Minutes / Agenda

WARNING 

Wells Village Library Trustees

Regular Meeting

Date: May 23, 2018

Time: 7:00PM

 

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: April 25, 2018
    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. Planning for basket party and book sale.
  2. Property maintenance / beautification.
  3. Nomination of clerk.
  4. Fundraising ideas. Contact MWA to get on the schedule for Bingo.
  5. Expanding community outreach. Monthly newsletter?
  6. Discuss the possibility of voting by proxy if unable to attend a meeting.

 

  1. New Business: (Receive Information & Possible Action)
  1. Discussion of process for sharing concerns about the library and moving forward together toward resolving them.
  2. Board meeting schedule
  3. Budget and Library Priorities Drafts
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated June 27, 2018 at WVL, 7:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

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Wells Village Library Trustees

Regular Meeting

April 25, 2018 – 7:00PM

Minutes (Subject to Approval)

 

Present:

Trustees: Alex Brewster, Michelle Bates, Becky Corey, Ron Dreher

Wells Village Library Staff: None

Guests: None

 

  1. Call to Order – Alex called the meeting to order at 7:05PM.
  2. Additions, Deletions, Changes to Agenda
  3. Consent Agenda:
    1. Approval of Minutes: March 19, 2018 & April 16, 2018
    2. Treasurer’s Report – Lisa being absent, no report was given.
    3. Director’s Report – Joy being absent, no report was given.

Michelle made a motion to accept the consent agenda. Becky seconded the agenda. The motion carried.

 

  1. General Public Comments:

No public being present, no comments were heard.

 

  1. Old Business:   
    1. Planning for basket party and book sale.

Due to a scheduling issue, the new date was set for June 9, 2018.

Ron mentioned that he would like to see us place an ad for the book sale in Manchester Newspapers. After discussion, Ron agreed to get the pricing of various sizes to present at our next meeting.

  1. Status on automation of library (Phase II – Data Entry)

Preliminary start is July 1, 2018. Supplies are to be ordered.

  1. Property maintenance / beautification

We received a proposal to repair the chimney as the top is disintegrating and bricks are falling to ground which is a safety concern. Ron made a motion to accept the proposal, Michelle seconded and the motion passed. Ron and Alex will present it to the Select Board at their May 1st meeting.

We are still awaiting a proposal to repair the front walkway. The stones are uneven and we need a new base underneath to address the safety concerns there.

  1. Nomination of clerk – Discussion ensued and we decided to get more information before proceding.

 

  1. New Business:
    1. Fundraising ideas: Ron to contact MWA to get on the schedule for Bingo.
    2. Recruiting library substitutes:

Discussion ensued and it was decided that the trustees would be trained and added to the call list.

  1. Expanding community outreach. Monthly newsletter: We will continue to explore our options.
  2. Discuss the possibility of voting by proxy if unable to attend a meeting.

Discussion ensued and we will get additional information before deciding.

 

  1. Policies: (for input/approval): None discussed
  2. Set Next Regular Board Meeting: Anticipated May 23, 2018 at WVL, 7:00PM
  3. Executive Session: None needed.
  4. Other Lawful Business: None noted.
  5. Adjournment: Michelle made a motion to adjourn the meeting at 8:17pm. Becky seconded. The motion carried and the meeting was adjourned.

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: April 25, 2018

Time: 7:00PM

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: March 19, 2018 & April 16, 2018
    2. Treasurer’s Report
    3. Director’s Report
  1. General Public Comments               (Listen & Defer Action to Future Meeting)
  2. Old Business:    (Itemize Subjects for Deliberation & Possible Action)
    1. Planning for basket party and book sale.
    2. Status on automation of library (Phase II – Data Entry).
    3. Property maintenance / beautification.
    4. Nomination of clerk.
  1. New Business: (Receive Information & Possible Action)
    1. Fundraising ideas. Contact MWA to get on the schedule for Bingo.
    2. Recruiting library substitutes.
    3. Expanding community outreach. Monthly newsletter?
    4. Discuss the possibility of voting by proxy if unable to attend a meeting.
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated May 23, 2018 at WVL, 7:00PM)
  1. Executive Session          (Discussion & Possible Action) (as warranted)
  1. Other Lawful Business (Information Gathering Only)
  1. Adjournment   (Action)

 

