Guilford Free Library Minutes

  Mon April 19, 2021– 6:30 pm

                              

Called to order at 6:35pm. Trustees present: Judith Serkin, Nika Fotopulos-Voeikoff, Jeanette Tokarz, Sandra Cortes, and John Shaw, with Cathi Wilken (librarian) and Lesley Malouin (Friends of the Library). Trustees absent: Laura Lawson Tucker and Richard Wizansky.

  • Minutes from March meeting were accepted without change.
  • Librarian’s Report — Cathi
  • Summer camps are filling up already, and it looks to be another year of strong attendance. Lesley will assist with creating an online sign-up form. The camps will be groups of 12 with one main teacher and one teacher’s assistant. Previous assistants are aging out and moving on, so we will be seeking new assistants this year.
  • Most patrons still doing “curbside” pickup, but about 25 people have come inside by appointment in the last month, one family group at a time.
  • We are still using a 14 year old bookkeeping program, which is showing signs of age. The library computer needs to be upgraded or replaced before getting a newer program. Cathi will have the computer looked at to determine best path forward. She will update us next month.
  • Treasurer’s Report- Richard was absent, so Cathi presented the treasurer’s report.
  • Financials are on track, in line with the current budget. We have had a tremendous amount of donations this year, including the Mimi Morton Memorial fund and the raffle. We have sold 257 raffle tickets so far, already surpassing the previous years’ totals. We are also expecting to receive money through the federal Covid relief package.
  • Nika, John, and Cathi reported on the building expansion project. The feasibility study is finally nearing completion! We should have the final report soon. The archeological survey was done about two weeks ago, and we are awaiting that report to be included. Beyond the feasibility study, the next steps include the selectboard putting out an RFP for an architect to provide more detailed plans with which to, in turn, refine the draft budget and fundraising plans. After a brief discussion of the draft budget, Judith proposed that we make space for further discussion on next month’s agenda so that we can give it more time and Laura and Richard can be present. All agreed. Trustees should also have the draft budget and proposed schedule ahead of that meeting, as part of the feasibility report hopefully, assuming that is completed.
  • Trustee Training (Required to maintain our certification)
  • Cathi gave a brief overview of resources for Trustees from the Vt Dept of Libraries, including online resources, unsolicited mailings, and the annual conference for Library Trustees and Friends.
  • John attended that conference a few years ago, and explained his experience of it. He also updated the Trustees about Vermont’s “Open Meeting Law” and how it relates to our board meetings.
  • Friends of the Library-
  • Lesley represented the Friends group. The raffle is doing great, as mentioned by Cathi: 257 tickets sold so far! Raffle drawing will be May 22nd at the library. Cathi added that the current plan is for this to be an outdoor public event, possibly including flower planting, picnicking, and book giveaways. This plan will be updated as the date draws closer to involve the weather forecast and the state’s pandemic guidelines.
  • The Next quarterly meeting of the Friends is on April 25th, at 3 pm (online). Jeanette will attend as a trustee representative.

***Next monthly Trustees Meeting: Monday May 17th, 2021 at 6:30 pm (on zoom).

Meeting adjourned at 7:40pm.

Submitted by John Shaw, co-secretary

Guilford Free Library Minutes

Trustees On-Line* Meeting Mon April 19, 2021– 6:30 pm

  *Guilford Free Library trustees invite you to a scheduled Zoom meeting.

Topic: Library Trustees’ Meeting
Time: Apr 19, 2021 06:30 PM Eastern Time (US and Canada)

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  •     ~Laura is unable to attend, Judith will chair the meeting
  • Accept Minutes from March meeting.
    • Make any additions and/or deletions as necessary.
  • Librarian’s Report —Cathi
  • Summer Camp Enrollment
  • Scheduled Patron visits as well as pickup and delivery of books on porch
  • Need to upgrade computer for bookkeeping
  • Treasurer’s Report- Richard
  • Fundraising Plan for building project
  • Building Expansion Update
  • Trustee Training (Required to maintain our certification)- Cathi
  • Overview of resources for Trustees from the Vt Dept of Libraries
  • Friends of the Library-
  • Raffle
  • Quarterly meeting April 25, 3 pm (online)

***Next monthly Trustees Meeting:  Monday May 17, 2021 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees On-Line* Meeting Mon April 19, 2021– 6:30 pm

Minutes Mon March 15, 2021– 6:30 pm

Called to order at 6:32  . Present Laura Lawson Tucker, Sandra Cortes, John Shaw, Nika Fotopulos, Jeannette Tokarz, and librarian Cathi Wilken taking minutes.

  • Accepted Minutes from February meeting.
  • Welcomed Jeannette who was elected as our new trustees.
  • Election of officers

John nominated Laura and Judith Serkin as co-chairs.

Sandra nominated Richard Wizansky as treasurer.

John, and Nika offered to share secretarial duties which are to keep minutes.

Sandra present this slate of officers and it was unanimously approved

  • Trustee Orientation/Refresher

Jeannette will get a folder with all sorts of info tomorrow. (Cathi’s note: Nika will get one, too, as she didn’t get one last year. That meeting happened the night of the COVID closing by the Selectboard.)

Began the orientation/refresher with a review of the trustee calendar.

The meeting was besieged by echo problems. John did most of the speaking since he was calling in by phone and did not echo.

 Reviewed chart of responsibilities, and were reminded to review the long range plan in May.

Jeannette offered to be liason to the Friends group.

List of contacts……….Jeannette is MISSING. How rude. Cathi will send a new version tomorrow.

  • Librarian’s Report —Cathi

         Camp: all staff coming back. Planning under way.

Cathi described the Vermont Community Foundation grant ideas to encourage and support computer use in the library. Trustees like the idea of the outside outlet, the canopy, chairs, so people will be comfortable using it outside.

  • Mimi Fund

Cathi described her idea. Laura had suggested using it as a scholarship for a writing program, which everyone seemed to like. My only concern is that that becomes a one time thing. We should try to make it live on. If we had some kind of a week-long (or so) writing program, I’m thinking of older kids, say grades 5-10 or something, it could be a yearly event that continually draws funding. Could be during the summer or a school vacation.

At the very beginnings of camp, we had a week-long writing program that people paid tuition for. It was well received. I think something like that, tuition-free, could be really wonderful. In addition, trustees could provide transportation if necessary.

Nika, Sandra and Jeannette offer to help with writing thank you notes to donors.

  • Treasurer’s Report- Cathi for Richard. We’re on track.
  • Fundraising Plan for building project
  • Building Plan

John reports that there is nothing new, waiting for the ground to thaw and waiting for the archeological study. Richard is working up a prospect list. We should put the fundraising plan on next agenda.

Richard is working to schedule a status meeting for the committee.

John gave a brief summary of building plan for Jeannette.

  • Friends of the Library-
  • Raffle

Discussion of raffle progress and prizes. 58 tickets so far, $580.

New Business, people at school want to know about camp. Announcement goes out April 2.

 Adjourned at 7:41

***Next monthly Trustees Meeting:  Monday April 19, 2021 at 6:30 pm ON ZOOM. ****I recommend that we continue meeting on-line for the time being.

Minutes Mon March 15, 2021– 6:30 pm

Trustees On-Line Meeting, Mon March 15, 2021– 6:30 pm

  • Accept Minutes from February meeting.

          Make any additions and/or deletions as necessary.

  • Welcome to Jeannette who was elected as our new trustees.
  • Election of officers
  • Trustee Orientation/Refresher
  • Librarian’s Report —
  • Noting on-going COVID practices
  • Mimi Fund
  • Treasurer’s Report- Richard
  • Fundraising Plan for building project
  • Building Plan
  • Friends of the Library-
  • Raffle

***Next monthly Trustees Meeting:  Monday April 19, 2021 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees On-Line Meeting, Mon March 15, 2021– 6:30 pm

Trustees On-Line Meeting Mon February 15, 2021– 6:30 pm

                                      

  • Welcome interested new Trustee, Jeannette Tokarz

Jeannette introduced herself and then trustees and friends introduced themselves to her.

Meeting called to order at 6:49. Present were Richard Wizansky, Jody Hauser, Lesley Malouin, Jeannette Tokarz, John Shaw, Nika Fotopulos, Laura Lawson Tucker , Sandra Cortes and Cathi Wilken.

  • Accept Minutes from January meeting.

          Make any additions and/or deletions as necessary.

Richard moved and John seconded the January minutes.

  • Librarian’s Report —
  • Noting on-going COVID practices

Cathi reported that the library is now open by appointment, keeping a contact sheet as well as other standard COVID practices.

She is having issues with a new bookkeeping program-being a slow learner.

Discussed how to record patron visits.

  • Treasurer’s Report- Richard
  • Fundraising Plan for building project
  • Building Plan

Richard reported that the library is on track with the budget. The letter brought in more than $9000 and the Mimi Fund has about $1200. Some discussion of the Mimi Fund, which will be taken up next meeting.

Richard has been advised that we should do the archeological study in case we are looking for federal funding for the new building. He is also looking for foundations who might be interested in funding the building.

  • Friends of the Library-
  • Back Roads Stories?
  • Raffle

Jody reported about the Friends’ plan for a COVID sensitive, virtual raffle. Lesley has made a graphic which will appear as a payment button on the Library webpage.

Jody is searching for grants for camp through BS&L and C&S

NEXT MONTH: Elect officers, Trustee orientation/refresher, Mimi Fund

Adjourned at 7:15

***Next monthly Trustees Meeting:  Monday March 15, 2021 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees On-Line Meeting Mon February 15, 2021– 6:30 pm

Trustees Meeting Mon February 15, 2021– 6:30 pm

                     On-Line Due to Covid-19 Situation

                                

  • Welcome interested new Trustee, Jeannette Tokarz
  • Accept Minutes from January meeting.

          Make any additions and/or deletions as necessary.

  • Librarian’s Report —
  • Noting on-going COVID practices
  • Treasurer’s Report- Richard
  • Fundraising Plan for building project
  • Building Plan
  • Friends of the Library-
  • Back Roads Stories?
  • Raffle

NEXT MONTH: Elect officers, Trustee orientation/refresher

***Next monthly Trustees Meeting:  Monday March 15, 2021 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees Meeting Mon February 15, 2021– 6:30 pm

Trustees On-Line Meeting Mon January 18, 2021– 6:30 pm

Called to order at 6:33

  • Accept Minutes from November meeting.
    • Make any additions and/or deletions as necessary.

Richard voted to accept, Judith seconded

  • Librarian’s Report —
  • Noting on-going COVID practices
  • Grant from Vermont Community Foundation
  • What’s coming up during this next month?

Cathi talked about looking into programs that could be used via the website

  • Treasurer’s Report- Richard
  • Fundraising Letter- final report
  • Fundraising Plan for building project
  • Building Plan

Letter was very successful.

The building plan needs an archeological study, once the weather is better.

Richard is doing research of grants for the addition.

  • Acknowledging the passing of Mimi Morton, our Secretary
  • How can the library honor her years of service?
  • Nomination of new Trustee
  • What skills are we looking for

Richard proposed we plant a tree in her honor. Laura proposed a scholarship fund for people who want to pursue writing.

