BFPL Board of Trustees Meeting AGENDA - April 21st, 2021 - Time: 4:30pm
Location: Brandon Free Public Library, 4 Franklin Street, Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
I. Call to Order
(Agenda will be adjusted to accommodate discussion with guests)
II. Welcome visitors/Public Comments
III. Approval & Review of the Minutes & Action Items
IV. Approval of Reports
a. Librarian
b. Treasurer/Finance Committee
c. Building & Maintenance
I. Apartments
V. New Business
a. Friends update
b. Reno Kickoff Meeting
c. DEI discussion
d. 12/31 Final Review
VI. Old Business
a. Bylaws
b. Board Development
VI. Comments and Announcements
VII.. Executive Session, as needed
VIII. Adjourn
Next meeting date: May 19th, 2021
______________________________________________
Board of Trustees Meeting Minutes for March 17, 2021 4:30pm
Call to order at 4:34pm
Present: Phoebe Chestna, Stephanie Choma, Molly Kennedy, Bruce Ness, David Roberts, Beate Jensen, Carol Fjeld, Stacey Doucette, Sue Gage, John Peterson, Bobbie Torstenson, Cristy Harding (strike thru was absent)
Approval of Minutes
Correction: Sue Gage was present at the February meeting. Sue moved to accept the minutes with the correction, Phoebe seconded. The motion passed.
Approval of Reports
Librarian Molly reported that circulation is up, door count and programming are holding steady. The teen advisory group is continuing to meet regularly. This coming week, the library will be opening evenings and Saturdays. Stacey moved to accept the librarian’s report, Stacey seconded. The motion passed.
Treasurer/Finance Committee Cristy is looking for Vt Humanities Grant entries. She will be in touch with Laurie Bertrand regarding this year’s taxes. Cristy reported that she is working with Sue to become familiar with program and that accounts look good so far. There was a donation for $4,500 from Friends recorded under “Donations” that needs to be moved to “Friends Contribution”. Marsh Fund quarterly distribution needs to be moved from “Misc Income” to “Marsh Fund”. Sue made a motion to accept the treasurer’s report, Stacey seconded. The motion passed.
Actions: Cristy will make the corrections to the entries on the Budget vs Actuals.
Building & Maintenance One of the tenants has difficulty with where the trash cans need to be during winter months to not block emergency exits and make shoveling as easy as possible. Bruce is working to resolve this issue. Bruce is looking into Property management contractor. On June 1st, we need to recertify our apartments. In past, the renters self-certified, we are looking at doing that differently in light of possible future renovation. Carol made motion to approve report, Sue seconded. The motion passed.
Actions: On Friday, Bruce, Molly and David will meet and decide about the apartment inspections
New Business
Friends Update Bobbie reported that the Friends Annual meeting has been delayed to end of April. They will make decisions at that time on date of opening and hours. David would like to make a formal presentation to Friends at Annual meeting. Bobbie will make a list of what could be worked on in the basement.
Actions: Bobbie will make a list of areas in the basement that could be addressed during renovation.
Board Retreat/Nominating Committee The question we would like to address is how do we change the way we populate our board to be more diverse and representative of our community. Stacey has pulled together some resources to help us address this. She has talked with several community members to serve on a committee to look at this question. Beate made a motion to form a Board Development Committee, Sue seconded. The motion passed. Last Board retreat was last September. David suggested that we schedule a retreat for the summer.
Actions: Stacey will set up a Board Development committee, invite some members of the community and present Board. She will report back to the Board.
A retreat has been tentatively scheduled for July 24, 2021 8am – 12pm
Restricted Funds & Endowments Discussion was held on the Restricted funds and understanding of how we could or could not use through the process of renovating. Discussed the decision process that the board will need to go through in funding the renovation.
Old Business
By-laws Will be emailed to Board members to be voted on in April meeting.
Action: David will email each Board member the by-laws to be reviewed before the next meeting.
Policy Review 1-3 Tabled to May meeting.
Need for Executive session Regulations for when boards need to use executive session cover contracts and information that could be hurtful to library. David feels that discussion about the Demont Contract and fundraising should happen during executive session.
Renovation David reported the timeline: we have projected kick off date, we received a Building Communities Grant for $30,000 that Isaac Wager wrote. We are currently in Phase one of Demont study, Molly and David wrote letter and statement of need. Demont and Co have started conducting the interviews. They will present summary based on these interviews during the April Board meeting. Board will then need to make a decision whether to move forward. In looking at the timeline, Bobbie pointed out that the Auction and Annual Campaign could be negatively impacted if done concurrently with the public fundraising campaign.
