Gay-Kimball Library Board of Trustees Meeting February 12, 2009 7pm  Members Present: Kathy Marrotte, Beth Richardson, Evan John; Catherine Callegari, Librarian.  Minutes from the previous meeting were read and approved.  Treasurer's Report:

• Checking Account is at $1000.00
• Memorial Fund is at $35.00
• Building Fund is at $141.00
• Fine Account is at $516.00

Catherine noted that the fine account can only be used for books, supplies, or income generating equipment.  Librarian's Report:

• Door Count: 1109 (1245- 2008)
• Circulation: 2123 (2345- 2008)
• Computer Usage: 181 (214 -2008)
• New Patrons: 17

 Catherine noted that the weather in January was poor which might account for the stats.  Old Business:

•  The Food for Fines program brought in about 6 boxes of food (@250 items). It saved patrons about $245. in fines. Catherine plans to repeat the program for 2 weeks(instead of one) in September and January.

• The Hot Soup Social is scheduled for Saturday March 14 from 12-2pm Mamaduke's Diner, East Hill Farm, Eva's Bakery, Stan's Troy Market, Minute Mart, Hannaford Rindge, and the Waterman Family plan to donate food and supplies.
• The basement leak has increased as ice has melted off the roof. Catherine plans to have Harold Newell take a look at the problem. The heated mat under the book drop has worked well. Due to the nature of this winter there was a brief time when melting ice caused the carpet under the book drop to become saturated. As far as we know this is unprecedented. There was minimal damage to materials inside the drop.

 New Business:

• Catherine provided a chart which displays how the library software program can provide statistics on circulation by book or media type. This prompted a discussion on how the library could reach out more effectively to seniors in our community. The group discussed having a book/media cart at the Troy Seniors meeting, having a speaker's program, a reading group, a coffee hour, etc.
• The Board supported purchasing a P# International P4400 Kill a Watt Electricity Usage Monitor for $23. For circulating to patrons to save on energy bills.
• Catherine plans to continue with the Summer Reading Program's Zoo Program, Ice Cream Social, and the all new "Battle of the Libraries." Troy will compete with the Frost Free Library in Marlborough from June 27 to August 15 to see who can read the most books. The winning library will host a party for both libraries on August 22, when a trophy and refreshments will be featured.
• Catherine will invite a NH Library Trustee Association representative to come to a future meeting to provide information and field questions. Of concern to this board is defending the library's semi-autonomous status, and improving the library's relationship with the Board of Selectmen. A question list/discussion format will be developed.
• Microsoft Money has replaced Quicken as our accounting software. Principally it more accurately reflects where the money is being allocated. In addition a petty cash spreadsheet has been developed which gives the librarian and treasurer accountability when transactions need to be traced or examined.
• The Board discussed having a display table at town meeting that features the library's resources. Catherine will look into purchasing pencils/refrigerator magnets as giveaways. A similar display could be set up in the bank and maybe the bakery.
• The board reviewed minutes of the 2/2/09 meeting with the Selectmen (Kathy, Beth and Catherine attended) and discussed ways to make future meetings that are requested by the Select Board more productive. A list of ideas/proposals discussed follows:

1.       Find out what the topic(s) to be discussed will be in advance so Trustees and librarian will be prepared. 
2.       If the meeting is with the Trustees, have a Trustee be the spokesperson at the meeting, with Catherine available as an information source. If the meeting is with the librarian, he/she should be the spokesperson, but Trustees should also be present.  Use NH Library Trustees Association as a resource for procedural questions. 
3.       Have a Trustee take minutes of the meeting 
4.       Reschedule the meeting if the Trustees and librarian do not feel they have time to prepare 
5.       Trustees and librarian should maintain a civil, professional and respectful tone regardless of others actions.
6.       Stick to the agenda as defined by Selectmen. 
7.       At least 2/3 Trustees should be present at meetings. Reschedule if not. 
8.       Insist on an end of year pre- budget hearing meeting with Selectmen to make sure they are in support of library/Board/librarian's efforts and to proactively work through issues/conflicts. 

• The library has an Expendable Trust Fund established for building maintenance, repair and equipment, established at the 2005 town meeting (Article 32, p. 69 in 2005 Town Report). It replaced the Gay Kimball Library Capital Reserve Fund created in 1993 for the construction of the addition (Article 31, p. 68 in the 2005 Town Report).
• Catherine purchased a thermal circulation list printer to replace the old one which was having software compatibility problems.
• No members of the public attended

The next scheduled meeting will be held Thursday March 5 at 7pm.