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.

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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

August 2018 Agenda

Richmond Free Library Trustees

Thursday, August 2, 2019

6:30 – 8 pm

Mezzanine

 

• Approve Minutes June  meeting
• Treasurer’s Report
• Librarian’s Report
• Use of community space, policy review
• Final Report – Townwide Facilities Assessment
• Librarian’s Medical Leave of Absence, start end of September
• Preliminary draft of 2020 budget
• Discussion of  fundraising plans for 2018
• Trustee’s video (if time)

2018 June Agenda

Richmond Free Library

Trustees Meeting Agenda

June 6, 2018 – 6:30-8 p.m.

• Vote to approve May minutes
• Treasurer’s Report
• Librarian’s Report
• Vote to Approve RFL 2018-2022 Strategic Plan
• Planning for July 4^thwater/book sale
• ALA Trustee’s Video (10 minutes)
• Discussion of bulleted action steps associated with Goal #1 of the 2018-
  2022 Strategic Plan
• Update on Townwide facilities review and associated Library building
  issues and concerns (Rebecca)

 

Reminder:  There will be no Trustees meeting in July due to the July 4^th Holiday festivities.  The next meeting will be Thursday, August 2.

2018 May Minutes

Richmond Free Library Trustee Meeting Minutes
May 3, 2018
Present: Laurie Dana, Keith Franz, Rebecca Muller, Jana Brown, Ellen Crary
Absent: Jenna Bisset
Minutes from April Meeting- The minutes from April 12 meeting were approved.
Treasurer’s Report- There was no report available due to the Town Office not having them
available. It was brought up that the check deposits were still being sent in once a month as
there are not enough to be deposited every other week as per the auditor’s recommendation.
Librarian’s Report-
Rebecca reports that there has been a lot of “weeding” of books because the stacks are too full.
They are doing this based on circulation and it includes many Audio CDs. Discarded books and
CDs go in the book sale although the good Audio CD cases will be reused.
The summer programming is scheduled and the Friends have been asked for cash to support it.
Contractors for a new secure front door and people to do the sign have been called but they
have been too busy or are not getting back to Rebecca. Rebecca and Laurie will call a couple
more people.
Evolving Landscape ongoing art installation activity has been great and well received.
Protest Art by Coop Students that was inspired by Katherine Paterson’s book Bread and Roses
is up.
The June 5th Katherine Paterson event is anticipated to be full ticketed capacity. Rebecca
states that they will be 100 tickets available.
The State Fire Marshal came and checked out the back stairs in the meeting room. He stated
that it met code and would not need a gate.
Strategic Plan-
Laurie brought in a draft of the layout with photos and words from the strategic plan. She found
another layout example she prefered and would email it out to us (done before minutes
finished!) She stated that there were a lot of good photos that could be used. She is hoping the
final draft of the Strategic Plan will be one page.
It was discussed that we should have a trustee who is a liaison to the Friends of the Library.
Everyone agreed that this would be beneficial to both groups. It was agreed that Jana Brown
would be the Liaison to the Friends.
Jana and Laurie both attended the Vermont Trustee Regional Training that was held at the
Ilsley Library in Middlebury. They were impressed at how well it was run and how high the
attendance was (36 people). Several takeaways were shared at the meeting. One was that
there is a lot of information on laws in regards to privacy and the responsibility of the Library to
protect it. Another takeaway was the issue of excess budget. In one town’s Town Meeting, a
law passed that the library’s excess budget went into its reserve. The trustees discussed that
this would greatly benefit our library and the money could be used for building and operating
costs. An example that Rebecca used is that she could use this for the order for new computers
she is putting in. Laurie and Jana also learned more about how volunteers, while working in the
public space of the library, are expected to be like librarians. The trustees discussed that it
might be a good idea that there is a sign at the circulation desk when a volunteer is working at it.
Finally, it was mentioned that the trustees perhaps should have name tags to wear when we are
in the library or when we are at public events and volunteering for the library (Fourth of July etc).
It was discussed and agreed that future meetings will begin with one of the information trustee
training videos that are about the roles and responsibilities of a Library Trustee. This will be
added to the agenda starting this June. Our next agendas for the rest of the year will also each
revisit and revise one of the bullets on the strategic plan.
The trustees discussed ideas on how to come up with programming that attracted a more
diverse audience to bring them into the library. It was suggested that there be a program on
Financial Literacy. Other ideas include; digital citizenship, digital privacy, the roll of the library in
a democracy and in communities.
Respectfully Submitted,
Ellen Crary

