May 23, 2024 | Librarian BOARD OF TRUSTEES MEETING MINUTES Corrected and Approved Minutes Date of Meeting: Thursday, April 18, 2024 @ 7:00 pm Members Present: Nancy Glynn (Chair); Catherine Paden; Kim Dean; Lauren Avery; Tracy Mingarelli 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: Select Board Member Wally Baker CALL TO ORDER: Roll Call, Introduction of Guests: The Sutton Free Library Board of Trustees meeting was called to order at 7:03 pm by Board Chair Nancy Glynn, and roll taken. There was one member of the public present, Selectman Wally Baker. Further, no members of any households of Trustees were present within listening of this meeting. Public Comments: Selectman Baker attended the SFL BOT meeting to update the board about a proposal for an ADA compliant lift for the library building. Drawings and photographs of the proposed lift were presented, as well as floor plans, specs, and a model of the back of the library building with the proposed lift and structure needed. Selectman Baker reported that the Selectboard has acquired quotes for two types of lifts for the library: a straight-in lift with a quote of about $28,000 and a right angle lift with a cost of approximately $33,000. The two lifts are similar in cost and it would be a matter of preference when making a decision between the two. The proposed lift would be about 3 feet high. It would include a structure on the rear of the building that encloses the lift and extends toward the current rear entrance of the building to help with rain and snow. When using the lift, a patron would need to request entry from within the library. There would be a door centered on the rear of the building between two existing windows and also a door on the entrance to the lift. Installing the lift would require a foundation, electrical work, and a structure extending from the building with a roof that covers the lift and current rear door entrance. The parking lot would need to be resurfaced for this project. Selectman Baker volunteered to do the brickwork on the structure next year. Selectman Baker stated that he would price out the structure, have an engineer look at the plans to ensure ADA compliance, a warrant article would be created, and a scale model would be made to present to the town for town meeting. Selectman Baker requested a response from the SFL BOT in about a month whether this should move forward. Selectman Baker left the meeting and a discussion followed about interior ADA modifications for the library. There are funds in a capital reserve for indoor ADA modifications. Review of Minutes: Minutes from the March meeting were reviewed with corrections made. Board Member Catherine Paden made a motion to approve, with revisions, the minutes to the March meeting, seconded by Board Member Lauren Avery. The motion was carried unanimously in the affirmative. Correspondence: Board Chair Glynn reported that she has been in email contact with Town Administrator Julia Jones, including scheduling Selectman Baker’s attendance at the April 18th SFL BOT meeting. REPORTS: Financial/Treasurer’s Report: Board Member Paden noted the beginning balance on the Operating Account in March was $14,988.63, with an ending balance of $14,296.94. Interest earned on the Operating Account for the month of March was $5.64. The beginning balance of the Trustee Account at Sugar River Savings Bank in March was $7,675.97 with $2.97 interest earned for an ending balance of $7,928.94. There were $250 in donations deposited to the Trustee Account. Board Member Paden noted that there are unrestricted funds in the Trustee Account that can be used for summer programming. Buildings & Grounds: Board Member Avery reported that repairs on the front door of the library have been completed. Director’s Report: Friends of Sutton Free Library Liaison/ NHLTA Liaison: Shannon Storm is working on acquiring grants for the library. The town hall is now available for public meetings, including the Friends of the Library meetings and the library book club. With this space available and residents interested in potentially volunteering based on a list from the recent Strategic Planning meeting, we can move forward with the Friends of the Library transition plan. OLD BUSINESS: Sutton Free Library Board of Trustee roles and responsibilities were summarized and discussed. The board voted on the positions as follows: Board Member Catherine Paden nominated Nancy Glynn as Chair of the Board of Trustees. Board Member Lauren Avery seconded the motion. The motion was carried unanimously in the affirmative. Board Member Nancy Glynn nominated Kim Dean as the Friends of the Library Liaison. Board Member Catherine Paden seconded the motion. The motion was carried unanimously in the affirmative. Board Member Kim Dean nominated Catherine Paden as Treasurer. Board Chair Nancy Glynn seconded the motion. The motion was carried unanimously in the affirmative. Board Member Tracy Mingarelli nominated Lauren Avery for the Building and Grounds position. Board Member Kim Dean seconded the motion. The motion was carried unanimously in the affirmative. Board Member Lauren Avery nominated Tracy Mingarelli as Recording Secretary. Board Chair Nancy Glynn seconded the motion. The motion was carried unanimously in the affirmative. NEW BUSINESS: There was discussion about gathering public input about priorities for the library. The Board of Trustees will work to create a survey to gather input from Sutton residents. The survey would be online and in paper form. The next Sutton Free Library Board of Trustees Meeting is Thursday, May 16th at 7pm. Board Member Paden made a motion to adjourn. Board Member Avery seconded the motion. The motion was carried unanimously in the affirmative and the meeting was adjourned at 8:49 pm. Respectfully submitted, Tracy Mingarelli, Sutton Free Library Board of Trustees Recording Secretary