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Minutes








Draft

Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
February 18, 2017

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Carl Shepardson
At 8:37 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from January 14, 2017 was made by Jane Pitt and seconded by Teresa Horne.  Vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report – Kathleen Ash reported that she and Rufus met with patron, Jeff Miller, about the library expansion project, and Jeff  agreed to make the presentation at the Town Meeting. He made several suggestions for the presentation. Bob Sweet has written a letter supporting the project. Kathleen spoke with Michael York, State of NH librarian about the presentation, and he suggested that the focus of the presentation be on the Americans with Disabilities Act (ADA) aspect of the project and the benefits to the entire community.
Old Business
Kathleen distributed a form that is to be submitted to the court, along with $250, to change the Frost Free Library charter. Jane Pitt offered to look into completing the form.
New Business
There was a brief discussion of the qualifications for a new library director. Kathleen offered to draw up a draft of the advertisement for the new director and she will send it to the trustees to review. (Kathleen excused herself from the meeting at 9:30) Carl Shepardson agreed to chair the search committee for a new director. Currently, the search committee will include Jane Richards Jones, Jane Pitt, and Gilda Goodrich. Carl and Teresa Horne will ask several additional community members to join the committee.

Next meeting will be March 11, 2017 at 8:30.
At 10:17 a.m. Teresa Horne moved to adjourn the meeting, seconded by Carl Shepardson.  Vote to adjourn was unanimous.
Respectfully submitted,
Gilda Goodrich
 


 Record of the Frost Free Library

Board of Trustees Meeting
Frost Free Library, Marlborough NH
January 14, 2017

In attendance: Kathleen Ash, Rufus Frost, Carl Shepardson, Jane Pitt, and Teresa Horne.
Rufus Frost called the meeting to order at 8:44 a.m.
Secretary’s Minutes:
Motion to accept the minutes from December 10, 2016 was made by Carl Shepardson and seconded by Jane Pitt. Vote to accept was unanimous.
Treasurer’s Report: None reported.
Director’s Report: Kathleen Ash reported the following items:
1.       The Children’s section has a fresh new look thanks to Kathleen, Nicki, and Cassie: weeding, rearranging and creating new signage.
2.       Kathleen has offered plants that take up too much space in the library to patrons. Plants not adopted will be offered to Agway.
3.       $850.00 has been received in donations. Thank you to our very generous patrons!
4.       Staff top picks for 2016 are now on display. The library has over 360 staff book reviews available.
5.       Drop-in programs are very well attended with Kathleen noting that patrons/families drop in on their own time.
6.       Discussion regarding the state librarian’s insights on an addition to the FFL for programming.
7.       Waiting on information from Terry Knowles about possibility of changing the FFL charter to increase the members on the board of trustees.
Motion to accept the Director’s report was made by Jane Pitt and seconded by Carl Shepardson. Vote to accept was unanimous.
Committee Report: Mary Frost presented the report on the Friends of the FFL.
Old Business:
A lengthy discussion regarding a potential addition to the FFL for programming.
The next meeting is scheduled for Saturday, February 11, 2017 at 8:30 a.m.
At 11:06 a.m. Carl Shepardson moved and Teresa Horne seconded to adjourn the meeting. Vote to adjourn was unanimous.
Respectfully submitted,
Teresa Horne
 

 Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
December 10, 2016

In attendance: Kathleen Ash, Rufus Frost, Beverly Harris, Jane Pitt, Carl Shepardson, Bob Sweet, and Teresa Horne.
Rufus Frost called the meeting to order at 8:42 a.m.
Secretary’s Minutes: A motion to accept the minutes from November 12, 2016 was made by Bob Sweet and seconded by Carl Shepardson. Vote to accept was unanimous.
Treasurer’s Report: None reported.
Director’s Report: Kathleen Ash reported the following items:
1.       Three new prints hanging in the children’s section were generously donated by David and Jayne Chase. They were painted by their daughter-in-law, Kim Chase.
2.       Projected estimate of year circulation is up! Thanks, Jane, Nikki, and Cassie!
Motion to accept the Director’s report was made by Jane Pitt and seconded by Beverly Harris. Vote to accept was unanimous.
Committee Reports:
Beverly Harris reported that Brian Tarr has been consulted on the issue of snow fencing.
Carl Shepardson and Bob Sweet are working on 501C3 status for the purpose of raising funds for the FFL meeting space.
A motion was made by Bob Sweet and seconded by Rufus Frost for a warrant article for town support of the establishment of a foundation for private donations for the addition to the FFL. The vote was unanimous with Beverly Harris and Jane Pitt abstaining.
Old Business:
Discussion regarding changing the FFL Charter to increase the members on the board of trustees. Kathleen Ash will explore the legality of the change.
New Business:
A motion was made by Bob Sweet and seconded by Rufus Frost to explore the possibility of obtaining state historic designation for FFL. The vote was unanimous.
The next meeting is scheduled for Saturday, January 14, 2017 at 8:30 a.m.
At 10:07 a.m. Teresa Horne moved and Bob Sweet seconded to adjourn the meeting. Vote to adjourn was unanimous.
Respectfully submitted,
Teresa Horne





Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
November 12, 2016

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Carl Shepardson and Bob Sweet.
Rufus Frost called the meeting to order at 8:40 a.m.
Secretary’s Minutes: Motion to accept the minutes from September 10, 2016, was made by Bob Sweet and seconded by Bev Harris.  Vote to accept was unanimous with one abstention.
Motion to accept the minutes from October 15, 2016, was made by Bob Sweet and seconded by Teresa Horne.  Vote to accept was unanimous with one abstention.

Treasurer’s Report: Dated November 9, 2016 and submitted by Gina Paight.
  • Checking Account  - Balance of $2,272.34.
  • Special Gift Fund – Balance of $ 11,831.46.
  • Concert Fund – Balance of $ 3,344.16. It was noted that the Main Crust note should be on the line indicating the $500.00 concert donation.
Motion to accept the treasurer’s report was made by Carl Shepardson and seconded by Teresa Horne.  Vote to accept was unanimous.

Director’s Report – Kathleen Ash reported the following items:
  1. Friends of the Frost Free Library brought up the subject of the library carpet. Kathleen reported that the carpet is worn in places, but it is not a safety concern. After much discussion, Bob Sweet moved that the trustees delay making a decision on the carpeting for up to one year. Teresa Horne seconded the motion and the vote to accept was unanimous.
  2. Copies of the newsletter, announcing the need for programing space, were shared with the board. Kathleen reported that the library addition was not on the town Capital Improvement Program list.
  3. Library staff attended conferences.
Old Business
Questions were raised about the drainage on the library lawn. After much discussion, Bob Sweet moved to have Kathleen ask the highway department to use orange snow fencing to fence off the brook area in front of the library. Alternatively, the library will purchase the fencing and Bob Sweet will install the fence. Teresa Horne seconded the motion and the vote was unanimous with one abstention.

New Business:
Rufus Frost reported that he, Mary Frost, Carl Shepardson and Bob Sweet attended the NHLTA Fall Conference at the Hookset Library for a meeting on library construction projects. Rufus reported on the estimated building costs. Library construction costs are about $300.00 per square foot. Based on 1,500 square foot addition the estimated cost is between $450,000 and $500,000. This figure includes all fixtures and furniture.
Bob Sweet presented a series of questions about the addition project for discussion. He also presented information on creating a foundation for fundraising. Discussion ensued. Bob Sweet moved that the trustees set up a 501(c)(3) foundation for the purpose of capital fundraising to be known as the Frost Free Library Foundation. Carl Shepardson seconded the motion. The motion passed with one vote in the negative.

The next meeting is scheduled for Saturday, December 10, 2016 at 8:30 a.m.
At 10:35 a.m. Carl Shepardson moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.
Respectfully submitted,
Gilda Goodrich

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

October 15, 2016

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Carl Shepardson
At 8:38 a.m., Rufus Frost called the special meeting to discuss the Building Needs Assessment, date July 25, 2016 by Patience Jackson, Library Consultant.

Kathleen Ash addressed questions about the collection size. She spoke with State Librarian Michael York, and he addressed the collection size section in the report.
  • He believes the size of the collection is on par with other New Hampshire libraries of this size.
  • He noted that consultants will recommend the optimal standards.
  • An increase in the collection will increase staff hours and other expenses.
  • We use the interlibrary loan in N.H. to make up for the smaller collection.
  • The future will be more digital with N.H. Downloadables.
  • His final comment was that we cannot compromise on access.

We discussed the types of programing that would need additional space: Maker-space, story time, adult programing, children’s programing, Project Edventure, book discussions.

The board recognized a need for additional library programing space. Several steps will be taken to research preliminary building costs and research the location of a parking lot.

Next step will be to inform the community about the results of the Building Needs Assessment.

Next meeting will be Saturday, November 12th at 8:30.

Adjourned at 9:55.

Respectfully submitted,
Gilda Goodrich
 
 Draft of Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough NH
September 10, 2016

In attendance: Kathleen Ash, Rufus Frost, Teresa Horne, Carl Shepardson, Bob Sweet and Beverly Harris

Rufus Frost called the meeting to order at 8:44 a.m.

Secretary’s Minutes:
Motion to accept the minutes from June 11, 2016 was made by Rufus Frost and seconded by Beverly Harris. Vote to accept was unanimous with Bob Sweet abstaining
Motion to accept the minutes from June 20, 2016 was made by Bob Sweet and seconded by Carl Shepardson. Vote to accept was unanimous with Beverly Harris abstaining.

Treasurer’s Report: Dated                             and submitted by Gina Paight.
Checking Account
Special Gift Fund
Concert Fund
Discussion of Concert Series and signage.
Motion to accept the Treasurer’s Report was made by Rufus Frost and seconded by Beverly Harris. Vote to accept was unanimous.

Director’s Report: Kathleen Ash reported the following items:
1.       15 families signed up for 1000 books before kindergarten. The program is going very well.
2.       Summer Reading kick off was very well attended with 128 people!
3.       TV with Summer Olympics was much appreciated.
4.       New Library appreciation wall has drawn a lot of interest.
5.       FFL will offer coffee and promotional bag to visitors on Marlborough Madness. There will also be a history of the library available.
6.       Gerard Leone inspected and repaired slates on the roof.
7.       The Library welcomed Angel Marcello in the page position.
8.       Passive programming growing with the support of the State Library and the Coop.
9.       Kathleen Ash asked for preliminary budget to be increased.
Motion to increase the 2017 preliminary budget by $1194.88 was made by Bob Sweet and seconded by Rufus Frost. Vote to accept was unanimous with Beverly Harris abstaining.
Motion to return to monthly trustee meetings was made by Bob Sweet and seconded by Beverly Harris. Vote to accept was unanimous.
Motion to accept the director’s report was made by Teresa Horne and seconded by Carl Shepardson. Vote to accept was unanimous.

Committee Report: Mary Frost presented the report on the Friends of the FFL.
 Discussion of the 150th anniversary.
New Business:
Motion to return to monthly trustee meetings was made by Bob Sweet and seconded by Beverly Harris. Vote to accept was unanimous.

The next meeting is scheduled for Saturday October 15, 2016 at 8:30 a.m. for extensive discussion of the Building Needs Assessment and any other business that comes before the board.
Bob Sweet moved to adjourn the meeting, seconded by Carl Shepardson. Vote to adjourn was unanimous.

Respectfully submitted,
Teresa Horne






Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
June 20, 2016

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Carl Shepardson, and Bob Sweet
Rufus Frost called the special meeting to discuss the Building Needs Assessment, Draft, April 11, 2016, prepared by Patience Jackson to order at 9:36 a.m.

The trustees reviewed the document by section. Kathleen Ash made corrections to a draft copy to be returned to Jackson.
The Frost Free Library of Marlborough, New Hampshire: A Building Needs Assessment
Rufus Frost corrected the Frost family history on page 2, paragraph 2. The dimensions for the usable space on the second floor were questioned. It was noted that there is a discrepancy between page 2, paragraph 4, and page 5, paragraph 2.
The Library as a Building
Kathleen made a correction to the Seat Count chart, but the 27 seat total remains the same.
The Meeting Room
As noted above, the second floor meeting space dimensions should be checked.
How does the Library Measure Up?
While the trustees made no changes to the facts and figures about the collection, it was determined that this information is not relevant to the primary focus of the report, the meeting area, and it will be removed from the final report.  
Options and Possibilities
No changes
Summing It All Up
Square footage for second floor should be checked.
Site Considerations
No changes
Appendix I
Delete
Appendix II
Rename Appendix I
Appendix III
Rename Appendix II
Table of Contents
It should be amended based on the above recommendations.

