Guilford Free Library Trustee Meeting -Monday April 15th 2024

Guilford, Vermont

Meeting in person and on zoom

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, John Shaw, Judith Serkin, Josh Nelson, Sandra Cortes, Nika Fotopulos

Others present: Cathi Wilken (Librarian), Lesley Malouin (Friend), Amber Hunt (Chair of Friends)

Trustees Absent: None!

Meeting began at 6:39pm

Accepted minutes of March monthly meeting.

Librarian’s Report – Cathi

There has been a big increase in downloads of audio books and ebooks through Palace and Libby apps in the last year. 

Our patron visits to the Library have steadily increased back to pre-covid numbers.

In March, there were 2 early release days from school, that led to afternoons at the Library for 19 and 12 children each time, they got to enjoy eclipse activities with Tosha Tillman as the lead instructor and Cathi. The eclipse party was a success with 40ppl present, the sun was shining, everyone was outside, there were 2 telescopes for use, one was projecting onto a box. 

There was a Friends and Trustee Committee Meeting for programs and services.

Lesley made a fabulous new website!

Josh is in the middle of installing the solar system markers.

Our WiFi expires in June, Josh is helping Cathi to figure out a new plan/system.

Treasurer’s Report – John

We are on track!

Hiring Process – Josh and Judith

Erika posted the position 2 weeks ago. There is one applicant so far.

The next step is to formalize an interview process. When John was doing research for the MOU he came across a state recommendation for a process and rubric for evaluating candidates. John will send this on to all Trustees. 

The position posting will be edited to include an application deadline of May 1st. 

Judith and Josh will collaborate to determine the details of the hiring process, and will send this to the rest of the Trustees as soon as they have it worked out.

Strategic Plan 2023-26 check-in

1. We are still ADA non-compliant. We had an assessment and now know the areas of focus to address, the parking area, the bathroom and smaller adjustments of the space.
2. Programming for adults increased with Art Club, which is looking for a new facilitator and organizer. There are new programs underway such as Cribbage Club meeting every other Tuesday afternoon from 3:30-4:30, and Story telling with the game re-memory. Join Judith and Nika this Saturday the 20th from 2-4pm at the Library to play re-memory. Nika is looking into organizing ASL classes.
3. The solar system project is providing new visibility of the Library in the community. John had the idea of creating a Library card holder campaign. 
4. There was a discussion about considering a new goal to increase our Library’s fluency with technologies both for PR and internal Library systems. Sandra and John will talk and bring this to a future meeting to be considered in our strategic Plan.

Grants Discussion

Take aways from the conversation:

-The Library Director and the Town must be informed about all the grants being applied for by the Friends group.

-We also need to keep track of all the past and present applications, their dates, their awards, and whether it was granted to the Town or the Friends.

-Sandra will send a Grants google doc she started last year for all to see and add to.

Building Project Update 

We unanimously voted to appoint Judith and Jeannette as the ADA Compliant Task Force. 

They will be in touch with the architects from Bennington and Robin Sweet Apple to get their opinions and ideas for addressing our Bathroom and Parking lot changes, likely at a consultation fee of $500 or less.

Classical concert at the Meeting House

Trustees unanimously voted to approve the 4 Cello Concert of Judith and Friends on September 7th at the Meeting House. Details still need to be worked out with the historical society regarding the rental of the Meeting House.

Friends of the Library update – Amber

April 20th at 9am on zoom is the next Friends quarterly meeting. The raffle prizes are to be finalized at this meeting. There is a blurb in the next gazette about the raffle concert. 

Amber is stepping down as chair of the Friends group. She feels they need to re-evaluate that the Friends are efficiently covering the obligations of the Friends group. The services and programming committee has been active and encompasses most all of the Friends, maybe this has been too much of a distraction and dilution of the Friends collective energies.

The raffle concert is scheduled for June 7th from 5-7 at the Fairgrounds. Any ideas to contribute to the offerings of this evening are welcome.

Thank you Amber for holding the chair position to fill the need all this time.

And gratitude for Emma helping organize the raffle concert from Africa.

Meeting adjourned 8:19pm.

Next Monthly Trustees Meeting is May 20th at 6:30pm at the Library or on Zoom.

Minutes by Secretary,

Nika Fotopulos

Guilford Free Library Trustee Meeting-Monday March 18th 2024

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, John Shaw, Judith

Serkin, Josh Nelson, Sandra Cortes, Nika Fotopulos

Others present: Cathi Wilken (Librarian), Lesley Malouin (Friend), Davida

Bagatelle

Trustees Absent: None!

Meeting began at 6.39pm

Accepted minutes of February monthly meeting

We welcomed our new Library Trustee, Josh Nelson, to the team.

Trustees unanimously elected the slate of officers below for the next year:

Co-chairs: Laura Lawson Tucker, Judith Serkin

Treasurer: John Shaw

Secretary: Nika Fotopulos

Review Trustee Handbook

Judith and Leah put together a refreshed handbook compiling the many

documents to orient Josh and all trustees to the Library and their role as elected

trustees of a municipal Library. Laura put the docs into binders.

We agreed to move the review of the strategic plan to April to give Josh time to

look it over.

John gave all present a refresher on open meeting law from his training 7 yrs

ago. Some key guidelines:

Meeting agendas must be posted at least 48hrs ahead of time.

We must stick to the agenda.

Meeting minutes must be posted after the meeting.

A meeting is a quorum (4 Trustees) whether in person or on email discussing

matters relating to the Library. Email exceptions are made to schedule meetings

and coordinate logistics.

We had an overview of our FY ‘25 annual budget.

All Trustees are encouraged to thoroughly reread the newly compiled handbook.

Librarianʼs Report – Cathi

Lesley is working on a new Guilford Library website that is more user friendly.

She is committed to having it ready by April 1st, no joke ;).

The next few weeks of programming at the Library will be focused on the

Eclipse. There will be Friday and Monday events/activities at the Library starting

this Friday, like making an eclipse viewer, a changing color critter craft, making a

pocket for eclipse tools and more.

The week before the eclipse, Cathi will visit each classroom at the school to

share about the eclipse. There are enough viewing glasses for all the students.

Josh is working on the planet markers for the drivable universe installation, and

is planning to have it set up before the eclipse.

Treasurerʼs Report – John

We are on track!

Our fundraising goal is $1400 from itʼs end of year target and we still have the

raffle concert in June budgeted at $2500.

Librarian Job Description – review and plan hiring process

Trustees unanimously voted to have Judith and Josh make up a subcommittee

to plan and implement the hiring process for the new Librarian Director.

We reviewed and made some edits to the Job description.

Building expansion update

Jeannette shared her research into grants available for Vermont Library

expansion projects. The relevant grantʼs application period is this Fall, for a

Spring/Summer 2025 building project.

The accessibility report on our Libraryʼs facility and grounds is available in a hard

copy at the Library. A digital copy of the report will also become available when

the new website is launched in a couple of weeks.

Jeannette will be in communication with Erika to keep the town involved and

aware of the Trustees plans for any future building projects.

Friends of the Library update

Next quarterly meeting is April 30th at 9am, this meeting will be focused on the

details of organizing the raffle concert.

There will be a programs and services meeting March 30th at 9 am.

New Business

John shared that Diane Frost of the Historical Society gave him an update that

the Meeting House renovations are now complete and the space is now

operational. The Historical Society is welcoming of the Library using the Meeting

House for programming.

There will be a public open house event June 1st from 1-3pm.

Lesley shared a viewing of the new website in progress. Everyone was very

pleased with the look and user friendly layout. Thank you so much Lesley for all

your great work!

Meeting adjourned at 8S20pm

***Next monthly Trusteeʼs meeting is Monday April 15th 2024 in person and on

zoom

Minutes by Secretary,

Nika Fotopulos

Trustees In-Person or On-Line Meeting – Mon March 18, 2024– 6:30 pm – corrected

                                    

Join Zoom Meeting

https://us02web.zoom.us/j/82354813502?pwd=eS9pcDg1N1dIeWpMY2VYaHU5enhmUT09

Meeting ID: 823 5481 3502

Passcode: 000967

One tap mobile

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·      Accept Minutes from February meeting.

          Make any additions, corrections and/or deletions as necessary.

·      Welcome Josh, elect officers

·      Review Trustee Handbook

·      Librarian’s Report — Cathi

·      Treasurer’s Report- John

·      Librarian Job Description-review and plan hiring process

·      Building Expansion Project Update-anything needed for accessibility

·      Friends of the Library

                  •   membership

Programming and Services

Co-chairs: Judith and Laurie Carter. Other members: Nika, John, Deb Albright, Josh Nelson, Ragan Beebe, Patrice Pennington, Gabe Maulucci

Building and Grounds

Co-chairs: Richard and Josh Nelson. Other members: Laura, Jeanette, Laurie Carter, Linda Hay, Amber Hunt

Outreach and Marketing

Co-chairs: Sandra and ??

• committee reports
  • Building & Grounds
  • Programs & Services

·      New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday April 15, 2024 at 6:30 pm

Trustees In-Person or On-Line Meeting -Mon February 18, 2024– 6:30 pm

Join Zoom Meeting

https://us02web.zoom.us/j/82354813502?pwd=eS9pcDg1N1dIeWpMY2VYaHU5enhmUT09

Meeting ID: 823 5481 3502

Passcode: 000967

One tap mobile

+13126266799,,82354813502#,,,,*000967# US (Chicago)

·      Accept Minutes from February meeting.

          Make any additions, corrections and/or deletions as necessary.

·      Welcome Josh, elect officers

·      Review Trustee Handbook

·      Librarian’s Report — Cathi

·      Treasurer’s Report- John

·      Librarian Job Description-review and plan hiring process

·      Building Expansion Project Update-anything needed for accessibility

·      Friends of the Library

                  •   membership

Programming and Services

Co-chairs: Judith and Laurie Carter. Other members: Nika, John, Deb Albright, Josh Nelson, Ragan Beebe, Patrice Pennington, Gabe Maulucci

Building and Grounds

Co-chairs: Richard and Josh Nelson. Other members: Laura, Jeanette, Laurie Carter, Linda Hay, Amber Hunt

Outreach and Marketing

Co-chairs: Sandra and ??

• committee reports
  • Building & Grounds
  • Programs & Services

·      New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday April 15, 2024 at 6:30 pm

Guilford Free Library Trustee Meeting- Monday February 19th 2024

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, John Shaw, Judith Serkin, Richard Wizansky, Nika Fotopulos

Others present: Cathi Wilken (Librarian), Amber Hunt (Friend), Lesley Malouin (Friend)

Absent: Sandra Cortes 

Meeting began at 6:34pm

Accepted minutes of January monthly meeting

Librarian’s Report – Cathi

Story time happened on Saturday, it was still a small turnout, but might take a few times for it to be well known.

The Library has a telescope, but Cathi needs help figuring it out, Rick Zamore offered to give Cathi a hand. 

