Board of Trustees Meeting Minutes

Highgate Public Library & Community Center

January 4th, 2023

Board of Trustees Meeting

Present: Rebecca Manning, Amber Machia, Virginia Holiman, Amy Bouchard, Sharon Bousquet, Adah DeRosier (via Zoom)

The meeting entered executive session at 6:38pm to discuss personnel.  The board re-entered normal meeting at 6:50pm and accepted the resignation of Amy Bouchard from the Board of Trustees effective immediately. The Board thanked Amy for her service and welcomed her to stay for the remainder of the meeting as well as at all future library events.

The board met with Diantha Korzun (gBA) via zoom regarding library design for the new library!  The library’s mission and expectations of the new library have changed some since this work was done last.  The major restrictions that exist with the current building have not changed.  The board recognizes that the final decision of building a new library belongs to the community but wants to be prepared with a plan for a new building going forward.  The library hopes to accommodate a community room/space with a kitchen to better serve the needs of the community.  The vision for the building is that it is a homey, humble and welcoming space that reflects our town and allows the library to service all groups within the community.

Public Comment: none

Minutes:   Virginia made the motion to approve the minutes from the November meeting.  Amber seconded the motion.  The motion passed.

Treasurer’s Report:  The board reviewed the current budget status and warrants.  The budget status and warrants were signed by the board member that were present. 

Virginia made the motion to approve the budget status.  Amber seconded.  The motion passed.

Director’s Report:  See attached Director’s Report

New programs:  Books & Babies Playgroup on Tuesday’s @ 10am, Hooked on Books Knitting Group on Monday’s @ 10am, Outdoor Candy Cane Scavenger Hunt on Saturday, January 21^st, 1^st Highgate Family Ski Day is Sunday, January 22^nd, Kid’s Nailed it! On Saturday, January 28^th @ 10:30.

Miss Virginia’s Kid’s Kitchen will meet on Saturday, January 14^th @ 10am

Adah will be looking to hire an additional part-time employee staff member (10-15hrs/week) towards the end of February. 

Amber made the motion to approve the director’s report, Virginia seconded the motion.  The motion passed.

Old Business:

New Business:

– Friends Invitation Only Tea à February 4^th.  “We Love Our Library” @ 2-3.  WE GOT THIS

The meeting entered executive session at 8:25pm to discuss personnel and exited executive session at 8:38pm. A motion was made by Amber to appoint Chelsea Pigeon to fill the vacant position on the board until Town Meeting Day, when she will have the opportunity to run for the remaining one year in a five year term. Virginia seconded the motion. The motion passed.

The meeting adjourned @ 8:40pm

The next trustee meeting will be Wednesday, February 1 at 6:30pm

Highgate Public Library & Community Center

December 7th, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Virginia Holiman

The meeting was called to order at 6:55pm

Public Comment: none

Minutes:   Virginia made the motion to approve the minutes from the November meeting.  Amber seconded the motion.  The motion passed.

Treasurer’s Report:  The board reviewed the current budget status and warrants.  The budget status and warrants were signed by the board member that were present. 

Virginia made the motion to approve the budget status.  Amber seconded.  The motion passed.

The board reviewed the budget for FY 23-24. 

Amber made the motion to approve the proposed budget as presented to be submitted to the select board.  Virginia seconded.  The motion passed.

Director’s Report:  See attached Director’s Report

Miss Virginia’s Kid’s Kitchen premiere event had 3 attendees and was a wonderful success!  It will be held on the 2^nd Saturday of the month going forward.

Operation Happiness stockings have all been claimed.

Amber made the motion to approve the director’s report, Virginia seconded the motion.  The motion passed.

Old Business:

–Craft/Vendor Show Recap – brought in about $3,500.  We need to increase signage inside the building to direct traffic to the cafeteria and back hallway next year.  Also perhaps have some banners made/sponsored next year.  Set up hours on Friday next year 3-5pm.  Breakfast muffins/donuts & coffee for vendors Saturday morning (possible fundraiser for boyscouts).  Will need to keep an eye out a second food truck.  Library hallway vendors should be on the water fountain side of the hallway.

-Holiday Library Event – parking at the town office for walkers or park at the elementary school for horse wagon ride over.

-Ski Program – there are ski day dates @ Jay — January 22, February 12 & March 5. $52/youth ticket, $64/adult ticket.  Waterpark day pass $38/adult, $30/youth.

New Business:

-The Village Core Committee selected the gBA Firm to move forward on the planning project for the Machia Property.

The meeting adjourned @ 8:40pm

The next trustee meeting will be Wednesday, January 4th at 6:30pm

Highgate Public Library & Community Center

November 2nd, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Virginia Holiman, Amy Bouchard (via zoom)

The board met with Christine Graham CPG Consultants via zoom regarding working with her to build a fundraising plan for our new library.  The board discussed the state of the library and an action plan moving forward.  The board of trustees will hold a Friends recruitment event tentatively on Friday, January 6^th at 6pm.  Virginia will work with Adah to organize and the board will provide support by way of personally reaching out to invited individuals and making delicious food for the event.

The meeting was called to order at 7:40pm

Public Comment: none

Minutes:   Virginia made the motion to approve the minutes from the September meeting.  Amy seconded the motion.  The motion passed.

Treasurer’s Report:  The board reviewed the current budget status and warrants.  The budget status and warrants were signed by the board member that were present. 

Virginia made the motion to approve the budget status.  Amy seconded.  The motion passed.

Director’s Report:  See attached Director’s Report

Personnel:  Patti’s two year anniversary is just past and Adah will do a review with her this month.  Patti will be away for the week of Thanksgiving (11/21-11/27).  Adah will be away 11/29-12/5

Adah explained incidents with an troublesome individual in the library and town buildings recently.  It was a difficult situation and it was handled very well.  In the future Adah will reach out to nearby board members for support!

Grants:  The library received a modified Grassroots Fund Seed grant for $500 for the Coffee & Conversation program.  Waiting to hear back about the story telling mini-grant through the Creative Aging Grant (with local artist Peggy Rainville) for $3,000.

Amy made the motion to approve the director’s report, Virginia seconded the motion.  The motion passed.

Old Business:

–Craft/Vendor Show Update:  The event is pretty much at capacity.  The board discussed some loose ends.

New Business:

-December Holiday Event à it’s happening on December 10^th!

-Ski Program à There is a price increase this year.  It may not happen. 

 

The board entered Executive Session at 8:45pm.

 

The next trustee meeting will be Wednesday, December 7^th at 6:30pm

 

Highgate Public Library & Community Center

October 5th, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Becky Johnson, Virginia Holiman

The meeting was called to order at 6:46pm

Public Comment: none

Minutes:   Virginia made the motion to approve the minutes from the September meeting.  Becky seconded the motion.  The motion passed.

Treasurer’s Report:  The board reviewed the current budget status and warrants.  The budget status and warrants were signed by the board member that were present. 

Virginia made the motion to approve the budget status.  Becky seconded.  The motion passed.

Director’s Report:  Curbside Kid’s Craft (weekly), AgeWell Meals (49 participants – program has run out of grant funding and they are now asking for a suggested donation per meal), Teen Night (Wednesdays at 4pm), Build It Club (Thursdays at 4pm), Crafty Munchkins with Ms. Patti, (Mondays at 10:30), Curbside STEM (October 13), and Super Saturdays continue.  Adult Virtual Book Club (October 24th @ 5pm), Coffee & Conversation for Older Vermonters (Wednesdays @ 10am), Adult Craft Night (Tuesday, October 18th @ 5pm), Curbside Family Fun (Ghostmallows on a string, Wednesday, October 29th), Haunted Highgate & Halloween Trunk or Treat is Monday, October 31^st @ 5:30 at the arena.  Spooky Tales w/ Ms. Virginia will be on Saturday, October 29^th @ 6pm Harvest Festival w/ pie baking contest & canning/preserving program will be on October 22^nd 9:30-11:30.

Afterschool Program:  There are 9 kids this session (Thursdays @ 3:30)

Personnel:  Patti’s two year anniversary is coming up and Adah will do a review with her in November

THE CHARLIE CART IS HERE!!!

Bent Northrup Library Memorial Library – building is 4100 sq feet.  Their item collection is 7,725.  The upstairs loft does not house books (not handicap accessible).  Our collections is around 5,400 currently.  Adah is meeting with Sarah to discuss their building and any changes they would make/do differently.

The Fairy Tale Festival was HUGE (approximately 850 attendees).

Coffee & Conversation has been going well.  Bingo was a hit with 6 people!

Adah met with Kelly @ HES.  They will plan on having the kindergartners come to HLCC in the spring to introduce them to the library, get them library cards and signed up for the summer reading program.

Grants:  Adah met with Tess from the Grassroots Fund Seed Grant about the older Vermonter program for potential funding for it (will find out on Friday — $1,000).  She is also meeting with Peggy Rainville for collaborating on a grant for artist led programming.  Adah applied for the Jordan Miller story telling mini grant to hire a local storyteller for storytelling events at the library ($500).

Virginia made the motion to approve the director’s report, Becky seconded the motion.  The motion passed.

Old Business:

–Fall Events: Harvest Festival, Haunted Highgate (Jess will run the haunted arena, Adah & the PTKO will run the trunk or treat). 

-Craft/Vendor Show Update:  The event is pretty much at capacity.  The board discussed some loose ends.

-Library Design – we need to take a field trip to Charlotte!!   (after the new year)

-Friends Group Tea Party – will be postponed until after the new year

-Teen Nights – haven’t been well attended.  Swanton holds theirs once a month and there is always pizza/dinner.  Adah and Patti are working on restructuring.

New Business:

-REDI Library Consultant Grant – Adah has connected with Christine Graham (CPG) who may be a good fit for consulting on a plan for fund raising for the new library.  The REDI grant is $6,000.  She has sent over a proposal with a financial break down.  Christine has a good vibe and has worked with several libraries in the past.  WE ARE EXCITED!!

 

The next trustee meeting will be Wednesday, November 2nd at 6:30pm

Highgate Public Library & Community Center

September 14, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Becky Johnson, Virginia Holiman

The meeting was called to order at 6:48pm

Public Comment: none

Minutes:   Becky made the motion to approve the minutes from the August meeting.  Virginia seconded the motion.  The motion passed.

Treasurer’s Report:  The board reviewed the current budget status and warrants.  The budget status and warrants were signed by the board member that were present. 

Virginia made the motion to approve the budget status.  Becky seconded.  The motion passed.

Director’s Report:  Curbside Kid’s Craft (weekly), AgeWell Meals (53 participants), Pre-teen Night (Wednesdays at 4pm), Lego Build Club (Thursdays at 4pm), Music & Movement with Ms. Patti, (Mondays at 10:30), Curbside STEM (Sept 15^th), Wacky Wednesday and Super Saturdays continue.   Fairy Tale Festival in Killington on Saturday, September 17^th (the library will be closed).  Cider & Donut Social (Thursday, Sept 22^nd @ 5pm), Mini Golf (Saturday, September 24^th @ 9am), Adult Virtual Book Club (Tuesday, September 27^th @ 5pm), Coffee & Conversation for Older Vermonters (Wednesdays @ 10am), Adult Craft Night (Tuesday, September 27^th @ 5pm), Curbside Family Fun (Rainbow Scavenger Hunt, Wednesday, September 28^th @ 10:30am)

Personnel:  Patti will be on vacation September 20-23.

There were 48 paddleboard loans this summer!

Craft Show application & info sheet are available on the website and Adah has created a flyer and FB event.

Summer Reading Program is over.  End of summer party was a huge success!

Community Field Trips this summer were a big hit and will continue next summer!

The library received a mini microphone from the state department to loan out to patrons.

Adah has secured a reindeer for the Santa’s Village event on December 10^th!

The town received the REDI grant from the VT Housing and Conservation Board for $6,000 to pay for a consultant for the new library project.  Adah is working with Heidi to find  someone who can work with us on this.

Grants:  The library received the eclipse glasses grant for 500 glasses for the next solar eclipse.  The library did not receive the Beyond Our Walls gaming grant.  Adah applied for the Grassroots Fund Seed Grant for funding for the Older Vermonters Program.  She is also working with a local artist to run art programs for the Older Vermonter Program as well.  Adah will work with that individual when applying for the Creative Aging Grant through the Vermont Arts Council to cover the artist’s teaching costs and materials for several programs.

THE CHARLIE CART SHOULD BE COMING SOON!!!!

Virginia made the motion to approve the director’s report, Becky seconded the motion.  The motion passed.

Old Business:

–Fairy Tale Festival:  Costumes & décor are all accounted for!  Weather looks great.  Adah & Patti will be heading down to set up on Friday afternoon!

-Craft/Vendor Show Update:  We have around 42 vendors and 60 spaces filled.  Amber will send out another email to the list and extend the application date.  Rebecca will work on food truck options.  Amber will follow up with Mr. Pastina and the PTKO on the school fundraiser opportunity.  Amber will meet with Angela to get the layout set up within the next couple of weeks.

New Business:

-The Village Core Group is now meeting monthly.  Not much to update this time around!

-Harvest Festival: October 22^nd!! 9:30-11:30.  Adah is hoping that Veggie Man will come.  There will be crafts and snacks and contests.  Pie Contest!

-Haunted Highgate @ the Arena!  Halloween is on Monday this year.  Adah will work with Jess on planning for this! 

-Library Design Plans – Adah got ahold of the Fairfield Library layout.  The board discussed adding a small private meeting/tutoring room.  Also, we would need a larger community room space (with separate entry and screen for projector).  Adequate storage space needs to be considered.  Lots of natural light. Two small offices for library staff (near circulation desk).  Access to outdoor space and enclosed green space outside for gardens.  Covered pavilion space outside.  Space for boot/coats.  One bathroom in the community space, one in the library.  5 computer stations.  Lounge area for reading (fireplace!).  Adah will follow up on a few questions.

-Director evaluation will be emailed out to be returned by the next meeting.

The next trustee meeting will be Wednesday, October 5th at 6:30pm

 

Highgate Public Library & Community Center

August 3, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Becky Johnson, Virginia Holiman, Amy Bouchard

The meeting was called to order at 6:57pm

Public Comment: none

Minutes: Becky made the motion to approve the minutes from the July meeting. Virginia seconded the motion. The motion passed.

Treasurer’s Report: The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

The food pantry funds are covered by the Ben & Jerry’s grant

Becky made the motion to approve the budget status. Amy seconded. The motion passed.

Director’s Report: Curbside Kid’s Craft (weekly), AgeWell Meals (52 participants), Pre-teen Night, Lego Build Club, Music & Movement with Ms. Patti, Curbside STEM, Wacky Wednesday and Super Saturdays continue. Garden Club with Ms. Virginia is Tuesdays in August 10-11:30. Drumming for kids and adults will be on Saturday, August 6th. Outdoor Water Games will be on Monday, August 8th. Wet & Wild Inflatables @ the Arena will be August 17th at 12:30. Ed Pop Magic Show will be Monday, August 15th at 3pm. Big Blue Trunk @ the Arena on Wednesday, August 17th. Curbside Family Fun is Flashlight Tag with S’mores will be Wednesday, August 24th. Adult Virtual Book Club is Monday, August 29th at 6pm.

Personnel: Patti will be on vacation August 8th-12th.

Summer Garden Program with Ms. Sarah went well, but attendance was up and down.

Paddleboard lending has been going well and is open to surrounding areas next week. They have been signed out 28 times already!

Community Field Trips have been going well however some people have not shown up that were registered, which is frustrating because there has been a waiting list. Adah and Jess will work together to contact people ahead of the next event.

Adah ordered two text magnifying devices to add to the Library of Things.

Heidi and Adah have met with Mariah Noth about the REDI grant through the VYT Housing and Conservation Board. The funding would provide up to $6,000 to hire a consultant to help with fundraising mapping and general project planning and grant funding for the new library.

Grants: The library did not receive the Non-Profit Capacity Building Grant through the VT Community Foundation. The library did receive the second round of ARPA grant money ($1,800) from the state and is waiting to hear back about eclipse glasses. Adah applied for a Beyond Our Walls Gaming grant for creating a local history scavenger hunt in Highgate!

Becky made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Summer Fundraiser: sold 88 tickets ($2,200). The library made $880 for the new library. The 50/50 gleaned $51. The Auction gleaned $260 and the bake sale gleaned $373 for the Mr. Roddy Scholarship Fund.

-Fairy Tale Festival: Adah needs a head count for the Friday sleep over. It’s going to be awesome. Becky has “anal glaucoma” … she can’t see her a#@ doing that. Amy is out of town.

-Grill Fundraiser: we need to sell some tickets! Virginia might be able to move some at Field Days (Thursday & Saturday mornings). Adah will ask Wendy to push the news through the town venues, put it on FPF, and will print some flyers to put out.

-Craft/Vendor Show Update: Amber has emailed out the info & application to the email list and the board will do the follow up via phone over the coming week. Amber will reach out to Mr. Pastina regarding 220 outlets for food trucks to determine how many we can have. Adah will be making a flyer and linking the forms to the website and FB page.

New Business:

-The Village Core Group is now meeting monthly. They met this week and did site visits. The group has received some grant money ($30,000 from Vermont Community Development Program Master Plan Grant). $15,000 of that grant is for developing a library schematic design!!! It will include hiring and architect. Members from both the VCMP and Trustee Board will work together on the project. The board discussed the existing property. Several aspects of the property will need to be voted on by the town.

The next trustee meeting will be Wednesday, September 14th at 6:30pm

Highgate Public Library & Community Center

July 6th, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Becky Johnson, Virginia Holiman, Sharon Bosquet

The meeting was called to order at 6:45pm

Public Comment: none

Minutes: Please make note that Virginia Holiman was in attendance at the June meeting. Becky made the motion to approve the minutes from the June meeting. Virginia seconded the motion. The motion passed.

Treasurer’s Report: The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

There are two charges from EBSCO (magazine subscriptions) that may be a double charge. Shelly is looking into it.

THE CHARLIE CART HAS BEEN PURCHASED!!!!

Virginia made the motion to approve the budget status. Becky seconded. The motion passed.

Director’s Report: Curbside Kid’s Craft (weekly), AgeWell Meals (55 participants), Pre-teen Night, Lego Build Club, Music & Movement with Ms. Patti and Super Saturdays continue. Wacky Wednesday starts on the 13th. Crossroads Gardening Program with Ms. Sarah started on this week (Monday & Wednesday). Inflatables at the Arena will be July 7th @ 11:30. Mr K will be doing a program “the Magic of Water” on Tuesday, July 12th @3. Michael Caduto will be at the library with “Tales From the Deep” on Thursday, July 14th @ 3pm. VINS Raptor Show will be here on Saturday, July 16th @ 10am. The Logger Show will be at the Arena on July 16th @ 5. Adult Virtual Book Club will meet Monday, July 18th. Adult Craft Night will be Tuesday, July 19th @ 5pm. The Crankie Picture Show will be here on Saturday, July 23rd @ 11. Spice World is Iran this month on Monday, July 25th. Watershed Wildlife w/ Southern VT Natural History Museum will be at the library on Tuesday, July 26th @ 2pm. Curbside Family Fun is on Wednesday, July 27th.

Personnel: Adah will be away July 28th-August 2nd. Patti will be on vacation August 8th-12th.

Paddleboard lending has been going well and will open up to surrounding areas next week. Adah has connected with Jess @ Highgate Rec and it seems that the bike lending program is also going well.

Mr. K’s camp had 12 kids and went really well.

The OPEN flag is in action!

Adah has communicated with Shelly about how our grant funding works with the end of the FY budget.

There have been many patrons who have signed up for both the Summer Reading Program and the Read & Win Champlain County Fair Program

All of the community field trips are filled to capacity! There is room for expansion!

Adah has purchased new back yard play items with grant funding.

Grants: The Charlie Cart has been ordered and should be here at the end of August. Waiting to hear back about the ARPA grant. This month Adah applied for a Non-Profit Capacity building grant through the Vermont Community Foundation to hire a marketing firm to create marketing plan for the library as well as the Solar Eclipse Activities for Libraries grant for 500 pairs of eclipse glasses.

Our library’s theme for the Vermont Fairy Tale Festival is Alice in Wonderland on September 17th. The board may incorporate a retreat into the weekend.

Becky made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Update: Adah is still working on it!

-Summer 2022 Fundraiser: The board discussed details fort the Rusty fundraiser! Becky brought in two additional sponsors – Desorcie’s & Scampers. Adah will order a banner with all of the sponsors logos. Fleet Pride donated 4 tickets to the show. Rebecca will ask Desorcie’s if they will run a raffle for the tickets and Virginia will ask McCuin’s the same. The raffle will be for two pairs of two tickets. Tickets will be $5 each, 5 for $20. Sharon will check with her connections about getting show information into local papers. Sharon will manage the bake sale!!! Rebecca will pick up bottled water from Costco to sell at the bake sale table. Clarence & Debbie Miller have donated a grill to raffle off as we see fit. Rebecca will make sure that the grill is at the event and do the signage for the raffle (to be drawn on August 13th). Amber will reach out to the Highgate Reaching New Heights Task Force and ask for volunteers. Adah will reach out to Mr. Pastina about parking at the school. Virginia has Highgate T-shirts for Rusty to disperse to the crowd. The board reviewed donation items for the tea cup auction. Adah will do signage for the raffle table and the bake sale. Adah will talk to Jess about partition use. Amber will pick up balloons! The board will meet at the Arena at 3:30 on the day of the event.

-Craft/Vendor Show Update: Amber presented the application and informational flyer for the show. Adah will create a FB event to share. Amber will connect with Angela to get the information out into the world.

-Friends Group Update: Sharon will work with Adah to reach out to the list of prospects.

New Business:

-Community Forum Update: Adah will be scheduling a meeting to determine the next steps as well as look at scheduling a community meeting for follow up later this year.

-Summer Programming Update: Things are “crunk”

The board entered executive session at 8:20 to discuss personnel. The board re-entered normal session and adjourned at 8:30.

The next trustee meeting will be Wednesday August 3rd at 6:30pm

Highgate Public Library & Community Center

June 1st, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Amy Bouchard, Patti

The meeting was called to order at 6:48 pm

Public Comment: Angela Carr visited with the board about the history of the annual craft show that is held at the school. The event requires at least 7 volunteers day of plus at least one committed individual to do behind the scenes prep and planning work. The craft show has been going for 19 years most recently through the Highgate PTKO. Angela has approached several organizations to take over management of the event. Since 2018 the event has been run with google docs. Vendors are sent applications in July by email. Spots are currently $25 each, there are 90 vendor spots. Funds are generated through donations from each vendor for a Tea Cup Auction (approximately $500-$700). In the past they have also had a 50/50 raffle and provided lunch food for sale (sandwiches, homemade soups, hot dogs, bake sales and donations). Last year they had a food truck and a pie sale. The Friday prior to the show is a big set up day (marking spots and moving tables and making a map). Some vendors were able to set up on Friday night, others set up between 7 and 9 am on Saturday. The show is 9-3 on the 3rd weekend of November. It is a big job to advertise for the event (roadside signs).

The board discussed how the craft show might work if run through the library and who might commit to the project. The board decided to give it a try this year and agreed that the trustees will take on the responsibilities for the event and Adah will help with advertising support. Amber will work with Angela to get the applications redrafted and sent out through a new email account. The funds will go to the Capitol Campaign.

Minutes: Amy made the motion to approve the minutes from the May meeting. Virginia seconded the motion. The motion passed.

Treasurer’s Report: The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

The library revenue for the budgeted FY appears as higher than expenditures due to how the grants show up in the budget. All of the budget lines that appear over 100% represent grant money that is in the process of being spent.

Amy made the motion to approve the budget status. Virginia seconded. The motion passed.

Director’s Report: Curbside Kid’s Craft (weekly), AgeWell Meals (54 participants), Super Saturdays continue. Music & Movement with Ms. Patti start this Monday (things are going to get “crunk”). Garden Planting will be happening this coming Saturday with Ms. Sarah. Swing Peepers will be coming on June 14th. VINS Community Field Trip is on Wednesday, June 15th.

Big Blue Trunk at the Arena will be on Thursday, June 16th at 12:30. DFA will be here for the Summer Kick Off Party on Saturday, June 18th. The prizes and ticketing for the summer reading program will be run the same as last year. Adult Virtual Book Club is Monday, June 20th. Mr K’s Camp still has some space (June 20-24). Adult Crafting is candle making on Tuesday, June 21st @ 5pm. Spice World is Poland this month (June 27th)!

Afterschool Program is done for the season!

The bike and paddleboard lending program management is underway. Adah passed around a draft of the waiver of liability and lending agreements.

The prom dress give away was a huge success. Adah ran the program for the entire month and gave away 25 dresses.

Adah purchased an “open” flag for the library!

Adah signed up for the CVE Read & Win program and also has purchased/printed all of the tickets for the Rusty Show (140 tickets total)

The fruit and berry plants that were planted on Green Up Day are thriving!

The Charlie Cart has been purchased!!!!

Grants: This month Adah applied for the second round of ARPA grant money through the state department ($1800) and is in the process of applying for the Vermont Community Foundation’s Grant.

Amy made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Update: Adah is still working on it!

-Summer 2022 Fundraiser: The board discussed details fort the Rusty fundraiser!

-Community Forum Update: Adah met with a small group for the library taskforce at the final meeting. Adah made some very valuable connections!

-The Plant Swap brought in about $100 in donations!

New Business:

-Programming: Adah has created a great flyer with all of the summer programming dates and details!

-Personnel: Adah will be heading up the summer events that are planned with the rec department (community field trips and Big Blue Trunk visits).

The meeting adjourned at 8:25 pm

The next trustee meeting will be Wednesday July 6th at 6:30pm

Board of Trustees

Calendar of Annual Tasks

JANUARY

-Begin to discuss presentations/presence we want to have at Town Meeting

-Library written report for Town Meeting

-Begin recruiting new board member prospects if positions are opening

FEBRUARY

-Finalize plans for Library representation at Town Meeting

MARCH

APRIL

-Annual review and update of all Library policies and board by-laws

-Orientation for new board members

MAY

JUNE

JULY

AUGUST

-Explore and organize/schedule annual trustee training opportunities for the fall

SEPTEMBER

-Director annual evaluation

OCTOBER

NOVEMBER

-Treasurer & Director work on next year’s proposed budget

DECEMBER

-Board to finalize proposed budget

OTHER :

-visit another library & trustee group to get new ideas and perspectives

-evaluate long range planning

-evaluate how the trustees are linking the community with the library

 

Highgate Public Library & Community Center

May 5th, 2022

Board of Trustees Meeting

Present: Rebecca Manning, Adah DeRosier, Amber Machia, Becky Johnson, Amy Bouchard, Sharon Bousquet

The meeting was called to order at 6:48 pm

Public Comment: Adah explained that the article that was recently published in the St. Alban’s Messenger was meant to be about the food pantry but was instead written about hopes for a new library (unbeknownst to Adah). The article did not reflect the interview and had several untruths in it. Much of the information in the article was taken out of context and just plain wrong. Adah would invite any questions from the public regarding the article.

Minutes: Amy made the motion to approve the minutes from the April meeting. Becky seconded the motion. The motion passed.

Treasurer’s Report: The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

The line for SS & Medicare was at 117.4% of budget last month. Adah worked with Shelly to resolve the issue and correct it.

The budget appears to be at 107.6% for the year because of how the grant money shows up.

Amy made the motion to approve the budget status. Becky seconded. The motion passed.

Director’s Report: Adah switched the Teen night to Pre-Teen night in hopes of attracting more of a crowd. Curbside Kid’s Craft (weekly), AgeWell Meals (52 particiapants), Super Saturdays continue. Green Up at the Library is this Saturday. Curbside Family Fun Night, Curbside STEM, Virtual Book Club, Spice World (Canada) all continue. Lego Build Club starts Thursday, May 19th at 4pm. Flea Circus with Ed Pop will be on Saturday, May 21st @ 11am. Adult Craft Night (birdhouses) will be on Tuesday, May 24th @ 5:30. DFA Dairy Event at the library will be Saturday, May 28th @ 10am.

Adah has 15 kids in her afterschool program!

Bike Locks have been purchased and bikes have been stickered (Rec Department). Adah will send out the draft lending policies.

The food pantry has been utilized regularly.

Prom Dress Giveaway is going well (12 dresses have been taken).

There are 9 kids signed up for Mr. K’s Summer Program.

Adah attended Big Rig Day and met lots of new people and handed out program flyers, stickers and bookmarks.

Clean Up Day at the library will be this Saturday. We will also be planting fruit plants that were purchased with grant funds!

Grants: The library did not receive the VT Afterschool Summer Matters Grant this year or the Spark! Connecting Community Grant for funding towards the Charlie Cart. The library has $8500 toward the cart and Adah will be asking the Friends for the remaining $3500.

Amy made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Update: Adah has one individual interested in joining and she is planning the Invite Only Friends Group Tea Party event for June.

-Summer 2022 Fundraiser: The board reviewed Ms. Virginia’s information recon. It will be on July 16th at 6pm at the Arena. The popcorn machine will be available. The Pheonix House will be there with their food truck at 5pm. The truck will be parked in the Arena parking lot with seating (BYO) in the parking lot. We will need to rope off the arena parking lot and leave a handicap area. We will need people collecting tickets and entrance booths that are clearly marked.

Adah will get 50/50 raffle tickets. Adah will also design and print tickets that will be available at the library and through board members. She will also make a facebook event that can be shared.

The board discussed if the event should be in support of the Mr. Roddy Scholarship Fund or the Library Capitol Fund. The board decided that the event will be to support the Library Capitol Fund and the 50/50 raffle and “auction” for donated items proceeds will go toward the Mr. Roddy Scholarship Fund. The scholarship fund needs a mission statement if it doesn’t have one yet.

The board discussed ticket price — $22 vs. $25 and decided on $25 because there is less change to make. The board discussed how tickets can be purchased (in advance? On line? In person? Tickets to hold in your hand or not?). Sharon is going to work on options for us!

The board reviewed the sponsorship information that Virginia passed along from Rusty. There are 3 levels of sponsorship. Amy will look for something that we can use as a receipt for sponsors.

Amber will secure a manager for a baked goods by donation table. The board signed up for donors to reach out to for sponsorships and donations.

New Business:

Plant Swap will be May 28th 10-noon.

Summer Garden Program: Will be taking place just for July through Crossroads Mondays and Wednesdays 9-11. There will be 10-15 kids each week. Sarah Klimek will be running the program. The board discussed options for extending the program into August and September.

Community Forum Update: At the last meeting the community decided on 3 ideas to develop task force groups for. The library came in near the top. Adah will be working with the leadership moving forward.

Memorial Day Parade: Adah is working on securing a trailer to decorate. Patti is pumped for this. She is also in contact with the school to get volunteers to help make props. The board discussed who might walk with the library group and how to recruit people to help make props and get involved.

Summer Programming: Good stuff is coming!

The meeting adjourned at 8:45

The next trustee meeting will be Wednesday June 1st at 6:30pm

Highgate Public Library & Community Center

April 6th, 2022

Board of Trustees Meeting

Present: Rebecca Howrigan, Virginia Holiman, Adah DeRosier, Amber Machia, Becky Johnson. Amy Bouchard present via Zoom.

The meeting was called to order at 6:40pm

Public Comment: None

Minutes: March minutes will be amended – Amy was not present. Virginia made the motion to approve the minutes from February and March. Becky seconded the motion. The motion passed.

Treasurer’s Report:

The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present. The board signed paperwork from February and the current month.

The line for SS & Medicare are at 117.4% of budget. Adah will check into this.

The budget appears to be at 98.66% for the year because of how the grant money shows up.

Becky made the motion to approve the budget status. Virginia seconded. The motion passed.

Director’s Report:

Patty is working with the Rec Department on Monday playgroups at the arena – she will be doing the craft portion of the program.

