Draft

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

September 12, 2020

Location: Library Lawn

The Trustees meeting began with a walk around the property.

Call to order: At 8:39 a.m. chairman Teresa Horne called the meeting of the trustees to order. Teresa went on to share her thoughts on the last few meetings. She thanked the selectmen, trustees and the committees, all volunteers, who do good work for the benefit of the Town.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V(by phone), Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  No public attending.

Approval of the minutes:  The amended August minutes will be sent to the trustees and they will be on the October agenda.

Treasurer’s Report:

Rufe reported that there has been very little activity this month with concert fees paid.

Account balances as of September 12, 2020 are as follows:    

Checking account:  $ 1,977.56       

Special Gift fund: $ 151,667.90

Elizabeth Richards Concert Fund: $ 554.76

Rufe would like to investigate investing the Mary Lodge money in corporate bonds. He would like to speak with the Trustees of Trust Funds about this possibility. Jane will have Ellen Smith send Rufe the list of current Trustees of Trust Funds. This will be on the October agenda.

Motion to accept the treasurer’s report dated September 12, 2020 was made by Bob Sweet and seconded by Gina paight. The vote to accept was unanimous.

Director Report: Kristin presented her report and there were no questions.

  • Kristin announced a Round Table for Trustees presented by the NH Library Trustees Association on September 22 from 2-3. See Kristin for the link.
  • There were no submissions in the mascot contest.

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

Policy Review: The trustees reviewed the Materials Review Policy. Kristin suggested that the renewal of library cards be annually, in line with other libraries. Gina recommended that we change Librarian to Director, throughout. Kristin recommended a 9 month card for children in the After School Program.

Bob moved that the policy include a  9 month library card for children in the After School Program with no parent signature required. Teresa seconded the motion. The vote to accept was unanimous.

Trustees will send suggestions about the policy to Kristin and the revised policy will be included for consideration on the October agenda.

150 Building Committee:

  • Bob Sweet gave the trustees a copy of the 150 Committee Report dated September 12, 2020. The report detailed fundraising and expenditures through August 7, 2020. Gina thanked the committee for the report and Gilda asked if the trustees could receive monthly financial reports. Discussion about the report ensued.
  • There was considerable discussion about the drainway on the 124 side of the building. Bob will convey the trustees concerns about maintaining the integrity of the drainway during construction.Jane would like to be included in the meeting when the architect and engineer meet on the site to review the drainway.

Old Business:

  •  Bob reported that Secord will be here next week to replace the storm window. Bob also recommended applying for an LChiP Grant to cover work on the windows and the front door. Kristin will look into the grant application.
  • Dustin Wilcox submitted an estimate to cover the removal of the damaged scarlet maple beside the building. The bid does not include stumping.

Teresa moved that, with or without the addition, the diseased maple on the 124 side of the library be cut down but the stump will be left. Gilda seconded the motion.  The vote to accept was unanimous.

Bob moved that the trustees withdraw the sum of $500 from the Reginald Mason fund to pay for the tree removal. Teresa seconded the motion.  The vote to accept was unanimous.

New Business:

The trustees discussed the need for a substitute to cover Kristin if she is out awaiting the results of a Covid test. Kristin was out last week with a test. She will send the selectmen a narrative of her days out. She is covered under the town’s Covid Policy.

On a positive note, Kristin reported that the library is having increased use, from patrons using the internet to small meetings in the upstairs room.

At 10:41, Teresa Horne moved to adjourn the meeting. Bob Sweet  seconded the motion. The vote to adjourn was unanimous.

Next regular meeting will be October 10th at 8:30, format to be decided.

Respectfully submitted,

Gilda Goodrich

Amended Draft

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

August 8, 2020

Location: Virtual

Call to order: At 8:35 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel and Earl Nelson joined at 9:30.  No public attending.

Approval of the minutes:  Motion to accept the minutes for the July 11, 2020 meeting was made by Bob Sweet and seconded by Rufe Frost.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

Rufe reported that there has been very little activity this month with one concert fee paid.

Account balances as of July 11, 2020 are as follows:    

Checking account:  $ 1,826.48       

Special Gift fund: $ 151,643.81

Elizabeth Richards Concert Fund: $ 2,027.60

Rufe said it would be helpful if the director had the ability to deposit checks with a photo App. Rufe moved to authorize Kristin to deposit checks using a photo App. Bob Sweet seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Rufe said that many of the bands preferred to receive payment electronically. Rufe moved to set-up a Venmo account with Gina’s credentials included. Teresa seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Motion to accept the treasurer’s report dated August 8, 2020 was made by Bob Sweet and seconded by Merri Rayno. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Director Report:

  • Included in the Director’s Report was a report on the use of library mascots submitted by Jaiden Blanchard. The Trustees discussed the idea of a mascot and authorized Kristin to direct Jaiden to conduct a mascot contest. The Trustees will choose the mascot from the entries.
  • The Trustees reviewed the Personnel Policy. Several edits and revisions were discussed. Kristin will send out a revised copy prior to our next meeting.
  • Kristin received a request from a neighbor to use the terrace for a small birthday party during non-library hours. Kristin contacted Primex to inquire about a TULIP policy for special event coverage. Jane requested that the policy be for a minimum amount of $1,000,000. Kristin will arrange to have a staff member present. Kristin will write up a onetime use memorandum and will share it with the trustees prior to giving it to the person making the request. At a future meeting, the trustees will review the Use of the Facilities and Premises Policy.

Motion to accept the director’s report was made by Teresa Horne and seconded by Merri Rayno. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the committee’s activities.

