Notices, agendas, and minutes of the Springfield Town Library are posted here in accordance with Vermont's Open Meeting Law. Meetings are open to the public. Every session includes time for public comment. The Trustees meet on the second Tuesday of each month at 6:30pm, on the second floor of the Springfield Town Library, at 43 Main Street in Springfield, Vermont.

For more information, call the Library at (802)885-3108 or e-mail stlib@vermontel.net

Wednesday, February 15, 2017

WORKFORM B Select Planning Committee Members


 



Instructions
1.   Columns A and B. You can either indicate the “Organization/Group/Skill” that you think should be represented on the committee in column A or you can suggest the names of specific people who should be considered for inclusion on the committee in column B or you can complete both columns A and B, listing a group or skill in column A and a person who represents that group or has that skill in column B.
2.   Column C. Indicate the reasons for your recommendations in this column.
3.   Factors to consider:
·        It is important to involve stakeholders in the process. Stakeholders can be defined as people or groups who can affect or will be affected by an action. There are two kinds of stakeholders for you to consider:
Library stakeholders: The committee will include     one library staff member and one library board member.

Community stakeholders: Start by identifying community decision makers. Who in your community can influence elected officials? Who are the leaders of the various groups and organizations that combine to make up the fabric of your community?
·        You may also want to identify people with special skills. The skills that you want to have available on your committee will vary depending on local circumstances.
·        The third thing to remember is that you want the committee to look like your community. Therefore, you are looking for representatives of the various demographic and socioeconomic groups in your community. You will also want people who live in all parts of your service area represented.




A.
Organization/Group/Skill
B.
Name(s) to Consider
C.
Reason for Selection













































Completed by

Date completed

Source of Data

Library



Springfield Town Library Minutes February 14, 2017

Town of Springfield
Library Board of Trustees

Tuesday, February 14, 2017, 6:30PM

1. The meeting was called to order at 6:41PM.
Present: Pat Magrosky, Richard Cofrancesco, Sandra Richardson, Kerstin Burlingame, Amy Howlett (director), Herb Jamison (Prospective Trustee), Sarah Druen (Prospective Trustee), Barbara Ball (taking minutes).

Absent:  Josephine Hingston, Matthew Pincus, Judith Edwards  

2. Additions/Subtractions to the Agenda
Sandra would like to talk about the flag.

3. Public comments
None.

4. Minutes from the January meeting were reviewed and accepted. (Kirsten moved, Sandra seconded.)

5.   FOSTL liaison report
Sandra attended the FOSTL meeting. They want to have a Volunteer Appreciation Day on April 23rd and include FOSTL and library trustees. The FOSTL Annual Meeting will be April 5th.
FOSTL will see if Tina and Willis Wood can speak at the annual meeting about their trip. Also a discussion regarding honoring Patricia Hayden's bequest. Amy will say a few words at that event and thank her family for her gift.
FOSTL will have their book sale twice: once in July and again in October for the Apple Festival. FOSTL members are enthused at programming ideas the children's librarian has mentioned and put more money into their budget to buy Maker Space supplies as well as to pay for children's programming.

6.   Director’s report
Discussion on if the trustees would like to redesign their page on the library website. If so, this would be the time. Trustees should check out the page and see about changes they might like to have made. Suggestions can be brought to the next meeting.
Amy mentioned Brattleboro's Brooks Memorial Library's trustee page as one with a far different layout and more info. This page can be found at http://brookslibraryvt.org/about/board-of-trustees .
Amy presented a letter from Oliver Owen with a donation for new books to FOSTL. 

7.   Strategic planning
FOSTL is not interested in financing the strategic planning process. The board discussed the last strategic plan 5 years ago. The board and director worked on the plan; staff and community involvement will be part of the coming effort.
Amy reviewed the credentials of Lawrence Webster. Her fee will be covered by the Library budget. Amy talked about the strategic planning process. There will be 2 meetings by invitation, a month apart, where different Springfield community leaders would be invited to attend. A board member and the library director would also be present. Invited participants would be from Springfield businesses and organizations. They would come to the meeting representing their organization, but then return to the organization and share what's happening at the library. The group would talk about what Springfield needs: how it is or can better be a healthy community, and how the library fits into this vision.
There would also be an open meeting for all interested community members. The community aspirations and hopes become the foundation of the new plan, written by library staff and approved by the Board. The town manager and select board may review as the final step.
Board members asked  if a survey should be part of this process; a short survey to answer specific questions could be included.
Board agreed with Amy that the strategic planning process probably won't take place until next fall. It shouldn't happen in the summer when the library is busy with summer programming, and doing it any earlier would be a rush.
Discussion that the Library Unconference will be in Killington on Thursday, May 18th. Amy would like to close the library so all staff can attend.
Herb suggested that if the library was closed on May 18th, perhaps it could be open another day in exchange, such as on a Sunday afternoon as a special treat. Board members liked this idea. Amy needs to run this idea by the library's union and also by the town manager.

