Minutes / Agenda

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: October 8, 2018

Time: 7:00PM

 

 

A G E N D A

  1. Call to Order     (Action)

 

  1. Additions, Deletions, Changes to Agenda           (Action)

 

  1. Consent Agenda:            (Action)
    1. Approval of Minutes: September 10, 2018
    2. Treasurer’s Report
    3. Director’s Report

 

  1. General Public Comments          (Listen & Defer Action to Future Meeting)

                                           

  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
  1. Open position – Assistant Librarian
  2. Library Director job description
  3. Discussion on free speech in libraries
  4. Budget discussion

 

  1. New Business:  (Receive Information & Possible Action)
  1. Fundraising / Grants

 

  1. Policies: (for input/approval)

 

  1. Set Next Regular Board Meeting:           (Action) (Anticipated November 12, 2018 at WVL, 7:00PM)

 

  1. Executive Session          (Discussion & Possible Action) (as warranted)

 

  1. Other Lawful Business (Information Gathering Only)

 

  1. Adjournment    (Action)

 

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WARNING 

Wells Village Library Trustees

Emergency Meeting

Date: October 2, 2018

Time: 7:00PM

Place: Wells Town Office

 

 

A G E N D A

  1. Call to Order     (Action)

                                           

  1. New Business:  (Receive Information & Possible Action)
    1. Discussion of assistant librarian position with the Select Board.

 

  1. Set Next Regular Board Meeting:(Action) (Anticipated October 8, 2018 at WVL, 7:00PM)

 

  1. Adjournment    (Action)

 

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Wells Village Library Trustees

Regular Meeting

September 10, 2018-7:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Michelle Bates, Becky Corey

Wells Village Library Staff: Joy Brewster

Guests: None

 

1.       Call to Order:

Alex called the meeting to order at 7:05p.m.

 

2.       Additions, Deletions, Changes to Agenda:

              Tabled budget discussion and Library Director job description.

 

3.       Consent Agenda:

a.       Approval of Minutes: August 20, 2018

b.       Treasurer’s Report - No Report

c.        Director’s Report

Michelle made a motion to accept consent agenda and Becky seconded. Motion carried.

 

4.       General Public Comments: No comments.

                                            

5.       Old Business:        (Itemize Subjects for Deliberation & Possible Action)

a.       Library Director job description -Tabled until next month.

b.       Discussion on free speech in libraries:

              Joy will reach out to VT Department of Libraries to set up a meeting that works for everyone.

c.        Budget discussion - Tabled until next month.

 

6.       New Business:  (Receive Information & Possible Action)

a.       Open position – Assistant Librarian:

Applicants were interviewed by Joy and she presented her top two choices to the board. The board

agreed with Joy and will pass the recommendations to the select board at their upcoming meeting.

 

b.       Fundraising / Grants / Expanding use of the library

              Ideas and opportunities will be presented in future.

             

7.       Policies: (for input/approval)

 

8.       Set Next Regular Board Meeting:                (Action) (Anticipated October 8, 2018 at WVL, 7:00PM)

 

9.       Executive Session              (Discussion & Possible Action) (as warranted)

10.   Other Lawful Business (Information Gathering Only)

 

11.   Adjournment: Michelle made a motion to adjourn the meeting at 8:08pm. Becky seconded the motion.

The motion carried and the meeting was adjourned.

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: September 10, 2018

Time: 7:00PM

 

 

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda           (Action)
  1. Consent Agenda:            (Action)
    1. Approval of Minutes: August 20, 2018
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments          (Listen & Defer Action to Future Meeting)

       Old Business:    (Itemize Subjects for Deliberation & Possible Action)

  1. Library Director job description
  2. Discussion on free speech in libraries
  3. Budget discussion
  1. New Business:  (Receive Information & Possible Action)
  1. Open position – Assistant Librarian
  2. Fundraising / Grants
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:           (Action) (Anticipated October 8, 2018 at WVL, 7:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)

     11. Adjournment    (Action)

 

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Wells Village Library Trustees

Regular Meeting

August 20, 2018-7:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Michelle Bates, Alex Brewster, Becky Corey, Lisa Mattison

Wells Village Library Staff: Joy Brewster

Guests: Paul Woodruff, Jr.


1.           Call to Order     (Action)

Alex called the meeting to order at 7:03p.m.

2.           Additions, Deletions, Changes to Agenda           (Action)
              Michelle asked to add the following under new business: annual audit, trash situation, payroll getting to

Nora, book signing for Katie Emmons new book. Alex asked to add clarification of MWA grant expenditures.


3.           Consent Agenda:            (Action)

  1. Approval of Minutes: July 23, 2018 & August 13, 2018 - No discussion.
  2. Treasurer’s Report - Lisa reviewed transactions since July 1st.
  3. Director’s Report - Joy distributed the director’s report. We had a comparably high number of patrons during the month of July, as well as a well-attended summer program. The pass for the state parks has been taken out almost every week all summer long. Joy also included some information on upcoming librarian professional development in the coming months. We also discussed some of the Vermont Department of Libraries Resources regarding the protection of free speech and some of the questions about that related. We also discussed access to the wifi beyond library hours.
  4. Michelle made a motion to approve the consent agenda. Becky seconded the motion. The motion carried.

 

4.           General Public Comments          (Listen & Defer Action to Future Meeting)

             
5.           Old Business:    (Itemize Subjects for Deliberation & Possible Action)

a.    Finalize Job Descriptions

The board was presented with copies of the draft of the library director job description and the final

draft of the library assistant job description. The board requested time to review the library director job

description prior to discussion. The board reviewed the assistant director position and recommended final edits. Lisa made a motion to accept the job description with the proposed edits. Becky seconded the motion. The motion carried.

b.    Budget and Library Priorities Drafts

       Lisa distributed updated goals and budget drafts for the board’s review. The board reviewed the updated

goals and asked for additional time to review them. They will be discussed at the next meeting. The board

worked on creating a balanced budget for the library for the FY 19 fiscal year and set $5,950 as their target.

This amount will both support library priorities and protect the reserve fund.

             

6.           New Business:  (Receive Information & Possible Action)

       a.     MWA Bingo sign-up for September 27/30

              Michelle & Becky will work on Thursday. Lisa & Alex will work on Sunday.

b.    Annual audit

Michelle brought up that she thinks the library should be audited. The library fund is audited as part of the

town audit other than petty cash which is recorded by staff and overseen by the library treasurer.

c.    Trash situation. We discussed various options for the library. We have free garbage disposal at the town

transfer station as long as our garbage is brought in separate bags.

d.    Payroll getting to Nora. We continue to emphasize that timesheets need to be in on time.

e.    Book signing for Katie Emmons new book - covered in the director’s report. We will reach out to Katie in the

fall.

f.     Clarification of MWA grant expenditures from 2016. Alex brought copies of meeting minutes from the prior

library board. Meeting notes were shared from 8/4/16 with the full board in attendance (Judy Dreher, Trish

Capron, Peg Browe, Janet Emmons, and Alex Brewster), and Ron Dreher as guest. The library received a

$5,000 matching grant from the MWA designated for building improvements. During the same meeting, the

board moved to acquire the storage shed using this fund so that the front room could be emptied with the

ultimate goal of installing a bathroom. The library engaged with the Methodist Church in partnership to

install and share the shed. Original expenses included: shed $2,500, delivery $500, site prep $725 for total

expenditures of $3,725. Additional building expenses after that time included work on the parking lot as

well.

