MINUTES
BOARD OF TRUSTEES’ MEETING - MINOT-SLEEPER LIBRARY
PRESENT: Roger Nicholls, Co-Chairman, Bill Barrett, Deborah Doe, Co-Chairman, Shirley Yorks, George Corrette, Glenn Dorr, Judy Willson, President of Friends of Minot-Sleeper Library, Claire Moorehead, Creative Promotions Network, LLC, Deborah Thouin, Library Staff, Deborah Gilbert, Secretary/Librarian
ABSENT: Barbara Greenwood
SECRETARY’S REPORT: The November and December minutes were mailed to the board members for review prior to the meeting.
Shirley Yorks made a motion to accept the November minutes as written, Bill Barrett seconded and the motion carried as all were in favor.
George Corrette made a motion to accept the December minutes as written, Deborah Doe seconded and the motion carried as all were in favor.
TREASURER’S REPORT: George Corrette reported that he had no year end figures as the final reports had not come in yet. He reported that the library was earning about $40 a month in interest on the checking account with a balance of about $2000.00. He reported that the stock portfolio was at $129, 281.56 and the Investment Pool was at $83,844.37, combined with the checkbook this gives the library a total in assets of about $222,000.00.
Deborah Gilbert gave the board members a copy of the library budget as spent to date. She reported that there was still about $700.00 worth of bills that were not reflected.
CORRESPONDENCE: NONE
OLD BUSINESS: Roger Nicholls reminded the board that at the November meeting it was approved to contract the services of Claire Moorehead for a period of 12 weeks to help us develop a strategy of how best to take advantage of what we are currently doing and to develop a nucleus of publicity to get our message out. Roger then introduced Ms. Moorehead and asked her to share with the board a little bit about herself and what she will be doing for the library.
She reported that she has scheduled a brainstorming meeting with Deborah Gilbert to generate ideas, create some time lines and develop tasks. She also wants to get a feel for existing partnerships as well as explore possibilities for new ones. She stated that sometimes organizations like the library are so busy doing that they often don’t have the time to make people aware of all that they are doing. That is where she comes in; she will help us get our message out.
Ms. Moorehead stated that she had “retired” from 10 years as Executive Director of the Plymouth Chamber of Commerce. Before that she worked as a Recreation Director at Waterville Valley for 12 years. She took the parts of those jobs that she liked the best, graphics, publicity and promotions, creating partnerships and working with non-profits and has started her own business, Creative Promotions Network, LLC. She has a 16 year old daughter and her husband is the Chief of Police in Woodstock.
Roger asked her to briefly explain her relationship with the town. Ms. Moorehead said that she had originally been brought in to help with Montreal to Boston bike race. When that did not come to fruition, she was then asked to help with Old Home Day. One thing she was able to do was develop sponsorship opportunities. She will be working on Old Home Day again this year contingent on the budget passing at town meeting.
NEW BUSINESS: Roger Nicholls reported that he had been communicating with Deborah Gilbert and Elizabeth Corrow on the Pay Classification Study. Based on the RSA’s regarding libraries, it is up to the board to establish pay rates for the librarians. Based on the suggested pay ranges from the study and the overall impact to the budget, a total increase in salaries of $1910.04 has been proposed. George Corrette made a motion to put forth an increase of $1910.04 in salaries for library staff pending budget approval at town meeting, Shirley Yorks seconded and the motion carried as all were in favor.
Roger Nicholls stated that the By-laws have not been looked at since 1994 and the statement of policy since 2000. Along with the November and December minutes he had mailed copies of the by-laws and the statement of policy. He asked that trustees look them over and provide any suggested changes to him by email or via Debbie at the Library prior to the February meeting. The intent is to update and approve both documents at the time.
George Corrette referenced RSA 202-A:11-a. It says that a library can keep monies generated for income-generating equipment with approval from the town. He suggested that the library might want to look into that. It was suggested that it be looked into at the April meeting.
George Corrette reminded board members that they had to register with the town office between January 23 and February 1 for re-election. Deborah Gilbert stated that it was George Corrette and Bill Barrett that was up for re-election. Anyone wishing to join the board in addition the 7 current board members would need to register then as well.
There was some discussion about increasing the board from 7 to 9 members. Shirley Yorks questioned if it was possible. Roger Nicholls stated that the by-laws still stated 9 members and that only the statement of policy had changed to 7. It was suggested that that was one area to be clarified on updating the statement of policy. It was mentioned that Nancy Gavalis was considering running.
There was discussion concerning the increase in library hours as to whether they should change now or after town meeting. Deborah Doe made a motion that the increase in library hours start April 1, 2008, pending approval of the budget at town meeting, Bill Barrett seconded and the motion carried as all were in favor.
BUILDING COMMITTEE: NONE
PUBLICITY: Shirley Yorks reported that Donna Rhodes, a freelance writer for the Record Enterprise, was planning to come Friday morning to the pre-school story hour.
LIBRARIAN’S REPORT: Deborah Gilbert reported that two lights had been changed but there were currently problems with two more, the light in the foyer and the outside porch light. She requested permission to have them repaired as well as change the light over the computers, the light in the stairwell and a night light for when the library was closed. She reported that the electrician she had been using charged $40 per hour plus parts. Roger Nicholls made a motion to authorize Deborah Gilbert to spend up to $1000.00 to have the work done, Deborah Doe seconded and the motion carried as all were in favor. Deborah showed the board a length of wiring that the electrician had left. It was very old and brittle. She also reported that there was a scorched mark on the beam where the old light had been removed. She will be showing it to the town manager and fire chief just as a point of information.
Deborah Gilbert reported that there had been recurring problems with the lock on the front door. She would like to have it changed. She also requested permission to give a key to the library to Jeff Chartier from the water department. It is not always convenient for him to get the key from the town office when he needs to get a water sample. It was decided that he could have a key. Deborah will get him a copy as soon as the new lock is in place.
There were questions about the proposed fire alarm. Deborah Gilbert reported that to date she had still only received one official estimate. Bill Barrett suggested that she check with Mingo in Franklin. She will check with 1-2-3 Lock Key and Security again when she has the lock changed. She will also check with Chief Skantze for his thoughts.
Bill Barrett asked if there had been any problems with Cumberland Farms putting snow on library property this year. Deborah Gilbert stated that no, there had been no problems.
Claire Moorehead asked the board to be thinking about ideas for future newspaper articles. She also asked the board to be thinking of people to be included on a mailing list.
Roger Nicholls asked if anyone wanted to entertain a motion
to adjourn. George Corrette made the motion, Bill Barrett seconded and as all
were in favor the meting was adjourned.
Respectfully submitted,
Deborah Gilbert, Secretary/Librarian