Minutes / Agenda

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

 

 

 

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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