February 16, 2026 Minutes

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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