Category: Meeting Minutes

Reading Public Library

Board of Trustees Meeting Minutes

May 31, 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 6:05pm

Vanessa called for Agenda changes.  Adding May Day to Unfinished Business and Collaboration with Art Hall Foundation.

April 26^th Minutes approved as written.

Secretary’s Report – See Landscaping below.

Treasurer’s Report – One bill yet to come.  Otherwise all on tract . See Remaining Budget dollar details in Unfinished Business.)

Librarian’s Report – Covered in Unfinished Business and New Business.

Unfinished Business-

Automation – *Bill, Milde, Brook, and Maryanne have all been trained to input data.  Tony has worked out a plan for each section of the library for completion. *Account is set up to enable Tony to order books on line instead of calling them in. *Account set up to download book records as well. *Fill out pdf to determine how we want the books to be processed. *Schedule complete for volunteers to do work. *Catamount will turn on production server to start on Thursday.

Maintenance –  the Board agreed that Gary Macia will re attach the letters using the Guidance from Justin Mayo.  Vanessa will contact Gary in the hope we can attach them before Old Home Days.  In the fall we will plan and host a “Guilding Letters” workshop and celebration with Justin Mayo and Ron Wanamaker joining us.  Milde will contact them.

Remaining Budget dollars- Overtime pay for Tony on Automation.  New technology aiding patrons with automation.  Baskets for cheek walls and replace necessary Lavender.  Purchase books.

May Day- Vanessa reported that ten children attended.  Libbet provided the teapot and teacups. Vanessa provided cookies and crafts.  Tony read stories.  Success.  Put it on the calendar for next year.

Collaboration with Historical Society –  Continuing dialogue on possible work together.

Collaboration with Hall Art Foundation – Milde will contact Hall Art Foundation for a tour of their new exhibit to allow Board to offer a list of movies to supplement the current exhibit for Hall Approval for the fall.

New Business – Community and Automation Tabled.  Contract with Mason confirmed.  Continue exploring possibilities involving potential herb garden.

Summary of Decisions.  Vanessa will follow through with Gary Macia on the attachment of the letters.  Milde will order baskets from Garden Center.  Tony will continue work with automation and budget spending. Milde will contact HAF.

Adjourned at 7:58pm.

Reading Public Library

Board of Trustees Meeting

April 26, 2016

 

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

Minutes submitted by Milde Waterfall, Secretary

 

Meeting called to order at 6:05pm

Vanessa called for Agenda changes.  None.

March 29, 2016 Minutes approved as written.

Secretary’s Report – None

Treasurer’s Report – All accounts in good order.  Trustees reviewed spreadsheets provided.

Librarian’s Report – Moving forward with Catamount workshop on Friday, April 29^th, 2016.  Bill will attend with Tony.  May Day Program is ready to go.  Flyers given to Libbet for RES.

Unfinished Business –

Automation – Friday, 1pm (April 29)

Maintenance – No new information

Preservation Week sponsored by the Vermont Historical Society (April 24 – 30) RPL will post links to information for citizens to care for collections, family heirlooms, and other precious items. http://vermonthistory.org/community/other-helpful-info/librarians-free-pass-for-your-community-members   http://vermonthistory.org

The Library will continue to collaborate on ideas with the Reading Historical Society as they move to their new location.  The Board will discuss next year’s Preservation week – April 23 – 29 for ideas for participation.

New Business – The Board discussed landscaping concerns and Tony will contact Mason Harkins to renew his contract.  Milde requested support to expand the lavender on the walkway with the help of the Garden Center and request two baskets for the front of the library.   Remaining budget dollars discussion tabled.

Summary of Decisions – Tony and Vanessa will proceed with the May Day celebration. Tony and Bill will attend the automation workshop. Milde will proceed with landscaping plans and necessary correspondence.  Tony and Milde will assemble and post information on Preservation Week for the Library website.

