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1  General / Library Announcements / Library Trustees' Meeting Agenda for March 22 2018, revised on: March 16, 2018, 10:57:10 AM
Fairfax Community Library Board of Trustees Meeting
March 22, 2018
6:30 PM - Fairfax Room

•   Call to Order
•   Approval of minutes of January 11, 2018 meeting
•   Treasurer’s Report
•   Correspondence

•   Election of Trustee officers for March 2018-March 2019

•   Welcome new trustee:  Ellen Henry Holmes

o   Discussion:  What does it mean to be a Trustee?
                        Materials for Trustee
                        Trustee Training available from Lara Keenan

•   Updates
o   Town Meeting Day
o   Summer student library assistant
o   Library Highlights
o   Other

•   New Business
o   Plan agenda for April Joint Board meeting
o   Schedule Trustee meetings for 2018-2019
o   Needed:  Trustee to follow School Board agendas and minutes
o   Needed:  Chair for Community Survey Project
o   Update on school safety incident (Deb)
o   Executive Session; personnel
o   Other

•   Adjourn

2  Fairfax News / Upcoming Events / First Annual KidsCarnival! on: February 06, 2018, 03:40:33 PM
Save this date! February 24. Our first annual KidsCarnival to be held at BFA Fairfax in the Middle School Gym. 11-1 activities for children 2-10 include face painting, basketball shooting, ring toss, board games, make a mystery, a story corner, and healthy snacks!
Free will offering will be taken in support of our Fairfax Community Center.  This event is sponsored by the Friends of Fairfax Community Center. Join us in building our future.
Watch for further information.
3  Fairfax News / Fund Raisers / Annual PHPG Silent Auction and Brunch 2/18! on: February 03, 2018, 06:43:58 AM
It’s  that time of year! With February comes the annual PHPG  Valentine’s Day Silent Auction and Brunch with music by The Smokey Newfield Project .

 The brunch is scrumptious; the music, engaging; the Silent Auction items phenomonal!

