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TRUSTEES OF THE GALE LIBRARY
DATE: Wednesday February 12, 2014
TIME: 10:00am
LOCATION: Gale Library, 16 S Main Street
MEETING MINUTES
Call to Order: 10:07 A.M.
In Attendance: Marilyn Landry, Chairperson; Kathy Meserve, Treasurer; Lynne Camp, Acting Secretary/Alternate Trustee; Anne Banks, Alternate Trustee; Terry Caswell, Director.
- Minutes from previous meeting: Kathy moved to accept the minutes from the January 8th meeting and Marilyn seconded the motion. It passed unanimously.
Communications and Correspondence: Terry brought up the annual bank confirmation letter for the auditors. Marilyn and Kathy will sign it and Kathy will take it to the bank. Terry read a copy of a letter to Diane Morin from the BOS thanking her for all her volunteer contributions to the town. Terry shared a copy of an announcement from the Municipal Complex Committee updating town residents on their progress. (This accompanied a video on the town website.) Marilyn also mentioned that the local paper reported that the Kingston Library had hired a new Director.
- Library Director’s Report: Kathy complemented Terry on all the computer technology and troubleshooting skills she has demonstrated. We jumped ahead to the Friends’ bake sale on Election Day and Marilyn urged us all to bake. Marilyn motioned to accept the Director’s Report and Kathy seconded the motion. It passed unanimously.
Treasurer’s Report: Kathy reported that we received the leftover appropriation money from last year from the town. She also noted that the salary figures were slightly off due to a mix-up on one staff person’s hours. She will be receiving the final salary figures from Rick Milner soon but gave us her best figures to date. Marilyn motioned to accept the Treasurer’s Report and Kathy seconded. It passed unanimously.
Unfinished Business:
- We all reviewed the Library Director Job Description and Marilyn, Kathy and Lynne signed the final copy.
- We all reviewed the Library Assistant Job Description and Marilyn, Kathy and Lynne signed the final copy.
New Business:
- Public Hearing and Deliberative Session Review: Terry thanked the Trustees for their support and Marilyn for her speech on the Warrant article to make her position full time. A number of others also stood up and spoke in support of the Warrant article.
- Investment Policy Update: An email copy of our Investment Policy Annual Review was sent to the NH Attorney General on 1/28/14. It was accepted with no questions. (The policy was discussed and reviewed at our May and June meetings.) Terry will note in her calendar that this policy needs to be reviewed every summer.
- Record Retention Review: We decided that the Secretary will put all the annual minutes on a flash drive to be placed in the fireproof box after the December minutes are approved. Kathy will ask Diane for copies from the previous year. (We are missing the approved minutes from June and December of 2013.) She will also ask Diane to put copies of all of the 2013 minutes on the flash drive.
- Year-End audit for 2013: Terry said it was pretty much routine and going well. Kathy had brought in all the bank statements. There have been no questions as yet.
- Staffing Update: Marilyn motioned at 10:55 A.M. to go into Nonpublic Session under RSA 91- A:3, II (c). Lynne seconded the motion and it passed unanimously. At 11:30 A.M., Marilyn motioned to close the Nonpublic session. Kathy seconded the motion. It was unanimous.
- AED/CPR Training: This will be set up after the election and will probably be done at the fire station. The town will also look into providing an AED for the library which will be paid for by the town.
- SB 227 Review: This was proposed to merge multiple small bank accounts in libraries. It was opposed by the NHLTA and it was withdrawn.
- Weapons Policy Review: Kathy motioned to accept the Weapons Policy as amended and Marilyn seconded the motion. It passed unanimously.
- Zumba Policy Review: The library cannot have the Zumba class until we have a better facility with a larger room and a non-carpeted floor. We did review the policy, however, and agreed to sign it next month. The policy will be on hold, however, until we can have the Zumba program.
- WOW Conference 2014: Marilyn motioned that Terry should attend the April 2014 conference and that we should pay the $69 early bird fee for her. Kathy seconded and the motion passed unanimously.
- Community Program Consideration: Terry explained that this was a proposal for a group health/ fitness program to be held at the library. She is still waiting for more information from the person who proposed it. It was tabled until next month or until Terry gets more information.
- Acceptance of Donations: Marilyn motioned to accept the $.70 donation from patrons. Kathy seconded the motion and it passed unanimously.
- Friends’ News: Terry noted that she sent the Friends a thank you note for the PC’s they have funded. The group is also planning a bake sale for the town elections as well as working on an American Girl Tea Party where each girl will take home a scarf. They are also planning a fund raiser selling bags and tee shirts. They are going ahead with the Movie Passes fund raiser in April since the Recreation Department is not doing it at that time.
- Monthly Invoice Review and Initialing: Invoices were reviewed and initialed.
Adjournment: 11:45 A.M.
Next Meeting: March 12, 2014 at 10:00 A.M.
Respectfully submitted,
Lynne O. Camp
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