Bolton Free Library Board of Trustees Minute - May 28, 2008

Bolton Free Library Board of Trustees Monthly Meeting – May 28, 2008

The meeting was called to order at 7:05pm by President Hal Heusner.

Those present: Hal Heusner, Kathy Donohue, Pete Hanley, Diane Jacko, Patti Haux, Tina Schroeder, Jill LaGoy, and Megan Baker – Director. Deanne Rehm was also present as the liaison to the Town Board. Cornelia Wells and Cindy Farbaniec were absent.

The minutes of the April meeting were received and reviewed by all. Pete Hanley moved to accept the minutes, second by Jill LaGoy, and carried.

Jill LaGoy presented the financial report. We have received a check from Curt Beusman for the second computer. There was some discussion as to where to put certain purchases in the budget. One new computer was budgeted for in anticipation of money from Mr. Beusman. Pete Hanley moved to accept the financial report, seconded by Kathy Donohue, and carried. See the attached report. Pete discussed what happens to the paper copies of the financial report at the end of meetings. To alleviate unaccountability, all extra copies of the report will be turned back over to Jill, and one copy will be kept on file at the library. All trustees found this agreeable.

Megan Baker presented her director’s report. The circulation has increased. Megan discussed how decisions are made for discarding old books and magazines. Discarded books go into the book sale. Discussion about recycling newspapers and magazines, Megan to investigate. Megan suggested that the area where the dumpster and recycling containers are be moved away from the entrance for the disabled. Joan and Megan will begin the summer hours in the third week in June. Tina Schroeder moved, seconded by Pete Hanley to approve the report, and carried. See attached report.

Project Assignments
Finance: Pete Hanley spoke about the first meeting of the finance committee. He reiterated the importance of the financial report staying in the library. A back up to our financial reports will be saved on a memory stick and kept at the library. In June the committee will start shopping to get the best price for fuel oil. In July the CD matures and the committee will investigate the options for the CD. Non-routine bills over $250 should be approved by the finance committee. Megan should continue to get approval before non-routine purchases are made.

Personnel: The personnel committee has met and is putting together a personnel manual.

Patti Haux arrived at 7:35pm.

Plan of Service: Lake George Mirror had an article announcing the Plan of Service, and Diane passed out copies of that article. Megan and Diane had their second meeting to discuss the implementation of the Plan. Diane would like to plan an Open House in July to be held with the Friends of the Library. Diane attended a trustee workshop in April and handed out copies of the handouts she received. Deanne Rehm suggested that we place posters announcing our plan of service in several locations around town. See the attached notes.

Fund Raising: Fund raising was not discussed due to Cindy Farbaniec’s absence. Hal asked if the program to be held tomorrow night could be a fund raiser. Megan suggested asking the presenter.

Book Sale Committee: Patti Haux has arranged to have the tent for the sale. The confirmation class from the Catholic Church will assist in bringing the books down from the attic. Patti has also contacted several people who have helped in the past and all have agreed to help again this year. The book sale committee will prepare a day to day calendar for next month. Megan will have the calendar for the tellers ready for next month’s meeting, so trustees will be able to sign up for time slots at the June meeting. Marilyn Becker has 32 boxes of hardcover books to donate. Megan will ask her brother to help us pick them up. There was a discussion about what to do with the leftover books. Other libraries and charitable organizations will be asked. The Girl Scouts are holding a Food and Book Drive on the library lawn, this weekend. The food collected will go to the food pantry and the books will be for our book sale.

Megan had requested that she be allowed to leave early, so the committee reports were delayed until Megan had left.

Megan passed out the “informational flyer” that she prepared for the Sagamore Hotel to use with their international students. The flyer clearly states what our expectations are. See the attached report.

Megan attended her Library Administration classes on May 6 and 7. The topic was Politics and Networking. Megan handed out her notes from the classes. See the attached notes.

Megan received an email from the Hudson Falls Library about a power point program presented by Nancy Corliss on her trips to India. Ms. Corliss also has started a program called Shoes on Students where she raises money for the orphaned Tibetan children in India. Megan will contact SALS and investigate the elements to the program, how the donations are made, whether donations can be made in the library, etc. and get back to us.

Ed Sheridan used the library on May 23rd for his power point program “Return to Nepal”. Hal spoke about the necessity of having either Megan or a trustee at any programs held at the library.

Physical Plant: Kathy Donohue spoke with her husband, Brian about a building assessment. He will walk through and around the building looking for possible upkeeps, upgrades, i.e. holes and cracks in the sheetrock. Look for a volunteer to do minor repairs like tightening the furniture.

Community Relations: Cindy Farbaniec not in attendance.

Communications: Hal read the letter sent to Dick Swire, re. Gift from Alisa Swire, the emails to and from Curt Beusman about the donation of a computer, and an email from Pat Ray, re. Retirement package, Pete Hanley will investigate and report back next month. Thank you letters were sent to Betty Little and Curt Beusman.

Unfinished Business
Annual review of the bylaws: all had read through the bylaws and no changes were recommended.

SALS Trustee of the Year: Patti Haux made a motion to hang the plaque from SALS showing Joe Mastrianni as Trustee of the Year, second by Pete Hanley, and carried.

Inventory of items to sell: The inventory is ongoing.

Pest Control: Hal conducted a sniff test. Megan has contacted several exterminators and none have shown up. Megan will follow up on this.

Policies:
· Medical – no progress at this time
· Behavioral – patrons to be asked to place cell phones on vibrate. Pete will add this to the policy. We will consult with Megan about unattended children and whether they will be allowed in the library.
· Computer Use – We will contact SALS about this.

New Business
Megan will be asked to help us develop a calendar that shows annual events, upcoming events, deadlines, etc. for use by the trustees.

Building assessment: Kathy Donohue will contact Patti Haux and Hal Heusner once Brian is available.

Update the February 2008 minutes to show the election of officers. An amendment will be added to the February minutes.
Hal Heusner – President
Patti Haux – Vice-President
Jill LaGoy – Treasurer
Tina Schroeder - Secretary

The email from Pat Ray was discussed. It concerns the New York State Deferred Compensation Plans. Pete Hanley will obtain more information.

Landscaping: Hal Heusner would like to get some estimates for completing our landscaping plans on our own, as the town’s plate is full. Pete Hanley made a motion that estimates for landscaping are sought, seconded by Hal Heusner, and carried.
Hal Heusner moved to adjourn the meeting at 9:20pm, second by Pete Hanley, and carried.

The next meeting will be June 25 at 7pm.

Respectfully submitted,
Tina Schroeder
Secretary