Meeting Minutes, February 2016

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 26th 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

Meeting Minutes, January 2016

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

Meeting Minutes, December 2015

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
Community Service with 6th grade

We adjourned at 7:30pm

Meeting Minutes, November 2015

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

Meeting Minutes, October 2015

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

Meeting Minutes, September 2015

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.

Meeting Minutes, August 2015

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

Meeting Minutes, July 2015

Reading Library
Board of Trustees July Meeting
(August 4, 2015)

Note: Because of an error by the knucklehead librarian, the agenda for the August 4 meeting was posted five hours prior to the meeting, not the forty-eight hours required. We will be happy to reconsider any of the August 4 agenda items at the August 25 meeting. –Signed, the knucklehead librarian.

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

Called to Order at 6:10pm
Minutes approved for June meeting and July 13th meeting
No changes to Agenda

Election of Officers: Chair – Libbet Downs; Treasurer – Peter Seman; Secretary – Milde Waterfall; appointments: Children’s Programs Chair – Vanessa Maxham

Secretary’s Report: Four thank-you notes for Mary Singleton donors and three general thank you notes for services.

Treasurers’s Report: Tabled for next meeting.

Librarian’s Report: The Department of Libraries has suspended the Standards Review to allow a review of the Standards. Tony still completes his Library Report with general information. Forty-one new books and forty-three new movies were purchased. We now have 130 movies for patrons to check out.
The Septic was emptied. The elevator was inspected and given a 90-day conditional approval. We need to replace a hydraulic hose within the next 90 days. Tony contacted source, ordered hose, and work should soon commence.
The Library float in the Old Home Days parade was very successful and many community members have indicated they’d like to be involved next year.
The book, Suspended Worlds, about the theater curtains (one page for the curtains in the town hall) is out. The Historical Society is taking the lead in organizing the book party on November 7th. The Library will be involved.

Unfinished Business: Automation. Lengthy discussion followed the report from Tony and Milde regarding their visit to the Catamount Board meeting in Ludlow. Libbet motioned to join Catamount. Milde seconded. The vote to join was unanimous. Next steps will begin by Tony’s contacting Russ Moore that we want to join. Maintenance. We’ve received no invoice from the prison work yet. Discussed present bills from Lavalley’s. Willy Hayes complete a thorough washing of the windows inside and out, the screens, and the window casings and will need payment. Tony will contact Mike Barr regarding the work he will do. Tony is still exploring possibilities for the sidewalk work. The fireplace insert will be done in the fall. An extended discussion continued regarding the letters on the portico. Tony has prepared a detailed history of our contacts with ten nationally recognized conservators. We are continuing to build a history of the physical features in the building so that no future Board will face the paucity of information we have faced in this effort. Currently we are working with conservators at Shelburne Village to better understand how to move forward.

New Business: Discussion of the current year’s budget was tabled until our next meeting.

Summary of Decisions: Tony will confirm our decision to join Catamount with Russ Moore, contact Mike Barr on his work, continue the search on the sidewalk work, and prepare his Library Report. Vanessa, Libbet, and Milde will explore possibilities for our participation in the book party for Suspended Worlds. Peter will be working on the budget. In Bill’s absence, out of respect, we did not assign him any onerous tasks.

Items for next months Agenda: Catamount, next steps. Book Party in November. Proceed with letters work. Library Report. Program potential for the fall.

Respectfully Submitted by Milde Waterfall

Meeting Minutes, July 2015

Reading Library Trustees Meeting
July 13th, 2015
Submitted by Milde Waterfall , Secretary

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

Libbet opened the meeting at 6:30 pm. The purpose was to determine next steps involving the letters on the portico of the Library. Suggestions were brought forward from patrons who had consulted paint companies. The group reviewed those suggestions and the suggestions from professional conservators from Williamsburg, Virgiina, Poplar Forest, Lynchburg Virginia and The Lunder Conservation Center in Washington DC. All the conservators recommended getting the letters out of the elements. The techniques recommended by conservators is time consuming but works and does not remove the gold leaf underneath the water based latex.

Discussion followed on next steps with respect to stewardship as well as fiscal responsibility. Now that the letters are inside we have time to go forward . Therefore we are creating a timetable to seek professional guidance with regard to preserving and protecting the letters. We have been given three contacts in New England and are making appointments with them to examine the letters and advise next steps. Previous damage had been done by powerwashing in the 90’s, further damage by prior painting and repairs in the 80’s.

As a result of having very little historical record of the physical plant prior to Tony’s tenure, he has begun a file dedicated to important historical information on brick, mortar, paint, the presence of gold leaf, and other important details for future generations of citizens. Heretofore much of this past information exists primarily in community memory. We are exploring all options involving the preservation and care of the letters and involving national professional advice.

Next meeting has been changed to Tuesday, August 4, at 6 p.m.

Meeting Minutes, June 2015

Reading Library
Board of Trustees Meeting
June 30, 2015
In attendance: Libbet Downs, Peter Seman, Vanessa Maxham, Bill Bakker, Tony Pikrameos, Milde Waterfall
Minutes submitted by Milde Waterfall, Secretary

Called to order at 6:15pm
Minutes approved for May meeting.
No changes to Agenda
Secretary’s Report: No major items.
Treasurer’s Report: We completed the year with .09cents unspent. Bravo
Librarian’s Report: Review of expenses on Exterior Work. Discussion of Book Sale Requests for Old Home Days. Many surprised and dismayed that there will be no sale. Discussed possibility of talking with Historical Society on use of Universal Church building to build up supplies for next year. This year’s loss will be five hundred dollars. Received more donations in Mary Singleton’s memory. Peter and John Philbin have fixed the desktop issues for the time being. Tony will be out on July 14th and July 16th. A volunteer will cover library. Collaboration for a movie with the sixth graders was a success and very well attended. Tony has added one regular summer volunteer.
Unfinished Business: Maintenance issues. T is missing from the front of the library. Libbet will check tomorrow with workmen. We will request that Mike Barr put the Library Hours sign up as soon as possible. He can also complete the shelf and the railing inside the building. Alan Dutton can begin the sidewalk work as soon as the other exterior work is complete. Milde is continuing the gardens in front and the baskets for Old Home Days. The website is up and running. We discussed at length the information Tony and Bill provided on automation and agree that the next step in due diligence is for Tony and Bill to attend a Catamount meeting and report back to the Board.
New Business: Our CD is up for renewal and Peter is taking measures to secure it. Vanessa and Tony have put together a wonderful parade entry with the Wild West theme. Kids riding stick horses and pulling a replica of a Conestoga wagon and throwing out stars labeled “Library Deputy”. Summer programs have taken a back seat to all the other activities involving maintenance and automation. We will discuss further in July. Likely we will host movies.
Summary of Decisions: Libbet will check on the missing “T”. Bill will arrange his and Tony’s attendance at a Catamount meeting. Peter will check on the CD possibilities and in addition he will send an email aligning our concerns about automation and our choices. Tony will call a small library, which is a member of Catamount for their response and will attend the meeting with Bill. Milde has finished the herb garden and is preparing the hanging baskets with the help of Sharon Harkins. Once the exterior work is done more planting by the walkway will be completed.
Items for next month’s agenda: Automation, Continuing projects.
Meeting adjourned at 7:30pm