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DRAFT Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
March 9, 2019

In attendance: Craig Cashman, Gina Paight, Kristin Readel, Carl Shepardson, Rufus Frost
8:37 Called to Order, Rufus Frost
Secretary’s Minutes: Motion to accept the minutes for the February 9, 2019, meeting was made by Carl Shepardson and seconded by Gina Paight. The vote to accept was unanimous.
Treasurer’s Report:
Gina Paight reported the following:
·        Checking account: $3,017.18
·        Special Gift Fund: $14,479.69
·        Elizabeth Richards Concert Fund: $2,060.97
Motion to accept the treasurer’s report was made by Carl Shepardson and seconded by Craig Cashman. The vote to accept was unanimous.
Director’s Report:
Carl Shepardson moved to accept as presented, Craig Cashman seconded, Vote to accept was unanimous
150 Committee:
 Fundraising continues with good results, Plans and brochures will be available at upcoming town meeting.  Doug Hamshaw & Charlie MacVeagh will make a brief presentation under Warrant Article at the direction of Moderator Goodrich
Carl Shepardson reported communication breakdown in regards to his grant exploration duties for the committee and was directed to contact Eleanor Drury.
Committee requests the Trustees to draft and accept Whistle Blower and conflict of interest policies to pave the way for future grant procurement.  Sample policies reviewed and accepted. Kristin will post to website and include in manual.
Kristin is looking for 150 partner to join her for Lion’s Club Speaker Meeting. March 21st to inform the group on the project.
New Business: Rufus Frost succession planning. Expresses wish to retire as Chair of the Trustees, those in attendance accept with GREAT regret and express intent to maintain the Frost family as ex officio.  Rufus will contact his grandson to inquire about his ability to take on the mantle for the Frost Family.  Kristin will inquire with Pastor Joe if he is ready/able to join us in April.
Old Business: No report
At 9:07 Rufus Frost adjourned the meeting.
Next regular meeting will be April 13, 2019 at 8:30 at the library.
Respectfully submitted,
Kristin Readel

         Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
February 9, 2019

In attendance: Craig Cashman, Teresa Horne, Gina Paight, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet via phone
8:40 Acting chairman, Carl Shepardson called the meeting of the trustees to order.
Secretary’s Minutes: Motion to accept the minutes for the January 12, 2019 meeting was made by Jane Pitt and seconded by Gina Paight. The vote to accept was unanimous.
Treasurer’s Report:
Gina Paight reported the following:
·         Checking account: $2,948.02
·         Special Gift Fund: $14.475.01
·         Elizabeth Richards Concert Fund: $2,060.31
Motion to accept the treasurer’s report was made by Jane Pitt and seconded by Craig Cashman. The vote to accept was unanimous.
Director’s Report:
Kristin Readel reported the following:
Building Maintenance: Webinar with Primex regarding parking lot condition, no heat upstairs, chilly in director’s office, Amer Electric replaced batteries on Fire Alarm Panel, Gina Paight looking into grant for LED lighting.
Outreach: Marlborough Bulletin coming back on-line, FFL will cosponsor first issue, local committee is organizing editorial content. Goodwill in Community!
Programming: Jane’s book group discussed August Heat, Kathleen’s Chicken story time perfect for NH Charitable Trust visit, Kathleen’s last day 2/14 (will cover Jane’s vacation as a sub), drop in knitters continue to meet, Bring your own device, no takers yet but several appointments for Libby.
Technology: Successful transition to Spaulding Hill, working out kinks, new scanner installed, original sent for diagnostics and being sent back, 2nd scanner will be helpful.
Motion to accept the director’s report was made by Teresa Horne and seconded by Jane Pitt. The vote to accept was unanimous.
150 Committee:
 Discussion regarding the financial sustainably of the FFL addition.
A motion was made by Bob Sweet that the trustees agree income from unrestricted trust funds may be used to offset routine expenses of the library addition and seconded by Gina Paight. The vote to accept was unanimous.
A second motion was made by Bob Sweet that the Board of Trustees apply for the Frost Free Library to be placed on the New Hampshire Registry of Historic Buildings and seconded by Jane Pitt. The vote to accept was unanimous.
A third motion was made by Bob Sweet that the Report to FFL Trustees Use of Certain Trust Funds be included in the minutes and seconded by Carl Shepardson. The vote to accept was unanimous.
New Business: No Report
Old Business: No report
At 9:55 Carl Shepardson adjourned the meeting.
Next regular meeting will be March 9, 2019 at 8:30 at the library.
Respectfully submitted,
Teresa Horne

Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
January 12, 2019

In attendance: Craig Cashman, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt,  Kristin Readel, and  Carl Shepardson
Due to the ice and cold, the trustees’ meeting was moved to the Frost home on Frost Hill. At 8:45 a.m., Chairman, Rufus Frost called the meeting of the trustees to order.  