Comments and Announcements
None at this time.
Adjourned at 6:20pm
Respectfully submitted,
Carol Fjeld
Next Meeting April 21, 2021 4:30pm
____________________________
Feb 2021 minutes (click to view)
January 2021 Minutes (click to view)
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AGENDA for Oct Meeting
October 21st, 2020
Time: 4:30pm
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments and Announcements
IX. Executive Session, as needed
Next meeting date: November 18th, 2020
__________________________________________________________________________________
Minutes from Sept 16, 2020
9/16/20 Library Board meeting via Zoom
Present: June Bohler, Phoebe Chestna, Stephanie Choma, Carol Fjeld, Sue Gage, Molly Kennedy, Bruce Ness, David Roberts
Called to order at 4:30 pm
Secretary’s Report
Stephanie made motion to accept August report, Sue seconded, passed unanimously.
Treasurers Report
Fuel oil has been bought through pre-buy at $1.99 per gallon for 3,000 gals. New tax rate is $1,370 per year which is a significant increase. Suggestion to get on agenda to grieve by end of March 2021. Balance sheet shows that the investments are keeping pace with expectations. The rent deposits need to be reconciled to include Michael’s initial deposit of $1,000. Stephanie made a motion to accept Treasurers Report, Carol seconded. Passed unanimously.
June will be ending her term with the Board at the end of the year. The Board is very appreciative for her work over the past ten years.
Actions:
Sue will schedule grievance by end of March 2021.
Sue and June will reconcile the renter deposit line item to reflect Michael’s initial deposit.
Librarians Report
Business as usual. Handed out 300 free books, 1,150 ‘out of the box’ kits & 570 craft kits created and distributed. Have been open Tues/Thur afternoons since the beginning of school. Have had approx. 30 visits each open shift. Have been open for groups and computer use on other times. Cleaning has been constant. Pam Kingsley cleans on weekend. Stephanie made motion to accept Librarians report, Sue seconded, passed unanimously.
New business
Finance Committee Update
PPE forgiveness application will be started next week. June noticed that Quick Books has a dialogue box with ‘PPE forgiveness’. May be helpful for David to log in. Sue made motion for David to be set up on Quick Books, Stephanie seconded. Pass unanimously.
Reopening Committee Update
Hearing good things from folks in community. Molly would like to be open more to meet the needs of the community but feels we need to get further into fall before making that decision. David asked about subs. There are no subs currently available. Molly has a job description for the new part time position. This needs to be reviewed and published. Two air purifiers are on order and scheduled to arrive at the end of the month. Bruce suggested that we should get more filters now. Each clean 1,600 sq feet.
Follow-up from Retreat
The retreat was well received by all who participated.
Nominating Committee
Trustee Recruitment: Carol will make a Google doc of Board Planning Matrix and share with Board. Board brain stormed a list of potential Trustees. Molly will create a Google doc with names and share. David suggested that we have the list of committees that could be offered if someone would like a more short term commitment. These include 1) fundraising 2) strategic planning 3) renovation 4) facilities.
Volunteers for Committee: please notify Phoebe if you are willing to be on Committee.
Chamber Event
Book sale will be open for the day from 10 to 2 on Saturday and 1 to 4 pm on Friday. What do you want your community to look like? Film or written words for a story about the library. White board for prompt responses. Lap top needed for filming and for written stories. Could be a seed for strategic planning. Use prompts from Lara’s presentation. Molly can ask a band to perform Friday. Will try to prompt for filming 6-8. On Saturday will be open 10-2. Card with email address for them to send story later: ‘Your story at BFPL’ email. David will get a board together to post cards on. Check in next week Thursday morning.
Actions:
David will receive instructions for logging into Quickbooks.
Phoebe will review the job description for the new part time position.
Molly will publish for the position.
Carol will make a Google doc of Board Planning Matrix and share with all.
Molly will make a Google doc of suggested names for new Trustees.
Notify Phoebe if you would like to be on Nominating Committee.
September 25-26 Celebration to do:
Old business
Review of actions items. Thank you letter to Michael - Stephanie will call him to thank him.
Annual Appeal letter
Darcy and Stacey felt there was too much in the letter and should that it should sent out in October. Friends are planning to do some raffles in lieu of auction.
Actions:
Stephanie will call Michael.
We need to see the letter to discuss how to form it.
Library Renovation
Nothing new at this point.
Demont Asso.
