Board of Trustees Annual Meeting  Minutes

Minot-Sleeper Library

 

Date/Time: March 18, 2008/4:00 p.m.

 

Present:  Deborah  Doe, Roger Nicholls, George Corrette, Barbara Greenwood, Shirley Yorks, Nancy Gavolis, and Wendy Costigan

 

Absent: Glenn Dorr, William Barrett

 

Andrew Hemingway attended the meeting as a representative of the Budget Committee.

 

The annual meeting was called to order by Roger Nicholls at 4:10 p.m.  He began the meeting  recognizing  two new board members, Wendy Costigan and Nancy Gavalis, and welcoming them to their new positions.  William Barrett was reelected by write-in votes and has agreed to serve another year.  This brings the total number of Trustees up to nine.

 

The minutes of the February 12^th meeting were accepted  unanimously.

 

George Corrette was asked to give the treasurer’s report.  He explained that the library has three different financial funds.  The first fund is the checkbook fund at TD Bank North.  As of the end of February, the balance was $9,143.00.  The second fund is the NH Municipal Investment Pool.  The past month, this fund has been earning 5% interest.  It is a collection of sixteen different investments.  Currently the balance is $85,062.29.  The third source of funding is from portfolio stocks which is a series of municipal funds.  Currently the balance is $121,440.

 

Roger Nicholls recognized George Corrette and Debbie Doe for their hard work on the report that was in the annual Town Report.

 

The Librarian’s Report was then requested.  Deborah Thouin gave the report in the absence of  Debbie Gilbert.  An update on information regarding the insurance coverage for the downstairs water damage was requested.  As of the time of this meeting, there is no new information available as we are still waiting to receive a report from the Local Government Center.  The Trustees were asked if they would allow the re-convening of the children’s preschool program at the Masonic Hall as the program had to be discontinued when the water damage occurred downstairs.  The Board gave their complete support for Debbie Gilbert to run the programming as she saw fit.  Deborah Thouin asked  if everything was in order for us to change the library’s hours of operation as of April 1^st since the library’s budget was approved at the town meeting on  March 12, 2008.  It was reported that all the funding is set and the new hours may begin on April 1, 2008.  The hours of operation will be as follows:  Mondays, Wednesdays, and Thursdays will be 10 a.m. to 8 p.m., Fridays 10 a.m. to 6 p.m. and Saturdays 10 a.m. to 2 p.m.  The library is closed on Tuesdays and Sundays.

Lastly, by Debbie Gilbert’s request, the question was raised if it would be alright to wait on hiring a new staff member and use only the current staff until more time could be given to hiring a person that would have programming experience.   This new position would be for about fifteen hours a week.  The Board confirmed that this would not be a problem.

 

Roger Nicholls made a motion that we accept the changes made in the Statement of Policy that had been presented at the February 8, 2008 meeting.  George Corrette seconded and the motioned passed unanimously.  Barbara Greenwood made a motion that the changes to the by-laws also presented at the February 8, 2008 meeting be accepted . George Corrette seconded and the motion passed unanimously.

 

The selection of  officers was then made for the new year.  George Corrette made a motion that Roger Nicholls be made chair of the Board of Trustees.  It was seconded by Shirley Yorks and the motion passed unanimously.  George Corrette stated that he was willing to continue serving as treasurer.  Shirley Yorks made a motion that Glenn Dorr be made vice-chair.  It was seconded by George Corrette and the motion passed unanimously but as Glenn Dorr was not in attendance the position is not yet confirmed.  Nancy Gavalis expressed the thought that Debbie Gilbert needed a reprieve from doing the minutes of the meetings.  Barbara Greenwood made the motion that Wendy Costigan be made secretary with Nancy Gavalis being a sub if Wendy Costigan could not attend a meeting.  The motion was seconded by Nancy Gavalis and it passed unanimously.  Barbara Greenwood made a motion that Debbie Gilbert continue as head librarian. It was seconded by Shirley Yorks an the motion passed with all in favor.

Claire Moorehead showed the board a handout that had been designed for the Friends of the Library to be distributed on voting day.  This form was used  at the polls on  March 11, 2008.  She then mentioned many avenues that the trustees could use to increase public awareness of information concerning the library.  They included the following: (1) a resource list (used mainly for emailings), (2) releasing a yearly schedule of events, (3) using the Record Enterprise having our own header, (4) posting of a weekly calendar, (5) making and using a tri-fold brochure for welcoming new people to the community, (6) and internet hosting (free website).  Claire said she would like to have a work session for the board during the next meeting.

 

Barbara Greenwood made a motion to adjourn the meeting.  Debbie Doe seconded it.  Since all were in agreement the meeting concluded at 5:30 p.m. 

 

The next meeting will be on April 8, 2008 at 3:30 p.m. in the town office building.

 

Respectfully Submitted,

 

 

Deborah Thouin

Librarian