There will be an ongoing Easter Egg Hunt during the week of April 11th. There will be an Easter Story Time and egg decorating on Saturday, April 16th. Prom Dress Give Away is happening! Adah has over 200 dresses. Munchkin Movie Night is on Tuesday, April 12th at 4pm. This month’s Spice World is Africa on April 18th. Adult Free Paint Night on Tuesday, April 19th at 6pm. Curbside Family Night is Minute to Win It Games on April 20th by registration. Curbside STEM, AgeWell Meals (52 participants) and Curbside Kids Craft continue. Earth Day Tree Kits will be available on Thursday, April 21st and include a scavenger hunt and Maple Tree seeds. Outdoor Games Night will be on April 26th at 4pm if the weather is good. Adah is participating in story time at Big Rig Day on Saturday, April 30th.

Afterschool program is back with 18 participants.

The food pantry has been utilized. The St. Albans Messenger is going to do an article on it with Adah.

Adah has been working with Lee from the Rec Department on bike lending policies and waivers.

Adah will be organizing a community service event on a Saturday in early May.

Five groups of MVU students toured the library this week to learn about what the library does within the municipality.

There have been 5 kids signed up for Mr. K’s Summer Camp so far.

The kid’s listening center has been well received!

The Jay Peak Ski Program is over for the year. The library made about $100 for the season (compared to almost $1,000 last year). Adah may reach out to Smuggler’s Notch to see if they have a comparable program.

Personnel: none

Grants: The library received one of three Peggy Barber Tribute Grants for $2500 towards the Charlie Cart Project! There is $8500 of grant support for the Charlie Cart. Waiting to hear back from the Spark Connecting Community Grant. The library did not receive the GroMoreGood Grant for the garden program, but did receive $540 to purchase fruit trees from the VT Community Grant Network and the VT Summer Programming Grant for $300.

This month Adah applied for the Summer Matters Grant for approximately $43,000 in funding for the library and arena and will hear back this month!

There was hermit crab drama. Adah is handling it.

Amy made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Update: Adah is working on setting a date for the Invite Only Friends Recruitment Tea Party.

-Summer 2022 Fundraiser: The Board made a list of questions and details for Virginia to discuss with Rusty. Adah will confirm the availability of the Arena space for that date. The board will be doing a silent auction and 50/50 raffle as well as popcorn and hotdogs by donation and Phoenix House Food Truck. Rebecca will follow up with Denis.

-Water Bottle Filling Station & water testing is on the Selectboard Agenda – no update

-Historical Quest Project: Virginia has put together a proposal and met with the Historical Society. Hopefully will kick off this summer!!!

New Business:

Lawn Mowing Contract – No change from last year with Kyle Baker, $750 for the season. Virginia made the motion to sign the contract, Becky seconded. The motion passed.

Summer Gardening Program – Sarah Klimek will be doing two program sessions each week starting with a clean up and then “full time” once school is out. She will be working with the CrossRoads program. Adah and Virginia will be meeting with her to determine the details. In the past the program instructor has been paid through a grant. Adah will reach out to CrossRoads about sharing the expense. The program will last through the end of summer.

Community Forum – It was well attended and the library seemed to be a priority among attendees. There were tons of great ideas and community interest.

PR Campaign – The library is doing amazing things! How can we promote it all more! The board discussed finding new ideas and resources to develop a marketing plan that would serve our situation.

The meeting adjourned at 8:20pm

The next trustee meeting will be Wednesday May 4th at 6:30pm

 

Highgate Public Library & Community Center

January 5th, 2022

Board of Trustees Meeting

Present: Rebecca Howrigan, Virginia Holliman, Amber Machia, Adah DeRosier in person. Becky Johnson and Amy Bouchard present via Zoom

The meeting was called to order at 6:37pm

Public Comment: Amy commented that her parents are really enjoying the Age Well Meals.

Minutes: Virginia made the motion to approve the meeting minutes from the last month, Becky seconded. The motion passed.

Treasurer’s Report:

The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

Becky made the motion to approve the warrants and budget status. Amy seconded. The motion passed.

Director’s Report:

The ski program starts this Sunday! Water park tickets are also available. Ski tickets are $60 for adult, $40 for kids, $25 for kids under 5.

Curbside Kid’s Craft (weekly), AgeWell Meals, Teen Night (weekly), STEM Curbside Craft and Super Saturday’s continue. New programs this month include Bad Art Night, Family Pizza & Take Home Scavenger Hunt, Tutu Workshop, and Adult Paint Night. Spice World is Ireland this month! Adult Virtual Book Club continues!

Patty is doing a January Wellness Calendar program on FB. It is awesome!

Afterschool program is ROCKING with 20 kids signed up!

Personnel: There are currently two patrons interested in volunteering in the future.

The board spoke with Shelly regarding PTO/comp time for Patti when she works over 19 hours per week. Adah will follow up with Patti.

There are currently 47 people signed up for AgeWell Meals each week.

The library filled 38 Operation Happiness stockings this year (all that were available).

Coats and snow pants donated by Gadue’s Dry Cleaning are still available at the library.

There have been lots of positive comments about the library re-suffle and the Vermont Room has been used regularly.

Adah will work with her contacts at Highgate Elementary about sending information about library activites home with kids either in paper form or digital through Seesaw.

Adah has completed and submitted the annual state report.

Fairytale Calendars are still available for sale.

Trampoline Design donated their time to create graphics and copy for the library’s Giving Tuesday Campaign. The illustration that they created was posted to IG and FB and has brought in $500 of donations! Adah will send a thank you card from all of us!

The library sold 26 memorial ornamets and raised $130. It’s a tradition!

Three MVU high school history sections came to tour the library and learn about local government.

There were 20 letters to Santa at the library this year (5 more than last year).

There were about 60 people who came for the Santa’s Village event. The library needs a sound system.

Grants: The ARPA funds were received and Adah purchased Launchpads, Wonderbooks, new computer chairs for the public computers and foldable lego tables! The library did not receive the Landon Innovation Award, but did win the Sisters in Crime We Love Libraries grant (IG feature and $500 to spend on books). The library also received the VT Reads teen books for a teen book club this winter and the ARSL grant for the Charlie Cart ($5,000) and the FirstBook Connectivity Stipend ($1,000). Waiting to hear about the Storytelling Mini Grant, Google For Nonprofits account, Inclusive Financial Literacy Kit Grant and the Neighborhood Forest Grant. The library received teh Northwestern Counseling Services Stoy Time Grant for $2,000 and is yet to receive the funds.

Adah has applied for the ALA American Rescue Plan’s Humanities Gratns for Libraries and plans to apply for the Peggy Barber Tribute Grant and a grant through the Awesome Foundation for more funding toward the Charlie Cart.

Becky made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Group Update: Adah has been compiling a list of potential members to send out invitations to. There are currently only two active members of the group.

-Little Free Libraries: The rehabilitated unit is at H&B’s!

New Business:

-Covid Update: There is no new information at this time.

-Fundraiser: Virginia will talk to Rusty about doing a spring or early summer truck stop show fundraier in 2022. Virginia spoke with Heidi about making the event part of a larger community celebration. Virginia & Rebecca will bring the idea up at the next Village Core meeting. Shooting for July or August.

-Town Report: Adah sent out a first draft to the board. It is due to Shelly by January 13th.

-Day In The Dirt: The date hasn’t been set yet. Virginia presented an idea of building a garden shed. Adah has some grant money set aside for outdoor storage. It’s a possibility!! Virginia will be away for May and June but wants to do summer Garden Program activities. Adah has a lead on a community member who might be interested in starting the program for the year.

Becky made the motion to adjourn to watch the Celtics. The meeting adjourned at 8pm.

The next trustee meeting will be Wednesday, February 2nd at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

December 1st, 2021

Board of Trustees Meeting

Present: Rebecca Howrigan, Virginia Holliman, Amber Machia

The meeting was called to order at 6:37pm

Public Comment: None

Minutes: Virgina made the motion to approve the meeting minutes from the last month, Amber seconded. The motion passed.

Treasurer’s Report:

The board reviewed the FY2022 proposed budget. Amber made the motion to approve the proposed FY2022 budget as it is presented, Virginia seconded. The motion passed.

The board reviewed the current budget status and warrants. The budget status and warrants were signed by the board member that were present.

Virginia made the motion to approve the warrants and budget status. Amber seconded. The motion passed.

Director’s Report:

See Adah’s attached report.

The board reviewed the report. It was amazing. Amber made the motion to approve the director’s report, Virginia seconded the motion. The motion passed.

Old Business:

-Friends Group Update: There is no update.

-Little Free Libraries: The rehabilitated unit will be going to H&B’s! No new information.

New Business:

-Covid Update: There is no new information at this time.

-Fundraiser: Virginia will talk to Rusty about doing a spring or early summer truck stop show fundraier in 2022.

The next trustee meeting will be Wednesday, January 5th at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

November 3rd, 2021

Board of Trustees Meeting

Present: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Becky Johnson, Amy Bouchard

The meeting was called to order at 6:37pm

Public Comment: None

Minutes: Becky made the motion to approve the meeting minutes from the last month, Amy seconded. The motion passed.

Treasurer’s Report:

Virginia made the motion to approve the warrants and budget status. Amy seconded. The motion passed.

Director’s Report:

-Curbside kid’s craft and Age Well Meals continue weekly. Teen Night program is on Wednesdays at 4pm, there were 3 participants this week. STEM Thursday will be on November 18th at 5pm. Super Saturday’s have been well attended. The Great Gobler Hunt is ongoing through November 24th. Unicorn Slime making will take place on Monday, November 8th at 4:30pm. Adult/Teen Curubside craft will be Tuesday, November 9th. Virtual Adult Book Club will be held on Monday, November 22nd at 6pm. Adult Craft Night will be Tuesday, November 30th at 6pm. Spice World has been suspended for this month.

-Afterschool Program: Adah is doing weekly programming at the school on Thursdays at 3:30 with second and third graders. There are now 17 kids attending!

-AgeWell Meals: 38 particpants currently!

-The library will be taking part in Operation Happiness this year. There will be about 50 or so stocking lists specifically for kids in Highgate. Kickoff on November 15th.

-Adah has been working with the Rec Department to set up a meeting to discuss the bike lending program. She has also gathered information about other libraries bike lending programs. She will set up a Zoom Meeting.

-Adah is working on getting the ski program up and running!

-The hermits have a new crabitat set up with a heating pad. They are happy!

-Patti and Adah are going to reshuffle the Vermont Room and make it more of a teen space and more utilizable space. The plan looks AWESOME!

-The boiler has passed inspection

-The Halloween event at the Arena was outstanding with over 500 people in attendance. The hope is for it to be an annual event.

-The annual library report has been moved up two months and is due at the end of December.

-The Fairy Tale Festival calendar has been printed. The library will be selling them for $20. The library gets half of the proceeds and the other half goes back to the VT Fairy Tale Festival.

-Grants: The library received the ARPA grant but are waiting on the funds. Adah ordered $1,000 in books from the CLiF grant (received through Highgate Elementary). Still waiting on hearing back about several grant applications that are out. This month Adah applied for the Vermont Reads 2021 teen book selection. This month she will be applying for a Ben an Jerry’s non-profit grass roots grant for the musical garden and she is looking into applying for Google Ads for non-profits.

Becky made the motion to approve the Director’s Report. Virginia seconded the motion. The motion passed.

Old Business:

-Friends Group Update: Megan has stepped down as president. There are currently only two Friends. The board discussed how we might be able to attract more friends.

-Little Free Libraries: The rehabilitated unit will be going to H&B’s!

New Business:

-HLCC Holiday Event: Adah is going to do a Polar Express event with a wagon ride and an appearance by Santa. She is working on the plan for the event.

-Covid Update: There is no new information at this time.

-Trustees will complete the Library Director Annual Evaluation and return it to Rebecca by November 17th.

Becky made the motion to adjourn the meeting. Amy seconded the motion. The meeting adjourned at 7:55 pm.

The next trustee meeting will be Wednesday, December 1st at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

October 13th, 2021

Board of Trustees Meeting

Present: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Becky Johnson, Amy Bouchard, Sharon Bousquet

The meeting was called to order at 6:33pm

Public Comment: Sharon commented that the library in Fairfield is beatiful. The board discussed all that their new(ish) building has to offer and how a similar building would work for our community.

Minutes: Amy made the motion to approve the meeting minutes from August and September, Virginia seconded. The motion passed.

Treasurer’s Report:

Most of the funds from the Summer Matter’s Grant are included on this month’s budget spending. The money has all been spent and the reimbursement has been coming in.

Becky made the motion to approve the warrants and budget status. Virginia seconded. The motion passed.

Director’s Report:

-Adah has started a Baby & Toddler Play and Story Time, Mondays at 9:30. Curbside kid’s craft and Age Well Meals continue weekly. The first Teen Night program was held tonight and there were two participants. STEM Thursday will be on October 16th at 5pm. Adah would like to make this a weekly program in the future. The Harvest Festival will be on Saturday, October 16th 9:30-11:30 with a Pie Baking Contest at 11am. There will be an Adult Paint and Sip (Georgia O’Keeffe) on Tuesday, October 19th at 5pm. Super Saturdays (games, craft and stories) weekly program will begin on October 23rd. Spooky Campfire Tales with Ms. Virginia will be on Thursday, October 28th. Halloween Craft & Candy Saturday will be on October 30th 9-noon. Haunted Highgate & Trunk-or-Treat will be on Sunday, October 31st 2:30-7:30, starting with public skating at the arena.

-Afterschool Program: Adah is doing weekly programming at the school on Thursdays at 3:30 with second and third graders.

-AgeWell Meals: 28 particpants currently. The program will continue through the end of the year. Adah has been working on brainstorming on making this an in-person program but the library doesn’t have the facilities for it.

-Adah has applied for the library to become a passport acceptance facility but has not heard back about it.

-Highage Rec Board would like to meet with the Library Board to discuss a bike lending program with the Summer Matter’s Grant purchased bikes. We are waiting on two more bikes. Adah will coordinate this meeting.

-Adah purchased a new fire pit for the library back yard.

-The library received a donation of about 60 prom dresses from a bridal shop that closed (brand new with tags).

-Adah & Patti completed the bi-annual weeding of the adult, juvenile & YA sections and are looking into a new weeded book acceptance program from Baker & Taylor.

-The hermit crabs have been named by the community.

-Grants: We did not receive the Dollar General Grant or the Spark Connecting Communities grat. Waiting to hear back about the ARPA gant and the ARSL Special Projects Grant ($5,000 for the Charlie Cart). Funds from the Cultural Recovery Grant and Children’s Trust Foundation Grant have been received. Adah has applied for the Landon Innovation Award ($3,000 for children’s programming), the First Book and TD Bank Connectivity Stipend for $1,000 for digital devices as well as free trees to be given out for Earth Day through Neighborhood Forest and the Jordan Miller Storytelling Mini Grant to fund a storytelling program.

Becky made the motion to approve the Director’s Report. Virginia seconded the motion. The motion passed.

Old Business:

-Friends Group Update: Will meet on Tuesday October 19th at 6pm.

-The sink project is completeted and AWESOME

-Little Free Libraries: The vandalized unit is repaired but could use some paint love. H&B’s may be interested in hosting it. Adah is in communication with them.

New Business:

-Summer Matters Purchasing/Programming Update: The funds have all been spent and have been submitted for. The reimbursment money is still coming in. The board discussed how to let the community know about all of the funds that are coming into the town to provide services through grants that Adah has secured.

-Covid Update: Many libraries are requiring masks. The board agreed that masks should continue to be optional in the library. There is no new information at this time.

-Adah is considering doing a modified Polar Express activity during the holidays. The library will also be participating in Operation Happiness.

Becky made the motion to adjourn the meeting. Amy seconded the motion. The meeting adjourned at 7:55 pm.

The next trustee meeting will be Wednesday, November 3rd at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

September 1st, 2021

Board of Trustees Meeting

Present: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Becky Johnson

The meeting was called to order at 6:53pm

Public Comment: none

Minutes: August meeting minutes are MIA due to computer issues. They will be reveiewed by the board at a later date.

Treasurer’s Report:

The board reviewed the warrants and budget status.

The new sink has been installed and is usable but has some more work that needs to be done on it.

Becky made the motion to approve the warrants and budget status. Virginia seconded. The motion passed.

Director’s Report:

-Wacky Messy Wednesday, Outdoor Storytime (Mondays), Curbside Adult and Teen Craft, Spice World, Adult Book Club, Age Well Meals and Curbside Kids Crafts all continue. Patti will be doing a S.T.E.M. activity once a month on Thursdays starting Septmenber 9th at 5pm. Family Board Game Nighet will be starting on Wednesday, September 15th at 5pm. The Vermont Fairytale Festival Scavenger Hunt is Monday, September 13th through Saturday, September 18th. Live Animals of VT with VT Natural History Museum wil be Saturday, September 25th at 1pm at the library. There will be kids bounce structures set up at the arena on Sunday, September 12th 11-1 as part of the Summer Matters Grant programming.

Adah is going go Killington to participate in a fairytale themed calendar for VLA.

-Afterschool Program: Adah will be doing weekly programming at the school on Thursdays 4-5pm starting on Septemer 30th with second and third graders.

-Personel: Patti will be on vacation September 11th-18th.

-AgeWell Meals: 26 particpants

-Boiler inspection has been completed and all looks good.

-Adah is working on scheduling a tour and meeting with the Bentnorthrop Memorial Library in early October for both the board and the VCMP board.

-Adah has applied for the library to become a passport acceptance facility.

-Grants: Still waiting on responses from The Dollar General Youth Literacy Grant, the ARPA funding, the Spark Connecting Communities Grant and the Federal Humanities Grant. The library did not receive the Citizen Science Grant ($1,500), but did receive the Cultural Recovery Grant from the Vermont Arts Council for $5,000 towards humanities programming. The library also received three $50 gift cards to Dick’s Sporting Goods and grant funding for Patti to attend the ARSL conference this fall. Adah has applied for the ARSL special projects grant for $5,000 towards the purchase of a Charlie Cart and will be applying for the Landon Innovation Award Grant to fund STEM programming.

Virginia made the motion to approve the Director’s Report. Becky seconded the motion. The motion passed.

Old Business:

-Friends Group Update: Adah will reacho out to Megan to set up a meeting for this fall.

-Little Free Libraries: Amber is (still) working on repairs to the vandalized unit. H&B’s is interested in hosting it once it is repaired.

New Business:

-Summer Matters Purchasing/Programming Update: Still looking to purchase some adult bikes. The board had some discussion about how the bikes and paddleboards will be utilized by the community.

-Covid Update: Many libraries are requiring masks. The board agreed that masks should continue to be optional in the library.

-Harvest Festival: planning has begun to work with the Rec Department for this event.

Becky made the motion to adjourn the meeting. Virginia seconded the motion. The meeting adjourned at 7:50 pm.

The next trustee meeting will be Wednesday, October 6th at 6:30pm

Submitted by Amber Machia

Board of Trustees

Calendar of Annual Tasks

JANUARY

-Begin to discuss presentations/presence we want to have at Town Meeting

-Library written report for Town Meeting

-Begin recruiting new board member prospects if positions are opening

FEBRUARY

-Finalize plans for Library representation at Town Meeting

MARCH

APRIL

-Annual review and update of all Library policies and board by-laws

-Orientation for new board members

MAY

JUNE

JULY

AUGUST

-Explore and organize/schedule annual trustee training opportunities for the fall

SEPTEMBER

-Director annual evaluation

OCTOBER

NOVEMBER

-Treasurer & Director work on next year’s proposed budget

DECEMBER

-Board to finalize proposed budget

OTHER :

-visit another library & trustee group to get new ideas and perspectives

-evaluate long range planning

-evaluate how the trustees are linking the community with the library

Highgate Public Library & Community Center

August 4th, 2021

Board of Trustees Meeting

Present:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Becky Johnson, Amy Bouchard, Sharon Bosquet, Heidi Britch-Valenta

The meeting was called to order at 6:32pm

Public Comment: Heidi & Sharon visited with the board about the upcoming vote to support the continued development of the Highgate Airport Infrastructure Project.  There is an infomation meeting on September 7th at the Methodist Community Center with a free meal.  Tim Smith will speak about economic development and jobs in the area.  The town will vote on September to continue to apply for grants and keep current funding (with matched funds from the town if needed).  There are loads of grants available (both state and federal) and the select board’s hope is that no tax payer money will actually be needed for the project.  Support for commercial development in Highgate will help to maintain the tax base for Highgate.

Minutes:  Virginia made the motion to approve the meeting minutes from July’s meeting.  Becky seconded the motion.  The motion carried.

Treasurer’s Report: 

The board reviewed the warrants and budget status.  Some of the Summer Matters Grant money has been spent and those expenditures appear in the warrants.  The funds have not yet been received.  There is a new line item under the library expenditures on the budget status for tracking these funds and expenditures.  Purchase made by both the library and the rec department are being tracked through the library budget.

Amy made the motion to approve the warrants and budget status.  Virginia seconded.  The motion passed.

Director’s Report:

-Wacky Messy Wednesday, Outdoor Storytime (Mondays), Curbside Adult and Teen Craft, Spice World, Adult Book Club, Age Well Meals and Curbside Kids Crafts all continue.  Virtual programming has been minimally attended this summer.  The first community field trip is tomorrow to Echo and is mostly full.  Adah continues teen/tween programming.  Community field trip to Colchester Lazer Tag is August 12th.  Franklin Grand Isle Book Mobile Story Time is August 12th at 3pm.  

-Crossroads Programs: Concluded with a field trip to the Cold Hollow Sculpture Park.  It was a great summer program at the library.

-Personel:  Holding strong with current staffing.  Adah is prepared to hire an assistant depending on need.

-Summer Passport Program:  8 people have registered through the library.

-AgeWell Meals: 21 particpants (some people are out of town for the summer). Funding will continue through at least October.

-Adah has made the Community Meeting into an online survey that is available online.

-Adah will be rescheduling maintenace for the heating system.

-The new back yard tent has been utilized regularly and is a great benefit!

-Adah is working on scheduling a tour and meeting with the Bentnorthrop Memorial Library in September or October for both the board and the VCMP board.

-The library can become passport acceptance facility this fall.  The library would process the beginning stages of passport applications and paper work.  It would generate $35 per applicant.  Adah will begin the process.

-Grants: Still waiting on responses from The Dollar General Youth Literacy Grant, the Citizen Science Grant, the Cultural Recover Grant, or the Federal Humanities Grant.  Applications are in for the second round of the Spark Connecting Community Grant ($3,000 for music garden instruments), the ARPA state grant (up to $5,300 for supplies and collection items), and funding for the virtual ARSL conference in the fall for Patti to attend.  Adah is working on finding funding to purchase a Charlie Cart for the library!!!

Becky made the motion to approve the Director’s Report.  Amy seconded the motion.  The motion passed.

Old Business:

-Friends Group Update:  The group has not met since out last meeting.  The group WILL meet in the fall.

-Sink Project Update:  The sink is ordered!  

-Little Free Libraries:  Adah has registered our Little Free Libraries through the organization and has plackards for them!  Amber is (still) working on repairs to the vandalized unit.

New Business:

-Village Core Master Plan Meeting Update by Rebecca:  The group devoped a prelimininary time line.  Library design and planning may begin in 2023-2024 with new library construction as soon as 2027-2028.  A lot of infrastructure work needs to happen first.  The board will need to work more on determining what we want the new builiding to look like and what we will need.  Adah will reach out to the library list serv and beyond to get us headed in the planning process direction.

-Summer Matters Purchasing/Programming Update:  About $10,000 has been spent so far.  The remainder of the grant needs to be spent by September 15th.

Amy made the motion to adjourn the meeting.  Becky seconded the motion.  The meeting adjourned at 7:50 pm.

The next trustee meeting will be Wednesday, September 1st at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

July 7th, 2021

Board of Trustees Meeting

Present:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia

The meeting was called to order at 6:40pm

Public Comment: None

Minutes:  Virginia made the motion to approve the meeting minutes from June’s meeting.  Amber seconded the motion.  The motion carried.

Treasurer’s Report: 

The board reviewed the warrants and budget status.

Virginia made the motion to approve the warrants and budget status.  Amber seconded.  The motion passed.

Director’s Report:

-Wacky Messy Wednesday, Outdoor Storytime (Mondays), Curbside Adult and Teen Craft, Spice World, Adult Book Club, Age Well Meals and Curbside Kids Crafts all continue.  Mr K’s Kite Program is Monday, July 12th @ noon.  802 Reptiles are July 17th @ noon.  What’s Up With Your Tail Virtual Program is Wednesday, July 28th @noon.  Ball Pit Play Time is Saturday, July 24th 9-noon.  Nature’s Nursery Virtual Program is Wednesday, July 28th @ noon.  The Traveling Storyteller is Saturday, 31st @11am.  Family Movie nights will be scheduled soon (once the tent is set up!)

-Crossroads Programs: Every Thursday in July from 12:50-2 in the back yard for grades 4, 5, and 6!

-Patti is in her new role as our Outreach and Program Coordinator.  Adah will make some edits to the job description.

-AgeWell Meals: 29 particpants (some people are out of town for the summer)

-Summer Passport Program is ON!

-Summer Reading Program – 26 sign ups so far (18 children and 8 adults).

-Public Works will be repaving the front of the library next week.

-The new tent has arrived!  Tent raising party soon!

-The septic tank was emptied a few weeks ago and the filter was changed.  There is a noticable difference in the drainage.

-Adah has scheduled maintenace for the heating system on July 26th.

-Grants: Waiting on responses from The Dollar General Youth Literacy Grant.  We did not receive the VT  Changemaker’s Grant or the AARP Grant.  The library was chosen to the an official Webb Space Telescope Launch Site (included a free science program dedicated to the telescope launch in the fall).  The library also received $8,000 for teen-specific programming to start in the fall from the Vermont Chlildren’s Trust Foundation.  Adah applied for Libraries as Community Hubs for Citizen Scence Grant ($1500 to make citizen science kits for library or borrowing), the Cultural Recovery Grant through the Vermont Arts Council ($5,000 for humanities programming) and is working on applying for the Spark! Connectin Community Grant through the Vermont Community Foundation ($3,000 to start a music garden at the library).  She will also be applying for ARPA funding through the state department for supply purchasing (new computer chairs and more!) and is also looking into more grant funding to add to our Playaway Launchpad collection.

Virginia made the motion to approve the Director’s Report.  Amber seconded the motion.  The motion passed.

Old Business:

-Friends Group Update:  The group has not met since out last meeting

-Sink Project Update: James Guilmette will be doing the entire project.  The quote ($2,000) has been submitted to the town.  The sink should arrive in September.  The funds will need to be taken from the ’21-’22 budget.

-Little Free Libraries: The one that was in the Highgate Falls Park was vandalized.  Repairs are underway.  Adah is working on finding a new (safer) location.  Adah has registered our Little Free Libraries through the organization and has plackards for them!

New Business:

-Village Core Master Plan Meeting Update by Virginia: The group discussed three or four possible plans for the Machia Property.  There is still some dispute over if the current building should be torn down or not.  There is support for the new library to have a home on the property. 

-Summer Matters Purchasing/Programming Update:  Paddleboards are coming!  Some bikes have come in and some are being ordered (bikes are on short supply due to COVID) — Adah will check with Porter’s in Swanton.  Lots of programming is in the planning stages!

Amber made the motion to adjourn the meeting.  Virginia seconded the motion.  The meeting adjourned at 8:05 pm.

The next trustee meeting will be Wednesday, August 4th at 6:30pm

Submitted by Amber Machia

Highgate Public Library & Community Center

June 2nd, 2021

Board of Trustees Meeting

Present:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Amy Bouchard, Becky Johnson

The meeting was called to order at 6:50pm

Public Comment: None

Minutes: Becky made the motion to approve the meeting minutes from May’s meeting.  Amy seconded the motion.  The motion carried.

Treasurer’s Report: 

The board reviewed the warrants and budget status.

The board signed all warrants and budget reports from the previous several months when meetings were held via ZOOM.

-There was a leaky water pipe in the basement.  It was repaired for a cost of $168 by Brad Sylvester, which is not reflected on this month’s warrants.

Virginia made the motion to approve the warrants and budget status.  Amy seconded.  The motion passed.

Director’s Report:

-In person Monday Story Time will resume on Monday, June 14th at 10:30am.  Outdoor Wacky Messy Wednesdays continue at 10:30am.  Outdoor Family Game Night will be held on Thursday, June 17th at 5pm.  Summer Reading Program Kick-off will be on Saturday, June 19th at 10:30am, followed by Vermont Wildlife with live animals at the arena at 1pm.  Mr. K will be running a summer camp program June 21st-June 25th 9am-1pm.  Spice World and Virtual Book Club will be on Monday June 21st.  Community Conversations, facilitated by Adah will be held in the back yard on June 24th @6pm with pizza provided.  Curbside kids craft projects, STEM kits and Agewell Meals all continue.  There are 34 people participating in the Agewell Meal programs.  The board discussed how we might be able to utilize the connection to bring these particpants into the library and engage them further.

-Crossroads Program:  Adah is planning a weekly in person literacy craft program for elemetary stuedents over the summer.

-Personnel:  Patti is being promoted to Program and Outreach Coordinato starting July 1st.  YAY PATTI!  She is working around 20 hours per week.  A part time library assistant may need to be hired depending on how the summer goes.

-The library is open to the public for regularly scheduled full time hours again!!!

-The Summer Passport Program (including Highgate, Swanton and Sheldon) is just about completed and ready to kick off.

-The Friend’s Group covered the expenses for the Summer Reading Program prizes and they have been ordered.  Participants will receive tickets for books they read (depending on the age group the are in) and can put their tickets in the drawing for whichever prize they want.

-The end board of the entrance ramp has been fixed by the Public Works Department and they also installed the AC Unit.

-Grants: Waiting on responses from The Dollar General Youth Literacy Grant, The AARP Grant, Dick’s Sporting Goods donation request, VT Changemaker’s Grant & the Webb Space Telescope Grant.  We did not receive the CARES Act Technology Grant.  The library in collaboration with the Rec Department did receive the Summer Matters Grant for $31,000!!!  The library received the CLiF Summer Reader’s Grant for a story time program and book give away as well as a $750 donation from the Community Bank to go towards our new library (from Adah’s donation letter this past winter).  The library also received free books from the Al-Kisa Foundation.  They will send books that focus on teaching all ages about the Muslim culture and Islamic faith.  Adah has applied for a federal humanities organization grant ($15,000 to be used for a year’s worth of humanities based programming to bring in local artisans, performers, educators, and authors to lead programs for the community).  The Watershed Explorer Packs are in and will be added to the Library of Things (Adah will be attending training on the scientific exploration and experiments that are included in the packs).

Becky made the motion to approve the Director’s Report.  Amy seconded the motion.  The motion passed.

Old Business:

-Friends Group Update:  Michelle Douglass has stepped down as Treasurer.  Meghan will be the designated signer for the bank accounts.  The group voted to purchase a projector and speakers to be used for outside movie night programs.

-Sink Project Update: The VT Arts Council Grant is a 1:1 match program.  The library would likely have to pay for the project in full and then hopefully be reimbursed.  The board discussed moving forward on this project regardless of grant funding since there is unused funds in our current budget and the project is vital to the continuation of programming at the library.  Adah will reach out to a couple of local contractors for an estimate.  She will also check to see if the septic tank needs to be emptied.

-Plant Swap Review: It was a great day with lots of plant donations and exchanges.  There was about $100 received in donations.

-Little Free Libraries: One has been installed at the arena and one at the park at Highage Falls.  Adah will look into a new location in Highgate Springs for the third one.

New Business:

-The board voted to sign a lawn care contrat with Kyle Baker for $750 for the season.

Amt made the motion to adjourn the meeting.  Virginia seconded the motion.  The meeting adjourned at 7:35 pm.

The next trustee meeting will be Wednesday, July 7th at 6:30pm

Submitted by Amber Machia

 

Highgate Public Library & Community Center

May 5th, 2021

Board of Trustees Meeting

Present via ZOOM:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Amy Bouchard, Becky Johnson

The meeting was called to order at 6:35pm

Public Comment: None

Minutes: Amy made the motion to approve the meeting minutes from April’s meeting.  Virginia seconded the motion.  The motion carried.

