting : Tuesday, September 3, 2019, at 6:15 PM

11. Adjourn : Ellen moved to adjourn, Kathleen seconded. Meeting adjourned at 6:42 PM.

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees Meeting

Tuesday, July 2, 2019

6:15 PM

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

Click here to download a .pdf of this file.

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 7 meeting

5. Director’s Report & FY 2019 Budget Status Report

6. Financial Action – FY19 Transfer of Funds

7. Other Business

8. Review and Approve Warrants

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

10. Review Date for Next Meeting: September 3 at 6:15pm

11. Executive Session (If Necessary)

12. Adjourn

Posted June 27, 2019

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, May 7, 2019

Click here to download a .pdf of these minutes.

Present: John Bohannon, Martha Rowley, Kate Kane, Susan Spaulding, Don Tretler, Kathleen Hacker, Dale Kondracki, Brady Weinstock, Célina Houlné

Absent: Ellen Taetzsch

Guests: None

1. Call to Order : 6:20 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve minutes of March 26 meetings : Brady moved, Kathleen seconded. Célina clarified that the library does not owe the town any more money “for FY18 but will have a net loss for FY19.” Approved unanimously with clarifying language.

5. Director’s Report & FY19 Budget Status Report : Because of the change of dates for board meetings, Célina’s Director’s Report will be for two months ago, not the directly previous month. Today’s report reflects March 31st figures from the town. Whitcomb Foundation gave $2500 donation to General Fund. Book sale still has a lot of books available; $5 per bag of books. Lots of books are still being donated as well! Plants are being gratefully accepted for the plant sale this weekend. Célina completed a culture facilities grant this month, which will be awarded in August; if received, it would pay for railings for art work around the library. Projection based on 3/31/19 figures: biggest shortfall is in fundraising, but spring appeal has not gone out yet. The postcard appeal will go out next week. The projected overall net loss is $16,790.

6. Financial Actions :

a. FY19 Transfer of Funds — Martha moved that the Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay to the Town the FY 2019 Trust and Interest Income received to date in the amount of $12,378.99, such amount to be withdrawn from the River Valley Credit Union account #271036 in a bank check made payable to the Town of Rockingham. Library staff will record the payment and deliver it to the Town. Kate seconded. Motion approved unanimously.

b. Reserve Funds — Martha moved that any monies received as Designated Miscellaneous, Memorial, or Historical Donations that remain unspent as of 6/30/2019 be moved into the appropriate Reserve Funds so that they can be used in the future. Brady seconded. Motion approved unanimously.

7. Executive Session– Director’s Semi-Annual Performance Review : Kathleen moved that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. John seconded. Motion passed unanimously. Susan moved that the Board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director be invited to attend. John seconded. Motion passed unanimously. The board entered executive session at 6:42. The board came out of executive session at 7:07 PM. No action was taken.

8. Other business : Martha asked for a corrected list of Board of Trustees to reflect that Ellen was appointed, not elected. John also reviewed committee assignments and responsibilities. Célina reminded everyone about the Vermont Library Conference.

9. Review and approve warrants : Done.

10. Review action items, and proposed agenda items for next meeting : None

11. Review date for next meeting : July 2, 2019, at 6:15 PM

12. Adjourn : Susan moved to adjourn, Martha seconded. Meeting adjourned at 7:14 PM.

Respectfully submitted,

Kate Kane

Secretar

Library Board of Trustees Meeting

Tuesday, May 7, 2019

6:15 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of March 26 meeting

5. Director’s Report & FY 2019 Budget Status Report

6. Financial Actions

a. Reserve Funds

b. FY19 Transfer of Funds

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

8. Other Business

9. Review and Approve Warrants

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

11. Review Date for Next Meeting: July 2

12. Executive Session (If Necessary)

13. Adjourn

Posted May 2, 2019

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Tuesday, April 16, 2019

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

Also Present: Célina Houlné, Director

2019.04.16 Personnel Committee Minutes

1. Call to Order : 4:06 PM

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

3. Election of Committee Chair and Secretary : Ellen made motion to nominate John as Chair, Ellen as Vice Chair, and Kate as Secretary. Martha seconded the motion. No additional nominations were put forward. The motion carried unanimously.