Rufus Frost asked for a motion to accept the report with corrections and deletions.
A motion to accept the report, with corrections and deletions, and to pay the bill was made by Bob Sweet and seconded by Teresa Horne.  Vote to accept was unanimous.


Adjourned at 11:10

Respectfully submitted,
Gilda Goodrich




Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
June 11, 2016

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Jane Pitt, Carl Shepardson (excused at 9:15), FFL Mary Frost, and community member Roland Mitchell
Rufus Frost called the meeting to order at 8:38 a.m.
Secretary’s Minutes: Motion to accept the minutes from April 9, 2016 was made by Beverly Harris and seconded by Jane Pitt.  Vote to accept was unanimous.
Treasurer’s Report: No report
Director’s Report – Kathleen Ash reported the following items:
1.      The Raptors program and Jane’s book group were well attended.
2.      The Friends meeting offered several ideas for programs. Kevin Kelly offered to host a program for local children to write their own story to be include in an anthology to be added to the library collection. They also suggested that the library show the film “Alive Inside.” The film, to be shown in July, is based on “Music and Memory,” a rehab approach to Alzheimer’s or dementia. 
3.      Today is the kick-off party for the “1000 Books B4 Kindergarten” program.  Kathleen purchased a second-hand, toddler sized table and chairs set for the picture book area.
4.      Patience Jackson’s report will be studied in a separate meeting.
Old Business
1.      A discussion ensued about the culvert across the library lawn. Kathleen will speak with Thayer Fellows to ask for a cost estimate for a consultation.
2.      Roland Mitchell presented his request to place a granite bench in memory of his parents on the library lawn. The bench will be able to be moved. He will contact the selectmen about the gift.
3.      We discussed memorial donations. On a later agenda, the trustees will review the current donation gift policy to see if it covers memorial donations and to see if it needs to be updated.
New Business
Rufus noted that the flag in in poor condition and he asked the selectmen to order a replacement.

Committee Reports
Mary Frost presented the Friends’ report.
1.      The film “Alive Inside” will be shown on July 21
2.      FFL treasurer’s report:     Friends                        $1635.87
Library Gardens          $1214.04
Total                            $2849.91
                  This includes $180 from the rolling book sale.
3.      The book sale will be October 8th.
4.      Kevin Kelly will design a Euro bumper sticker for the library.
5.      Dustin Wilcox contributed his time to do some work on the library trees. Kathleen will send him a thank you note.
Next meeting will be Monday, June 20th at 9:30 or Saturday, June 25th at 8:30.

Adjourned at 10:25

Respectfully submitted,
Gilda Goodrich







Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

April 9, 2016



In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, and Jane Pitt  

Rufus Frost called the meeting to order at 8:45 a.m.

Secretary’s Minutes: Motion to accept the minutes from February 13, 2015, with the revised date, was made by Jane Pitt and seconded by Teresa Horne.  Vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report – Kathleen Ash reported the following items:
1.      The board discussed a community member’s request to use the meeting room for an environmental talk entitled, “What’s Up in the Sky.” The community member will handle her own publicity with the note that this is “Not a library sponsored activity.” The community member will be asked to cover the insurance as noted on the application.
2.      Patience Jackson, needs space consultant, visited the library March 18. Kathleen Ash, Rufus Frost and Carl Shepardson attended. Kathleen explained some of Jackson’s preliminary observations:
a.       Libraries should carry 150 lbs. per square foot.
b.      Copies of existing blueprints should be made.
c.       Cameras should be installed in unattended areas.
d.      The building size was compared to neighboring libraries. The Frost Free has 25% less space per capita.
3.      The Friends offered to pay $500 of the study. The Library will pay the rest from the budget and donations.
4.      All staff went to the Children’s Librarian Spring conference.
5.      July 8th will be the kick-off for the summer reading program featuring Mr. Bubble. It will be held at the school.
6.      Storytime has been moved to every Saturday. A teen patron will be helping.
7.      The Library will be participating in the “1000 Books before Kindergarten,” a national grassroots program. The State Library is providing some direction and guidelines.
8.      The Library is participating in the Makerplay program. The State Library is providing guidance and some kits: Legos, Snapcircuits, Magformers.
9.      Discussion continued about the Library lawn and NH Route 124 drainage.
10.  Kathleen Ash announced two upcoming programs: “The Real Dirt about Dirt” and “Raptor Encounters.”
Motion to accept director’s report was made by Teresa Horne and seconded by Jane Pitt.  Vote to accept was unanimous.
Committee Reports:
Friends of the Frost Free Library (FFFL): Mary Frost presented the following:
1.      Treasurer’s report:            Library Gardens - $1214.04
                                          FFFL -                  $1505.87
2.      Mary attended a fund raising workshop and found the event worthwhile.
3.      She presented her research on neighboring libraries’ expansion projects.

The next meeting is scheduled for Saturday, June 11, 2016 at 8:30 a.m.
At 10:25 a.m. Jane Pitt moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.
Respectfully submitted,
Gilda Goodrich

 


Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
February 13, 2016

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt and Carl Shepardson

Rufus Frost called the meeting to order at 8:40 a.m.

Secretary’s Minutes: Motion to accept the minutes from December 12, 2015 was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous. 
   
Treasurer’s Report: Dated January 16, 2016 and submitted by Gina Paight.
  • Checking Account  - Balance of $2092.79. This includes an expense of $159.65 for the volunteer lunch.
  • Special Gift Fund – Balance of $10,030.05. This includes gifts of $721. Kathleen explained that the gift in memory of Uncle Larry was given in memory of Lawrence Ash. A motion to accept the gifts was made by Rufus Frost and seconded by Teresa Horne. Vote to accept was unanimous.
  • Concert Fund – Balance of $2791.61.
Motion to accept treasurer’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.


Director’s Report – Kathleen Ash reported on her conversation with Michael York, NH State Librarian. He referred Kathleen to Patience Jackson a former space needs consultant on the Massachusetts Board of Library Commissioners. The space study will cost $1500 and Kathleen reported that Mary Frost will ask the Friends if they will contribute to this study. Kathleen also shared statistics for 2014 and 2015.

A motion to retain Patience Jackson for a space needs study, if the fee can be covered by the Friends and/or others, was made by Jane Pitt and seconded by Teresa Horne.

Motion to accept director’s report was made by Teresa Horne and seconded by Jane Pitt.  Vote to accept was unanimous.

Committee Reports: No reports.

Old Business: Teresa reports that she continues to encourage community members to attend trustee meetings.


The next meeting is scheduled for Saturday, April 9, 2016 at 8:30 a.m.
At 9:54 a.m. Jane Pitt moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich

 




Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
December 12, 2015

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Mary Frost and Jayne Biron

Rufus Frost called the meeting to order at 8:50 a.m.

Secretary’s Minutes: Motion to accept the minutes from September 12, 2015 was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous. 
Motion to accept the minutes from October 10, 2015 was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous. 

Treasurer’s Report: No report

Director’s Report – Kathleen Ash reported the following:
  1. Programs: The very popular Sip and Color program will now be meeting twice a month.
The “Get Rid of Clutter” program was enjoyed by those who attended but may not be continued.
  1. The Goffstown library is donating to the Frost Free Library 15 used, but good condition, meeting room chairs.
  2. New scatter rugs for the entryway have been ordered. Kathleen is looking for a small rug for the youth section.
  3. Helena Bemis has been assisting the knit and crochet group.
  4. Jane Jones’ October book discussion group was very successful: 17 people, 14 woman and 3 men.
  5. Halogen lamp in the parking lot was replaced.
  6. Nicki Demarest is continuing to develop the youth section. She asks the teens for advice and encourages them to be part of the Teen Advisory Group. She uses “shelf talkers” to publicize books. Bev Harris suggests that the YA books be tracked with a separate line item.
Motion to accept director’s report was made by Teresa Horne and seconded by Beverly Harris.  Vote to accept was unanimous.
Old Business:
Kathleen Ash distributed draft copies of the 2016 budget. Discussion ensued
Committee Reports:
Friends of the Library – Mary Frost introduced Jayne Biron the new secretary of the Friends. Mary reported on the following:
  • Balance as of December 9, 2015, $2,895.41: Friends - $1681.37 and Library Gardens – $1214.04
  • The annual book sale on Sept. 19th earned $380.17 with an additional $201 from the sale of Scooped donated by the Kelly family.
  • The Friends annual meeting held on Thursday, October 8 saw several new faces.
  • Plaques are being purchased for the rolling book carts given in memory of William M. Hale.
New Business:
Discussion ensued about the 150th anniversary of the library:
  • The library was dedicated August 26, 1867. 150th anniversary will be on August 26, 2017.
  • The Friends will explore the next steps to adding a lift to the library.
  • Kathleen explained that she has contacted the State Librarian to ask for direction as to how the library can demonstrate need.
  • Rufus read part of an interview of Elizabeth Ives, Trustees of the Derry Public Library from New Hampshire Library Trustee, Autumn 2015. He highlighted the section on the relevance of libraries in the future.



The next meeting is scheduled for Saturday, January 16, 2016 at 8:30 a.m.
At 10:34 a.m. Teresa Horne moved to adjourn the meeting, seconded by Beverly Harris.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich




Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
October 10, 2015

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, Carl Shepardson, and Bob Sweet

Rufus Frost called the meeting to order at 8:37 a.m.

Treasurer’s Report: Submitted by Gina Paight.
  • Checking Account  - Balance of $2,251.71.

  • Special Gift Fund – Balance of $9,305.86. This includes $6,260.00 from gifts made in memory of John Mitchell.

  • Concert Fund – Balance of $2,970.61. This includes donations in the amount of $1780.00.
Motion to accept treasurer’s report was made by Teresa Horne and seconded by Beverly Harris.  Vote to accept was unanimous.

Director’s Report:
Kathleen Ash distributed draft copies of the 2016 budget. Discussion ensued.

Committee Reports:

Building Committee: Kathleen Ash explained the Flooring Concepts quotation for new carpet and bathroom flooring. Discussion ensued.
A motion to put-off the discussion of new bathroom flooring and carpet until the 2017 budget was made by Gilda Goodrich and seconded by Teresa Horne. Vote to accept was unanimous with two abstentions: Beverly Harris and Jane Pitt.

A motion to have Kathleen Ash contact the N.H. State Library to gather information as to what is required  for a needs study and to have her continue to gather data on program attendance and patron’s comments on parking was made by Jane Pitt and seconded by Beverly Harris. Vote to accept was unanimous.

Mary Frost will be invited to our next meeting to discuss the Friends’ vision for the library.

The next meeting is scheduled for Saturday, November 14, 2015.

At 10:30 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.


Respectfully submitted,
Gilda Goodrich


Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

September 12, 2015



In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Carl Shepardson, and Bob Sweet



Rufus Frost called the meeting to order at 8:36 a.m.



Secretary’s Minutes: Motion to accept the minutes from June 13, 2015 was made by Bob Sweet and seconded by Beverly Harris.  Vote to accept was unanimous. 

Motion to accept the minutes from August 22, 2015 was made by Teresa Horne and seconded by Bob Sweet.  Vote to accept was unanimous. 



Treasurer’s Report: No report



Director’s Report – Kathleen Ash reported the following:

  1. The Gift Fund received the following donations: Dolores Biron bequeathed $5000 to the library and $760 was given in memory of John Mitchell.
  2. Kathleen Ash attended the town’s Capital Improvement Program (CIP) committee meeting.

-She brought the need for an elevator/lift to the attention of the committee. In addition, she announced that the Friends of the Library, led by Mary Frost, will study the feasibility of adding a lift to the library.
- She also mentioned to the CIP committee the need for repair to the sluice under the library property. The committee determined that the sluice was a town problem not a library problem.
  1. The summer reading program was a big success with 120 participants. Project Edventure children actively participated. A record breaking 141 attended the finale program.
  2. The library received praise from Ann Hoey, NH state children’s librarian, for the face-out juvenile non-fiction books. She has recommended library staff as presenters to demonstrate the process that lead to this change.
  3. The afterschool program will be coming on Thursdays from Sept. 17 to Oct. 29.
Motion to accept director’s report was made by Beverly Harris and seconded by Teresa Horne.  Vote to accept was unanimous.

