Fairfax Community Library Trustee Meeting Minutes 2/20/14

The meeting began promptly at 6:30. Present were Elizabeth Griffin, Michelle Piche, Pat McNall, Judy Cleary, Debbie Landauer, Toni Jiwatram., Chris Santee.
There was no public in attendance.
Correspondence
All the trustees received letters from Joy LeBaron and Sharon Horr in regard to the Sloan painting of the covered bridge requesting that it be given to the town to be hung in the town hall. All are in agreement that this should be done. At the next Joint Board meeting an official decision will be made and someone will be delegated to make the transfer. Debbie remarked that it is important that the painting is placed in a secure location.
Chris Santee asked if there was an appraised value for the painting which could be sent to the Vermont Committee of Cities and Towns.
The only data the library has is a letter from D. Walford saying that the seller had had the painting appraised.

Following this discussion Toni suggested that we talk to Mike Cain of the Fairfax Historical Society to see if there are any other items that we might have in the Fairfax Room that the Historical Society might want to display. for example, the grandfather clock that is currently there.

Debbie stated that we had received a letter from the state Department of Libraries saying that we had met the Vermont Library minimum standards ( which had been adopted in 1986) for 2014.
This means that we are able to apply for grants.

Secretary’s Report
Since all had received and presumably read the minutes from the previous meeting, Pat made a motion that the minutes be accepted. It was 2nded by Judy and approved.

Treasurer’s Report

Pat reported that there was $524.55 in the check book, $5507.44 in the savings account, and the CD is currently worth $6015.57.
$138 has not yet been reimbursed.
Debbie asked if Pat would have a balance for the Goldsmith Fund for the next meeting.

Old Business
Debbie handed out the final version of the Strategic Plan for trustee approval. Debbie will make some minor format corrections. Judy made the motion to adopt the Strategic Plan for the Library for 2014-2019. Michelle seconded the motion and it was approved.

Toni presented the FCL policy. A concern was raised by Debbie about who sets the library hours. The Library Trustees make that decision, and the statement in regard to library hours will be placed under “Decisions by the Library Trustees.” A statement saying that the public library budget is approved by the Library trustees will also be placed in this section.
Under Decisions by the School Board there will be a statement saying that the school board sets the school library budget.

The Computer Use Policy will be a separate policy, not an attachment to the FCL policy.
Debbie brought up the need for the library staff to have an Unattended Child Policy. She read a draft and upon approval it will be a separate policy, with a reference made to it in the FCL policy. Reference to it will be made under the topic “Supervision” in the FCL Policy.

All trustees agreed to present the FCL Policy with these changes to the Joint Board at its
next meeting.

New Business
2014 Budget
There was a measure of confusion vis a vis the Select Board and the library budget, specifically in regard to salaries. After Pat and Toni went and spoke to the Select Board about the confusion in regard to the establishment of said salaries, the Select Board approved our request and will find ways to fund it. They have said that we will get what we had proposed in our budget.
We agreed, and told Chris Santee (Select Board representative) that we wish to have this in writing. Chris said he would get a letter from the Select Board saying that the Board approves the 2014 Library Budget of $91,228.
Pat will follow up in regard to our budget and will be sure that the numbers that the Town Clerk has are correct.
Pat will tell Stacy to put the Library on their meeting agenda to approve our budget since they have now corrected it.

Benefit Policy

There has been a lack of clarity on the part of the Town Clerk in regard to the benefit policy for the library staff. The library policy for benefits is somewhat different from the town policy. An issue came up with the librarian and time off, and the Town Clerk was unwilling to pay her for 5 days even though she was entitled to it according to library policy..
It was decided that we need to write a letter to the Town Clerk reminding her of the difference between the two policies and asking her to please accept and follow the policy in regard to the hours for sick days and vacation days.
The librarian’s newest pay stub is incorrect. Toni will give it to the Select Board along with the FCL personnel policy so these concerns can be addressed.
Debbie will ask the Trustees to send a letter to the Town Clerk asking for ½ day vacation on another day besides July 4 as she will be working the July 4 Parade.

Rollover Funds

A brief discussion ensued about the use of the rollover funds which are about $5000. Ideas suggested were to put it toward furniture or book shelves.
Facilities Committee

No one from the library is on the committee. This committee will be studying the entire BFA facility and is seen as the opportunity for the library to present its thoughts about its interests and needs. We will write a letter to the committee expressing our concerns.

Camp Scholarships
There will be two scholarships available for ½ the cost of the camp and the funds will come from the trustees’ checking account.

Farewell.
Debbie and the others thanked Judy Cleary for her years of service to the library. We also thanked Michelle Piche for being willing to step in and finish a term left vacant by the resignation of Peg Stewart.

It was decided that at the next meeting, on March 20 at 6:30 we will have a new trustee orientation from 6:30-7, and then begin our regular meeting

The meeting was adjourned at 8:40

Respectfully submitted
Elizabeth Griffin, secretary.