March 9, 2022 | Librarian BOARD OF TRUSTEES MEETING MINUTES DRAFT MINUTES Date of Meeting: Tuesday, December 7, 2021 @ 7:00 pm Members Present: Nancy Heckel (Chair); Jen Call; Emily Cooper; Nancy Glynn (Secretary); Elizabeth Geraghty (Library Director);Betsy Anderson (Alternate) Members Absent: Marcy Vierzen (Treasurer) Note: This meeting was conducted on ZOOM for all present. Public 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. CALL TO ORDER: Roll Call, Introduction of Guests The SFLBOT meeting was called to order at 7:07pm by Board Chair Nancy Heckel, and roll taken. No members of the public were present. No other members of any households of Trustees were present within listening of this meeting. Public comment: There were no public comments made. Review of Minutes Alternate Board Member Betsy Anderson was made a voting member for tonight’s meeting due to the absence of Board Member Marcy Vierzen. The non public session minutes from the 10/14/2021 meeting were reviewed with corrections made. Board Chair Heckel invited a motion to approve, with revisions. Alternate Board Member Anderson seconded the motion. The motion was carried unanimously in the affirmative. The minutes from the 11/4/2021 meeting were reviewed. Board Member Jen Call made a motion to approve the minutes with corrections made. The motion was seconded by Alternate Board Member Anderson. The motion was carried unanimously in the affirmative. The SFL BOT reviewed the nonpublic session minutes from the 11/4/2021 meeting. Board Member Call made a motion to approve with corrections. Alternate Board Member Anderson seconded the motion. The motion was carried unanimously in the affirmative. Correspondence Director Geraghty reports no new correspondence. REPORTS: Old Business Financial/Treasurer’s Report Board Chair Heckel noted the beginning balance of the Trustee Account for Sutton Free Library in November was $6,296.88. The bank balance on the Trustee account at the end of November was $13,197.97. Director Geraghty reports that she is waiting on more information about obtaining a credit card linked to the Trustee account to move forward with SHARP grant purchases. Board Member Vierzen had previously committed to doing the research on the credit card. Building and Grounds Board Member Cooper and Board Member Call report no new business. Director Geraghty reports Capitol Alarm has installed the alarm system. Payment was discussed with the town and invoices were given to Town Administrator Elly Phillips. Director Geraghty also requested that smoke detector tests be included which would require an additional charge. The smoke detectors were proven to be in working order. Director Geraghty made a request to contact a plumber by the spring to repair the spigot. The SFLBOT discussed the snow blower in regards to operation and possible repairs. Director Geraghty reports that Fall flower bed clean up was not completed this year which prompted a discussion of Board Members helping with preparing the bushes for the winter. Board Member Cooper and Board Chair Heckel volunteered to assist in preparing the bushes. Director’s Report Director Geraghty has researched the dates of holidays in 2022. Director Geraghty shared a list of holidays that could warrant the library to close. Most Federal holidays are on a Monday and the library usually closes for these dates. Director Geraghty makes a request of the SFL BOT to commit to discussing which holidays the library will be closed. Story Walk: Director Geraghty reports that the Story Walk is almost prepared for it’s debut. The featured book has been deconstructed and is ready to be displayed. There are also QR codes for animal sounds, fun facts and recommendations for similar stories. The Art teacher from the high school Carol Ellis has requested to collaborate with the library and discussed potential future events involving the Story Walk. She was excited to know of additional places to showcase student art within the library. Director Geraghty reports she received a phone call from Steve Rand from New Hampshire Astronomical Society Library Telescope Program. The library received the telescope and received training on how to operate it. The telescope can be checked out and brought home. The librarians will provide instruction on how to use it. Director Geraghty Has sample policies to design a policy specific to SFL. She hoped to have the paperwork and policy completed by the January meeting. BUDGET: Director Geraghty, Board Chair Heckel, Board Member Glynn and Alternate Board Member Anderson attended the budget committee meeting to discuss the proposed 2022 SFL operating budget. There was a request made to move the Building and Grounds line item for the town to take responsibility for this coming year. We were informed that We should request a meeting with the select board when all members can be present to discuss this change. Board Chair Heckel will make a request for a meeting before January and will report potential meeting dates. We will also need to meet with the Select Board again to discuss installation of the outdoor bulletin board. Town Administrator Elly Phillips reports that she will need the 2023 budget by October 15th 2022. NEW BUSINESS: Alternate Board Member Anderson was asked to draft the library security camera policy. The policy is To be reviewed in January. The next Sutton Free Library Board of Trustees Meeting is Tuesday, January 11th at 7pm. Board Member Anderson made a motion to adjourn the meeting, and this was seconded by Board Member Call. The motion was carried unanimously in the affirmative. The Board of Trustees meeting ended at 7:55 pm.