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South Londonderry Free Library
Board of Trustees Minutes November 13, 2024 Call to Order: 4:59p Attendees: Sunny Wright, Mimi Wright, Jinhwa Jo, Gale Kuhlberg, Diana Pagnucco, David Slade, Madeline Helser, Library Director Excused Steve Swinburne Approval of minutes- October 16th meeting (See attached document) M/David S/ Diana P/Unanimous Directors Report-Madeline (see hard copy) Highlights: Phone line changed over to Vonage. Quote from Countryside Alarm system for alarm update to happen-alarm is off due to continuous alarming. Website had been updated. Impact Report was sent via Mailchimp and in an email. Substitute Librarian guide book has been created. Stitch and sip has been successful, occurring twice monthly Annabelle BBA HS for digital plate negative will be trained on Nov 17…maybe Virginia will come-to happen on Sunday. CliF Grant for $500 for children’s literacy…$300 for books and $ 200 give away books before children going to kindergarten. Vermont Reads Grant-book trailer contest in Spring 2025. Before the end of the year-determine holidays for 2025. Reilly Hadden new substitute Treasurer Report-David See the pie chart –David to meet with Paulina to clarify and organize the numbers. This year we are in the negative pending Appeal entries. Expenses are down since the roof repair in 2023. Town requests for donations 2025 needs to be completed by Town Meeting Day. *Who will write the request letters?* Lauren created them in 2023. Town of Londonderry check was deposited. Bob Thompson, accounting, to file 2024 taxes, and signed by David and Sunny. Dwight Johnson’s offer/request to see/advise on our financials. He will work with Sunny and David. Donation update- Madeline 37 donations received today…$8350 number of responses to our appeal and current total amount received so far. Madeline has been writing the thank yous. Many envelopes were unable to be delivered due to issues with addresses. Trustees will review, correct and re-mail. *Thank you Madeline for writing the personalized Appeal notes and for keeping the donation spreadsheet. Back up from Trustees and Friends is available.* Friends of the Library update- Diana – Chart sent out with list of participants and their area of interest. The Collaborative will be included. Friend’s social meeting with Board-a suggestion to consider at some point. Madeline will train the subs and volunteers-see book she created. VT Preservation Grant Drainage Project update-Sunny: Meeting with Nate Chaves and Mark Wright November. Best Septic (Sunny contacted them) to evaluate type of current and recommended septic system. Drain with pebbles above for drainage, place walkway over…eventually. Nate said he will develop an estimate to submit to the Grant evaluators. Need for improved signage, to improve visibility from the street. Where to place the program sign and what are the regulations for display time? Board members interested in spearheading our next big tasks in 2025? Budget for 2025…last one completed in 2023 (due to change in bookkeeper) Five Year Strategic Plan is due to be reviewed and meet with the Friends for discussion and brainstorming-Madeline commented that she has worked with a focus group then goes to the public for additional opinions. Timeframe to be after the holidays. Author event with Jessica Shattuck-Last House and Woman in the Castle around MLK weekend. Location TBD to accommodate people. Misc. A tree fell in front of Library porch. Mark Wright and his crew will take care of it. Executive session Adjourn 6:40p Next Meeting: TBD, consider Wednesday December 18, 2024 Respectfully Submitted Pam Abraham Board Secretary
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South Londonderry Association Inc.
Board of Trustee Minutes Wednesday October 9, 2024 5 pm Call to Order: 5:02pm Attendees: Sunny Wright, Mimi Wright, Gale Kuhlberg, Steve Swinburne, Diana Pagnucco, David Shade, Librarian, Madeline Helser Excused: Jinhwa Jo
Free Google Workspace account was established. Amazon was added to purchasing contract, free shipping and discounts on supplies. Called to find out Xfinity for free/internet ..100% discount Consolidated is for phone line and is expensive, $70/mo. ? Fidium See the October Event sheet for Library Activities. New Book Group to start the Fourth Friday of the month on Friday. 12-1pm
Peru Fair was a success as donations $318 cash, $161 (VENMO) = $479 total. Jin and Gale were Library Advocates at the Fair. Balloons were a hit for the children. Thank you to Sunny for helium donations. Team effort was great. It made a difference! Thank you people who set up the display, Paul Abraham, Joel Kuhlberg, Jin, Gale and David (Anyone forgotten? Sorry) Books were available and donations were accepted. ADA bathroom: David presented 2 schematics, one was preferred The wheelchair needs a 10 foot circle to turn around. Suggestion to have a utility sink and changing table available. ? Remove the upstairs bathroom and utilize the space for another option. Budget $2300 for material and ramp. Estimate from contractor will be developed and sent to Trustees. Estimate for removal of old bathroom will be obtained. Workman’s comp…call the company and walk us through the pros and cons. SLFL appeal donation list was updated combining residents and patrons. The
Will Hunter honor the first scope of work. Trustees were concerned about the change in excavation as meeting the needs of the Library. In addition, reduced excavation at the same cost. Pam will reach out to the Grant writer for advice and to Bret Carter of Hunter Exc.
