MINUTES

BOARD OF TRUSTEES - MINOT-SLEEPER LIBRARY

OCTOBER 9, 2007

PRESENT: Deborah Doe, Chair, Bill Barrett, Glenn Dorr, Barbara Greenwood, George Corrette, Finances, Deborah Gilbert, Secretary/Librarian

ABSENT: Roger Nicholls, Co-Chair, Shirley Yorks

SECRETARY’S REPORT: At the time the minutes were read there wasn’t a quorum present, so no vote was taken to accept the minutes.

TREASURER’S REPORT: George Corrette reported that there was just over $10,000 in checking and still holding at 5% interest. The investment pool is between $82,000 and $83,000 and the stock portfolio is about $130,000.

CORRESPONDENCE: None

OLD BUSINESS: Glenn Dorr brought some information back to board from his discussion with Tom Traston, Director of Development at the Tilton Prep School. Tilton Prep has recently raised a considerable amount of money and Glenn thought that they might be a good resource for information.

They used a fundraising organization, Demont Associates. (they also did work for Pasquaney and Mowgli) They asked people to pledge over time.

Based on the amount they needed to fundraise they created a list of possible donation amounts. Then they created a list of possible donors.

George Corrette questioned whether there were enough folks in the area capable of those size donations.

They learned that you cannot fundraise to pay off a bond.

Mr. Traston said that he would be willing to come to a meeting and talk with the board and answer questions. It was decided to invite him to the

11/13 meeting. Glenn Dorr will invite him.

Glenn also had information from the Mayhew Program. He was very impressed that in the personal note that came to him the amount that he had donated to Mayhew since 1990 had been recognized. He commented that this personal touch is very nice as well as important.

There was additional discussion regarding other means of fundraising and

donor recognition. Deborah Gilbert mentioned that many of the libraries

who had recent additions used plaques to recognize large donors especially service organizations and businesses. Glenn Dorr suggested an annual catalog with donors listed.

Deborah Gilbert reported that she had talked with Elizabeth Corrow about non-resident fees for library cards. Deborah had asked Elizabeth her opinion on whether a town fee or an individual patron fee would be best.

Each town does have something for a library and there could be considerable debate on how to charge, whether it would be a flat amount per town or based on the % of users per town adjusted annually. An individual patron fee would make administration easier and not take away from possible funding for the other town libraries. Deborah Gilbert will do some investigating and see if she can come up with an average cost per taxpayer in Bristol to help decide what might be a fair non-resident fee.

She will report back at the 11/13 meeting.

Deborah Gilbert reported that she had heard back from David King. He said that DeStefano and Associates could do the updated cost for the project for $750. Barbara Greenwood made a motion to have the cost estimate done by DeStefano and Associates for the $750, Deborah Doe seconded and the motion carried as all were in favor. (Deborah Doe had joined the meeting at this point so there was a quorum present.) Deborah Gilbert will get in touch with David King to let him know. David also sent Debbie a list of possibilities for memorial gifts such as: the handicapped ramp, outdoor patio, circulation desk, Young Adult area, reading area between old and new wings, elevator, genealogy, reading room, children’s room, children’s circulation desk, meeting room, lobby, trees and benches. He said it would be easier to determine a donation amount after the updated cost estimation was done.

Deborah Doe reported that she had attended a Friends of the Library meeting. It is her understanding that they are willing to help with the fundraising efforts but do not want to be in charge of them. They are comfortable in their current role and want to be careful not to overextend themselves.

NEW BUSINESS: Barbara Greenwood passed out a resume and proposal to the board from Claire Moorhead. She outlined the scope of services and her fees for possible event planning and fund raising activities. Because of the length of the materials and the absence of two board members it was decided that everyone would take the materials home to read and come to the 11/13 meeting ready to discuss them. Deborah Gilbert will see that Roger Nicholls and Shirley Yorks receives a copy. Barbara Greenwood will let Ms. Moorhead know of this decision.

Deborah Gilbert reported that Marisa Kenerson from the Local Government Center had contacted her regarding the results of the new insurance appraisal for the property next door. The appraisal came in at $404,000 replacement cost for the building. The assessed value from Bristol is $35,600. Ms. Kenerson said that she expects to see a difference between the two figures but not usually this much. She said that if the board was not comfortable with the $404,000, they could submit a letter of agreed value. This means that they would not be able to file a claim for more than the amount they agreed upon. Deborah Gilbert consulted with Elizabeth Corrow and she suggested an agreed value that was in line with the purchase price minus the property value. George Corrette made a motion to accept an agreed value of $187,500 for the property next door; this is based on the $250,000 purchase price minus the town’s accessed value of the land of $62,500. Barbara Greenwood seconded the motion and since all were in favor the motion carried. Deborah Gilbert will see that the information gets to Marisa Kenerson.

Deborah Gilbert requested that the board officially vote on the Library World automation program. It was previously discussed but not voted on.

Deborah reminded the board that the fee is $1.00 per day for hosting the catalog or $395.00 per year and the bar code scanner runs about $400.00.

Deborah Doe made a motion for the library to purchase a bar code scanner and to use Library World for the Automation System not to exceed $1000.00 for both. Barbara Greenwood seconded and the motion carried as all were in favor.

Deborah Gilbert reported that Rob Skiffington had repaired the light upstairs.

BUILDING COMMITTEE: None

PUBLICITY: Ongoing

LIBRARIAN’S REPORT: Deborah Gilbert reported that the Friends’ Brown Bag Auction was in the works. Deborah asked if the Trustees would like to donate 5 movies for the auction. She will order them from Deep Discounts DVD for an average cost of $10.00 each plus shipping. Barbara Greenwood made a motion that the trustees donate the 5 movies to the Friends’ Brown Bag Auction, Glenn Dorr seconded and the motion carried as all were in favor.

Respectfully submitted,

Deborah Gilbert, Secretary/Librarian