2016 March Minutes

Richmond Free Library Trustee’s

Minutes – March 3, 2016


Present: Ellen Crary, Laurie Dana, Keith Franz, Kristen Hayden-West, Cammy Richelli.

Absent: Rebecca Mueller


Trustees welcomed newly elected trustee Ellen Crary and introduced themselves. She received a binder of information assembled by Rebecca.


Minutes of February Meeting

The Board approved the minutes of the February meeting unanimously.

Treasurer’s Report

Keith did not have a new budget printout from the town to present but reported that he sees no budget concerns at this time.

Election of Officers

The board elected the following officers for the 2015-2016 year unanimously:

Chair – Kristen Hayden-West

Treasurer – Keith Franz

Secretary – Laurie Dana


Library Director’s Report

Rebecca is out of town but her emailed report was appreciated. She also posted a contacts list and the revised Policies and Bylaws to the Google docs account.

Annual Volunteer Recognition Brunch

The brunch will take place on Sunday April 3 from noon-1: 30 p.m. Trustees will plan to gather at 11 a.m. to set up. Laurie & Cammi are unable to attend the brunch, Ellen is uncertain at this point. Kristen reported that the friends have already purchased $10 gift cards from the Richmond Market as thank you gifts. Kristen will check with Rebecca about bags or other thank you gifts. About 18 volunteers are expected. Trustees will provide:

  • Kristen – Bacon or a casserole & green salad
  • Keith – Fruit salad, tablecloths
  • Laurie – Baked goods
  • Ellen – Coffee and tablecloths

Review of Town Meeting & Book Sale and other Fundraisers.
Kristen and Laurie attended town meeting and there were no comments or questions about the Library budget, which passed as part of the town budget.

The book sale (plus raffle and bake sale) raised about $5,100 and dinner at the Hinesburg Public House raised about $560.

The annual fundraising appeal letter has raised about $2,870 and cost around $780. Discussion centered on the fact that the annual fundraising appeal should be continued and that planning should begin earlier.

Spring Building and Equipment Projects

Trustees reviewed the list of Building & Equipment projects provided by Rebecca. Repair of the front steps from the parking lot is the most urgent project and Geoff Urbanik has agreed to include them in a bid request for other work the town needs done. Keith will follow up with Geoff to check on the status of this project.

Kristen felt that the technology upgrade is also a priority and that the Friends can be asked to finance this from the recent fundraising efforts.

The Library sign was added to the list and more information is needed on whether the sign needs to be rebuilt and/or repositioned as well as being repainted.

The Trustees felt that more information was needed from Rebecca in order to discuss priorities and financing of the other items on the list:

  • Basement sealing
  • Carpet replacement/interior painting
  • Elevator and mechanical room

Keith felt that two items, the roof and exterior painting fall under the category of general building maintenance, which should be contracted by the town. It could be funded out of the capital reserve, which, we believe has around $34,000 in it.

 Meeting Schedule:

There was continued discussion of moving to 6 meetings per year, and the trustees agreed to do this. Bylaws require at least 6 meetings and the consensus was that we could schedule more meetings if needed. Laurie reminded the trustees that meeting changes or additions must be warned publicly two weeks prior to the meeting.

Next Meeting: The next meeting of the Richmond Free Library Trustees will be Thursday, May 5, 2016.

Agenda Items:

  • July 4th water & book sale
  • Review of building & equipment list and capital reserve
  • Review of open meetings law (Laurie)
  • Cammy will facilitate the meeting.

Respectfully submitted,

March 5, 2016

Laurie Dana, Secretary


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