Isaac Wagner
Actions: none
Apartments
Need a plumber for annual maintenance - water heaters and furnace. Mike’s Fuels should be doing servicing for furnace. Champlain Valley has been called. Dundon’s is a good option. Plouffe in Middlebury.
Action:
Molly will call Mike’s Fuels for service on furnace.
Molly will follow up with plumbers.
Comments and Announcements
None at this time.
Adjourned at 6:15 pm
Respectively submitted
Carol Fjeld
Next meeting Oct 21, 2020 at 4:30 pm at Brandon Free Public Library/Zoom
_________________________________________________________________________________
Librarian’s Report
SEPTEMBER 2020
Circulation:
Adult: 740
Juvenile: 358
Young Adult:48
Computer: 64 (wifi)
E-lending: 344
General: 11
Catalog visits: 37712
Interlibrary Loan
BFPL Borrowed: 17
BFPL Loaned: 34
Door Count: 204
Computer use: 12
Programming:
Meditation weekly: 2
Meeting Room:
16 groups
General:
In September we opened the doors for browsing on Tuesday/Thursdays from 12-4pm. We continued to offer curbside on T/TH mornings from 9-12 and at other times/days as requested.
Groups are allowed to make appointments to use the library/meeting room on Wednesdays/Fridays and T/TH mornings.
Our weekly meditation group has resumed meeting in the room upstairs every Wednesday.
We received a grant to install a Wireless Access Point with broader reach. Our free and open wifi now reaches over the green park in town.
New layout inside building seems to be successful. Patrons have access to all of building with exception of children’s room (I have allowed access to the children’s room by appointment on days we are closed for browsing).
We have had only 1 challenge to our mask requirement.
In September:
New accounts: 7
Account access inquiries: 42
LUV access inquiries: 11
General inquiries: 176
Curbside deliveries: 32
Home deliveries: 6
Wellness checks: (no stats from Beth)
__________________________________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
September 16th, 2020
Time: 4:30pm
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: October 21st, 2020
______________________________________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
Minutes
August 19, 2020
4:30 pm
Brandon Free Public Library
4 Franklin St
Brandon, Vt 05733
And via Zoom
Phoebe Chestna, Stephanie Choma, Bruce Ness, David Roberts, Stacey Ducette, Sue Gage, Carol Fjeld, Jan Smith, June Bohler, Molly Kennedy
Minutes from July 15, 2020
Add Sue Gage to list of board members present. Motion to accept by Stephanie, second by Stacey. Passed unanimously
Treasurer’s Report
We’ve increased our share in Sun Common by 1%. Denton has decided not to provide pick up of compost. After discussion, the Board has decided to stay with our current insurance. The inspection required of new policies would trigger improvements that we will be addressing during our renovation and timing would be better then. Motion to accept the Treasurer’s Report by Carol, seconded by David. Passed unanimously.
Librarian’s Report
The librarians have provided a vibrant summer program through the distribution of weekly summer craft kits. These were funded by the Friends and there are funds left to continue through the fall. The library has also been a distribution site for Out of the Box kits. 750 kits have been distributed. Molly has been tracking Listen Up Vermont inquiries. Inquiries in general have been high which shows the service to the community that the librarians are providing.
New Business
Actions:
Old Business
Library Renovation
To be discussed at retreat.
Apartments
Michael’s kitchen renovation has been completed. The total cost of the project was $2426 of which Michael asked the Board to pay $122. A letter acknowledging Michael’s contribution to the library will be sent.
Actions: A letter of acknowledgment will be sent to Michael.
Comments & Announcements
Motion to adjourned at 6:10 pm by Bruce, seconded by David. Passed unanimously. Next meeting on September 16, 2020 4:30 pm
Respectfully Submitted,
Carol Fjeld
Librarian’s Report
AUGUST 2020
Circulation:
Adult: 756
Juvenile: 514
Young Adult:51
Computer: 47 (wifi)
E-lending: 334
General: 18
Catalog visits: 46629
Interlibrary Loan
BFPL Borrowed: 8
BFPL Loaned: 22
We were closed for all business the last week in August.