The trustees will contribute to purchase a plant or tree, to be planted once the new building is complete. Nika will lead the planting of the tree. Richard will be the point person.

The money donated in Mimi’s memory will be used for a scholarship fund. We’ll appoint a committee to work on the fund.

Laura was talking with a new neighbor who is very interested in the library. She might be a really person. Judith will call and talk with her.

  • Friends of the Library-
  • Back Roads Stories—current thinking?
  • Anything else to report?
  • Grant Opportunities, discussion?—Jody

Meeting the 24th. There’s interest in doing another Back Roads Stories, it needs a leader.

New Business:

Nika brought up the concern that the library is closed to the public. Is there any chance that it could be open by appointment? Richard explained that it was closed by Executive Order of the Governor, but he will look into the possibility of opening by appointment.

Cathi will send Nika and Richard a list of current library situations throughout the state.

John brought up that we should be thinking who would like to be the next secretary. Election of officers is March meeting, so Cathi will take minutes in February. A new trustee will be elected at March Town Meeting, which will be by Australian ballot.

Meeting ended at 7:15.

***Next monthly Trustees Meeting:  Monday February 15, 2021 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees On-Line Meeting Mon January 18, 2021– 6:30 pm

Trustees On-Line Meeting

                                    Mon January 18, 2021– 6:30 pm

Email staff@guilfordfereelibraryvt.org for a link to the meeting

  • Accept Minutes from November meeting.

Make any additions and/or deletions as necessary.

  • Librarian’s Report — Cathi
  • What’s coming up?
  • Grant from VT Community Foundation
  • Treasurer’s Report- Richard
  •          Fundraising Letter- final report
  •          Report on building plan
  •          Fundraising Plan for building project
  • Nomination of a new trustee
  • What skills are we looking for?
  • Friends of the Library
  • Back Roads Stories
  • Grant opportunities
Trustees On-Line Meeting

Trustees Meeting O-Line

                                    Mon November 16, 2020– 6:30 pm

Called to order 6:31pm.

Present: Nika Fotopulos-Voeikoff, Richard Wizansky, Judith Serkin, Sandra Cortes, Laura Lawson-Tucker, John Shaw, Leah Gessner, Jody Hauser, Lesley Malouin, Linda Hay

  • Accept Minutes from October meeting.
    • Trustees voted unanimously to accept the minutes of October’s meeting.
  • Librarian’s Report – Leah, in Cathi’s absence
    • Leah reported that Cathi is back home and on the path to recovery. Go Cathi!
    • At the library, Leah has been handling Cathi’s duties and keeping things “as usual.” In response to tightening statewide guidelines, Leah and the library’s volunteers reiterate the library’s safety policies such as: locking the back door to direct all traffic through the front door, hand sanitizer is available at the door, quarantining books that come in, librarians and volunteers wear masks at all times indoors, wipe everything down after use, curbside pick-up, etc.
    • Richard confirmed that the Select Board is looking into installing a ventilation system.
    • Richard further reminded us that the Select Board is holding an emergency meeting tomorrow (Tues. Nov. 17) to vote whether to close town buildings to the public. In the case that that motion passes, the library will revert to pick-up only.
    • Leah informed the trustees and friends of the library that “Thank You” letters for the donations that have already come in are sorted into piles on the back computer table, ready for pick-up. Those with letters to pick up were emailed individually.
  • Treasurer’s Report – Richard
    • Richard presented the budget that he and Cathi developed for the coming fiscal year, 2021. Overall, the budget is in line with our current budget, although increasing slightly in spots: cost-of-living salary increases, budgeting a new computer, increased courier rates, etc. Richard moved that the trustees vote to approve the fy’21 budget as presented, to be sent to the Select Board. The motion was seconded, and then the trustees voted unanimously to do just that.
    • Building expansion update: Richard reported that there is not much news to report, other than a site assessment being scheduled with state archeologists as part of feasibility study.
  • Friends of the Library / Programs
    • Jody reported that, after the Halloween celebration, the Friends are looking into grant opportunities and trying to develop more programing ideas, such as a potential online version of Back Road Stories for January.
    • Everybody reported that the Halloween festivities were a success. COVID-friendly guidelines were followed to allow for a safe and fun version of this tradition. Of particular note was the increased collaboration in planning and executing the event. The Library, Friends, Rec Commission, Springs Farm, all chipped in to make a memorable celebration.
    • Nika reported that the Story Train project was moving along. After an initial burst of energy, the momentum has slowed somewhat, but the kids have given rave reviews of the stories generated thus far.

         No new business was introduced, and the meeting was adjourned at 7:07pm.

         ***Next monthly Trustees Meeting: Monday December 21, 2020 at 6:30 pm on Zoom.

Minutes submitted by John Shaw

Trustees Meeting O-Line

GFL & Friends of Library Committee Notes 10-19-20 6:30pm

Accepted minutes from prior meeting: Richard W.

Second: Laura

All: Aye

In attendance: Sandra Cortes, Nika Fotopulos, Richard Wizansky, Leah Gessner, Cathi Wilken, Laura Lawson Tucker, Judith Serkin, Lesley Malouin, John Shaw

Librarian’s Report: People using library for individual needs such as a

concert on Nov 6th by Luke Concannon

Wi-fi available, should be used by townspeople (Laura sees people using outdoor table) but will be challenging in upcoming colder weather.

Leah: Fresh air in winter in building? Looking into purchasing air purifier unit, one large enough for building size/capacity.

Cathi: Library activities quiet, but while away on medical leave in next 2 months, Laura doing Storytime, Leah to do book group, Nika doing story project. Cathi training Leah on routines/process.

Treasurer’s Report (Richard W.):

No money coming in. Expenses are ordinary. Supplies and programming… on track.

Robin & Isaac writing a study for a final report o the building.

Fundraising Letter: Cathi has it, written by Richard last week. Pick up by trustees Weds 10/21/20. Letters and envelopes available at library.

Suggestion to add email list from racial workshop. Maybe put fundraising letter on website homepage? Link to donation button on website homepage? Is there a record of name and amount available? Cathi states a need to figure out how to get the money in PayPal into the library’s account. Suggestion that “Thank Yous” be sent out quicker this year. Trustees should take care of Thank You cards. Cathi to show Leah the routine (1x a week).

Friends of Library:

Registration is needed on flyer/poster. Lesley showed a concept, and sent a PDF for many to proof/edit/amend. Need parking help, volunteers, safety and registration people. Direct people in a circular fashion about the center, homeowners to hand out candy safely. End @ library and walk to playscape. There will be hand sanitizer available, port-a-potty at Springs Farm, and wash station outside of library. Possible need for additional directional signs. Lesley spoke about meeting with Mary Wallace at Springs Farm and some details about the movie screen location and property decorating ideas. Next Friends meeting will flush out more details (date/time?). Re-iterate parking b/t BBCC and library field ONLY. A master list of registrants should be accumulated, Cathi will be the ‘keeper’ of the list.

Laura moved to close meeting, Judith seconded.

Dismissal 7:09pm

GFL & Friends of Library Committee Notes 10-19-20 6:30pm

Trustees On-Line Meeting- Mon October 19, 2020– 6:30 pm

~Video Conference due to COVID-19~

  • Accept Minutes from September meeting.

          Make any additions and/or deletions as necessary.

  • Librarian’s Report — Cathi
  • What’s coming up?
  • Cathi away November, December
  • Treasurer’s Report- Richard
  •          Fundraising Letter
  •          Fundraising Plan for building project
  • Friends of the Library—Presentation of Hallowe’en plan

***Next monthly Trustees Meeting:  Monday November 16, 2020 at 6:30 pm ON ZOOM.

****I recommend that we continue meeting on-line for the time being.

Trustees On-Line Meeting- Mon October 19, 2020– 6:30 pm

Trustees’ Meeting, September 20, 2020

Attending: Cathi Wilken, Richard Wizansky, Ragan Anderson, Mimi Morton, Laura Lawson Tucker, Judith Serkin, Leah Gessner, Lesley Malouin, John Shaw,  Nika Fotopolus, Linda Hay

Absent: Sandra Cortes

Accept August Minutes: The minutes are accepted.

Building Expansion Project Update:   We discussed the capital cost and the funding we need to raise. This is our draft feasibility development budget that covers everything.  Richard will do a prospect list of available funding and other sources.

Librarian’s Report:  Cathi is impressed with the number of members are borrowing audio books.  We are heartened to see how many people enjoy the program.  The more subscribers, the lower the cost per borrower. 

Cathi’s hip replacement in Nov will remove her from action for 2 months but volunteers are stepping in to fully replace her.

We welcome new Friends of the Library members: Lesley Malouin, Linda Hay, and Ragan Anderson. Thank you for supporting  the library!  These new members have wonderful new ideas for Guilford’s 2021 Halloween celebration, including using the Play Scape .  Candy is packaged, families stick together as pods. A fire in a fire bowl? Storytelling. Songs. Parade could be on the gravel path, originating at Library. Ragan will initiate a letter to Friends and Trustees. A future meeting will happen on Zoom with the participation of Friends and Cathi.

Treasurer’s report: Our fiscal year closed evenly. There is nothing to report for this fiscal year which began July 1. 

Judith moves and Richard seconds to unanimous approval that Jim Hayne be appointed as auditor of the Library.

Fundraising Concert:  In view of Covid-19, there is no concert fundraiser that I feasible before Sept. 2021.   We discussed outdoor concerts.  Outdoor crowds are an issue.   Judith suggests we discuss at next month’s meeting. Richard suggests something Covid-imaginative. Do not get stuck on classical music. Amplified band might work for a drive-in outdoor concert. Possible outdoor venues:   Springs farm?  Fair grounds ampitheatre?

New Business:   Outdoor meeting table: Hal Kuhns and Linda Hay each have a 4 by 4 rock.  We are grateful for these donations. The issue is tabled.

John is editing Mimi’s interview to 5 minutes.  It will be part of the Brattleboro Words Event at the Museum in Oct.

Adjournment: 7:12 pm

Next Meeting :   Oct 19, 2020,  6:30pm

Trustees’ Meeting, September 20, 2020

Guilford Library Trustees Minutes of August 17, 2020 Meeting

The remote meeting was called to order at 6:32 PM.

 

Present: Laura Lawson Tucker, Judith Serkin, Lynn Green, Cathi Wilken, Richard Wizansky, Nika Fotopulos, John Shaw

 

Minutes of meeting of July 20, 2020: Approved

 

Presentation of Library Addition Draft Design by Isaac Wagner and Robin Sweetapple:

 

Robin and Isaac discussed the draft design and site plan for the library addition and presented drawings. They described the constraints associated with constructing an addition. The constraints include the location of the well and those posed by historic preservation regulations. Nonetheless, they believe they have created a workable design that adapts to the constraints and creates opportunities for a comfortable, lovely and efficient new library space.