Sponsored by People Helping People Global,  ( begun by a BFA Alumna and her spouse) the monies raised support the zero interest microloans that PHPG provides for those who have received training and acquired the skills to use the funds to create or support small businesses.  And those small businesses change lives. They help children attend school; help moms provide more nourishing food; help families become stronger, more resilient. 
Join us! Enjoy the food, listen to the music, bid on the silent auction. And know, that your efforts are helping change lives.
At the Comfort Inn 1712 Shelburne Rd.Take Collins Blvd; bldg is back right.  February 18 from 12-2.
$25; $15 students; children 3-12 $12. under 3, free!
Visit our website phpgmicrolending.org to learn more about the work we do.
4  General / Library Announcements / Unapproved Minutes FCL Trustees' meeting 1/11/18 on: January 17, 2018, 10:43:06 AM
Fairfax Community Library Trustees
January 11, 2018
Meeting Minutes (draft)
The FCL Trustees’ meeting was called to order at 6:30 by chair Pat Gallant. Board members
present were Debbie Landauer, Liz Griffin, Janel Gamm, Christine Fearon and Eric Foreman .
Also present was a member of the public and library patron Anne-Marie Shepard Parent.
The minutes of the 11/16/17 trustees meeting were reviewed and approved. The motion to
approve was made by Janel.
A note thanking the trustees for the holiday gift card was received from Joy Choquette, the new
Library Assistant. She also thanked the trustees for their warm welcome!
Debbie received a letter from Molly Foreman, coordinator of the Success by Six program in the
community, regarding the spring baby book dedication. Concerns were: how to honor all the
new 2017 babies in Fairfax; which babies/families to include.
After discussion the following motion was made by Chris to support the ideas Molly has
expressed in her letter: All current Fairfax residents with a baby born in 2017 have the
opportunity to dedicate a book to their baby regardless of where they were living when the baby
was born. Babies who were adopted and babies who were taken into foster care during 2017
are included in this program. The motion was approved and this policy vis a vis baby book
dedication was accepted.
The trustees welcomed Anne-Marie Shepard Parent, 35 year resident of Fairfax and a long
time library patron. She expressed concerns about the library’s space. She observed that the
library has changed and grown, with more activities, more patrons, and yet the space has
remained the same. It is time, she believes, for the community to be proactive in seeking to
somehow expand the space available to the library, as it serves both school and greater
community. She has expressed an interest in both being a library trustee and perhaps
participating on the facilities committee. The trustees expressed their wholehearted support for
her desire to participate in both/either of these activities as an avenue for her to act on her
Currently no individuals have submitted petitions at the Town Clerk’s office for the two library
trustee positions currently open and to be voted on in March.
The new assistant, Joy Choquette, is receiving ongoing training and is doing well. Patrons have
expressed appreciation for her.
Highlights of the Library Director’s quarterly report.
Many people both brought candy and received candy at the annual Halloween event at the
All staff evaluations were completed.
All after school programs are up and running. There are more home school students from
Fairfax and the surrounding area participating in these programs.
There is a new leader for the chess club.
Treasurer’s Report
Savings account: 2335.30
Checking account: 110.08
It was decided to add $500 to the balance in the checking account.
A discussion ensued about the need for fundraising to replenish the savings account, and this
will be discussed at a later meeting. Chris has access to some fundraising information garnered
at the Library Conference she attended in November. Debbie has ideas she can share from
working in other Franklin County Libraries and FLARE meetings.
Steve Cormier of the Selectboard has been in contact with Eric about the library budget, which
the selectboard initially rejected. After an exchange of questions and answers between the
Select Board and Eric, the concerns were resolved and the Selectboard has approved the
Library budget as it was submitted by the Trustees.
When the facilities committee will reconvene is uncertain, but Eric has expressed an interest in
being on that committee.
The Town Meeting Informational Meeting will be Saturday March 3 and Debbie will be there with
a table, as will Pat and Liz.
The library was asked to update their section of the Town Plan. Debbie has written the library
report, and Chris will edit it as needed. All agreed that a section on the challenges facing the
library be included.
After a discussion about whether the Library’s quarterly report will follow the fiscal year or the
calendar year, it was decided that Debbie and Joy Mercer should do whatever they felt was
most appropriate and convenient.
The next trustees’ meeting will be March 22nd, and will include an orientation for the new
trustees. At that time plans will be made for the creation and distribution of a community survey
about the library. Debbie will find some examples of other library surveys. The surveys will be
returned to the trustees.
The results of the survey will help to inform the next Strategic Plan. Looking toward the next 5
year strategic plan will also be included in the March 22nd meeting. Our current plan expires in
The Joint Board meeting will be April 12.
At 7:55 the trustees went into executive session to discuss personnel. They came out at 8:10.
Pat Gallant and the trustees and the Library Director thanked Janel Gamm for her five years of
excellent and appreciated service as a library trustee. Her term expires, and this is her last
A motion to adjourn was made by Chris and the meeting adjourned at 8:15.
Respectfully submitted
Rev. Elizabeth Griffin, secretary.
5  General / Library Announcements / Agenda: Library Trustees' Meeting January 11, 2018. on: January 08, 2018, 03:35:53 PM


Fairfax Community Library Board of Trustees Meeting
January 11, 2018
6:30 PM – BFA Main Lobby Conference Room

•   Call to Order

•   Approval of minutes of November 16, 2018 meeting

•   Treasurer’s Report

•   Correspondence

•   Updates
o   New Assistant Librarian
o   Facilities Committee Membership
o   Trustee Vacancies for March Ballot
o   Personnel Policy Update from 11/16 meeting
o   Highlights from Quarterly Report
o   Other

•   New Business
o   Response to Select Board about Budget
o   Trustees and Town Meeting, 2018
o   Town Plan Library Summary
o   Timing of Quarterly Reports (align with fiscal or calendar year?)
o   Set date for next Trustee meeting
o   Other

•   Executive Session
o   Personnel
o   Other

•   Adjourn

6  General / Library Announcements / Would you like to be a Library Trustee? on: November 29, 2017, 07:35:59 PM

Become a Library Trustee!