With the possibility of cloudy weather for the day of the eclipse, a computer and projector will be set up at the BBCC to live stream the event for viewers. There will also be a potluck in the evening for all to join on April 8th. Jeannette will help with set up.

Summer camps: still being organized, but aiming for the last 2 weeks of July and first 2 weeks of August. 

Library’s Internet plan expires June 30th, and Cathi needs support in finding a new plan to replace it. Amber Hunt will help Cathi craft a plan to move forward with this internet change. 

Treasurer’s Report – John

We are on track!

Pre-Town Meeting presentation 

Since we are requesting an increase in budget from last year, the Library budget increase will be a separate article at town meeting.

John, Laura and Judith have been working on a presentation to address this increase, they have 3 mins at Pre-town meeting. Lesley will help them convert it to a PowerPoint. 

Once ready, this PowerPoint or document will be made available on the town and Library websites, as well as posted on FPF and possibly printed to hand out at town meeting. 

We hope many people will make it to Town Meeting, bring your friends!

Thank you John, Laura, Judith and Lesley for all your hard work to get us ready for Town Meeting!

The town Report is available online now at GuilfordVt.gov 

Librarian Job Description review is tabled for next month, after town meeting.

Building Project Update

We discussed possible State grants to apply for and to subsequently contact Jed Bloom to help us with the applications. Amber will find the appropriate grant, Jeannette will review it, Laura will contact Jed.

libraries.vermont.gov/capitalprojectgrants

Friends of the Library update

Concert/Raffle fundraiser is scheduled for Friday June 7th from 5-7pm at the Fairgrounds with Rear Defrosters and Matt Valentine performing.

Amber is the chair by default, they are looking for a new chair for the Friends group, still in process.

New Business

The Guilford Guide: a draft about the Library has been sent and will have the opportunity to be revised before it gets printed. 

Richard has been a Library Trustee for over 25 years. We shared our appreciations for him and all his hard work and dedication to the Library. Thank you Richard, we will miss you!

If you want to join a Tea party in late April to celebrate Richard, be in touch with Laura.

Richard made his final motion to adjourn, it was seconded by Judith, we all agreed. 

Meeting adjourned 7:31pm

Next Monthly Trustee’s Meeting Monday March 18th at 6:30pm

Minutes by secretary,

Nika Fotopulos

Guilford Free Library-Trustees On-line and In-person Meeting

Monday January 15th 2024

Trustees present: Laura Lawson Tucker, Judith Serkin, Sandra Cortes, John Shaw, Jeanette Tokarz, Nika Fotopulos

Trustee Absent: Richard Wizansky

Others Present: Cathi Wilken (Librarian)

Meeting began 6:36 pm

Accepted minutes from December monthly Trustee meeting.

Librarian’s Report – Cathi

Eclipse events are coming up and permission has been granted to set up stakes for the planets in the solar system installation. Josh Nelson is on the task of getting the stakes in the ground.

Jan 21st from 1-2:30 pm, this Sunday, Genna Nethercott will be leading a writing workshop with an eclipse prompt. No need to reserve a spot, just show up!

Jan 20th at 10:30 am, there will be a weekend special storytime.

Cathi is considering taking one of the computers away to make more space since they are not being used frequently.

Treasurer’s Report – John

We are on track.

The letter has raised $8 175 up to date, this is above our budgeted amount of $7 500.

Librarian’s Job Description

Cathi wrote a draft of the job description and Laura and Judith edited it. Trustees and Cathi further discussed the elements of the job description and edits were made. John, with the support of Laura, Judith and Sandra will work to clear up confusion in the ‘oversee budgeted funds’ section.

Erika will help with posting the job description when it is ready to go out.

Our estimated timeline:

Post the job in March

Interviews will take place in April

The new Librarian will start July 1st (2 week overlap with Cathi)

Building Expansion

Peter Johnke from VT Center for Independent Living (VCIL) came for a visit of our Library and did a thorough check of of the building and made suggestions for change to make our building more ADA compliant.

A few key changes were identified:

• the parking area and its access to the library

• the thresholds and door handles

• the bathroom

Richard sent an asset management inquiry to select board to clarify the funds we have access to for a  Library building renovation/expansion.

When the Trustees determine more exactly what scope of renovation/expansion we want to take on and with communication from Erika to determine the funds available to the Library in the Town’s asset management fund, we can hire a skilled designer for this work on the building.

Trustee Nominations

The Trustees voted to nominate Sandra Cortes and Josh Nelson.

Thank you Richard for your decades of service to the Library!

Thank You Letters

Pick them up! there are more every day.

Update From Friends

The Friends are meeting January 20th at 9 am via zoom.

No new Business

Meeting adjourned 8:03 pm

**Next Monthly Trustees Meeting is Monday February 19th at 6:30 pm.

Minutes by secretary, Nika Fotopulos

Guilford Free Library Trustees on-line Meeting (not in-person due to rain storm)

Monday, December 18th, 2023

Trustees present: Nika Fotopulos, John Shaw, Judith Serkin, Richard Wizansky, Laura Lawson Tucker
Others present: Cathi Wilken (Librarian), and Lesley Malouin (Friend)
Trustees absent: Jeanette Tokarz, Sandra Cortes

Meeting began at 6:33 pm

Accepted the minutes from November monthly meeting.

Librarian Report – Cathi
Covid tests are available for patrons (24 boxes).
Storytime has dwindled to mostly one family. Starting in January there will be a storytime once a month on Saturdays. Laura and John offered to do a storytime if needed.
The eclipse activities are starting to take shape. The solar system is being mapped out and plans are underway to place a post to mark each planet and their relative distance from the Sun (the Library).
A creative writing workshop with the eclipse as a prompt event will take place on Sunday Jan 21st at the Library, with back up bigger space at BBCC.
After school kids programs will do some activities, and Cathi will also go in the classrooms to share about the solar system/eclipse.

Treasurer’s Report – John
We are on track. We are approaching the half way mark in our fiscal year.
Interest from CDs are going to amount to $5000 for the year.
Laura stepped in for John at the town Budget meeting, and presented why we are asking for a higher amount for the coming budget.
John will be at the Friends meeting to inform all of them with the whys of our new budget request.
The appeal letter is at $2000 for now. The letter went out later than usual, so these numbers are low for this time of year.
Trustees accepted the treasurer’s report.

Revise Yearly Calendar
Discussion to increase the number of people that we send the appeal letter to. We plan to be ready and send out the annual appeal letter earlier in 2024.
Possible June 2024 strawberry festival to celebrate Cathi and give thanks to the friends/volunteers/Trustees. To be further discussed in January.
We are adding to the calendar visits with selectboard in October and April to keep the them and the town informed of the Library’s activities.
Program and services committee are meeting February, May, August and November.
Succession plan schedule will be fleshed out at our January meeting.

Review Town Report
Richard is helping to write the report with Cathi and Judith will edit.

Review and Update Long-Range Plan
This was reviewed in September. Our plans are being worked on. We will revisit it in March.

Building Expansion Project Update
Judith got in touch with the director of Vermont Center for Independent Living, he will be coming on January 12th at 10:30am for a visit of the Library, or the 19th if the weather is bad. Laura, Judith and John will be there.
Richard has a list of space planners to send an RFP to for our future building project. We still need a budget range for the project. We will continue working on this in April.

Fundraising Letter – Thank yous
They can be picked up as of tomorrow, Tuesday 19th, at the Library.

Friends Update
Library website needs some updating and Lesley has offered to redesign and update the content. Big thank you Lesley!
The next Friends meeting is January 20th at 9am.
John will find out at that meeting who will be chosen to report on the new sub-committees at the trustee’s meetings.

No New Business

Meeting adjourned at 7:42 pm

*Next Monthly Trustees Meeting is Monday, January 15th, 2024 at 6:30pm.

Minutes by Secretary, Nika Fotopulos

Guilford Free LibraryTrustees in-person and on-line Meeting

Guilford, Vermont

Monday, November 20th, 2023

Trustees present: Jeannette Tokarz, Sandra Cortes, Nika Fotopulos, John Shaw, Judith Serkin, Richard Wizansky
Others present: Cathi Wilken (Librarian), and Amber Hunt (Friend)
Trustee absent: Laura Lawson Tucker

Meeting began at 6:40 pm

Accepted the minutes from September monthly meeting.

Librarian Report – Cathi
There has been a lot of use of the e-bikes.
A donation was made of a popcorn popper, this is available to be loaned out.
The original grant to help us with the internet connection (which was good for 5 years) is running out in a few months time.
We are applying for a grant from the state to help cover the costs. Research is already being done concerning the new equipment that will be required to keep our internet capabilities running. Two of the Friends, Josh and Gabe, are working on this grant together with Cathi.

Treasurer’s Report – John
Current budget for the year is on track.

MOU
It was approved by the Selectboard after the Town attorney made some e dits with more legalize.
VLCT gave ideas to address Sheila Morse’s concerns about HR expertise of the town vs the trustees. They offered the use of the VLCT HR staff person for our future needs.
Jeannette will approach Sheila, Erika and Elly to see if they have any concerns or proposed amendment to the MOU for HR policies.
All voted in favor of accepting the MOU with the Town.
Each trustee will sign the MOU document.

Budget Discussion and Vote
Request to the Town is a formal letter that John wrote to explain why our numbers have increased for the next fiscal year to the Selectboard and the Town at large. We are requesting to increase the salaries (includes 3% increase for all employees, Library Director wage to come up to standard and 32 hrs/week) and receive support for books and services (asking for minimally: collections, catamount network and courier fees). We all thought this letter was beautifully written and researched, thanks to the hard work of John.
All voted to accept the formal Library request letter.

The budget for fiscal year ’25 is a transition budget as we prepare for a new Librarian Director and establish clearer realms of fiscal responsibility between the Town and the Library.
All voted to accept the budget that John and Cathi drafted.

Fundraising Letter
The fundraising letters will be available for each of the trustees and Friends to pick up tomorrow at the Library. Cathi will put them in packets for each of us.
If paying for postage presents a hardship for anyone, there are postage stamps available at the library.

Friends Update
Amber shared that the next meeting of all the Friends will be in January.
Buildings and Grounds, and Programs and Services subcommittees of both Trustees and Friends have met and begun to organize.

No New Business

Meeting adjourned at 8:00 pm

Next Monthly Trustees Meeting is Monday, December 18th, 2023 at 6:30pm, at the Library and on zoom.

Minutes by Secretary, Nika Fotopulos and Judith Serkin for the last half hour of the meeting.

Guilford Free LibraryTrustees in-person and on-line Meeting, Guilford, Vermont

Monday, September 18th, 2023

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, Sandra Cortes, Nika Fotopulos, John Shaw, Judith Serkin
Others present: Cathi Wilken (librarian), and Anna Klein
Trustee absent: Richard Wizansky

Meeting began at 6:46 pm

Accepted the minutes from August monthly meeting.

