Meeting Minutes

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Board of Trustees

Regular Meeting Minutes

July 8, 2021 at 7 PM

1. Call to order

  • Michelle called the meeting to order at 7:06 pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos

2. Additions, deletions, changes to agenda — there were none

3. Consent Agenda

  • Librarian’s Report – Gina shared her report with the board by email. We discussed the report
  • Approval of the Minutes of June 1, 2021 meeting
  • Treasurer’s Report – No report this month
  • Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion carried.

4. Public Comments

  • None present

5. Old Business

  • Hiring Assistant -Assistant is Hired Sarah Prouty
  • New Door
  • Heat Pump- Estimates are in. 

6. Next regular Board meeting

  • Beginning in the month of July, we will move our monthly meeting to the first Thursday of the month at 7pm

7. Other Lawful Business

  • Shed Clean out almost complete 

8.  Executive Session

  • The Board moved into Executive Session by consensus at 7:20 pm to discuss a matter
  • The Board moved out of Executive Session by consensus at 7:40pm. The Board decided more discussion was needed

9. Adjournment

  • Amanda made the motion to adjourn the meeting. Annie seconded the motion. The motion carried and the meeting was adjourned at 7:56pm.


Board of Trustees

Regular Meeting Minutes

June 1, 2021 at 7 PM

1. Call to order

  • Michelle called the meeting to order at 7:07 pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Marybeth Harrison, Lisa Mattison and Gina Ellis

2.  Additions, deletions, changes to agenda

  • None.

3. Consent Agenda

  • Librarian’s Report – Gina shared her report with the board by email. We discussed the report.
  • Approval of the Minutes of May 4, 2021 meeting.
  • Treasurer’s Report – No report this month.
  • Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • Hiring Assistant 
  • Fundraising
    • We are hoping for a book sale over the summer if conditions allow.
  • Heat Pump – get a new estimate. 
  • Select Board Meeting

6.  New Business

  • Covid related Town Money
    • The Library Board members plan to attend the Select Board meeting on June 22nd to discuss library needs as related to these funds.
  • Cleaning out library shed in preparation for potential book sale – planning still in progress.

7. Policies

  • Gina will share some draft policies for us to review prior to the next meeting.

8. Next regular Board meeting: (anticipated 7/1/21 at 7:00pm)

  • Beginning in the month of July, we will move our monthly meeting to the first Thursday of the month at 7pm.

9. Other Lawful Business

  • None.

10.  Executive Session

  • The Board moved into Executive Session by consensus at 7:43pm to discuss a safety matter.
  • The Board moved out of Executive Session by consensus at 8:21pm. The Board decided by consensus to upgrade some security features at the library.

11. Adjournment

  • Marybeth made the motion to adjourn the meeting. Annie seconded the motion. The motion carried and the meeting was adjourned at 8:21pm.

Board of Trustees

Regular Meeting Minutes

May 4, 2021 Time: 7:00pm

  1. Call to order
    ● Amanda called the meeting to order at 7:09 pm.
    ● Present: Michelle Bates, Amanda Butler, Annie Constantinos, Marybeth Harrison, Lisa Mattison
  2. Additions, deletions, changes to agenda ● None.
  3. Consent Agenda
    ● Librarian’s Report – Gina shared her report with the board by email. We discussed the report.
    ○ Gina shared all of the work that has been done on the town green organized by Select Board member Don Preuss. The Library Board expresses their gratitude and compliments – the green looks wonderful!
    ● Approval of the Minutes of April 6, 2021 meeting.
    ● Treasurer’s Report – Lisa shared her report with the board by email and reviewed it at the meeting.
    ● Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion
    carried.
  4. Public Comments
    ● None present.
  5. Old Business
    ● Hiring Assistant – We tabled this item until Gina can be with us for the discussion.
    ● Fundraising
    ○ We are hoping for a book sale over the summer if conditions allow.
    ● Friends of the Library – We tabled this item until Gina can be with us for the discussion.
    ● Reopening
    ○ We are planning to reopen to patrons on May 22nd with a special event. More information will be coming out in the upcoming weeks.
  6. New Business
    ● Covid related Town Money
    ○ The Library Board members plan to attend the Select Board meeting on May 25th to discuss library needs as related to these funds.
    ● Beautification Committee
    ○ We will discuss when it gets closer to the holiday season.
  7. Policies
    ● Any changes? None tonight.

Board of Trustees

April 6, 2021 Meeting Minutes

1. Call to order

  • Michelle called the meeting to order at 7:02pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Gina Ellis, Marybeth Harrison.

