October 14, 2019

Sarah Tischer Scully, Fern Strong, Eve Ermer, Anne Linehan, Ben Wolfe, Jean Wolfe

Meeting called to order at 7:06 pm

Community Input

Eve mentioned that she ran into someone at the town offices who had been looking for an open public spot with printer access.

Secretary’s Report

Approved minutes from September 2019 meeting.

Treasurer’s Report

  • We reviewed and signed the warrant for September.

  • We reviewed staff time sheets.

  • The library lately received a number of memorial donations in the amount of approximately $225.

  • Budget update: Ended September with a positive amount in the checking account. There will be a small deficit until taxes are paid in November.

A bill for the work on the landscaping outside has been received and will be forwarded to the town office for payment.

Librarian’s Report

Mariah has done 2 story hours since last meeting, including a trip to the VT Sheep & Wool Festival at the beginning of October. Collaboration with the Orange County Parent/Child center is under planning and discussion.

Unexpected problem with the furnace was fixed.

Old Business

- Updating 5-year plan and Trustee Bylaws:

Reviewed existing bylaws and brainstormed changes. Sarah will draft amended bylaws for review at the next planning meeting (November 10).

We will meet again on Sunday, November 10th from 12:00 - 2:00 pm for the second phase of library strategic plan writing.

New Business

- Budget planning for next year:

We need to meet with the Selectboard in November to present the new budget. We reviewed a draft budget that Eve presented. We reviewed and made a rough draft of the budget for 2020 - 2021.

- Library publicity:

Sarah mentioned that some events that had been publicized via Front Porch Forum, newspaper, email newsletter should also be added to the library Facebook page.


Meeting adjourned 8:13 pm.

Action Items

Sarah will create an updated draft of the Trustee Bylaws and circulate via email.

Eve will update the draft budget and circulate via email for approval at the next meeting.


Next meeting date: November 11, 2019


September 9, 2019

Carrie Cooker, Eve Ermer, Anne Linehan, Jean Wolfe, Ben Wolfe

The double payment to VINS was resolved with a reimbursement to us

Discussion of how to track areas of interest to the library staff/trustees (e.g. certain program expenses such as pizza purchases, and garden) when we want to differentiate between our expenses vs. community donations that offset them. The Town spreadsheet isn't set up to show this. No final decision made other than that we would like the ability to track.

We will end the fy in slight negative balance--just before taxes refresh our account. Eve debated asking the Trustees of Public Funds for funds to cover the short fall and realized that there would only be about a 2-week span of concern. She will make note to ask the Trustees of Public Funds for funds to bridge this gap next year.

Investments changing from Morgan Stanley to Edward Jones.
Discussion of staff raises: how much? hours vs. raise amount? merit or professional development considerations? Based on job description? Decided this would be incorporated into the 5-year plan to be discussed later this month in executive session

Librarian's report

potluck and interview following were well attended and received

there's been an increase in new patrons

young writers' group, chess club, and fiber group continue to draw attendance

Action Items

  1. Carrie will check with Jillian to see if there are any surveys to pick up; if so, she will get them to Eve before Sept. 20.

  2. Anne will post the survey closing date of Sept 20 in the Tunbridge list-serv.

  3. Eve will post the survey closing date of Sept 20 in the Front Porch Forum

  4. Eve to present preliminary budget at October meeting

  5. Eve will prepare survey report at our Sept 22 special session.

  6. Anne will bring the Brewers' 5 year plan to the special session.

  7. Ben to email planning preparation documents resource link to meeting members.

August 12, 2019

Carrie Cooker, Eve Ermer, Anne Linehan, Fern Strong, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe, Mariah Lawrence

Community Input

People are filling out the library survey, with more than 30 responses received so far.

Secretary’s Report

Minutes from July 8, 2019 were approved.

Treasurer’s Report

Eve and the Town Treasurer have met to reconcile Library account and Town Treasurer has made some corrections.

Currently $1,945.27 are in the Library fund, not including Payroll which is accounted for separately. The library has a rollover surplus of approximately $6,000 for payroll.

Warrant from June 2019 includes a charge from VINS for a 2018 summer program which was paid twice by mistake. Eve is following up with VINS to get a refund of the duplicate payment.

We reviewed and signed time sheets and the warrant for June.

Executive Session declared at 7:27 pm to discuss staff payroll; regular session resumed at 7:47 pm

- Town Treasurer suggested we develop a policy about how raises are assessed and given.

- Eve will confirm payroll details with Town Treasurer and we will vote on raises and/or more hours for outreach program(s) at the next meeting.

Librarian’s Report

Mariah has been helping out and cleaning out the library attic space.

More children involved in the summer reading program and story hour programming with Jools.

The library temporary turtle is going back to school. “Iona” has been a big hit!

Jean and Ben went to a workshop on succession planning and Jean is getting help from the Dept. of VT Libraries on developing job descriptions in conjunction with this.

The library has been receiving high quality book donations lately, many of which are going into the permanent collections. Carrie has been helping with book mending.

More patrons are using the downloadable audiobooks and e-books.

Ben has been developing another young writers group for younger children.

