Galway Public Library

Board of Trustees

July 2, 2008

Members Present: Arlene Rhodes Joanna Lasher Linda Carpenter

Mary Brisson Laura Sakala Evelyn Hanna

Also Present: FOL Rep Ann David Library Director Ashley Poulin

Arlene Rhodes called the meeting to order at 7:08pm, and requested the results of the Nominating Committee. Mary Brisson, chair of the committee, announced the nominations as follows: President: Jo Lasher, Vice-President: Laura Sakala, Secretary: Mary Brisson, Treasurer: Linda Carpenter.

Evelyn Hanna moved to close the nominations, Laura Sakala seconded. Motion carried. Linda Carpenter moved to have the secretary cast one ballot for the slate as proposed, Evelyn Hanna seconded. The motion carried.

Joanna Lasher assumed control of the meeting as the new president.

The minutes from the June meeting were corrected, and Linda Carpenter moved that they be accepted as corrected. Laura Sakala seconded, and the motion carried.

Treasurer’s Report: Arlene questioned the rise in the electric bill starting in January 2007. Linda will check on this. Linda moved to transfer the interest from the retirement CD at its maturity date to the checking account, and to reinvest the original $10,000 in a new CD. Arlene seconded, and the motion carried. Linda recommended that the Board approve paying for the services of Council Plus at $125.00 annually to set up a Section 125 Plan. Arlene made the motion, and Laura seconded. It carried. Linda will check to see if paying the $125 fee locks us in permanently, or if we can change companies.

On the phone issue, Linda recommended using a phone card for long distance calls, vice VOIP. Linda also noted the receipt of a check for $468.35 from Sneeringer Monahan Provost Redgrave Title Agency, Inc as a charitable donation representing the company’s share of the title premium issued on the library’s behalf. The secretary will write the Title agency a thank you note.

Linda moved that the payment of bills be approved, Arlene seconded, and the motion carried.

Director’s Report: Jo will write a thank you note to Senator Farley for the previous grant made by his office, noting what was purchased with the funds, and at the same time thank him for the new grant to the library. The storage shed needs to be cleaned out to make room for books. The old computers can be removed.

Jeanne Frank will open the door for the Healthy Living group on 5 August and for the future, unless she notifies Ashley otherwise. Publicity for library programs needs to be more regular.

Ashley made a staffing proposal for the summer, asking for an additional ½ hour of staffing on Wed and Thurs for 8 weeks during the summer to check in books from the book drop and fill book holds. Linda moved to accept Ashley’s proposal for this summer (July and August), and research a permanent solution before next summer. Evelyn seconded, and the motion carried.

Linda noted that Amanda was overdue for an evaluation and raise. Linda asked that the raise be approved retroactive to May 24, although Amanda’s evaluation is not yet complete. Stephanie is also eligible for a raise effective July 1, and her evaluation as well has yet to be completed. Arlene seconded, and the motion carried.

Evelyn noted that board members are expending a lot of paper and ink printing reports. Discussion ensued on home vs library printing, but it was decided that further thought was required, and the subject was tabled.

Buildings and Grounds: Report is filed. Laura moved to donate the old red mailbox to the Lions Club for eyeglass collection. Linda seconded, and the motion carried. Laura will contact Dusty Rhodes for further action.

Finance Committee: Report is filed.

Long Range Planning Committee: Report is filed.

Personnel Committee: Jo provided a chart with pertinent dates for all current library employees. The report will need minor corrections.

Public Relations Committee: Report is filed. Laura moved to permanently donate the Odd Fellows curtain picture and the framed historical pictures currently held in the library to the Galway Preservation Society. Linda seconded, and the motion carried.

Laura moved to purchase a Wynn Ladderback arm chair from the Pottery Barn for an amount not to exceed $300, as a farewell gift in honor of Sara Pandori.. The chair will remain in the library. Linda seconded, and the motion carried. Mary will work on this.

Story Quilt Committee: Evelyn discussed the grant application from Sara Pandori. There was considerable discussion on limiting the number of participants to 20, and allowing the children to take home materials paid for by Story Quilt/library funds. Arlene moved to accept the Story Quilt committee’s recommendation that the grant be approved with the understanding that consideration be given to providing an additional session if more than 20 children wish to participate. Laura seconded, and the motion carried.

FOL Report: Ann noted that the FOL had participated in Family Fun Day, but with a poor turnout due to the location they were assigned. The next FOL book sale will be August 9.

Old Business:

Sexual Harassment Policy/Employee Handbook: Ashley and Mary will work on these in the fall.

Corrected Minutes: will go on the website beginning with the July 2008 minutes.

Potential Board Candidate: Laurie Larkin has been identified as being interested. Ashley will put notices around town and at the library. She will also be able to use the bulletin board near the desk for library news.

New Business:

Copier Contract: Arlene moved that we pay $275 for a copier service contract. Laura seconded, and the motion carried.

Appointment of Committee Chairs: Jo made the following appointments: Buildings and Grounds-Laura Sakala Finance-Linda Carpenter Long Range Planning-Arlene Rhodes Personnel-Mary Brisson Public Relations-Evelyn Hanna and Mary Brisson Story Quilt-Evelyn Hanna

Newspaper of Record: Arlene moved to make the Daily Gazette the library’s official

newspaper of record. Evelyn seconded, and the motion carried.

Bank Signatories: The following changes were made: For the ING account-Joanna Lasher was added, Linda Carpenter remains as a signatory. Beth Parker was removed. For the BSNB checking account-Jo Lasher, Arlene Rhodes, Linda Carpenter and Mary Brisson are confirmed as library signatories for 2008-2009, as moved by Arlene Rhodes and seconded by Laura Sakala. The motion carried.

At 9:58pm, Laura Sakala moved to adjourn the meeting, and Evelyn seconded. The motion carried.

Respectfully submitted,

Mary M Brisson