2.  Additions, deletions, changes to agenda

  • None.

3.  Reorganization of Board

  • Election of Officers. 2021-2022
  • Michelle made a motion to appoint Amanda seconded Lisa Mattison for treasure 
  • Amanda a Secretary/Clark 
  • Annie made a motion to nominate Michelle and I as co-chairs Mary Beth seconded. 

4. Trustee Meeting Dates for 2021 

Switch to Thursdays? Discuss for May Meeting

5.  Consent Agenda

  • Librarian’s Report – Gina shared her report with the board by email. Gina shared some highlights. We discussed the report.
  • Approval of the Minutes of March 2 meeting. 
  • Media Source of Record
    • Lakes Region Free Press
  • Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion carried.

6. Public Comments

  • None present.

7. Old Business

    A. Hiring someone for Monday’s

    B. Reopening revisit next meeting. 

    C. Fundraising keep brainstorming. 

8.  New Business

  • Trees cutting down
  • Dumpster

9.   Next regular Board meeting: (anticipated 5/4/21 at the library)

10. Other Lawful Business

  • None.

11.  Adjournment

  • Michelle made the motion to adjourn the meeting. Amanda seconded the motion. The motion carried and the meeting was adjourned at  8:09  pm.

Board of Trustees

March 2, 2021 Meeting Minutes via Zoom

1. Call to Order

  • Michelle called the meeting to order at 7:03 pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Gina Ellis.

2.  Additions, deletions, changes to agenda

  • None.

3. Consent Agenda

  • Librarian’s Report – Gina shared her report with the board by email. Gina shared some highlights. We discussed the report.
  • Approval of the Minutes of Feb. 2nd meeting.
  • Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • None.

6.  New Business

  • Reopening, we discussed the re-open date and decided to revisit at the next meeting. 

7.   Next regular Board meeting: (anticipated 4/6/21 at 7:00pm via Zoom)

  • If any members of the public would like to participate, please reach out to Lisa Mattison at 617-285-5531 or lisayates01@gmail.com for a meeting link.

8. Other Lawful Business

  • None.

9.  Adjournment

  • Michelle made the motion to adjourn the meeting. Amanda seconded the motion. The motion carried and the meeting was adjourned at 7:32pm.

Wells Village Library Trustees

Date: February 2, 2021 Time: 7:00pm
Meeting Minutes
Call to order
● Michelle called the meeting to order at 7:04 pm.
● Present: Michelle Bates, Amanda Butler, Annie Constantinos, Lisa Mattison, Gina Ellis.
Additions, deletions, changes to agenda ● None.
Consent Agenda
● Treasurer’s Report – Lisa shared her report with the board by email. We reviewed the report.
● Librarian’s Report – Gina shared her report with the board by email. Gina shared some highlights. We discussed the report.
● Approval of the Minutes of November 3rd meeting.
● Annie made a motion to accept the consent agenda. Michelle seconded the motion. The motion carried.
Public Comments
● None present.
Old Business ● None.
New Business
● Grants – Gina and Michelle have been exploring some facilities grants. Gina is also exploring a grant for exterior grounds work.
Next regular Board meeting: (anticipated 3/2/21 at 7:00pm via Zoom)
● If any members of the public would like to participate, please reach out to Lisa Mattison at 617-285-5531 or ​lisayates01@gmail.com​ for a meeting link. Other Lawful Business
● None.
Adjournment
● Lisa made the motion to adjourn the meeting. Amanda seconded the motion. The motion carried and the meeting was adjourned at 7:29pm.

We had no January or December meetings.

Wells Village Library Trustees Special Meeting
Date: November 19, 2020 Time: 7:00pm
Meeting Minutes
Call to order
● Michelle called the meeting to order at 7:03 pm.
● Present: Michelle Bates, Amanda Butler, Lisa Mattison and Gina Ellis, Annie Constantinos
Additions, deletions, changes to agenda
● Board meetings moving forward with COVID precautions (in person or virtual)
● COVID-19 safety precautions.
Consent Agenda
● Approval of the Minutes of November , 2020.
● Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion
carried.
Public Comments
● None present.
Old Business
New Business ● Budget
Next regular Board meeting: (anticipated 12/1/20 at 7:00pm)
● The board will evaluate the safety of in person meetings vs. virtual meetings as the meeting
approaches and will make a determination by email about the December meeting. In the event of a virtual meeting, interested members of the public can contact Lisa Mattison at 617-285-5531 or lisayates01@gmail.com​to receive information about how to join the meeting.
Other Lawful Business
● COVID-related safety measures:
○ Lisa made a motion to formally authorize Gina to take whatever actions she deems necessary in between board meetings to ensure the health and safety of library staff and patrons, including limitations on access and/or library closure due to Covid in conjunction with the Vermont Dept of Libraries guidance. Michelle seconded the motion. The motion carried.
Adjournment
● Michelle made the motion to adjourn the meeting. Annie seconded the motion. The motion carried and
the meeting was adjourned at 7:36pm.