Old Business

Library Trustee Notebook

This document should contain the following elements:

5-year plan (needs updating)

Trustee Bylaws

Job Descriptions (need to be written)

List of Trustees

Budget

Library Policies (have some, may need to formalize / document others)

We decided to schedule a special meeting to develop a strategic plan or revised 5-year plan. The meeting will be public and held at the library on Sunday, September 22, 2019 from 12:00 - 2:00 pm.

Mowing contract - not discussed.

New Business

Survey results to date - Eve had these on hand but we ran out of time to discuss. Eve did pass along the the names of people who had expressed interest in volunteering to Jean.

Mariah Lawrence introduced the idea along with Jean Wolfe for a possible outreach program to the preschool - Orange County Parent/Child Center, with the object to have more families coming to the library on a regular basis. Jean and Mariah suggested that books could be checked out to the Center around organized themes. Mariah suggested targeting the 2-3 and 3-4 year age groups, and suggested starting with an additional 4 hours of time per month, or two sessions per month. Mariah investigate possible grant funding or community funding.

We also suggested that Friends of the Tunbridge Library might be able to fund a “traveling library” of materials to support the program.

Mariah will contact the new Orange County Parent/Child Center Director and follow up with a conversation, and also speak with with Elaine Howe, School Librarian, to find out what activities she’s doing with the Center so they can coordinate or compliment programs.

Ben mentioned that some of the challenge to getting people to come in to the Library is whether or not they already know someone and might feel more comfortable coming in because of that personal connection.

Action Items

Eve will follow up with the town treasurer on outstanding items and staff payroll (hours and rates).

All - please be thinking of ideas for strategic planning meeting / next 5 years of TPL.

Next regular meeting date: September 9, 2019, 7:00 pm

Planning meeting: Sunday, September 22, 2019 12:00 - 2:00 pm

July 8, 2019

Meeting called to order at 7:02 pm

Carrie Cooker, Eve Ermer, Anne Linehan, Fern Strong, Sarah Tischer Scully, Ben Wolfe, Jean Wolfe

Community Input

Review of TPL from a visitor from Toronto posted to the Facebook page. Positive comments on the Frederick Douglass reading for July 4th. New shelving for media looks great!

Secretary’s Report

Minutes from June 2019 meetings were approved.

Treasurer’s Report

Becky needed to fix a couple of amounts in the spreadsheet. We are starting the fiscal year (July 1, 2019) we are starting with a little more than $4,000 in cash in the library account, may not be 100% accurate but Eve is certain that we have a rollover amount for this year as we had planned.

A $220 donation was received in July.

We reviewed the Warrant and signed timesheets for June.

We need to check with Selectboard about what everyone is being paid and how wage increases are being implemented. Eve will check with the Treasurer as the first step.

Librarian’s Report

A donation was made towards new plantings, and the garden around the porch is looking very nice.

New programs are happening, including temporary housing of the 3rd Grade pet turtle.

Lots of visitors during the Jenny Brook music festival including impromptu jam sessions on the lawn.

Ben is working on the two benches to be refurbished for the front.

Jean will let us know when the Friends picnic will be held.

Old Business

Library Trustee Notebook - Fern has begun gathering information. Jean has turned in an old copy of the Trustees documents (strategies, 5-year, plan, bylaws). Other needs per the Library Trustees Handbook: written job descriptions, copy of the budget, contact info for Trustees.

Mowing contract - Anne will follow up with Selectboard.

Revised patron survey - Eve presented the revised version at the meeting. Eve, Anne, and Ben will advertise / post the survey online and in person. Survey will run through November 30, 2019.

Action Items

Eve will follow up with Treasurer regarding FY 18-19 close and wages for library staff.

Fern will circulate the existing 5-year plan and Trustees bylaws for consideration before next meeting.

Jean & Ben will draft job descriptions.

Eve, Anne, and Ben will advertise the electronic survey in various fora.

Carrie will make hard copies and circulate the survey.

June 20, 2019 (special meeting)

Carrie Cooker, Eve Ermer, Fern Strong, Sarah Tischer Scully, Jean Wolfe

Meeting called to order at 6:00 pm

Three items to review for end of year spending: 

1. Jean submitted her medical insurance costs for reimbursement. As per usual, Library Trustees will pay the amount budgeted: for FY 18/19 that is $8,000.

2. Programs budget item: there is $125 remaining in the budget for 18/19.

The Library has contracted with an outside person for a portion of the Summer Reading Program at a rate of $300 for programs offered in June and July. Trustees agreed to pay $125 from the 18/19 budget in June and to order the payment of the remaining $175 from the 19/20 budget at the beginning of July.

3. Books budget item:  The fee from Q4 (March - May, 2019) for the state library eBook subscription was waived, therefore there was an extra amount (approximately $500) left in the books fund for the 18/19 fiscal year. Jean has purchased supplemental books for the library’s collection in this amount. Trustees agreed that we would order a supplemental payment on the Library’s credit card (where the book charges were made on June 13 and 14) in order to ensure that these charges are reflected in the 18/19 fiscal year, as planned.

Trustees signed orders regarding items 1-3 at the meeting. Eve will deliver these to the Town Treasurer so that payments can be made before the end of the month.

Meeting adjourned at 6:32 pm.