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of October 29, 2018 meeting : John moved, Ellen seconded. Kate suggested adding “and no action was taken” to the Executive Session part of the minutes. Approved unanimously with noted change.

5. Review Evaluation Process : John reviewed the evaluation process as laid out in the RFPL Personnel Policy.

6. Other Business : None

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

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

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

The committee entered executive session at 4:15 PM. The committee exited executive session at 4:55, and no action was taken.

8. Review Action Items and Proposed Agenda Items for Next Meeting : John will write a memorandum to be reviewed by the committee and then to be read in executive session at the next board meeting.

9. Set Date for Next Meeting : Tentatively October 22nd at 4:15 PM.

10. Adjourn : Ellen moved to adjourn. Martha seconded. Meeting adjourned at 4:59 PM.

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees Personnel Committee Meeting
Tuesday, April 16, 2019
4:00 PM
Location: Top Floor Meeting Room (or Youth Program Room)

Click here to download a .pdf of this agenda.

AGENDA
1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Election of Committee Chair and Secretary
4. Public Comment (3 minutes per person)
5. Approve Minutes of October 29, 2018 meeting
6. Review Evaluation Process
7. Other Business
8. Executive Session – Director’s Semi-Annual Performance Review
9. Review Action Items and Proposed Agenda Items for Next Meeting
10. Set Date for Next Meeting
11. Adjourn
Posted April 12, 2019

Rockingham Free Public Library
Board of Trustees Meeting
Tuesday, March 26, 2019
Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Susan Spaulding, Don Tretler, Kathleen Hacker, Dale Kondracki, Brady Weinstock, Célina Houlné

Absent: None

Guests: Tom & Judy Platt

Click here to download a .pdf of these minutes.

1. Call to Order : 6:02 PM

2. Additions to Agenda for routine administrative matters and/or pressing matters that

will require ratification at a future meeting : None

3. Public Comment (3 minutes per person) : Tom Platt stated that their art gallery was instrumental in getting the Jerry Pfohl painting to its place in the library, they have not been paid a commission by Jerry Pfohl’s widow yet, and they would like to receive an explanation why Célina is not able to talk with them about this situation.

4. Approve minutes of January 22 and March 12 meetings : Ellen moved, Brady seconded. Approved by consent.

5. Verification of regular meeting date/time and schedule for the year : First Tuesday of every other month starting in May, beginning at 6:15 PM.

6. Trustee Committee assignments : Kathleen will go onto the Finance, Long-Range, and Policy committees. Dale will go onto the Building & Grounds, Historical Collections, and Fundraising committees. Kate will come off the Fundraising committee.

7. Director’s Report & FY19 Budget Status Report : Célina reported a very busy month. The Friends have a new board. Friends’ fundraisers are coming up: book sale, plant sale, Welcome Center, holiday party, trivia. In the budget status report, Célina noted that RFPL does not owe the town any more money, but RFPL will end with a net loss for the year. Célina asked for board members to volunteer at the book sale.

8. Other business : Célina’s semi-annual performance review is coming up. John will email the RFPL mission statement to board members. Board members should use the mission statement to evaluate Célina. Email comments to John by 4/12. In the subject line, put CONFIDENTIAL. Personnel Cmte will meet the following week and go over the comments with Célina.

9. Review and approve warrants : Done.

10. Review action items, and proposed agenda items for next meeting : Personnel Cmte will report to the board regarding the semi-annual evaluation of director.

11. Review date for next meeting : May 7, 2019, at 6:15 PM

12. Executive Session (if necessary) : John moved that the board go into executive session to discuss a financial matter, and that the executive director be invited to attend. Ellen seconded. Approved unanimously. The board went into executive session at 6:27 PM. The board came out of executive session at 6:48 PM. No action was taken.

