Minutes




Draft
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
July 22, 2017

In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, Kristin Readel, and Bob Sweet
At 8:36 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from June 10, 2017 was made by Jane Pitt and seconded by Teresa Horne.  Vote to accept was unanimous.
            Bob Sweet amended the minutes to indicate that the Foundation will have 7 to 9 directors.

Treasurer’s Report: Gina Paight sent a report.
          The balances are updated through July 22, 2017        
Checking account:  2,698.30     
Special gifts fund: 13,090.85   This includes a $200 donation from the Marlborough Historical Society.
Elizabeth Richards Concert Fund:  4,758.47   This includes a deduction of $525.00 for concert expenses.

Motion to accept the treasurer’s report dated July 22, 2017 was made by Teresa Horne and seconded by Bob Sweet.  Vote to accept was unanimous.

Director’s Report – Kristin Readel reported on the following.
  • Shared that she has been at the library for 90 days
  • Is continuing to research hinges for the antique front doors
  • Alerted the trustees to the chipped paint on the original building’s ceiling and she will look into getting it repaired.
  • Discussed upcoming programs
  • Included year-to-date budget information
The report was approved.

Foundation Report: Bob Sweet reported on the following
  • Five directors have been confirmed
  • Shared a tentative calendar for the Frost Free Library Capital Project. He indicated that the timeframe will need to be flexible. It was determined that a presentation to the public in March at the 2018 Town Meeting will be included in the timeline.
  • Provided the trustees with a flow chart of responsibilities for the Capital Project

Old Business:
The location of the addition was revisited. Kristin Readel suggested that the trustees tour of the grounds to consider the placement of the addition.

Next meeting will be September 9, 2017 at 8:30.
At 10:07 a.m. Bob Sweet moved to adjourn the meeting, seconded by Teresa Horne.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich




Draft
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
June 10, 2017

In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Jane Pitt, Kristin Readel, and Bob Sweet
At 8:33 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from May 6, 2017 was made by Bob Sweet and seconded by Beverly Harris.  Vote to accept was unanimous.

Treasurer’s Report: Gina Paight sent a report.
          The balances are updated through May 11, 2017              Checking account:  2,647.86
                                                                                                      Special gifts fund: 12,888.69
                                                                                                      Elizabeth Richards
                                                                                                      Concert Fund:          5,257.60
Motion to accept the treasurer’s report from May 11, 2017 was made by Beverly Harris and seconded by Jane Pitt.  Vote to accept was unanimous.
Beverly Harris reported that Gina Paight had provided information to the town’s auditors.

Director’s Report – Kristin Readel reported on the following.
  • Concerts have been booked
  • People are responding positively about the building project
  • There was discussion about collecting funds from the concert sponsors
  • Attended her first Friends meeting
  • Prepared for the 1000 Books celebration
  • The antique double doors need repairing. They will not be used, except for emergencies, until they are repaired
  • The traffic counter was installed although the staff is using the manual counter for reference calls
The report was approved.

Foundation Report Bob Sweet reported on the following
  • Bob requested that out-of-town cardholders get the newsletters
  • He asked the selectmen to research the library trust funds
  • Bob reported that the Foundation will need 9 to 12 directors. He and Rufus are in the process of inviting community members to join the Foundation. Two prospective candidates have declined.
  • Jane and Kristin will get ahold of copies of RFPs from neighboring towns’ libraries.
New Business
  • Considered a request to sell food at the library concerts. It was determined that there would be no outside vendors at the concerts.
  • Rufus presented a proposal to have the library’s fencing repaired. The proposal from Dave’s Auto includes repairing the 16 dented pipes, straightening, sanding and painting all 58 sections. Selectmen will research the maintenance budget to check if there are any funds to start the project.
Bob Sweet moved we begin the repairs to the fence piping as funds from the budget and trust funds allow. Teresa Horne seconded the motion. The motion was approved.
·         Kristin shared that the state library has a developed a para librarian certification. She will send additional information by email.