June 10, 2019

Carrie Cooker, Eve Ermer, Anne Linehan, Fern Strong, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Community Input

New bulletin board in the entryway.

Secretary’s Report

Meeting minutes from May were approved.

Treasurer’s Report

We received $375 in donations since last month.

Eve had some concerns for items that should be paid in this fiscal year if possible:

We asked Jean to submit her medical reimbursement request asap.

The state library hasn’t billed for the OneClick service yet. Jean will follow up with them.

Dave Royce owes us a bill for propane repair work.

Current credit card bill had the new copier and dehumidifier charge on it.

Otherwise, we are anticipating an rollover of several thousand dollars going into the 2019-2020 year (as planned).

Timesheet and warrant were reviewed and signed.

Librarian’s Report

Working on a plan to create new shelving for DVDs, Audiobooks on CD, and other (non-book) media, this will be a donation from library patrons Paul and Carrie Cooker.

New programs coming throughout the summer.

Ben secured a grant for 25 copies of March by Rep John Lewis from VT Humanities Council - a grant for the Vermont Reads program.

The library received a donation of a painting of the Mill Bridge, which be hung in the Community Room along with commemorative information.

Jean has been doing some gardening and relocating plants to new beds.

Trustee Notebook

Fern will work with Jean to gather the information that exists.

New Business

- Patron Survey

Carrie and Eve brought a draft of the survey - we suggested adding some demographic questions (age groups, do they live in Tunbridge).

Revised survey for review at next meeting. We’ll run it from July - November in both print and electronic format.

- Borrowing privileges at other libraries (for unusual items)

We had some followup discussion and Ben will continue to investigate what other libraries do and what advice they have for circulating items like technology equipment, sports equipment, crafts, etc.

Action Items

Anne will follow up about the mowing contract

Eve and Carrie will revise the survey.

Sarah will contact the Selectboard about grading around the library for better drainage.

Jean will follow up with financial items above.

May 13, 2019

In attendance: Fern Strong, Anne Linehan, Eve Ermer, Carrie Cooker, Jean Wolfe, Ben Wolfe

Called to order at 7:05 pm

Secretary’s Report

April minutes approved

Treasurer’s Report

Anne got an email from trustees of public funds; they are meeting today (April 13) again in June. We need to advise them if we need funds; not currently needed this FY.

Friends’ meeting approved $10,000; $650 memorial donation on J. Goodnow, $300 memorial donation - L Baldwin

While income is below budget small amount, spending has been considerably below expected/budgeted amt. Without spending anymore $, surplus about $6,000.

Librarian’s Report

Summer programs start June 20th

Verrnal pool program Sunday, May 19th

Kevin Barnaby has the lawn contract again this year. No mowing as yet. What are the expectations of this contract? Anne will call Jillian to ask about any stated expectations in the contract.

Tabletop loom: sell one this year and hold the other until a decision is made about loaning; Carrie will contact donors about this decision

Patron survey of interests: Eve and Carrie to create one (see below in new business)

Need volunteer for Memorial Day circulation desk

New business

Wish list for Friends

Eve and Carrie to create patron survey will draft survey questions

Action items

Anne: contact trustees of public funds

Contact Jillian about mowing

Ben is surveying other libraries about lending practices

Eve and Carrie will create patron survey.

Upcoming meetings: June 10, July 8

April 22, 2019

Carrie Cooker, Eve Ermer, Anne Linehan, Fern Strong, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Community Input

Bunchie Angel suggested that having a weekday morning that the library is open would be helpful for some community members, particularly elderly folk.

Christina Marts had noted that some libraries have snowshoe checkout program during winter months.

We agreed it may be a good idea to offer loans of non-reading / viewing materials. Sarah suggested the library send out a survey to patrons to ask for their preferences regarding open hours and interest in any kind of alternative loan program (for sporting equipment, electronics, gardening tools, etc). Anne suggested that Friends of the Library money could be used to purchase items for the equipment loan program.

We have received one email from a community member which we will reply to.

Secretary’s Report

Minutes from the March meeting were approved.

Treasurer’s Report

Income is approximately $2,000 less than budgeted for the year, as is Payroll expense (some lost hours due to gap in having a custodian on staff).

Books line item is underspent to date but Jean anticipates $600 for Overdrive and RB Digital.

Programs budget $125 underspent for the year, however some of the programming expenses may be covered by gift certificates purchased last year. If additional funds are needed for summer programs, those will be taken from the next budget cycle starting July 1, 2019.

Equipment: $900 budgeted for the year.

Jean proposed purchase of a new dehumidifier for the basement, and a copier / printer to replace the old one that is failing ($250 - $450 depending on the model and toner requirements). Trustees agreed these were timely purchases. Any surplus in the equipment budget will be rolled over to next year for computer replacement.

Building Repairs has about $1,500 currently. Some issues of note:

1. Leak near the foundation on the north side of the building.

2. Grading is needed around other parts of the foundation to prevent heavy rains from sending water back into the basement.

Sarah will send an email to the Selectboard asking them to re-grade this summer.

3. Water heater in the old part of the building is leaking a bit - Jean will follow up with the plumber about possible repair or connecting the newer water heater to serve both restrooms.