Committee Reports:
Grounds Committee:  A tree limb, on the Jaffrey Rd. side of the building, needs attention. Rufus Frost will look into it.

Building Committee:
o   Kathleen Ash reported that the carpets need replacing. She will get one estimate for the budgeting process. Discussion ensued.
o   Rufus Frost reported that a new aluminum sign has been placed on the granite post at the junction of Rte. 101 and Jaffrey Road. Kris Arnold made the sign and the Friends contributed $50 towards the cost.

Friends of the Library – Mary Frost reported: 
                        Library Gardens       $1214.04
                        Friends                      $1097.20
  • The annual book sale will run in conjunction with Marlborough Madness, Sept. 19th.
  • The Friends annual meeting will be held on Thursday, October 8 at the library at 10 a.m.
  • The Friends are brainstorming ideas for the 150th anniversary of the library in 2016.
                       
Old Business:
Trustees are continuing to invite community members to attend meetings.

New Business:
  • The budget will be discussed at the October meeting. The director will send a draft copy of the budget to trustees by October 5th.
  • To celebrate the 150th anniversary of the library in 2016, Bob Sweet suggested an endowment fund be established with a target goal of $150,000. Discussion ensued.
A motion to direct the library staff to assess the potential uses of a capital funds campaign was made by Bob Sweet and seconded by Beverly Harris. Vote to accept was unanimous.

The next meeting is scheduled for Saturday, October 10, 2015 at 8:30 a.m.
At 9:55 a.m. Teresa Horne moved to adjourn the meeting, seconded by Beverly Harris.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich


 Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library Marlborough, NH
August 22,7015
In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, and Bob
Sweet
Rufus Frost called the special meeting to discuss behavior of patrons while in the library or on the library
grounds to order at 8:35 a"m.
New Business: Kathleen Ash explained the need for a behavior policy as a result of the problematic behavior of
a patron. Beverly Harris distributed several examples of behavior policies that she researched. Discussion
ensued.
Motion to amend the library policies by the addition of a behavior policy, as attached to the minutes, was made
by Bob Sweet and seconded by Theresa Horne. Vote to accept was unanimous'
Motion to attach the pertinent portions of the New Hampshire RSA to section F of the library policy was made
by Beverly Harris and seconded by Bob Sweet. Vote to accept was unanimous'
Th.r. was a lengthy discussion as to how to implement the policy.
Old Business:
l. Theresa Horne introduced the topic of new community board members. Discussion ensued lvith several
names suggested. potential board members will be contacted and invited to attend an upcoming meeting in the
hope that they will consider running in the March election'
2. A motion to elect Rufus Frost chair of the trustees until the next election of officers was made by Bob Sweet
and seconded by Jane Pitt. Vote to accept was unanimous'
The next two meeting dates are September 12 and October 10 and 8:30 am.
At 10:35 a.m. Theresu Horne moved to adjourn the meeting, seconded by Jane Pitt. Vote to adjourn was
unanimous.
Respectfully submitted.
Gilda Goodrich

 
Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

June 13, 2015



In attendance: Kathleen Ash, Molly Badrawy, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, Cassie Olson, and Bob Sweet



Molly Badrawy called the meeting to order at 8:50 a.m.



Secretary’s Minutes: Motion to accept the minutes from April 11, 2015 was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous. 

Treasurer’s Report: Submitted by Gina Paight.

  • Checking Account  - Balance of $3,303.82. This includes a Kids, Books and the Arts grant for $500.00, a Friends donation for $500.00, and a reimbursement for $150.00 from Gay-Kimball Library.
  • Special Gift Fund – Balance of $2994.85. This includes a $100.00 gift from Piedre Fina and a $25.00 gift from Ken Goebel. A motion to accept the gifts was made by Rufus Frost and seconded by Theresa Horne. Vote to accept was unanimous.
  • Concert Fund – Balance of $3139.84. This includes donations in the amount of $1190.00.

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Bob Sweet.  Vote to accept was unanimous.



Director’s Report – Kathleen Ash introduced the new assistant librarian, Cassandra Olson. Kathleen Ash reported the following:

  1. Holes were discovered in the library lawn. After consulting with Rufus Frost, the DPW was contacted. They repaired the problem.
  2. A young patron was presented with a gift for his ongoing support of the library.
  3. The Marlborough school after-school program has been coming since the last week of April on Tuesdays. This has been a very successful experience for both organizations.
  4. The catalog will be hosted and moved to the Booksystems server on July 1. This will save money and problems.
  5. No significant change in the statistics.

Cassie Olson reported the following:

  1. There is a graphic novel corner.
  2. There is a passive program in the YA section to encourage youth to borrow from that section. Prizes include candy, nail polish and gift cards.
  3. Sunday, June 21, 2015 at 4pm the library will host “Wildlife Encounters.”  

Motion to accept director’s report was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.

Committee Reports:
Grounds Committee: Rufus Frost reported:
  • 5 holes in the lawn were repaired. Discussion ensued.
  • Cheshire Fence will repair several pipe railings.
Friends of the Library – Mary Frost reported: 
                        Library Gardens       $1252.04
                        Friends                       $832.99 - Of this, $500.00 is promised to the Summer Reading Program. The ongoing book sale is doing well. The Friends are also planning a chocolate program from the Mariposa.
                       
Old Business:
  1. The next two meeting dates are September 12 and October 10 and 8:30 am.
  2. The library board is still looking for a greater-community nonvoting member.



New Business: Molly Badrawy reported that her house has sold and she is looking to step down as chair. She presented her resignation but will remain in the role of chair until such time as a successor has been appointed.
With deep regret, Bob Sweet moved to accept Molly’s resignation. Rufus Frost seconded. Vote to accept unanimous.

The next meeting is scheduled for Saturday, Sept.12, 2015.
At 10:20 a.m. Rufus Frost moved to adjourn the meeting, seconded by Jane Pitt.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich

 

 Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
April 11, 2015

In attendance: Kathleen Ash, Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, Bob Sweet

Rufus Frost called the meeting to order at 8:38 a.m.

Secretary’s Minutes: Motion to accept the minutes from March 21, 2015 was made by Theresa Horne and seconded by Rufus Frost.  Vote to accept was unanimous. 
Treasurer’s Report: Unavailable

Director’s Report - given by Kathleen Ash:
  1. The “Painted Lady” butterflies have emerged from their chrysalis. The butterflies will be released when the temperature is warmer.  Patrons are very interested in the butterflies’ progress.
  2. The spring newsletter is at the printers and will be mailed soon. The summer concert series’ donation envelope will be included with the newsletter.
  3. The website has the updated policies.

    Motion to accept the Director’s Report was made by Bob Sweet and seconded by Theresa Horne. Vote to accept was unanimous. 

    Committee Reports:
    Friends of the Library - Rufus Frost read a report from Mary Frost. 
                            Friends                                $708
                            Library Gardens                $1339
                            For a total balance of         $2047 

    Old Business:
    1. Elizabeth Richards Concert Series schedule has been set and contributions are being solicited.
    2. Bob Sweet moved that the contract with the Westmoreland Town Band include an additional $100.00 for the 2015 concert.  Theresa Horne seconded. The vote to accept was unanimous.
    3. Six children attended the first Saturday story time. 
  4.  Rufus Frost read an email from Molly Badrawy. She recommended changing the meeting schedule to quarterly. Discussion ensued. Jane Pitt moved that the board will hold four meetings a year, on a trial basis, scheduled by the chairman of the board in conjunction with the director, as the chairman determines necessary. Beverly Harris seconded. The vote to accept was unanimous.  
  5. Rufus Frost reported for Molly Badrawy that she had not heard from the Marlborough teachers about potential library trustee candidates. The trustees suggested several people who might be interested in serving in an ex officio capacity.




New Business: None

The next meeting is scheduled for Saturday, June 13, 2015.
At 9:50 a.m. Theresa Horne moved to adjourn the meeting, seconded by Jane Pitt.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich




Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

March 21, 2015



In attendance: Kathleen Ash, Molly Badrawy, Lisa Seelen, Teresa Horne, Rufus Frost, Gilda Goodrich



Molly Badrawy called the meeting to order at 8:53 a.m.



Secretary’s Minutes: Motion to accept the minutes from February 14, 2015 was made by Rufus Frost  and seconded by Teresa Horne.  Vote to accept was unanimous.  





Director’s Report - given by Kathleen Ash:

1.      Librarians at the Frost Free Library and the Gay-Kimball Library ( Troy,N.H.) are co-sponsoring a program called “Wildlife Encounters” to kick off the summer reading program. Seven animals will be featured. The program will take place on Sunday, June 21 at 4:00 p.m.

2.      Kathleen Ash has applied for a “Kids, Books, and the Arts” grant to host Norman Ng, a magician, for the summer reading program “finale”.

3.      Kathleen and Jane participated in a private tutorial from the State Library to learn a new way to access  state records.

4.      The librarians are raising a “Painted Lady” caterpillar. They are planning a public “release” and a small celebration.

5.      The librarians have established a new staffing schedule. The hours will remain the same.

6.      The Friends of the Frost Free Library (FFFL) sponsored the “Bear Man” presentation. It was very well attended.

7.      Kathleen is hoping to host a hot dog cook-out to acknowledge the Marlborough DPW’s work on library grounds during the year. It will take place at the beginning of the first summer concert.


Motion to accept the Director’s Report was made by Rufus Frost and seconded by Gilda Goodrich .  Vote to accept was unanimous. 

New Business:

1.      Molly Badrawy suggested that the Board consider cutting the number of monthly meetings to 4 or 6. Discussion ensued. The Board members will continue the discussion at the next meeting.
2.      The Board recognized Lisa Seelen’s 6 years of service to the library Board. 
3.      The Board welcomed the new Trustee, Gilda Goodrich.
4.      Officers were elected: Chairman – Molly Badrawy; Secretary – Gilda Goodrich; Treasurer – Gina Paight


The next meeting is scheduled for Saturday, April 11 .

At 10:10 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne .  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen

 
 Record of the Frost Free Library
Board of Trustees Meeting
February 14, 2015
Frost Free Library, Marlborough, NH

In attendance: Jane Pitt, Bev Harris, Teresa Horne, Rufus Frost, Gina Paight, Kathleen Ash, Molly Badrawy, Lisa Seelen, Mary Frost

Molly Badrawy called the meeting to order at 8:48 a.m.

Secretary’s Minutes Motion to accept the minutes was made by Teresa Horne and seconded by Rufus Frost.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows:
o       Checking Account Balance is $ 1,940.46;
o       Elizabeth Richards Concert Fund Balance is $ 2,019.05;
o       Special Gift Fund Balance is $ 2,868.64;
o       Friends of Frost Free Library Balance is $2,465.48.

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.
The Special Gift balance reflects a gift of $500.00 from the MacVeigh family. Gina Paight made a motion to accept the MacVeigh gift. It was seconded by Rufus Frost. Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:
1.      Craft materials are now available for patrons to make their own creations.
2.      Story time will now take place on Fridays.
3.      The 2015 Summer Reading Program theme will be “Every Hero Has A Story”.
4.      Margaret Gurney has stepped down as the Library Assistant. Cassie Olson has taken her place. The transition has been very smooth.
5.      The librarians have been “weeding” in the Biography section, and once they are done they will move on to the non-fiction section.
6.      Collin Seksinsky, the teen volunteer, will be leaving at the end of the month as his family is moving from Marlborough.
7.      A ceiling leak, due to accumulated snow on the roof, was discovered and repaired very quickly by Homeland Landscaping.
8.      The “Friends” are sponsoring a program entitled “Ben Kilham, the Bear Man”. He will be presenting information about the bears of New Hampshire. Children and adults are welcome.
9.      The CHILIS Spring Conference is taking place on March 5 at 9:00 a.m. Kathleen, Cassie, and Nikki will be attending. They will be reviewing new children’s books and planning the summer reading program.
The Library Co-op will be meeting on March 11 at 9:30 a.m.

10.  Attendance at library programs is down. The Board talked with Kathleen Ash about the reasons for the decrease and some ideas to promote better attendance in the future.

Motion to accept Director’s report was made by Rufus Frost and seconded by Bev Harris.  Vote to accept report was unanimous. 

Committee Reports:
*Policy Handbook: Kathleen Ash and Bev Harris presented a proposed draft of 2 additions to the library website pertaining to access to library materials (C1) and checking out library materials (C2). The Board reviewed and edited the prosed draft. Teresa Horne made a motion to approve the proposed draft pertaining to access to library materials (C1, C2). Jane Pitt seconded the motion. Vote to accept was unanimous.