2018 April Agenda

Richmond Free Library

Trustees Meeting

Thursday, April 12, 6:30 PM, Mezzanine

1. Approve minutes
2. Treasurer’s report
3. Librarian’s report
4. Elect Trustee Officers
5. Establish meeting schedule
6. Review project calendar
7. Review Strategic Plan and presentation
8. Adjourn

2018 April Minutes

Richmond Free Library
Board of Trustees

Meeting Minutes – April 12, 2018

Present:  Jenna Bisset, Jana Brown, Ellen Crary, Laurie Dana, Keith Franz, Rebecca Mueller and Christy Witters, Selectboard Library Liaison

Minutes from March Meeting

The Minutes from the March 1, 2018 meeting were unanimously approved.

Treasurer’s Report

Keith reported that in the 9^th month of our yearly budget, we should be at about 75% of budget expended and in almost all categories we are at or below that percentage.  Based on the town auditors’ recommendation, Connie has asked if income from Community Room fees could be sent to the office more often than once a month.  Trustees agreed with Rebecca that she could send over this income with the warrant twice a month.

Librarian’s Report – Rebecca shared the following items via email prior to the meeting – those items with Discussion indicated were topics for the meeting.

• A staff retreat will be held to share new strategic plan and to discuss ideas and goals. We will focus on space reconfiguration and potential programming.  We have design sketches with possible changes, but it looks to be an involved and somewhat expensive project.  I will share proposals at a later Trustee meeting.  Discussion: Rebecca reported that she has had a builder look at, and make suggestions for renovating the circulation area to reflect changes based on staff discussions and Strategic Plan recommendations.  Trustees felt that they might want to have additional input and Laurie will talk with an architect friend to see if they might be willing to look at the space and needs.
• Staff and I have been facilitating AARP volunteers work with people needing to file tax returns.
• We have developed a collaborative relationship with the Mansfield Coop. Students are deeply involved with the Vermont Reads Project and will have a performance art & poetry session related to the book, Bread and Roses, Too.  The Coop students look forward to Katharine Paterson’s visit in June.
• Ongoing support to book groups, community senior center programming, music programs and community groups.
• Everyone on the babysitter’s certification course was accommodated. When we made reminder calls a week in advance, several registrants dropped out and those on the waiting list were able to attend.   A parent in the community is organizing another class with Richmond Rescue.
• “Song of the Vikings: the Making of Norse Myths,” a Vermont Humanities Council presentation by Nancy Marie Brown on March 18, was well attended and received. (45 in attendance)
• March Legos has had a small but dedicated following.
• Mud Season Playgroup on Saturdays has been well received by those parents who are unable to bring their children during the week.
• I have provided some input into the Town Plan: Utilities and Facilities. Inserting some language regarding the what/why of the Library to emphasize the importance of maintaining and repairing the building.
• I met with Breadloaf architectural firm, along with the Town Manager, to discuss results of the building assessments. Emphasis is on life/safety issues.  The library needs to address the open stairwell in the community room.   There are non-life/safety issues and recommendations.  A final assessment report is forthcoming.  Discussion:  One of the recommendations was that new building codes would require that the stairwell in the community room be enclosed.  Rebecca asked the Fire Marshall about this and he will be inspecting.  His initial response was that we do not have to follow new regulations unless we plan to renovate in that area.
• I have met with a contractor to explore replacing entrance door and will be receiving proposals.
• A “Spring’s Evolving Landscape” workshop was led by Kathy Wysocky Johnson & Judy Bush on Sunday, April 8. There were 17 participants.  This is an ongoing activity.
• I have requested a proposal from Glaeser Sign Company to provide new lawn sign and sign for the front of the building. Discussion: Trustees would like to see this item accomplished soon as it has been on the list for quite some time. Trustees wondered if a second estimate (Sign Design was suggested) was warranted.  The plan would be to build a new sign that is moved away from the building and perpendicular to the road so it is visible.  Rebecca would also like to add a small sign on the canopy by the stairs.  There was some discussion about whether the cost should come from maintenance, Capital Reserve or Friends funding.  No decision was reached.
• Electric Vehicle charging stations proposed (from Richmond Climate Action Committee)
• A Picture Book Art Reception was held on Wed., April 11.
• “After hours” incident. Discussion:  There was an incident in which a staff member discovered an unauthorized person sheltering in the library vestibule at a time when the library was closed but the Community Room was being used–so the door had been propped open.  This individual was later discovered to be known to the Police as a problematic individual.  Trustees discussed the fact that, because the community room does not have a separate entrance, it is always necessary to allow access through the front doors to after-hours groups.  Trustees agreed with Rebecca that, at least, we need to find a solution that does not involve visibly propping the door open.  Laurie suggested changing the lock-code mechanism so that it allows the door to be “unlocked” for a period of time, rather than propped open.  She will explore the cost and brand of lock system installed by Dion at the new Lyric building and provide information for Rebecca.
• The Library will be closed on Friday, May 18, for the Vermont Library Association Conference.