 

7.           Policies: (for input/approval)
 
8.           Set Next Regular Board Meeting:           (Action) (Anticipated September 10, 2018 at WVL, 7:00PM)

Future Agenda Items:

Free speech in libraries (with resources sent out in advance).

Library Director job description.

Revisit/finalize annual.

Add fundraising/grants as a standing meeting agenda item moving forward.

Recommendation of the assistant librarian candidates.

 

9.           Executive Session          (Discussion & Possible Action) (as warranted)
              Paul asked a question about payroll that was viewed by the select board for the weeks of July 23rd & July

30th. One timesheet was turned in late as one of the employees was on vacation. All library hours were

covered by staff or volunteers.


10.         Other Lawful Business (Information Gathering Only)

11.         Adjournment    (Action)

Alex made a motion to adjourn the meeting at 8:47pm. Becky seconded the motion. The motion carried and

the meeting was adjourned.
 

 

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: August 20, 2018

Time: 7:00PM

 

 

A G E N D A

  1. Call to Order     (Action)

 

  1. Additions, Deletions, Changes to Agenda           (Action)

 

  1. Consent Agenda:            (Action)
    1. Approval of Minutes: July 23, 2018 & August 13, 2018
    2. Treasurer’s Report
    3. Director’s Report

 

  1. General Public Comments          (Listen & Defer Action to Future Meeting)

                                           

  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
  1. Finalize Job Descriptions
  2. Budget and Library Priorities Drafts

 

  1. New Business:  (Receive Information & Possible Action)
  1. MWA Bingo sign-up for September 27/30

 

  1. Policies: (for input/approval)

 

  1. Set Next Regular Board Meeting:           (Action) (Anticipated September 10, 2018 at WVL, 7:00PM)

 

  1. Executive Session          (Discussion & Possible Action) (as warranted)

 

  1. Other Lawful Business (Information Gathering Only)

 

  1. Adjournment    (Action)

 

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WARNING 

Wells Village Library Trustees

Emergency Meeting

Date: August 13, 2018

Time: 7:00PM

 

 

A G E N D A

  1. Call to Order     (Action)

                                           

  1. New Business:  (Receive Information & Possible Action)
    1. Upcoming vacant position and job description for same.

 

  1. Set Next Regular Board Meeting:           (Action) (Anticipated September 10, 2018 at WVL, 7:00PM)

 

  1. Adjournment    (Action)

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Wells Village Library Trustees

Regular Meeting

July 23, 2018-7:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Lisa Mattison, Becky Corey

Wells Village Library Staff: Joy Brewster

Guests: None

 

1.       Call to Order (Action)

2.       Additions, Deletions, Changes to Agenda        (Action)

We added Variety Day sale report under new business.

 

3.       Consent Agenda:         (Action)

a.       Approval of Minutes: June 11, 2018

One edit was offered: delete the word “for” at the end of the sentence under 3, c, ii.

b.       Treasurer’s Report

Report submitted through June 30, 2018. Will be confirmed with Nora once all year-end expenses

are finalized.

c.        Director’s Report

Joy provided a report on activity in the library in the month of June. Of particular note, the summer

program has been well attended in the last few weeks and two new patrons have been added to the

library. The state park pass has also been used frequently. Joy also presented a list of books ordered over the course of the past month, all within the monthly spending limit of $100 previously set by the board.

 

Lisa thanked Joy for sharing the new books list on Front Porch Forum, as well as the information about the origami program.

 

Lisa also suggested that we have a flier available for the summer program here at the library. It could also be posted in other locations around town. Joy agreed and offered to draft one.

 

Lisa made a motion to accept the consent agenda as presented. Becky seconded the motion.

 

4.       General Public Comments       (Listen & Defer Action to Future Meeting)

No public being present, no comments were offered or entertained.

5.       Old Business: (Itemize Subjects for Deliberation & Possible Action)

a.      Book Sale Wrap-up

Alex expressed his thanks to the board members and volunteers who were involved in all aspects of

the sale.

 

We raised $1,599.19. We had virtually no expenses. This is compared to last year where we raised

$1,149.80 with $458.44 in expenses and the postcard mailing in the prior fiscal year. The decision to

not do the postcard mailing helped to maximize profits. Signs were clearly visible all around town in

advance of the sale.

 

Better World Books is no longer providing free boxes or free shipping, so we are no longer shipping

books to them.

 

In terms of display, we wish we had children’s books more visible to children (lower, fanned out on tables).

 

In terms of set-up, it might be helpful to announce a few book set-up time slots during the week (e.g. 1-3pm on Tuesday or 2-4pm on Thursday) to recruit more volunteers to help with book sorting and display.

 

One thing that was not ideal was our sale being the same weekend as the Poultney book sale. Additional coordination in advance would be helpful for next year. Traditionally, our sale has been held on the second weekend in July. Poultney changed their date this year.

 

b.       Budget and Library Priorities Drafts

Lisa shared an updated copy of the draft 2018 - 2019.

Alex noted that several items should fall under operating decisions made by the library director/staff.

Some items, like the shed plaque, are already underway.

 

Opportunity for Tuesday afternoon programming reduce time from regular hours on Wednesdays and Thursdays hours to make some time Tuesday (2:00-4:00pm) for programming focused on older children (3rd - 6th). If students younger than 3rd grade, need adult to accompany them (2:15 - 3:15pm). Will need a volunteer or second adult every week for back-up/bathrooms.

 

Joy will tell us what the new hours are going to be (within the 14 per week in the current budget) so that we can announce them to patrons.

 

Joy will share a written summary of her ideas for the program with Lisa to send home with families.

 

At an upcoming board meeting, Joy will bring data on patron visits over the course of the year and will tell us what hours she thinks would be in the best interest of patrons over the course of the full year, with consideration of the number of hours in the summer and winter vs. the number of patrons.

 

6.       New Business:  (Receive Information & Possible Action)

a.       On Variety Day we raised $75 in additional book sales. We may want to think about a higher traffic

location for next year. This year the MWA ended up offering free spaces for vendors. If they are free

again next year, we may consider that location instead. The amount of books that we had out seemed like a reasonable amount. It was a fairly simple fundraiser.

 

7.       Policies: (for input/approval)

None considered this evening.

 

8.       Set Next Regular Board Meeting:        (Action) (Anticipated August 13, 2018 at WVL, 7:00PM)

9.       Executive Session       (Discussion & Possible Action) (as warranted)

None needed, so none taken.

 

10.   Other Lawful Business (Information Gathering Only)

11.   Adjournment (Action)

Alex made a motion to adjourn the meeting. Becky seconded the motion. We adjourned the meeting

at 8:42pm.

 

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WARNING 

Wells Village Library Trustees

Regular Meeting (Rescheduled from July 16, 2018)

Date: July 23, 2018

Time: 7:00PM

 

 

A G E N D A

  1. Call to Order     (Action)

 

  1. Additions, Deletions, Changes to Agenda (Action)

 

  1. Consent Agenda:            (Action)
    1. Approval of Minutes: June 11, 2018
    2. Treasurer’s Report
    3. Director’s Report

 

  1. General Public Comments               (Listen & Defer Action to Future Meeting)

                                             

  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
  1. Book Sale Wrap-up
  2. Budget and Library Priorities Drafts

 

  1. New Business: (Receive Information & Possible Action)
  1. None

 

  1. Policies: (for input/approval)

 

  1. Set Next Regular Board Meeting:               (Action) (Anticipated August 13, 2018 at WVL, 7:00PM)

 

  1. Executive Session          (Discussion & Possible Action) (as warranted)

 

  1. Other Lawful Business (Information Gathering Only)

 

  1. Adjournment   (Action)

 

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Wells Village Library Trustees

Regular Meeting

June 11, 2018 - 7:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates, Becky Corey

Wells Village Library Staff: Joy Brewster

Guests:

 

  1. Alex called the meeting to order at 7:03pm.

 

  1. Additions, Deletions, Changes to the Agenda
  1. We decided to skip the Director’s Report this evening to focus on other topics.
  2. Basket Raffle Wrap-Up
  3. Follow-up on previous action items from prior meetings.