Eve will meet with Jean as needed about end of year spending on the budget.

Librarian’s Report

Circulation figures are up from the past couple of years. Story Hours have been well attended. There is a Vernal Pool event on May 19th and an environmental reading and discussion group in the works.

Tunbridge Walking Group published a guide to walks in Tunbridge - will be sold at the Library for $5 and profits will benefit the Library.

ArtSpace Opening - May 5 to June 17 by Jean Gerber, watercolor painter.

Old Business

Anne and Carrie will attend the Friends meeting to represent the Library. Saturday, May 4th at 3:00 pm at the Library.

Trustee Notebook - Tabled until next meeting.

Funding from the Friends - We noted that there may need to be a clarification of the role of Friends in regard to decisions about what items are purchased for the Library. While Friends may make suggestions or requests, final decision is with the Library Director with guidance from the Trustees.

Ben circulated a letter with information for the Trustees at the start of the meeting, and we will follow up with this at the next meeting.

Executive Session was declared at 8:12 pm.

Meeting adjourned at 8:23 pm.

Next Meeting: Monday, May 13th 7:00 pm

March 11, 2019

Tunbridge Public Library Trustee Meeting

March 11, 2019 7:06 pm

Sarah Tischer Scully, Eve Ermer, Anne Linehan, Carrie Cooker, Fern Strong, Jean Wolfe, Ben Wolfe

Secretary’s Report

Minutes from February 2019 meeting were approved.

 

Treasurer’s Report

We reviewed time sheets and signed the Warrant. Questions about the finance charges on the MasterCard.

Budget update: Theresa left us with a binder of information for the next Library Treasurer. Sarah will recirculate the shared Google spreadsheet to everyone including new Trustees.

Trustees and Jean agreed that budget encumbrances will be decided by May 1, 2019.

Fundraising update: we have received approximately $9,500 in bequests and donations this year.

 

Librarian’s Report

Community Room use is even more regular. Possible Story Hour break coming up. Carrie suggested putting a call to the community to see if there are folks who might want to do a one-off or substitute story hour presenter.

New Art Exhibit is up - next reception is Sunday, March 17th.

Jean has some new volunteers who have shown interest in helping out.

Jean suggested some expenses coming up: dehumidifier in the basement; photocopy machine needs an expensive toner cartridge or new machine.

Old Business

Money from Friends of the Library: Next meeting on Saturday, March 16th at 12:00 pm, and that is the venue for requesting the $10,000 budgeted for this year. Anne will ask Theresa and follow up with Donna about this request. We agreed that we would take the full amount this year as budgeted and use the Trustees of Public Funds money if needed.

Money from Trustees for Public Funds: Current fiscal year request should be made by May 1 so it can be approved.

 

New Business

Welcome new trustees.

Vote for officers.

Anne Linehan elected Chair

Eve Ermer and Fern Strong elected co- Treasurers

Sarah Tischer Scully elected Secretary

Carrie Cooker elected Member At Large

Review meeting schedule: Trustees will continue to meet on the second Monday of the month at 7:00 pm.

Library Trustee Notebook: Eve mentioned that the Handbook for Library Trustees published by the Vermont Library Association mentions a number of important documents that Trustees should have access to, including: board bylaws, library policies and procedures, staff job descriptions, etc, and suggested that we work to locate and collate this information. The first step is to assess what documents are in place. Jean will locate the existing records for review at the next meeting.

 

Action Items

Jean will prepare an encumbrance report by May 1 for end of year spending.

Everyone review budget and current spending (available as a Google document).

Eve and Fern will review the TPL Treasurer’s Notebook

Anne - will follow up with the Friends about our request for fund for this year.

Sarah will send out the Handbook for Library Trustees to everyone to review.

Next Meeting

Monday, April 8, 2019 at 7:00 pm

February 11, 2019

Tunbridge Public Library
Trustee Meeting
February 11, 2019 at 7:07 pm

Eve Ermer, Theresa Fitzgerald, Anne Linehan, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Community Input
A donor was thankful we send handwritten thank you notes. Good feedback from some of our younger patrons.

Secretary’s Report
Minutes were approved for January 2019 meeting.

Treasurer’s Report
We reviewed staff time sheets and the Warrant for January.

Two issues with the bills this month. Dead River was overpaid for propane so we have a credit with them at this point of $585. Theresa will follow up to be sure that bill is being paid regularly for the discount.

Green Mountain Power bill of $190.48 was not on the Warrant. Theresa will follow up with the Treasurer about getting that bill paid.

Total received from our fundraising letter is $7,110.

Request from the Friends is still pending. Theresa will follow up with their treasurer about our request for this year’s allocation.

Librarian’s Report
Story Hour attendance has been regular.
Another group for slightly older children has been taking place, the focus is on cooperative storytelling
Interest from a patron in possibly starting a chess club.
Use of the Community Room has also been steady.

Old Business
Ideas for new trustees. We had some names of folks who might be interested.

New Business
Prepping/talking points for Town Meeting. Eve will draft and send around for comment.

Action Items
Anne will investigate timing of TPF request.

Eve will send around our town meeting oral report for comment.

Sarah will be attending pre-town meeting in case there are questions about the Library.

Theresa will make sure the electric and propane bills are sorted out, and follow up with the Friends to get our allocation for this year.

Next meeting date: March 11, 2019

January 14, 2019

Tunbridge Library Trustees Meeting

January 14, 2019, 7:00 pm

Eve Ermer, Theresa Fitzgerald, Anne Linehan, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Secretary’s Report

Minutes from November 2018 were approved.

Treasurer’s Report

Trustees signed the warrant from December (2 items) and reviewed time sheets.

Thus far our fundraising letter has yielded $6,410.

We have overspent our fundraising budget (for postage, printing, supplies) by approximately $100. Some of this cost was defrayed with donations (thank you!). We will need to account for this in the 2019 - 2020 fiscal year even though it was not increased in that budget.

Discussion of expanding fundraising efforts for next year: expanding the list, gathering emails at library events.

Theresa will contact Donna of the Friends of the Library to request our allotted $10,000 for this year.

Librarian’s Report

Lots of events happening in the Library - first Winter Evening of the season, weekly story time, new Art Space exhibits, and regular use of the community room continues to be strong.


Hiring of Custodian

Judy Howe is the new Custodian for the Library, and is also taking waste to the transfer station.

November 12, 2018

Meeting of Tunbridge Library Trustees

Monday, November 12, 2018, 7:00 pm

DRAFT to be approved at next meeting

Eve Ermer, Theresa FitzGerald, Anne Linehan, Sarah Tischer Scully, Jean Wolfe

Community Input

Eve received a comment that the Library Facebook page had been out of date. (The Art Opening was posted more recently.) Jean will ask Ben to update more regularly. Jean received good comments about the library space and collections.

Minutes from October meetings were approved.

Treasurer’s Report

Time sheets and the warrant for October were reviewed and signed.

Budget update - Theresa put together a draft of the budget for this year including some historical spending data.

We reviewed spending year-to-date and we are on track in most categories. Electricity has been up over the budgeted amount, and some categories (programs, supplies) were spent down early in the year.

We worked some more with our draft budget and just need to confirm wages and FICA for next year. Theresa will update our draft and Sarah is available to make the budget presentation to the Selectboard on November 27th.

Librarian’s Report

Story Hour has been going very well. Regularly meeting on Saturday mornings.

Upcoming presentation about making ecological lifestyle changes - the event is being well-publicized and is co-sponsored by BALE.

Art Space exhibits have been running very smoothly with coordinator in place.

The Friends of TPL have raised about $1,500 in the current holiday gift and book sale.

Custodian Job Description

Minor grammatical updates on the checklist from Eve.

We need to check with Town about who cleans exterior windows / screens and remind the of the need for repairs and re-painting to exterior trim on the Library building .

Trustees approved the final version of the job description.

Jean has put together an application for the position and is expecting a couple of applicants.

Draft Fundraising Letter

Anne Linehan will send us a draft by November 19th. Approve via email by Thanksgiving. Sarah will make up packets Thanksgiving weekend - asked Jean to have the donation slips ready.

We discussed the need for an updated mailing list for the fundraising letter as well. Sarah will ask Anne Mallary to help Jean with this.

—-

Meeting adjourned 8:22 pm.

Next Meeting: Monday, December 10, 2018

October 17, 2018 (special meeting)

Eve Ermer, Anne Mallary, Theresa Fitsgerald, Jean Wolfe

Discussed Library Custodian Job description

· Edited job description and custodial log

· Will discuss and approve at a regular meeting

· Eve will send draft copy to all Trustees and Librarian

Reviewed Library Custodian position

· Discussed need for substitute custodian

· Reviewed VLCT job application, need to tailor to our needs

· Discussed where to advertise position

o Town website

o Front porch forum

o The Herald (for 2 weeks)

Theresa presented the Town’s official time card for hourly-paid Library employees to use.

Action Items

· Eve- update job description

· Theresa- update custodial log and time card

· Jean- will talk with Administrative Assistant about hiring procedure and advertising

· Anne- contact Judy Howe about picking up trash to take to transfer station

Adjourned at 7:20 PM

October 1, 2018

Tunbridge Public Library

Trustee’s Meeting

October 1, 2018 at 7:05 pm

Eve Ermer, Anne Linehan, Anne Mallary, Sarah Scully, Jean Wolfe, Ben Wolfe

Community Input

Jean mentioned that a couple of folks had expressed interest in volunteering. 

Secretary’s Report

Approved minutes from September 2018 meeting.

Treasurer’s Report

Reviewed and signed time sheets and Warrant for September bills.

Corrections to current expense report:

- FICA total is incorrect in current year’s spreadsheet - should be approximately $4,200. The salary should be less and the FICA should be a higher percentage of the total allotted to payroll.

- The $350 under Programs should be membership.

- The $144 under Misc should be under Postage.

Anne Linehan will check in with Trustees of Public Funds to find out whether our request for $5,000 for this year was approved.

Budget needs for 2019 - 2020

We asked what needs the Librarian would anticipate for the upcoming fiscal year.
Programming budget: $1,200

Utilities: We anticipate roughly 10% increase in utilities based on rising oil prices, Consolidated Communications rate increases, etc. Propane is purchased in bulk from the Town and we would like to know what the terms of that purchase agreement are at present.

