Beth Sarandrea
Nan Salamon
Secretary
Gerrie Russell
Treasurer
Nancy Sherman
Chair
Laura Djordjalian-McComb
Recent Board of Trustees Meeting Minutes
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, April 11, 2023
Present: Gerrie Russell, Nan Salamon, Beth Sarandrea, Nancy Sherman, Jane Ramos, Librarian
Absent: Laura Djordjalian-McComb
The board meeting was called to order at 3:36 pm.
Beth made a motion and Nan seconded the motion to approve the Board meeting minutes from March 22, 2023. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We have currently spent 76% of our budget to date, below the 84% where we could be.
· Line items discussed:
o Computer contracted services and computer hardware/repairs line items are over 100% because of the purchase and set up/update for the five new computers. There shouldn’t be any more charges for this line item.
o Office supply line item is high due to the purchase of copy paper which should last for two years. No more costs in this line item for the current budget.
o There may be a slight additional expense in the program line item.
o There was an issue with the phone system. Everything was rebooted and the system went back online except for the phone on the circulation desk. A replacement phone was reordered.
o The Audio/Visual line item was renamed “Non-Print”.
Chairman’s Report
· The Chairperson’s report was reviewed.
o Our mouse has arrived, and his house decorated. Now we have to find a location.
o Nancy recommended that possibly the new rec director could be invited to one of our board meetings.
o We should work on fundraising and encourage younger people and families to get involve.
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o The library has been very busy with patrons and programs.
o The Historians program on Pico was extremely well attended.
o Volunteers have been busy getting ready for the summer program.
o Movies have been popular.
o Staff are putting cut out bugs, to be used as bookmarks, in books being checked out.
o Jane will be attending a summer youth services workshop in Ludlow.
Youth Librarian Report
· Missy’s report will be sent to the board.
Old Business
· Air Filtration System
o Jane has requested a quote from Mike Penn at Synexis. He said he needed a blueprint of the library. There does not seem to be one at the town hall. Jane does know the square footage, but more details are needed. Jane will follow up.
New Business
· Kitchen Clean Out
o The library will be closed on Saturday, April 15th.
o Kate will report to the staff on what she learned at the VLA State Conference.
o The staff will clean out the kitchen and items not needed will be given away and thrown way at Dump Day in May.
· Summer Programming
o Touch-a-Truck is hosting many trucks and vehicles on June 3, 10am-12pm.
o Jane is putting together and will print a summer calendar for June, July, and August.
o Fairy Tale Festival Update
§ Currently 10 libraries, 8 vendors, 2 food trucks and a band, Benanna are signed up. Hoping for 4-5 more libraries. No story tellers this year.
§ Each library will receive $225. Possibly more for the smaller libraries.
· Adult Programming
o Book Club, movies
o Seniors working on cutting out grass, bugs, flowers for the summer program. On April 25 there will be a grass cutting party.
· Fundraising Suggestions
o Dunking Booth at the Fairy Tale Festival.
o Raffle at Touch-a-Truck for a basket of trucks, truck books, etc.
o Silent auction of gift certificates at some of the local restaurants.
o Sip n Spell, Escape Room, Mystery Night, Madhatter Tea party have been done.
Other business
None
Nan made a motion to adjourn the meeting. Seconded by Gerrie. The meeting was adjourned at 4:12pm.
The next meeting will be held on Tuesday, May 9, 2023, at 3:30pm.
Respectfully submitted,
Nan Salamon, Secretary
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, March 22, 2023
Present: Laura Djordjalian-McComb, Gerrie Russell, Nan Salamon, Beth Sarandrea, Nancy Sherman, Jane Ramos, Librarian
The board meeting was called to order at 3:33pm.
Beth made a motion and Gerrie seconded the motion to approve the Board meeting minutes from February 15, 2023. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We have currently spent 68% of our budget to date below the 75% where we could be.
· Line items discussed:
o Telephone situation is being worked on but still not fixed. Fire alarm is now on the internet. When this is rectified, the library may need to get a new phone number.
o Computer contracted services and computer hardware/repairs line items are over 100% because of the purchase and set up/update for the five new computers.
o Office supply line item is high due to the purchase of copy paper which should last for two years.
o Purchase of mice for “Scooter, the Mouse” children’s project comes from non-prints (audiobooks & DVDs) or programming.
