Draft
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
October 12, 2019
In attendance:
Rufus Frost V (by phone), Gilda Goodrich, Gina Paight, Jane Pitt, Kristin
Readel, Carl Shepardson, and Bob Sweet
At 8:35 a.m. Carl Shepardson called the meeting of the
trustees to order.
Secretary’s Minutes: Motion
to accept the minutes for the September 14, 2019 meeting was made by Jane Pitt
and seconded by Gina Paight. The vote to
accept was unanimous.
Treasurer’s Report: Gina
Paight provided the treasurer’s report. Account balances as of October 12, 2019
are as follows:
Checking account: $
2,643.28
Special Gift fund: $ 15,504.75
Elizabeth Richards Concert Fund: $ 2,049.19
Motion to accept the treasurer’s report dated October 12,
2019 was made by Jane Pitt and seconded by Gina Paight. The vote to accept was unanimous.
Director’s Report:
Kristin Readel presented her report.
- The new state library interlibrary loan system, Auto-Graphics Shar-It, is going well.
- Kristin gives the new tech company, RTM, a good review.
- The trustees discussed the temporary relocation of the library during construction to the Community House basement. Many questions involved Primex. Kristin will discuss with Ellen Smith and our Primex representative about the security of the Community House, especially the elevator. Kristin will ask about a possible rider to our policy.
- Wilcox Tree Service will be trimming trees around the building and trees overhanging Library Way.
Motion to accept the director’s report was made by Bob Sweet
and seconded by Gina Paight. The vote to
accept was unanimous.
50 Building Committee:
- Bob Sweet reported that the fundraising to date is $571,000.
- Bob reported that the grant and matching grant to an anonymous foundation may not be submitted until March 2020.
- The committee met with LCHIP representatives. On their recommendation, the grant is being refined to request $20,000. This will cover windows and the bathroom clear out.
- There was discussion about using the Mary Lodge Trust Fund to help cover construction costs. This lead to further discussion about returning interest earned on the library trust funds to the town to help off-set library expenses. Kristin will research the necessary RSAs.
Old Business:
Rufe Frost reported that the rebuilt website will be completed
at the end of October.
At 10:10 Gina Paight moved to adjourn the meeting. Bob Sweet
seconded the motion. The vote to adjourn was unanimous.
Next regular meeting will be November 9, 2019 at 8:30 at the
library.
Respectfully submitted,
Gilda Goodrich
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
September 14, 2019
In attendance: Carl
Shepardson, Teresa Horne, Jane Pitt, Gina Paight, Kristin Readel, and Bob Sweet
At 8:34 a.m. Carl Shepardson called the meeting of the
trustees to order.
Secretary’s Minutes: Motion
to accept the minutes for the Aug 10, 2019 meeting was made by Teresa Horne and
seconded by Jane Pitt.The vote to accept was unanimous.
Treasurer’s Report: Checking
Account Balance $2,812.85, Special Gift Fund Balance $15,502.13, Elizabeth
Richards Concert Fund $2,723.82 Bob Sweet moves to Accept as Presented, Jane
Pitt Seconds, vote to accept unanimous.
ACTION: Teresa Horne will follow up with Switzer Family
regarding the veteran’s memorial brick for the library.
Director’s Report:
Kristin Readel presented her report.
Requests Staff Training Day Closing
for new ILL system and some changing roles. Will notify trustees once staff has
agreed on a day.
Trustee replacement nominees,
Selectperson appointment by Town until March to replace Craig Cashman,
ACTION: Kristin will get into
closet for archives to determine who installed our current storm windows on
original building to get replacement taken care of for this winter season.
Kristin will followup
with Primex regarding hosting 2020 Summer Concerts on Memorial Park during
construction. Still need bathroom access and parking will remain a challenge.
Trustees direct
Kristin to create summary of Grant Funds she’s acquired since her start date and
email to Trustees.
Trustee Sweet states he believes it
is important to keep the concerts as close to the library as possible.
Bob Sweet Moves to accept as
presented, Teresa Horne seconds,
Vote accepted with Select persons
Pitt and Paight abstaining.
150 Building
Committee:
- Bob Sweet reported that the fundraising to date is $545,000.
- Later this week, Bob has a phone interview with the Fidelity Foundation of Boston and he is very hopeful for a grant and matching grant.
- The committee is still awaiting a decision on the LCHIP and Moose Plate Grants.
- The selectmen and trustees will work with the 150 Committee on the bid process. Doug Hamshaw has begun to prepare the bid on behalf of the Library. Selectmen encourage Trustees to get before Planning & Zoning in a timely manner with appropriate advance planning.
Bob Sweet moves to request Board of
Selectmen to authorize construction of Library Addition.
