2019 February Agenda

Richmond Free Library

Trustees February 18, 2019

6:30 – 8:00

Eileen Buxton Lounge

 

 

  • VoteApprove January minutes
  • Vote Resolution of thanks to Keith Franz
  • Librarian’s Report
  • Preliminary Book Sale Report
  • Prepare for Town Meeting
  • Review Status Revisions to Library Policies
    — order of items
    — language around children/minors
  • Review existing “Use of Space” Contract
  • Discuss “Action Steps” for Strategic Planning Goal #4

ENVIRONMENT:  The library will reconfigure interior and exterior space to enhance comfort, quiet work and group gatherings.

Upcoming Dates: 

March meeting – Monday, March 18 – 6:30-8 p.m.
Welcome new Trustee

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2019 January Minutes

Richmond Free Library

Trustees Meeting

January 3, 2019

 

Present: Jenna Bisset, Laurie Dana, Jana Brown, and Ellen Crary.

Absent: Keith Franz and Rebecca Mueller

 

Minutes Approved

Minutes from the December meeting were unanimously approved.

 

Treasurer’s Report

No report available, Treasurer absent.

 

New Business

It was noted at a recent event, that children were observed standing on the couch in the mezzanine and hanging out the window.  This presents a serious safety hazard and potential liability issue. It was suggested by the trustees that a lock be built so that the window does not open far enough for a child to fit through. And that this should happen as soon as possible.

It was noted that a third bid was needed for the front desk plan.  Ellen and Laurie have connected Rebecca with Brian Carpenter- who said he was willing and able to submit a bid.

 

Librarians Report

Laurie referred to an email Rebecca had sent her prior to the meeting.

-Rebecca asked that extra portions be brought for the volunteer brunch. Wendy did an invitation and sign up. Trustees suggested, because of the larger numbers expected this year with the dedication of the Eileen Buxton room, that a Sign Up Genius be created to insure enough food gets brought. Trustees are happy to contribute.

-Town meeting day report for the library was sent out.

– It was reported that the library had been VERY busy. Trustees can attest to this as each time we came it was quite busy!

 

Volunteer Brunch/ Buxton Dedication

 

-It was suggested that sticky name tags be available for attendees.

-Trustees are willing to help with whatever needs filling in.

-Trustees will invite Christie and Josh (the new town manager)

-Laurie will talk to Rebecca about getting flowers for the tables as well as for the volunteers. Kristen is making her caramels for the volunteers.

-Trustees were hoping a photo will be taken at the event to provide to Times Ink and the Town Report. Laurie had also suggested doing a write up for the Times Ink.

 

Recruitment for Treasurer

 

A write up was done advertising the position on Front Porch Forum. Rebecca was the contact. Trustees were unsure if anyone has written to her to inquire about the position. Ellen has a neighbor that was interested. Contact with Rebecca and Laurie has been made with the interested party.

 

Action for Partnerships- Strategic Plan

 

Trustees feel that this has been a successful and positive aspect as it is written in the the strategic plan and does not need modifying.

The trustees thought that the library, especially as it has gotten busier, needs an accessible and comfortable outdoor space for the community members to enjoy. This would extend outreach to more and perhaps a more diverse group within our community. The trustees are interested in spearheading this project as a community project. Laurie will ask Josh about permits needed. The fundraising letter this year will incorporate the new outdoor meeting area and patio as a community funded project.

 

It was suggested that the chocolate egg hunt at Easter time be done again. It was popular and enjoyed by many. Trustees wondered if there a reason this was not done again.

 

Respectfully Submitted,

 

Ellen Crary

Secretary Board of Trustees

 

2019 January Agenda

Richmond Free Library

Trustees January 3, 2019

 

 

  • VoteApprove December minutes
  • Treasurer’s Report
  • Librarian’s Report
  • Planning for Library Volunteers’ Luncheon
    — Invitation list & food
    — Thank you’s
    — Speakers
  • Update on recruitment of Trustee candidates
  • Discuss “Action Steps” for Strategic Planning Goal #3

PARTNERSHIPS:  The library Intends to actively expand partnerships with groups and organizations in our community.

  

Upcoming Dates: 

Thurs., Feb. 7 – Trustee’s Meeting

Sun., Jan. 27 — Library Volunteers’ Luncheon

Fri. & Sat., Feb. 15 & 16 – Friends of RFL Booksale

 

2018 December Minutes

Richmond Free Library

Trustees December 6, 2018 – 6:30-8 p.m.
(revised)

 

 

  • VoteApprove November minutes

Motion to approve minutes by Keith.  Second by Jenna.  Unanimously approved.

  • Treasurer’s Report

Keith delivered the treasurer’s report.  Financials are up to date through November, 42% of budget. 71% of revenue.  Review of various line items and discussion.  Budget over in some areas like maintenance and books.

 

Discussion of the use of reserve funds to make recommended fixes to the library windows.

 

  • Revised 2019 Budget and updated 2020 Budget submission
  • Librarian’s Report

Wild Nature Series: 2 sessions held so far and attendance has been high. 60-70 people for each session.

