SCARBOROUGH PUBLIC LIBRARY 
BOARD OF TRUSTEES
Minutes of the Meeting 
December 21, 2023 (hybrid meeting)

Attendees: Bill Donovan (President and Chair), Jonathan Anderson, Kim Corthell, J. David Dittmer, Ellen Detlefsen, Judy Johnson, Barbara Kapp, Kathy Little, Susan Powell, Richard Schrader (Director, non-voting), Catherine Morrison (Assistant Director, non-voting)

Guest: David Shorette of Purdy Powers & Company

Absent: Kate Borduas, Peter Freilinger

The meeting was called to order at 4:31 PM by Bill Donovan.

Bill Donovan opened the meeting by welcoming Jon Anderson back to the Board as representative from the Town Council.

Presentation of the Audit: David Shorette presented the results of the library’s recent audit for the year ending June 30, 2023. The audit was filed with the Town last month. Electronic copies have been circulated to trustees, and hard copies are also available at the library. Mr. Shorette emphasized that the library’s financial records are always in excellent order and that the library continues to be in a healthy financial position. While cash accounts were up by approximately $33,000 over the previous year, an overall loss of about $197,000 reflected the bump in fundraising from the expansion project, which inflated income for FY2022. He explained that the library’s expenses are allocated as program services and supporting services. The latter category covers management and general administration, including fundraising costs. While most libraries write books off as an expense, we have traditionally itemized our collection as depreciation for the annual audit. The possibility of changing that practice was discussed. Scarborough Library is in a strong position to appeal to potential donors, as at least 80% of its expenses go towards programming. Mr. Shorette left the meeting at 5:03 PM.

Consent Calendar: Motion to accept was made by Kim Corthell, seconded by Dave Dittmer, and carried unanimously.

Treasurer’s Report: Dave Dittmer noted that the report he submitted to the Board this month is in a different format, as he is working with Chip on the budget the library needs to submit to the town in January. He will present a regular two month accounting report for the next Board meeting. Motion to file for audit was made by Kim Corthell, seconded by Bill Donovan, and carried unanimously.

Note: Dave Dittmer left at this point in the meeting, 5:08 PM.

Library Director’s Report: Chip Schrader had nothing to add to the detailed report he had submitted to the Board.

Town Councilor’s Remarks: Jon Anderson said he is happy to be back partnering with the library. He noted that he is also chair of the Town Council Finance Committee and, in that role, is focusing on long-term strategic priorities to develop a rolling list of issues and projects the Council will need to address over the next five to ten years.

President’s Remarks: Bill Donovan reported that the Community Center Ad Hoc Committee canceled its last two meetings scheduled for December. In view of the defeat of the library and school expansion projects, the town manager cautioned that the process should slow down and take into account the community’s reluctance to approve a large construction project at this time.

Note: Ellen Detlefsen left at this point in the meeting, 5:17 PM.

New Business:

Vote on revised policies. PNG Committee chair, Kim Corthell, summarized the policy revisions which had been submitted to the Board prior to the meeting. The proposed changes affect three categories: Donations, Library Behavior and Rules, and Borrowing Materials.

Motion to approve all policy changes as submitted by the committee was made by Barbara Kapp, seconded by Judy Johnson, and carried unanimously.

Budget presentation. Chip referred the members to Dave Dittmer’s written report and draft budget. He noted that the budget is to be submitted to the Town Council on January 23.

Items for Next Agenda:

Update on by-laws and strategic plan 
Final budget presentation
Library challenges due to space limitations

Adjournment: Motion to adjourn was made by Kim Corthell, seconded by Susan Powell, and carried unanimously. Meeting adjourned at 5:45 PM.

Respectfully submitted by Barbara Kapp, Secretary