General:
Summer reading participants: 95
Weekly summer craft kits (funded by the Friends)
Every other weekly Out of the Box activity kits
In August:
New accounts: 4
Account access inquiries: 60
LUV access inquiries: 27
General inquiries: 155
Curbside deliveries: 161 (1339 items)
Home deliveries: 8
Other distributions: 430
(Summer reading kits, Out of the Box activity kits)
Wellness checks: (no stats from Beth)
____________________________________________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
August 19th, 2020
Time: 4:30pm
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: September 16th, 2020
________________________________________________________
7/15/20 Library Board meeting via Zoom
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Bruce Ness, Stacey Doucette, Ben Fuller (The Richards Group),
Called to order at 4:35 pm
Ben Fuller: Presented proposal for new policy for library insurance. Ben will forward copy of proposal to Molly, to be disseminated to the board for closer review along with copy of existing policy. Meeting 7/29 4:30 to make decision about coverage.
Secretary’s Report:
Motion to accept Bruce, second June. Passed unanimously.
Treasurers Report:
Check sent to Dept of Labor re. unemployment program. The current quarter will be reported in September, aligning with quarterly payroll reports and retirement payments. Motion to approve by Stacy, second by Sue; passed unanimously.
Librarians Report
This has been the first month with circulation decrease compared to 2019. Additional summer programming and road construction may be impacting.
Beth still at home, but started Sat morning at the library last week.
Logging hours has started.
Masks—has given out 150
Motion to accept report by Bruce, second by Sue; motion passed unanimously
New business
Denton and Son: poll around removal of food waste for $20-25/month. June will respond that we would be interested in this service.
Finance committee: needed to reschedule July meeting to August 12
Re-opening committee: members not present today. Pins and Needles is starting up with Beth, outside. Molly feels continuing to watch what the schools are doing is of value, along with monitoring our community, with goal of some form of building access beginning with the start of September. Need to remain flexible. Phoebe will contact Nancy Leary to see if she thoughts about traffic flow, etc. for re-opening. Sue notes difficulty in obtaining some supplies, particularly disinfecting wipes.
Brandon Celebration 9/25 and 9/26: need additional information about what they are looking for, what would make sense for the library’s participation.
Stacey: conversation about annual appeal, discuss a little more with Darcy prior to annual letter going out, what does this look like, contacting others/calls out
Retreat: Lara Keenan from the Dept. of Libraries provides consultation to large libraries in the state and Molly has contacted her about facilitating; Lara will be back in the office to reply after 7/20.
Old Business:
June: SunCommon has an opening to increase our size in August; this would take us from 5%/190$, to 6%/228$ monthly. This has already been approved by the board.
Sue: informational correction to minutes: PPP will end July 17 (from starting May 22/next pay period after receipt of funds)
Clarification of what the 3 grants discussed in last meeting were: PPP, Vt Humanities, and EIDL which was declined.
The technology equipment library was awarded is not currently in place, it may not be compatible with our system. IT is currently in possession of equipment. Stacy will reach out to program that provided it for additional information.
Apartments tax valuation went significantly, from 132800 to 219000. We may want to grieve this next year, enter into March meeting agenda for discussion. Finance committee will discuss rents further, as costs have increased.
Meeting adjourned.
Next meeting: 4:30 August 19
_______________________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
JulY 15th, 2020
Time: 4:30pm
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
Guest: Ben Fuller, Richards Group
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: August 19th, 2020
_________________________________________________________
6/17//20 Library Board meeting via Zoom
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Carol Fjeld, Stephanie Choma, Jan Smith, Bruce Ness
Called to order at 8:30am
Secretary’s Report
Corrections - under Librarians report: ‘reshelving” replaces “respelling”. “Demont” replaces “Dumont”. Jan made motion to accept April report, June seconded, passed.
Treasurers Report
VEMERS is raising employers and employees contributions for retirement effective 7/1/2020. We have questions about how grants, etc are recorded. Carol made motion to accept Treasurers Report, David seconded. Passed unanimously.
Actions: none at this time
Librarians Report
Did 2 Trivia’s in May. Distributing bread kits and art kits for curbside pick up. Printing and faxing jobs are coming in. Stephanie made motion to accept Librarians report, Jan seconded, passed unanimously.
New business
Finance Committee Update
Met 6/10/20. Market has been volatile. It is prudent to ask Tim to join us and answer some questions. He has agreed to attend 7/8/2020 4:30 pm Finance Committee meeting. Open to Board. Talked about tracking the 3 grants we have received. Have a PPE forgiveness application that requires specific information. Will follow through on this. Last day of PPE is 7/9/2020. After that can talk about changes in payroll. Have not been paying state unemployment tax. Some questions about whether we were exempt for payroll tax. May owe as much as $2,500 covering last 12 quarters (not including penalties). Payroll company thought we were exempt. Talked about staffing going forward. Generate questions for Tim O’Brien: What is best strategy to maximize returns and handle risk. How much cash should we have? Allocation - cash, bonds, equities? Pay Tim about $8,000/year. What is best case vs worst case scenario in view of market.