Librarian Report – Cathi
Highlights from Cathi:
-The Fair was a success.
-E-Bikes are for borrow and people are really enjoying them.
-There has been an increase of downloadable usage with audio books and Ebooks. This is a time consuming process and it’s expensive, but the demand is there.
-Preparing for Eclipse events: our Library received special glasses for the events, 500 glasses. Cathi is looking for support with solar system and eclipse events and installations. Please get in touch with Cathi if you can help make these events happen.

Treasurer’s Report – John
We are on track! We are 2 months into our new fiscal year.
There are $5000 and $500 accounted for in the report under fundraising which were from the Vermont Arts Council grant and the Ben and Jerry’s Grant, these have already gone to pay for the summer camps of this year. Cathi is checking with the Vermont Arts Council to make sure the Library can use the extra unused funds for after school programming.

MOU
John presented at the last Selectboard meeting an update from the Library, which included:
• our programming and services
• what the role and responsibilities of the Trustees are
• how the Friends of the Library support the fundraising for special projects
• the MOU was introduced, the need for it, that we are working on it, and that the town and Selectboard can expect a more detailed proposal of the MOU in the next couple of weeks
• an announcement of Cathi’s retirement next year

Strategic Plan 23-26
We reviewed our strategic plan and how we are progressing on each goal.
Some follow up actions from this review are:

1. Judith and Laura will reach out to Cathy Gips from the ADA New England Center in Boston to guide us in improving accessibility of our Library by first conducting a survey of our building and grounds.
2. Subcommittees have been identified and Trustees have self assigned themselves to them, next steps are to meet and craft a plan to support our Librarian, through these 3 committees: programming, building and grounds care and fundraising.

By-laws
Laura will send the by-laws approved in 2021 to the Trustees to review and discuss at our next monthly meeting in October.

Friends Update – Jeannette
Friends will self assign themselves to the 3 sub-committees. And then Jeannette will send out a poll for each group to set a first meeting time and day to begin the work of the sub-committees. These sub-committees will have a supportive role to the Librarian’s direction.

Clean up day
The Fall clean up day will be organized by the future Building and Grounds Committee. Cathi and Leah will make a list of to dos to direct this clean up day.

Fundraising list
Cathi will send out the annual appeal mailing list to Trustees and Friends for each to review and suggest removing or adding new people and addresses.
There was discussion of in some future year sending the annual appeal to the grand Guilford list, as a way to gain new supporters and combine it with an informative description of all the library’s services and program opportunities.
Jeannette will work with Cathi to write up a Library update that combines an ask for our annual appeal to submit to Guilford Gazette by the Oct. 1st deadline.

New Business
There is a correction to the August meeting minutes:
Marty is the Co-chair of the Friends of the Library along with Amber. Marty is not the Chair.

Meeting adjourned at 8:09 pm

Next Monthly Trustees Meeting is Monday, October 16th, 2023 at 6:30pm, at the Library and on zoom.

Minutes by Secretary, Nika Fotopulos

Guilford Free LibraryTrustees in-person Meeting

Guilford, Vermont

Monday, August 21st, 2023

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, Richard Wizansky, Nika Fotopulos, John Shaw, Judith Serkin
Others present on Zoom: Cathi Wilken (librarian)
Trustee absent: Sandra Cortes

Meeting began at 6:38 pm

Accepted the minutes from July monthly meeting and the special meeting.

Librarian Report – Cathi

There were 3 successful summer camps this summer.
We raised a grand total of $7 300 through grants and our raffle for the summer camps. We used $4 716 of that money. With the money left over, the Library is planning to offer after-school programs and school vacation programming.

Crystal has been volunteering and she has been a huge help!

The Fair: Cathi has been in touch with Scott from the Fair to see if the Library can have a larger spot to do some addtional programming. If the larger spot is granted, we will have the e-bikes on display. There is an astronomy club activity in the works to demonstrate the scale of the planets in our solar system. Nika will create a scroll for the community story. Maybe someone will set up the guess the size of the book challenge. There will be books sold by donation, refill water by donation, and book mark making crafts set up.

The Library now has new additional emails. The choices of emails are:
staff@guilfordfreelibraryvt.org
cathi@guilfordfreelibraryvt.org
leah@guilfordfreelibraryvt.org
camp@guilfordfreelibraryvt.org

Treasurer’s Report – John
We are on track.
Our Certificates of Deposits (CDs) are now getting a much higher interest rate.
John will talk to Marty about the Library’s fundraising expectations for the Friends group this next year.

MOU
We are planning to bring the MOU proposal to a select board meeting in late September. John, Laura and Judith will be present at that meeting.

Review Webinars
There was a short sharing of the highlights gleaned from each of the following webinars:
Richard – Capital Projects
Jeannette – How to champion your Library to your Select board
Cathi – Grant writing
Laura – Accessibility
Judith – ADA
Nika – Community gifts

From this sharing,
• The Trustees agreed that we want the Library to be surveyed for its ADA accessibility, both the building and our programming. Laura will be in touch with the town to have the building surveyed. Once the surveys have been done, we will update the website to clearly explain our limitations and ways we are offering alternative means to overcome those limitations.
• We will keep ourselves updated with the VT Department of Library’s future grants and guidelines.

Strategic Plan

We’ve identified new goals that we would like to have reviewed to add to our strategic plan for 2023-26 at next month’s meeting.
• ADA compliance
• Full time position for the Librarian
• Increased communication with the Town
• A renovation/addition to the Library

Friends Update
Marty, the Chair of the Friends of the Library, has drafted a proposal to activate new committees. Jeannette is reviewing and making some edits to this proposal. There is a Friends meeting on this Saturday the 26th at 9am, Jeannette and Laura will attend and all are welcome to join.

Guilford Fair
Cathi will email the sign up sheet of shifts for Trustees and Friends to take turns being at the Library’s booth at the Fair.
Jeannette and Laura will meet this Saturday the 26th at 10:30 am to organize by subject the books by donation into the new milk crates. Others are welcome to help with this task.

Meeting adjourned at 8:11 pm

Next Monthly Trustees Meeting is Monday, September 18th, 2023 at 6:30pm, at the Library.

Minutes by Secretary, Nika Fotopulos

Guilford Free Library Trustees In-Person Meeting

                      (link provided just in case)

                           Guilford, Vermont

                                    Mon., August 21, 2023– 6:30 pm

Join Zoom Meeting

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•       Accept Minutes from July meetings. 

          Make any additions, corrections and/or deletions as necessary.

•      Librarian’s Report — Cathi

• summer programs
• fair event
• new email address

•       Treasurer’s Report- John 

•      MOU Memorandum of Understanding- John 

•       Report on VTLIB webinars, Training for Trustees

capital projects webinars

Richard – Library Renovations

Jeannette – How to champion your Library to your Selectboard

Cathi – Grant writing

Laura – Accessibility

Judith – ADA

Nika – Community gifts

•     Review by-laws, review Strategic Plan

•      Friends-Discussion of Committees-Jeannette

•     Plan for Fair

•      New Business- Anything forgotten? 

***Next monthly Trustees Meeting:  Monday September 18, 2023 at 6:30 pm

In person at the Library

Guilford Free Library Trustees in-person and on-line Special Meeting

Guilford, Vermont
Monday, July 24th, 2023

Trustees present: Jeannette Tokarz(online), Laura Lawson Tucker, Richard Wizansky, Nika
Fotopulos, John Shaw, Judith Serkin, Sandra Cortes
Others present: Cathi Wilken (Librarian), Friends of the Library: Lesley Malouin, Marty
Ramsburg, Deb Albright, Linda Hay(online)
Trustee absent: None!
Meeting began at 6:05 pm
Memorandum of Understanding (MOU)
We discussed the drafted proposal to establish a clearer and more formalized relationship
between the Trustees of the Library and the Town.
The overall tone of the MOU we wish to convey is one of collaboration between the Library and
the Town with a clear understanding of our respective responsibilities.
We will create a subcommittee to present this draft of an MOU.
Succession Plan:
Sadly, Cathi has decided she is ready to retire. We are SO grateful for all the ways she has
given life and heart to our little but now mighty Library. We will have a big celebration next
summer!
We discussed a proposed succession plan:
1- retain the current staffing model of having 2 positions, the Librarian and the Assistant
Librarian.
2- adjusting the Librarian position to full time with benefits (30hrs)
3- redefining the Librarian’s job description to be a full time position.
A rough schedule was identified to move forward with a succession plan that would see a new
Librarian begin July 1st, 2024.
Meeting adjourned 7:53 pm
Minutes by secretary, Nika Fotopulos

Guilford Free Library -Special Trustees In-Person or Zoom Meeting

(link provided just in case)

Guilford, Vermont

Mon., July 24, 2023– 6:00-8:00 pm

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·      Discussion of Memo of Understanding with Town of Guilford

·      Discussion of Succession Plan

***Next monthly Trustees Meeting:  Monday August 21, 2023 at 6:30 pm

In person at the Library

Guilford Free LibraryTrustees in-person and on-line Meeting

Guilford, Vermont

Monday, July 17th, 2023

Trustees present: Laura Lawson Tucker, Nika Fotopulos, John Shaw, Sandra Cortes
Others present: Cathi Wilken (librarian)
Trustee absent: Jeannette Tokarz, Richard Wizansky, Judith Serkin

Meeting began at 6:43 pm

Accepted the minutes from June meeting.

Librarian Report – Cathi

The Brattleboro Development Credit Corporation has large grants that we may be eligible for, there is an informative webinar being held this Wednesday, all who are available are encouraged to join the webinar. Cathi will send this link for details of the grant and access to the webinar to Trustees and Friends.

Our Library will be receiving 500 safety viewing glasses for solar eclipses as we prepare for upcoming eclipse events October 14th and April 8th.

The Library received a generous bequest, as well as a donation from the Gravel Grinder Bike group. Laura and John are sending thank yous.

Camp for kids who completed k to 7 yr olds was very popular, with a long waiting list, we are considering offering 2 weeks of camp for this age group so that more kids can have access to the camp next year.
Cathi will tighten up the enrollment process for camps moving forward.
Looking to get the word out about Stage and Stream camp week July 31-Aug 4th, there are still spots open for ages 11 and up. Sandra and Laura will do some outreach.

Treasurers Report – John

We finished the fiscal year – and, we successfully met our budget. We fundraised more than we budgeted for, but some bills still need to be added in.

We discussed digital books and audio and how costly this is and yet how in-demand it is. Our Library is subscribed to Listen Up VT which helps reduce the costs of digital purchases.

Trustees will report on Webinars at the August 21st Meeting, Laura will send out a reminder and the link to the webinars.

Librarian Evaluation – each Trustee will share their input about Cathi by email and send it to Laura who will compile them by our August 21st Meeting.

Trustees are to read the Library’s by-laws and email Laura if you find an issue.