Teresa Horne Seconds, motion
accepted unanimously.
Old Business: none
New Business: FEMA
Flood Plain Insurance audit for the Town of Marlborough. Kristin will send
follow up information to Ellen for points for the town regarding resources
available at the library.
At 9:30 Bob Sweet moved to adjourn the meeting. Carl
Shepardson seconded the motion. The vote to adjourn was unanimous.
Next regular meeting will be October 12, 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
August 10, 2019
In attendance:
Rufus Frost V (by phone), Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin
Readel, and Bob Sweet
At 8:35 a.m. Bob Sweet called the meeting of the trustees to
order.
Secretary’s Minutes: Motion
to accept the minutes for the June 8, 2019 meeting was made by Jane Pitt and
seconded by Teresa Horne. The vote to
accept was unanimous.
Treasurer’s Report: No
report
Director’s Report:
Kristin Readel presented her report.
- The state library is replacing the interlibrary loan system, and this may require staff training and some changes to our hardware. RTM will work with Kristin with the replacement of the current server.
- The Historical Society donated $200. The trustees agreed to use the donation for shelving upstairs for the historical books.
- Kristin and Marge Shepardson attended a Council Development Finance Authority program. She is applying for a $2,500 grant to support the All of Us partnership with the school.
- A big thank you to Don Readel for replacing light bulbs and cleaning the light covers.
- Kristin noted that the carpet in the high traffic areas of the library was dirty. The trustees agreed that the carpet should be cleaned.
150 Building
Committee:
- Bob Sweet reported that the fundraising to date is $457,000.
- Later this week, Bob has a phone interview with the Fidelity Foundation of Boston and he is very hopeful for a grant and matching grant.
- The committee received a $25,000 grant from the Putnam Foundation.
- The committee is still awaiting a decision on the LCHIP and Moose Plate Grants.
- The selectmen and trustees will work with the 150 Committee on the bid process.
Old Business:
Rufe Frost shared his research on becoming a notary. He reported the fee is $75 for a 5 year commission.
Rufe moved that the director be authorized to become a notary and that the
library pay the $75 fee. Teresa Horne seconded the motion and the motion
passed.
At 9:37 Teresa Horne moved to adjourn the meeting. Jane Pitt
seconded the motion. The vote to adjourn was unanimous.
Next regular meeting will be September 14, 2019 at 8:30 at
the library.
Respectfully submitted,
Gilda Goodrich
- NO MEETING IN JULY -
Record of the Frost Free Library
Board of Trustees Meeting
Frost Free Library, Marlborough, NH
June 8, 2019
In attendance:
Rufus Frost V (by phone), Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin Readel, Bob Sweet, and Gina Paight
(9:05)
At 8:37 a.m. Bob Sweet called the meeting of the trustees to
order.
Correspondence: ALA
regarding the 2020 census and the need for an accurate count as the data has an
effect on library funding.
Secretary’s Minutes: Motion
to accept the minutes for the May 11, 2019 meeting was made by Teresa Horne and
seconded by Gilda Goodrich. The vote to
accept was unanimous.
Treasurer’s Report: Gina Paight provided the treasurer’s
report. Account balances as of June 8, 2019 are as follows:
Checking account: $
2,831.62
Special Gift fund: $ 15,139.53This includes gifts in memory
of Joanne Morse.
Elizabeth Richards Concert Fund: $ 2,756.92
Motion to accept the treasurer’s report dated June 8, 2019
was made by Jane Pitt and seconded by Teresa Horne. The vote to accept was unanimous.
Director’s Report:
Kristin Readel presented her report.
- Kristin explained the ongoing problem with moisture in the entry way. Jane Pitt offered to donate a dehumidifier. Thank you!
- Explained a partnership with Marlborough School (All of Us) with a focus on mental health. She met with Marlborough teacher and resident, Robin Fairfield and Shannon Fuller, President of Keene Paras, to discuss the role that the library can play with this committee. Jane recommended Kristin work on a memorandum of understanding to establish the library’s role.
- Kristin will focus on mental health training for the coming year.
Motion to accept the director’s
report was made by Jane Pitt and seconded by Teresa Horne. The vote to accept was unanimous.
150 Building
Committee:
Bob Sweet reported that the fund raising effort for the
addition has exceeded the half-way point. The committee is looking forward to
the grant process. Later in the fall, the committee anticipates using the
Marlborough Bulletin to communicate for the general campaign.
Old Business:
- Office computer is no longer functioning. Spaulding Hill will bring Kristin a laptop. The town is discussing a new provider for IT services.
- Motion made by Teresa Horne to buy a $150.00 brick to support the building of the veteran’s memorial. The brick will be purchased using funds from the checking account. Kristin will choose the wording. Jane Pitt seconded the motion. The vote to accept was unanimous.