  • The community appeal will go out next week. Deb and Ron Kilyanczik made a fundraising thermometer; it will be placed near the concert sign.
  • The committee will continue to advertise the community appeal through the Marlborough Bulletin and the radio.
  • The site plan provided by Ed Goodrich has been delivered to the architect and the committee.
  • Tom Weller is doing further work.
  • Bob introduced a resolution that captures the role of the 150 Committee:

A Resolution Affirming the 150 Committee as an official Committee of the Board of Trustees

August 8, 2020

Whereas on November 12, 2016 The Board of Trustees voted to establish a       501 (c ) 3 Foundation to raise funds for construction of an addition to the Library, and

Whereas on September 9, 2017 the Trustees elected Rufus Frost, III, Robert Sweet, Jr., Charlton MacVeagh, Jeffrey Miller, Douglas Hamshaw, Maidli Hill, Sara Wardell, and Cheri Nutting to serve as Directors of said Foundation, and

Whereas those elected explored 501 (c ) 3  options and chose to request  the Friends of Frost Free Library to use their status as a non-profit organization for the purpose of raising funds, saving legal fees, time, and extensive governmental paper work, and

Whereas the Friends of Frost Free Library voted for the purpose of fund raising to “recognize the 150 Committee as a committee of the Friends of Frost Free Library, enabling the Committee to make use of the 501(c )3 non-profit status,

Whereas the members of the proposed Foundation began to refer to itself as the 150 Committee, and reported same to the Trustees, and

Whereas on March 16. 2018 the Trustees of Frost Free Library approved the “plans title[s] ‘Exterior Rendered Views and Floor Plan dated February 21, 2018” by Weller and Michel Architects, Inc. be approved as the schematic design for plans for the proposed Frost Free Library addition and renovation and the 150 Committee be authorized to proceed with all appropriate and necessary actions”,(Selectmen Pitt, Paight, and Cashman abstaining), and

Whereas the 150 Committee and the Board of Trustees both acted on the basis of the Committee being responsible to the Trustees and the Committee reported monthly to the Board of Trustees,

Therefore, be it resolved that the Board of Trustees of the Frost Free Library acknowledge the de facto status of the 150 committee since the appointment of the original eight persons, and

Be it further resolved that the work of the 150 committee heretofore be accepted as the work of an official committee of the Library Trustees, and

Be it further resolved that the 150 Committee from this point forward be acknowledged as an official committee of the Board of Trustees of the Frost Free Library.

Discussion ensued. Jane stated that she believes the resolution clarifies that the 150 Committee is a subcommittee of the Trustees. She also stated that the town council’s and other opinions give the Library Trustees responsibility for the project. She informed the Trustees that the town council is contacting Tom Donovan from the Secretary of State’s office, to discuss specifically about the finances for the project. On Wednesday, August 12 the selectmen will have a phone discussion with Gary Kenyon, town council, to clarify how to proceed. There are other questions that will need to be decided, for instance: Does the library’s autonomy allow it to piggyback on the Primex policy for the town? Who will run the project? Teresa said the Trustees were grateful for the Selectmen’s insight and help in moving this project forward.

Bob Sweet moved that the Trustees adopt the resolution. Teresa Horne seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

  • Following the Selectmen’s meeting with the town council, a committee from the Trustees, Selectmen and 150 Committee will meet to clarify the authority the Trustees will grant the 150 Committee for overseeing the construction. They will report back to the Trustees at the next meeting.

Old Business: The storm windows have not been replaced, and Bob will follow-up.

New Business: Teresa introduced a discussion about tree removal and the drainage tunnel.  Bob  will research the tree removal companies. A discussion on tree removal will go on a future agenda. Bob and Jane will coordinate a meeting between Craig Cashman, sewer and water person and a tree expert to make a recommendation at a future meeting.

At 10:12, Teresa Horne moved to adjourn the meeting. Earl Nelson seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Earl Nelson, Yes. The vote to adjourn was unanimous.

Next regular meeting will be September 12th at 8:30 in the virtual format.

Respectfully submitted,

Gilda Goodrich

Draft

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

August 8, 2020

Location: Virtual

Call to order: At 8:35 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel and Earl Nelson joined at 9:30.  No public attending.

Approval of the minutes:  Motion to accept the minutes for the July 11, 2020 meeting was made by Bob Sweet and seconded by Rufe Frost.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

Rufe reported that there has been very little activity this month with one concert fee paid.

Account balances as of July 11, 2020 are as follows:    

Checking account:  $ 1,826.48       

Special Gift fund: $ 151,643.81

Elizabeth Richards Concert Fund: $ 2,027.60

Rufe said it would be helpful if the director had the ability to deposit checks with a photo App. Rufe moved to authorize Kristin to deposit checks using a photo App. Bob Sweet seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Rufe said that many of the bands preferred to receive payment electronically. Rufe moved to set-up a Venmo account with Gina’s credentials included. Teresa seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Motion to accept the treasurer’s report dated August 8, 2020 was made by Bob Sweet and seconded by Merri Rayno. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Director Report:

  • Included in the Director’s Report was a report on the use of library mascots submitted by Jaiden Blanchard. The Trustees discussed the idea of a mascot and authorized Kristin to direct Jaiden to conduct a mascot contest. The Trustees will choose the mascot from the entries.
  • The Trustees reviewed the Personnel Policy. Several edits and revisions were discussed. Kristin will send out a revised copy prior to our next meeting.
  • Kristin received a request from a neighbor to use the terrace for a small birthday party during non-library hours. Kristin contacted Primex to inquire about a TULIP policy for special event coverage. Jane requested that the policy be for a minimum amount of $1,000,000. Kristin will arrange to have a staff member present. Kristin will write up a onetime use memorandum and will share it with the trustees prior to giving it to the person making the request. At a future meeting, the trustees will review the Use of the Facilities and Premises Policy.

Motion to accept the director’s report was made by Teresa Horne and seconded by Merri Rayno. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the committee’s activities.

  • The community appeal will go out next week. Deb and Ron Kilyanczik made a fundraising thermometer; it will be placed near the concert sign.
  • The committee will continue to advertise the community appeal through the Marlborough Bulletin and the radio.
  • The site plan provided by Ed Goodrich has been delivered to the architect and the committee.
  • Tom Weller is doing further work.
  • Bob introduced a resolution that captures the role of the 150 Committee:

A Resolution Affirming the 150 Committee as an official Committee of the Board of Trustees

August 8, 2020

Whereas on November 12, 2016 The Board of Trustees voted to establish a       501 (c) 3 Foundation to raise funds for construction of an addition to the Library, and

Whereas on September 9, 2017 the Trustees elected Rufus Frost, III, Robert Sweet, Jr., Charlton MacVeagh, Jeffrey Miller, Douglas Hamshaw, Maidli Hill, Sara Wardell, and Cheri Nutting to serve as Directors of said Foundation, and

Whereas those elected explored 501 (c) 3 options and chose to request the Friends of Frost Free Library to use their status as a non-profit organization for the purpose of raising funds, saving legal fees, time, and extensive governmental paper work, and

Whereas the Friends of Frost Free Library voted for the purpose of fund raising to “recognize the 150 Committee as a committee of the Friends of Frost Free Library, enabling the Committee to make use of the 501(c )3 non-profit status,

Whereas the members of the proposed Foundation began to refer to itself as the 150 Committee, and reported same to the Trustees, and

Whereas on March 16. 2018 the Trustees of Frost Free Library approved the “plans title[s] ‘Exterior Rendered Views and Floor Plan dated February 21, 2018” by Weller and Michel Architects, Inc. be approved as the schematic design for plans for the proposed Frost Free Library addition and renovation and the 150 Committee be authorized to proceed with all appropriate and necessary actions”,(Selectmen Pitt, Paight, and Cashman abstaining), and

Whereas the 150 Committee and the Board of Trustees both acted on the basis of the Committee being responsible to the Trustees and the Committee reported monthly to the Board of Trustees,

Therefore, be it resolved that the Board of Trustees of the Frost Free Library acknowledge the de facto status of the 150 committee since the appointment of the original eight persons, and

Be it further resolved that the work of the 150 committee heretofore be accepted as the work of an official committee of the Library Trustees, and

Be it further resolved that the 150 Committee from this point forward be acknowledged as an official committee of the Board of Trustees of the Frost Free Library.