*Friends of the Frost Free Library: Mary Frost reported that the “Friends” has donated $200.00 to the library to pay for a membership to the Cheshire Children’s Museum. The membership provides passes for half-price attendance to the museum.  The passes will be available to patrons on a first come, first served basis.

Old Business: The board discussed the future purchase of a new library server. Information on different options (models and prices) was requested.

The next meeting is scheduled for March 21.

At 10:00 a.m. Gina Paight moved to adjourn the meeting, seconded by Bev Harris.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
February 21, 2015







 Record of the Frost Free Library
Board of Trustees Meeting
January 10, 8:30 a.m., 2015
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Teresa Horne, Gilda Goodrich, Mary Frost, Gina Paight, Beverly Harris

Rufus Frost called the meeting to order at 8:42 a.m.

Secretary’s Minutes: Motion to accept the minutes from December was made by Teresa Horne and seconded by Bev Harris.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows:
o       Checking Account Balance is $1,940.14 
o       Elizabeth Richards Concert Fund Balance is $2,019.72
o       Special Gift Fund Balance is $2,368.27

Motion to accept treasurer’s report was made by Bev Harris and seconded by Teresa Horne.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:
1.      Friends of the Frost Free Library received a $2,000.00 grant from the Putnam Foundation. It will be used to offset the cost of the new server.
2.      The new assistant to the librarian, Margaret Gurney, has started working at the Frost Free Library. She works on Mondays, Tuesdays, and Fridays.
3.      A Frost Free Library staff meeting will be taking place on Wednesday, January 14 at 11:30.

Motion to accept the Director’s Report was made by Bev Harris and seconded by Gina Paight.  Vote to accept report was unanimous. 

Committee Reports:
*Friends of the Frost Free Library – the Friends have been organizing the books for the rotating book sale; the annual sale will coincide with Marlborough Madness (Fall, 2015); Ann Grover is hosting the monthly library tea; the Friends of the Frost Free Library will be donating $5,000.00 to the library to help pay for the new server.
*Buildings and Grounds – Noah Washburn removed certain problematic tree limbs from the property.
* Policy Handbook Review – Bev Harris shared the most recent updated version of the FFL Policy Handbook. It will be reviewed by the board. The board is also reviewing the FFL website for ease of use.

The next meeting is scheduled for February 14.
At 9:47 a.m. Gina Paight moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
January 16, 2015



 Record of The Frost Free Library
Board of Trustees Meeting
December 13th, 2014, 8:30 a.m.
at Frost Free Library, Marlborough, NH 

In attendance:  Kathleen Ash, Rufus Frost, Beverly Harris, Bob Sweet, Teresa Horne, Gilda Goodrich,, and Molly Badrawy

Teresa Horne called the meeting to order at 8:45
 Secretary’s Minutes:  Motion to accept the November 15th, 2014 minutes was made by Rufus Frost and seconded by Molly Badrawy.
 Treasurer’s Report:  Unavailable due to Treasurer’s absence.
 Director’s Report given by Kathleen Ash:
Library staff recommends hiring Margaret Gurney for new assistant librarian.  Bob Sweet motioned to accept the recommendation.  Molly Badrawy seconded the recommendation.  All were in unanimous agreement to extend the offer.  The Board of Selectmen will vote on Ms. Gurney’s candidacy on Monday, December 15th, 2014, before an offer can be extended.
Kathleen Ash and Molly Badrawy will present the 2015 budget to the Town Budget Committee on Monday, 12.15 at 7:30 p.m.
Rufus Frost’s motion to accept the Director’s report was seconded by Bob Sweet and approved unanimously by the board.
 Building Committee:  Rufus Frost has contacted Noah Washburn to remove fallen tree branches on the library property.
 Old Business:
Was agreed that Library Policy, which has been recently been reviewed by Beverly Harris and Kathleen Ash, needs to be read and reviewed by all Trustees before next meeting.
Trustees were also asked to review the Historical Property Materials assembled by Jane Pitt for discussion at the next meeting.

Next meeting was set for Saturday, January 10th, 2015 at 8:30. Today’s meeting closed at 9:37 a.m. by motion of Beverly Harris, second of Rufus Frost and unanimous agreement of all attending Trustees.

Respectfully submitted,
Molly Badrawy
13 December 2015




 Record of the Frost Free Library
Board of Trustees Meeting
November 15, 8:30 a.m., 2014
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Gina Paight, Bob Sweet, Jane Pitt

Rufus Frost called the meeting to order at 8:35 a.m.

Secretary’s Minutes Motion to accept the minutes from October 18 was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,923.57 
o       Elizabeth Richards Concert Fund Balance is $1,969.72
o       Special Gift Fund Balance is $2,235.14
Motion to accept treasurer’s report was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:
1.      The new Library Assistant position has been posted within the town and will be advertised in the newspaper.
2.      The “Friends” Library tea, held in November, was very well attended, with 18 “guests”.
3.      There has been a 64% increase in Downloadable Books circulation at the library.
4.      Due to a state library server crash Kathleen and Jane have had to attend a training to learn a new way to update library records. The library’s records are now updated.
5.      The “Friends” donated a copy of their book, which documents the changes to the library landscape, “Frost Free Library 2011 -14”, to the collection.
Motion to accept the Director’s Report was made by Gina Paight and seconded by Bob Sweet. Vote to accept was unanimous.

The next meeting is scheduled for December 13.
At 9:05 a.m. Rufus Frost moved to adjourn the meeting, seconded by Jane Pitt.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
August 9, 2014


Record of the Frost Free Library
Board of Trustees Meeting
October 18, 8:30 a.m., 2014
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Lisa Seelen, Molly Badrawy, Gilda Goodrich, Bob Sweet, Jane Pitt

Molly Badrawy called the meeting to order at 8:45 a.m.

Secretary’s Minutes Motion to accept the minutes from September 13 was made by Jane Pitt and seconded by Lisa Seelen.  Vote to accept was unanimous.  


Director’s Report given by Kathleen Ash:
*New library furniture now completely installed. Circulation in non-fiction has increased due to improved accessibility.
*A new server is needed. The estimated cost is $8,000.00. The Friends of the Frost Free Library will be offering $3,000.00 to help pay for the replacement of the malfunctioning server.
*A proposal for a new library assistant was presented by Kathleen Ash. The trustees discussed how this could impact the library.
*The Keene State College Children’s Literature Festival is taking place on October 25. Assistant Librarian Nikki Demarest will be attending.
*The Nubanusit Co-op meeting will be held at the Keene Public Library on November 11.
* An amended draft of the 2015 budget was presented by Kathleen Ash and was approved unanimously by the board as amended.
Motion to accept Director’s report was made by Jane Pitt and seconded by Lisa Seelen.  Vote to accept report was unanimous. 

The next meeting is scheduled for November 8.
At 10:20 a.m. Bob Sweet moved to adjourn the meeting, seconded by Jane Pitt.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
October 24, 2014





 Record of the Frost Free Library

Board of Trustees Meeting

September 13, 2014

Frost Free Library, Marlborough, NH

In Attendance: Kathleen Ash, Rufus Frost, Gina Paight, Teresa Horne, Molly Badrawy, Jane Pitt, Beverly Harris, Gilda Goodrich.  Absent:  Lisa Seelen.

Molly Badrawy called the meeting to order at 8:40 a.m.

Secretary’s Minutes Due to technical difficulty August 2014 minutes could not be reviewed. Will be reviewed next meeting.

Treasurer’s Report, presented by Gina Paight, was as follows.

°         Checking Account Balance is $1,822.43

°         Special Gift Fund Balance is $2,234.58

°         Elizabeth Richards concert Fund is $1,969.22

Motion to accept treasurer’s report was made by Beverly Harris and seconded by Rufus Frost. Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:

·         Letter to Library Furniture International has been sent, waiting on response.

·         Summer Reading Program increased circulation.

·         Friends gifted 8 books to the library in honor of new babies born in Marlborough 2013.

·         New substitute and Marlborough resident, Delaney Oja, hired.

·         New outside door lights purchased.  Amer Electric will install.

·         Kathleen has asked for the board to entertain the idea of restructuring staff hours at the library. Board asked her to bring written proposal next month.

·         Looking into selling/BO for old shelving

Motion to accept Director’s report was made by Gina Paight and seconded by Rufus Frost. Vote to accept report was unanimous.

Committee Reports:

Friends of Frost Free Library (Mary Frost)

·         Annual meeting will be held on Saturday October 25, 10:30 a.m. Must have five officers and annual meeting to stay compliant with 501C3 status.

·         Library Gardens  (subcommittee of FFFL) Event – Tea with Alice, September 27, 2014

·         Mary Frost asked the Board to accept three benches and inscription: Granite bench from MGC in memory of Lee LeCraw with inscription, inscribe the existing granite bench with “BOOKSIDE TERRACE” and a bench to be donated by Rufus Frost,” LIBRARY GARDENS 2011 – 2014”. Also inscribe on rock (parking lot side) with “READ PLANT GROW”.

·         Motion to accept proposal of three benches and inscriptions was made by Beverly Harris and seconded by Jane Pitt. Vote to accept was unanimous.

·         .
Historical (Jane Pitt)
·         Presented information on State Register of Historic Places to be reviewed by trustees in preparation for next meeting
Old Business (Rufus Frost)
·         Pipes on railing to be fixed by Cheshire Fence.
New Business
·         Sign on Route 101 and 124 is rusty. Kathleen proposed a State/National Library sign.

At 9:50 Beverly Harris moved to adjourn the meeting, seconded by Rufus Frost. Vote to adjourn was unanimous.
Respectfully submitted,
Teresa Horne
September 13, 2014

--


DRAFT Record of the Frost Free Library
Board of Trustees Meeting
August 9, 8:30 a.m., 2014
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Teresa Horne, Molly Badrawy, Gilda Goodrich, Bob Sweet, Mary Frost

Molly Badrawy called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from June 14 was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,950.28 
o       Elizabeth Richards Concert Fund Balance is $2,543.96
o       Special Gift Fund Balance is $2,199.39
Motion to accept treasurer’s report was made by Teresa Horne and seconded by Rufus Frost.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:
*Kathleen Ash reviewed the library catalogue app, “Atriuum on the Go”, which enables patrons to access the catalogue remotely to check on books of interest.
*Summer Reading Program was well-attended and successful. The library staff appreciated Melanie Seavey’s help with the projects.
*The library has a new teen volunteer, Collin Seksinsky, who will assist Jane on Wednesdays.
*New juvenile shelving with the outfacing orientation has significantly boosted circulation. The old shelving will be installed upstairs.
*Upcoming programs and meetings –
            -READS conference (Reference and Adult Services), September 19, Hooksett, NH
            -CHILIS, October 9, Greenfield, NH
            -Children’s’ Literature Festival, Keene State College, October 25
Motion to accept Director’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept report was unanimous. 

Committee Reports:
*Friends of the Frost Free Library – the next meeting is on September 2, at 5:00 pm; the terrace-naming winner will be announced on August 12; the balance in the account is $5,059.54; Heidi Thomas will present a program on the El Camino pilgrimage on September 13, from 10:30 to 12:00; “Tea with Alice” will take place on the new terrace on September 27, on the morning of “Marlborough Madness” (10:30 to noon)

The next meeting is scheduled for September 13.
At 9:40 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
August 9, 2014



 

Record of the Frost Free Library
Board of Trustees Meeting
June 14, 2014 Draft
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Gina Paight,  Teresa Horne, Molly Badrawy, Jane Pitt, Mary Frost, Gilda Goodrich

Molly Badrawy called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from May 10 was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o        Checking Account Balance is $1,779.59 
o        Elizabeth Richards Concert Fund Balance is $2,463. 75
o        Special Gift Fund Balance is $2,199.21

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Jane Pitt.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash:
*The Summer Reading Program is planned. It will start on Sunday, June 15, at 3:00 p.m. at the Frost Free Library. The librarians presented the upcoming program to the students of the Marlborough School. The theme this year is “Fizz, Boom, Read!”, revolving around science-related activities.
*The new shelving is in the process of being installed. Old shelving will either be repurposed or sold through the Friends of the Frost Free Library.
*The library page, Stephanie Varno, is leaving, but her brother, Mike Varno, will be replacing her. He will be helping at the library on Tuesdays, after 3:00 p.m. until closing.
*The Elizabeth Richards Summer Concert series kicks off on Tuesday, July 8, at 7:00 p.m., with the Westmoreland Town Band. Sponsorships, scheduling, and logistical issues were discussed.