Treasurer’s Report:  

The board reviewed the warrants and budget status.

Becky made the motion to approve the warrants and budget and sign them when we are able to meet in person.  Amy seconded.  The motion passed.

Director’s Report:

-Cailey’s Closet Program is by appointment.  6 dresses were taken today.  Adah will be bringing the dresses to MVU next week to make them available to those who are unable to travel to the library.

-May 6^th – Arbor Day kits with trees and activities.

-May 15^th – Classical Music Concert in the back yard!

-May 17^th – Spice World Mexico

-May 19^th – Outdoor Wacky Wednesday (will become a weekly program in June)

-May 20^th – Highgate In Bloom flower planting at the Library.  Adah and Patti are repainting the flower boxes!

– May 22^nd – Plant Swap

– May 29^th – 1,000 Books Before Kindergarten in person program outside.

-Afterschool Program has been going well.  Hoping for an in person summer program.

-Age Well Grab and Go Meals Program has been seeing lots of use.

-Summer Passport Program planning is underway (with Swanton and Franklin).  Passport stamping will be happening at the libraries.

-The bottom board at the end of the library entrance ramp is busted.  Adah will check with the Public Works Department to see if they can repair it.

-Outdoor Storytime programming will resume starting in June!

-Adah purchased outdoor game equipment with the money donated by RISEVT and they are almost ready to be loaned out.  She also purchased an outdoor climbing dome for the backyard.

-There are 10 people signed up for Mr. K’s camp.

Becky made the motion to approve the Director’s Report.  Amy seconded the motion.  The motion passed.

Old Business:

-Friends Group Update – The 501c3 status has been reinstated as of today!!!  Many thanks to Adah for her work on this!  There will be a Friend’s Group Meeting on Tuesday, May 18^th at 6pm.  The Friends Group approved two scholarship applications for the Mr. Roddy Memorial Scholarship Fund.  The Friend’s Group also approved the purchase of a large heavy duty event tent (16’x26’) for the back yard.  Adah has also applied for grant money that might cover the purchase.  If the grant money comes through we may be able to get the tent by the end of June.

-The outdoor outlets and cameras have been installed.  There was some money left over from the grant that was used for this project which will be used to purchase Play Away Tablets and a wireless printer for patron use (from their own devices).

-Sylvester Plumbing came and looked at the sink.  They recommended an ADA compliant sink that has a longer basin but is not much deeper than the current sink. It is not ideal.  The plumbing service would be $150.  We would need a contractor to build the support for the sink.   The project might take a while due to availability of materials.  Adah will apply for grant money for the project.  The current sink has drain issues and the trap needs to be taken apart and cleaned (at a minimum) as soon as possible.

-Plant Swap – Adah put together an amazing flyer for the event. Board members will be in attendance to help.

-Little Free Libraries – Painting is almost completed.  Rebecca will check in with Sharon about permission to install them at public locations.  Adah will check with the Public Works Department and see if they might be able to install them. Becky will check with Martin’s Store to see if that might be a good location for one of the little free libraries.

New Business:

-Grants update –  The school received the CLiF Year of the Book Grant.  The library will receive $1,000 for book purchasing.  The library received $200 through the State Department Summer Programming Grant.  The library was also awarded the Slow Food VT seed kit – providing seeds for the library garden and for giving away.  Still waiting to hear back about the AARP Community Challenge Grant, the CARES Act Tech Grant, the Dollar General Literacy Grant and the CLiF Summer Readers Grant.

-New Grant Applications – The  Webb Space Telescope Launch Site, funding through Dick’s Sporting Goods for “Project Paddle” (paddle boards, paddles and life jackets for the Library of Things), the Vermont Changemaker’s Table Grant ($5,000 for unrestricted library programming), and the Summer Matters Grant with the Rec Department ($31,000 for paddleboards, mountain bikes, outdoor sports equipment, transportation rentals, outdoor library tent and more!)

-Library Hours – Adah is planning on opening the library with full hours on June 1^st!!!!!!!!!

Becky made the motion to adjourn the meeting to watch the Celtics play.  Amy seconded the motion.  The meeting adjourned at 7:35 pm.

The next trustee meeting will be Wednesday, June 2nd at 6:30 IN PERSON!!!

Submitted by Amber Machia

April 7th, 2021

Board of Trustees Meeting

Present via ZOOM:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, HHAmber Machia, Amy Bouchard, Becky Johnson

The meeting was called to order at 6:30pm

Public Comment: None

Minutes: Becky made the motion to approve the meeting minutes from March’s meeting.  Virginia seconded the motion.  The motion carried.

Treasurer’s Report:  

The board reviewed the warrants.

-There was a credit from Baker & Taylor.  This may be due to some order mix ups.  Adah will follow up.

-Teachers of Nature charge is for summer programming.  They do virtual programming with live animals.  The library will offer 4 of these programs this summer.

-The Amazon charge is the residual charge for the laptops (which were covered by a grant).  Adah will follow up to make sure that the charges are correct.

Virginia made the motion to approve the warrants and sign them when we are able to meet in person.  Amy seconded.  The motion passed.

The board reviewed the budget.

Amy made the motion to approve the budget.  Becky seconded the motion (enthusiastically).The motion passed.

Director’s Report:

-Adah is offering technology training by appointment.

-There were about 10 participants for the Easter Egg Hunt.

-Monday, April 19^th – Virtual Book Club meeting and new program Spice World Kit (India) which offers spices and recipes.

-Thursday, April 22^nd – Community Clean Up (bags are available at the library all month)

-Monday, April 26^th – Outdoor (in person) Messy Monday!

-April 15^th is the next after school program

-Highgate Family Ski Program was well attended and brought in just under $1,000 for the Friends Group.  People were very appreciative of the program.

-Age Well Grab and Go Meals started last week and has been well attended.

-There is a new large print rotating library.  The library will receive 6 new books each month.

-The library will have activities and kits for Arbor Day in May.

-Mr. K’s camp has 7 people signed up so far.

-Adah is working with the after school program and the rec department and libraries in Swanton and Franklin on a summer passport program.  Each completed activity will receive a stamp.  Some of the programs are library programs or activities.

-Adah is participating in a reading through Northwest Access with Swanton Library to kick off the summer reading program.

-Adah is meeting with BERNIE SANDERS tomorrow (virtually)!!! To discuss the American Rescue Plan Act funding specific to libraries.

-Adah has been working on ideas for using the $500 that the library received from RiseVT.  One idea is to use it to purchase outdoor games that could be checked out.

Amy made the motion to approve the Director’s Report.  Virginia seconded the motion.  The motion passed.

Old Business:

-Friends Group Update – a meeting has not yet been scheduled for this month.  Last year the Friends group had discussed renting an event tent for the back yard for program use, Adah will check to see if this might be an option for this summer.

-Adah is working on communicating with Rainville Electric to get the outdoor outlets installed.  The quote for the three outlets is $775.

-Adah is working with Sylvester Plumbing to work on the new sink project for the bathroom.  They will come to the library to assess the space and provide a quote tomorrow.

-Farmer’s Market – The rec department and school are working to recruit vendors.  They need 10 vendors to move forward with it.  If they don’t get 10 vendors they will still try to plan a weekly town event.

-Little Free Libraries – The board discussed possible locations for installation: Highgate Springs, the park above the falls (near the church), near the last station of the story walk at the arena.  The boxes still need to be painted.  Adah will put together a program to get them painted and ask the Public Works Department if they can help install them.

-Adah will look into renewing annual passes for museums and parks if needed.

New Business:

-Grants update – The library received a $500 book credit for the 1,000 Books Before Kindergarten program.  There will be an outside in person storytelling and book give away in May.  The library did not receive the Peggy Barber Tribute Grant of the GroMoreGood Grant.  Still waiting to hear back on several grants.  Adah applied for the CARES Act Technology Grant for a new printer that is wifi accessible.  She also applied for the Dollar General Literacy grant for tools that help kids learn how to read and another CLiF Summer Readers Grant for a story teller story time program as well as a Slow Food VT Plant a Seed Kit to receive free seeds to plant in the Library garden.

-Adah is hoping to open the library for regular hours in May depending on COVID status in Franklin County.

-Plant Swap!  May 22^nd 10-12!

-Cailey’s Closet – it’s unlikely that there will be prom this year…

-Summer Programming Update:  The library will follow a hybrid virtual and in person model.  There will be two summer reading programs – June 19^th Wildlife of Vermont Program.  The second is 802 Reptiles Program on July 17^th. Teachers of Nature Virtual Programs (4 virtual programs).  There will be an outdoor kickoff party in June to start the summer reading program.  There will be prizes.  Mr. K is doing a kite making program on July 12^th @ noon.

Becky made the motion to adjourn the meeting to watch the Celtics play.  Amy seconded the motion.  The meeting adjourned at 7:40 pm.

The next trustee meeting will be Wednesday, May 5th at 6:30

Submitted by Amber Machia

March 3rd, 2021

Board of Trustees Meeting

Present via ZOOM: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Amy Bouchard, Becky Johnsohn

The meeting was called to order at 6:39pm

Public Comment: None

Minutes: Becky made the motion to approve the meeting minutes from February’s meeting. Amy seconded the motion. The motion carried.

Treasurer’s Report:

-Comcast charges – 3 separate charge appear on this month’s warrants. Shelly reported that $125.13 charge is the phone bill. The $89 charge is for the internet. The charge for $33.93 may also be for the internet. She will double check when she is in the office.

-The “VLCT PACIF – added truck” (no charge) from last month’s warrants does not affect the library’s budget or warrants, but appears on all town department warrants.

-Expense for $952 is for the chromebook laptops that were purchased with grant money.

Virginia made the motion to approve the warrants and sign them when we are able to meet in person. Amy seconded. The motion passed.

-Annual passes will need to be renewed for the 2021 season.

Becky made the motion to approve the Treasurer’s Report. Virginia seconded. The motion passed.

Director’s Report:

-Homeschooling with Rebecca program had one attendee. They may try to do the program again in April.

-Saturday, March 13th – curbside leprechaun traps (sign up required)

-March 1st- 17th – Shamrock scavenger hunt in the garden!

-March 22nd – Virtual Book Club

-March 20th 11-noon – Relay races & hot chocolate bar at the library!

-March 18th – next after school program

-Ski program has yielded $776 so far this year for the Friends Group and is going well.

-Annual report has been completed and submitted

-Big Talk From Small Libraries Workshop was a great resource for learning about grant writing, science experiment bags (STEM), and ideas for music gardens.

-Donation of $2,500 from GoLub has been received. Adah has also received responses from other potential donors.

-The library has been providing tax forms to many patrons.

-Indoor garden tower has lots of lettuce and greens!

-Chromebooks have arrived! Adah has created google accounts for each computer so that users can access Zoom. There is a lending policy that needs to be signed by patrons when they check one out. The loan period is one week for now.

Amy made the motion to approve the Director’s Report, Becky seconded the motion. The motion passed.

Old Business:

-Friends Group Update – the last meeting had low attendance. Adah called the IRS about the 501c3 status and talked to a person who reported that it is “in processing.” There is no way to speed it up but it should be completed by May.

-Eric Rainville is doing a quote for a third outside outlet which will be covered by grant funds. The remainder of the funds will be used to purchase Playaway Launchpads. The Launchpads are tablets that are preloaded with themed programs for different age ranges.

-Adah has been working on getting a new sink for the bathroom. She will have a plumber come in to assess the space and determine what kind of sink can be installed and also look for grant money to cover the expenses.

-The Capitol Investment Plan was approved by Australian Ballot and so the request for $25,000 towards saving for a new library was also approved!

New Business:

-Grants update – The library received the Cliff Community Building Revive Grant ($1,000) for the 1,000 books before kindergarten program. There will be book giveaways and an author talk in April covered by some of these funds. Adah is still waiting to hear back on several grant applications. She has re-applied for the AARP Community Challenge Grant ($18,000) for the creation of Friday Senior Services programming. She will be applying for the Dollar General Youth Literacy Grant and the Vermont Arts Council Cultural Facilities Grant this month.

-Adah is working with the Recreation Department and the Afterschool Director to revive the Highgate Farmer’s Market for the 2021 season with additional community activities

Amy made the motion to adjourn the meeting. Virginia seconded the motion. The meeting adjourned at 7:35 pm.

The next trustee meeting will be Wednesday, April 7th at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

February 3rd, 2021

Board of Trustees Meeting

Present via ZOOM:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, HHAmber Machia, Amy Bouchard

The meeting was called to order at 6:38pm

Public Comment: None

Minutes: Virginia made the motion to approve the meeting minutes from January’s meeting.  Amy seconded the motion.  The motion carried.

Treasurer’s Report:  

-The large expense on January’s warrants was the cameras and the expense has been reimbursed as planned.

-There are two months of Comcast charges that appear on the currant warrants.

-The expense of the tower garden appears on this month’s warrants, but was grant funded and will be reimbursed.

-The expense of the air purifiers appears on this month’s warrants, but was grant funded and will be reimbursed.

-Rebecca will investigate the line item “VLCT PACIF – added truck” (no charge)

Amy made the motion to approve the warrants and sign them when we are able to meet in person.  Virginia seconded.  The motion passed.

-We are about half way through the FY and are on track.

Virginia made the motion to approve the Treasurer’s Report.  Amy seconded.  The motion passed.

Director’s Report:

-February Programs: Author Talk with Ray Lambert on Monday, February 8^th at 5pm, Saturday Scaries, Murder Mystery Club, Get Up and Move every other Friday, Virtual Book Club, Wednesday weekly curbside crafts for kids, once a month adult crafts and every other week STEM kits all continue!

-Saturday, February 20^th – Snowman making contest in the garden!  Voting via Facebook.  In person, 9-12.

-March 1^st – Virtual program with Rebecca Rupp via Zoom on homeschooling.

-Adah is working with Beth Ann Miller (MVSD) and Lee Barrett (Rec Department) on Summer Programming and camp schedules!  Library program with Kurt will be held the last two weeks of June.

-Adah has been in contact with the school librarian, Kelly Enterline regarding outreach possibilities at the school in the future.

-The first First Chapter afterschool program was a success!  It included a first chapter reading from three books and a fantastical monster craft via Zoom.

-The ski program has been going well logistically.  $257 for the Friends Group so far.

-Adah shared some options for replacing the sink in the bathroom.  A utility sink can be purchased for $99 and there are several other options that include cabinets which would be great for storage.  Adah is looking for grant money to help with the purchase and installation costs.

-Adah attended the ALA Midwinter Conference and gleaned a lot of information about what other libraries are doing for creative virtual programming.

-Adah will be attending a free workshop on Friday, February 26^th – “Big Talk From Small Libraries”

-Adah was selected to be a committee member for the ARSL Continuing Education Committee and for the ARSL Scholarship Task Force!

-The library received a $2,500 donation towards our new building from the Golub Foundation (Price Chopper) in response to Adah’s donation letter!

-The library received $128 for the Friends Group through the Hannaford Bag Program during the month of December.

Virginia made the motion to approve the Director’s Report, Amy seconded the motion.  The motion passed.

Old Business:

-No new information on the progress of the Friends Group 501c3 status.  Adah will reach out to the IRS.

-Rainville Electric quoted $585 for the installation of two outside power outlets.  Adah is waiting to hear back on a grant application that would fund $1500 for this project and might allow us to have additional outlets installed or other electrical updates done.

-Adah has purchased a gift certificate for Mr. Spooner who made our Little Free Libraries.  She will send it out with a thank you card.

New Business:

-Grants update – The library received $3,000 for the ALA Libraries Transforming Communities Grant to purchase laptops.  Adah is waiting to hear back on the Connectivity Grant.  She applied for the 2021 Grow More Good Grassroots Grant for expanding the gardening program ($500 or $1,000).  She also applied for the Cliff Community Building Revive Grant ($1,000) for the 1,000 Books Before Kindergarten Program, the Vermont Children’s Trust Grant ($8,000) for a creating a yearlong teen program, and the ALA Peggy Barber Tribute Grant for humanities based programming ($2,500).  There are a few more grant applications in the works!

-2021 Proposed Budget – The budget was finalized and printed.  The library’s Grounds and Maintenance funds were reduced from $4,000 to $3,000.  There is a pre town meeting informational meeting on February 22^nd via Zoom.  Adah will attend to represent the library.

-Snowdays – Virginia and Adah are working together to allow the library to be open for a short period of time on snowdays to allow for books and snow shoes to be checked out as well as a snow day craft option.

Amy made the motion to adjourn the meeting.  Virginia seconded the motion.  The meeting adjourned at 7:25 pm.

The next trustee meeting will be Wednesday, March at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

January 6, 2021

Board of Trustees Meeting

Present via ZOOM: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia, Amy Bouchard

The meeting was called to order at 6:37 pm

Public Comment: None

Minutes: Amy made the motion to approve the minutes from the December meeting. Virginia seconded the motion. The motion passed.

Treasurer’s Report:

-The $1400 “backpack” expenditure is actually the purchase of the tote bags for the Friends Group fund raiser and has been reimbursed.

Virginia made the motion to approve the warrants and sign at the next in person meeting. Amy seconded. The motion passed.

-Buildings and Grounds Maintenance budget expenditure is at nearly 80%. It is likely that the money for the cameras/security system came from that category (which was reimbursed by the Friends Group). Rebecca will double check with Shelly.

Virginia made the motion to approve the Budget as presented. Amy seconded the motion. The motion passed.

-There are two unemployment claims (Erica Bruley and Liza Comiskey). The expenses are not reflected in the Library’s budget.

Director’s Report:

-January Programs: Comic Contest, Saturday Scaries for adults and older teens on Facebook, Murder Mystery Club on January 25th (up to 12 people), Virtual Book Club on January 11th, Patti & Adah are rebranding the backpacks to include themed crafts and story times, Get up and Move every other Friday.

-Wish Tree was a great success and was documented in the Messenger!

-Craft kits, STEM kits and Adult Crafts continue.

-Author’s talk to be scheduled in February with Ray Lambert for his new book “Highgate Gleanings,”

-There were around 17 people for Jason Barney’s book talk on December 30th.

-Adah is working with the new Rec Dept. Director on combined efforts programming.

-Adah joined the Afterschool Advisory Board and is doing a “first chapter” program with middle school students.

-Adah is working on ski program details and will be meeting with Michelle Douglas to discuss the program details.

-Library Zoom account has been upgraded.

-The library is not eligible for expedited processing for Friends Group 501c3 status.

-Adah is working on the town report and the Annual Report.

Big thanks to Patti for being awesome at the Parade!!

Amy made the motion to approve the Director’s Report. Virginia seconded the motion. The motion passed.

Old Business:

-Little Free Library – we have 3 of them!!!!! They are at the library. We will work on a thank you and gift certificate for Mr. Spooner!

-Capital Improvement Plan update – The library had asked for $50,000 for this year. That was declined. They put the library in for $25,000 for this year and there is a plan to increase that to $50,000 for the next four years.

-Eric Rainville will be providing a quote for the outdoor outlets needed for our security system

New Business:

-Grants update: Tower Gardens will be here soon! Air purifiers are here! HCLL was awarded the ALA grant for $3,000. Adah will have to complete a class and webinar. The grant will be used to purchase laptops and to establish a community forum platform. WiFi amplifier is up and running. Adah applied for the 2021 youth gardening grant for gardening tools and also was awarded a grant to attend the ALA conference later this month. She has also applied for a grant to cover the expense of the outdoor power outlets. We did not get awarded the RiseVT Amplify Grant for playground structures, however they did send a $500 donation to the library.

-The library has received two donations in response to the fundraising letter.

-2021 Proposed Budget – The board reviewed the budget as proposed by Virginia, Adah & Shelly. Adah will work on a list of buildings and grounds maintenance projects that should be considered for this FY budget. She will send it along to Sharon. Amy made the motion to approve the proposed budget. Virginia seconded the motion. The motion passed.

-Amy asked if the library will be doing any kind of virtual presentation for Town Meeting. We will see what other departments are doing.

Amy made the motion to adjourn the meeting. Virginia seconded the motion. The meeting adjourned at 7:40 pm.

The next trustee meeting will be Wednesday, February 3rd at 6:30

Submitted by Amber Machia

Board of Trustees

Calendar of Annual Tasks

JANUARY

-Begin to discuss presentations/presence we want to have at Town Meeting

-Library written report for Town Meeting

-Begin recruiting new board member prospects if positions are opening

FEBRUARY

-Finalize plans for Library representation at Town Meeting

MARCH

APRIL

-Annual review and update of all Library policies and board by-laws

-Orientation for new board members

MAY

JUNE

JULY

AUGUST

-Explore and organize/schedule annual trustee training opportunities for the fall

SEPTEMBER

-Director annual evaluation

OCTOBER

NOVEMBER

-Treasurer & Director work on next year’s proposed budget

DECEMBER

-Board to finalize proposed budget

OTHER :

-visit another library & trustee group to get new ideas and perspectives

-evaluate long range planning

-evaluate how the trustees are linking the community with the library

Highgate Public Library & Community Center

December 2nd, 2020

Board of Trustees Meeting

Present via ZOOM:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, HHAmber Machia, Amy Bouchard, Becky Johnson, Sharon Bousquet

The meeting was called to order at 6:40 pm

Public Comment:  We are all so excited to have seen so many new faces at recent HLCC events!

Minutes:  Virginia made the motion to accept last month’s meeting minutes.  Amy seconded.  The minutes were approved.

Treasurer’s Report:  

-11/30/20 expense of $1,004.83 is for the security system.  The Friends Group has reimbursed the library for it.

-Rebecca will look into the $93 charge for HPL Unemployment Comp and ask if there are any unemployment claims.

-The library will be charged $50 per cleaning effective immediately in an effort to clarify cleaning expenses.

Virginia made the motion to accept the treasurer’s report.  Amy seconded.  The report was approved.

Becky made the motion to sign the warrants at a later date.  Amy seconded.  The motion passed.

Director’s Report:

-The library is accepting letters to Santa through December 19^th.  Adah and Patti will be responding to all of the letters.

-The library is participating in Operation Fire Cuffs, the DCF Wish Tree and Holiday Comfort Cards (Adah is hoping for at least 100 cards).

-Virtual Book Club is on December 7^th

-The library is working with the Rec Department to help the community get out and see the Highgate Homes in Lights Contest entries.  The Library will be “dressing up” as a ginger bread house and is entered in the contest!

-The library will have 100 Holiday Gift Bags to give out on December 23^rd.

-There will be a virtual evening event with Jason Barney on December 30^th.

-Adah has caught up on 2019 Born to Read Baby program by sending out letters to all families with new babies and inviting families to come into the library to claim a gift for their baby.

-January will be bringing more virtual programs.

-Adah has been working with Ellen on the After School Program and will be doing virtual programming beginning in January (including a craft).

-It is looking like vouchers for the Highgate Ski Program will need to be picked up at the library. Organization for the even has been changing.

-Adah has created a Snowshoe policy waiver.  Adah is communicating with the Rec Department about snowshoe use for the season.

-Adah will be applying for the RISEVT Amplify grant.  Some ideas include cross country skis or a playground or bikes.

-Adah is participating in a Christmas Program on NWATV.

Becky made the motion to approve the Director’s Report.  Virginia seconded.  The motion passed.

Old Business:

-Story Walk – it’s fixed and it’s up!

-Adah filed the 501c3 paperwork online two weeks ago but has not had any response.

-The Friend’s group Tote Bag fundraiser is active.  So far 7 have sold.

-The security cameras have come in and Adah will be installing them.  She will contact the Public Works Department to ask for help installing the outside camera.

-Adah will be sending the library fundraising letter out to businesses and charitable organizations both local and abroad.

-Online donations will go into the Capital Improvements Fund, held specifically for the new library.  The Give Butter donation button on the website is live!!

-Little Free Library:  Rebecca has received some materials donations and Mr. Spooner is working on them!

-Adah purchased a compost croc for the library (using grant money).

New Business:

-Grant Updates:  Still waiting on Tower Garden grant.  We did not receive the UVM Grant.  Adah received a $900 grant for air purifiers from the Special and Urgent Needs Grant through the Vermont Community Foundation. Adah applied for a grant for $3000 to purchase laptops and create a community forum platform/virtual program.  The grant is through the American Library Association and is called Libraries Transforming Communities. She also applied for the Doris Ann Norris We Love Libraries Prize which awards $1000 to a different library each month. This application is good for three years so our library could be picked at any time now through December 2023. The grant is through the Sisters in Crime organization and can be used to purchase materials for the library.  She is also working on a grant to improve the Library’s WiFi Hotspot capabilities and would cover one year of licensing fees (the library would be responsible for future licensing fees, $183/3 years). This grant is through the Vermont Public Service Department.

-The library will have a float in the Rec Department’s Holiday Parade.  Adah and Patti are working on ideas.  Sharon shared some of the details.

-Covid Update: Highgate is still a very low risk community.  Swanton will be returning to curbside next week.  The library is not seeing a ton of foot traffic, but there are several regulars that are using library services.  Contact tracing and hand sanitizer are being used.  The board appreciates that the Library has continued to be available to the community.  Adah and Patti are prepared to keep the Library active and working even if it becomes required to close the library to the public.

-Adah and Virginia will meet with Shelly to work on the next FY budget this coming Monday.

The board entered executive session at 7:50.  The board exited executive session at 8:05.

Becky made the motion to adjourn the meeting.  Amy seconded the motion.  The meeting adjourned at 8:05pm.

The next trustee meeting will be Wednesday, January 6th at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

November 4th, 2020

Board of Trustees Meeting

Present:  Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Amber Machia

The meeting was called to order at 6:40 pm

Public Comment:  We are all so excited to have seen so many new faces at recent HLCC events!

Minutes:  Virginia made the motion to accept last month’s meeting minutes.  Amber seconded.  The minutes were approved.

Treasurer’s Report:  

-Follow up on workman’s comp budget spending from last month – it is paid quarterly.

-Funds budgeted for electricity is at 49% for the fiscal year.

Amber made the motion to accept the treasurer’s report.  Virginia seconded.  The report was approved.

Director’s Report:

-Many new programs and events coming up – Art Contest, Garden Scavenger Hunt, Virtual Trivia, Virtual Book Club, Virtual Story Time.  Curbside crafts are weekly on Wednesday.  Adult crafts are offered monthly.  STEM kits will be available every other week on Mondays starting this coming Monday.  There will be a Georgia O’Keefe Craft Night for adults on November 18^th – the first in person inside event, limited to 5 people (registration required).

-Adah is working with Northwest Access TV to do once a week story time starting next week!

-Adah and Ellen are working on new programming ideas for the after school program due to low enrollment for the book club.

-Adah is working on the website updates for the Highgate Ski Program which will be run through the Friends Group.  Paloma, Adah and her husband will work together to cover the dates in exchange for ski passes.

-Adah has been working with the Friends Group to complete and file paper work to reinstate the Friends Group 501c3 status.

-New employee Patti is working 15-20 hours per week.

-Adah is working on MANY grant opportunities including: Spark! Connecting Community Grant (tower garden), Walmart Tech Grant (requires non-profit status), Community Change Grant (Walk & Talk Program), UVM Office of Engagement Community Extension Grant (Chromebook laptops), and the Collaborative Summer Library Program Artwork Committee (not picked this year).

-The HLCC has been chosen for the community bag program at the Swanton Hannaford for the month of December.  The library will receive a $1 donation for each purchase of a reusable community bag for the month.

-Library of Things:  Virginia has donated awesome cake pans.  The Friends Group has the library wish list that likely won’t be able to be covered by grants.

-Adah is working on a fundraising letter and will work on the details of sending out a large mailing.  She has also added a donation page to the website through Give Butter (it has not gone live yet).  She will talk to Shelly about where any donation money will be held (for the new library).

-85 books were donated to the correctional facility.  Adah is looking for a recycling facility for the remainder of the books.

-Adah will follow up with the County Courier regarding “good news to publish.”

Old Business:

-Story Walk:  New book is going up soon.

*Executive Session entered at 7:30, normal meeting resumed 7:40*

-Friend’s Group Update by Virginia: The group met this month and discussed the ski program.  They will be doing a fundraiser selling tote bags with the HLCC logo on them starting soon.  The Friends Group will be covering the expenses for the new security system (Google Nest, including 5 indoor cameras and 2 outdoor cameras).

-Little Free Library:  Chad Spooner (made little free libraries in St. Albans) will donate his time and skills to build little free libraries for us!  We need to come up with material scraps.  Rebecca put the request out on Front Porch Forum and will check the McCuin’s scrap box.

New Business:

-Adah is working on a Covid-safe winter event.  She will let the board know what she comes up with and what we can do to help.

-Adah discussed an online video streaming service that could be made available to patrons.  The subscription would not cost the library anything up front, but if a patron used their library card to view a video (up to 5/month per library card) the library would pay $2 per rental.  The library can set a maximum monthly budget.  The board supports giving the program a trial run to see if there is community interest.

The board adjourned at 8:30pm

The next trustee meeting will be Wednesday, December 2nd at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

October 7th, 2020

Board of Trustees Meeting

Present: Adah DeRosier, Rebecca Howrigan, Virginia Holliman, Becky Johnson, Amy Bouchard, Amber Machia

The meeting was called to order at 6:40 pm

Public Comment: We are SOOOOO excited and happy to have our new Director!

Minutes: Virginia made the motion to accept last month’s meeting minutes. Amy seconded. The minutes were approved.

Treasurer’s Report:

-We came in at about 92% of our budget for FY ‘19-’20.

-Budget reports that 41% of Workman’s Comp budget has been spent. Possibly premium payment? Rebecca will look into this.

Warrants were approved and the budget status reviewed.

Motion to approve Treasurer’s Report made by Becky. Virginia seconded. The Treasure’s Report was approved.

Director’s Report:

-Book Sale this Saturday!

-Tuesday – Mr. K is coming to do a nature journal program!

-Oct 17th – Harvest Festival

-October 31st – Trick or treating & Scary Stories! Rebecca will supply Candy Shoots (for contact free candy delivery)

-New – Adult curbside crafts!

-Highgate Ski Program – rates have increased slightly from last year ($5/adult). No waterpark passes. Paloma is interested in coordinating the program and lives closer to the mountain this year! Adah will work with her to cover the weekends.

-Friends Group – next meeting is October 20th. Working on a calendar fundraiser idea.

-Hoping to fill Library Assistant Position by next week.

-Lots of grant application action going on. Including the Spark! Connecting Community Grant, Libraries Transforming Communities and a Walmart Tech grant.

-Looking to expand the Library of Things. Adah has created an Amazon Wishlist to share with the community to accept donations of some items. She will continue to look for grants to acquire items. Library of things will be promoted through FB, Frontporch Forum and the school.

-Adah has been looking for online donation platforms that can be linked through our website. They all take a percentage to process credit cards, some charge a fee. She has also been working on an annual fundraising letter to send out before the holidays.

Becky made the motion to approve the director’s report. Amy seconded. The Director’s Report was accepted.

Old Business:

-Story Walk: Vandalized plexiglass has been removed. New plexiglass has been purchased from McCuins. We need a new book! Adah will reach out to other libraries with Story Walks and see if there is potential to share the story walk books.

-Friend’s Group Update by Amy: Funds are being consolidated to one bank. Tammy is the secretary. The Friend’s Group has lost their 501C3 status because the appropriate paperwork was not filed. Rebecca will follow up with Megan Gilmore (President) about the 501C3 status and action plan. Next meeting is October 20th. Megan will be invited to the next board meeting to get us all on the same page.

New Business:

-October Activities: Book sale this Saturday 9-12, has historically been by donation but the board supports whatever Adah decides to do. Adah will look at repairing the existing sidewalk sign and find replacement letters for future use. The book sale will be held inside and board member will be available to help out.

