Minutes of 3/28 Trustees Meeting;Fairfax Community Library

Minutes of the Fairfax Community Library Trustees’ Meeting of 28 March 2013

The meeting was called to order at 6:35 PM by Judy Cleary. In attendance were: Debbie Landauer, Judy Cleary, Pat McNall,Toni Jiwatram. Peg Stewart, and Liz Griffin.
There was no public in attendance. There was no correspondence to address.

The treasurer reported that there was $86.48 in the check book, and $186.81 was outstanding. The savings account has $6951.07 and the CD, $59676.82. The CD matures on 11/2/15, and at that point $245 from the Sandra Bushey memorial, and $400 from the L. Goldsmith memorial will be transferred to the checking account.
There is $50 in the budget for strategic planning.
A motion was made by Liz to accept the budget; seconded by Toni, and passed.

New Business

Judy made a motion nominating Toni as chair, seconded by Pat and approved.
Pat will continue as treasurer.
Pat made a motion nominating Liz as secretary; seconded by Judy and approved.

The composition of the Joint Committee was discussed. Toni will chair, and Liz will be a member. Toni will only be able to vote if a tie needs to be broken. Judy will be the 3rd member of the committee.
The next Joint Committee meeting will be 4/11/13 at 6:30

Debbie mentioned that Michael Roche and Jeremiah Kellogg are willing to present a mini-workshop for the trustees on advocacy in the community and with the Selectboard. Trustees of other libraries would be invited.
Debbie will get an outline of their presentation for the Trustees before a decision is made.

Debbie has a draft of her job description and will give us a copy to edit and comment on. The final copy will then go to the Selectboard.

Continuing Business.
Some corrections were made as part of our ongoing process to edit and update our Fairfax Community Library Policy.
The Personnel policy reflects input from both the school and town librarians and the school assistant. It will be revised to list responsibilities shared by both librarians, then list responsibilities specific to the town or school librarian, and their respective assistants. The language will reflect the fact that each has differing responsibilities to different communities.

On the library personnel policy handed out by the town, the hours the town library director works should be changed from 31.75 to 34, and in the sentence beginning All vacation holiday..to be paid...” the hours should be change to 8.5 hours for the library director.

Debbie has glanced at the surveys given out as part of the Strategic planning process.
She found that the areas respondents thought were of most importance are: creating young readers; visit a comfortable place...; and express creativity.
There were many positive comments and good ideas. Many surveys spoke of an interest in the many activities offered for young readers.
Debbie will put a last call to respond on vtgrandpa in hopes that we will get more responses before the deadline of April 5. At this point we have 55 responses.
We will decide how to proceed with Strategic planning at the next Trustees’ meeting. As comments on the survey are applicable to both libraries we hope to have a representative from the school staff on the strategic planning committee. It is hoped that this committee will represent a cross section of our community.
Policy Review
-there is no change to the Interlibrary Loan section.
-under Reconsideration section it will indicate that there is a new reconsideration form.
-there is no change to the Cataloging and Shelving section.
-under Circulation we need to add information about the Home Card program since we are now a part of the Home Card Program.
-the section that says “hours worked” by the public library staff should go under personnel.

Trustees will get a final draft of the FCL Policy to review and vote on and then bring it to the Joint Committee for a final vote.

Meeting dates
The Trustees will meet on May 2 2013 at 6:30, the FCL policy draft and plans for the strategic planning committee will be discussed. We will also discuss future meeting dates in hopes of establishing specific days to meet. The hope is to meet on the third Thursday of alternating months. Thus, the next Trustees meeting will be June 20 then, August 15.

The Joint Committee will meet on April 11 at 6:30, and quarterly reports will be presented.

The meeting was adjourned at 8:05