I.        Call to order

Robert Dilts called the meeting to order at 5:03pm.

 

II.        Roll call

The following board members were present: Robert Dilts, Carolyn Siccama, Michele O’Brien, Maxie Ewins.

Library Director: Kip Roberson.

III. Secretary’s Report for January meeting

Michele moved to approve the January minutes and Carolyn seconded the motion. The motion passed unanimously.

 

IV. Treasurer’s Report

No treasurer’s report was available at this meeting.

 

V. Librarian’s Report

Kip is looking for funds to supplement the materials budget. There may be some funds available from the Vermont Community Foundation. 

 

Kip thinks it would be a good idea to have the RFP for the feasibility study available at the start of the fiscal year. The town is going to do a survey of the entire town space/area where the library and fire station currently are.

 

Maxie suggested that it might be a good time to include Laurence Webster or possibly the assistant state librarian as a facilitator to start a survey of our library patrons and other Shelburne residents.

Kip and Bob will meet with Paul to find out more about the survey options and next steps for the feasibility study and other expansion topics.

 

Vermont Community Foundation funds will go into the feasibility study, unless it is specifically slated for materials.

 

VI. Old Business

 

We have two vacancies open for the Board of Trustees. All members of the Board have each contacted some colleagues and have not been successful in identifying new members. The board is discussing reducing the maximum number of board members to 5, at the suggestion of Paul, but we need to talk with the remainder of the board members. Bobs three-year term is up and we will put Bob’s name forward for approval by the Selectboard so he can serve another term. Maxie suggested that we put the piece in the Shelburne News in an attempt to recruit additional members. Kip will ask Margo to get it in the paper with a deadline of submitting letters of interest by March 1.  Maxie suggested that we ask Kevin Clayton to see if he might be interested in joining the board. Maxie will ask him.

We reviewed the proposed Conference Room policy. Maxie moved to accept the conference room policy and Michele seconded the motion. Bob confirmed that the policy committee includes Maxie, Michele and Kip. The policy committee will get together and review the Computer Policy.

 

VII. New business

 

Katie Bosley joined our trustee meeting to tell us what is happening in the children’s space and if there is anything we can help her with.  Katie described the programs she has scheduled for February. Tries to do some different programs each month and also ongoing programs (movie afternoons, wii gaming afternoon, Saturday morning writing group).  She wants to start another group discussion club and enhance the writing club for younger children. Will work on finding another storyteller to help supplement the storyteller that we currently have.  Katie will ask Mary Catherine if she knows anyone else who might be able to do another storytime.

 

As a result of the piece in the paper, she has been getting more calls from people with program ideas. Katie is so busy she is not able keep up and or respond to the ideas.

 

Katie is planning a Lego competition on Tuesday, February 23. She contacted Fletcher Free to see how their Lego program went. Someone from Williston donated a huge amount of Legos. Katies idea now is to encourage participants to make a Lego for display at the library and give a drawing for the Starwars book. Bob suggested doing the Lego building once per month.

 

She is out of space and there is no more room for books. She has thought of ways to rearrange space. She is weeding books that she wishes she wasn’t weeding but she is out of space. She has had two teenagers volunteer to help with summer programs.

 

John Douglas recently passed away. Bob reminded the current board how dedicated he was to the library and did a lot for the library. We sent his family a sympathy card. He did so much for the library and Bob would like to do something. Bob suggests getting a book and putting a ‘In memory of’ plate in the front. Kip will contact the family to see if they have any suggestions for a book that we can purchase in John’s name.

 

Maxie asked about the annual calendar being on the agenda each month. She suggested that we note the status or action item for each item on the calendar. We will work on updating the annual calendar so it reflects our progress more closely. Kip will update the annual calendar and the board will assign timelines and we will review it and add items as needed.

 

Kip reminded us that the food and beverage policy also relates to staff.

 

Kip notified us that Linda Huntington who was our Monday afternoon volunteer, has now accepted the part time position. She started training today.

 

Bob suggested that we invite Katie Woodard to an upcoming Board meeting so she can give us an update on the volunteers and other projects she is working on.

 

Carolyn asked about the poster policy. Kip reminded us that since Katie has been doing Cyndi’s job she has been very busy. Now that the new staff member has started the outdated posters in the front lobby will be taken down on a more timely basis.  

 

VIII. Next Meeting

 

Tuesday March 9, 2010 at 5:00pm

 

Adjournment

 

Meeting adjourned at 6:37pm. Maxie moved to end the meeting and Carolyn seconded the motion.

Minutes submitted by:  Carolyn Siccama