SCARBOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of the Meeting
October 24, 2024
4:30PM

 

Attendees: Jonathon Anderson, Kate Borduas (President), Kim Corthell, Ellen Detlefsen, David Dittmer, Bill Donovan, Susan Powell, Richard Schrader (Director, non-voting), Bryan Shumway, Catherine Morrison (Assistant Director, Non-voting), Marianne Walters (Development Coordinator, non-voting)

Absent: Peter Freilinger, Judy Johnson, and Kathy Little

The meeting was called to order at 4:30 PM by Kate Borduas. Ms. Borduas praised the work of the SPG Committee which has several items on the agenda for approval.

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

Treasurer’s Report: Peter Freilinger

In Peter’s absence, Chip Schrader provided report. Income is a little higher and spending a little lower than budgeted. Motion to accept was made by Bryan Shumway, seconded by David Dittmer, and carried unanimously.

Library Director’s Report: Chip Schrader

Chip Schrader described a generous donation from the estate of Elsbeth Bellemere, followed by a discussion of when to announce the donation. A decision will be made once final details are known.

Town Councilor’s Remarks: Jonathan Anderson

Jonathan Anderson provided an update on the Finance Committee’s efforts to prioritize capital projects over $5 million (e.g., school, library, and community center) and the town’s capacity to take on new debt and implication for the tax rate. The Councilor Corner Live next week will focus on this topic.

Councilor Corner Live: Prioritizing our Priorities; 10/30 @600PM at Town Hall. The Council set a goal this year to develop a plan for capital facility projects over $5M that are on our radar. This includes a new school solution, a community center and a library expansion. At this Councilor Corner we'd like to hear from residents on their perspective on how best to prioritize or approach these capital projects to make sure we are best meeting the needs and desires of the community, while also demonstrating appropriate fiscal discipline.

President’s Remarks: Kate Borduas

  • Kate Borduas discussed the importance of planning ahead for next appeal for a library expansion, including looking at alternatives and partnerships with other community efforts.
  • Discussion of a “facilities committee” led by the town council and include representatives from all parties. It is not productive to pit one project against another, the community has multiple needs to be addressed.


Unfinished Business:

Facility Failures: Chip Schrader

  • It has been a busy month with 60-80 students in the library every afternoon. Students are generally well behaved but there have been some incidents.
  • Received a parent complaint about students being advised cannot use the restroom as a changing room for a sporting event. Discussion of the problem that the library’s restrooms are inadequate and overcrowded. The library doesn’t meet international code on restroom size for the library’s capacity so even a small expansion would have to address this issue.
  • Keeping track of patron requests that the library has to deny.

Plaques and donor recognition: Kate Borduas

  • Following up on discussion at last board meeting, Kate and Marianne working on creation of two plaques, one for 1900 to 1990 (Black Point Road library) and one for 1990 forward (donations for construction of the current library). The goal is to have them ready for the library’s anniversary.

New Business:

Ad-Hoc Building Committee: Bryan Shumway and Chip Schrader

  • Started discussions on the appropriate scope and price tag of options to present to the Finance Committee, including ideas about partnering with other projects.

Motions:

  • To accept the attached Safe Child policy as presented by the SPG Committee.
    • Discussion of the intent behind the policy and how will be enforced.
    • Motion to accept was made by Ellen Deflefsen, seconded Susan Powell, and carried unanimously with one abstention (Brian Shumway).
  • To accept the attached Material Selection policy as presented by the SPG Committee.
    • Motion to accept was made by Ellen Detlefsen, seconded by Susan Powell, and carried unanimously.
  • To accept the revised library director evaluation form and the Staff Survey on the library director’s performance as presented by the SPG Committee.
    • These items were not on the agenda but were included in the packet distributed to the board for review.
    • Motion to accept was made by Ellen Detlefsen, seconded by Susan Powell, and carried unanimously.

Strategic Plan:

Reports: Priority is Youth Services, upped to 1,500 sq. ft. to include office/work space. Ad-hoc building committee will continue to discuss options.

Town Outreach: Chip Schrader is continuing his efforts on this front.

New – FreeWill software. Marianne Walters described how the program works, with charities paying a fee to be included as an option for making bequests. Board members should review the company’s website in preparation for further discussion. Discussion of donor options. Meeting next week with the library’s investment company.

Trustees Comments:

  • Audit is complete and has been sent to town hall.
  • Kate Borduas encouraged all board members to attend the upcoming Friends of the Scarborough Library mini-golf fundraiser event at the library on November 2nd and 3rd.

Adjournment: Motion to adjourn was made by Dave Dittmer, seconded by Susan Powell, and carried unanimously. Meeting adjourned at 6 p.m.

Reminder: Next meeting is the third Thursday in November, November 2

Meeting Date