Discussion ensued. Jane stated that she believes the resolution clarifies that the 150 Committee is a subcommittee of the Trustees. She also stated that the town council’s and other opinions give the Library Trustees responsibility for the project. She informed the Trustees that the town council is contacting Tom Donovan from the Secretary of State’s office, to discuss specifically about the finances for the project. On Wednesday, August 12 the selectmen will have a phone discussion with Gary Kenyon, town council, to clarify how to proceed. There are other questions that will need to be decided, for instance: Does the library’s autonomy allow it to piggyback on the Primex policy for the town? Who will run the project? Teresa said the Trustees were grateful for the Selectmen’s insight and help in moving this project forward.

Bob Sweet moved that the Trustees adopt the resolution. Teresa Horne seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

  • Following the Selectmen’s meeting with the town council, a committee from the Trustees, Selectmen and 150 Committee will meet to clarify the authority the Trustees will grant the 150 Committee for overseeing the construction. They will report back to the Trustees at the next meeting.

Old Business: The storm windows have not been replaced, and Bob will follow-up.

New Business: Bob introduced a discussion about tree removal and the drainage tunnel. He will research the tree removal companies. A discussion on tree removal will go on a future agenda.

At 10:12, Teresa Horne moved to adjourn the meeting. Earl Nelson seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Earl Nelson, Yes. The vote to adjourn was unanimous.

Next regular meeting will be September 12th at 8:30 in the virtual format.

Respectfully submitted,

Gilda Goodrich

Board of Trustees Meeting

Record of the Frost Free Library

Frost Free Library, Marlborough, NH

July 11, 2020

Location: Virtual

Call to order: At 8:32 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Earl Nelson, Kristin Readel, Public attending: Ellen Smith, Richard and Jane Butler.

Approval of the minutes:  Motion to accept the minutes for the June 13, 2020 meeting was made by Bob Sweet and seconded by Teresa Horne.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

Rufe reported that there has been very little activity this month: interest, one donation and one concert fee was paid.

Account balances as of July 11, 2020 are as follows:    

Checking account:  $ 2,101.48       

Special Gift fund: $ 151,610.61

Elizabeth Richards Concert Fund: $ 2,027.33

Motion to accept the treasurer’s report dated July 11, 2020 was made by Merri Rayno and seconded by Jane Pitt.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to accept was unanimous.

Correspondence: Kristin shared that the library received a very positive note from an out of town patron. She will scan the note and email it to the trustees.

Director Report: Kristin commented on her report.

  • The picnic tables that were approved at the June meeting are on back order. A patron is researching different types of folding lawn furniture. Ellen Smith shared that if the furniture is needed because of Covid 19 the CARES Act money could reimburse the town. For the library to be reimbursed, the invoice for the lawn furniture would need to be paid from town funds.
  • Kristin will meet with Supreme Audio about a sound system that can be used inside and outside.
  • Kristin asked if any trustee would be interested in writing a grant to the NH Charitable Trust. Teresa said she would forward the email to the trustees with the grant application.

Motion to accept the director’s report was made by Rufe Frost and seconded by Teresa Horne. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to accept was unanimous.

Old Business:

The trustees reviewed the Purchasing and Expenditures Policy, Frost Free Library, Version 2020.06.22. Discussion ensued. Teresa recommended that the sentence starting “All bid shall be opened on …”in the fifth paragraph should be replaced with “All bids shall be opened before the public at a date, time and place designated in the bid request.”

Bob Sweet moved that the Purchasing and Expenditures Policy, Frost Free Library, Version 2020.06.22, as changed, be approved. Gilda Goodrich seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet started the discussion on the Weller contract. Jane Pitt recommended that the 150 Committee contact a contract attorney to review the AIA B104-2017 contract, as well as future contracts. Jane will ask the town’s attorney, Gary Kenyon, for recommendations. Bob will come back to the trustees with a budget for legal fees. Bob will also set-up the postponed meeting with the AG’s office Tom Donovan. Representatives from the selectmen, trustees, 150 committee and the Friends will be invited.

More Old Business:

  • Kristin reminded the trustees that we need to continue reviewing the Frost Free Library Policies. The trustees decided to look at a small piece of the policies at each future meeting.
  • Kristin started the discussion on the Phased Reopening Plan, dated 7/9/2020. Discussion ensued.

Gina Paight moved that the Phased Reopening Plan be accepted. Jane Pitt seconded the motion. .  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to accept was unanimous.

Public Comment: Dick and Jane Butler thanked the trustees for conducting an informational meeting.

Public session adjourned 10:41

Kristin and the Butlers left the meeting.

Gina Paight moved that the trustees move to nonpublic session in accordance with RSA 91.A:3 II (c). Teresa Seconded the motion.   Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes; Earl Nelson, Yes.  The vote to move to nonpublic session was unanimous.

Returned to public session 11:45 (Gina Paight left the meeting)

Jane Pit moved to seal the minutes for the nonpublic session. Earl Nelson seconded the motion.   Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Earl Nelson, Yes.  The vote to move to nonpublic session was unanimous.

During the nonpublic session, the trustees voted to create a personnel committee, consisting of the chairman, treasurer and one selectperson.

Jane Pitt offered to host future virtual meetings.

At 11:47, Bob Sweet moved to adjourn  the meeting. Teresa Horne seconded the motion. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Earl Nelson, Yes. 

Next regular meeting will be August 8th  at 8:30 in the virtual format.

Respectfully submitted,

Gilda Goodrich

Draft

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

June 13, 2020

Location: Virtual

Call to order: At 8:36 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  Kristin reported that there was no public request to attend.