Wells Village Library Trustees

Regular Meeting: November 3, 2020

Time: 7:00pm

Meeting Minutes

1. Call to order

  • Amanda called the meeting to order at 7:05 pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Lisa Mattison and Carol Shattuck.

2.  Additions, deletions, changes to agenda

  • Fire alarm system added under new business.

3. Consent Agenda

  • Treasurer’s Report – No report this month.
  • Librarian’s Report – Gina shared her report with the board by email. 
  • Approval of the Minutes of October 6, 2020 special meeting.
  • Michelle made a motion to accept the consent agenda. Carol seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • None

6.  New Business

  • Budget 
  • Discuss attending the Select Board meeting.
  • Fire alarm system – individuals to call and information

7.   Next regular Board meeting: (anticipated 12/1/20 at 7:00pm)

8. Other Lawful Business

  • None.

9.  Adjournment

  • Lisa made the motion to adjourn the meeting. Carol seconded the motion. The motion carried and the meeting was adjourned at 7:49pm.

Wells Village Library Trustees

Special Meeting

Date: October 6, 2020

Time: 7:00pm

Meeting Minutes

1. Call to order

  • Amanda called the meeting to order at 7:02 pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Lisa Mattison and Gina Ellis.

2.  Additions, deletions, changes to agenda

3. Consent Agenda

  • Treasurer’s Report – Lisa reviewed her monthly report, shared with the board by email. She also distributed final copies of the approved budget for board members’ records.
  • Librarian’s Report – Gina reviewed her monthly report, previously shared with the board by email. We spent some time discussing preliminary plans for “Annie Day” – planned for Saturday, October 17th from 2:00 – 4:00pm – celebrating Annie Huyck who donated the building and library to the town 76 years ago.
  • Approval of the Minutes of September 17, 2020 special meeting.
  • Michelle made a motion to accept the consent agenda. Annie seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • Change meetings to every other month?
    • We decided to revisit this decision after the holidays.

6.  New Business

7.   Next regular Board meeting: (anticipated 11/3/20 at 7:00pm)

8. Other Lawful Business

  • None.

9.  Adjournment

  • Lisa made the motion to adjourn the meeting. Michelle seconded the motion. The motion carried and the meeting was adjourned at 7:40pm.

Wells Village Library Trustees

Special Meeting

Date: September 17, 2020

Time: 7:00pm

Meeting Minutes

1. Call to order

  • Michelle called the meeting to order at 7:04pm.
  • Present: Michelle Bates, Amanda Butler, Carol Shattuck, Lisa Mattison and Gina Ellis

2.  Additions, deletions, changes to agenda

  • FY21 Library Fund Budget – under Treasurer’s Report.

3. Consent Agenda

  • Treasurer’s Report – Lisa reviewed her monthly report, shared with the board by email. Lisa reviewed the proposed budget for FY21. After some discussion and a small reallocation. Carol made a motion to approve the proposed budget as discussed. Amanda seconded the motion. The motion carried.
  • Librarian’s Report – Gina reviewed her monthly report, previously shared with the board by email. We spent some time discussing preliminary plans for “Annie Day” – planned for Saturday, October 17th from 2:00 – 4:00pm – celebrating Annie Huyck who donated the building and library to the town 76 years ago.
  • Gina is planning to be here Halloween night. She has volunteers lined up to help. 
  • Approval of the Minutes of July 7, 2020.
  • Amanda made a motion to accept the consent agenda. Carol seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • Port-a-potty – lots of positive comments about the lattice going up around it. More to come. Very positive reception from frequent visitors/staff/board members for ease of use and families with young children.

6. New Business

  • Change meetings to every other month?
    • Discussion of shifting meetings to every other month. Other than ongoing fundraising activities, most of our other library business could easily shift to a once every other month model. We also discussed having a sub-committee convene to focus on fundraising in the off months. The board decided to think about this decision and revisit it at our next meeting.
  • Move old books to top of shelves?
    • As Gina catalogs and organizes the collection, we will look at what space are available and what the shelving needs are and figure out a plan for how to store things more efficiently.

7.   Next regular Board meeting: (anticipated 11/3/20 at 7:00pm)

8. Other Lawful Business

  • None.

