SCARBOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of the Meeting
May 18, 2023 (hybrid meeting)

Attendees: Bill Donovan (President and Chair), Kim Corthell, J. David Dittmer, Ellen

Detlefsen, Peter Freilinger, Anne Janak, Barbara Kapp, Nicholas McGee, Lenore Rapkin, Nancy Crowell (Director, non-voting)

Absent: Judy Johnson, Jim Kupel, Susan Powell

The meeting was called to order at 4:35 PM by Bill Donovan.

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

Treasurer’s Report: Dave Dittmer had nothing to add to the written report he had circulated to the board. Motion to file for audit was made by Anne Janak, seconded by Ellen Detlefsen, and carried unanimously.

Library Director’s Report: Nancy Crowell reported that she had been presented with a legislative sentiment earlier in the day by the Maine Senate. She was honored for her 45 years of service at the meeting, where appreciative comments were made by Senator Stacy Brenner. The sentiment was co-sponsored by Senator Anne Carney. A recording was made of the proceedings and can be accessed through the legislature’s website.

She noted that all the high-efficiency fluorescent lights in the building have been changed to LED lights, which should reduce the library’s electric expenses. Funds for this project were provided by a grant from Norway Savings Bank.

Town Councilor’s Remarks: Nick McGee reminded the board that the Council wants a representative of the library to serve on the community center planning committee and noted that the person should be appointed by the end of June.

President’s Remarks: Bill Donovan asked that anyone interested in serving on the community center committee should email him or Nancy.

He announced that Allen Paul has regretfully submitted his resignation from the board, as he is overextended at this time.

Unfinished Business:

Building project — Review of next steps. Nancy reported that the staff had its first opportunity to share input on the library’s space needs with Simons Architects when they met on Monday, May 8. Minutes of that meeting had been distributed to the board.

FY2024 budget. Nancy has not received any questions about the library’s operating budget since she presented it to the Town Council on April 26. The Council has asked that all departments with a capital request be represented at an upcoming meeting. Since our CIP request to buy out the solar panels has been deferred, and we do not have enough information yet to change that request to cover necessary repairs on the library’s heating and air conditioning system, she will likely forego attending that meeting.

Succession planning — Report on process and meetings. Anne Janak had circulated an outline of the transition committee’s planned process which she read to the board. Kim Corthell reported that thirteen applications for the position had been received to date.

Staff appreciation event — CRD Committee. The event will take place on Monday, June 12, at 5:00 PM. Anne Janak thanked everyone who has volunteered to contribute to the potluck dinner and explained that CRD committee members will set up for the event that afternoon. Catherine Morrison, who just passed her 25th anniversary with the library, will receive special recognition.

Note: Nick McGee left at this point in the meeting, 5:18 PM.

New Business:

Investment Committee report. Peter Freilinger had distributed a summary of the committee’s April 25 meeting with Ken Blaschke from HeadInvest. He noted an important takeaway from the meeting is that a disbursement of 3.5% from the endowment funds should be assumed annually to support the library’s budget. He said the committee recommends a more risk tolerant allocation of investment funds and will present a formal strategy for trustee approval at the next board meeting.

Review of nominating committee process. Anne Janak reported that the PNG committee had interviewed Kim Corthell and Kate Borduas and highly recommends both candidates for board membership.

Election of board members for terms expiring 2026. The following slate was presented:

Ellen Detlefsen (first full-term, re-election from unexpired term)

Kim Corthell (first full-term, transitioning from Friends’ Liaison position) Kate Borduas (first full-term)

Motion to approve the slate as presented was made by Barbara Kapp, seconded by Anne Janak, and carried unanimously.

Nomination of Officers for FY2024. Anne Janak explained that the PNG committee had not yet spoken with potential candidates but will circulate a list by email before the next board meeting.

All Boards Summit invitation. Nancy had circulated the invitation and encouraged trustees to attend the event on June 8. Since representatives from the various committees will have an opportunity to share plans and goals for the upcoming year, we need someone to speak on behalf of the library. Anyone interested in filling that role should email Nancy and Bill.

Items for Next Agenda:

Election of Board officers

Update on succession process

Building project — Discussion of next steps

Allocation of endowment investment funds

Policy updates

Adjournment: Motion to adjourn was made by Anne Janak, seconded by Ellen Detlefsen, and carried unanimously. Meeting adjourned at 5:38 PM. Respectfully submitted by Barbara Kapp, Secretary

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