13. Adjourn : Ellen moved to adjourn, Susan seconded. Meeting adjourned at 6:50 PM.

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees Meeting  

Tuesday, March 26, 2019 

6:00 PM  

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

AGENDA 

1. Call to Order 

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

1. Public Comment (3 minutes per person) 

4. Approve minutes of January 22 and March 12 meetings
5. 5.   Verification of regular meeting date/time and schedule for the year
6. Trustee Committee assignments
7. 7. Director’s Report & FY19 Budget Status Report
8. Other business
9. Review and approve warrants 
10. Review action items, and proposed agenda items for next meeting 
11. Review date for next meeting – May 7
12. Executive Session (if necessary) 
13. 13. Adjourn

Posted March 21, 2019 

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

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

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, March 12, 2019

Click here to download a .pdf of these minutes.

Present: John Bohannon, Ellen Taetzsch, Martha Rowley, Kate Kane, Kathleen Hacker, Dale Kondracki, Brady Weinstock, Célina Houlné

Absent: Susan Spaulding, Don Tretler

Guests: Pat Fowler, Justice of Peace

1. Call to Order : 7:33 PM

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

3. Public Comment (3 minutes per person) : None

4. Oath of Office : The Oath of Office was administered by Pat Fowler, Justice of the Peace.

5. Election of Officers : John nominated the following to serve as officers of the RFPL Board of Trustees for this election cycle: John Bohannon as Chair, Ellen Taetzsch as Vice Chair, Martha Rowley as Treasurer, and Kate Kane as Secretary. Martha seconded. No further nominations were put forward. The motion passed unanimously.

6. Selection of Regular Meeting Date/Time and Schedule for the Year : 1st Tuesday at 6:15 PM in the following months: January, March, May, July, September, November (except this current month).

7. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization :

* John reviewed the Code of Ethics which each trustee signed.

* John reviewed the Rules of Procedures policy.

* We are only trustees when at a warned meeting that has been called to order; do not speak as a trustee when approached on the street.

* If there are three or more trustees in a group, we constitute a committee, so it must be a warned meeting. Do not speak about library business

* Do not speak for the group; you are only allowed to speak on what we have voted on. Send people to Célina.

* We make a decision by group voting; it is then our decision.

* Every email is also sent to the RFPL repository. Do not use your own email for library business.

* Ellen moved that the Rockingham Library Board of Trustees authorize any officer of the Board of Trustees to sign routine documents that do not deal with changes of policy or commitment of unbudgeted funds; and that this authorization be reviewed for renewal annually. John seconded the motion. Motion passed unanimously.

8. Trustee committees and assignment requests : John asked the trustees to look over the committee assignments and bring any changes to the following meeting.

9:.Authorization for Bank Accounts: Martha moved that the RFPL Board of Trustees approve the Library Director, Celina Houlne, and the Treasurer, Martha Rowley, to be signers for the following Library bank and investment accounts, and for the bookkeeper Mary Van Hartesveldt to have information only access: AXA Annuity Peoples Securities, SecureFore 5 Annuity Forethought Life Insurance Company Peoples Securities, Peoples Securities money market, River Valley Credit Union money market and business accounts, and TD Bank Petty Cash Checking. Ellen seconded the motion. The motion passed unanimously.

10. Other Business : None

11. Executive Session (if needed) : None

12. Date of Next Board Meeting : Tuesday, March 26, 2019, at 6:00 PM.

13. Adjourn : Ellen moved, Brady seconded. Meeting adjourned at 8:03 PM.

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees Meeting

Tuesday, March 12, 2019

7:30 PM

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

Click here to download a .pdf of these minutes.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Oath of Office

5. Election of officers

6. Selection of regular meeting date/time and schedule for the year

7. Affirmation of Rules of Procedure Policy, Code of Ethics, Signature Authorization

8. Trustee committees and assignment requests

9. Other Business

10. Executive Session (if needed)

11. Adjourn

Posted March 7, 2019

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, January 22, 2019

Click here to download a .pdf of these minutes.

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

Gary Fox, Célina Houlné

Absent: Heidi Lauricella, Brady Weinstock, Susan Spaulding

Guests: None

1. Call to Order : 6:08 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of November 27 Meeting : Ellen moved, Martha seconded. Approved unanimously with no discussion.

