December 2, 2020 | Librarian BOARD OF TRUSTEES REGULAR MEETING MINUTES CORRECTED & APPROVED Date of Meeting: Tuesday, October 27, 2020 @ 7:00 pm Board Members Present Nancy Heckel (Chair); Jen Call; Diane Lander; Marcy Vierzen, Yvonne Howard, Betsy Anderson (Alternate), Elizabeth Geraghty (Library Director) Note: This meeting was conducted on ZOOM for all present. Public Present: Tom Schamberg, State Representative (D) for NH, District 4, and Wilmot, NH resident, joined the meeting by audio at 7:40pm. In light of COVID-19 Concerns and applicable executive and emergency orders, this evening’s Sutton Free Library (SFL) Board of Trustees meeting is being held per the Governor’s Executive Order 2020-04 Section 8, Emergency Order #12 Section 3. CALL TO ORDER: Roll Call, Introduction of Guests The Sutton Free Library Board of Trustees (SFL BOT) meeting was called to order at 7:07 pm by Board Chair Nancy Heckel and roll taken. No members of any households of Trustees or other members of the public were present within listening of this meeting at the beginning of the meeting. Tom Schamberg, State Representative (D) for NH, District 4, and Wilmot, NH resident, joined the Zoom meeting by audio at 7:40pm. Review of October Meeting Draft Minutes Minutes from the October 6, 2020 meeting were reviewed and corrections made. Heckel invited a motion to approve as amended the minutes from the October 6th meeting. Board Member Diane Lander made a motion to approve the minutes, seconded by Board Member Jen Call. The motion carried unanimously in the affirmative. Correspondence Library Director Elizabeth Geraghty said that she continues to receive correspondence from children and families who have benefited from the library take-home crafts program, and who have continued to borrow books in this COVID time. As well, Geraghty received a letter from a family who had moved to Sutton in August 2020, thanking her for her service and dedication, and noting how much they value Sutton Free Library. REPORTS Financial/Treasurer’s Report Heckel noted that there has been no activity on the Trustees account since the last Trustee meeting on October 6, 2020, and the balance remains at $10,010.59. In response to donations received from both the New London Rotary Club grant in February 2020, and a patron donation, totaling $320, and both which stipulated that those funds be used for book purchases for the library, Geraghty submitted a book order in the amount of $320.00. Because of the timing of how book shipments work with previous orders submitted, the total book order invoice was $369.50. Heckel invited a motion to approve the expenditure of these funds from the Trustee account. Call made a motion to expend the funds of $320 for books as budgeted from the Trustee account, as well as the $49.50 required to pay for the additional books received with this order. Board Member Yvonne Howard seconded this motion. The motion carried unanimously in the affirmative. Library Director Report Automation Geraghty noted that progress continues to be made in regard to library automation. Approximately 40 books per week are being lent out to patrons. Buildings & Grounds Snow Removal Geraghty noted that Lorri Himes, Town Bookkeeper, has not yet heard back from Jim Lord regarding snow removal for the library, and will make an effort to contact him again. Board Member Marcy Vierzen has contacted Awl & Awl to do a tune up of the library snow blower, which will include pick-up and delivery. Dehumidifier Both Geraghty and Call have made efforts to get a second quote on a building dehumidifier system. They will continue to do so, though both cited how busy everyone is in these unique times, as plumbers have not returned phone calls or followed up with visits. Alarm System Call had communicated with Capitol Alarm, who provided an informal quote of $500 for installation of an all-in-one keypad/combo unit and 3 wireless panic buttons; $288 for an annual monitoring fee, and $75 for a one-time connection fee. No additional phone lines would be needed, as the library has fiberoptics. The cost per security camera is approximately $500-$600 per camera and a DVR is about $800 installed. Geraghty advised that we get a total of four cameras to be placed on the inside and outside of each of the two entrance/exit doors of the library. Moreover, a fire alarm that taps into the Town of Sutton emergency services would be approximately $1,000 for installation, $420 for an annual monitoring fee, and $75 for a one-time connection fee. A fire alarm would require two additional phone lines. Those present at the Trustee meeting agreed that there is no benefit to this particular alarm system, as any fire would almost definitely ruin the library books prior to emergency services arriving, and water used to put out a fire would also ruin the library books. Call will contact Northmark Security and/or Simply Safe for additional quotes on library cameras. Library Ramp According to Heckel, the Select Board had discussed moving forward with a ten-year bond for the library ramp at the October 26th meeting, which may be introduced as a warrant article at the March 2021 meeting. Warrant Articles for Dehumidifier and Security System Geraghty suggested in regard to moving forward with the dehumidifier and the security system, we discuss with the Select Board the best way to proceed in regard to a warrant article, as these are one time installations, and not a yearly part of the library budget, aside from yearly maintenance fees and subscriptions. Meanwhile, we work on ascertaining second quotes for each. Old Business Review of MOU Heckel went through the updated MOU draft with those present at the meeting, and changes and corrections were made based on questions and further discussion. Additional research on several budget lines, including bookkeeping and accounting fees, is necessary before completion of the 2021 SFL budget. The Trustees and Geraghty agreed to reconvene for a Trustee meeting on Tuesday, November 10 to review final draft of MOU and the budget, prior to the budget being presented to the Budget Committee on Monday, November 16. NEW BUSINESS Book Sale on Election Day Heckel invited discussion about having a book sale featuring library books out of circulation and currently being stored in both the basement of the library, and in Call’s barn. Trustees and Geraghty discussed how to make this sale happen, in terms of set up, oversight, needs for the day, and dismantling at the end of the day. Proceeds for book sales will be by donations, and these funds will be directed to the future purchase of books for the SFL. Upcoming meetings Wed Nov 4 @ 4pm: Select Board Meeting (Betsy Anderson will attend) Mon, Nov 9 @ 4pm: Select Board Meeting (Marcy Vierzen will attend) Tues, Nov 10 @ 7pm: SFL Trustees Meeting Mon, Nov 16 @ 4pm: Select Board Meeting (Geraghty and Anderson present SFL budget) Mon, Nov 23 @ 6:15pm: Budget Committee Meeting (Geraghty and Trustee) Mon, Nov 30 @ 4pm: Select Board Meeting (Marcy Vierzen will attend) ADJOURNMENT: Vierzen made a motion to adjourn the meeting; seconded by Call. The motion carried unanimously in the affirmative. The meeting was adjourned at 9:41pm.