 

  1. Consent Agenda
    1. Approval of Minutes: May 23, 2018
      1. Edit: Adjourned in the last line was missing the letter r.
    2. Treasurer’s Report
    3. Director’s Report
      1. $50 for month of June. All adult books.
      2. Some pre-orders will also appear over the next few months for
    4. Alex called for a motion to accept the consent agenda. Michelle made the motion. Becky seconded the motion.

 

  1. General Public Comment

 

  1. Old Business
    1. Basket Raffle Wrap-Up
      1. Food sales: Overall, could raise our prices a little bit.
        1. Could charge more for popcorn
        2. Only sold 3-4 cups of coffee (weather dependent)
        3. Lots of people bought sodas from the soda machine
        4. Lemonade & ice tea only sold about 25%.
        5. Bottled water went well. We sold about 30.
        6. Would like to see 50 cents or 3/$1 for baked goods.
        7. Hot dogs could have been $1.50.
      2. Finances: write a check for petty cash in advance. Make a separate deposit with petty cash when it goes back.
      3. Furniture sales - The Telescope items were very generous. Tickets a little high for what we had this year. We will revisit next year to price them accordingly.
      4. Basket sales: would be nice to have a card on each basket that identifies it for announcements (like an index card - could be handwritten). We would need to have the basket prep night earlier in the week if we were going to be able to get those ready.
      5. Timing: if we have it after Memorial Day, there are more people in town. Next year June 1st, for example, would be after Memorial Day but farther in advance of the Book Sale. Lisa will reach out to the MWA to see if we can reserve the main hall.
      6. Intermission: Based on the number of baskets. If we have less than 100 baskets, skip it or keep it to a quick 5 minute bio break.
      7. Signs were great!
    2. Planning for Book Sale
      1. Flier preview. Set and ready to post.
      2. Schedule for help with set-up and clean-up:
        1. Lisa will access a walk-up trailer.
        2. Reach out to: Judy Bremer, Fire Dept., Select Board.
        3. Michelle will donate baked goods.
        4. Moving books:
          1. Move-in - Sunday, July 1st (3:00pm) or Monday, July 2nd (3:00pm) - depending on weather
          2. Move-out - Sunday, July 8th (3:00pm) or Monday, July 9th (3:00pm) - depending on weather
        5. Setting up books:
          1. Monday, July 2nd
          2. Tuesday, July 3rd
          3. Thursday, July 5th
          4. Joy will talk to Erin and set the hours they will be available and will email the board so we can try to find additional help.
        6. Sale hours:
          1. Friday, July 6th - 9:00am - 4:00pm
          2. Saturday, July 7th - 9:00am - 3:00pm
      3. Mailings: The board decided not to mail postcards as it was so expensive last year to print and mail the postcards. We will all work on getting more posters up this year on our lawns and friends houses.
      4. Media Coverage: Lisa will work on coverage for this. Alex & Joy will get the Facebook event online and add Lisa & Michelle as co-organizers for the event so that we can also promote it. Manchester News Guide will take a picture if someone goes down there with something and has their picture taken. They might also run a picture from last year’s sale.
      5. Pricing for last year was a little low.
      6. Sell bottled water.
      7. Lisa will approach Northshire for a gift certificate again this year.
      8. We will also set out a donation jar.
    3. Follow-up on previous action items from prior meetings.
      1. Thank you, Edgar Corey, for installing the new flag holder for us.
      2. Joy sent a thank you note to Ron & Judy Bremer for doing the garden beds.
      3. Alex will be following up on the sign for the shed that thanks the MWA for their support of the community. The MWA matching funds were received 8/4/16 for building improvement. The board decided to allocate the fund to move and set up the shed. Wording for the plaque: “Thank you to the Modern Woodmen of America for their support.”
        1. Board discussions at that time were reported to include consideration of using that storage.
      4. Automation - We can launch automation as soon as the book sale is over. We need to subscribe to the Library World software. We need to purchase or print barcode labels and new patron cards. We will need to help recruit volunteer coverage for the library so that the library staff can lead the inputting of books into the system.
      5. Library volunteer plan as we move forward: If either Joy or Erin cannot work on a given day, they will send out an email to all Board members and volunteers. Whoever can cover will respond. If we cannot find coverage, we will close for that shift.
    4. Budget and Library Priority Drafts.
      1. Tabled for next meeting due to the time of evening.

 

  1. New business

 

  1. Policies: (for input/approval)

 

  1. Set Next Regular Board Meeting: (Anticipated July 16, 2018 at 7:00pm).
  1. Meetings are usually held the second Monday of the month at 7:00pm.
  2. The July meeting will be postponed for one week due to the timing of the meeting and the book sale.
  3. Agenda for meeting:
    1. Brief book sale wrap up.
    2. Budget and Library Priority Drafts.

 

  1. Alex called for a motion to adjourn the meeting. Michelle made a motion to adjourn the meeting. Becky seconded the motion. The meeting was adjourned at 8:31pm.

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: June 11, 2018

Time: 7:00PM

A G E N D A

  1. Call to Order     (Action)
  2. Additions, Deletions, Changes to Agenda (Action)
  3. Consent Agenda:            (Action)
    1. Approval of Minutes: May 23, 2018
    2. Treasurer’s Report
    3. Director’s Report
  4. General Public Comments               (Listen & Defer Action to Future Meeting)                                     
  5. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
  6. Planning for Book Sale
  7. Budget and Library Priorities Drafts
  8. New Business: (Receive Information & Possible Action)
  9. None
  10. Policies: (for input/approval)
  11. Set Next Regular Board Meeting:    (Action) (Anticipated July 9, 2018 at WVL, 7:00PM)
  12. Executive Session          (Discussion & Possible Action) (as warranted)
  13. Other Lawful Business (Information Gathering Only)
  14. Adjournment   (Action)

 

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Wells Village Library Trustees

Regular Meeting

May 23, 2018 - 7:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates, Becky Corey, Ron Dreher

Wells Village Library Staff: Joy Brewster

Guests: Paul Woodruff

 

  1. Alex called the meeting to order at 7:05pm.

 

  1. Additions, Deletions, Changes to the Agenda
    1. To new business: Library Director job description
      1. Change of job title approximately 4 years ago (July, August)

 

  1. Consent Agenda
    1. Approval of Minutes: April 25, 2018
    2. Treasurer’s Report
    3. Director’s Report
      1. Circulation and computer use update
      2. Summer Theme - Library’s Rock
        1. Origami and Storyteller = special presentations
      3. Summer program tentatively scheduled for Thursday afternoons (usually 10 weeks)
      4. Basket Raffle baskets have started being delivered
      5. Book sale donations are also already coming in.
    4. Alex called for a motion to accept the consent agenda. Michelle made the motion. Becky seconded the motion. Motion passed.