Items for next Agenda – Automation, Landscaping, Maintenance, Discussion of budget dollars.

Adjourned at 7:26pm

Reading Public Library

Board of Trustees Meeting

March 29, 2016

 

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

Minutes submitted by Milde Waterfall, Secretary

 

Meeting called to order at 6:05pm

Libbet called for Agenda changes.  None.

February 23, 2016 Minutes approved as written.

Secretary’s Report – Noted current status of Letters from Justin Mayo.  All on track in final stage.

Treasurer’s Report – Expenses on track.  Budget outlook bright.

Librarian’s Report – Tony announced his collaboration with Vanessa for the May Day Program for kids, April 30 at the library. Details available closer to the date.

Unfinished business –

Automation – Bar codes activated and ready to go.  Training can start when Catamount gives the green light having recruited trainers.

Maintenance – As noted in Secretary’s report the Letter project proceeds punctually.

Cleaning – Still sparkling.

Davis Trust – Letter sent to Mr. Carleton sharing financial reports and looking forward to Trust yearly report.

Librarian’s Vacation – With the help of volunteers and Trustees the library will be open while Tony is away during the following hours:

April 9 – 9am – 11am

April 12 – 12pm – 4 pm

April 14 – 10am to 3pm

April 16 – 9am to 11am

April 19 – 12pm – 4pm

April 21 – 1pm to 3:30pm

New Business –

Discussion followed looking forward to collaborating with the Historical Society on storage and display of objects and documents of mutual interest.

Election of Officers – Vanessa Maxham elected Chairwoman,  Milde Waterfall elected Secretary, Peter Seman elected Treasurer.

Summary of Decisions– Peter will send an end of year report to the Davis Trust. Trustees are responsible for coverage in Tony’s absence.  Tony will follow through with training for automation.  Vanessa will pursue May Day plans.

Items for Next Agenda – Automation, Maintenance, Mowing, Community Service, May Day Program, Collaboration with Historical Society.

Meeting Adjourned at 7:26pm

 

Reading Public Library

Board of Trustees Meeting

February 23, 2016

 

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

Minutes submitted by Milde Waterfall, Secretary
Meeting called to order at 6:05pm

Libbet called for Agenda changes.  None.

January 26^th Minutes approved as written.

Secretary’s Report – None

Treasurer’s Report – As expected, heating bills are rising.

Librarian’s Report – Received a few more donations.  The Reading Energy Commission will meet at the Library on Thursday.  Tony delivered the Dorothy Canfield Fisher and Red Clover books to the school.  The events passes are being checked out regularly.

Unfinished business –

Automation – Milde attended the Catamount meeting.  Work is proceeding.  Tony is securing the needed hardware.

Maintenance – Letter Restoration moving forward.

Cleaning – Library sparkles now.

Davis Trust – Agreement to thank Mr. Carleton and respond with a thank you and an understanding that we will receive regular reports from the bank.

New Business –

Trustee Position – We will nominate Libbet at Town Meeting.

Town meeting – All documents ready.  February 27th

Vacation – Tony will be out the following days and will need coverage:

April 9, April 12, April 14, April 16, April 19, April 21.  We will need to keep the library open on those days for a minimum of 2 hours.  Decision to be made at next meeting.

Summary of Decisions–  Milde will draft letter to Davis Trust. Tony will continue to move forward with Automation.  We will nominate Libbet at Town Meeting.

Items for Next Agenda – Up-date on Letter Restoration, Automation, Election of Officers, Vacation plans covered.

Meeting adjourned at 7:17pm

Reading Public Library
Board of Trustees Meeting
January 26, 2016

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

Meeting called to order at 6:05pm
Libbet called for Agenda changes. None.
January 5th minutes approved as written.
Secretary’s Report – All thank you notes up to date.
Treasurer’s Report – None
Librarian’s Report – All points on the agenda to be discussed.

