Gay-Kimball Library

Board of Trustees Meeting

March 5, 2009

 Members Present: Beth Richardson, Kathy Marrotte, Evan John; Catherine Callegari, Librarian

 Minutes of the previous meeting were read and unanimously approved.

 Treasurer's Report:  Checking Account-$6285.00                                  Memorial Fund-$110.00   Fine Account-$563.00                              Building Fund-$141.00

Librarian's Report:

Door Count-1162 (1109 in 2008)                    New Patrons-7

Circulation-1976 (1976 in 2008)

Computer Usage-167 (159 in 2008)

Old Business:

• The Board met with 2 representatives of the NH Library Trustee Association. The discussion ranged from relations with the SelectBoard, budgeting, personnel and continuing education programs. The representatives suggested that excess funds be encumbered at the end of the year so that they would not be absorbed into the town's general fund. The funds could go into an existing line item account such as building maintenance, or a new line item could be created like collections or business supplies. They encouraged the librarian and Board to have volunteers receive background checks to protect the library from potential lawsuits. (Later in the meeting, Catherine and the Board agreed that any future volunteers or new hires would receive background checks. Catherine will prepare a text for insertion in the manual-for review at the next meeting). Catherine described the distribution of the library's financial responsibilities -the town distributes part of our budget for utilities, salaries, plowing and major repairs; the library distributes part of the budget for books, supplies and minor repairs. The representatives encouraged each trustee to be members in the state library system, with dues paid from library funds. This would allow them to attend seminars and conferences free of charge, apply for scholarships and to receive the newsletter. They also suggested meeting the Selectmen at least twice a year to tell them about library activities and to address any concerns in a proactive way. Several upcoming events are the trustee meeting on Friday March 20 at the Peterborough Library at 2:30pm, a budgeting and risk management seminar on April 9 from 5-8pm at the Dublin Library, and a workshop this summer in Waterville Valley on trust funds and finances. The representatives recommended Melissa Martin as an attorney (448-8229 mm@miolaw.com), and Terry Knowles in the attorney general's office for legal advice.
• Catherine suggested that a meeting with a member of the Trustees of the Trust Fund be scheduled to provide information on how funds are managed and dispersed. She will email Don Upton.
• The Hot Soup Social is scheduled for March 14, Saturday, from 12-2pm.
• The summer reading program will feature "Reptiles on the Move" through the Kids Books and Arts Program at the August 8 party celebrating the winning library from the Battle of the Libraries. If funded through a grant, the program will cost $38.00 each for the Troy and Marlborough libraries. .
• There was discussion about a suitable venue for the zoo program during the Old Home Days event. Catherine feels the meeting room was too small for the event last year. Kathy said she will contact David Dahl to see if the school gym would be available that day. Catherine will contact Southwest Community Services to see if there is a room available at the Senior Center near the common.

New Business:

• Catherine has scheduled Rebecca Rule, author/storyteller/comedian, for June 24. Her program is offered through the Humanities to Go program (NH Humanities Council). The library's portion of the fee will be $50.00.
• 1,000 refrigerator magnets with library information have been ordered. They will be distributed in a variety of ways in the months ahead.
• Catherine met with Lucille Saturley regarding ideas for boosting senior usage of the library's services. Sometime in May at a senior's breakfast, she will set up a table with magnets, pamphlets and a sampling of materials that the library has available. She has also begun a homebound library program. Fliers have gone out with the Troy Meals on Wheels program and have been posted around town. She will also network with the Visiting Nurse Program to see if there are additional seniors interested.
• Lily Branga has offered to set up a chick incubator in the library. A contest will be held to determine what time the eggs will hatch on or around the 28^th day.
• Face painting, greeting card tins, and magnets will be offered at the library booth during Old Home Days.
• Beth will float the idea of having the Troy School PTO provide funds to purchase a bigger, sturdier bike rack for the library at the next PTO meeting in 2 weeks.

Next Meeting Thursday, April 2^nd at 7pm