Secretary’s Minutes: Motion to accept the minutes for the December 15, 2018 meeting was made by Jane Pitt and seconded by Craig Cashman.  The vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report:
Kristin Readel reported the following:
  • She toured  Moggie’s with owner, Brandt Onorato. She determined that it would not make a suitable temporary location for the library during construction. 
  • We will continue to stay with Homeland for cleanout from snow.
  • The library staff is finding Spaulding Hill technology services very helpful.
  • She has updated “Answers for Advocates of Frost Free Library.”
 Motion to accept the Director’s Report was made by Teresa Horne and seconded by Carl Shepardson.  The vote to accept was unanimous.

150 Building Committee:
Rufus Frost updated the trustees about fundraising. Jane Pitt reminded the trustees about the upcoming town meeting and getting support from the town. She recommends an advisory warrant article.

Old Business:
  • The trustees directed Kristin to hire someone to clean the covers of the fluorescent lights.
  • She will look into having the outside of the windows cleaned.
  • Kristen mentioned that she would like the safe in her office removed.

New Business:
Kristin indicated that the trustees should begin some long range planning.

At 9:22 Rufus Frost adjourned the meeting.

Next regular meeting will be February 9, 2019 at 8:30 at the library.

Respectfully submitted,

Gilda Goodrich
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
December 15, 2018
In attendance: Rufus Frost, Carl Shepardson, Kristin Readel, Jane Pitt, Gina Paight, Bob Sweet and Teresa Horne
At 8:36 am Chairman, Rufus Frost called the meeting of the trustees to order.
Secretary’s Minutes: Motion to accept the minutes for the November 10, 2018 meeting was made by Bob Sweet and seconded by Jane Pitt with Gina Paight abstaining. Vote accepted
Treasurer’s Report: Gina Paight reported the following:
Checking Account: $2,962.15
Special Gift Fund: $14,471.37
Elizabeth Richards Concert Fund: $2,059.79
Motion to accept the treasurers report was made by Bob Sweet and seconded by Carl Shepardson, the vote was unanimous.
Director’s Report: Kristin Readel reported the following:
·         Challenge of discarding of weeded books.
·         Overnight parking in the library lot, Kristen will contact Marlborough Police Department to monitor the lot.
·         Spaulding Hill Networks awarded town IT.
·         10 people attended the festive tea with the Friends of Frost Free.
·         Mini grant submitted for Back Pack Kit - Get Out In Marlborough in collaboration with Conservation Commission.
·         Roxbury residents to buy out of town library pass.
Motion to accept the director’s report was made by Gina Paight and seconded by Jane Pitt, the vote was unanimous.
150 Committee Report: Bob Sweet and Rufus Frost reported the following:
·         Russell Brandwein creating a 150 Campaign Brochure.
·         Selectmen to arrange agenda item for town meeting.
·         Jane Pitt will contact Ellen Smith, Town Administrator regarding on-line contributions.
·         100 letters were sent to descendants of Rufus Frost seeking contributions.
·         Bob Sweet will research Kate Davis’ will and Mary Lodge gift with Terry Knowles, Charitable Trust-AGA.
·         Bob Sweet continuing to discuss relocation of library services during construction.
At 9:37 Rufus Frost adjourned the meeting.
Next regular meeting will be January 12, 2019 at 8:30 at the library.
Respectfully submitted,

Teresa Horne
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
November 10, 2018