Motion to accept Director’s report was made by Gina Paight and seconded by Rufus Frost.  Vote to accept report was unanimous. 

Committee Reports:
*Friends of the Frost Free Librarya meeting will take place on June 17 at 5:00 p.m. All are invited.
*Library Gardens – the installation of the terrace and plantings now complete; a contest to name the terrace is being held, with a prize to be given.
*Old Business – Policy handbook has been completed by Kathleen Ash and is now being reviewed.

*New Business - Bob Sweet has been recruited as a new trustee (as a representative from the clergy).

The next meeting is scheduled for August 9. (Recess in July)

At 9:40 a.m. Teresa Horne moved to adjourn the meeting, seconded by Rufus Frost.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
August 3, 2014





Record of the Frost Free Library

Board of Trustees Meeting

May 10, 2014

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Gina Paight, Beverly Harris,  Teresa Horne, Gilda Goodrich, Jane Pitt, Molly Badrawy, and Mary Frost (representing Library Gardens and The Friends of the Frost Free Library)



Molly Badrawy called the meeting to order at 8:42 a.m.



Secretary’s Minutes:  Motion to accept the minutes from April19 was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.  



Treasurer’s Report, presented by Gina Paight, was as follows:

o       Checking Account Balance is $$1,579.32. 

o       Elizabeth Richards Concert Fund Balance is $880.84. 

o       Special Gift Fund Balance is $2,198.84. 



Motion to accept treasurer’s report was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.



Director’s Report given by Kathleen Ash:

*Kathleen Ash gave a presentation on customer service as part of a panel discussion at the New Hampshire Small Libraries Summit on May 9.

*The “Friends” have donated money for 3 mobile book carts that will be used to display the books for their ongoing book sale.

*The library is co-sponsoring a presentation with the New Hampshire Conservation Commission on “How to Deal Safely with Invasive Species”. It will take place at the Marlborough School on May 31 at 10 a.m.

*The current environmental display at the Frost Free Library includes frog eggs and salamander eggs.

*New library shelving from Library Shelving International will be installed in May.



Motion to accept Director’s report was made by Teresa Horne and seconded by Gina Paight.  Vote to accept report was unanimous. 



Committee Reports –

Buildings and Grounds: Mary Frost reported that the installation of the “Performing Terrace” on the east side of the building has begun. It will be paid for with funds collected by the Friends of the Frost Free Library for the “Library Gardens Phase IV Project”.


Old Business:
* The Board of Trustees examined a list of “hopes” for the library based on a list generated from the board in April, 2014.
*Fundraising options for the Elizabeth Richards Concert Fund were discussed.

New Business:
*Jane Pitt, as a member of the Marlborough Board of Selectmen, is now also a member of the Frost Free Library Board of Trustees. The existing FFL Board welcomed her at the May meeting.
*Ideas for increasing the size of the FFL Board were discussed.

Friends of the Frost Free Library: The next meeting of the “Friends” will take place on May 27, at 5 p.m., at the library.

The next meeting is scheduled for June 14, 2014.

At 9:50 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
May 29, 2014

 

Record of the Frost Free Library
Board of Trustees Meeting
April 19, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, Gina Paight, Beverly Harris, Teresa Horne, Molly Badrawy, and Mary Frost (representing Library Gardens and the Friends of the Frost Free Library)

Molly Badrawy called the meeting to order at 8:43 a.m.

Secretary’s Minutes Motion to accept the minutes from March 8 was made by Beverly Harris and seconded by Teresa Horne.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,579.32 
o       Elizabeth Richards Concert Fund Balance is $880.84
o       Special Gift Fund Balance is $2,198.84 
Motion to accept treasurer’s report was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.

Director’s Report, given by Kathleen Ash:
*The presentation by Richard Rubin was very well-attended.
*”Vernal Pool” program was well-received. Ira Gavrin, the presenter, is interested in planning future outdoor programs.
*Six weeks of concerts are scheduled for the Elizabeth Richards Concert series. Concert season begins on July 8.
*NHLTA Spring Conference taking place in Concord, N.H., on May 19.
*Kathleen Ash will be presenting at the N.H. Small Libraries Summit on May 9. The topic will be “Customer Service”.
*NHLTA is hosting a library trustee orientation “workshop” in Concord, N.H., on June 11.

Motion to accept Director’s report was made by Teresa Horne and seconded by Rufus Frost.  Vote to accept report was unanimous. 

Committee Reports –
Buildings and Grounds:
*Rufus Frost reports that the fence repair is forthcoming.
*Mary Frost reported on the Library Gardens Phase IV additions to the library “landscape”. She came to the meeting to request board approval for the removal of a small shed and for the installation of latticework on the side of the library building where some gardening tools and equipment are stored.  Gina Paight made a motion to approve the work to be done on the library grounds. It was seconded by Rufus Frost. The vote to accept was unanimous.

Old Business:
Mary Frost also reported on the tax-exempt status of the Friends of the Frost Free Library. She plans to attend a workshop on how to manage a “Friends” organization this spring.

New Business:
Motion to nominate existing officers for another term was made by Beverly Harris and seconded by Rufus Frost. The vote to accept was unanimous.  Officers for new term: Chair – Molly Badrawy; Treasurer – Gina Paight; Secretary – Lisa Seelen

The next meeting is scheduled for May 10

At 9:53 a.m. Rufus Frost moved to adjourn the meeting, seconded by Beverly Harris.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
May 3






 Record of the Frost Free Library
Board of Trustees Meeting
March 8, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Beverly Harris, Teresa Horne, Molly Badrawy, and Gilda Goodrich (Ex officio)

Molly Badrawy called the meeting to order at 8:47 a.m.

Secretary’s Minutes: Motion to accept the minutes from February 8 was made by John Northcott and seconded by Beverly Harris.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows:
o       Checking Account Balance is $1,553.20. 
o       Elizabeth Richards Concert Fund Balance is $880.90. 
o       Special Gift Fund Balance is $2,198.66. 
Motion to accept treasurer’s report was made by Teresa Horne and seconded by John Northcott.  Vote to accept was unanimous.

Director’s Report, given by Kathleen Ash:
*The Frost Free Library provided patrons with an opportunity to view the Olympics, and attendance was very good.
*Author Richard Rubin will be making a presentation, based on his book, Last of the Doughboys, on March 8, at 2 p.m.
*The New England Stone Wall presentation was very well-attended.
*Progress is being made on the Juvenile shelf “overhaul”.
*The New Hampshire Library Trustees Association Conference’s annual meeting is taking place on May 19.
Motion to accept Director’s report was made by Rufus Frost and seconded by John Northcott.  Vote to accept report was unanimous. 

Committee Reports -
Old Business:
*With the recent departures of two members of the board (Marilyn Ayer, John Northcott) the trustees are continuing to share their ideas about how to recruit new trustees. Gilda Goodrich, a former trustee, is in attendance ex officio, and it is hoped she will be a good liaison between the Marlborough School and the library.
*Kathleen Ash and Beverly Harris are continuing to engage in examining the Policy Manual.
*Volunteer opportunities for the upcoming Summer Reading Program were discussed.

Buildings and Grounds:
*Rufus Frost will attend to the consequences to the building from winter snow build-up.

New Business:
*The trustees each individually voiced their appreciation of John Northcott’s tremendous contribution to the Frost Free Library over many years. He will be greatly missed.

The next meeting is scheduled for April 19, at 8:30 a.m.

At 9:45 a.m. Beverly Harris moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
Date







Record of the Frost Free Library

Board of Trustees Meeting


Saturday, February 8th, 2014, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance:  Kathleen Ash, Rufus Frost, John Northcott, Beverly Harris, Teresa Horne and Molly Badrawy.

Molly Badrawy called the meeting to order at 9:05.

With Secretary’s Minutes in good order, a motion to accept the minutes from January 18th, as presented by Lisa Seelen was made by Teresa Horne, seconded by Beverly Harris, and then unanimously accepted by all.

Treasurer’s Report was not available due to absence of Gina Paight, treasurer.

Director’s Report given by library director, Kathleen Ash.
·         Library back-up system will be updated.  Laser printer is being repaired.
·         Best available shelving options for children’s non-fiction section have been investigated, chosen and ordered from Library furniture International. 
·         Children’s program, “Snowstorm in the Library” is most popular with our youngest patrons.
·         Per Kathleen, Marlborough Town clerk, Sandy LaPlante, reminds us that meeting postings and minutes must be in compliance with RSA’s.

Motion to accept Director’s report was made by Beverly Harris, seconded by Molly Badawy and unanimously accepted by all.

Committee Reports:  Rufus Frost will report on snow removal and damaged railings at next meeting.

Old Business:  Molly Badrawy will follow up with Malaise Lindenfeld regarding her contribution to the Summer Concert Series.  Teresa Horne will follow-up with Gilda Goodrich regarding her potential involvement with the library board as a Marlborough School representative.

New Business:  None to report.

The next board meeting is schedule for Saturday, March 8th, 2014 at 8:30 a.m. at the Frost Free Library.

At 9:43, Molly Badrawy moved to adjourn, seconded by John Northcott and unanimously accepted by all.

Respectfully submitted,
Molly Badrawy
13 February 2014




Record of the Frost Free Library

Board of Trustees Meeting

November 2, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Beverly Harris,  Teresa Horne, and Molly Badrawy

Molly Badrawy called the meeting to order at 8:42 a.m.



Secretary’s Minutes Motion to accept the minutes from October 12 was made by John Northcott  and seconded by Rufus Frost.  Vote to accept was unanimous.  



Director’s Report - given by Kathleen Ash

Topics discussed:

*Using “Dewey Light” in Juvenile Non-fiction has boosted circulation;

*Interior maintenance, particularly updating bathroom (flooring and painting), furnace cleaning, and general upkeep;

*Friends’ Columbus Day Book Sale brought in $866.00;the total for the year is $1,334.00;

*Recruitment ideas for future trustees;

*Policy review calendar;

*Library budget;

*Circulation statistics;

Motion to accept Director’s report was made by Teresa Horne and seconded by Beverly Harris.  Vote to accept report was unanimous. 



Committee Reports –

*Buildings and Grounds – slate shingles on roof have been replaced and/or repaired; Rufus Frost will inquire about gate post repair; underground irrigation system has been winterized.  



Old Business –

*Illness benefit proposal and holiday policy were discussed; Beverly Harris offered to review the Frost Free Library current policy handbook.

 

New Business – Rufus Frost moved to change monthly meeting time in December from the second Saturday of the month to the first Saturday (December 7); Molly Badrawy seconded. Vote to accept was unanimous.



The next meeting is scheduled for December 7.



At 9:57 a.m. Molly Badrawy  moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.



Respectfully submitted,

Lisa Seelen

December 6, 2013




 
Record of the Frost Free Library

Board of Trustees Meeting

October 12, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott,  Teresa Horne, and Molly Badrawy



Molly Badrawy called the meeting to order at 8:57 a.m.



Secretary’s Minutes: Motion to accept the minutes was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.  



Director’s Report, given by Kathleen Ash -

Topics discussed:

*Donation of $100.00 to the Frost Free Library in honor of Peter Henry;

*Frost Free librarians recently attended a library conference in Vermont. Kathleen Ash was invited to talk at the conference about her role as head librarian of a small library which has been selected as a good example of a community center. The presentation was called “Conducting Efficient and Effective Outreach”;

*Update on installation of new library furniture;

*Frost Free Library was part of a successful second annual “Marlborough Madness” on September 21;

*Interior maintenance of library building;

*Geneology workshops have been well-attended, and participants have been very enthusiastic.



Motion to accept Director’s report as amended was made by John Northcott and seconded by Rufus Frost.  Vote to accept report was unanimous. 



Committee Reports –

*Buildings and Grounds : Rufus Frost gave an update on slate roof and he reports that the repairs are pending.



Old Business –

*Improved benefits for staff: Board of Trustees continues to discuss library staff illness and vacation policy.



New Business –

*Amending the existing library charter: The Board of Trustees will be examining the library charter’s language, which presently stipulates that the Board of Selectmen attend all meetings for the “time being”.



The next meeting is scheduled for November 2.



At 10:15 a.m. John Northcott moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.