--------------------------

Wells Village Library Trustees

Special Meeting

April 16, 2018-6:00PM

Minutes (Subject to Approval)

 

 

Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates, Becky Corey, Ron Dreher

Wells Village Library Staff: None

Guests: None

 

  1. Call to Order     (Action)
  • Alex called the meeting to order at 6:04pm.

 

  1. Additions, Deletions, Changes to Agenda (Action)
  • Monthly meetings - scheduling and not at dinner time

 

  1. New Business: (Receive Information & Possible Action)
    1. Planning for basket party to be held on May 19, 2018.
      1. The Board reviewed the list of identified locations for asking for gifts and determined who will be approaching each venue this year. Alex will update and distribute this list.
      2. If we think of someone to approach who is not on the list, we will email the rest of the board and let them know so we do not repeat requests.
      3. We reviewed the poster and made the suggestion to amend the address to read VT Route 30 instead of MWA Loop. Alex will print them in color. When we go somewhere to ask for a donation, we will ask them if we can post a flier.
      4. Lisa will take the lead on media outreach this year. We also discussed placing an ad in the Manchester News Guide. Lisa will research advertisement prices and determine what it will take to place one.
      5. Becky was able to secure two director chairs from Telescope.
        1. We discussed pre-selling tickets. We aren’t sure if we can pull that off. It would help to raise profits. If not, we definitely want to have someone at the table to push those tickets.
      6. We discussed items for the kitchen and determined to keep mostly the same items this year and try to get as many donations as possible this year.
    2. Setting regular meeting schedule: We determined to meet on the 4th Wednesday of the month (every month) moving forward. We are also changing the time to 7:00pm. Upcoming meetings are currently scheduled for April 25th and May 23rd. We need to find another meeting day & time for the June 27th meeting, as that date does not work.

 

  1. Set Next Regular Board Meeting:               (Action) (Anticipated April 25, 2018 at WVL, 7:00PM)
  2. Executive Session          (Discussion & Possible Action) (as warranted)
  3. Other Lawful Business (Information Gathering Only)
  1. Suggested agenda items for next meeting/upcoming meetings:
    1. Finalizing plans for the Basket Raffle.
    2. Beginning planning for Book Sale
      1. Can we run an ad between Mother’s Day and Memorial Day?  Cost?
      2. Talk about mailing, other logistics.
    3. Scheduling a June Board meeting that works for everyone (June 27th does not).
    4. Nominating a clerk
    5. Discussion around proxy votes for this meeting or future meetings
    6. Discussion of emails regarding Board business - carbon copy to everyone on Board
    7. Other fundraising ideas
      1. Question - have we spoken to MWA about scheduling a bingo?
    8. Update on library books not currently being stored at library (Alex has some historical books that came from the barrister bookcases while repairs are being performed. These books will be returned once work is completed. He also has some “yellow dot” books for potential sale as a fundraiser as books of added value over our normal book sale price).
    9. Discussion of automation status and plans.
    10. Recruiting Library substitutes
    11. Updates on our projects including building/property maintenance and air conditioner.
    12. Discussion of expanding community outreach from the library. An example could include monthly report in Friday newspaper that Wells people get with bestseller books, etc., and help from Board with suggestions for what to put in the article.

 

  1. Adjournment   (Action)
  • Michelle made the motion to adjourn. Becky seconded the motion. The meeting was adjourned at 7:16pm.

 

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WARNING  

Wells Village Library Trustees

Special Meeting

Date: April 16, 2018

Time: 6:00PM

 

A G E N D A

Call to Order    (Action)

 

Additions, Deletions, Changes to Agenda    (Action)

New Business:    (Receive Information & Possible Action)

Planning for basket party to be held on May 19, 2018.

Set Next Regular Board Meeting:    (Action) (Anticipated May 21, 2018 at WVL, 6:00PM)

Executive Session    (Discussion & Possible Action) (as warranted)

Other Lawful Business    (Information Gathering Only)

Adjournment    (Action)

 

-----------------------------

Wells Village Library Trustees

Regular Meeting

Date: March 19, 2018

Time: 6:00PM

 

 

Meeting Minutes

Call to Order

The meeting was called to order at 6:20pm.

 

2.    Reorganization of the Board    

Election of Officers for 2018-2019

Call for nominations for Chair. Becky Corey nominated Alex Brewster. Lisa Mattison seconded. The motion carried.