 

  1. Old Business
    1. Basket Party & Book Sale
      1. Lisa has raffle tickets available for the Telescope Furniture.
      2. Basket check-ins. Work in progress.
      3. Initial round of media coverage/outreach has been completed.
      4. Basket prep night Thursday, June 7th @ 7:00pm
      5. Food sign-up may be done by email
        1. Popcorn (not chips)
        2. Mac & cheese
        3. popcorn
        4. baked beans
        5. hot dogs
        6. pasta salad (not mayo)
        7. chili
        8. baked goods
        9. drinks
      6. We discussed placing ads for the basket raffle and book sale. We still do not have pricing for advertising. Ron will research ad costs/options and then email the group so that we can make a decision.
      7. Ron shared some potential donations he is working on from other libraries for the book sale.
    2. Property Maintenance/Beautification
      1. Ron & Judy Bremmer did the garden beds again this year. Joy will send them a thank you note.
      2. Edgar is going to get a new flag pole holder and install it for the flag out front.
      3. Chimney & walkway
        1. We have one quote for the chimney so far. We believe the Select Board will require at least a second quote. Michelle had someone do work at the farm who did a nice job. Lisa also has a few contacts suggested to her by Rich Holcomb.
        2. We do not have a quote for the walkway yet.
      4. Ductless air conditioner. Ron shared his thoughts on the importance of hiring quality vendors to complete the work, and giving a preference to local vendors when possible.
    3. Nomination of clerk.
      1. Michelle and Alex are both trying to find more information on the description for this position. We decided to table this discussion until the next meeting.
    4. Fundraising Ideas
      1. September 27th and 30th = Bingo @ MWA. We will split shifts when the event gets closer.
    5. Expanding community outreach. Monthly newsletter?
      1. Ron said he is planning to stop by the Dorset or Pawlet Library to see about their programming.
      2. Ron suggested that we work on publicizing new books each month (e.g. Free Press. Facebook. Front Porch Forum).
    6. Discuss the possibility of voting by proxy if unable to attend a meeting.
      1. Michelle spoke with someone at the League of Cities and Towns. He advised that you cannot vote by proxy. Skype, phone or Facetime are also fine for participation as long as at least one voting member is physically present in the library.
  2. New business
    1. Library Meetings
      1. Monday, June 11th is the next meeting
      2. We are going to try for the second Monday of the month at 7:00pm moving forward.
    2. Discussion of process for sharing concerns about the library and moving forward together toward resolving them.
      1. Working budget
      2. Job descriptions/performance reviews
        1. There are job descriptions for Assistant Librarian and Librarian. There is no job description for the Library Director.
        2. Performance reviews
      3. Org. Chart
        1. Including lines between Library Board and Select Board.
      4. Volunteer Systems/Processes
      5. We decided to try to focus a meeting specifically on this topic to try to make more significant progress.
    3. Budget and Library Priority Drafts.
      1. Get plaque on shed for MWA (Joe Capron? Becky)
      2. Summer spending for adult bestsellers
        1. Set at $300 (approximately 15 books) for the summer (through Sept. 1st)
        2. Keep Board appraised of book purchases throughout the summer (categories of purchases) as part of librarian’s report.
      3. Request for Joy to provide more information about book purchases

 

  1. For June 11th meeting - two agenda items only: Book Sale and Library Priorities
  2. Next regular board meeting: June 11th 7:00pm
  3. Michelle made a motion to adjourn the meeting. Lisa seconded the motion. The meeting was adjouned at 8:57pm.

 

------------------------

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: May 23, 2018

Time: 7:00PM

 

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. Consent Agenda:            (Action)
    1. Approval of Minutes: April 25, 2018
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments               (Listen & Defer Action to Future Meeting)

                                           

  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
  1. Planning for basket party and book sale.
  2. Property maintenance / beautification.
  3. Nomination of clerk.
  4. Fundraising ideas. Contact MWA to get on the schedule for Bingo.
  5. Expanding community outreach. Monthly newsletter?
  6. Discuss the possibility of voting by proxy if unable to attend a meeting.

 

  1. New Business: (Receive Information & Possible Action)
  1. Discussion of process for sharing concerns about the library and moving forward together toward resolving them.
  2. Board meeting schedule
  3. Budget and Library Priorities Drafts
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated June 27, 2018 at WVL, 7:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

----------------------

Wells Village Library Trustees

Regular Meeting

April 25, 2018 – 7:00PM

Minutes (Subject to Approval)

 

Present:

Trustees: Alex Brewster, Michelle Bates, Becky Corey, Ron Dreher

Wells Village Library Staff: None

Guests: None

 

  1. Call to Order – Alex called the meeting to order at 7:05PM.
  2. Additions, Deletions, Changes to Agenda
  3. Consent Agenda:
    1. Approval of Minutes: March 19, 2018 & April 16, 2018
    2. Treasurer’s Report – Lisa being absent, no report was given.
    3. Director’s Report – Joy being absent, no report was given.

Michelle made a motion to accept the consent agenda. Becky seconded the agenda. The motion carried.

 

  1. General Public Comments:

No public being present, no comments were heard.

 

  1. Old Business:   
    1. Planning for basket party and book sale.

Due to a scheduling issue, the new date was set for June 9, 2018.

Ron mentioned that he would like to see us place an ad for the book sale in Manchester Newspapers. After discussion, Ron agreed to get the pricing of various sizes to present at our next meeting.

  1. Status on automation of library (Phase II – Data Entry)

Preliminary start is July 1, 2018. Supplies are to be ordered.

  1. Property maintenance / beautification

We received a proposal to repair the chimney as the top is disintegrating and bricks are falling to ground which is a safety concern. Ron made a motion to accept the proposal, Michelle seconded and the motion passed. Ron and Alex will present it to the Select Board at their May 1st meeting.

We are still awaiting a proposal to repair the front walkway. The stones are uneven and we need a new base underneath to address the safety concerns there.

  1. Nomination of clerk – Discussion ensued and we decided to get more information before proceding.

 

  1. New Business:
    1. Fundraising ideas: Ron to contact MWA to get on the schedule for Bingo.
    2. Recruiting library substitutes:

Discussion ensued and it was decided that the trustees would be trained and added to the call list.

  1. Expanding community outreach. Monthly newsletter: We will continue to explore our options.
  2. Discuss the possibility of voting by proxy if unable to attend a meeting.

Discussion ensued and we will get additional information before deciding.

 

  1. Policies: (for input/approval): None discussed
  2. Set Next Regular Board Meeting: Anticipated May 23, 2018 at WVL, 7:00PM
  3. Executive Session: None needed.
  4. Other Lawful Business: None noted.
  5. Adjournment: Michelle made a motion to adjourn the meeting at 8:17pm. Becky seconded. The motion carried and the meeting was adjourned.