8.   Director’s evaluation
Pat collated the director evaluations received from board members. 
Relating to the form used, the Board prefers that a report of expenditures should only be presented at meetings where it is relevant, not at every meeting.
Amy said that we are now halfway through the fiscal year and the library is on target financially.
Amy mentioned that it might be useful to move towards having a discussion of the library's big projects for the next 12 months at each meeting so the board can check in on progress made. For example, the website redesign or the strategic plan.
There was mention that the library's volunteer policy may need to be revisited.  There is a policy manual, but the volunteer policy may not be listed in it. Amy will look into this and get back to the Board at the next meeting.
A question was raised regarding how library volunteers are vetted. Amy said that volunteers are used for very specific reasons, like stripping books of identifying marks when they need to be removed from the collection. Typically volunteers don't work solo, although there are some exceptions. For instance, there is one volunteer who delivers materials to people who can't get to the library. Because of her role, the library provided a full background check and town volunteer application.


9.   Feed Your Passion planning
The group set the date for Feed Your Passion: Wednesday, May 17th from 5-7PM.
Board members should start brainstorming a list of people who might like to lead activities.
Discussion that maybe Trout River Brewery could do a tasting? This idea can be run by the town to make sure it wouldn't be against any rules.
Past and future ideas for activities included Zentangle, Gaming, Cake decorating, Smoothie Bicycle, Stellafane, garden club, music,  how to choose a dentist, how to get politically involved, learn 10 things in 2 hours, how to knit, yoga in the stacks, involving the movie theater and having them show a movie afterwards, having a table with voter registration. Sarah will talk with Town Clerk Barbara Courchesne about this. Having Mona Frye from the Art Gym do something.
Food vendors have included or could include the Co-op, 371, Subway, Hartness House, 56 Main St, Sherry's and others.
It was mentioned that having music in front of the library helped draw folks in. 
Amy will put an announcement on Facebook: Feed Your Passion is looking for performers and ideas. She will let people know that not every suggested performer or idea will be chosen. Amy can bring a list of submitted ideas to the next board meeting.

10. Flag
Sandra mentioned that the flag outside the library may be a bit worn. Amy will have Sonny look at this.

11.   Executive session if needed
No need.

12.  Next meeting date and adjournment
The next meeting will be Tuesday, March 14th, 6:30PM.

Motion to adjourn (Sandra moved, Kirsten second.) Meeting adjourned at 8:25PM.  

Tuesday, February 14, 2017

Director’s Report   Tuesday, February 14, 2017


Updates on the Library
·         Budget presentations complete; March town meeting. Trustee role?
·         Library half way through current budget
·         Website re-design: Barbara Ackemann, Tech Center student. Trustee page?


 FOSTL updates, with Sandra
·         Plan for volunteer appreciation in April; larger group with FOSTL, trustees, AARP
·         Microfilm reader, children’s room blinds, programs and STEAM things
·         FOSTL Annual Meeting, Wednesday, May 3, Tina and Willis Woods (?)
·         Honor Patricia Hayden bequest: $10,000 to the Trustee of Public Funds (5/16)
·         FOSTL budget for Keurig and consumables half spent; intended to be self-sustaining

Programs at the Springfield Town Library
·         Free AARP taxes February, March, April; Monday afternoons, Thursday mornings
·         Essential Oils (2) Thursday, 2/16 6:30
·         Peace and Justice, Thursday, 2/23, 6 pm
·         Discovery Time with Nature Museum, Wednesday, 2/15, 4pm; Maker Mania, Wednesday, 2/22, 4pm; regular programs for all ages now installed
·         Youth Video Camp with SAPA TV, 2/21, 22, 23, 9 – 12 noon (vacation week)
·         Booktalk for ADK, VPR Winter Reading show

Strategic Planning
·         Lawrence Webster, review of contract offer and timeline
·         Three meetings, “family” plus two invitational here; open call meeting
·         Building the list of invitees
·         Steering committee
·         Board role, staff role
·         Overall timing