Unfinished Business-

Automation –Tony is communicating with the Catamount Group in selecting and ordering Bar Code Labels and Bar Code Scanners. We do not need new Library cards and we have tabled the purchase of a Receipt Printer. The next step with is a Catamount Representative will give a tutorial on the use of the equipment. Milde will attend the Catamount meeting at the West Rutland Library on Thursday.

Maintenance – Letter Restoration moving forward.
Cleaning – Position filled.
Davis Trust correspondence – Tabled.

New Business – None

Summary of Decisions – Tony follows up on Automation. Milde Goes to Rutland Meeting. Cleaning arrangements will proceed.

Items for Next Agenda – Town Meeting, Automation, Davis Trust

Meeting adjourned at 6:35pm

Reading Public Library
Board of Trustees Meeting
January 5, 2016
(Meeting rescheduled from December 29, 2015)

In Attendance: Bill Bakker, Peter Seman, Libbet Downs, Vanessa Maxham, Tony Pikramenos, Milde Waterfall
Minutes submitted by Mildred Waterfall, Secretary
Meeting called to order at 6:05pm
Libbet called for Agenda changes. Non.
December 4, 2015 minutes approved as written.

Secretary’s Report – Two thirds of the thank you notes to patrons for the Appeal are complete. Thank you notes for the Caroling gathering are underway. Secretary recommends note in Informer inviting people to send email address to the Library Email ([email protected]) to keep them informed of Library Events. Special thanks to Heather Evans for donating a Suspended Worlds book, Jean Goldsborough for donating the DVD, Hungry Heart, and Mr. and Mrs. Hall for generously supporting the restoration of the Library letters damaged in the summer.

Treasurer’s Report- The Organization report, Annual Report is reading for the Town Meeting.

Librarian’s Report – Our holiday event was attended by nearly 50 people (27 kids) and was a success. Santa was delighted. Tony has invited the pre-school for story time and continues working with the school on the Dorothy Canfield Fisher and Red Clover projects. We are receiving an encouraging response on the Appeal Letter.

Unfinished Business.
Automation – Tony has finished weeding the collection, contacted Russ Moore, Catamount, to confirm our readiness, and Wendy Sharkey, the System Admin for Catamount is ready to work with us. We now establish next steps.
Maintenance – With the generous gift from Mr. and Mrs. Hall we can proceed with the restoration of the letters on the Portico. The Board voted unanimously to proceed. The prison, the elevator repair and other repairs by Mike Barr have been completed and paid for.
Davis Trust – Peter is moving forward on this communication. Milde will send one more letter to the Trustee requesting annual reports on the fund in consonance with the Probate Court ruling.
Cleaning – Deb Macia has accepted our offer.

New Business – Milde shared the communication from Chris Hadsel regarding the use and storage for the stage curtains at the Town Hall. In addition the Historical Society was pleased with our participation in the event and looks forward to more collaboration. We will request that the Town Clerk post the Storage and Use rules for the curtains on the Town Website.

Summary of Decisions.
Milde will transport the letters to Justin Mayo to complete restoration.
Tony and Milde will craft a letter to the Davis Trust
Tony will contact Deb Macia.

Items for next Agenda.
Davis Trust
Automation
Maintenance
Community Service with 6th grade

We adjourned at 7:30pm

Reading Public Library
Board of Trustees Meeting
December 4, 2015
(Meeting rescheduled from December 1st2015)

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

Meeting called to order at 6:05pm
Libbet called for Agenda changes. None.
October 27th minutes approved as written.

Secretary’s Report – None.

Treasurer’s Report – Peter presented budget including November. All current. Noted drop in electricity bill possibly no need now to run humidifier.

Librarian’s Report – Halloween events (candy and pumpkin carving) were successful. The solar meeting was successful. A reminder of our caroling & cookies on December 18th is on track. We will join Friends & Neighbors offering a Garden Center gift certificate for the best decorated House. Discussed a possible new program for January. Stay tuned. We agreed to purchase four passes from VINS for the following year. No limit on visits. We pay $150.00 to make the passes available to our patrons.