Library presence at the Fair – we brainstormed some ideas to increase our offerings at the Fair.

• community story: a scroll set up with an invitation for all to add one line to a growing community story. This would then get read out loud the last day of the fair in a story corner. And held on display at the library afterwards.
• a guessing challenge: a large book on display, people get to guess the number of pages, weight, circumference, and the winners get free books.
  -shaking milk into butter; an activity for kids
  -story time
  -a facilitated craft
  -a poetry circle

No new Business

Meeting adjourned at 8:05pm

Special Meeting is July 24th from 6-8pm at the Library and online, to discuss the Library’s MOU and Succession plan.

Next Monthly Trustees Meeting is Monday, August 21st, 2023 at 6:30pm, at the Library or on Zoom.

Minutes by Secretary, Nika Fotopulos

Guilford Free Library Trustees Meeting

Guilford, Vermont

Monday June 19th, 2023 6:30 pm

Meeting called to order: 6:33

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, Richard Wizansky, John Shaw, Sandra Cortes, and Judith Serkin

Others present: Cathi Wilken (librarian); and Marty Ramsburg (via Zoom)

Trustee absent: Nika Fotopulos

The Minutes from the May meeting were approved.

Librarian’s Report:

       We will be offering downloadable books not only through Palace, but also through Libby as well as Overdrive.

     The concert and raffle brought in $2,507.54, with expenses coming to $490=         $2,017.54.

      We are collaborating with the Energy Committee of Guilford in regard to the lending of e-bikes. There will be some fine-tuning of the process for the bicycle loans.

       Based on feedback from a survey at the concert there is a plan to collaborate with Guilford Cares.  The library plans to offer some guidance and tutoring of folks in basic computer training.

        Succession Plan:   there was a discussion of the succession plan. 

Treasurer’s Report:

       John reported that everything looks good for the year, including the fundraising. (Although the raffle and concert did not bring in as much this year as last, our fundraising letter brought in more than we had anticipated, so it balanced itself out.)

Memorandum of Understanding (MOU):

      The board discussed MOU’s. John shared examples from New England Libraries.

June 25th:  Get-together with Friends of the Library, from 2:30-4:30pm

         [Richard will bring cheese and crackers;  Jeannette,         non alcoholic beverages and cups;

        Laura, gluten-free cookies; and John, fruit]

The meeting was adjourned at 7:45pm.   

Respectfully submitted,  Judith Serkin (sitting in as Secretary for Nika Fotopulos)

Trustees in-person Meeting Monday, May 15th, 2023

Guilford Free Library

Trustees present: Jeannette Tokarz, Laura Lawson Tucker, Richard Wizansky, Nika Fotopulos,
John Shaw, Judith Serkin, Sandra Cortes
Others present: Cathi Wilken (librarian), Lesley Malouin (Friends of the Library)
Trustee absent: None!
Meeting began at 6:35 pm
Accepted the minutes from April meeting.
Librarian Report – Cathi
In collaboration with the energy committee, the Library will be offering 2 electric bikes for borrow.
They will be stored in the shed. And the skis will be stored in the basement. On Saturday June
3rd, the energy committee will invite the community by sending out a postcard to all residents to
learn about the bikes and how they are available for borrow.
The summer camps for the 2 younger programs are full and have a wait list. Stage and Stream
is still being advertised in the schools to find more participation.
Thanks to Sandra’s hard work, the Library got a grant from the Vermont Humanities Council of
$4 500 to fund the 3 camps salaries and extra money for materials such as instruments.
Thanks to Matt the Library got a grant of $300 from the Dept of Libraries.
The idea for a postcard to sustaining donors was dropped and instead there will be a special
sustaining donor letter.
Treasurer’s Report – John
We are on track.
The raffle has brought in $410 so far.
Discussion of fiscal relationship with the town. For next meeting, John will write up a draft of an
MOU for Trustees to discuss further.
Review Capital Projects/ Webinars
For next meeting, the Trustees, Cathi and Lesley will each watch one of the webinars being
offered through the Vermont Department of Libraries.
Richard – Library Renovations
Jeannette – How to champion your Library to your Selectboard
Cathi – Grant writing
Laura – Accessibility
Judith – ADA
Nika – Community gifts
others will choose from the list
June 25th -Friends/Trustees social
Trustees will personally invite the Friends to a social gathering at the Library to thank everyone
for their great work. Sandra will make a google doc to organize who’s bringing what food and
drink.
New Business
Friday June 9th – 4-7pm Rear Defroster’s concert and Raffle drawing at the Fairgrounds.Also an opportunity to share more about the Library and ways it can serve. Nika will make a
poster board to help gather ideas for events and programs from the community.
Meeting adjourned at 7:39 pm
Next Monthly Trustees Meeting is Monday, June 19th, 2023 at 6:30pm, at the Library or on
Zoom.
Trustee homework for next meeting:
Each attend a webinar
Each review documents from Isaac
John will write up a MOU draft
Minutes by Secretary, Nika Fotopulos

Guilford Free LibraryTrustees online and in person Meeting

Guilford, Vermont

Monday November 21st, 2022 6:30pm

Trustees present: Judith Serkin, John Shaw (present at Library), Sandra Cortes, Richard
Wizansky, Jeannette Tokarz and Nika Fotopulos
Librarian present at Library: Cathi Wilken
Trustees absent: Laura Lawson Tucker
Friends present: Lesley Malouin
Meeting began at 6:33pm
Accepted minutes from September meetings
Librarian’s Report – Cathi
Halloween was a success, about 150 people came.
Book donations: our policy is we don’t accept book donations. Books weeded from our
collection are brought to the Fair to sell by donation. We will consider organizing an additional
book sale, with a short timeframe to receive donations prior and then securing a location to
donate any left overs.
Treasurer’s Report – John
We are on track. In the Program Expenses Other category, we are over-budget. This was for the
2 weeks of Stage and Stream and those expenses were paid for with grants received.
Building Expansion Project
Trustees have voted to not hire a consultant at this time.
Trustees will look over a comprehensive list of questions to assess readiness for a capital
campaign and work on strengthening our affirmatives to this list.
We discussed PR activities, our goal is to have monthly public events and programming to
reach out in new ways and more frequently.
Fundraiser letter
Richard, John, Nika and Jeannette will take over the letters not yet sent out. $1100 has come in
so far. Thank you letters are not ready to go out yet, Richard will write that up. Cathi will be in
touch with Friends and Trustees.
Leslie made up a giving Tuesday graphic to go out on Social Media.
Review and approve budget
Cathi figured the cost of living salary increases at 3%.
New Business
Discussion of programming brought out several ideas. Such as:

• Return of Back Roads Stories, theme ideas of mud season, Guilford stories and hunting
• Poetry readings
• Winter astronomy event with telescope
• Adult crafting like paper book making
• Return of winter Penpals
  
• Meeting adjourned 7:40pm
  Next Monthly Trustees Meeting December 19th, at 6:30pm
  Minutes by Secretary, Nika Fotopulos

Trustees In-Person or On-Line Meeting

Guilford Free Library,  Mon November 21, 2022– 6:30 PM

                     

                    

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Judith will chair.

·      Accept Minutes from September meetings.

          Make any additions, corrections and/or deletions as necessary.

·      Librarian’s Report — Cathi

o   Book donations question

·      Treasurer’s Report- John

·      Building Expansion Project Update

• Decision on Capital Campaign Study
• Discuss PR activities and plan

·      Fundraising Letter

• Be sure to have letters mailed before the meeting
  • Thanks you letters

           •  Review and approve budget

·      New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday December 19, 2022 at 6:30 pm

Guilford Free Library

                      Trustees In-Person or On-Line Meeting

                      Due to Covid-19 Situation

                           Guilford, Vermont

                                    Mon October 17, 2022– 6:30 pm

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• Accept Minutes from September meetings.

          Make any additions, corrections and/or deletions as necessary.

• Librarian’s Report — Cathi
• Change for Storytime

• Treasurer’s Report- John

• Building Expansion Project Update

• Decision on Capital Campaign Study

• Fundraising Letter

• Hallowe’en Program
• Plan of action

• Friends of the Library
• meeting 10/23

• New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday November 21, 2022 at 6:30 pm

Guilford Free Library Trustee Special Meeting

August 1, 6:30 PM

All were present in-person.

Trustees present: Jeannette Tokarz, Sandra Cortes, Laura Lawson Tucker, Judith Serkin, John Shaw, Nika Fotopulos

Trustee absent: Richard Wizansky

others present: Cathi Wilken (Librarian), Lesley Malouin (Friend), Jody Hauser (Friend).

Meeting began at 6:40

Discussion about spending some of our own Library raised money to hire a professional to do fundraising for grants. This would be using funds the Friends have raised, it does not relate to the town allocated funds.

There was a discussion of simpler ways to achieve the components of the previous plans.

Motion to table the vote to hire a grant writer for a future meeting after more research. All in favor.

meeting adjourned at 7:31

Next monthly meeting Monday August 15th 2022 at 6:30pm

minutes by Secretary,

Nika Fotopulos

Trustees In-Person or On-Line Meeting Special Meeting. Mon, August 1, 2022– 6:30 pm

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• To decide if we should use money we have raised to hire a professional to write and submit grant proposals for upcoming grant monies.
  

***Next monthly Trustees Meeting:  Monday August 15, 2022 at 6:30 pm

Trustees On-Line Meeting

Due to Covid-19 Situation

Guilford Free Library

Guilford, Vermont

Monday July 18, 2022– 6:30 pm

Trustees present: John Shaw, Sandra Cortes, Jeannette Tokarz, Nika Fotopulos

Librarian Present: Cathi Wilken

others present: Lesley Malouin (Friend), Linda Hay (Friend)

Trustees absent: Judith Serkin, Laura Lawson Tucker, Richard Wizansky

Meeting began at 6:33

• Accepted Minutes from June meeting

• Librarian’s Report — Cathi

o Summer Camps have begun: Soccer was a success with 9 kids, Peter got sick after the first day and then left. Chuck Collins came to replace, Matt was co-teaching and Erin was assisting, they all did a great job.

o Catalog: the new catalogue is up and running. It has ebooks and downloadable audio books. We can buy downloadable books that are requested by our patrons to add to this catalogue. Sandra and Cathi will look in to interlibrary loan downloadable possibilities to avoid spending so much money.

Cathi bought a lot of new books and so needs to weed more books from our collection. Idea to put out give away books at the hot dog roast.

The library now has a new owl camera. It is very helpful for book discussion group, hybrid meetings and story time.

• Treasurer’s Report- John

We are at the end of our fiscal year, with just a few bills trickling in. Our fundraising was much higher this year than budgeted, so great work to the Trustees and Friends! The salaries are paid directly through the town now so the budget of salaries doesn’t include them. The 4 computers were above budget but was covered by the AARPA funding, and the owl camera was also covered by such a grant. Last year’s program budgeting was higher to pay for Julian during camp.

