Library Trustees Meeting Minutes 4.21.25
Guilford Free Library
Trustees In-Person and On-Line Meeting
Guilford, Vermont
Monday, April 21st, 2025 – 6:30 pm
Trustees present: Jeannette Tokarz, Judith Serkin, John Shaw, Nika Fotopulos, Laura Lawson-Tucker, Josh Nelson, Sandra Cortes
Others present: Amber Hunt (Librarian), Peter Welch, Priscilla and David Cotton from Cotton Design group
Meeting began 6:30pm
Accepted minutes from March meeting
ADA Building Committee – Judith and Jeannette
Presentation and discussion with Peter Welch, Priscilla and David Cotton from Cotton Design
Cotton Design are based in Newfane, VT but have ties and familiarity with Guilford. They are a budget forward design service. They ask 2 questions to get the process started:
- What would you like to do?
- How much would you happily budget to make that dream come true?
In the first discovery phase, they would first meet with Amber and then the board to hone in on needs, wishes and priorities, taking measurements of the building and land. At which point they would move in to phase 2 of creating schematic designs. And these schematic designs would then be shared with the community. They would engage in community meetings at this point, listening and adapting. They would potentially generate up to 3 schematics, using 3D model software. Phase 1 and 2 would cost $25,000 for their services.
Examples of public buildings they’ve worked on are the Newfane Town Hall, Winhall Community Centre, Jamaica town garage and more.
They would break down the costs associated with each change.
Phase 3 would be creating construction plans. Phase 4 would be coordinating with contractors.
Librarian’s report – Amber
Amber shared that federal grants are likely to be cut. This is still stipulation but we are preparing for this uncertainty. How these potential cuts affect our library:
- 1/3 of our courier service fees have come from federal grant money (approx. $600).
- Vermont Humanities grant for this summer’s camp is potentially not going to be available (approx. $5000 in the past).
One large ash tree and possibly the smaller maple next to it are scheduled by the town to be cut down. Amber will request to keep 5 or 6 large log segments to be used by the library, and ask for the rest to be hauled away and offered for firewood to those in need.
Amber ordered 4 green metal picnic tables to be set outside soon.
Amber signed the Library up for the Mango language database, as well as the American Sign language ap. A few designated people have been testing out the program and are giving feedback on their experience to help Amber guide new users.
Treasurer’s report – John
Monthly report: we are looking good. Nearing the end of the fiscal year, Amber’s expenditures are very close to meeting our budgeted expenses.
Finance Committee Proposal
John proposed creating a finance committee made up of the library director, treasurer and 1 or 2 other trustees tasked with managing our various funds, helping spread the work load, and looking at finance policies and making proposals to the board. This committee would also create a smooth succession plan for the next treasurer.
The start date is as soon as possible, for a timeframe to be determined by the committee and potentially reassessed in March when we elect officers. They will meet quarterly eventually, but perhaps more often while being established.
Trustees voted unanimously in favor of creating this Finance Committee.
Jeannette and Josh have stepped up to join John and Amber on this Committee.
MOU with Friends
The town’s attorney has reviewed the latest draft agreement between the Friends and Trustees. There were some proposed small changes, that those in the subcommittee all agreed to and recommend moving forward with.
The Trustees unanimously voted in favor of signing the MOU with the Friends.
New Business
April 28th – quarterly selectboard meeting. Amber will be zooming from the Library, as well as potentially Jeannette, Judith, John and Nika.
Clean up day May 3rd, 3-5pm at the Library. Invitation to potluck and/or play re-memory game together after.
May 19th conference Amber is going and welcomes others to carpool with her.
Meeting adjourned 8:22pm
***Next monthly Trustees meeting: Monday May 19th, 2025 at 6:30pm – In person at the Library/or ONLINE
Minutes by Secretary,
Nika Fotopulos
Meeting Recording: https://drive.google.com/file/d/1lFayV40hN8oGPof_XjSh5SdmfD1itYNC/view