Respectfully submitted,

Lisa Seelen

Date
 

Record of the Frost Free Library

Board of Trustees Meeting

September 14, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight,  Teresa Horne, and Molly Badrawy



Molly Badrawy called the meeting to order at 8:47 a.m.



Secretary’s Minutes Motion to accept the minutes from July 13 was made by Teresa Horne and seconded by Rufus Frost. Vote to accept was unanimous.  



Treasurer’s Report, given by Gina Paight, was as follows.

o       Checking Account Balance is $1,612.09. 

o       Elizabeth Richards Concert Fund Balance is $828.96. 

o       Special Gift Fund Balance is $830.48. 



Motion to accept treasurer’s report was made by John Northcott and seconded by Rufus Frost.  Vote to accept was unanimous.





Director’s Report, given by Kathleen Ash -

Topics discussed:

*Update on Library/school partnership;

*Library is displaying local artist’s photography;

*Library will be participating in Marlborough Madness on September 21;

*Kathleen Ash mentioned a need to talk about State Library policy details at future Board meetings;

*NHLTA meetings taking place on September 12 and September 24;

*All 3 librarians will be attending the Childrens’ Literature Conference in White River , VT;

*2014 budget proposal presented by Kathleen Ash;

*Board reviewed librarian vacation policy.  



Motion to accept Director’s report was made by Molly Badrawy and seconded by Rufus Frost.  Vote to accept report was unanimous. 



The next meeting is scheduled for October 12.



At 10:10 a.m. Gina Paight moved to adjourn the meeting, seconded by John Northcott.  Vote to adjourn was unanimous.



Respectfully submitted,

Lisa Seelen

September 14
 
Record of the Frost Free Library
Board of Trustees Meeting
July 13, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, John Northcott, Gina Paight, Beverly Harris, Teresa Horne, and Molly Badrawy

Molly Badrawy called the meeting to order at 8:41 a.m.

Secretary’s Minutes: Motion to accept the minutes from June 8 as was made by John Northcott and seconded by Rufus Frost. Gina Paight and Beverly Harris abstained because they were not at the June meeting.  Vote to accept was unanimous.  

Treasurer’s Report: presented by Gina Paight, was as follows.
o      Checking Account Balance is $1,645.08. 
o      Elizabeth Richards Concert Fund Balance is $1,980.26. 
o      Special Gift Fund Balance is $1,432.20. 

Motion to accept treasurer’s report was made by Rufus Frost and seconded by John Northcott.  Vote to accept was unanimous.

Director’s Report: given by Kathleen Ash
1.     At 8:50 the Board went into closed session to discuss an incident in the library (RSA 91-A:3IIc)         
Roll call: Rufus Frost, John Northcott, Gina Paight, Beverly Harris, Molly Badrawy, Teresa Horne in attendance;
      Kathleen Ash described an incident that took place at the Marlborough School on July 9 (Elizabeth Richards Concert series). She described the action she took to the Board. The Board then discussed the incident and made a recommendation. At 9:10 Rufus frost made a motion to return to public session, which was seconded by Molly Badrawy.
2.      Public session topics:
*drop-in activities
*summer “kick-off”
*summer camp partnership with library
*July 9 concert at Marlborough School gym – good acoustics
*concert pizza sales
*July 23 concert – Kathleen Ash not available, Molly Badrawy will attend

Motion to accept Director’s report was made by Teresa Horne and seconded by Molly Badrawy.  Vote to accept report was unanimous. 





                                                                 Record of the Frost Free Library
Board of Trustees Meeting
June 8, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Teresa Horne, and Molly Badrawy
Molly Badrawy called the meeting to order at 8:46 a.m.

Secretary’s Minutes: Motion to accept the minutes from May 11 was made by Teresa Horne and seconded by Rufus Frost.  Vote to accept was unanimous.  

Treasurer’s Report: sent to trustees by Gina Paight, was as follows.
o        Checking Account Balance is $1,644.65. 
o        Elizabeth Richards Concert Fund Balance is $1,369.90. 
o        Special Gift Fund Balance is $1,246.84. 
Motion to accept treasurer’s report was made by John Northcott and seconded by Rufus Frost.  Vote to accept was unanimous.

Director’s Report: given by Kathleen Ash
Topics discussed:
*Accessibility to the blind via e-readers like the Kindle or computers without a “touch screen”:
our intention is to be responsive to the needs of our patrons, regardless of disability.
*Broken railing around library perimeter: the building committee will pursue repair.
*Creation of a new young writers’ group.
*Donations of money for Elizabeth Richards Concert Fund will be solicited by several of the trustees.
Motion to accept Director’s report was made by Rufus Frost and seconded by John Northcott.  Vote to accept report was unanimous. 

Committee Reports:
Buildings and Grounds:
*Dave Ganio will repair irrigation system as directed and paid for by the Library Gardens Group.

New Business:
*John Northcott moved to add Molly Badrawy’s name to the signature card at the Savings Bank of Walpole. Teresa Horne seconded. Vote to accept was unanimous.
*Discussion took place about ways to raise additional money for the Elizabeth Richards Concert Fund, and to offer incentives to our donors to continue to want to donate money each year to sustain the summer event. The Board agreed to allow pizza sales at the Main Crust Company’s sponsored concert. The Board also talked about the possibility of at least one trustee being present at each of the concerts to welcome audience and to announce the performers.

The next meeting is scheduled for July 13, 2013.

At 9:58 a.m.John Northcott moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen
July 12, 2013






Record of the Frost Free Library
Board of Trustees Meeting
May 11, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Lisa Seelen, John Northcott, Beverly Harris, Teresa Horne, Molly Badrawy,  and Pastor Marilyn Ayer

Molly Badrawy called the meeting to order at 8:46 a.m.

Secretary’s Minutes: Motion to accept the minutes from April 13 as presented by Marilyn Ayer was made by John Northcott and seconded by Beverly Harris.  Vote to accept was unanimous.  


Director’s Report: given by Kathleen Ash, with the following action taken:
Motion to give Kathleen Ash authority to take next step on painting project (obtain and sign contract provided by Legendary Painting) was made by Beverly Harris and seconded by Molly Badrawy. Vote to authorize next step was unanimous.
           
Other topics discussed in response to Director’s Report:
            Potential donors from the town will be solicited for sponsorship of all, or part of, future concerts in the Elizabeth Richards Concert series.
            Summer concert set-up (chairs needed for audience)
            Upcoming Summer Reading Program – “Critters and Creatures”
           
Motion to accept Director’s report was made by John Northcott and seconded by Teresa Horne.  Vote to accept report was unanimous. 

Old Business:
John Northcott reports that a new flag has been obtained and installed on library grounds.
Board discussed possible future improvements to library grounds.
Update on the reporting of library income – Beverly Harris and Kathleen Ash will continue to investigate.
           
New Business:
The next meeting is scheduled for Saturday, June 8, 2013.

At 9:38 a.m. John Northcott moved to adjourn the meeting, seconded by Molly Badrawy.  Vote to adjourn was unanimous.

Respectfully submitted,
Lisa Seelen






Record of the Frost Free Library
Board of Trustees Meeting
April 13, 2013, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Beverly Harris,  Teresa Horne and Pastor Marilyn Ayer

John Northcott called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from March 19, 2013 as presented and amended by Marilyn Ayer was made by Beverly Harris and seconded by Teresa Horne.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,339.66. 
o       Elizabeth Richards Concert Fund Balance is $1,159.90. 
o       Special Gift Fund Balance is $1,196.84.

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash with the following action taken:
o       Motion to increase the non-resident library fee to $45, effective immediately, was made by Gina Paight and seconded by Lisa Seelen.  Vote to increase fee was unanimous.

Motion to accept Director’s report was made by Lisa Seelen and seconded by Teresa Horne.  Vote to accept report was unanimous. 

New Business
o       Nominations: Motion to nominate Molly Badrawy as chair of the board for the remainder of Bernie Collins’s term, recognizing her right to decline, since the nomination was made in her absence, was made by Lisa Seelen and seconded by Rufus Frost.  Other positions still need to be acted on.  Vote to accept the slate so far was unanimous.
o       Mary Frost gave an update on what the volunteer group, Library Gardens, plan to do this spring and summer.  For the expected expenses Mary said this group will do its own fundraising.  Before giving final approval, the board suggested that the group get a firm bid from a company they hope to hire to do some of the heavier work.  The board thanks Mary for all her energy and personal investment in this project.

The next meeting is scheduled for May 11. 2013

At 10:35 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
April 16, 2013
 

Record of the Frost Free Library

Board of Trustees Meeting

March 9, 2013, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Beverly Harris, Teresa Horne, and Pastor Marilyn Ayer



John Northcott called the meeting to order at 8:40 a.m.



Secretary’s Minutes Motion to accept the minutes from February 16, 2013 as presented by Marilyn Ayer was made by Rufus Frost and seconded by Lisa Seelen.  Vote to accept was unanimous.  



Treasurer’s Report There was no treasurer’s report.  The board did however make the following motion:  Motion to take the full amount of income, $10,433.79, from the trust funds was made by Marilyn Ayer and seconded by Lisa Seelen.  Vote to receive income was unanimous.



Director’s Report given by Kathleen Ash with the following points noted and acted upon:

o       Kathleen recommended Rhonda Trally for the open position that was posted.  Motion to accept the recommendation was made by Beverly Harris and seconded by Lisa Seelen.  Vote to accept was unanimous.



o       Concerning the bench and table proposals, motion to authorize Kathleen to ask Dan Fielder to make a bench and modify the table and do both before the children’s programs start in June was made by Beverly Harris and seconded by Lisa Seelen.  Vote to authorize was unanimous.



o       Concerning bids for painting the exterior of the building addition, it was noted that we need to see if we can change the budget from the floor at town meeting, based on anticipated income from trust funds. The board approves the painting of the addition based on using income this year from the trust funds.  John Northcott will consult with Terry Knowles to see if we can add this project.



Motion to accept Director’s report was made by Marilyn Ayer and seconded by Teresa Horne.  Vote to accept report was unanimous. 



Old Business

On March 6, 2013, four people, two from the board and two from the staff, met with the patron who had made a complaint and came to a resolution with that person.



New Business

The board needs to answer a letter from Boston College regarding a prior proposal from them.  John Northcott will write to them on behalf of the board saying we had declined the proposal but apparently we had not communicated with them.

The next meeting is scheduled for April 13, 2013 at 8:30 a.m.



At 10:00 a.m. Beverly Harris moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.



Respectfully submitted,

Marilyn Ayer

April 12, 2013




 
Record of the Frost Free Library
Board of Trustees Meeting
February 16,2013, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost,  John Northcott, Gina Paight, Beverly Harris,  Teresa Horne, Molly Badrawy  and Pastor Marilyn Ayer.  Jane Richards-Jones attended as an invited guest.

John Northcott called the meeting to order at 8:34 a.m.

Secretary’s Minutes Motion to accept the minutes from January 12, 2013,  as presented by Marilyn Ayer was made by Gina Paight and seconded by Molly Badrawy.  Vote to accept was unanimous.   Motion to accept the minutes from January 24, 2013, as presented by Marilyn Ayer was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1217.20. 
o       Elizabeth Richards Concert Fund Balance is $509.37. 
o       Special Gift Fund Balance is $1866.22. 

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
o       Kathleen also told us that she received a thank you note from Keene State College regarding the old book that we donated.

Motion to accept Director’s report was made by Molly Badrawy and seconded by Rufus Frost.  Vote to accept report was unanimous. 

New Business
o       The library received a complaint from a patron.  The trustees reviewed the complaint and will respond to it.

The next meeting is scheduled for March 9, 2013 at 8:30 a.m.

At 10:00 a.m. Rufus Frost moved to adjourn the meeting, seconded by Molly Badrawy.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer February 19, 2013





Record of the Frost Free Library
Board of Trustees Meeting
October 13, 8:30 a.m.
Frost Free Library, Marlborough, NH
In attendance: Kathleen Ash, Rufus Frost, John Northcott, Gina Paight, Beverly Harris, Bernie Collins, and Pastor Marilyn Ayer

Chairperson Bernie Collins called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from September 8, 2012 as presented by Marilyn Ayer was made by Rufus Frost and seconded by John Northcott.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,182.36. 
o       Elizabeth Richards Concert Fund Balance is $459.19. 
o       Special Gift Fund Balance is $2,190.40. 

Motion to accept treasurer’s report was made by Rufus Frost and seconded by John Northcott.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
  • John Northcott moved to transfer designated 2011 trust funds of $1,362.63 to the town of Marlborough.  Marilyn Ayer seconded the motion.  Vote to move funds was unanimous.
  • Gina Paight moved that Kathleen Ash should arrange for duct cleaning, with the funds to be spent from the special gift fund.  John Northcott seconded the motion.  Vote to have ductwork cleaned was unanimous.
  • Rufus Frost moved to accept the budget; Marilyn Ayer seconded the motion.  Three members voted to accept the budget and the three selectmen abstained.  Motion carried.

Motion to accept Director’s report was made by Gina Paight and seconded by John Northcott.  Vote to accept report was unanimous. 

Old Business
  • Old Book: Rufus had called the rare book department of UNH about the possibility of our putting the book on permanent loan in their library.  They do not like taking books on loan because of liability issues.  Rufus will continue to pursue the matter and ask for some expert opinions on the proper disposition of the book.

The next meeting is scheduled for November 10, 2012 at 8:30 a.m.

At 10:45 a.m. John Northcott moved to adjourn the meeting, seconded by Beverly Harris.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
October 15, 2012



Record of the Frost Free Library

Board of Trustees Meeting

September 8, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Beverly Harris, Bernie Collins, Teresa Horne  and Pastor Marilyn Ayer



Chairperson Bernie Collins called the meeting to order at 8:40 a.m.



Secretary’s Minutes Motion to accept the minutes from June 16, 2012 as presented by Marilyn Ayer was made by Rufus Frost and seconded by Beverly Harris.  Vote to accept was unanimous.  



Treasurer’s Report, presented by Gina Paight, was as follows.

o       Checking Account Balance is $2959.59. 

o       Elizabeth Richards Concert Fund Balance is $508.48.

o       Special Gift Fund Balance is $2,039.34. 



Motion to accept treasurer’s report was made by John Northcott and seconded by Beverly Harris.  Vote to accept was unanimous.



Director’s Report given by Kathleen Ash



Motion to accept Director’s report was made by __ and seconded by __.  Vote to accept report was unanimous. 



Old Business

Safety and security: John still needs to review the policy

Old book: Rufus is in discussion with the director of rare books at UNH about the Cotton Mather book.  Motion to loan the book to UNH with the proviso that we are credited with the ownership of it, and with details to be worked out, was made by Rufus Frost and seconded by Theresa Horne.  Vote to loan the book was unanimous.



The next meeting is scheduled for October 13, 2012.



At 9:50 a.m. John Northcott moved to adjourn the meeting, seconded by Gina Paight.  Vote to adjourn was unanimous.



Respectfully submitted,

Marilyn Ayer

October 11, 2012




 
Record of the Frost Free Library

Board of Trustees Meeting

May 12, 2012, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Beverly Harris, Teresa Horne  and Pastor Marilyn Ayer



Mary Frost, of Library Gardens, joined later.



John Northcott called the meeting to order at 8:42 a.m.



Secretary’s Minutes Motion to accept the minutes from April 14, 2012 as presented by Marilyn Ayer was made by Lisa Seelen and seconded by Gina Paight.  Vote to accept was unanimous.  



Treasurer’s Report, presented by Gina Paight, was as follows.

o       Checking Account Balance is $1,034.06. 

o       Elizabeth Richards Concert Fund Balance is $1,320.36. 

o       Special Gift Fund Balance is $2,046.32. 



Motion to accept treasurer’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.



Director’s Report given by Kathleen Ash

  • A special note: Cindy Brewster will be leaving the library.  Thursday, June 14th, 11:30-2:00, has been set as a good-bye time for Cindy.



Motion to accept Director’s report was made by Beverly Harris and seconded by Lisa Seelen.  Vote to accept report was unanimous. 



Committee Reports

  • Mary Frost presented an update on the work being done around the library, especially the work done by Gordon Hayward



Old Business

  • The trustees were reminded about the opportunity to attend the NHLTA Spring Conference on May 21



New Business

  • There was no new business.



The next meeting is scheduled for June 16, 2012 at 8:30 a.m.



At 10:15 a.m. Rufus Frost moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.



Respectfully submitted,

Marilyn Ayer

June 3, 2012
 
Record of the Frost Free Library

Board of Trustees Meeting

April 14, 2012, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, John Northcott, Gina Paight, Bernie Collins, Beverly Harris  and Pastor Marilyn Ayer



Heather Palmer and Mary Frost attended.



Chairperson Bernie Collins called the meeting to order at 8:35 a.m.



Bernie Collins introduced and welcomed Heather Palmer, treasurer of the Friends of the Library; and Beverly Harris, who as selectman voted by the town to fill the post vacated by Larry Robinson, is now a member of the library board of trustees.



Secretary’s Minutes A correction was noted in the spelling of one name in the minutes.  Ann Dumlee should be Ann Dumler.  Motion to accept the minutes from March 10, 2012, as presented by Marilyn Ayer and corrected by Rufus Frost, was made by Gina Paight and seconded by John Northcott.  Vote to accept was unanimous.  



Treasurer’s Report, presented by Gina Paight, was as follows.

o       Checking Account Balance is $2,395.96. 

o       Elizabeth Richards Concert Fund Balance is $1,180.32.

o       Special Gift Fund Balance is $2,045.93.



Motion to accept treasurer’s report was made by Marilyn Ayer and seconded by Rufus Frost.  Vote to accept was unanimous.



Motion made by John Northcott to pay Fuzzy Logic $250 for a summer concert as funds allow.  Motion was seconded by Gina Paight.  Vote was unanimous.



Director’s Report given by Kathleen Ash included the following discussions:

  • Heather Palmer, in her role as Friends of the Library treasurer, came to the board for guidance, help and support from the board.  At issue is the status of the Friends in regard to 501c3.  Kathleen Ash has been in contact with the Executive Director of ALTAFF, the Association of Library Trustees and Friends of the Library, and has received some clarification on the matter.  It was agreed that the Library Board of Trustees should show strong support for the Friends of the Library as they go forward.
  • The sign lighting project was not completed according to specifications indicated in the proposal by Amer Electric and is unsatisfactory as it now stands.  It was agreed that Kathleen Ash should get in touch with Amer Electric about it.
  • In regard to e-books, it was noted that librarians throughout the state are all having to make decisions about which e-books to have available for patrons and that it is not an easy process to follow.  The board supports Kathleen Ash as she works to make the right decisions.

Motion to accept Director’s report was made by Gina Paight and seconded by Rufus Frost.  Vote to accept report was unanimous. 



Committee Reports

  • A gutter hanger with a small piece of the eave still attached to it was found lying on the grounds.  The board will get in touch with Guyer Roofing, the company that took down the gutters during a roofing project, to see if it was intended that the gutters stay off the building.
  • Library Gardens: Mary Frost reported on the status of the work being done around the grounds.  The group is doing some rethinking of last year’s work.  There will be some modification of what was done last year on the west side of the library.  The Library Gardens group has enlisted the help of Gordon Hayward in this process.  Mary and her group are also currently receiving offers of help from two local people with landscaping expertise and equipment; and they are also making plans for dealing with expenses that some of this work will incur.



Old Business

  • Safety and security: Discussion regarding unattended children is still pending.
  • Old books: discussion and possible action is still pending.
  • Boston College seismograph:  Bernie Collins went to Boston College to meet with Marilyn Bebeau and others in the geology department.  There is much to read and think about, but the essential concept is that the college would like the library to house a seismograph and have a computer available for people to have access to for reading results of seismic activity.  There is substantial cost, for which the library would have to seek grant funding.  The main concern being discussed is the limited amount of space in the library and the long=range usefulness of the equipment once the initial education piece is completed.  The board will read the material for future consideration of Boston College’s request.
  • NHLTA: Bernie Collins will attend the spring conference.



New Business

  • Trust balance: It was noted that there is $5,158.91 available in the trust funds for us to spend this year if needed.



The next meeting is scheduled for May 12, 2012 at 8:30 a.m.



At 10:15 a.m. Gina Paight moved to adjourn the meeting, seconded by John Northcott.  Vote to adjourn was unanimous.



Respectfully submitted,

Marilyn Ayer

April 14, 2012


 
Record of the Frost Free Library

Board of Trustees Meeting

March 10, 2012, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Rufus Frost, Lisa Seelen, John Northcott, Larry Robinson, Bernie Collins, Teresa Horne and Pastor Marilyn Ayer



Mary Frost arrived at 9:05 to speak about Library Gardens.



Chairperson Bernie Collins called the meeting to order at 8:40 a.m.



Secretary’s Minutes Motion to accept the minutes from February 11, 2012 as presented by Marilyn Ayer was made by Rufus Frost and seconded by Larry Robinson.  Vote to accept was unanimous.  



Treasurer’s Report, submitted by Gina Paight, was as follows.

o       Checking Account Balance is $3,306.39. 

o       Elizabeth Richards Concert Fund Balance is $250.29. 

o       Special Gift Fund Balance is $2,318.56. 



Motion to accept treasurer’s report as submitted was made by Larry Robinson and seconded by Teresa Horne.  Vote to accept was unanimous.



Director’s Report submitted by Kathleen Ash



Motion to accept Director’s report as submitted was made by Larry Robinson and seconded by John Northcott.  Vote to accept report was unanimous. 



Committee Reports

  • Building and Grounds: The sign lighting project is progressing.  They are just waiting for the ground to thaw.



Old Business

A, Safety and security: The panic buttons are now installed.  John Northcott will continue

     to work on the unaccompanied children policy.

B. Old books: Rufus Frost is still waiting to talk with Ann Dumlee, who has been away

     from home.

            C, Chairs for young adult section: Teresa Horne had hoped to bring “backjack” chairs

                 from the school but found that they are in use at the school.



New Business

A.    Library Gardens: Mary Frost reported that the Library Gardens group would be meeting again the following week to discuss a variety of things, including design plans, communications and a review of how the irrigation system works.

B.     Boston College seismograph: The trustees received a letter from Marilyn Bebeau of Boston College’s geology department.  The college would like to put a seismograph in the library.  Bernie Collins wants to go to see what the seismograph plan is all about and report back to the board.

C.     Politics and library: The board made clear its stance that it will not, as a group, make statements in support of candidates or other political issues.

D.    Library Friends leadership: It was noted that the Friends of the Library may have to discontinue, since it is struggling to get new leadership.

E.     NHLTA spring conference: Bernie will attend.

F.      Upton and Hatfield memo: The town counsel told the board that people can go to LGC.org (Local Government Center) to see right-to-know steps.



The next meeting is scheduled for April 14, 2012 at 8:30 a.m.



At 9:45 a.m. John Northcott moved to adjourn the meeting, seconded by Larry Robinson.  Vote to adjourn was unanimous.


Respectfully submitted,
Marilyn Ayer
April 13, 2012
 


Record of the Frost Free Library

Board of Trustees Meeting

January 14, 2012, 8:30 a.m.

Frost Free Library, Marlborough, NH



In attendance: Kathleen Ash, Rufus Frost, John Northcott, Gina Paight, Larry Robinson, Bernie Collins, Teresa Horne  and Pastor Marilyn Ayer



Chairperson Bernie Collins called the meeting to order at 8:35 a.m.



Secretary’s Minutes Motion to accept the minutes from December 10, 2011 as presented by Marilyn Ayer was made by Larry Robinson and seconded by Rufus frost.  Vote to accept was unanimous.  



Treasurer’s Report, presented by Gina Paight, was as follows.

o       Checking Account Balance is $4,190.24. 

o       Elizabeth Richards Concert Fund Balance is $100.27. 

o       Special Gift Fund Balance is $2,283.20. 



Motion to accept treasurer’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.



Director’s Report given by Kathleen Ash



Motion to accept Director’s report was made by __ and seconded by __.  Vote to accept report was unanimous. 



Committee Report

Building and grounds:  The fence has been mended at a cost of $375.



Old Business

Safety and security: Regarding the installation of panic buttons, it was determined that the library cannot be tied in with the town security system, and so Kathleen may go forward with installation, as was voted in the December meeting. 



New Business

Old books: Bernie Collins talked with Bob Kinney about two old books.  Kinney was of the opinion that these books should not be moved out of the town, but that if they were donated the library should get credit.  He also said that he would show people how to polish leather covers and in general properly clean the books.  Rufus Frost said that if we do donate either book, UNH is very interested in one of them.



Regional trustees meeting: scheduled for Friday, January 20, 2012 at 12:30 pm in Ashuelot.



