Present:  Robert Dilts, Alice Winn, Michele O’Brien, Lee Ann Podruch, Nora von Stange, Kip Roberson

 

The meeting was called to order at 4:10 p.m.

 

           

            After meeting with Carolyn Siccama, who previously submitted a letter of interest in serving as a Library Trustee, Alice Winn moved to recommend Ms. Siccama to the Select Board for a three year term.  Lee Ann Podruch seconded the motion and the Trustees voted unanimously to make the recommendation.

 

 

        The minutes of the March 10, 2009 Trustee’s meeting were reviewed.  Lee Ann Podruch moved to approve the minutes as presented, Alice Winn seconded the motion and the minutes were approved by vote of the Trustees.

 

 

            The financial reports for the period ending February 28, 2009 were reviewed.  The Trustees discussed the Trustees’ investment in the Vermont Community Foundation Fund, and the decreases in the account.  The Trustees discussed the need for cleaning at regular intervals, and identified the following organizations that may be resources for volunteer assistance with those tasks:  Shelburne Boy Scouts, United Way, St. Catherine’s Catechism students.   

 

 

            Kip Roberson reported that Katie Woodward is continuing to work with the volunteer on an individual basis to provide training regarding new policies and procedures, among other things.  She has planned three group training sessions for April to work on computer skills and review and set expectations for volunteer assignments.

 

            March 2009 circulation statistics (6,239) increased 7% over March 2008 circulation statistics (5,826), and Library attendance was notably brisk.  It has been one year since Kip commenced his service as Library Direction, so future statistical comparisons will be “apples to apples.”  Consistent with Vermont library trends, Kip noted that there is an increase in interlibrary loans (for this year we have sent 174 items to other libraries and requested 213 items).

             

            Scrabble Night and Fiber Frenzy had healthy attendance at the outset, but attendance recently has decreased, presumably as a consequence of daylight savings time and spring weather.  It is planned that these programs will start up again in the fall. The Green Mountain Audubon program was very well attended.  The Robert Resnick program “Songs of Lake Champlain,” originally scheduled for April 24, has been postponed until a summer to date.  Kip is working on arrangements for an author program with Laurel Neme.  Upcoming programs include the following: 

 

April 14                       6:00 p.m.         Elderhostel

April 30                       6:30 p.m.         Spring on Lake Champlain

May 5                          6:30 p.m.         Landscape Plants

June 4                          7:00 p.m.         Birding by Ear (Green Mountain Audubon)

 

            The Friends’ book and coffee sales are generating approximately $75 - $100 per week.  Book donations for the fall book sale, to date, are not as plentiful as previous years.

 

            As to state and regional activities, Kip reported that although he will remain a member of the selection committee for downloadable audio books, he has decided to step down as chair of that committee because of other professional and personal commitments.  He will be attending the N.E. Library Assoc. biannual 2 day educational event in July in Connecticut.  The topic of the event is ‘The Role of Libraries in Promoting Civic Engagement.’  He will also be attending a gathering of librarians in Montpelier on April 15^th for a legislative day program titled ‘Libraries:  Helping Vermonters Stay Afloat.’

 

            To facilitate the full inventory of our collections for migration to the koha project, the Board approved closing of the Library for two Mondays in May so that the staff can focus attention on the database.  It was noted that the book database has not been updated since approximately 2002.  The Trustees will provide lunch for the staff on those days.  Also, as part of the database update, patron information needs to be updated.  There are currently 448 home card patrons whose registration has expired, and there are 1250 expired Shelburne cards.  Kip will publicize the need for citizens to update their Library registration. 

 

            The budget is sufficient to cover salaries to the end of the fiscal year.  Acquisitions during this period, however, will depend on funds from the Friends and Trustees.  It was noted that the budget is a ‘bottom line’ budget; funds allocated to certain categories in the budget need not be expended on those categories.  Kip will prepare budget reports comparing budget to actual in each category, even where expenses exceed budget, to facilitate future budget preparation.

