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

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Guilford Free Library Trustees meeting

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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Meeting of the Guilford Free Library trustees

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.

Guilford Free Library January Trustees Meeting

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

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

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 Meeting Minutes

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

Guilford Free Library

                      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 ReportCathi
    • ~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 at the library.

021– 6:30 pm

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

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

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

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 ReportCathi
    • ~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.

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