 

 

Librarian’s Report:

 

  • The week of August 17 is the last week of camp
  • The camps have been very successful, averaging 10 campers a week
  • Covid mitigation measures were properly followed and created a safe environment for the campers
  • The library will sponsor an end of summer Zoom party and family picnic on August 26 at 5:30 PM

 

Treasurer’s Report:

 

  • The 2020 end of fiscal year budget report is nearly complete
  • The current YTD budget is on track
  • The trustees will need to discuss at their next meeting how to raise the approximately $10,000 in philanthropic revenue that is budgeted for the current fiscal year

 

Friends of the Library Report:

 

  • Lynn Green is stepping down as president of the Friends group
  • Lynn will continue to support special projects such as helping to create marketing and PR materials
  • The trustees saluted Lynn for her very successful work that includes creating the “little library,” developing the story telling series, developing the Words project interviews and making Halloween parties fun and successful.
  • Linda Hay, Leslie Malouin and Regan Anderson are new members of the Friends group
  • The Friends will move to a non-hierarchical governance structure in which they will divide up responsibilities
  • A number of the new Friends are enthusiastic about working on the library sponsored Halloween party and activities

 

Adjournment: The meeting was adjourned at 7:26 PM

 

Respectfully submitted,

 

Richard Wizansky, Trustee

Guilford Library Trustees Minutes of August 17, 2020 Meeting

Guilford Free Library Trustees Meeting   July 20 , 2020   6:30 pm on ZOOM

The meeting was called to order at: 6:35 PM

 

Attending: Laura, Mimi, John, Richard, Cathi, Lynn, Sandra, Nika

 

Absent : Judith

 

Approve minutes of the June meeting, additions or corrections:   The minutes are accepted.

 

Librarian’s Report: First day of camp. Some changes in attendance . 3 dropped out. 9 campers today , 11 tomorrow.

AM soccer was energetic and happy in spite of the heat.

Guilford Fair lent 3 tents for camp for breakout sessions and relaxation. The campers will use hoola hoops to establish safe spacing. Porto Potty available. Opening procedure with covid protocol was in full operation this morning with no problems.

Handwashing station will arrive soon. In lieu of, we will use hose and soaps.

Face shields are available. Peter says that masks work better for soccer.   Kids can choose mask or face shield.

Food: Library participates in school program: a bag of food for the day delivered for each camper. Good reception by campers.

Sanitizers in place. Details added to strengthen hand washing protocol.

 

In case of VERY bad weather, the BBCC will allow campers to come inside and use first floor.

Liability discussed, given the number of entities involved. We will send documents to Peter for Town’s review.

Library patrons are happy to be back to the library. One family group at a time is allowed in, or materials are left outside for patrons.

 

Library Building Expansion Update: Draft of report is complete. Richard will ask Robin and Isaac to take the Trustees through the draft design at the August meeting.

Future activities: fundraising.

 

Treasurer’s Report:   Our income this year was beyond our estimate. We ended the year on a fine note as a result of much fundraising.

 

Friends of the Library Report: Lynn reports that she is taking on a different role with the library. She is stepping down from being President of the Friends and from the Friends entity and she is moving into Library Special Projects wherever she is needed. More people are interested in joining the Friends, so her place will soon be filled. We ask Lynn to come to the August meeting to be honored for her superb work.

 

Cathi’s Evaluation: if anyone has more input, please send. Most Trustees have sent assessments. Unanimously, everyone appreciates our librarian.

 

New Business: Library has been hosting the Antiracist Book Club. 20 people on average via Zoom. Very positive group experience.   Cathi will put info. on our website

 

Adjournment:7:05 pm

 

Date and time of next meeting:   Aug 15, 2020, 6:30 PM

Guilford Free Library Trustees Meeting   July 20 , 2020   6:30 pm on ZOOM

Trustees Meeting                         Mon July 21, 2020– 6:30 pm

 

  • Accept Minutes from June meeting.

~Video Conference due to COVID-19~

Make any additions and/or deletions as necessary.

 

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)- Building Addition Feasibility Study Timeline Doc attached
  • How is it going since opening the Library?
  • Summer Camps—current plans in regards to COVID health regulations/requirements. How are we ensuring that all campers and teachers’ health will be safeguarded?

 

 

  • Treasurer’s Report- Richard

 

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

NOTE: The Librarian’s annual evaluation will be shared with Trustees in a separate e-mail with an attached document in order to respect confidentiality. The evaluation is a compilation of input from Trustees. At anytime, Trustees are invited to speak with either Laura or Judith if any concerns arise. Cathi’s work as our Librarian received glowing reviews. Laura (Judith is away) will be meeting with Cathi to share the compiled reviews before our Trustees meeting on Monday.

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday August 18, 2020 at 6:30 pm ON ZOOM.

 

****I recommend that we continue meeting on-line for the time being.

Trustees Meeting                         Mon July 21, 2020– 6:30 pm

Trustees meeting 6/16/20 Video conference due to COVID-19

 

  • Attending: John, Laura, Richard, Cathi, Mimi, Lynn, Nika, Leah, Sandra.
  • Absent: Judith
  • Accept Minutes from May meeting. The minutes were unanimously accepted.

~Video Conference due to COVID-19~

 

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • Summary of how the past three months have been while adjusting the delivery of our services to the public during the pandemic. A very busy time. Promotion activities, materials conveyed to patrons, especially books to children. Cathi found herself rediscovering the collection. Patrons were grateful for her espertise. Cathi also spent a lot of time planning for the Library’s Covid-safe opening on Tuesday June 16, 2020.
  • Two small square tents will be set up behind the library.
  • Masks, gloves, and disinfectant are available and required for patrons. 100 face shields were purchased for campers and are anticipated to be popular.
  • CAMP: Peter Welch wants to put on a soccer camp. Grades 4-8, for 5 weekdays during the third week in July. Books about soccer stars and soccer technique will be included. He wants to use the playing field at GCS. This activity will require the rental of a porto potty plus the means of disinfecting it after each use. We need to follow Covid protocol.   Low-contact sports (for example, soccer): no mask is required while playing but mask must be used on the bench (face shield may work, personalized and taken home). More details on Library’s Covid protocol are available on our website and at the Library. Storytime continues on Zoom for the rest of the summer. Curbside book service is ongoing.
  • Laura wonders if we may need a special meeting on proper use of PPEs.
  • Study Group: Reading: HOW TO BE AN ANTI-RACIST.   Led by Tasha Tillman and Sandra Cortes.   ZOOM with a potential to meet in person, social distance style.   Last 4 Thursdays in July, beginning July 9. 6:30 pm, sponsored by the library.

 

  • Building Construction:   BDCC seminar end-June: Budgeting for Special Projects. Cathi will attend.
  • Nika, John and Richard have met with architect and developer. A Timeline has been organized showing steps to be fulfilled to complete our planning grant grant. Trustees are enthusiastic about the architect’s plan. The addition design is becoming refined. Trustees hope to see plans soon.

 

 

  • Treasurer’s Report- Richard We are on track. Only 2 weeks until end of this fiscal year.

 

  • Friends of the Library—Lynn has organized a very successful ZOOMBRARY: story hour on zoom. Every Tuesday. People from all over the country and world sign on.   Last week’s REFORMER featured a story about this project, showing how the library reaches out across the miles. Lynn is considering fundraising for this project. Expanding public relations is a goal: to make the library known in other places. We discussed putting together a brochure about the library’s activities. Richard will work with Lynn on this.

 

  • We discussed more online Library content. Keep website dynamic! Also Facebook page. People are more dependent on websites now that we communicate more remotely.

 

 

  • The Librarian’s annual evaluation.
  • Trustees: please send Laura your feedback about Cathi: strengths and areas that might need improvement—via e-mail by June 22.

 

  • New Business- Cory Sorensen at GCS. Bought 2 cases of books on diversity. He will be on the Library lawn on Wednesday, June 17, to distribute books.
  • Meeting Adjourned 7:24 pm.

 

***Next monthly Trustees Meeting:  Monday July 20, 2020 at 6:30 pm

 

Mimi Morton, secretary

Trustees meeting 6/16/20 Video conference due to COVID-19

Trustees On-Line Meeting Mon June 15, 2020– 6:30 pm

  • Accept Minutes from May meeting.

~Video Conference due to COVID-19~

Make any additions and/or deletions as necessary.

 

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • Summary of how the past three months have been while adjusting the delivery of our services to the public during the pandemic. Plans for opening on Tuesday June 16.
  • Summer Camps—current plans

 

 

  • Treasurer’s Report- Richard

 

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

  • The Librarian’s annual evaluation.
  • Trustees: please send Laura your feedback about Cathi: strengths and areas that might need improvement—via e-mail by June 22.

 

  • New Business- Anything forgotten?

 

 

***Next monthly Trustees Meeting:  Monday July 20, 2020 at 6:30 pm

 

****I recommend that we continue meeting on-line for the July meeting.

Trustees On-Line Meeting Mon June 15, 2020– 6:30 pm

Minutes : May 18, 2020

The meeting was called to order at 6:35 P.M.

 

Present: Laura Lawson Tucker, Sandra Cortes, Judith Serkin. Lynn Green, John Shaw, Richard Wizansky, Nika Fotopulos-Voeikoff, Cathi Wilken, Leah Gessner. Absent: Mimi Morton

 

Motion was made, seconded and approved to accept the Minutes of the April 20, 2020 trustee meeting.

 

Librarian’s Report

 

Cathi reported:

 

  • The courier service resumed May 18
  • The Catamount online service will resume June 1
  • The summer camp schedule is as follows:

July 27-31     grades 2-5    Andy Loughney

August 3-7                grades k-2     Emma Halloway

August 10-14            grades 5-8     Stage and Stream, Maia Gilmour

 

 

New Addition Feasibility Study Update

 

Richard reported that the building addition committee met last week. They reviewed refinements to potential designs for the addition. The committee also discussed next steps which include: Robin to develop a detailed Scope of Work for designing and building the addition; Isaac and Robin to develop a budget for building the addition, including furnishings. Isaac reported that the feasibility study will be completed in late summer 2020. The committee also discussed that a fundraising budget will need to be created for the project.

 

Treasurer’s Report

 

Richard reported that we are on track to meet the income and revenue goals of the current fiscal year.

 

Friends of the Library

 

Lynn reported that the Friends are researching foundation grants for the library. She recently developed and shared a list of foundation prospects for the Friends to review. We recently received a Ben & Jerry’s grant and a Community Engagement Award for $5,000 is being prepared. The trustees also discussed the possibility of using Zoom for the Backroads Stories program.

 

New Business

 

Laura asked if any of the trustees wished to join her in planting flowers around the library. Those interested should email her.

 

Next Trustees Meeting: June 15

 

A motion was made and approved to adjourn at 7:06 PM.

 

Respectfully submitted,

Richard Wizansky

Minutes : May 18, 2020

Trustees On-Line Meeting Due to Covid-19 Situation Mon May 17, 2020– 6:30 pm

  • Accept Minutes from May meeting.

~Video Conference due to COVID-19~

Make any additions and/or deletions as necessary.

