Category: Meeting Minutes

 

 

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.

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