In attendance: Craig Cashman, Rufus Frost, Gilda Goodrich, Teresa Horne,  Kristin Readel, Carl Shepardson and Bob Sweet
At 8:30 the trustees met with Amer Electric to learn about the fire alarm and panic button.
Following the training, the trustees reconvened at the Frost home on Frost Hill.  At 8:55 a.m., Chairman, Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes for the October 13, 2018 meeting was made by Carl Shepardson and seconded by Craig Cashman.  The vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report:
Kristin Readel reported the following:
  • Training the new youth assistant, Jaiden Blanchard, is going well.
  • Filimonov plumbing replaced the outside silcock, and vent and added snow cleats around the roof pipes.
  • Craig will research library snow removal.
  • There was discussion about IT services. Kristin reported that the internet problem was solved. The library paid $240 to renew the domain name.
  • The library will be open Nov. 11 during the Veterans’ Day ceremony.
  • Dustin Wilcox will cut down the spruce tree on November 14 at 8:00 AM.
Bob Sweet moved that the Lions’ Club take the spruce tree for the community Christmas tree. Teresa Horne seconded the motion. The motion passed.

The trustees accepted the director’s report.

150 Building Committee:
Bob Sweet reported the following: 
  • The committee is investigating the library’s trust funds.
  • Eric Horne is setting up a data system for donors, and Teresa Horne will do the data entry.
  • The Brandwein family, local graphic artists, have offered to create a brochure for the fundraising campaign.
  • The committee met with Dan Mitchell about radio publicity. He has offered support.
  • On December 4th, Ames Auto Museum will host an informational meeting about the library project. People who were interviewed by Eleanor Drury will be invited.

New Business:
Carl offered to organize the hanging of the CLiF banner.

At 9:35 Rufus Frost adjourned the meeting.

Next regular meeting will be December 8, 2018 at 8:30 at the library.

Respectfully submitted,

Gilda Goodrich
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
October 13, 2018

In attendance: Craig Cashman, Rufus Frost, Gilda Goodrich, Jane Pitt, Kristin Readel, and Carl Shepardson
At 8:35 a.m., Chairman, Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes for the September 15, 2018 meeting was made by Jane Pitt and seconded by Craig Cashman.  The vote to accept was unanimous.

Treasurer’s Report: Gina Paight provided the treasurer’s report. Account balances as of October 13, 2018 are as follows:    
Checking account:  $ 3,892.91      
Special Gift fund: $ 14,419.53 this includes a gift from the Historical Society 
Elizabeth Richards Concert Fund: $ 2,059.53
Motion to accept the treasurer’s report dated October 13, 2018 was made by Jane Pitt and seconded by Craig Cashman.  The vote to accept was unanimous.

Director’s Report:
Kristin Readel said the library was very busy this month.
  • A candidate for the position of youth circulation assistant is going through the process.
  • The trustees asked several questions about the checking account. Kristin will check with Gina to see if there is a checking account policy.
  • There was a discussion about payroll for substitutes for the director or circulation desk (assistant librarian). Kristin will meet with Ellen Smith at the town hall to review personnel procedures.
  • Kristin explained that after the Hancock library built their meeting room programing increased. She also noted the Hancock library director spends 30% of her time on programing.
  • Kristin explained that the library is a member of the National Library of Medicine.
  • Ira Gavrin will lead a hike on Saturday, November 17th, 10:30 the Allen Property.

Rufus Frost asked the trustees to accept the Director’s Report. The vote to accept was unanimous.

150 Building Committee:
Rufus Frost reported that the Feasibility Study results indicate that a fundraising campaign for the new addition should be successful.


Old Business:
Kristin announced the CLif Rural Libraries Kickoff at Marlborough School on Thursday, November 8th , 9-2.
 New Business:
The library will be open for Veteran’s Day of the outdoor ceremony.

At 9:35 Rufus Frost adjourned the meeting.

Next regular meeting will be November 10, 2018 at 8:30 at the library.

Respectfully submitted,

Gilda Goodrich

Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
September 15, 2018

In attendance: Craig Cashman, Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:34 a.m., Chairman, Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes for the July 14, 2018 meeting was made by Jane Pitt and seconded by Teresa Horne.  The vote to accept was unanimous.

Treasurer’s Report: Gina Paight provided the treasurer’s report. Account balances as of September 14, 2018 are as follows:    
Checking account:  $ 4,143.72      
Special Gift fund: $ 14,215.96 This includes a gift from the McVeagh family 
Elizabeth Richards Concert Fund: $ 2,059.02 All bands have been paid
Motion to accept the treasurer’s report dated September 14, 2018 was made by Teresa Horne and seconded by Carl Shepardson.  The vote to accept was unanimous.

