June 14, 2023 | Librarian BOARD OF TRUSTEES MEETING Corrected and Approved Minutes Date of Meeting: Thursday, May 11, 2023 @ 7:00 pm Members Present: Nancy Glynn (Chair); Catherine Paden; Lauren Avery; Tracy Mingarelli; Betsy Anderson (Alternate)on Zoom; Elizabeth Geraghty (Library Director) Members Absent: Emily Cooper; Nancy Heckel (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: 1 member of the public was present (Tom Schamberg, New Hampshire State Representative- Sutton and Wilmot) CALL TO ORDER: Roll Call, Introduction of Guests: The Sutton Free Library Board of Trustees meeting was called to order at 7:01pm by Board Chair Nancy Glynn, and roll taken. There was one member of the public present. Further, no members of any households of Trustees were present within listening of this meeting. Board Chair Glynn made a motion to have Betsy Anderson (alternate) stand in for Board Member Emily Cooper in Cooper’s absence. Board Member Catherine Paden seconded the motion. The motion was carried unanimously in the affirmative. Public Comments: Tom Schamberg shared that he contacted a person from the county and reported that there is grant money for nonprofits that could be used for the library’s ADA compliant ramp. He will forward this information to Board Chair Glynn. Review of Minutes: Minutes from the April meeting were reviewed with corrections made. Board Member Paden made a motion to approve, with revisions, the minutes to the April meeting, seconded by Board Member Lauren Avery. The motion was carried unanimously in the affirmative. Correspondence: Director Elizabeth Geraghty reported that she received an email from Lorri Himes at the town hall regarding timesheets. They are now due by Thursday evening. Town Administrator David Grinsell emailed Board Chair Glynn and made an appointment for her to attend the next Selectboard meeting on Monday, May 15 @ 5:30pm. Director Geraghty reported that she received an email from the town administrator regarding the Wet Basement Solutions contract. They will be installing the sump pump once it is scheduled with Director Geraghty. Board Chair Glynn will clarify with the Selectboard at Monday’s meeting about a timeframe and details for upcoming projects by Wet Basement Solutions. REPORTS: Financial/Treasurer’s Report: Board Member Paden noted the beginning balance on the Operating Account in April was $13,076.13, with an ending balance of $8,376.34. Interest earned on the Operating Account for the month of April was $3.02. The beginning balance of the Trustee Account at Sugar River Savings Bank in April was $6,708.84 with $2.06 interest earned for an ending balance of $6,710.90. There were no new funds to accept. Buildings & Grounds: Board Member Avery reported that she has painted the StorywalkⓇ posts. The Lumber Barn donated the paint and one coat was needed. Lori Avery, the library’s gardener, came over the weekend to work on the gardens at the library and to fill some holes in the yard. Board Member Avery will reach out to a community member who has donated mulch in the past. Board Member Avery has contacted a few plowing companies about next year’s plowing. Board Member Avery reported that the library’s front door needs repair. She will reach out to Chris Guerette to get a quote for the repair. Board Chair Glynn will speak with the Selectboard about funding this repair. Director’s Report: Director Geraghty reported she received 3 checks from the Friends of the Library that are restricted for programming. Director Geraghty shared the 2022 Visits and Circulation chart with the board of trustees. The Lake Sunapee Protective Association visited during the district’s April vacation for a storytime program about frogs. Spring Ledge Farm donated annuals for the Mother’s Day storytime project. Director Geraghty reported that Assistant Librarian Kristin Snow will be out for approximately 6 weeks for a medical leave starting tomorrow. Library Substitute Kristin McCarthy will help when she’s available. Friends of Sutton Free Library Liaison/ NHLTA Liaison: Board Member Emily Cooper reported through email that the Friends of the Library were enthusiastic about fundraising for the Artist in Residence community art mural. Director Geraghty will continue to communicate with the Friends about priorities for fundraising, such as museum passes, programming, and the Artist in Residence project. There was discussion about when the Artist in Residence project may be done. The Friends have been invited to the library summer programming to promote donations to the Friends to be used for future programming, projects, and museum passes. The Friends requested that the Friends of the Library as well as Bar Harbor Bank and Walmart be included on the summer program fliers. Director Geraghty will also include the Friends of the Library Paypal QR code on other fliers as well. OLD BUSINESS: Board Chair Glynn reported that she reached out to the New Hampshire Library Trustees Association and the RSA’s regarding staff benefits that state: 202-A:2 Definitions “Library trustees” shall mean the governing board of a public library 202-A:11 Powers and Duties. – Except in those cities where other provision has been made by general or special act of the legislature, the library trustees of every public library in the state shall: Adopt bylaws, rules and regulations for its own transaction of business and for the government of the library; Appoint a librarian who shall not be a trustee and, in consultation with the librarian, all other employees of the library and determine their compensation and other terms of employment unless, in the cities, other provision is made in the city charter or ordinances. Board Chair Glynn also requested a copy of the staff benefits document from the town of Sutton. This document states that all permanent part time and permanent full time employees should accrue paid time off. There is no paid leave program through the town of Sutton. Full time employees receive sick leave and paid time off. Board Chair Glynn will speak with the Selectboard about sick leave and accrued paid time off based on the document for Sutton town employees. She will communicate with the Selectboard that the SFLBOT is creating a sick leave policy. A discussion followed about sick leave policies for library employees. The board acknowledged the medical leave that Assistant Librarian Kristin Snow will be taking. The board is developing a paid family medical leave program for all permanent employees. Board Member Glynn made a motion that Assistant Librarian Kristin Snow receive paid family medical leave for her full pay for a timeframe of 6 weeks. Board Alternate Betsy Anderson seconded the motion. The motion was carried unanimously in the affirmative. There was discussion about renaming the Assistant Librarian’s title. The trustees and library director will look into titles and descriptions from other libraries. Board Chair Glynn shared that in the near future the trustees will work on creating a personnel manual. NEW BUSINESS: none The next Sutton Free Library Board of Trustees Meeting is Tuesday, June 13 at 7pm. Board Member Paden made a motion to adjourn. Board Alternate Anderson seconded the motion. The motion was carried unanimously in the affirmative and the meeting was adjourned at 8:11pm.