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • How the library is responding to patrons’ needs during COVID-19
  • Summer Camps—current plans
  • Treasurer’s Report- Richard
  • Friends of the Library—Lynn
  • Current projects, looking ahead
  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday June 15, 2020 at 6:30 pm

 

 

 

 

 

 

 

Trustees On-Line Meeting Due to Covid-19 Situation Mon May 17, 2020– 6:30 pm

Trustees Meeting Monday, April 20, 2020 6:30 pm.  Via ZOOM during Covid-19 Emergency

Attending: Richard Wizansky, Mimi Morton, John Shaw, Nika Fotopulos-Voeikoff, Judith Serkin, Lynn Green, Cathi Wilkin, Laura Lawson-Tucker, Sandra Cortes

 

Absent: no one!

 

Approval of March Phone Conference Minutes:  Minutes are accepted unanimously.

 

Librarian’s report:  In addition to this month’s printed report: Cathi edited the mitigation letter to show that the librarians will keep basically the same hours ongoing. They have worked alone in the building answering emails and calls, providing new library cards, and helping people with audio book needs.  April’s newsletter is long—5 pages—including a list of all the new books for the last 3 months and the services still provided. Library holds are not possible online.  New participants from far away have come to online storytime. Outside book pickup is popular.  Leah wears gloves and sanitizes all books before putting them out.

Ben and Jerry’s donated $1,000 for this summer’s camp!  This donation will be used to increase camp leaders’ salaries.  Richard recommends that some of the funds be used for direct services for the campers. Cathi and Richard will follow up on this issue.

Cathi, Judith and Laura met by Zoom to support Cathi. They hope all will be well to run camp for the last week of July and first two weeks of August.   If camp is cancelled, they will ask Ben and Jerry’s to reallocate the funds for a later time.

Building Expansion:  Isaac will have a meeting with John, Cathi and Richard in early May about planning.

 

Treasurer’s Report:  Richard reports that we are on track and will be on budget for the end of  fiscal year.

 

Trustees Annual Training:  Cathi and Laura explain  using Zoom, including Chat Box at bottom of the page and protocol for posting documents.

 

Friends of the Library;  The Send a Kid to Camp raffle was very successful.   Backroads Stories will be postposed until late August. The GHS has offered to host an event for us at the Meetinghouse since GCC will be closed for renovations.

Friends will concentrate on fundraising for audiobooks for the library and other needs as they are revealed. Richard praised Lynn’s hard work and leadership.

Next Friends meeting: 3 PM Sunday, April, 26 on Zoom.

 

New Business: A discussion of recording modes for future meetings.  Richard will send Mimi the script for opening remote meetings (see below).

Each trustee will be informed of the amount of the parting gift for Carol Schnabel.

Nika will join John Richard and Cathi on the building committee.

 

The meeting was adjourned at 7:30 pm.

Mimi Morton, secretary

 

               Remote Public Meeting Script

                  for Opening a Meeting

 

 

As Chair of the ___________[insert name of Board, Council, Committee, or Commission], I find that, due to the State of Emergency declared by Governor Scott as a result of the COVID-19 pandemic and pursuant to Addendum 6 to Executive Order 01-20 and Act 92, this public body is authorized to meet electronically.

In accordance with Act 92, there is no physical location to observe and listen contemporaneously to this meeting. However, in accordance with the temporary amendments to the Open Meeting Law, I confirm that we are:

  1. a) Providing public access to the meeting by [telephone/video/other electronic means], with additional access offered through [telephone/video/other electronic means]. We are using _______________ for this remote meeting.[1] All members of the [Board, Council, or Commission] have the ability to communicate contemporaneously during this meeting through this platform and the public has access to contemporaneously listen and, if desired, participate in this meeting by [insert instructions on how to participate in various ways];

 

  1. b) Providing public notice of instructions for accessing the meeting. We previously gave notice to the public of the necessary information for accessing this meeting, including how to access the meeting using [telephone/video/other electronic means] in our posted meeting agenda. [Instructions have also been provided on the town website at:].

 

  1. c) Providing a mechanism for the public to alert the public body during the meeting if there are problems with access. If anybody has a problem, please [insert instructions for reporting a problem]; and

 

  1. d) Continuing the meeting if necessary. In the event the public is unable to access this meeting, it will be continued to a time and place certain.

 

Please note that all votes taken during this meeting that are not unanimous will be done by roll call vote, in accordance with the law.

Let’s start the meeting by taking a roll call attendance of all members participating in the meeting.

Trustees Meeting Monday, April 20, 2020 6:30 pm.  Via ZOOM during Covid-19 Emergency

Trustees On-Line Meeting   Due to Covid-19 Situation   Mon April 20, 2020– 6:30 pm

  • Accept Minutes from March meeting.

(Phone Conference due to Covid-19)

Make any additions and/or deletions as necessary.

 

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • How the library is responding to patrons’ needs during Covid-19
  • Summer Camps—grant received from Ben and Jerry’s

 

 

  • Treasurer’s Report- Richard

 

  • Required Annual Trustees Training—-Cathi and Laura
  • Leading a brief training on a few tools on Zoom to assist in attending trainings, etc. on the Zoom platform.

 

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

 

  • New Business- Anything forgotten?

 

 

 

***Next monthly Trustees Meeting:  Monday May 18, 2020 at 6:30 pm

Trustees On-Line Meeting   Due to Covid-19 Situation   Mon April 20, 2020– 6:30 pm

Trustees Meeting Held at the Guilford Free Library 4024 Guilford Center Road Mon Feb 10, 2020– 6:30 pm

trustees are invited to join by skyp (preferred) or phone notify Laura your preference by Sunday at 5 pm

  • Accept Minutes from February meeting. Make any additions/corrections as necessary.

 

  • Welcome, Nika. Orientation

 

  • Covid 19 Mitigation Plan

 

  • Librarian’s Report — Cathi

 

  • Building Expansion Project Update (Cathi, Richard, John)

 

  • Treasurer’s Report- Richard

 

  • Friends of the Library—Lynn
  • Raffle Report

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday Mar 20, 2020 at 6:30 pm

Trustees Meeting Held at the Guilford Free Library 4024 Guilford Center Road Mon Feb 10, 2020– 6:30 pm

Guilford Free Library Board of Trustees MeetingTuesday, Feb 10, 2020

Attending: Laura Lawson Tucker, Mimi Morton, Lynn Green, Sandra Cortes, John Shaw, Cathi WilkenAbsent: Richard Wizansky, Carol Schnabel, Judith Serkin
Accept minutes of the January Meeting; Correction: Cathi is contacting all STAFF from summer camp 2019, not all Campers. The minutes are accepted as corrected.
Librarian’s Report: Digital, including audio books, are increasingly popular. The library plans to lease more of them. Leah’s book group is thriving. The library borrows book group selection from Catamount online. Courier’s price has increased. Last summer’s camp coordinator will return. We are seeking a counselor for the K-grade 2 campers.Building Expansion Project: Cathi and Richard are meeting with architect/designer Robin Sweetapple Feb. 12 to look at plans.Fundraising Letter: Still some donations coming in.
Town Meeting: The library will set up a raffle table in the hall, as usual. We will focus the table on camp visuals since proceeds from the raffle will support summer camp. A “send a kid to camp” banner will be made and placed outside the library and then moved to Town Meeting. Sandra will ask the “cricket” people at GCS to help with press on lettering. and will provide a status update for Lynn. John will help situate and hang the banner.We will contact Jodi to see if Emmet can help at the raffle table. We need to gather everyone’s tickets prior to the drawing. Lynn and Cathi will set up the day before town meeting at 4PM. On town meeting day, volunteers need to be at the table by 9:30 AM . Lynn and John will be at the table during the morning. We need to choose a person to draw the ticket (Eliza Frehzee?) Let Rick know that the drawing will take place AFTER LUNCH. At town meeting, Laura will propose the slate of officers and summarize the library’s 2019 activities. The trustees discussed the contents of her summary.Carol’s term as trustee is ending. We are grateful for her many years of diligence and creativity on behalf of the library. We discuss and choose whom to nominate to replace Carol.
Treasurer’s Report: There is no financial report yet this month because the board meeting is taking place one week earlier than usual. A report will follow later this month and be included in the March minutes.
Friends of the Library: The Back Roads Stories Valentine event was another success. We need storytellers for the next event, in May. No theme yet. Raffle ticket sales are going well. Friends will investigate raising funds to cover courier service fees for ILL. Thank you, Friends. And thank you Lynn for your initiative and care on behalf of the library.
New Business: None
The meeting ended at 7:55 pm.Next Meeting: Monday Mar. 16, 2020, 6:30
Mimi Morton, secretary
Guilford Free Library Board of Trustees MeetingTuesday, Feb 10, 2020

Trustees Meeting Mon Feb 10, 2020– 6:30 pm

  • Accept Minutes from Jan meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • Fundraising letter thank yous- ANY MORE??

 

  • Town Meeting—Who is doing what?

 

  • Treasurer’s Report- Cathi (Richard has a Selectboard meeting)

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead. RAFFLE!!!!

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday Mar 16, 2020 at 6:30 pm

 

 

 

 

 

 

 

 

 

Trustees Meeting Mon Feb 10, 2020– 6:30 pm

Trustees Meeting Mon., Jan 20, 2020

The meeting was called to order at: 6:45 pm

 

Attending: John Shaw, Cathi Wilken, Judith Serkin, Laura Lawson Tucker, Mimi Morton, Lynn Green, Carol Schnabel

 

Absent: Richard Wizansky, Sandra Cortes

 

Minutes of the Nov. Meeting: No Dec. meeting was held. We accepted the minutes of the Nov. meeting.

 

Librarian’s Report: Cathi is preparing for the 2020 summer camps. A letter will go out at end of Jan. to all past campers. This summer’s theme, “Telling Our Stories,” is also the national theme for libraries all over the country. Cathi is proposing storytelling, rather than STEM subjects, as the core of each camp experience. Being out of doors will continue being central to camp life. Older campers may write down their own stories. Lynn Green suggests that campers organize an evening of telling their stories as part of the Back Road Stories program. John suggests a podcast. Cathi will organize and sharpen the focus of each camp.

Winter sports: Knitting continues on Tuedays from 12:15 to 2:15 pm.

Building expansion: Architect Robin Sweetapple measured the library’s dimensions inside and out and will come up with a plan in Feb.

Isaac promises the planning grant will be finished soon. Richard is staying on top of this work being completed in a timely manner.

Cathi updated the board on continued donations in response to our annual appeal letter. We have nearly met our estimated total! One donation was sent, by mistake, to the Guilford, Connecticut Free Library. Cathi is working on untangling that confusion.

The cello concert raised more funds than ever before!

 

Treasurer’s Report: Cathi worked with Tucker in Richard’s absence. THANK YOU, TUCKER, FOR STEPPING IN TO HELP! Cathi reviewed budget details with the board. We are on track. Our finances are looking good.

We discussed: perceived fundraising goals, the benefit of maintaining a sustainable budget, and the reality of annual budget increases and employee wage incrreases. We will continue discussing budget goals at the April board meeting.

