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Eve received a comment that the Library Facebook page had been out of date.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

March 12, 2018

Monday, March 12, 2018, 6:30 pm.

Working meeting - not official

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

Community Input
New art exhibit is up. Theresa received some positive feedback about the Library at Town Meeting Day.

Secretary’s Report
- Approve minutes from February 12, 2018 meeting.

Reviewed. No changes suggested. (Will approve in April)
- Sign time sheet slips for up coming months - we signed three more.
- View time sheets (past months)

Treasurer’s Report
- Town treasurer update: Becky is happy to work with Trustees to match town chart of accounts to our usual budgeting spreadsheet.
- Theresa has been in communication with Anne M. about donations.
- Fundraising letter thank-you notes are up to date.

We discussed the absence of the current treasurer from the last 3 meetings and Theresa has volunteered to take on this post with some training.

Librarian’s Report
Patron visits have been steady through the winter. Library staff are keeping track of library use from 7:00 - 8:00 pm, with the thought of possibly shifting hours earlier on those days.

Jean is planning for the summer program and working on spending down library funds. Many books donated recently.

Last Winter Evening was very well attended (topic: Current Use for landowners). Last winter evening is Joan Feierabend, artist.

Story Hour on Saturday mornings is going well. We discussed ways to help get the word out to more people: Front Porch Forum, Tunbridge Facebook Group, Library email newsletter.

Cartooning group is meeting regularly.

Community Room use is up considerably.

Jean discussed the storm drain in the lawn of the library - the current one will need to be lowered and re-landscaped. Theresa will follow up with town road crew and paving contractor about lowering the drain.

Anne L. asked about library reading groups - when they meet, how they're advertised.

New Business
Update trustee names on library web site.
Trustee roles for 2018-2019 (proposed)
Chair  - Anne L.  (Eve volunteered to run meetings in Anne's absence)
Secretary - Sarah
Treasurer - Theresa
Member at large - Anne M.

Meeting times & dates.
We will continue meeting second Monday of the month with a slight time shift to 7:00 to accommodate everyone.
Next meeting: April 9th at 7:00 pm

Action Items
Sarah will update the website with new trustee and meeting time.
Theresa will follow up about sidewalk drain.
Theresa will also follow up on treasurer responsibilities.


February 12, 2018

Anita Abbot, Theresa Fitzgerald, Anne Linnehan, Jean Wolfe

Community Input

-Patron questioned if library is still sending library event publicity emails -
-yes being sent, need to update individual email address

Secretary’s Report
-minutes from January meeting approved as written

- time sheets available to view in yellow folder

-trustees listed on town web site will update after TMD
 Geoff Hanson is the contact person

Treasurer’s Report

tabled - treasurer absent

Librarian’s Report

-story hour & cartoon group continue to go well

-heat & hot water appear to be working

-drain out front may need to be lowered, ice / water build up at entrance

Old Business
- thank you notes &  cheese gifts sent up to date

New Business

- names for open trustee position(s)

Action Items

- Theresa , Jean & Anita will make contacts with suggested names for perspective trustees

- Theresa will email draft of trustee monthly task lists to trustees & Jean

Next meeting date: March 12th

January 8, 2018

Anita Abbot, Theresa Fitzgerald, Anne Linehan, Sarah Tischer Scully, Jean Wolfe

Community Input:

Some concerns raised regarding unattended minors using the library after school. We discussed having a library policy with an age requirement, also suggested that the students be invited to fill out an application for a library card.

Secretary’s Report:

Minutes from December meeting approved as written.

Treasurer’s Report:

None submitted.

Librarian’s Report:

Jean reported the heat is now fixed.

First Winter Evening went well with 55 people attending.

Jean requested that the Trustees sign a statement to enable the town treasurer to pay recurring bills (internet, phone, master card, propane), for efficiency sake. Sarah drafted a statement that we can sign at the next meeting.

Old Business:

Electricians have made some necessary repairs for hot water breaker and freezer. Possible issues remain for the hot water heater. Theresa suggested following up with the electrician about this residual issue.

New Business:

Fundraising to-date is approximately $5,600. Trustees divided up donation slips to send thank-you notes.

Action Items:

- Theresa will talk to electrician about recurring breaker issue.

- Trustees will send thank-you notes for the current round. 

December 11, 2017

Anita Abbot, Theresa Fitzgerald, Anne Linehan, Anne Mallary, Sarah Tischer Scully,  Jean Wolfe, Ben Wolfe

Community Input

Arts Bus was well received - 28 children participated. Santa visit was also well attended.

Positive comments on current art exhibit.

Secretary’s Report

Minutes approved from November 11.

Treasurer’s Report

Process for the direct-debit for some regular monthly bills is still pending.

Presentation on the library budget to the Selectboard went very well and was approved as written.

Anne Mallary had deposited the first round of checks from fundraising (over $2,000). Thank-you notes need to go out.

Anne will meet with Town Treasurer again in January to continue work. 

Communications with Selectboard

It was somewhat unclear which contractor was going to be in charge of snow removal for the year. One representative from the Library needs to clarify our expectations regarding snow removal and salt spreading.

Select board was also informed of upcoming need for repainting exterior of the building, furnace upgrade in the next year or two.

Librarian’s Report

Volunteers have been entering new books in the library catalog.

Heat - Both furnaces are working now.

Hot water - Theresa will call an electrician to come look at why the hot water and freezer/fridge are tripping circuits. Also get the hot water heater in the community room on a switch.

Old Business

Fund raising letter mailing is completed.

The 2016 thank-you gifts have been sent to recipients.

New Business

Theresa asked if Winter Evenings insert would be ready for thank-you notes.

Keychains are available for sale, $12 ea.

Action Items

Theresa will contact an electrician.

Jean will talk to Jackie about snow removal requirements.

Next meeting: January 8, 2018

November 13, 2017

Anita Abbot, Anne Mallary, Theresa Fitzgerald, Sarah TIscher Scully, Jean Wolfe, Ben Wolfe

Community Input

Patrons are concerned about any issue with the furnace working.

Secretary’s Report

Minutes from October meeting approved as written.

Treasurer’s Report

Updated expenses & spending to date.

Anne Mallary had received some updated information on current spending (but not credit card data). Anne will meet with Jean to get the rest of the information updated on her report.

Anne Mallary distributed information we will need to work on the budget.

Direct debits due to change of bank - Anne Mallary will address this with town treasurer.

Library received three donations recently. Anita will send acknowledgement letters to those we have contact information for.

Anne Mallary shared information about the pay for the budget for the story hour position.

Librarian’s Report

Book sales have been going well.

Mariah has accepted the story-hour position.

Hot water heater is still having an issue. Jean will contact Ben Linehan to follow up.

Diagnosis of issue with heating system is underway and Dave is looking for a replacement part.


  • Santa is coming on December 9th.
  • Next Saturday is a story hour event, November 25th.
  • Next Artspace opening is Sunday, November 19th.

Old Business

Trustees made some edits to the fundraising letter and approved the final draft.

Trustees signed time sheets for the next few pay periods.

Pewter gift order has been received.

New Business

Budget meeting November 27th.

Select Board meeting November 28th at 6:30 items to discuss include snow removal contract, library budget, painting of building.

Next regular meeting Date: December 11th.

October 23, 2017

Theresa Fitzgerald, Anita Abbot, Anne Linehan, Anne Mallary, Jean Wolfe

Community Input
no comments

Secretary’s Report
Minutes from September meeting were approved.

Treasurer’s Report
Anne plans to meet with town treasurer after November second to get updated on expenses and spending to date.

Need to address direct debit for bills including utilities and credit card due to change of bank.

Librarian’s Report
Heat - Jean called for service, heat is not reliable at this time, not coming on when called for.

Hot water heater - monitor working condition.

Mariah Lawrence will continue as Saturday morning story hour presenter, board will offer pay for 2 hours time per session

Old Business
Library stationary received  & invoice from the printer received.

New Business
Draft annual fundraising letter - Anne Linehan will do this and send via email for edits.
Town report information due December 1.

Action Items
Theresa will call Pete Amber regarding a bill for tree removal
Anne M. will figure hourly rate for story hour.
Jean will follow up with Bob McLean for pewter ornaments.
Library meeting with Select Board is scheduled for November 28th to discuss budget.
Anne L. will draft fundraising letter for review at Nov.13th meeting.

Next meeting Dates

November 13th to approve draft of fundraising letter.