Chairman’s Report
· The Chairperson’s report was reviewed.
o A question at town meeting was asked if the library would move closer to the new town hall. It was not answered at the meeting as it could be addressed to the board. The question was brought before the board. The board’s unanimous answer was NO.
o Jane is still waiting to hear about the acceptance of a $500 grant for the Fairy Tale Festival.
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o The library is working on the Scooter, the mouse project.
o Seniors have been helping with projects for the Fairy Tale Festival.
o The library has been very busy with patrons and programs.
Youth Librarian Report
· Missy’s report was reviewed.
o Plays and puppet shows have been performed.
o Reading with the dogs has continued.
o Touch a Truck is scheduled for June 3 from 10am-12noon. Since the library will be painted in June, it is important that if scaffolding is set up, children will be kept away from it. Jane said that the library will host the .5Kdash for donuts but it may not be on June 3.
o Missy has been meeting with Emily Hudson, the Rec Director on the summer reading program.
o Missy also gave us the summer program which includes a cartoonist, a band, programs on reptiles, bugs, and butterflies plus another stuffed animal sleepover.
Old Business
· Air Filtration System
o A quote will be requested from Synexis. Birch Ridge has their system and is pleased. Nancy said that she heard it was expensive.
o Beth received a quote from Aerus which is a system she uses at the restaurant. Their quote was $1800 per unit. For the meeting room and the children’s room there would need to be two units. There is also a cost of $1040 per year to replace filters.
o All members of the board felt that an air filtration system should be installed.
New Business
· Painting the Building (June)
o The building will be STAINED green. Cost $24,000 coming from the capital fund. A color still needs to be identified for the porch area.
· Items going to the Transfer Station
o The couch from the children’s room, the microwave and an old Keurig coffee maker are going to the dump. Jane wants to have a kitchen clean out before dump day in May.
· Annual Report to the state
o Jane reviewed with the board her report to the state for July 1, 2021-June 30, 2022.
Other business
· Programs for youth
o Jane, Laura, and Hannah met to discuss youth programming. It was felt that they need to get away from videos. Some suggestions made were: Robotics, programs that were hands on, more art and music, books, and an activity for the Fairy Tale festival. The group is large so for some activities the group may need to be split in half.
· Coffee Set up
o The coffee set up in the meeting room may need to be moved to the kitchen, possibly set up on a cart so it can be moved from the kitchen to the meeting room as needed.
Nan made a motion to adjourn the meeting. Seconded by Gerrie. The meeting was adjourned at 4:21pm.
The next meeting will be held on Tuesday, April 11, 2023, at 3:30pm.
Respectfully submitted,
Nan Salamon, Secretary
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, February 15, 2023
Present: Laura Djordjalian-McComb, Gerrie Russell, Nan Salamon, Beth Sarandrea, Nancy Sherman, Jane Ramos, Librarian
The board meeting was called to order at 4.06pm.
Nan made a motion and Gerrie seconded the motion to approve the corrected Board meeting minutes from January 10, 2023. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We have currently spent 60% of our budget to date below the 66% where we could be.
· Line items discussed:
o Telephone situation is being worked on but still not fixed. Mark was into check out the lines.
o Tent rental should be budgeted at $6000 not $3670.30. May need $8000. Town has said that this money can be allocated from unused salary since Missy is currently part time.
Chairman’s Report
· Nancy Sherman, our new board president, submitted a report which was reviewed.
o She thanked Beth for serving as president for five years.
o Encouraged keeping our online presence current.
o Jane was asked how she thought moving the town offices off of River Road would effect the library. Jane felt that there would be no effect.
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o The summer theme has been determined – “Crawl into a Great Book!”
o The library has decided to discontinue the CD music collection. Nothing has been borrowed in over a year. Most patrons now stream music.
o The library is adopting a mascot. A mouse (not real), Scooter, will have a home (a small box) on the wall (high so that children can’t touch). His house will have windows and a slightly open door with a light that children can turn the switch “ON”. The house will have surprises for different seasons.
o Dee Juris has been hired to keep our social media up to date. She is also working on vendors for the Fairy Tale Festival and getting the word out for library programs.
o The Valentine Phantom was a great success with help from many people including a bus load from KMS. It was suggested not to tape hearts on wax paper next year.