Call for nominations for Treasurer. Alex Brewster nominated Lisa Mattison. Becky Corey seconded. The motion carried.

Discussion of nominations for Clerk. Determined that we would like to appoint a secretary/clerk of record, though we would also like to ask Board members to take turns taking meeting notes. We tabled this nomination until a future meeting.

Media Source of Record

We decided to maintain the same source of record: the Rutland Herald. We identified the secondary source continuing to be the Manchester newspapers.

Alex proposed that we continue to use Robert’s Rules of Order (for Small Boards) as our guiding protocols. Becky seconded the motion. The motion carried.

We will continue to post meeting warnings and agendas at the following locations: Wells Village Library, Wells Town Office and Wells Village Library website.

Lisa made a motion to approve the reorganization  of the Wells Village Library Board. Alex seconded. The motion carried.

 

3.    Trustee Meeting dates for 2018-2019

We decided to table the scheduling of Board meetings until we have a meeting with the full board.

We will leave the Board meeting schedule as currently defined (3rd Monday of alternating months) until such time as we can confer with the full board.

We anticipate a special meeting in April to focus on pressing Board matters.

 

Additions, Deletions, Changes to Agenda

None needed.

 

Consent Agenda:

Discussion of Approval of Minutes: November 20, 2017

Treasurer’s Report: Lisa presented the Treasurer’s Report and reviewed significant transactions since the last meeting.

Director’s Report: Joy being absent, no Director’s Report was given.

Lisa made a motion to accept the consent agenda. Becky seconded the agenda. The motion carried.

 

General Public Comments

No public being present, no comments were heard.

                                             

Old Business:

None discussed.

 

New Business:

Annual goal setting and budget development.

Lisa & Alex shared a draft of a brainstorm for proposed goals.

Lisa also shared a rough draft of the FY 19 budget (compared to FY 18) and the group discussed the importance of balancing the budget and preserving the library fund to the greatest extent possible, while also maintaining current programs and continuing with collection development. We will seek input from the library staff and all Board members as we move toward FY 19.

Initiate planning for basket party.

We distributed the lists from 2017 of the donations we received, as well as the places we had targeted for potential donations but had not been successful in reaching at that time.

Lisa & Alex will send out copies of the list sorted by the person who asked them last year to see if the same Board member/Library Friend can make the request again this year.

Alex will work on the brochure and will get it out to people.

Lisa will take a lead on media advertising this year.

All Board members/library friends are encouraged to contact Alex or Lisa to keep them updated on donations/baskets as they are secured so we can avoid duplicate requests.

 

Policies: (for input/approval)

None discussed this evening.

 

Set Next Regular Board Meeting: Anticipated April 16, 2018 at WVL, 6:00PM

 

Executive Session:

None needed.

 

Other Lawful Business

None noted.

 

Adjournment

Lisa made a motion to adjourn the meeting at 7:10pm. Alex seconded. The motion carried and the meeting was adjourned.

 

 

 

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WARNING  

Wells Village Library Trustees

Regular Meeting

Date: March 19, 2018

Time: 6:00PM

 

 

A G E N D A

Call to Order (Action)

 

2.    Reorganization of the Board (Action)

a.   Election of Officers for 2018-2019

b.   Media Source of Record  

 

3. Trustee Meeting dates for 2018 (Action)

a.    Setting meeting schedule

 

Additions, Deletions, Changes to Agenda (Action)

 

Consent Agenda: (Action)

Approval of Minutes: November 20, 2017

Treasurer’s Report

Director’s Report

 

General Public Comments (Listen & Defer Action to Future Meeting)

 

Old Business: (Itemize Subjects for Deliberation & Possible Action)

 

New Business: (Receive Information & Possible Action)

Annual goal setting and budget development.

Initiate planning for basket party.

 

Policies: (for input/approval)

 

Set Next Regular Board Meeting: (Action) (Anticipated April 16, 2018 at WVL, 6:00PM)

 

Executive Session (Discussion & Possible Action) (as warranted)

 

Other Lawful Business (Information Gathering Only)

 

Adjournment (Action)

 

-----------------------------------------

Wells Village Library Trustees  

Regular Meeting  

November 20, 2017‐6:00 P.M.  

Minutes (Subject to Approval)

 

Present:

 

Trustees: Alex Brewster, Lisa Mattison, Danielle Smith

Library Staff: Joy Brewster

Guests: Jacob Montbriand

 

Call to Order:

Alex called the meeting to order at 6:06 p.m.

