Trustee Meeting Minutes June 2024

June 13, 2024

Gay-Kimball Library Board of Trustees Meeting Minutes

Attendees: Trustees: Colleen Brennan, Kristan Tilton, Steve Obert; Staff: Pilar Goodell, Director; Public: None

Call to Order 5:34pm

  • KT made a motion to approve the minutes from MAY 2024. CB 2nd. All were in favor.
  • PG discussed May numbers (door count, computer usage, Libby, take and makes, story time etc.).
  • Discussed current figures in library bank accounts.
    • Re: Petty cash, Pilar will take to the bank. PG confirmed all petty cash is registered in Square. Moving fwd, treasurer will reconcile Square account.
    • SO made a motion to move Fines account to checking. CB 2nd. All voted in favor.
  • Old Business:
    • CB confirmed that all trustees must meet at TD bank to sign the signature card. CB will make a reservation for 20JUN.
    • Elevator: All set and no further discussion at this time.
    • Beyond the Bell: Working out a schedule to come to the library.
  • New Business:
    • PG is working on two grants after attending the Cheshire County grant writing course.
    • PG is working on uploading the Trustee meeting minutes to the library website. Will reach out to Colleen to recover any missing meeting minutes.
    • PG is working on uploading Troy Communicator. She will see if she can find out who bound the copies before. 
    • SO will looking getting left over maintenance costs into muni-trust to account for when more substantial maintenance is needed.
    • Trustees of the Trust Funds have requested original trust documents to review stipulations.

The meeting was adjourned at 6:73pm. Next meeting: 11JUL 2024

Trustee Meeting Minutes 2/8/24

February 8, 2024
Gay-Kimball Library Board of Trustees Meeting Minutes
Attendees:
Trustees: Colleen Brennan, Kristan Tilton, Richard Thackston Jr.
Staff: Pilar Goodell
Call to Order 5:50pm
Discussed January numbers (door count, computer usage, Libby, take and makes, story time etc) 6 new
patrons. Numbers consistent.
Discussed current figures in library bank accounts. Discussed moving memorial fund balance to the trust
fund to further grow. Need to seek out information on if we can do that.
Discussed printers and need for maintenance. Would be something paid from our town budget funds.
Also discussed trash removal options. Also an item that would be paid from town budget funds.
Discussed current print policy, specifically color prints that certain patrons have been using to excess.
Motion was made by Richard to increase color print cost from 25c to to 50c per page effective March 1 st
seconded by Kristan, all were in favor.
Discussion on magazines, those worth renewing and those to stop. Richard asked what 4 would be the
most important to keep: People, Pioneer Woman, Consumer Reports, and Reader’s Digest.
Discussion was had around prizes for the Question of the Day supply which needs restocking. Motion
was made by Richard to approve the proposed Oriental Trading Company purchase. Kristan seconded,
all were in favor.
Discussed upcoming events. Cook the Books event is in need of supplies. Kristan made a motion to
approve purchase of up to $40 of supplies for event (paper plates, napkins, cups, tablecloths etc).
Richard seconded, all were in favor.
Lion’s club has asked if we would help sponsor an event for $260.00. After discussion it was determined
we don’t have enough information to determine our benefit, would event be held at the library? Tabling
until we have more info to determine if it’s worth the expense as we are currently working to build the
library account back up a bit and might not be a good time for an unexpected $260 expense.
The need for a new disk cleaner was brought up, as well as the need for mouse traps. A motion was
made by Richard to approve the purchase of the $64 cleaner now, and look to increasing budget to then
be able to afford the over $200 cost one down the road. Kristan seconded, all were in favor. Motion also
made by Kristan to approve purchase of mousetraps up to $20, seconded by Richard, all in favor. Pilar
also checking with co-op if there it still a communal one that gets passed around between the libraries.
Adjourn 7:18pm

Trustee Meeting Minutes for 5/2/24

May 2, 2024
Gay-Kimball Library Board of Trustees Meeting Minutes
Attendees: Trustees: Colleen Brennan, Kristan Tilton, Steve Obert; Staff: Pilar Goodell, Director; Public:
None
Call to Order 5:32pm
 KT made a motion to approve the minutes from 04 APR 2024. CB 2 nd . All were in favor.
 PG discussed March numbers (door count, computer usage, Libby, take and makes, story time
etc.).
 Discussed current figures in library bank accounts.
o Zentangle will continue in the fall
o EHF will work to notify their guest of the book club book earlier for better participation
o PG is to check the policy regarding petty cash amount and deposit as needed.
 Old Business:
o KT indicated she is checking with the NHLTA and NHMA on rules for the transfer of the
Memorial Fund to the Trust Fund.
o The painter is coming in for final work. When complete the final payment is to come
from Bldg. Maintenance
o The treasurer has received new checks (currently there is an issue with them fitting in
the lockbox)
o SO advised that the roof leak has been fixed and has been paid for. PG found
replacement ceiling tiles in the basement. The expected life of the roof is 7-10 years so
the board should look into funding a capital reserve.

