Unapproved Minutes: 9/13/2018 FCL Trustees' meeting.

Library Board of Trustees Meeting
September 13, 2018
Call To Order
Meeting called to order by Pat Gallant at 6:30 pm.
Present: Pat Gallant, Eric Foreman, Ellen Holmes-Henry, Emily DiGiulio, and Chris Fearon.

Approval of Minutes of Sept. 4, 2018 meeting
The minutes of the September 4th meeting were approved unanimously.

Updates
Library Updates from Interim Library Director
Pat explained to Emily the membership of the the Joint Board. The five voting members of the Joint Library Board include the chair of the library trustees, the secretary of the library trustees, two representatives from the School Board, and a representative from the Select Board. A school principal, the school librarian and the town librarian attend, and other library trustees can attend if they wish, but do not vote. In advance of the meeting, Emily should communicate with the school librarian, and also notify Pat of agenda items for the joint board meeting, which is scheduled for October 11.

Eric and Emily met regarding the budget and library accounts and had a fruitful discussion with Town Clerk/Treasurer Deb Woodward.

Emily has been working on the budget and the process for paying bills. The process will be streamlined so that after receiving the invoice from the library director, Deb Woodward will mail the payment after cutting the check.

A related issue discussed was tracking library expenditures, which has been done by both the town treasurer and the library director. Eric suggested that Deb Woodward share her report with the library director monthly or as requested. Everyone agreed that this was a good plan. It was agreed it would still be a good idea for the library director to have a method for basic accounting of expenditures through saving invoices, journaling, or whatever method the director chooses. The programming budget was also mentioned, and will be addressed as part of the reconfiguration of library jobs.

Emily, Elizabeth and Nicole (all community library staff) attended ALICE training with school staff. Emilly brought a sheet listing procedures for the school and library she received at that training. Pat brought up the safety procedures guide she and Debbie Landauer worked on for procedures after school hours, and not covered by school policies. It was suggested that this guide should be merged with ALICE information. Pat will look at how that might be done. Ellen also reported that she had met with the SRO (School Resource Officer) and that he had an impressive background for the job.

Emily left the meeting to return to her duties in the library.

New Business
Future Staffing Structures
Pat shared her discussion with Town Manager Brad Docheff about potential staffing structures and whether the library director should be a salaried or hourly position. The upshot was that Brad felt that if there isn’t a compelling reason to make a change, then don’t. He also said the board should think carefully about staffing needs. One idea suggested was to have two full-time positions in the library, but we should map out what that would look like and whether all of our needs would be met, It was agreed that consideration of other library positions should wait until a permanent library director is hired so that we could

Create job description and classified ad.
Discuss hiring process
We developed a timeline and process for hiring the new library director as follows:
•   Submit ad by Wednesday, Sept. 19
•   Ad to appear in print and online ads for Seven Days on Sept. 25
•   Ad will run for two weeks
•   Ellen will submit the ad to Seven Days; Chris will submit to the Vermont Libraries Organization
•   Application deadline will be October 18.

Ellen and Chris worked extensively on drafting a job description and sent it out to board members prior to the meeting. There was also some discussion and feedback of the job ad. Chris will create a final version of the job ad and job description further before sending it to the rest of the board member for review to meet the posting deadline of Sept. 19th

Eric will set up an account for receiving the applications.

Set Next Trustee Meeting Date
The next Trustee meeting will be Thursday, October 18. We will begin work on the budget and also review applications for Library Director.

Agenda for Joint Board Meeting
Pat will contact all Joint Board members to solicit agenda items for the Joint Board meeting, scheduled for 6:30 on October 11.

Progress on Library Safety Procedures Document
Pat accepted the ALICE document from Emily and will review it. (See Library updates above.)

Meeting adjourned at 8:15 pm

Respectfully submitted,
Chris Fearon, Board Trustee