Director’s Report:
Because of trouble with the server, Kristin Readel provided an oral report. She will send out the written report when she is able to access it on the server. She took questions about her report.
  • Kristin suggested that we move to a “Shine Only” policy for concerts and other outdoor programing. She explained that moving the concerts because of rain is not only difficult on the library staff, but it is also difficult on the bands. Bob Sweet moved that a “Shine Only” policy for outdoor programing be established. Carl Shepardson seconded the motion. The vote to accept was unanimous.
  • She explained that the shared documents in the server have failed. She noted that the server is not really operable. While she is having the technician look into the problem, she wants the trustees to be aware that the server might need replacing.
  • She reminded the trustees that the annual conference for the NHMA is coming up.
  • The Friends’ annual book sale is just around the corner.
  • She shared the Nubanusit Coop meeting minutes- many building project reported
  • Many volunteer and service opportunities were presented.
Motion to accept the director’s report dated September 15, 2018 was made by Bob Sweet and seconded by Jane Pitt.  The vote to accept was unanimous.


150 Building Committee:
Bob Sweet reported the following:
  • The trustees reviewed an updated list of the library trust funds.
  • Bob reported on the preliminary results of the financial feasibility study for fundraising potential. Eleanor Drury is nearly finished with the interviews, and she is very encouraged about the results. She also noted that there is good interest from several charitable foundations. He also noted that Ms. Drury discovered other valuable information. Based on the preliminary report, the committee has decided to move forward with the fundraising.
  • Bob Sweet asked if he could investigate the possibility of borrowing from trust funds against anticipated pledges in lieu of a bridge loan. He will contact the Attorney General Charitable Trusts Unit and Jane Pitt will speak with the town counsel.
  • Prior to the fundraising, the trustees will need to answer the question of funding any increase of the ongoing operating costs for the library with the new addition. Several suggestions were made about how to fund any additional operating costs.

Old Business:
Kristin asked the trustees to accept the CliF Rural Library grant. Jane Pitt moved that the trustees accept the CliF grant. Teresa Horne seconded the motion. The vote to accept was unanimous.

At our next meeting we will discuss the credit card and Kindles through Amazon.

At 9:55 Rufus Frost adjourned the meeting.

Next regular meeting will be October 13, 2018 at 8:30 at the library.

Respectfully submitted,
Gilda Goodrich


Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
July 14, 2018

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

Secretary’s Minutes: Motion to accept the minutes as amended for the June 9, 2018 meeting was made by Teresa Horne and seconded by Bob Sweet.  The vote to accept was unanimous.

Treasurer’s Report: Gina Paight provided the treasurer’s report. Account balances as of July 14, 2018 are as follows:    
Checking account:  $ 4,038.46      
Special Gift fund: $ 14,164.16  
Elizabeth Richards Concert Fund: $ 3,253.65 
Motion to accept the treasurer’s report dated July 14, 2018 was made by Jane Pitt and seconded by Bob Sweet.  The vote to accept was unanimous.

Director’s Report:
Kristin Readel took questions about her report and provided additional information.
  • There was further discussion about the library getting a credit card. Kristin will research how other libraries have solved the credit card problem.
  • Kristin announced that our high school library aide, Angel Marcello, graduated, and the library is looking for a high school student to work 2 hours a week.
  • It was announced that Terri Knowles, assistant to the AG’s office as part of the Charitable Trust Unit, is retiring. Her guidance and support will be missed.
  • There was discussion about the policy for the private use of the library meeting room. We will continue this discussion at a future meeting.

150 Building Committee:
  • Bob Sweet reported that the committee will be sending letters to 35 people requesting interviews to take place in August. The purpose of the interviews is to find out additional information.
  • Bob shared trustee concerns about the brook downstream from the proposed construction with the engineer. The engineer felt that the brook would not be a problem with the understanding that construction always has the possibility of problems. The engineer also reviewed the underground camera footage of the brook filmed two years ago.
  • The committee thanked Kristin for her help with the campaign.

New Business:
Kristin announced the CLif summer readers’ grant program will be held Tuesday, August 14 at the Community House. She is encouraging the community to attend.

At 9:28 Rufus Frost adjourned the meeting.

No meeting in August. Next regular meeting will be September 15, 2018 at 8:30 at the library.

