Robert Dilts called the meeting to order at 5:00pm.

 

The following board members were present: Robert Dilts, LeeAnn Podruch, Carolyn Siccama, Maxie Ewins, Michele O’Brien.  Library Director: Kip Roberson.

 

Maxie Ewins moved to approve the minutes from June and LeeAnn seconded the motion.

 

We are in good financial shape. All bank signature information has been changed over.

 

Kip reported that the budget is the same as last year. In reviewing the budget summary, there were some concerns of what has been spent so far, but Kip reminded us that this is the time of year when many renewals (ie magazine subscriptions) come due and supplies are purchased (ie toner cartridges). Kip will need to find out why the Technology is high. $1000 of it has gone to the Green Mountain Library Consortium for the upgrade to the new library catalog. Kip will look into this for next month. Costs for Library programs are higher because of the end of summer programs (ie magician). 

 

Circulation statistics continue to increase.  There were only ten adults in the summer reading program, so we will need to revisit it for next summer.

 

Kip explained how he will be able to increase hours by ½ hour , 3 days/week. This will take place on October 1. There will be one staff and one volunteer on Saturdays. LeeAnn made a motion to recommend that we expand the hours by ½ hour on Monday, Wednesday and Fridays to 5:30pm based on the recommendation of Kip and due to the fact that there is no increased financial output required. Michele O’Brien seconded the motion. Motion passed.

Kip reminded us that the library is closed on most holidays, but we are open on Bennington Battle Day.

 

Bob wants to make sure that everyone has the latest copy of the policy manual. Kip will make sure that everyone has a copy of the latest version.

 

The correct and latest version is from Sept 13, 2006. This one does not include what we have done since then, Kip does not have a digital version of the policy manual. Bob reminded everyone that in November we reviewed the confidentiality policy, in February we reviewed the bulletin board policy and in May the patron conduct policy was amended.

 

Bob wants to revise the policy committee now that we have a new board. LeeAnn, Maxie and Kip will be on the policy committee. The policy committee will review the conference room policy for the October meeting. Kip reminded us that the version in the older policy manual is correct, but the newer one is not correct.

 

We haven’t done the computer policy – Kip reports that it may change with the new computers the library will be getting.

 

Conference room policy is being updated to align with the town’s policy and with ALA’s policy.  Kip will obtain the town’s policy on conference room use.

 

In the past we have talked about an orientation for new board members. In April, there is an annual trustee conference – there may be another one coming up. Thoughts were raised about having Rob Geiszler (Vt Dept of Libraries – regional consultant) come and talk to us about the role of trustees. He has spoken to the group in the past.  LeeAnn had the idea to invite trustees from other local towns – Charlotte, Hinesburg – and the suggestion was made to have this meeting in November.

 

Bob wants to start talking about zoning laws in terms of expanding the library and will invite Dean Pierce, Town Planner, to our October meeting.

 

According to our annual calendar, we need to talk about the building review. We no longer have a building committee. The roof leaks – it is a flat roof and leaks over Connie’s desk. Paul and Darwin are notified each time that the roof leaks. The roof gets shoveled – this past winter it was shoveled before it started leaking, but leaking still occurred – the drain gets clogged with ice. Two things have gone forward for a capital request – roof and space study expansion.

 

In terms of a building review, the elevator has to be considered at some point. Kip does not know if it is a town or library cost – the last repair was shared with the town. There are no replacement parts for it – in the past parts had to be sent to Canada for repair.

Kip has always worked with a building committee that does a walk-through the building to check on the building status.  LeeAnn also thinks a building committee should be put in place for now, but also keeping in mind the future size of the library building. The study that will get done will help to point out factors to consider (ie staffing) for any new building.  We may need a person, outside the board, who may be able to help us with this issue. Some names will be identified for the next meeting as to whom might be able to help us. We can also identify their role and purpose and why we want them to help us.

 

Maxie volunteered to be on a building committee because she has experience in this area.

The cleaning is back to the way it was- there is no regular cleaning schedule. Monthly cleaning was put in a budget for this year but was taken out. There is a group of volunteers who may be coming in to clean sometime soon. 

 

Maxie asked how social networking will affect library services. (ie facebook, twitter) – now it is used primarily as a marketing tool but there are other exciting uses that may become more prevalent in the future.

 

Wednesday October 21, 2009 at 5:00pm (Note, this has changed from our previously scheduled date of Oct 6^th).

 

·         November: Tuesday November 10, 2009 at 5:00pm

·         December: Tuesday December 8, 2009 at 5:00pm

IX.    Adjournment

 

LeeAnn moved to adjourn the meeting and Michele seconded the motion.

Minutes submitted by:  Carolyn Siccama