Notices, agendas, and minutes of the Springfield Town Library are posted here in accordance with Vermont's Open Meeting Law. Meetings are open to the public. Every session includes time for public comment. The Trustees meet on the second Tuesday of each month at 6:30pm, on the second floor of the Springfield Town Library, at 43 Main Street in Springfield, Vermont.

For more information, call the Library at (802)885-3108 or e-mail

Thursday, October 15, 2015

Minutes -- October 12, 2015 Library Board of Trustees Meeting

Springfield Town Library
Board of Trustees
Springfield, Vermont
October 12, 2015 Minutes

In Attendance: Russ Moore (Director), Kerstin Burlingame, Vice-Chair; Kevin Coen, Steve Matush, Matthew Pincus, Sandra Richardson.  Absent: Pat Magrosky and Josie Hingston.

Meeting called to order at 6:31 by Kerstin

Public Comments. One trustee came to see the Jack Mayer adult program and thought it was wonderful.  The library was open today because the town does not celebrate Columbus Day.  A trustee noted that some patrons thought the library was closed today.

Minutes. Acceptance of the September minutes was tabled until the November meeting.

Old Business.  Children’s Library Assistant. The Library Director and Children’s Librarian positions were discussed.  There was no response to the Board’s letter to the Town Manager asking for “clarification on options available” in regard to the Children’s Librarian position.  Russ met with staff to come up with a plan of their own.  It was decided that the “temporary” Children’s Library Assistant be limited to a term of six months.  The staff was concerned about getting someone qualified to work for $11/hour.  Russ and the staff agreed to scale back hours (and duties) and raise the hourly rate to $18 for ten hours each week.  Staff, for their part, are willing to take on additional duties such as extra desk time.  Pat Day (a former Technical Services Librarian at the library (and current volunteer)is currently working 2 to 3 hours each week to catalogue new children’s books.  The temporary Children’s Library Assistant will be in charge of children’s programming and book selection.  They will also need to schedule Discovery Time and send out press releases.  Russ is currently writing a job description for this position that will serve as a stop-gap until the next Children’s Librarian is hired.  It is hoped that applicants will have experience working with Children.  Russ will conduct the interviews and hopes to interview candidates in November, have a candidate hired before the December holidays, and begin work on January 4. The full-time Children’s Librarian should be in place by July 2016. The hiring process will be conducted by the next Library Director.

Library Director. The Board also discussed the hiring of the next Library Director.  Russ will begin advertising in mid-November 2015.  He suggests holding interviews between mid January and mid-February.  It would be ideal to have a candidate hired by February 15.  Russ hopes to have the new Library Director begin work by March 21 so there are two weeks of overlap with Russ as the Director. Russ will have a revised job description available to the Trustees for the November meeting.  His revised version will take the Trustees’ earlier feedback into consideration.  Russ will be advertising for the Director in Vermont, New Hampshire, New England, with the American Library Association, and Library schools.  One to two trustees will be on the interview committee.  It will have to be decided with the Town Manager how to review applications and go through the interview process.

Budget. Russ has his proposed budget for the Fiscal Year 2017 complete.  He made a modification to the “Regular Pay” line to accommodate the likelihood that the new Library Director and Children’s Librarian will have less experience than the outgoing librarians, and thusly will be paid at a lower rate. 
The overall library budget is down for the 2016-17 year by 1.69% ($8,389).  This is despite increases in Memberships (to parks and museums so patrons can go at reduced rates) and Books.  Russ has seen fit to reduce the budget for Periodicals as there is a decrease in use of print periodicals. Russ must submit his budget to the Town Manager by November 2.

