2016 March Agenda

AGENDA

Richmond Free Library Trustee Meeting

March 3, 2016

6-7:30pm

 

 

 

  • Welcome Ellen Crary and introductions all around

 

  • Review/approve Feb. minutes

 

  • Treasurer’s Report

 

  • Elect Officers

 

  • Plan for April 3rd Volunteer Brunch

 

  • Comments on Town Meeting and book sale

 

  • Prioritize Spring projects based on Rebecca’s list

 

  • Plan May meeting agenda and choose facilitator

 

 

 

 

 

 

 

 

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2016 February Minutes

Richmond Free Library Trustee’s Meeting

Minutes – February 4, 2016

 

Kristen, Keith, Cammy, Rebecca, Karen

 Facilitated by Cammy

 

  • January minutes – approved.
  • Library Director’s report
    • Courier service begun as a pilot. State picking up 50% of tab. Our cost $350/annum.  Will be billed monthly.  Service comes on Wednesdays.  Picks up bin from RFL and drops off requests from other libraries.
    • Upcoming Programs:
      • Liz Perkins, Richmond: Home remedies for Medicine cabinet.
      • Clear Toxic products out of your Medicine cabinet.
      • Meditation through Movement class.
    • Have had to get tougher with kids hanging out in mezzanine. Two warnings and asked to leave..
    • Sarah organizing the “Blind Date with a Book” campaign. People can choose a wrapped surprise book.
    • Humanities Book Set and Programs: Shackleton’s and the Endurance. Videos, books, presentations.
    • Ordering new style of library cards. Less work for staff.
    • Annual appeal $2,785 to date. 30-35 donations.  Still trickling in.
      • Cost was $768. Postage was .29/letter.
      • Will put on August agenda to discuss 2016 letter.
  • Treasurer’s report
    • Have numbers through December. 6 months into the year spending is at 49% of annual budget.
    • Revenues at 100% already.
    • Retirement expenditures are over. Evens up with salary.
  • Booksale:
    • Getting raffle items together.
      • Nice items coming in.
      • Trustees allowed to by tickets.
    • People are signing up for work slots.
    • Company will pay $300 for all leftovers.
  • Hinesburg Public House Dinner – 67 reservations. Final numbers not in.
  • Presented Karen with Thank You card and gift.
    • Karen exited before policy discussion,.
  • Vote on the finalized Bill Payment policy so that this policy can be added.
  • Keith, Kristen and Cammy reviewed edited “Expenditures of Library Funds” policy. Does not require that bills be reviewed before the warrant is created.
  • Two trustees will sign the warrant and review bills expenditures at that time.
  • List of expenditures will be available at library for all trustees to view.
  • RFL Policies annual review and approval.
    • Revised phrasing of Trustee/Library Director roles to state that they will “oversee” library building and collections.  Will refer major repairs and capital improvement needs to Select-board.  (See exact wording in document to be forwarded by Rebecca.)
    • Amended Chair responsibilities.
  • Cammy – Suggested that we meet every other month.
    • Will leave the meeting frequency the same in the policy, but will schedule six meetings a year unless more frequent meetings are necessary.
  • Policies were approved by all 3 trustees present.
  • Volunteer Recognition Lunch – April 3rd
    • Cammy unable to attend

March Agenda – Kristen will facilitate

  • Rebecca will not be in attendance
  • Greet new trustee
  • Plan brunch
  • Booksale report out
  • Discuss spring repair/capital projects.

April

  • no meeting. Volunteer Brunch.

May

  • Spending of Capital Reserve

2016 February Agenda

Richmond Free Library Trustee’s Meeting

Agenda – February 4, 2016

 

6-7:30 pm

 

  • Approve January minutes
  • Library Director’s report
  • Treasurer’s report
  • RFL Policies annual review and approval.
  • Approve final bill payment policy.
  • Plan for the Volunteer Recognition Lunch – April 3rd?
  • Update on Friends Book Sale activities
  • Update on H-burg Pub dinner
  • Evaluate annual appeal efforts

 

 

 

2016 January Minutes

Richmond Free Library Trustee’s

Minutes – January 4, 2016

 

Present: Laurie Dana, Keith Franz, Kristen Hayden-West, and Karen Tufano.

Absent: Cammi Richelli and Rebecca Mueller

 

Minutes of November Meeting

The Board approved the minutes of the December meeting unanimously.