Respectfully submitted,
Gilda Goodrich
Draft
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
June 9, 2018

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

Secretary’s Minutes: Motion to accept the minutes of the May 12, 2018 was made by Bob Sweet and seconded by Jane Pitt.  The vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report –
Kristin Readel shared the director’s report for June. Kristin explained that the library needs a credit card to do online business, and with a credit card, the library also needs a credit card policy. Discussion ensued. Bob Sweet moved that the director establish a credit card for the purpose of online purchases with a limit of $500.00. Teresa Horne seconded.  Discussion continued. Kristin will provide a policy at the next meeting. The vote to approve was unanimous.
Motion to accept the director’s report dated June 9, 2018 was made by Teresa Horne and seconded by Jane Pitt.  The vote to accept was unanimous.


150 Building Committee:
Bob Sweet reported that the committee is planning the feasibility study with Eleanor Drury. The goal of the campaign is $750,000.  Interviews will help establish large scale givers and gather input from the community. 
    Rufus reminded the trustees about the limited parking issue. He recommended that the trustees draft a letter to the Federated Church board about mutual shared parking. Rufus and Bob will work on the memorandum of understanding.
    Bob Sweet asked about current and future staffing needs. Kristin will take a look at current staffing within the hours with safety in mind. She will also take a look at future programing and examine the need for additional staffing.
    Bob Sweet mentioned that closing the library during construction might result in a lower bib from a contractor. Bob offered to research temporary library locations. Gilda Goodrich moved that Bob Sweet pursue an alternative location for the library for the period of the construction. Jane Pitt seconded the motion. The vote to approve was unanimous.


At 9:48 Rufus Frost adjourned the meeting.

Next regular meeting will be July 14, 2018 at 8:30 at the library.


Respectfully submitted,
Gilda Goodrich




Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
May 12, 2018

In attendance: Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:35 a.m., acting chairman, Bob Sweet called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes of the March 10, 2018 was made by Teresa Horne and seconded by Carl Shepardson.  The vote to accept was unanimous.
Motion to accept the minutes of the April 21, 2018 was made by Carl Shepardson and seconded by Teresa Horne.  The vote to accept was unanimous.

Treasurer’s Report: No report

Director’s Report –
Kristin Readel shared the director’s report for May. There was discussion about a problem with the library’s email accounts. Jane will research the answer at the town hall. Jane further explained that a specialist has come in to inventory the town’s IT needs.

150 Building Committee:
Bob Sweet reported that the committee is still collecting preliminary estimates before beginning a financial feasibility study for fundraising potential.  Jane reminded the trustees that there needs to be town approval for the project. She will get the legal opinion whether the selectmen can give the approval.  

New Business:
The trustees reviewed several general library policies. Jane asked if the right to know law and the confidentiality policy are in agreement. Kristin will check the right to know law verses confidentiality.

At 9:33 Teresa Horne moved to adjourn the meeting and Jane Pitt seconded the motion. The vote to adjourn was unanimous.

Next regular meeting will be June 9, 2018 at 8:30 at the library.


Respectfully submitted,
Gilda Goodrich




Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
April 21, 2018

In attendance: Rufus Frost, Craig Cashman, Gilda Goodrich, Teresa Horne, Gina Paight, Kristin Readel and 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 of the special trustees’ meeting  on March 16, 2018, with corrections, was made by Teresa Horne and seconded by Carl Shepardson.  The vote to accept was unanimous.
             
Treasurer’s Report: Gina Paight distributed and explained the banking activity report dated April 21, 2018. She noted that concert donations are coming in slowly. A discussion about concert donations ensued.
Account balances as of April 21, 2018 are as follows:    
Checking account:  3,685.68      
Special Gift fund: 14,159.89  
Elizabeth Richards Concert Fund:  3,557.56 
Motion to accept the treasurer’s report dated April 21, 2018 was made by Carl Shepardson and seconded by Teresa Horne.  The vote to accept was unanimous.

Director’s Report –
Kristin Readel presented her report. There was no discussion.
Motion to accept the director’s report for April 2018 was made by Teresa Horne and seconded by Carl Shepardson.  The vote to accept was unanimous.

150 Building Committee:
Rufus Frost explained several changes to the proposed plans. The director’s office has been moved to the front of the library and an emergency exit has been added to the proposed youth area. The committee met with Eleanor Drury about undertaking a feasibility study for fundraising potential. The committee is seeking a cost estimate to use for planning purposes.  

