JOSIAH CARPENTER LIBRARY TRUSTEES MEETING
Minutes
December 18, 2012

Present: Dana Sansom, Chair; Sylvia Wallace, Treasurer; Roza Benoit, Director; Nancy
Fogg, Alternate Trustee, present until 8 PM. (Mary Schelble, Secretary, absent with
notification.)

Acceptance of Minutes: Moved and seconded (Dana/Sylvia) to accept minutes for
November 13, 2012 as edited. Mary Schelble will make approved edits.

Old Business:
** CD Investment follow-up: The principle of Trust Funds was invested in a CD with the best available rate at this time. Josiah Carpenter Library bank statement is accurate and reflects CD transactions but does not include the CD. The bank statement also did not include the new account set up for fund raising money. The CD was incorrectly posted on Dana Sansom’s personal financial statement. Dana Sansom was a signer on the CD. Sylvia will contact Citizen’s Bank to have corrections made.
** United Community Account follow-up: A dozen cards and explanations will be
delivered by Mr. Dennis to the Director on 12/19/12. The information will be shared at the upcoming Friends’ meeting. Current statement shows no activity to date.
**Window Restoration Update: Sylvia reported that the latest windows removed for renovation have not yet been re-installed by Andy Roeper. A discussion ensued regarding repair of the round ornate window located above the library entrance. Glass was in jeopardy of falling out due to deterioration. A motion (Dana/Sylvia) was passed to authorize Andy Roeper to remove the ornate window and install a temporary covering. The $200 cost would be paid from Trustee Funds, the only source of funding. Original estimate for renovation of windows, $1117, will be reduced by $200 to be paid for ornate window temporary fix. Sylvia was directed to contact Andy Roeper to remove and cover opening for ornate window and request a 6 month hold on quote of $917 for other repairs. There was a consensus to notify the town officials of expenditures for window repairs. Dana Sansom will alert town to unexpected expenses.
**Building Maintenance update: The Director reported no further action has been taken on maintenance. No new information has been received on the stairs needed as a second egress from the downstairs. Patrons are accompanied to the restroom. A partial collection of children’s and teen books are located on the main floor. Additional books requested are retrieved from the Childrens’ Room by staff.
**Vertical File Project: The Director reported that the vertical file contains a variety of historical news articles circa 1900 to current times about Pittsfield and surrounding communities. An example of other contents are Benjamin Franklin prints, which would be evaluated for possible sale. Judith MacClellan, volunteer, may be designated for this project. A motion (Dana/Sylvia) passed to authorize the Library Director to disburse the historical content of the vertical file using her judgment with the exception of items with potential value. Valuable items will be brought to Trustees attention at the February 2013 meeting for possible fundraising.
**Online Book Sale: The first one was not worth participating in because financial return was minimal compared to original cost of books. Other options will be investigated, reported the Director.
**2012 Sanderson Funds: The $1,000 grant for Library Programming realized a balance of $192.87, primarily due to closure of the Children’s Room in August. The $6,085 grant for Library/Computer/Automation upgrade ended with an overage of $65.44. The Director believes the Sanderson Fund will cover the $65.44. (Refer to report dated 12/14/12.) General Funds will be reimbursed for purchases. A motion (Dana/Sylvia) was passed authorizing the Director to make budget line necessary adjustments from trustee funds to general funds for reimbursements as previously designated.

Recorded by Nancy Fogg (Who left meeting due to health reasons.)

Various Grant Applications: The Director will be applying for a humanities grant. The Trustees agreed to try for another Moose Plate Grant to pay for the ornate window. Sylvia will look into the timeline for this.

Director’s Report and Treasurer’s Report: These were discussed and accepted as written.

New Business:
Bereavement Policy: Discussion was held regarding the Bereavement Policy with a motion (Dana/Sylvia) made to allow 4 hours retroactive as bereavement time off without loss of pay for the director in the death of the director’s grandma a few weeks ago. Since there is no current bereavement policy for the director position, the Trustees agreed to address a policy during policy revision subcommittee meetings.
Payroll hours’ adjustment: Trustees also voted (Sylvia/Dana) and passed a motion to authorize the Director to adjust the library payroll period to align with the Town’s fiscal year for IRS purposes.
Other new business was tabled until next meeting due to absent members.

Miscellaneous: Sylvia pointed out a recent article in the New York Times concerning bed bugs getting into libraries via books. Roza will contact local libraries to see if they have had any problems and how they are dealing with it.

Next Policy Revision Subcommittee Meeting: January 22, 2013

Next Library Trustees Board Meeting: January 15, 2013

Adjournment: Meeting was adjourned at 8:35 P.M. (Sylvia/Dana)

Recorded by Sylvia Wallace