 New Business:
o Pilar and possibly Kristan will work to attend a grant writing workshop in Keene.
o Who has keys to the building? Answer Kristan, All library employees, + those with access
to the key locker code. Board advised Pilar to change the locker code and advise.
o Elevator is fixed: Pilar to call the State of NH and confirm that it’s fixed and pay for the
updated certificate.
o Beyond the Bell Program – attending
o Change Fines account? – PG requested to change the fines account to the Events
account and keep it separately for budget expectation purposes dedicated to Events (i.e.
escape rooms, Halloween, summer reading, May 4 th , Cookie tour). CB will look into how
to change the name of the account. CB made a motion to change the fines account, SO
2 nd – All in favor.
o Trash removal – All setup and will be $45/month
o Computer updates – complete on 3 computers 2 are pending. Did not end up using the
premium level of Deepfreeze as the basic level was adequate.
o CB will stop into TD Bank about putting SO on the signature card.
o Pilar will send the trustees the Overdrive tiers information, and it will be discussed at
the next meeting.

The meeting was adjourned at 7:02pm. Next meeting: 026 June 2024

Library Trustee Minutes 4/4/24

April 4, 2024
Gay-Kimball Library Board of Trustees Meeting Minutes
Attendees: Trustees: Colleen Brennan, Kristan Tilton, Steve Obert; Staff: Pilar Goodell, Director; Public:
None
Call to Order 5:34pm
 KT made a motion to approve the minutes from 08 Feb 2024. Steve 2 nd . All were in favor.]
 KT nominated Steve Obert to be Trustee Chair, CB 2 nd . All were in favor.
 SO nominated Kristan Tilton to be Trustee Secretary, CB 2 nd . All were in favor.
 KT nominated Colleen Brennan to be Trustee Treasurer, SO 2 nd . All were in favor.
 Discussed March numbers (door count, computer usage, Libby, take and makes, story time etc).
o KT commented that the door count looked wonderful
 Discussed current figures in library bank accounts.
o PG is to check the policy regarding petty cash amount and deposit as needed.
o CB made a motion for KT to explore moving the memorial fund balance to the library trust
fund with the Trustees of the Trust Funds. SO 2 nd All were in favor.
 Discussed Summer reading budget. KT suggested that there could be sponsorship opportunities
and would be happy to make calls. PG to advise.
 As requested by the Town Administrator, CB will obtain and provide year end bank statement
from 2021 and yearly summary of the accounts as well as the excel version of the 2021 MS-9.
 PG to call painter to schedule a walk through. KT is happy to meet for the walk through as well.
 SO will call roofer for free estimate. Pilar will check whether there are any additional ceiling tiles
downstairs.
 PG noted that the elevator was down but operational upon reset. She has requested a service
appointment from the elevator company who will also be there on 09MAY2024 for inspection.
 PG and SO discussed an anonymous donation of 5 computer set ups that would require
approximately $157 in hardware and approximately $395 to install “DeepFreeze” software (with 3
years of support. DeepFreeze protects patron information in between users. With new monitors
the cost is expected to be under $800.
o KT made a motion to accept the donation and acquire the needed hardware, software with
support, and monitors to come from the computer/hardware budget line item. CB 2 nd . All
were in favor.
o PG advised that the old computers could be locked down to for age-appropriate educational
games downstairs. This will be discussed further.
o PG and SO will coordinate with the donor.
 PG will follow up on trash pick up options and cost to provide at the next meeting.
 SO pulled the current year spend to budget and advised that it looked good.
 KT to call TD bank to find out what needs to happen to get SO on the trustee signature card for the
account in order to be the second signature on checks.
 PG will look into leasing books as an option for newest best sellers and whether the library may
benefit from that option.
The meeting was adjourned at 7:04pm. Next meeting: 02 May 2024

