Category: Meeting Minutes

Gilbert Davis Library

Board of Trustees Meeting

May 30, 2017

 

In attendance: Tony Pikramenos, Peter Seman, Bill Bakker, Vanessa Maxham, Milde Waterfall

 

Called to Order at 6:10pm

Minutes approved for April 25, 2017

No Changes to Agenda

 

Secretary’s Report –  Thank you note needed for gift books from Hall Art Foundation.  Will order baskets for the cheek walls from the Greenhouse and gift certificates for volunteers.

 

Treasurer’s Report – Reviewed month and year end reports.  All on track.  Signatures all approved at bank for checks.

 

Librarian’s Report – Deferred to Maintenance

 

Unfinished Business

Automation –  Now in children’s sections.  Projected finish is end of August.

Milde will proceed with plans for putting letters up in September/October

Maintenance – Continue contract with Mason Harkins for library lawn.

Milde will trim lavender and replace plants if needed.

 

New Business – None

 

Summary of Decisions:  Milde will contact Shelburn Village regarding letter.  Tony and Peter will prepare year end budget for next meeting.  Milde will work with Greenhouse on baskets and gift certificates.

 

Adjourned at 7:04

 

Minutes respectfully submitted by Milde Waterfall, Secretary

 

Reading Library

Board of Trustees Meeting Minutes

April 25th, 2017

 

In attendance: Tony Pikramenos, Libbet Downs, Peter Seman, Bill Bakker, Vanessa Maxham

Minutes respectfully submitted by Vanessa Maxham

Called to Order at 6:08pm

Minutes approved for March 28th, 2017 meeting

No changes to agenda

Secretary’s Report:

None

Treasurer’s Report:

Possible Sovernet credit-Tony to research

Materials line increased 10% ($40 annually) on Expenditure Budget due to Listen-Up Vermont. Many library constituents use this service. We had a lengthy conversation in regards to the benefits of continuing this program. More discussions to come.

Automation Over Time (for Tony) discussion

Librarian’s Report: automation going very well

Unfinished Business:

Maintenance: We will be coming up with a building operations/trouble shooting guide, which will help anyone using the building who may have unique situations arise (ie. boiler switch, fireplace, elevator, etc.). We need an update on the gold letters and when they will possibly be put up on the portico.

Discussion at length regarding the library’s Complaint Protocol-signatures on hold at this point.

No New Business

Summary of Decisions:

Trouble Shooting Guide to be compiled. Sovernet Credit? Update on Gold Letters. Verify Authorized signers for checking account. Elevator lesson at next meeting for trustees, and any volunteers.

Meeting adjourned at 7:33pm

Next meeting May 30th, 2017

 

 

Reading Library

Board of Trustees Meeting

March 28^th, 2017

In attendance:  Libbet Downs, Vanessa Maxham, Tony Pikramenos, Bill Bakker, Milde Waterfall, Secretary.

Minutes respectfully submitted by Milde Waterfall

Called to Order at 6:10pm

Minutes approved for March 2, 2017 meeting.

No changes to Agenda

Secretary’s Report:  None

Treasurer’s Report: Recent budget shared and all on target

Librarian’s Report: Details in New Business

Unfinished Business:

Automation – Rearranged sections in Library.  Reference works now subsumed into larger collection with Dewey Decimal System.  Work on downstairs collection is underway.  Closing in on the entire collection.  Bravo!

Maintenance – Date to re attach gold letters on portico not yet determined.

Snow Removal concerns.  Board of Trustees will follow a

Complaint Protocol: Tony receives a complaint, sends an email identifying the issue to all Board members and calls Chairperson.  Chairperson either calls complainant or designates a Board member to make the call informing the person that the Board is aware of the situation and will follow up on it in relation to its urgency.  Appropriate action will follow.

New Business – Tony takes a vacation in April.  He will email the Board members the dates involved on Thursday.

Summary of Decisions – Tony emails vacation dates.  Board proceeds with Complaint Protocol.

Meeting Adjourned at 6:50pm

 

Reading Library Board of Trustees Meeting

March 2, 2017

 

In attendance:  Libbet Downs, Milde Waterfall, Bill Bakker, Tony Pikramenos

Minutes submitted by Milde Waterfall, Secretary

In Vanessa’s absence Libbet called the meeting to order at 6:10pm.

Query for Changes to the Agenda – Libbet suggested we focus on the two objectives for Town Meeting , the only actions requiring immediate attention and table the rest of the Agenda.  Milde, Bill, and Tony agreed.

New Business:  Town Meeting.  Milde will nominate Vanessa and Libbet will second the motion.  Tony will prepare remarks amplifying the reasons listed by the Historical Society in the Town report if its appropriate.

Milde motioned that we adjourn at 6:30pm.  Libbet seconded.  Meeting adjourned.

 

 

Reading Public Library

Board of Trustees Meeting

January 31, 2017

 

In attendance:  Libbet Downs, Tony Pikramenos, Vanessa Maxham, Peter Seman

Minutes submitted by Libbet Downs.

Meeting called to order at 6:10.