Election of Officers

The following slate of candidates for Officers was proposed:  Laurie Dana, Chair; Keith Franz, Treasurer, and Ellen Crary, Secretary.  The slate was elected unanimously.

Meeting Schedule

Trustees agreed that the Richmond Free Library Board of Trustees official meeting time will remain the first Thursday of the month at 6:30 p.m.

Monthly Planning Calender

Trustees reviewed the revised Monthly Planning Calendar presented by Rebecca Mueller and feel that all of the necessary items are reflected.

Strategic Plan

Laurie stated that she will be working on the design for the strategic plan document and will have a draft ready for the May meeting.  At that meeting, Rebecca will also present the action items under each category that the staff had developed for discussion and review.  Geoff Urbanik suggested that the library present the strategic plan to the Selectboard at some point in the next few months.

Next Meeting:

The next Trustees meeting will be Thursday, May 3 at 6:30 p.m. at the Library.

Agenda items will include review of the Strategic Plan draft, update on sign quote, update on lock research.

2018 May Agenda

Richmond Free Library Trustees Meeting*

Thursday, May 3, 2018

6:30 pm

• Approve April 12 minutes
• Treasurer’s Report
• Librarian’s Report
  including sign update and door/lock update
• Strategic Plan draft review
• Selection of Trustee liaison to the Friends of Richmond Free Library
• Report on April 30 Trustee training in Middlebury
• Discussion & planning for upcoming Trustee meetings:
  — Library trustee videos
  — Review and discussion of action items related to Strategic Plan
  — New program development

 

*Meeting will be held in the mezzanine lounge, on the third level of the Library at 201 Bridge Street.  Call Rebecca Mueller, Library Director, at 434-3036, or email rfl@gmavt.net, with any questions.

March Minutes

Richmond Free Library

Board of Trustees

Minutes, March 1, 2018

 

Present:  Jenna Bisset, Laurie Dana, Kristen Hayden-West, Keith Franz, Rebecca Mueller, and Trustee candidate Jana Brown.  Absent: Ellen Crary

 

Approve Minutes

Minutes from the February 1 Trustees meeting were unanimously approved.

Treasurer’s Report

Keith does not have an updated budget but feels that we are on track for the budget year ending June 30, 2018.  Rebecca reported that there will be additional charges for supplies in the coming report.  He will have more information for the April meeting.

Library Director’s Report

Rebecca’s emailed Library Director’s Report included the following items.  Trustee discussion indicated in bold.:

• The animation workshop, with MMCTV, was a great success — participants learned a lot and were very happy with their productions
• Babysitter Certification course filled up quickly – will be offered March 10. Trustee Discussion: Trustees asked if this could be repeated as some disappointment was heard about not getting in. Rebecca will contact Rescue to ask about a second session. She has a waiting list.
• Baby Brunch will be held Sunday, March 25to welcome the new residents of Richmond
• Katherine Paterson, author of the current Vermont Reads title, Bread & Roses, too – will be speaking at Richmond, 6:30 pm, June 5.  Richmond Free Library has been selected as one of the 4 state venues for this year by the Vermont Humanities Council for author presentations.
• Easy Readers/Playaways have been shifted in the juvenile room
• Relocation of Internet/Electricity for a new Circulation area can be run via the ceiling.
• The Town of Richmond wants to switch all phone lines to Voice Over Internet Protocol (VOIP) with Comcast and discontinue services by Waitsfield Telecom. Trustee Discussion: Currently the library has 4 phone lines (main phone, 2^nd main line backup for outgoing calls, fax and elevator emergency phone.  The Library Director and Trustees voiced several concerns including whether the cost savings were worth it.  Of particular concern is the loss of landlines service which function in a power outage.  For example, the elevator emergency phone must function during an outage.  It is also not clear whether the free Comcast service the library currently has through an existing service agreement would continue.  Rebecca expressed concern about whether Comcast can match the responsive service provided by Waitsfield & Champlain Valley. There is also a desire to support a local company.  Rebecca indicated she feels she will be pressured to agree.  Trustees agreed that more information is needed in order to help the Library Director to make an informed decision about what is best for the library.  Rebecca will seek more information.
• A cash box for payments for the ongoing book sale in the entry has been mounted on the wall with instructions about checks.

 

Book Sale Report

This year’s book sale was very successful Income was around $5,900 (of which $856 was income from the raffle).  This is slightly less than last year but last year’s income included about $125 from the bake sale.

Non-Resident Fees

Currently the RFL fees paid by patrons who are not Richmond residents is $35/household and results in about $1,000 of income.  This income currently goes into the Town’s general fund.  It is the opinion of the Trustees and Library Director that this money should be devoted to either salary or books/materials line items.  Rebecca reported that the change cannot be made for this year.  Keith suggested that this money go into the copier fund.  The alternative is that the trustees request that this money be reflected in a new line item in next year’s budget.  This would need to be done via a letter to the Selectboard.

New Business

The Friends of Richmond Library, which meets 2 times a year, seems to have been experiencing a drop in interest as the Book Sale is currently their only event. There was some discussion about the volunteer schedule precluding those who work, or attend school, from volunteering.  Because the Friends help to fund many Library programs and efforts such as the recent children’s non-fiction upgrade, it is important that the Trustees continue to have a liaison to the group.  Since Kristen has been fulfilling this role, the Trustees will discuss and select a new liaison at the April meeting.

Strategic Plan

Kristen moved and Keith seconded the motion to approve the Revised Draft of the Strategic Plan 2017-2022 from the February 1, 2018 meeting with changes as read by the Secretary.  The motion passed unanimously.  The final language appears as an addendum to these minutes.  The order of the items will be partly determined by the design & photos which Laurie will now work on with help from Wendy and Vicki.

 

Town Manager Geoff Urbanik suggested that the Library present the Strategic Plan to the Selectboard.  Trustees generally agree this is a good idea, not only to present the Plan, but to discuss the Library’s unique relationship to the Selectboard—this will be important as there will be 2 new members.  This will be an agenda item in April.

Next Meeting

The next meeting of the Richmond Free Library Trustees will be Thursday, April 5 at 6:30 p.m. at the Library.

 

Agenda Items:

• Election of Officers, selection of Friends of RFL Liaison
• Review of Annual Calendar
• VOIP phone service – update and Trustee action needed
• Strategic Plan document design progress
• Discussion of Selectboard presentation

 

Respectfully submitted,

Laurie Dana, Secretary

March 2, 2018

ADDENDUM

 

RICHMOND FREE LIBRARY
Strategic Plan 2017-2022

 

RESOURCES:  The library plans to buy more print & digital materials, in a range of formats and subjects, appropriate for patrons of all ages and abilities.

 

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.

 

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

 

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

 

ENGAGEMENT:  The library will provide positive and supportive interactions with all library visitors.

 

Approved by Richmond Free Library Trustees

Thursday, March 1, 2018

 

2018 March Agenda

Richmond Free Library

March 1, 2018 — 6:30 pm.

AGENDA

Greeting

Treasurer’s Report

Librarian’s Report

Old Business

• Book Sale Report
• Non-Resident Fee Update

Strategic Plan

• Discuss and Finalize Language
• Presentation to Selectboard (discuss Geoff’s invitation)

New Business