• Building Expansion Project Update

Laura was in Maine last week with her cousin who’s a builder and he has been working a lot with libraries. He agreed to make suggestions for free about the library expansion project after looking at the plans.

Linda asked to see the report on the ceiling damage, but was refused. Jeannette got to see it though last year. The budget for that was $110, 000 with only one bid. the flooring joists can’t support the weight of the books in a future library scenario. Linda has pulled back from pushing this forward.

• Review By-laws

it was on the calendar to do. It was last edited in November. With only 4 trustees present today, we decided not to review them. But John (interim chair for this meeting) will ask Laura if she would like it to be on next month’s agenda.

• Deep clean of the Library

o Plan of action

Nika proposed this Trustee/Friends initiative to get together in person, casually and do some deep cleaning, or any other helpful library maintenance. This apparently use to be a yearly thing. But now that we have the cleaning service, Cathi said there is less need for it.

Nika will get in touch with Cathi and Leah to make a list of helpful to dos. And will coordinate a weekend date where all Friends and Trustees will be invited to help out and be together.

It was mentioned that if more than 3 trustees are present at this cleaning day, we have to post it 24hrs in advance.

• Friends of the Library—Lesley

o Friends meeting will happen at the hot dog roast instead of the 7/25 date. Which is scheduled for 8/17 at 5 pm. Lesley will do graphics for the hot dog roast.

• New Business-

Sandra thinks it would be nice to meet outside, effort to meet outside next August 15th meeting, and there could still be a hybrid zoom with the owl camera for those who aren’t able or comfortable. We could meet under the tents.

Lesley offered to spruce up the library logo and make it crisper.

Meeting adjourned at 7:41pm

***Next monthly Trustees Meeting:  Monday August 15, 2022 at 6:30 pm

Meeting minutes by Secretary,

Nika Fotopulos

Trustees On-Line Meeting Due to Covid-19 Situation

Guilford Free Library

Guilford, Vermont

Mon July 18, 2022– 6:30 pm

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• Accept Minutes from June meetings.

          Make any additions, corrections and/or deletions as necessary.

• Librarian’s Report — Cathi
• Summer Camps have begun
• Catalog

• Treasurer’s Report- John

• Building Expansion Project Update

• Review By-laws

• Deep clean of the Library
• Plan of action

• Friends of the Library—Lesley
• meeting 7/25

• New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday August 15, 2022 at 6:30 pm

Guilford Free Library Trustees Online Meeting due to Covid 19 Situation

Guilford, Vermont

Monday June 20th, 2022 6:30 pm

Trustees present: Laura Lawson Tucker, Judith Serkin, Richard Wizansky, John Shaw, Jeannette Tokarz, Nika Fotopulos

Librarian: Cathi Wilken present at the library

Friends: Amber Hunt, Lesley Malouin, Linda Hay

Trustee absent: Sandra Cortes

Meeting began at 6:32

Accepted minutes from April and May meetings

Librarian’s report – Cathi

• summer camps – start in a month

The younger group is over enrolled, the young stage and stream has 11 kids and the older stage and stream is under enrolled for the 2 weeks. But all camps are a go.

June storytime is just in person and July will be a hybrid again.

• Thank you notes need to be written by a Trustee asap, please stop by the library to pick those up and send out if you can.
• The library has overall been busy.
• Cathi has been doing a weeding of books and will be hosting a book give away soon.
• There will be a new face on the online catamount catalogue starting on June 29th, it is expected to be easier to use. There are still no downloadable audiobooks, but when it happens, as promised, it should be integrated with our new catalogue.

Treasurer’s report – John

• We are approaching the end of our fiscal year at the end of the month.
• The raffle raised over $3000, a great success!
• The interest is a little below, but it is minimal.
• We have a reimbursed expense that is odd, because for a gazette payment the Friends of the Library card was not available when needed, so the private payment was reimbursed.
• A Paypal fee was due to the donations that came in with the raffle.
• Penny said that the Selectboard passed a 5% increase in salaries for all town employees starting July 1st.
• In the materials total we spent only half of what we planned. But Cathi has weeded heavily our collections and has since spent most of the remainder of those materials budget. So new books are on the way.

Building Expansion Project Update

According to communication with Peter Rude, the library can move forward with an addition, if a proposal is approved by the Selectboard and Trustees, and does not affect the town budget.

We heard from each Trustee about how they feel after the re-vote and how they would like to move forward.

• Sandra was not present but Laura shared that she is burnt out, but really wants the project to move forward with the plans as is, if we can fundraise the amount.
• Cathi wants to go ahead as well. And believes there is a lot of grant money out there. But also has been considering an alternative plan that wouldn’t cost as much, which would have just a second floor with no stairs and elevator.
• John agrees there is a need for space, and agrees to move forward with an addition, but not rapidly and sees the value of doing another PR campaign around it so as not to ignite resentment.
• Nika echoes the need for space, while feeling cautious to move forward too hastily. The re-vote brought out a lot of public concerns even amidst the misinformation. And would like to see a consideration of other alternatives, with more transparency and input from the public along the way.
• Judith feels similar to John and Nika, and wants us to focus on dispelling the misinformation about the library, and feels we made a mistake in not communicating and sharing the excitement and possibilities of the project sooner. Accessibility is a very important aspect of the library addition, and wishes we could reach out with that message with more success.
• Jeannette says it is clear that the library needs more space. But we are all burnt out and maybe we need a break. She wants to explore plan B and C. Sarah Coffey has shared that popular support from the town is important to receive grants and state funding.
• Richard wants us to know that he believes Guilford has been targeted by a republican strategy. He feels misinformation is rampant and we need to confront that. He suggested we need to hire a fundraising consultant to move forward with the present addition plans. Even with the re-vote, community support is here, because the vote initially did pass. We have the money to start the capital campaign. And he is also interested in looking more at connecting the Meeting House to the Library as a possible plan.
• Laura is thinking a lot about what the Selecboard might look like next March, when Richard resigns and Verandah is up for re-election. She is feeling a sense of urgency to the project, because we might not have support for a library addition like we do now on the Selectboard.

We as a trustees group need to come to consensus before going to the Selectboard about any addition proposal. We may want to look at ways to propose and get public input on several plan Bs. Any proposal could be presented to the planning commission before the Selectboard for further town input.

Meeting House/Library considerations:

There is a consideration of exploring connecting the Meeting House and the Library with an inclosed covered, unheated walkway.

Laura is concerned about loosing our precious green space.

• Linda Hay shared her thoughts and knowledge of this possible addition: She is a retired librarian for 50 years with a lot of experience in Library architecture. She showed a sketch of creating a breezeway from the Library to the Meeting house. Preservation organizations want these old buildings to be a living and active space, not a museum or abandoned. Her idea is that the Meeting House would be the adult services collection. The front of the sanctuary would remain with a platform and a few pews, to host small events. There would be a need to improve the insulation, repair the holes in the roof (which will happen this summer), repair the ceiling (there has been only one estimate for this, which is quite a costly repair). The connection to the Library, which has running water and septic system, would mean the adults can come through the covered walkway to use the washroom. The walkway would then offer the opportunity to have an exhibit space on those walls.

Richard and Cathi feel we need to come up with a committee to explore the possibility of the Meeting House plan.

Richard will re-send out the architects report on the Meeting House and feasibility study.

Jeannette recommended that we talk to an architect to consider the Meeting House and the Library as being connected, since this is a new approach to assessing the buildings.

The Selectboard would have to approve owning the meeting house, and then this Meeting House/Library connection would be voted on through the town in March at Town Meeting. We would need to convince them to maintain the building and make it ADA accessible to the second floor and all the repair and renovation costs involved.

Laura will get her cousin to get fresh eyes on the project and our need for more space and see if he can help us come with a simpler version.

Librarian evaluation

• Trustees need to send their librarian evaluation by July 11th to Laura and cc Judith.

Friends of the Library – Lesley

• report on Concert/Raffle, it was a huge success and great time for all. They are hoping this becomes an annual tradition.
• trustee/friends social to happen during Hot Dog Roast.
• new projects, none for now.

New Business

The hot dog roast will be Wednesday August 17th. Trustees and Friends will be invited to join.

Laura wants to appreciate the Trustees and the Friends for all the help and hard work with the re-vote and the expansion project.

Jeannette wants to invite all to join a meeting tomorrow for the pedestrian/bike path presentation of 3 alternatives.

Meeting adjourned at 7:52

Next monthly Trustees Meeting: Monday July 18, 2022 at 6:30 pm

Minutes by Secretary, Nika Fotopulos

Trustees HYBRID Monthly Meeting- Mon April 18, 2022– 6:30 pm

Cathi will be present at the library for the meeting.

Others are invited to join Cathi at the library for the meeting or attend online.

Friends of the Library group are invited to join us during

all Trustee meetings.

Please plan on our meeting to last 1.5 hours–from 6:30- 8 pm. We will accomplish all of our regular business during the first half hour. Then we will dedicate one hour during this meeting for developing our public relations plan and strategies leading up to the town REVOTE on Tuesday May 24.

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

• Vote on slate of Trustee Officers

• Librarian’s Report —Cathi
• Storytime Update- HYBRID!
• Camp Update

• Treasurer’s Report- Richard
• Report on March 2022

• Friends of the Library- Representative
• Anything to report?

• Building Expansion
• Create strategies and a PR plan in preparation for the REVOTE on TUESDAY May 24,2022

• New Business (Anything forgotten on this agenda?)

***Next monthly Trustees Meeting:  Monday May 16, 2022 at 6:30 pm

ON ZOOM and IN-PERSON at the library. 

Trustees On-Line Meeting Agenda

  Mon, March 21, 2022– 6:30 pm

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

• Librarian’s Report —Cathi
  •          Summer Reading Program
  •          Downloadable Audiobooks
•  
• Treasurer’s Report- Richard
• Report on February 2022

• Expansion Project-with consultant Isaac Wagner

• Discussion of Next Steps on Expansion Project

• New Business (Anything forgotten on this agenda?)

***Next monthly Trustees Meeting:  Monday April 18, 2022 at 6:30 pm ON ZOOM.

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Guilford Free Library Trustees meeting

March 9, 2022           (on zoom)

Trustees present: Laura Lawson Tucker, Judith Serkin, Sandra Cortes, Richard Wizansky, Nika Fotopulos, Jeannette Tokarz, John Shaw, with Cathi Wilken (librarian)

No trustees absent.

Called to order at 6:30pm.

Trustees offered reactions to the town meeting vote on funding for the library expansion. Takeaways included:

There was a lot of surprise at the harshness and negativity expressed against the library in general, as well as against the addition. All agreed that we need to put effort into reaching out to broader segments of our community who do not know what services the library offers, or who are expressing needs that we are not currently meeting. The library should be a vital part of our community life and is meant to serve everyone in town. We should look for opportunities to add or adjust services and programming to fill the gap. Some specific constituencies that might need improved connection include elders, especially relating to new technology, adults without children, and those with aversions to libraries due to negative past experiences and associations. There is always more demand for children’s programming as well.