5. March Election and Board Positions : Ellen is running again for a position on the board, and Kathleen Hacker and Dale Kondracki have taken out petitions. Town Meeting is March 4th. Célina will send out a list of talking points in the event that someone from the board needs to speak in support of the library budget.

6. Director’s Report : Fundraising appeal is in good shape. Novus has begun operation; we should see a change in our electric bill next month. The Friends are having a trivia event at Wunderbar on March 2nd, with March 9th as the snow date. The Friends also made a $1000 donation to the library.

7. FY 19 Budget Update : Our revenue is projected to be $9000 under budget due to the fluctuation in the Barker Trust account, and expenses are projected to be over budget by about $10,000 due to a sharp increase in the pension expense and an increase in insurance due to one employee switching from a couple to a family plan. This results in a projected deficit of $19,000 at year end. .

8. Long Range Plan Update : Célina presented the updates to the 2017-2022 Long Range Plan including program collaborations with schools and early childhood services, interior storm windows (indows) for the top floor, filming programs for FACT TV, and much more. The Long Range Plan is a working document which is updated on a regular basis. John asked for time-phasing on the plan, indicating what has already been done, what is expected to be done this year, and when all remaining items are expected to be completed. Ongoing items could be listed separately on the plan. Célina will work on this.

9. Other Business : None

10. Review Action Items, and Proposed Agenda Items for Next Meeting : None

11. Date for Organizational Meeting: March 12, 2019, at 7:30 PM

12. Director’s Evaluation – Executive Session : Ellen moved that premature general public knowledge of the details concerning a personnel matter involving a RFPL employee will clearly place the employee and the Board at a substantial disadvantage by disclosing the personal details of this topic. The motion was seconded by Gary and approved unanimously.

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

The board entered executive session at 6:55 PM. The board exited executive session at 7:05 PM. No action was taken.

13. Adjourn : Ellen moved, John seconded. Meeting adjourned at 7:20 PM.

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees Meeting

Tuesday, January 22, 2019

6:00 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of November 27, 2018 meeting

5. March Election and Board Positions

6. Director’s Report

7. FY19 Budget Update

8. Long Range Plan Update

9. Other Business

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

11. Review Date for Organizational Meeting – March 12

12. Director’s Evaluation – Executive Session

13. Adjourn

Posted January 17, 2019

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, November 27, 2018

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

Brady Weinstock, Susan Spaulding,, Célina Houlné, Mary Van Hartesveldt

Absent: Heidi Lauricella, Gary Fox

Guests: None

Click here to download a .pdf of these minutes.

1. Call to Order : 6:00 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of September 25 Meeting and Minutes of Special October 29 Meeting : Susan moved, Don seconded. Approved unanimously with no discussion.

5. Director’s Report : Célina shared that Sam was able to go to 4-day conference paid for by a grant. Sam presented at the conference, and then returned to Vermont to present to Vermont librarians as well. Virgil also did an ALA program on historical collection management for the last six weeks. Lots of programs have been happening. The annual report is done. Mary and Célina have been working on the budget. The Friends holiday party will be this Saturday, December 1st, from 11:00 – 1:00 at the library. Two new carts were purchased for the library by the Friends.

6. FY 18 Payment to Town : Ellen made the following motion: The Treasurer of the Rockingham Free Public Library Board of Trustees is hereby authorized and requested to pay the FY 2018 balance of Trust and Interest Income not already turned over to the Town in the amount of $10,667.37, such amount to be withdrawn from the River Valley Credit Union account #271036 in a bank check made payable to the Town of Rockingham. The check is to be delivered to Célina or Mary at the Library who will record it and deliver payment to the Town. Kate seconded. Motion passed unanimously.

7. FY 19 Budget Report & FY 20 Proposed Budget : Célina presented the FY19 budget report with figures through October. $1500 has already been recorded in the direct appeal. Next Célina presented the proposed FY20 budget. A new maintenance plan from the town would mean that we would need to add a line item for $2000. The FY20 tax increase is 6.14% this year, but the average yearly increase over the last three years is 3.09%. The insurance incentive increased by 19%, but this is a mandated expense by the Town. Ellen moved to approve the FY20 Budget with the red headings (with the $2000 maintenance fee included); John seconded. After discussion, motion passed unanimously.

