April 24, 2008 Minutes of the Board of Trustees

Bolton Free Library Board of Trustees Monthly Meeting – April 24, 2008

The meeting was called to order at 7:00pm by President Hal Heusner.

Those present: Hal Heusner, Cindy Farbaniec, Pete Hanley, Diane Jacko, Patti Haux, Cornelia Wells, Tina Schroeder, Jill LaGoy, Megan Baker – Director, and Joan Howse – Recording Secretary. Kathy Donohue was absent.

The minutes of the March meeting were read. Pete Hanley moved to accept the minutes, second by Tina Schroeder, and carried.

Jill LaGoy presented the financial report. Because the new computers had been budgeted for and included in the office supplies column of the budget, Jill will move the figure back to that column. Hal Heusner asked that the monies received from the state, county and the town be broken down. Patti Haux move to accept the financial report, Pete Hanley seconded the report, and carried. See attached report.

Hal Heusner asked if everyone had looked over the Financial Process Requirements, and it there were any questions. Everyone acknowledged their approval.

Megan Baker presented her director’s report. The fund drive raised more money this year than last, and the circulation has increased. Jill LaGoy asked how many months do we keep track of the donations in response to the fund raising letter. It was decided to keep track for six months after the mailing of the letter. Patti Haux moved to accept the director’s report, second by Diane Jacko, and it was carried. See attached report.

Myrna Oatman arrived and her 3 1/2 years of service to the Board of Trustees and the Library were recognized with a plaque.

Project Assignments
Hall Heusner presented a list of suggested committees, and asked all trustees to chair one committee and assist on others. The chairperson and committees are as follows:
Book Sale----------------------- Patti Haux, Tina Schroeder
Plan of Service------------------Diane Jack, Megan Baker
Financial-------------------------Pete Hanley, Hal Heusner, Jill LaGoy
Personnel------------------------Cornelia Wells, Hal Heusner, Tina Schroeder, Pete Hanley
Community Relations--------- Cindy Farbaniec, Hal Heusner, Tina Schroeder
Physical Plant-------------------Kathy Donohue, Patti Haux
Fund Raising--------------------Cindy Farbaniec, Megan Baker, Kathy Donohue


Book Sale Committee: The dates for the sale will be July 25, 26, and 27th. The tent and tables will be set up on July 23, which is also our meeting date. The books will be brought out on July 24th. Megan will make signs about the sale and place them around town about two weeks before the event. She will also make phone calls to get volunteers to man the sale. A trustee must be present to open and close the sale every day. Megan will have the calendar for the volunteers available at the June meeting so that trustees can sign up.

Annual Fund Raising: Cindy Farbaniec discussed the program entitled “Singing for Suffrage”. The performer is Peggy Lynn and Cindy is still trying to get the cost information. Perhaps the Friends could help sell tickets and serve lunch. Possible have the program in October. Megan reminded the trustees that we cannot sell tickets, just ask for a donation. It was suggested that the Historic Society might be part of the program. Cindy also discussed having a silent auction during the book sale. Patti Haux said that the town was having a silent auction during the Block Party. Patti also said that the Ted Caldwell Walking Tour was very popular and people would like to see it repeated. The trustees would like to meet once a year with the Friends. Hal Heusner will invite the Friends to attend our May meeting. We will have a short meeting from 7pm to 7:30pm, and devote the rest of the time to the Friends.

Plan of Service: Diane Jacko and Megan met on April 3 to begin the implementation of the Plan of Service. Diane’s notes from that meeting are attached. She also recommended that Sara Dallas and other SALS trustees be invited to attend our meetings and that we attend some of the SALS meetings.

Endowment: Pete Hanley discussed endowment issues. His recommendation is that we not tie up our funds in an endowment at this time. Money in an endowment fund must only be used for specified projects, not as a general fund.

Landscaping: Hal Heusner walked around the property with Kathy Simmes, who explained that the town cannot finish the parking project this year due to lack of funds. It was suggested that we purchase the materials if the town can do the work. Hal is waiting for an answer. He also wants the parking lot lined before summer. Hal has been asked to serve on a committee to study ways to improve the town, i.e. the Chamber of Commerce, Firehouse, the Museum, and the Library. The study is being funded by a grant from New York State.

Communications
Everyone had received an invitation to the SALS annual dinner and meeting. This year is also SALS’s 50th birthday. There will be an open house at SALS at 5pm. dinner at the Holiday Inn at 6;30pm, and the meeting to follow. RSVPs must be made by May 9th. Trustees should contact Megan with their dinner choices.

Megan read an email from Sara Dallas concerning the increase in the cost of book processing done by SALS. The increase will be one cent, so the new cost will be eight cents a book.

Unfinished or New Business
Library Medical Policy: This was tabled until the May meeting.

Joe Mastrianni was chosen as the Trustee of the Year by SALS, and the announcement will be made at the Annual meeting. Miriam Mastrianni and her family will be invited to attend the dinner and meeting. Megan will find out if SALS plans to pay for the family to attend.

Pete Hanley presented a behavioral policy. Some questions and discussion followed, and Pete will present a final draft at the next meeting. He will also prepare a medical policy.

Deanne Rehm has been named the Liaison to the Library by the Town Board.

Megan was asked to serve on a Welcoming committee with other town’s people

The meeting was adjourned at 9:10pm. The next meeting will be on May 28th at 7:00pm.

Respectfully submitted,
Joan Howse
Recording Secretary