Monthly minutes from library trustee meetings.

Minutes April 2019

Trustees Meeting
April 15, 2019
Present: Rebecca Mueller, Laurie Dana, Jana Brown, Martha Nye, Jenna Bisset, and Ellen Crary.

Election of Officers

The 2019-2020 Board of Trustees Officers were elected by unanimous vote:

President- Laurie Dana

Treasurer- Ellen Crary

Secretary- Jana Brown
Minutes Approved
Minutes from the March meeting were unanimously approved.

Librarians Report

  • The second Vermont Reads event was much better attended with 17 people attending.
  • Mud season playgroup was very successful.
  • Rusty DeWees performed two nights. It was a very light attendance compared to most of his events (25 people instead of the 100+ who usually attend).
  • Free Press subscription has resumed. The library has not yet been reimbursed for the second payment.
  • Rick Norcross from Rick and the Ramblers will be playing April 19th. Rebecca is hoping this will be well attended.
  • VT Humanities is sponsoring Rebecca Rupp for the program, “Soup to Nuts.”
  • The steps that lead from the sidewalk to the parking lot have crumbled and because of this, the railing has come off. This presents a danger to the public who could be accessing the library or town offices. In addition to this, the handicap ramp accessing the library has gouges in it making hazards for patrons in walkers as the walkers get stuck. Rebecca will contact the company that repaired the front steps for separate quotes on both projects – the ramp to be paid for by the Library and the steps by the Town.
  • The siding near the entry has a massive hole and insulation has been pulled out—this needs tobe deltt with soon.
  • The Town has established a Building Committee and invited Laurie to be on this committee. They are seeking 4 community members to serve as well as Christie Winters & Katie Mahoney from the Selectboard.  The trustees hope the town will be able to take care of problems related to the building. It needs to be clarified, that as the library is a Municipal Department, what is the relationship between the town and the building the library is housed in. There are some major issues that are coming up on a regular basis that need immediate attention along with the list Rebecca mentioned above. The trustees are most concerned about issues related to the physical safety of members in our community.


Town Pay Grade

Richmond has reinstituted a step pay grade system to recognize years of service.  As part of this process Rebecca has submitted detailed job descriptions of library employees. As a result of the new ranking, several employees are either above or below their pay grades.  Rebecca is far under the new pay grade. The town will be recommending a 3.5% total pay increase for town employees.  Because FY 2020 has been already approved, there will be a budget discrepancy in the 2020 budget.  Should Rebecca and the Trustees choose to approve a 3.5% across the board increase, we will need to cover that increase within the approved 2020 budget.  This will also increase the Social Security, Medicare and Retirement line items.


Heating Systems and Weatherization Audit

A weatherization audit was performed last week. The report was not yet available to the trustees. Rebecca stated that the windows and doors showed significant heat loss. Marshal Paulson met with Rebecca and provided his assement of possible fixes for the existing first floor heating issues, he does not want to bid on the project.


Review Capital Plan Submitted to Selectboard

The trustees and Rebecca discussed more building issues in addition to the ones listed above. The steeple was discussed as another building repair issue that presents a safety hazard to the public.  The library building issues are becoming larger and, in some cases, dangerous. The trustees will continue to work with the select board to encourage these to be fixed in a timely manner.


Status of Circulation Desk Renovation/ Redesign Project

Patty Rossi gave Rebecca a sketch for the circulation desk. Moov is coming in the near future to give design ideas. Brian Carpenter is the only builder who has submitted a bid for the work.


Drinking Fountain Update

As stated in the Breadloaf plan submitted to the selectboard, the library needs a commercial drinking fountain. Laurie has found a fountain to meet ADA that can be installed at the library. The fountain will cost $1700 and provide cold, but unfiltered water. Rebeca will call Falcon Plumbing.  She will also call two other plumbers to get the three bids required per project.


Summer Pavilion Project

Regretfully, the trustees have agreed to put the outdoor pavillion community project on hold so that more focus can be made on building related issues that need immediate attention.


Future Meeting Times

Monday, May 20, 6:30 p.m.

In June, meetings will return to the first Thursday of the month — June 6th.

No meeting in July

Thursday, August 1, 6:30 p.m.


Respectfully Submitted,

Ellen Crary





2019 March Minutes

Present: Rebecca Mueller, Laurie Dana, Jana Brown, Martha Nye, and Ellen Crary.
Absent: Jenna Bisset
WelcomeThe board welcomes our new trustee Martha Nye.

Election of Officers

The election of officers was delayed until all members are present.