 

Friends of the Library Report: Today is the launch of the Library’s annual raffle! Prize: $200 gift certificate to T J Buckley’s. Lynn distributed each trustee’s ticket package, including raffle statistics for the last 9 years compiled by

Becky Anderson. THANK YOU, BECKY! We have raised a total of nearly $17,000!

Lynn will hang a banner outside the library: “10th Anniversary Raffle to Benefit: SEND A KID TO CAMP.” THANK YOU, Lynn, for your imagination and hard work!

2 potential storytellers are on deck for the Feb. 9 Back Road Stories program: Valentine Love Stories.

The Friends meeting is scheduled for Jan 26, 3 pm at the Library. Subject: fundraising.

This summer, Back Roads Stories will feature stories by the summer camp kids.

 

New Business: Carol Schnabel will step down at the end of her term on Mar. 3. THANK YOU, CAROL, for you many years of devotion to the library. We are now looking for a new trustee.

 

Adjournment: 7:45 pm

 

Next Meeting: Feb. 10, 2020

Trustees Meeting Mon., Jan 20, 2020

Trustees Meeting, Mon Jan 20, 2020– 6:30 pm

  • Accept Minutes from Nov meeting. (No meeting in December) Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • Fundraising letter thank yous

 

  • Treasurer’s Report- Richard

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday Feb 17, 2020 at 6:30 pm

(Laura will be away- Richard or Judith head up the meeting?)

Trustees Meeting, Mon Jan 20, 2020– 6:30 pm

Guilford Free Library Trustees Meeting Mon Nov 18, 2019

Attending: Richard Wizansky, Laura Lawson Tucker, Lynn Green, Cathi Wilken, Carol Schnabel, Mimi Morton, John Shaw, Judith Serkin

Absent: Sandra Cortes

 

Accept Minutes from Oct meeting. The minutes are accepted.

 

Librarian’s Report — The library is full every day of the week! Knitting has begun with 4 adults and 3 children. During Jan.-Feb. 2020 winter sports, we will include knitting, a winter finger exercise. We received several donations to honor Carol’s aunt Hildegard Bachert. Eric Jones has helped to expand the offerings of the library webpage, including the capacity to donate online.

Action Step: Remove Becky Anderson from list of Trustees and add John Shaw.

Thank you, Home Schoolers, for taking good care of our spaces, inside and out.

We will need a new tent for outdoor activities next summer since BBCC will be closed for construction and unable to provide shelter.

Action step: move round wooden table into cellar and buy a new canopy.

 

Building Expansion Project Update (Cathi, Richard, John) Nothing new to report.

 

Fundraising letter: we are on task with thank-you letters.

 

Treasurer’s Report- Richard. We are on track with our year-to-date budget.

Action step: Cathi will speak to Tucker about what should and should not appear in the operating budget.

Proposed 2020 budget was discussed. The Friends will raise $14,150. We are requesting $35,000 from the town. Richard moved and Laura seconded the Budget, which was unanimously approved.

Action step: Richard will contact Isaac Wagner.

 

Friends of the Library—Lynn. The Trustees will pitch in with the Friends to sell raffle tickets. The prize is a $200 gift certificate to T.J. Buckley’s. The Friends are also pursuing grants. Thank you, Jodie Hauser for your work on grant finding. The next Back Roads Stories is scheduled for Feb. 9 at 3:00 pm.Topic: Love Stories. The First Brattleboro Words podcast, an interview with a Guilford writer, will be put on the Library website.

 

Guilford Center Halloween Celebration—Laura.

In spite of uncertain weather, the Halloween celebration was a great success with over 90 people attending from 5 pm until after dark. The Library can always use more help decorating and cleaning up after this popular event.

 

New Business- The Library cellar is dangerous full.

Action step: Organize a cellar spring cleaning in May.

Carol’s studio sale takes place this Fri.Nov. 22, 3-8 pm

and Sat., Nov. 23. 10 am-4 pm.

 

Meeting adjourned: 7:23 pm

 

***Next monthly Trustees Meeting:  Monday Dec 16 , 2019 at 6:30 pm

 

Mimi Morton, secretary

 

 

 

 

 

 

 

 

Guilford Free Library Trustees Meeting Mon Nov 18, 2019

Trustees Meeting • Mon Nov 18, 2019– 6:30 pm

  • Accept Minutes from Oct meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • Building Expansion Project Update (Cathi, Richard, John)
  • Fundraising letter thank yous

 

  • Treasurer’s Report- Richard

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

  • Halloween Guilford Center Celebration—Laura

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday Dec 16 , 2019 at 6:30 pm

 

Trustees Meeting • Mon Nov 18, 2019– 6:30 pm

Library Trustees Meeting Monday, Oct. 21, 2019, 6:30 pm

Attending: John Shaw, Laura Lawson-Tucker, Cathi Wilken,
Richard Wizansky, Mimi Morton, Lynn Green, Judith Serkin.
Absent: Carol Schnabel, Sandra Cortes
Accept Minutes of Sept. meeting with any additions or
corrections: The minutes were accepted.
Librarian’s report: Cathi. New groups are starting: Big and
Littles, a parent and young child play group has begun.
A knitting group will meet the 2 nd and 4 th Wednesdays of each
month from 1-3pm, beginning in November. The Library is
offering Knitting as a Winter Sport! Sarah Haydock is leading
the group. The Library received a $50 donation from the
Selectboard in honor of outgoing Selectboard Chair, Sheila
Morse.
Building Expansion Project: Cathi, Richard, John. Nothing
happening at the moment.. Historic preservation report
available. More reports soon.
Treasurer’s Report: Richard. We are on track. We netted
$2,928 from a superb concert by Judith and friends. We have
expended 18% of our expense budget and we are 33% through
the fiscal year.
Friends of the Library Report: Lynn. Friends will help with the
Halloween Party. Scary Stories is set for Nov 1 at 7:30 pm at
BBCC. Back Roads Stories may be recorded and put on our
website, at the storyteller’s discretion.

2

Friends is researching future grants. WORDS project
interviews with writers will be posted on Library website.
Lynn wants to expand the Friends group. Trustees should send
the names of prospective Friends to Lynn. Friends can involve
themselves even if they are unable to attend meetings.
Fundraising letter is the next project for Friends and Trustees.
Friends will take the lead on staging the Raffle at Town
Meeting March, 2020.
Guilford Center Halloween Celebration: Thurs., Oct. 31, 5pm
Details: Cider drop offs (4 gals.) at Laura’s by Wednesday Oct.
30.
Mimi will drop off 4 doz. donuts at Library by noon, Oct. 31.
Set up: Thursday, 9 AM. Lynn will coordinate.
Clean up: Books and possible Crafts Clean up in Library Oct 31
night in advance of Home Schoolers at 9 AM on Nov. 1.
Fundraising Letter was distributed.
New Business: none
Adjournment: 7:45 pm
Next Trustees Meeting: Mon., Nov. 18, 6:30 pm
Mimi Morton, secretary

Library Trustees Meeting Monday, Oct. 21, 2019, 6:30 pm

Trustees Meeting Mon Oct 21, 2019– 6:30 pm

ABSENT: Carol and Sandra

 

  • Accept Minutes from Sept meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • INCLUDES: Building Expansion Project Update (Cathi, Richard, John)

 

  • Treasurer’s Report- Richard

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

  • Halloween Guilford Center Celebration- Thursday, Oct 31 at 5 pm
  • Go over details. Cider and donuts? Clean up?

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday Nov 18 , 2019 at 6:30

 

 

Trustees Meeting Mon Oct 21, 2019– 6:30 pm

Trustees Meeting Mon Sept 16, 2019– 6:30 pm

                       ABSENT: Laura (Judith will Chair the meeting)

 

  • Accept Minutes from Aug meeting. Make any additions and/or deletions as necessary.

 

  • THANK YOU TO EVERYONE for a job well done with the concert AND the Guilford Fair!! PLEASE SEND INPUT AND SUGGESTIONS for the next fundraising event to Laura.

 

  • Librarian’s Report — Cathi
  • INCLUDES: Planning Grant Update (Cathi, Richard, John)

 

  • Treasurer’s Report- Richard

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead
  • Organizing THANK YOUS for the concert and fair

 

  • Guilford Fair details—Cathi
  • How did it go? Suggestions for next year.

 

  • Halloween Guilford Center Celebration- Thursday, Oct 31 at 5 pm
  • Organize who will do what task. (Laura will run the storytime at the Meeting House, Tucker will play accordion. Who will decorate and clean up at the Library? Cider? Donuts?)

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday October 21, 2019 at 6:30

 

Trustees Meeting Mon Sept 16, 2019– 6:30 pm

Board Trustees and Friends Meeting Mon Aug 19, 2019– 6:30 pm

Present: Carol Schnabel, Sandra Cortes, Judith Serkin, Leah Gessner, Laura Lawson-Tucker, John Shaw, Cathi Wilkin, Mimi Morton; Friends: Lynn Green, Jody Hauser, Amber Hunt

Absent: Richard Wizansky

 

  • Accept Minutes from July meeting: The minutes were accepted.

 

  • Welcome to the Friends of Guilford Free Library!

 

  • Librarian’s Report –
  • Preliminary camp report: All 4 camps have been a roaring success. 49 children total. 11 or 12 each day. Each week 2 apprentices, fulfilling their Community Service, were a big help. All campers were from Guilford. Matt Ballentine, camp coordinator, was essential this summer’s camp success. The budget of $2500 covered 5 teachers. Other donations: $100 gift cards from P and C. $200 for STEM from C&S. $300 from Guilford Church. $100 from Food Pantry pending. Total funds spent on camps: $2400.
  • Regan who works for CC for G is starting a playgroup for babies and toddlers. Hot dog roast budget: $75.
  • We are grateful for recent Library donations made by parents of campers and other wonderful Guilfordites.
  • We are proud of our camps as a Guilford treasure using all our Guilford Center resources, as documented in photos. Good old fashioned summertime in the country.

 

  • Treasurer’s Report- Cathi reports in Richard’s absence. We have just started the new fiscal year. We are doing well.

