MINUTES

BOARD OF TRUSTEES’ MEETING - MINOT-SLEEPER LIBRARY

TUESDAY, APRIL 10, 2007

PRESENT: Deborah Doe, Chairman, Glenn Dorr, Barbara Greenwood, Bill Barrett, Roger Nicholls, Deborah Gilbert, Secretary/Librarian

ABSENT: Shirley Yorks, George Corrette

SECRETARY’S REPORT: The March minutes were read by all those present.

Roger Nicholls made a motion to accept the minutes as read, Barbara Greenwood seconded and the motion carried as all were in favor.

TREASURER’S REPORT: Deborah Gilbert presented the board with copies of the 2007 library budget as spent to date and a list of all bills submitted to the town accountant for payment since the March meeting.

CORRESPONDENCE: Deborah Gilbert received an e-mail request from Krystal Alpers at the town office requesting updated contact information and terms for the trustees.

OLD BUSINESS: Glenn Dorr had some questions concerning the information given by Mark Rabbe about the UBS accounts at the March meeting. He noted that the consulting fee for the PACE program was 1% and the Investment Management fee was between ¼ and 1%. He questioned if there was a fee and how much it was for managing each individual sub-account. George Corrette is currently out of town and may have that information. Deborah Gilbert will check with him when he returns. If he does not have that information, Deborah will have him contact Mark Rabbe.

Deborah Doe did e-mail Scott Johnson with Rural Development but he was not able to attend the board meeting. Tuesday afternoons are not a convenient time for him. Deborah Doe asked if there was another day that would work for the trustees that she could suggest to him. Bill Barrett said that Fridays were not good for him and Glenn Dorr mentioned that he would be out of town after May 24th. Deborah Doe will contact Mr. Johnson again and see if she can set up a convenient time for everyone.

The Town Manager had mentioned the Montreal to Boston bike race at the March meeting. Deborah Doe suggested that it might be a good time to plan some type of a fundraising activity. Roger Nicholls suggested partnering with another organization since we have an ideal location. Deborah Gilbert will find out what time the race is scheduled to come through Bristol.

NEW BUSINESS: Deborah Gilbert reported to the board that she is getting quotes for fire alarms for the library from 1-2-3 Lock-Key & Security, Tri-State and Capital Alarm. Chief Skantze had suggested that fire alarms would be a good idea considering the increased use of the building.

Deborah Gilbert stressed that it was a suggestion and that Chief Skantze was not saying that it had to be done. Deborah will have the information to present to the board at the next meeting.

Deborah Gilbert reported that the television is not working and asked permission to dispose of it since it is not cost effective to repair them.

She does not want to replace it at this time as the space it takes up is currently more valuable than the television. She also reported that the typewriter either needs to repaired or replaced. Deborah Doe made a motion to authorize Deborah Gilbert to dispose of the television and to repair or replace the typewriter, Barbara Greenwood seconded and the motion carried as all were in favor.

Deborah Gilbert reported that she had done the staff reviews and that she had used last year’s form. There is a new form from the town office but she did not feel comfortable using it this year. It is considerably more detailed than the form previously used and did not feel it fair to evaluate staff in areas they had not been evaluated before. She passed a copy around for the board to see. She would like board approval for an evaluation form for next year’s staff reviews. She would also like to update job descriptions to aid in the evaluation process. Roger Nicholls said that he would be willing to work with Deborah on this. Deborah will ask area libraries for samples of their job descriptions and staff evaluations. They will report back to the board at a future meeting.

Deborah Doe reminded the board that it was time to assign jobs for the coming year. The jobs are Chairman, Treasurer/Finances, Publicity, building maintenance, steering committee, budget committee, and personnel committee.

Deborah Doe reminded the board that she had been chair since 2000. She stated that it is not recommended that a trustee should serve as chair for more than 5 years. She did say that she would be willing to serve in a co-chair capacity for one more year. Roger Nicholls stated that he would be willing to serve as co-chair with Deborah for the upcoming year.

George Corrette has expressed a willingness to continue with the finances and act as treasurer.

Bill Barrett is willing to continue with the building maintenance.

Barbara Greenwood, Shirley Yorks and Glenn Dorr will serve on the steering committee.

Glenn Dorr said that he would be willing to take on publicity. Deborah Gilbert will fill him in on what this entails.

Deborah Doe, George Corrette, and Roger Nicholls will serve on the budget committee.

Barbara Greenwood, Roger Nicholls, Deborah Doe and Bill Barrett will serve on the personnel committee.

BUILDING COMMITTEE REPORT: NONE

PUBLICITY: ONGOING

LIBRARIAN’S REPORT: Deborah Gilbert reported that she attended the Primex safety training at the town office. She made a few notes and will go over them with the staff.

Deborah Gilbert also reported that she had attended a children’s book review set up by Ann Hoey from the state library at the Richards library in Newport on 4/10. She also attended the Kids Books and the Arts showcase on 4/5. She will be judging a science fair at the Bristol Elementary School Thursday, 4/12.

This year’s summer reading program will be held at the Tapply Thompson Community Center and not at the library. Deborah Gilbert stated that she was not comfortable with the increased number of kids attending and thought that this would be a better plan. She is planning on hiring 6 performers and/or programs. The Friends of the Library are willing to cover some of the costs and she will again apply for a Kids, Books and the Arts grant. She can comfortably cover 2 from the library program budget and will seek possible funding from other service organizations and businesses in the area. Barbara Greenwood suggested approaching Slim Baker Lodge with a request and Glenn Dorr suggested Bristol Shop ‘n Save and Rite Aid. Roger Nicholls made a motion that Deborah Gilbert book up to 6 performers for the summer reading program, Barbara Greenwood seconded and the motion carried as all were in favor.

Deborah Gilbert reported that she had made some schedule changes with the staff to better utilize space and equipment. This is just a point of information in case the board was used to seeing staff here at any particular time.

Deborah Doe adjourned the meeting at 5:30 PM.

Respectfully submitted,

Deborah Gilbert

Secretary/Librarian