Next meeting will be July 15, 2017 at 8:30.
At 10:13 a.m. Bob Sweet 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
May 6, 2017

In attendance: Kristin Readel, Rufus Frost, Beverly Harris, Jane Pitt, Bob Sweet and Teresa Horne
Rufus Frost called the meeting to order at 8:40 a.m.
Secretary’s Minutes: Motion to accept the minutes from April 8th, 2017 was made by Bob Sweet and seconded by Beverly Harris. Vote was unanimous with Jane Pitt abstaining.
Treasurer’s Report: None reported
Director’s Report: Kristin Readel reported on the following:
·         Attended Nubanusit Coop at Ingalls Memorial in Rindge on 3D Printer Training. Printer to be shared with a regional handler.
·         Attended community partner’s summit at the Marlborough School. Discussed service projects and community needs. Possible collaboration with Diane Goodman, Spanish teacher on Heiffer project.
·         Press releases to Leger and Sentinel to announce new director.
·         Meeting with Fran Ashworth, Edventures to discuss summer programming.
·         The Caterpillar Lab program during school vacation had record attendance of 91! Additional grant for programming in the works for May 20th.
·         Updates with vendors and websites are in the works with goal of avoiding credit card encumbrances.
·         Thanks to Nicki and Jane for being so supportive to Kristin in her new position!
·         Elizabeth Richards Summer Concert giving at $1,900.
·         Due to state funding cuts FFL did not receive KBA funding for this summer. Block booking with Alstead and Fitzwilliam for Steve Corning, Comedy & Juggling for Friday 7th at 10a.m. and John & Rebecca Higby for The YoYo Show August 3rd.
·         Suggested humanities program for August 26th anniversary, Jeff Warner, Music in my Pockets: Family Fun in Folk Music.
·         Kristin and Jane walked the FFL property to evaluate the property, discussion followed. Jane and Beverly will discuss with Brian Tarr the condition of the yard.
·         Kristin will attend Youth Mental Health day at Peterborough Library on June 3rd.
Teresa Horne moved to accept the director’s report and was seconded by Bob Sweet. Vote was unanimous.
Committee Report: Rufus Frost and Bob Sweet reported on the following for the Capital Fund Campaign:
·         Outlined a draft plan for the Capital Fund Campaign for additional programming space at the FFL as approved by the warrant article at town meeting in March.
·         Membership for the proposed foundation was also discussed.
The next meeting is scheduled for Saturday June 10th, 2017 at 8:30 a.m.
At 10:00 a.m. Jane Pitt moved to adjourn the meeting, seconded by Teresa Horne. Vote to adjourn was unanimous.
Respectfully submitted,
Teresa Horne


Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
April 8th, 2017

In attendance: Kathleen Ash, Rufus Frost, Beverly Harris, Carl Shepardson, Bob Sweet, and Teresa Horne
Also in attendance: Kristin Readel
Rufus Frost called the meeting to order at 8:38 a.m.
Secretary’s Minutes: Motion to accept the minutes from March 11th, 2017 was made by Carl Shepardson and seconded by Beverly Harris. Vote to accept the minutes was unanimous.
A motion was also made to accept the minutes from March 28th, 2017 by Teresa Horne and seconded by Beverly Harris. Vote was unanimous.
Treasurer’s Report: None reported
Director’s Report: Kathleen Ash reported on the following:
·         Welcome to the new Director, Kristin Readel! Thank you to the search committee.
·         Ernie Fowler will be coordinating a series of gardening programs for the library. Jeanne Sable will be speaking on her book Seed Keepers of Crescentville, and gardening on May 16th, at 6:30 p.m.
·         Cassie will assist in overseeing the two programs scheduled: The Alzheimer’s Association program and The Caterpillar Lab.
·         Jane has been given authority to sign time cards.
·         Seth Radner has donated some free labor to the FFL. Thank you Seth!
·         Scott Filimonov replaced the leaking water heater.
·         Postcards have been sent to area businesses requesting their donation for the 2017 Elizabeth Richards concerts.
·         The NH Humanities program NH Roads Taken or Not was well attended.
Search Committee:
·         Carl Shepardson made a motion to accept with regret Kathleen Ash’s resignation and was seconded by Bob Sweet. The vote was unanimous.
·         Rufus Frost made a motion to accept with enthusiasm the hiring of Kristin Readel and was seconded by Beverly Harris. The vote was unanimous.
Old Business:
·         Kristen Readel will contact Brian Tarr regarding the sink holes in the FFL lawn.
·         Beverly Harris relayed that the warrant article authorizing the FFL trustees to establish the 501 c (3) foundation to raise private funds passed at the town meeting.
·         Bob Sweet presented proposed bylaws for the FFL 501 c (3) foundation and discussion followed.
·         Potential foundation members were suggested.
The next meeting is scheduled for Saturday May 6th, 2017 at 8:30 a.m.
At 10:00 Teresa Horne moved to adjourn the meeting, seconded by Carl Shepardson. Vote to adjourn was unanimous.
Respectfully submitted,
Teresa Horne