Reopening:
Met and vision of summer: discussed staying in line with schools opening. Building needs some changes to handle. Not allowed to close bathrooms so sanitization after each use is an issue (ADA rule). Some restaurants are allowed to close bathrooms so need to look into exemption. State has offered plexiglass sneeze guard 30x36”. Continue to offer curbside service. Will look at providing take and make curbside kits this summer. Beth will put together at home. Asked Beth to be more involved over summer. Staffing will be a challenge to adding items. PPE ends in early July, discussion on how to handle payroll and how we are meeting community needs. Paying actual hours that people work. Motion: David made motion that the after PPE is over 7/8/20, employees working at home will be required to fill in log of hours worked and what is being worked on to be tied to payroll. Bruce seconded. Passed unanimously.
Actions:
Finance committee is making document to allow filling out of PPE forgiveness application.
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Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
June17th, 2020
Time: 8:30am
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update
Generate questions for Tim O’Brien
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: June 15th, 2020
______________________________________________________________
5/20/20 Library Board meeting via Zoom
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Stacey Ducette, Carol Fjeld, Stephanie Choma, Jan Smith, Bruce Ness, Sue Gage
Called to order at 8:30am
Secretary’s Report
Corrections - add date of reports. Typo in New Business (4,000) Stephanie made motion to accept April report, June seconded, passed.
Treasurers Report
RandR990 has completed and sent into IRS. Nice donations, one for $16,000 that $8,000 has been dispersed (for Dumont fund raising work) this month. Sue Gage updated fund balances. Received and deposited the PPP from government. Awarded grant from Humanities $5,000 grant from and Hot Spot grant would like to hook up within two weeks of receiving. EIDL grant has no information as yet. Patron has asked to make donation thru net metering. Jan made motion to accept treasurers report, Stephanie seconded, passed.
Actions:
- June will check to see if we can receive net metering donation. Molly will forward email on this.
Librarians Report
Report reflects operation during COVID changes. Molly feels the numbers reflect we are serving community well. Online use has almost doubled. Joni has joined Molly in library on Tuesday and Thursday which has made it manageable to do curbside and manage clean up and respelling books. Stephanie made motion to accept Librarians report, June seconded, passed.
New business
Finance Committee Update
Finance committee has not met. David has been looking at UBS account. $831,000 currently and up from last month. Actively rebalancing. Has concerns that he would like to discuss with Finance committee then bring to board. Friends are committed to level support that they promised. Asking about adding book sale bags to curbside. We have our public hearing for our block grant on Monday at 6:30pm. They are concerned about their ability to sustain this support.
Reopening:
Molly has started working on a plan based on guidance from state. She is looking at phases. We need to work on criteria. We need to look at physical items that we need and we will need to look at costs for these. Molly is thinking that she wants to look at ultimately being fully open, next phase be allowing access to computers, some browsing capabilities perhaps limiting where or number of people. Also shutting down and sanitizing between open periods. Phoebe would like to have subcommittee that can write plan and have authority to make plan happen. David, Stephanie, Jan, Stacey, Molly on committee.
Phoebe asked board to think about a new trustee.
Actions: David will schedule Finance Committee meeting.
Reopening committee will meet over coming weeks.
Sue will forward health survey that she will use to Molly.
Stacey will forward a copy of Town’s door sign to Molly.
Old business
Review of actions items.
Actions:
None at this time.
Library Renovation
Demont Asso.
Phoebe attended training on fund raising.
Isaac Wagner.
Find out after June
Apartments
Bruce looked at fire escape. Needs to ask state fire marshals office to review code compliance. Structure needs additional work to support laterally. Would like a structural engineer to make recommendations. Would like to see how attached to concrete base and would like a railing. Questions the size of the window for the use as fire escape for two apartments or does each apartment need their own egress?
Molly touching base with Michael and all is ok
Sue Gage mention Gov signed S344 bill that gives town boards to eliminate penalties and change tax rates to reflect just operating expenses of town and can change what they are funding (not library).
Adjourned at 10:00 am.
Respectively submitted
Carol Fjeld
Next meeting June 17, 2020 at 8:30 am via Zoom
________________________________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
May 20th, 2020
Time: 8:30am
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: June 17th, 2020
__________________________________________
4/14/20 Library Board meeting via Zoom
MINUTES
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Stacey Ducette, Carol Fjeld, Stephanie Choma, Jan Smith
Called to order at 8:30am
Secretary’s Report
Stephanie made motion to accept April report, June seconded, passed.
Treasurers Report
Not much happening. June will suspend Wall St Journal and Rutland Herald until June 1. Carol made motion to accept treasurers report, David seconded, passed.
Actions:
- June will suspend two newspapers until June 1
Librarians Report
Report represents half open month and half closed month. Curbside seems to be smaller slice of usual traffic. Seed catalogue is almost empty. Beth is doing wellness checks and putting up story time. Joni is taking care of online presence. Stephanie made motion to accept Librarians report, June seconded, passed.
New business
Finance Committee Update
David reported action of 4/3/20 meeting. Went thru budget in view of new world. Changes: income to go up due to stimulus grants by about $4,00p Annual appeal down by $7,500. Took out $7,000 fund raising line item. $17,350 due to applying from Stimulus package for payroll protection grant. Applying for Economic Injury Disaster Loan fund (EIDL) that will be determined by need after we submit our receipts, a grant of $10,000 would accompany. If not used can be paid back without penalty. Expenses decreased: travel, library supplies, programming. Reduced loss to $4,000. Vt Community Loan fund may be available for later rounds. Walter Cerf grant may be available. Looked at UBS account is coming back up a bit. David has made a spread sheet of what we own and recommends that the finance committee look at this as we go forward. Carol made a motion to accept changes to budget, June seconded. Passed.
Old business
Review of actions items.
Actions:
None at this time.
Library Renovation
Demont Asso. No change at this time
Isaac Wagner. Development planning grant will be submitted today.
Side discussion: we received some wonderful letters of support. Stacey wondered how we get some of this out. David mentioned that the papers are looking for feel good stories and that we could send them that way.
Apartments
Molly is checking in with Michael and all is well.
Stephanie made motion to adjourn, June seconded. Passed. Adjourned at 9:15 am
Respectively submitted
Carol Fjeld
Next meeting May 20, 2020 at 8:30 am via Zoom
___________________________________________
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
AGENDA
April 14th, 2020
Time: 8:30am
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes
a. Finance committee update (EIDL, PPP applications)
V. Old Business
a. Review minutes/action items
VI. Library Renovation
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: May 20th, 2020
______________________________________________________________
3/31/20 Library Board meeting (via Zoom) Minutes
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Stacey Ducette, Sue Gage, Carol Fjeld, Stephanie Choma, Jan Smith, Bruce Ness
Called to order at 8:30am
Secretary’s Report
June made motion to accept Feb report, Steph seconded, passed. Jan made motion to accept March report, June seconded, passed.
Treasurers Report
Donation to support Dumont work has arrived. Sent payment to Dumont. Molly is dropping mail to June. David emailed Tim O’Brien to check in. Waiting to hear back. Get statements first week of month. David is interested in online log in. Carol made motion to accept treasurers report, Stephanie seconded, passed.
Actions:
- June will send David log in information for investment management
Librarians Report
June made motion to accept Feb Librarians report, Stephanie seconded, passed
New business
Response to Covid 19
Librarians have made a tremendous effort to follow through. Joni is at home working on social media efforts and taking requests from public (tech supports, etc). Beth is at home and calls isolated people at least once a week and checking in with Molly with needs we can fill. Molly is at library on normal hours and doing curb side 15-30 x a day. Consolidating to Tuesday and Thursday for 3 hours each. Doing inventory, responding to questions, phone calls, cleaning. Considered an essential service. David would like to track number of people we work with (phone calls incoming and outgoing by both Beth and Molly, new cards, curb drops, etc). Check in cleaning procedure for books? Molly is using CDC guidelines. Books are isolated for 7-9 days, cleaned, set on cart for 3-5 days. Table is cleaned between each pick up. Discussion on cleaning products, reusable supplies. David is interested in offering on line classes. Stacey mentioned that there are a lot of online classes, authors reading, etc. Molly is linking to various story times, etc and posting 3-4 times per day. Joni will do a you tube on how to log into account and how to do Libby.
Old business
Review of actions items. June has talked to Sun Common and will talk monthly with Beth to complete mileage. Board retreat has been tabled
Actions:
- Bruce will check fire escape.
- Need to have board discussion on information that Tim O’Brien provided
Library Renovation
Demont Asso. Molly and Phoebe met with them. They are suspending 30 day requirement. Talked about our response to Covid 19. Putting project on back burner and Bob fully supported building and strengthening our community. Ready for us when we want to start forward. Did say that we may have to do some repair work when we can go forward.