Harvest Festival: Will be held 10-1 on October 17th. Board members will contact people with tractors. Hot dogs will be available. Amber will bring a hay bale. Virginia will bring cow cut outs for photo ops and check in to Diary Promotion availability of milk and cheese.

Halloween: will be outside with story time and a fire. S’more kits may be individually wrapped.

-Winter Library Activity: Adah has been brainstorming some outside activities – possibly caroling.

-Inside In-Person Events/Programming will start to be offered by sign up.

-Security System Upgrade: The cost quoted through the town is $8,643 for the IP system. Analog system is closer to $1,000. The IP system could be transferred to a new location. There would be an additional annual fee. There are some other options including Google Nest. Cameras are available for indoors or outdoors and the monthly fee is $8/month and the system stores information for 30 or 60 days. Adah reviewed a couple other options that were a bit pricier with other options. Adah has been checking with other libraries about what they use. It might be possible to work with the Friend’s Group to fund the security system upgrade. Virginia made the motion that the board will not participate in the town’s security system upgrade plan and that Adah use her discretion and research to move forward on another security system as she sees fit. Becky seconded the motion. The motion passed. Rebecca will let Heidi know.

-Virginia reviewed the Reframing Ageing Workshop that she attended virtually on September 25t. Much of the workshop discussed re-naming and using different words when referring to “older Vermonters.” The program also discussed easy access to all facilities, encouraging multi-generational activities and program and grant opportunities to serve this population.

-Little Free Libraries Update: Rebecca has reached out and found that there is no longer Woodshop at MVU. She is continuing to reach out to programs to see if anyone could build the housing set up for the books.

-Virginia mentioned the possibility of connecting about Rebecca Rupp for maybe doing a workshop or connecting people who are interested in homeschooling.

The board adjourned at 8:30pm

The next trustee meeting will be Wednesday, November 4th at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

September 2nd, 2020

Board of Trustees Meeting

Present:  Rebecca Howrigan, Virginia Holliman, Becky Johnson, Amy Bouchard, HHAmber Machia

The meeting was called to order at 6:45pm

Public Comment:  None

Our new director, Adah starts on September 8^th!!

Minutes:  Becky made the motion to accept last month’s meeting minutes.  Virginia seconded.  The minutes were approved.

Treasurer’s Report:  

-The cleaners did a “deep clean” of the library over several visits.  The kid’s room carpet looks brand new!

-The board discussed where we ended up at the end of the last budget FY (2019-2020).  We are unsure how much under budget we came in.  Budgeted money that is not used goes back into the general fund.

-Upon further investigation by Rebecca – the library does have an Amazon business account (the board had been under the impression that we did not have one).

-Warrants were approved and the budget status reviewed.

Motion to approve Treasurer’s Report made by Virginia.  Amy seconded.  The Treasure’s Report was approved.

Library Status Report:

-Sarah’s status report was reviewed.  She has entered many new books and has been advertising them on Facebook.  Some are not shelved because there is no space on the shelves.  Books are continuing to be quarantined when they are returned to the library.

-Sarah has noted that there are many unusable items in the basement that are taking up space and making it difficult to do a good job cleaning and organizing all of the materials that are stored down there.  The board noted that we are comfortable with Sarah re-homing or discarding unusable items.

-Patrons have been asking about when the library will be open.  Last weekend a few patrons were allowed in the library (by Sarah).  There will be no more patrons in the library until the new director moves the library into the next phase of the phased re-opening plan.  Sarah now has a copy of the phased re-opening plan.

-Curbside crafts have continued to be very popular.

-Sarah has not had a set schedule for her work hours this summer.

Old Business:

-Grant Updates: none at this time.  Virginia noted that the 4^th Annual V4A Conference is coming up.  It is available virtually and will focus on “Reframing Aging.”  The cost is $50.  Amy made the motion that the library should fund this opportunity for Virginia to attend the workshop.  Becky seconded the motion and the motion passed.

New Business:

-Virginia and Rebecca attended last week’s Village Core Master Plan meeting.  There was some information (estimates) that were missing from the historical assessment of the library property.  Heidi will follow up on this.  Rebecca has accepted a position on the Village Core Master Plan Board to represent the interests of the library.  The library board hopes that the new director will be involved in future meetings.

-The board is supportive in moving the library in the next phase of the phased re-opening plan at the discretion of the new director.

-The board discussed the possibility of doing the Harvest Festival this year.  It would involve tractors and a book swap.  Unsure about being able to have food (ice cream / hot dogs) at this time.  Possible dates are October 17^th or October 24^th.

-The board discussed the possibility of doing Whoville this year as it had been done last year.  We are unsure that we will be able to move forward with planning this event as things currently stand.

-The board discussed our annual trustee continuing education options.  Amber suggested a field trip to the Worthen Library, a newly constructed library in South Hero.  She will coordinate planning the trip and hopefully a tour of the library for an upcoming Saturday.  The board hopes to do another trustee training meeting/workshop with Lara over the winter, possibly coordinating with other boards.

-Becky shared some details about a unique fund raising event happening soon in Alburgh.  The fundraiser is a fireworks show with a per vehicle ticket/charge.  It was suggested that the Friends Group purchase a ticket and raffle it off to support the event.

-There are at least 3 busted story walk stations (the plexiglass has been vandalized) along the Rec Path.  Amber will try to replace the plexiglass if it is available through McCuin’s.

-Update on the security system: the town is transitioning to the new company.  They can use the existing cameras at the library, but they are not running yet.  We are waiting on a quote for outside camera(s).

The board adjourned at 7:45pm

The next trustee meeting will be Wednesday, October 7th at 6:30

Submitted by Amber Machia

Board of Trustees

Calendar of Annual Tasks

JANUARY

                –Begin to discuss presentations/presence we want to have at Town Meeting

-Library written report for Town Meeting

-Begin recruiting new board member prospects if positions are opening               

FEBRUARY         

                –Finalize plans for Library representation at Town Meeting

MARCH

APRIL

-Annual review and update of all Library policies and board by-laws

                -Orientation for new board members

MAY

JUNE

JULY

AUGUST

                -Explore and organize/schedule annual trustee training opportunities for the fall

SEPTEMBER

                -Director annual evaluation

OCTOBER

NOVEMBER

                –Treasurer & Director work on next year’s proposed budget

DECEMBER

                -Board to finalize proposed budget

OTHER :

–visit another library & trustee group to get new ideas and perspectives

-evaluate long range planning

-evaluate how the trustees are linking the community with the library

Highgate Public Library & Community Center

August 5th, 2020

Board of Trustees Meeting

Present:  Rebecca Howrigan, Virginia Holliman, Becky Johnson, Amy Bouchard, Amber Machia

Public Comment:  None

Minutes:  Virginia made the motion to accept last month’s meeting minutes.  Amy seconded.  The minutes were approved.

Treasurer’s Report:  

-Rebecca will talk to Wendy about scheduling the cleaners to come and do a deep cleaning of the library.

-Rebecca will follow up with Sarah regarding craft project materials purchases.

-Warrants were approved and the budget status reviewed.

Motion to approve Treasurer’s Report made by Becky.  Amy seconded.  The Treasure’s Report was approved.

Library Status Report;

-Sarah’s status report was reviewed.  Curbside crafts continue to be popular.  Curbside book pick up has also continued to be utilized.  New books have arrived and Sarah has been cataloging them.  The state park passes have also been utilized.

-Sarah will be on vacation at least through August 17^th.  The board will cover checking the library messages and emails and checking out materials as needed (Monday – Amber, Tuesday – Becky, Wednesday – Amy, Thursday – Virginia).  Rebecca will ask Sarah to leave the library email and FB accounts open on the staff computer for ease of access.  Materials can be checked out by following the instructions in the green binder.

Old Business:

-Grant Updates: There are some leads on grant funds available that might work for the Enjoying Life Program.  Heide, Betsy and Virginia will be meeting to work on applications.

New Business:

-Bylaws and Appendices of library policies were reviewed and edited.  Amy made the motion to approve the changes as discussed by the board.  Becky seconded the motion.  The changes made to the bylaws and appendices of the library policies were accepted.  Amber will continue to work on the edits.

-Security system update:  the library camera system has not been working because it was unplugged.  The town is working on updating the security system including the library system.  We hope to have outside camera monitoring included in the update.

-The board agrees that moving into the next phase of the phased reopening plan is appropriate once the new Director begins at her discretion.

The next trustee meeting will be Wednesday, September 2nd at 6:30

Submitted by Amber Machia

Highgate Library and Community Center Board of Trustees

Wednesday, July 1, 2020

Present: Amy Bouchard, Rebecca Howrigan, Virginia Holiman, Becky Johnson

Excused: Amber Machia

Guests: Michelle Beaulieu

The meeting was called to order at 6:40 pm by Rebecca.

Amy made the motion to accept the minutes from the June meeting. Virginia seconded the motion. There was no discussion and the motion passed unanimously.

The budget was available in print for all to review. HLCC will finish the 2019-2020 fiscal year approximately 10% below budget. Amy made the motion to accept the Treasurer’s Report as presented. Virginia made the second. It was asked if the cleaning company has been to the library, Michelle reported that she thought they would not be back until the library was open to the public again. With no further discussion, the Treasurers Report was approved.

Michelle presented the Director’s Report. Almost 200 books have been checked out via curbside services, and the curbside crafts have been very popular. Michelle offered to help Sarah with the Fairytale and Fantasy Gardens, as she has supplies at home she prepped when she was working from home. Michelle ordered the handicap accessible raised bed to be built by Shawn Rollo. She has been unable to connect with Corey McCuin to get the sink purchased or installed. Sarah is willing to facilitate the Summer Garden Club. Becky made the motion to accept the Director’s Report as presented. Virginia seconded the motion. The Director’s Report was approved.

Michelle has applied for and received a $200 grant for a summer performer, historically this has gone towards the VINS presentation at the arena. Michelle discussed the option of this same presentation via an online forum. The UVM social studies grant the library was approved for should be sending their materials out soon. The Google grant is for in-person training on the computers, so at this time, we have been unable to utilize those funds.

Amy gave an update on the Friends of the Library. They met in June and have a Zoom meeting scheduled for July 14^th. The Friends offered to rent a 20×20 tent for outdoor programming if there will be summer programming.

After much discussion, the Board decided to proceed with virtual and curbside programming through the summer, until a new Director is hired. There was discussion about closing on Saturdays for the same time period. Amy said she would hate to be closed on Saturdays and suggested the Trustees volunteer on Saturdays as they had done in the past.

Amy made the motion to enter Executive Session at 7:35 pm to discuss personnel. Exited Executive Session at 8:20 pm.

Becky made the motion to Approve the Phased Reopening Plan as written, with the ability to change it as needed in the future. Amy seconded the motion. The Phased Reopening Plan was approved unanimously.

The Trustees will review the final policy and appendices at the August Board meeting.

Rebecca made the motion to enter Executive Session for personnel at 8:35 pm. Exited Executive Session at 9:50 pm and the meeting was adjourned. The next regular meeting will be August 5, 2020.

Submitted by Rebecca Howrigan

Highgate Public Library & Community Center

June 3rd, 2020

Board of Trustees Meeting

Present:  Rebecca Howrigan, Virginia Holliman, Becky Johnson, Amy Bouchard, HHMichelle Beaulieu, Amber Machia, Sharon Bosquet

Public Comment:  None

Minutes:  Becky made the motion to accept last month’s meeting minutes.  Virginia seconded.  The minutes were approved.

Treasurer’s Report:  

-6/1 Wicked Klean charge of $150 —  Rebecca will check with Shelly, the cleaning service has not been to the library in several months.

-McCuins bill of $258.93 is a combination of Rec Path Story Walk expense and other library expenses.  Amber turned in one invoice for Rec Path Story Walk expenses and will get the other to Michelle asap.  The Story Walk upgrade project cost about $200.

-The board discussed staff pay periods and pay since the library has closed.  Staff are now using the time clock.

-The library is projected to come in under budget for the FY 19-20.

-Special Programs appears over budget but is not accurate due to deposits (discussed at last in person meeting) – Michelle cleared this up with Shelly, the numbers appear to be off because of money shuffled to pay Rusty and then transferred to the Friends Group.

Motion to approve Treasurer’s Report made by Virginia.  Amy seconded.  Treasure’s Report was approved.

Director’s Report:  By Michelle

-The basement has been reorganized.  There are several pieces of antique furniture that we have no use for and take up a lot of space.  Amy made the motion that Michelle decide what should go and donate it to the Historical Society for their yard sale.  Virginia seconded the motion.  The motion passed.

-The staff has completed the VOSHA training.

-Michelle and the staff have attended virtual meetings on library reopening and safety.

-Summer Reading Program information should be going out with school packets soon.

-Virginia suggested the staff use their time to prep multiple projects and record multiple virtual programs to be released over the next several weeks.  Michelle is not comfortable doing recordings for virtual programs.

-Make and take crafts have been well received.

-The board discussed how outside (in our back yard with required sign up for a limited number of participants) programming might benefit the community and what it might look like.  The board also discussed how completely closing the library for the foreseeable future might affect the community and what it might look like.

Amy made the motion to approve the Director’s Report.  Virginia seconded.  The report was approved.

Old Business:

-Quotes —  Raised Beds – Virginia had a lead on additional quote for a raised bed and gave the information to Michelle for followup.  Another quote came from Jameson Fortin totaled $507 (including donated milling services and labor).  .  The board discussed what a new bed might be used for since this year’s programming is unconfirmed. Sink – McCuins has not gotten back to us with a quote.  Michelle will follow up with Corey again

-Friends Group – There are several accounts at two separate banks that have Friends Group funds, totaling nearly $40,000.  It is imperative that a Friends Group is established immediately and can take responsibility for these funds.  Amy has volunteered to be the board liaison for a Friends Group.  Amber made the motion that Amy take leadership in doing appropriate research through the Department of Libraries, schedule a Friends Group Meeting, personally invite individuals and get the process moving with the goal of establishing a functioning Friends Group and reorganizing the finances so that they are consolidated and legal. Becky seconded.  The motion passed.

-Reorganization of the Library & Relocation of the Director’s Desk: Michelle reports that the library has been reorganized and cleaned and she has moved her desk to the Vermont Room.  Kids toys have all been put away in preparation for re-opening.

-Summer Program Planning:  Next week will be rock painting.  There will be weekly pick up activities with virtual accompaniment.  Regular programing (Messy Monday, Tunes on Tuesday, Story Hour Wednesday) may be able to resume outside weather dependent with safety precautions.  Sharon noted that it might be easier to just start with one program at a time.

-Lawn Care Contract from Ben Nye is $800 for the season.  Amber made the motion that we accept the contract.  Amy seconded the motion.  The motion passed.

-Library policies and bylaws will be reviewed and updated by the board at a special meeting/executive session on June 17^th at 6:30.

-Rec Path Story Walk: The project has been completed.  It cost about $20 more than the proposed budget (total around $200).  The board discussed some kind of plaque to recognize that the project is maintained by the HLCC.

-Little Free Library:  Becky and Rebecca spoke with Robin Gagne Robin Gagne about construction.  They will follow up with her.

 ************

 

New Business:

-Norm Lavallee Plant Swap raised $199.

-The board discussed how we might do a book sale or swap safely and also how we might deal with left over books.  We will look at doing this later in the year.

-Materials needed for sanitizing the library – Michelle will continue to use diluted bleach spray.

-Phased Library Reopening Plan – Michelle has drafted a plan with 5 phases.  We are currently in phase 2 of the plan (allowing curbside book pick up and staff working in the library).  The governor’s policy quoted in phase 2 will be removed, keeping the portion that notes the HLCC guidelines as dictated by the governor’s new work-safe policy.  Phase 3 will allow patrons to enter the library using precautions.  When the library becomes open there will be a maximum capacity of 8 people (including staff) indoors.  The library has 800 square feet of usable space.  Patrons will be encouraged to call ahead to check availability of space and will also be required to wear masks and use hand sanitizer upon entering. There will also be a contact log kept and patrons will need to sign paperwork that they haven’t had symptoms or contact. Phase 4 will include limited programming beginning outside. Michelle will revise the plan.  Becky made the motion to accept the phased reopening plan with discussed changes.  Virginia seconded.  The motion passed.

Executive Session – entered at 9:40pm, exited at 10:40pm

The next Trustee meeting will be Wednesday, July 1^st at 6:30

Submitted by Amber Machia

Highgate Public Library & Community Center

May 6^th via ZOOM, 2020

Board of Trustees Meeting

Present:  Rebecca Howrigan, Virginia Holliman, Becky Johnson, Amy Bouchard, HHMichelle Beaulieau, Amber Machia, Sharon Bosquet

Public Comment:  None

Minutes:  Virginia made the motion to accept last month’s meeting minutes.  Becky seconded.  The minutes were approved.

Treasurer’s Report:  

-Special Programs appears over budget but is not accurate due to deposits that need to still be made and possibly some confusion regarding a $1220 expense.  Michelle will clear this up with Shelly tomorrow.

Motion to approve Treasurer’s Report made by Becky.  Amy seconded.  Treasure’s Report was approved.

-Warrants will be signed off on at the next in person meeting.  Note that book purchases from the end of April were ordered prior to the closing of the library.  No books have been purchased since.  The warrants were approved by voice vote.

Director’s Report:  By Michelle

The library has been approved for the Summer Performer Grant ($200) which can be used for outdoor presentations this summer (for example – the Southern Vermont Natural History Museum presentation).  The library was not awarded the grant for the gardening program ($1500).  Michelle has applied for the Grow with Google Grant ($2000 awarded upon completion of program).  The RISEVT grant was not applied for earlier this year.

Michelle will update the Library phone message recording.

Michelle worked from home during the stay at home order. She and Sara have been working in the library this week.  Erica has been out sick and unable to work from home.  All Library staff have continued to receive normal pay while the library has been closed.  Sharon noted that the Select Board will be questioning why staff has been paid and not completed work.  The understanding was that staff would be doing remote work or work in isolation during this time.  Michelle will attend the Select Board meeting on Thursday, May 7^th via ZOOM and report to them regarding this issue. Moving forward all Library staff will be paid for documented and in person work.

Becky made the motion to approve the Director’s Report.  Amy seconded.  The report was approved.

Old Business:

-Quotes: Michelle is waiting on a quote for the new sink from Corey McCuin.  Waiting on a quote for the new raised beds from Jameson Fortin.  Matt has not been available to work on computers but when he is he will update all of the patron computers to Windows 10 and the town will be working with him to replace the two front desk computers.

-Grant Updates: The AARP grant has been submitted by Virginia with help from Heidi and Besty Fornier and is open until May 26 – expected to hear back in early June.

-Friends Group – David Roddy Fund:  Future meeting plans will be more widely communicated. The March meeting was canceled due to Covid-19.

-Reorganization of the Library & Relocation of the Director’s Desk: Michelle has started to move her desk to the back room and plans to be finished tomorrow.  Sara has been working on cleaning the basement and the vault.  There are double sided bookshelves in the basement that were only being used on one side and can now be used on both sides for storage.  Michelle was asked if she needs anything to help keep these spaces more organized in the future.  She declined but noted that staff would need to be more mindful of keeping things more organized as they go into storage in the future.

-Summer Program Planning: Programs that were planned for April vacation cane be done this summer once we are able to resume programming.  The meetings Michelle has been attending have recommended more virtual program plans for the near future.  Michelle has met with Highgate Rec Department – they are trying to bring some programming back and are interested in including/utilizing the library.  Erica is planning on doing a creative writing program with elementary-middle school age children.  The board agrees that the library should be ready to move forward with programing in any form possible as soon as allowed.

-Garden Program:  Hoping to move forward with the program since it is an outside program as long as it can be managed safely.  This may mean planting and maintaining the garden in hopes of using it for programming during harvest time.  Another idea that was discussed was making the garden space available to people as a community garden space.

-Backpack Organizationn/Masterlist – Sara has organized the backpacks and compiled a list of what we have.  Staff will work on getting this list available to patrons so that they can be checked out when we start curbside pickup.

-Library policies and bylaws will be reviewed and updated by the board at the next in person meeting.

New Business:

-Curbside pick up of library materials will begin on Monday, May 11^th.  Patrons can log in and email requests directly to the library or call and order books to pick up.  All returned books will be quarantined I plastic shopping bags for 1 week before being available to other patrons.  Listen UP VT utilization has been up – 161 downloads over the past 2 months, 90 in the past month.

-Norm Lavallee Plant Swap will be held in the small park by the library on May 30^th 10am-noon.  Tables will be spaced out, gloves will be provided (Rebecca) and masks will be required unless state restrictions/recommendations are changed by then.  Virginia has made a poster and will work with Michelle to spread the word.

-Law Care Contract:  Ben Nye submitted his contract.  Michelle did not have this available but will get it for the board to review.

***************

Highgate Public Library & Community Center

March 4th, 2020

Board of Trustees Meeting

Present:  Rebecca Howrigan, Virginia Holliman, Amy Bouchard, HHMichelle Beaulieau, Amber Machia, Sharon Bosquiet

Public Comment:  None

Minutes:  Virginia made the motion to accept last month’s meeting minutes.  Amy seconded.  The minutes were approved.

Treasurer’s Report:  

-We have almost $3,000 left in our buildings grounds & maintenance budget.  We are in need of a larger sink in the bathroom.  It must be handicapped accessible.  Michelle will get a quote for the project.  We also need a new/updated latch on the outside gate.

-We have $440 remaining for professional development.  Michelle is interested in a Fred Prior management workshop in Burlington later this spring.  The cost is $149.

-Michelle is working on applying for the NER Funding grant for computers.  Michelle will reach out to Heidi for help with the application.  It is a big process.  We need a quote on what it will cost to get a new system to meet our needs (three staff computers and three patron computers).

-We may potentially go over budget on supplies due to printing ink expenses.

-Virginia and Michelle will work on getting quotes for handicapped accessible raised beds which we have grant money for.

-We are on track for overall budget expenses for the year.

-We are in the process of setting up an account for the Mr. Roddy Memorial Scholarship Fund.  It will be associated with the Friends group.

Motion to approve Treasurer’s Report made by Amy.  Virginia seconded.  Treasure’s Report was approved.

Director’s Report:  By Michelle

• School Vacation programs were attended less than last year.
• The backpacks are a great resource and are underused. They take up a lot of space and can be difficult to promote. Michelle will find the list of backpacks that we have and work on new ideas to get the backpacks out into the world.
• Michelle is going to work with Matt Bouchard to fix the newsletter e-mail listserve!!!
• There has been an additional donation of $375 (total of $385) in honor of Jeannine Poirier. It will be put in the Anderson Account.
• The ski program brought in $481 in the month of February.
• Michelle will be relocating her desk/workspace to the Vermont Room when the new Programs and Outreach Coordinator starts.
• Michelle will reach out to Lara and Sharon will reach out to the town lawyer regarding our rights within the library when responding to patrons that pose threats to our space. The board strongly suggests that Michelle document any incident or complaint or any situation that makes herself or other patrons uncomfortable for any reason at all.

Amy made the motion to approve the Director’s Report.  Virginia seconded.  The report was approved.

Old Business:

–Town Meeting Day Recap:  Our request for $25,000 (included in the Capital Investment Plan) was approved.  The board had initially wanted to ask for $50,000. The Library missed the opportunity to really connect with voters at Town Meeting as the board had been expecting.  Michelle is still running the raffle for the basket in exchange for filled out surveys.

-The Logger/Mr. Roddy Memorial Fund:  The library received $122 for 61 tickets sold.  After expenses: $107.97.  Receipts for donations will be provided to sponsors.  Rock 10 will also be donating $500 to the fund.  There will be an account set up for the fund.  The teacup auction was a hit.  The show was well received.  132 people attended. Virginia filled out an event evaluation with the board’s thoughts.  The community was happy to have an event held locally.  Virginia will do TY cards to the sponsors.  The total amount going into the memorial fund is approximately $2,212.75.

-Policy Revisions:  Michelle has updated the personnel policies to reflect the requirement of using the time clock and approving use of text messages for communicating between staff and herself.

-Comedy For a Cause has been cancelled due to timing conflicts.  Possible rescheduling in the fall.

New Business:

-Open Trustee Position:  There were not enough write in votes.  The select board will need to appoint the position.  A letter needs to be written to the select board for their review.

-Sarah Lessor will be starting on Monday as our newly hired Programs and Outreach Coordinator.

-Ski Program money : The board had previously decided to make this a library program (not a Friends program since there hasn’t been an established Friends Group).  Virginia made the motion to deposit the money into the Anderson Account.  The Anderson Account money can be used for one time purchases as approved by the board.  Amy seconded the motion.  The motion passed.

-Michelle will set up a meeting for the Friends Group with Sharon as the foundational member!

-Each board member will review all of the library policies on their own time and bring any edit recommendations to the next board meeting.  Each member is responsible for connecting with Michelle to access their copy.

-Virginia has been working with Heidi and Betsy on the AARP grant.  We have 126 patrons over the age of 55.  The grant would help to establish Friday programming with transportation and lunch (details to be determined) provided.  “The Enjoying Life Club”  There is money in our Postage budget.  Maybe a targeted mailing of the surveys.   Virginia is also working on a separate grant to do a nature walk at the bottom of Mill Hill.

The next Trustee meeting will be Wednesday, April 1^st at 6:30

Submitted by Amber Machia

____________________________________________________

Highgate Public Library & Community Center

February 5th, 2020

Board of Trustees Meeting

Present:  Becky Johnson, Amber Machia, Rebecca Howrigan, Amy Bouchard, HHMichelle Beaulieau

Public Comment:  None

Minutes:  Becky made the motion to approve meeting minute from December.  Amy seconded.  Minutes were approved.

Treasurer’s Report:  

-$305 charge from McQuins is for having the furnace serviced in December.

-Last of the Whoville expenses appear in this month’s warrants.

Motion to approve Treasurer’s Report made by Amber.  Becky seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• Visits are up for January
• 14 tickets to the Logger show have sold through the library so far. We don’t have access to how many tickets are sold through his online platform.
• There has been one donation of $10 made in honor of Jennine Poirier.
• The ski program has brought in $661 so far (the library makes $2-$3 per ticket depending on what type of ticket is purchased)

Becky made the motion to approve the Director’s Report.  Amy seconded.  The report was approved.

Old Business:

-Village Core Plan Meeting was on January 14^th:  Rebecca & Virginia attended.  The VCPM board asked for an estimated cost per square foot for a new library – information that we do not have at this time.  The board seems to support the town’s need for a new library & community center located on the property.  It is the opinion of the board that the existing buildings on the property could not be updated sufficiently or appropriately to meet the community’s need of a new library/community center space.

-Town Meeting Day Presentation: No update of progress at this time.

-Ski Program: See Director’s Report

-The Logger Show:  Amy & Virginia have been soliciting food donations.  Each trustee will supply a basket for the tea cup auction.  Sponsors have not yet been confirmed.  Email communication or possibly an additional meeting once Virginia returns will be required to hammer out remaining details.  SO EXCITING!

-Becky will be a write in for the trustee position on the ballots on Town Meeting Day.

-Michelle will work on updating the personnel policies to reflect the requirement of using the time clock.  Policy for using text messages for communicating between staff also needs to be updated to allow this as an acceptable means of communicating.

 

New Business:

-The board needs to review and update all library policies.  It was decided that this will be done at (or before) the April meeting annually so that in the future it will be done as one of the first tasks after welcoming new trustees.

-Interview schedule:  Michelle will be interviewing 4 potential candidates for the Programs Director and Outreach Coordinator position.  Two interviews are scheduled for Friday.

The board entered executive session at 7:25 and exited at 7:50.

The next Trustee meeting will be Wednesday, March 4^th at 6:30

Submitted by Amber Machia

***************

Highgate Public Library & Community Center

January 8th, 2020

Board of Trustees Meeting

Present:  Becky Johnson, Amber Machia, Rebecca Howrigan, Virginia Holiman, Amy Bouchard, HHMichelle Beaulieau

Public Comment:  None

Minutes:  Dates on previous meeting minutes were fixed before they were filed.  Amy made the motion to approve meeting minute from December.  Becky seconded.  Minutes were approved.

Treasurer’s Report:  

-Wicked Klean Housekeeping 12/3 bill is $280 and 1/2 bill is $224 (same as November).  Rebecca will check with Shelly on the difference in charges.

-Grant writing funds:  The library should continue to write/work on/utilize grants independently of the town offices.  In the long term future grant writing expenses should be taken out of individual library expenditure line (not the Grant Expenses line).

-New England Medical Library Community Engagement & Health Grant: Can be used for new computers for $10,000.  The application will be due in the spring.  Michelle has information on the grant from other local libraries!

-Michelle followed up on the 3 Amazon charges from 11/7 and resolved the line item filings.

-Two financial gifts have been given to the library — $400 from the Tyler Place (to go into the Anderson Account) and $50 from Megan Evans given in memory of her grandmother, Jeannette Nolan.  The money will be used to put together a reading basket to raffle at town meeting.  Michelle will send thankyou notes.

Motion to approve Treasurer’s Report made by Virginia.  Becky seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• Numbers are up for December
• Whoville: $1005 was collected.  Around $2,000 was spent on the event.  Expenses will be lower next year.  Tickets may be available to purchase online next year (and mailed out).

Amy made the motion to approve the Director’s Report.  Virginia seconded.  The report was approved.

Old Business:

-Village Core Plan Meeting is on January 14^th:  Michelle will present our 2017 feasibility study as the basis for our work on a future new library and explain that we are not tied to this plan but it is our starting point to move forward from.  Michelle will print out pages 2-9 to hand out, which summarize the plan and goals.  Michelle is working on getting financial information from Fairfield’s newly built library.

-Town Meeting Day Presentation: Michelle will work on a survey to be available at town meeting.  We will also have a visual idea board for people to contribute to.  Michelle will work on creating an informational video presentation using testimonials from patrons.

-Ski Program: There was some confusion on ticket prices for the first week.  The program was not put on Front Porch Forum and previous program participants have not yet been emailed.  Michelle will work on more promotion of the program.  Will check on posting in on the Messenger and the town’s digital board.

-Job Descriptions: Michelle has updated the Part Time Program & Outreach Coordinator description and the job posting.  The job will be posted tomorrow and applications will be accepted until January 27^th.  The Clerk position is good as it currently exists.

-Personnel Management Webinars:  Michelle will be taking three through the ALA.

New Business:

-Board position up for election:  Becky’s term is up.  She will be running for the position again for a 5 year term.  WOOT!

-Staffing plan: Erica’s hours will remain the same at this time.  The Program and Outreach Coordinator position will be posted.  We discussed the future possibility of having a youth page position.

-Time clock:  Shelly has ordered us a new time clock.  Personnel policies need to be updated to reflect the requirement of using the time clock.  Policy for using text messages for communicating between staff also needs to be updated to allow this as an acceptable means of communicating.

-The Logger: Amy, Virginia & Michelle met with Rusty.  The library needs to do the advertising.  Rusty will supply a poster template that we can use.  Each ticket sold through the library earns $2.  The library can do a 50/50 raffle during the show.  Proceeds go to the library.  The library can do food sales during intermission.  Tickets are $25(?).   Tickets will be available through Eventbrite.  The library can find three sponsors for the show (Rusty has supplied a plan for marketing this aspects) – Amy & Michelle will work on this.  We need to check on fire code – should be able to sell 200 tickets.  The show is 7:30-9:30ish on February 29^th.  A portion of the proceeds will be for David Roddy Memorial Camp Scholarship Fund for children to attend camps.  Trustees will each secure 1-2 donations for a silent auction (ticket style).  Amber will donate milk.  Coffee and tea will be available.  Virginia & Amy will be working on these details.

-Comedy for a Cause: Will be adults only this year.  It will be April 10th.  We can sell up to 70 tickets.  The event is at Twiggs.  We will need 3 sponsors (totaling $600) if possible.

The board entered executive session at 9:00 and exited at 9:45.

