Minutes for South Londonderry Free Library Board of Trustee Meeting 
February 16, 2026

Present: Carol Bowen, James Case, Diana Pagnucco, David Shade, Madeline Helser
Absent: Sunny Wright

Diana called the meeting to order at 10:35 AM
Vote to approve minutes from January 19, 2026 - David moved, James seconded, all approved.

DIRECTOR’S REPORT *full report here all going well with Casey programs and outreach.  West River Montessori - sometimes need to move to Friday since Wednesday not one of Madeline’s regular days.  Needs volunteers to cover Fridays - sounds like this will be covered.  Has a box of books and puzzles to go to Smith Haven.  Completed Vermont statistics.  Got summer reading grant  can use for any type of program this summer - can use for backpacks, etc.  which are evergreen items.   Applied for Paul Post grant - $!K for young adults specifically- maybe get a whiteboard, study space, extra books for upstairs room.  Subject project grant for $5K for Casey’s program to Vermont Humanities.  Kathy from Smith Haven came to talk about getting more programming for Smith Haven.  Spark Community grant a possibility for this.  Discussed ideas for potential program.  Completed flyer to promote Creative Aging Grant.  Potential need for volunteers.  Reformatting website.  


New business: 

• James and Diana will meet with Madeline for the mini-review this Wednesday - should be quick and easy! Then we’ll write her final review to inform her contract renewal.
  
• Madeline will make Reilly’s reviews public for us to see in the SLFL folder
  
• performance review update for 
  
  • Madeline (done with the board)
    
  • Reilly (done by Madeline and shared with the board)
    
  • Contract renewals for both to be completed in March for April 1
    

Action items:

• Madeline
  
  • will look into programming to continue the bus route from FBUS to SLFL on fridays, probably for fall
    
  • will follow up with Reilly - ask FBUS to post our events in Roaring Tiger
    
  • with James, look at the new door opener to install
    
  • keep us posted on how cleaning is going
    
• The board will write new contracts to both Madeline and Reilly
  

FINANCIAL REPORT
Update on Action items from previous meeting:

• Decide: when we open for two additional hours, should we cover that with paid or volunteer coverage?  Tied to Hud grant - decide in March
  
• Dave: Did we get the Vanguard dividend check for 2025? Dividends are reinvested
  
• Dave will look into using the budget option on quickbooks. - not feasible.
  

New business:

• David will continue to look at the budget.
  

BUILDINGS and GROUNDS
Update on Action items from previous meeting:

• Dennis Dawley said he will stop to see about covering up alarm cable but not able to do other projects until mud season: Dennis is not available at all this winter - James has an idea of someone who might help if we want
  

New business: 

• Carol: Josh Wengerd’s assessment of building priorities - link document - good news, lots we “could do” but no emergencies
  

Action item:

• Sunny will make appointment for Precision Plumbing and Heating to organize basement and advise on detached pipe outside
  

GRANTS
Update on action items from previous meeting:

• James and Dave will continue progress on the light fixture replacement. ongoing
  
• Carol: Review other upcoming grant deadlines/potential applications - dates and action item to meet 
  
• Madeline will let us know about grants she plans to pursue for programming in director’s report
  

New business:

• Reminder: Vt. Arts Council In-person Grant Seeker Workshops Session in : Weston February 24 Sunny and Carol are attending and will update us
  
• Update on Creative Aging Grant plans: Madeline and Carol - all planned and posted!
  

Action item:

• Light fixture progress with James and Dave
  
• Schedule a board meeting to talk about HUD grant application (without Madeline)
  

ANNUAL APPEAL
Update on action items from previous meeting:

• Madeline and Liv will continue/complete the annual appeal thank yous done!
  

New Business: 

• Discuss format for record keeping for donations of all types.  Dave suggested breaking down individual grant expenses in the books instead of tracking them as global grant expense. Madeline agreed.
  

STRATEGIC PLAN
Update on action items from previous meeting:

• Will Madeline and Reilly be at the retreat? Yes - Diana to secure volunteer(s) to cover.
  
• Sunny has reached out to Michelle to see what next steps are - Sunny circulated survey/ questionnaire to Board members for completion prior to retreat.  
  

New Business:

• Retreat is Monday, March 2, 9:00-12:00 at Library. Bring snacks if desired. Please arrive at 8:30.
  

Next Meeting: March 23rd at 10:30 AM
Meeting adjourned 11:49 AM, Minutes recorded by Carol Bowen. (Thanks Carol!)



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South Londonderry Free Library Board of Trustee Meeting Minutes
January 19, 2026

Present: Sunny Wright, Liv Olsen, James Case, David Shade, Diana Pagnucco, Madeline Helser, Carol Bowen

Meeting called to order at 10:30
Vote to approve minutes from Dec 15, 2025: David/1, James/2. All approved.
Welcome to guest and prospective Board Member Carol Bowen!

DIRECTOR’S REPORT Click for full report
New business: Madeline led us through her report
New action items:

• Madeline will look into programming to continue the bus route from FBUS to SLFL on fridays
  
• Madeline will ask FBUS to post our events in Roaring Tiger (graphic novel, Casey’s events)
  
• Madeline will look into who can install the new door opener
  

FINANCIAL REPORT
New business:

1. We went through the budget to ask/answer questions with Paulina and Madeline
   
2. We saved a lot of money on the annual appeal and brought in the same amount
   
3. We have $2700 from the creative aging grant to spend on adult programming
   
4. Let’s budget $500 for adult programming for 2026
   
5. Salary conversation is coming up in review/contract process in feb/march - Sunny and James will lead that process
   

New action items:

1. Decide: when we open for two additional hours, should we cover that with paid or volunteer coverage?
   
2. Dave: Did we get the Vanguard dividend check for 2025?
   
3. Sunny will reach out to Leah Wright regarding cleaning/invoicing
   

BUILDINGS and GROUNDS
New business: 

1. Water froze coming out of the faucet by the entrance. There is a lever under the downstairs sink that needs to be closed to prevent this happening in the future. Sunny closed it to hopefully prevent pipe leak indoors when thaw happens
   
2. This prompted concern about our basement with its jerry rigged system of pipes,  cords, difficult access, etc. and a need for an assessment by Precision Plumbing
   
3. Town Wastewater project going out to bid soon with construction planned to start in May with completion townwide by November 30th
   
4. Dennis Dawley said he will stop to see about covering up alarm cable but not able to do other projects until mud season
   

GRANTS
New business:

1. James’ meeting with electrician for Efficiency VT Grant - estimate is in the SLFL google folder ($6485.48) to replace all the light fixtures. Paulina mentioned he needs to file a certificate of insurance and a W-9
   
2. Vt. Arts Council In-person Grant Seeker Workshops Session in : Weston February 24 Sunny is attending, please consider going
   
3. Discussion of HUD grant in Executive session
   

New action items:

1. James and Dave will continue progress on the light fixture replacement
   
2. Carol: Review other upcoming grant deadlines/potential applications
   
3. Madeline will let us know about grants she plans to pursue for programming
   

ANNUAL APPEAL
New action items:

1. Madeline and Liv will continue/complete the annual appeal thank yous
   

STRATEGIC PLAN
New Business:

1. Retreat on Monday, March 2 between 8 and 12
   

New action items:

1. Decide: will Madeline and Reilly be at the retreat?
   
2. Sunny will take care of the prep work
   

2026 Board Calendar:
Feb/March:    Madeline’s mini review and contract renewal
Strategic planning retreat (review/edit bylaws/policies?) 
Schedule:     Fall Fest
Strategic Plan publication and implementation
Dec:        2027 budget

Executive Session entered at 11:56, ended at 12:03

Sunny moved to invite Carol Bowen as a Board Member, Diana seconded, all approved. Motion passed. Thank you and welcome, Carol!

Liv moved that we approve the budget for 2026. Dave seconded. All approved. Motion passed.
Action step: Dave will look into using the budget option on quickbooks.

Next Meeting: Feb 16, Monday at 10:30
Meeting adjourned at 12:15.
Minutes recorded and submitted by Diana Pagnucco on Jan 19, 2026.


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South Londonderry Free Library Board of Trustee Meeting Minutes
November 17, 2025

Present: Faye Mack, David Shade, Diana Pagnucco, Madeline Helser
Absent: Sunny Wright, Liv Olsen

Faye ~ meeting called to order 10:38
Vote to approve minutes from Oct 21, 2025: James/1,Dave/2. All approved.

Faye announced that she’s the new Weston Library Director - congratulations from all!
Because it’s a conflict of interest, she’s stepping down from our board after our Dec meeting.

General Action Items:

1. Everyone please look at the website and give Madeline feedback
   

Director’s Report (Madeline)

1. Link to full report
   
2. Courier grant: waiting to hear back - expect it to be no issue
   
3. Marketing: 
   
   1. Action item: Madeline will post events on FB in addition to email newsletters
      
4. Shared google calendar: 
   
   1. Action item: Madeline will add us as editors
      

Financial Report (Dave & Madeline)

1. Reports: we’re about $7K behind last year (not worried, just noting)
   
   1. Action Item: Dave will talk to Paulina with a couple questions/clarifications
      
2. What other ways can we make the building more efficient to heat?
   
3. We have submitted our papers for 2024 tax return to Bob Thompson
   
4. 2026 Budget 
   
   1. Action item: Madeline will put together a first draft a couple of days ahead of the Dec meeting for either approval in Dec or revisions and then approval in Jan
      
   2. Maybe Madeline’s version can go to Paulina for her input before approval
      

Town funding letters to Peru, Landgrove, Londonderry (Madeline)

1. Madeline: appeal graphic is done so it can inform the letters
   
   1. Action item: Madeline will submit them (via email) by Dec 4 (due Dec 14)
      
2. Action item: Madeline will post for Giving Tuesday fundraising on FB that day
   

Grants (Sunny & Dave)

1. Waiting to hear back from Creative Aging Grant application
   
2. Efficiency of VT grant for light fixtures
   
   1. Action item: James will reach out to one he knows and ask
      
3. Madeline submitted the Thrifty Attic grant request for a push button for the back door
   
4. ADA bathroom grant:
   
   1. Action item: Dave will ask Trevor about using the small room off meeting room for the bathroom placement
      

Year-End Appeal Letter

1. Letter Status: mission draft will go on the front, not on the back
   
2. Action item: Madeline will send a final draft PDF today and then
   
   1. Send it to Express Copy for mailing to all donors from ‘23 and ‘24
      
   2. Madeline will also email the letter to all patrons with options to donate
      
   3. Madeline will make a banner at the top of our website for annual appeal 
      

Buildings & Grounds Report (Madeline & Dave)

1. Madeline met with Dennis Dawley who is working towards:
   
   1. Installing gates and railing upstairs
      
   2. Installing knee wall doors for storage area
      
   3. Estimating the cost to replace upstairs window in “cafe”
      
2. Action item: James will take care of trail clearing in early Dec, Dave will help if needed
   
3. Alarm System newly installed 11/11 by Countryside Alarms
   
   1. Action item: Sunny - are they coming back to hide the cable?
      

Board Planning (Faye)

1. Strategic Planning plan & process
   
   1. 2025 survey and feedback is done w Michelle
      
   2. Might Michelle facilitate the rest of the process for us? 
      
      1. Action item: Faye will ask her. Diana is happy to help.
         
2. Board calendar planning - Faye suggested the following schedule for 2026 by quarter
   
   1. Q4 (‘25): ‘26 budget
      
   2. Q1: Madeline’s mini review and contract revision; St planning retreat
      
   3. Q2: finish st plan ahead of promoting and implementing it
      
   4. Q3: revisit/edit bylaws/policies
      
   5. Q4: ‘27 budget, planning for 2027
      
3. Maintenance guide for the building/grounds:
   
   1. Is this incorporated into the St Plan?
      
4. Plan/space our events: Peru Fair, Fall Fest, etc for the year so as not to crowd them
   

Meeting adjourned at 11:57
Next meeting: Monday December 15th @ 10:30
Minutes recorded and submitted by Diana Pagnucco on 11/17/25

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South Londonderry Free Library Board of Trustee Meeting Minutes
September 17, 2025

Present: Sunny Wright, Diana Pagnucco, Faye Mack, James Case, David Shade, Madeline Helser

Meeting called to order: 4:50
Vote to approve minutes from Aug 18, 2025: Sunny/1, Dave/2. All approved.

Director’s Report

• Madeline uploaded the July/August Director’s Report into the google doc. 
• Madeline consolidated all the wifi networks down to just one: South Londonderry Library
• Story time: will try different days and go back to mornings
• Will share in the newsletter that we have the full Adobe suite
• Reilly will start the graphic novel camp again in November - details TBD
• Big book move coming up soon - little books up, nonfiction down 
• Madeline will post Casey’s map on the website
• Three binders full of old library card applications will be shredded (all agreed that’s okay)

Sunny and Dave: Report on Grant work

• Carol attending 2-day workshop on grants this week 
• Sunny and Dave meeting with Carol on Friday 9/19 to discuss
• Efficiency grant work on new light fixtures - waiting on Gary’s reply
• Creative aging grant ideas - Sunny will pursue
• Historic preservation grant - Carol is attending
• Madeline will look into Common Good Vermont at Faye’s suggestion
• Cultural Facilities Application: what we need to do for next time we apply
• Madeline: can we consider a push button open to the back door

Building and Grounds

• New sign installed and paid for
• Dennis Dawley: will send an invoice for work completed. We still want him to:
• Install gates and railing upstairs
• Install knee wall doors for storage area
• Replace upstairs window in “cafe” - he’ll give an estimate
• Next Spring: power wash the back of the building porch 
• Replace a few porch floor boards 

Liv Olsen’s interest in becoming a board member. 
Sunny will invite her to attend the Oct meeting to get to know us better.  

Arts Exhibit Coordinator beginning in November

• Carl Eric Westburg are exhibiting in October
• Trystan Bates and Bev Foster are interested in sharing the job - Sunny following up
• Let’s leave the exhibits up for longer than a month. 2 or 3?

Recap of Fall Festival

• Very positive event, went well
• Musicians loved playing on the porch and may continue to do so on their own
• Activities used most by families with kids, music and snacks great for older people
• Keep a slower start to activities and be aware not to overschedule the day
• Let’s do a raffle next time, promote/sell tickets ahead, draw the winner at the event
• Scavenger hunt was a success
• Stats: attendance and new patron sign ups, donations (venmo) was hard to track
• Faye and Madeline: thank yous to volunteers, businesses, and musicians with photos - card (snail mail), email, social media, newsletter
• Costs: $500 or so total

The board (Faye) and Madeline will exchange performance review letters on Friday just before 5:00.

Financial Report: Dave
We’re exactly where we were last year at this time

​Next meeting:
Plan/Set for budget work
Courier budget
Timing/Process for our Fall Appeal 

Meeting adjourned at 6:08
Next meeting: Friday Oct 24th at 10:00
Minutes recorded and submitted by Diana Pagnucco on 9/19/25

South Londonderry Free Library Board of Trustee Meeting Minutes
August 18, 2025

Present: Sunny Wright, Diana Pagnucco, Faye Mack, James Case, Madeline Helser, Reilly Hadden
Absent: Dave Shade

Meeting called to order: 4:35
Vote to approve minutes from July 23, 2025: Sunny/1, Faye/2

Reilly update on graphic novel camp (was 3 hours/day for 5 days)

• Had 10 kids, went to 9 (one had to drop out) - kids worked hard and had a great time
• Collecting the work into a book to share with the families - parents were thrilled
• Has ideas to do more in the future (something in November)

Madeline: 

• Director’s report is not finished 
• Courier budget - let’s look at it in Sept regarding the grant
• Artists gallery: does Virginia still want to schedule exhibits? Madeline will ask her and let us know. If not, we’ll look for a person who’d like to
• There was some misunderstanding with Paul Meyers and his art display. Sunny will work to clear up any confusion, as we all will if we hear any buzz about it.
• BBA kids coming on Sept 10 for work day
• Please include Reilly in emails separately from Madeline: [email protected]

Financial: *no report as Dave was absent*

• Looking into setting up Countryside Alarm
• Will call a meeting with Madeline and Paulina to finalize the budget
• Faye: Peru donation was low because we flipped the request with Landgrove - Landgrove did $1200 and Peru did $600. Increase is not listed in our budget draft. Next year, let’s leave the increase in Landgrove and increase back for Peru
• Len Bugle passed away a year or two ago and his brother brought in a $1000 donation 
• We did not get the big grant for the ADA bathroom

Faye: fall fest next meeting is Sept 2 at 4:00

Building and Grounds: 

• Dennis Dawley will be taking over mowing as Lancaster has closed out account
• Email summarizing progress and next steps on job list we gave him
• Diana: sign install - Dennis will reach out for exact placement ahead
• Town sign at 4way stop - straighten/move - Sunny’s working with Tina
• Discussion re: Library trail ~  ongoing with Dennis and Sunny
• Move the sign for the trailhead for better visibility
• Make a shorter loop with signs
• Add sign at the library for Fall Fest pointing to it

The board agreed to pause the strategic planning process, including the Sept 15 meeting, in order to focus on the fall fest, Director’s performance review, and final annual budget approval.

Next meeting: September 17th at 4:30
Executive Session [performance review process] entered at 5:25, ended at 6:05
Meeting adjourned at 6:05. 
Minutes recorded and submitted by Diana Pagnucco on 8.18.25

Items for future meetings + ongoing items:
Town Wastewater sign up - we’ve done what we needed to do so far
Efficiency VT grant (Dave is working on)
Adobe Creative Suite is on the desktop mac - we should publicise that to our patrons
Get an estimate on replacing the window in “cafe” so we can put in an a/c
Question re cash donations: Should they be deposited so we can track how this category is doing? Is there a reason not to use the credit card for all purchases? 
Updates on how the library’s been used in the past month (no director’s report last meeting or this one)

South Londonderry Free Library Board of Trustee Meeting Minutes
May 28, 2025


Present: Michelle Christensen, Gale Kuhlberg, Diana Pagnucco, Faye Mack, Madeline Helser
Absent: Sunny Wright, David Shade

Meeting called to order: 4:30

1. Welcome Faye!

2. Approve minutes: Michelle/1, Gayle/2. Motion passed.

3. Madeline: Director’s report [written report coming at the end of the week/month] 

• Still planning to look into changing Nat’l Geo physical to digital subscription; maybe giveaway our collection? Dare we recycle it?
  
• 1,000 Books - TLS Director shared the flier, still pending at Wilder (new librarian)
  
• Dell desktop crashed and is out for diagnosis, moved the front room iMac into the office and it’s working fine
  
• Finished summer events flier - June, July, Aug
  
  • Graphic novel camp will be Aug 11-15
    
  • Color Your Garden and Casey’s programs happening too
    
• Partners for Success Grant (Collaborative) has extra funding and Madeline asked them to consider funding us purchasing more graphic novels
  
• The water cooler is here - we’ll refill from home rather than buy water
  
• Reilly is picking up on things very quickly
  
• Staying open Mem Day seemed like it went well - Reilly got lots done, too
  
• May 16 Smith Haven visit went really well - 7 attendees at the talk, also went door to door to ask residents what they need. We can spruce up and freshen their bookshelf collection, possibly monthly. Maybe do a van ride so they can come here (NC support). Will look into a grant for senior programming/classes - Wardsboro is doing some
  

4. Treasurer’s report

• No concerns at this time
  
• ADA Bathroom grant submitted. Thank you David and Carol!
  
• Need to schedule a meeting to review Madeline’s budget draft - David, Sunny, Michelle, Faye and Diana are all willing to work on this, and will find a mutual time to meet soon (Sunny or David will send an email out to start that process) 
  

5. Building and Grounds 

• Lancaster first mowed May 21 after reminder. Dennis will grade out the mess to the left of the stairs. 
  
• Great meeting with Dennis Dawley: He will send estimates for various jobs we need done ~ with the first priority being the safety railing upstairs. Sunny or Madeline will forward a copy of his estimate to the Board once we receive it. Among other things, Dennis said he could make a shorter loop on our Library Trail ~ which would be great to get done before our open house.
  
• Sunny left a message for Tina at the town Office about the former owner offering the green space across from the library for parking.
  
• Discussion of possible replacement of septic tank - depending on when Library would be hooked up to town wastewater system. *(See Addendum below) Fay’s husband is on the wastewater committee and there’s a meeting tonight w selectboard to discuss
  
• Gates will be here on saturday for the stairs
  
• New sign - ask town for bylaws as to size/location 
  

6. Strategic plan

• Michelle and Faye are happy to be a part of the group to narrow down and plan actions. Diana will send out an email to find a mutual time, including Sunny, too
  

7. Summer Event *see addendum below

• Date - still need to pick one: 
  
  • July 26 is also the Whale of a Sale and the big 3 Library art event in Winhall (an hour long midday) 
    
  • August 2 is open for all
    
• Involvement of the Friends Group 
  
• Everyone liked the name Midsummer Day’s Dream and would like to be on the committee - she’ll send an email inviting others to the group, Diana to Friends list
  

8. Branding

• Michelle is working with Madeline on logo design, website, branding, including the design of our new sign
  
• Madeline will continue to post events on L’Derry forum on FB, but we thought that’s enough social media - we stick to our website, newsletter, and maybe tags on social media from others if we can ask for those
  

9. Historical documents

• Michelle transcribed the three old documents - maybe we can include them on the website as a history back to 1902 - she’ll share them with the board
  

Next meeting: Wednesday June 25 (Michelle is away) or July 9 at 4:30 

• Sunny and David, please let us know what you’d prefer. If we’re meeting in smaller groups on items, perhaps we can extend to 6 weeks?
  

Meeting adjourned: 5:30
Minutes recorded and submitted by Diana Pagnucco on 4.28.25

*Addendum  
1) Septic situation: 
Sunny wrote to Christina Haskins at the Dufresne group which is advising the Wastewater Committee and asked for her thoughts on whether we should replace the tank now.
Here is an excerpt from that email to her:
Report from Best Septic: "the tank cover is broken, both baffles are heavily  
deteriorated and the sides of the tank are collapsing. The tank needs to be replaced  as it is ready to cave in.
That said, we use very little wastewater : we have a utility sink downstairs for cleaning twice a month.and a tiny bathroom upstairs that is rarely used.
Meanwhile, according to their team, "We ran the camera down the outlet about 10ft to  find a dry well. The outlet line is pvc and in  good condition. The dry well is functioning  properly at this time."
We look forward to hearing your advice.

2) Midsummer Day’s Dream Open House 

• Music on the porch (Kim and Bob Ray and/or others)
  
• Art show from Casey’s Art Classes at the Library. Some art activity ~ i.e. making hats
  
• Story walk and Scavenger Hunt on shortened Trail loop
  
• Steve Swinburne reading from his book(s)or others
  
• Plant swap
  
• Food /Drink table(s)
  
• Comic Drawing workshop with Reilly
  
• Post design drawings for ADA Bathroom
  
• Raffle Tickets for some kind of prize(s)?
  

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