Minutes approved for January 4.

Secretary’s Report:  nothing to report

Treasurer’s Report: Peter will research Sovernet bills to find out the amount of refund owed the library.  The hours approved for Tony to work on automation will be used up next month.

Librarian’s Report:  Automation is moving along.  Weeding the collection, repairing books and cleaning the shelves is done as they go.

Unfinished business:  Vanessa will meet with Esther about collaboration between the library and the Historical Society.  Interviews of long-time residents will be shared.

New business:  The septic tank needs to be emptied.
The meeting was adjourned at 7:10.

 

Reading Public Library

Board of Trustees Meeting

January 5, 2017

 

In attendance: Libbet Downs, Tony Pikramenos, Vanessa Maxham, Bill Bakker, Milde Waterfall with Esther Allen visiting as representative of Historical Society

 

Minutes submitted by Milde Waterfall

 

Meeting Called to Order at 6:05pm

Minutes Approved for November 30, 2016

 

New Business: As a result of Esther Allen as our visitor, Vanessa moved us directly to New Business:  Esther was discussing the future of the Historical Society’s property which joins the Library’s boundary on the north.  Her concern was to ask if the Board of Trustees would be supportive of the Town’s purchase of the adjacent lot.  Discussion followed. Libbet moved to indicate that the Library Board would be supportive of the Town’s purchase of the adjacent lot.  The Board will send a note to the Select Board indicating why this purchase would be a benefit to the town and to the library.

 

Secretary’s Report:  Appeals Letter: Received 44 responses to date.

 

Treasurer’s Report:  Peter sent no report in his absence.  No concerns noted.

 

Librarian’s Report:  Included in Unfinished Business- Automation and New Business.

 

Unfinished Business: Milde indicated she has been in discussion with the gentlemen who restored the letters, which need to be reattached to the front of the Library.

Automation:  Back in business following the holidays and enjoying progress thanks to all of the volunteers faithfully fulfilling the duties of the task.

New Business:  See discussion with Esther Allen in minutes at the beginning of the meeting.  The Board brainstormed ideas on why we would be in favor of the town’s purchase of the lot abutting the Library on the north side of the lot.

Meeting Adjourned at 8:30pm

 

Summary of Decisions:  Tony will write a note approved by the Board to send to the Selectmen regarding the property abutting the Library on the north side. Milde will continue discussions regarding the reattachment of the letter on the front of the Library.

Reading Public Library

Board of Trustees Meeting

November 30, 2016

 

In attendance:  Peter Seman, Libbet Downs, Tony Pikramenos, Milde Waterfall

Minutes submitted by Milde Waterfall

 

Meeting called to Order at 6:10 with Libbet Downs acting as Chair.

Minutes Approved for October 25, 2016

No Agenda Changes

 

Secretary’s Report:  Fourteen thank you notes sent to those responding to the Appeal Letter.

Lavender and side garden covered to winterize.

 

Treasurer’s Report: Questions emerged about Fiberconnect refund.  Tony will contact the Department of Libraries.

Discussion of Request for Town Funds.  Libbet made a motion to level Fund the Library this fiscal year ($29,280).  Milde seconded.  Motion carried.

Tony reminded Peter that the Year End Reports are due to Calista by December 15^th.

 

Librarian’s Report:  By switching from Staples in Lebanon to Red House Press in Springfield for the printing of our Appeal Letter we enjoyed a savings of $166.00.

Esther Allen suggested the Red House Press.

The volunteers enjoyed the goodies the Board prepared for them as a thank you for their continued work with the Library.

The Pumpkin Carving for Halloween was a success.

Cocoa and Caroling is on schedule shepherded by Stephen D’Agostino for December 17^th.   We are getting support from the Woman’s Auxiliary of the Fire Department, the Town Office,  Chris Titus and Diane Moore.

We agreed that our next meeting will be January 3^rd, 2017

The Catamount Annual Meeting, which Tony attended, was productive.  A plan for fewer meetings was encouraging.  Currently there are 13 member libraries with four or five pending.

Tony shared his experience helping the Historical Society move out of the old building into the new building.  We agreed that we are all moving out of old methods and ideas into new possibilities with the Historical Society and the preservation and celebration of Reading.  To that end we will formally invite the Historical Society Executive Board to join our Board of Trustees for our January 31^st meeting.  At that time we can explore new opportunities for collaboration.  Tony will write a letter to the members of the Executive Board.

 

Unfinished Business.  Automation is progressing on schedule. Maintenance. Gardens prepared for winter.

 

New Business.

Collaboration with Historical Society (see Librarians Report).

 

Summary of Decisions:

Vanessa and Libbet will go to the bank and complete a transfer of names for official signatures.

Board will provide cookies, cocoa, and candy canes for Santa on December 17^th.