The next Trustee meeting will be Wednesday, February 5th at 6:30

Submitted by Amber Machia

*********************************************

Highgate Public Library & Community Center

December 4th,  2019

Board of Trustees Meeting

Present:  Becky Johnson, Amber Machia, Rebecca Howrigan, Virginia Holiman, Amy Bouchard, Michelle Beaulieu

Public Comment:  None

Minutes:  Becky made the motion to approve meeting minute from November.  Amy seconded.  Minutes were approved.

Treasurer’s Report:  There are 3 Amazon charges on 11/7 charged to three different accounts with the same description of “LIB BOOKS PROGRAMS.”  Michelle will figure it out and let us know next month.  There are still some Whoville expenses that will be posted.  $250 for Santa and $300 for cookies and some costs for advertising and a couple hundred on decorations and lights.  The generator is $42/day.  We should be close to break even.  The light panels have disappeared.

Any expenditures over budget will be cleared with the board prior to money being spent.

Motion to approve Treasurer’s Report made by Becky.  Virginia seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• Numbers for November were a little down (due to high numbers in October for big programs)
• Paloma’s last day is December 23rd

Amy made the motion to approve the Director’s Report.  Becky seconded.  The report was approved.

Old Business:

• Michelle had spoken to Heidi about grant money available to make a promotional video for the library. We will start to work on presentations/video to be ready for town meeting after Whoville.

New Business:

• Ski Program: The Friends Group made about $1200 on the program last year.   There are 10 dates.  Some weeks there are 40-50 people.  Paloma is interested in doing the program this year for $60/date.  There are no other volunteer prospects at this time.  The board agrees that we want the program to continue, but it has historically been challenging.  The program will be run through the Library this year so that the library can manage the program and look for volunteers to help for this year and in the future  (Paloma will train interested individuals and allow for volunteers interested in running the program to do so in exchange for ski passes).  The goal is that there is a Friends Group established by the end of 2020 to take over the program for next year.  Michelle will email previous program participants and post on front porch forum to look for volunteers to run the program this year.
• Program & Outreach Coordinator Job Description: Has not been updated.  Michelle does not want to hire for the position as it currently exists.  She would like to take some time to re-evaluate the position.  She would like to hire a part time temp or sub to cover hours as needed and offer more hours to the existing staff member.
• The town is doing a feasibility study on the buildings associated with the Machia Property. The library can be appraised as part of the program.  The cost is a $250 match.  There is some money in the future budget.  Becky made the motion to make the match and Virginia seconded.  Michelle & Virginia will talk to Heidi about being on the agenda to present the needs of the future library at the January 14^th
• Volunteers will be here to help with Whoville decoration and set up on Thursday.

The board entered executive session at 8:05 and exited at 9:45

The next Trustee meeting will be Wednesday, January 8th at 6:30

Submitted by Amber Machia

****************************

Highgate Public Library & Community Center

November 6th,  2019

Board of Trustees Meeting

Present:  Becky Johnson, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Beaulieau

Public Comment:  None

Minutes:  Becky made the motion to approve meeting minute from October 2nd.  Virginia seconded.  Minutes were approved.

Treasurer’s Report:  We are about 1/3 of the way through the year.  Travel expense for Paloma on 10/30 is accumulated from several trips to Barre.  We are over on travel expenses for the year already.  The board would like to be more informed about what training is being traveled for.  The board would like any expenses over the budgeted amount to be communicated prior, the director’s report should report on travel and training and travel expenses should be reported and paid for in a more timely manner.  Going forward for this fiscal year travel will need to be limited unless funds can be found to cover expenses.

 Motion to approve Treasurer’s Report made by Becky.  Virginia seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• Numbers are up from last month
• Great turn out for Harvest Festival & Halloween trick-or-treating
• NEW NEWSLETTER is on stands!!!
• Tickets have been made and printed for Whoville in Highgate
  • We are needing a quiet generator
• Village Core Meeting Update: (Attended by Michelle & Amy) There is a fair amount of interest in keeping the existing Machia building.  There will be an assessment done to determine if the building can be restored.  There is possible historic preservation grant money to restore the building.

Becky made the motion to approve the Director’s Report.  Amy seconded.  The report was approved.

Old Business:

• Capital Campaign Meeting was attended by Virginia. The library was permitted to ask for $25,000 (not $50,000) as part of the Capital Campaign.  The town is trying to level fund.
• Amy will beginning her outreach program in January!

 

New Business:

• The board would like the director to review the program evaluations from last year’s Polar Express Event and utilize recommendations for this year’s event. The board discussed information that needs to be provided with event tickets (parking, event instructions and food donation).
• Follow up from Lara’s Trustee work shop; The board discussed making in-house library trustee training an annual thing and the board will determine in the future if other library’s trustees will be invited.  Also, the secretary will take the responsibility of filling out the yearly calendar that Lara presented us with.
• Director evaluations are due to Rebecca ASAP.
• Rebecca reviewed budget recommendations that she went over with Michelle. Final budget decisions will need to be determined by next meeting.
• Michelle will have her Librarian’s Certificate at the end of December.

The next Trustee meeting will be Wednesday, December 4th at 6:30

Submitted by Amber Machia

 

Highgate Public Library & Community Center

September 4^th,  2019

Board of Trustees Meeting

Present:  Becky Johnson, Amy Bouchard, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Beaulieau, Sharon Bosquet & Alice

Public Comment:  None

Minutes: Virginia made the motion to approve meeting minute from August 7th.  Becky seconded.  Minutes were approved.

Treasurer’s Report:  The new printer went under Furniture & Fixtures EQ

Motion to approve Treasurer’s Report made by Becky.  Amy seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• August was a little slower than July
• The end of summer reading celebration was a huge success
• Yoga has not been a success…possibly because we only have outside space
• Paint & Snack went really well
• Project Linus Blanket Making yielded 8 blankets

Amy made the motion to approve the Director’s Report.  Becky seconded.  The report was approved.

Old Business:

• Water Cooler – Sharon recommend buying a water cooler at Home Depot for about $100 and using the refillable water jugs from Hannaford’s. This is more economical than paying a service.  Virginia made the motion the purchase the water cooler, Amy seconded.
• Paloma went to a Story Walk training and won a Story Walk setup. There has not been much follow up progress with the Rec Department.
• There is no update about the grants that Michelle worked on with Heidi.
• 7 Days is doing free ticket selling for the Dustin Peri Fundraiser. Michelle is trying to get information/articles into the papers about it.  Michelle will try to work with other libraries to share events and activities.
• Rebecca will check to see if the stairs have been paid for.
• Amy has not been continuing library outreach because it was unclear about how it would be financially feasible moving forward. The board agrees that it should not be a free service but that it is a wonderful service that Amy should be paid for from the individual daycare or Michelle recommended using the Building Better Futures (Parent Child Center) budgeted money for story times to help provide stipend money for this program.  Both Amy and Michelle will update their security/fingerprinting checks.  The board agrees that there should be a fee paid by the daycare to offset money from the library budget.  Amy believes that there are programs/money available to daycares through the state.  Amy will assist with finding that information for daycares.  Michelle will get an update on the Book Mobile this coming Monday.

New Business:

• Code of Conduct/Dress Code for Library Employees – The board discussed if something needs to be formally implemented for current library staff. Rebecca brought dress codes from area schools.  Michelle will work on writing a policy and bring it to the board for review at next month’s meeting.
• October 19^th – Tractor Day
• October 30^th – Lara will be here from the VT Department of Libraries to have a review on Trustee responsibilities.

Executive Session called by Rebecca.  Executive Session was held from 7:40 – 8pm.

The next Trustee meeting will be Wednesday, October 2nd at 6:30

Submitted by Amber Machia

 ************************************************************

Highgate Public Library & Community Center

August 7^th,  2019

Board of Trustees Meeting

Present:  Becky Johnson, Amy Bouchard, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Beaulieau

Public Comment:  None

Minutes: Virginia made the motion to approve meeting minute from July 10th.  Becky seconded.  Minutes were approved.

Treasurer’s Report:  Communications budget is 18% because there is a Malwarebytes (antivirus) charge.

Motion to approve Treasurer’s Report made by Becky.  Amy seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• Lots of books are going out!!
• Messy Monday’s have been a great success
• Wednesday story time has been well attended. There is a nearby daycare bringing kids over.
• Garden Club was AWESOME! The group was a challenge, but well attended.
• Campfire evening was lots of fun. More to come!
• Food sale at the music in the park night was a wonderful success. Hoping to do more in the future.  Some supplies were left over and will be used for the Community Celebration.

Virginia made the motion to approve the Director’s Report.  Becky seconded.  The report was approved.

Old Business:

• STEP REPAIR IS DONE!!! THEY ARE AWESOME!!
• The library will have activities all day at the Community Celebration. Michelle will have both Erica and Paloma for 3 hour blocks as extra help for the day.  The board members will also be present throughout the day (especially noon – 3).  Amy & Virginia will pick up decorative planters from H&B’s Saturday morning.
• Fairy Tale Festival – the library has a large group going down. Costumes will be funded by the Friends Group.  It is September 21^st in Killington.

New Business:

• Michelle met with Heidi this week and worked on two grants – one for the little free libraries and another for improving the walking trail and for buying new snowshoes.
• Michelle will follow up with the Rec Department about the story walk.
• Michelle found a grant for library computers and programs and has talked to Heidi about it. The grant is due August 30^th.
• Water Cooler – cost about $20/month to rent plus the water jugs. Michelle will look more into the cost versus buying large containers from Walmart/hannafords.
• Michelle is working on selling tickets to the Dustin Peri Fundraiser. It is September 19^th.  There are 250 tickets available.
• Amy has been helping with library outreach to daycares (because the book mobile is not active now). Michelle is looking for funding to pay Amy a stipend.  There’s lots of room to grow this kind of programming and outreach.
• Next Recipe Club will be WEDNESDAY September 25^th . The theme is dips.

Executive Session called by Becky.  Executive Session was held from 7:50 – 8:10.

The next Trustee meeting will be September 4th at 6:30

Submitted by Amber Machia

 ****************************************************************************

Highgate Public Library & Community Center

July 10^th, 2019

Board of Trustees Meeting

Present:  Becky Johnson, Amy Bouchard, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Beaulieau

Public Comment:  None

Minutes: Virginia made the motion to approve meeting minute from May 8th.  Amy seconded.  Minutes were approved.

Treasurer’s Report: May & June warrants were signed.  It was noted that mileage reimbursement rate is $0.565/mile.  Budget (for the year) notes included: slight overage on support staff & background checks, custodial expenses and communications — all as expected;  Overall under budget for the year.  Michelle is doing an outstanding job working on budget transparency.

Motion to approve Treasurer’s Report made by Amy.  Virginia seconded.  Treasure’s Report were approved.

Director’s Report:  By Michelle

• June was a great month!
• Summer gardening program is going well and goes through July 31^st.
• Comedy For A Cause cleared $800 after expenses!
• Amy helped out at the library during the Backpack Theater – Thank you Amy!
• Michelle has done some outreach to local daycares since the Book Mobile is not active.
• 14^th Star event will be on September 19^th. Tickets are $25/each and include appetizers.  Dustin Par will do a talk on documenting investigations of the paranormal.
• We now have 3 state park passes (it was $100 for the extra 2 passes)

Becky made the motion to approve the Director’s Report. Amy seconded.  The report was approved.

Old Business:

• Steps are still not repaired. Michelle had reached out to the Fire Department Volunteers about removal of the old steps with not much success.  Richard Flint suggested having them capped, or James could build wooden stairs over the existing steps (which are some how attached to the building).  The board agreed that having steps built over the existing stairs ASAP is our best bet.

New Business:

• The library board & Michelle will be providing food and drinks for the July 21 Concert in The Park by donation. Michelle will look into hotdog donations (Desorcies or Hannafords).  Additionally there will be popcorn and baked goods provided by the trustees.  Erica or Paloma will make some signage.  Meet at the library at 6.
• Community Celebration: Michelle/the library will be doing activities 11-8.  Board members will sign up on a schedule to help out with events.
• Vermont Library Department Fairytale Festival is at Killington on September 21^st. Micelle is the Queen!

No Executive Session needed

The next Trustee meeting will be August 7th at 6:30

Submitted by Amber Machia

 ****************************************************************************

Highgate Public Library & Community Center

May 8th^th, 2019

Board of Trustees Meeting

Present:  Becky Johnson, Amy Bouchard, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Beaulieu

Public Comment:  Michelle reported that the Franklin/Grand Isle Book Mobile is losing their funding and looking for financial support from local libraries for the 2020 budget year.  They are requesting $8,000 per library.  The board recommends that they approach the towns they are working with at town meeting.

Minutes: Amy made the motion to approve meeting minute from April 3rd.  Becky seconded.  Minutes were approved.

Treasurer’s Report: The “Special Programs” line is money allocated for one-time program expenses for programs that are not recurring.  Michelle would like to purchase a canopy and stackable lawn chairs or another picnic table for use during outdoor programs (in the back yard).  Additionally she will be purchasing plywood and painting supplies soon to start building props and backdrops for the Whoville Event this coming winter.  These expenses will be paid for with money allocated for special programs.

Becky made the motion to approve the Treasurer’s Report.  Amy seconded.  Treasurer’s Report was approved.

Director’s Report:  By Michelle

• Story Time attendance is up.
• Build It attendance has been steady
• Paloma has been working on the HLCC website!
• The monthly Library Events Newsletter has not been sending out effectively over email. Michelle will work to resolve this issue.
• Plant Sale will be on May 25^th 10-noon.

Old Business:

• Michelle reports that there is no available grant money/applications for new computers at this time.
• The Rec Dept is fixing the story walk boxes!!!
• We need to put a deposit on our lawn mowing service to keep Ben Nye for this season. The total for the season will be $850 and half is required now (the other half at the end of the season).  Becky made the motion to renew our contract with Ben.  Virginia seconded.  All were in favor.

New Business:

• Plant Swap: Michelle will order a banner or make signage and get flyers up around town.
• Narcan: Michelle reports that she learned from the meeting she went to that the law protects the library from liability of Narcan use just like it does for rescue persons. Michelle is comfortable using and storing Narcan.  After discussion Becky made the motion to not keep Narcan at the library.  A voice vote passed the motion.
• Michelle & Amy will be going to the Trustees & Friends Conference.
• The Library will be closed for a partial day to allow Michelle & Paloma to attend the VLA Conference.
• Comedy For Cause Event will take place on June 21^st at Twiggs. There are 60 tickets available at the Library and at MVU for $25 each.  The library’s cost for the event is $350.  Michelle will ask Erica for an update and report via email to the board.
• Paloma will be making an outdoor chalkboard for the backyard for kids play and programs.
• Community Gathering – Michelle went to the last meeting. There will be another meeting on the 16^th @6pm.  Specifics on how the library will be part of the celebration have yet to be determined.
• Backyard steps – We received three quotes for the construction and installation of pressure treated steps with railings ($250, $500 & $610). Volunteers through the fire department are able to remove the existing concrete steps.

The next Trustee meeting will be June 5^th at 6:30

Submitted by Amber Machia

 ******************************************************************

Highgate Public Library and Community Center

Board of Trustees Meeting

April 3, 2019

 

Present: Amy Nolan, Amber Machia, Rebecca Howrigan, Virginia Holiman, Michelle Hope, Sharon Bousquet

Absent: Becky Johnson

Public Comment: None

Minutes: Amber made motion, Amy seconded, to approve March 13^th minutes,    minutes approved

Director’s Report:   -number of library patrons up

-Cailey’s Closest was a big success! 31 dresses chosen, dresses gone to Fairfield and will then go to Richford, next year Needleman’s will donate dresses,17 dresses donated by resale shop in Shelburne. Wendy Miner offered to have event at her shop in Swanton next year

– Paloma and Michelle  working on building Friends of Library group

-April 27, library is official Day in the Dirt site, Bob Engstrom will do worm composting workshop in AM

-May 21, 9-5, Library Trustees and Friends Conference at UVM Davis Center, Board and staff urged to go

– a chapter of the Green Mountain Squad is interested in coming for end of summer reading celebration

– possible event ideas- Parade costume making days, Ghost Hunters, Zoo Keepers Band, Ladies’ Health Evening, Interviews/ trivia with Historical Society, Vermont authors, movie night (Virginia to contact Public Access TV about showing)

– discussion of library having NARCAN available tabled until next May meeting, after Michelle attends informational workshop

-Library has been asked to write letter of support for Community Celebration summer event

Amber made motion, Virginia seconded to accept Director’s Report, Report accepted

Old Business: – received quote of $870 for removing and replacing side steps, Board will investigate pre-fab stairs and other alternatives

New Business: – Paloma will be asked to increase her time, and work on finding and writing grants.

–Election of officers

Rebecca Howrigan– Chair

Becky Johnson- Vice–Chair

Amber Machia- Secretary

Virginia Holiman- Treasurer

No Executive session

Next meeting- May 1^st at 6:30

Meeting adjourned

Respectfully submitted,

Virginia Holiman

*********************************************************************

Highgate Public Library & Community Center

March 13^th, 2019

Board of Trustees Meeting

Present:  Becky Johnson, Amy Bouchard, Amber Machia, Rebecca Howrigan, Michelle Beaulieau

Excused:  Virgina Holiman

Public Comment:  None

Minutes: Becky make the motion to approve meeting minute from February 6^th.  Amy seconded.  Minutes were approved.

Treasurer’s Report: The budget and Treasurer’s Report were reviewed by Rebecca.  We are about 75% of the way through out budget year.  We discussed items that we are below budget on and items that we will be over budget on.

• Michelle is working on purchasing books for the Welcome Baby Program.
• Michelle is working on getting a quote to repair the back steps that go out into the garden (building maintenance).
• Grant Writing budget line was discussed. We are under budget mainly because the plan was to use some of that budgeted money for salary expenses for time spent writing grants.
• Expenses that will come in over budget are cleaning and communication (out of our control).
• Money budgeted for the Fit Kids line item may have been for Girls On The Run Program. Michelle will ask Brandi Maskell how our budgeted money might be able to help – possibly provide some scholarship/sponsorship opportunities.
• The HPL Grant Money for $3,000 that appears in Revenue was anticipated but doesn’t seem to have been received as of now.
• Michelle would like to write a grant for new Lenovo computers for the library as the current ones are very outdated.

Warrants were signed for February.  It was noted that the Comcast bill and the cleaning bills appeared as being paid twice (on 2/7 and on 2/27).  The invoices were for the exact same amount.  Rebecca will check on this.

Director’s Report:  By Michelle

• The summer reading program theme is NASA/Outer Space. The team is planning programming and a big end of the summer event and community celebration utilizing our garden space and possibly involving a cook out and participation by the Recipe Club.  Potential Date is Friday, August 9^th.
• K programs are funded through Building Better Futures. This funding may be cut in the future.
• Winter break and Saturday programs have been full with 10-12 kids plus parents. This is about maximum capacity for our space.
• Fairy Garden Program during winter break went very well and there may be opportunities to expand on Fairy Garden activities in the future.

Old Business:

• Ben Nye will continue the library’s lawn care for this season.
• The library has two maple themed books to honor and thank Karen Fortin for her service as a library trustee.
• There will be money left over from the CPR training program. The current program is not full yet but we may be able to offer another program with the remaining funds.
• Cailey’s Closet dress supply is low this year. Dresses will be available at the library on the 30^th.   Michelle is looking for a garment steamer.  She will seek donation or use of one on FB and Front Porch Forum.  The program is 9 years old and although it has been of great service it may be losing steam.
• We will discuss filling the Treasurer position at the next meeting.
• The school has been using the snowshoes for three classes and it has been a hit.
• Michelle has renewed some of the passes that are available through the library, but some that we have had have just not been used. We discussed ways to get the word out about these passes so that more people know about them.
• We discussed getting more involved with RISEVT. Michelle will get in touch with them.
• Michelle is considering getting child yoga instructor certification. We discussed the Adult Yoga Certification.  It is expensive.  Perhaps there is someone in the community who would be interested in obtaining the training and could be sponsored by the library in exchange for library yoga programming.

The next Trustee meeting will be April 3^rd at 6:30

Submitted by Amber Machia

 

******************************************************************************

Highgate Public Library and Community Center

February 6, 2019

Board of Trustee Meeting

Present: Rebecca Howrigan, Amber Machia, Virginia Holiman, Michelle Beaulieau

Excused: Becky Johnson, Karen Fortin

Public Comment: None

Minutes: Amber made motion, Virginia seconded to approve minutes of January 2

meeting, minutes approved

Treasurer’s Report: Treasurer’s report received, Virginia made motion, Amber seconded to accept report. Report accepted.

Warrants were signed for December and January, asking for clarification on payments to Solar Co.

Director’s Report:  Ski program is bringing in an average of $230 per week for

Friends of the Library. Paloma Valenta is hosting this program each week

for the library.

-Build-It program/STEM program is being held every Thursday PM

-morning Lego club has been requested and will start this Saturday AM

-Paloma has been approved for “Girls Who Code” STEM program, library will receive $300 from Dept. of Libraries for snacks and supplies for this program

-Highgate Library is signed up and participating in statewide “Day in the Dirt” event

-Michelle purchased two office chairs for the library, 2 “ball chairs” will be offered for sale

Michelle will set up library table at Town Meeting

Virginia made motion, Amber seconded to accept Director’s report, Report accepted

Old Business:

Erica and Paloma will be hosting “Library Activities” in the school library on Town Meeting Day. Michelle will advertise this on Facebook.

Rebecca will make request for $50,000 for library building fund from the floor at town meeting. (We did not get enough signatures to have it on ballot)

Next Trustee meeting has been adjusted to March 13 at 6:30.

Respectfully submitted,

Virginia Holiman

Highgate Public Library and Community Center

Board of Trustee Meeting

December 5, 2018 (DRAFT)

Present: Rebecca Howrigan, Amber Machia, Virginia Holiman,

Michelle Beaulieu

Guests: Sharon Bousquet, Amy Bouchard

Not available: Becky Johnson, Karen Fortin

No business was discussed or acted upon. Time was spent preparing for upcoming “Polar Express” Event.

Next Board Meeting, January 2, 2019

Respectfully submitted,

Virginia Holiman

*************************************************************************************

Highgate Public Library and Community Center

Board of Trustees Meeting

November 7, 2018 (DRAFT)

Present: Amber Machia, Becky Johnson, Virginia Holiman, Michelle

Beaulieu

Excused: Rebecca Howrigan, Karen Fortin

Public Comment: None

Minutes: Becky made motion and Amber seconded to approve minutes of Oct. 3rd meeting, Minutes approved

Treasurer’s Report:

-question for Shelly on charge for cleaning library

                   –13% of total budget used as of Oct. 31^st

Amber made motion, Becky seconded to accept Treasurer’s Report, report accepted

Director’s Report:

-Thank you notes will be sent to Danny Bruso, Lucie Fortin, Matt Rainville, Denis Bouchard, David Desorcie and Adam Fortin for their donations and help with Tractor Day and our Halloween celebrations.

-suggestion made to invest in an outdoor canopy/tent for future events

-The Polar Express will be taking place December 7^th ,8^th and 9^th this year.

-Planning meeting for The Polar Express will happen Thursday, Nov, 8^th at 5:00 at the library. All urged to attend. The finding of a hay wagon or trailer is of upmost importance.

*********************************************************************

Highgate Public Library and Community Center

Board of Trustees Meeting October 3, 2018 

Present: Rebecca Howrigan, Becky Johnson, Amber Machia, Karen Fortin,

Virginia Holiman

Guests: Sharon Bousquet, Carol Lizotte, Judith Roberts

Public Comment: Carol presented the possibility of the library being a partner in the 21^st Century Community Learning Center Grant for 2019-2024. She explained the process, and gave the Board a copy of the application and a list of allowable uses for the fund. There were many listed that could directly enhance the library’s offerings. She would like to hear our ideas and proposals by the end of December. **All Board members agreed to brainstorm possibilities and bring ideas to next meeting.

Judith presented her resume to the Board, and asked that the Board include a stage in their planning for a new building.

Minutes: Becky made motion and Amber seconded to approve the minutes of the Sept. 5 meeting. Minutes approved

Treasurer’s Report: Library is under budget right now because of not needing to pay Director’s salary for 3+ months.

Becky made motion and Amber seconded to accept the Treasurer’s Report. Report accepted.

Old Business: None

New Business/Planned Programing:

-Michelle Hope Beaulieu has been hired as our new librarian (!) and will start Oct. 15.

– Erica will start extended library hours (9-2) on Oct. 6^th.

-Tractor Day and Pumpkin Decorating, Oct. 27, 10-12 AM

**All Board and staff will contact farmers they know

Lucie Fortin donating 30 pumpkins, Adam Fortin has offered good deal on pumpkins

Virginia will borrow traffic cones for event

-Halloween Storytelling Event, Oct. 28, 6-7 PM,

**Becky will bring hot dog cooker, and pick up hotdogs, buns, napkins

**Amber will bring condiments

-Board expressed desire to continue the Polar Express event

Will need a wagon, truck, and driver, group effort to make this happen

Virginia will contact Fackler family

Karen made motion, Becky seconded to adjourn, meeting adjourned

Next meeting, November 7, 6:30

Respectfully submitted,

Virginia Holiman

*********************************************

Board of Trustees meeting – May 2, 2018

(All votes unanimous unless otherwise noted)

Present: Becky Johnson, Rebecca Howrigan, Amber Machia, Virginia Holiman, Liza Comiskey, Sharon Bousquet Excused: Karen Fortin

Public Comments: None

Minutes: Amber made motion, Becky seconded, to accept minutes of April 4, 2018 meeting, Minutes accepted

Treasurer’s Report: – Grant monies still coming in

-Comcast wanted $530 to cancel fax service, Shelly is dealing with the issue Becky made motion, Amber seconded, to approve Treasurer’s Report.

Report approved

Director’s Report: -Liza has learned of some new possible grants

-May 24, school presentation about summer program

-security system has been updated

-Henry R. checked doors/locks, locks will be checked again after the summer

-Tutoring is taking place in library 3 days a week

Becky made motion, Amber seconded, to accept the Director’s Report/

Report accepted.

Program Planner’s Report: – Amber made motion, Becky seconded, to accept Michelle’s report. Report accepted.

Old Business: Discussion about plans for Plant Swap on May 26

New Business: none

Executive Session: Board entered Executive Session to discuss Personnel issues.

Board exited Executive Session

Becky made motion to adjourn, Virginia seconded. Meeting adjourned.

Next meeting, Wednesday, June 6 at 6:30.

Respectfully submitted,

Virginia Holiman

________________________________________________________________________________________

Board of Trustees Meeting –April 4, 2018- APPROVED

(All votes unanimous unless noted)

Present: Becky Johnson, Rebecca Howrigan, Amber Machia, Karen Fortin, Virginia Holiman, Liza Comiskey, Sharon Bouquet

Public Comments: None

Minutes: Becky made motion, Amber seconded, to accept minutes for March 7^th meeting. Minutes accepted.

Treasurer’s Report: Discussion- Liza concerned over high heating and communication charges, Shelly is checking into it

-need analog phone (fax line) for security system, Shelly is checking to see if we can go back to the old phone company

-security system is $185 per year

– received $10,902.60 from planning grant match, still waiting for $1977.00,

Karen will check in with Heidi about it

-Liza to check if we have contract with natural gas company

-Virginia to check with McCuin’s about pumping oil out of tank in basement

Virginia made motion, Becky seconded, to approve the Treasurer’s Report as discussed. Report approved.

Director’s Report: -new Program Director working out very well!

-Still having problems with door knobs and locks, Karen will contact Henry R. to come adjust them

-CPR class went very well

-donations coming in from requests, up to $1000 for summer programs

-materials from Polar Express “train” to be temporarily stored in Machia barn

Karen made motion, Amber seconded, to accept the Director’s Report. Report accepted

Old Business: Discussion on proposed Volunteer Firefighter and Medical Responder Leave Policy.

-Becky made motion, Amber seconded to adopt the policy as written. Policy adopted.

No Executive Session

Meeting adjourned.

Next meeting, May 2 at 6:30.

Respectfully submitted,

Virginia Holiman

__________________________________________________________________________

Board of Trustees Meeting- March 7, 2018 – APPROVED

(all votes unanimous unless otherwise stated)

Rebecca Howrigan, Becky Johnson, Karen Fortin, Virginia Holiman, Liza Comiskey, Paulette Unwin, Sharon Bousquet Absent: Amber Machia

Public Comments: The Board members were pleased by the support of the community at the 2018 Town Meeting.

Minutes: Becky made a motion and Virginia seconded, to approve the minutes of the February 7^th Board meeting. Minutes approved.

Treasurer’s Report: -The remaining money from the Municipal Grant has not come in yet.

-Building Bright Futures (now Parent Child Center Funds) line items will be moved to grant expenses.

-The latest heating bill came in very high, Liza questioned this and will speak with Shelley.

-Liza reported that she and Shelley discovered Comcast is charging HLCC $87 per month for the Fax line, this is in addition to the monthly phone bill. This is a charge that was not expected and  is not built into the budget.

Becky made motion, Karen seconded to no longer have a faxing services available at the library. Motion carried.

Becky made motion, Virginia seconded, to accept the financial report.

Report accepted.

Director’s report:

Liza will pursue fax line/ security issue with Matt Bouchard. He is coming next week to fix computer issues.

All doors at the library need to be checked, adjusted and fixed. Liza will purchase hardware. Sharon stated that the Town Public Works crew will install. She will touch base with them regarding this.

-Ben Nye is interested in doing the lawn care for the library. Last year’s charge was $700. Liza will check in with him. (Sharon stated that Jobs do not need to go out to bid if under $5000- per town policy)

-Cailey’s Closet (Dress event) will be held March 31^st. Dresses are coming in.

-Girls on the Run begins March 20^th. Brandy Maskell will be the head coach.

– March CPR class is full.

-Voices Against Violence will be doing 3 Expressive Art, self empowerment sessions for Grades 3 and 4 at the library.

– Rebecca mentioned the possibility of coordinating and sharing programs with the new Sheldon librarian. Virginia mentioned the possibility of joining up with Franklin’s Book Group.

-Karen made motion, Becky seconded, to accept the Director’s Report. Report accepted.

Old Business: Group discussed newly rewritten job descriptions. Karen made motion, Virginia seconded, to accept the job descriptions for Head Librarian/ Director and Program and Outreach Coordinator as presented. Motion carried.

Next month the Board will address the Emergency Leave policy.

New Business: Reorganizing Board

Karen made motion, Becky seconded, for Rebecca to remain Board Chairperson, Becky to remain Vice-Chair, Karen to remain Treasurer, and Virginia to remain Secretary. Motion approved.

Board entered into Executive session to discuss personnel.

Board came out of Executive Session.

Next meeting will be April 4^th at 6:30.

Becky made motion, Karen seconded, to adjourn the meeting. Meeting adjourned.

Respectfully submitted,

Virginia Holiman

__________________________________________________________________________________________________

February 7, 2018 Board of Trustee Meeting Mins. -APPROVED

HLCC Board of Trustees Meeting at Town Offices

Present: Karen Fortin, Ronna Scott, Rebecca Howrigan

Excused: Becky Johnson, Virginia Holiman

Guest: Liza Comiskey

The meeting was called to order at 6:40 pm at the Town Offices, due to ongoing water problems at the library.

 There was no public comment.

 Karen made the motion to enter executive session to discuss employment and personel, and Ronna seconded. After a brief discussion, the Board came out of executive session.

 Karen made the motion to approve the minutes from the January meeting. Ronna seconded the motion. The motion passed unanimously with no discussion.

 The treasurer was waiting for more information, and the warrants were at the library, so the treasurer’s report will be given at the March meeting.

 After an overview of the written Director’s report, Ronna made the motion to accept the report as written. Karen seconded the motion. The motion passed unanimously with no discussion.

 With no new business, the Board moved to Old Business, where the ongoing problems with the water at the library were discussed. The water was off for three weeks, and was repaired until today. It is off again, and the Town will work on it again, at their convenience. The Board is grateful for their diligence in working on this problem with us.

