Guilford Free Library Trustee Minutes for 10.19.26

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Guilford Free Library Trustee Meeting
October 19, 2026/ 6:30 PM / Guilford Free Library and Zoom

Attendees
Emma Hallowell, Amber Hunt, John Shaw, Jeannette Tokarz, Laura Lawson Tucker
Remote: Peter Hetzel, Meghan Ohrstrom
Guest: Davida Bagatelle, Friends of the Library
Absent: Joshua Nelson

Meeting was called to order at 6:30 pm
Changes to agenda order: Under New Business during the budget discussions the Board will go
into executive session to discuss staff wages
Minutes from 8/17/26 were approved. John made the motion, Jeannette seconded & motion
passed unanimously.
Standing Agenda Items

  1. Update from the Friends of the Library
    ○ This is National Friends of the Library Week. A membership sign up area is in the
    Library
    ○ The Friends recruited 15 new members at the recent Guilford Fair
    ○ An article in the upcoming Guilford Gazette and on FPF will introduce the Friends
    to residents and clarify its mission
    ○ Final tax filing of former Friends group is underway
    ○ At the upcoming Halloween event the Friends will supply warm cider and
    take-home swag
  2. Chair’s report
    ○ Ongoing collaboration and meetings with Amber
    ○ Recent Selectboard update on 9/28/26 went well
    ○ Peter has agreed to serve on the Building Committee
  3. Librarian’s report
    ○ Amber will be attending the annual Catamount Library Network meeting on 10/20.
    The GFL’s pricing is at the lowest tier as determined by the number of items in our
    collection. No change in fee is anticipated for FY 28.
    ○ Circulation and in-person visits continue to be strong. There is greater demand for
    holds on new books indicating a good match between acquisitions and reader’s
    interests.
    ○ The after school time can be busy
  4. Treasurer’s report
    ○ No reports from the Town this week due to the demands of tax filing last week.
    Verbal check-in with Elly indicates that expenditures are in line with the budget.
    ○ John and Amber have indicated that one-off expenditures such as new furniture,
    ADA upgrades, etc., will be funded through ‘special projects’ & not included in the
    annual budget.
    Ongoing Business
  5. Strategic Planning
    ○ Action item: Review survey questions Josh drafted and respond to his email
    ○ John asked the Board to consider its operational goals and utilized a circle exercise.
    Feedback from the group included:
    ■ Create job descriptions for officers and the subcommittees
    ● Consult Bylaws, Trustee Handbook and VT Dept of Libraries
    ■ Evaluate current policies on a regular schedule, fill in gaps
    ■ Create new policies strategically so as not to unduly restrict the functioning
    of the Board.
    ■ Review our financial policies and oversight/controls of funds flow
    ● Action item: John will forward to Peter draft financial policies.
    Peter will join the Finance Committee
    ■ Focus on efficiency when possible-volunteers are busy and have multiple
    time demands
    ● Timeliness of communication, e.g., sending out documents, etc.
    ● Evaluate effectiveness of meetings regularly
    ■ Consider utilizing SMART goals (Specific, Measurable, Achievable, Relevant
    and Time bound) and providing scaffolding (project management tools) to
    ensure that goals are met
  6. Annual appeal letter
    ○ Amber and Jeannette will continue to draft the letter. Board agreed that the names
    of individuals who haven’t donated for 3 years will be removed from the list of
    recipients of the letter. Letter will be distributed for mailing at the 11/16 meeting
    New Business
  7. Budget for FY 28
    ○ Pursuant to 1 VSA 313 (a)(1)(B) the motion was made by John to enter into
    executive session to discuss labor relation (wages) agreements with employees.
    Jeannette seconded. Motion passed unanimously. The executive session was
    entered at_____ and ended at 7:54.
    ○ Board agreed with wage increases proposed by Amber
    ○ Highlights/changes FY 28:
    ■ The trial of having 2 courier stops per week has been very successful. Books
    & Services line will pay for 1.5 stops with the remainder paid via a grant.
    ■ The Friends will support the cost of museum passes
    ■ Adding a digital magazine subscription is proposed with 2K increase in
    digital resources line
    ■ Hiring a second assistant librarian will add ~13k to the budget over FY 27
  8. Town Report
    ○ Action item: Amber is working on the report. Board members are asked to
    provide suggestions of content to be included.
    Action Items
  9. Action item: Review survey questions Josh drafted and respond to his email
  10. Action item: John will forward to Peter draft financial policies. Peter will join the
    Finance Committee
  11. Action item: Amber is working on the report. Board members are asked to provide
    suggestions of content to be included.
    Adjournment: 8:16 pm
    Next Meeting
    Monday, November 16, 2026 @ 6:30 pm