Memberships: increase by $100 to offset a usual increase for some services.

We wondered whether the Selectboard would be willing to use the Town’s Capital Improvement Fund to purchase a new furnace for the Library, or if that is something we would have to fundraise for. This is something to ask them at our next meeting with them (before the budget is due).

Building repairs: Refinish the floors in the older part of the building.

Jean and Ben will send along any other items that they would like to add.

 

Librarian’s Report

Jean said that Mariah will resume with the Story Hour program.

Upper Valley Mountain Literacy Society continues to meet regularly.

Old Business

Custodian job description.

Jean approved our draft pending a few minor changes. Sarah will update the draft and circulate again, and share with the custodian. We would like to meet again with the custodian to follow up.

Action Items

Sarah will follow up about the custodian position.

Jean and Ben will send any inside building repair needs, organized by priority, and any other budget items to consider for 2019 - 2020.

Theresa will speak with the Town Treasurer about correcting the current spending report for the items listed above.

Anne L. will follow up with the Trustees of Public Funds about our request.

Hold the Date - Possible Special Meeting October 17, 2018 at 6:00 pm.

Next regular meeting date: November  12, 2018 at 7:00 pm. Agenda items: budget, fundraising, custodian followup.

September 10, 2018

Eve Ermer, Theresa FitzGerald, Sarah Tischer Scully, Anne Linehan, Jean Wolfe, Ben Wolfe

Community Input
Eve attended the Library picnic and VINS presentation that took place a couple of weeks ago. Turnout was good.

Ben made the suggestion to have a comment box or suggestion box for patrons to leave notes.


Secretary’s Report
Approve minutes from August 2018 meeting.


Treasurer’s Report
Review time sheets.

Theresa gave us an updated spending for the current year.

Some discussion of new patterns in income and budget that are of concern: what to expect financially from Friends of the TPL, what to do about fundraising goals (especially if not met), etc.

Sarah suggested we all think about options for fundraising, budgeting, etc for the October meeting.


Librarian’s Report

Check from the Humanities Council for $150 to reimburse the Library for the Frederick Douglass reading from July 4th (a grant).

There were 14 participants at story hour last week.

Eileen has started re-landscaping the front beds to help with drainage.

Ben has been working on repair and refurbishment of benches.

Old Business
Update on request for public funds: Anne Linehan has submitted our request to the Trustees of Public Funds for the approved $5,000.


New Business
Custodian job description.
There was a brief discussion of the job description and we received a draft from the Library Director. Will review for the next meeting.

Need to speak with Selectboard about: trim on the exterior of the building, shoveling the walk vs. salting it; trash removal.

Action Items (ALL)
Look at job description and send changes to Sarah.

Think of budget needs and fundraising ideas ahead of next meeting.

Next meeting date: October 1, 2018 *NEW DATE*
Next meeting agenda: Draft budget. Approve job description for Custodian.

August 13, 2018

Tunbridge Public Library Trustee Meeting
August 13, 2018 at 6:30 pm

Eve Ermer, Anne Mallary, Anne Linehan, Theresa FitzGerald, Jean Wolfe, Ben Wolfe

Community Input (none)

Secretary’s Report
Minutes from the July meeting were approved.

Treasurer’s Report
- End of 2017-2018 fiscal year report
- Review spending to date in new fiscal year 2018-2019.
End of June left us with $270 balance in the Library checking account.
Outstanding items were billed to the 2018 - 2019 fiscal year.

Currently spent $2,658 out of 2018 - 2019 budget (not including payroll).Income for 2017 - 2018             $79,240
Expenses for 2017 - 2018             $81,603

- Request the funds from The Friends of the Library & the Trustees of Public Funds
We voted to request $5,000 from the Trustees of Public Funds for Library operating expenses. Anne Linehan will follow up with the request, and be available to attend their September meeting.

- Reviewed & signed time sheets.

- Reviewed & signed warrant for July bills.

- A new schedule for end of year expenses and deadline for encumbered funds.

Library Trustees will check fundraising moneys in February and determine if a request for funds from the Friends or the Trustees of Public Funds will be necessary to close any funding gaps. The Librarian will have final purchases lined up by June 1 so that there is not last-minute spending.

Librarian’s Report
- Library visitors are enjoying the current art exhibit! (Hanging felt fairies.)

- Summer program has been a challenge; library staff have been asking families what will work for them. Event to honor two of the students who are starting high school.

- Story hour has been fluctuating with attendance (6 - 12). Current Story Hour staffer is not going to continue for the foreseeable future. Ben has been having (older) children volunteer to read the stories.

- Jean sent out a letter asking for help pulling together the Library Picnic on August 26th at 12:00 pm. She asked for volunteers to come at 10:30 am to help set up.

- Ben applied to the Hartland Lions’ Club for funds to support the Valley Quest and received $100 to support the summer reading program.

Old Business
- Naming archive room. (tabled)

Executive Session
We went into executive session at 7:45 pm. Executive session ended at 8:23 pm.