 Ronna made the motion to adjourn at 8:00 pm, and Karen seconded the motion. Motion carried.

 Respectfully Submitted,

Rebecca Howrigan

_______________________________________________________________________________________

Board of Trustees Meeting Minutes- January 3, 2018 – Approved

(all votes unanimous unless otherwise noted)

Present: Rebecca Howrigan, Karen Fortin, Ronna Scott, Virginia Holiman, Liza Comiskey, Sharon Bousquet

Absent: Becky Johnson

Meeting was called to order at 6:40

Public Comment: There was none.

Minutes: Karen made motion, Ronna seconded to approve minutes as amended (2 changes) Minutes approved.

Treasurer’s report: All warrants were signed by Board.

-noted there should be a category for Misc. Income i.e. book sales, print/copy money, donations should have separate line

-discussion about status and use of Anderson Account

Ronna made motion, Karen seconded to accept the Treasurer’s Report.

Report accepted.

Director’s Report: (Report had been sent to all Board members prior to

the meeting)

-3 light panels from the Polar Express train were purchased from the Fackler family

-Liza gave Board list of all programs the library is involved in presently, with suggestions of changes that could be made. Discussion followed

-Snowplowing at the library will be done by the town. The library will look for someone to do the shoveling of the ramp, steps and exits.

-VISTA worker, Liz has received a medical discharge from the  library/VISTA program as of Jan. 3, 2018. Liza conducted the exit interview with Liz.

Liza will contact Robin at VISTA to ascertain details of any further connection with VISTA program. Liza will send note to all Board members detailing what she finds out.

Karen made motion, Ronna seconded to accept the Director’s Report. Report accepted.

Old Business: Much discussion about the status of the Friends of the Library Group.

-Rebecca will contact Michelle D. about the ski program.

-Members of the group will be invited to a trustee meeting.

– Possibility of future programming person supporting the group’s

activities and growth.

New Business:

-brainstormed ideas for how to best meet library’s staffing needs, (programing person? New VISTA person?)

-Ronna Scott will not be running for the trustee position. Amber Machia has shown an interest in running for that seat, finishing out a five year term. Virginia Holiman will be running for the five year trustee position.

motion made by Rebecca to go into Executive Session to discuss personnel.

(Sharon left the meeting)

Board came out of Executive Session.

Ronna made motion, Karen seconded to adjourn meeting. Meeting Adjourned

Next meeting, February 7^th at 6:30.

Respectfully submitted, Virginia Holiman

_____________________________________________________________________________________________

Board of Trustees Meeting  Minutes  December 6, 2017-APPROVED

(all votes unanimous unless otherwise noted.)

present: Karen Fortin, Rebecca Howrigan, Ronna Scott, Virginia Holiman, Becky Johnson, Sharon Bousquet Excused: Liza Comiskey

Meeting was called to order at 6:35.

Public Comment: Last week-end’s Polar Express event went very well.

Minutes: Karen made motion, Ronna seconded, to accept Nov. 1 minutes. Minutes accepted.

Treasurer’s Report: Karen presented the treasurer’s report from Shelly. Virginia made motion, Ronna seconded to accept the report. Report accepted.

Liza and Shelly worked on a proposed budget for next year. The Board went through it line by line, and had some clarification questions for Liza. Rebecca will contact Liza for answers.

Ronna made the motion, and Becky seconded, to accept the proposed budget as amended. Proposed Budget accepted.

Director’s Report: (Liza had sent all Board members a copy of her report prior to meeting)

-A  Ben and Jerry’s grant will pay for 65 community members to be trained in CPR. The library staff was trained in Oct. 2017, and that was paid for by a Northwestern Medical Center grant received in August.

-Liza will be at professional training -Dec. 12

-160 children and 181 adults took part in the first week-end of the Polar Express event.

-we have been informed we have to have a warned article to change board term limits. As it stands, Ronna may choose to be up for finishing out a 4 year term and Virginia will be up for a 5 year term.

Becky made motion, Karen seconded to accept the Director’s report as read. Report accepted.

VISTA /Americorps Report– Liz finished her on-line VISTA Training program.

-Liz has attended training and is now CPR and AED certified.

-Karen made motion and Ronna seconded, to accept VISTA Report. Report accepted.

New Business:

Karen made motion, and Ronna seconded to adopt the following language for the employee’s handbook.

“Full time employees at the Highgate Public Library shall accrue vacation, sick and personal days at the same rate as other full time Highgate town employees.”

Motion approved.

Old Business:

Municipal Planning Grant: Karen gave a brief update, and reminded all of the public informational meeting on Dec. 12^th at 6:00. All are urged to attend. The library planners now have price estimates to present to the town.

Rebecca made motion to go into Executive Session, inviting Sharon Bousquet, to discuss Personnel. Board came out of Executive Session.

Becky made motion to adjourn, Karen seconded. Meeting adjourned.

Next Board of Trustee meeting, January 3, at 6:30.

Respectfully submitted, Virginia Holiman

                  __________________________________________________________________________________

Highgate Library & Community Center Board of Trustees Meeting

November 1, 2017 – APPROVED

(all votes unanimous unless otherwise noted)

Present: Rebecca Howrigan, Becky Johnson, Ronna Scott, Virginia

Holiman, Liza Comiskey, Sharon Bousquet Excused: Karen Fortin

The meeting was called to order at 6:36.

Public Comment: Board members thanked Sharon for her generous donation of plant bulbs for the town and library.

-Board members expressed their sadness at the passing of long time town librarian, Jeannette Nolan. She was much loved and respected.  Becky made the motion, Virginia seconded to send a donation in Jeannette’s name to the Highgate Historical Society from the Friends Anderson Account. Motion approved.

Minutes: Minutes were presented. Becky made motion, Ronna seconded to approve minutes of Oct. 4, 2017 meeting. Minutes approved.

Treasurer’s Report: In the absence of the treasurer, there was no treasurer’s report.

Becky made motion, Ronna seconded to review report at December meeting. Motion approved.

Director’s Report: Report was presented.

-The story time and library children & families created, signed and will be sending 53 very special thank you cards to the town’s veterans.

-There was much discussion about this year’s Polar Express event.

Liza was asked to talk to the Fackler Family about the use of their trailer (etc.) and if they were interested in letting the library borrow/rent/buy Santa’s train. Rebecca and Sharon assured Liza, a trailer would be found if not. Liza was asked to go ahead with the planning of the event as usual.

-Virginia made the motion, Becky seconded, to accept the Director’s Report. Motion approved.

VISTA Report: Report was presented.

-Liz has been called to work at the Red Cross Shelter in Milton so will not be in the library 11/2-11/4.

Becky made motion, Ronna seconded to accept Liz’s VISTA Report. Motion approved.

Old Business: – The Municipal Planning Grant’s findings and suggestions will be presented to the public on November 14, at 6:00 at the Town Offices. All Board members and interested community members are encouraged to attend.

-Liza will continue working on support staff job descriptions and schedules. These will be discussed and considered when planning the library budget for next year.

– Virginia’s trustee term is up in March, 2018.

New Business: – Because of recent community events and tragedies, an effort is being made to work closely with the school to address “bullying”. The school was very responsive to this idea and Kids on the Block VT will be using partial grant funding (through funds they have) to work with the students at Highgate Elementary in December. The library will be responsible for $400 of the remaining costs,  Chris Palmer told Liza there is no funding available through the school for this project. Further workshops and parenting discussion groups are being discussed and planned.

There was no executive session.

The next Trustee meeting will be December 6^th at 6:30.

Becky made motion to adjourn, Ronna seconded. Meeting adjourned.

Respectfully submitted, Virginia Holiman

______________________________________________________________________________

Highgate Library and Community Center

Board of Trustees Meeting Minutes ~ October 4, 2017 ~ APPROVED

Present: Karen Fortin, Rebecca Howrigan, Becky Johnson, Ronna Scott, Liza Comiskey, Sharon Bosquette

Excused:Virginia Holiman

The meeting was called to order at 6:30. As this was Ronna Scott’s first meeting, introductions were made.

Becky made the motion to approve the September minutes and Karen provided the second. The motion passed unanimously.

The board had previously discussed joining our phone service with the town phone service. Liza provided an update to the board. We are no longer receiving E-Rate, and are paying $94/month for phone service. Internet and TV (TV not connected) is provided free of cost to public libraries within 500 feet of the line. The proposed cost of the phone service going forward with the town would be $79/month. There is an activation fee of $109, which the Select Board will petition to have waived. Karen made the motion to proceed forward with changing the library phone to be a part of the town system. Ronna made the second. The motion carried unanimously.

Karen presented the Treasurer’s Report for approval. There was discussion about changing the “State Grant Money” heading under Revenue to read only “Grant Money,”  and under the Expenditures creating a line to read “Grant Expenses.” It has also been suggested that we move away from the use of a debit card and move to a credit card. Karen will check with People’s United to move forward. Becky made the motion to accept the Treasurer’s Report as presented, Becky provided the second. The motion carried unanimously.

Liza’s Director’s Report was presented. Ronna made the motion to accept it as presented, and Becky seconded the motion. The motion carried unanimously.

The VISTA report was submitted for approval. There was discussion about the Friends of the Library, which Liza was able to answer. The Friends of the Library held their potluck. They discussed hosting Bingo nights during the winter and approved changes to the Ski Days program, which they will continue to run. This year they will make $4 per ticket as well as $4 per rental. Karen asked if the Friends would create Facebook posts weekly before the ski days. The motion to accept the VISTA report was made by Becky and seconded by Karen. The motion passed unanimously.

Karen gave a brief update on the Municipal Planning Grant. The next meeting will be at the library on October 17 at 5:00pm.

There was much discussion about support staff. Liza presented the current hours and expenses associated with the current level of staffing. There is room in the budget to bring someone on part time to work with programming. Liza is going to reevaluate the two person coverage that would be necessary and present to the board at the November meeting her proposed job description and hours to be worked.

The Trustees all signed the Code of Conduct which was approved at the previous meeting.

There was an update given on the Halloween Trunk or Treat to happen at the school. The library is well prepared. There was also discussion about a Friday staff training to happen in the future, which Liza will coordinate.

The meeting broke for Executive Session to discuss personnel at 8:15 pm.

At 8:30 Becky made the motion to adjourn, a second was made by Karen. The motion carried and the meeting adjourned at 8:30 pm.

Respectfully Submitted, Rebecca Howrigan

_________________________________________________________________________________________________

Highgate Public Library & Community Center Board of Trustee Meeting

September 6, 2017 – APPROVED

Present: Becky Johnson, Karen Fortin, Rebecca Howrigan, Virginia Holiman, Liza Comiskey,  Sharon Bousquet. Absent: Alyssa Ryan

Public Comments: None

Minutes: Becky made motion, Karen seconded to accept minutes of July 12^th meeting, minutes accepted

Treasurer’s Report: no report presented

-the first bill for Municipal Planning grant has been received, Karen to check with Heidi of proper way to pay it

-many donations have been received, a donation of $1000 (designated for children’s programs by an anonymous donor) was received

-$100 per month will be sent directly to Liz’s landlord, as compensation for Am. Corp- Vista work. * See 2/9/17 minutes for board discussion and decision on this.

Director’s Report:

-Liz has asked to be excused from regular monthly Board meetings, Board was comfortable with that. Liz will still hand in monthly reports, and is welcome to attend the meetings at any time.

– Tractor Day will not be held this year because of construction activity in park/library area, and truck traffic from dam recovery project, patrons will be advised that the Franklin Library is having their Tractor Day on Oct. 21^st.

-Liza is interested in having a “Dam Party” when the bladder for the dam is replaced.  Virginia will check with Channel 15 to see about live streaming the replacement event.

-Friends of the Library met. Active members are Lucie Fortin, Vicki Clark, Theresa Helfrich, Adam Helfrich, and Michelle Douglas.

They will be having a community pot luck dinner on Oct.2 at 5:30 with a meeting at 6:00 to gather and share ideas and information. RSVP for pot luck dinner is requested

– The library will take part in the Trunk and Treat event which will be held at the school on October 31^st.

The library will be giving out bulbs. Sharon volunteered to provide the 400 bulbs.

-The front steps needs to be repaired (new risers are needed). Rebecca will contact Pat Menard.

Old Business:

– There was much discussion about having 2 staff members at the library at all times. Liza will pull numbers together (for next meeting) on how many hours will need to be covered. It was decided that after school time and school vacation times will be top priority.

-It was decided to put a Part Time library program assistant position in next year’s budget.

-Karen reported on the Municipal Planning Grant Meeting held Sept, 12^th. Many attended and shared ideas. The group measured the library, looked at the land property and the old building across the street. The group was charged with bringing a “everything we want” list to the next meeting to be held, Wednesday, Oct 11^th at the library at 5:00. All community members are welcome.

-The roof work is completed.

New Business:

-A suggestion was made to increase the number of trustees to 7. Group felt this could be considered at a later time.

-Virginia made motion, Becky seconded to change term limits of 5 years to a staggered schedule of 2 trustees for 2 years and 3 trustees for 3 years, as new elections are held. Motion approved.

-Becky made motion, Karen seconded, to approve the two codes of conduct as presented at this meeting. Motion approved.

– The Town Planning Commission asked if the library would like to be part of the Capital Improvement Plan request. After much discussion, the consensus of the Board was not to be, and to instead be listed separately. Sharon will let the Commission know of the Board’s decision. Liza will pick up appropriate petition for the library.

– Rebecca made request to go into Executive Session, to discuss personnel.

-Board came out of Executive Session.

– Karen made motion to adjourn, Becky seconded. Meeting adjourned.

Next Meeting, October 4th at the library at 6:30. (Virginia informed the Board, she will be unable to attend)

Respectfully submitted, Virginia Holiman

____________________________________________________________________

Highgate Public Library and Community Center Board of Trustee Meeting for August, 2, 2017-CANCELLED.

_____________________________________________________________________

Highgate Public Library and Community Center Board of Trustee Meeting – DRAFT

July 12, 2017

(all votes unanimous unless noted)

Present: Rebecca Howrigan, Becky Johnson, Virginia Holiman, Liza Comiskey, Liz Toohey, Sharon Bouquet, Paulette Unwin, Rose Pryme

Absent: Karen Fortin, Allyssa Ryan

Public Comments:  Paulette and Rose expressed their opinions about the recent Board decision to have two staff present at the library during all open hours. Both do not feel that measure of precaution is necessary. All staff are now wearing badges and emergency buttons, and have gone over emergency procedures should a problem arise.

Becky made motion to rescind original motion made at June 7^th meeting, but to revisit the issue if needed and/or requested. Virginia seconded. 2 voted yes, 1 voted no. Motion carried.

Paulette and Rose left the meeting.

Minutes: Becky made motion, Virginia seconded, to approve the June 7^th minutes as presented. Minutes approved.

Treasurer’s Report: Liza and Shelly reconciled library accounts

Becky made motion, Virginia seconded, to accept Treasurer’s Report as presented by Liza, Report accepted.

Old Business:

-RFP Committee met on Monday, four companies submitted bids to do the new library feasibility study. Sharon, Karen, Heidi, Rebecca and Liza were present.

-Library By-Law Updates

-new language require Board members to attend 8 out of 11 monthly meetings, no meeting in March, Board members may not miss 2 (unexcused) consecutive meetings, office of vice-chair has been reinstated, vice-chair will assist the Chair upon request, and as needed. In absence of Chair, vice-chair shall act as chair. In absence of Chair and Vice-Chair, Secretary shall act as Chair.

Liza will type up all changes and present for approval.

Change in number of Board members was tabled, until August meeting.

Inserting a Code of Conduct article was discussed, and tabled until August meeting. Liza and Sharon will research possible wording.

Becky made motion to approve changes made tonight to Library By-Laws, Virginia seconded. Changes approved.

Rebecca will contact twice absent Board member.

-Roof Bids

-Three bids were received from local contracting companies. All attended the meeting as requested, provided certificate of insurance, and separated out costs for disposal of shingles, etc.

Viking, Menard Handyman and Property Management and New Generation Trades (Bids available for perusal)

Virginia made motion, Becky seconded to recommend to accept Menard’s bid. Motion carried.

Rebecca will take recommendation to Select Board Meeting on July 20^th, for their approval.

-American Community Garden Association Conference

Virginia and Liza are presenting at this conference, July 29 in Hartford, CN. Liz is interested in attending. Vista will pay Liz’s registration.

Becky made motion, Rebecca seconded to pay Virginia and Liza’s registration of $100 each.  V,L and L to keep receipts for gas and food and submit them to Friends of the Library for consideration of  payment.

New Business:

Liza presented her detailed Emergency Response Plan. This plan was written consulting Vt. State Police, Highgate Fire Dept. Personnel, Vt. State Libraries, etc.  All Board members have now read this plan. All present staff members (and any incoming staff) will be asked to read and sign this plan.

Virginia made motion and Becky seconded, to approve and adopt this Emergency Response Plan. Motion passed.

The Board wishes to thank Liza for all the work and attention to detail represented in this document.

 Next meeting, August 2^nd, 6:30.

Sharon left the meeting.

Board went into Executive Session to discuss Personnel. Liz and Liza were invited to join.

Board came out of Executive Session.

Meeting adjourned.

Respectfully submitted, Virginia Holiman

______________________________________________________________________________________

Highgate Library and Community Center, Trustee Meeting Minutes- June 7, 2017- APPROVED

Present: Karen Fortin, Rebecca Howrigan, Becky Johnson, Virginia Holiman,

Liz Toohey, Sharon Bousquet Absent: Alyssa Ryan, Liza Comiskey

Public Comments:

Vista Report– Liz sent full report to all Board members prior to meeting

-Liz would like to be reviewed by the full Board as well as by Liza

– as per agreement with Vista contract, if Liz stays another year, her landlord will need an official letter from the Board confirming the Board’s intention of a monthly contribution to her rent

-Liz is interested in attending the American Community Garden Conference in Hartford, CT in July, Vista will pay for the conference fee, Liz is asking for room and travel fees

– it was suggested that “traveling book bags” be displayed out in library so all would be aware of opportunity

-Liz will give Board her decision about returning/leaving next year at or before July meeting

Meeting Minutes: Becky made motion, Karen seconded to approve May 3^rd meeting minutes, approved

Director’s report: Liza sent full report to all Board members prior to the meeting. She is on vacation this week.

-Children’s Literacy grant was received, celebration will be July 12^th in the park, each child attending will receive 2 free books

-Ben Nye is now doing the maintenance work for the library

-Board discussed letter that is being given to all parents, and felt it was well written and appropriate

-Rebecca will check with Liz and Liza to find appropriate evaluation forms

Rebecca made motion, Virginia seconded to accept Director’s report, report accepted

Treasurer’s Report:  Karen made motion, Becky seconded to approve Treasurer’s Report from Shelly, report approved

Old Business:  -Board would like to hear how the parade went, receipts?

– Rebecca reported the roof now has to be checked for asbestos, which will mean extra costs, requests for bids have been widely circulated, Rebekah will respond to all proposals by July 7^th and bring possibilities to July’s Board meeting.

–Municipal planning Grant-  4 replies to the RFP were received, Karen will organize a date for planning group to get together

– Much discussion about having two staff people at the library at all times for safety concerns. Liza has stated, there are very few times that there are not, so this will not be a large monetary issue. Extras could be given a task, that would help one of the ongoing programs.  Liza will be conducting a panic drill for all staff.

Virginia made motion and Becky seconded to approve the following motion: “For safety reasons, arrangements should be made to always have two staff members at the library during public hours.” Voted on and approved.

New Business:

-Becky volunteered to be responsible for purchasing a picnic table for out back at the library.

-Karen accepted the Treasurer’s position only temporarily. This initiated discussion about trying to increase the number of Library Trustees. Board was not sure how to go about this and will review by-laws concerning- if specific number is mandatory, what attendance requirements are, what are official officer duties, how many meetings required per year, etc. ??

– It was decided to have a regular Board meeting on July 12, at 6:30, primarily to discuss the roof issue.

No executive session was needed.

Next meeting will be July 12^th at 6:30.

Meeting adjourned.

Respectfully submitted,Virginia Holiman

______________________________________________________________________________________________________________

Highgate Public Library and Community Center Board of Trustees Meeting, May 3, 2017- APPROVED

Present: Becky Johnson, Rebecca Howrigan, Alyssa Ryan, Virginia Holiman,

Liza Comiskey Guest: Sharon Bousquet

Vista Report: (Liz was unable to attend the meeting but had sent her report

to all Board members.)

-the time capsule event went well, Liz worked together with a class at the Highgate School

-Liz continues to work on developing her garden program, and will meet with Virginia and Leah after the 17^th.

– Liz needs to decide if she is going to continue working at this library by the end of June

Becky made the motion to accept the report, Rebecca seconded, report accepted

Minutes: Becky made motion to approve the Minutes of April 5^th meeting, Virginia seconded, Minutes approved

Treasurer’s Report: -Liza voiced some confusion on how the Building Bright Futures monies is displayed in report, she will check with Shelly on this.

Becky made motion to approve the report, Virginia seconded, Treasurer’s Report approved

Director’s report: Liza attended a STEM Conference at Lake Morey and returned with lots of materials to distribute to day care providers and families.

-Christine Depatie will be working with STEM programming this summer at the library.

-Liza has been working at updating and revitalizing the library website. Many were pleased with the “new look”

-The new Highgate Public Library and Community Banner has arrived, and looks very impressive. Becky suggested purchasing another one to “take on the road” when doing off-site events.

-Liz is in charge of coordinating the 6 week Summer Meals program.

– The security system has been updated, and personal security codes need to be used.

– Liza is interested in the library purchasing an AED (Heart Defibrillator) to have at the library. The cost could be between $1200-$2200. Grants will be looked into, and Friends of the Library have offered to pay for it if there is no other funding available.

There was a discussion about the function of the Friends of the Library, and the Anderson Funds. Virginia will contact Lucie Fortin and ask if she would come to our next meeting to explain the function and need for each.

-Liza may pursue having a Kid and Parent clean up day for the library yord/grounds.

-Liza has notified the state library of the library’s name change. It will not be changed in state records until Liza files the end of year report in November.

– Liza will get three bids for the lawn mowing etc.

Virginia made motion to accept the Director’s Report, Becky seconded, report accepted

Old Business: -No update on the Municipal Planning Grant. The committee is composed of Karen Fortin, Liza Cominsky, Sharon Bousquet, Barb Chevalier, Rebecca Howrigan, Ryan Maskell and David Desorcie. The committee expects to have an update for the June 7^th meeting.

-Becky and Rebecca suggested that all staff and director evaluations be done in a timely manner as directed in library policy, pg. 11, and using an amended form that can be used year after year. Liza suggested having staff and community do an evaluation of her, as well as the programs, which see sees as a helpful piece of the process.

-The town will put the library roofing job out to bid immediately.

-Becky nominated Karen Fortin to be treasurer, Alyssa seconded. Karen will be contacted to see if she accepts the position.

New Business: –Alyssa has agreed to be in charge of the Memorial Day float with the theme Past, Present and Future. She has several friends and moms willing to help. She would like to give out books and our log stickers. Alyssa expressed an interest in having t-shirts for those on the float, and t-shirts to sell.

Rebecca made motion to give Alyssa a budget of $200 for supplies and t-shirts. Becky seconded, motion approved.

-The ongoing safety of the staff at the library was discussed. Staff relayed that they are very comfortable as it is now, and that it is very seldom that they are left alone. Liza will go over emergency procedures with all.

-Virginia brought up the idea of having all Board members, staff and volunteers sign a confidentiality statement. She will edit the sample she brought and present it at the next meeting.

Rebecca made motion to enter into Executive Session with Liza to discuss personnel.

Sharon, Alyssa and Virginia left the meeting.

Board came out of Executive Session.

Meeting adjourned.

 Next meeting, June 7^th at 6:30.

Respectfully submitted, Virginia Holiman

___________________________________________________________________________________

Highgate Public Library Trustee meeting ~ April 5, 2017 ~ APPROVED

Present: Karen Fortin, Becky Johnson, Virginia Holiman, Liza Comiskey, Liz Toohey, Sharon Bosquette, Rebecca Howrigan

Public Comment: Sharon Bosquette, Selectboard Chair wanted to introduce herself to the board and check in on how things were going at the library.

Karen asked about the status of the Machia Property. Sharon stated that currently phase 1 of the environmental study is underway and should be completed by the end of April.

Minutes: Becky made motion to accept minutes of February 9^th meeting, Karen seconded, Minutes accepted

Treasurer’s Report:

Warrants were presented for February and March. The board approved and signed.

We appear to be on target for our budget for this point in the year. To date we have spent $78,962.94, or 78.97% of our budget.

Director’s Report:

HPL was selected to present at the National Community Garden Association Conference in July (in Connecticut). This is pretty exciting! We will be presenting with Franklin Library.

HPL has received the Garden’s For Learning Grant ($1,200- Thanks to Liz!) and is waiting to hear on the Grow Grant for $1,000.

Healthy Roots will be working with us this summer and doing produce drop off on Monday’s during the summer months. Children and families will be able to take home free fresh produce after participating in our events. The weekly drop off will depend on the produce available to them from local farms/ vendors that week.

We have Hank Lambert coming in on 4/12 for a book reading and signing. His book is Highgate Switchel.

Cailey’s Closet- 65 dresses found homes. They will travel to Fairfield on 4/6 and Richford on 4/13.

Nathan Poore will be working with his class at MVU on making Permanente story walk boards to add to the walking path around the arena. His class will also install them

E- Rate- Since the phone piece of E-Rate is lowering to 10% reimbursement on 7/1, Liza was wondering if the board wanted her to still apply for the grant. The paperwork is pretty intensive. HPL would only receive $112 in reimbursement in the next fiscal year.

• The board decided to not apply and asked Sharon about joining onto the town’s phone service with Comcast. Chris had mentioned this at a prior select board meeting. Sharon said she would look into that and get back to them on the cost and process.

Vista Update:

Liz is working on several grants at the moment and just submitted a Vermont Humanities Grant

Vermont Reads event- Liz discussed the 2 events that she has planned for this month. One is a book discussion, the other is a time capsule community event. Liz would like this to be buried in the town’s main park. She let Sharon know that Heidi would be mentioning this for her at the 4/6 select board meeting, as she (Liz) needed their approval to bury it. Sharon said she would make sure it is discussed and that she believed there would be not issues with the request.

MPG Update:

Karen spoke about our Planning Grant and reported:

The draft for the RFP was sent out for all board members to review prior to tonight’s meeting.

A discussion was held about the RFP. A few changes were noted and Karen stated that she would share the corrections with Bethany.

A committee is needed for the MPG study. It was decided that Liza, Karen and Rebecca will represent the library, Sharon stated that she would be happy to represent the Select board, Bethany will represent Regional Planning. Two members from the community and a member from the Planning Commission are needed.  Karen will touch base with PC Chair, Rich Wilkins to see who from the PC is interested. She will also touch base with several community members who seemed interested in being involved in the study.

New Business:

Election of Officer’s: Karen made the motion to elect: Rebecca as chair, Becky as vice-chair, Virginia as secretary and Alyssa as treasurer.  – After some discussion, Rebecca moved to amend the motion to: Rebecca as chair, Becky as vice chair and Virginia as Secretary/treasurer. Karen seconded the motion. –Approved

• A discussion was had about adding 2 additional board members- moving from a 5 person board to a 7 person board and also having member terms staggered to be 3 and 5 year terms.
• This will be discussed further at the next board meeting and the By-Laws will be reviewed.

The library logo, designed by Hayes Johnson has been well received by the community. After a brief discussion, Karen made the motion to officially change the library’s name to the Highgate Library and Community Center. The new name is reflective of the discussion at town meeting, the evolving focus and goals of the library, the library mission and logo. Rebecca seconded the motion. – Approved.

• Rebecca, as chair, will send out a press release regarding this change.
• Sharon suggested having Wendi also put something on the Town sign announcing the name change.

Old Business:

First Responder addition to the personnel policy was briefly discussed. Liza has provided the board with several samples and is currently waiting to hear back from VLCT on samples that they may have for the board to work with. This will be reviewed and discussed further at the next meeting. Until then, it was decided that Liza may continue to respond to any HVFD calls during work hours if coverage is available.

Meeting adjourned at 9:15.

Next scheduled Board of Trustee meeting, May 3^rd at 6:30 pm.

___________________________________________________________________________________________

Highgate Public Library Trustee meeting  minutes ~ February 9, 2017 ~ 6:30 PM  ~ Approved

Meeting was called to order by Karen Fortin at 6:30pm

Present: Karen Fortin, Meagan Gilmore, Becky Johnson, Rebecca Howrigan, Virginia Holiman, Liza Comiskey, Liz Toohey

Public Comment: Books were presented to Meagan as a thank you for her service on the Board of Trustees. Meagan has chosen not to join us for another term as Trustee.

Minutes: Becky made motion to accept minutes of Jan. 4^th meeting, Meagan seconded, Minutes accepted

Treasurer’s Report:

-Rebecca did not receive report from Shelly in time for this meeting, but will be sure to get it and review it.

-Rebecca has opened an on-line checking account for the library.

-Warrants were presented and signed by the Board.

-We have received a quote (in writing) for repairing the roof, John Aldrich-$8,500, and is ready to start ASAP. He reported the roof is in bad shape. Josh LaRocque has offered to go over all quotes with us to help make a decision.  Decision will need to be made after the vote at Town meeting.

Director’s Report:

-Building Bright Futures money has been received and deposited

-Ladies’ Self Defense class, Level One went well with 16 participants. Level Two will be held Feb. 15, training funds were used for Liz and Liza to attend

-The Duct Tape Derby will be held Saturday, Feb.18^th

-Paulette will be back at the library on the 21^st. She has been missed, and is recovering well.

– Over $2200 has been raised to-date by the Friends of the Library Highgate Family Ski program

-Liza and Liz have been working on the VISTA application for 2017-2018.

* Liza & Liz have adjusted numbers/goals to be more realistic, to work better in this particular work environment

* the $7000 VISTA Service Fee will go down to $4800 if Liz decides to stay another year, it is suggested  by VISTA that with that savings we pay Liz’s landlord $100 per month as a way to help support Liz

* (Shelly has said this can be done with our checking system)

VISTA Report:

Board members were given a letter from Robyn Baylor (VISTA Program Supervisor) concerning use of Liz’s hours at the library. Liz presented copies of monthly time sheets that she had been asked to redo. There was much discussion. The Board had not made themselves aware of the specific VISTA goals, and that some requested activities fall outside of those goals. It was a learning experience, and adjustments will be made.

The Board stated they are very happy with Liz’s work, and her presence in the library community and hope she will consider staying another year.

New Business:

*Virginia made motion and Becky seconded; If our first year VISTA worker decides to return to our library and our VISTA administrative fee is reduced from$7000 to $4800, we will use $1200 of the savings to help our VISTA volunteer with $100 monthly rental payments, made directly to VISTA’s landlord. Approved unanimously.

*Rebecca made the motion and Becky seconded to approve the VISTA application, as discussed and reviewed by the full Board on 2/9/2017. Approved unanimously.

– The Board discussed setting up a policy for library employees who are 1^st Responders and/or EMT’s, regarding leaving/serving during working hours. Tabled until next meeting.

-Fox TV will be here Wed., Feb. 15 at 9:00AM to discuss our town meeting business, our Town Planning Grant and funding the roof repairs.

-Pre-Town meeting will be held March 2, at 7:00.

– Karen attended Ranger/Solar panels meeting. Solar panels could bring an additional $350,000 to the town in the first year.

Old Business:

-Virginia made motion, and Karen seconded to happily accept a new library logo designed by graphic designer Hayes Johnson. Approved unanimously. New logo will be in use immediately.

-Library pays Black Dog $199 per year now. Town is still looking to make a decision about all town facilities using same company, for possible cost savings and regular extinguisher checks.