Library Trustee Meeting 9/7/23

Attending: Kristan Tilton, Colleen Brennan, Jennifer Momaney
Board of Trustees Meeting Notes
Call to order
No Public Comments
No concerns with August minutes therefore approved.
Discussion of reports: Treasurer’s Report, Library Director’s Report. See agenda for figures.
Discussion of Programming numbers: pre-school story time, story time, book club
Suggested reaching out to new Beyond the Bell Troy coordinator re: library club
Old Business:
Reflected on summer reading. Participation this summer was consistent. Plushie raffle was a big hit.
Crafts and legos were also popular among the readers. Considering integrating into regular library
activities. Discussed ramping up community outreach.
New Business:
Discussed the matter of timesheets. Will remain unsigned. We determined the position is contracted
with expectation of a certain number of hours worked. As none of the trustees are on site to verify the
hours entered on the time sheet, we don’t feel our signature is necessary as we are already trusting that
the director meets their contracted obligation for hours worked and it would be questioned by the town
if another hour amount was being submitted. We feel it would be brought to our attention by
employees or patrons if the library was not being opened or if the director was not reporting to the
library.
Booksale: slated for 10/13 and 10/14. Discussed whether Columbus Day weekend would be worth
considering coinciding with the town’s festival on the common. Reason for not was people potentially
being out of town for the holiday weekend. Discussed at least promoting at the town festival.
Budget Discussion:
Discussed increase in elevator line item due to the recent service calls and issues to be prepared for
unexpected situations in the future. Discussed increase to computer line item to begin updating patron
computers. There have been complaints due to lack of speed. Discussed likelihood of
water/sewer/phone potentially increasing as well.
Discussed procedure for employee complaint.

Next Meeting Thursday October 5
th 5:30pm

Library Trustee Meeting Minutes 5/4/23

Call to Order 5:30pm
No public comments
Prior minutes approval TBD – (Kristan took notes for prior meeting due to Colleen’s absence)
Reports: See attached agenda for Treasurer’s Report
Library Director’s Report:
Door count is continuing to trend upwards. Circulation remains average. Computer usage saw an
increase, in part due to federal taxes being due in April. Digital downloads remain steady and overdues
are low.
In-House Programs:
Take and Makes continue to be doing well. Easter Egg Hunt and Escape Room were both very well
received. It was discussed the winter vacation timeframe would be a great time to do another since it’s
an ideal time for an indoor activity.
Old Business:
Escape room reflection: was a hit but takes time to build activities and gather supplies. Had the benefit
of a grant to fund this one. Discussed possible options including offering sponsorship opportunities to
local businesses. Possible tiered options- i.e.- sponsor one table/activity vs sponsor the entire escape
room. Also discussed perhaps involving the older grades in Beyond the Bell afterschool program with
assisting in the designing.
New Library Card Rollout: new cards being sent out to patrons inviting them to use them.
Library Budget: Discussion was had regarding impacting of halting trust fund disbursements. Kristan
received clarification on balance and Jen provided figures on the impact the library’s purchasing ability
without those funds. As a result a motion was made by Richard to rescind the prior request to cancel the
trust fund disbursement. Colleen seconded, and all were in favor.
New Business:
Future Programming- as mentioned earlier, discussed a winter escape room. Also discussed a possible
book buddy program with veterans through the American Legion.
Book sale- discussed trustee assistance with book sale prep and clean up.
Fundraising was also discussed. It was also suggested that the town be contacted to update the town’s
website which still has Catherine’s name listed for the library director. Kristan also mentioned adding to
an Amazon wishlist for the library as we would get occasional donations from the wishlist.
Meeting adjourned at 6:13pm

Library Trustee Minutes 3/1/23

Attending: Richard Thackston, Kristan Tilton, Colleen Brennan

Call to Order – 5:38

Reports

Reviewed Treasurer’s Report

Reviewed Library Director’ report

Discussed overdue courtesy phone calls- are they still happening? Yes, but Jen will follow up with staff.

Take n Make #’s increased quite a bit!

Trust fund distributions stoppage discussed at length for better understanding

Budget Update- warrant article tentatively passed

Summer Reading- looking at a community centered program. Community scavenger hunt discussed.

Discussed further community outreach- welcome packets with town info.

Kristan has a conflict with current meeting day. Discussed changing the monthly meeting to Thursdays rather than Weds. Richard made a motion to move the trustee meeting to Thursdays at 5:30pm. Kristan seconded. All were in favor.

Meeting was adjourned at 6:12pm