Gay-Kimball Library

Board of Trustees Meeting Minutes

July 9, 2009

Meeting opened at 7:10 pm

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

Minutes from previous meeting were not read or approved.

Treasurer's Report: Checking Account: $4657.00; Fines: $457.00; Petty Cash: $475.00; Memorial Fund: $210.00; Building Fund: $141.00. Grand Total: $5,935.00.

Librarian's Report: Door Count: 1806 (1569); Circulation: 1577 (1399); Computer Usage: 227 (255); New Patrons: 16.

Catherine noted that the library side of the budget looks fine-the $4000.00 spent on circulation materials is down significantly from last year. The town contribution side looks fine too, just about at 50% for everything at the half year mark except workers compensation and electricity.

Old Business:

 Catherine reported that the evening with Rebecca Rule, storyteller/humorist was successful with about 35 people attending, mostly older folks.  30 survey forms were filled out.  She is working on the personnel manual, making sure it is scaled to a smaller library. She's including a section on probation periods for employees, which will be helpful.

 Beth provided some information from the Budget Committee concerning the impact of the State Budget process on the town and library. Troy will have an $87,000.00 shortfall instead of $170,000.00.  The Budget Committee was unable to determine from the Selectboard what impact this has on the library and water/sewer departments, since they are autonomous bodies.  They intend to hire a lawyer to help clarify this. Beth has told the chairman about Terry Knowles and how she might be able to help.  The bottom line of the Library's budget still remains unclear since cuts could still be pending since our Funding was secured under a blanket warrant article with town other department's requests. The Board discussed whether in the future it might make sense to have the library's appropriation request as a separate warrant article to secure this funding, but it leaves the requested amount in the article more vulnerable to denial or reduction during the meeting.

 Don Upton has given Catherine a list of the various trust funds. She will include this information in a special folder marked "Trust Fund Information" located within the budget folder.

 The Summer Reading Program is proceeding well, especially the Battle of the Libraries aspect.  This is a competitive event with the Marlborough Library to determine which library has the most materials circulated in a certain time period with a celebration event held at the end for the winner.

 The custodian has chosen to leave her position, effective Saturday July 11. Catherine has posted the position and has received letters from two strong candidates.

 The Trustees performed  the annual  performance review of the librarian.

New Business:

 Catherine talked about the first session of the NCLA (aka "Summer Program) held on Tuesday.  She had 43 children attend, roughly 12 4-6 graders, the remaining ones younger. She read to the two groups separately and the children were attentive, engaged and had a good time. Similar sessions will be held every Tuesday from 10:30-11:30 for six weeks.  She signed up 22 new patrons at this session.

 Catherine showed a spreadsheet containing a breakdown of materials circulated by type and age group. DVDs are strongest, followed by non-fiction, fiction, and juvenile fiction.  She also shared her investigation of the history of the present library, starting from when the land was donated.

 Catherine would like to attend the annual National Librarian's Conference held this fall in Portland, Oregon. She has offered to  pay for her own airfare and lodging with the library paying for the rest.

 The meeting was adjourned at 9pm.

The next meeting will be on September 3, 2009.