-Karen spoke with Bethany about our Planning Grant and reported:

-if funding is turned down at town meeting, our costs will come out of the Anderson Fund

-we need to do at least two more community focus groups

Step 1 -after town meeting, Bethany will send out grant template and scope

-We as a board need to form a study committee consisting of; members of the library trustees, town staff, selectmen, regional planning, and community members. This committee will need to pick a proposal.

Step 2- Send proposal out for Bids

The Board went into Executive Session to discuss Personnel Issues and Board Direction Issues.

The Board came out of Executive Session.

Meeting adjourned at 10:37.

Town Meeting, March 7^th

Next scheduled Board of Trustee meeting, April 5^th.

Respectfully submitted,

Virginia Holiman

___________________________________________________________________________________________________________

Highgate Public Library Board of Trustees Meeting – Approved

Wednesday, January, 4, 2017

Present: Karen Fortin, Rebecca Howrigan, Virginia Holiman, Meagan Gilmore, Liza Comiskey, & Liz Toohey

• Meeting was called to order at 6:31pm by Karen Fortin.
• Public Comments: None
• Previous Minutes: A motion to accept the minutes from the December board meeting was made by Rebecca Howrigan and was seconded by Meagan Gilmore. The motion was approved.
• Treasurers Report:
  • Discussion of 2017-2018 budget.
    • The decision has been made to add $700 for lawn maintenance per a quote from Ben Nye.
    • The trustees still have not received an official quote regarding roof maintenance. There was discussion as to whether the roof should be a separate line item or should be included within the library maintenance category. The decision was made to put $10,000 into the library maintenance category in order have adequate money to cover expenses in the upcoming fiscal year.
    • Discussion of personnel salary.
    • Line items that are no longer needed such as “printing” and “binding” will be deleted from the budget. In the event, new categories are needed for future fiscal years, they can be reinserted into the budget.
    • In total, the library is asking for $17,000 more for the budget. $10,000 will be allocated to roof maintenance and approximately $7,000 will be allocated to library growth.
    • Rebecca Howrigan made a motion to accept the total budget of $119, 373 for the 2017-2018 fiscal year. Virginia Holiman seconded this motion. The motion passed.
  • Article for Town Meeting
    • The library has been approved to have an article at Town Meeting with 125 valid signatures.
    • Karen Fortin will be in contact with selectboard about the library presentation for Town Meeting to have it approved.
  • Current Budget Report
    • The library has spent 59.93% of the budget for the 2015-2016 fiscal year.
    • Discussion of current library maintenance.
    • Discussion of general supplies.
    • Discussion of grants & how they are spent.
    • Meagan Gilmore made a motion to accept the treasurer’s report and Virginia Holiman seconded this motion. The motion was accepted.
  • Director’s Report
    • The library received a financial donation from The Tyler Place. This money will go into the Anderson account.
    • The library received a financial from a selectboard member. This money will be used for summer programming.
    • Building Brighter Futures: the funding was supposed to be released by the end of December however, it still has not been released.
    • Meagan Gilmore announced she would not be running for another trustee term. Discussion of potential community members who may like to run for library trustee.
    • Friends of the Library Ski Days – discussion of protocol & volunteers
    • Lego League discussion – why the group did not attend the competition in Norwich.
    • Discussion of behavior policy
    • Magic Tree House Adventure Club – explanation of how the program will work
    • Duct-tape derby will be combined with the sliding party. Date will be determined.
    • Self-evaluation was handed in.
    • Rebecca Howrigan made a motion to accept the Director’s Report. Meagan Gilmore seconded the motion. The motion was accepted.
  • VISTA Report
    • Flip Cards were distributed
    • Discussion of the amount of hours being worked. The board asked for a log of hours to be turned in to help them better understand the amount of work being done and the needs of the VISTA.
  • Old Business
    • Library Logo
      • Tabling this discussion until the next meeting
    • New business
      • Municipal Planning Grant
        • the press release will be sent to the Saint Albans Messenger with details of the MPG.
        • The grant has been signed and approved.
      • Discussion of security systems and fire extinguishers. The board would like to continue to use the same security system and only needs to change the provider for the fire extinguisher as they are not pleased with the service given.
      • Discussion of reasons to go into executive session to clarify technicalities.
    • Rebecca Howrigan made a motion to adjourn the meeting. Meagan Gilmore seconded the motion. The motion was accepted.

_________________________________________________________________________________________________________________________________

Library Board of Trustees Meeting December 2, 2016 -APPROVED

Present: Karen Fortin, Virginia Holiman, Rebecca Howrigan, Becky Johnson, Liza Comiskey

Guests: Liz Toohey, Chris Yates. Meeting was called to order at 6:37 pm by Karen Fortin.

Public Comments: None

Summer / Winter Maintenance –

* Chris Yates attended the meeting to discuss the maintenance of the lawn in the summer months and the plowing in the winter months. Mr. Yates explained that there are sixty-three miles of road in Highgate and three people on the road crew. This averages to approximately twenty-one miles of road to maintain during a storm. If a storm comes early in the morning, there is not a problem maintaining the parking lot. If the storm comes later in the morning, the road crew is delayed and has a more difficult time maintaining all the roads in Highgate as well as the library parking lot.

* Library Trustees and Mr. Yates came to an agreement as to what the Highgate Road Crew would provide the Highgate Library in regards to maintenance.

o The Highgate Library requests the Highgate Public Works Department provides:

* Snow Removal – Plowing and Removal in all parking spaces in front of the Library and Park Side.

* When ground is not frozen, this may prevent complete removal

* Sanding – Parking spots are not paved and sand may be needed to provide traction

* Shoveling – Shoveling the Front Stairs and Ramp as well as all emergency exits

* Shoveling will take place once plow routes have been completed. Should the need arise before this time, the Library Trustees and Library Director may be required to assist

* Winter Salt – Provide a full Five Gallon bucket on or before October 1st and monitor if replenishment is needed throughout the winter season.

* Preparation of building for colder weather – Complete before Snow and Freezing Weather

* Install Covers over basement Windows

* Shut of water to outside hose connection

* Lawn Mowing – Maintain in the same manner as Town Parks

* Library will build pricing into their Budget to Contract this, if needed.

* Past Minutes: Virginia Holiman made a motion to accept the minutes from the November board meeting. Becky Johnson seconded this motion. Motion was approved.

* Treasurers Report

New Roof – no update – Liza Comiskey will contact Chris Shepard for estimate

 Article Update – Liza Comiskey will put several more petitions at local businesses to get more signatures.

o Budget –

* Approximately 53% of the budget has been spent.

* Per Liza Comiskey, we may have a reimbursement from Building Brighter Futures in December.

* We will add: lawn maintenance, roof estimate, MPG ($2350) to the budget for 2017.

o Becky Johnson made the motion to approve to treasurer’s report. Virginia Holiman seconded this motion. Motion was approved.

* Director’s Report

o Discussion of adding more Christmas wishes to tree

o Rebecca Howrigan made a motion to accept the Director’s Report. Virginia Holiman seconded this motion. Motion was approved.

* VISTA Report

o Focus Group discussion

* Addressing policies regarding patron behavior and sickness

o Women’s Self-Defense Class

* Decisions were made regarding payment and promotion

o Becky Johnson made a motion to approve the VISTA report. Rebecca Howrigan seconded this motion. Motion was approved.

* Old Business – None

* New Business

o Logo- Discussion of which logo best represents library & community center.

* Decision to change name at next meeting if we know more about the Municipal Planning Grant and the logo.

o Shelburne Museum Letter

* Letter was read by Karen Fortin and discussed. No changes were made. Letter will be edited and sent by Liz Toohey.

* Virginia Holiman made the motion to go into Executive Session at 8:10. Becky Johnson seconded this motion. Motion was approved.

o Employee Salary

o Personnel Issues

o Real Estate

* Rebecca Howrigan made the motion to leave executive session and adjourn the meeting. Karen Fortin seconded this motion. Motion was approved.

The next meeting will take place January 4th, 2017 at 6:30pm.

__________________________________________________________________

Highgate Public Library Board of Trustees Meeting Minutes- November 2, 2016

Present: Karen Fortin, Meagan Gilmore, Rebecca Howrigan, Becky Johnson, Liza Comiskey
Guest: Liz Toohey

Meeting was called to order by Karen Fortin at 6:35pm.

Public Comments: None

Past Minutes:  Rebecca Howrigan made a motion to approve the October meeting minutes.  Meagan Gilmore seconded this motion. Minutes were approved.

Treasurer’s Report:  

• There were some questions about the building maintenance line item.  Liza will follow up with Shelly in order to clarify these questions and report at the next meeting.
• Rebecca gave a review of the 2017/18 budget that She, Liza and Shelly have been working on putting together. There was a brief discussion about the difference of some of the line items:
  • Raise for librarian & support staff – TBD in executive session
  • Mileage for AmeriCorps VISTA trainings and year 2 VISAT host site payment
  • Insurance costs
  • Most of the line items have remained the same (books, technology, supplies, ect)
• (Revenues ) Building Brighter Futures Funds have not been released yet for this fiscal year. Liza has been told that this should happen in January. It is hard to be able to count on the grant funding as revenue at this point in time, as there is much uncertainty in the new restructuring process.
• Municipal Planning Grant – the amount applied for has been changed to $15,000. This change is due to the report Laz Scangus gave. The match that the library needs to come up with will decrease to $2,335 which is 1/3 of $7,000. This will be added as a line item in the 2017/18 budget. The grant was submitted on Monday 10/31!
• Fundraisers:
  • Polar Express – Ticket prices will increase for out-of-town residents to $10 a piece. Money will go into the Friends of the Library Savings Account after all Polar Express expenses have cleared.
  • Friends of the Library High Five money will also be transferred into the Friends Savings Account.
  • Friends of the Library- Highgate Family Ski Days at Jay Peak– Ticket prices will increase to $35 and the Friends profit will be $6 a ticket. The waterpark tickets will remain $20 and there is $0 profit on these tickets. Ski Days will start in January and run until March.
• Motion was made by Becky Johnson to accept the Treasurer’s Report. Meagan Gilmore seconded this motion. Treasurer’s report was approved.

Director’s Report:

• Discussion of Polar Express Event and ticket prices. Liza let the board know that she will not turn away a family if they are experiencing financial hardship and cannot afford a ticket. She is still looking for book donations.

VISTA Report:

• Discussion of upcoming library open house (November 15^th). Liz Toohey will create the flyer.
• The board would like to hold two more community input groups by the end of the year.

Old Business:

• Roof:
  • No new information to date. No official estimates have been given on a cost for the repair to fix the roof. This will be added as a line item in the budget.

New Business:

• Rebecca Howrigan made the motion to adopt the following mission statement as the new mission statement for the Highgate Public Library:

“Our mission is to promote community growth and engagement. We provide and support diverse lifelong learning opportunities in an inclusive, imaginative, and welcoming environment. “

Becky Johnson seconded this motion. The motion was approved.

• Lawn Care & Maintenance: Karen felt that maybe the board should consider adding lawn care and maintenance  the budget to ensure that the library lawn is maintained on a regular basis. Prices need to be investigated and this will be discussed more at the December meeting.

• Capital Budget Update
  • The library was removed from the town’s Capital Budget Plan. In order to have a stand-alone Capital Budget article for Town Meeting, the library Trustees will need a petition with 100 registered voters signatures to move forward. Karen would like to have this in place for the Open House on the 15^th.
• New Library Logo
  • Hayes Johnson has donated his services and has worked with the trustees and staff to create a logo for the library. Colors and wording layout was discussed. Becky Johnson is going to take the feedback from the board to Hayes Johnson and will report back with a design at the December Meeting.
• Library Name:
  • Liza has spoken to the State Department of Libraries regarding the Library’s name. The State Librarian referred her to check Highgate’s Town Charter, as there is no statue at the State level.  Discussion was held around Highgate’s Charter, which no one present had any knowledge about.  Liz Toohey said she would follow up with Wendi and report back to the trustees on her findings.

Meagan Gilmore made the motion to go into Executive Session at 8:30 pm to discuss personnel. Becky Johnson seconded this motion. This motion was approved.

Karen Fortin made a motion to leave Executive Session at 9:00pm. Becky Johnson Seconded. This motion was approved.

Next Board Meeting is Wednesday, December 7^th, 2016 at 6:30pm at the Library

Becky made the motion to adjourn the meeting at 9:05pm. Karen Fortin Seconded. This motion was approved.

_______________________________________________________________________________

Highgate Public Library Board of Trustees Meeting Minutes for Wednesday, Oct 5 2016- APPROVED

Call To Order The meeting was called to order by Karen Fortin at 6:18

Present:   Karen Fortin, Becky Johnson, Meagan Gilmore, Liza Comiskey, Rebecca Howrigan , Virginia Holiman, Liz Toohey.  Guests: Josh Laroque, Woody Rouse, Bethany Remmeas

1. Public Comments- No public comments
2. Regional planning library feasibility study grant review

Feasibility study will refine the type of space we need, the cost, where in the village, layouts and an implementation plan

We reviewed the current application and numerous changes were made. Bethany will revise and send us an updated copy.

Funding for the study => we will only get $8000 if we have no matching. It was the trustees understandings from a sept meeting with the selectboard that the selectboard said we could spend up to $20,000 of our own funds for the project.

The friends of the library will match the $4000 neededif no other funds can be found.

Next steps for the project are: provide quote, the municipal resolution will take place at the Oct 20th selectboard meeting

We’ll receive the final draft of the application on o t 13th for review and geyt any changes to Bethany by Oct 19 so she can present attbe Oct 20th selectboard meeting.

Josh laroque will have us added to the agenda

Review of past Minutes:  Motion to accept past meeting minutes  by Becky , Meagan seconded the motion – approved.

Treasurer’s Report

• Reviewed budget- we are on target with our budget
• All warrants signed

Motion to accept the treasurer’s report was made by Virginia and seconded  by Becky. Report approved

 Directors report:  No questions on the report given

Vista report:  No questions on the report given

Old business

•   Retreat Karen has recap notes and will share with us a the next meeting
•   Library roof it it very bad shape. Josh mentioned using “Ice and water” as a temp solution. Becky will call Henry Rainville to review more potential ootuions for the roof.

New business

Format for tractor day/focus groups

Next meeting November 2^nd at 6:30pm

Motion was made by Karen Fortin to adjourn the meeting at 9:05pm. Rebecca Howrigan seconded the motion. Approved

_________________________________________________________________________

Highgate Public Library Board of Trustees Meeting Minutes – Approved

Wednesday, July 6th, 2016

1. Call To Order: The meeting was called by Karen Fortin at 6:05 pm

Present at meeting: Karen Fortin, Becky Johnson, Meagan Gilmore, Liza Comiskey, Rebecca Howrigan Public: Paulette Unwi

Public Comments: No public comments

Review of Past Board Minutes: Becky Johnson motioned to approve the June 1^st, 2016 meeting minutes. Karen Fortin seconded the motion.  Motion carried unanimously

Treasurer’s Report: Warrants need to be approved and signed by board members. We did not receive them in time for this meeting. Liza will get these from Shelly. Please stop in to see Liza within the next few weeks to review and sign.

• Lucie still need to have her name removed from the library bank accounts and Rebecca’s name needs to be added ASAP.
  • Virginia will contact Lucie and they will go to the bank together (as Virginia is the second signer). Rebecca will need to also go fill out necessary paperwork to be added in Lucie’s place.
• We need to start budget planning in October (Rebecca, Liza and Shelly should meet initially to discuss this) they will then present to the board and we will review as a group.

Old Business: Board Retreat Discussion~Karen contacted Terry O’Shea with the board’s goals for the retreat. She will work with her to develop an agenda to help the group stay on task and focused.

• Terry offered to do the retreat pro bono for the library
• The board will think of a gift for her (I.e) book and or a donation in her name, as a thank you for her time and assistance.
• The date for the Board retreat Saturday, September 17^th from 8-12 @ Karen’s sugar house
• Those who will attend: All Trustee’s, Liza, Paulette and the HPL vista member
• After the retreat the HPL vista member will hopefully be able to work with George Ouellette to create a PowerPoint of pictures of events/programming/services HPL provides to the community and highlighting what more we can do with more space

1. HPL Capital Budget Discussion

• Liza attended the Planning Commission meeting in June. The PC and Heidi asked Liza to have the Trustees attend the July meeting to present the library’s request and to show support for the Capital plan. Until they heard from the trustees, nothing would be put in the Capital Plan.
• Karen will be go to the planning commission meeting on July 21^st to present our Capital Budget. Board members are also encouraged to attend to show their support for the plan.
  • Karen will mention our intentions to obtain grants for part of the funding and our plan on partnering with the regional planning committee for assistance in this area.
• Laz Scangus measured library as part of an ADA study for the town – originally to study if the library would be a good fit in the town garage. In the end the study didn’t cover this area and the board of Trustees also decided the library is not a good fit in the garage space anyways. Liza has contacted Laz to see if he is able to provide us with the official measurements and notes that he took during his meeting with her and Karen in June.
• The roof needs to be factored into the capital budget. Ryan Maskell will provide a quote for the roof by July 21st. He is not able to do the work, but will provide us with an estimate to give us the number we should expect to receive in a bid. Rebecca thought that we might want to petition the town to add the roof as an article for the town budget, as opposed to adding to the capital budget.
• New Computers will not be going into the capital budget. Liza has priced out 3 towers and the friends of the library will purchase these. In the future we’ll plan to have included new computers in the budget (every 4-5 years).

New Business: None

Next meeting will be August 31 at 6:30pm

Motion to adjourn the meeting was made by Rebecca at 8:35. Motion seconded by Meagan.  Motion carried unanimously. Approved

__________________________________________________________________

Highgate Public Library Board of Trustee Meeting  Minutes June 1, 2016 ~ Approved

Present: Karen Fortin, Becky Johnson, Meagan Gilmore, Liza Comiskey, Virginia Holiman, Paulette Unwin, Randy Connelly

Public Comment: None

Minutes: Meagan made the motion to accept the minutes of the May 4^th, 2016 meeting. Becky seconded the motion. Approved 5-0

Treasurer’s Report:

– Reviewed the monthly warrants- there were no concerns.

-Meagan made the motion to approve the report and warrants presented, Karen seconded to. Approved

Director’s Report:

• Liza discussed the need to hire a library clerk sub to help with summer coverage (due to staff vacations) & also the need to bring in someone to assist with programing support during the summer months. Since the library is growing in summer program offerings, so does the need for extra help. Liza has several interested community members in these positions and will meet with them further to discuss these opportunities.
• Americorps Vista- we had 3 final applications and there are 2 that Liza feels would be a match for this position. She will interview them within the next week.

Old Business:

–Capital Budget

– The deadline for submissions is June at the Planning Commission Mtg. Liza will attend the meeting and present the board’s request.

– Liza spoke with the Department of Libraries Regional consultant, as well as with other Public Libraries around the state who have or are undergoing construction. There is a wide range in cost per square footage ($250-$500).

– after a discussion on space needs, the board felt the space needs/design for Highgate would be very similar to the new build in Fairfield.

-A new roof is needed within the budget year here at the library. The West side of the roof is peeling and blowing off. Liza will see if she can get someone to look at the project and give the board an estimate of repair cost to submit with the Capital Budget.

Plant Sale

• Karen feels that we need to advertise this better and possibly hold it later in May or early June.

Board Retreat

• Terri O’Shea is interested in facilitating the retreat. She is currently in the U.K. and will respond to us with possible dates when she returns.
• It is unclear what her fee will be. Virginia made the motion to approve funds to cover the facilitation fee from the Anderson Fund. Becky seconded this motion.

New Business:

• The garden program will need an outdoor water faucet (as there is not currently one) for the gardens this summer. Liza has contacted several local plumbers to come look at this project. The price quotes are around $650. Liza will contact a few others to see if there is anyone who would be willing to donate their services.
• Becky mentioned that her son is a graphic designer and has offered to help the library create a logo.

Next Meeting: Wednesday July 6 at 6pm

Virginia made the motion to adjourn the meeting at 8:15pm. Karen Fortin seconded the motion. Approved

Respectfully submitted,

Meagan Gilmore

__________________________________________________________________________________

Highgate Public Library Board of Trustees Meeting Regular Trustee Meeting Minutes Approved

Wednesday, May 4, 2016

Highgate Public Library

Call To Order- The meeting was called by Karen Fortin  at 6:05 PM.

Present at meeting: Library Board of Trustee Members:  Karen Fortin, Becky Johnson, Rebecca Howrigan, Meagan Gilmore, Liza Comiskey

Public Comments No Public Comments.

Review of past Minutes: Rebecca Howrigan motioned to approved 04/06/2016 meeting minutes. Becky Johnson seconded the motion.  Motion carried unanimously.

Treasurer’s Report:

• Discrepancy on last months report was due to a deposit verification – $1 deposit.
• Liza reviewed current warrant of bills – all are items she has submitted and coded
• Budget wise we are at +/- 84% with 2 months left of the year.
• Most of the budget has been spent – a few funds will still be coming from grants but will not receive them until summer programs.
• Lucy’s name has to come off of Anderson Account & Rebecca Howrigan’s name needs to be added to it.
• Approved all warrants & Bills
• Meagan Gilmore motioned to code all fence projects together under maintenance. Becky Johnson seconded the motion.  Motion carried unanimously.
• Director’s Report: Oil tank – it was recommended to post the selling oil tank & oil on municipal sites. Discussion on keeping for logistic reasons.  Tabling oil tank – no need to move forward with removal.

• The need for new computers. Would like to order 3 new towers and removing back computer.  Liza Comiskey suggested a one-time use of Anderson funds to purchase new towers.  Discussion on tablets vs. towers.  Liza Comiskey will investigate cost pro’s/con’s and come back in June with proposal.
• Brandy Maskell – Is running STEM for summer (internship)Perennial Swap is 05/21/2016 10AM – 12PM
• Old Business: Tim Valley donated $1000 for the fence project. We all signed and sent Thank you cards.

1. New Business: Capital improvement plan is going for review, which is a new library and computers.  They want us to come up with most important items for capital improvement and prioritize.

• When submitting Capital budget proposal, it should in the description it should include since 2004 the library has been used for……. That are community programs and the reason for more space being needed really stressing community space/need.
• Recommended slide show to show values of programming and narration during town meeting. George Ouellette can help. – What we can do and what we COULD
• Karen Fortin recommended getting all stake holders together for “board retreat” to focus on the future of the library with 3 goals – 1.) Where are we heading – future location & needs. 2)  Name change.  ) Mission Statement.  This would be done with a professional facilitator.  Potential stakeholders include:  Heidi Britch-Valenta, Paulette, Liza Comiskey, and all board members.  Potential one time use of Anderson funds to pay for this retreat.  Karen Fortin will get a list of facilitators, dates and costs to be discussed at the June meeting.  It was recommended that a Saturday in the Summer would work for everyone.

Executive Session: None needed

Next meeting will be June 01, 2016 at 6PM

Motion by Rebecca Howrigan to adjourn meeting.  Motion seconded by Becky Johnson.  Motion carried unanimously. Highgate Public Library Board of Trustees Meeting

__________________________________________________________________________________

Regular Trustee Meeting

Wednesday, May 4, 2016

Highgate Public Library – 17 Mill Hill

Highgate Center, Vermont 05459- Approved

1. Call To Order

The meeting was called by Karen Fortin at 6:05 PM.

Present at meeting:

* Library Board of Trustee Members: Karen Fortin, Becky Johnson, Rebecca Howrigan, Meagan Gilmore, Liza Comiskey

1. Agenda
2. Public Comments

No Public Comments.

1. Review of Past Board Minutes

* Rebecca Howrigan motioned to approved 04/06/2016 meeting minutes. Becky Johnson seconded the motion. Motion carried unanimously.

1. Treasurer’s Report

* Discrepancy on last months report was due to a deposit verification – $1 deposit.

* Liza reviewed current warrant of bills – all are items she has submitted and coded

* Budget wise we are at +/- 84% with 2 months left of the year.

* Most of the budget has been spent – a few funds will still be coming from grants but will not receive them until summer programs.

* Lucy’s name has to come off of Anderson Account & Rebecca Howrigan’s name needs to be added to it.

* Approved all warrants & Bills

Meeting Minutes

Highgate Public library ~ Board of Trustees Meeting, January 6, 2016 -APPROVED
Present: Lucie Fortin, Karen Fortin, Virginia Holiman, Liza Comiskey
Guest: Paulette Unwin
Public Comment:
-A patron with a non-trespass order has approached the staff about being allowed back in the library. Library Trustees invited the patron to attend the next regular monthly meeting, on February3rd at 6:00. Liza and staff will come up with a set of conditions, patron must agree to in writing. Both staff and Trustees agreed this patron could have another chance.
-Liza will check with the town and parole officer to see if this is an appropriate action for the Library to take.
Minutes:
-Lucy made motion, Karen seconded to accept minutes of December 2, 2015 meeting. Minutes accepted
Treasurer’s Report:
– Virginia made motion, Karen seconded to accept treasure’s report.
The board will review and change description of Treasurer’s duties at next meeting
Discussion of Proposed Budget:
-Board reviewed and adjusted the copy of proposed budget (provided by Town Treasurer.
-Lucie made motion, Karen seconded to approve the proposed budget of $100,374 in expenditures, with adjustment made for employee taxes on Vista Program personnel. The total amount to be raised by taxes will be $95,504. That is a $9108 increase from year 2014-2015.
Director’s Report:
-Polar Express was a HUGE success with over 533 participants!
-Duct Tape Derby is scheduled for Feb. 20th (snow date 3/5)
-Ski Days at Jay Peak have started. Michelle and Brian Douglas are running this program.
-Rebecca Manning Howrigan’s name is on the town meeting ballot, running for library trustee. 
-The cost of the chimney liner is being covered by Vermont Gas.

Virginia made motion, Karen seconded to accept Director’s Report,
Report accepted

Karen made motion to go into Executive Session to discuss Director’s evaluation.
Trustees came out of Executive Session.
Meeting adjourned.
Next Board of Trustee Meeting, February 3rd, 6:00 at the Highgate Public Library

Respectfully submitted,
Virginia Holiman

____________________________________________________________

Highgate Public Library ~Board of Trustees Meeting ~December 2, 2015 ~ APPROVED
Present: Becky Johnson, Meaghan Gilmore, Karen Fortin, Lucie Fortin, Virginia Holiman, Liza Comiskey
Guest: Shelly Laroche
No Public comments
Minutes: Karen made motion, Becky seconded to accept minutes from November 4th meeting, minutes accepted
Director’s Report: Liza had sent copy of her report to all board members prior to this meeting, additions include; the library is fully hooked up to natural gas, 235 Polar Express tickets have been reserved for this year.
Meagan made motion, Becky seconded to accept the Director’s Report, report accepted
Treasurer’s Report:
$903.00 deposited from Polar Express donations
$11, 238 now in Anderson (savings) account
$6326.34 now in checking account
Virginia made motion, Meagan seconded to accept Treasurer’s Report, report accepted
Budget Building: Shelly joined the Board members to discuss and build next year’s proposed library budget.
-Meagan made motion, Becky seconded, to increase Liza’s salary by $3250 at the beginning of the next fiscal year. Motion approved.
-Shelly is going to check if the library has a contract with the present cleaning person, and on what the unemployment insurance rate will be for Liza.
-Board, Liza and Shelly built the complete budget for the 2016-2017 year. Lucie will add and clean up the proposal, and present to full board for final vote at next Board meeting on Jan. 6.
Meagan made motion to adjourn at 9:00pm, Becky seconded. Meeting adjourned.
Next meeting – January 6th, 6:00

Respectfully submitted,
Virginia Holiman

__________________________________________________________________________________

Highgate Public Library Board of Trustees Meeting ~November 4, 2015 ~ Approved
Present: Becky Johnson, Meghan Gilmore. Karen Fortin, Virginia Holiman, Lucie Fortin, Liza Comiskey
Guest: Chris Yates- Highgate Select Board
Guest Comment: Chris explained Selectboard’s proposal to switch library to Vt. Gas Company. There will be no switch over fee, no cost to clean chimney, chimney liner or furnace. Oil burner and tank will remain in place, so if library is not happy with the gas, it could be switched back. There will be a monthly burner rental of approximately $26.00.
Board of Trustees voted unanimously to accept Selectboard’s proposal for the library to convert from oil to gas.
Board went into executive session to discuss possible real estate transaction at 6:26. Board came out of executive session at 6:45.
Chris left the meeting.
Past Minutes: Becky made motion to accept minutes of Oct. 13 meeting, Meagan seconded. Minutes accepted.
Treasurer’s Report: Becky made motion to accept Treasurer’s Report, Virginia seconded. Report accepted.
Status report was received from town treasurer. Liza concerned about Fit Kids numbers, etc. Lucie will invite Town treasurer to December meeting to better explain the new accounting form/system.
-suggestions for budget: Building Bright Futures be shown as separate line item, e-rate also be shown as separate line item
Director’s Report:
-Friends of the Library have started High 5 campaign, asking public to donate $5, become a Friend of the Library and help the library.
-The Vt. Library Association will be starting an inter library loan Currier service test pilot in January of 2016. There is finical assistance (thanks to a grant) for the first 100 libraries that sign up. The charge for Highgate (once week delivery service) will be approx. $780 – but the state pays half of that charge with one year commitment.. Liza will attend the November 10 informational meeting. Board agreed to support Liza making the decision after attending the meeting.
-Highgate Public Library is now RISE VT certified (silver) The library will receive: -6 pair of snowshoes (4 youth, 2 adult) that can be checked out by patrons, a check to buy a garden composter, a water station, signs for the Highgate walking path
-Halloween was a busy time for the library. Stories in the Park (VH and Kurt) 25 children, Haunted Express at the school (Dean Fackler and Paulette) 150 children, Trunk or Treat at MVU (Liza) 600+ children, Trick or Treat at library (Becky and Virginia) 51 children.
-Highgate and Swanton Libraries will be collaborating on this year’s decorating Gingerbread houses on Dec. 12th . It will be held at the Swanton Library, as they have more space for this growing event.
-The Polar Express will be held Dec. 4,5,12, 5:00- 6:45. Elves are all signed up and the planning has began. Roughly 220 children will be able to attend this year. Library will also be collecting for Operation Happiness during the events.
-Liza has applied for a grant to serve children at risk. Grant would present workshop for parents and provide 2 books for each child (0-12). Library will receive a special collection of books that Liza would like to use to update the present “traveling bags”.
-Liza reported the library is now being used for DCF family visitations. Concerns over safety, appropriateness were expressed by some members of the Board.
-Parent support workers (from NFI and NCSS) are attending story time with some children.
-The Vt. Health Dept. would like to become more involved at the library, WIC program etc.
-Liza will be presenting for the Dept. of Libraries this next week-end. (It is definitely an honor and compliment that she was asked to present to the state-wide audience!) She is hoping to come back from the conference with additional ideas for involving seniors and teens.
-It was established that we will need 300 feet of fencing for the backyard. Because of the timing, it was decided to plan for installation in the spring.
New Business:
-There was discussion about what the mission of the library is, and what the upcoming needs are. It was suggested the timing was right to open a discussion within the trustees, then the Selectboard, and then opening up to a community forum. Karen will contact Denise Smith for suggestions on how to proceed.
Old Business:
-Trustees agreed to work on Liza’s formal evaluation at December’s meeting.