November 27th meet to prepare fundraising packets & approve budget.

September 11, 2017

Theresa Fitzgerald, Anne Mallary, Anne Linnehan, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Community Input
Theresa and Jean said Library picnic went well. Approximately 50 people in attendance.

Secretary’s Report
Minutes from August 14 meeting approved.

Treasurer’s Report
Anne didn’t have new information but will give us an updated report next meeting. Thank-you note to special donor has been sent.

Librarian’s Report
Jean would like to have areception event for the Jeffrey Lent book release, possibly as a part of a writer’s or author’s series, and including a children’s event also.

Sunday, September 24th from 2:00 — 4:00 pm is the next Artspace reception.

Jean and Theresa discussed having the Select Board pay for the removal of the large tree - Theresa said she would follow up with that.

Kay Jorgensen has been helpful in sorting book donations for the library and the book sale.

New ILL system with the courier is causing some technical difficulties - Ben is working with other libraries to find better solutions.

Old Business
- Professional printing of thank you notes
Sarah got quotes for 500 printed notes and envelopes:
Spaulding Press, Bethel, $99
Capital Copy, Montpelier $110
Trustees voted to go ahead and order from Spaulding. Sarah will coordinate the order and pick it up.

- Side walk paving, update on the heating, Select Board meeting 9/12 @ 6:00 pm
Theresa will give the Select Board an update on these items and on the tree.

New Business
 - Standing order authorizing payroll
Anne Mallary made a motion that we sign 3 time sheets and approve them retroactively. Voted and approved with 4 votes. Library staff will now be responsible for turning in their time sheets to the town treasurer by her deadlines to get paid.

- Trustees will send a thank-you to the person who removed walkway. Theresa will coordinate a “gift certificate” for books.

- We reviewed the new Tunbridge Library ornaments. Jean will order 25 for thank-you gifts and further fundraising, as well as the supply of covered bridge keychains, also to be sold as fundraising gifts.

Next Meeting
October 16, 6:30 pm

August 14, 2017

Theresa Fitzgerald, Anita Abbott, Anne Mallary, Anne Linehan, Sarah Tischer Scully, Jean Wolfe, Ben Wolfe

Guest: Ben Linehan, AHT Plumbing and Heating

Community Input

Concerns have been raised that there are, at times, items blocking walkways, stairways, etc. Safety for library staff and volunteers is the concern.

Secretary’s Report

Minutes from June 19 read into the meeting and approved as written.

Treasurer’s Report

Anne Mallary distributed the updated report from the end of June.

Anne planned to meet again with the town Treasurer to make sure that the record keeping done by both agrees (in terms of the way that line items and detail are represented).’

Jean let us know that there was another $200 donation received.

Librarian’s Report

Jean said there has been a lot of collections maintenance, including discarding. Summer program happened every week and took a lot of time, with regular attendance. Larger attendance than last year.

Library young readers had the opportunity to participate in the Race to Read at Thunder Road - had a race car on site and kids were able to sign.

Jean reminded us of the library picnic and encouraged Library Trustees to attend. Sunday, August 27th at 12:30 pm - pot luck. Library will provide beverages and ice cream.

Next Artspace opening is September 24.

Ben mentioned that some of the kids at reading group wanted to help out and will try to work with them to find a fun activity.

Old Business

Theresa asked if Library stationary can be commercially printed instead of using the library printers - all agreed.

New Business

Plumbing / Heating information with guest Ben Linehan

Ben Linehan had reviewed the Library's current hot water and heating systems and shared the following:

The existing furnace under the original part of the library is very efficient (93%). Ben didn’t think there would be a problem maintaining or getting a part, and recommended to keep the unit in service and having it repaired as necessary for the next few years. The brand is well known and reliable. If there were a problem Ben recommended just replacing this unit, the most economical solution. He indicated the duct work was in good shape too.

Ben did not recommend looking into a heat pump system for the Library, given the large size of the structure and the associated costs ($15,000 or more). Ben did suggest a heat pump water heater might be a good idea in the future, to replace the existing unit in the original part of the building, because it has dehumidifying capabilities in addition to heating water. For now the Library is using a couple of dehumidifiers in the summer to control humidity in the basement. Ben had recently replaced a malfunctioning thermostat on this existing hot water heater and it is now running well.