----------------

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: April 25, 2018

Time: 7:00PM

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. Consent Agenda:            (Action)
    1. Approval of Minutes: March 19, 2018 & April 16, 2018
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments               (Listen & Defer Action to Future Meeting)
  2. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
    1. Planning for basket party and book sale.
    2. Status on automation of library (Phase II – Data Entry).
    3. Property maintenance / beautification.
    4. Nomination of clerk.
  1. New Business: (Receive Information & Possible Action)
    1. Fundraising ideas. Contact MWA to get on the schedule for Bingo.
    2. Recruiting library substitutes.
    3. Expanding community outreach. Monthly newsletter?
    4. Discuss the possibility of voting by proxy if unable to attend a meeting.
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated May 23, 2018 at WVL, 7:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

 

--------------------------

Wells Village Library Trustees

Special Meeting

April 16, 2018-6:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates, Becky Corey, Ron Dreher

Wells Village Library Staff: None

Guests: None

 

  1. Call to Order     (Action)
  • Alex called the meeting to order at 6:04pm.

 

  1. Additions, Deletions, Changes to Agenda (Action)
  • Monthly meetings - scheduling and not at dinner time

 

  1. New Business: (Receive Information & Possible Action)
    1. Planning for basket party to be held on May 19, 2018.
      1. The Board reviewed the list of identified locations for asking for gifts and determined who will be approaching each venue this year. Alex will update and distribute this list.
      2. If we think of someone to approach who is not on the list, we will email the rest of the board and let them know so we do not repeat requests.
      3. We reviewed the poster and made the suggestion to amend the address to read VT Route 30 instead of MWA Loop. Alex will print them in color. When we go somewhere to ask for a donation, we will ask them if we can post a flier.
      4. Lisa will take the lead on media outreach this year. We also discussed placing an ad in the Manchester News Guide. Lisa will research advertisement prices and determine what it will take to place one.
      5. Becky was able to secure two director chairs from Telescope.
        1. We discussed pre-selling tickets. We aren’t sure if we can pull that off. It would help to raise profits. If not, we definitely want to have someone at the table to push those tickets.
      6. We discussed items for the kitchen and determined to keep mostly the same items this year and try to get as many donations as possible this year.
    2. Setting regular meeting schedule: We determined to meet on the 4th Wednesday of the month (every month) moving forward. We are also changing the time to 7:00pm. Upcoming meetings are currently scheduled for April 25th and May 23rd. We need to find another meeting day & time for the June 27th meeting, as that date does not work.

 

  1. Set Next Regular Board Meeting:               (Action) (Anticipated April 25, 2018 at WVL, 7:00PM)
  2. Executive Session          (Discussion & Possible Action) (as warranted)
  3. Other Lawful Business (Information Gathering Only)
  1. Suggested agenda items for next meeting/upcoming meetings:
    1. Finalizing plans for the Basket Raffle.
    2. Beginning planning for Book Sale
      1. Can we run an ad between Mother’s Day and Memorial Day?  Cost?
      2. Talk about mailing, other logistics.
    3. Scheduling a June Board meeting that works for everyone (June 27th does not).
    4. Nominating a clerk
    5. Discussion around proxy votes for this meeting or future meetings
    6. Discussion of emails regarding Board business - carbon copy to everyone on Board
    7. Other fundraising ideas
      1. Question - have we spoken to MWA about scheduling a bingo?
    8. Update on library books not currently being stored at library (Alex has some historical books that came from the barrister bookcases while repairs are being performed. These books will be returned once work is completed. He also has some “yellow dot” books for potential sale as a fundraiser as books of added value over our normal book sale price).
    9. Discussion of automation status and plans.
    10. Recruiting Library substitutes
    11. Updates on our projects including building/property maintenance and air conditioner.
    12. Discussion of expanding community outreach from the library. An example could include monthly report in Friday newspaper that Wells people get with bestseller books, etc., and help from Board with suggestions for what to put in the article.

 

  1. Adjournment   (Action)
  • Michelle made the motion to adjourn. Becky seconded the motion. The meeting was adjourned at 7:16pm.

 

-----------------------------------------------

WARNING  

Wells Village Library Trustees

Special Meeting

Date: April 16, 2018

Time: 6:00PM

 

A G E N D A

Call to Order    (Action)

 

Additions, Deletions, Changes to Agenda    (Action)

New Business:    (Receive Information & Possible Action)

Planning for basket party to be held on May 19, 2018.

Set Next Regular Board Meeting:    (Action) (Anticipated May 21, 2018 at WVL, 6:00PM)

Executive Session    (Discussion & Possible Action) (as warranted)

Other Lawful Business    (Information Gathering Only)

Adjournment    (Action)

 

-----------------------------

Wells Village Library Trustees

Regular Meeting

Date: March 19, 2018

Time: 6:00PM

 

 

Meeting Minutes

Call to Order

The meeting was called to order at 6:20pm.

 

2.    Reorganization of the Board    

Election of Officers for 2018-2019

Call for nominations for Chair. Becky Corey nominated Alex Brewster. Lisa Mattison seconded. The motion carried.

Call for nominations for Treasurer. Alex Brewster nominated Lisa Mattison. Becky Corey seconded. The motion carried.

Discussion of nominations for Clerk. Determined that we would like to appoint a secretary/clerk of record, though we would also like to ask Board members to take turns taking meeting notes. We tabled this nomination until a future meeting.

Media Source of Record

We decided to maintain the same source of record: the Rutland Herald. We identified the secondary source continuing to be the Manchester newspapers.

Alex proposed that we continue to use Robert’s Rules of Order (for Small Boards) as our guiding protocols. Becky seconded the motion. The motion carried.

We will continue to post meeting warnings and agendas at the following locations: Wells Village Library, Wells Town Office and Wells Village Library website.

Lisa made a motion to approve the reorganization  of the Wells Village Library Board. Alex seconded. The motion carried.

 

3.    Trustee Meeting dates for 2018-2019

We decided to table the scheduling of Board meetings until we have a meeting with the full board.

We will leave the Board meeting schedule as currently defined (3rd Monday of alternating months) until such time as we can confer with the full board.

We anticipate a special meeting in April to focus on pressing Board matters.

 

Additions, Deletions, Changes to Agenda

None needed.

 

Consent Agenda:

Discussion of Approval of Minutes: November 20, 2017

Treasurer’s Report: Lisa presented the Treasurer’s Report and reviewed significant transactions since the last meeting.

Director’s Report: Joy being absent, no Director’s Report was given.

Lisa made a motion to accept the consent agenda. Becky seconded the agenda. The motion carried.

 

General Public Comments

No public being present, no comments were heard.

                                             

Old Business:

None discussed.

 

New Business:

Annual goal setting and budget development.

Lisa & Alex shared a draft of a brainstorm for proposed goals.

Lisa also shared a rough draft of the FY 19 budget (compared to FY 18) and the group discussed the importance of balancing the budget and preserving the library fund to the greatest extent possible, while also maintaining current programs and continuing with collection development. We will seek input from the library staff and all Board members as we move toward FY 19.

Initiate planning for basket party.

We distributed the lists from 2017 of the donations we received, as well as the places we had targeted for potential donations but had not been successful in reaching at that time.

Lisa & Alex will send out copies of the list sorted by the person who asked them last year to see if the same Board member/Library Friend can make the request again this year.

Alex will work on the brochure and will get it out to people.

Lisa will take a lead on media advertising this year.

All Board members/library friends are encouraged to contact Alex or Lisa to keep them updated on donations/baskets as they are secured so we can avoid duplicate requests.

 

Policies: (for input/approval)

None discussed this evening.

 

Set Next Regular Board Meeting: Anticipated April 16, 2018 at WVL, 6:00PM

 

Executive Session:

None needed.

 

Other Lawful Business

None noted.

 

Adjournment

Lisa made a motion to adjourn the meeting at 7:10pm. Alex seconded. The motion carried and the meeting was adjourned.

 

 

 

--------------------------

WARNING  

Wells Village Library Trustees

Regular Meeting

Date: March 19, 2018

Time: 6:00PM

 

 

A G E N D A

Call to Order (Action)

 

2.    Reorganization of the Board (Action)

a.   Election of Officers for 2018-2019

b.   Media Source of Record  

 

3. Trustee Meeting dates for 2018 (Action)

a.    Setting meeting schedule

 

Additions, Deletions, Changes to Agenda (Action)

 

Consent Agenda: (Action)

Approval of Minutes: November 20, 2017

Treasurer’s Report

Director’s Report

 

General Public Comments (Listen & Defer Action to Future Meeting)

 

Old Business: (Itemize Subjects for Deliberation & Possible Action)

 

New Business: (Receive Information & Possible Action)

Annual goal setting and budget development.

