BOARD OF TRUSTEES MEETING MINUTES

Corrected and Approved Minutes

Date of Meeting:  Thursday, August 24, 2023 @ 6:30 pm

Members Present: Nancy Glynn (Chair); Catherine Paden; Emily Cooper; Lauren Avery; Tracy Mingarelli;  Betsy Anderson (Alternate); Elizabeth Geraghty (Library Director)

Members Absent: none

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: No members of the public were present 

 

CALL TO ORDER:

Roll Call, Introduction of Guests:

The Sutton Free Library Board of Trustees meeting was called to order at 6:32 pm by Board Chair Nancy Glynn, and roll taken. There were no members of the public present. Further, no members of any households of Trustees were present within listening of this meeting. 

Motion to enter Non-public Session made by Board Member Catherine Paden, seconded by Board Member Lauren Avery. Entered non-public session at  6:33 p.m and roll taken. The board entered into a non-public session under RSA 91-A:3, II (a) the dismissal, promotion, or compensation of any public employee. Motion to leave non-public session and return to public session by Board Member Tracy Mingarelli, seconded by Emily Cooper. Motion:  PASSED  Non-public session ended at 7:35 p.m. Minutes to the non-public session were sealed.

 

Public Comments: none

Review of Minutes:

Minutes from the July 11 monthly meeting and July 26 special meeting for the purchase of a library laptop were reviewed with corrections made. Board Member Paden made a motion to approve, with revisions, the minutes to the July meeting, seconded by Board Member Avery. The motion was carried unanimously in the affirmative.

Correspondence: Budget Committee Chair Bob DeFelice discussed submission of hours and payroll with Library Director Elizabeth Geraghty. A thank you card from Library Assistant Kristin Snow for a staff appreciation gift card was shared with the trustees.

REPORTS:

Financial/Treasurer’s Report:

Board Member Paden noted the beginning balance on the Operating Account in July  was $29,713.25, with an ending balance of $28,932.49. Interest earned on the Operating Account for the month of July was $10.52.  

The beginning balance of the Trustee Account at Sugar River Savings Bank in July was $7,618.67 with $3.00 interest earned. The debits included $380 for summer programming from restricted funds, $403 for a museum pass from restricted funds, and $2,088 for the purchase of a new library computer. The ending balance was $6,550.67. There was one new fund to accept in the amount of $1,800 for a donation for programming. 

Board Member Paden made a motion to spend $75 for a pass to the Kearsarge Indian Museum. Board Member Cooper seconded the motion. The motion was carried unanimously in the affirmative.

Board Member Paden made a motion to spend $65.71 to purchase 4 books. Board Member Avery seconded the motion. The motion was carried unanimously in the affirmative.

Director Geraghty shared an updated 2023 SFL Operating Budget as of August 23, 2023. Invoices for the snow plowing contractor and the new lawn care contractor have not yet been received. The telephone line item will go over budget due to rising fees.

Buildings & Grounds:

Board Member Avery reported that the library gardens are in need of work. She will contact Tyler Lawn Care about a fall clean up. At the upcoming joint meeting with the Selectboard about the MOU, the trustees will clarify expenses for the plumbing invoice. Director Geraghty reported that Budget Committee Chair Bob DeFelice noted that the building air conditioner had been purchased with trustee funds. It can be gifted to the town and become the responsibility of the town. Board Member Avery will email Town Administrator David Grinsell with the name of a snow plow contractor for the upcoming season.

Director’s Report:

Director Geraghty reported 236 total summer program participants, including 73 adults and 163 youth, over a period of 5 weeks. This year had the highest number of summer program participants. Director Geraghty and the trustees acknowledged their appreciation for the Friends of the Library obtaining grants from Bar Harbor Bank and the Walmart Foundation for summer programming. Director Geraghty will be in contact with the Artist in Residence soon about scheduling. 

Friends of Sutton Free Library Liaison/ NHLTA Liaison:

Board Member Cooper noted that the Friends of the Library will meet on September 5th. They are submitting a grant to Mascoma Bank. There was discussion about creating a list of ideas for the Friends to support the library in the future. A thank you note will be sent to the Friends for their support of library programming.

OLD BUSINESS: none

NEW BUSINESS:

The board of trustees is creating a personnel policy for leaves of absence that will be finalized soon. There is now a Request for Family/Medical Leave of Absence form for library employees. 

The next Sutton Free Library Board of Trustees Meeting is Thursday, September 21  at 7pm.

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  8:30 pm.