June 17, 2014 Minutes

June 17, 2014

Present: Chair, Dana Sansom, Treasurer, Nancy Fogg, Secretary, J.C. Allard, Library Director, Beverly Pietlicki, Mr. William Tahnk, Trustee Alternate, Mr. Jim Pritchard, resident.

Meeting Convened: The Chair called the meeting to order at 7:45 p.m. following earlier gathering at 6:30 p.m. to conduct the annual walk-around assessing the condition of the building and grounds.

Acceptance of Minutes: Minutes of the May meeting reviewed and accepted as written.

Old Business: Plans have been drafted for needed renovations in order to proceed with reopening the Children’s Room. A copy of those plans are available for inspection in the library. Bids for the work are due to the town NLT July 2, 2014. Repairs to the outside walkway and the drainage remain a separate bidding process. The Library Director stated she would try to ascertain a status of that portion of the project for the next meeting.

Needed moving of books and furniture from the Children’s Room accomplished by The Friends of the Library, the Library Staff and volunteers. Some remaining furniture needs to be moved at a later date. The Library Director will monitor those needs and coordinate another session of moving at a later date.

From general discussion the Library Trustees feel another meeting of the town’s library building committee is needed to bring together all of the stake holders regarding the reopening of the Children’s Room. Beverly stated she would contact the town officials to see if another committee meeting is planned and/or feasible.

Beverly and Nancy stated they will proceed with their joint review of the library’s financial policies and the governing RSAs.

In anticipation of reopening the Children’s Room it was moved and seconded (Jim/Dana) to spend $599 to replace the computer used by the Children’s Room librarian. The motion carried.

Director’s & Treasurer’s Reports: Both the Director’s Report and the Treasurer’s Report reviewed and accepted as presented.

New Business: Motion to formally accept future donations of money and property moved and seconded (Nancy/Dana). Motion carried.

Motion to approve using supply funds to have the carpets cleaned with the usual custodial service performing the work made and seconded (Nancy/Jim). Motion carried.

Discussed Nancy and Beverly continuing to train the staff in regular one hour sessions.

The Director announced her intention to complete staff performance review by the next monthly Trustees meeting.

Miscellaneous: Discussed the contents of the Trustees’ locked storage container. Nancy volunteered to review the contents and provide an index of items stored there.

Beverly informed the group that based on Eleanor Watson’s work with the historical society that the town may be able to access state databases and archives through the State Library. More discussion and information is needed.

The summer reading program for youths is beginning. Beverly has already addressed the 7th and 8th grade classes at the school and the Children’s Librarian has plans to address the elementary school this week.

Adjournment: Motion to adjourn moved and seconded (Nancy/Jim). Motion carried. Adjourned at 8:47 p.m.

Policy Subcommittee Meeting: Nothing to report.

Next Monthly Meeting: July 15, 2014 at 7:00 p.m.

Submitted by JC Allard, Secretary