Judith offered a moving account of growing up here in town and witnessing the library become more and more of a community resource and a vital part of community life. The impact of the library today is unbelievably greater than during her youth, when it might have been open one or two hours per week. Now it is a welcoming, nourishing, enriching environment, that plays an important role in the lives of residents, especially families with children. It is clear that the library has now outgrown it’s small footprint even to simply continue with what it offers, nevermind expanding services to meet new demands.

Given the above outreach effort, the trustees are committed to moving forward with the expansion. There is not a need to vote on this again, because we have already voted to pursue an expansion after the feasibility study. The biggest questions were with the overall price tag. This unfortunately reflects the real cost of building right now, especially for a public building, but we will also look at ways to minimize the costs wherever possible. Fortunately, there is funding available for public infrastructure projects and for ADA upgrades and compliance. It is important to separate the overall cost from the impact on the town budget and taxes.

Closely related to all of the above is the fundraising campaign. Key to the campaign is creating the case statement, that is, making the case for the benefits of the expansion and of contributing toward its completion. The total budgeted to be raised is very doable, around $70,000 for the Friends of the Library. Richard offered to help, but is not able to lead the fundraising effort. We should form a fundraising committee, to include a couple trustees and a number of other town residents who are enthusiastic about the library and its expansion. Sandra will reach out to Richard and other fundraisers to determine next steps.

The trustees also need to provide feedback on the current state of the architects’ design. The architects are waiting to hear from us before they move into the next phase. Isaac Wagner will attend the upcoming trustee meeting on the 21st to discuss the design and hear feedback to relay to architects. Some immediate thoughts on the design included making sure there are several good reading spaces, something for adults, something for kids, and something for adults with kids.

Cathi reported on her efforts to increase activity through facebook, which is something she had not been doing. There seems to be a number of people there who are not being reached by our traditional routes of the Reformer, Commons, Guilford Gazette, our monthly newsletter, and front porch forum. She has seen the comments on facebook calm down as more information was offered. Cathi plans to continue with regular postings about library services and activities.

Cathi also announced that, after a long delay, that she has finally received word from the state department of libraries that we will shortly have a new service for downloadable ebooks and audio books. Cathi expects to attend a training in the next couple weeks. This service has been missing since last August, but was very popular before that and will help fill in some of the perceived gaps of the library.

Laura recapped our next steps:

1. A “Did You Know?” campaign about what services the library offers.

2. Form fundraising committee, and create the fundraising plan

3. Trustee input on the design ready for next meeting. John will send design info and survey results to trustees.

4. Pull in Friends of the Library to align efforts moving forward.

Judith emphasized:

By our next meeting, we should all look at the designs and have comments ready. Also, bring ideas for outreach and the fundraising case statement.

Sandra offered to reach out to fundraisers, including Richard, to move that part forward.

Cathi offered to remain a part of the PR committee and campaign.

John will ask Isaac what sort of feedback do he is looking for, and also propose that we will set aside 6:45-7:15 of our March 21 meeting for design feedback.

Laura ended with an inspirational story she heard about a library in Maine that was attempting to expand, but it’s proposal was rejected by voters. The library brought in a new designer who simplified the plans somewhat and got community support. After the addition was completed, library patronage doubled. So, the possibilities here are pretty great.

Meeting adjourned: 7:40pm

minutes  submitted by John Shaw, co-secretary

Meeting of the Guilford Free Library trustees

by zoom

Wednesday, March 9, 6:30 PM

Agenda

To discuss next steps for the Trustees in response to the Town Meeting vote of the article for building expansion.

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+13126266799,,82354813502#,,,,*000967# US (Chicago)

Guilford Free Library January Trustees Meeting

Mon Jan 17, 2022– 6:30 pm

Present on zoom: Cathi Wilkin (not at the library due to the snow), Judith Serkin, John Shaw (till 6:50), Laura Lawson Tucker, Nika Fotopulos, Jeannette Tokarz (till 7), and Lesley Malouin (representing the Friends)
Absent: Richard Wizansky, Sandra Cortes

started at 6:34
o Accepted Minutes from December meeting.

o Librarian’s Report —Cathi
The downloadable audio books are due to start up again in a week or 2 according to communications from the state.
Storytime update: To use the $1000 from the catamount libraries network, it has been suggested to get an owl camera that zooms into people during zoom calls. Cathi wants to meet in person ideally, with vaccinations required. So proposing a hybrid storytime with the camera. Thinking of starting up in person in mid feb or march, covid permitting. Nika has concerns about the exclusionary aspect of the vaccination requirement. Laura says it might not be a decision that we get to make, the town decides. Judith is concerned about the expensive camera. Jeannette thinks it could be used for other applications, and Laura believes it may help in creating greater access. Cathi will be moving forward as she considers the needs of the library.
ARPA Money update- library got the check and bought 2 new computers. It erases what has been saved by a patron when the session is over.
Volunteer update: the new volunteer never showed up and another is too scared to come in, but the regulars are still coming and tremendously helpful.

o Treasurer’s Report- Cathi reporting for Richard
Report on Dec 2021: We are on track.

o Building Committee Update- Nika
Isaac Wagner met with the finance advisory Committee to give them more information about the expansion and consequently they changed their position, they decided to support the expansion project moving forward. The select board then voted last Monday to also move forward with the expansion. The select board has put to the town meeting that the $195 000 that the town has already set aside for water improvements be put toward the Library expansion, plus taking on a bond loan through the USDA of $206 000.
Feb 2nd there will be an Info session to the public to learn about the expansion.
Jan 20th there will be a meeting with the architects to present the 60% plan.
PR campaign is underway by Nika and Cathi, Newsletters are going out about the survey on the website, 24 surveys have been filled out (Trustees and Friends are encouraged to fill it out on the website) and they are beginning to get the word out about the 2/2 meeting. Cathy has a ‘love letter to the library’ coming out in the February Guilford Gazette.
Ideas for further PR:
Ask the select board to tell us how the expansion would affect our individual taxes.
Laura suggested sending something to the commons and the reformer. Perhaps a press release by Lynn (need to ask) to educate about the expansion.
We each need to contact people we know.
Tell the various library groups, like Homeschool group, book group, story time group, summer camp email lists. School newsletter.
Create a doc to give out and a page on the website about how we came to be considering this expansion, what has been worked up, details of the financials. Lesley is busy and if she gets it asap she might, but most likely we need to find someone else.
Keep the trustees and friends updated after the meeting on Thursday.
Laura suggested sending out ways people can help.

o Friends of the Library- Lesley
nothing to report
o New Business
A little free pantry has been put up at the playscape by the Neighborhood roots. Aesthetically beautiful.
There will be a Guilford winter pen pal opportunity going out to the public with the library as the main contact, but organized by a budding Guilford group of community minded people.

Adjourned at 7:26

minutes by co-secretary Nika Fotopulos

***Next monthly Trustees Meeting:  Monday February 21, 2022
at 6:30 pm ON ZOOM and IN-PERSON at the library.

Trustees Hybrid On-Line/In-Person MeetingMon Nov 15, 2021– 6:30 pm

Trustees present: Laura Lawson Tucker, Judith Serkin, Richard Wizansky, Nika Fotopulos, Sandra Cortes, Jeannette Tokarz, John Shaw, with Cathi Wilken (librarian) and Lesley Malouin (Friends of the Library)

Trustees absent: none

Meeting called to order at 6:31pm

Accepted Minutes from October meeting unanimously.

Librarian’s Report —Cathi

After school program- We just finished the fifth week, one more to go. It's been wonderful, and they have been doing all sorts of exploring. For example: They collected kindling from woods and bundled it to sell for donations. Last week they worked on building a music making device. Earlier activities included exploding pumpkins, which was, naturally, a big hit with the kids.
ARPA update- Hasn't arrived yet, but should be here any day now. We are receiving about $3000, which will be used to purchase 3 new computers.
Review computer policy for patrons using library computers- Cathi proposed three changes to our internet policy. 1.)Add: “You may download/save information to your USB drive, but not to the library computer.” 2.)Remove outdated restrictions: “Internet use by the public at Guilford Free Library does not include access to listservs, newsgroups, online chats, or File Transfer Protocol.” 3.) Add: “The internet is an unregulated medium. Although it is a valuable tool for accessing information, the internet also provides access to information that is inaccurate, illegal, or that some may find disturbing. The library does not control a user's access to internet sites. Library computers are not filtered, and the library will not monitor content, nor deny or limit access, except when a clear violation of this policy has occurred.” Richard made a motion to vote on the additions and deletions as suggested. Judith seconded. The motion passed unanimously. Cathi will make the changes and post the policy on the library website and at the computer stations.

Treasurer’s Report- Richard

The budget is on track, five months into the fiscal year. Of note: program expenses were budgeted at $1000, but have so far added up to $1865. This is for the assistant positions for the camps and after school programs. Moving forward, these salaries will be moved to town budget. Contract stipends for other camp positions will still be in the Friends of the Library budget. We are still looking for a tech person, but a town-wide tech person is also being sought by the Selectboard. This person should cover the library as well.
Proposed FY'23 Budget- Salary adjustments were discussed. Trustees still find the salaries to be less than adequate. This has been an ongoing problem which has been partially addressed by a series of modest increases for the last several years. Judith made a motion for the librarian and assistant librarian salaries to be raised by 4% for fiscal year '23. Other salaries would stay with a 3% increase that has been the standard for the last few years. Nika seconded. The motion passed unanimously. The Trustees also formed a subcommittee to study the library's salary structure in comparison with other libraries of a similar scale as well as other Guilford town employees. Jeanette will lead, with assistance from Richard.

Annual Appeal- Cathi

Donations are starting to arrive. Cathi will be contacting Trustees to pick up thank you letters at the library.

Selectboard and Meetinghouse Question- Richard

The town hired architects to study the condition of the Meetinghouse and its feasibility for conversion to a library or other town-maintained building. They concluded that to convert the meetinghouse to a library is highly unfeasible. There is significant repair work needed on the roof and the historic building designation limits the potential renovations allowed. Thus, the town would be limited to concert or entertainment type events. For the library, this means we will continue pursuing our current addition plans.

Building Committee Update- Richard, John, Nika

Fundraising discussions included the likelihood of obtaining a USDA loan: we feel well positioned to obtain this. An argument could also be made to apply for ARPA funds. Trustees would need to create a proposal to submit to the Selectboard. Richard will get more details about the application process. 
PR discussion- Lynn Green wrote an article about the library addition for the latest Guilford Gazette. Thank you Lynn, the article is fantastic! Next steps for PR to be determined.
The next Building Committee meeting with architects will be on November 17th.