Youth Librarian Report
· Missy’s report was reviewed.
o Thanks to Missy who has been working at the library for three years.
o Some programs were: making a snow man inside (no snow outside), reading for Dial-a-Story, movies, reading with the dogs, and Valentines.
o New book displays on Black history month, Valentine’s Day, winter, animals.
Old Business
· Puppet Order – The puppet company was challenged in getting the puppets. $1200 had to be refunded because not all puppets came in, but all libraries and customers seemed pleased.
· Air Filtration System – After a discussion, the board agreed that an air filtration system could be put in the meeting room. Jane will get some quotes. There will also be signs in the library stating that animals are welcome. If a family has an allergy concern, they will be notified if there is a program at the library involving animals.
New Business
· Donations – Two donations were made to the library – $2000 from William Kirby and $1000 from the Scappatici Foundation.
· Festival/Touch-a-Truck
o On June 3 – Touch-a-Truck is scheduled and earlier that day will be Dash for Donuts.
o September 16 – Fairy Tale Festival. There are 9-10 libraries and 3-4 vendors already signed up.
Other business as needed
· Tent Rental for the Festival – Jane called Celebrations and they are not taking reservations for September due to staffing issues. A tent company in Randolph was called and they have two round tents with walls available for $8000 which does not include rental of tables and chairs. It was suggested that maybe Jane call Celebrations in May and perhaps their situation has changed. The Vikings will be coming again and possibly the Vikings from Europe. Looking into having two food trucks.
Beth made a motion to adjourn the meeting. Seconded by Nan. The meeting was adjourned at 5:10pm.
The next meeting will be held on Tuesday, March 14, 2023 at 3:30pm.
Respectfully submitted,
Nan Salamon, Secretary
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, January 10, 2023
Present: Laura Djordjalian-McComb, Gerrie Russell, Nan Salamon, Beth Sarandrea, Jane Ramos, Librarian
Via ZOOM: Nancy Sherman
The board meeting was called to order at 3:35pm.
Nan made a motion and Gerrie seconded the motion to approve the Board meeting minutes from December 13, 2022. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We are on track spending 54% of our budget to date.
· Line items discussed:
o Utility line item is now divided into Electricity and Propane.
o The library has sufficient office supplies.
o Repair line includes resetting of the firebox when it goes off due to high winds.
o Computer Hardware includes the five new Admin computers.
o Chet and town are still working on the Telephone charges
o Comp. contracted services includes setting up the new computers, maintaining names/addresses and there has a PAY BUTTON is now available on the website.
o There maybe one more performer charge this year.
o There will be $3000 under archival in the new budget which may be put into a reserve account.
· The Amazon business line of credit will end and the library will now have a business account which includes Prime and will be tax free. However, there will be no streaming available thus a separate Amazon account will be set up so that the library will still be able to stream.
· Three donations totaling $2200 has been given to the library. Thank you notes have been sent.
Chairman’s Report
· Beth has completed the Annual Report
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o Dial-a-Story has been a big hit
o The building will be stained in the spring. Getting quotes now. May need two coats. The cost will come out of capital expenses.
o Seven people can and say the movie, Hamilton.
Youth Librarian Report
· The Board agreed that Missy is doing a great job. Jane emphasized that the whole staff works together, and Missy is great at executing!!!
· Missy’s report was reviewed.
o The youth celebrated New Year’s Eve (12pm) together.
o The month of January will be reading with dogs. (Bernese Mountain dogs).
o There is a youth sign language course.
o Missy is now looking into programs for March.
Old Business
· New Admin Computers – working very well. They have a fantastic large screen to view multiple tasks.
· Christmas Thanks You’s -Thank you cards went out to all the readers of ‘Twas The Night Before Christmas.
New Business
· Winter Programs/Valentine’s Phantom
o Missy has many youth programs planned.
o Book Club and Movies continue.
o The Valentine Phantom will appear on Monday, February 13th. Jane has asked the Rotary and Women’s club for help. No response as of yet. The seniors will be working on Tuesdays. The kids will help. Some businesses complained last year about having the hearts on their business signs. Beth will send out an email through the KPAA to ask about participation from businesses.