 

  • Fundraising Concert- Fri Sept 13 at 7:30 pm
  • Committee Reports
  • Publicity: Lynn is writing press releases due out at end of week when Judith may be available for interviews. The concert program is in process with a deadline at Lotus: Aug. 26. Tickets, posters, post cards are finished. Bravo Lynn!
  • Road signs: Richard Wizansky? Lynn will confirm. Sign boards are available from FOMAG and GCC.
  • FPF (Lynn); Facebook (Sandra), email blast(     ).
  • Program: thanks to all volunteers appears on the program; mention that musicians are donating their time and their art. Carol provides update on sponsors. A stapled second page in the program is considered to accommodate sponsors and logos. Lynn will discuss with Lotus.
  • Rentals: Mimi has ordered tents and accessories. Will contact Rentals Plus for the invoice. Tent set up Thursday, not Friday.
  • Desserts: Library drop off at side door of Library: 6:30 AM to 6:00 PM Friday Sept. 13. Jody will unlock side door. Baking should be labeled. Carol will then make tiny cake signs. 20 bakers. Ask bakers to bake easily sliceable cakes or easily handled finger sweets.
  • Beverages and Supplies: Laura. Coffee, tea, milk, sugar, fake sweetener, ice, coffee and tea pot (BBCC) Water: from Laura’s. Glass container from BBCC or 5 gal. water cooler. Carol has 2 nice water coolers. Lemons, ice, Laura. Mimi: 2 glass pitchers. Amber will make coffee and tend it at the Library during concert.
  • 2 comp tickets for each musician; Franklin syrup
  • Event setup on Thurs and Fri.: Laura and Cathi have Meetinghouse key.
  • Decorating: Mimi, Carol, Laura. Helpers needed from list.
  • Judith brings chairs and lights for musicians.
  • Laura will rent port-o-potty to be set up on the Carpenter Road side of the Library.
  • Parking- Tucker, Rick? John, Larry? field; 2 helpers at BBCC field. 1 handicap helper outside the meetinghouse. Helpers to move desserts after intermission from Library to outside the Meetinghouse.. Cleanup help 10 PM: Interior of Meetinghouse. Dishes hosed off and into racks. Cathi: cash box ($5, $10, $20). Box office under the tent: Richard and Todd?
  • Decorating under tent and in Meetinghouse: Friday morning. Trash cans, tables, table cloths, etc set up on Friday day. Paper napkins and towels needed (Carol, Cathi)
  • All evening volunteers need to arrive by 5:30pm on Friday

 

  • Friends of the Library—Lynn

Storytelling event Thursday Aug 22, This is the second such event and we anticipate riveting stories.

Scary Stories: Nov.1 Part of Guilford Center’s Halloween Celebration!

 

  • Library Expansion –John and Cathi: Richard, Cathi, John are meeting with Isaac.

 

  • Guilford Fair details—
  • Our new water plan! Cooler donated by Roger Wilkin. We will sell our overrun of plastic bottled water by donation. We discuss selling metal water bottles $10. Consensus approval. Logo discussed. (Musicians receive complimentary water bottles after concert.)
  • Sandra: sell slices of pie at the Library booth. We table this potentially wonderful idea until next year.
  • Cathi will assign shifts for fair.

 

  • New Business- Cathi’s evaluation tabled to Sept.

 

***Next monthly Trustees Meeting:  Monday September 16 , 2019 at 6:30

 

Mimi Morton, sec’y

Board Trustees and Friends Meeting Mon Aug 19, 2019– 6:30 pm

Trustees Meeting Mon Aug 19, 2019– 6:30 pm

                                   

 

ABSENT: Richard

 

Friends of Guilford Free Library will attend this meeting

to be part of Sept 13 concert planning.

 

 

  • Accept Minutes from July meeting. Make any additions and/or deletions as necessary.

 

  • Welcome to the Friends of Guilford Free Library!

 

  • Librarian’s Report — Cathi
  • Report on camps

 

  • Treasurer’s Report- Cathi will report- Richard is away

 

  • Fundraising Concert- Fri Sept 13 at 7:30 pm
  • Committee Reports

 

  • Friends of the Library—Lynn

Storytelling event Thursday Aug 22, current projects, looking ahead

 

  • Library Expansion –John and Cathi
  • Planning Grant update—anything to report??

 

  • Guilford Fair details—Who is taking a lead here?
  • Our new “water plan!”
  • Other details

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday September 16 , 2019 at 6:30

Trustees Meeting Mon Aug 19, 2019– 6:30 pm

Board of Trustees Meeting Monday, July 15, 2019 6:30 pm Outside! Under the tent

Attending: Laura Lawson Tucker, Mimi Morton, Leah Gessner,
Cathi Wilken, Sandra Cortes, Carol Schnabel, Lynn Green
Absent: Richard Wizansky, John Shaw, Judith Serkin
Minutes of the June meeting: Carol Schnabel was present but
her name was omitted from those attending. The minutes are
accepted with this correction.
Librarian’s report: Cathi hired Matt Ballentine to coordinate
the camps with Cathi, thus reducing her time at this task. Last
week, the first week of camp, saw fewer children than enrolled
due to unforeseen circumstances. Nonetheless, camp was
excellent. Kids made robots and programmed them to their
computers. They took off time to swim and then showcased
their work at end of camp with parents attending. This week,
the K-3 camp is lively with 9 participants. The kids love the
stone box. The third camp is upcoming.
11 kids are enrolled in Stage and Stream camp during the
second week of August. Five volunteers will help.
Trustees will write thank you notes to organizations that
donated to camp.
Jake Dixon asks if the ski shed she is donating should be free
standing, attached or moveable. We need a moveable shed, not
attached to the building. The shed will be built by high school
students.
Audio books are very popular this month. Vacation
entertainment.

2
Treasurer’s report: The preliminary budget for fiscal year end.
We are on target and looking forward to the concert
fundraiser.
Cello Concert. Fri. Sept. 13, 7:30 pm Thanks to Sandra for
organizing a Details Document ( a live document that trustees
can consult and edit) in Google Docs.
Committee Reports: Trustees should add their reports to
Google Doc as they are completed.
Publicity: ongoing; Sponsors: ongoing (Carol); Printing
deadline Aug. 13; Rentals (Mimi has ordered tent, tables,
dessert plates, etc.).Desserts: Sandra and John are in charge.
Mimi, Carol, Lynn, Carol, Laura, Friends of the Library and
others will bake. Trustees should ask people they know are
good bakers to create a yummy offering.
Desserts, drinks will be set up AFTER intermission.
Library sitter during the concert; ( Larry? Crystal? )
Port-o-Potty Laura will call Houghton’s.
Beverages and Supplies: Laura : Pitchers of water, not water
bottles.
Decorating: Laura: Fairy Lights; Flowers: Carol; Mimi, Laura
Franklin syrup: Carol
Parking and cleanup (also on AM of Sept. 14) Laura, Lynn,
John, Friends
Also needed: Helpers to set up and clean up, serve cake, usher,
direct cars in parking.
Library Expansion: The Library received a Planning Grant
from the state of VT! We will start moving forward.
Memorandum of Understanding with the Town: Nothing new
to report.

3
Friends of the Library: Lynn is keeping Friends informed about
trustee activities.
The next Back Roads stories takes place August 22 at 7 pm.
Volunteers are needed for our booth at the Guilford Fair.
New Business: none
The meeting was adjourned at 7:57 PM.
Next Meeting: Monday, Aug. 19, 2019, 6:30pm
Final prep for Sept. 13 concert. Friends of Library join us.
Mimi Morton, secretary

Board of Trustees Meeting Monday, July 15, 2019 6:30 pm Outside! Under the tent

Trustees Meeting Mon July 15, 2019– 6:30 pm

 

  • Accept Minutes from June meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • Report on camps

 

  • Treasurer’s Report- Richard

 

  • Fundraising Concert- Fri Sept 13 at 7:30 pm
  • Committee Reports

 

  • Library Expansion – Richard/John and Cathi
  • Planning Grant update

 

  • Memorandum of Understanding with the Town—Richard, Cathi
  • Anything to report?

 

  • Friends of the Library—Lynn

Storytelling event, current projects, looking ahead

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday August 19 , 2019 at 6:30*

*The Friends of the Library will join us as we make final preparations for the Sept 13 concert.

 

 

 

 

 

Trustees Meeting Mon July 15, 2019– 6:30 pm

Trustees Meeting June 17, 2019, 6:30 pm

 

Attending: Laura Lawson Tucker, Lynn Green, Richard Wizansky, Mimi Morton Cathi Wilken, Judith Serkin, Sandra Cortes

 

Absent: John Shaw, Leah Gessner

 

Approval of June minutes: We accepted the June minutes with gratitude to the Secretary.

 

Librarian’s Annual Evaluation: Trustees should send Laura input by July 1.

 

Librarian’s Report: May report: camp enrollment is mounting. At least 6 children enrolled for each session except Stage and Stream with 3. If enrollment doesn’t rise further, Cathi will put ads in the media July 1.   Mia Gilmore may be able to return to teach. Cathi reports that we need a camp program coordinator.

 

Treasurer’s Report: June report is the same as May. We’ll discuss closing fiscal year report at July meeting.

 

Fundraising Concert, Friday Sept. 30:   We established who does what and distributed 2017 concert organizing notes as templates.

Stage manager- Laura

Sponsors- Carol

Rentals- Mimi

Tickets- Lynn (and Becky)

Publicity, Marketing, PR- Richard and Lynn

Bakers- John and Sandra and Friends

Servers- Friends

Beverages and Supplies- Laura and a Friend

Parking-

 

For better concert organizing, Sandra will create a Google Doc of categories which trustees can add to.

Concert Title: Autumn Celebration

 

Library Expansion:   We should receive news about our planning grant soon.

 

Friends of the Library: The second storytellers hour will be held Aug. 22. Title: Back Road Stories.

Joint Friends/Trustees social meeting will take place on Aug. 19, 6:30pm Refreshments.

We need someone to sand and marine varnish a round wooden table procured by Laura to be used outside. Laura will approach Robin Frehsee. We seek curved benches to surround the table.

 

Monthly Calendar Check-in: Librarian evaluation takes place this month. Trustees should submit their evaluations by July 1.

 

New Business: none

 

Adjournment, 7:20 pm

 

Next Meeting: Monday, July 15, 6:30 pm

 

Mimi Morton, secretary

 

 

 

 

 

 

Trustees Meeting June 17, 2019, 6:30 pm

Trustees Meeting Mon June 17, 2019– 6:30 pm

 

  • Accept Minutes from May meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Annual Evaluation: Can each Trustee send me your input by July 1 for Cathi’s annual evaluation—what is Cathi doing well and what could be improved—we will discuss during the July meeting. After I receive your input, Cathi and Judith and I will meet with Cathi to review all input in time for the July Trustees Meeting.

 

  • Librarian’s Report — Cathi
  • Summer camps update
  • Second summer teacher needed for Stage and Stream- any ideas from anyone? Second week of August.
  • Cross Country winter sports equip shed–UPDATE

 

  • Treasurer’s Report- Richard

 

  • Fundraising concert: Friday, September 13 at 7:30 pm.

Who will chair, or co-chair or join which committee?

Let’s organize!

 

Committees: BEFORE EVENT: Rentals; Set-up/Cleaning Meeting House; Desserts/Volunteers; Advertising/Marketing; Program/Sponsors; Decorating/Cleaning the Meeting House;

DAY/NIGHT of Event: Set up and serving of desserts; Parking; Box Office; Ushering; Clean-up

 

Some of these committees involve a lot of work ahead of time, and some are tasks for the night of the event. It seems to me it would be best if each Trustee/Friend could help with both pre-event tasks as well as tasks the day/night of the event.

The committees that require a lot of work before the event: Desserts/Volunteers; Marketing/PR, and Sponsors/Program. (Rentals is a quick easy phone call or two). Let’s all help together to spread the work among our extended large group that includes the Friends.