Unfinished Business – Automation. Discussed in depth. The Board agreed to go forward with automation with the help of staff, trustees, and volunteers, which will save us several thousand dollars.
Maintenance. Mike Barr has finished his work. Payment approved. Wheelchair lift repair is complete. New Rug purchased for entryway. We will need a new person to clean three hours every month. Trustees will reach out to community for this paid position.

New Business – Proposed budget passed. Need to be to Calista by December 15. Organization reports by Tony and Peter need to be to Calista by December 31. We will request level funding fro the town for next fiscal year.

Summary of Decisions
• Move forward on automation training
• Make Maintenance payments
• Reach out for an interested person for cleaning position
• Contact Calista regarding level funding request
• Prepare for December 18th – cookies needed

Items for December 29th Agenda: Automation Training, Funding for Letter Restoration, Cleaning position requests

Meeting adjourned – 7:25pm

Reading Library
Board of Trustees Meeting
October 27th, 2015

In attendance: Libbet Downs, Peter Seman, Vanessa Maxham (filling in for Secretary), Tony Pikramenos
Called to order 6:05pm

Appeal letters were signed by trustees-will be mailed out within two days

Minutes approved from September 29th meeting
No changes to Agenda
No secretary’s report
Treasurer’s Report: nothing at this time

Librarian’s Report: Pumpkin Carving went well! The pumpkins will be judged on Halloween night and Tony is looking forward to handing out candy to the children. A book discussion/series will be happening soon; the book is called My Brilliant Friend by Elena Ferrante & Ann Goldstein. A solar discussion with Rebecca Bosch and Becca White will take place on November 12th at 6:30pm. Caroling will be on December 18th at 6:30pm.

Unfinished Business: MAINTENANCE- Mike Barr has been working on many things for us, most recently he moved a pile of debris from the backside of the building that was left from the painters this summer. Andy Pazlowski checked the heat sensor in the childrens room-all is well. Someone from Rymes Propane will be coming on Thursday the 29th to check the fire place. The elevator flex hose is to be installed soon. AUTOMATION- The start up check has been mailed to Russ at Catamount. We are weighing our options to either prepare the online card catalogue in house with many volunteer hours and extra work for the librarian or ship the catalogue out and pay a great deal for that service. The conversation will continue.

No New Business

Summary of Decisions: Tony will get more info regarding automation
Items for next agenda: Automation, Programs
We adjourned at 7:35pm

Minutes respectfully submitted by Vanessa Maxham

Reading Library
Board of Trustees Meeting
September 29, 2015

In attendance: Peter Seman, Vanessa Maxham, Tony Pikramenos, Bill Bakker (remotely), Milde Waterfall, Secretary

Called to order 6:05pm
Minutes approved for August 25th meeting.
No Changes to Agenda

Secretary’s Report: Tony and Milde submitted 12 grant requests for the restoration work.

Treasurer’s Report: Peter presented the monthly budget and explained the bills for the Septic pumping, the Elevator Inspector’s repair report and the overpayment in Tech to be corrected.

Librarian’s Report: We have a new volunteer, Brook James, starting next week. The Sachet program with the school kids is on track, led by Vanessa. The Pumpkin Carving will be on October 27th Lisa Kaija will be helping. The pumpkins the students grew will be used saving a significant amount of money. At 6 pm the kids will come here and the pumpkins will be here. Tony met with the Friends and Neighbors regarding the Christmas program which will be held on December 18th, a Friday. We will collaborate on providing cocoa and treats. We will provide songbooks. We need to contact Santa so he can clear his calendar for that evening.

Unfinished Business: The landscaping concerns were reviewed and the issue is solved. Tony will put a reminder in the Informer that Board meetings are open and all are welcome. Milde will work with the Reading Garden Center to winterize the lavender and discuss future landscaping changes.