 

Library Director’s Report

  • The Holiday Basket raffle raised $478 and this money funded purchase of new DVDs.
  • There have been issues with one of the curtain rods in the Community Room, the quote from the original installers was quite a bit so they are trying a heavy-duty one from Rags & Riches.
  • The Annual Appeal has raised $2,500 to date and the cost for the appeal was $768.
  • The Annual Report, which was circulated via email, has been submitted. Trustees unanimously felt that it was a very interesting and well-written report.
  • Rebecca has purchased and picked up some tables from the Waterbury Library. There are two more desks that she would like to get but needs to find someone with a truck to pick up.
  • The Friends book sale will take place on February 12 & 13.
  • The Community Dinner at the Hinesburg Pub to benefit RFL will take place on February 2.

 

Annual Volunteer Recognition Brunch

Based on the fact that there are two big events the first week of February, the Trustees proposed moving the Brunch to the first Sunday in March – March 6. We will need to make sure that the Community Room is free that day and then will move ahead with plans.

 

Treasurer’s Report

  • Keith distributed the November Budget Status Report and that there are no areas of concern. He observed that we have already made our revenue goal for the year.
  • Keith reported that of the $8,000 added to capital reserve for this year, $4,300 has been spent (primarily for refinishing the community room floor).
  • Kristen asked whether the new “bill paying” system is working. Keith replied that it has been fine so far.
  • Laurie moved to approve the orders “warrants” of 12/22/15 and 1/6/16 and the Trustees approved those warrants unanimously.

 

Finalize new “Bill Approval and Payment” Policy

Trustees reviewed Rebecca’s draft of a new policy and did some minor rewrites. The policy as it is proposed reads:

 

Richmond Free Library
Bill Approval and Payment Policy

 In accordance with 22 V.S.A. $ 143, Richmond Free Library Trustees have the power to write orders to the Town Treasurer on the library accounts, to accept gifts on behalf of the municipal public library, as well as the authority to decide how the money is to be spent.

Invoices and other requests for payment, accompanied by appropriate documentation and designation of accounts to be used, will be reviewed and initialed by the Treasurer of the Richmond Free Library Trustees. In the absence of the Treasurer, another Trustee will assume this responsibility.

Once warrants are prepared, at least two Library Trustees must examine and allow claims indicated on the warrants against library funds for library expenses and authorize the Town Treasurer to draw orders for such claims to the party entitled to payment. Orders shall state the purpose for which they are drawn and shall serve as full authority to the Town Treasurer to make the payments. A record of the orders will be presented and approved by the Library Trustees at their next meeting.

 

Keith will check with Geoff about whether the Trustees must actually vote (and indicate in their minutes) that the orders were approved. Final approval of this policy will take place at the February meeting at which time all RFL Policies will be reviewed and approved.

 

Trustees Responsibilities at the Community Dinner on February 2.

Kristen asked whether there were responsibilities that the Trustees should take on as part of the Community Dinner fundraiser on Feb. 2. Trustees discussed at least attending and perhaps inviting friends to join them. There will be posters indicating that the evening’s dinner will benefit RFL but Kristen wondered if there should be “greeters” from the Friends or Trustees at the door during the dinner. Karen will ask about what is expected or allowed by the Hinesburg Pub.

 

Library Trustees Vacancy

To date there is no one who has indicated an interest in running for the vacancy on the Richmond Free Library Trustees, now that Karen is not going to run again. Kristen posted the information on Front Porch Forum and had no response, Laurie will post it again. Trustees were encouraged to make personal asks of people who they think might be a good fit. There was discussion about looking for a “younger” individual (20 or 30-year-old) for the slot. If no one steps up and is able to collect signatures by the ballot deadline, they could run as a write-in candidate or the Trustees can make a one-year appointment. It was suggested that the Library staff be asked if they know of anyone they feel might be good. They or one of the Trustees could make a personal ask of them.

 

Next Meeting: The next meeting of the Richmond Free Library Trustees will be Thursday, February, 4 2016.

 

Agenda Items:

  • Trustees are asked to review the current RFL Policies prior to the meeting so that the annual review and approval can take place. A vote on the finalized Bill Payment policy will also take place so that this policy can be added.
  • Planning for the Volunteer Recognition Lunch
  • Update on Friends Book Sale

 

Respectfully submitted,                                                                                                                                                                                                                                                                                                  Laurie

January 9, 2016

Laurie Dana, Secretary

2016 January Agenda

Richmond Free Library Trustee’s Meeting

Agenda – January 7, 2016

 

6-7:30 pm

  • Approve December minutes
  • Library Director’s report (via notes)
  • Treasurer’s report
  • Finalize bill paying policy (Rebecca’s draft)
  • Review Library policies (as noted in Dec minutes)
  • Volunteers brunch Sun Feb 7

2015 December Minutes

Richmond Free Library Trustees Minutes – December 3, 2015

 Present: Laurie Dana, Keith Franz, Kristen Hayden-West, Cammi Richelli and Rebecca Mueller. Town Manager Geoff Urbanek and Selectboard Liaison David Sanborn also attended.