Approval of the minutes:  Motion to accept the minutes for the May 9, 2020 meeting was made by Gina Paight and seconded by Jane Pitt.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

  • Gina reported that she and Rufe are finishing up the process for handing over the books.
  • Gina recommended a separate credit card, rather than a debit card, for library use. The credit card will be connected to the library budget. The invoice would come into the selectmen’s office and it would be paid in the usual way. Jane Pitt moved to authorized Ellen Smith to obtain a second town credit card for library use with a monthly limit of $500.00. Teresa Horne seconded the motion. .  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Gina reported that there has been very little activity this month: interest and one donation.

Account balances as of June 13, 2020 are as follows:    

Checking account:  $ 1,726.35       

Special Gift fund: $ 151,579.48

Elizabeth Richards Concert Fund: $ 2,302.05

Motion to accept the treasurer’s report dated June 13, 2020 was made by Bob Sweet and seconded by Rufe Frost.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Correspondence: No correspondence

Public Comment: No public comment

Director Report: Kristin commented on her report.

  • Volunteer Patricia Donnelly has helped with sanitizing quarantined materials and shelving.
  • Carl Shepardson agreed to be available as library ambassador in the event of opening with public hours.
  • Staff statements for reopening:

Jane Pitt moved that Jane Richards-Jones will do her job, which will include ordering materials, processing materials, shelving, setting up book displays, completing ILL requests, responding to emails, etc., with the exception of patron contact, until the library moves to the next reopening phase, for at least 10 hours a week. Bob Sweet seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

Jane Pitt moved that Nikki Demarest will begin to work nonpublic hours in the library on a schedule and work plan to be developed by the Director, in consultation with Nikki, for up to 10 hours. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

  • Bob Sweet moved that the Director will increase the youth employee’s  hours to 5 hours a week. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Bob Sweet thanked Kristin for all her help with a Zoom meeting he attended at the library. He also noted that he was impressed with the volunteers sanitizing and helping the staff.
  • Kristin has been cleaning the bathroom and emptying the trash. The trustees directed her to contact Ellen Smith for additional custodial help.
  • Because of the pandemic, Kristin purchased a laptop for a third staff work station. This was purchased from the library checking account. Kristin will let Ellen Smith know ahead of time about future IT purchases.

Motion to accept the director’s report was made by Teresa Horne and seconded by Bob Sweet. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the following items:

  • Rufe Frost moved that Bob Sweet be authorized to sign contracts and authorize expenditures. Teresa seconded the motion. Discussion ensued. Motion and second were withdrawn.
  • Bob Sweet moved that the trustees adopt the town policies for awarding contracts. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Jane Pitt will ask Ellen Smith to send the appropriate town policies to the trustees.
  • The 150 Committee is still uncertain when to reach out to the community for fundraising. They will make a decision at the June 16th meeting.

Old Business:

The trustees discussed the plexiglass storm windows. Bob will follow up with Ted Meade about the windows.

New Business:

  • Kristin brought up the need for more outdoor space. She said that there is a need for additional seating and table space. Bob Sweet moved that Kristin purchase up to 5 tables with umbrellas from the special gift fund. Rufe Frost seconded the motion.   Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

She will let Ellen Smith know that the purchase of extra seating is a result of the Covid 19 pandemic.

Merri Rayno left at 10:00 to attend a library trustee’s training.

  • The trustees reviewed the Draft Reopening Plan. Bob Sweet moved that we follow the reopening plan as presented. He withdrew his motion.  Discussion ensued.
  •  The trustees decided to review the Reopening Plan and the architect’s contract at a special meeting.

Rufe Frost moved to adjourn the meeting. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous. Meeting adjourned 10:10.

Next regular meeting will be July 11th  at 8:30 in the virtual format. Rufe will set up the meeting.  

Respectfully submitted,

Gilda Goodrich

Draft

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

June 13, 2020

Location: Virtual

Call to order: At 8:36 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  Kristin reported that there was no public request to attend.

Approval of the minutes:  Motion to accept the minutes for the May 9, 2020 meeting was made by Gina Paight and seconded by Jane Pitt.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

  • Gina reported that she and Rufe are finishing up the process for handing over the books.
  • Gina recommended a separate credit card, rather than a debit card, for library use. The credit card will be connected to the library budget. The invoice would come into the selectmen’s office and it would be paid in the usual way. Jane Pitt moved to authorized Ellen Smith to obtain a second town credit card for library use with a monthly limit of $500.00. Teresa Horne seconded the motion. .  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Gina reported that there has been very little activity this month: interest and one donation.

Account balances as of June 13, 2020 are as follows:    

Checking account:  $ 1,726.35       

Special Gift fund: $ 151,579.48

Elizabeth Richards Concert Fund: $ 2,302.05

Motion to accept the treasurer’s report dated June 13, 2020 was made by Bob Sweet and seconded by Rufe Frost.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Correspondence: No correspondence

Public Comment: No public comment

Director Report: Kristin commented on her report.

  • Volunteer Patricia Donnelly has helped with sanitizing quarantined materials and shelving.
  • Carl Shepardson agreed to be available as library ambassador in the event of opening with public hours.
  • Staff statements for reopening:

Jane Pitt moved that Jane Richards-Jones will do her job, which will include ordering materials, processing materials, shelving, setting up book displays, completing ILL requests, responding to emails, etc., with the exception of patron contact, until the library moves to the next reopening phase, for at least 10 hours a week. Bob Sweet seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

Jane Pitt moved that Nikki Demarest will begin to work nonpublic hours in the library on a schedule and work plan to be developed by the Director, in consultation with Nikki, for up to 10 hours. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

  • Bob Sweet moved that the Director will increase the youth employee’s  hours to 5 hours a week. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Bob Sweet thanked Kristin for all her help with a Zoom meeting he attended at the library. He also noted that he was impressed with the volunteers sanitizing and helping the staff.
  • Kristin has been cleaning the bathroom and emptying the trash. The trustees directed her to contact Ellen Smith for additional custodial help.
  • Because of the pandemic, Kristin purchased a laptop for a third staff work station. This was purchased from the library checking account. Kristin will let Ellen Smith know ahead of time about future IT purchases.

Motion to accept the director’s report was made by Teresa Horne and seconded by Bob Sweet. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the following items:

  • Rufe Frost moved that Bob Sweet be authorized to sign contracts and authorize expenditures. Teresa seconded the motion. Discussion ensued. Motion and second were withdrawn.
  • Bob Sweet moved that the trustees adopt the town policies for awarding contracts. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Jane Pitt will ask Ellen Smith to send the appropriate town policies to the trustees.
  • The 150 Committee is still uncertain when to reach out to the community for fundraising. They will make a decision at the June 16th meeting.