Automation is underway. Our application to Catamount was filled out and sent to Russell Moore. Mr. Moore called with a few changes the Catamount board had made to membership. Tony explained the changes and the Board found them acceptable. Milde motioned to proceed and Bill seconded the motion. The Board passed the motion. Details to this project are available at the Library. Tony will explore information on the conversion process and talk with Catamount regarding a timeline for going live.

Maintenance concerns were address. We will continue contracting the cleaning of the library. Mike Barr has securely fastened the library hours to our sign and the work on the lift. Tony will set dates for the fireplace insert to be inspected and have the smoke alarm in the Maintenance room replaced. Regarding the lift the inspector has requested the replacement of a hose. Tony shared a lengthy narrative regarding this replacement, which will be a sizeable expense but is mandatory. Vanessa motioned to go forward with replacing the hose and Peter second.

The Board approved. Milde shared the sample of restoration work done by Justin Mayo to accompany his bid for the work. The Board agreed this work was excellent.
New Business: Peter presented the yearly budget. Discussion followed. Bill motioned to approve the motion and Vanessa seconded the motion. The Board approved. Tony will write the Appeal Letter for this year and Milde will assist in the preparation and dissemination.

Summary of Decisions: Tony will be talking with other Librarians regarding the conversion process, continue work on maintenance and contact the people to replace the hose on the elevator. In addition Tony and Milde will start the Appeals Letter work and complete more grant requests. Vanessa will proceed with the school lavender sachet project. Milde will winterize the lavender.

Items for next agenda: Automation, Maintenance, Programs, Appeals Letter, Grant writing.

We adjourned at 7:25pm.
Minutes respectfully submitted by Milde Waterfall.

Reading Library
Board of Trustees Meeting
August 25th, 2015

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

Called to Order: 6:05pm
Minutes approved for June meeting, June 13th meeting, and August 4th Meeting.
No changes to Agenda

Secretary’s Report: Condolences sent to the Alterman’s on the loss of their son, Eric, who was a valued volunteer at the Library.

Treasurer’s Report: Tabled for next meeting.

Librarian’s Report: Tony will be working with Beth Drinker and the first and second grade to repeat the great success of the Red Clover Books project. He will also work with Pam Boyer-Sheldon and the kindergarteners. Libbet, Vanessa, and Milde will work with Tony and the kindergarteners to create the lavender sachets again this year. The following programs are in the works for the fall: Make a Plate, Mid-day Book club, School book discussion, Movie night. Details TBD.

Unfinished Business: Automation. Vote approved. Tony will follow up with Russ Moore and Catamount. Curtain Party – No new details. Milde will check with Esther Allen. Maintenance: Gold Letters. Board authorized Milde to contact Ron Wanamaker and Justin Mayo to move forward on the letter work. We will ask them to restore the letter R, take before and after pictures, advise us on grant opportunities. Tony and Milde will continue work on grant writing. Vanessa Motioned to approve the aforementioned actions on the letters. Bill seconded the motion. All in favor. Mike Barr will be continuing his work on the building. Dates will be determined for Elevator maintenance. The work on the sidewalk will be tabled until next spring. Bill will address landscaping issues.

New Business: Libbet and Tony will begin work on the annual Appeals Letter. Tony and Peter will work on the budget and reconcile bills to be paid.

Summary of decisions: Milde will contact Wannamaker and Mayo and request restoration of the letter R and an explanation of the process in addition to before and after pictures for use with grant writing. Libbet and Tony will craft the annual appeal letter. Tony will contact Russ Moore regarding Catamount. Tony and Peter will prepare the budget. Vanessa and Libbet will coordinate the lavender sachet project. Bill will address landscaping issues.

Items for next agenda: Automation, Maintenance, and Programs
Vanessa motioned to adjourn. Bill seconded the motion. All in favor.
Meeting adjourned at 7:11pm.
Minutes respectfully submitted by Milde Waterfall