Guilford Free Library Trustees In-Person Meeting

                      (link provided just in case)

                           Guilford, Vermont

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

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Meeting ID: 823 5481 3502

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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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 Meeting ID: 823 5481 3502

Passcode: 000967

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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

                     

                    

Join Zoom Meeting

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Meeting ID: 823 5481 3502

Passcode: 000967

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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

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 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