· Festival Prep – It is now time to start preparing for the Fairy Tale Festival in September.
· Librarian’s Eval – Jane said that the State Library stated that the librarian’s evaluation may be completed every two years.
§ A MOTION was made by Nan and seconded by Nancy that the Board will now complete the Librarian’s evaluation every two years. All approved.
Jane’s next evaluation will be conducted in 2024.
· New Board Assignments – Beth has asked to be replaced as chairperson but wants to remain on the board. Nancy Sherman was asked and agreed to be chairperson starting at the February board meeting.
Other business as needed
· Allergy Issue – A child who comes to the youth programs is highly allergic to dogs. This issue was discussed. Presently, we will alert her and her family if there is a program including dogs. When a program with dogs happens, it will take place only in the meeting room. The library will do their best to disinfect and vacuum when the program over. Children going into the main library following the program will wash their hands. Jane and Beth will also look into air filtration systems.
· Summer Theme – This summer’s state theme is All Together Now (Kindness). Libraries can deviate from the theme. Jane has asked us to brainstorm, and we will discuss this at the next meeting.
Nan made a motion to adjourn the meeting. Seconded by Laura. The meeting was adjourned at 4:40pm.
The next meeting will be held on WEDNESDAY FEBRUARY 14, at 4:00pm
Respectfully submitted,
Nan Salamon, Secretary
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, December 13, 2022
Present: Gerrie Russell, Nan Salamon, Beth Sarandrea, Nancy Sherman, Jane Ramos, Librarian
Absent: Laura Djordjalian-McComb
The board meeting was called to order at 3:36pm.
Nan made a motion and Nancy seconded the motion to approve the Board meeting minutes from November 15, 2022. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We are on track spending 46% of our budget to date, 4% below where we could be.
· Line items discussed:
o The computer line is high because the library purchased five new computers.
o The town is still trying to figure out the phone bill with VTEL.
o Next year Tent Rental will have its own line and there will be $3000 in the Archival line.
o The town purchased a new copy machine for the library from Symquest. There is currently a problem with color printing and printing back-to-back. An expert is coming in to fix these problems.
· Any major renovations at the library will come out of capital funding.
Chairman’s Report
· The Chairperson’s report was reviewed
· Some items to highlight:
o Beth thanked Jane and her staff for a very successful year.
o She appreciated the library decorating a tree at the Festival and also Missy and the youth helping with face painting.
o It was suggested that the staff go out for a lunch as a Christmas Thank-you following Christmas. The Trustees will cover the library.
o Fundraising was discussed as wreaths were no longer being sold. We discussed some of the fundraisers which have been done. It was decided to discuss this further in January.
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o The Kids have decorated the library and picked the theme for the tree at the Festival of Trees.
o December 14, 1pm a speaker will be at the library from the Humanities Council.
o Book Club will not meet until January.
o The Historians had a program in December and will have another program in January about Pico.
o Statistics are good and all systems are running.
Youth Librarian Report
· Missy’s report was reviewed.
o Two classes were held – drawing pets and monsters.
o The movie, Holes, was shown.
o There is a Holiday Scavenger Hunt going on in the library.
Old Business
· Festival of the Trees
o The theme of the library tree at the festival was “Gnome for the Holidays.” The Youth did face painting.
· Holiday programs for kids and adults
o Kids made ornaments for themselves and also to give away as gifts.
o The adults will have a program on December 13 at 6pm. Many versions of Twas the Night Before Christmas will be read. There will be a children’s program on Twas the Night Before Christmas on 12/17 at 10am for the kids.
· Building upgrades
o The State Library has $22m in ARPA Funds. Jim Haff is planning on applying for grants for building improvements from these funds. He is looking to install news lights, block in the ceiling of the back porch, etc.
New Business
· Report on Dial a Story
o There have been 70 calls this month. The stories have been changed to reflect Christmas. Recordings can also be sent to other libraries.
o Jane is still researching the Yoto Minis. There are some glitches, and a policy may need to be developed as they cost $70 a piece.
· Looking ahead to the new year
o Jim LaRoche has called Jane and is interested in having an HO train display next Christmas and teach the kids how to run the trains.
Other business as needed
· Jane hopes the Seniors will be back Volunteering on Tuesday afternoons after the holidays.