8. Executive Session – Director’s Evaluation :

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

Ellen moved that the Board enter into executive session to discuss a personnel matter where premature general public knowledge would clearly place the RFPL at a substantial disadvantage, and that the Director NOT be invited to attend. The motion was seconded by Kate and approved unanimously.

The board entered executive session at 7:03 PM. The board exited executive session at 7:15 PM, and Ellen moved that the board approve the annual evaluation of the Director as discussed and that the Board Chair be directed to present the written evaluation to the Director at his earliest convenience. Brady seconded the motion, and it passed unanimously.

9. Other Business : None

10. Review and Approve Warrants : Completed

11. Review Action Items, and Proposed Agenda Items for Next Meeting : Célina will give feedback on her evaluation and report on long-range planning.

12. Review Date for Next Meeting: January 22, 2019, at 6 PM

13. Review Appeal List : Completed

14. Adjourn : Ellen moved, Martha seconded. Meeting adjourned at 7:20 PM.

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees Meeting

Tuesday, November 27, 2018

6:00 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of September 25 Meeting and October 29 Special Meeting
5. Director’s Report
6. FY18 Payment to Town
7. FY19 Budget Report and FY20 Proposed Budget
8. Executive Session – Director’s Evaluation
9. Other Business
10. Review and Approve Warrants
11. Review Action Items, and Proposed Agenda Items for Next Meeting
12. Review Date for Next Meeting: January 22, 2018
13. Review Appeal List
14. Adjourn

Posted November 21, 2018

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

opened at 3:22 pm

Click here to download a .pdf of these minutes.

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

Staff present: Celina Houlne, Mary Van Hartesveldt

Martha Chair Unanimous

Gary Secretary Unanimous

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

Mary Van Hartesveldt

Celina Houlne

Minutes of November 7, 2017 approved as amended – unanimous

Audtiors $1,300 still to get booked

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

plus trust and interest income not yet turned over to town

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

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

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

Increases total revenues of 3.3% or $13,630

Budget

What we pay for library

Vs

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

40 non-residents that buy cards

Look up donation requests from out of state

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

Brady moves to Adjourn at 4:20

Rockingham Free Public Library

Board of Trustees Personnel Committee Meeting

Monday, October 29, 2018

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

Also Present: Célina Houlné, Director

Click here to download a .pdf of these minutes.

1. Call to Order : 3:30 PM

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

3. Public Comment (3 minutes per person) : None

4. Approve Minutes of meeting : Ellen moved, Martha seconded. Approved unanimously.

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

6. Other Business : None

7. Executive Session – Director’s Evaluation :

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

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

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

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

9. Set Date for Next Meeting : To be announced

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

Respectfully submitted,

Kate Kane, Secretary

Rockingham Free Public Library

Board of Trustees Meeting

Monday, October 29, 2018

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

Absent: Heidi Lauricella

Guests: None

Click here to download a .pdf of these minutes.

1. Call to Order : 3:05 PM

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

3. Public Comment (3 minutes per person) : None

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

5.. Other Business : None

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

Respectfully submitted,

Kate Kane

Secretary

Library Board of Trustees

Special Meeting

Monday, October 29, 2018

3:00 PM

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

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Discuss & Sign Novus PPA Estoppel and Agreement

5. Other Business

6. Adjourn

Posted October 25, 2018

Library Board of Trustees Personnel Committee Meeting

Monday, October 29, 2018

3:30 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of meeting

5. Evaluation Process

6. Other Business

7. Executive Session – Director’s Evaluation

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

9. Set Date for Next Meeting

10. Adjourn

Posted October 24, 2018

Library Board of Trustees

Finance Committee Meeting

Wednesday, October 24, 2018

3:00 PM

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

Click here to download a .pdf of this agenda.

