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

Thursday, March 24, 2016

Minutes -- March 14, 2016 Library Board of Trustees Meeting - DRAFT

Springfield Town Library Board of Trustees
Springfield, Vermont
Meeting Minutes: Monday, March 14, 2016
In Attendance: Pat Magrosky (Chair), Sandra Richardson, Josephine Hingston (recording), Richard Cofranceso, Judy Edwards (Guest), Kerstin Burlingame, Russ Moore (Director)
Meeting called to order at 6:37 by Pat.
1.      Organizational Meeting:
Nominations for Chair: Kerstin nominated Pat, seconded by Sandra. Vote passed with one abstention.
Nominations for Vice-Chair: Josey nominated Kerstin, seconded by Sandra. Vote passed with one abstention.
FOSTL Liaison: This has been and will continue to be a shared duty, first Wednesday of the month at 6:30 – report to the Friends the activities of the Trustees, and vice versa. Annual Meeting of the Friends: April 6th.
Meeting times and commitments: Trustees meet every second Monday at 6:30. The Springfield Select Board meets the second and fourth Monday of each month. Trustees discussed the difficulty this can present, especially for the Library Director when attendance of Select Board meetings is desirable and/or required for directorship duties. Trustees discussed the potential workability of an alternate meeting time – first Monday? Third Monday? Try Tuesdays? It was decided to keep to current schedule until Amy Howlett takes office (April 4th) so that her input may be given. Our next meeting will take place on Monday, April 11th, at 6:30.
Board Procedures: Sandra moved that the board use informal Robert’s Rules of Order, seconded by Kerstin. Motion passed with one abstention.
Board Evaluation: Using Trustee Evaluation materials from a variety of sources, the Board discussed the various aspects of trusteeship and how meetings are conducted. Trustees agreed that the meetings are held to plan and run well, and that people are comfortable discussing issues, sharing opinions and ideas. Board members agreed that they do their best to prepare for meetings, although no one claimed to be perfect in this regard! Some areas that the Board agreed could use work include leaving meetings with a feeling of accomplishment, Board attendance, and meeting preparation.
Policy Review: Board members reviewed the Springfield Town Library Policy Manual. Revisions have been ongoing and constant; Russ does not feel as though there are any policies that require review or revision at this time. A revision of the General Operation: Confidentiality of Library Records was discussed as an important example of a more recent iteration of library policy.
Discussion of the more recent changes to town ordinance and subsequent impacts to the Library took place, revolving around the smoking ban and walkthroughs by the Springfield Police Department. Both of these changes have resulted in an improvement in Library operations and a reduction in nuisance loitering, illegal activity, and blocking of access to the Library. Shutting down the Library wifi after hours has also been effective, as has moving the outdoor power outlet to a less accessible point and installing a breaker to turn it off after hours.
2.      Additions to the Agenda:  No additions were made.
3.      Public Comments: No public comments were made.
4.      Minutes: Minutes will be tabled until the next meeting so that changes may be discussed directly with the recorder.
5.     Old Business: Boiler replacement…estimate for boiler replacement is approximately $80,000. The new Library Director has been hired: Amy Howlett – a 38 year veteran of the Vermont Department of Libraries as a Regional Librarian, and Regional Library Consultant. Her knowledge, enthusiasm and energy are positively powerful forces for the continued strengthening of the Springfield Town Library. The laptops donated to the library have older operating systems and varied capacities.It is unknown what the potential would be for the older system, but replacing Windows 95 with Linux based OS is under investigation, as is upgrading physical memory.
6.      FOSTL Liaison: Matthew was last month’s FOSTL liaison, but in his absence, Russ will share some of the meeting.
7.      Director’s Report: The final report from Russ was discussed and is attached.
The temporary Library Assistant for Children’s Services position (10 hrs/week) has been focused primarily on programming – the full-time Children’s Librarian position will hopefully be posted by early next month with an eye toward filling the position by end of July 2016. Upcoming events include the FOSTL Annual Meeting (April 6th, 6:30pm, held in the Flinn Room of the Springfield Town Library) with Carol Vasta Folley speaking of her creative journey as playwright; and Children’s Programming, including “Music and Tales of the Otherworld: Folklore, Fairies, and Music in Ireland” (March 17th, 6:30pm) featuring traditional Irish music and instruments.
Russ also shared further insight into his tenure overseeing the introduction of computer technology to the art and science of libraries. Changes have been lasting and have had great impact on availability of resources and the ability of patrons to suggest and reserve specific materials as well as the sharing of materials between libraries.
Building maintenance was mentioned as an ongoing issue – focus has been strongly directed toward improvement of building heating and cooling systems, including the proposed boiler replacement, and also planned improvements to insulation to prevent ice dams on the slate roof. Thanks were given for the mild winter!
A need for increased storage space, and for a dedicated meeting space, were also mentioned.
8.      New Business: Geek the Library Event: May 25th (a Wednesday) or June 1st (the following Wednesday) were suggested as dates. School gets out on June 6th (we think!). Working with the target date of June 1st.
Board homework: approach a restaurant, caterer, or other vendor/producer; presenters/artists/enthusiasts; continue to brainstorm and recruit for this date!
Ideas for publication: facebook, SAPA, Front Porch Forum, blogspot, etc…plus the newspapers! Police sign, banner outside library…
Liquor license – or bartender – or caterer – discuss with Bellows Falls library! Trivia fundraiser this week…
Josey will approach Gabe/Kellen for the brewery
April 11th – next meeting!
March 31st – party for Russ!!