New Business:
The trustees read over a Fact Sheet from the Association of Library Trustees, Advocates, Friends and Foundations, a division of the American Library Association.  It outlined the relationship between trustees and Friends of the Library. The trustees reviewed a preliminary copy of a patron pamphlet.


Next regular meeting will be May 12, 2018 at 8:30 at the library.
At 9:15 a.m. Rufus Frost adjourned the meeting.


Respectfully submitted,
Gilda Goodrich

Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
March 10, 2018

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

Secretary’s Minutes: Motion to accept the minutes from February 10, 2018 was made by Beverly Harris and seconded by Carl Shepardson.  The vote to accept was unanimous.
             
Treasurer’s Report: Gina Paight distributed and explained the banking activity reports dated February 19, 2018 and March 10, 2018. Kristin asked several questions about the 1000 Books Grant. Kristin presented the preliminary concert schedule, and announced plans to send out the postcards asking for concert fund contributions this month.
Account balances as of March 10, 2018 are as follows:    
Checking account:  3,538.93      
Special Gift fund: 14,157.10  
Elizabeth Richards Concert Fund:  3,395.61 
Motion to accept the treasurer’s report dated February 19, 2018 was made by Bev Harris and seconded by Jane Pitt.  The vote to accept was unanimous.
Motion to accept the treasurer’s report dated March 10, 2018 was made by Bev Harris and seconded by Jane Pitt.  The vote to accept was unanimous.

Director’s Report –
Kristin Readel reported that following a pre-safety inspection with Primex, several building safety issues are being addressed. The NH Department of Labor inspected the library on March 9th.  She also reported that the State Interlibrary Loan is down and loans are now being handled by phone. This is impacting staff time.
Motion to accept the director’s report dated March 10, 2018 was made by Teresa Horne and seconded by Jane Pitt.  The vote to accept was unanimous.

150 Building Committee:
Rufus Frost announced a joint meeting with the Friends for Friday, March 16th at 4:30 at his home on Frost Hill Road. The 150 Building Committee and the architect will present the plans for the new addition. The Friends and Trustees will vote whether to accept the proposed plans.

New Business:
The trustees had a short discussion on the proposed by-laws. A motion to accept the proposed by-laws, with Bob Sweet’s changes, was made by Jane Pitt and seconded by Carl Shepardson.  The vote to accept was unanimous.



Next regular meeting will be April 21, 2018 at 8:30 at the library.
At 9:03 a.m. Rufus Frost adjourned the meeting.


Respectfully submitted,

Gilda Goodrich

Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
February 10, 2018

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

Secretary’s Minutes: Motion to accept the minutes from January 20, 2018 was made by Beverly Harris and seconded by Jane Pitt.  The vote to accept was unanimous.
                 
Treasurer’s Report: No report

Director’s Report –
Kristin Readel reported that the library has been very busy. She reported that several maintenance issues have been addressed: new thermostat, stack room painting, and roof snow removal. The trustees discussed and compared the library statistics for the last 10 years. The library staff continues to visit the Marlborough preschool, each time providing a bin of books, and the kindergarten teacher has inquired about her class visiting the library.

150 Building Committee:
Rufus Frost shared a preliminary copy of the library addition plan. There was discussion about the placement of the director’s office and the location of the Friends’ ongoing book sale. Rufus will contact the architect with the trustees’ questions.

New Business:
The by-law discussion will be delayed until the next meeting.

Next meeting will be March 10, 2018 at 8:30 at the library.
At 9:45 a.m. Rufus Frost adjourned the meeting.


Respectfully submitted,
Gilda Goodric



Record of the Frost Free Library Board of Trustees Meeting
Frost Free Library, Marlborough, NH
 January 20, 2018

 In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Gina Paight, Jane Pitt, Kristin Readel and Carl Shepardson, 

 At 8:33 a.m., Rufus Frost called the meeting of the trustees to order. 

Secretary’s Minutes: Motion to accept the minutes from December 9, 2017 was made by Carl Shepardson and seconded by Beverly Harris. The vote to accept was unanimous. 

Treasurer’s Report: Gina Paight distributed and explained the banking activity report dated January 20, 2018. She explained that the $174.50 Brodart deposit was an overpayment for books. There were several gifts this past month from the families of Bodwell, Bothwell and Bowes. Gina gave Kristin an updated accounting for the 1000 Books Grant. Account balances are as follows: 
Checking account: 3,979.87 Special Gift fund: 14,497.71 Elizabeth Richards Concert Fund: 3,395.28

Motion to accept the treasurer’s report was made by Teresa Horne and seconded by Jane Pitt. The vote to accept was unanimous. 

