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HomeMy WebLinkAboutMinutes - Library Board of Trustees - 08/10/2023 - Board of Trustees Approved Minutes South Burlington Library Board of Trustees Thursday, August 10, 2023 5:30 pm Location: Board room – South Burlington Public Library and Virtual Members Present: Theresa Eiermann, Kevin Morgenstein Fuerst, Ted Lenski, Anne Gilson LaLonde, Stacey Pape, Holly Painter, Donna Swartwout, Penelope Tompkins Members Absent: Lauren Ballard Hatch, Rebecca Stazi, Margery Vagt Staff Members & Guests Present: Jennifer Murray, Mira Geffner, Jessie Baker Friends of the Library Present: The Chair called the meeting to order at 5:32 pm Library exits were reviewed. Additions and deletions to the posted agenda None Comments and questions from the public not related to items on the agenda None; one community member present Approval of regular board minutes of July 13, 2023 Upon a motion made by Trustee Anne Gilson LaLonde and seconded by Penne Tompkins, the Trustees voted unanimously to accept the minutes of the July 13, 2023 Board of Trustees Meeting. Staff Introduction – Mira Geffner Mira was introduced to the Library Board of Trustees. She shared the four components of what a public library does: public service, collections, program/events and outreach to the community. The Board had a discussion about how Trustees can support library staff, and can continue to be a public face of the library. Mira encouraged the board to suggest books for the collections and introduce themselves to staff when they are in the library. City Committee Orientation – Jessie Baker A review of the conflict of interest and ethics policy and open meeting laws were presented to the Trustees as well as an overview of the city budget and demographics of South Burlington were discussed. Chair’s report & Election of Officers The Library’s strategic plan was presented to City Council and was well received. Comments and suggestions about future collaborations were discussed. At the South Burlington Night Out (8/24) we will be hosting a library table. Friends of the Library report (written report submitted) Bookshop ● July shop income was $323.57 plus we received $114.53 from Better World Books, totaling $438.10. Fall Booksale ● October 13-14, presale for Members only Oct. 12. ● We need book donations. We will accept fiction of any copyright date, current non-fiction (5 years or newer) and children’s books. All books must be clean and in good condition. Please spread the word! Committee Reports Communications Committee Communications Projects “Read Local” window clings/Reading bags – are available to teens and adults. Possible that the Foundation will want to use window clings for sending to donors. 500 of each were made. Library Pop-up Tent – Jennifer provided information about a potential vendor and the possible uses for the library were discussed. Jennifer will poll staff about what kind of uses they can envision for the tent. Jennifer noted that funds from the gift account could be used to purchase a tent, provided the cost is reasonable. Tabling for SB Night Out – Thursdays July 27 and August 24. Mira (library staff) reported on the plans for the July 27 tabling event and invited our members to attend. All three committee members plan to attend. Communications Planning Framework Working Session Group reviewed objective/goal 3 from the working document which reads: 3. Amplify the library’s efforts around accessibility and access to ensure all can have an engaging and positive experience. Members discussed how we are defining accessibility: physical, experiential, and other such as access to reference materials for selected topics. One of the ideas related to information access was understanding “neurodiversity.” An idea for amplification would be to photograph a stack of books on the topic and create a visual that could then be shared on social media. Rebecca noted her recent volunteering effort with VABVI and suggested ways to engage community members for input. Jennifer mentioned the fact that the different meeting rooms have the hearing loop technology but its use is not well understood and so it is not getting used. The specific goal set for this objective is: Trustee members to work together to create outreach graphics on 6 different accessibility topics for use on social media and forward them to the library director for staff use. In connection with this goal the committee will develop a Communications calendar for items we plan to do/create throughout the calendar year. Rebecca will forward to the committee a link to a guideline document for libraries regarding accessibility. Objectives 4 and 5 were discussed briefly and will be taken up at the next meeting. Rebecca will continue to be the “keeper” of the primary Communications and Outreach Plan document. Upcoming Amplification Opportunities Spanish play date opportunity, a local mom has been coming in to the children’s library with her child and is presenting story time activities in Spanish. Other Business Discussion about library’s plans for having a presence at the annual Pride Vermont Parade and Festival which takes place the first week of September culminating with the parade on Sunday September 10. Committee and staff agreed that we will register to participate in the parade and will need to purchase a banner for the event. Staff librarian Sue Meyer will be asked to connect with Rebecca Stazi about the plans. Finance Committee No report Governance and Nomination Committee City Attorney to discuss the Waiver for the Library of Things: Jennifer Murray said the city attorney approved the waiver, and suggested the library staff have a way to keep track of them. The waiver must be updated annually. Anne Lalonde suggested some minor edits to the document. Margery Vagt made a motion to forward the waiver to the full Board of Trustees for approval. Stacey Pape seconded the motion and it passed unanimously. The committee discussed policies which need to be revisited. Stacey Pape suggested the committee review the library’s Mission, Values, and Vision statement. She said the committee needs to be sure the statement aligns with SBPL’s Strategic Plan. The committee set the future agendas as follows: August: Review Strategic Plan and Mission, Values, and Vision statement. September: Review Records Management policy October: Review Computer and Internet Use policy November: Review Library of Things policy and waiver, and Library User Fees Foundation Working Group July month-end $ • We received a donation of $1000 (the donor will be able to name an auditorium seat) and another donation of $500. Nancy will contact one donor with an overdue pledge. • First-time donors should receive personal notes signed by Stacey. Penne will create notecards (Penrose will proofread) and get them to Stacey. • Ted Lenski put $60,000 into a CD with Northfield Savings Bank. It has already generated $70! Grant applications updates ● Penne reported that the Mergens application needs research on the need for STEM/STEAM education. Stacey suggested that Penne ask Kevin for input. ● Anne reported that the VCF application for the Clemmons Family Farm art programs has been submitted. ● Vermont Gas declined to donate for the reptile event but left the door open for future requests. ● Penrose applied to the Tarrant Foundation for the AWE computer. The group discussed that, whenever possible, in signage and announcements, we should include the SBLF name along with the donor. E.g., “The South Burlington Library Foundation has arranged with the Northfield Savings Bank for you to be able to enjoy this program.” Penne will consult with Kevin about writing standard sample language and sharing that with Jennifer and her staff for Jennifer’s newsletter and elsewhere. The grant group will meet on August 8 at noon on Zoom. After that, it will continue to meet on the second Tuesday of every month. This group will meet the first Wednesday of every month at 5:30 p.m. The next meetings and locations are: ● September 6: Quiet Reading Room ● October 4: Quiet Reading Room ● November 1: Board Room ● December 6: Quiet Reading Room Stacey will attach the minutes from the Foundation meetings when she sends the agenda to the Trustees for their monthly meeting. Search for a volunteer accounting firm Penne has a lead on a firm that may be able to prepare the Foundation’s tax forms pro bono. She will send the financial statements to the firm and they can look at our previous 990 forms on GuideStar. Revised Bylaws review The group discussed the IRS requirements for being a supporting organization, and decided that we would opt to give the Library Board of Trustees the power to regularly appoint the Foundation’s Directors. The Trustees will have to approve the people who run the Foundation. When the city finalizes the Library budget, the Library can ask the Foundation to fund items that it could not include. The Foundation will not fundraise without a prompt/an idea from the Trustees. The Foundation’s role is not to maintain the Library, it is to enhance what the city does for the Library. The group discussed the burden on people being officers for both the Trustees and the Foundation. Another reason to keep the groups separate is that the work of the Trustees and the work of the Foundation Director may use different skills. But we decided to move slowly in separating the groups. We agreed on a roster of officers to suggest to the Trustees for approval: ● Stacey Pape, Chair ● Penne Tompkins, Vice Chair (The Vice Chair will be able to run meetings.) ● Ted Lenski, Treasurer ● Anne LaLonde, Secretary We hope to have a total of eleven Foundation Directors and suggest the following slate with staggered terms (to be completed): ● One-year term: Jay, Nancy, John, Penrose ● Two-year term: Penne, Stacey ● Three-year term: Anne Penne will ask Donna, Kevin, and Ted what term they would like. She will also double check with Holly Painter if she is willing to serve on the Foundation board. In the future, the Foundation would have a Nominating Committee and fill in Directors so that the terms are eventually all three-year terms. Directors can reapply. There should be at least one member of the Trustees on the Foundation Board. Volunteers should be able to serve on any of the committees without being Directors of the Foundation. Per John’s suggestion, Anne will look at the Vermont Nonprofit Corporation Law and see what the Bylaws cover that is already in the law. We can shorten those portions of the Bylaws that are already covered. Anne will incorporate the changes we discussed into a new draft of the Bylaws. She will send it around to this group, along with a list of specific questions that still need to be answered. 2023 annual direct mail appeal Penne suggested a $10,000 to $12,000 target for the annual appeal. Holly will help write the appeal letter, consulting with Jennifer. We will plan to send the mailing out late October/early November. Director’s Report (written report submitted by Jennifer Murray) Engaged Community Leader * Attended Ilona's SB Women in Business networking breakfast * Registered to march in the Pride Parade 9/10 in Burlington. Will promote and invite the public to march with us. Please join us! All see themselves reflected * LGBTQ+ displays in June * Upcoming book discussion of American Spy features a main character who is Black and female and worked in the FBI in the 10’s/90’s * Mira is working with Champlain Community Services to plan this year’s tours for the high school students in the Bridgin program and with their Lifelong Learning peer education program that needs a space. * Mira, other staff and volunteers have taken over the ESL discussion group after our volunteer resigned. She is excited about different people bringing various interests and learning ideas to the language learners. Curated digital tools * Publicity to highlight Udemy, online courses through Gale *Staff training and public information about Palace, a state service to make accessing ematerials more intuitive Eliminate barriers * Communications committee shared the International Federation of Library Associations and Institutions on access to libraries for people with disabilities. Will use the check list as a goal for FY24. Highlights from Children’s 1. Summer Reading has over 300 participants signed up! We will start winding down with parties and events in early August: a "Fancy Pants" Tea Party for ages 3 to 7, a Glow stick Dance Party, and a tiny art show. 2. We hope to be interviewing candidates this month for the part time Children's Programming Assistant position. Highlights from Circulation and Cataloging 1. Starting The Palace Project, a centralized way patrons can download e-books and e-audio books 2. EBikes are now available August 4 -31 to rent out to South Burlington residents with library cards. Most slots have already filled up. 3. Starting a “Did you Know” informational notice at the Circulation Desk to showcase ways patrons can enhance their use of the Library checkout system. For example, users can log into their account and make a selection that allows them to see what they check out from the point forward. Or, they can select certain authors about which to get an alert when a new book arrives. 4. Backorders from July have arrived from Ingram so there is a lot to juggle between cataloging and processing new books. Highlights from Adult and Teen Services 1. Tech Help by Appointment is now 4x monthly. 1st and 3rd Fridays, 2nd and 4th Tuesdays. 40- minute appointments with a library volunteer or Digital Specialist. A la carte appointments with a volunteer by arrangement. 2. Teens give back at SBPL. As part of the Summer Reading theme "All Together Now!" Teens will make cat scratch pads and dog treats to donate to the Chittenden County Humane Society. Both events are planning in collaboration with the teen librarian at Fletcher Free -- teens in both cities will make supplies for the humane society and the libraries will deliver. 3. Free Chamber Music for all ages at SBPL. Visiting Vermont from New York City this summer with the Craftsbury Chamber Players, the Kompass Quartet will spend the day at SBPL on Wednesday, August 23. Children at the morning event will meet the instruments in string quartet and learn what types of music they play. Older kids, teens, and adults at the afternoon recital will hear an hour-long recital, including some explanation of where each piece fits in the repertoire of the ensemble. From Jennifer 1. Supervisors are preparing to do performance reviews in Aug. and Sept. Word from HR is that by next year we may have a City-wide form to use. 2. The new Digital Specialist has jumped right into her position. Tina has worked with a consultant whom we can hire for tech needs in the auditorium, has updated the reservation system and some pages on the web, serves folks at the desk and works with our tech volunteers. New to this position, she works one night a week in Children’s to best be poised to offer programs there in addition to Adult Services. She is currently coordinating with a volunteer speaker on the topic of Artificial Intelligence for September. 3. We’ve been fortunate to have former employee, Yitzi Gittelsohn, subbing this summer. He moves on to grad school next week. 4. I signed the MOU with the Howard Center for the social work intern due to start in September. 5. The state DOL is doing a statewide salary and wages study and I have completed our part, with help from HR. Jessie has also asked HR to do one for the library staff. Hopefully that will be completed in time to add wages to the FY25 budget. 6. Library statistics for FY23 will be sent to you or are attached. 7. Ilona introduced us to a hip-hop studio owner in Williston Road. He’s been by to look at The Studio and hopes to involve us in his non-profit that will focus on getting youth into recording music and spoken word. 8. The City’s new Communications and Outreach person started and I have a meeting with him to explain our interests and needs in those areas. 9. The City’s focus on Climate Action is gaining momentum. Staff will do a focus group with those currently working on it at the next staff meeting. I will be looking again at sustainability in libraries information. 10. The City’s draft of the Strategic Plan is done. I have made comments. 11. Notes about Gift Account expenditures in FY23 were shared with the Trustees. During the meeting, Jennifer shared that the food policy will need to be adhered and signage will be up to encourage patrons to follow the policy. September 1 the Library will host a film viewing of Abolition and Revolution 6-8 pm. Jennifer shared that there will be a staff retreat in early 2024. Board of Trustees volunteered to help with activities. For discussion – tabled for next meeting • Libraries around the state and discussing fees for copying and printing as they pertain to equity and inclusion. We went fine free...do we want to consider making copies etc. by donation? Other Business: None Adjourn Seeing no other business, the Chair adjourned the meeting at 7:03 pm.