Guilford Free Library Trustee Meeting Minutes 11.18.24

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Trustees In-Person and On-Line Meeting

Guilford, Vermont

Monday, November 18, 2024 – 6:30 pm

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

Trustees Absent: Sandra Cortes

Others present: Librarian Amber Hunt and Friends Laurie Carter, Davida Bagatella and Deb Albright

Meeting began at 6:31pm

Trustees accepted October Meeting minutes.

Librarian’s Report – Amber

Halloween was a great success and well attended. Thank you to Everyone’s Books for the complimentary free books to give out at this event.

  • Book circulation went up significantly this month.
  • There were more new patrons in October.
  • Cribbage club has had 5 regular attendees and possibly 3 new people coming more often.
  • Story time has had some new regular families coming.

Increasing operational hours has been on Amber’s mind and she shared a few scenarios that she is considering. She will further assess her staff and team of volunteers, and ask the opinions of patrons to determine which day(s) to increase hours and when to start these new hours.

Treasurer’s report – John

Our monthly report is that we are doing well and are on track.

John and Amber have met several times with Erika and Elly to work out a new system for reporting the Library’s finances. This is still underway.

Scheduling Select board meeting quarterly attendance – Laura

In order to increase our communication with the town, we have scheduled with Erika 4 dates for 2025 to attend Select board meetings to give updates and share information about the Library.

January date TBD

April 28th

July 28th

October 27th

MOU with Friends – John

After working out our MOU with the Town last year, it has been brought to light that the Trustees also need an MOU with the Friends to clarify roles, financial responsibilities and reporting.

Davida, Deb and Laurie are a committed executive committee for the Friends that will meet with the Trustee sub-committee in late January to discuss the details of the MOU.

Laura emailed the Friend’s by-laws to everyone.

John, Josh and Nika have formed a sub-committee to draft an MOU proposal with the Friends.

Annual Appeal Letter – Amber

It is all ready to be sent out. Trustees and Friends can come pick up their letters to be sent out ASAP.

Act 150 – VT Library Legislation training – John

John went to an online VT department of Libraries training on the new legislation of Act 150, an act relating to public Libraries in VT. He then trained the Trustees and Amber by sharing the details of that webinar.

New Business – none

FY26 Budget Discussion – John

We reviewed the proposed budget.

John moved that premature knowledge of discussions could potentially put the Town (or a person involved) at significant disadvantage and he moved to enter into Executive Session at 8:20 pm to discuss labor relations agreements with employees per 1 VSA§ 313 (a) (1) (B), inviting Amber Hunt to participate. Judith seconded, all approved.

John moved to exit Executive Session. Judith seconded, all approved. Executive session ended at 8:43pm.

John moved to adopt FY26 budget inclusive of revised salary budget. Josh seconded, all approved.

Meeting adjourned at 8:50pm

***Next Monthly Trustees Meeting: Monday December 16, 2024 at 6:30pm – In person at the Library/or Online.

Minutes by secretary,

Nika Fotopulos

Meeting Recording: