SCARBOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of the Meeting
January 23, 2025 (Hybrid Meeting)
4:30PM
Attendees: Kate Borduas (President), Kim Corthell, Ellen Detlefsen, Kathy Little, Peter Freilinger, Judy Johnson, Susan Powell, Richard Schrader (Director, non-voting), Bryan Shumway, Catherine Morrison (Assistant Director, Non-voting), Marianne Walters (Development Coordinator, non-voting)
Absent: Jon Anderson
The meeting was called to order at 4:35 PM by Kate Borduas
Audit Presentation: David Shorette – Purdy Powers & Company
David informed members that tax return was signed and forwarded to IRS. Centennial fund cannot be spent until account reaches $1million dollars. SPL will determine the foundational documentation that created the Centennial Fund. David commented that our current asset to Total Liabilities ratio identifies a great non-profit. Summarizing, SPL is in very good financial position with good audit controls and no issues noted during the audit process.
Request to contact Town to determine why we are a component unit.
David Shorette exited and meeting continued.
Consent Calendar: Motion to accept was made by Bryan, seconded by Kim and carried unanimously.
Going forward the Treasurer’s report will become incorporated into the consent calendar.
Library Budget: 2025-2026 - Peter Freilinger
Peter discussed the Libraries 2025-2026 budget and noted that more money will be spent on E books and programming funded by Annual Fund. Requesting a 7.01% increase from the Town, a slighter elevated percentage due to expiration of the PPP surplus. Though funding allocation maybe different there will be total transparency.
Peter exited meeting at 5:20 after above discussion.
Motion to approve budget as presented, barring a suggested adjustment in wage increases by town HR, for submission to the town director by February 28, 2025. Motion made by Judy, seconded by Ellen and carried unanimously.
Library Director’s Report: Chip Schrader
Chip noted that there were a significant number of stained and damaged books with numerous binding issues. The library has undergone some rearranging resulting in better traffic flow and the appearance of more space. Formalized inventory is ongoing. Water bottle filling station is moving closer to completion. Annual Fund raising continues.
Town Councilor’s Remarks: Kate Borduas
In Jon’s absence, Kate mentioned that the Town was pleased with the passing of the wetlands ordinance. A couple members attended the new school forum meeting and though the number of proposals increased, the energy and enthusiasm was palpable.
President’s Remarks: Kate Borduas
Kate thanked the board for their support during her short absence.
Unfinished Business:
Facility Failures - Chip
There was a 4-H conflict. With AARP beginning their services during tax filing season, Chip advised that meeting space availability may be severely compromised. Possible relocation of Trustees meeting. Need to address the abundance of back packs strewn in foyer possibly causing a trip hazard.
Plaques and donor recognition - Marianne Walters and Kate Borduas
Annual fund raised $43,400. Goal is $100,000. Needs more grunt work. Question rose to upgrade Give Butter tool to aid Marianne in maintaining and generating good data going forward.
Generator and HVAC Status – Chip
Chip advised HVAC will be replaced in April. Have three estimates for generator with a 30 week lead time. One estimate is for natural gas.
Building Committee – Bryan, Chip
Bryan advised that current consultants appear to be utilizing past designs as a starting point. Recommends we pursue firms concentrating on general design services. Bryan to provide more at February meeting.
Strategic Plan:
Need a couple more weeks. Staff and Board of Trustees need to each come up with their plan.
Items for Next Agenda:
Unfinished Business
- Strat plan assignments
- Programs and Development
- Building Committee update
Trustees Comments:
Adjournment from regular session
Motion to adjourn into Executive session was made at5:55pm, and carried unanimously.
Executive Session:
Discussion of Library Director’s annual evaluation.
Motion to adjourn from Executive session at 6:15pm
Reminder: Next meeting is the third Thursday in February. February 20, 2025 at 4:30pm.
Respectfully submitted by Kathy Little, Secretary.