Old Business:

The trustees discussed the plexiglass storm windows. Bob will follow up with Ted Meade about the windows.

New Business:

  • Kristin brought up the need for more outdoor space. She said that there is a need for additional seating and table space. Bob Sweet moved that Kristin purchase up to 5 tables with umbrellas from the special gift fund. Rufe Frost seconded the motion.   Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

She will let Ellen Smith know that the purchase of extra seating is a result of the Covid 19 pandemic.

Merri Rayno left at 10:00 to attend a library trustee’s training.

  • The trustees reviewed the Draft Reopening Plan. Bob Sweet moved that we follow the reopening plan as presented. He withdrew his motion.  Discussion ensued.
  •  The trustees decided to review the Reopening Plan and the architect’s contract at a special meeting.

Rufe Frost moved to adjourn the meeting. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous. Meeting adjourned 10:10.

Next regular meeting will be July 11th  at 8:30 in the virtual format. Rufe will set up the meeting.  

Respectfully submitted,

Gilda Goodrich

Record of the Frost Free Library

Board of Trustees Meeting

Frost Free Library, Marlborough, NH

June 13, 2020

Location: Virtual

Call to order: At 8:36 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  Kristin reported that there was no public request to attend.

Approval of the minutes:  Motion to accept the minutes for the May 9, 2020 meeting was made by Gina Paight and seconded by Jane Pitt.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

  • Gina reported that she and Rufe are finishing up the process for handing over the books.
  • Gina recommended a separate credit card, rather than a debit card, for library use. The credit card will be connected to the library budget. The invoice would come into the selectmen’s office and it would be paid in the usual way. Jane Pitt moved to authorized Ellen Smith to obtain a second town credit card for library use with a monthly limit of $500.00. Teresa Horne seconded the motion. .  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Gina reported that there has been very little activity this month: interest and one donation.

Account balances as of June 13, 2020 are as follows:    

Checking account:  $ 1,726.35       

Special Gift fund: $ 151,579.48

Elizabeth Richards Concert Fund: $ 2,302.05

Motion to accept the treasurer’s report dated June 13, 2020 was made by Bob Sweet and seconded by Rufe Frost.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Correspondence: No correspondence

Public Comment: No public comment

Director Report: Kristin commented on her report.

  • Volunteer Patricia Donnelly has helped with sanitizing quarantined materials and shelving.
  • Carl Shepardson agreed to be available as library ambassador in the event of opening with public hours.
  • Staff statements for reopening:

Jane Pitt moved that Jane Richards-Jones will do her job, which will include ordering materials, processing materials, shelving, setting up book displays, completing ILL requests, responding to emails, etc., with the exception of patron contact, until the library moves to the next reopening phase, for at least 10 hours a week. Bob Sweet seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

Jane Pitt moved that Nikki Demarest will begin to work nonpublic hours in the library on a schedule and work plan to be developed by the Director, in consultation with Nikki, for up to 10 hours. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

  • Bob Sweet moved that the Director will increase the youth employee’s  hours to 5 hours a week. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Bob Sweet thanked Kristin for all her help with a Zoom meeting he attended at the library. He also noted that he was impressed with the volunteers sanitizing and helping the staff.
  • Kristin has been cleaning the bathroom and emptying the trash. The trustees directed her to contact Ellen Smith for additional custodial help.
  • Because of the pandemic, Kristin purchased a laptop for a third staff work station. This was purchased from the library checking account. Kristin will let Ellen Smith know ahead of time about future IT purchases.

Motion to accept the director’s report was made by Teresa Horne and seconded by Bob Sweet. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the following items:

  • Rufe Frost moved that Bob Sweet be authorized to sign contracts and authorize expenditures. Teresa seconded the motion. Discussion ensued. Motion and second were withdrawn.
  • Bob Sweet moved that the trustees adopt the town policies for awarding contracts. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.
  • Jane Pitt will ask Ellen Smith to send the appropriate town policies to the trustees.
  • The 150 Committee is still uncertain when to reach out to the community for fundraising. They will make a decision at the June 16th meeting.

Old Business:

The trustees discussed the plexiglass storm windows. Bob will follow up with Ted Meade about the windows.

New Business:

  • Kristin brought up the need for more outdoor space. She said that there is a need for additional seating and table space. Bob Sweet moved that Kristin purchase up to 5 tables with umbrellas from the special gift fund. Rufe Frost seconded the motion.   Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to approve was unanimous.

She will let Ellen Smith know that the purchase of extra seating is a result of the Covid 19 pandemic.

Merri Rayno left at 10:00 to attend a library trustee’s training.

  • The trustees reviewed the Draft Reopening Plan. Bob Sweet moved that we follow the reopening plan as presented. He withdrew his motion.  Discussion ensued.
  •  The trustees decided to review the Reopening Plan and the architect’s contract at a special meeting.

Rufe Frost moved to adjourn the meeting. Teresa Horne seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous. Meeting adjourned 10:10.

Next regular meeting will be July 11th  at 8:30 in the virtual format. Rufe will set up the meeting.  

Respectfully submitted,

Gilda Goodrich

May 9, 2020

Location: Virtual

Call to order: At 8:32 a.m. chairman Teresa Horne called the meeting of the trustees to order.

Roll Call: Teresa Horne, Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  Kristin reported there was no public request to attend.

Approval of the minutes:  Motion to accept the minutes for the April 11, 2020 meeting was made by Bob Sweet and seconded by Jane Pitt.  Roll call vote: Teresa Horne Yes, Gilda Goodrich Yes, Merri Rayno Yes, Rufus Frost V Yes, Bob Sweet Yes, Jane Pitt Yes, Gina Paight Yes,  The vote to accept was unanimous.

Treasurer’s Report:

Gina reported that we will see transfer in/out amounts for the money market checking account.  The library accounts were switched to online bill pay through Savings Bank of Walpole. Because checks can only be written from a checking account, any payments will need to be written from the money market account and funds transferred in from the appropriate source (Special Gift fund or Eliz. Richards Concert Fund). Rufus is working with Gina and the Savings Bank of Walpole to take over the treasurer’s responsibilities.

