MINUTES

BOARD OF TRUSTEES MEETING - MINOT-SLEEPER LIBRARY

TUESDAY, SEPTEMBER 11, 2007

PRESENT: Deborah Doe, Chair, Roger Nicholls, Co-Chair, Shirley Yorks, Bill Barrett, Barbara Greenwood, George Corrette, Finances, Glenn Dorr, Deborah Gilbert, Secretary/Librarian

SECRETARY’S REPORT: Minutes from the June meeting as well as a special meeting called in August were read by all those present. Bill Barrett made a motion that both sets of minutes be accepted as read, Barbara Greenwood seconded and the motion carried as all were in favor.

TREASURER’S REPORT: George Corrette reported a balance of about $10,000 in the checking account. George reported that he had been keeping the checkbook balance at $10,000 in anticipation of possible bills for the building project such as the grant writer. He considered transferring some back into the investment pool but with the interest on the checking account currently at 5% he thought it would be best just to leave it where it is as long as the interest holds. Roger Nicholls made a motion to leave the checkbook balance as it stands as long as the interest rate holds, Barbara Greenwood seconded and the motion carried as all were in favor.

In addition, George reported that the stock portfolio is about $125,000 and the Investment Pool about $82,000.

Deborah Doe questioned how much was in the actual building fund and George replied about $2,500. He also reminded the board that the Friends of the Library have a separate building fund.

OLD BUSINESS: Deborah Doe, Roger Nicholls and Deborah Gilbert met to discuss Deborah Gilbert’s resignation and possible staffing. Their suggestion is that Deborah will work 20 hours per week with Eileen Gilbert working 8 hours and Melissa Shadden working 5 with the understanding that Deborah will withdraw her resignation and take a leave of absence when her grandmother’s condition warrants it. In the meantime the library will hire and train a couple of substitutes. They will be able to cover the hours during Deborah’s leave and the trustee’s will pick up the library director duties. Ruth Munroe and Arthur Kalil have expressed interest in the sub positions. Roger Nicholls made a motion to accept the proposal as outlined above, Deborah Doe seconded and the motion carried as all were in favor.

Roger Nicholls reported that he had been working with Deborah Gilbert on the 2008 budget. Included was an increase in hours from 36 to 42. This would allow the library to open at 10:00 am everyday that it is open. The inconsistency of the library operating hours is one of the chief complaints of library patrons. Roger reported that he himself found it frustrating. Roger made a motion to accept the proposed change in hours, Deborah Doe seconded and the motion carried as all were in favor.

Deborah Gilbert reported that to date she had still received only one actual proposal for the fire alarm system. She will attempt one more time to get a couple more. It was suggested that she check with Mango Security in addition to Tri State and 1-2-3 Lock Key and Security.

Barbara Greenwood made a motion to ask Joe McDermott to look at the roof and give an estimate for repair, Shirley Yorks seconded and the motion carried as all were in favor.

Deborah Gilbert reported that Elizabeth Corrow had included $50,000 annually for the library in the capital improvements proposal presented to the CIP committee with the intention that the money could be used for immediate needs such as large repairs like the roof or the alarm system or left in a capital reserve for the building program.

Deborah Gilbert reported that she had still not heard back from the electrician about the overhead light. She feels that the electrician she has been using is just too busy and suggested looking for an alternative as the light needs to be fixed. It does not work at all now. She suggested Rob Skiffington. Jeff Goodrum and Mike Vasco were suggested as well.

NEW BUSINESS: Roger Nicholls suggested that as many Trustees as possible attend the next Friends of the Library meeting to discuss the role of the Friends and the Trustees in the upcoming fundraising for the building project.

Deborah Gilbert reported that she had recently talked to David King and said that he would be willing to come and go over the building project with the new trustees. Glenn Dorr suggested that it would be good to have an informational meeting to bring everyone up to speed on the project as well as invite persons who may be interested in donating. It was suggested that a meeting in mid November would be good inviting David King, Elizabeth Corrow, the Select board, the Budget committee, the CIP committee, the Friends of the Library and any possible donors. It was suggested that it be held at the Masonic Hall with coffee and light refreshments being served.

Glenn Dorr suggested checking with The Tilton Prep School and The New Hampton Prep School for some possible fundraising ideas. He stated that both organizations had raised considerable amounts of money in the past.

Roger Nicholls made a motion that Glenn contact them on the library’s behalf, Deborah Doe seconded and the motion carried as all were in favor.

Barbara Greenwood suggested contacting Claire Morehead, an event planner to see if there was anything that she could suggest or help with.

Deborah Gilbert brought up the subject of non-resident fees. Currently the library issues cards to anyone living within the school district at no charge. She had had a conversation with Elizabeth Corrow concerning this policy. The question was why, and should it be continued? Deborah wanted to get the board’s feeling on the matter. There was some discussion and it was decided that Deborah would check with Elizabeth and get her opinion on whether it would be best to charge individual fees or town fees.

BUILDING COMMITTEE: NONE

PUBLICITY: NONE

LIBRARIAN’S REPORT: Deborah Gilbert reported on the huge success of the Summer Reading Program with an average attendance of 100 kids per week.

The only disappointment was that circulation was down a little. She feels that this is due to the fact that the program was held at the TTCC and not the library.

Respectfully submitted,

Deborah Gilbert, Secretary/Librarian