Minutes Approved
Minutes from the January meeting were unanimously approved.

Budget  2020

The corrected 2020 budget was emailed to all trustees.

Librarians Report

The next warrant will contain a bill from Chuck’s Heating and Cooling as they have worked on the library’s first floor heat systems three times in the past month. Rebecca is exploring other options to the degrading heat system.

The Vermont Reads series with the Peace and Justice Center and Mansfield Cooperative School had an event at the library complete with soup offerings had zero attendants.

Saturday mornings Mud Season Playgroup has been well attended.

Rick Norcross from Rick and the Ramblers is coming April 19

Rusty DeWees aka The Logger is coming April 12 & 13. Tickets can be bought at Crimson Poppy.

Allison Richards from the Vermont Department of Labor will be coming in May to do a talk about the Apprenticeship program in Vermont. Rebecca is hoping to advertise this widely. Ellen will send information to the MMU Advisory program. Rebecca will send it to CVU.

The Burlington Free Press has stopped delivering the paper after, not only an accidental second payment, but multiple phone calls. Rebecca is hoping this will get resolved soon.

Annual Calendar

The annual calendar was handed out to all trustees present. The library will not be doing the Easter time chocolate egg hunt as it was more work than expected and the grant for free chocolates is not available a second time.

Status of Circulation Desk

Rebecca is still working on hiring a designer to create a plan for the space. Moov Consultants is available as is Patty Rossi. Rebecca still has only one out of three bids needed to build the new desk. The trustees suggested Rebecca contact Hillview Design.

Room Use Policy

The vote to approve the Room Use policy was delayed until it can be ascertained that the copyright clause is legally accurate.  Ellen has been working on researching this.

Summer Pavilion Project

Laurie emailed Josh and was told to contact Kendal or Pete about the land behind the library and if and where there are pipes. The Selectboard owns the property as it belongs to the town. The zoning administration or the DRB will have to approve any structure that is built in the space based on the size of the structure. Trustees believe that it will be small enough to only need a zoning permit. It was suggested that this project get on the selectboard meeting soon so that we can explain our preliminary plan.

The trustees discussed having a covered place with room for seating under as well as a shed that could store bikes and snowshoes. Rebecca stated that there is a grant that provides these items that the library would like to get. The trustees envision this project to be funded by a community donation project. This project will be spearheaded by trustees.

Respectfully Submitted,

Ellen Crary, Secretary



2019 February Minutes

Richmond Free Library
Trustees Meeting
February 18, 2019

Present: Rebecca Mueller , Laurie Dana, Jana Brown, and Ellen Crary.
Absent: Keith Franz, Jenna Bisset

Minutes Approved
Minutes from the January meeting were unanimously approved.

Resolution of Thanks

Passed unanimously.

“Resolved that the Trustees of the Richmond Free Library thank retiring Trustee, Keith Franz, for his service to the library and the community.”

Librarians Report

The nature series has been popular and has had a high attendance rate.

Preliminary Book Sale Report

The book sale brought in ⅕ less than last year but brought in approximately $4200. This may have been in part to do with winter weather. There were over 40 volunteers for the event and a very large thank you goes out to Mary Keller Butler and Martha Lang.

Prepare For Town Meeting

Laurie is planning on going. Trustees believe that we should be represented each year.  A new trustee will be voted in this year and there are three candidates on the ballot.

Review Status Revisions to Library Policies and Review existing Use of Space Contract

Changes were made to the Room Usage Contract to include #8, “In accordance with the American Library Association’s Library Bill of Rights and its interpretation pertaining to meeting rooms, the library does not limit use of the meeting room based on the subject matter or content of the meeting or on the beliefs or affiliations of the meeting’s sponsors.”  #10, “ DVD’s, videotapes, etc. are protected by copyright laws and, unless designated as public domain material or accompanied by Public Performance Rights, cannot be shown in any library meeting room.” And also to add the director or their designee have permission to book the space.

Laurie sent out a revision to be reviewed and voted on at the March meeting.

Action Step #4 -Environment

One bid for the change of the front desk has come in. Rebecca is waiting on one other bid that will come in possibly in April. It was discussed that perhaps an architect or designer be hired to sketch plans rather than relying on a contractor to be the designer as well as the builder. Ellen will contact a designer she knows.

Before we proceed on the outdoor patio and pavilion area, it needs to be determined who actually owns or has rights to the land surrounding the library. Laurie will check with Josh on this.

Respectfully Submitted,

Ellen Crary, Secretary

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

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.



  • 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.



  • 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 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.
  • 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