November 17, 2025 Minutes

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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