 

 

            The Trustees reviewed and discussed the proposed revisions to the Library’s policy concerning patron conduct.  Alice Winn made a motion to adopt the Patron Conduct Policy set forth below, Michele O’Brien seconded the motion, and the Trustees adopted the policy as follows:

 

 

 

     This Patron Conduct Policy is to further the Library’s goal of serving the community by providing a welcoming, safe and respectful environment in which patrons can use the Library’s services and materials without disturbance.  Conduct that disturbs other patrons or interferes with Library operations is not permitted.  These rules apply to adults and children. 

 

A.  General 

 

Animals.  Only certified service animals and guide dogs are permitted to enter the Library.

 

Audio equipment.  Audio devices must be used at a volume that cannot be heard by others.

 

Cell phones.  Upon entering the Library, cell phones, pagers or similar devices must be turned off or set to emit non audible signals (i.e., light or vibration).  Any phone conversations must be conducted in the entry area or outside of the Library.  If a patron’s cell phone interferes with the Library’s wireless computer network connections, it must be turned off.

 

Food and drink.  Eating and drinking is allowed throughout the building.  Patrons are responsible for disposing of any containers or other waste and for cleaning any spilled or dropped food or drink.

 

Public displays of affection.  Excessive displays of affection are inappropriate behavior for the Library.

 

Sleeping.  Sleeping in a manner that disturbs other patrons’ use of the Library is not permitted.

 

Solicitation:  Soliciting patrons or staff is not permitted on Library property.

 

Threats or harm.  Library personnel will notify the Shelburne Police Department in the event that a patron threatens and/or causes harm to self, others and/or property or violates any local, state and/or federal rule, regulation, ordinance or law.

 

B.  Consequences of disruptive behavior

 

     Failure to comply with the behavior guidelines stated above may result in a request to the offending patron to leave the premises

     The Library Director and staff members are authorized to request that a patron leave the building.  Patrons are generally given two warnings and then asked to leave the facility if the disruptive behavior does not cease.  Patrons asked to leave the facility for disciplinary reasons are at a minimum barred for the remainder of the day and/or evening. 

 

     Repetitive noncompliance with the provisions of this section may result in suspension of Library privileges.  Any patron who repeatedly fails to adhere to this Patron Conduct Policy will be notified of the potential suspension and provided with an opportunity to meet and discuss the issues with the Director and Trustees prior to any decision on the matter.

 

C.  Safety of Children in the Library

 

     The Library is a warm, inviting and fun place for children to develop an appreciation of the varied services and materials that the Library offers them.  In order to insure that children are safe and do not engage in disruptive behavior, the Library requires that they are appropriately supervised. 

 

     All of the policies and rules set forth in this section concerning patron behavior apply to children.  Children aged 10 and under may not be left unattended in the building, and will be considered unattended unless they are accompanied by a parent, guardian or a caretaker who is 12 years old or older.

 

     Under the following circumstances, the Library will attempt to contact a child’s parent or guardian, and if the parent or guardian cannot be located, the Library will call the Shelburne Police Department or 911 if an emergency situation is presented:

 

    

The Trustees will discuss the conference room policy at the April meeting.

 

 

            The Trustees discussed the appropriate dates for commencing and concluding Trustee terms, and decided that terms should begin April 1^st and end March 31^st.  This is consistent with the provisions of the Town Charter.  In order to have the Trustee positions filled by April 1^st each year, the recruitment and interview process will have to begin several months earlier.  Michelle O’Brien stated that based on her recent experience attending the Town Officers Education Conference, it will be beneficial to new Trustees to begin their terms by attending this annual April event. 

 

            There presently are two three-year Trustee term vacancies by virtue on the expiration of the terms of Alice Winn and Nora von Stange.  In addition there is a vacancy for a one-year term because of Lisa Perrault’s relocation out of state, and a vacancy for a two-year term because the remainder of one of the additional three-year terms established by amendment of the By-Laws in 2008 remains unfilled. 

 

            The meeting adjourned at 5:40 p.m.  The next meeting will be held May 12, 2009 at 4:30 p.m.

 

                                                                                    Respectfully submitted,

 

                                                                                    Nora von Stange