MINUTES

BOARD OF TRUSTEES’ MEETING – MINOT-SLEEPER LIBRARY

FEBRUARY 27, 2008

PRESENT: Deborah Doe, Chairman, Roger Nicholls, Co-Chairman, Shirley Yorks, Bill Barrett, Barbara Greenwood, George Corrette, Treasurer, Deborah Gilbert, Secretary/Librarian

ABSENT:  Glenn Dorr

The purpose of this meeting is to set forth a course of action to deal with the recent and ongoing water damage to the lower level of the library.  Deborah Gilbert reported that she had met with insurance adjuster Tom Parrott.  He indicated that there were two courses of action that could be taken.

·        Try to continue to use the room.  This would mean pulling up the carpet and removing all of the padding.  Cleaning and treating the carpet and floor for mold.  Then laying the carpet back down minus any padding and left loose.  Since there is a strong potential for more leaking as the snow melts this would allow access for future cleanup and mold treatment.  The actual repairs to the foundation and replacement of the carpet would happen in the spring after the snow is gone.  There would still be a period of time that the downstairs level would not be available for use.

·        Close the room and not use it until the foundation has been fixed and the water damage repaired.  This would involve immediately removing the damaged carpet and padding and treating the floor and surrounding areas for mold.  Since there is a strong potential for more leaking as the snow melts, this would allow for the easiest means of cleanup.  It would also mean immediately tearing out the damaged portions of the wall and shelving to treat for mold as well as expose the foundation and possibly locating the problem area. It would also involve removing a portion if not all of the collection to protect it from moisture and mold.

Barbara Greenwood made a motion to close the lower level of the library until the leak and ensuing damage has been repaired, Roger Nicholls seconded and the motion carried as all were in favor.  Deborah Gilbert will post notices at the library, town office and the cable stating that access to the lower level of the library have been suspended until further notice.  She will also check with Krystal Alpers at the town office to see if the meeting room there would be available for the March 18 Trustees’ meeting.  She will make sure that a change of venue notice is posted.

Deborah Gilbert will inform Tom Parrott of the Board’s decision and then get back to them with his suggested course of action.

There was some discussion regarding programming and whether or not to suspend it temporarily or try to relocate it.  Deborah Gilbert thought that relocating all of the programming would make staffing difficult.  It is also the time of year when a lot of the library’s volunteers are traveling.  Deborah Gilbert stated that weather and sickness at this time of year were also a factor with volunteers as well as program attendance.  Roger Nicholls made a motion to suspend library programming during the time that the lower level is closed with the intent of resuming it in time for the summer reading program, Bill Barrett seconded and the motion carried as all were in favor.  Deborah Gilbert will see that the proper notices are posted.

Respectfully submitted,

Deborah Gilbert