BOARD OF TRUSTEES MEETING MINUTES

Corrected and Approved Minutes

Date of Meeting:  Thursday, March 21, 2024 @ 7:00 pm

Members Present: Nancy Glynn (Chair); Catherine Paden; Lauren Avery; Tracy Mingarelli; Elizabeth Geraghty (Library Director)

Members Absent: Kim Dean; Betsy Anderson (Alternate)

Note: This meeting was conducted on ZOOM for all present. The Board met in person at the Sutton Free Library for their Board of Trustees Meeting. The public, per the Governor’s Executive Order 2020-04, Section 8, Emergency Order #12 Section 3, had the option to Zoom in to this meeting.

Public Present: Julia Jones, Town Administrator 

CALL TO ORDER:

Roll Call, Introduction of Guests:

The Sutton Free Library Board of Trustees meeting was called to order at 7:04 pm by Board Chair Nancy Glynn, and roll taken. There was one member of the public present, Town Administrator Julia Jones. Further, no members of any households of Trustees were present within listening of this meeting. 

Public Comments: 

Town Administrator Julia Jones introduced herself to the Board of Trustees and shared her goals for the town for the upcoming year. Jones asked how the town administrator could support the Sutton Free Library and the Board of Trustees. The SFLBOT shared their priorities as ongoing communication with the Selectboard, transparency, clear expectations for library financial reporting, and communication regarding care and maintenance of the building and grounds. Town Administrator Jones noted that there will be a Strategic Planning meeting for the town during the second week of April. This meeting information will be posted at the library to encourage residents to attend.

Town Administrator Jones stated that the Selectboard is interested in circulation statistics, including physical book circulation numbers. Town Administrator Jones stressed the importance of giving context for the reports and statistics in order to provide a norm for the Selectboard. The SFLBOT could provide a similar town’s library statistics in comparison to Sutton Free Library. 

There was discussion about benefits for town employees and library employees. Town Administrator Jones noted that there needs to be clarification in the MOU regarding benefits. The SFLBOT will continue to work on the personnel policy and benefits for library employees using resources from comparable towns in the state. 

Review of Minutes:

Minutes from the February meeting were reviewed with corrections made. Board Chair Glynn made a motion to approve, with revisions, the minutes to the February meeting, seconded by Board Member Catherine Paden. The motion was carried unanimously in the affirmative.

Correspondence: 

Director Elizabeth Geraghty shared the monthly NHLTA newsletter with the Board. An invoice was received from Randy’s Appliance for looking at the library’s refrigerator. The refrigerator was frozen shut and the breaker was shut off. It was noted in the invoice that Randy’s Appliance would consider it a donation to a non-profit. Echo Communications sent a reimbursement fund of $102. Director Geraghty reported a patron donation of $50 for unrestricted funds, as well as an additional patron donation for $200 for unrestricted funds. This donation was accompanied by a letter praising the staff’s management of the library, the friendly environment, quality materials, and it noted that the Sutton Free Library is an important resource for the Sutton community. 

REPORTS:

Financial/Treasurer’s Report:

Board Member Paden noted the beginning balance on the Operating Account in January was $11,839.42, with an ending balance of $9,668.60. Interest earned on the Operating Account for the month of January was $4.19.  

The beginning balance of the Trustee Account at Sugar River Savings Bank in January was $7,290.38 with $2.85          interest earned and a debit of $900 for museum passes, including The Currier Museum, Billings Farm and Museum, McAuliffe-Shepard discovery Center, The Warner Telephone museum, and The Seacoast Science Center. The ending balance was $7,673.23. There was one new fund to accept in the amount of $1,280.00 in donations.

Board Member Paden noted the beginning balance on the Operating Account in February was $9,668.60, with an ending balance of $14,988.63. Interest earned on the Operating Account for the month of February was $5.44.  

The beginning balance of the Trustee Account at Sugar River Savings Bank in February was $7,673.23 with $2.74 interest earned and an ending balance of $7,675.97. 

Board Member Paden has created a donation spreadsheet to track donations and restricted funds. Board Member Paden noted that she met with the town auditor and will continue to work with him as a resource for financial reporting to the town. 

Board Member Paden made a motion to have the SFLBOT chair request the remaining funds from the town             for the 2024 operating budget. Board Member Lauren Avery seconded the motion. The motion was carried unanimously in the affirmative.

Buildings & Grounds:

Selectboard Chair Wally Baker will be the point person for the ADA compliant lift for the library. Town Administrator Jones stated that she will work to prepare a warrant article for this for March 2025 voting. Director Geraghty noted that the town will follow up with the recent library work order and will have a contractor come to fix the front door. 

Director’s Report: 

Friends of Sutton Free Library Liaison/ NHLTA Liaison:

With the updated town hall hours the town hall will be available for meetings on Thursdays and Fridays, including the Sutton Free Library book club. 

OLD BUSINESS: 

NEW BUSINESS:

At the next SFLBOT meeting, the Board will make decisions on Trustee roles. Kim Dean has been elected for a three year term on the Board of Trustees. 

The next Sutton Free Library Board of Trustees Meeting is Thursday, April 18th  at 7:00 pm.

Board Chair Glynn made a motion to adjourn. Board Member Paden seconded the motion. The motion was carried unanimously in the affirmative and the meeting was adjourned at  9:32 pm.

Respectfully submitted, 

Tracy Mingarelli, Sutton Free Library Board of Trustees Recording Secretary