Safety is important. Sunny will ask Michael Bailey to construct a safe railing at the top of the stairs. Upcoming Spring 2025 Grant- Public Facilities Preservation Initiative Grant for Libraries. (rural communities) SLFL to file for ADA upgrades including bathroom and walkway.
Diana and Sunny have developed the first draft. Per Steve, streamline and focus on need. Suggestion of using visual ie.Pie chart with operating budget of Library Suggestion of using patron quotes in the Appeal letter. Library strategic plan is being developed.
Walkway repair 10/1/24 Should the tank be replaced, cost and timing? TBD Next meeting date: Wednesday November 13, 2024 Adjourned: 6:25p Respectfully submitted, Pam Abraham South Londonderry Association Inc.
Board of Trustee Minutes Wednesday September 4, 2024 5 pm Call to Order: 5:03p Attendees: Sunny Wright, Mimi Wright, Gale Kuhlberg, Jinhwa Jo, Diana Pagnucco, David Slade, Pam Abraham, Madeline Helser Excused Steve Swinburne 1. Approval of Minutes from July Meeting: 1/Diana 2/Jin 2. Director’s Report-(Madeline’s complete summary from email Sept 4) Stats, Programs and Projects Highlights: School supply drive complete and distributed to students/families Two Archivists and trustee Mimi digitized 124 digital files (3000 total)…250 GB drives. Goal is to have all the digital copies in one spot. Anabelle, a student from BBA to intern and help the process. The archivists will train the intern and Madeline and will have the copier available. Temperature monitor is currently in the closet to collect data. New Photo albums for digitized photos were obtained and relabeled. Library awarded a Courier Grant on Oct 7, to help with ILL Courier costs. BBA (freshmen) students to come next Wednesday to help choose and sort the books. September 11 @ 11am time to pre-sort books with adults. VT Reads: people have been reading and follow up program TBD. Programs considered movie trailer, community wide art show at the Town Hall. Christine Erwin forgot about covering on August 24. Trustee and Librarian contact information to be re-shared. Madeline to remind subs about their commitments the night before.
State of VT suggests Nonprofit Employees have insurance-see the flyer Edward James-IRA contribution discussion part of David and Madeline to discuss There was a gap for registering our business-the renewal fee was paid- The town was bequeathed-endowment i.e. Stocks are in an account and oversee the monies/interest (mutual funds account) A check goes through the town. Three percent % assets a check is given in January. Past president Peter Isakson placed it in a Vanguard account. The Principal cannot be touched only the interest. Fundraising: Appeal letter and Peru Fair will help with finances. Vote taken, Motion made 1/Diana 2/David on switching from Consolidated for internet/phone to Fidium Venmo to be set up (Will PayPal also be an option at the fair?) PayPal currently available on website- Zettle account to be considered (PayPal family to accept credit card payments, anytime, anywhere)
David will look for an app for credit cards like the Square Volunteer list online: will be posted Focus on book sales and book bag decorations. Bags to be ordered via Amazon. Sunny will donate helium for balloons. (See Jin’s design) Book prices by Donations (whatever they want to give) Remade/repurposed old books/book journals created by Laura Megroz to be available. Displays are ideal for promoting books, both wire and racks. Cars/trucks to be loaded the night ahead for ease of set up. Donation jar will be available. Another meeting to be scheduled if needed, check email.
Additionally, it will be available and handout to be distributed at the Peru Fair. The flyer may be going on the Library Website. Vote taken on closing the Library during the Peru Fair September 28, consensus was to keep it open if a substitute is available to cover.
Safety: Railing needed for top of both sets of stairs. (? place on wish list for patron/visitor donation?) Many types online to choose from. Prep for the 2025 $10 million Public Facilities preservation facilities grant. After receiving an estimate for work to be done and people to collaboratively fill out the detailed application. Will forward VT Library webinars and info sessions as they arrive. Bathroom-David and Mimi met with Travis Schultz (/contractor) and the entire room behind the current utility room will utilized. Drawings and estimate to be developed. Insulation on outside wall? Paul pulled up planks (replaced with screws for easy access) to seek the septic entry for Dorr Septic. Gale to schedule a date to have Dorr Septic pump and evaluate the tank.
9. Next meeting date: Wednesday October 9th Adjourned: 6:35P Respectfully submitted, Pam Abraham South Londonderry Association Inc.
Board of Trustee Minutes 5 PM Wednesday July 24, 2024 Call to order: 5:02p Attendees: Sunny Wright, Mimi Wright, Gale Kuhlberg, Steve Swinburne, Jinhwa Jo, Diana Pagnucco, David Slade, and Madeline Helser, Library Director See July 23 email resignation from Sarah Wylie
Awarded VT Reads Grant “Gather” books have arrived-will join programming with Flood Brook/Collaborative Awarded Stratton Grant $4400-art program continues with Casey Bailey (Aug 9) Awarded Summer Reading Grant from State Library-STEAM backpacks/Microscope, bubble science and Outdoor adventure kit Digitization Workshop 7/17…Archives-the library etchings are already indexed…need develop a process for deciding which need to be digitized-the team brings leader to help with this process. Will create a community team. Summer Reading going well-Need prizes for additional prizes i.e. Grandma Miller’s-Mimi was able to receive an award for participants to redeem one cookie. Steve to reach out to Honeypie for an award. Christina started and employee is the legal way to do it and is directly responsible, hire on a W4. Heard from Neighborhood Connections, back to school day/bin here and at NC for people to buy and donate school supplies to each location. Madeline to reach out to Flood Brook to see what they need. Thrifty attic table grant suggestion-request money to go toward a changing table, wall mounted.
Vanguard account Seeking a Treasurer to work with bookkeeper Paulina, David to consider
6. Friends of the Library at SLFL Group (see report in the email from Diana Pagnucco on July 24). Consider asking people around town for possible donors. Need a leadership group ie project-Painting the front steps 7. Discussion about hiring a professional Grant Writer for the ADA work if we decide to move forward with our process. Vote- on a grant writer 1/Gale, 2/David...7 trustees in agreement to pursue For the VT Dept of Libraries $10M Public Facilities Preservation Initiative Grant 8. Peru Fair date is September 28, 2024 Jin offered to coordinate this event. ? Fundraising to take place at this time? Could students be help participate and carry boxes-ie. Flood Group/BBA/Long Trail? Post request for volunteers to help on our website and on the Londonderry forum Reach out to our volunteer Cindie who is a lifesaver How about including Our Teen Group and/or Teens who need community service? Teen group-maybe be handpicked and invited to help with this endeavor 9. Seeking Trustees who would be willing to serve on a small Strategic Plan committee Jin-a community assessment is needed conducted via internet and handouts to obtain information about how the library can better meet community needs. ie. Londonderry Forum-with questions? Campaign 10. Annual appeal committee-Steve offered to develop a letter. Internet and/or a handwritten appeal. NEED- Update policies computer/internet policy Remove language about sending catalog cards to the state library Move 1/Sunny or Pam will ask Madeline about the above questions. 11. Date for next board meeting: September 4, 2024 at 5:00p Adjourned: 6:32pm Respectfully submitted Pam Abraham South Londonderry Association Inc.
Board of Trustee Minutes June 26, 2024 Call to order: 5:04p Attendees: Sunny Wright, Mimi Wright, Gale Kuhlberg, Steve Swinburne, Sarah Wiley, Diana Pagnucco and David Slade, Pam Abraham and Madeline Helser, Library Director/Librarian Excused: Jinhwa Jo I. Approval of the minutes from May 29th -1/Sarah, 2/Gale II. Director’s Report-Madeline (see email and hard copy) Library Assistant candidate-Christine Edwins, Librarian (2 Sats/mo. TBD additional days) Lea Wright is also available Unanimous vote (8) pilot program to “subcontract” with Christine E. David to pursue follow-up about a contractor requirements Grant Awards: Vermont Reads, Stratton, Summer Reading Not awarded the CLiF Grant (30 applications for 12 grants) Attended Glass Plate Negative digitalization workshop to preserve valuable plates from donator Everett Vale A company will come, evaluate, and possibly assist with preservation and grants, Vermont State Archives. Trustee suggestion to have a Fishbowl alongside the Collection for donations Vermont Library has a list a people who want to volunteer and help out, will be pursued Library Director Vacation days to be discussed/clarified, paid and unpaid if volunteer present The Board (8) voted to close the Library on July 6, as a federal holiday Coverage needed for July 3 and 5th Summer Reading rewards: Ice Cream from Taylor Farm for 30 days. Steve will ask Honeypie for a reading reward. David Nunnikoven will donate cookies from Grandma Millers David will ask Hapgood for a donation. On the Summer Reading Adventure brochure, Sponsors will be listed Current computer/internet Policies need to be updated, some language removed. III. Financial Report-Sunny and hard copies from Pauline Jez- Bookkeeper $20,000 in account Statement of Financial $350,000 Per report the library is not in the red All future financial statements to be sent electronically for review prior to the meeting. IV. Building Report AC-Midea was installed and working well (Grant of $500 from Thrifty Attic) First floor: 3 AC’s Second floor: 1 AC donation Hunter Project-awaiting start date contact Bret Carter Possible contractors to give estimate for moving the bathroom-David reaching out to contractor-Travis Schwartz Pam will review the ADA requirements for restroom Pam will reach out to Peter Johnke for recommendations on ADA compliance for the restroom V. Grant Writer- David Roberts available at $90/hr. or $900-$1400 for the complexity of the project… This Fall will seek Public Facilities Preservation Initiative Grant for ADA upgrades. Walkway and restroom installation on the first floor VI. Fund raising Other ideas for fundraising (fun-raising) projects. Google docs will be started, passed to everyone for input Make a start to a list of prospective “Friends of the Library” or for special projects. Diana offered to take charge Timing for appeal letter distribution: November timeframe was suggested VII. Board Committee for Peru Fair September 28-seeking volunteers available to help VIII. New Business 2025-2030: Jinhwa sent a pdf (Sunny attached it to the email with the agenda) with thoughts about revising/updating the Strategic Plan. Please review the 2020-2025 current plan. The Londonderry Arts and Historical is having a show June 29-August 10 –Londonderry’s Bygone Buildings-Mimi suggested visiting Adjourned 6:13pm IX. Next meeting July 24th at 5pm Respectfully submitted Pam Abraham Board of Trustee Secretary South Londonderry Association Inc.