Director’s Report – Kristin Readel presented her detailed report explaining building maintenance, community outreach, and upcoming activities. The selectmen explained that the Radner IT contract has been approved for 2018. The selectmen further explained, that going forward, they planned to study the overall IT needs for the town. Kristin reported that the flag pole rope broke. She contacted Trent from the Legion, and they will take care of replacing the rope. Motion to accept the director’s report was made by Teresa Horne and seconded by Beverly Harris. The vote to accept was unanimous. 

150 Building Committee: Rufus Frost announced that the committee will meet January 25. They are planning to give a short update at town meeting.

New Business: Kristin, Carl and Rufus will meet with the town budget committee Monday, January 22 at 4:30. 

The trustees reviewed the mission statement. Carl Shepardson moved that the new mission statement be as follows, “The mission of the Frost Free Library is to provide access to quality materials, and services which fulfill educational, informational, cultural, and recreational needs of the entire community in an atmosphere that is welcoming, respectful, and businesslike.” Teresa Horne seconded the motion. The vote to accept was unanimous.

Next meeting will be February 10, 2018 at 8:30. At 9:30 a.m. 
Rufus Frost adjourned the meeting
Respectfully submitted, Gilda Goodrich


Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
December 9, 2017

In attendance: Rufus Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:35 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from November 18, 2017 was made by Bob Sweet and seconded by Carl Shepardson.  Vote to accept was unanimous.
             
Treasurer’s Report: Gina Paight distributed a report dated December 9, 2017.        
Checking account:  3,340.24       
Special Gift fund: 14,346.49   
Elizabeth Richards Concert Fund:  3,394.99 
Motion to accept the treasurer’s report was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.

Director’s Report –
Kristin Readel explained that the annual membership to the NHLTA is $40 per person. Several trustees declined membership, explaining that they can read the newsletter at the library.
She also reported on the following:
  • Nikki Demarest took story time to Marlborough preschool. A preschooler’s family visited the library following preschool. The child was signed up for 1000 Books.
  • The preliminary budget was presented and discussed. The trustees thanked Kristin for her thoughtful work on the budget.
  • Kristin will get the estimated amount for a full time librarian.

Foundation Report:
Bob Sweet reported that the new name for the foundation will be the 150 Building Committee. It will become a commitee of the Friends. A separate bank account will be set-up for the 150 Building Committee.
The trustees viewed preliminary concepts for the librarian addition.


Next meeting will be January 13, 2017 at 8:30.
At 9:55 a.m. Teresa 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
November 18, 2017

In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:35 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from October 14, 2017 was made by Bob Sweet and seconded by Beverly Harris.  Vote to accept was unanimous.
             
Treasurer’s Report: Gina Paight sent the following report dated November 17, 2017.        
Checking account:  3,854.89 The balance includes a $1000.00 grant from the Keene and Elm City Rotary     
Special Gift fund: 14,594.15 The balance includes a Helen Gordon gift of $1500.00 
Elizabeth Richards Concert Fund:  3,394.43 
Motion to accept the treasurer’s report dated November 17, 2017 was made by Carl Shepardson and seconded by Bob Sweet.  Vote to accept was unanimous.
Kristin Readel explained the two donations.
Beverly Harris moved to accept the Keene and Elm City Rotary grant of $1000 to the checking account. Bob Sweet seconded.  The vote to accept was unanimous.
Bob Sweet moved to accept the Helen Gordon $1,500 donation to the Special Gift Fund. Carl Shepardson seconded.  The vote to accept was unanimous.

Director’s Report –
Kristin Readel reported that she attended NHLA Engaging Communities. She stated that the program was inspiring. The deposit for Superior Door was submitted and work on the front doors should begin soon. The quotes to paint the original library from Stebbins painting were discussed. The trustees approved Stebbins’ quote to spot paint the ceiling and walls where needed.
Kristin asked about budget preparation. A discussion ensued.
Bob Sweet moved that the costs of the director’s position returning to 40 hours per week be determined. Carl seconded. The motion passed; Beverly Harris abstained. Kristin will contact Ellen Smith at the town hall for the information.
The motion to accept the director’s report was made by Bob Sweet and seconded by Beverly Harris. The vote to accept was unanimous.

