MINUTES FROM MAY 13, 2008

BOARD OF TRUSTEES’ MEETING- MINOT SLEEPER LIBRARY

 

PRESENT:  Glenn Dorr, Roger Nichols, Chair; Claire Moorhead, Consultant; Shirley Yorks, Deborah Gilbert, Librarian; Wendy Costigan, Secretary; Barbara Greenwood, William Barrett, and Nancy Gavalis.

 

ABSENT:  Deborah Doe and George Corrette.

 

SECRETARY’S REPORT:  The minutes from the April meeting were read by all those present.  Claire Moorhead noted that the word “developed” should be changed to “discussed” in the last sentence of the April publicity section.  Roger Nichols made a motion to accept the minutes with the noted change.  Shirley Yorks seconded and the motion carried as all were in favor.

 

TREASURER’S REPORT:  None. 

 

LIBRARIAN’S REPORT:  There is a library trustee orientation being held in Plymouth in June at the Pease Library.  Three trustees are signed up to go.  A check was received in the amount of $1072.03.  This is a valid check from a distribution from a settlement in a class action law suit.  George Corrette will be given this check to deposit in the appropriate account.

 

OLD BUSINESS:  Two estimates have been received for carpeting the downstairs of the library.  One more estimate will be coming in this week.  After the third estimate is received, the trustees leave the decision to Deborah Gilbert to choose the best offer for this work.  The carpet will not go down until the foundation is fixed.  The west wall in the corner of the library is to be sealed and caulked for $1500.  The north wall would cost an additional $600.  William Barrett made a motion to have both walls fixed and Barbara Greenwood seconded.  The motion carried as all were in favor.  The swaile on the outside of the library will be repaved.  The materials will cost $150.  Mark Bucklin is doing the work.  The caulking and sealing of the walls will be done after the asphalt is complete.  New shelves are needed for downstairs.  Deborah Gilbert found adjustable metal shelving for a cost of $1700. She is also looking into putting shelves where her office space is for added book storage. Shirley Yorks made a motion to approve the purchase of the shelves and Nancy Gevalis seconded.  The motion carried as all were in favor.

 

NEW BUSINESS:  Roger Nichols will be going to the next Bristol Selectmen’s meeting on May 22, 2008 for clarification of issues concerning the Annex building.  Roger would like to see the library trustees be present at the library yard sale on May 24th.  George Corrette and Roger Nichols are going to the Trustees of the Trust Fund workshop on May 28, 2008.  Barbara Greenwood brought in a packet of information about grants that the Gilmanton Year-Round Library used for their building project.  A letter was sent to the trustees by a citizen concerned about an incident of overuse and/or questionable use of the computers in the library.  There was a discussion about the computer policies and whether they should be updated to include daily usage limits for the computers.  Deborah Gilbert noted that the policy at the library now is first come first served.  She also stated that there are privacy laws for public access computers.  These privacy laws protect the patrons who use public access computers.  The current computer policies will be reviewed and discussed at future meetings. 

 

BUILDING COMMITTEE:  Glenn Dorr presented information on funding the building construction project.  The total funds to be raised for the project and ways to acquire the needed funds were discussed.  The Town of Bristol has agreed to pay 1/3 of the funds.  The other 2/3 will come from private donations.  Glenn suggested that a finance committee be established with the purpose of identifying potential private donors.  He also suggested that a published recognition program be established for these donors.  In order to get the important information about the scope of the  project out to the public, a brochure should be created to include the building plans and how to donate to the project. Barbara Greenwood and Nancy Gavalis met earlier in the month to discuss an information program for the public that would include a power point presentation and a question and answers session.  Invitations should be sent to the select board, budget committee, town manager, planning board, historic district commission, Rotary Club, Lions Club, Chamber of Commerce, patrons from other towns, and the people of Bristol etc. The Friends of the Library would be willing to help host these presentations.  The trustees will also hold educational sessions on Wednesday mornings from 10 a.m. to 12 p.m. at the library starting in June.  Two trustees will be present to show patrons around and answer questions people may have about the project.  Roger Nichols will have an updated Frequently Asked Questions sheet to hand out at these sessions. 

 

PUBLICITY:  Claire will have a press release issued for the Wednesday morning educational sessions in June.  The library has a web page on the Town of Bristol web site.  The meeting minutes are posted there.  Any power point presentations or informational materials can be posted there as well. A direct link to the library page will be posted on the home page of the town web site as it is a bit hard to find now.  An email newsletter will also be developed as well. 

 

The next meeting is scheduled for June 10, 2008 at 4:00 at the town office building.  Roger Nichols made a motion to adjourn the meeting.  Barbara Greenwood seconded and the motion carried as all were in favor. 

 

The meeting was adjourned.

 

Respectfully submitted,

 

 

 

Wendy Costigan