Tony will draft a letter to the Historical Society Executive Board for Board’s approval and signatures to invite them to a joint meeting on January 31^st 2017

Libbet will remind the school of our celebration on December 17^th, 2016

 

The meeting adjourned at 8:03pm

 

Reading Public Library

Board of Trustees Meeting

August 30, 2016

 

In attendance:  Vanessa Maxham, Tony Pikramenos, Peter Seman, Bill Bakker, Libbet Downs, Milde Waterfall (Minutes submitted by Milde Waterfall, Secretary)

Meeting called to Order at 6:10pm.  Vanessa called for Agenda Changes.  None.  July Minutes approved.

Secretary’s Report.  No response on request for tree pruning.  Peter up-dated the website and will further add details on the Movie with Hall Foundation.

Treasurer’s Report.  We received the refund on the heating bill.

Librarian’s Report.  Covered in New Business.

Unfinished Business.

Still looking for info on cleaning plates on either side of the door outside with veterans’ names.

New Business.

Appeal Letter.  Will go out after tax day.  On schedule.

Automation.   Tony gave a forty-five minute presentation demonstrating the process on three levels.  The Board voted to extend 50 extra hours for Tony’s work.

Brick Path Fundraiser.  Vanessa spoke with Montshire Museum and they directed her to a source to get an estimate.  She has received no response to date.

Hall Art Foundation and Movie Event.  On schedule Peter will soon put info on our website.

Letters Celebration.  Gary Macia wants to install the letters and is working it into his schedule.

Make a Plate.  Lisa Kaija will direction the preparation.

Summary of decisions.

Board agreed on extra hours for Tony’s work with automation.

The Appeal letter will continue on schedule.

Milde will contact Mr. Appleton for tree-pruning information.

Vanessa will get a date from Gary Macia on the Letter attaching.

Adjourned 7:24:30pm

 

 

 

 

 

Reading Public Library

Board of Trustees Meeting

July 26, 2016

 

In attendance:  Vanessa Maxham, Tony Pikramenos, Peter Seman, Bill Bakker, Libbet Downs, Milde Waterfall

Minutes submitted by Milde Waterfall

Meeting called to Order at 6:05pm

Vanessa called for Agenda Changes.  None

June 28, 2016 Minutes approved

Secretary’s Report.  Website needs to be up-dated.  Peter may help while Tony is commanding Automation.  No one has asked for extra bricks from the Singleton patio.  Vanessa would like to research the potential Buy a Brick program.  We will contact Dave Appleton for an estimate on trimming the tree in front of the cheek walls.

Treasurer’s Report.   No new report.

Unfinished Business. 

*Automation.  Tony delivered an excellent report on the demands of the automating process, which requires basically cataloging each book in the collection.  We discussed the demands on his time as well as the volunteers.  He continues to be optimistic that the process will get easier as they go along.

*Maintenance.  Vanessa will check with Gary Macia for an estimated date for attaching the letters.  That will enable us to plan a celebration with the gentlemen who restored and preserved the letters on the portico.  Tony is planning to work with Mike Barr on completing the list of repairs he has signed on for which includes removing paint from various parts of the exterior of the building.  We will contact preservationists on the removal of paint from the large plaques on the front of the building.

New Business.

Tony has made arrangements with the Hall art Foundation to participate in an event on October 16^th where visitors will view the Landscapes Exhibit that is currently showing and then watch the film “Turner” at the library.  The Hall Foundation will conduct advertising and tickets for a group of no more than 25.

* Vanessa will organize the plate workshop to be held on October 22^nd.

Summary of Decisions.  Vanessa will research the Brick program.

Milde will provide Peter with the needs for up dating the website.

Tony will give Peter a tutorial on how to up-date the website.

Tony will ask the Catamount people if they have an extra scanner we can use.

Peter will work with Tony on the computers and the automation.

Vanessa will get a date for the Letters Celebration.

Milde will ask Mr. Appleton for an estimate for pruning the tree in front of the library.

Milde will seek out expert advise on cleaning the plaques in front of the library.  Vanessa will begin organizing the plate workshop for kids.

Items for Next Agenda.  Vanessa listed them.

Adjourned at 7:18:30 pm

Reading Public Library

Board of Trustees Meeting

June 28, 2016

 

In attendance:  Vanessa Maxham, Tony Pikramenos, Peter Seman, Bill Bakker, Libbet Downs, Milde Waterfall

Minutes submitted by Milde Waterfall, Secretary

 

Meeting called to order at 6:10pm

Vanessa called for Agenda changes:  None

May 31, 2016 Minutes approved.

 

Secretary’s Report.  Thank you notes sent to Donna Martin, Steve Vogl and Trish Lewis, and Libbet Downs.  Landscaping/Mulch situation discussed exhaustively.  Landscaping is finished.  Remaining bricks will be made available to patrons.

 

Treasurer’s Report.  Finished the year with $1.94 remaining.  Good work all around.

Librarian’s Report.  Covered in Unfinished Business.

 

Unfinished Business.

*Automation – Tony up-dated the Board and shared two booklets of extended instructions for automation.  The start is going slow but Tony thinks it will improve.

*Maintenance – No report.

* Herb Garden/Landscaping – covered in Secretary’s Report

New News – None.

Summary of Decisions. None

Items for Next Agenda.  Budget

Adjourned at 7pm.