MINUTES: SCARBOROUGH LIBRARY BOARD OF TRUSTEES
October 20, 2022
Hybrid Meeting
Attendees:
Bill Donovan (President)
Susan Powell (Vice President)
David Dittmer (Treasurer)
Lenore Rapkin (Secretary)
Jon Anderson (Town Council)
Kim Corthell
Ellen Detlefsen
Peter Freilinger
Anne Janak
Judy Johnson
Barbara Kapp
Allen Paul
Absent:
Jim Kupel
Staff:
Nancy Crowell (Director)
Catherine Morrison (Assistant Director)
1. Call to Order
Meeting called to order at 4:02pm. Peter Freilinger was asked to record minutes.
2. Minutes for Meeting of Sept. 15, 2020
Motion to Approve: Moved Allen Paul / Seconded Ellen Detlefsen / Unanimously approved by show of hands
3. Treasurers Report:
The Treasurer announced a slight positive variance versus budget, largely from realized and unrealized gains from portfolio.
Motion to Approve: Moved Susan Powell / Seconded Allen Paul / Unanimously accepted by show of hands
4. Library Directors Report
Accepted as read by verbal acclamation
5. Town Councilor Board Member Report
Jon Anderson spoke, noting the Library Memorandum of Understanding (MOU) has been delayed to a subsequent Town Council meeting post-Election; it is currently on Town Council Agenda for the 3rd week of November but is subject to change. Council members have been asked to provide questions or feedback by end of October. The Trustees discussed potential next steps in advance of the Town Council's hearing.
The Director indicated that, if the MOU is deemed to require outside counsel review, we currently have a conflict as Bernstein Shur represents both the Library and the Town; the Director will update if/when such review is thought to be necessary.
6. President's Remarks
The President briefly thanked the Trustees for their work in generating public support in various forums for the upcoming bonding measure vote.
7. Consent Calendar
Motion to accept: Moved Susan Powell / Seconded by Anne Janak / Unanimous approval by show of hands
8. Annual Reports, FY2022
Motion to accept: Moved Ellen Detlefsen / Seconded Allen Paul / Unanimous approval by show of hands
9. Building Project Update
Susan Powell noted that relatively little progress had been made on the project or MOU as previously noted due to proximity of the election; substantial work will kick off immediately after the election results are known. She discussed the recent meeting with the town's Sustainability Committee, who encouraged the Library to use as much electric appliances and infrastructure (as opposed to other energy sources) as possible. The Library's design firm participated in the meeting.
10. Fundraising Campaign
The President delivered a summary of most recent update from Demont Associates, including an increase to estimated potential raise of $3.0 million. Staff, Trustees, and Demont are currently working on a final push for 12-15 "substantive" donors who have been identified and contacted but not yet committed. A discussion took place regarding Demont's proposal for a press release indicating milestone successes; the Director will distribute Demont’s progress report to the Town Manager and the Chairman of the Town Council.
11. Citizen Committee Report
Jim Kupel unavailable for a report; as such, the Director gave a brief update on his behalf. Weekly efforts continue for signs / outreach / phone banks / etc., and the Citizens Committee is preparing for a series of advertisements in Leader in run up to the election. A discussion took place around concerns regarding placement of measure on the back of one of four pages included in the ballot.
12. New Business: Reaffirmation of Land Acknowledgement
The Director referenced the Land Affirmation on the website, and played the recording of Allen Paul narrating the Affirmation. The Director asked the Trustees to formally reaffirm the Land Acknowledgement as part of a means of reinforcing the recognition described in the statement.
Motion to reaffirm: Moved Ellen Detlefsen / Seconded Allen Paul / Abstained Kim Corthell / All other members voted to approve via show of hands.
13. New Business: Investment Committee report
David Dittmer as Chair of Investment Committee reviewed discussion with Ken Blaschke of HeadInvest. Investment Committee discussed the purpose and framing of the investment portfolio and its role in the overall operating budgeting in the future.
The President mentioned that the Committee meets twice a year, and will likely have additional work before the next semi-annual meeting and will update the Board appropriately.
14. Other business
The Board discussed logistics around Election Night results reporting and immediate next steps, noting next Board meeting will be November 17 which will be timely for the preparation of agenda requirements.
15. Special Business: Administrative Appeals
The Director asked for a special agenda item to discuss a potential future administrative appeal. The patron formally requested a circulating item to be removed under the Library's Materials Selection policy, and the request was denied. The patron has not yet requested an Administrative Appeal as allowed under the Appeal Policy in writing, which is the next step, but the Director indicated she expects such a request to occur. The Director indicated that the Trustees do not have any decision to make at this time on the specific request, and this is an informational item only at this time.
Further, by point of process, the Board discussed the fact that the PNG committee has been discussed in the past as the committee to engage in such reviews, but no formal steps had been taken in the past to establish a specific procedure for handling such appeals. The Board thought it appropriate to clarify the process by which any future Administrative Appeals would be considered.
Motion for a Board procedure: That Administrative Appeals to the Director's Administrative Decisions for Reconsideration of Library Materials made by Patrons be referred to the PNG Committee for recommendation to the Board of Trustees, with a final decision to be made by the Board of Trustees acting in full.
Moved Dave Dittmer / Seconded Judy Johnson / Unanimously approved by show of hands.
Further discussion took place regarding potential planning for this or other potential First Amendment or library material disputes. Items raised by board members included potential press response, coordination with other librarians and library groups, and legal counsel and potential planning.
16. Items for Future Meetings
The Board discussed the potential agenda for the November meeting given the upcoming election, including preparing for contract renewals or changes to existing contracts; MOU update; and other potential items contingent on the bonding measure's passage.
17. Special Business: Nancy Crowell acknowledgement
The Board acknowledged Nancy Crowell's birthday and celebrated her long service to the Library and the Town.
18. Motion to Adjourn
Moved Peter Freilinger / Seconded Dave Dittmer / Unanimously approved by show of hands