Gina Paight provided the treasurer’s report. Account balances as of May 9, 2020 are as follows:    

Checking account:  $ 1,726.12       

Special Gift fund: $ 151,547.30

Elizabeth Richards Concert Fund: $ 2,051.77

Motion to accept the treasurer’s report dated May 9, 2020 was made by Jane Pitt and seconded by Teresa Horne.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Correspondence: No correspondence

Public Comment: No public comment

Director Report: Kristin answered questions about her report.

  • There was discussion about the role of library ambassadors.
  • Communication with the community continues to be important. Kristin will be sending a letter to the patrons through the Sentinel, Shopper, and the website. The letter is to update patrons on interim services at the library.
  • There was discussion about the Draft Phased Reopening Plan. There was a question about coordinating with the town. Jane recommended that Kristin contact Cliff Warme, the town emergency management person, to get his advice on reopening the library.
  • Discussion about the plexiglass storm windows. Bob will ask Doug Hamshaw his opinion. Kristin will talk to Carl about writing a grant to the LCHIP program for replacement windows.
  • The Trustees thanked Kristin’s husband for cutting out the damaged sheetrock.
  • The trustees decided to take no action on the large table or the need for fresh paint around the photocopier.

Motion to accept the director’s report was made by Teresa Horne and seconded by Rufe Frost. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the following items:

  • The committee held a Zoom meeting on May 8.
  • The committee received an anonymous grant for $50,000 (no restrictions).
  • A total of $704,000 has been raised: $520,000 in cash and $184,000 in outstanding pledges.
  • The committee is waiting on several smaller grant requests.
  • The community wide fundraising will be put off until a later date.
  • An article in the next community bulletin will give an update of the project.
  • The committee authorized Doug Hamshaw to ask Tom Weller to get the specifications ready to begin the bidding process.
  • The selectmen would like to see the specs.
  • Jane Pitt stated that the trustees will sign the contract, the Selectmen are Trustees, but she questioned if the selectmen should sign in their role as selectmen or sign acknowledging  both roles. Bob will contact Tom Donovan from the NH Attorney General’s office for his opinion.

Old Business:

Rufe Frost is working with Savings Bank of Walpole on the debit card for the director.

New Business:

Kristin announced that the library just received a CLiF Grant for the summer reading program. The value is about $2000 for free books and a presentation. Summer activity planning is ongoing.

Bob Sweet moved that the meeting adjourn. Gilda Goodrich seconded the motion.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous. Meeting adjourned 9:30.

Next regular meeting will be June 13th  at 8:30 in the virtual format. Rufe will set up the meeting.  

Respectfully submitted,

Gilda Goodrich

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

April 11, 2020

Location: Virtual

I. Call to order: At 8:32 a.m. acting chairman Teresa Horne called the meeting of the trustees to order.

II. Roll Call: Teresa Horne, Acting Chair, Gilda Goodrich, Merri Rayno, Rufus Frost V, Bob Sweet, Jane Pitt, Gina Paight, Kristin Readel.  Kristin reported there was no public request to attend.

Approval of the minutes:  Motion to accept the minutes for the February 8, 2020 meeting was made by Bob Sweet and seconded by Jane Pitt.  Roll call vote: Teresa Horne Yes, Gilda Goodrich Yes, Merri Rayno Yes, Rufus Frost V Yes, Bob Sweet Yes, Jane Pitt Yes, Gina Paight Yes,  The vote to accept was unanimous.

Correspondence: No correspondence

Public Comment: No public comment

Election of officers:

Nominations:

  • Bob Sweet nominated Teresa Horne, Chair. Jane Pitt seconded. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.
  • Gilda Goodrich nominated Merri Rayno as vice chair. Jane Pitt seconded. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.
  • Gina Paight nominated Gilda Goodrich as secretary. Jane Pitt seconded. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.
  • Teresa Horne nominated Rufus Frost V as treasurer. Jane Pitt seconded. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

VI  Reports:

Director Report: Kristin reported that she and the staff have been very busy.

  • Book pick-ups are contact free and going well.
  •  Bob asked about updating the patron list. Kristin noted that the policy for the renewal of library cards should be reviewed in the future.  
  • The server should be up and running soon. Kristin anticipates that the library will need a new server and she will get a quote for the possible purchase for next year’s budget or from one of the library accounts.
  • Discussion about the selectmen’s policy about paying employees who are ill or quarantined.
  • Discussion about cleaning and sanitizing the building now and into the future.
  • Discussion about reopening when and how and of course following recommendations from the State.

Motion to accept the director’s report was made by Bob Sweet and seconded by Teresa Horne. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

Treasurer’s Report:

Gina Paight provided the treasurer’s report. Account balances as of April 10, 2020 are as follows:    

Checking account:  $ 1,684.72 This reflects the purchase of a staff laptop.      

Special Gift fund: $ 151,932.60 This includes the addition of the Mary Lodge Fund.

Elizabeth Richards Concert Fund: $ 2,051.24. Kristin suggested that we make a plan to support our local restaurant sponsors.

Motion to accept the treasurer’s report dated April 10, 2020 was made by Bob Sweet and seconded by Jane Pitt.  Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes.  The vote to accept was unanimous.

150 Building Committee: Bob Sweet reported on the following items:

  • Will not break ground until spring of 2021.
  • Bob reported on his conversation with Tom Donovan, Director, Charitable Trusts Unit of the NH State Attorney General’s office. Bob shared that any money expended will flow through the town budget, town meeting vote necessary and  Trustees will be the vouchering agent.  
  • Feb 18 the 150 committee met with the selectmen to discuss the process. Selectmen want to be regularly kept informed.
  • Curb cut approval- Doug Hamshaw will work on getting the approval.
  • Selectmen request full bidding process not selective bidding.
  • Granite culvert- Craig Cashman has pictures of the culvert. Jane reported on Craig’s observation of the condition of the culvert.
  • Mary Lodge funds were taken out before the market crashed: $136,182.39.
  • Moose Plate Grant – through the Governor’s Council.
  • Anonymous foundation:150 Committee met with  two representatives from the anonymous foundation and they will submit the library’s application at an upcoming meeting,  possibly April. The request is for $50,000 to be used as a challenge grant.
  •  Plans are set for community fundraising.
  • Currently $648,000+ in hand or pledged.

V New Business:

1. Pandemic policy- Discussion about setting a town wide plan or a library plan. Continue to follow state recommendations. Kristin will keep the town informed and continue communication with trustees. 