Foundation Report:
Bob Sweet reported that on November 30th the Directors will meet with architect Tom Weller.
  • Kristin gave several directors and Mr. Weller a tour of the library.
  • All directors, except one, have toured the library.
  • Bob also reported that the directors are continuing to discuss forming a 501C3 or becoming a subcommittee of the Friends and using their 501C3 status. The trustees discussed this idea and made several recommendations for Bob to relay to the directors.


Next meeting will be December 9, 2017 at 8:30.

At 9:40 a.m. Rufus Frost adjourned the meeting.


Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
October 14, 2017

In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:32 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from September 9, 2017 was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.
             
Treasurer’s Report: The report will be emailed.
The trustees reviewed a Town of Marlborough Actual and Budgeted Expenses and Encumbrance report for  September. There were several questions about the Contract, labor and equipment category. Kristin will research the answers.

Director’s Report –
Kristin Readel reported that she has been actively working with the school’s afterschool program director, Frannie Ashworth. She also reported that Bring Your Own Devices with Sarah Bollinger has been very successful. The motion to accept the director’s report was made by Bob Sweet and seconded by Carl Shepardson. The vote to accept was unanimous.

Foundation Report:
Rufus Frost reported that the Board of Directors for the foundation met September 28th at the town hall. Bob Sweet reported that the directors requested additional input from the staff and the trustees. A discussion ensued.

Old Business:
The trustees decided to repair the front door hinges. Jane Pitt moved up to $1000 from the Mary Lodge Fund be used to repair the front doors. Bob Sweet seconded and the vote to approve was unanimous.

Next meeting will be November 18, 2017 at 8:30.
At 9:45 a.m. Carl Shepardson moved to adjourn the meeting, seconded by Bob Sweet.  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 9, 2017

In attendance: Rufus Frost, Gilda Goodrich, Beverly Harris, Teresa Horne, Gina Paight, Jane Pitt, Kristin Readel, Carl Shepardson, and Bob Sweet
At 8:32 a.m., Rufus Frost called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes from July 22, 2017 was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.
             
Treasurer’s Report: Gina Paight reported the following:
          The balances are updated through September 9, 2017        
Checking account:  3,200.85     
Special gifts fund: 13,093.07  
Elizabeth Richards Concert Fund:  3,394.15  
Discussion ensued about donations.  Gina will follow-up on the concert sponsorship donations.
Motion to accept the treasurer’s report dated September 9, 2017 was made by Bob Sweet and seconded by Jane Pitt.  Vote to accept was unanimous.

Director’s Report –
Kristin Readel reported that she is getting an estimate to repair the ceiling of the old building. She is also getting an estimate for reproduction hinges for the front doors. There was discussion about the library’s emergency management plan. Currently, the plan is to call 911. The motion to accept the director’s report was moved by Bob Sweet and seconded by Teresa Horne. The vote to accept was unanimous.

Foundation Report:
Bob Sweet moved that the following people be elected as Directors of the Frost Free Library Foundation: Michael Farhm, Rufus S. Frost III, Douglas Hamshaw, Maidli Hill, Charlton MacVeagh, Jr., Jeffrey Miller, Cheri Nutting, Robert K. Sweet, Jr. and Sarah Wardell.  Jane Pitt seconded the motion. The motion was approved.
Bob reported that the building committee of the foundation will need clear direction, and to that end, Bob presented a summary of the Patience Jackson report. He announced the first meeting of the directors will be September 28th at 4 pm at the town hall.
Bob Sweet moved that up to $10,000 be authorized to be expended from interest from unrestricted trust funds for the purpose of up front expenses for the capital fund drive. Teresa Horne seconded the motion.
Bob reported that he met with Dick Hill, town trustee of trust funds, and they examined the library trust fund accounts. Bob provided the trustees with a breakdown of the accounts with principal, interest, purpose and restrictions indicated. Discussion about the trust funds ensued. The motion was approved.

Next meeting will be October 14, 2017 at 8:30.
At 10:02 a.m. Teresa Horne moved to adjourn the meeting, seconded by Bob Sweet.  Vote to adjourn was unanimous.

Respectfully submitted,
Gilda Goodrich



NO AUGUST TRUSTEE MEETING
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





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

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A few pictures from Frost Free