 

What are we doing about tickets? Are we using tickets? Are we selling them ahead of time? Pros and Cons? (Does purchasing a ticket encourage a commitment to attend the event?

 

  • Library Expansion – Richard/John and Cathi
  • Planning Grant update

 

  • Friends of the Library—Lynn
  • Current projects, looking ahead

 

  • From our Monthly Calendar: Gift Cards for Guilford Fair; Friend’s Volunteers Social—–our thoughts?

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday July 15 , 2019 at 6:30

Trustees Meeting Mon June 17, 2019– 6:30 pm

Trustees Meeting Mon May 20, 2019– 6:30 pm

 

  • Accept Minutes from April meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi
  • Includes: Update on Jody writing a grant for a summer camp.
  • Second summer teacher needed for Stage and Stream- any ideas from anyone? Second week of August.
  • Cross Country winter sports equip shed–UPDATE

 

  • Treasurer’s Report- Richard
    • REMINDER: DATE for the fundraising concert:

Friday, September 13 at 7:30 pm.

Who will chair, or co-chair? Committee Heads? Let’s organize!

 

  • Library Expansion – Richard/John and Cathi
  • Planning Grant update

 

  • Memorandum of Understanding with the Town—Richard, Cathi, Laura (MOU Attached to the e-mail)

 

  • Friends of the Library—Lynn
  • Storytelling event, current projects, looking ahead

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday June 17 , 2019 at 6:30

 

 

 

Trustees Meeting Mon May 20, 2019– 6:30 pm

Trustees Meeting Monday, April 15, 2019 6:30 pm

Attending: John Shaw, Cathi Wilken, Richard Wizansky, Judith Serkin, Carol Shnabel, Laura Lawson Tucker, Mimi Morton, Lynn Green, Leah Gessner. Howard Burroughs representing VT Library Association (VLA).

Isaac Wagner, development consultant.

 

Absent: Sandra Cortes

 

Approval of minutes of March meeting: Minutes are accepted.

 

Howard Burroughs speaks to us about VLA conference, May 21,22 in Davis Center, Burlington. A Library and a Trustees and Friends Conference. Jason Broughton, new VLA president, will speak. Carpooling available with Brattleboro Library.

 

Librarian’s report: We need more promotion for summer camps and a second teacher for Stage and Stream 2nd week of August.   Book weeding is proceeding thanks to Library volunteer Nika. These weeded books are accumulating in the library basement for a future book sale by us or others.

 

Library Expansion: The trustees approved Laura’s signing of the commitment letter to match funds in the event that library’s application to the VCDP is accepted. A public hearing at the Selectboard on library expansion went well.

Isaac Wagner updated us on planning grant strategies given the complex nature of our library’s expansion plan. We are mindful of the need to include in our plan the library’s outreach to low income residents and the removal of architectural barriers as per ADA. Isaac will help us blend wants and needs with budget realities. Isaac completed the environmental review. He reviewed letters of support from local organizations.

John updated us on an opportunity to apply for a grant from the USDA in partnership with BBCC. Details to follow.

 

Treasurer’s report: We are on track.

 

Friends of the Library report: We are grateful for Lynn’s email update. April 28, 3 pm is next Friends meeting. Jake Dixon will approach Windham Foundation for support for building the ski shed behind the library. May 9 is storytellers night.

 

New Business: none

 

Next meeting: Monday, May 20.

 

Mimi Morton, secretary

 

Trustees Meeting Monday, April 15, 2019 6:30 pm

Guilford Free Library Trustees Meeting Mon April 15, 2019– 6:30 pm

  • Accept Minutes from March meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Update on Jody writing a grant for a summer camp.

  • thank you cards- Cathi
  • Treasurer’s report

 

 

  • Library Expansion – Laura and Richard

Match funding committment letter

  • Friends Group— Lynn/Cathi

 

 

  • New Business- Anything forgotten?
Guilford Free Library Trustees Meeting Mon April 15, 2019– 6:30 pm

Guilford Free Library Trustees Meeting March 25, 2019

The meeting was called to order at   6:30 by Laura Lawson Tucker ,         .

 

Attending: Laura Lawson Tucker, John Shaw, Mimi Morton, Carol Schnabel, Cathi Wilken, Leah Gessner

 

Absent: Richard Wizansky, Judith Serkin, Sandra Cortes, Lynn Green

 

Approval of February minutes: We unanimously approved Feb. minutes.

 

Librarian’s Report: New date for cello concert: Sept. 13, 2019. RBDigital was out of commission for a month but is now back in service.   Skis will be stored in cellar pending construction of Rec. Commission ski shed.   Guilford Cares medical equipment is now able to be stored in our cellar. Laura suggests the equipment be bar coded for access online. John suggests expanding to allow storage of a wide variety of useful tools which we would make accessible online. John suggests a seed library. He will discuss seed library project with the newly form Food Security group.

Cathi has request camp descriptions for next library newsletter. We need a second teacher for Stage and Stream.

 

Treasurer’s Report: We are on track. Cathi reports for Richard and answers his written questions. We have shifted to Friends of the Library budget. Gas, webpage (future), ploughing, lawn, payroll, insurance and some books are paid for by town. We pay electric bill, phone, fiber optic and get some solar credit from Cathi and Roger. Addresses for thank you notes distributed. Cathi will print more thank you notes.

 

Renovation project: Richard, Laura and John met with

Development Consultant Isaac Wagner. Isaac has:

  • met with the addition”committee”
  • got the select board to warn the necessary public meeting about the application
  • got the select board’s written authorization to move forward with the application
  • worked with Peder to be the town’s liaison for the application
  • brought an architect to the library to discuss the project
  • articulated there will be land boundary and septic issues that need to be solved before anything can be done and is working on potential solutions (collaboration with BBCC).
  • made it known that we need letters of support from Guilford nonprofits and others
  • Laura will update the Board on the previous bullet point

 

Friends Group: The Words Project interviews with local authors is under way and Mimi was the first interviewee. More to follow! Lynn plans to edit and post on Library webpage.

Thurs., May 9 Don McLean heads up the first story time for grownups which he will curate. He would like help

 

New Business: ELECT OFFICERS. Slate: Pres. Judith, Laura; Treasurer: Richard; Sec’y, Mimi. We vote unanimously on officers for 2020.

Next Meeting: Monday, April 15, 2019.   Mimi Morton, Sec’y

Guilford Free Library Trustees Meeting March 25, 2019

Guilford Free Library Trustees Meeting Mon March 25, 2019– 6:30 pm

ABSENT: Richard, Judith

 

  • Accept Minutes from February meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Update on Jody writing a grant for a summer camp.

 

Treasurer’s Report- Cathi (Richard will not be attending our mtg he has a selectboard mtg) Confirmation of NEW DATE for the fundraising concert: Friday, September 13 at 7:30 pm. Who will chair, or co-chair?

 

  • Annual Appeal- Cathi

Any final thank you letters to write

 

  • Library Expansion – Laura and Cathi

Reporting on Isaac’s work as our Consultant who is writing the Planning Grant.

 

  • Friends Group— Lynn/Cathi

Update on Brattleboro Words Project; Wrap up of implementing the raffle—how was it? What to do differently next time? Anything else?

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday April 15, 2019 at 6:30

 

Guilford Free Library Trustees Meeting Mon March 25, 2019– 6:30 pm

Library Trustee Meeting Monday, March 4, 2019

Attending: Richard Wizansky (by phone), Laura Lawson, Tucker, John Shaw, Leah Gessner, Lynn Green, Mimi Morton, Cathi, Wilken, Sandra Cortes

Absent : Carol Schnabel, Judith Serkin

 

The meeting was called to order at: 6:45 pm

 

Approval of minutes of the last meeting: We accepted the January minutes unanimously.

 

Librarian’s Report: The cello concert is scheduled for

Fri., Sept.13, 2019 at 7:30 pm

Cathi will post this summer’s Camp dates at the school and in the library.

Laura updated the Planning Commission on our proposed Library renovation and expansion as well as other plans for Guilford Center. Harry Evans introduced a vote of unanimous support for all the Library is doing.
We set up shifts at the Library table at Town Meeting. Laura will represent us at Town Meeting. John will nominate from the floor. The raffle drawing will take place after lunch.

 

Treasurer’s Report: We are on track. Cathi will send Richard this month’s report.

Our annual appeal has exceeded the goal. We reviewed and winnowed the donor list.

 

Library Expansion: Richard recommends we approach Isaac Wagner, a consultant, to help with a Planning Grant* (due by April 16), which provides our critical path. Prior to April 16, a public meeting must be warned at which Isaac lays out the plan. We unanimously voted to hire Isaac as our development consultant for $5,000.

*The Planning Grant provides$15,000 which we use to obtain a Feasibility Study with environmental and architectural drawings. Next, we apply for an Implementation Grant.   Richard and others will meet with Isaac Friday, March 8.

 

Friends Group: Raffle: so far so good! Lynn will collect all remaining tickets to sell before Town Meeting. She will compile a grand list of ticket buyers to use next year.

Adult story group is moving along. Podcast: Mimi will be interviewed by a high school student.

 

Next Trustees meeting: Monday, March 25 2019, 6:30 pm.

 

Mimi Morton, secretary

 

 

Library Trustee Meeting Monday, March 4, 2019

Trustees Meeting Mon March 4, 2019– 6:30 pm

ABSENT: Richard, Judith, Carol

 

  • Accept Minutes from January meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Upcoming rescheduled visit to the Planning Commission THIS WED. Does anyone want to attend with Laura? Update on Jody writing a grant for a summer camp grant.

 

  • TOWN MEETING Laura and Leah

Includes: Scheduling/Confirming shifts for the Library Table; Who can assist with helping Cathi/Leah with setting up/transporting our table display; Who will represent the Library from the floor if questions come up anytime about the Library; Who will nominate Richard and Sandra for another term?

 

  • Treasurer’s Report- Cathi (Richard will not be attending our mtg—by phone—he has a selectboard mtg)

 

  • Annual Appeal- Cathi

Any final thank you letters to write; 2019 Annual Appeal NAME CHANGES (tabled from last month)

 

  • Library Expansion – Laura and Cathi

Reporting on Mtg with Isaac—Consultant— who can help us with the Planning Grant.

 

  • Friends Group— Lynn/Cathi

Includes: Raffle tickets—how is everyone doing selling? Update on Brattleboro Words Project; anything else?

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday March 18, 2019 at 6:30

Trustees Meeting Mon March 4, 2019– 6:30 pm

Guilford Free Library Trustees Meeting Mon. Jan. 21,. 2019.

Attending: Leah Gessner, Cathi Wilken, Sandra Cortes, Laura Lawson Tucker, John Shaw, Carol Schnabel, Judith Serkin, Lynn Green, Mimi Morton
Absent: Richard Wizansky

Minutes of Dec. 2018 meeting: The minutes were accepted unanimously.

