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Library Board of Trustees

Meeting date: 
Tuesday, May 11, 2021

Tuttle Library Trustees Monthly Meeting
Tuttle Library
Antrim, NH
Board of Trustees
DATE: May 11, 2021
TIME: 6:30 PM
TYPE OF MEETING: Regular Meeting

PRESENT: Susan Bartlett, Nancy Blair, Diane Kendall, Steve Ullman, Rick Wood and
Cynthia Jewett, Library Director
ABSENT: None

1. Public Present:

  • Call to Order at 6:30 PM: Rick Wood
  • Roll call, introduction of guests, approval of agenda: Steve moved, Nancy seconded. Agenda approved.
  • Approval of minutes of previous meeting: Diane moved, Steve seconded.
  • Minutes approved.
  • Correspondence
  • Public Comment

2. Reports

  • Financial: Treasurer, Diane Kendall:
  • Petty cash will now be included in new reports with coded account numbers in a ledger.
  • There is now online banking at BNH with Diane and Rick as signers.
  • Diane proposed motion that the trustees purchase a subscription to “QuickBooks” bookkeeping software at 109.00 for the next year.
  • Steve moved to approve the purchase of a QuickBooks subscription at 109.00 for the year. Susan seconded. Motion passed.
  • Rick proposed motion to upgrade TDS Internet speed, for an additional 20.00/month from 69.00 to 89.00 for 3 years. Nancy moved that we upgrade to the new 89.00 service. There will also be a onetime fee of 14.95 for upgrade of the modem. Nancy moved that we upgrade to the improved TDS service at 89.00/month. Steve seconded the motion. Motion passed.

3. Library Director, Cynthia Jewett, (see report)

  • Grant awarded – Laurie was awarded a grant of 485.00 from the NH State Library for a book walk. Book holders will be made by Avenue A.
  • Maintenance: Pinney Plumbing will do annual maintenance on HVAC system. Harding Plumbing fixed faucet for 184.38.
  • Stephen Ullman reviewed Endowment vs Trust for potential Merrifield Fund, essentially the same entity. Cindy will be responding to Merrifield Letter requesting update of the useage of the Merrifield Room.
  • Update on purchases from grant.
  • Avenue A – tabletop games at library, Mondays from 5:30 – 7:00. Does library staff or trustee need to be on the premises?
  • Cindy proposed purchasing a subscription to the “A – Z World Food Database” for 100.00/ year. Nancy moved that we purchase the World Food Database for 100.00/ year. Susan seconded.  Motion approved.
  • Update on American Rescue Plan Act, grant proposal passed first round. See report for grant ideas. Cindy will follow up.

3. Old Business

  • Discussion on Memorandum of Understanding - meeting with Select Board, May 24, 6 pm. Purpose of the MOU is to get a better agreement between town and library and maintenance issues. Rick will attend.
  • Capital Projects: need a project list, Rick to Provide.
  • Update Procurement policy: Need to draft an outline for acceptance of donations – review for next month – who will do this? Cindy
  • Gazebo – need project estimates, coordination and support from Historical Society. Idea for historical plaques at each side of gazebo.
  • Need follow up. Rick will check out prices.
  • Shelving for multi-purpose room – need estimate – Rick and Cindy.

4. New Business

  • The Library and disaster readiness: 2 areas – the library as a facility needs a disaster readiness plan – possibility of generator? And the library could be part of the community readiness plan as a shelter. Rick will confer with Marshall Gale about possible collaborations
  • Announcements NHLTA Conference, May 12&13

Move to adjourn meeting: Nancy moved, Steve seconded. Meeting adjourned at 8:00 PM Next Meeting Date: June 8, 6:30 PM

Summary List:

Motions:

  • Steve moved to approve the purchase of a QuickBooks subscription at 109.00 for the year. Susan seconded. Motion passed.
  • Nancy moved that we upgrade to the improved TDS service at 89.00/month, plus one time fee of 14.95 for modem upgrade Steve seconded the motion. Motion passed.
  • Nancy moved that we purchase the World Food Database for 100.00 year. Susan seconded. Motion approved.

Open Action Items:

  • Update on American Rescue Plan Act, grant proposal passed first round. See report for grant ideas. Cindy will follow up.
  • Discussion on Memorandum of Understanding - meeting with Select Board, May 24, 6 pm. Purpose of the MOU is to get a better agreement between town and library and maintenance issues. Rick will attend.
  • Capital Projects: need a project list, by July for CIP (Capital Improvement Plan)
  • Update Procurement policy: Need to draft an outline for acceptance of donations – review for next month – who will do this? Cindy
  • Gazebo – need project estimates, coordination and support from Historical Society. Idea for historical plaques at each side of gazebo.
  • Need follow up. Rick will check out prices. Shelving for multi-purpose room – need estimate – Rick and Cindy, approx. cost is $1,000 per person who build the AHS units.
  • The Library and disaster readiness: 2 areas – the library as a facility needs a disaster readiness plan – possibility of generator? And the library could be part of the community readiness plan as a shelter.
  • Rick will confer with Marshall Gale about possible collaborations.

Submitted by Susan Bartlett