Agenda June 2020

Richmond Free Library Trustees

Thursday, June 4, 6:30 pm

(Meeting online and via telephone)

Agenda:

 

Approve May minutes.

Treasurer report

Librarian report

Building Status Report

Covid-19 update

 

Executive Session

Librarian Evaluation

 

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Minutes, May 2020

Richmond Free Library
Trustees Meeting
May 7, 2020 6:30PM

Meeting via Zoom

Present: Jana Brown, Martha Nye, Ellen Crary, Jenna Bisset, Kathie Templin, Rebecca Mueller
Minutes Approved

Motion to approve March minutes was approved unanimously.

 

Treasurer’s Report:

  • Kathie received a report from Connie on March 18, 2020. $138,956 has been spent as of March 18th, and the library budget is tracking appropriately for this point in the fiscal year.  Payroll on target as of that date.

 

Librarian’s Report:

Community room rentals are likely to be flat for the rest of the year so this line item may not meet the budget target.  A question was raised about paying the elevator service charges because servicing hasn’t happened since the library closed in March.  The pest control contractors have been paid for their work on the exterior of the building.  The electric bill is likely to be decreased as a result of the library closure.  Wendy and Rebecca have been at work in the library building.  Overdrive has seen a lot of use and new patron card requests are coming in.

 

Last week the library re-launched curbside pickup.  Wendy and Rebecca also working on reader advisory projects, brainstorming how to take youth programming online, and a StoryWalk project.  Rebecca has also done some informational videos with MMCTV.

 

Closure due to COVID-19:  Rebecca has been receiving almost daily updates from the VT Department of Libraries.  There is still no projected opening date for the library, and no recommended timeframe for reopening has been suggested.  Rebecca will continue to monitor guidance from the various state agencies.

 

Motion to enter Executive Session to discuss HR issues made by Ellen.  Jana seconded the motion.

 

Executive Session ended.

 

Motion to adjourn.  Meeting adjourned at 7:28PM

 

The next meeting will be June 4th at 6:30PM via Zoom.

 

Agenda, May 2020

Richmond Free Library Library Trustees Meeting

May 7, 2020    6:30 pm

Agenda

  1. Approve March 2020 Minutes
  2. Treasurer’s Report
  3. Librarian’s Report
  4. Continued discussion of library closure due to COVID-19
  5. Executive Session

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Minutes, March 2020

Richmond Free Library
Trustees Meeting
March 5, 2020 6:30PM

Present: Jana Brown, Martha Nye, Ellen Crary, Jenna Bisset, Kathie Templin
Minutes Approved

Motion to approve January minutes was approved unanimously.

 

Treasurer’s Report:

  • No updated Treasurer’s report at this time.

 

Librarian’s Report:

The Friends’ annual book sale was successful, bringing in $5,400 gross.   (Will probably net about $5,000.)  Wendy and Rebecca will be meeting with Friends at a post-sale potluck soon to talk about best practices.    A small group of people put in many hours in the week or two leading up to the sale and then the sale itself (9 hrs) plus clean-up.   It’s a lot of work for them.  However, the Library takes donations year round.  Staff review, accept, sort, box, and store the donations on a nearly weekly basis.   Rebecca will be proposing that we don’t start taking donations until later in the year to minimize the costs to staff time, unless there are some Friends that can be available to do the reviewing/storing tasks on a regular basis.

 

Winter break video camp was a success with Angelique Contis of MMCTV and Wendy de Forest.

 

Middle school book club continues to be well received by attendees.

 

We are facilitating AARP Volunteers who assist seniors and low-income residents to file their tax returns.   This is very much appreciated by those who get an appointment as filing a tax return can seem very complicated and scary.   The volunteers greatly appreciate the Library’s mezzanine as it offers both comfort and privacy.

 

On March 25, 6:30 pm, Eliza West, a textile historian, will present a “live history” of a 1920s Vermont mill worker.

 

The regular programs continue to run smoothly.

 

 

Discussion of Librarian’s Report:

 

Book sale:  Attendance may have been down due to weather this year.

 

Issue with the roof for the elevator column.  Approval granted from trustees to move forward with getting this fixed.

 

Discussion of an appearance before the selectboard to ask that the town hire a property manager/maintenance person.  Does it also make sense to approach the Town Building Committee about this issue?

 

COVID 19:  Trustees agreed that it makes sense to close the library if schools in the MMUUSD district close.

 

Further discussion of the issue of room rental fees/nonresident membership fees reverting to the library budget.  These funds could be directed to library services, library reserve, collection building, etc.  We will have to revisit this issue with Josh and the selectboard when the budget for the next fiscal year is being worked on in the fall.