Librarian’s report: A healthy flow of books and services passed in and out. The home-school group is ‘massive,’ according to Cathi. Thirteen children, plus parents filled the library.
Skis are being distributed to children for the season, thanks to the Recreation Commission. Jake Dixon is writing a grant to fund the building of the ski shed behind the library. The original prefab metal shed was deemed inadequate and returned.
Laura will go to the Planning Commission to discuss a vision for Guilford Center and to share the Library’s expansion plans as part of that vision. Laura will refer to the Library’s strategic plan and the fact that the Library is becoming too small for library users and activities.
The addition and funding of a fourth camp session devoted to STEM activities is being discussed.
The Library calendar will be printed soon.

Treasurer’s report: In spite of our Treasurer Richard being absent, we are on track. Cathi is working on creating a new bookkeeping system to enable all funds to flow through the Friends account.

Annual appeal: The annual appeal has been successful. We slightly exceeded our goal!
We will have a conversation at the next budget setting about our annual appeal goal.
Update on donors: 10 new donors. An inventory of returned envelopes and unanswered appeals will be taken up at the Feb. meeting.

Library expansion: we are up to date on our effort.

Friend’s group: Meeting on Sunday, Jan. 27 3-4 pm. Mimi will attend. Two new Friends have joined!
Lynn will be working with Adrian, the tech support person at GCS, on podcast technology and creation. In a new project, high school students will interview local writers.
Raffle tickets were distributed. Lynn suggested and the Board agreed that raffle funds be used to support Library summer (camp) reading programs. THANK YOU BECKY ANDERSON for lists and general advice on the raffle.
Lynn suggests an adult story hour, possibly patterned on The Moth VPR show, and held at the Community Center. Thank you, Lynn, for your initiative and creativity!

New Business: there was no new business.

Next meeting: Feb. 25, 2019 at 6:30 pm.

Mimi Morton, secretary

Guilford Free Library Trustees Meeting Mon. Jan. 21,. 2019.

Trustees’ Meeting Agenda 1/21/19, 6:30 PM

  • Accept Minutes from December meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Collaboration with Recreation Commission- snowshoe and metal shed update; Upcoming visit to the Planning Commission per the request of Shelia Morse (Selectboard Chair) to get connected with their visioning for Guilford Center and our visioning for the Library and expansion—collect Library Trustees ideas to send with Laura who will attend this meeting this Wednesday; Give Trustees revised Annual Calendar.

 

  • Treasurer’s Report- Richard

 

  • Annual Appeal- Richard and Cathi

WE MADE OUR GOAL!!! Thank you letters; review names on master list—any to delete or add?

 

  • Library Expansion – Richard

Reporting on December 26 visit with the Selectboard, re: building expansion

 

  • Friends Group— Lynn/Cathi

Meeting Sunday January 27 from 3- 4 pm—any Trustees who can attend? Give raffle tickets to all Trustees for selling; Update on    Brattleboro Words Project; anything else?

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Monday February 18, 2019 at 6:30 pm**** LAURA WILL BE AWAY—Judith or Richard, can you chair that meeting?

Trustees’ Meeting Agenda 1/21/19, 6:30 PM

Trustees Meeting Dec. 17, 2018, 6:30 pm

Attending: Mimi Morton, Richard Wizansky, Laura Lawson-Tucker, Cathi Wilken, Judith Serkin, Lynn Green, Leah Gessner

Absent: Carol Schnabel, Sandra Cortes, John Shaw

November minutes: We accepted the minutes of the November meeting

Librarian’s report: The Library is working with the Recreation Commission on a cross country ski borrowing project. Skis, boots, poles to be kept at library with snowshoes. Storage shed to be built after holidays out near the line of trees.
Town is developing a new website on which Library will be a link, developed by Eric Jones, using our current address, and reducing our current costs. It may look as it does now but he won’t be using the Wix site (current web curator). Eric will set up a Paypal component for donations. We should add a Friends page to our new site. Grand idea!
Cathi is exploring an IT camp for older kids this summer with help from Adrian, the IT person at GCS,, Cathi and Jody Hauser will pursue funding.
Cathi and Laura will go to the Selectboard to explain our expansion plans and to seek a planning grant from the VT Community Development Corp.
Cathi will be writing the town report within the next 2 weeks. She plans to make this year’s entries in the Town Meeting Book more concise and, this, briefer than in previous years.

Treasurer’s report: We are on course for being halfway through the year. Annual appeal letter is nearly halfway to its optimal amount, same as at this time last year.
Cathi is working on a new budget presentation which will show the percentage spent of the projected amount for each line item.

Annual appeal: So far we have 83 donors of whom 7 are new! A number of people have returned after several years of not giving.

Library Expansion: See Cathi’s report. She and Laura go to Selectboard on Dec. 26 to present our plan.

Friends Group: John Kersey has sent out queries to middle school kids about interviewing our local authors. So far no one has stepped forward.
A new Friend has joined the Friends Group, Amber Hunt, a Marlboro College librarian. Two other potential Friends are expressing interest. Great work, 
Lynn!
Raffle: Peter Havens dinner. Lynn will print 300 tickets using Becky Anderson’s raffle lists and template. Richard will speak to the restaurant.

Yearly Calendar: We revised the annual calendar.

Strategic Plan 2017-2020. We reviewed the document. We have accomplished a lot! Biggest change: the formation of our Friends group.

New Business: Lynn proposes an adult story time at which local writers can share their work and storytellers can recount their tales. Thank you, Lynn!

The meeting was adjourned 7:25 pm.

Next Trustees Meeting: Mon., Jan. 21, 2019 at 6:30 pm

Mimi Morton, secretary

Trustees Meeting Dec. 17, 2018, 6:30 pm

Guilford Free Library Board Meeting Nov. 19, 2018, 6:30 pm

 

Attending: Cathi Wilken, Laura Lawson Tucker, Richard Wizansky, Judith Serkin, Lynn Green, Mimi Morton, John Shaw, Carol Schnabel. Sandra Cortes.

Absent: no one.

Approval of the Sept. minutes: The Sept. minutes were approved and accepted. No October meeting so no minutes for Oct.

Librarian’s Report: The Home School group is meeting at the Library regularly on Fri. mornings and the room is full. The library is busy except Sunday and Monday. Cathi would like Story Time on one of those days if someone can be hired to lead it. Rec. Commission wants to offer skis and poles for people to check out, in addition to our snowshoes. New trails being cut. We are in favor! One of the Rec. Commissioners wants to build a shed for skis and poles. The Library will be in charge of the lending system.
There is a hole in a library wall left over from insulation job. Cathi will contact the town about filling the hole.
Dennis Franklin assesses the furnace as adequate.

Treasurer’s Report: We reviewed the budget for fiscal 2020. Income is reduced in 2020 because we’re not scheduling a concert that year. Actual fiscal year we will have concert is uncertain. Spring of fiscal 2019 or fall of fiscal 2020. We accepted 2020 budget unanimously.

Annual appeal: Thank you letters are distributed. Total so far: over $2,000.

Library Expansion: We approved the library addition vision plan that Laura and Cathi to the SB. Once the town agrees to our plan, we will move on to a VCDP proposal. We must determine who writes the proposal: someone we hire or someone the town uses. We must get on the SB agenda a.s.a.p. (Dec. 10?). John and Richard are guiding the process.

Friends Group: We are moving along with Bratt Words Project. Working to get students to interview Guilford writers. Need more names!
John Kersey is finding h.s. students to do this as community service. Podcasts forthcoming, made available through our website (help from Jodie and John?).
Raffle: Friends are taking it over. Info to come.
Jodie will be working with Cathi to write grants for summer camps.
We are recruiting more friends!

Halloween was a great success. 100 people. Fine weather, costumes, music. Magical luminaria. The entire village was illuminated. Tucker, on accordion, led the Halloween parade to the Meetinghouse for stories. In future, the Library needs help decorating on the Sunday before Halloween and taking down decorations on the day after.
.
New business: Sandra mentioned that some 4th graders and older kids wanted to be included in Halloween. Alumni of early Halloweens should be encouraged to come. GCS kids should remember to bring Unicef boxes.

Sandra suggested putting a donation button on the Library website. Cathi will research cost specifics.

Sandra suggested putting our Friend search on Library Fbk page, FPF, and in GCS Fbk page.

We voted to adjourn at 7:40 PM.

Next meeting: Mon. Dec. 17, 6:30 pm

Guilford Free Library Board Meeting Nov. 19, 2018, 6:30 pm

Guilford Free Library Trustees Meeting Mon November 19, 2018– 6:30 pm

  • Accept Minutes from October meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Report on furnace cleaning; Collaboration with Recreation Commission

 

  • Treasurer’s Report- Richard

     THE BUDGET for Fiscal Year 2020

 

  • Annual Appeal- Richard and Cathi

Thank you letters

 

  • Library Expansion – Richard

Anything to report or discuss to keep moving us forward?

 

  • Friends Group— Lynn/Cathi

     Includes: Brattleboro Words Project; Raffle; anything else?

  • Halloween Celebration Oct 31

Brief summary, includes notes for next year, e.g., we need help with decorating the weekend before and clean up on Nov 1

 

  • New Business- Anything forgotten?

 

***Next monthly Trustees Meeting:  Mon Dec 17 at 6:30 pm****

 

Guilford Free Library Trustees Meeting Mon November 19, 2018– 6:30 pm

Guilford Free Library Trustees Meeting Mon October 15, 2018– 6:30 pm

  • Accept Minutes from September meeting. Make any additions and/or deletions as necessary.

 

  • Librarian’s Report — Cathi

Includes: Report on furnace cleaning; Guilford Center Halloween festivities sponsored by the Recreation Commission

 

  • Treasurer’s Report- Richard

 

  • Annual Appeal- Richard and Cathi

Trustees receive letters/envelopes/addresses to prepare for mailing

 

  • Library Expansion – Richard

Any follow up as a result of our meeting with Katie and her suggestions?

 

  • Friends Group— Lynn/Cathi

     Includes: Date for Friends Annual Meeting;

     Brattleboro Words Project; How is Little Free Library doing? Raffle?

  • Halloween Celebration Oct 31

Who will help? Donations of cider and donuts? Decorate? Clean up?

 

  • New Business- Anything forgotten?

 

Next monthly Trustees Meeting:  Mon Nov 19 at 6:30 pm****

***Can we change to Mon Nov 12 because of Thanksgiving?

 

 

 

 

 

 

 

 

Guilford Free Library Trustees Meeting Mon October 15, 2018– 6:30 pm

Trustees On-Line Meeting Mon January 18, 2021– 6:30 pm

To request a link, email staff@guilfordfreelibraryvt.org

  • Accept Minutes from November meeting.

Make any additions and/or deletions as necessary.

  • Librarian’s Report — Cathi
  • What’s coming up?
  • Grant from VT Community Foundation
  • Treasurer’s Report- Richard
  •          Fundraising Letter- final report
  •          Report on building plan
  •          Fundraising Plan for building project
  • Nomination of a new trustee
  • What skills are we looking for?
  • Friends of the Library
  • Back Roads Stories
  • Grant search
Trustees On-Line Meeting Mon January 18, 2021– 6:30 pm