Bob moved we ratify and endorse the actions of the director concerning the pandemic protocols that have been established by the director from the NH. Gov, the executive orders from the governor,  and the NH State Library Association. Teresa seconded. Roll call vote: Teresa Horne, Yes; Gilda Goodrich, Yes; Merri Rayno, Yes; Rufus Frost V, Yes; Bob Sweet, Yes; Jane Pitt, Yes; Gina Paight, Yes. 

2. Gina reported on the her research on getting a credit card for library use.  We would be able to get a debit card through SBW. Kristin explained the need for the credit/debit card for on line business. She said that most of the purchases are less than $100. Discussion ensued.

Bob Sweet moved to authorize the treasurer, Rufus Frost V, to apply for a debit card at SBW with a limit of $500 a month.  Rufus seconded. Jane Pitt recommended we table the motion until the May meeting. This will give Kristin time to research policy/procedures for library credit/debit cards. The motion and second were withdrawn.

Meeting adjourned 9:56.

Next regular meeting will be May 9th  at 8:30 at the library or virtual as needed. Rufus will set up the same format if necessary.

Respectfully submitted, Gilda Goodrich

NO TRUSTEE MEETING IN MARCH DUE TO ILLNESS

Record of the Frost Free , Board of Trustees Meeting, February 8, 2020

In attendance: Rufe Frost, Gilda Goodrich, Teresa Horne, Gina Paight, Jane Pitt, Kristin Readel,  Bob Sweet and 150 Committee member, Doug Hamshaw

At 8:30 a.m. acting chairman Teresa Horne called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes for the January 11, 2020 meeting was made by Bob Sweet and seconded by Jane Pitt.  The vote to accept was unanimous.

Treasurer’s Report: Gina Paight provided the treasurer’s report. Account balances as of February 8, 2020 are as follows:    

Checking account:  $ 1,904.72 This reflects the purchase of a staff laptop.      

Special Gift fund: $ 15,745.12 Gina will research CD rates for some of the special gift fund. 

Elizabeth Richards Concert Fund: $ 2,050.56. Kristin will fundraise for the concert series as normal.

Motion to accept the treasurer’s report dated February 8, 2020 was made by Bob Sweet and seconded by Jane Pitt.  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 was made by Bob Sweet and seconded by Jane Pitt.  The vote to accept was unanimous.

150 Building Committee:  

  • Bob reported that the fundraising amount stands at $641,000, 159,000 short. He also reported that there has been a seconded ruling from the AG’s office guaranteeing that the Mary Lodge fund is available for use if it is needed.
  • Bob reported that the meeting with the anonymous foundation was canceled due to weather. He hopes to reschedule before March.
  • Doug Hamshaw reported on the following:The survey is in the process of being completed.The plans will be submitted to the town for a site plan review.The change in curb cut will be addressed.The 150 Committee has set a criteria for the invitational RFP. The Committee will award the bid. The selectmen will ask the town counsel to review the bid process as proposed by the 150 committee.The project will be managed by Doug Hamshaw and the architect, Weller and Michael.The Friends of the Frost Free Library will continue to pay the bills for the project.
  • Bob Sweet will send Tom Donovan of the AG’s office an email explaining the particulars of the project, no town funds, the Mary Lodge fund is the property of the Library Trustees. He will send the email to the selectmen and Ellen Smith.
  • Bob proposed three motions:

1. Bob moved that the Library Trustees make available the entire principal, earnings, and interest of the Mary Lodge Fund for the construction of the addition to the Frost Free Library, if needed. Rufe seconded the motion. The vote to approve was unanimous.

2. Bob moved that the entire principal, earnings, and interest of the Mary Lodge Fund be withdrawn from the Marlborough Trustees of Trust Funds and be put into a stable liquid savings instrument for the completion of the construction, at which time the Library Trustees shall determine an appropriate disposition of the Fund.  Rufe seconded the motion. The vote to approve was unanimous. ( 9:40 Jane left)

3. In accord with the action of the Library Trustees on March 16, 2018, that “…the 150 Committee be authorized to proceed with all appropriate and necessary actions,” Bob moves that the Trustees authorize the 150 Committee to negotiate a contract for construction of the addition.  Rufe seconded the motion. The vote to approve was unanimous.

New Business:

  • Alarm update will be part of the construction.
  • Kristin requested signatures for authorization for trust fund payments.

Officers will be elected at the next meeting.

Meeting adjourned 9:55.

Next regular meeting will be March 14th  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 January 11, 2020

In attendance: (By Phone) Rufe Frost, Gilda Goodrich, Teresa Horne, Earl Nelson, Gina Paight, Jane Pitt, Krisitin Readel, Carl Sheapardson, Bob Sweet, and community member Mary Rayno.

At 8:33 a.m. Carl Shepardson called the meeting of the trustees to order.

Secretary’s Minutes: Motion to accept the minutes for the December 14th, 2019 meeting was made by Bob Sweet 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 January 10, 2020 are as follows:

  • Checking account: $2,176.20
  • Special Gift fund: $15, 742.48
  • Elizabeth Richard’s Concert Fund: $2,050.21

Motion to accept the treasurer’s report dated January 10, 2020 was made by Jane Pitt and seconded by Carl Shepardson. The vote to accept was unanimous.

Director’s Report:

Kristin Readel read her report. There was no discussion.

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 reported that the committee anticipates breaking ground in 2021.
  • The current fund raising figure is $630,000.
  • The committee and Elenor Drury will meet with the New Hampshire director of the anonymous foundation in February.
  • The committee will be applying for additional grants: USDA Rural Community Grant, Eversource, Walpole Savings Bank.
  • This winter the committee is planning coffee hours for community members.

Old Business:

Carl reminded the trustees that it is necessary to move income from the trust funds to the town for the purchase of books. Kristin explained that the form requires the trust fund be identified and the amount.

Teresa moved that the library trustees request the trustees of trust funds to transfer income to the town of Marlborough from the / Kate Davis Books Fund/ Kate Davis Library Book and Grounds Fund, M.J. Livingston Fund, and Russell Wallace Fund for the purpose of offsetting the proposed budget for books for 2020. Bob Sweet seconded the motion. The vote to accept was unanimous.

New Business:

Carl will be away next month, and Teresa volunteered to run February’s meeting. Speaking for the trustees, Bob extended our thanks to carl for supporting the library for his term.

At 9:06 Gina Paight moved to adjourn the meeting. Jane Pitt seconded the motion. The vote to adjourn was unanimous.

Next Regular meeting will be February 8 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 14th, 2019

In attendance: Rufe Frost, Gilda Goodrich, Teresa Horne, Jane Pitt, Kristin Readel, Carl Shepardson, Bob Sweet, and Rob Harris a member of the trustees of trust funds.