AGENDA

1. Call to Order

2. Election of Committee Chair & Secretary

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

4. Public Comment (3 minutes per person)

5. Approve Minutes of November 7, 2017 Meeting

6. Review FY20 Budget

7. Other Business

8. Executive Session – If Necessary

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

10. Set Date for Next Meeting – If Necessary

11. Adjourn

Posted October 19, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Tuesday, September 25, 2018

Present: Brady Weinstock, Kate Kane, Ellen Taetzsch

Absent: Don Tretler

Also Present: Célina Houlné, Director

1. Call to Order : 5:04 PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
3. Public Comment (3 minutes per person) : None
4. Approve Minutes of July 12, 2018 meeting : Ellen moved, Kate seconded, approved unanimously.
5. Discuss Fundraising and Annual Appeal :

• Include colorful brochure with programs in the annual appeal – adult and children’s programs
• Include profiles about who does use the library and why they use it; patrons / family patrons
• Visual format; 30 second video — Facebook page
• Phrasing ideas: “All walks”; “Things have changed since your grade-school days”;
• “Did you know…” coffee station, noise policy, friendly staff, like-minded people
• Célina got the voting list so we can go through that to add people to our appeal
• Continued push to get online payments as an option during the appeal
• Canva, Vistaprint – templates for appeal letter

6. Other Business : None
7. Review Action Items and Proposed Agenda Items for Next Meeting : At November trustee meeting, we will go through the voting list to determine who will personalize each letter.
8. Set Date for Next Meeting : None needed at this time.
9. Adjourn : Ellen moved; meeting adjourned at 5:54 PM.

Respectfully submitted,

Kate Kane2018.09.25 Fundraising Committee Meeting Minutes

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, September 25, 2018

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

Absent: Don Tretler

Guests: None

1. Call to Order : 6:03 PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
3. Public Comment (3 minutes per person) : None
4. Approve Minutes of July 24 Meeting : Ellen moved, Brady seconded. Approved unanimously with no discussion.
5. Director’s Report : Célina shared instructions on how to read the budget. The updated long range plan was distributed for board members to peruse in preparation for discussion at the November board meeting.
6. FY 19 Budget Status Report & Review : All adjustments have not been made by the Rockingham Finance Director. There is a typo on the top line for Transfers into the General Fund. Mary and Célina explained the layout of the budget, and Mary went through section by section.  John requested that Célina point out any anomalies in actual vs. budget amounts as she reports on the budget each month.
7. Personnel Committee – Review Director’s Evaluation Process : Célina distributed forms for the director’s evaluation; board members should return the forms to the library by October 16th. The Personnel Committee will meet after that date and go over comments, and they will report out at November board meeting. There was unanimous consent for the process as outlined by John.
8. Fundraising Committee – Report & Review of Annual Appeal : The committee is looking at alternative formats for the direct appeal, including adding patron profiles and a program brochure. Célina has obtained the voting lists which will be used to add names to the appeal list; board members will plan to stay late at the November board meeting to go through the list. Célina is still working with the town on getting MuniciPay for online payments.
9. Other Business : The permits for the solar array for Novus Rockingham Solar have come through, but construction is delayed until December.
10. Review and Approve Warrants : Completed
11. Review Action Items, and Proposed Agenda Items for Next Meeting : Comments on Long Range Plan, Budget, Personnel Evaluation, Review Voting Lists
12. Review Date for Next Meeting: November 27, 2018, at 6 PM
13. Adjourn : Ellen moved, John seconded. Meeting adjourned at 6:52 PM.

Respectfully submitted,

Kate Kane

Secretary2018.09.25 Library Board Meeting Minutes

2018.09.25 Library Board of Trustees Meeting Agenda

2018.09.25 Fundraising Committee Meeting Agenda

POSTPONED

Library Board of Directors Fundraising Committee Meeting  

Thursday, September 13, 2018 

4:30 PM  

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

AGENDA 

1. Call to Order 

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

1. Public Comment (3 minutes per person) 

1. Approve Minutes of July 12, 2018 meeting 

1. Discuss Fundraising and Annual Appeal 

6. 6.   Other Business
7. 7.  Review Action Items and Proposed Agenda Items for Next Meeting
8. 8.  Set Date for Next Meeting
9. 9.  Adjourn

Library Board of Directors Fundraising Committee Meeting

Thursday, September 13, 2018

4:30 PM

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

Click here to download a .pdf of this agenda.