Friends of the Library- Jeanette, Laura, Lesley

Guilford Halloween Celebration- It was awesome, many families with children attended, everyone had a wonderful time. Way to go, Friends of the Library! Next year, more attention should be paid to traffic control on Carpenter Hill Rd.
Friends group is working on raffle fundraisers for 2022. They are looking for a destination prize. Friends are meeting in December to further discuss the raffles.

New Business?

Laura will miss the December meeting. Judith will chair.

Meeting adjourned 7:29pm

Next monthly Trustees Meeting: Monday Dec 20, 2021 at 6:30 pm ON ZOOM and IN-PERSON at the library.

Minutes submitted by John Shaw, co-secretary

Guilford Free Library Trustees Meeting Minutes

Mond1y, October 18, 2021
Trustees present on Zoom: Judith Serkin, Richard Wizansky, John Shaw, Nika
Fotopulos, Jeannette Tokarz
Leah Gessner on Zoom and Cathi Wilken is present at library.
Trustees not present: Laura Lawson Tucker and Sandra Cortes
began at 6:32
(Please translate: all the “a”‘s seem to have been turned into “1”.)

Minutes from September meeting 1ccepted

o Libr1ri1n’s Report —C1thi
After School Progr1m st1rted on Thursd1y, 7 children signed up 1nd they m1de
vomiting pumpkins. M1tt is running the progr1m with his wife Erik1 Elder. They will
le1d the whole 6 weeks. M1tt is on the p1yroll 1nd for Erik1 C1thi is looking for
funding to p1y her.
C1thi signed the AARPA gr1nt tod1y. The money will be rele1sed by the he1d of
the libr1ry dep1rtment, 1nd money is expected by Nov 10th. We expect to get
1bout $2900.
For C1mp, convers1tions 1re continuing to m1ke the older group 2 weeks inste1d
of 1. A videogr1pher m1de 1 fin1l present1tion of the kids work during c1mp,
which will be used for fundr1ising for next ye1r. C1thi will sh1re this ide1 with the
Friends 1t their next meeting. And there is 1n ide1 th1t the 2-5 gr1de c1mp could
1lso be 1 younger version of st1ge 1nd stre1m to repl1ce the present group.

o Tre1surer’s Report- Rich1rd
We h1venʼt spent much 1nd we h1venʼt e1rned much for this 2 ½ month period.
We 1re on tr1ck.

o Annu1l Appe1l- C1thi
the checkbook is very low once the r1ffle money w1s spent.
Distribution of m1teri1ls will be re1dy tomorrow. Every Trustee h1s 1bout 16-19
people. 1nd Friends 11-12. 225 letters in 1ll. In the b1ck room they will be l1id out
to be picked up by trustees 1nd friends.

o Guilford Historic1l Society Offer- Rich1rd
The 1rchitects of the exp1nsion project went to visit 1nd 1ssess the Meeting
house. They will give us 1 report shortly. The select bo1rd h1s yet to decide if
they would like to 1ccept the gift. And wether it would be used for 1 libr1ry would
be second1ry. We will w1it for the 1rchitects opinions to help guide us in our
discussion.

o Building Committee Upd1te- Rich1rd, John, Nik1
The 1rchitects sent us their recommend1tions for engineers for the project which
we 1ll 1pproved. They 1lso sent 1n upd1ted schedule. Building is scheduled to
st1rt by F1ll 2022. The new engineers,(civil, electric1l 1nd mech1nic1l) h1ve
recently visited the libr1ry.
C1thi 1nd Le1h h1ve worked out how the sp1ce would be used, which she will
send to the 1rchitects.

o Friends of the Libr1ry
Je1nnette s1ys the next meeting is on Sund1y
Guilford H1lloween Celebr1tion: the pl1ns 1re going well. P1rking will be 1long the
ro1d, not on the l1wn. Amber h1s put out 1 list of t1sks, th1t volunteers 1re
encour1ged 1nd 1re signing up for. The whole event will be outside. C1thi
mentioned th1t the libr1ry does not h1ve permission to 1dvertise the disney
movie, so the friends or the springs f1rm should look in to this.

o New Business – None
1djourned 1t 7N02

Ple-se pick up the -nnu-l -ppe-l letters!! -nd th-nk you

***Next monthly Trustees Meeting: Mond1y Nov 15, 2021 1t
6N30 pm IN-PERSON 1t the libr1ry 1nd ON ZOOM.

Guilford Free Library
Trustees Hybrid On-Line/In-Person Meeting

Guilford, Vermont
Mon Sept 20, 2021– 6:30 pm

Trustees present: Laura Lawson Tucker, Sandra Cortes, Richard Wizansky, Nika Fotopulos, Judith Serkin, Jeannette Tokarz, John Shaw with Cathi Wilken (librarian) and Lesley Malouin (friends of the library)

Meeting called to order at 6:32pm

Accepted Minutes from August meeting unanimously.

Librarian’s Report —Cathi

 Guilford Fair report: we did very well! We sold 4 metal water bottles, the last 48 plastic water bottles, one and one-half jugs of water by the cup, and a lot of books. Our total raised was $570.95, which is more than previous years. Having books by donation did really well.

 After School Program: Cathi is trying to come up with new programming for kids, and is going to revive an old program. One day per week (starting in October and lasting 6 weeks) Matt Valentine will meet kids at the end of the school day and then walk to the library, where he will lead an after school program of science and art, mostly. Assuming success, we will do another session which will be timed around spring vacation. Sandra suggests that there be a second adult. Cathi will look into funds to support that.

Treasurer’s Report- Richard

 New fiscal year started recently (July 1st), and we are on track so far. Last year’s budget has not been closed yet, as Cathi is working on the final details.

Annual Appeal- Cathi

 Cathi will distribute lists of appeal letter recipients to each trustee for review. Please e-mail suggested changes to Cathi by October 4th. Richard will write the appeal letter. Thanks Richard!

Guilford Historical Society Offer- Richard

 The Historical Society has asked us if we would like to have the Meeting House. Their idea is that instead of building an addition on the old library, we could renovate the Meeting house to expand the library there. Discussion of pros and cons was held. It was decided to gather more information and start discussions with the Select Board before making any final decisions. Our already ongoing addition plans will continue as we explore this option.

 Specific questions: What is the current condition of the Meeting House? What is an estimate for renovations? If the meeting house is on the historic registry, would we even be able to make changes? Would the Select Board be interested in acquiring the building?

 Jeanette will reach out to the Historical Society for more information. Richard will add this discussion to the Select Board agenda for their next meeting (Sept 27th, 6:30pm). Laura, Jeanette, and Cathi will attend.

Building Committee Update- Richard, John, Nika

 The committee met this month with the architects. We saw their initial plans, gave feedback, and have received updated plans. This work corrects some important omissions from our feasibility plans. Things are looking good. Designs will now be refined, taking the interior use into account. Of note: a “Lula” elevator is in the new plans.

 Lynn Green will be writing an article for the November Gazette, Richard is developing a fundraising prospectus, and John has created a survey to gather public input about the expansion which will be on the website and at the library.

Friends of the Library- Lesley

 Guilford Halloween Celebration: Friends of the Library will be meeting soon to make plans. The idea is to do something similar to last year: everything will be outdoors, using the playscape and Springs Farm. Covid protocols will be developed and put in place.

New Business

 Cathi asked if someone would write a thank you note for donations we have been receiving. Richard volunteered. Thanks Richard!

Meeting adjourned 7:40pm

Next monthly Trustees Meeting: Monday Oct 18, 2021 at 6:30 pm ON ZOOM and IN-PERSON at the library. Can Richard of Judith chair the Oct meeting?

Minutes submitted by John Shaw, co-secretary

Trustees In-Person or On-Line Meeting- Mon August 16, 2021– 6:30 pm

Cathi will be present at the library for the meeting.

AUGUST AGENDA from July Meeting: Half hour presentation on Building addition (Will happen in Sept mtg)—plan/map out our steps/create fundraising committee for capital campaign/hear from Building Addition committee (see below).

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

• Librarian’s Report —Cathi
  • ~Summer Camp
  • ~Libby downloadable audio books

• Treasurer’s Report- Richard

• Building Committee Update-   Richard, John, Nika
• ~Committee has met this month and will give a summary
• ~Lynn Green will be writing an article in the next Gazette
• ~Capital Campaign for building project- current status?

• Friends of the Library- Jeannette~Anything current to tell the Trustees?

• Guilford Fair- Cathi
• ~Scheduling will be based on previous years structure

• New Business (Anything forgotten on this agenda?)

***Next monthly Trustees Meeting:  Monday Sept 20, 2021 at 6:30 pm ON ZOOM and IN-PERSON

Trustees On-Line and In-Person Meeting Mon July 19, 2021– 6:30 pm

Called to order at 6:32pm. Trustees present: Laura Lawson-Tucker, Judith Serkin, Richard Wizansky, Jeanette Tokarz, and John Shaw, with Cathi Wilken (librarian) and Lesley Malouin (Friends of the Library). Trustees absent: Sandra Cortes, Nika Fotopulos-Voeikoff.

o Accept Minutes from June meeting.
♣ June minutes were accepted without any changes.

o Librarian’s Report —Cathi
♣ Camp started today. So far so good! Cathi showed photos of the brook and soccer fun. Cathi also wrote an article about summer camps for the upcoming Gazette. As of now, all camps are full.
♣ What to do about in-person or hybrid meeting? Cathi needs to be at library with at least one trustee, but that still feels somewhat lonely. Cathi suggested more trustees attend in person. Discussion followed. Trustees decided to keep with a hybrid meeting. At least one trustee will be present at the library and will welcome any public attendees. Cathi is free to decide to stay home and join online if she would like.
♣ ARPA funding ($3,000) discussion: These funds are required to be spent to help patrons, but cannot be used for building upgrades. Ideas include: upgrade patron computers, purchase study carrels, rent or buy new reference options. Cathi will also look into what other libraries are using it for.

o Strategic Plan Review —Richard
♣ Our previous Strategic Plan covered 2017-2020. Due to the extra work of keeping up with COVID restrictions, we did not review this until now. Upon this new review, we find we have done a good job achieving the goals we laid out!

Successes include the following: We pulled up the carpeting and refinished the wood flooring in the front room. Programming was continued and even expanded despite COVID restrictions. The Friends of the Library group was formed and has been doing great work helping with programming and fundraising. (The trustees gave the Friends group an ovation.) Some staff hours were added by creating the camp director position. Volunteer outreach had been going well before the COVID pandemic, and is starting to pick up again. Laura, Judith, Cathi, and Leah worked on the succession plan and created a book describing all librarian and assistant librarian activities which Cathi and Leah keep updated.

Goals we fell short on: We did not do much to increase tech programming for adults. We did not create programming with local writers, although Back Roads Stories did feature local storytellers. We did not create a kitchen/pantry, but this has been rolled into the building addition plans.

Overall, we were very successful meeting the goals of our strategic plan. As Richard said, we were victorious!