Absent: Karen Tufano

Minutes of November Meeting

The Board approved the minutes of the November meeting unanimously.

Library Director’s Report

  • Rebecca mentioned that the annual Holiday Market would take place on September 5th using the Library. There will be a library table at which we will promote the February Book Sale, the February fundraiser dinner at the Hinesburg Pub and promote the baskets being raffled off. Sarah spearheaded the basket effort and got donations as well as purchased some small items.
  • She also reported that the floor in the community room has been refinished at a cost of around $4,000.

Treasurer’s Report

  • Keith reported that budget expenditures are appropriate for the point in the budget year.

Annual Appeal Letter

  • Rebecca reported that she has received the “grand list” for Richmond from Linda parent. She is doing some clean up of the list based on those who have passed away or who are facing major health issues. She has tested running labels.
  • The count is about 1700 households on the list.
  • Winooski Printing has provided an estimate of $450 to print and fold the 2-page letter and print envelopes. She thinks that they are doing this work at cost.
  • We will send this out using Bulk Mail rates (estimated to be around $250).
  • Kristen will approach the Friends about underwriting the printing and postage.
  • Rebecca was authorized to go ahead and arrange the printing with WP.

Bill-Paying Policy Discussion

Geoff reported that the issue of whether the select board can “hold up” bills has been settled after receiving an opinion from the town’s attorney that they cannot. In order to assist with the bill process, a new cover sheet has been developed and will accompany bills that are sent to the Town for payment.

There was discussion about options to make the bill-paying process for Richmond Free Library clearer while not requiring a lot of additional effort and not making vendors wait for payment. The suggestion was made that the Library have it’s own warrant (which is the way bills are approved for checks to be written) and have it’s own approval process. Geoff and David were supportive.

A motion was made that the Library have it’s own bill warrant, that a trustee other than the person who is initialing the bills needs to sign the warrants and that this can continue to happen every two weeks with any signed warrants presented at the monthly meeting of the Richmond Library Trustees. The motion carried unanimously.

A written policy document on the bill-paying policy will be developed and will be voted on at the January meeting of the RFL Trustees. Rebecca will create a process, including a schedule that will be attached to the policy and reviewed at least once a year.

 

Priorities for 2016

Based on feedback from the Library staff retreat, the most important priority will be to improve technology services for library patrons during 2016. There are two major components of this:

  1. Swapping the current library office and the current computer room will provide more space to create a public technology resource room that will include the copier, fax and computers as well as a space to help patrons with their use of technology such as tablets and other devices. Work that will be needed include some electrical work to add outlets and an Ethernet home run. Dismantling of some wall shelving and counters (though some will remain) and remodeling the current computer room to function as an office.
  2. Additional training for staff in technology usage is the 2nd part of this priority. Rebecca feels that there are resources to get this training. There is an individual from another library who provides technology training and he can be contracted to work with staff.

Rebecca said that the support she needs from Trustees is moral support to continue to pursue these goals.

Finishing the new mezzanine space by locating better conference tables is another goal for 2016. Laurie will research some furniture providers.

Building Management

The trustees spent some time speaking with Dave Sanborn about planning for how to develop an exterior plan for the library building. Dave expressed his understanding that the historic nature of the building complicates creating a long-term building maintenance plan. Keith said that he regards the relationship between Town and Library as a landlord-tenant relationship. He described this as the Trustees & Library being responsible for interior maintenance and “leasehold improvement” such as the mezzanine renovation. The structure of the building and the grounds, including things like the concrete stairs, are landlord responsibilities. Dave stated that he feels that the Selectboard is working to figure out a process for the Library building and to address issues related to other Town buildings that have similar concerns.

Town Report

The town report on the Library is due now. Trustees agreed that Rebecca would draft a report and circulate to the trustees for comment via email.

Next Meeting: The next meeting of the Richmond Free Library Trustees will be Thursday, January 7, 2016. Cammi will facilitate this meeting. Agenda will include a review of current Library policies.