AGENDA

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

Posted September 7, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, July 24, 2018

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

Absent: Gary Fox

Guests: None

Click here to download a .pdf of these minutes.

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

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

3. Public Comment (3 minutes per person) : None
4. Approve Minutes of May 22nd meeting : Ellen moved, Heidi seconded. Célina made two corrections: Debbie Wetzel’s name is misspelled, and the final sentence in Section 9 – Other Business should read, “The library has a Debbie Wetzel painting on display that will be raffled by, and to raise money for, the Community Asylum Seekers Project.” With these changes, the minutes were approved unanimously.
5. Director’s Report & FY 2018 Budget Status Report :

• Célina reported that the library is cohosting a Hamiltunes sing-along with Main Street Arts on August 2^nd.
• The Friends’ fundraiser will take place at the Welcome Center on August 3^rd; goodies are needed; have in packages and ready to hand out. Items can be dropped off on Thursday, August 2nd.  The popcorn maker is clean and ready to go.
• There is a leak in the stairwell by the children’s entrance; Bruce from town maintenance has looked at it; Everett Hammond will come to make a plan. It appears that the leak is happening below ground level.
• Budget is not fully up-to-date; still being worked on by Ron at the town; Celina will pass along the updated version with her July monthly report. The RVCU account is $13,000 too high because the interest has been transferred to the town.  We will review the budget at the next meeting.

6. Fundraising Committee : John called the board’s attention to the item on the FR committee meeting’s minutes indicating that it is important that the annual appeal receive 100% participation from the board. Brady reported that the committee wants to reiterate the importance of board members speaking to members of the community about the library. Approximately $50,000 of the library’s budget does not come from tax dollars.
7. Other Business :

• Open Meeting Law update: Célina went over clarification of the law (attached)
• Brady reported on a library training that she attended with Lara Keenan of the Vermont Department of Libraries.

8. Review and Approve Warrants : Done
9. Review Action Items, and Proposed Agenda Items for Next Meeting : Budget Presentation, Fundraising Committee Report
10. Review Date for Next Meeting : September 25 at 6 PM
11. Executive Session (If Necessary) : None needed
12. Adjourn : Heidi moved; meeting adjourned at 6:37 PM

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees Meeting

Tuesday, July 24, 2018

6:00 PM

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

 Click here to download a .pdf of this agenda

AGENDA

1. Call to Order
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting
3. Public Comment (3 minutes per person)
4. Approve Minutes of May 22 meeting
5. Director’s Report & FY 2018 Budget Status Report
6. Fundraising Committee – Report
7. Other Business
8. Review and Approve Warrants
9. Review Action Items, and Proposed Agenda Items for Next Meeting
10. Review Date for Next Meeting: September 25 at 6pm
11. Executive Session (If Necessary)
12. Adjourn

Posted July 19, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Thursday, July 12, 2018

Click here to download a .pdf of these minutes.

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

Also Present: Célina Houlné, Director

1. Call to Order : 5:02 PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
3. Public Comment (3 minutes per person) : None
4. Approve Minutes of April 17, 2018 meeting : Ellen moved, Kate seconded; approved unanimously.
5. Discuss Methods of Fundraising :

• Postcard Appeal: 22 respondents to the June postcard appeal (4% response rate): sent out 576 postcards, 32 went to new people; $478 raised
• “Week of Giving” is in May, want to take advantage of it next year
• For publicity sake, it is important to have 100% of the board give to the annual appeal, even if only a small amount.
• Solicitations from the Friends should be clearly different from the general appeal.
• RFPL publicity is an important element of the appeal
• Celina suggested reaching out to foundations for support
• Board members should make personal contacts in the community to invite/encourage support of the library.
• In August Celina will review the appeal lists; board will review in Sept/Oct; clean up list in November; sign and send out letters in December
• Ideas of what to include with appeal: chance to win a raffle prize (gallons of oil), magnetic bumper sticker
• Develop sustaining supporter option when we have online donation capabilities
• Annual appeal cost $632 this past year; raised $5500
• Don suggested a fundraising event; Celina explained that the Friends do events such as the plant sale, book sale, welcome center, holiday party, trivia nights.