Do you love visiting the Fairfax Community Library? 
Do you care deeply about providing access to information, literature, and lifelong learning?
Do you have interest in and time for public service? 
If so, please consider becoming a Fairfax Community Library Trustee.

What does it mean to be a Fairfax Community Library trustee?

A Library Trustee’s main role involves serving on a five-member board to provide support for the library’s mission. Responsibilities include advocacy, directing the library’s funds and policies, hiring, evaluating and supporting the library director, participating at Board meetings, and sharing tasks between meetings.

How much time does it take to be a Trustee?

Trustee meetings are generally for 1.5-2 evening hours, once every other month. Because our community and school libraries share the same space and mutual interests, Trustees also attend two meetings yearly of a Joint Committee, consisting of school, public library, and town Select Board representatives.  We also do attend some events to learn more about libraries and to advocate for ours.

How do I become a Library Trustee?

By design, Library Trustees serve for three years, and up to two positions open annually.  If you wish to be on the ballot for one of two open positions on Town Meeting Day 2018, obtain a petition at the Fairfax Town Office as soon as possible. Submit it to the Town Clerk with approximately 35 Fairfax registered voters’ signatures no later than 5 pm on January 29th.   

Where can I get more information?
Contact  Rev. Liz Griffin, Secretary of Fairfax Library Trustees
7  General / Library Announcements / Unapproved Minutes: Trustees' Meeting, November 16 2017 on: November 19, 2017, 02:46:49 PM
Fairfax Community Library
Board of Trustees Meeting Minutes
November 16, 2017

The meeting was called to order by chair Pat Gallant.  Also present were Debbie Landauer, library director, Liz Griffin, Eric Foreman, Chris Fearon, and Janel Gamm.

The minutes from the October 26, 2017 Trustees meeting were read and approved.  Christine made the move to accept, and Janel seconded the move.

Eric reported that the checking account held $292.44 and the savings account has $2334.91.


Debbie gave out copies of the Unpaid Leave Policy which had been previously discussed, created, and voted upon, for Trustees to add to their binders.

Chris reported on the Vermont Trustees and Friends Conference which she attended in early November. She sent all the trustees a link that provides information about library trustee responsibilities.
She also passed out information about the Open Meeting Law, drawing attention specifically to concerns surrounding messages/decisions sent to an official group with ‘reply all.’ which apparently indicates a meeting.

She also brought information about VELISTEM for Nicole, the program director.

Eric stated that the final budget total submitted with the budget to the Town Clerk’s office is

Debbie and Liz interviewed Karin Hernandez for the Library Assistant job.  After much thought Karin decided to withdraw her application as she needs to be with her family in the evening, and the position requires two nights out. She will remain in her current position.

Debbie and Liz  will conduct two further interviews on November 21.

Lara Bessette’s last day as Library Assistant is December 8. The trustees will contribute $25 toward a gift for Lara.
Liz made a motion to do this, Janel seconded it and it passed unanimously.
There will be an exit interview with Lara shortly after her final day.

The Long Range Facilities Committee is regrouping and seeking new members.  They would like a year long commitment from anyone who joins.  Eric expressed an interest in participating. He will follow through by seeking more information.

Laura Keenan  is available to help libraries be sustainable and relevant to their communities. There is a listserv available, Library Trustees and Friends, that provides resources for those interested in this area.

On page 31 of the Library Trustees’ manual can be found information regarding how trustees can advocate for their library.

New Business

Pat will check to see which Trustees’ terms are expiring, and she will update the informational poster she has about being a library trustee. Pat will also find out when new candidates’ petitions would be due in the Town Clerk’s office and send information to the trustees via e-mail.  (Email discussions around this topic would be considered administrative work, and does not constitute a meeting.)

Debbie reported that she is working on the 2016 State Report that is due in February.  This is both a state and federal report.  She has almost completed the report and Pat will electronically sign the completed report.

Debbie indicated that the benefit days for floater days and sick days  in the Personnel Policy are different. The state requires that a year round employee has to work 18 hours to receive sick days, and the library policy states that for a year round employee to receive floater days they have to work 20 hours.  Debbie thinks this should be changed so that both benefits require 18 hour work weeks. Chris made a motion to align the benefit days to 18 hours of work a week, and it was passed.