Capital Improvement Plan. Russ is also required this year to submit a capital improvement plan.  This plan is to cover the next five years to help the town plan for improvements in a systemic and fiscally responsible fashion.  Library projects as part of the plan include upgrades to HVAC, lighting design improvements, and insulation.  These three projects will greatly increase the efficiency of the library.
Other projects as part of the plan include upgrades to technology, security improvements, and repairs to the building.  Russ also hopes to add improvements to the library network so the library can take advantage of VTel’s gigabit internet. The older section of the library has a slate roof that needs to be replaced.
Russ hopes to update the library to a hybrid (wireless and wired) network so there is a grounded safety, but also the ease of wireless.  Part of the improvements would require new computers.  Matt suggested hosting a class on how to build computers and have patrons in the class build the next computers for the library.  This would reduce the cost to the library.
The security system is currently on hold because Russ received two estimates: one for $3,000 and one for $10,000.  The issue needs more investigation to better understand the difference in cost and quality of the two proposals.  For this year’s budget, only a motion-sensor lighting system is being added.
In the Flinn Room, there are numerous issues.  The plaster is peeling away from the walls.  The ceiling has water stains from the leaking slate roof.  The carpet dates from the 1989 refurbishing of the room.  Also of concern is the lack of lighting in the room.  Currently only one bulb in the chandeliers works.  HB came to investigate and found that it is most likely that the wires have dried out.  HB said it would probably be more cost effective to replace the chandeliers, but they fit the period of the room (but aren’t original) and Russ thinks it might be worth doing the repair.  HB is getting back to Russ with a repair estimate this week.

FOSTL Liaison Report. Sandra attended last week’s meeting.  FOSTL is still restoring the Russell Porter paintings at a cost of $1,200.  FOSTL is hosting its annual Open House on December 11 at the library.  The Board of Trustees agreed that they would supply a basket for the raffle.  Trustees will bring their ideas to the November meeting and should have their items gathered by December 1.  FOSTL also set April 6 as the date for their Annual Meeting.  FOSTL welcomes ideas for a speaker.  Typically they spend up to $200 on the speaker.  The FOSTL board was also concerned that a $750 donation for books had not been spent yet.  Russ said he was in the process of ordering.  Lastly Bunni announced that she would not be running for FOSTL President.  Char Osterland, who was rumored to be interested, also stated she was not running for the position.

Director’s Report.  There have been many applicants for the open Library Page position.  Russ is interviewing in the next two weeks.  Children’s and Adult programs are off to a good start.  The statewide “Passport to Vermont Libraries” summer program that invited children and adults to visit as many of the state libraries as possible had a winner in Springfield.  The young lady won in the Young Adult category by visits to 59 Vermont libraries this summer.  Russ is also preparing a shipment of books to Better World Books.  This is an attempt to dispose of the remnants from the FOSTL Book Sale.
Russ has also scheduled maintenance on the boiler.  Apparently it hasn’t been cleaned in a number of years despite a town-wide contract with a company that provides for boiler maintenance. The Library Volunteer luncheon is coming up next week. The Catamount Library Network (CLN) is hosting its annual meeting soon.  Russ’s term on the board and as its president is ending.  In light of his retirement, he will not be running for another term.  Currently the CLN has 12 member libraries running the KOHA system with two others going live within six months.  Given that there are a number of other libraries interested in joining CLN, it is likely that they will soon have 20 members and the per-library cost of running KOHA will drop significantly.
Russ is attending the New England Library Conference in Manchester, NH on October 25-27.

New Business. It is necessary to get a new secretary for library meetings.  Usually the trustees have about 10 meetings a year and each meeting pays $45.  The secretary would be an employee of the town so would not have to be a resident of Springfield.  The board members will put out feelers to see if anyone is interested in the position.

Next Meeting. November 9, 2015 at 6:30

Meeting adjourned at 7:54.

Respectfully Submitted,
Kevin Coen

Monday, October 12, 2015

Agenda -- October 12, 2015 Library Board of Trustees Meeting



October 12, 2015

6:30 pm



1.   Additions to the Agenda

2.   Public Comments

3.   Minutes from September 14, 2015 Meeting

4.   Old Business
      Job Descriptions
      Children’s Services
      FY2017 Budget

5.   FOSTL Liaison Report

6.   Director’s Report

7.   New Business

8.   Next Meeting Date and Adjournment