Robert Dilts called the meeting to order at 5:02pm.

 

 

The following board members were present: Robert Dilts, Carolyn Siccama, Marleen Moore, Alice Winn, Maxie Ewins and Melissa Fletcher.  Library Director: Kip Roberson.

 

 

We needed to approve the February, March and April meeting minutes which had not been previously approved.

 

February Minutes:  Marleen motioned to approve the February meeting minutes The motion passed unanimously.

 

March meeting minutes – Marleen motioned to approve the March meeting minutes.  The motion passed unanimously.

 

April meeting minutes – Carolyn motioned to approve the April meeting minutes. The motion passed unanimously.

 

 

 

Marleen will provide us with the May Treasurers report at the next meeting. 

 

 

Bob proposed that we change the by-laws related to the term of a trustee to be in alignment with the town. Two meetings are necessary to change the by-laws. Bob proposed that the term of a trustee be April 1 to March 31 or until replacements are approved by the Selectboard. In the June meeting we will vote on this particular item.

 

Computer Policy

Maxie motioned to approve the computer policy and rules with the suggested changes. Melissa seconded the motion.

 

For future policy review and updates, we will start at the beginning of the policies and start reviewing them again. 

 

Bob would like to select a committee to work on the proposal for determining space needs. Those on the committee will be Maxie, Melissa, Bob and Kip.  Kip shared some national standards for library construction from 2009. They include some step by step information as to how to go about writing a RFP. Kip also has some sample library RFP’s that the committee can use as they work on the document.

 

Melissa shared some information from the American Institute of Architects (AIA). Melissa did remind the board that we do need to include our vision & mission as part of the RFP. Melissa also has some RFP’s to share as well.

 

As part of the RFP proposal, and in concert with, we need to work on our 5 year plan to establish our vision and mission.

 

Marleen noted that we need to know what the community wants. Initial research needs to be done in this respect.

 

Maxie brought up the point of the 5 year plan since the current one is almost done.  We need to be sure to look at all of the possibilities before we start on expansion.

 

Kip reminded us that we have passed the capacity of the current space to meet the services needs, story times, crafts, and we have no young adult space. Kip reminded us that if everything was returned we wouldn’t be able to house all of the books.

 

Bob and Kip have talked with Paul about the current town center plan. Paul is aware of what the library wants to do.  Bob and Kip have made it clear that it is especially important that the town plan, library plan and town center plan are all in sync with each other.

 

When we send our RFP out to bid we can put it on the Vermont AIA and also select six Vermont architects to send it to.

 

There was much discussion about what needs to come first – work on the vision, mission and start on the next 5 year plan or work on the RFP for June.  The 5 year plan isn’t due until early in 2011.  It was brought up that collecting data from the community, doing focus groups takes a lot of time to gather, collect and collate the data into a form that is useful.

 

Marleen suggested seeing if UVM or Champlain has a graduate student who can do a needs assessment. 

 

Kip thinks that the board hosts the community focus groups or we hire someone to do this and this is where we have to start.

 

Where do we go from here. For the June meeting, the board agreed that we would:

 

·         Read the current 5 year plan and be familiar with it.

·         The RFP committee will have an outline or draft

-       Get some preliminary data from the users of the library, so work on a bulletin board/easel to put out by the circulation desk. Carolyn will work with Maxie to get a foam board, sticky notes, marker.

-       A draft of an open ended survey by June (Carolyn and Maxie?)

 

 

Alice moved to establish an annual $35.00 fee for non-residents of Chittenden County starting June 1, 2010. Marleen seconded the motion.

 

 

 

Maxie shared her idea for a Board retreat. She suggested that we could pick a theme, with Kips input, thinking about our vision for the next 5 years. It would be an opportunity to brainstorm and use that data as a jumping off point to get us going.  The retreat would need a facilitator. Maxie knows some Department of Library (DoL) facilitators. Kip suggested having a non- DoL staff.  We need someone who can guide us in the discussion and can sum up the result of the retreat. Alice brought up the idea of including the staff. Carolyn brought up the idea of including the Friends.  Maxie will select some dates among the Board and then once we establish a day/time, we will then extend the invitation to the staff and the Friends.

 

 

We will continue meeting on the second Tuesday of the month from 5:30 – 7pm. (Note new start time of 5:30 not 5:00pm).

 

 

We need to evaluate Kip. Bob handed out the performance evaluation to each member of the Board. Bob has appointed a committee of Michelle and Alice to complete the performance evaluation. Each one of us will fill this out and give it to Michelle and Alice by June 1^st.  Michelle and Alice will compile all of the evaluations and make a master copy.  We will then go through it at the next meeting.

 

Tuesday June 8, 2010 at 5:30pm

 

 

Meeting adjourned at 6:30pm. Alice moved to end the meeting and Carolyn seconded the motion.

Minutes submitted by:  Carolyn Siccama