6. Other Business : None
7. Review Action Items and Proposed Agenda Items for Next Meeting : All committee members will spend some time researching fundraising ideas and will consider people that could be added to the appeal list.
8. Set Date for Next Meeting : Thursday, September 13, 2018
9. Adjourn : Kate moved, Ellen seconded. Meeting adjourned at 6:14 PM.

Respectfully submitted,

Kate Kane, Secretary

Board of Directors Fundraising Committee Meeting

Thursday, July 12, 2018

5:00 PM

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

AGENDA

Click here to download a .pdf of this agenda

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of April 17, 2018 meeting

5. Discuss Methods of Fundraising

7. Other Business

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

9. Set Date for Next Meeting

10. Adjourn

Posted July 9, 2018

Rockingham Free Public Library

Board of Trustees Meeting

Tuesday, May 22, 2018

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

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

Absent: Brady Weinstock

Guests: None

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

will require ratification at a future meeting : None

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

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

1. Reserve-Memorial Donations Fund

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

1. Reserve-Windham Foundation Grant Fund

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

1. Reserve-Historical Collection Fund

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

1. FY18 Transfer of Funds

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

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

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

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

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

9. Other Business:

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

10. Review and Approve Warrants : Done
11. Review Action Items, and Proposed Agenda Items for Next Meeting : None
12. Review Date for Next Meeting : July 24 at 6 PM
13. Adjourn : Heidi moved; meeting adjourned at 7:02 PM

Respectfully submitted,

Kate Kane, Secretary

Library Board of Trustees Meeting

Tuesday, May 22, 2018

6:00 PM

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

AGENDA

1. Call to Order

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

3. Public Comment (3 minutes per person)

4. Approve Minutes of March 20 meeting

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

6. Financial Actions

a. Reserve-Whitcomb Fund & Reserve-Landscaping Fund

b. Reserve-Memorial Donations Fund

c. Reserve-Windham Foundation Grant Fund

d. Reserve-Historical Collection Fund

e. FY18 Transfer of Funds

7. Fundraising Committee – June Postcard Campaign

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

9. Other Business

10. Review and Approve Warrants

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

12. Review Date for Next Meeting: July 24

13. Executive Session (If Necessary)

14. Adjourn

Posted May 17, 2018

Rockingham Free Public Library

Board of Trustees Fundraising Committee Meeting

Tuesday, April 17, 2018

Click here to download a .pdf of these minutes

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

Also Present: Célina Houlné, Director

1. Call to Order : 5:05 PM
2. Additions to Agenda for routine administrative matters and/or pressing matters that will require ratification at a future meeting : None
3. Election of Committee Chair and Secretary : Kate made motion to nominate Brady as Chair and herself as Secretary. Ellen seconded the motion. No additional nominations were put forward. The motion carried unanimously.
4. Public Comment (3 minutes per person) : None
5. Approve Minutes of October 26, 2017 meeting : Ellen moved, Kate seconded. Minutes were approved without change.
6. Discussion of Goals :

• Célina is working on a brochure for planned and memorial giving to the library; she is using resources from the American Library Association
• Célina is keeping track of annual appeal donors and which board member made the personal connection (writing a note on the appeal letter)
• Célina will design a spring appeal postcard; Brady will work with Célina on design (VistaPrint?); Célina will bring the design to the May board meeting for approval; Célina would like input from committee members on wording
• Célina is encouraging the town to look into MuniciPay as an option for making online payments; this would allow donors to give online
• ALA resources for fundraising–identifying donors, earmarking donations; Célina asked cmte members to read the ALA fundraising tool kit

7. Other Business : Célina stressed the importance of having board members be the “face” of RFPL out in the community. Kate agreed to review the ALA documents on this issue and write some talking points to be considered by the committee and then brought to the full board.
8. Review Action Items and Proposed Agenda Items for Next Meeting : Review the spring appeal, discuss the ALA suggestions
9. Set Date for Next Meeting : Thursday, July 12th, at 5:00 PM
10. Adjourn : Ellen moved to adjourn, Kate seconded. Meeting adjourned at 5:43 PM.

Respectfully submitted,