Guilford Free Library Trustees Meeting Minutes 10.22.24
Trustees in-person and On-line Meeting
Mon October 22nd, 2024 6:30pm
Trustees present: Jeannette Tokarz, Sandra Cortes, John Shaw, Nika Fotopulos, Judith Serkin, Laura Lawson Tucker, Josh Nelson.
Others present: Amber Hunt (Librarian)
Trustees absent: none
meeting began: 6:32pm
Trustees accepted the minutes of the September monthly meeting.
ADA committee update – Jeannette
Jeannette, Judith and Amber had a free consultation with architect John Saccoccio. He had a good understanding of the importance of community engagement and he seemed knowledgeable of what took place with our Library’s past expansion attempt. He emphasized how crucial community meetings are. He recommended having an open house and community meeting about the building’s accessibility before even starting to work with him and generating drawings. An in-person as well as virtual tour of the Library would enhance the accessibility of the event. A functional space is an accessible space. He isn’t free till late winter/early spring. When we get John’s proposal we can have a deeper conversation about moving further with his firm.
There is a grant that is available ranging from $10-20 000 for small Town Libraries that could help us address simpler modifications to the building based on the ADA recommendations we received. A community meeting would be a required part of the grant to connect with people we are trying to reach. Many sources are pointing to organizing a community meeting/tour at the Library.
Josh will be talking to Erica to help guide us in addressing physical parts of the Town-owned Library building that are not safe or rotting and in need of repair.
Librarian’s Report – Amber
Leah and Amber went to the annual catamount meeting. More Libraries have joined this consortium of Libraries. The membership cost is going up to $800 ($100 more than last year).
Guilford community church took our remaining books from our Fair for their sale. Thankfully, we made new storage space downstairs.
Amber has been reading to the pre-k class on Wednesday mornings. The 3rd grade class walked over and came to visit the Library.
Amber has been communicating with the Town weekly.
Everyone’s Books gave us a discount on our book order and then gave us free slightly damaged books which we will be giving out as treats from the Library on Halloween.
Treasurer’s Report – John
Monthly report is now organized differently. Overall, we are doing well. We have been doing good with fundraising and expenditures are on track.
The cello concert made over $6500 after expenses. What made it so successful:
-The advertisements in the concert program were very successful.
-Ticket sales were sold in a more diverse way, online and in person.
-Very strong participation of volunteers
Next year’s budget will be available to vote on at our next meeting.
John and Amber will be meeting with Erica and Elly to work out invoices to the Town.
Attending selectboard meetings quarterly – Laura
Laura recommended that the Library build stronger connections with residents by having a Trustee give a quarterly update at selectboard meetings.
Annual Appeal Letter – Nika
Trustees and Amber gave feedback on the drafted letter. Nika will make the recommended edits and working with Amber will have it ready to be sent out by the next Trustee meeting in November.
Long range planning/ strategic plan (Trustees annual calendar) – Laura
We reviewed and discussed ways we are currently meeting and making plans to advance our goals. We are on track. We already accomplished goal 5 of transitioning to a new Library Director.
New Business
John shared a well crafted document he found outlining how to create and/or revitalize a Library Friends’ group. He recommended creating a sub-committee to work on an MOU with the Friends group to give us a framework to define Trustee and Friends responsibilities and ways of relating.
Amber is planning a rapid reviews event at the BBCC on Sat Jan 25th at 2pm. There will be both children and adult book reviewers. Each reviewer will recommend 8 books with a 1 min review for each book. Trustees are invited to participate as a reviewer.
Meeting adjourned 8:11pm
Minutes by Secretary,
Nika Fotopulos
***Next Monthly Trustees Meeting: Monday November 18, 2024 at 6:30pm – In person at the Library/OR ONLINE
Link to Meeting Recording: