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

Tuesday, March 27, 2018

Trustee minutes, March 20, 2018

Town of Springfield
Library Board of Trustees
Tuesday, March 20th, 2017

1. The meeting was called to order at 6:38PM.
Present: Jen Dechen, Herb Jamison, Richard Cofrancesco, Barbara Ball, Amy Howlett (director), Sara Druen, Matthew Pincus

Absent: Marjorie Reurink

2. Organization of Trustees
- Elect Chair: Herb Jamison
· Elect Vice-Chair: Jen Dechen
· Set Meeting Schedule: Second Tuesday of the month at 6:30 works for all. We'll keep this date/time.
· Designate the Official Newspaper: Springfield Reporter
· Designate Meeting Notice Posting Locations: All official meetings in town get posted at the town office, in the library and in one other location(?).

Motion for Herb to be elected Chair and Jen to be vice-chair passed. (Barbara motioned, Richard second.) 

Herb is willing to put the agenda together as well for upcoming meetings.

3. Additions/ subtractions to the Agenda

4.   Public comments

5.   Review and approve minutes from the February meeting
Motion to pass the February minutes as written. (Barbara motioned, Herb seconded.)

6.   FOSTL liaison report:
See Director's report.
Friends meet the first Wednesday of the month at 6:30. All are welcome.

7.   Director’s report
Are any board members interested in being part of deciding re colors/design of children's room? Rich agreed to meet regarding room colors, etc.
Members all felt strongly that they didn't want the wood to be painted in the children's room. The unpainted wood adds cohesion with the other, more historic parts of the building.
Amy is collecting bids from local contractors.
Existing furniture, etc., will be sold and any profit will go to the town.
All new furniture in the children's room will be on rollers so can move around. (Except for the 3 computers.)
After the children's room, lighting is the next big update.

8. Review Public Challenges to Safety
Discussion on past incidences where patrons have been issued notices of trespass. A board member asked whether the library staff feel safe after past incidences. Amy said all staff felt safe until the last incident where a patron actually threw something and injured a staff member. Since then, some staff are planning to carry a panic button. There is a panic button behind the front desk. Staff may want more panic buttons in the library.
Board members asked if there should be a regular schedule for testing panic buttons to make sure they work. Amy will ask folks working on the manual to address this.

9. Update on Strategic Plan
See Director's report.
Discussion that as time passes, some staff hours may be freed up from tasks such as putting books on the shelves and can instead be used for marketing the library.

10. Policy Review: Overview of Policies
The Board reviewed the policy relating to penalties and fines and discussed stopping using the collection agency.
Discussion that some library cards – belonging to patrons who have consistently not returned materials – have been barred from taking out library resources.
A motion passed to amend the Penalties and Fines Policy as follows:
Staff will set library procedures to encourage the timely return of overdue items. The schedule of fines and associated fees will be established by the Library Director with the approval of the Board of Trustees. The Library Director may waive fines and/or fees when there are mitigating circumstances.
(Barbara motioned, Herb second.)
Library staff will work on the procedures relating to this policy and the policy will be reviewed again next month.
Discussion that if the Board of Trustees wanted to stop charging fines for overdue items, this would have to be discussed with the town Select Board since it would affect revenue.

11. Discuss Director's Evaluation
There was not much time for this. Amy mentioned that she is also having staff evaluate her and talked about process for staff and director evaluations to occur. Any questions? See Amy.

12. Discuss Training Opportunities for Trustees
Discussion that we are municipal trustees in a chartered town.
Herb, Jen and Barbara will be going to the trustee training.

13. Executive session if needed.

14. Next meeting date: Tuesday, April 10th, 6:30PM
Motion to adjourn passed (Sara motioned, Matthew second.) 8:12pm.