Liz heard from the ALA in regard to the adopt a library program in Puerto Rico and as soon as more information is forthcoming she will share it with the trustees. 

Our next meeting date will be Thursday, January 11 at 6:30.

Executive Session
The trustees went into Executive Session at 7:35 to discuss Library Director evaluation.

Trustees came out of Executive Session at 8:35.   Pat will use the discussion notes from our discussion to write a written evaluation of the library director.  When this is complete, she and Liz will contact Deb for a meeting before mid-December to discuss her evaluation and set goals for the coming year. 

Respectfully submitted,
Liz Griffith
8  General / Announcements / Operation Happiness INFORMATION!!!!! Read and Share! on: November 09, 2017, 01:59:46 PM
If you, or someone you know who lives  in Fairfax or Fletcher could use help this holiday season   Operation Happiness can  help!  We can help provide food baskets and toys for children.

Please contact Rev. Liz Griffin
From : December 4-8 or December 11-13 between 8:30-1:00
Leave a detailed message. Your call will be returned.

Food Basket pick up will be on December 16 between 8:30-11:00 
at the Fairfax Community Center (formerly the Baptist Church Building) on Main Street Fairfax. Please be prompt. if you cannot come, please arrange for someone to pick up your box for you.

If registering for the Christmas toys, pick up will be at St. Mary's Parish Hall on Saturday, December 16.
9  General / Library Announcements / Unapproved Minutes: Trustees' Meeting, October 26 on: October 29, 2017, 10:10:57 AM
Fairfax Community Library
Board of Trustees’ Meeting
October 26 2017
The meeting was called to order at 4:46 PM. In attendance were: Eric Foreman, Chris Fearon,
Pat Gallant, Janel Gamm, Liz Griffin.
The minutes of the October 17 meeting were read and discussed. A motion to approve was made by Chris and they were approved.
Debbie met with the Board for the first 10 minutes of the
meeting to discuss the rationale for her request for a salary increase and an increase in hours
One significant financial concern for Debbie is that the copays for her health insurance have
increased 50%
Along with a request for salary increase, Debbie also believes that there is a need for her ( and
her staff ) to have more hours.
The library, she said, is a very busy place with a busy patron stream all day, reducing the time
she has for administrative concerns. Further, there are some projects,such as updating the
library website, and applying for grants that require large chunks of focused time. Other
activities she would like to undertake, but lacks sufficient time for are: visits to local child care
providers, and visits with residents of our local senior housing. Book delivery to the home
bound is an activity she would like to revitalize.
After Debbie’s thorough presentation the Board entered Executive Session at 5:05. A lengthy
discussion ensued vis a vis salary and hour increases for library staff. The Trustees exited
Executive Session ast 6:15 PM.
We discussed several options in regard to hours and COLA for the library staff. The final total
for the 2018 Fairfax Community Library budget is $107815. This represents a 3.44% increase
over last year’s budget request. The budget includes a 2 hour increase for the program planner,
a 1 hour increase for the library director, a .75 hour increase for the library assistant, and a
COLA increase for all staff. The exception is the summer student who will earn the Vermont
minimum wage of $10.50. ( Incidentally the library substitute wage will be $12.50)
A motion was made by Chris to submit the budget of $107,815, with an increase of 3.44% to
the Select Board for their approval.
Liz Griffin made a motion to adjourn, and the meeting was adjourned at 6:30.
Respectfully submitted
Elizabeth Griffin, secretary
10  General / Announcements / FFCC Annual Meeting Wednesday November 1 on: October 21, 2017, 07:26:25 PM
The annual meeting for Friends of the Fairfax Community Center will be held Wednesday, November 1, at 7 PM at the United Church, on the corner of River and Fletcher roads in Fairfax. If you are interested in the progress of the Fairfax Community Center you are welcome to join us. Guests are welcome to stay for the entire meeting.