Initiate planning for basket party.

 

Policies: (for input/approval)

 

Set Next Regular Board Meeting: (Action) (Anticipated April 16, 2018 at WVL, 6:00PM)

 

Executive Session (Discussion & Possible Action) (as warranted)

 

Other Lawful Business (Information Gathering Only)

 

Adjournment (Action)

 

-----------------------------------------

Wells Village Library Trustees  

Regular Meeting  

November 20, 2017‐6:00 P.M.  

Minutes (Subject to Approval)

 

Present:

 

Trustees: Alex Brewster, Lisa Mattison, Danielle Smith

Library Staff: Joy Brewster

Guests: Jacob Montbriand

 

Call to Order:

Alex called the meeting to order at 6:06 p.m.

     2. Additions, Deletions, Changes to Agenda:

Lisa made a motion to add items 6.d. - discussion of 2016 MWA donation and 6.e.- Fundraising Ideas. Danielle seconded, motion passed.

     3. Consent Agenda:

Approval of minutes: September 18 & October 16. 2017.                                      

Danielle made a motion to approve the minutes, Lisa seconded the motion, passed      unanimously.

     b.  Treasurer’s Report:

Lisa provided the Treasurer’s report, discussed at length.

     c.   Director’s Report:

Joy presented the Director’s report, discussed breakdown of visitors, items circulated,             

computer time log and number of visitors for Halloween.

Danielle made a motion to accept Consent Agenda Alex seconded, motion passed

unanimously.

      4. General Public Comments:

          Jacob Montbriand requested an increase in Library hours.

      5. Old Business:

Results of Halloween Event:

Discussed the cost of the ice cream truck, some kids went back for seconds and thirds. Alex suggested having tickets next year to prevent abuse.

     b. Status on Automation of Library:

This is an ongoing item, no information was presented at this time.

     c. Outreach and Collaboration with Other Libraries:

Joy called Poultney Library to introduce herself and discussed our desire for future collaboration.

      6. New Business:

Internal Budget:

Discussed at length.

     b. Holiday tree lighting program participation and the need for volunteers:

Date- Saturday December 9th at 6:30. Discussed supplies needed; will reach out to McDonald’s in Manchester for donation of hot cups with lids, as we did last year. Volunteers bringing baked goods, hot cocoa and marshmallows will be purchased.

     c. Volunteer/paid substitute recruiting ideas:

Discussed volunteers being required to sign confidentiality agreements to protect patrons privacy.

     d. 2016 MWA Donation Inquiry:

Board received an inquiry about whether or not previously received MWA donation was specifically earmarked. The board agreed to review the secretary binder for any related documents. The board will share results with the town clerk and provide any related copies.

     e. Fundraising Ideas:

Discussed several possibilities: Sip & Paint, Jigsaw puzzle tournament, Mystery Party and Cooking Demo and cookbook signing.

     7. Policies:

To be addressed next meeting.

     8. Set next Regular Board Meeting:

Date: January 22, 2018 6:00p.m. Deviated from normal schedule due to MLK holiday.

     9. Executive Session:

None needed, none taken.

     10. Other Lawful Business:

No action necessary.

     11. Adjournment:

Lisa made a motion to adjourn at 7:40 p.m., Alex seconded, motion passed.


 

----------

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: November 20, 2017

Time: 6:00PM

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. Consent Agenda:            (Action)
    1. Approval of Minutes: September 18 & October 16, 2017
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments               (Listen & Defer Action to Future Meeting)
  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
    1. Results of Halloween Event.
    2. Status on updating bank account signers.
    3. Status on automation of library (Phase II – Data Entry).
    4. Outreach and collaboration with other libraries.
    5. Status of dates for basket party and book sale.
  1. New Business: (Receive Information & Possible Action)
    1. Internal budget
    2. Holiday tree lighting program participation and the need for volunteers.
    3. Volunteer/paid substitute recruiting ideas
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated January 22, 2018 at WVL, 6:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

---------------------------------

Wells Village Library Trustees

Special Meeting

October 16, 2017-6:00 P.M.

Minutes (Subject to Approval)

 


Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:02 p.m.

 

2. Additions, Deletions and Changes to Agenda:

  • Adding clarification on timelines for posting meeting agendas and meeting minutes.

 

3. New Business:

  1. Update bank account signers.
    1. Lisa made a motion to update the bank account and credit card signers to be the current Library Director (Joy Brewster), Board Chair (Alex Brewster) and Treasurer (Lisa Mattison). Michelle seconded the motion. The motion passed.
  2. FY ’19 Town Budget.
    1. We reviewed the budget narrative and proposed FY19 budget.
    2. Michelle made the motion to submit the proposed Wells Village Library budget to the Select Board. Lisa seconded the motion. The motion carried.
    3. Our next step is to reach out to the Select Board to find out how they would like to work together on this process.
  3. Clarification on timelines for posting meeting agendas and meeting minutes.
    1. We reviewed a memo from the Town Clerk regarding upcoming and ongoing deadlines.

 

4.  Set Next Regular Board Meeting:

Anticipated November 20, 2017 at WVL, 6:00PM

 

5. Executive Sessions:

  • No business requiring executive session was needed, so no executive session was held.

 

6. Other Lawful Business:

  • No business was noted.

 

7. Adjournment:

  • Lisa made a motion to adjourn the meeting. Michelle seconded the motion. The meeting was adjourned at 6:31pm.

 

 

Respectfully submitted,

Lisa Mattison, Acting Secretary

--------------------

WARNING 

Wells Village Library Trustees

Special Meeting

Date: October 16, 2017

Time: 6:00PM

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. New Business: (Receive Information & Possible Action)
    1. FY ’19 Town Budget.
    2. Update bank account signers.
  1. Set Next Regular Board Meeting: (Action) (Anticipated November 20, 2017 at WVL, 6:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

 

----------

Wells Village Library Trustees

Regular Meeting

September 18, 2017-6:00 P.M.

Minutes (Subject to Approval)

 


 

Present:

 

Trustees: Alex Brewster, Lisa Mattison, Danielle Smith

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:04 p.m.

 

2. Additions, Deletions and Changes to Agenda:

Joy plans to update the lost/damaged book policy and present to the board for approval.

 

3. Consent Agenda:

a. Approval of minutes: July 17, 2017

b. Treasurer’s Report

c.  Director’s Report

After discussion, Danielle made a motion to accept consent agenda, Lisa seconded and the motion passed unanimously.

 

 

4. General Public Comments:

None Needed, None Taken

 

 

5. Old Business:

  1. Book Sale:

Discussion ensued regarding whether to continue the long-standing tradition of holding this event. We will discuss possible changes to increase revenue in the coming months. Alex made a motion to hold the sale next year, Lisa seconded and the motion passed unanimously.

 

b. Status on automation of library:

We received a $650 grant from the state to cover some of the costs for the first year. Alex is working with the software vendor, Autographics to get our database ready for data entry. Alex will order the scanner, barcodes and patron cards within the next two weeks. We will initially use the librarian computer at the other desk until the system is live, then we will aquire a laptop and receipt printer that will go onto the main desk.

 

     c.   Outreach and collaboration with other libraries:

This is an ongoing item. No information was presented at this time.

