STOWE FREE LIBRARY

Minutes of Trustees Meeting Oct. 2, 2009

PRESENT: Dick Johannesen, Stephanie Chase (SC), Frits Momsen, Meg Kauffman, Phyllis Thibault, Trisha Fong and Nancy Stead.

MINUTES  of September  4 were approved as amended below:

   The photo policy for minors was clarified. Parents will be shown photos prior to using them for PR or web site and while releases will not be signed, if the parent doesn't want a particular photo used it will be deleted.

   This led to re-discussion of policy regarding who should pay for a Library card. Right now anyone who resides in Stowe receives a free card. Trisha asked us to reconsider extending free cards to all teachers in the Stowe school system. SC said that first, our policy needs to be clear and easy for the desk to administer, and second, for clarification, teachers have free access to Library materials for class work. Non-resident teachers must pay for a card for personal use. There was support for Trisha's suggestion. Voting on policy changes must be included on the Board's meeting agenda; it will be included on the November agenda and brought up for a vote then.

DIRECTOR'S REPORT: S.C. had no written report because the entire month has been devoted to getting KOHA up and running. The system is becoming faster as people become familiar with it.

BUILDING MANAGEMENT PROTOCOL: SC emphasized the need for a protocol for addressing matters applicable to the building with the HDAC - and soon the Stowe Historical Society. Funds for maintaining and heating the building are in the Library budget. HDAC has been making changes, such as expanded winter operating hours, which affect our budget without our knowledge. Dick asked SC to make a list of potential issues that both or all groups need to coordinate, such as use of common space, sign graphics, common area décor, expanded service hours. They will be discussed with Charles and Nathan.  If it is useful, committees from all boards can become involved.

HOLIDAY HOURS: It was voted to approve closing the Library November 26 and 27, and December 24, 25, and 26^th.

PAT HASLAM'S LETTER RE: INDEXING OF STOWE REPORTERS

Over the years changing technology and limited storage space has complicated storage and indexing of the SR. Currently there are gaps in the index. SC thinks it is a perfect opportunity to apply for a grant to hire a professional to do it. It should be a joint effort of the Stowe Historical Society, the SR, and us. SC will look into grant ideas over the winter and then talk with Tom Kearney and Pat Haslam.

CHARTER REVISION: The Select Board has not yet finalized their charter change.  It was unanimously agreed to respect the advice of the town attorney and delete the opening First Amendment paragraph we had proposed for the revised charter.

POLICIES AND PROCEDURES: All existing policies have been updated with the exception of the Trustees by-laws. They will be reviewed at the November meeting. SC provided a list of additional policies that are current in other states for our consideration. She suggested we look at policies for appropriate matter for blogs and uniform Library graphics.

BUDGET: The Board approved that the budget committee meet in late October to finalize our budget within the constraints set by the Town Manager. Personnel is about 75% of our budget.

LOCATION OF FUTURE BOARD MEETINGS: The children's program on Friday mornings conflicts with our use of the meeting room. We will meet in the Akeley Memorial building whenever possible.

PAINT THE PORCH: Frits and Dick have agreed to do it this month and Nancy has offered to help if they can snag her.

LONG RANGE PLAN: is, EUREKA, finished. We reviewed the final draft and submitted miscellaneous changes. SC will whip it into shape and schedule its submission to the Select Board.

INTERNATIONAL WORKERS RECEPTION: This year it will be moved to a Tuesday or Thursday in January. Snafus last year resulted in lower attendance. SC said the KOHA system will allow her to create a category to track their use of the Library and evaluate their significance in Library usage.

FUND RAISING: Our request for new carpet was denied in the capital budget. SC says on-going Town budget constraints will eliminate funding for building needs and the Friends are maxed out with supporting materials and programs funding. She says, with our space concerns, we need to think about fund raising. It was agreed to ponder if it was time to establish a fund-raising committee. Meg suggests that we hang onto good fund appeal letters we have received from other organizations for future inspiration.

The meeting adjourned at 10:40 am. The next meeting will be November 6, 8:30 am. In the Akeley Memorial Building.

Respectfully submitted,