     2. Additions, Deletions, Changes to Agenda:

Lisa made a motion to add items 6.d. - discussion of 2016 MWA donation and 6.e.- Fundraising Ideas. Danielle seconded, motion passed.

     3. Consent Agenda:

Approval of minutes: September 18 & October 16. 2017.                                      

Danielle made a motion to approve the minutes, Lisa seconded the motion, passed      unanimously.

     b.  Treasurer’s Report:

Lisa provided the Treasurer’s report, discussed at length.

     c.   Director’s Report:

Joy presented the Director’s report, discussed breakdown of visitors, items circulated,             

computer time log and number of visitors for Halloween.

Danielle made a motion to accept Consent Agenda Alex seconded, motion passed

unanimously.

      4. General Public Comments:

          Jacob Montbriand requested an increase in Library hours.

      5. Old Business:

Results of Halloween Event:

Discussed the cost of the ice cream truck, some kids went back for seconds and thirds. Alex suggested having tickets next year to prevent abuse.

     b. Status on Automation of Library:

This is an ongoing item, no information was presented at this time.

     c. Outreach and Collaboration with Other Libraries:

Joy called Poultney Library to introduce herself and discussed our desire for future collaboration.

      6. New Business:

Internal Budget:

Discussed at length.

     b. Holiday tree lighting program participation and the need for volunteers:

Date- Saturday December 9th at 6:30. Discussed supplies needed; will reach out to McDonald’s in Manchester for donation of hot cups with lids, as we did last year. Volunteers bringing baked goods, hot cocoa and marshmallows will be purchased.

     c. Volunteer/paid substitute recruiting ideas:

Discussed volunteers being required to sign confidentiality agreements to protect patrons privacy.

     d. 2016 MWA Donation Inquiry:

Board received an inquiry about whether or not previously received MWA donation was specifically earmarked. The board agreed to review the secretary binder for any related documents. The board will share results with the town clerk and provide any related copies.

     e. Fundraising Ideas:

Discussed several possibilities: Sip & Paint, Jigsaw puzzle tournament, Mystery Party and Cooking Demo and cookbook signing.

     7. Policies:

To be addressed next meeting.

     8. Set next Regular Board Meeting:

Date: January 22, 2018 6:00p.m. Deviated from normal schedule due to MLK holiday.

     9. Executive Session:

None needed, none taken.

     10. Other Lawful Business:

No action necessary.

     11. Adjournment:

Lisa made a motion to adjourn at 7:40 p.m., Alex seconded, motion passed.


 

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: November 20, 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: September 18 & October 16, 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. Results of Halloween Event.
    2. Status on updating bank account signers.
    3. Status on automation of library (Phase II – Data Entry).
    4. Outreach and collaboration with other libraries.
    5. Status of dates for basket party and book sale.
  1. New Business: (Receive Information & Possible Action)
    1. Internal budget
    2. Holiday tree lighting program participation and the need for volunteers.
    3. Volunteer/paid substitute recruiting ideas
  1. Policies: (for input/approval)
  1. Set Next Regular Board Meeting:               (Action) (Anticipated January 22, 2018 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

Special Meeting

October 16, 2017-6:00 P.M.

Minutes (Subject to Approval)

 


Present:

Trustees: Alex Brewster, Lisa Mattison, Michelle Bates

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:02 p.m.

 

2. Additions, Deletions and Changes to Agenda:

  • Adding clarification on timelines for posting meeting agendas and meeting minutes.

 

3. New Business:

  1. Update bank account signers.
    1. Lisa made a motion to update the bank account and credit card signers to be the current Library Director (Joy Brewster), Board Chair (Alex Brewster) and Treasurer (Lisa Mattison). Michelle seconded the motion. The motion passed.
  2. FY ’19 Town Budget.
    1. We reviewed the budget narrative and proposed FY19 budget.
    2. Michelle made the motion to submit the proposed Wells Village Library budget to the Select Board. Lisa seconded the motion. The motion carried.
    3. Our next step is to reach out to the Select Board to find out how they would like to work together on this process.
  3. Clarification on timelines for posting meeting agendas and meeting minutes.
    1. We reviewed a memo from the Town Clerk regarding upcoming and ongoing deadlines.