 

d. Update on Summer children’s program:

Attendance was inconsistent. Discussed perhaps changing time as well as offering more crafts and events next year.

 

      e. 501 (c) 3 application:

There is not currently a need to pursue this item as we are covered under the town’s tax identification number.

 

      f.   Status on aligning our fiscal year with the Town of Wells:

           Completed.

 

      g.  Status of dates for next year’s primary events:

           Waiting for confirmation.

 

6. New Business:

a. Halloween Party:

We will continue our tradition of being open in the evening on Halloween and distributing treats. The ice cream truck will be here as well.

 

  1. Computer system upgrade:

Wells Village School donated a few computers which Alex will update and replace some of our existing stations. We will be upgrading our internet connection as we have outgrown our current connection. We also discussed making room for another computer station.

 

c.   Space Utilization- How to increase collection size within building constraints:

All agreed card catalog not needed. Discussed removing display case to replace with an additional computer station.

 

d. Holiday tree lighting program participation and the need for volunteers:

We will provide hot chocolate and baked goods at this event.

 

e. Volunteer/paid substitute recruiting ideas:

We will explore possible solutions to present at a future board meeting.

 

7.  Policies:

None this month.

 

8.  Set Next Regular Board Meeting:

November 20, 2017 at WVL, 6:00PM

 

9. Executive Sessions:

None needed, none taken.

 

10. Other Lawful Business:

None needed, none taken.

 

11. Adjournment:

Alex made a motion to adjourn the meeting. The motion was seconded by Lisa, and the board voted to adjourn at 7:19 p.m.

 

 

Respectfully submitted,

Danielle A. Smith, Secretary

 

 

 

-------------------------------------------------------------------------

 

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: September 18, 2017

Time: 6:00PM

 

 

A G E N D A

  1. Call to Order     (Action)

 

  1. Additions, Deletions, Changes to Agenda (Action)

 

  1. Consent Agenda:            (Action)
    1. Approval of Minutes: July 17, 2017
    2. Treasurer’s Report
    3. Director’s Report

 

  1. General Public Comments               (Listen & Defer Action to Future Meeting)

 

  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
    1. Book Sale follow-up.
    2. Status on automation of library (Phase II – Data Entry).
    3. Outreach and collaboration with other libraries.
    4. Update on Summer children’s program – “Build A Better World”.
    5. Information gathering for 501(c)3 application.
    6. Status on alignment of our fiscal year with the Town of Wells.
    7. Status of dates for next year’s primary events.

 

  1. New Business: (Receive Information & Possible Action)
    1. Halloween ‘Party’.
    2. Computer system upgrade.
    3. Space utilization – How to increase collection size within building constraints.
    4. Holiday tree lighting program participation and the need for volunteers.
    5. Volunteer/paid substitute recruiting ideas

 

  1. Policies: (for input/approval) – Update lost/damaged book policy.

 

  1. Set Next Regular Board Meeting:               (Action) (Anticipated November 20, 2017 at WVL, 6:00PM)

 

  1. Executive Session          (Discussion & Possible Action) (as warranted)

 

  1. Other Lawful Business (Information Gathering Only)

 

  1. Adjournment   (Action)

 

 

 

 

Wells Village Library Trustees

Regular Meeting

July 17, 2017-6:00 P.M.

Minutes (Approved – September 18, 2017)

 


 

Present:

 

Trustees: Alex Brewster, Michelle Bates, Becky Corey

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:01p.m.

 

2. Additions, Deletions and Changes to Agenda: NONE

 

3. Consent Agenda:

  1. Approval of minutes: May 15, 2017

Becky made a motion to approve the minutes, Michelle seconded and the motion passed unanimously.

  1. Treasurer’s Report:

No report presented.

  1. Director’s Report:

Michelle made a motion to approve the Director’s Report, Becky seconded and the motion passed unanimously.

                     

Since we did not have a treasurer’s report, we voted on the items separately.

 

4. General Public Comments:

None rendered and no action necessary.

 

5. Old Business:

  1. Book & Bake Sale results and follow-up:

We made a total of $1,149.80 at this event, which is less than the prior year. We forewent the box sale promotion during the last few hours of the event. Instead, we decided to reduce the cost of our books to repurpose and distribute as many books as possible for the duration of the event. We also raffled a $100 gift certificate for the Northshire Bookstore and had a larger assortment of baked goods, which worked out very well. Joy and Lisa will send out thank you notes to those who assisted in the success of this event. Special thank you to the MWA for the donation of the space!

 

 

  1. Update on automation solution:

Alex provided the board a status report on the project. Phases of the project were discussed with initial implementation scheduled to begin later this year.

 

  1. Update on electrical work and fire alarm upgrade:

All work has been completed on these projects.

 

  1. Outreach and collaboration with other libraries:

This is an ongoing item. No information was presented at this time.

 

  1. Update on Summer children’s program:

First session: 7 children.

Second session: Poor weather – 1 child.

Origami event: 7 children and 3 adults.

 

  1. Internet service upgrade:

This is an ongoing item. No information was presented at this time.

 

  1. Possible grant opportunities:

We are continuing to gather additional information.

 

6. New Business:

  1. Align fiscal year with the Town of Wells:

Discussion ensued and it was determined that aligning our fiscal year with the town would eliminate the need for our treasurer and Board to maintain two sets of bookkeeping records. This will streamline our current processes in meeting our reporting and budgetary needs moving forward. Our current fiscal year is January 1 thru December 31; whereas the town is July 1 thru June 30. A motion was made by Michelle that "Beginning retroactively on July 1, 2017, that the Wells Village Library will align their fiscal year with the Town of Wells." This motion was seconded by Becky and the motion passed unanimously. Thus, the prior fiscal year (January 1, 2017 to June 30, 2017) will be truncated and the new fiscal year will run from July 1, 2017 through June 30, 2018. As our treasurer, Lisa will create a year-end report for the January 1, 2017 to June 30, 2017 finances, as well as a current year's (July 1, 2017 through June 30, 2018) report for the next Board meeting.

 

  1. Gathering information for the 501(c)3 application:

We will continue to gather information to present at an upcoming meeting.

 

  1. Approximate start date for automation and the need for volunteers for data entry:

Update provided under old business.

 

  1. Set dates for next year’s events pending space availability with MWA:

Basket Party – 5/19/18 and possible Book Sale – July 6 & 7, 2018.

Discussion ensued regarding continuing the book sale as a fundraiser.

The board members will generate ideas to present at our next meeting to further enhance this event to make it worthwhile for the effort expended.

 

7. Policies:

None this month.

 

8. Set Next Regular Board Meeting:

September 18, 2017 at WVL, 6:00PM

 

9. Executive Sessions:

No action necessary.

 

10. Other Lawful Business:

None rendered and no action necessary.

 

11. Adjournment:

Michelle made a motion to adjourn the meeting. The motion was seconded by Becky, and the board voted to adjourn at 6:38p.m.

