Final Minutes
Trustees Meeting
Stephenson Memorial Library
Wednesday, September 1, 2010
7:00 p.m.
Attendance:
Jami Bascom MaryAnn Grant Gail Smith
Neal Brown Bob Marshall
1. Housekeeping: 7:02 p.m.
Neal made a motion to have MaryAnn replace Eric as a voting member of the Library Board of Trustees as Eric is resigning from the position. MaryAnn agreed. Neal will write a letter to the Board of Selectmen asking them to appointment MaryAnn as a voting Trustee member once they receive Eric’s resignation. The motion was seconded and accepted by unanimous vote.
2. Minutes: 7:05 p.m.
Minutes from the August meeting were reviewed and then accepted by unanimous vote.
3. Treasurer’s Report: 7:13 p.m.
Budget line items were briefly reviewed. Discussed origins and accounting of income generated from copies made from copy machine, lost books, fines for late books, etc. MaryAnn still researching options for investing a portion of the library checking account funds. It was moved and seconded to accept the Treasurer’s report. Accepted by unanimous vote.
4. Library Director’s Report: 7:25 p.m.
Reviewed stats sheet presented by Gail. Discussed programs library presented over the summer. It was moved and seconded to accept the director’s report. Accepted by
unanimous vote.
5. Sanford Temperature Control Report: 7:38 p.m.
Neal called Dale to accept repairs and service contract agreement proposed by STC. Repairs were promptly made and bill was received then sent to the Town Office. Gail was please with the professional service rendered. A file will be kept at the library with all the STC paperwork.
6. Budget 2010: 7:45 p.m.
Discussed and reviewed 2010 budget. Discussion focused on various line items in preparation of upcoming work on 2011 budget during October and November meetings.
7. Library CIP: 8:05 p.m.
Extensively discussed and reviewed the work prepared by Bob, Gail, and Chris. As a result we will submit the following 4 needs to the Planning Board: repair of basement leakage, technology upgrade, shelving, and office furniture. Report available at the library. Bob will take our recommendations to the Planning Board.
8. Workshops: 9:05 p.m.
Jami reminded Trustees of 2 upcoming Area Trustee Meetings that various members plan to attend. The NHLTA Budget Workshop will take place on Thursday, September 9th in Dublin. The NHLTA Personnel Management Workshop will take place on Tuesday, September 21st in Laconia. Both meetings run 5-8 p.m.
9. Other Business: 9:08 p.m.
Meeting Room rental and liability was discussed. Mary Ann reported that the $1 million liability for library meeting room rentals is not necessary according to Primex, our town insurance carrier. Because of the room size, carrying capacity and types of events that can be held in our meeting space, the library is covered under the primary liability policy that the town carries. No extra liability is needed. Mary Ann will follow up with Primex and/or the town Administrative Assistant to obtain a letter that substantiates this information. We recognize our need as Board of Trustees to revise and update our meeting room policy.
Fuel consumption and costs for the library was discussed. Mary Ann reported that as of 8/31/10 the quote for oil from Allen & Mathewson is $2.44/gallon. The trustees agreed that 2000 gallons is a reasonable estimate of our fuel needs for this heating season. Mary Ann will relay this information to our town Administrative Assistant.
Mary Ann reported on items regarding Kevin McDonald, our go-to maintenance man. Kevin did check the completed roof work performed by West Rindge Builders. It looks good to him and we are waiting for a report from him regarding the roof status. Kevin has not called Bill Harper (West Rindge Builders) to consult on the leaky basement issue we continue to have. This item was brought to his attention in June. Items on the repair list for the library that Gail created in March still need completion. We have found other means to address 2 items on that list. Our frustration builds as we follow town procedures butt many things don’t get addressed.
Meeting adjourned at 9:50 p.m.
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