Lucie made motion to adjourn, Meagan seconded. Meeting adjourned.
Next meeting, Wednesday, 6:00, December 2nd
Respectfully submitted,
Virginia Holiman

__________________________________________________________________________

Highgate Public Library ~Board of Trustees Meeting Minutes –  October 13, 2015- APPROVED
Present: Karen Fortin, Becky Johnson, Meghan Gilmore , Lucie Fortin, Virginia Holiman, Liza Comiskey
Meeting Called to Order at 6:15
No Public Comments
Minutes:
Karen read May 13 Meeting Minutes, Meagan made motion, Becky seconded to approve minutes as read, approved
Karen read June 15 Meeting Minutes, Lucie made motion, Becky seconded to approve minutes as read, approved
Karen read September 2 Meeting Minutes, Lucie made motion, Virginia seconded to approve minutes as read, approved
Treasurer’s report:
Lucie has not received financial report from Shelly at the town offices, only change should be the amount of interest on the Anderson account
Director’s report:
– Liza has been asked to speak at Vermont Department of Library’s Trustee Conference in Burlington on November 7th, on “You’re Doing What?” at your library
– Misty Reader has been hired into help cover library hours
– . Liza is working on the Americorp volunteer application for 2016/17 Budgeting season- in hopes that the library can become an approved site.
– Liza submitted the library’s annual report to the state in early October.
– Cruisers and Crawlers playgroup is having a difficult time to get going- attendance is 2-3 babies per week. Liza may look at a once a month Saturday Story Time for all ages in place of this program.
– Lucie again supplied the library with many pumpkins from a farmer in Bradford
– Spooky the Square Pumpkin event will be Monday, Oct.19th
– Spooky Stories in the Park will be held at 7 on Oct. 17
– Oct. 31st, Trick or Treat 5-7, Becky and Virginia will host, each board member asked to bring big bag of goodies, Karen will bring maple candies
– Tractor Day was a success, lots of tractors and lots of families
– Harvesting the Pre-School Garden (and making soup) will take place Oct. 1
Old Business:
-Library Policy (and Changes) Discussion concerning
-procedure for complaints, incident reports
-unattended children in the library
-library open no fewer than 35 hours
– Confidentiality of patron (circulation) records
-assuring new patrons receive confidentiality policies when they receive their library number (this is on their application)
Virginia made motion and Meagan seconded to accept and approve changes to the Highgate library policies, changes approved
-Heidi Valenta, Karen, Liza and Virginia met with Tim Vallee on October. 1, to discuss fencing in the backyard to provide additional safe and private space for the library. Mr. Vallee was very agreeable to the proposed fencing and positioning of that fence and gates.
Liza will secure measurements, and Karen will get estimates of costs.
-The Board and Liza are still looking for Suicide Prevention materials for the library. Becky will check with her local contacts for a list of suggested materials.
-Liza is still attempting to get summer reading lists from teachers at MVU to help ensure that the library is able to help supply books to students during the summer months.
-Liza’s evaluation is due. Karen will find appropriate template for more efficient evaluation form, and bring to November 4th meeting. Board will fill forms out in executive session.
-the Board of Trustees will work on the library budget at the December 2nd meeting
-Lucie made suggestion to have Senior Citizen lunch at the library and involve the book Mobile, Virginia suggested next year the pre-school patrons make the lunch for the seniors
– Karen requested Board move into Executive Session at 7:30 to discuss personnel issues.
-Board came out of Executive session at 7:50
-There was discussion about forming a Neighborhood watch in Highgate, the Board was open to gathering more information, and the amount of community interest, and then discussing it at the next meeting
Becky made motion to adjourn, Lucie seconded . All in favor. Meeting adjourned at 8:00pm
Next meeting, November 4th, 2015, 6;00
Respectfully submitted,

Virginia Holiman
Highgate Board of Trustees

_______________________________________________________________________________

Highgate Public Library ~Board of Trustees Meeting Minutes – for September 2, 2015- Approved

Present: Karen, Lucy, Meagan and Liza
Absent: Virginia and Becky
No public comment
No minutes presented to review (May or June) Virginia will mail to the group
Treasurer Report:
• Anderson acct transferred to “Friends of the Library –Anderson Acct”. Current Balance is $5327.84. Reviewed last years budget, highlighted items weren’t paid to the town because library had already paid that portion. We did pay $3845.00 for security etc
• Budget was paid off for last year with a surplus of $5327.84 (checking) $11,237.54 (savings)
• Current year to date is for July and August
• The town lowered the budget by $1000 by adding $1000 special programs revenue. This will need to be addressed in the future.
Motion: Meagan, 2nd Karen, all agreed.
Directors Report:
• Backgrounds completed for 2015 year. Becky does need to fill out her background check form.
• Increase in usage; summer passes, audiobooks, DVD usage
• Sept. 14th essential oil class
• Cross country starts sept 8th – 23 kids signed up
• Teen events – drawing program with 8 kids signed up
• 7 kids did babysitting class
• Little explorers started today – Sheldon woods, Oct. 3rd explorers will be going to cave’s at Karen’s farm
• Summer programs went well – program was fantastic
o 15 meals (1st day), 30 meals (2nd week) and 20 meals (after summer school started)
• Tractor day – Oct. 10th
• Yoga tots will start in Oct.
• Richard Flint – rec’d invitation for all local schools with track teams. Liza will work with him to organize
Old Business:
• Policies – tabled- will review when changes are typed so we can sign
• Library fencing – concern about proper permitting with existing septic, kids playing on mound system. We would like to move forward with project. Karen will write letter and cc all parties involved (Chris, Heidi, Liza and board). Ideally have it lined up this year and have it installed for Memorial Day 2016
New Business:
• New part time program director is needed as Michelle has been hired full time as Swanton Librarian. Discussion about pay rate, which is currently $10.hr and how this is limiting who can and will apply.
• Discussed how current events and hours will be completed with limited staff
• Discussed AmeriCorps member to help with employment issue. Liza will work on for next year’s budget. At this time we’ll use allocated money to help fill in hours with subs. Liza will start with names of people she already has for these fill in hours
Motion to adjourn: Lucy, 2nd Karen at 7:45

_____________________________________________________________________________

Highgate Public Library ~Board of Trustees Meeting -June 3, 2015 ~ APPROVED
Present: Meghan Gilmore, Becky Johnson, Karen Fortin, Lucie Fortin,
Virginia Holiman, Liza Comiskey
No Public Comments
No Minutes
Treasurer’s Report: Meagan made motion, Becky seconded to accept
Treasurer’s Report, all in favor, report accepted
-Lucie met with Tom on 6/2, they are getting closer to working transition out
-Staff will need to use debit card instead of petty cash
Director’s Report:
– Library received approximately $1100 in summer grant monies
– Summer programs are all planned, flyers sent to schools
– Library received a Summer Reader’s Grant, Duncan McDougal will be presenting July 9th
– Rise Vermont will provide 2 “smoothy” bikes for end of summer picnic
– The library will be a summer meal site on Tuesdays and Wednesdays
– Liza would like a refrigerator to hold meals and use for other events
Karen will check with Thibault’s for prices/deals
Lucie made motion, Meagan seconded to give Karen authority to purchase refrigerator for the library using not more than $1000 from the Anderson Fund, motion approved
– New Library Hours are M,Tu,W 9-6, Thursday 2-6, Friday closed,
Saturday 9-12
-Girls on the Run progressing and growing
-5K Run in Essex, June 6th
– possibility of making capes for all the girls
New Business:
-Board discussed the possibility of building a fence around the backyard to provide more usable space for library patrons
-Karen will check with Heidi about how to proceed
-Becky suggested having appropriate books dealing with suicide prevention and raising awareness about suicide, available for the public
– Liza is going to get lists of required reading from area schools

Becky made motion to adjourn, Lucie seconded, meeting adjourned at 7:35 . Next meeting , September 2, 6:00

___________________________________________________________________________

Highgate Public Library ~Board of Trustee’s Meeting ~May 13, 2015 ~ APPROVED
Present: Becky Johnson, Meghan Gilmore, Karen Fortin, Lucie Fortin, Virginia Holiman
No Public Comments
No Director’s Report– Liza was unable to attend meeting
No Treasurer’s Report
Liza, Lucie and Tom will be getting together to work out “library accounts to town accounts” transition
New Business:
– Michelle Hope Beaulieu hired as program assistant
– The library will be food drop-off point for summer meals
– Becky requested extra copies of “To Kill a Mockingbird” be ordered for students
– Book Sale, May 16th, 9-12:00, all Board members asked to attend
Old Business: Reviewing Library Policies
– Discussion on eligible patrons
o Any students attending local schools
o Residents of surrounding towns pay $5, and provide proof of address
o Non-property owners- $10 per family and proof of permanent address
o Transients- leave deposit equal to price of book, address where currently residing must also be provided

-Written Incident Reports must be filed when staff and or patrons have concerns/worries. Reports are to be given to director and kept on file. Library Director will update the board on reports monthly.
-Parents/guardians must be responsible for their children (regardless of age) while at the library. Library staff is not responsible for supervision of children.
-Children 4th grade and up, may visit the library unsupervised, and must adhere to all library rules.

-Discussion on Library Loan Policies:
2 week loan period
No overdue fines, but we encourage patrons to use “Conscious” Jar
Only two ILL books out at a time. (If patron does not pick up ordered book, there will be a $3 per item fee to cover postage)
Patrons will be contacted about overdue books and given the opportunity to locate and return them before a bill is sent out

-Library director’s evaluation is due soon. Board members are to write down their comments, concerns, and accolades, and bring them to the next meeting.

Next meeting, June 3rd, 6:00
Virginia made motion to adjourn, Becky seconded, meeting adjourned at 7:55pm

____________________________________________________________________________

Highgate Public Library’s Trustee Meeting, April 1,2015- Approved
Present: Karen Fortin, Becky Johnson, Lucie Fortin, Virginia Holiman, Liza Comiskey
Public Comments: None
The Trustees welcomed Becky Johnson to the library board.
Minutes from February 4th meeting accepted
Treasurer’s Report: Lucie received report from town treasurer at last minute. She will go over it and report back to Board at next meeting.
Lucie has asked Town Select board to allow Lucie to continue as library treasurer until funds are fully transferred and settled with new incoming town treasurer.
Becky made motion, Virginia seconded, to amend amount requested for the library from town to $87,471 for fiscal year 2016. Motion approved.
Director’s Report:
-Girls on the Run has 26 girls signed up, with 6 adult coaches helping out.
-Cailey’s Closet event will be April 11th, 11:30-2:30. Liza has collected 35 dresses so far, and is hoping for 60.
-Liza received phone call from a parent asking questions about Cailey’s Closet, Liza stated she tried to explain how the program/event worked. Parent became verbally abusive to Liza during the call. Liza told the parent to have a nice day and hung up. Karen instructed Liza to write out an incident report on this situation. .
-Karen Casavant contacted Liza and expressed concern about
Same “disgruntled” parent’s facebooking/actions concerning this event on April 11. Karen has offered to be present at event. Karen instructed Liza to print the facebook info and write out an incident report.
– A local community member has offered free alterations to girls choosing dresses.
-Ashley Wolff, author and illustrator will be presenting at the library on April 15th at 10.
-Let’s Grow Kids” representative will join the parent group on the 15th to discuss this initiative.
– $675.00 has been donated by local businesses to help support the Summer program.
-The Norm LaVallee Plant Swap will be 10-12 on May 16th, in conjunction with the Historical Society’s Annual Sale. All Board members asked to arrive at 9 and help out.
-The Little league has asked to use the library’s tax ID number.
Karen asked Liza to invite Greg Farnham (Little League) to talk about this at our June 3rd meeting
-August 4th has been designated as “National Night Out”. Liza will be making plans for the event in the park, and will contact the selectman at the May meeting to discuss this event further.
Virginia made motion, Lucie seconded to accept Director’s Report. Accepted

Old Business:
Lucie made motion, Becky seconded to accept the Personnel Policy with corrections and adjustments made. Approved.
The Library program Assistant job has 16 applicants. Money left over from last year will be used to fund the position for the next 3 months. The Committee has conducted interviews with 3 candidates (2 dropped out), using rubrics. The top scoring applicant has been offered the job. She has not officially accepted the job.
New Business:
Lucie made motion, Becky seconded to change wording in Highgate Library’s Public Policy from parents not leaving unattended children from “3rd grade and up” at the library, to parents being asked to not leave unattended children “4th grade and up”. Motion approved, wording changed.
Trustees asked to think about the possibility of changing the by-laws to include more trustees for the library. (Presently it is 5)
New Officers were elected; Chairperson-Karen Fortin, Treasurer- Lucie Fortin, Secretary- Virginia Holiman
Next Meeting- May 6th.
Lucie made motion to adjourn at 8:00pm, Becky seconded. Meeting adjourned
Respectfully submitted,
Virginia Holiman

_________________________________________________________________________

Highgate Public Library Trustee’s Meeting ~ February, 4, 2015 _ Approved
Present: Karen Fortin. Meaghan Gilmore, Lucie Fortin, Virginia Holiman, Patty Rainville, Liza
Comiskey
Public comments: None
Board Minutes: Lucie made motion, Meagan seconded, to accept minutes of 1/7/15 Trustee
Meeting, accepted
Director’s Report:
-Liza reports there is lots of interest in the Duct Tape Derby on February 21st
-Liza explained the new security system
-many plans going forward for the upcoming summer programs
– All trustees agreed they’d like the library to be part of the Town’s Smoke Free Zone
-A long time patron of the library, Mrs. Perry has passed away. She has requested in her
obituary that donations be made to this library. Virginia will write thank-you notes to all
contributors.
Treasurer’s Report:
-Meagan made motion, Patty seconded to accept the Treasurer’s Report
-Town treasurer suggested we up the amount for maintenance in the library’s proposed
budget to $7500
-Patty made motion and Meagan seconded to approve revised proposed budget for
2015 of $85, 280. Unanimously approved.
-The library budget will be presented as a general fund line item this year.
-This is the first year town and treasurer have been working with outside auditors.
Old Business:
-Karen composed letter to send to Crossroads’ program leaders informing them – the
library will not be melding the Girls on the Run into their program. The Library will
support Crossroad’s holding their babysitting course at the library, contingent on
procuring appropriate library staff.
New Business:
-Virginia made motion, to move Anderson Fund into a new account of the library’s- in
the name of the Friends’ of the Library. This Anderson Fund will be accepting restricted
grant monies and the remainder of the (2014) checking account monies. This account
will be managed strictly by the Board’s Treasurer, and follow guidelines that were voted
upon at the January 7th, 2015 meeting. Patty seconded. Motion and language approved.
(Lucie and Liza will work with the Friends’ of the Library to move the money, and report
back to Trustee’s at the April meeting.)
-Karen read the letter she has written for the 2014 Town Report. Trustee’s suggestions
and additions were incorporated.
-Patty made motion, Meagan seconded to amend the personnel policy to include town’s
wording and dates. Approved. Policy will be rewritten and signed at April meeting.
-Becky Johnson has submitted her name and petition to run for Library Trustee in March
-Paulette Tatro has agreed to be appointed to the Board of Trustees.
-The town informational meeting will be held February 19. Karen plans on attending and
urges others to do so.
-A table will be set up at Town meeting on March 3rd. Karen will donate a “Basket of
Maple” to be used as a free raffle prize. Liza will purchase a maple cook book to be
included in the basket, and create the raffle tickets.
The next Library Trustee meeting will be held April 1st at 6:00 at the library.
Respectfully submitted,
Virginia Holiman
Trustee Secretary

___________________________________________________________________________________

Highgate Public Library Board of Trustee Meeting- January 7, 2015- Approved
Present: Karen Fortin, Lucie Fortin, Meagan Gilmore, Patty Rainville,
Virginia Holiman, Liza Cominsky
Guests: Joyce Ashton, Carol Lizotte
Public Input: Guests from Crossroads program presented to the Trustees the perceived benefits if HPL Girls on the Run Program were to fall under the Crossroads afterschool umbrella. Those benefits for the Library were to provide meals, busing, and afterschool homework program.
They also discussed the perceived benefits for the Crossroads program:
1) Build up their student participation numbers
2) To include the HPL Girls on the Run volunteers as Crossroad volunteers
3) To use HPL fundraising and/or grants that support the program to count toward the community matching fund for the Crossroads 21st century grant.
Crossroads has collaborated with Swanton Teen Center, Raider’s program with Dr. Chip, and Swanton Library
Joyce and Carol left the meeting
Meagan moved to table proposal, and discuss it at next meeting, Karen seconded. Approved 5-0
Minutes: Patty made the motion to accept the minutes of the 12/3/14 meeting. Lucie seconded the motion. Approved 5-0
Director’s Report:
-The Polar Express event was a huge success with over 350 people in attendance.
-Summer Program is being planned, 2 safety courses (hunting, boating) scheduled- currently working on scheduling babysitting and adult CPR/First Aid. “Connecting with Your Inner Hero” is the summer theme
-Building Brighter Futures has asked to use the library for their Social (meeting and training) to be held after hours at a date yet to be decided.
-There have been 720 “interactions” for Highgate children through the soccer and basketball programs, (grade 4 and under) that the library sponsored this fall/winter for Highgate Parks & Recreation.
-Liza has received requests for help from other libraries in 2 states (NY & Virginia) over the past few months- for her successful work setting up “Girls on the Run” program
-Liza has been interviewed by The Messenger for their new “Essential People of Franklin County” feature in the paper.
-Liza has been working on her report for the annual town report. She will be adding newly acquired statistics that show amazing growth of use and programs at the library over the past 10 years.
-Liza received a quote from Black Dog Security for an update to the library’s current security system.
Treasurer’s Report:
-Meagan moved, Patty seconded to approve monthly treasurer’s report. Approved 5-0
– Lucie made the motion to approve the following language (in regards to the Anderson Account) to ensure an appropriate, workable transition to new financial arrangement with the Town of Highgate. Karen seconded the motion. Approved 5-0
“The Anderson Account will be restricted and will be used as a depository for grant funds received. All funds will be designated grant funds or restricted Anderson Funds. It will be the Board treasurer’s duty to report the status of the account at the regular monthly Board meetings.”
After much Board discussion and evaluating the library’s growth over the years a budget was set for the 2015/2016 fiscal year. Patty made the motion to approve the propose budget of $82,780, to be presented to voters at town meeting in March. Virginia seconded the motion. Approved 5-0
New Business:
-Virginia moved, Meagan seconded to accept Black Dog’s quote and go ahead with installation of an update security system as soon as possible. Approved 5-0.
-Patty Rainville announced she will be resigning from the library board as of March, 2015. The board will need to appoint someone to fill the seat until Town meeting 2016.
-Lucie Fortin’s term on the library board will expire in March. She will not be running again.
-Karen will attend town’s informational meeting to present the budget to those in attendance and answer any questions (date has not yet been set). All Board members are asked to be at the March Town Meeting.
– This year’s monthly board meetings will be held on the 1st Wednesday of each month in the library at 6:00pm- with no meetings in March, July or August.
Next Meeting: Wednesday February 3, 2015 at 6pm
Lucie Fortin made the motion to adjourn the meeting at 9:30pm. Karen Fortin seconded the motion. Approved 5-0
Respectfully submitted,
Virginia Holiman

–

___________________________________________________________________________________

Highgate Public Library Board of Trustee Meeting- December 3, 2014

Present: Meagan Gilmore, Karen Fortin, Virginia Holiman, Liza Comiskey, Lucie Fortin, Patty Rainville

Public Comments: None

Minutes: Lucie Fortin made motion, Patty Rainville seconded to accept the minutes of Nov. 5th meeting, minutes accepted

Treasurer’s Report:

Lucie met with Tom at the Highgate Town offices. He has not currently taken over the library budget and is expecting to do so after the beginning of the New Year.

There will be a new coding system for bills. Liza and Lucie are working with Tom to make sure all areas are needed are covered in the budget. Concerns with this new system is that grant revenues are lump summed and more detail is needed for Liza to do reporting for grant summaries and for the library trustees. Tom will be asked if more subcategories can be included so that major grants will show revenue and expenses for better tracking. Lucie will be setting up a time to meet with tom to go over the above, again.

Tom has informed the board that bills need to be warned, and then are presented to the select board. Our minutes need to reflect that expenditures have been presented to board and board approved. To make sure bills can be paid in a timely manner the following motion has been made by Patty Rainville and seconded by Lucie Fortin

“The Highgate Public Library Trustees motion to allow the Library Trustee treasurer to authorize payments be paid by the Town Treasurer, as needed and report monthly finical s to the Library Board of Trustees “

The Anderson account is a restricted savings account that a Ms. Anderson donated funds. This account is for special, one time use projects/purchases/programs and is not meant for payment of ongoing bills/expenses. Per a phone conversation with Ms. Linda Haughland former Library trustee on 12/3/14, she verifies that this account, with its restrictions, has been around since before her 25-year long term as library trustee.

The budget currently reflects an expense of $740.62 for the polar express. The Friends of the Highgate Public Library will be providing funding for this.

The $917.5 November donations show monies collected for the Polar Express, Basketball, copies, book sales, however these were all lump summed under donations. Also, the $183.0 December donations also reflect donation money from the Polar express.

Vriginia motioned to accept the treasurers report as presented and Patty seconded, all in agreement, motion passed, report accepted.

Director’s Report:

Liza received clarification on a volunteer needing a rider for using their own vehicle during the libraries Polar Express. If a volunteer provides a vehicle for the polar express, owns the vehicle and is acting within the scope of the activity, that person and their vehicle is covered by the Town and Library insurance for liability and accident coverage. Volunteers were informed that they could still be sued personally if acting negligently. This is currently in writing at the library.

Liza announced on Facebook “thanks” to all who have helped out and donated for the Polar express. Thank-you’s included

Donation of blankets

Anonymous donation of canopy for Polar Express Wagon

Sweetie pies donated all cookies

Ray Dixon donated tree

Jen Gagne and Daughter donated snowman wreath

Dean F made special Railroad crossing sign for Polar express

We’ll be collecting food for Operation Happiness during the polar express

Holiday stockings are still going well. After first day, more stockings needed to be requested

Friends of the library are going to be doing Ski days again this year and there are two new volunteers. We get $3/back per ski ticket but no money back on water park ticket sales.

Diana Fackler has been hired as the Children’s Librarian at the Swanton library. Because of this new position- the trustees had some concerns that the Youth programs here would be too much in addition to Diana’s new position. Liza will post the position of Youth & Adult  Program Director/sub for the library. This is a 10-hour/month position during the school year and up to 10 hours per week during the summer programing months.

Safety concern was discussed. It has been decided that more security measures are needed at the library due to recent safety concerns. Virginia motioned that Liza schedule appt. to get quote for new security measures and schedule installation, ASAP. Up to $4000 dollars has been appropriated for this purchase. Patty, seconded this motion, all in favor, motion passed.

Virginia motioned that we use Anderson funds to purchase employee appreciation gifts, Lucie seconded the motion, all agreed, motion passed.

Old Business:

There was a discussion on the requested donation with the Polar express. The reasoning behind the fee was discussed and it was decided that for all programs, marketing literature would include “Donations Accepted” with no dollar amount mentioned.

New Business:

January we’ll be meeting 1-2 times to work on the budget.

At the February meeting the by-laws will be reviewed and modified as needed.

Virginia made motion, Patty seconded to adjourn. Meeting adjourned.

Next meeting will be held January 8 at 6:00 PM

Respectfully submitted,

Meagan Gilmore

___________________________________________________________________________________

Highgate Public Library Board of Trustee Meeting – November 5, 2014 –
Present: Meaghan Gilmore, Karen Fortin, Virginia Holiman, Liza Comiskey Missing from Meeting: Patty Rainville & Lucie Fortin
Public Comments: None
Minutes: Meaghan made motion to approve the minutes from the October 9th meeting. , Karen seconded. APPROVED
Treasurer’s Report: Report will be presented at next meeting.
Tom Racine has not yet taken over doing library accounting.
Director’s Report:
*Polar Express event will be held Dec. 5th and 6th.
-Liza will check with town to see if the event is covered by town insurance.
-Santa will cost approximately $200 for the two nights.
– It was discussed that since this is the most expensive program the library holds each year- a min. donation to the library of $5 per ticket will be suggested to help cover the costs. With more kids this year (125) this event is expected to cost close to $800 +.
*The library has received a $1500 grant from Ben and Jerry’s Community Action Team to support the participants in the “Girls on the Run” Program.
*The library is now connected to the “Amazon Smiles” program. Anyone may sign on through Amazon, then “Friends of the Highgate Library.” 0.5 % of any money spent will automatically be deposited into the” Friends…” bank account and go to supporting the library’s programs. All are encouraged to sign up.
* Highgate Family Ski Days will be back this year and will also be raising funds to support the library programs- the friends group is the one who helps cover the costs associated with the Polar Express. $3 from each ticket goes back to the libray.
* Little Dribblers will start soon for 3 to 5 yr. olds. 18 children will be accepted into the program.
*Kelly Medor will be coaching the 3rd and 4th grade basketball, with all money coming through The Highgate Fit Kids program at the library as the town has not yet set up an account for the newly formed Highgate Parks & Rec. Committee. The library (as with soccer) will be sponsoring the basketball programs until Parks & Rec is ready.
*Young Rembrandts Art Program to run Nov. 7-Dec. 19 at the library. There will be a charge of $45 ($35 for Highgate residents- as Liza was concerned that the $45 was too high for Highgate families to afford)
-The class was only $28 for 4 weeks last year. The library does not charge for using the space for the program.
* 125 people attended Tractor Day this year!
* Crossroads Program approached the Liza about holding an afterschool program at the library. The Board would like to offer the physical space to crossroads (with supervising adult and advanced notice), but not library personnel as Liza can’t run a program without library staff support to run the desk. Liza is already stretched too thin as it is.
*Liza is now chair of the Highgate Parks & Recreation Board, and also filling in until March on the Highgate School Board. Liza is also representing the library on the Sidewalk committee and is the town liaison for Building Brighter Futures.
* The Library will be closing at noon on Nov. 26, and all day the 27th for Thanksgiving. The Library will be closed Dec. 23, 24 , 25 and Dec. 30, 31 and Jan. 1st for the holidays. Holiday hours will be publicized.
Old Business:
*The Board reviewed the library’s by-laws, which state Board members shall not miss more than two meetings in a row, and must attend 7 out of the 10 yearly meetings.
New Business:
*Lucie and Virginia will meet and develop a budget proposal for next year. They will present their proposal at the Dec. 3 Board meeting for discussion/review and approval.
* The Vt. Dept. of Libraries sent out information suggesting all library directors in Vermont receive a yearly salary of $43, 818.

Karen made motion to adjourn the meeting at 7:45, Meahgan seconded. APPROVED
Next meeting will be held December 3, at 6:00.

Respectfully submitted,

Virginia Holiman

___________________________________________________________________________________

Highgate Public Library Board of Trustees Meeting –October 8, 2014
Present: Lucie Fortin, Karen Fortin, Virginia Holiman, Meaghan Gilmore, Liza Comiskey Missing from meeting: Patty Rainville
Meeting was called to order at 6:05 PM
Review of Past Meeting Minutes: Karen made the motion to approve and accept the minutes of the Sept. 4 board meeting. Lucie seconded the motion- Approved.
Treasurer’s Report:
Checking Account 5839.47
Savings Account 10,732.97
Lucie is still writing check and keeping the books. She will meet with Tom to set up transferring books to his care.
Virginia made motion to approve the treasurer’s report. Meaghan seconded the motion. – Approved
Director’s Report:
-The first Cross Country season has just finished up, winning 3 out of 4 medals at the MVU End of the Season Meet. 26 students and 7 coaches were involved in the successful season. Liza will recognize participants at the Friday school wide assembly.
-This Saturday, the 11th is the 3rd annual Tractor Day. This year’s event will include a fire truck, the Book Mobile, and Car set safety checks.
-The annual Halloween Party will be held October 27th.
The library will also be open for Trick or Treaters on Friday, the 31st from 5-7.
All Board members asked to bring a big bag of candy. Karen will bring maple candies.
-Liza is working on the annual Library report for the Department of Libraries- she hopes to have it submitted by next week.
Meaghan made motion to approve the Director’s report, Virginia seconded the motion- Approved
Old Business- none presented
New Business-
October 21st at 6 PM there will be a Town Capital Budget meeting at the Town office. All town departments have been encouraged to attend. This is a great opportunity to look at/discuss the library’s needs and future. Karen encouraged all board members to attend in support of the library.
November 1st, 9-3 “Money Matters”, Annual Conference for Library Trustees and Friends in Killington.
Next Trustee meeting planned for Wednesday, November 6 at 6:00.
Lucie made motion to adjourn the meeting at 6:41, Meaghan seconded the motion. Approved

Respectfully submitted,

Virginia Holiman

___________________________________________________________________________________

Minutes from 9/4/14- Highgate Public Library Board of Trustees Meeting- Sept. 4, 2014
Present: Karen Fortin, Meagan Gilmore, Virginia Holiman, Lucie Fortin, Liza Comiskey. Missing: Patty Rainville
Karen Fortin called the meeting to order at 6:05 pm.
Minutes: Meagan moved to approve the minutes from the June 5th board meeting, Virginia seconded the motion. Approved
Treasurer’s Report: (see attached) The report presented was of the fiscal year’s end – June, 2014. There were no concerns with spending- we were over budget by $78.27. Meagan moved to approve the report as presented, Virginia seconded the motion. Approved
Note :This report will be audited first by town auditors then by external auditors.
Director’s Report:
-Liza applied for and is pleased to announce that the library will receive $3800 in funds over the next fiscal year to support programs for children ages birth to 8 years old.
-Summer programing went very well and programing numbers were very high.
-Book Discussion group to meet Sept. 15th at 6:30pm
-Annual Halloween Party- Oct. 27, 6:00
-Tractor Day, Oct. 11, 10:00 AM. This year it will be at the school/ arena and will be run in conjunction with a Run for your Life 5K run being held at 9- Run for Your Life, The Tractors are Coming!
-Because the library works with children, Liza has applied through the VCIC – Vermont Crime Info Center (Agency of Human Services) for a Vulnerable Population Waiver- which will allow the library to receive a more intensified background check for all individuals who volunteer to help out with programing involving children. If approved, the fee for this service through VCIC- will be waived. She will hear soon if the library qualifies. The library does currently do checks for all volunteers through the Dept. of Human Services.
-Highgate Fit Kidz- Library sponsored Cross Country program starts Sept. 15th. This program is for boys and girls in grades 1-6 and will run for 4 weeks. Many new families have signed up (families not involved in library sponsored programing before), each child will received a library card application to take home as well as information on other library programs.
-Young Rembrandts art program for K-4th will start at the library at the end of Sept. Rebecca Fagga will be teaching it again this year.
-Liza has been appointed to the new Park and Rec Board of Highgate and is helping to incorporate the library Highgate Fit Kidz programs into the setup.
-A new soccer program will be organized and taught by the elementary school’s Phys. Ed. Teacher this fall for pre-k-grade 4. This year only the program will be run through/ sponsored by the library and will be covered under town insurance.
-Six people who received no trespass orders from the select board in June have been respecting those directives.
-The entrance ramp for the library will be moved by Jeff Hubbard to the other side of the building to provide safer entrance and exit accessibility for children.
-Highgate Selectman suggested looking into getting a “panic button” installed at the library. This discussion took place with Liza after there was a safety concern in July.
-Liza made a connection with the Meals on Wheels program, they will be able to add information about our home delivery program for local senior citizens. Staff would deliver library books to those who are homebound. The information sheet that will be added to each mean delivery and will provide contact information for seniors who are interested.
– Liza did her yearly review of staff members, and asked to give one a raise for the outstanding work and dedication she provides, Meghan made motion to approve Liza’s request of $1.09 an hour raise. Lucie seconded the motion. Approved
New Business:
-Liza discussed the need for a new 1 piece circulation desk with a build in book drop- as the safety concerns from the summer have prompted the re-arrangement of library staff desks. A one piece L shaped desk would make the work area more efficient and neat. Dean Fackler has offered to build this for the library- only charging for materials. Virginia made the motion to approve the use of funds from the Anderson Account to purchase a circulation desk. Meagan seconded the motion. Approved
-Board members were given copy of Vermont’s new Open Meeting Laws. The board read through these papers and discussed application at the library.
-The board discussed the possibility of sponsoring an amazing Zucchini Festival next fall. Lucie will be the organizer.

Lucie made motion to adjourn the meeting at 7:55pm. Meagan seconded the motion. Approved.
Next meeting will be October 2, 6:00 at the library.

Respectfully submitted,
________________________________________________________________
Virginia Holiman, Board secretary