Isaac Wagner. Is able to move forward but could not do public meeting. Molly and Phoebe put together a document on all the reasons we are doing this project for him. He needs more numbers. There is a matching grant for the grant he is working on that can be applied to VIA costs.
VIA. Sent out a revised proposal. Wants to know if we should proceed or wait until we know if Isaac can get this grant. Bruce said that Andrea will provide revised floor plans, elevations and renderings that we would need for promotional efforts. Then do permit ready documents. Also include formal design work for all disciplines. June is concerned that we have money available to pay for this. Phoebe emailed the ‘why’ document (attached). Concerned about the financial risk to start this process without this grant.
Side discussion. Concern about financial situation. Budget discussion - Sue mentioned that the budget is a tool and should be adjusted as the financial landscape changes. Pay check protection program may be available and there is stimulus money may be available from VLA. Phoebe suggested an ad how finance committee meet over next two weeks (Sue, June, Stacey, David and Molly). Then consider reconvening the Board in two weeks on April 14 at 8:30 am.
Need to get back to Andrea and Isaac. Table VIA until we get the grant and asking Isaac to continue to follow up on the grant.
Apartments
Molly checked on Michael. All is well.
Adjourned at 9:45 am
Respectively submitted
Carol Fjeld
Next meeting April 14, 2020 at 8:30 via Zoom
Attachment
Why is BFPL pursuing this project? To better meet the needs of our community and provide improved access for all members of the community and to provide needed care and maintenance to this community asset.
1. To improve accessibility for all of our patrons. This includes;
—a lift that will allow access to all levels of the building
—ADA accessible public bathroom
—changes to the interior layout and shelving that will increase both physical (ex. traffic pathways, door openings) and visual access
—development and implementation of assistive technology plan
2. To improve the flexibility and functionality of the interior. This includes:
—flexible/moveable, low profile shelving
—ability to create work and quiet zones
—larger gathering spaces
3. To gain additional space. This includes:
—development of 3rd floor space from attic to community meeting and gathering space
—addition of space to 2nd floor over the existing current office space
4. To improve our ability to offer and utilize technology to our community, both for general usage and access.
5. To improve our ability to offer a diversity of programming and gathering options, across the range of our community.
6. To improve our ability to to develop and manage our collections.
7. To provided needed renovations to a well used space, which has not seen significant work completed in over 50 years. Energy efficiency will be considered and integrated to the extent that it is feasible throughout the scope of the project.
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BFPL Board of Trustees Meeting Agenda
March 31st, 2020
Time: 8:30am
Location:
Brandon Free Public Library
4 Franklin Street
Brandon, VT 05733
**And remotely: email info@brandonpubliclibrary.org for link to remote meeting
(Agenda will be adjusted to accommodate discussion with guests)
II. Approval of the Minutes (last 2 meetings)
a. Response to COVID-19
V. Old Business
a. Review minutes/action items
VI. Library Renovation
b. Isaac Wagner
VII. Apartments
VIII. Comments & Announcements
IX. Adjournment
Next meeting date: April 15th, 2020
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2/19/20 Library Board Meeting Minutes
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Stacey Doucette, Sharron Kenney, Trip Willis, Kathy Rausenberger, Sue Gage, Carol Fjeld
Called to order at 4:30pm
Guest: Tim O’Brien. UBS Financial. Asking for big picture. We are considered a large library. Overview of way assets are allocated. Total $909,571.08 of four accounts. Willard, Farr and Endowment accounts equal $782,974. Feel we are due for market to drop more than 10% so good to keep moderate investment portfolio. Equally weighted between stocks and bonds. Recommends that Board makes best guess on what the demand on the portfolio will be and Tim will set the accounts to respond. We budgeted $20,000 from portfolio for 2020. He feels that is reasonable as it represents 2% of portfolio.
Introduction of new board members
Secretary report:
Motion to accept report by Sue Gage. Seconded by Stacey. Passed.
Treasurers report:
June has given Beth a pocket calendar to record mileage. June and Beth meet at end of month and she is paid. Motion by Carol to rescind the motion to pay Beth a yearly mileage stipend, second by Stacey. Passed.
Motion by Sue Gage to accept report. Seconded by Stacey. Passed.
Actions:
June will check Sun Common regarding payment.
June will pay monthly mileage for Beth.
Librarian report
Door count down by 2000 but circulation was up. Inter library loans increased.