Report from the Vermont Department of Libraries
·         Staff turnover
·         Continuing education including webinars and staff certification
·         Consulting expectations
·         Federal funds outlook; state funding; grants
·         Impact on Springfield Town Library

Staff Continuing Education beyond VTLIB and Town
·         Visits and the weather; Manchester, Bennington, Brattleboro, Rockingham
·         May 18, Unconference in Killington, staff joining Vermont Library Association
·         Michelle: Professional memberships in NAEYC/ VT Association for the Education of Young Children, conference October 12-14, 2017
·         Management team: New England LA, Burlington, October 22 - 24

  • Trustee and Friends Conference, Vermont LA, November 4 or 11, 2017

Tuesday, February 7, 2017

TOWN OF SPRINGFIELD
LIBRARY BOARD OF TRUSTEES
Tuesday, February 14, 2016
6:30 pm

  AGENDA


1.   Call to order

2.   Additions/ subtractions to the Agenda

3.   Public comments

4.   Review and approve minutes from the January meeting

5.   FOSTL liaison report

6.   Director’s report

7.   Strategic planning

8.   Director’s evaluation

9.   Feed Your Passion planning

9.   Executive session if needed


10.  Next meeting date and adjournment

Wednesday, January 11, 2017

Town of Springfield
Library Board of Trustees

Tuesday, January 10, 2017, 6:30PM
The meeting was called to order at 6:33PM.
Present: Richard Cofrancesco, Josephine Hingston, Sandra Richardson, Kerstin Burlingame, Amy Howlett (director), Barbara Ball (taking minutes)
Absent: Pat Magrosky, Matthew Pincus, Judith Edwards

There were no additions/subtractions to the agenda and no public comments.

Minutes from December's meeting were reviewed and approved as written. (Josie moved, Sandra seconded.)

FOSTL Liaison Report
The FOSTL open house went well. Amy mentioned that the FOSTL raffle basket fundraiser will be discontinued in the future. FOSTL will continue to do the book sale and open house. FOSTL members came in Monday and took down all the holiday decorations. The FOSTL annual meeting is coming up in April. They're currently putting together their budget. Their February 1st meeting (at 6:30pm) will focus on the budget. Sandra stated she will attend this meeting. The FOSTL are keeping their director/membership the same. Warren Cross has agreed to continue as president.

Director’s Report
Amy updated the board on library programs, initiatives, etc.
Amy mentioned that some patrons were unhappy with the amount of days the library was closed around Christmas. Sandra asked how many days per year the library is closed. Amy will find out and let the board know.

Old Business: Trustee Petition Updates
Trustee petitions were present and signed for Sara Druen and Herb Jamison.

New Business:
The board approved having Barbara Ball as clerk for board meetings.

Strategic Planning: Amy stated that she would like to use an outside consultant: Lawrence Webster, for the strategic planning process. Amy has worked heavily with Lawrence in the past and states that she learned much of her own strategic planning skills from Lawrence. Amy will send the strategic planning proposal and Lawrence's resume to all board members before the next meeting. Amy said that the board could also choose to do an open-ended consulting process instead of going with Lawrence Webster. Amy will look into a plan to pay for the outside consultant. This will be discussed further at the next meeting.

Feed Your Passion 2017: The board felt it should take place in Mid-May. Feed Your Passion should be firmly on next month's agenda so members can get in gear, start thinking about it, thinking about food, etc.

Library Director Annual Evaluation:
Amy passed out the Library Director Evaluation form to members. Pat had said she'd be happy to compile the completed evaluations once received. Pat has the evaluation form in email format as well.  Board members should please complete their evaluations and drop them off at the library with Pat's name on them. She can compile them by the end of January so they are ready for the February board meeting.

Executive session N/A

Next Meeting Date and Adjournment The next meeting will be on Tuesday, February 14th, 6:30PM.


The meeting adjourned at 7:02PM. (Sandra moved. Josie seconded. All agreed.)

Tuesday, January 3, 2017

TOWN OF SPRINGFIELD
LIBRARY BOARD OF TRUSTEES
Tuesday, January 10, 2016
6:30 pm

  AGENDA

 1.   Call to order

2.   Additions/ subtractions to the Agenda

3.   Public comments

4.   Review and approve minutes from the December meeting

5.   FOSTL liaison report

6.   Director’s report

7.   Old business: trustee petition updates

8.   New Business: clerk Barbara Ball; strategic planning; review Feed Your Passion dates

9.   Executive session if needed

10.  Next meeting date and adjournment