HomeMy WebLinkAboutDraft Minutes - Library Board of Trustees - 10/07/2021
Draft Minutes
South Burlington Library Board of Trustees
Thursday, October 7, 2021 @ 6 p.m.
Location: South Burlington Public Library
Members Present: Margaret Ann Cross, Lee Freeman, Lauren Ballard Hatch, Patrick
Leduc, Stacey Pape, Jay Pasackow, Rebecca Stazi Donna Swartwout,
Margery Vagt
Members Absent: Ted Lenski, Alicia Lamonda
Staff Members Present: Jennifer Murray, Jessie Baker
Friends of the Library
Present:
Sue Raatikainen
Call to Order
Patrick Leduc called the meeting to Order at 6:02 pm.
Additions and deletions to the posted agenda
None
Comments and questions from the public not related to items on the agenda
None
Approval of regular board minutes of September 9, 2021
Upon a motion made by Trustee Lauren Ballard Hatch and seconded by Trustee Lee Freeman,
the Trustees voted unanimously to accept the minutes of the September 9, 2021 Board of
Trustees Meeting.
Chair’s Report
The Chair presented the Board priorities and goals
1. Complete Strategic Plan: The plan had been put on hold due to the library move/opening. The
Board will work towards a 1–2-page document outlining our goals and strategies in the near
future.
2. Support library staff initiatives and budget decisions that continue to make the library accessible
to the greater community.
3. Support fundraising initiatives and Library Foundation efforts.
4. Create large scale public events (e.g., Book Festival).
Guest: Jessie Baker, City Manager
Jessie presented the process that City Council has adopted to align elected officials and professional
staff priorities and strategies to ensure a partnership between all. There are 6 categories identified that
she hopes the library goals and strategies will fit into one or more of these priorities.
1. Affordable/Community Strong
2. Walkable
3. Green & Clean
4. Opportunity Oriented
5. Continuing Core Municipal Services
6. Administrative Improvements
There is a department head retreat in late October where there will be a shared work plan connected to
budget priorities. Ideally this will happen again next April/May. It is expected that there will be multiple
year projects. This is a new idea for the city and Jessie is open to try as we go.
There was a discussion regarding the Board’s oversight of the library. Jessie explained that the Board
of Trustees for the library is a governing body that makes policy decisions, and has oversight of the
Director. The MOU with the city states that the city has oversight of personnel and personnel policies.
As an example of this partnership is the library and the city are in a discussion over holiday hours for
the board of trustees to approve.
COVID 19 Update
The library continues to follow state guidelines and is encouraging all patrons to wear masks while in
the library. Story Time has been moved from the Wiggles room to the central space to offer great air
flow. Kids masks are being offered to anyone who requests them. The library/city will fall under the
vaccine mandate (more than 100 employees) when it eventually happens. The library staff is preparing
for that process.
Holiday Hours Approved
Patrick outlined the process for how the Holiday hours are determined and the Trustees role in
approving them for the library.
Wed November 24 - Open until 4:30
Thu November 25 - Closed
Fri November 26 - Closed
Sat November 27 - Open 10-2
Thu December 23 - Open until 4:30
Fri December 24 – Closed
Sat December 25 - Closed
Fri December 31 – Closed
Upon a motion made by Trustee Lee Freeman and seconded by Trustee Lauren Ballard Hatch,
the Trustees voted unanimously to accept the proposed Holiday Hours.
LIBRARY PRIORITIES
Jennifer Murray presented the library priorities. The Leadership team meeting which includes several
new staff members will review and discuss. The new city process will help Jennifer and the staff to
move forward and align with city goals/priorities.
1. Community reach-out
2. Strategic planning
3. User experience/seek feedback
4. Work with Library Foundation on grants
5. Work with other City Departments
6. Foster agency connections
7. Onboarding new staff
8. Policies
FRIENDS OF THE LIBRARY REPORT
Sue outlined the written report attached to these minutes and the Board congratulated Sue and the
Friends on their successes.
Committee Reports
Finance Committee
In Ted’s absence, Patrick outlined the proposed policy on how the library will receive funds into the
Library Gift account, which are expected to include the public and funds from the annual appeal that is
currently being run by the Library Foundation.
Upon a motion made by Trustee Margery Vagt and seconded by Trustee Jay Pasackow,
the Trustees voted unanimously to accept the proposed Policy on the Use of the Library
Gift Account (LGA) as recommended by the Finance Committee.
Patrick then outlined the Library fees that are proposed from the Finance committee.
Upon a motion made by Trustee Lauren Ballard Hatch and seconded by Trustee Rebecca
Stazi, the Trustees voted unanimously to accept the proposed Policy on Library Fees as
recommended by the Finance Committee.
DISCUSSION OF BUDGET: A draft of the FY 23 budget has been developed. The FY23 budget will be
submitted at $864K. In December of 2020, during the presentation to the City Council, we forecasted
the FY23 budget to be $866K. This represents a 6% increase over this current year. The increase
represents additional staff as agreed upon by City Council to increase library access (more open
hours). This will increase library hours from the current 47 to 59 in FY23.
Governance and Nomination Committee Report
Margery presented the proposed policy on meeting room rentals and usage and Jennifer described
some final adjustments to the proposed policy.
Upon a motion made by Trustee Lauren Ballard Hatch and seconded by Trustee Donna
Swartwout, the Trustees voted unanimously to accept the proposed Policy on Meeting
Room Rental, Usage Policies & Procedures with the proposed revisions as
recommended and described by Jennifer and the Governance and Nomination
Committee.
A final review of the revised document will occur at the November Library Board of Trustees meeting.
Advocacy Committee Report
The Committee is working on how to increase awareness and traffic and support library staff’s goal of
outreach. There will be a survey sent to library staff to gather their ideas and input. Meeting schedule has
been announced. There will be one in November to replace the one in October that was canceled.
Director’s Report
Jennifer Murray reported that the new Adult Services Librarian has been hired. Staff are very positive
about the hire. To date (and without a working people counter), 800 new library cards have been
issued. There was a brief discussion about celebrating when the 1,000 card is issued. Recent grants
have been approved and there is funding available for new and additional purchases to be made. Study
rooms are being used and intentionally these spaces are not included in the room reservation policy.
Hours of use are being limited to 3 hours at a time. A suggestion was made to consider a program on
COVID 19 education especially around the vaccine for children. Jennifer agreed to suggest this idea to
her staff. The library staff has offered/created 52 programs in the past month. This is an amazing and
dedicated staff. Both Jennifer and the Board of Trustees applaud these efforts. The staff will review and
gather feedback on these programs at the end of the year.
Other Business
None
Meeting Adjournment
Seeing no other business, the Chair adjourned the meeting at 7:39 pm.
Friends of the SBPL Report 10/7/21
Booksale
● 310 people attended during the 3 day September event.
● Library ran out of cards due to the high volume of requests for new cards.
● Covid safety precautions (masks, controlled number in room) worked well
● The Community Room location next to Friends Bookshop is a bonus!
● Raffle (Trader Joes and Wine and Cheese Traders) was a huge hit.
● Will share financial data at our Friends meeting.
● Multiple volunteers helped create a successful event. Special thanks to Mary Ann Young for the raffle
and Eileen Beckwith for her incredible presale organization.
● Exploring partnership with Better World Books to recycle books that will not sell in the shop or at future
sales.
Membership
● Picked up 9 new members plus 11 renewals at the Sale
● June 2021 we had 74 active members
● October 2021 we have 122 active
Bookshop
● Volunteers in the shop daily 1030-1230.
● August shop sales $626
● Gathering data to determine the amount of $ earned when the shop is manned vs. unmanned.
● We are considering increased volunteer hours around the holidays.
Cookie Walk
● Nov. 20 in the Community Room.
● Eileen Forrester is coordinating this much anticipated event.
Winter Concert Series
● Funded by the Friends, now called Friends of the Library Winter Concert Series
● January 29, 2022 (1230) Eclectica, a classical quartet
● March 26, 2022 (1230) Hungrytown, a folk duo
● December and February concerts tbd
● Refreshments will be provided by the Friends Hospitality Committee
Meetings
● Changed to the third Thursday of the month at 1015.
● Oct. 21, Nov. 18, Dec. 16 will finish up this year.
POLICY ON THE USE OF THE GIFT ACCOUNT
PURPOSE
The purpose of this policy is to document the use of funds in the Library Gift Account (LGA)
currently held by the City of South Burlington as a substantial portion of these funds originated
in Annual Appeals run by the South Burlington Library Foundation (SBLF).
OVERVIEW
Donors give funds with the intent of improving the collections, programs and equipment
available to the citizens of South Burlington.
The intent of this policy is to clearly document and control the receipt of funds into the LGA and
the process for how those funds can be spent.
The guidelines that follow provide direction as to the procedure that will be followed regarding
use of donated funds. The policy should be reviewed at least annually.
PROCEDURE
1. Upon receipt of donor funds, the Library Director will acknowledge and document the total
received as well as any specific restrictions placed on any portion of the funds.
2. The Library Director will then use the funds in the LGA to make purchases, including, but
not limited to collections, equipment, and programs.
3. If there is a reason for a delay in the spending of the funds beyond a reasonable time frame,
the delay will be communicated back to the donor.
4. The Library Director will submit invoices to the City of South Burlington for payment using
their existing accounts payable process.
5. The City of South Burlington will process all invoices through the LGA.
6. The Library Director will have authorization to spend up to $1,000 per item from the LGA..
If the Library Director would like to purchase an item from the LGA that is above $1,000 but
below $5,000, the Library Director will inform the SBLF Board of Directors of the purchase.
If the Library Director requests a purchase above $5,000 from the LGA, the Library Director
will get approval from the SBLF Board of Directors.
Adopted by the South Burlington Library Board on 10/07/2021
FY 2022 Goals and Priorities
1. Engage with residents and visitors through marketing,
outreach, invitation and events to increase library participation
towards offering a robust community center. (Increase library use
by 20% over FY19)
2. Participate in strategic planning to develop plans that best
support our residents and staff in creating and experiencing a
strong sense of place and opportunity over the coming five years.
(Plan completed and published for the public by June 2022)
3. Seek and respond to patron experience to enhance the new
library's sense of place by making appropriate changes. (Monitor
comments, requests and actions taken)
4. Continue to support our extraordinary space by assisting the
Library Foundation with grants and donor visits. (Work with group
to submit four grant requests for varying amounts to raise at least
$5,000)
5. Collaborate with City departments towards creating a
sustainable plan of service that removes duplication and
enhances activities. (Work together on at least 10 programs or
services)
6. Collaborate with outside agencies as a supportive and engaged
member of the community, to include working with the VA on a
telehealth program, School’s Out to enhance their afterschool
program and others. (Work with at least five agencies on services
and programs)
7. Train and support staff in a way that positions them to take on
new roles within the new Library. (Onboarding for all new staff
and leadership training for three team leaders)
8. Work closely with the Board to update all library policies to best
balance public library mission and resident use of the library. This
will include, among others, the rooms and auditorium use policies
and social media policies. (Revise or create up to five policies)
South Burlington Public Library Board of
Trustees
Committee Overview
The South Burlington Library Board of Trustees is an appointed body that works closely
with the Library Director to develop goals and policies ensuring the library is meeting its
mission and addressing community needs. This past year the Board was very active in
helping to create the plan for the new library, mapping out a strategic operational budget
given the libraries new expansive space and resulting staff needs, supporting the lan for
the eventual move, assisted the Director as they navigate the staff and public issues
presented by the pandemic all while raising raise awareness of the programs and
offerings of our public Library and leading the charge on the annual appeal in
collaboration with the South Burlington Library Foundation.
The Board meets monthly and Trustees also serve on one of the following committees:
Advocacy, Governance & Nominating, Evaluation, or Finance. Trustees are: Patrick
Leduc (Chair) – 2023, Stacey Pape (Vice Chair) – 2022, Ted Lenski (Treasurer) – 2024,
Margery Vagt – 2023, Lee Freeman – 2022, MargaretAnn Cross – 2024, Lauren Ballard
Hatch – 2022, Jay Pasackow – 2022, Alicia Lamonda – 2023, Donna Swartout
(Secretary) – 2024, Rebecca Killeen Stazi-2024
Accomplishments and events
In FY 21, the Library Board met the following goals:
• Helped to create and present a strategic operational budget given the libraries
new expansive space and resulting staff needs
• Focused the operational budget on maximizing hours of operation while providing
enhanced services to library users and the community.
• Introduced technology into the new library including self-check-out machines.
• Supported the Director and their staff in planning for the move to our new Public
Library
• Assisted the Director as they navigated the staff and public issues presented by
the pandemic
• Created materials and media assets and placements to raise awareness of the
programs and offerings of our public Library
• Lead the charge on the annual appeal in collaboration with the South Burlington
Library Foundation
• Opened the new South Burlington Public Library
Quantitative Data
• Grew the Blanchette Fund and transferred more than $430,000 to the city to
assist in covering costs for the new Public Library.
• Submitted a operating budget that met the financial goals of the City Council.
• Ran a successful annual campaign, with the help of the South Burlington Library
Foundation, bringing in more than $10,000 to support library programs and
collections.
FY 2022 Goals and Priorities
• Complete the Library’s Strategic Plan
• Support staffing and operation needs to increase access to the library and
services
• Expand the fund-raising opportunities to support growth in resources, hours of
operation and programming.
• Evaluate possible large scale community events suitable to be hosted by the
Public Library as a way to increase engagement and bring additional value to the
community.
South Burlington Public Library
User fee Summary
Technology Reconnection Fee - $25
Lost/Damaged Item – At cost of replacement + $3 restocking fee
Copies
Black and White - $0.20/copy
Color - $0.60/copy
Overdue Books – No Fee
Non-Resident Library Card Fee -$25/year
Non-Resident Temporary Library Card (60 day duration) - $10
Proctoring Fee (use of Library Staff) - $10/ individual event
Faxing of a Document - $0.25 per document
Replacement of Lost Library Card - $1
Room Reservations during Library Hours (not Auditorium)
For Profit or South Burlington Private Social Event - $50 for every 2 hours, reserve in 2-hour blocks for a
maximum total of 8 hours
For Non-Profit Organizations – First 2 hours free, $25/hour after 2 hours to a maximum of 8 hours.
NOTE: If reservation is needed after library hours, an additional Hourly rate will be charged to cover
staff expenses.
Library Board of Trustees approved on 10/07/2021