At 8:34 a.m. Carl Shepardson called the meeting of the trustees to order.

Rob Harris, representing the trustees of trust funds, attended this meeting to answer questions that the library trustees had about the library trust funds. He gave the following information:

  • The trustees of trust funds report to the Nh Attorney General’s office not the board of selectmen.
  • Marlborough’s trustees of trust funds are in compliance.
  • An annual report is submitted to the state, and the trustees of trust funds are audited annually.
  • The library’s funds are charitable trust funds and the donors determine the use of the income.
  • The library does not need to take the income every year, and it can accumulate to some extent.
  • Preservation of principal is of primary importance. The professional manager, Charter Trust, is using a ‘prudent investor” strategy.
  • Income grows, and principal may change from stock appreciation, but very little change.
  • Mary Lodge Fund was given as a gift, but it has been treated as a. trust fund. Rob recommended that documentation about the gift be collected and sent to the Attorney General’s office. Kristin will get the documents together and Rob will send the information to the Attorney General’s office. He will also ask for a definition of “emergency”.

The trustees thanked Rob Harris for attending the meeting and sharing this important information.

Secretary’s Minutes: Motion to accept the minutes for the November 9, 2019 meeting was made by Teresa Horne and seconded by Rufe Frost. The vote to accept was unanimous.

Treasurer’s Report: No Report

Director’s Report:

Kristin Readel presented her report. The trustees discussed security at the library. The three public computers will be replaced. Motion to go forward with the RTM purchase was made by Bob Sweet and seconded by Teresa Horne. The vote to approve the purchase was unanimous.

Motion to accept the director’s report was made by Bob Sweet and seconded by Teresa Horne. The vote to accept was unanimous.

150 Building Committee:

  • Bob reported that he will be working with the HH contact person for the grant and matching grant from an anonymous foundation.
  • The Moose Plate grant was received.
  • The committee is researching three more grants.
  • The total funds pledged or in hand for the construction is $608,000.
  • The committee plans to move forward in April with contacting businesses, and they will start the community wide push in late winter.

Old Business:

Carl Shepardson reintroduced the discussion of including benefits in the director’s positions. Bob Sweet moved that an additional sentence be added to the library personnel policy under existing Director heading to read as follows: the Library director shall receive the full-time benefits defined in the town personnel policy. Teresa Horne seconded. After much discussion about the director’s hours and benefits, Bob Sweet withdrew his motion and Teresa withdrew her second. During the discussion, Jane needed to leave for a prior commitment.

Bob Sweet made a motion to return the director’s position to full-time at 37.5 hours with benefits. Rufe Frost seconded the motion. The vote to approve the motion passed.

New Business:

The trustees worked on the budget maintaining or reducing the line items. Kristin will prepare will prepare the final draft of the budget to present to the selectmen on January 7. At 11, Teresa moved to adjourn the meeting. Gilda Goodrich seconded the motion. The vote to adjourn was unanimous.

Next Regular meeting will be January 11 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 November 9, 2019

In attendance:  Gilda Goodrich, Teresa Horne, Gina Paight, 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 October 12, 2019 meeting was made by Bob Sweet 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 November 9, 2019 are as follows:    

  • Checking account:  $ 2,187.63      
  • Special Gift fund: $ 15,537.29 
  • Elizabeth Richards Concert Fund: $ 2,049.53

Motion to accept the treasurer’s report dated November 9, 2019 was made by Bob Sweet and seconded by Teresa Horne.  The vote to accept was unanimous.

Director’s Report: Kristin Readel presented her report. Kristin explained that she is researching volunteer policies in order to develop a volunteer agreement for the library. There was discussion about the theft of the DVDs.

Motion to accept the director’s report was made by Gina Paight and seconded by Gilda Goodrich.  The vote to accept was unanimous.

150 Building Committee:  

  • Bob reported that the decision to apply for the grant and matching grant from an anonymous foundation will be made at the end of November.
  • The committee should know the result of two additional grants by the end of November.
  • The committee is still hopeful the break ground in 2020.

Old Business:  

  • Continued discussion about asking the selectmen for authorization for construction.
  • Carl Shepardson shared his research on the statues about returning library trust fund income to the town. RSA 202-A:11 paragraph IV states that trustees are to “ Expend income from all trust funds for library purposes for the support and maintenance of the public library in said town or city in accordance with the conditions of each donation or bequest accepted by the town or city.” Gina will discuss with Ellen Smith how to transfer trust fund income.

Bob Sweet moved that Kristin invite the trustees of trust funds to our next meeting. Teresa Horne seconded the motion. The vote to accept was unanimous.

New Business:

The trustees discussed the personnel policy. Carl proposed, and the trustees discussed, changing the director position to full time. Gina Paight will research partial benefits.

At 10:13 Bob Sweet moved to adjourn the meeting. Teresa Horne seconded the motion. The vote to adjourn was unanimous. Next regular meeting will be December 14, 2019 at 8:30 at the library.

Respectfully submitted, Gilda Goodrich

Record of the Frost Free Library Board of Trustees Meeting 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.

150 Building Committee:

  • Bob reported that the decision to apply for the grant and matching grant from an anonymous foundation will be made at the end of November.
  • The committee should know the result of two additional grants by the end of November.
  • The committee is still hopeful the break ground in 2020.

Old Business: 

  • Continued discussion about asking the selectmen for authorization for construction.
  • Carl Shepardson shared his research on the statues about returning library trust fund income to the town. RSA 202-A:11 paragraph IV states that trustees are to “ Expend income from all trust funds for library purposes for the support and maintenance of the public library in said town or city in accordance with the conditions of each donation or bequest accepted by the town or city.” Gina will discuss with Ellen Smith how to transfer trust fund income.

Bob Sweet moved that Kristin invite the trustees of trust funds to our next meeting. Teresa Horne seconded the motion. The vote to accept was unanimous.

New Business:

The trustees discussed the personnel policy. Carl proposed, and the trustees discussed, changing the director position to full time. Gina Paight will research partial benefits.

At 10:13 Bob Sweet moved to adjourn the meeting. Teresa Horne seconded the motion. The vote to adjourn was unanimous.Next regular meeting will be December 14, 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 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: $ 15,139.53 This 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.

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.  

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 Goodrich

 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.

Old Business: No report

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.

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 phone8:40 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 HorneAt 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

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.

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 Goodrich

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.

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 SweetAt 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 SweetAt 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