 

Respectfully submitted,                                                                                                                                                               Laurie

December 6, 2015
Laurie Dana, Secretary

2015 December Agenda

Richmond Free Library

Trustees Meeting Agenda for December 3, 2015

 

6:00 Greetings and review minutes of November Meeting

6:10 Treasurer’s Report

6:15 Librarian’s Report

6:45 Discuss bill paying policy

7:00 Update on Friends meeting

7:05 Holiday Fair involvement/activities

7:10 Review year end appeal

7:15 Review priorities for 2016

7:30 Adjourn

2015 November Minutes

MINUTES

Richmond Free Library Trustees Meeting

November 12, 2015

6-7:30pm, Richmond Free Library

 

Approve October Minutes

  • Minutes approved

Treasurer’s Report

  • On budget
  • Retirement a bit high

Librarian’s Report

– Courier Pilot Project

– Book courier system,

Contracting with Green Mtn Courier to p/u and drop book. State will underwrite 50%. Once a week for 6 months will be $339. Can also transport other items. Bins and mailing bags provided, GMC sorts. Will start in January.

– Ashgate grant award

– Wendy wrote grant to Ashgate grant, received $600 for “playaways”. Putting together list of children’s and YA books.

– Annual Appeal Letter

– Rebecca revised. Donation slip included.

– Have spreadsheet of grand list.

– R. requested of Janet Bonneau an estimate of 2000 letters, slips, envelopes.

– Raffle Basket Project

– Sarah’s project: Baskets of goodies geared to different themes. People will buy raffle tickets for baskets to be drawn 1 week before Christmas.

– Report on Library Staff Retreat

– Everybody had valuable contributions and ideas.

– Wide open input.

– People arrived prepared with questions and ideas.

– Many ideas about the reuse of space to enhance the library.

– Friends will send Rebecca to mid-Winter library conference.

Trustees (and staff) pushed for getting table and chairs for mezzanine.

Select board budget draft is as Trustees proposed.

Bill Approval/Payment Policy

  • Back story
  • Report on Kristen’s Meeting with Taylor
  • Discussion of alternative bill approval policies
  • Possible vote on bill approval/payment policy
    • Finally agreed that postage bill can be paid.
    • What process will we use to get bill’s approved and paid. Needs to be in formal policy?
    • We need to clarify who owns what part of the building?
    • Who should get the money from Community Room rental?
    • Geoff is conferring with town lawyer.

Report on Trustee Conference

  • Lots of Science, Technology presentations/activities in VT libraries
  • Intellectual Freedom and access to free speech.

Holiday Fair involvement (if any)

  • Yes, probably combined with Friends.

 

December Agenda.

  • Deciding on bill paying policy.
  • Invite David
  • Update on Friends meeting
  • Priorities for 2016 – use staff retreat ideas
  • Keith facilitate, Karen will take minutes.

 

 

2015 November Agenda

Richmond Free Library Trustees Meeting

November 12, 2015

6-7:30pm, Richmond Free Library

 

Approve Minutes

Treasurer’s Report

Librarian’s Report

– Courier Pilot Project

– Ashgate grant award

– Annual Appeal Letter

– Raffle Basket Project

– Report on Library Staff Retreat

 

Bill Approval/Payment Policy

  • Back story
  • Report on Kristen’s Meeting with Taylor
  • Discussion of alternative bill approval policies
  • Possible vote on bill approval/payment policy

 

Report on Trustee Conference

Holiday Fair involvement (if any)

December Agenda.

2015 October Minutes

RFL Trustee Meeting 10/1/15

Present: K. Tufano, L. Dana, R. Mueller, K. Hayden-West, C. Richelli, K. Franz

  1. September minutes were approved
  2. Treasury Report by Keith: The only thing over budget is the revenue! Good news
  3. Directors Report by Rebecca: upcoming budget is up by 10%. Need more funding for maintenance, books, building and reserve. Continue to mention the need for a town wide Building manager.

A new toilet was just installed on the second floor due to recurrent flooding (Thank you to Douglas for all your work cleaning up).

On 10/15 Rebecca will attend a special budget meeting for Capital Projects. Big library projects this year include discussing the roof, sealing the basement and the interior stairwell.

The annual Trustee/Friends Conference is 11/7/15 in Burlington

RFL Trustee minutes can be accessed via the RFL homepage

10/6 the library will close for a staff meeting to discuss the Strategic Plan

Ben and Jerry Foundation Grant was used to build the cabinets in the Community Room.

  1. Appeal Letter: needs to be edited. Plan is to mail it using Bulk mail to all households in Richmond and Bolton by the end of the year
  2. November meeting: a sign up Genie will go around to schedule the next meeting as there wouldn’t be a quorum if we met the usual first Thursday of the month. On the Agenda for November: revisit the Holiday Fair, Budget feedback, staff retreat report
  3. Meeting was adjourned at 7pm

Submitted by Karen Tufano