The next meeting is scheduled for February 11, 2012


 
Record of the Frost Free Library
Board of Trustees Meeting
October 8, 2011, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Trustees: Rufus Frost, Lisa Seelen, John Northcott, Bernie Collins, Teresa Horne and Pastor Marilyn Ayer
Staff: Kathleen Ash
Others: Mary Frost

Chairperson Bernie Collins called the meeting to order at 8:35 a.m.  Meeting was held at Audrey’s CafĂ© since the annual book sale was going on in the library parking lot.

Secretary’s Minutes Motion to accept the minutes from September 10, 2011, as presented by Marilyn Ayer was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept was unanimous.  

Treasurer’s Report, presented via e-mail by Gina Paight, was as follows.
o       Checking Account Balance is $1,035.84. 
o       Elizabeth Richards Concert Fund Balance is $100.22. 
o       Special Gift Fund Balance is $2,177.79. 

Motion to accept treasurer’s report was made by Marilyn Ayer and seconded by Rufus Frost.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
One item in the report was about a state lawmaker’s proposal to cut the statewide interlibrary loan van service from four vans to one.  The trustees agreed to pass a resolution in favor of support for the interlibrary loan van service to be presented to our representatives.

Motion to accept Director’s report was made by Rufus Frost and seconded by John Northcott. Vote to accept report was unanimous. 

Budget
Motion to accept the submitted budget was made by Teresa Horne and seconded by Lisa Seelen.  Vote to accept was unanimous.

Committee Reports
Gardens and grounds
Mary Frost reported on the following:
  • Some plants will be donated from Hulda Weeks’ garden.
  • Mary has been in conversation with June Fuerder, garden columnist with The Keene Sentinel regarding publicity about all the work that is being done on the library garden.
  • As a result of Marlborough Madness $40 was added to the petty cash that the trustees funded.  Library Gardens now has $76 in petty cash.

Old Business
  • The trustees reviewed some proposals regarding the lighting of the library sign.  The matter was referred to the Building and Grounds committee, who now have the proposals in hand.  They will bring a recommendation to the next meeting.

New Business
  • After reviewing trust funds income available to the library a motion was made by Rufus Frost and seconded by Lisa Seelen to have the trustee chairman sign the form requesting funds totaling $9,013.87, payable to the Frost Free Library, from the trustee of the trust funds.  Vote to accept the motion was unanimous.  The funds will then be allocated in accordance with the stipulations in the trusts.
  • Motion was made by John Northcott and seconded by Marilyn Ayer to authorize Rufus Frost to find a contractor to insulate the ductwork at a cost up to $4500.
  • For our next meeting Bernie Collins asked us to think about some books that are in the library that are quite old and might need special consideration.

The next meeting is scheduled for November 5, 2011 at the library.

At 10:23 a.m. Rufus moved to adjourn the meeting, seconded by John Northcott.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
October 8, 2011



Record of the Frost Free Library
Board of Trustees Meeting
September 10, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance:Trustees: Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Bernie Collins, Teresa Horne  and Pastor Marilyn Ayer
Staff: Kathleen Ash, Jane Richards-Jones
Others: Mary Frost, Bruce Heiser

Chairperson Bernie Collins called the meeting to order at 8:35 a.m.

Secretary’s Minutes Motion to accept the minutes from July 9, 2011 as presented by Marilyn Ayer was made by Gina Paight and seconded by Rufus Frost.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,031.37. 
o       Elizabeth Richards Concert Fund Balance is $100.21. 
o       Special Gift Fund Balance is $2,287.92. 

Motion to accept treasurer’s report was made by Marilyn Ayer and seconded by Rufus Frost.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash

Motion to accept Director’s report was made by Rufus Frost and seconded by Lisa Seelen.  Vote to accept report was unanimous. 

Committee Report Gardens and Grounds
Bruce Heiser reported that the irrigation system is completely installed.  He reviewed with the board special features of the system.  One feature in particular is:
  • Automatic control sensor is installed, which means that when it rains the system won’t come on, or when there is sufficient moisture in the ground it won’t come on

New Business
The board reviewed the trusts for the library as printed in the 2010 town report to determine what was available for us to draw upon, especially in regard to the insulation of the ductwork we plan to do.

The next meeting is scheduled for October 8, 2011.

At 9:50 a.m. Marilyn Ayer moved to adjourn the meeting, seconded by Rufus Frost.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
October 7, 2011



Record of the Frost Free Library
Board of Trustees Meeting
July 9, 2011, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, John Northcott, Gina Paight, Larry Robinson, Bernie Collins, Jane Richards-Jones and Pastor Marilyn Ayer

Chairperson Bernie Collins called the meeting to order at 8:35 a.m.

Secretary’s Minutes Motion to accept the minutes from May 14, 2011 as presented by Marilyn Ayer was made by Larry Robinson and seconded by Rufus Frost.  Vote to accept was unanimous.   We did not have a quorum at the June meeting so there were no minutes.

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $1,145.12. 
o       Elizabeth Richards Concert Fund Balance is $1,221.63. 
o       Special Gift Fund Balance is $2,328.90.

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Larry Robinson.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash

Motion to accept Director’s report was made by Gina Paight and seconded by Marilyn Ayer.  Vote to accept report was unanimous. 

Committee Reports
Gardens and Grounds:  The library has received many favorable comments about the garden.  The trustees are grateful to Bruce Heiser for all that he is doing for us.

Old Business
We will begin work on the ductwork once we receive the check from trust funds income.

New Business
We discussed a possible change of meeting days but found that Saturday mornings still work best.

The next meeting is scheduled for September 10, 2011.

At 9:35 a.m. John Northcott moved to adjourn the meeting, seconded by Larry Robinson.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
July 10, 2011




No June minutes, no quorum

Record of the Frost Free Library
Board of Trustees Meeting
May 14, 2011, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Bernie Collins, Kathleen Ash, Lisa Seelen, Rufus Frost, John Northcott, Gina Paight, and Pastor Marilyn Ayer

Chairperson Bernie Collins called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from March 12.2011 as presented by Marilyn Ayer was made by Gina Paight and seconded by Lisa Seelen.  Vote to accept was unanimous.   There was no April meeting.

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $703.33. 
o       Elizabeth Richards Concert Fund Balance is $1,170.94. 
o       Special Gift Fund Balance is $2,289.93. 

Motion to accept treasurer’s report was made by John Northcott and seconded by Lisa Seelen.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
  • For the July 5 concert the trustees volunteered to move chairs.

Motion to accept Director’s report was made by Marilyn Ayer and seconded by Gina Paight.  Vote to accept report was unanimous. 

Maintenance Report
A presentation about the garden landscaping project was presented by Bruce and Maureen Heiser.  Bruce has been a master gardener since 1988 and he presented a comprehensive plan that would enable us to have gardens with relatively low maintenance.  Discussion included the following:
  • We will share what we learned with the garden club.
  • The major component is a maintenance-free irrigation system.
  • Bruce and Maureen can supply much of what is needed.  We will need to pay $225 for piping.
John Northcott moved that we accept Bruce and Maureen’s offer for the phase 1 work with the condition that we commit to pay $225 for piping.  Gina Paight seconded the motion.  Vote to accept the motion was unanimous.

The trustees gratefully accept Bruce and Maureen’s donation of equipment.

The next meeting is scheduled for June 11.2011.

At 9:50 a.m. Lisa Seelen moved to adjourn the meeting, seconded by Gina Paight.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
June 8, 2011




No April meeting

Record of the Frost Free Library
Board of Trustees Meeting
March 12, 2011, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Bernie Collins,  and Pastor Marilyn Ayer

Chairperson Bernie Collins called the meeting to order at 8:40 a.m.

Secretary’s Minutes Motion to accept the minutes from February 12, 2011 as presented by Marilyn Ayer was made by Gina Paight and seconded by John Northcott.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $685.61. 
o       Elizabeth Richards Concert Fund Balance is $528.32.
o       Special Gift Fund Balance is $2,569.45.

Motion to accept treasurer’s report was made by John Northcott and seconded by Rufus Frost.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
  • Regarding the purchase of portable file boxes for old files, motion was made by Gina Paight and seconded by Rufus Frost to cover the expense of $84.94 with funds from the checking account.  Vote to approve the expenditure was unanimous.
  • Bernie Collins searched for old documents referring to bequests but couldn’t find any.  In the process, he found other documents and items he thought the trustees should look at.  John Northcott said that Town Hall has a binder with bequests.  It’s possible that bequests to the library are stored there.
  • The library hired Rob Thomas to do the shoveling.

Motion to accept Director’s report was made by Gina Paight and seconded by Rufus Frost.  Vote to accept report was unanimous. 

At 9:20 a.m. motion was made by Gina Paight and seconded by Rufus Frost to go into nonpublic session, per RSA 91-A:3.II.(a).  At 9:25 a.m. motion was made by John Northcott and seconded by Gina Paight to go out of nonpublic session.

Maintenance Report
  • Mary Frost gave an update on plans to upgrade the library gardens.  The trustees are in agreement that she and her group should continue with their plans.

The next meeting is scheduled for April 9, 2011.

At 10:20 a.m. John Northcott moved to adjourn the meeting, seconded by Rufus Frost.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
March 31, 2011 



Record of the Frost Free Library
Board of Trustees Meeting
February 12, 2011, 8:30 a.m.
Frost Free Library, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Bernie Collins, Teresa Horne  and Pastor Marilyn Ayer.  Also in attendance as an invited guest was Wayne Crowell, Trustee of Trust Funds for the Town of Marlborough.

Chairperson Bernie Collins called the meeting to order at 8:35 a.m.

Secretary’s Minutes It was noted that in the January minutes the MacDonald donation should read $200, not $250.   Motion to accept the minutes from January 8, 2011 as amended was made by John Northcott and seconded by Rufus Frost.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $573.68. 
o       Elizabeth Richards Concert Fund Balance is $528.22. 
o       Special Gift Fund Balance is $3,509.88. 

Motion to accept treasurer’s report was made by Rufus Frost and seconded by John Northcott.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash

Motion to accept Director’s report was made by Rufus Frost and seconded by Teresa Horne.  Vote to accept report was unanimous. 

New Business
Wayne Crowell discussed the library trust funds and answered questions the board had regarding the use of the funds.  We are very appreciative of the time he spent with us; he was a great help.

The next meeting is scheduled for March 12, 2011.

At 10:00 a.m. Marilyn Ayer moved to adjourn the meeting, seconded by Gina Paight.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
February 17.2011



Record of the Frost Free Library
Board of Trustees Meeting
January 8, 2011, 8:30 a.m.
Held at the home of Rufus Frost
79 Frost Hill Road, Marlborough, NH

In attendance: Kathleen Ash, Rufus Frost, Lisa Seelen, John Northcott, Gina Paight, Bernie Collins, and Pastor Marilyn Ayer

Chairperson Bernie Collins called the meeting to order at 8:45 a.m.

Secretary’s Minutes Motion to accept the minutes from December 4, 2010 as presented by Gina Paight was made by John Northcott and seconded by Lisa Seelen.  Vote to accept was unanimous.  

Treasurer’s Report, presented by Gina Paight, was as follows.
o       Checking Account Balance is $515.68. 
o       Elizabeth Richards Concert Fund Balance is $528.10. 
o       Special Gift Fund Balance is $2,809.18. 

Motion to accept treasurer’s report was made by Rufus Frost and seconded by Lisa Seelen.  Vote to accept was unanimous.

Director’s Report given by Kathleen Ash
  • The trustees gratefully acknowledge donations from two sources: $500 from Molly and Sinan Badrawy for computer tables and $250 from the MacDonalds toward the music program for preschoolers.
  • There was discussion about the needed repairs for the furnace.  The heat exchanger will not be installed until Friday; therefore the library will have to be closed until next Saturday.  The part is under warranty; however the cost to ship it and the labor cost will come to about $2000 for all the work that needs to be done on the furnace.  It was decided that all the staff should still be paid during the time the library is closed.

Motion to accept Director’s report was made by John Northcott and seconded by Lisa Seelen.  Vote to accept report was unanimous. 

Maintenance Report presented by Rufus Frost, was discussed, especially the following points:
  • Now that we are into winter the fence repairs will have to wait until spring.

The next meeting is scheduled for February 12, 2011.

At 9:30 a.m. John Northcott moved to adjourn the meeting, seconded by Gina Paight.  Vote to adjourn was unanimous.

Respectfully submitted,
Marilyn Ayer
December 8, 2011