A dessert reception at 7 will be followed by a review of what we have accomplished over the past year.
At 7:30 our final meeting for the fiscal year 2016-2017  will begin  begin.   We will say good-by and thank you to  departing Board members and nominate and vote in   new Board members.  
PLEASE RSVP to Susannah Chamberlin at spn1945@gmail.com
so we have some idea how many people to expect.
11  General / Library Announcements / Agenda: Library Trustees' Meeting October 26, 2017 on: October 19, 2017, 03:38:17 PM
Fairfax Community Library
Trustees' Meeting
October 26 2017
5:45 PM

Call to order

Approval of the minutes of the October 17 2017 meeting
Executive Session
Budget discussion; staffing and salaries
12  General / Library Announcements / Minutes: Joint Board Meeting October 17 2017 on: October 17, 2017, 07:49:38 AM
Fairfax Community Library
Joint Board Meeting
October 12, 2017

The Joint Board met October 12 in the Conference Room.  Present were, librarians Debbie Landauer, and Joy Mercer, principal John Tague, school board member, Kathy Muehl, and trustees Pat Gallant and Liz Griffin.  The meeting was called to order at 6:32.

There was neither public input nor correspondence. 

With one correction to a date, mis-stated as BFA-Fairfax renovations last done 1948 instead of 1984, the minutes of the April Joint Board meeting were accepted after a motion to accept made by Kathy.

Joy Mercer, the school library director presented highlights from her quarterly reports.
Gigi Preibe, a new author, made an excellent presentation about her book,” Adventures of Henry Whiskers,” to the 2nd graders. 

Currently Joy has 35 scheduled classes.  A record number of students, primarily middle school and high school students, use the library during the day.  This increase may be attributed to the change in the school schedule.

There have been many compliments made about the new library furniture and display racks.

The after school sewing class, now held in the Fairfax Room, has taken advantage of the new, sectioned table of moveable parts, so that each student has his/her own table to work at and own sewing machine.

Joy discussed Challenged Books with 5th graders during Banned Book Week.

Debbie Landauer the publiclibrary director shared 2nd and 3rd quarter highlights.

The library hosted a post Egg Hunt event with hot chocolate and refreshments. 200+ people.

The library, through a $1500 grant through RiseVT will create a story work on the Recreation path from  May through October 2018. Each month a different book will be displayed along the walk.
A donation was made in memory of a local scientist, John Townsend. Debbie plans to purchase a microscope that will be available for patrons to sign out.
A donation of $1000 for programs given by Barbara Murphy will allow the library to purchase a telescope from the Vermont Astronomical Society for $350. Said telescope can be checked out by patrons.

The BackPack Theatre was featured at the opening event for the Summer Reading Program.
The Summer Reading Program had online registration which was well received, and thus will be continued.  This year students recorded minutes read rather than books read.  This too, was well received and will be continued.
Enrollment in the Summer Reading Program was 245 youth (a record number), and collectively they read for 113,880 minutes.

The library participated in Vermont Reads.  The book, “Brown Girls Dreaming” was discussed; the movie “Selma” was shown, and a speaker addressed Black Lives Matter, among other programing around the book.
Both the Art Bop program featuring local artists, and The Renaissance Faire featuring Renaissance related activities for all ages were popular programs.
The Eclipse Party, too, was very popular. 130 people attended.

After school programs have commenced.

The library staff was evaluated in September.

There is a new interlibrary loan process called Clover, and all the staff have been trained in its use.

As they have in the past, the library is collection donations of Halloween candy to be distributed to residents of Main Street and environs who are inundated with trick or treaters.

The library also gives out treats, but those are self-funded.

New Business

The facilities committee will address how to move forward after the defeat of the bond issue. In response to a query from Pat, John Tague said that the $200,000 sum targeting library renovations was an estimate derived from the architects work.

The next Joint Board meeting will be held in April 12, 2018.

Kathy made a motion to adjourn, and we adjourned at 7 PM.

Respectfully submitted

Rev. Elizabeth Griffin, secretary.