 

4.  Set Next Regular Board Meeting:

Anticipated November 20, 2017 at WVL, 6:00PM

 

5. Executive Sessions:

  • No business requiring executive session was needed, so no executive session was held.

 

6. Other Lawful Business:

  • No business was noted.

 

7. Adjournment:

  • Lisa made a motion to adjourn the meeting. Michelle seconded the motion. The meeting was adjourned at 6:31pm.

 

 

Respectfully submitted,

Lisa Mattison, Acting Secretary

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WARNING 

Wells Village Library Trustees

Special Meeting

Date: October 16, 2017

Time: 6:00PM

A G E N D A

  1. Call to Order     (Action)
  1. Additions, Deletions, Changes to Agenda (Action)
  1. New Business: (Receive Information & Possible Action)
    1. FY ’19 Town Budget.
    2. Update bank account signers.
  1. Set Next Regular Board Meeting: (Action) (Anticipated November 20, 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

September 18, 2017-6:00 P.M.

Minutes (Subject to Approval)

 


 

Present:

 

Trustees: Alex Brewster, Lisa Mattison, Danielle Smith

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:04 p.m.

 

2. Additions, Deletions and Changes to Agenda:

Joy plans to update the lost/damaged book policy and present to the board for approval.

 

3. Consent Agenda:

a. Approval of minutes: July 17, 2017

b. Treasurer’s Report

c.  Director’s Report

After discussion, Danielle made a motion to accept consent agenda, Lisa seconded and the motion passed unanimously.

 

 

4. General Public Comments:

None Needed, None Taken

 

 

5. Old Business:

  1. Book Sale:

Discussion ensued regarding whether to continue the long-standing tradition of holding this event. We will discuss possible changes to increase revenue in the coming months. Alex made a motion to hold the sale next year, Lisa seconded and the motion passed unanimously.

 

b. Status on automation of library:

We received a $650 grant from the state to cover some of the costs for the first year. Alex is working with the software vendor, Autographics to get our database ready for data entry. Alex will order the scanner, barcodes and patron cards within the next two weeks. We will initially use the librarian computer at the other desk until the system is live, then we will aquire a laptop and receipt printer that will go onto the main desk.

 

     c.   Outreach and collaboration with other libraries:

This is an ongoing item. No information was presented at this time.

 

d. Update on Summer children’s program:

Attendance was inconsistent. Discussed perhaps changing time as well as offering more crafts and events next year.

 

      e. 501 (c) 3 application:

There is not currently a need to pursue this item as we are covered under the town’s tax identification number.

 

      f.   Status on aligning our fiscal year with the Town of Wells:

           Completed.

 

      g.  Status of dates for next year’s primary events:

           Waiting for confirmation.

 

6. New Business:

a. Halloween Party:

We will continue our tradition of being open in the evening on Halloween and distributing treats. The ice cream truck will be here as well.

 

  1. Computer system upgrade:

Wells Village School donated a few computers which Alex will update and replace some of our existing stations. We will be upgrading our internet connection as we have outgrown our current connection. We also discussed making room for another computer station.

 

c.   Space Utilization- How to increase collection size within building constraints:

All agreed card catalog not needed. Discussed removing display case to replace with an additional computer station.

 

d. Holiday tree lighting program participation and the need for volunteers:

We will provide hot chocolate and baked goods at this event.

 

e. Volunteer/paid substitute recruiting ideas:

We will explore possible solutions to present at a future board meeting.

 

7.  Policies:

None this month.

 

8.  Set Next Regular Board Meeting:

November 20, 2017 at WVL, 6:00PM

 

9. Executive Sessions:

None needed, none taken.

 

10. Other Lawful Business:

None needed, none taken.

 

11. Adjournment:

Alex made a motion to adjourn the meeting. The motion was seconded by Lisa, and the board voted to adjourn at 7:19 p.m.

 

 

Respectfully submitted,

Danielle A. Smith, Secretary

 

 

 

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WARNING 

Wells Village Library Trustees

Regular Meeting

Date: September 18, 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: July 17, 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 follow-up.
    2. Status on automation of library (Phase II – Data Entry).
    3. Outreach and collaboration with other libraries.
    4. Update on Summer children’s program – “Build A Better World”.
    5. Information gathering for 501(c)3 application.
    6. Status on alignment of our fiscal year with the Town of Wells.
    7. Status of dates for next year’s primary events.