 

 

Respectfully submitted,

Alex Brewster, Acting Secretary

 

 

-------------------------------

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: July 17, 2017

Time: 6:00PM

 

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. Consent Agenda:            (Action)
    1. Approval of Minutes: May 15, 2017
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments               (Listen & Defer Action to Future Meeting)
  1. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
    1. Book Sale results and follow-up.
    2. Update on automation solution.
    3. Update on electrical work and fire alarm upgrade.
    4. Outreach and collaboration with other libraries.
    5. Update on Summer children’s program – “Build A Better World”.
    6. Internet service upgrade.
    7. Possible grant opportunities.
  1. New Business: (Receive Information & Possible Action)
    1. Align fiscal year with the Town of Wells.
    2. Gathering information for the 501(c)3 application.
    3. Approximate start date for automation and the need for volunteers for data entry.
    4. Set dates for next year’s events pending space availability with MWA: Basket Party – 5/19/18 and possible Book Sale – July 6 & 7, 2018.
  1. Policies: (for input/approval) – None this month.
  1. Set Next Regular Board Meeting: Action) (Anticipated Sept. 18, 2017 at WVL, 6:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

 

-------------------------------

 

Wells Village Library Trustees

Regular Meeting

May 15, 2017-6:00 P.M.

Minutes (Approved – July 17, 2017)

 


 

Present:

 

Trustees: Alex Brewster, Michelle Bates, Lisa Mattison, Danielle Smith

Wells Village Library Staff: None

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:05p.m.

 

2. Additions, Deletions and Changes to Agenda:

 

  1. Alex made a motion to change the previous practice of reading the minutes aloud at the board meetings. Moving forward minutes will be distributed in advance of the meeting for review by trustees. Danielle seconded and the motion passed unanimously.

 

  1. Update policies and procedures
    1. Committee formed with Joy, Alex and Lisa to update policies and procedures.
    2. Committee shall report back to board with updated information for approval.

 

  1. Press release datasheet
  1. Lisa developing master list of all PR sources for ease of use.
  2. List shall include full contact information along with posting deadlines.

 

  1. Summer Reading Program Kickoff
  1. We shall set date towards end of June for kickoff party.
  2. We will serve hot dogs, chips and drinks.
  3. Press releases to be issued and event coordinated with school.

 

3. Consent Agenda:

  1. Approval of minutes: March 16, 2017, April 19, 2017 (Regular and Special)
  2. Treasurer’s Report
  3. Director’s Report

After discussion, Danielle made a motion to accept consent agenda, Michelle seconded and the motion passed unanimously.

4. General Public Comments:

None rendered and no action necessary.

 

5. Old Business:

  1. Basket Party results and follow up:

Lisa distributed a spreadsheet containing a financial breakdown of the event. In setting a date for next year, it was decided to avoid Green Up Day. A tentative date of May 19, 2018 was set until Lisa can check on availability with MWA.

 

  1. Update on automation solution:

Alex provided the board a status report on the project. Phases of the project were discussed with initial implementation scheduled to begin this Summer.

 

  1. Update on electrical work and fire alarm upgrade:

Electrical work is complete and installation of fire alarm is to be completed soon.

 

  1. Outreach and collaboration with other libraries:

Discussed possibility of trustees visiting other libraries such as Middletown Springs and Poultney to generate ideas on space efficiency, events, programs and grant opportunities.

 

6. New Business:

  1. Annual Book Sale- July 7 & 8, 2017:

Discussion ensued regarding continuing tag sale, expanding baked goods offered, need to streamline quantity of books based on best sellers, addition of other food items and adding an onsite raffle to generate extra revenue. It was determined the tag sale should be eliminated, baked goods offered should be expanded, books offered will be streamlined, no additional food will be offered and an onsite raffle was favored. Potential prizes for the raffle were discussed. Michelle suggested holding a pre-sale raffle for a big ticket item for next year. Volunteers and setup were also discussed.

 

  1. Update on Summer children’s program- “Build a Better World”:

Discussed program being a combination of reading and hands on activities. Our program will start with a party on the green on a date to be determined.

 

  1. Internet service upgrade:

Connection speed is becoming an issue with multiple computers. Discussed need to investigate available packages and cost. Alex to report back with information.

 

  1. The board would like to extend a hearty thank you to Ron and Judy Bremmer for donating their time to weed and mulch our gardens.

 

7. Policies:

None this month.

 

8. Set Next Regular Board Meeting:

July 17, 2017 at WVL, 6:00PM

 

9. Executive Sessions:

No action necessary.

 

10. Other Lawful Business:

None rendered and no action necessary.

 

11. Adjournment:

Alex made a motion to adjourn the meeting. The motion was seconded by Lisa, and the board voted to adjourn at 8:05p.m.

 

 

Respectfully submitted,

Danielle A. Smith, Secretary

---------------------

  Wells Village Library Trustee Meeting - Organizational Meeting

April 19, 2017 3 p.m.

Wells Village Library

Minutes (Approved – May 15, 2017)

Present:

Trustees:  Alex Brewster, Becky Corey, Lisa Mattison, Danielle Smith

Wells Village Library Staff:  None

Guests:  None

 

1.    Call to Order 

Alex called the meeting to order at 3:05 p.m.

 

2.    Reorganization of the Board

a.  Election of Officers for 2017-2018

For the position of Chair, Lisa nominated Alex.  Danielle seconded, and the motion passed unanimously.

For the position of Treasurer, Alex nominated Lisa. Becky seconded, and the motion passed unanimously.

For the position of Secretary, Becky nominated Danielle. Lisa seconded, and the motion passed unanimously.

The Board elected to utilize Roberts Rules of Order for Small Boards. 

Media Source of Record:  1st Rutland Herald, 2nd Manchester Newspapers

The three locations where warnings are posted will remain the same. i.e. library, town office, website

Danielle made a motion to approve the reorganization of the Board.  Lisa seconded, and the motion passed.

 

3. Trustee Meeting dates for 2017

a.  Setting meeting schedule

Discussion ensued regarding changing the meeting dates and/or times for the rest of the year. It was determined that changing the meeting dates to be the 3rd Monday every other month at 6 p.m. would be beneficial for all members. Lisa made a motion for same, which was seconded by Becky. The motion passed unanimously.

a.  Regular meeting dates for 2017

May 15, July 17, September 18 and November 20

 

4. Adjournment

Becky made a motion to adjourn the meeting.  The motion was seconded by Danielle, and the Board voted to adjourn at 3:45 p.m.   

 

 

Respectfully submitted,

Alex Brewster, Acting Secretary

-***************************************

 

Wells Village Library

Trustee Meeting

February 16, 2017

 

-Trustees in attendance:  Judy Dreher, Alex Brewster, Trish Capron, Joy Brewster, Library Director,  Lisa Mattison.

-Meeting called to order by Judy Dreher at 6:05 pm.

-

Old Business:

 

—Book Mark update:  bookmarks now printed with events and information on back.

 

—Ron Dreher working on a grant to help with the air conditioning proposal.

 

—Electric update:  Alex presented the proposal for the electric (see print out).  Alex made motion to accept proposals for the electric work and the fire alarm.  Judy seconded…motion passed.

 

—Basket party planning has officially begun tonight.  Lisa volunteered to be coordinator and then made a presentation of how to run a basket party with forms, ideas, with letters of introduction, etc (we need to be sure to ask for contact information from each donor so that we can send out thank you notes after event).

8:00-11:00 set up time

11:00-1:00 event

1:00-3:00 drawing for baskets (with an intermission)

Basket party committee meetings:  5:30-6:00 pm on March 16th, April 13th and April 27th.

 

—Next Trustee meeting will be on Thursday March 16th at 6:00.  Discussion of Policy and Procedure updates.

 

 

 

Alex made motion to adjourn / Judy seconded / meeting adjourned at 7:35 p.m. 

 

Respectfully Submitted

Trish Capron, Secretary

 

 

Meeting dates for the Wells Village Library Trustees for 2017:

    January 19th

    March 16th

    May 18th

    July 20th

    September 21st

    November 16th