Next meeting
Monday, September 10th at 7:00 pm

July 9, 2018

Tunbridge Public Library Trustee Meeting
July 9, 2018 at 7:00 pm

Eve Ermer, Theresa FitzGerald, Anne Linehan, Anne Mallary, Sarah Tischer Scully, Jean Wolfe
 
Community Input
Where is the library sign that hangs out in front of the library? It was removed a few weeks ago but is back.

Secretary’s Report
Minutes from June 2018 meeting were approved.

Treasurer’s Report
- Theresa, Anne M. and Anne L. met with the Town Treasurer at the end of June. Sarah expressed concerns about the added step of having Selectboard members sign monthly warrants for paying bills. Anne M. and Anne L. said that they had asked these questions of the town treasurer, and that any problems or delayed payment of bills would be addressed if it came up.

- End of fiscal year figures.
Payroll is at (-$3,110.88)
Checking account is approximately $3,500
Other expenses from June bills unpaid are (-$2,772)

Anne Mallary suggested we ask the Trustees of Public Funds for $5,000 to cover these expenses and give us a little bit of a balance in the checking account for current expenses. This is less than the $7,000 budgeted for this year. Voted and approved to request $5,000.


Librarian’s Report
Antique trim on the older part of the library buildings needs to be repainted. There was a suggestion that a library trustee be in the meeting(s) with the Selectboard for the bidding and selection process.

Jean reminded us of the upcoming Library potluck picnic, Sunday, August 26th at 12:00 pm at the Tunbridge Fairgrounds. All are encouraged to attend.

Old Business
Community room use policy.
    Jean mentioned that the 'required deposit' has not been enforced; we changed this to a retroactive cleaning and repair fee in case the room is left dirty or damaged. We discussed the use of the space for commercial or promotional purposes, and elected to clarify the point by specifying, "No groups or individuals may charge attendees, solicit donations to the group, or promote or sell items or services. " This language is also in keeping with other area public libraries. The email address for the library was updated and additional information added to the registration section, including number of attendees and date and time that the responsible person will pick up the key.

Naming archive room - tabled.

 
Action Items
Anne Linehan is going to request the funds from the Trustees of Public Funds.

Anne Linehan will contact Historical Society members and invite them to come to our next meeting.

Sarah will update the community room policy and share it.
 
Next meeting date: August 13, 2018 at 7:00 pm

June 11, 2018

Tunbridge Public Library
Trustee Meeting
Eve Ermer, Theresa FitzGerald, Anne Linehan, Anne Mallary, Sarah Tischer Scully, Ben Wolfe, Jean Wolfe


Secretary’s Report
- Approved minutes from May 2018 meeting.
 
Treasurer’s Report
- Theresa has been working with the town treasurer to better understand correlation between town accounts to Library accounts, but not all information is transferred over, and there should be a system for double-checking how amounts are entered. Anne M. and Anne L. will meet with Theresa and the Town Treasurer for a training session.

- The town treasurer is also issuing a warrant monthly for all Library bills so that Trustees can sign off on them at our monthly meetings.

- End of fiscal year figures:
We discussed how the end-of-year funding works. The Library will require a donation from the Friends of the budgeted amount of $10,000. Voted to approve this action.

 
Librarian’s Report
- Story hour us undergoing a shift because the usual person is taking the summer off.

- July 4th and Frederick Douglas’ speech event planned.

- Book club is gathering steam and Ben is encouraging more young readers to join in.

- Summer program for school children starts the last week in June.

- Cartoon program is still up and running.


Old Business
-  Community room use policy
Tabled - will review at next meeting.


- Naming archive
Tabled - Anne L. will follow up with Historical Society


New Business
- Update from May 31 town round table discussion.

Eve and Sarah attended. While it was less a discussion than a report of what each attendee does for the town, we felt it was positive for the Library to have a presence. If another meeting is scheduled we will make some suggestions for more of a discussion-style format.

Action Items
Theresa will request funds from Friends.

Anne M., Anne L. and Theresa will meet with town treasurer and set up an accounting workflow.

Anne M. will get a cash box for Library use.

Sarah will draft revised community room policy for review.

Next meeting date: July 9, 2018, 7:00 pm.

May 14, 2018

Tunbridge Public Library

May 14, 2018, 7:00 pm

Anne Linehan, Anne Mallary, Eve Ermer, Sarah Tischer Scully, Jean Wolfe

Secretary’s Report

Minutes from the April meeting were approved.

Treasurer’s Report

Theresa sent some documents as she was unexpectedly absent, including this message:

I have shared the Google Doc spread sheet It still needs some adjustments, I have been working with the town treasurer and we continue to update our figures as the monthly entries had not been completed since November.

The town treasure will be scanning the monthly invoices for Jean to print, trustees to review and then sign a warrant with the invoices  listed for the trustees to sign (3 signatures needed). Jean will sign the bills as the authorized Dept. head which means that she has looked them over and they look right to her.  Then the town treasurer will give the Library board a Warrant will all the bills from the previous month that you have approved for them to sign.  Then town treasurer will just need a copy of the signed Warrant for her records.

We discussed whether there was a need for bills to be approved ahead of time in this manner. Had there been unpaid bills int he past that created problems? Anne Mallary will up with Theresa and the Town Treasurer about orders and to clarify that Selectboard approval is not required. We will revisit the procedure at the next Trustees meeting.