Motion to adjourn made by Josey at 8:19, seconded by Kerstin. Meeting adjourned.

Thursday, March 10, 2016

Agenda -- March 14, 2016 Library Board of Trustees Meeting



TOWN OF SPRINGFIELD
  
LIBRARY BOARD OF TRUSTEES

Monday, March 14, 2016
  
6:30 pm
  

  AGENDA 


  
1.      Organizational Meeting
  Election of Chair, Vice Chair, FOSTL Liaison
  Adopt board procedures
  Board Evaluation
  Review Policies

2.   Additions to the Agenda

3.   Public Comments

4.   Minutes from February 22, 2016 Meeting

5.   Old Business

6.   FOSTL Liaison Report

7.   Director’s Report

8.   New Business
      “Geek” Event

9.   Next Meeting Date and Adjournment

Minutes -- February 22, 2016 Library Board of Trustees Meeting - DRAFT



Springfield Town Library
Board of Trustees
Springfield, Vermont
 February 22, 2016 Minutes (Unapproved)

In Attendance: Pat Magrosky, (Chair), Sandra Richardson, Matthew Pincus, Steve Matush;  Russ Moore (Director), Oliver Owen (Minutes)

Meeting called to order at 6:31 by Pat

Public Comments. Pat brought up a request she received from a library patron for the library to improve the selection of non-fiction audio books. Russ noted that suggestions for specific book titles to purchase can be submitted on the library website or to the ‘suggestion can’ upstairs.

Minutes. Motion to accept the January 12 minutes was made by Sandra, seconded by Steve.  Board accepted the January 12 minutes.

Old Business. New Library Director.  Pat informed the trustees that following a thorough interview process, Tom Yennerell (Town Manager) has offered the Library Director position to a qualified candidate, and that candidate has accepted.  Mr. Yennerell will make an official announcement on the subject, here, this coming Friday.