Motion to accept report by Stacey Seconded by Sue Gage. The motion passed.
Action:
- none at this time
New Business
Sharron mentioned that the fire escape is small and could use a railing. Ask Bruce Ness to evaluate.
Actions:
Old Business
Review Action items - completed in session
Policy review: roll into Board retreat idea
Phoebe mentioned Michael’s list
Actions:
Library Renovation
Updates: A group met with architects, Tanner Romano, Nancy Andrea will be getting new drawings to a final tune and get everyone on same page given feedback by middle March. Andrea will reach out to Caitlin Corkins at historic. Will get more information on updating energy efficiency. Question around lead.
Fundraising: Do we want to enter into a contract with Dumont and Associates for feasibility study? David made a motion to approve entering into contract. Sue Gage seconded. Passed.
Stacey mentioned the additional impact on staff and feels the board should look at 25% support for Molly.
Jack, Molly, David and Phoebe met with Isaac Wagner. Molly and David will meet with Select Board to get support and then set a public hearing so that we can get Vt. Community Development Block grant going. Town is entity that grant goes through. Town needs sketch and narrative for grant. Isaac will talk with David Atherton.
We need to develop our ‘why’. Slogan, talking points
Retreat: policy review, the ‘why’ of the project, talking points. Guests?
Actions:
Phoebe will check with Trip for his vote.
Apartments
No report at this time.
Actions:
None at this time
Comments and Announcements
David moved to adjourn at 6:30. June seconded. Passed
Respectfully submitted,
Carol Fjeld
Next meeting March 18, 4:30 pm
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1/20/20 Library Board meeting minutes
Nominating committee presented a slate of officers Phoebe Chestna, chair, June Bohler, treasurer, Carol Fjeld, secretary. Motion by Sue Gage, second by Stacy Doucette. Passed. No Vice President was identified.
Present: Phoebe Chestna, Molly Kennedy, David Roberts, June Bohler, Stacey Doucette, Stephanie Choma, Sharron Kenney, Jan Smith, Trip Willis, Kathy Rathensberger, Sue Gage, Carol Fjeld
Secretary report:
Motion to accept report by Stephanie. Seconded by Sharron. Passed.
Treasurers report:
P&L is a report of the library operating budget. Balance sheet includes the funds that have been invested. Sharron suggested that Tim O’Brien be asked to attend a board meeting to discuss our position in the market. June passed out a report including the following information: we have received a donation of stock to be sent into the Willard account. Molly and Joni received their raises. Beth received travel reimbursement. Discussion about giving Beth a travel stipend of $100 at the end of the year. Motion made by Carol, second by Sue. Passed. Landlord certificates were given out to tenants. Suncommon found our consumption has gone up by 20%. They reassessed our need to increase our % and suggested increasing membership to 6% with monthly payment of $228. Sue Gage made a motion to increase membership to 6%. Carol seconded. Passed. Need to add new signer on checking, suggested Sue Gage. She agreed. H&R is asking for access to Quickbooks in order to file 990 with Federal and State. Board is not comfortable as it would be access to all library information. Motion by to accept report by Trip. Seconded by Stephanie. Passed.
Actions:
Molly will inform Beth and June will pay at the end of the year
Trip will ask Tim to attend Board meeting (perhaps by phone)
Sue will add her name as signer to checking account
Trip will talk to Suncommon about increase
Phoebe will talk with Bruce and June will talk with H&R regarding other options to give information
Librarian report
Service area is at 5,800 people and considered a larger library by the state. Molly passed out a colorful page with a summary of the year. Motion to accept report by Stephanie. Seconded by June. The motion passed.
Action:
- none at this time
New Business
Policy review: reviewed and discussed comments made by board members. Tabled at ‘Board of Trustees: By-laws’
Actions:
Old Business
Review Action items - completed in session
Insurance: Ben (insurance agent) sent email that we could switch but will need policy bound then will get site visit generating list of items. Board felt that the risk of additional cost outweighed the benefit of saving a few hundred $
Actions:
Library Renovation
Updates: no updates yet. Would like to schedule next week for core group after 3 on Wednesday 1/22/20. Big grant picture is getting set and will be funded.
Fundraising:
Actions:
- Phoebe will organize a meeting in the coming week
Apartments
No report at this time.
Actions:
None at this time
Comments and Announcements
Sue Gage moved to adjourn, June seconded. Passed
Respectfully submitted,
Carol Fjeld
Next meeting February 19, 4:30 pm
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