13  General / Library Announcements / Agenda: Library Trustees' Meeting October 17, 2017 on: October 16, 2017, 01:29:56 PM


Fairfax Community Library Board of Trustees Meeting
October 17, 2017
5:00 PM – Fairfax Room

•   Call to Order

•   Approval of minutes of October 5, 2017 meeting

•   Treasurer’s Report

•   Correspondence
•   New Business

o   Policy for unpaid time off for part time library employees

o   Budget Preparation (due Nov. 2)

o   Other

•   Adjourn
14  General / Library Announcements / Unapproved minutes: Oct 5 2017 FCL Trustees' Meeting on: October 10, 2017, 10:52:06 AM
The meeting was called to order at 6:32 by chair Pat Gallant. Present were: Debbie Landauer,  Liz Griffin, Janel Gamm, and Chris Fearon.
The minutes of the August 17 meeting were read and Chris made a motion to approve and they were accepted.
Eric, in absentia, delivered the financial data.  The balance in the checking account is $292.44 and in the savings account, $2334.52. Chris made a motion to approve, and the report was accepted.
Pat received a letter from Jeanette Blair, chair of the Vermont Library Committee thanking the trustees for allowing Debbie to help plan the Vermont Library Conference for 2018.
Debbie is Vice Chair of the Public Library section of the Vermont Library Association.


Chris attended the first information meeting about the upcoming bond issue that includes changes to the library as well as the rest of the school facility.

New Business

The Joint Board Meeting will be held Thursday, October 12.   Potential agenda items for this meeting were discussed.

A discussion ensued about whether or not to open the library on the Saturday of Thanksgiving weekend as it is closed the Thursday and Friday, of the Thanksgiving holiday, but in the past numerous years has open on Saturday but with low usage.  A concern was raised about creating precedents that would in the future preclude change.  It was mentioned that the library had very few patrons on the last 2 year’s Thanksgiving Saturdays.  A motion was made by Liz to close the library on 11/25, the Saturday after Thanksgiving.  It was approved.
The public will be given ample notice of this change

A logistical issue arose with the delivery of informational signs ordered for the library.  In order to pay for them from the capital improvement monies allocated to the library, the signs should have arrived in the library before June 30.  This did not happen.
Joy paid the approximately $1000 bill out of her funds, and the Community Library will pay  for what Debbie and Joy decided were signs targeted to the public aspect of the library.  The FCL  share of the  bill of $327.25 will be paid out of the Community Library roll-over fund. A motion was made to use the rollover funds for this purpose and it was approved.

Liz suggested that we find a way to partner with a public library in Puerto Rico that needs help restoring its collection.  She will investigate this.

On November 4 there is a  Vermont Library Association/VTLIB Trustees and Friends conference  and Chris will attend.

After considerable discussion two dates were picked for discussion of the 2018 library budget.
The dates are: 10/17 and 10/26.

To discuss a personnel issue, at 7:35 the trustees  went into executive session on a motion made by Chris.  The trustees came out of executive session at 7:48.
Chris made a motion that Debbie create a draft of a policy addressing unpaid leave for the FCL staff, and have it available for the next meeting.  The motion was approved.

At 7:55  trustees went back into executive session to discuss staff evaluations ( with the exception of Debbie’s evaluation)
They came out of executive session at 8:10.
Liz made a motion to accept the evaluations of Lara, Nicole, and Karin.  They were approved.
The trustees thanked Debbie for the time and effort she invested in getting them. Debbie’s evaluation by the trustees will be done after the budget work is complete.

The meeting  was adjourned at 8:20.

Respectfully submitted

Rev Elizabeth Griffin, secretary.

15  General / Library Announcements / Agenda for Joint Board Meeting October 12 2017 on: October 09, 2017, 01:03:05 PM
Fairfax Community Library
BFA Fairfax School Board
Joint Board Meeting
October 12, 2017
BFA Fairfax Conference Room
6:30 PM


Call to Order 

Public Input

Review Agenda


Approval of minutes of April 12, 2017 Joint Board meeting

Quarterly Reports - Librarians

Unfinished Business
•   Recently updated policies
•   Update of Facilities Committe
o   Bond vote and next steps
•   Other

New Business
•    Confirm dates for Joint Board Meetings (Oct. 2017 and April, 2018)
•   Other

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