Ben observed the 2-gal hot water heater in the community room could be put on a switch to minimize electricity use when the room is not in use.

Side Walk Paving Update

The town has contracted to have public walkways repaved, including the library. There was some confusion as to whether Library is responsible for any of the preparation or cost of this project. Theresa will follow up with the Selectboard to clarify.

Trustee Goals for Fiscal Year

Theresa suggested having a Trustee organizer or point person for some of the ongoing activities and events, publicity, etc. Possible tie-in with the Friends group and volunteer network. For further discussion.

Action Items

Jean will call Dave and schedule a furnace check-up before heating season.

Theresa will email Selectboard to follow up with them about our previous concern over water/heating needs, and let them know we will keep them informed as the furnace continues to age and may need replacement within 3-4 years. Theresa will also clarify the questions about upcoming paving.

Sarah will get quotes on printing costs for blank Library stationary at two local presses.

Next Meeting (tentative)

Monday, September 11, 2017

June 19, 2017


Anne Mallary, Anne Linehan, Anita Abbot, Sarah Scully, Jean Wolfe, Ben Wolfe, Town Treasurer Becky Hoyt

DRAFT to be approved at next meeting.

Community Input

Timely reply of thank you notes.

Secretary’s Report

Minutes from May were approved, pending a few typo corrections.

Treasurer’s Report

Updated balances as of 6-5-2017 was shared and reviewed.

    Just about on track in most categories; slightly over on payroll.

    Added a column for new budget year.

     Need $7,000 for health insurance reimbursement.

    We will ask Friends first for the needed funds ($9,000 total including health insurance) and fallback on Trustees of Public Funds for any gap.

Jean mentioned plans for making of a bench out of the wood from the old tree.

Librarian’s Report

Summer programs have started.

Weekly or monthly regular volunteer status?

We have a volunteer to sell books during the Jenny Brook weekend (at the Fairgrounds).

Jean has spent down outstanding budget categories.

Circulation desk coverage on Saturday mornings - Jean would like another person to help out. Anne Mallary said she would help identify candidates.

Old Business

Anita gave an update from meeting with the Selectboard re: furnace & sidewalk maintenance.

    Blacktop fix for sidewalk is on the Selectboard’s schedule for repair.

    Select board will pay for the cost to have the tree removed. Jean will follow up with Peter Amber about billing the town.

    Furnace - Selectboard asked for the Library to get an estimate before they approve funds.

Next steps: Get a reading from Dave about what he expects would happen for the next heating season.

Ben Linehan could bid on new system. (Need 2 more quotes?)

Ben will come to a meeting and explain what options we might want to consider.

Ben Linehan looked at hot water heater and will be back to repair it.

Wireless printers - Ben Wolfe had some questions. Sarah volunteered to help if problems are persistent.

Art Space - Tunbridge & SoRo fiber groups working with Fern to coordinate show

Recurring meetings are now set for the second Monday of the month.

New Business

Inquire about printing of thank you note cards.

Jean and Trustees were concerned about a lack of personalization.

Next meeting in August: Prepare to look at fund raising events and volunteer coordination.

Meeting with the Town Treasurer

Change in town accounting system is coming. Previously used Quickbooks and the Library was a separate Company with this system (NEMRC), the Library should be a department in the town (because of the shared tax ID). Becky has been setting up a new chart of accounts in the new system. Also asked if we could write a letter to grant permission to move the Library checking account from Bar Harbor / Lake Sunapee to Mascoma. Trustees voted to approve.

Becky gave us a new chart of accounts to review. She asked us to follow this new chart of accounts when we submit budgets.

Trustees will still sign orders which may be reviewed by the Selectboard.

Action Items

Anne Mallary will meet with Town Treasurer to review new Chart of Accounts.

Anne Mallary will contact our Friends representative about requesting the needed funds from the Friends of the Library.

Jean talk to the contractor about the furnace.

Jean will put another call for volunteers in the Tunbridge Quarterly.

Ben Wolfe will followup with advertising the One Click e-book and audiobook service.

Anne Linehan will ask Ben Linehan to come to our August meeting.

