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Pawlet Public LibraryTrustee Board MeetingJanuary 2, 2018Present: Mary Lou Willits, Joanne VanMeter, Molly Beverage, Mary Ellen Norton, Janno Gay &Jed Rubin.Approve Dec. MinutesApprove Agenda~ Molly adds requesting phone tree in case of emergency. All agree to implement.Welcome to our new Library Director, MaryLou Willits!Two week training period with Melissa from 1/2/18 - 1/12/18.Items covered in training first day: collections location list with codes, check outs, system operates with Koha system. Reference Room will need attention. Mary Lou inquires about program for compiling circulation statistics. Mary Lou will access program and implement. State report recently completed by Adelle.Bookkeeper’s ReportExceeded goal for appeal letter: $3485.Including raffle tickets with letter proved to be a good incentive for recipients to send donations. We will include this next year, and appreciate Joanne VanMeter for donating a turkey and platter as the raffle prize, which was won by Liz Torak. Pilcrow Grant resulted in $1200. in kind this year. The library’s silent auction during Handmade & Homegrown Fest. raised the $400 needed to receive the 1-2 matching grant. This awarded us 71 new hardcover children’s books, along with another $300 worth of children’s science books which were donated in conjunction with the Pilcrow Grant. Liquid funds to date: $11,786. in checking, $8,183. money marketDirector’s Report/Mary Lou WillitsAdult Public Program and Exhibit with Philip Ackerman-LeistPhil is a professor of Sustainable Agriculture and Food Systems; Sustainable Food Solutions Initiatives at Green Mountain College. He has offered to present a program at the library and include a pop-up art show by Douglas Gayeton which illustrates the sustainable farming methods that have been developed in the Italian Village of Mals. Dates to be determined.Discussion with Kimberly Bushnell, Middletown Springs Library: Book Sale ideasMSL leaves leftover books out and under cover for a day after sale which are offered free to the public. Any leftover books are then trucked to the Gleason Road transfer station for recycling. It was decided that this method would not serve PPL, as we are required to vacate our borrowed space at the Mettawee Community School directly after sale. Jed Rubin, book sale Chair, reports that there are125 boxes sorted already. Salem library promised to donate. The board and book sale committee will continue with search for donated books. Discussion about determining value for rare books. Rare book expert at Manchester Library, Jan. 17th- Jed and Janine Seitz will go to discuss possibly pricing books. Other resources include: , Abebooks & Amazon. QuickBooks 2018 Premier Non-Profit Edition for desktopMary Lou will set up software for bookkeeping, tracking donors, grants and fundraisers. Tech Soup (PPL is registered) offers at sale price for three users. Adobe software, Quickbooks 2018 was mentioned.Database will be established for contributors, donors & volunteers. We are currently using Pawlet’s Grand List for annual appeal letter. Updating necessary. It was agreed that appeal letter will go out in September in the future.Technology will need regular updating.Credit Card will need to be issued to Mary Lou ~ Mary Lou will change holding place for money to safe. IEN form for not paying tax. Non profit tax letter will need to be kept on fileExcel spread sheet currently being used for bookkeeping. Budget needs to be put together for select board by end of January.2018 Annual Work Plan Calendar session with staff, board members, book sale chair, and volunteer chair for 1/2 day retreat scheduled for Monday, January 22 from 9 a.m. - 12 noon. Review of regular events, programs and fundraisers, delegate tasks and determine timelines. User Policy Review Rewrite policy, expand fee structure to include business rate which would possibly include entry fee.Discussion about hiring someone to cover library while in use outside of regular hours.It was agreed that the downstairs meeting room with attached kitchen would serve as available rental space. Liability issues around lending out keys was discussed. Unfinished BusinessLibrary Town report by Jan. 16th ~ news updates.Seeking two new Trustees. Signature sheets will need to be submitted by late January.Farewell and Appreciation Party for Melissa and Glenn scheduled for Friday, January 12thIt was requested that Trustee meeting be switched to Wednesdays at 6 p.m. Next meeting held on Wednesday, Feb.7th at 6:00 pm. Adjourn. ................
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