Jeanette made a motion to revise the strategic plan, changing the end date to include 2021 due to the COVID disruptions. Trustees will have a discussion and vote on a new strategic plan this fall. The new plan will start with 2022. Richard seconded the motion. Trustees unanimously approved the motion.

o Librarian’s Eval—-Laura
♣ Trustees have received Cathi’s annual evaluation that is a compilation of Trustee input, as well as Cathi’s self-evaluation with notes from Laura and Judith. Trustee’s that have any further input are asked to please be directly in touch with either Laura or Judith.

o Treasurer’s Report- Richard
♣ Financial Report: Finalizing fiscal year 2021, we are in very good shape and even have a $7026.25 surplus. The surplus came from some irregularities this year due to the State of Emergency restrictions and from increases in our fundraising. Salaries were slightly down because we did not have cleaning and technical assistance that we would normally have. On the other side, a new computer was not planned for, but was much needed, and the purchase exceeded our budgeted amount. Adding to the positive side, our fundraising was excellent this year: the spring raffle and the annual appeal letter both brought returns that were significantly higher than normal. The surplus will be rolled over to next year.

♣ Capital Campaign for building project: Richard proposes creating a fundraising committee to develop a campaign to include: developing a prospect list, making solicitations, developing a case statement (a pamphlet that will tell the story of the library and the addition to encourage donations), and creating a proposal to seek grants from foundations. Richard is optimistic given that we are starting with support already committed by the town and the library itself, and seeing how successful the Broad Brook Community Center has been.

♣ Discussion of upcoming 2021 fundraising activities that we are planning (raffle, building capital campaign, annual appeal) and how they can work in concert with each other): Richard discussed the planned fundraising schedule over the course of the year. We had a spring raffle, are now approaching an early fall raffle with a destination prize, and have our annual end-of-year fundraising letter. The capital campaign will be ongoing (announced this year, solicitations in winter and spring). Richard does not see any problem with that spacing. The capital campaign can coexist with the regular budgetary fundraising.

Jeanette will be attending the upcoming Friends of the Library meeting, and will discuss fundraising ideas. The destination raffle is a new and malleable idea, but we are thinking it could span the end of August into the beginning of September. Jeanette pointed out that this is a tight schedule to meet for this year. Leadership and specific prize have not been decided on yet, for example. Discussion followed. Trustees decided that the destination raffle planning should start now, but plan to be implemented in late summer or early fall of next year (2022).

♣ Judith introduced a tentative idea of a celebratory ‘cello concert to be held at the completed Broad Brook Community Center, perhaps taking place in 2023. This could be a fundraiser for the capital campaign.

♣ Building Committee Update- Richard, John: The Select Board approved the committee’s recommendation for an architecture firm, Goldstone Architecture, and voted to hire them for this project. The architects have already visited the library to make measurements. They have a schedule for documents and meetings to follow. Isaac Wagner, our consultant, has submitted a tax credit proposal for the project. The building committee is also developing a public relations plan to make sure the community knows what we are planning and to generate excitement. Richard has written an article for the upcoming Gazette.

The building addition will be a larger agenda item at the trustee’s August meeting.

o Friends of the Library
♣ Lesley has nothing new to report. Jeannette will attend the upcoming Friends Meeting, July 25th, and will report on our fundraising ideas as noted above.

o Guilford Fair – Cathi
♣ It’s happening. Cathi proposes we do our normal setup: Selling water, water bottles, and books; Promo photos running on the computer; Trustees and Friends will staff our tent.

o New Business (Anything forgotten on this agenda?)
♣ No new business

Meeting adjourned at 7:44pm.

***Next monthly Trustees Meeting:  Monday August 16, 2021 at
6:30 pm ON ZOOM and IN-PERSON at the library.

Minutes submitted by John Shaw, co-secretary

Guilford Free Library-Mon July 19, 2021– 6:30 pm

                      Trustees On-Line or in person Meeting

                      Due to Covid-19 Situation

                           Guilford, Vermont

Cathi and Jeannette will be present at the library for the meeting.

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

• Librarian’s Report —Cathi
  • ~Summer Camp programming and enrollment
  • ~Update on state requirements for meetings: what do want for our monthly Trustees mtgs?  Hybrid? (Both in-person and online) Or, just in person?
  • ~ARPA funding ($3,000) discussion—-input needed, Cathi is researching what other libraries are doing

• ~Review Strategic Plan- Review and revise as needed

(We are one year overdue on this. Please review the attached doc, 2017- 2020)

• Librarian’s Eval—-Laura~All Trustees have received Cathi’s annual evaluation that is a compilation of Trustee input, as well as Cathi’s self-evaluation with notes from Laura and Judith.  If a Trustee has any further input, please be directly in touch with either Laura or Judith.

• Treasurer’s Report- Richard ~Capital Campaign for building project~Discussion about the three upcoming 2021 fundraising activities that we are planning (raffle, building capital campaign, annual appeal) and how they can work in concert with each other)- Richard~Building Committee Update-   Richard, John, Nika

• Friends of the Library~Anything current to tell the Trustees?~Jeannette will attend the upcoming Friends Mtg to report on our decision to have a raffle fundraiser rather than our biannual concert

• Guilford Fair- Cathi

• New Business (Anything forgotten on this agenda?)

***Next monthly Trustees Meeting:  Monday August 16, 2021 at

6:30 pm ON ZOOM and IN-PERSON at the library.

Trustees On-Line Meeting-Mon June 21, 2021– 6:30 pm

                     

          

Called to order at 6:33pm. Trustees present: Laura Lawson-Tucker, Judith Serkin, Richard Wizansky, Jeanette Tokarz, Sandra Cortes, Nika Fotopulos-Voeikoff, and John Shaw, with Cathi Wilken (librarian). No trustees absent.

• Minutes from June meeting were accepted without change.

• Librarian’s Report — Cathi
• Summer camps have full staff and full enrollment. Julian Young has signed on to do the assistant job Tenzin Mathes had been doing in previous years. Multiple children are on the waiting lists for camps.
• State guidelines have changed so that we need to now have a physical location for trustee meetings. At least one trustee will now be present at the library, alongside a Zoom option. Trustees will rotate who is responsible for being present.
• A couple of donations have come in for the Mimi Morton fund and the general fund. Jeanette will send thank you notes.
• Federal ARPA funds will be distributed through VT Dept. of Libraries. We are due to receive $2924.55, which cannot be used for building projects. Ideas for use: computer desks, hire someone to install new printer, collection development. Cathi will attend training July 13^th to learn what uses are suggested and will then apply for the funding. The funds are to be spent from October 2021 to October 2022.
• COVID update: We are fully open, but will request non-vaccinated patrons wear masks. Cleaning protocols and air purifying will also continue. Children will wear masks at camps when not outside.
• New program will be taking place Tuesday afternoons: reading chapter books with children. Advertising has been started.

• Treasurer’s Report- Richard
• We are finishing up the fiscal year and starting the new one in July. We had a good year, and the budget is largely on track. The funds remaining in the report have been allocated to purchase a new computer, bookkeeping software, and training for said software – all long-delayed needs.

• Building Addition Committee Report-
• Nika reported that three architects were interviewed and the committee unanimously recommended hiring Goldstone Architecture from Bennington, VT. They were spirited and creative and left us excited to see where they will take this project. The Select Board has recently voted to hire Goldstone, and once the paperwork is complete we will be meeting with them to embark on this next phase.
• Richard and Isaac (our consultant) have begun putting together a fundraising plan for the building addition. This will be fully rolled out when the design plans are a little further along to be able to show potential donors what we are hoping to create.
• The building committee has also started to talk about a public relations plan to let the community know about our project and to gain support. This will include diverse outreach activities, the most immediate of which is an article in the Guilford Gazette. VT Dept. of Libraries has some suggestions for this as well, and can offer consultation to the whole group or to individuals. It was decided that we will ask them to attend a future trustee meeting so we can all be a part of this campaign. One concern is our fundraising competing with the ongoing BBCC fundraising. Richard reports that fundraising in general has been up this past year, and patterns suggest that having more fundraising campaigns in town may actually be a boost overall.

• Fundraising-
• Our discussion then turned to our usual fundraising for annual expenses. We have in the past been hosting a biennial cello concert which grossed approximately $4,000 every two years. A very big THANK YOU to Judith for all your hard work to make these magical events happen! The time has come to rethink how to raise this money in a different way. Ideas were brainstormed:
  • Guilford Fair offers an opportunity for additional fundraising beyond the usual water sales. Especially this year, since the fair will likely be packed.
  • Building on the success of this spring’s raffle, we could raffle off a cabin rental in VT, or something similar. This also has the potential to bring money in from outside the community.
  • We could set up an event that could also be a raffle drawing, perhaps a Back Road Stories event or an author reading.
  • We could survey library patrons about ideas for a raffle prize.
  • Ideas to continue in collaboration with the Friends of the Library.

• Friends of the Library-
• The May raffle raised $3,650! This was a huge success this year, and reflects the hard work and creativity of the Friends group. Thank you Friends!

• New Business-
• Reminder to trustees: Please send Laura your thoughts for Cathi’s annual evaluation if you haven’t already.
• Guilford Fair will be on next month’s agenda. We will discuss both our  presence and fundraising efforts there.
• Sandra reports that the Open Site Food Program has begun with volunteers from the school helping out until library camps start.

***Next monthly Trustees Meeting: Monday July 19th, 2021 at 6:30 pm (at the library with zoom option).

Meeting adjourned at 7:22pm.

Submitted by John Shaw, co-secretary

Trustees On-Line Meeting – Mon June 21, 2021– 6:30 pm

Guilford Free Library

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

• Librarian’s Report —Cathi
• Summer Camp programming and enrollment
• Update on COVID guidelines and library programming

• Treasurer’s Report- Richard
• Fundraising Plan for building project–discussion about new fundraising ideas, maybe we should dream up alternatives to a concert?

• Building Committee Update (PR about the project—starting to get people excited about it)- Richard, John, Nika

• Friends of the Library-
  • Update on a HIGHLY SUCCESSFUL Raffle!

• New Business (Anything forgotten on this agenda?)

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

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

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

• Accept Minutes from April meeting.

(Phone Conference due to Covid-19)

          Make any additions and/or deletions as necessary.

• Librarian’s Report — Cathi
• Library is open to the public_update, procedures
• Summer Camps—
• Training- VTLIB staff member able to talk with board members re making expansion plans public

• Treasurer’s Report- Richard

• Building Expansion Project—-Building Committee

1. Friends of the Library—
2. Current projects, looking ahead

• New Business- Anything forgotten?

***Next monthly Trustees Meeting:  Monday June 21, 2021 at 6:30 pm

by zoom

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

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)

Join Zoom Meeting
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Meeting ID: 820 7364 6327
Passcode: 489725
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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.

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.

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 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 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 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 24^th. 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

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 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

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 6^th 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

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’ 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