Next Meeting

Monday, August 14 at 6:30 pm

May 10, 2017

Tunbridge Library Trustees Meeting
Attendees: Anne Mallory, Anne Linehan, Theresa FitzGerald, Anita Abbott, Jean Wolfe, Ben Wolfe

Community Input :
- Holes in pavement at the road edge of walkway / drain grate

Secretary's Report:
- Draft minutes from 4/12 meeting were read aloud and approved 

Treasurer's Report:
- Review monthly and year-to-date balances
- Suggestion to add additional column on spread sheet for new year budget (ie. 2017-2018)
- Discussed increasing hours due to cleaning of community room with increased use
- Cleaning assistance in basement should be on library payroll 

Librarian's Report:
- Story hour(s) attempting to cover the span of ages from very young to young adolescent
- New volunteer
- Still need information for thank-you note for the new bequest in their will.
- Discussion about new tree planting placement and species best for location.

Old Business:
- Building maintenance: hot water &  furnace.
- Mesh network for improved WiFi in building has been ordered 

New Business:
Community room use & need for increase cleaning hours.

Action Items:
- Anita: Scheduled elect board meeting May 23rd re: furnace, sidewalk repair
- Theresa: contact Carrie & Sarah re: fiber group for Art Space
- Jean and Ben will work on publicizing the One Click service for e-books and audiobooks.

Next Trustee meeting date: June 12th - Monday. 
Time Sheets to be signed by: Friday May 19th  & May 31st 

April 12, 2017

Attendees: Theresa Fitzgerald, Anita Abbot, Anne Mallary, Anne Linehan, Sarah Scully, Jean Wolfe, Ben Wolfe

1. Community Input

Tree in front of the library hast been taken down. Patrons have commented that they like the new larger screens on the public computers.

2. Secretary'sReport

Minutes read at the meeting and approved.

3. Treasurer’s Report

Anne M. distributed a spreadsheet from March 6, 2017. She is waiting on a chance to meet with the Town Treasurer to get the latest information.

Jean has spent $2,800 on books and materials (of $3,200).

Equipment:  $323.74 for refurbished Apple computer.  $350 - $400 for new Wifi router.

Furnace inspection: $97

Checkbook at $6,600 as of March 6.

4. Librarian’s Report

Computers are working pretty well. Need some followup on tech support from Systems Plus - Microsoft Office installation. Theresa will contact Jason again to ask them to finish the installation properly.

Had a nice reception with the new Art Space installation.  Fern has been very well organized as Art Space Coordinator.

Story hour and after school programs are going well.

Letter from the VT Community Foundation - someone has left funds to the Tunbridge Public Library. First distribution will be in February 2018 for “programs and operations”.  Euclid can tell us to whom we should send a thank-you note.

Pewter ornament is still in progress. Jean and Ben are working with the artist.

Eileen is working with Jean and Ben to choose a replacement for the large tree that was taken down in the front.

5. Old Business

- Hot water heater.

Ben and Jean are going to contact Ben Linehan for a diagnosis on the current hot water heater and get a quote for new system(s).

- Furnace update

Furnace repair required special part but furnace is no longer made and should be replaced. Will be important to ask the Selectboard for extra funds before winter 2017/2018. Theresa suggested that the Library consider humidification, air conditioning, and heat as a total package, perhaps new technology to save on long-term costs.

- Update on Ethernet / Wifi

Sarah will create a separate wifi network for Library staff computers.

Issue of Fairpoint vs. Comcast and what devices are on which part of the network?  Sarah suggested that 

the library choose just one service, not two, so that all computers and peripherals are on one system.

- Email

Sarah is testing a Google Group since the tpl.trustees address is not forwarding as it should.

6. New Business

- Friend's of the Library meeting info.

Ben is working with Friends on some ideas for the spring fundraising activities.

* Next Trustee Meeting Dates:

May 10th and June 14th

Time Sheets to be signed by: Saturday April 15th - to clerk on April 16th.

- Trustees signed at the meeting.

Action Items

Jean will contact Euclid about sending a thank-you note for the new bequest in their will.

Ben will purchase the Wifi mesh unit and schedule setup with Sarah.

Theresa will contact Systems Plus about the Microsoft authorization.

Theresa and Anita will speak with the Selectboard about planning for a new furnace.

Jean will speak with Ben Linehan about the water heater and possibly a quote for new system(s) for heating, water, and air conditioning.