- Monthly budget and spending

We reviewed the spreadsheet that Theresa had also sent. Sarah will send the login information for the Trustees Google account so that Library Treasurer documents can be stored and shared from a central location.

- Review of monthly invoices & payroll

We reviewed and signed some invoices and reviewed time sheets. Time sheet for one member of staff was incomplete and we asked that it be ready for the next meeting.

Librarian’s Report

- Hot water heater is now fixed!

- Discovered that another local library was holding story hour at the same time that Tunbridge was having theirs, so the Tunbridge group may choose another time to provide more options for local parents.

- New activity for young readers to share books they had been reading (like a “book club”).

- Jean expressed some needs for the book sale - looking for another experienced reader to help price special books?

Old Business

- Community room use policy

Eve brought policies from Howe and Kilton libraries. These policies more clearly defined the use of their “meeting rooms” including use by boards, non-profit groups, members of the public, and tutors. Sarah volunteered to incorporate some clarification language from these examples into a revised draft of the TPL policy, to be reviewed at the next meeting.

- Naming of the archive room or archive

Anne Linehan will ask members of the Historical Society to come to our next meeting for their input.

New Business

- Need for locked cash box?

Anne Mallary will get a lock box for the Library.

- Invitation to “town round table discussion” May 31st.

Attendees at Library Trustees meeting did not know what this event was, but Eve and Sarah may be able to go if a Library representative is desired. Anne Linehan said she would find out and share more information.

Action Items

Anne L.: Invite Historical Society members to come to our next meeting for their input on the Archive naming. Find out and share info on the Town Round Table.

Anne M.: Work with Jean to get a lock box for the Library. Continue working with Theresa on Library budget / spending spreadsheet. Clarify approval/spending process with town treasurer.

Theresa: Continue working on Library budget / spending spreadsheet.

Sarah: Share the library rooms policy from Kimball Library. Draft a revised Tunbridge Library policy and circulate before the next meeting. Share Google login for the TPL account.

Eve: Send other library’s meeting rooms policies to TPL trustees and library staff. 

Jean: Send Tunbridge meeting room policy to Sarah for editing.

Next meeting date

June 11, 2018 7:00 pm

Next meeting agenda items:

- Archive dedication discussion with Historical Society board.

- Review new draft of Community Room use policy

- Approval procedure for library spending

- Review time sheets from May

April 9, 2018

Trustees of Tunbridge Public Library

Present: Eve Ermer, Theresa FitzGerald, Anne Mallary, Anne Linehan, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe
 
Community Input
-  Possible new time for Story Hour. We discussed options and decided that it should be coordinated with the parents who would like to attend.

- Eve mentioned a question about what was included in the Salary line item in the library’s budget, and questions about whether others besides the Librarian are paid staff. The answer is yes, there are 4 hourly staff in addition to the salaried Librarian position.

- Suggestion that the Archives Room be dedicated to an individual in town.
Sarah raised questions of whether the Trustees have the right to officially name the space. There is a precedent of NOT officially naming other portions of the building that have been built out with significant donations. Perhaps the Archive itself could be dedicated? Trustees decided to table for future discussion.

- Theresa mentioned that a group from South Royalton had some nice comments on our Library and the space, layout and presentation.


Secretary’s Report
- Approve minutes from February 2018 meeting.
- Approve notes from March 2018 meeting.
Both months approved as posted (with revisions).
- View and sign time sheets.


Treasurer’s Report
- Review draft budget spreadsheet from Becky.
Theresa gave us an update and asked for some assistance in getting the current and 2018-2019 numbers into online spreadsheets. Anne Mallary will assist Theresa with this.
Sarah will send the login for the Google Trustee account so that Theresa and future Library Treasurers have access.
- Special donations in honor of Anne Peters will be used for landscaping near the Library walkway.


Librarian’s Report
- Cartoon Workshop has been successful and growing!
- Film series underway (every-other Saturday).
- Upper Valley Mountain Literature Society (reading group) is also growing.
- Jean has been spending down the budget.


Old Business
- Building report. Jean says the Water Heater has been behaving better, however the water is still too hot sometimes.


New Business
- Official elections for trustee positions.
Anne Linehan as Chair
Sarah Tischer Scully as Secretary
Theresa FitzGerald as Treasurer
Eve Ermer as Co-chair
Anne Mallary is Member at Large


- Ben mentioned some requests received for the Community Room recently:
Baby Shower (private event)
Sheep & Wool Festival Workshop (paid classes)
We had some discussion on the current policy, both the wording and the overall intent: how is the library (and the community room) to be used and what is appropriate? What precedents have been set thus far? We decided to consider these questions and address in more detail at a future meeting.
In the meantime, Ben will update the current policy/form, to ensure library trustee names are current and to clarify the users’ responsibility regarding the pickup of the key.

- Action Items
Eve will get community room / library use policy from Howe Library and Kilton Library
Sarah will get community room / library use policy from Randolph Library and South Royalton
Ben will update the current policy (key pickup, Trustee names)

Sarah will send the login for the Google Trustee account so that Theresa and future Library Treasurers have access.


Next meeting date: May 14, 7:00 pm