· The Fairy Tale Festival is scheduled for September 16, 2023, after the Spartan Race weekend. This past year Jane gave a stipend of $200 to each library that participated.
· The Junior ROTC from Poultney are interested in coming to the library to teach robotics. Transportation is an issue.
Nancy made a motion to adjourn the meeting. Seconded by Nan. The meeting was adjourned at 4:30pm.
The next meeting will be held on Tuesday, January 10, 2023, at 3:30pm
Respectfully submitted,
Nan Salamon, Secretary
Sherburne Memorial Library
Board of Trustees Meeting Minutes
Tuesday, November 15, 2022
Present: Laura Djordjalian-McComb, Nan Salamon, Beth Sarandrea, Nancy Sherman, Jane Ramos, Librarian
Present via video: Gerrie Russell
The board meeting was called to order at 3:35pm.
Nan made a motion and Laura seconded the motion to approve the Board meeting minutes from October 18, 2022. All approved.
Treasurer’s Report
· The Treasurer’s report was reviewed.
· We are on track with spending 33% of our budget as of date.
· Line items discussed:
o Town has contracted with CV Oil for a cheaper fuel cost.
o Computer line item is high – The five administrative computers were replaced. Much improvement especially with speed and the monitor is larger. Matt Partalis from ACT will now be working for the Town. Matt has done an excellent job with the library’s computers.
o Print Media and Audiobooks will have bills coming in soon.
o Still dealing with the phone situation.
· Our spending is $20,000 ahead of last year due to the winding down of COVID,
Chairman’s Report
· Beth has no report but did announce that the Festival of the Trees will be taking place the weekend of December 2nd.
Librarian’s Report
· Jane’s report was reviewed.
· Highlights:
o Dial a Story has been very successful
o Families have been testing out the Yoto Minis.
o New displays are being worked on. Patrons missing “Oceans of Possibilities”
o Summer material is arriving. The national theme is “Kindness all Together Now” but library staff is leaning toward “Freedom in Unity – Pride in their Home Town”.
Youth Librarian Report
· Missy’s report was reviewed.
o Fall programs have been very successful with the 4th-6th graders. The birth to 8 have had programs on Saturdays.
o 65 people attended the Halloween event which was planned by the Youth Group.
o The Rec department’s Trunk and Treat was also a huge success.
Old Business
· Statistics and Budget for the new year
o The budget was approved by the Selectboard on 11/14/2022.
§ $6000 was approved for tents. Funds will ultimately be taken from Salary line item.
§ $3000 was allocated for Archival, mostly for digitizing. The Historians are preparing a program on the History of Pico for January.
o October was a very busy month. Coming upon the holidays and skiing, Jane feels that activity in the library will be slowing down.
New Business
· Holiday programs
o The library will be doing a tree for the Festival of the Trees. The youth will be in charge of decorating.
o Adult programs will include – December 13, 6pm, the reading of several versions of The Night Before Christmas -Irish, Skiing, Viking, Cajun, Killington. On December 14 at 1pm the author, Rebecca Rupp, from the Vermont Council of Humanities will come to speak. The Sherburne UCC is sponsoring a Carol sing at the church on December 18 from 4-5pm which is open to all.
· New computers for the staff/admin
o See under Treasurer’s Report – five new computers were purchased.
· Select Board suggestions for the future of the library
o The members of the Select Board visited the library. The ceiling outside the back door is falling apart and when groups play music from there the sound goes up rather than out. They are suggesting that the back porch be extended and possibly include a fire pit. They are also suggesting that the air conditioning units and oil tank be moved as well as moving the two benches and statue to the tree line.
o The painting of the outside of the library will happen next spring.
o They are also looking into replacing the lighting fixtures in the library so that all bulbs can be LED.
Other business as needed
· The Pavilion project may now be part of Parks and Recreation.
· The town has hired a Fire Chief and a new Parks and Recreation Director.
· Jane will ask staff for ideas for Christmas gifts.
Nancy made a motion to adjourn the meeting. Seconded by Nan. The meeting was adjourned at 4:26pm.
The next meeting will be held on Tuesday, December 13, 2022, at 3:30pm
Respectfully submitted,
Nan Salamon, Secretary