SCARBOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of the Meeting
April 20, 2023 (hybrid meeting)
Attendees: Bill Donovan (President and Chair), Kim Corthell, J. David Dittmer, Anne Janak,
Judy Johnson, Barbara Kapp, Susan Powell, Nancy Crowell (Director, non-voting), Tom Corbett (Systems Librarian, non-voting)
Absent: Ellen Detlefsen, Peter Freilinger, Jim Kupel, Nicholas McGee, Allen Paul, Lenore Rapkin
The meeting was called to order at 4:34 PM by Bill Donovan.
Consent Calendar: Motion to accept was made by Susan Powell, seconded by Anne Janak, and carried unanimously.
Treasurer’s Report: Dave Dittmer had circulated a written report to the board but made special note of the fact that Nancy Crowell opened a new bank account in order to be fully covered by FDIC insurance. Motion to file for audit was made by Barbara Kapp, seconded by Susan Powell, and carried unanimously.
Note: Judy Johnson arrived at this point in the meeting, 4:40 PM.
Library Director’s Report: Nancy Crowell reported that she appeared at the Town Council meeting on April 19 to note her retirement plans. She announced that this week’s edition of the Scarborough Leader would feature the library’s upcoming fundraising event at Nonesuch River Brewing.
Susan Powell expressed concern about the HVAC issue that Nancy described in her report, and a lengthy discussion ensued. Replacement of the system will be a huge project and large expense, and all agreed that we need a plan in place to confront this when it arises. In the meantime, we need to make the Town Council aware of the cost, so that it will be included in the budget for next year.
President’s Remarks: Bill Donovan praised the PNG committee for its excellent work on the transition process.
Unfinished Business:
Building project — Review of next steps. Susan Powell reported on the meeting with Simons Architects, the minutes of which had been distributed to the board. She emphasized that we need to seriously consider the Town Council’s recommendation that the library make use of the future community center for some programs. Since staff space is one of the biggest problems, the architects will meet with staff on Monday, May 8, to get their input on possible solutions.
Preliminary FY2024 budget. Nancy will present the budget to the Town Council on Wednesday, April 26, with PowerPoint slides. She thanked Dave Dittmer for reviewing the solar panel project and recommending that we delay buying back the panels for at least a year. This would reduce our budget by about $30,000.
Motion was made by Susan Powell to defer the library’s CIP request to buy out the solar panels for this fiscal year (FY 2024), seconded by Anne Janak, and carried unanimously.
Succession planning — PNG Committee. Anne Janak echoed Bill Donovan’s sentiments that the committee has done an outstanding job so far. They have been meeting weekly since February and have completed work on the public announcement, job description, and job posting. The announcement has been released to the media.
Staff appreciation event — CRD Committee. The event will take place on Monday, June 12, at 5:00 PM. Anne Janak will distribute a sign-up email to the board for potluck donations. Nancy noted that the Friends have surplus paper supplies, which they will probably be glad to contribute.
New Business:
Internet Blocking Parameters — Tom Corbett, Systems Librarian. Tom explained that the board is required annually to review and certify the library’s statement of Internet Acceptable Use Policy, in compliance with the Children’s Internet Protection Act (CIPA). He proposed a few changes to the document and went over it with the board.
Motion was made by Kim Corthell to accept the policy as amended, seconded by Susan Powell, and carried unanimously.
Nomination of board members for election in May. Ellen Detlefsen has agreed to renew her membership for another term, and Kim Corthell has agreed to become an official trustee (currently she is serving as liaison with the Friends). Additional candidates are still being vetted and interviewed.
Items for Next Agenda:
Election of Board members
Library behavior policy
Combining the policies on borrowing and nonresident library privileges
Adjournment: Motion to adjourn was made by Susan Powell, seconded by Barbara Kapp, and carried unanimously. Meeting adjourned at 6:09 PM. Respectfully submitted by Barbara Kapp, Secretary