Library Board of Commissioners

Fletcher Free Library LIBRARY BOARD of COMMISSIONERS Wednesday, January 15, 7:45 am Minutes Present: Sally Blanchard-O’Brien, Emily Copeland, Mary Danko, Sam Doherty, Samantha Donalds, Patrick Halladay, Cate MacLachlan, Grace Malley, Amy Mellencamp, Nick Tatakis, Rebecca Thompson, Mona Tolba. Approval of minutes: from November 20. Amy moved, Becca seconded, approved. Approval of agenda: Amy moved, Becca seconded, approved. Public Forum: No public in attendance. Friends of FFL Report: Jonathan sent a report ahead to the committee noting the next book sale will be held February 1-2. The Friends had successful sales at the library and the Winter Market in December. Friends’ book stalls at coffee shops have expanded to include: August First, Rogue Rabbit, NNE Pingala, Bagel Café, Skinny Pancake, Haymaker, Poppy Café. The Friends are preparing for their FY24 financial review. Director’s Report: Mary’s report highlighted welcoming our new part-time Patron Service Specialist (security). Chocolate Thunder will continue to provide temporary security support for January while we hire a full-time person. The Howard Center is interviewing for the embedded social worker position. Homecard system launched, patrons must update their card at FFL to join Homecard and check out books at 29 other libraries. Preservation work will begin this spring and the library is developing strategies for summer activities and managing potential space constraints. Mary reported on the City's $20 million bond for infrastructure improvements, which includes 19 buildings in the city, each with over $700,000 in critical repair needs. The Library is included in the bond for necessary repairs, including Carnegie roof beam project. Patrick inquired about specific projects at FFL. Mary explained that the schematic design process included a building assessment, revealing critical structural issues such as the need to replace beams in the Carnegie building and address roofing concerns. The building assessment has already proven valuable, informing decisions such as the replacement of new stair treads. Grants will be pursued, recognizing the historical significance of the building and the potential for eligibility for specific preservation grants. Capital Campaign Update: Amy reported that Jonathan is preparing for the Winter Breakfast. The Capital Campaign is progressing, although FFL was not awarded an EPA grant (there were no Vermont or New Hampshire recipients). There is a possibility that the application may be considered in future months with any remaining funds. The application served as a catalyst for organizing thoughts related to the environmental aspects of the renovations and exploring other potential grant opportunities. Mary will investigate the updated list of grant awardees. Mary met with the offices of Senator Welch and Senator Balint to discuss the EPA grant. The delegation is investigating the situation, as there is uncertainty with the new administration regarding grant awardees and their ability to meet financial requirements. While some small hope remains, the Commission is exploring new partnerships and strategies to secure funding for the project. Mary emphasized the importance of the Friends of the Library's role in the Capital Campaign, particularly in fundraising efforts. The Friends are working with the City to finalize an MOU (Memorandum of Understanding) that will outline the specific terms of their collaboration on the Capital Campaign. The Friends hope to bring the MOU to the City Council for approval in the coming weeks. Subcommittee update: Commissioners signed up for subcommittees:  o Governance & Strategic Planning: This subcommittee will focus on reviewing the Library's mission and goals, evaluating job descriptions and Commissioner recruitment processes, and conducting an annual assessment of the Library Director. o Policy: This subcommittee will address issues related to Emergency & Safety, Collections, and Borrowing, and other policies. A Doodle poll will be made to determine meeting times for the subcommittees. Adjournment: Cate moved, Patrick seconded. Approved. New/Other Business: Next meeting is Wednesday, March 19, 7:45am.