Board of Trustee Minutes 5 PM Wednesday May 29, 2024 Call to order: 5:02 Attendees: Sunny Wright, Mimi Wright, Sarah Wiley, Pam Abraham, Steve Swinburne, Madeline Helser Excused: Gale Kuhlberg, Jinhwa Jo
Summer reading program prizes needed-Mimi to ask for donation at Grandma Millers? Donations from Jakes approx... 50 prizes needed Email was received to consider Glass negative digitation of the glass collection-free VT State Archives June 20th (webinar) Share AC ask on FB. The 2 upstairs windows are small. Should an outright purchase be considered?
III. Donna Pagnucco (Trustee candidate) joined the meeting at 5:30p- She offered her resume and Offered to volunteer on Wednesdays. She suggested Library goals include: Wealth, wisdom, work…enthusiasm and a sense of humor “Love of books”, a Community Hub for everyone IV. Madeline’s request re:hiring a backup substitute so she can go to schools (outreach) and to cover part of her vacation time Guarantee 3 hrs. I.e. during the week to free up Madeline for other activities or Saturdays… Leah Wright is interested $20…to check with availability at least 2 Saturdays (were there any other candidates?) Madeline offered the value of outreach to preschools ~ Library literacy home. Busy parents may not have time to read or offered book availability. Books can be brought to the students; they can use the library on off time. Circle time…
VII Fall 2024 grant submission opportunities: The VT Dept. of Libraries Public Facilities Preservation for Small Rural Libraries needing HVAC, ADA, windows) (Sept) and Thrifty Attic (Nov) Pam stated that she would like help with identifying grant opportunities and with the applications. Steve Swinburne suggested hiring a professional Grant writer. Board members will reach out to the community for possible candidates to consider. Hunter: 5/28 the Library is in the queue for excavation. Bret Carter will reach out when the date arrives. ADA: Madeline posted interior signs for anyone to “Ask for assistance/help if needed” Contractor: needed to evaluate the cost for a first floor restroom prior to grant application. ADA Timeline to be shared via email.
Upcoming business Friends of the Libraries group? They are volunteers who help fundraise for nonprofits. Peru Fair September 28, 2024 and the library will have a table. To be discussed further Grant: VT Preservation Trust…Bret at Hunter Excavation update Huge thanks to Paul Abraham for trail work and Pam Abraham for getting the AC’s installed Seek a Grant writer….everyone to reach out Adjourned 6:44p Next Meeting June______, 2024 Respectfully submitted, Pam Abraham Board Secretary South Londonderry Association Inc.
Board of Trustee Minutes 5 PM Wednesday April 24, 2024 Call to order: 5:00pm Attendees: Sunny Wright, Jim Wilbur, Mimi Wright, Gale Kuhlberg, Jinhwa Jo, Sarah Wiley, Pam Abraham Library Director: Madeline Helser Excused: Steve Swinburne Approval of minutes from 3/27 meeting: m/Gale and s/Sunny
III. Building and Grounds Report
VII. Card is available to sign, gift ideas are being sought for Lauren-let Sunny know. VIII. Fundraising
Consider sending an email letter. Thank yous continue being sent for donations received. IX: Next meeting: May 29, 2024 Adjournment: 6:20p Respectfully submitted Pam Abraham Secretary |
PurposeThe minutes of each board meeting will be posted here no later that 5 days after the date of the meeting in compliance with the Vermont Open Meeting Law "1 V.S.A. § 312. Right to attend meetings of public agencies" section (b)(2) Archives
September 2025
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