Minutes / Agenda

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 (Subject to Approval)

 


 

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 (Subject to Approval)

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