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Gale Library Trustees Meeting Minutes
DATE: July 13, 2011
PLACE: Gale Library
TIME: 9:00 .am.
CALL TO ORDER: 9:00 a.m.
ROLL CALL: Sally Woodman, Chair; Carol Szot, Treasurer; Kathy Meserve, Secretary; Terry Caswell, Director;
SECRETARY’S REPORT: The minutes were accepted as written.
CORRESPONDENCE AND COMMUNICATION: The Trustees reviewed the NHLTA Quarterly Newsletter. The trustees were given their attendance certificates from the town Right to Know workshop.
DIRECTOR’S REPORT: The report was accepted as written.
TREASURER’S REPORT: The report was accepted as written.
UNFINISHED BUSINESS:
- The Trustees signed the Investment Policy. It was noted that we need to review this policy each year in July. We also need to send a copy of the Investment Policy to the Attorney General’s office each year. Sally will contact the Attorney General’s office to determine in which format we should send this policy to them.
- The Trustees voted to spend a maximum of $1500.00 on a TV, Blue ray player, swivel wall mount, and appropriate cables for the J Room. It was voted that this purchase should not come from town appropriation funds.
- Terry reported that Basement Systems of NH finished the sump pump installation yesterday. The total cost was $1328.00, and included a dedicated electric outlet for the sump pump. Dan O’Reilly, town electrical inspector, will be inspecting the work. Terry reported that she did not order a battery backup to the sump system, as it cost several hundred dollars more than the amount that the trustees had allocated for the project, and only lasted for 6-8 hours.
- Terry reported that Michael Cote has finished several maintenance projects, as outlined in the library director’s report.
- Carol presented information on records retention from RSA 33-A and from a workshop for town trustees given by the NH Dept. of Justice, Charitable Trusts Unit. After discussion, the trustees determined to gather more information on record retention policies from Town Hall and from the NH Local Government Center.
NEW BUSINESS:
- The Trustees are going to compose a request for bids to replace the library windows. Kathy will contact the Town Administrator to begin the process and get direction.
- The Trustees discussed a ceiling fan for the Adult Reading Room and decided not to pursue it at this time.
- Terry informed us that Lauri Gaudet has returned to the Library Assistant position.
- Terry presented information from Topsfield Sign Company regarding a new outside lawn sign. She will obtain more information from that company, and also try to get more information about the maker of the Historical Society sign.
- Kathy presented information about a recent amendment to the state budget that requires the NH State Library to review federal program guidelines for the money it receives for the state library van service and to remove 3 vans from service. The NHLTA is recommending that local library trustees write letters to the NH State Library in support of the van service.
- The 2010 Audit Review was discussed. The Trustees noted that we have already instituted a new invoice approval procedure that should cover the audit comments. It was noted that a representative from the auditing firm will be at the selectmen’s meeting on July 19, to discuss the report.
- Terry presented information about a library logo street sign for possible purchase. She will check with the Town Administrator to see if there are rules on the placement of such signs.
- Terry will update the telephone directory for next month’s meeting.
- Sally and Kathy reviewed and initialed the invoices.
- There was no report on the Friends of the Gale Library.
ADJOURNMENT: 11:45 a.m.
DATE OF NEXT MEETING: Wednesday, August 10, 2011
Respectfully Submitted,
Kathy Meserve,
Secretary
DRAFT
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