October 24, 2025

South Londonderry Free Library Board of Trustee Meeting Minutes
October 24, 2025
Present: Sunny Wright, Faye Mack, David Shade, Diana Pagnucco, Madeline Helser
Absent: James Case
Meeting called to order: 10:05
Vote to approve minutes from Sept 17, 2025: Faye/1, David/2. All approved.
Quick Exec Session follow up on Director’s Review Process 

• began at 10:05, ended at 10:11

Guest/potential board member Liv Olsen
*also Carol Bowen may be interested in joining the board

• Action item: Decide if we want to invite Liv on the board, and if we do, invite her
  

Meeting structure: Faye 

• Action item: Sunny will add an updates section with notes at the top of each agenda.
  

Financial Report: Dave

• We’re in good shape ahead of our annual appeal. Vanguard account balance is up. 
  
• We got the LDerry check for 15K today and Madeline will deposit it.
  
• We agree to use the 2025 budget draft as a working budget for the remainder of 2025.
  

Building and Grounds: Sunny

• Dennis Dawley will still::
  
  • Install gates and railing upstairs
    
  • Install knee wall doors for storage area
    
  • Replace upstairs window in “cafe”(with an estimate first)
    
  • Next Spring: power wash the back of the building porch 
    
  • Replace a few porch floor boards 
    
• Action item: David will look at the trail to see what might need to be done to clear/identify the path, including markers along the way
  
• Action item: Sunny will ask Matt Kujovsky about a Scout’s group to possibly help with trail work
  

Director’s Report: Madeline *see the full report in google drive

• Courier grant and research
  
  • Action item: David will send a new W9 form to Madeline for the application
    
  • Action item: Madeline will get a fresh certificate of insurance 
    
• Action item: Everyone please look at the website and give Madeline feedback
  
• Reilly’s library certification is going well and quickly
  
• Thank you to Madeline for sharing the library calendar
  

Grants: Sunny and David

• Carol, Sunny, and Madeline completed the application for the Creative Aging Grant application for $2,700. We’re waiting to hear back. The theme for our request: finding your own story. We’ll collaborate with Neighborhood Connections and Smith Haven. 
  
• David’s update on Efficiency of VT grant for light fixtures -
  
  • Action item: David will look for another more responsive electrician
    
• Thrifty attic grant request: a push-button to open the back door 
  
  • Action item: Madeline will write the request letter and submit it soon
    
• ADA bathroom grant: Sunny and David met with representatives from the following organizations, regarding our facility and request: 
  
  • Grants coordinator of Historic Preservation/Community Development
    
  • Senior Program Manager and Accessibility Coordinator at Vermont Arts Council,
    
  • Field Service Representative for the Preservation Trust VT.
    
• Based on that meeting, we will look into moving the potential new bathroom into the current mystery room
  
  • Action item: Sunny will communicate with the wastewater commission
    
  • Action item: Dave will follow up with the contractor about the new bathroom location feasibility and estimate
    

Town funding letters to Peru, Landgrove, Londonderry 

• Action item: Madeline will write and submit them, due in Dec, checking the amounts we have/should request
  
• Action item: Madeline will create a report for Landgrove residents based on use
  
• Action item: have a representative at each meeting to answer questions/say thank you
  
  • Reilly: Langrove; Sunny: Londonderry; *will ask* Carol Bowen: Peru
    

Appeal letter

• Madeline, Sunny, and Diana will work together on a first draft to share with the group for thoughts/edits
  
  • Action item: Madeleine will draft a list of bullet points to use to write the letter
    
  • Action item: Sunny will draft a letter and share it with Diana for edits (Faye and Liv are also happy to read/edit) 
    
• Letter will go to Express Copy on Wed Nov 12
  
• Letter will be mailed to all donors from last year on Fri Nov 14
  
• Action item: Madeline will also email the letter to all patrons with options to donate
  

Next meeting: 

• Begin budget process for 2026
  
  • Consider a maintenance guide to anticipate/prepare for building expenses
    
• Plan our board priorities for 2026 by quarter 
  

Meeting adjourned at 11:50
Next meeting: Friday Nov 14 @ 10:30 to 12:00
Minutes recorded and submitted by Diana Pagnucco on 10/24/25