 

Each year, the Library collects revenue in two categories, non-resident membership fees and room rentals.   Last year, the Library collected about $850 in membership feels and $17,000 in room rentals.   These proceeds have been deposited with the Town where they end up in the general fund.  The trustees feel that it’s time that these funds are returned to the Library as follows:   the membership fees be deposited in lines representing direct patron services (e.g., materials collection) and that rentals be deposited either in the Library Reserve for building repairs/maintenance or at least in Town Building reserves.   Laurie approached Josh Arneson for advice on how best to implement this.   Josh suggested that the discussion wait for the budget discussion in the Fall and make any changes applicable for the FY 2022 year.    The Selectboard does not have the authority to refuse the Library Trustees request as State Statutes are explicit that Trustees have full authority over Library monies.  There should be discussion on how to most smoothly make this transition and perhaps Trustees should have a discussion with a library liaison well in advance of budget planning.

 

Yearly calendar:  We should reference Laurie’s calendar to make sure that nothing is falling through the gaps.  What other information should we also obtain from Laurie moving forward?

 

Election of officers

Ellen moves Jana as secretary, Martha seconded.  Unanimously approved.

Ellen nominated Kathie as treasurer, Jana seconded.  Unanimously approved.

Ellen nominated Jenna as President, Jana seconded.  Unanimously approved.

 

Ellen has agreed to generate and post the agendas for meetings.

 

Town Meeting Planning 2021: There should be representatives there to speak on behalf of the library next year.

 

Motion to adjourn.  Meeting adjourned at 7:24PM

 

The next meeting will be in May 7th at 6:30PM.  There will be no April meeting.

 

Agenda, February 2020

Richmond Free Library Trustees

Agenda – February 6, 2020

 Vote Approve January minutes

Treasurer’s Report

Librarian’s Report

Vote – Proposal to direct membership and room rental revenue to Library budget lines

Volunteer Brunch debrief

Town Meeting planning

Book Sale update (if any)

Town Building Committee & Library HVAC update (Laurie)

Circulation Desk project – Action plan

 

Upcoming Dates:

Fri. & Sat., Feb. 14-15 – Friends Book Sale (Set up Wed. & Thurs., Sale Fri. & Sat.)

 

Next Trustee Meeting: 

Thursday, March 5, 2019 – 6:30 p.m.

  • Welcome New Trustee & Voting on Officers for FY2021

 

 

Minutes, January 2020

Trustees Meeting
January 2, 2020
Present: Jana Brown, Laurie Dana, Martha Nye, Ellen Crary, Rebecca Mueller, Jenna Bisset

Minutes Approved

Motion to approve December minutes was approved unanimously.

Treasurer’s Report:

  • Current budget report: Draft of the FY 21 budget is available and has been before the Selectboard. 79% increase on salary line allows for moving folks closer to their appropriate grade/classification on the new salary grid.
  • The Trustees discussed making a formal request to the Selectboard that money from the library room rental should go back into the Library’s budget, rather than Town operating expenses. It could go toward maintenance and/ or capital reserve.

Motion:  That the Fargo Electric charge  (lamp post wiring/maintenance) be moved from maintenance line in the Library budget to the Library reserve.  Motion by Laurie and seconded by Ellen.  Motion approved.

Librarian’s Report:

  • The Library is busy! Must be New Year’s Eve resolutions to read more.
  • Traveling storytellers event was well attended.
  • Upcoming Jan. 22nd presentation about food insecurity among VT farmworkers.
  • Ballroom dance classes will be starting soon.

Trustee Candidate:  Laurie has spoken with a potential candidate for the open Library Trustee position to be voted on in March.

Volunteer Brunch takes place on January 26.  Trustees should plan to be here at 11AM for set up, etc.  Food assignments were confirmed.  Event will run from noon-2.

 

Town Building Committee Reporti:  Rebecca feels that the Library HVAC project is urgent.  Laurie reported that we have approval for Breadloaf to develop options and get bids on them so that we can choose the best option and move forward.

 

Circulation desk project:  This is on hold for a bit while the HVAC project is sorted out.

 

Book sale:  Looking for volunteers to help with book hauling and set up.

 

Motion to adjourn.  Meeting adjourned at 7:32PM.

 

The next meeting is February 6, 2020 at 6:30PM.

Agenda January 2020

Richmond Free Library Trustees

Agenda – January 2, 2020

6:30 pm, Mezzanine

 Vote Approve December minutes

Treasurer’s Report – FY 2020 Budget

Vote moving Fargo Electric charges to Library Reserve

Librarian’s Report

2021 Budget Status

Update on candidate(s) for Library Trustee 2020

Volunteer Brunch planning – January 26

Town Building Committee & Library HVAC update (Laurie)

Circulation Desk project – next steps