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MINUTES

BOARD OF TRUSTEES MEETING – MINOT-SLEEPER LIBRARY

TUESDAY, NOVEMBER 13, 2007

PRESENT: Deborah Doe, Chair, Roger Nicholls, Co-Chair, George Corrette, Finances, Bill Barrett, Glenn Dorr, Shirley Yorks, Deborah Gilbert, Secretary/Librarian, Tom Trafton, Director of Development for the Tilton School

ABSENT: Barbara Greenwood

Tom Trafton, Directory of Development for the Tilton School, came to talk with the Trustees about a capital fundraising campaign. Out of respect for his time, Deborah Doe yielded the floor to him at the onset of the meeting so that he would not have to sit through all of the regular business.

Tom introduced himself and then shared a bit about his experience in this area. He has participated in many successful capital fundraising campaigns and was happy to offer any assistance that he could.

He stressed:

• The importance of planning

• Trustee involvement/leadership

• A good design and the ability and willingness to support it

• Anticipating questions and having the answers readily available

• The need for a timeline

• Good record keeping

• Identifying prospects and solicitation

• A good budget

• Naming opportunities

• Annual fund

• Informational materials

He discussed at length the role of a professional fundraiser and strongly advised that we consider one.

Tom stressed the fact that money doesn’t just come. You have to ask for it. That makes it extremely important to not only believe in the project but to support it, financially as well as investing time. He wished us much luck and again offered us his assistance whenever possible.

The board thanked Tom for his time.

SECRETARY’S REPORT: In the absence of a quorum at the October meeting, no vote was taken to accept the minutes from the September meeting. George Corrette made a motion to accept the minutes from the September meeting as read, Roger Nicholls seconded and the motion carried as all were in favor.

The October minutes were read by all those present. Roger Nicholls made a motion that the October minutes be accepted as read, Bill Barrett seconded and the motion carried as all were in favor.

TREASURER’S REPORT: George Corrette had been out of town recently so had not had the opportunity to review the most recent reports. He did not believe however that there was much change from last month. Deborah Gilbert supplied the board with a copy of the library budget as spent to date.

CORRESPONDENCE: Deborah Gilbert read a thank you card from the Friends of Minot-Sleeper Library thanking the trustees for their donation of DVDs for the Brown Bag Auction. Deborah reported that it was a very successful event raising $2,296.00.

The board received an invitation from USDA, Rural Development to apply for a Community Facility Grant and/or loan.

The board received a request from the Newfound Regional High School to place an ad in this year’s yearbook. Roger Nicholls made a motion that the library purchase a ¼ page ad for $100.00 in the NRHS 07/08 yearbook, Bill Barrett seconded and the motion carried as all were in favor.

OLD BUSINESS: Deborah Doe asked if Deborah Gilbert was able to obtain any figures and information regarding non-residentcard fees. Deborah Gilbert reported that she received replies from 51 libraries. The lowest was $5.00 and the highest was $68.00. The average non-resident card fee for other libraries was $25.00. She also reported that more often than not the determining factor for deciding the fee was either the per capita funding by the town or the average contribution per taxpayer. For Bristol the per capita rate is $32.00. The average taxpayer contribution is $46.79.

The board discussed the logistics of changing the policy at this time.

Roger Nicholls made a motion to table the discussion on fees for non-resident card holders until such time that the fundraising was underway and we had a better handle on the bar coding and automation, Deborah Doe seconded and the motion carried as all were in favor.

Deborah Doe asked if everyone had had the opportunity to review Claire Moorhead’s resume and proposal. Deborah Gilbert reported that she had asked Town Manager Elizabeth Corrow about Ms. Moorhead. Elizabeth gave her an excellent recommendation and said that she would be a valuable asset to the library. Deborah Gilbert reported that she felt that it would be helpful to have Ms. Moorhead on board when she takes her leave of absence especially in areas of publicity. Roger Nicholls made a motion to hire Claire Moorhead for 10 hours per week at $18.00 per hour for 3 months, Shirley Yorks seconded and the motion carried as all were in favor.

Glenn Dorr, Roger Nicholls and Deborah Gilbert will meet with Ms. Moorhead to discuss what she will be focusing on for the next three months.

Deborah Gilbert will find out how and when Ms. Moorhead will need to be paid.

Deborah Gilbert reported that David King had the revised estimate ready.

It shows a considerable increase and he was hesitant to send it without explanation. The board discussed if they should have David King come and explain the new estimate in person. George Corrette made a motion to have David King come to the December Trustees’ meeting and discuss the updated project estimate, Roger Nicholls seconded and the motion carried as all were in favor. Deborah Gilbert will see that a notice for the December meeting gets posted. She will also send Elizabeth Corrow, the Select Board, the Capital Improvements Committee and the Budget Committee an e-mail invitation to the meeting.