At 9:37 Teresa Horne moved to adjourn the meeting. Jane Pitt
seconded the motion. The vote to adjourn was unanimous.
Next regular meeting will be August 10, 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
May 11, 2019
In attendance: Craig
Cashman, Rufus Frost V, Gilda Goodrich, Teresa Horne, Kristin Readel, and Carl
Shepardson
At 8:63 a.m., Chairman Carl Shepardson called the meeting of
the trustees to order.
Correspondence:
- Invitation to the annual meeting for the NHCT
- Thank you note from Wendy Keeney
Secretary’s Minutes: Motion
to accept the minutes as amended for the April 13, 2019 meeting was made by
Teresa Horne 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 April 12, 2019 are as follows:
Checking account: $
2,831.16
Special Gift fund: $ 14,787.15 This includes $305 in memorial gifts in memory
of Joanne Morse.
Elizabeth Richards Concert Fund: $ 2,841.32 The library is
grateful for the donations to the concert fund.
Motion to accept the treasurer’s report dated May 10, 2019
was made by Gilda Goodrich and seconded by Teresa Horne. The vote to accept was unanimous.
Director’s Report:
Kristin Readel presented her report.
·
Kristin shared the suggested budget line item
adjustments to fund the one-time salary adjustment. Discussion ensued. Teresa moved to accept
Kristin’s recommendations for budget line item adjustments to fund a one-time
salary adjustment. Gilda seconded the
motion. The motion passed. Craig Cashman abstained.
·
The trustees were asked to complete a Library
Walk-Through Observation Checklist.
·
Kristin will continue to consider making the
library a Passport Acceptance Facility. Rufe will also look into it.
150 Building
Committee:
Carl Shepardson shared an email from Bob Sweet. The first
round of visits to donors is nearly complete. The historic register application
has been completed. The grant applications for LCHIP and Moose Plate intents
have been sent.
At 9:20 Carl Shepardson adjourned the meeting.
Next regular meeting will be June 8, 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
April 13, 2019
In attendance: Craig
Cashman, Rufus Frost III, Rufus Frost V, Gilda Goodrich, Teresa Horne, Gina Paight, 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. Chairman Frost introduced his grandson Rufus Frost V,
Rufe, who will be joining the board of trustees.
Correspondence: Kristin
reported that the library received a letter from a patron thanking the staff
for their ongoing support.
Secretary’s Minutes: Motion
to accept the minutes for the March 9, 2019 meeting was made by Teresa Horne
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 April 12, 2019 are as follows:
Checking account: $
2,772.03
Special Gift fund: $ 14,482.15
Elizabeth Richards Concert Fund: $ 2,061.32
- Postcards have been sent
to community members to solicit donations for the concerts.
- We will continue to ask
for sponsor support.
Motion to accept the treasurer’s report dated April 12, 2019
was made by Carl Shepardson and seconded by Craig Cashman. The vote to accept was unanimous.
Director’s Report:
Kristin Readel presented her report. Jane Pitt addressed the
budget process with regards to pay raises for town employees. Carl questioned
which board has the responsibility to adjust the pay rates for library
personnel. Carl referred to the RSA that gives the trustees the authority to
set pay rates for library personnel. Bob moved that the trustees ask the
director to shift budget line items to rectify salary irregularities. Teresa Horne seconded. The motion passed. Gina
Paight opposed. Kristin will have the exact numbers at the next meeting.
150 Building
Committee:
Bob Sweet reported for the 150 Committee. Bob reported that the
committee has pledges and donations of $319,500. He feels that the goal of $400,000 by June 1
is attainable. The committee is compiling a list of major donor prospects and
work on grants will begin soon.
Carl reported that in 1997 the library was registered on the
National Register of Historic Places. He noted that registration needs to be updated
every 10 years. Kristin and Rufus will look for the original application. Carl
explained that grants for improving the original structure are available from
LCHIP and N.H. Moose Plate Program. He also suggested that in kind donations
for demolition in the original section might be used as matching funds.
The Friends have invested 150 Committee funds in a CD.
Old Business: Gina
reminded the trustees that interest money from book trust funds will need to be
transferred to the budget to offset the budget.
New Business: Bob
Sweet nominated Carl Shepardson as the next board chairman. Teresa seconded. The
vote to support Bob’s nomination was in the affirmative. The Trustees thanked
Rufus Frost III for his many years of service.
At 9:35 Rufus Frost adjourned the meeting.
Next regular meeting will be May 11, 2019 at 8:30 at the
library.
Respectfully submitted,
Gilda GoodrichRecord 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
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
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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