SCARBOROUGH PUBLIC LIBRARY
BOARD OF TRUSTEES
Minutes of the Meeting
December 19, 2024 (hybrid meeting)
4:30PM
Attendees: Jonathan Anderson, Kim Corthell, Ellen Detlefsen, 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), Kathy Little
The meeting was called to order at 4:33PM by Susan Powell.
Consent Calendar: Motion to accept was made by Judy, seconded by Peter and carried unanimously.
Treasurer’s Report: Peter Freilinger
Peter announced that the library is on track with YTD numbers.
Two resolutions were raised as follows:
- A Motion to direct the Library Director to maintain liquid funds in the Library’s interest-bearing money market funds equal to
- 10% of prior year operating expenses, and
- 200% of the current year Library program budget allocation.
- A Motion to direct the Library Director to move all excess money market balances to the Endowment’s General Fund, to be invested in line with the general Investment Policy of the Endowment.
Motion was made to accept resolutions by Peter seconded by Ellen and carried unanimously.
Library Director’s Report: Chip Schrader
Chip encountered several maintenance type issues from water pressure to plumbing this month. Increased new patrons to the annual fund list. Also, water fountain grant in process. The 2025 budget nearing completion to be reviewed by Peter Freilinger. Also, office coordinator position is posted.
Town Councilor’s Remarks: Jon Anderson
Jon suggested we remind the town that that the PPE monies are gone so any excess is gone. Top capital project will be the school. Positive signs that the Town’s bond rating will be upgraded.
Unfinished Business:
Facility Failures: Chip adding cracks in parking lot and conditions of the bathrooms to the ongoing list
2026 draft budget notes: Chip and Peter
Peter suggested 50–60-thousand-dollarplace holder for Annual Appeal. Discussions ensued about the sourcing of e-book funding which is more popular and more expensive. Chip noted the increase was because PPE monies helped our budget and they will be gone.
Chip advised that he will be ready to discuss final budget approval during next month’s meeting.
Plaques and donor recognition - Marianne Walters and Kate Borduas Marianne are waiting on estimate from plaque companies.
New Business:
CRD Goal Setting:
In Kate’s absence Peter announced Annual Fund
Appeal will be 125 thousand dollars split between individuals and small businesses. We continue to rebuild our donor list and Peter recommends establishing a separate line item for grant money including identifying specific projects. Peter visions capital campaign in 3-5 years.
Peter Freilinger exited meeting at 5:27 after above discussion.
Strategic Plan:
Trustee/Committee Roles and Action Plans: Kim suggests the Board should have its own action plan. Also, the Trustee and staff will put together Library Directors evaluation for discussion. Executive session to be held in January.
Building Committee with Architects – Bryan announced architects have sent proposal and Bryan will formulate for a January discussion. Using previous architects.
Items for next agenda:
Strat Plan Assignments TBA in January
- Library Direct evaluation and executive session.
- Chip to pursue estimates from other auditing firms due to significant increase with current firm.
- Chip to provide HVAC and generator update.
Trustees Comments: None this meeting
Adjournment: Meeting adjourned at 5:59 PM.
Reminder: Next meeting is the fourth Thursday in January. January 23, at 4:30pm.
Respectfully submitted by Kathy Little, Secretary.