Guilford Free Library Trustees Meeting Minutes 9.16.24

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Guilford Free Library

Trustees in-person and On-line Meeting

Guilford, Vermont

Mon September 16, 2024 6:30pm

Trustees present: Laura Lawson Tucker, Sandra Cortes, Jeannette Tokarz, John Shaw

Trustees absent: Judith Serkin, Nika Fotopulos, Josh Nelson

Others present: Amber Hunt (Librarian)

Meeting began at 6:37 pm

Unanimously accepted minutes from August Meeting

Librarian’s Report – Amber

  • The Fair was a success! Significantly more water and seltzer were sold on Sunday (hotter day), but we still made about the same amount of money both days. Hard to know why exactly. More book sales Monday? More generous donations?
  • Special thanks to Scott Mathes for all his help and donation of seltzer! Thanks to John Shaw for help carting stuff to and from the library! And thanks to all the volunteers who staffed the library booth!
  • The Brattleboro Music Center was next door this year, and they mentioned wanting to collaborate next year on kid activities. Amber will follow up with them.
  • The Cello concert was also a big success! What a beautiful evening! The library has heard several positive comments from patrons since the event. We made a substantial amount of money by selling ads in the program, in addition to the ticket sales.
  • Amber has made some tweaks to improve the online catalog experience, responding to patron feedback.
  • Amber is finalizing a grant application which she hopes to use in part to update children’s room furniture and equipment: kid-safe water cooler, potty seat and potty stool for bathroom, reading chair(s) and storytime cushions.

Co-chairs’ update – Laura

  • Josh Nelson will start working with Amber to review building needs on a monthly basis, and to communicate with the town and the Trustees as needs arise.
  • Amber has been managing a heavy workload! Trustees can make themselves available to assist in places that Amber identifies.
  • Annual appeal letter brainstorm (ideas on what to include):
    • Appreciation of Amber as new librarian!, Guilford Fair, cello concert, camps, cribbage club, and other programming, include pictures from events?, highlight Libby and other services “beyond just a building with books”, tech assistance to access online services, unique personal hands-on service, museum and parks passes, services and programs for all ages
  • We just received an update from the Energy Committee (Nancy Detra) about an energy efficiency MERP grant, but the application is due next week. We have not yet heard the results of an energy audit that the Energy Committee had performed on the building, so we are not sure what the recommendations will be. The timing is hard for this one, but Laura will talk to Nancy about what it might entail and moving this forward with the Energy Committee or Town Office can take the lead on applying for the grant.

Treasurer’s report – John

  • We are still in the first quarter of the fiscal year, and things are looking good. The town has been paying the invoices for collections, Catamount, and courier service, as was voted on at town meeting. Trustee budget reports will not have those line items moving forward, but Amber will be keeping track of them separately so we will know how we are doing versus the budgeted amount. This will also help Amber to report stats to the VT Dept of Libraries.

Halloween planning discussion

  • We had beginning discussions about the Halloween event. We will be reaching out to the Friends group to work together again this year. Library will be open, but not as heavily decorated because most of the activity has been staying outside in recent years.
  • Amber has the spreadsheet of tasks from last year.
  • Laura will talk to the Historical Society about having the museum/meetinghouse be sites for trick-or-treating, and the meetinghouse as a rain backup for playscape activities.
  • Trustees will provide cider.
  • Sandra will pick up donuts.

Cello concert thank you notes

  • We reviewed the list of folks to thank for making the concert such a success. It took a lot of work from a lot of people! Thank you everyone!
  • We divided up the list to write thank you notes.
  • Jeannette will talk to Davida about the program sponsors.
  • Thank you cards and envelopes are at the library. Stamps too if you need them.

Review Bylaws

  • We reviewed our bylaws and policies. Amber will create a draft from suggestions made for Trustees to discuss and vote on at a future meeting.

Review Fundraising List

  • Amber passed around a copy of the fundraising mailing list for Trustees to note any updates or removals they are aware of. Trustees who haven’t already done this are asked to stop by the library to do so.

New Business

  • Sandra reported that Ragan will be writing an article for the Guilford Gazette about the concert. Amber will provide details about attendance and so forth.

Meeting Adjourned at 8:07pm

****Next meeting is Monday October 21, 2024 at 6:30 pm in person at the Library and on zoom.

Minutes submitted by John Shaw

Audio Recording of Meeting:

Part 1

Part 2