 

3” of water in the basement.  GFI outlet needs to be replaced so sump pump will run normally.

 

Circulation desk redesign process moving forward.  Lights in the community room will be cleaned and the bulbs replaced.

 

RiseVT, 2 new passes: pass to Catamount, and a pass to Sleepy Hollow.  Storage shed for things like bikes and snowshoes, etc. if the library moves forward with obtaining these items.

 

Asking friends of the library to buy 12 more comfortable meeting chairs for use in the lounge, music rooms, etc.

  • Review current library policies (postponed in October)

Discussion of reviewing children visitor policy.

  • Review Trustees website information & clarify posting procedures

Update officer information.  Update of address and contact information.  Discussion of taking street addresses off the website.  Jana and Jenna (and perhaps others?) indicated they would prefer that their street address not be listed.  Some minutes appear to be missing from the website.

  • Planning for Library Volunteers’ Luncheon 12-2PM, set up at 11AM. Dedicating the lounge to Eileen Buxton to take place at this time, family to be invited.  Invite the selectboard liaison Christie Witters.  Friends of the Library are also invited.

 

Jana to bring macaroni and cheese.  Other trustees to sign up for food.  Approx. 30 people to attend.

 

Gift cards for volunteers.  Thank you cards from the trustees.

 

  • Recruiting Trustee candidates with financial background

Front porch forum posting.  Individual outreach.  Update the treasurer position requirements on the library website.

 

  • Discuss “Action Steps” for Goal #2:

EXPERIENCES: The library plans to host activities that reach out to a broad spectrum of people to address the interests and needs of all community members.

Computer room brings a good cross section of the community in to the library. 

 

Meeting adjourned at 7:54PM.

 

   Upcoming Dates: 

Thurs., Jan. 3 – Trustee’s Meeting

Sun., Jan. 27 — Library Volunteers’ Luncheon

Fri. & Sat., Feb. 15 & 16 – Friends of RFL Booksale

 

2018 December Agenda

Richmond Free Library

Trustees December 6, 2018 – 6:30-8 p.m.
(revised)

 

 

  • VoteApprove November minutes
  • Treasurer’s Report
  • Revised 2019 Budget and updated 2020 Budget submission
  • Librarian’s Report
  • Review current library policies (postponed in October)
  • Review Trustees website information & clarify posting procedures
  • Planning for Library Volunteers’ Luncheon
  • Recruiting Trustee candidates with financial background
  • Discuss “Action Steps” for Goal #2:

EXPERIENCES: The library plans to host activities that reach out to a broad spectrum of people to address the interests and needs of all community members.

   Upcoming Dates: 

Thurs., Jan. 3 – Trustee’s Meeting

Sun., Jan. 27 — Library Volunteers’ Luncheon

Fri. & Sat., Feb. 15 & 16 – Friends of RFL Booksale

 

2018 November Minutes

Richmond Free Library

Trustee Meeting

November 1, 2018

 

Present: Laurie Dana, Keith Franz, Ellen Crary, Rebecca Mueller, and Jeff Forward

Absent: Jenna Bisset, Jana Brown

 

Electric Vehicle Charging Station Proposal

Jeff Forward, the town Energy Coordinator, presented a plan to install a level-two charging station for electric vehicles (Current plan two vehicles per station with option to expand in the future) that will be tied into the library’s electric grid.  Jeff expressed that by placing the charging stations in town it would help with economic development and advertise electric vehicles.  Jeff stated that the library parking lot had already been chosen as the most viable option between Waterbury and Williston.  He presented the board and Rebecca with a map of three proposed locations; 1) the two front spots closest to the steps, 2) An added two parking spots perpendicular to the library in the back lawn and 3) in the farthest part of the lot.  Jeff stated that spots two and three were the least desirable and most expensive options because the electrical line would be longer and thus cost more.  He also again mentioned that he felt strongly that the electric vehicle charging locations should be both convientend and prominent therefore promoting and educating about electric vehicles at that #1 was the best spot.  While the board agreed with a prominent and convenient location, there were concerns expressed about the front two spots taken over as those are used with people with less mobility, families with small children, and people using the space for loading and unloading.  Jeff agreed that those prime parking spots would not be the location of the new charging station.   It was discussed and suggested that the charging station would be placed next to the police parking spots.  This would all be paid for and maintained by a grant from the state as well as fees reimbursed while people charge.

 

Library Building Urgent Repairs

Several repairs have become urgent- the most notable being the tubing for radiant heat as well as the boiler.  Fixing it is not an option for various reasons most notably that it would not be the most cost effective way to heat the building.  Rebecca will get three quotes from various providers (suggestions from Jeff Forward include Marshals, Chuck’s Heating and Mountain Air).  Rebecca will then present the quotes to the town and have the town hire and pay for the new heating system as soon as possible.  In the meantime, the library will do the weatherization updates mentioned in the town building plan that was done by Breadloaf.  These updates include; weatherization of the windows, vapor barrier and items related to code issues.

 

Minutes Approved

Minutes from the October meeting were unanimously approved.

 

Treasurer’s Report

Keith presented the treasurer’s report. Fiscal year 2019 was short by $2100 total due to amended  social security and retirement as well as the opt out amount was more than anticipated. As of now, salary line item is ok but last year it was over budget. Rebecca will montiter that.

Auditors made accrual to actual budget amounts for the FY 2018 budget.

2020 budget errors were fixed. This was mostly because of the opt out health insurance amounts. The recommended salary line was decreased (time did not increase). The current currier grant for inter library loans needs to be monitored. This will help keep the postage line item within the budget.

3.23% overall increase of $7200 will be resubmitted.

 

Librarian’s Report

Rebecca sent an email with the library report to trustees before the meeting. The most pressing item was an unexpected but necessary elevator repair for $1100.

 

Halloween

Halloween was a great success. There was a well attended and enjoyed costume parade during the day for younger children. The reopening of the coffee and tea table was a welcomed addition.

 

Holiday Market

Trustees will not set up a table for the event on December 1st.

 

Respectfully Submitted,

 

Ellen Crary

 

2018 November Agenda

Richmond Free Library Trustees
Thursday, November 1, 6:30-8 p.m.
Agenda
  • Electric Vehicle Charging Station proposal – Jeff Forward, Fran Pomerantz
  • Library Building urgent repairs
  • Approval of October Minutes
  • Treasurer’s Report – Keith
  • 2020 Budget Revisions (2018 updates)
  • Librarian’s Report – Wendy
  • Halloween & Holiday Market update
  • March Trustee election

2018 October Agenda

Richmond Free Library

Trustees October 4, 2018 – 6:30-8 p.m.

Vote Approve September minutes
Treasurer’s Report – Keith
Librarian’s Report – Wendy
Review 2020 Budget Submission
Halloween planning
ALA Trustee’s Video – Advocacy (10 minutes)
Next steps with Selectboard in terms of building report.
Review revised Strategic Plan “Action Steps” document with updates of Items #1 and #5.
Discuss “Action Steps” for Goal #2: EXPERIENCES: The library plans to host activities that reach out to a broad spectrum of people to address the interests and needs of all community members.

Please note: In October we would normally review Library Policies with the Director. This will review will be tabled until the Director returns from leave.

2018 September Minutes

Richmond Free Library

Trustees Meeting

September 6, 2018

Present: Jenna Bisset, Laurie Dana, Jana Brown, and Ellen Crary.

Absent: Keith Franz and Rebecca Mueller

 

Minutes Approved

Minutes from the August meeting were unanimously approved.

 

Treasurer’s Report

No report available, Treasurer absent.

 

Librarian’s Report

Although Rebecca was absent, she sent an email briefly updating trustees on the library.  Rebecca stated that it was a very busy summer at the library and things have even picked up lately.  Playgroup, Part 2 and home visits have begun and exciting speakers have been booked for this winter.

 

2020 Budget Planning (cont from Aug meeting)

Any budget increase of more that 2% needs to be in writing to the town.  Book budget was increased $2000 as discussed.  Trustees would like clarification on the other increases in 2018 and FY 2019 for the salary, health insurance, and retirement line items.  All others seem on par with regular annual increases.

Via email to Laurie, Rebecca mentioned that managing community space is adding to staff time as is the increase on community outreach projects such as Part 2 and Home Visits. Laurie has sent out a letter to help with clarification on these items.

 

Town Facilities Plan Update

No trustee was able to make the recent selectboard meeting. Laurie will reach out to Christie Witters, Library selectboard liaison, to see if the selectboard has come up with a next step on implementing the update.

 

Strategic Action Plan- Item Five, Engagement

“The library will provide positive supportive interactions with all library visitors”

  • Trustees agree that changing the layout of the front desk to better greet the front doors will hugely improve staff’s ability to interact with patrons. Trustees discussed getting another contractor to draw up plans that might have more creative solutions to provide space as well as security for staff and the library.
  • Trustees thought that it would be beneficial if an outside group came in and did customer service training for all library staff.
  • Trustees felt that it would help library staff to have a specific job description for all volunteers that included specific skills necessary for performing the job in a helpful way. This would especially include a contract for junior volunteers.
  • Trustees brought up that, possibly when the new layout is set up, there should a suggestions/ feedbox available to patrons. Trustees also suggested that there be a website space added for this feedback.

 

Move to Adjourn unanimously approved.

2018 September Agenda

Richmond Free Library Trustees

Thursday, September 6 – 6:30-8 pm

Mezzanine

  • Minutes – Approve Minutes from August meeting
  • Treasurer’s Report
  • Librarian’s Report
  • 2020 Budget Planning
  • Town facilities plan update
  • Review & develop action plan for Strategic Plan Item #5:
    Engagement — the library will provide positive supportive interactions with all library visitors.
  • ALA Trustee’s Video — Topic Advocacy
  • Fundraising plan for 2018-2019
  • New business