James A. Tuttle Library
45 Main Street, Antrim, NH 03440
Board of Trustees Meeting
August 11, 2008
Present: Nancy Benda (Treasurer), Kathy Chisholm (Library Director), Connie Kirwin (Secretary), Margaret Warner (Chair)
Minutes of the 7/14/2008 meeting were approved.
Treasurer's Report:
" Interest from Capital Reserve fund was deposited into building fund account.
" Estimated cost of $20,000 to renovate the portico. It was recommended that we replace the wood stairs with granite and repair the wood porch. Nancy will check with the Town to see if TIFF funds might be available.
" The board may need to consider a transfer of operating fund money into building fund to cover leftover renovation and landscaping bills. Nancy will advise the board at the September meeting on the amount needed.
" The issue of opening mail on a daily basis has cropped up again and will be discussed at the September meeting.
" Treasurer's report accepted.
Director's Report:
" See attached.
" Fire alarm went off last week although there was no fire-dust or a spider may have triggered the alarm. There is a need for the fire department to tour the building and make safety procedure recommendations. Connie suggested appointing monitors among the staff and assign each person a floor of the library to check and guide people out of the building. Scott Talbot from Skyway Security will draw up an evacuation plan.
" The decorating of the young adult room is completed and already drawing praise from all patrons, young and old.
" It was discovered that the library needs to supply garbage bin and recycling containers for the cleaning people to deposit trash. Kathy noted that the library has trash and recycling bins. The cleaning schedule was discussed. Kathy will talk to McGurty Cleaning Service and will request a schedule of Tuesday morning and Friday afternoon.
" Kathy is working with Recreation Department on programs for this fall and next year.
" Reviewed the process for a report for compiling book acquisition statistics. Kathy has used the Baker and Taylor online ordering process. Reviewed the "holdings (collection) by type" report and added sub-headings. Margie and Sandy will help Kathy create an acquisitions report.
Old Business:
" Jeff Parsons, Building Inspector, has been approving the renovation work as it's been done and there appears to be no problem with issuing a certificate of occupancy. Question on whether Fire Chief Beauchamp needs to approve also. Scott Talbot, from Skyway Security, will be contacting the Chief for an inspection. Connie brought up the question of the need for a crash bar on front door of new addition. Nancy will check with John Kendall. She will also ask Bill Prokop about an insurance inspection.
" Centennial Update: Margie announced that she received an RSVP from Jim and Carol Rymes and they will be attending. Special thanks will be made to them for the purchase of the Aiken house property in 1995 and donation to the town for library expansion. A 2 by 6 foot banner announcing the date of the celebration was purchased and installed last week. Funds for this were donated by trustee Connie Kirwin. There is a change in the program; Dick Winslow will read the poem because trustee Janis King will not be able to attend. Food includes crackers, cheese, fruit plates, veggies and dip, Ron Hagget's "killer" brownies, assorted cookies, cupcakes, and a centennial cake in the shape of a book baked by Cindy Crockett from Baker 42. Peter Moore donated a backpack from Eastern Mountain Sports
for a door prize which will be filled with goodies collected by the staff. Diane Chauncey and Tenney Farm are donating plants and flowers to decorate the library. There will be a continuous showing of the history of the library compiled by Missy Taylor. Lyman Gilmore from the Historical Society will demonstrate how to access the digitized Antrim Reporter on the Public Access computer. The celebration will begin at 10 am and will take place on the first floor of the renovated building-including a symbolic ribbon cutting to be done by Connie and Kathy. The Open House will continue until 4 pm. Library services will be available but limited to allow the staff to enjoy the celebration. A program is included in the secretary's notebook.
" On Tuesday August 5 at 7:15, a quorum of three trustees, Margie, Sandy, and Connie, met and voted to accept the estimate from L.A.B. and to authorize them to proceed with the landscaping project. The maple trees in front of the original library building will be thinned; the arbor vitae trees on either side of the memorial monument will be removed and the shrubbery in front of the windows will be removed. Low profile/low maintenance shrubbery will be planted. New shrubbery and trees have already been planted in front of the library addition. All of which have been donated by trustees Nancy Benda, Margie Warner, and Sandy Snow. A watering schedule needs to be established; Connie will organize and e-mail the trustees.
" The work room behind the circulation desk needs to be cleaned of all food. All food, drinks, tea pot, coffee, etc. are to be moved to the second floor staff break room. Staff will be so instructed. Once cleaned, the curtains will be removed from the work room behind the circulation desk.
" Need to move the rocking chair into the new reading/reference room.
" Magazines and newspapers have been moved into the reading/reference room.
" Allan Treadwell was in this morning and installed the Antrim Reporter on the PAC computers and instructed the staff on how to access the information.
" Kathy needs to make arrangements with Allan to move her computer into her office. There seems to be a problem with her computer and passwords.
" There was discussion on the location of the glass fronted bookcase that is in the hallway on the second floor. The trustees would like to see it moved into the alcove. There was a question on ownership: library or historical society? Connie will check with the Historical Society.
New Business:
" Connie made a motion to meet in executive session on August 18 at 7 pm to do annual evaluations. Sandy seconded the motion and it was approved unanimously.
Next meeting: September 8, 2008 at 7:30 pm at Tuttle Library.
Respectfully submitted,
Connie Kirwin, Secretary
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