Sleepers & Loiters. Sandy opened a conversation regarding incidents of people found asleep in the library, as well as ‘rough-looking’ loiters out in front of the library making library patrons and staff uncomfortable. Russ added that the downtown smoking ban may have helped to lower the loitering problem and the Wifi is now turned off after hours and so things have gotten better.  Pat continued by saying that a Downtown Police presence is greatly appreciated.  As for people sleeping in the library, Russ pointed out that the Library Assoc. strongly feels that people should have a place to gather for access to knowledge etc.  The library does have behavior guidelines which dictate that no more than 3 people can gather in the library at any given time, but this is not enforced and the board discussed briefly whether those behavior guidelines maybe ought to be clarified. There was a question from the board as to how staff are instructed to enforce the guidelines.  Russ responded: 1) Remind patron of the rule.  2) Apply a “warning” saying that the next time, their privilege would be revoked.  Some staff are willing to enforce guidelines, some staff are afraid of “suspicious” looking people.  However Russ has had conversations with many people on this topic and feels that as long as other patrons are not being disturbed, that staff would continue to make some compassionate allowances.  Russ added that there are things the staff do that make sleepers less comfortable.  Pat offered a solution to possibly work with FOSTL funds to offer cab ride to Family Center for food, a nap, and other social services, funded by FOSTL?  Russ added that sometime ‘no trespass’ notices have been effective. 

FOSTL. Report from Pat. Money has been spent on the Russell Porter watercolor paintings, which are back on the wall; drapes have been cleaned, and chairs may be re-upholstered.  For holiday open house, there was resolve to sell tickets earlier, membership drive in February (now).  Pending elections, Warren Cross and Pat Graves are planning to be co-chairs.  Hugh Putnam - Treasurer, Bunni Putnam - Membership. 
The Annual Meeting is scheduled for April 6 at 6:30 in the Flinn Room.  Carole Vasta Folley, 2015 VT playwrights’ award winner is scheduled to be the guest speaker.  Meeting will also include reports, a budget, the election, and refreshments afterward.  This year’s book sale is scheduled for July 15th and 16th.  Next FOSTL meeting is March 2 @ 6:30 and the board needs one need person to attend - Matthew Pincus volunteered. Russ brought up a concern about Flinn room draperies, installed 1989 and have never been cleaned.  Carpet in Flinn room needs to be replaced.  May want to include into building maintenance budget depending on what happens.  May need to be accounted for in next year’s budget.  Russ recommends carpet tiles for the project because they can be easily replaced.

Director’s Report.  95 people here for Dinoman last Saturday.  The Robert Carsten program on Impressionism and Expressionism was also well attended.  Next adult program is Thurs., Mar 17 St. Patrick’s Day, Irish Folklore.

A person has applied to be a page and Russ hopes it works out.  Got recommendations from the high school librarian.  Kids doing community service at the library organizing books, making extra space in the basement. 

Russ received a call concerning black smoke coming out of the chimney.  HB came and cleaned the furnace, got it running well again.  Russ wonders if the library shouldn’t have to pay to have it cleaned again since it was just done in November and it’s been such a mild winter.

The lighting project has been put on hold because insulation and heating system has been made the priority. The town has budgeted $80,000 to replace 2 boilers with 1 more efficient boiler this summer, eliminating the steam component.  Josie asked about opportunities for grants and Russ added that there would be some Efficiency VT rebates possible for that as for after the lighting improvements are made. 

Elevator has to be re-inspected to receive an up-to-date certificate of operation.  Last time, we needed to replace the backup battery for the emergency light and a new emergency phone. 

Delivery service started Jan 25 and has postage dropped from $200/week to $50/week.  Disadvantages of the new service are 1) a weight limit and 2) slower turn-around times. We are still spending some money on postage. 

New Business. Steve and Kevin’s terms are up.  Geek Stuff – Pat said that Diane Kemble said that she could possibly “geek” on Calvin Coolidge.  Ideas? Should we set a date for May? Book the Stringfield Springers?  Let’s find people!  Perkins? Pie Co.?  Brewery?  Erin Hunt of  Fernleigh Farm? Zinny? Park Mountain Games?  Board, please brainstorm and come with ideas for next meeting. 

Next Meeting. March 14
Adjourned by Steve at 7:58 pm
Respectfully Submitted,

Oliver Owen