 

  1. New Business: (Receive Information & Possible Action)
    1. Halloween ‘Party’.
    2. Computer system upgrade.
    3. Space utilization – How to increase collection size within building constraints.
    4. Holiday tree lighting program participation and the need for volunteers.
    5. Volunteer/paid substitute recruiting ideas

 

  1. Policies: (for input/approval) – Update lost/damaged book policy.

 

  1. Set Next Regular Board Meeting:               (Action) (Anticipated November 20, 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

July 17, 2017-6:00 P.M.

Minutes (Approved – September 18, 2017)

 


 

Present:

 

Trustees: Alex Brewster, Michelle Bates, Becky Corey

Wells Village Library Staff: Joy Brewster

Guests: None

 

  1. Call to Order:

Alex called the meeting to order at 6:01p.m.

 

2. Additions, Deletions and Changes to Agenda: NONE

 

3. Consent Agenda:

  1. Approval of minutes: May 15, 2017

Becky made a motion to approve the minutes, Michelle seconded and the motion passed unanimously.

  1. Treasurer’s Report:

No report presented.

  1. Director’s Report:

Michelle made a motion to approve the Director’s Report, Becky seconded and the motion passed unanimously.

                     

Since we did not have a treasurer’s report, we voted on the items separately.

 

4. General Public Comments:

None rendered and no action necessary.

 

5. Old Business:

  1. Book & Bake Sale results and follow-up:

We made a total of $1,149.80 at this event, which is less than the prior year. We forewent the box sale promotion during the last few hours of the event. Instead, we decided to reduce the cost of our books to repurpose and distribute as many books as possible for the duration of the event. We also raffled a $100 gift certificate for the Northshire Bookstore and had a larger assortment of baked goods, which worked out very well. Joy and Lisa will send out thank you notes to those who assisted in the success of this event. Special thank you to the MWA for the donation of the space!

 

 

  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 later this year.

 

  1. Update on electrical work and fire alarm upgrade:

All work has been completed on these projects.

 

  1. Outreach and collaboration with other libraries:

This is an ongoing item. No information was presented at this time.

 

  1. Update on Summer children’s program:

First session: 7 children.

Second session: Poor weather – 1 child.

Origami event: 7 children and 3 adults.

 

  1. Internet service upgrade:

This is an ongoing item. No information was presented at this time.

 

  1. Possible grant opportunities:

We are continuing to gather additional information.

 

6. New Business:

  1. Align fiscal year with the Town of Wells:

Discussion ensued and it was determined that aligning our fiscal year with the town would eliminate the need for our treasurer and Board to maintain two sets of bookkeeping records. This will streamline our current processes in meeting our reporting and budgetary needs moving forward. Our current fiscal year is January 1 thru December 31; whereas the town is July 1 thru June 30. A motion was made by Michelle that "Beginning retroactively on July 1, 2017, that the Wells Village Library will align their fiscal year with the Town of Wells." This motion was seconded by Becky and the motion passed unanimously. Thus, the prior fiscal year (January 1, 2017 to June 30, 2017) will be truncated and the new fiscal year will run from July 1, 2017 through June 30, 2018. As our treasurer, Lisa will create a year-end report for the January 1, 2017 to June 30, 2017 finances, as well as a current year's (July 1, 2017 through June 30, 2018) report for the next Board meeting.

 

  1. Gathering information for the 501(c)3 application:

We will continue to gather information to present at an upcoming meeting.

 

  1. Approximate start date for automation and the need for volunteers for data entry:

Update provided under old business.

 

  1. 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.

Discussion ensued regarding continuing the book sale as a fundraiser.

The board members will generate ideas to present at our next meeting to further enhance this event to make it worthwhile for the effort expended.

 

7. Policies:

None this month.

 

8. Set Next Regular Board Meeting:

September 18, 2017 at WVL, 6:00PM

 

9. Executive Sessions:

No action necessary.

 

10. Other Lawful Business:

None rendered and no action necessary.

 

11. Adjournment:

Michelle made a motion to adjourn the meeting. The motion was seconded by Becky, and the board voted to adjourn at 6:38p.m.

 

 

Respectfully submitted,

Alex Brewster, Acting Secretary

 

 

-------------------------------

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 (Approved – July 17, 2017)

 


 

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 (Approved – May 15, 2017)

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

 

 

 

 
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