BOARD OF TRUSTEES MEETING MINUTES

Corrected and Approved Minutes

Date of Meeting:  Thursday, March 9, 2023 @ 7:00 pm

Members Present: Nancy Glynn (Chair); Catherine Paden; Emily Cooper; Lauren Avery; Tracy Mingarelli; Nancy Heckel (Alternate)

Members Absent: Betsy Anderson (Alternate); Elizabeth Geraghty (Library Director)

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: Chris Guerette

CALL TO ORDER:

Roll Call, Introduction of Guests:

The Sutton Free Library Board of Trustees meeting was called to order at 7:00 pm by Board Chair Nancy Glynn, and roll taken. There was one member of the public present (Chris Guerette). Further, no members of any households of Trustees were present within listening of this meeting. 

Public Comments: none

Review of Minutes:

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

ADA Compliance Upgrades:

Chris Guerette offered to look into ADA compliance for the library. He shared a detailed document with the SFL trustees including many suggestions for ADA compliance. A discussion followed about upgrades for ADA compliance, costs of projects, timing of upgrades, and funding. Chris Guerette will create quotes for individual projects, breaking down the costs. 

Correspondence: 

Board Chair Glynn reported that the Select Board is moving forward with scheduling Irish Electric for electrical upgrades. 

REPORTS:

Financial/Treasurer’s Report:

Board Member Paden noted the beginning balance on the Operating Account in February was $7,770.22, with an ending balance of $6,841.82. Interest earned on the Operating Account for the month of February was $1.39.  

The beginning balance of the Trustee Account at Sugar River Savings Bank in February was $5,843.43 with $1.12 interest earned and a debit of $0 for an ending balance of $5,844.55. There were no new funds to accept. 

Board Member Paden reported that Budget Chair Bob DeFelice assisted with creating a new format for SFL BOT financial reports which will supply the financial information needed for the town auditor. Prior to this, the treasurer’s reports and library director’s reports weren’t reconciling due to dates. 

There was discussion about sharing the trustee account bank statements with the budget committee quarterly. Board Member Paden made a motion to share the trustee monthly reports and bank statements with the budget committee and Select Board for the year 2023, to be reconsidered in January 2024. Board Member Lauren Avery             seconded the motion. The motion was carried unanimously in the affirmative. Board Chair Glynn will share this decision with Budget Chair Bob DeFelice and get clarification on when these bank statements should be shared. 

There was discussion about the MOU document and not receiving the first payment in January from the town. Board Chair Glynn will follow up in email with Lori Himes, Gail Geurtin, and Bob DeFelice about receiving the first payment of 25% that was to be paid in January and the second payment of the remaining 75% payment after town meeting per the MOU document.    

Buildings & Grounds:

Board Member Avery reported that the Select Board is moving forward with electric upgrades with Irish Electric. These upgrades include a larger electrical panel to meet code, power surge arrester, emergency lighting, GFI breakers The quote from Irish Electric is $2,396. The work will start Monday, March 31st and is projected to be about one day. Wet Basement Solutions will install a dehumidifier, sump pump, vapor barrier, and drains to the existing floor drain. Everything will need to be removed from the basement prior to this work. Board Chair Glynn sent the Select Board a quote for the storage pod for about $200/month for a large pod. Historical books will be stored in the town hall. Volunteers can be used to remove the items for storage. Donations from local businesses can be used for building supplies. This work will need to wait until after town meeting and after the electrical repairs are complete. At the joint meeting with the Select Board on March 2, Selectboard member Wally Baker shared that he will ask Wet Basement Solutions about the exterior septic pipes. The ADA Ramp/Lift was discussed and will be looked into more this summer. There was discussion about staining the Storywalk posts this year once they have had ample time for drying. 

Director’s Report: none

Friends of Sutton Free Library Liaison/ NHLTA Liaison:

Board Member Cooper noted that the Friends met on March 8th and they’ll meet again next month. The Friends of SFL recently applied and were approved for a tax-deferred status. The Friends offered about $200 for promoting the library through advertisements. Director Geraghty has updated the Friends of SFL webpage and it now includes a PayPal donation option. The Friends of the Library also has a facebook page with the PayPal donation link. The Friends received a $300 grant from Bar Harbor Bank for summer reading program. They’ve submitted a $500 grant through Walmart. The Friends continue to look for more members, including a treasurer. They talked about making a bookmark with the Friends of the Library information on it. 

OLD BUSINESS:

NEW BUSINESS:

There was discussion about staff appreciation. Board Member Paden made a motion to approve a gift card purchase through the trustee account for Assistant Librarian Kristin Snow in the amount of $150 for Target. Board Member Cooper seconded the motion. The motion was carried unanimously in the affirmative. Board Member Paden made a motion to approve a gift card purchase through the trustee account for Library Director Elizabeth Geraghty in the amount of $100 for Target. Board Member Cooper seconded the motion. The motion was carried unanimously in the affirmative.

There was discussion about paid leave and current staffing needs. Board Chair Glynn will follow up. 

Board Member Paden made a motion to adjourn. Board Member Cooper seconded the motion. The motion was carried unanimously in the affirmative and the meeting was adjourned at 9:13pm.