9.  Adjournment

  • Lisa made the motion to adjourn the meeting. Amanda seconded the motion. The motion carried and the meeting was adjourned at 8:03pm.

We had no August meeting.

Wells Village Library Trustees

Regular Meeting

July 2020

Meeting Minutes

1. Call to order

  • Michelle called the meeting to order at pm.
  • Present: Michelle Bates, Amanda Butler, Carol Shattuck, Lisa Mattison and Gina Ellis

2.  Additions, deletions, changes to agenda

  • None.

3. Consent Agenda

  • Librarian’s Report – Gina reviewed her monthly report, previously shared with the board by email.
  • Treasurer’s Report – Lisa reviewed her monthly report, shared with the board by email.
  • Approval of the Minutes of June 2, 2020.
  • Annie made a motion to accept the consent agenda. Amanda seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • Port-a-potty – $75/month ($900/year) = discounted rate since town already has contract. There will be some building costs for materials as well.
  • Volunteers – We have some new volunteers to help with various library projects. We hope to eventually begin a Friends of the Library group as well.

6. New Business

  • Gina’s plans – presented and discussed under Librarian’s report.
  • Heat pump & building/grounds maintenance – To promote discussion, Michelle made a motion to pursue having a heat pump installed at the library through partnership with the town. Annie seconded the motion. Discussion included additional questions about anticipated costs related to heating in comparison to our current heating system; installation details; other facilities priorities for the library, etc. The motion failed with one board member abstaining. 

7.   Next regular Board meeting: (anticipated 8/4/20 at 7:00pm)

  • If the weather is nice on August 4th, we will try to hold the meeting outside on the library green. If there is inclement weather, we will meet inside.

8. Other Lawful Business

  • We discussed that our meeting nights sometimes conflict with the Select Board meetings and there are occasional times when our board members might want to attend the Select Board meetings. We plan to adjust our meeting time as needed to accommodate this when needed.

9.  Adjournment

  • Carol made the motion to adjourn the meeting. Annie seconded the motion. The motion carried and the meeting was adjourned at 8:15pm.

Wells Village Library Trustees

Regular Meeting

Date: June 2, 2020

Time: 7:00pm

Meeting Minutes

1. Call to order

  • Michelle called the meeting to order at 7:05pm.
  • Present: Michelle Bates, Amanda Butler, Annie Constantinos, Lisa Mattison, Carol Shattuck and Gina Ellis

2.  Additions, deletions, changes to agenda

  • Library summer hours
  • Book sale

3. Consent Agenda

  • Librarian’s Report – Gina reviewed her monthly report, previously shared with the board by email.
  • Treasurer’s Report – Lisa reviewed her monthly report, shared with the board by email.
  • Approval of the Minutes of May 5, 2020.
  • Annie made a motion to accept the consent agenda. Carol seconded the motion. The motion carried.

4. Public Comments

  • None present.

5. Old Business

  • Book sale – Given the corona virus concerns at this time, we have decided to cancel the library’s annual book sale. At future meetings we will revisit options for mini-sales as the situation progresses.
  • Curb side service
    • Gina will be working on getting curbside and delivery options up and running the week of June 8th. Annie will help with deliveries.
  • Reopening library
    • Gina will work on reopening the library when she is satisfied that the personal protective equipment, disinfecting supplies and procedures are in place to protect staff and patrons to the greatest extent possible. She will communicate with the community when she is ready to open.
  • Fundraising
    • Michelle has received donations of masks at her farm stand. She is selling them and using them to raise funds for the library and other charities.
    • We discussed some other potential fundraising ideas. Gina is going to draft something and bring it to the next meeting.

6. New Business

  • Library summer hours
    • We agreed to adjust the library hours moving forward to: 9am-1pm Mon, Tues & Sat and 3pm-7pm Thurs. Sun, Wed, Fri closed.
  • Sending ILL books back
    • Gina will be reaching out to sending libraries to see if they are now begun accepting the return of books. 
  • Contact Edgar Corey
    • The Board recommends that Gina contact Edgar to introduce herself and get his perspective on some minor library facilities concerns.
  • Summer programs
    • Gina will think about take-home options for children and families for the summer.

7.   Next regular Board meeting: (anticipated 7/7/20 at 7:00pm)

  • If the weather is nice on July 7th, we will try to hold the meeting outside on the library green. If there is inclement weather, we will meet inside.

8.  Adjournment

  • Annie made the motion to adjourn the meeting. Carol seconded the motion. The motion carried and the meeting was adjourned at 8:09pm.