Library Board of Trustees

MINUTES
Tuttle Library
Antrim, NH
Board of Trustees

DATE: June , 2021
TIME: 6:30 PM
TYPE OF MEETING: Regular Meeting
PRESENT: Susan Bartlett, Cynthia Jewett, (Library Director,) Diane Kendall, Steve Ullman, Rick Wood via video
ABSENT: Nancy Blair
PUBLIC PRESENT: None

Call to Order at 6:30 PM: Rick Wood

• Roll call, introduction of guests, approval of agenda: Steve moved, Susan seconded. Agenda approved.
• Approval of minutes of previous meeting:
• Minutes were amended. Stephen moved amended minutes approved, Diane seconded. Minutes approved.
• Process points re minutes: Original minutes and amended minutes need to be posted to website within 5 days of the meeting.
• Correspondence: None
• Public Comment: None

Reports

• Financial: Treasurer, Diane Kendall, (see report):
• Audit : all information submitted to auditors
• Care Act Reimbursement status: done
• Quickbooks purchased; secretary is transferring records, see attached report
• Petty Cash (line item 5485) has been reclassified to appropriate lines with monthly entry balance. Original line has been eliminated.

Library Director, Cynthia Jewett (see report):

• Policy reviews plan access
• ALA Grant usage update – see report
• Update on new desk in Children’s Room – desk purchased – see report
• NH Librarian of the Year Nomination – Stephen – July deadline
• Friends of Library update – Non profit status confirmed
• New Federal Grant – Update in report
• Safety Committee Chair involvement – Town clerk has asked Library staff to participate in the Safety Committee. Director determined that more information is needed from the Clerk in order to understand responsibilities required. Cindy will ask Diane Chauncey to clarify.
• Library needs 8 new desk and computer chairs. Diane K. proposed amending our budget to allow director to purchase chairs from the general fund, from the library trust fund - chair suggested that we investigate retailer and funding. Decision tabled until July meeting. Report attached - Cindy
• Eclectic book club – Director would like to purchase Kindles on prime day from amazon to load books. Need cost.
• Strategic planning session with public input in July.

Old Business

• TDS update - How to fund over 3 years?  Make sure we have 20.00 increase available in budget going forward.
• TDS upgraded lines, weak link will be repaired
• Memorandum of Understanding meeting with the Selectman June 14 at 6pm
• Capital Projects – External – results of meeting with contractors on 13th. 
• Richard Reilly and sons completed the wall restoration in BIO room. One small to access wall still needs to be restored by John Kendall then painted by Richard R.
• Phase 1 of 4 exterior work based on warranty completed, ETA on phase 2 TBD
• Ceiling damage in front foray and Historical Society Room likely to be 2012 CIP project
• CIP 2021 – July – Need suggestions to start filling out worksheet.
• Merrifield room needs some ceiling repair, insulation, edges, windows, foyer, roof - concern about needing to move Historical Society objects, damage is not increasing , original entrance of building -
• Procurement policy update. 
• Filing Cabinet for record retention-Diane/Cindy update
• 2021 NHLTA Annual Conference, – Reimbursement approved. NOTE DOCUMENTS AND SESSIONS WILL BE ON SITE for 6 Months
• Draft proposal by AHS to build a Gazebo in front of library in honor of Don Dunlap, AHS update – Rick. AHS has interest in using the Gazebo to commemorate prominent late members of community.
• Estimate shelving cost for multiuse room approx. $1,000/ Decision tabled till Cindy can define specific needs for shelving.
• Capital improvement Plan - for July, projects = Guyer and sons to do slate work - town will take cost
• Merrifield Room Ceiling and old entrancewa

New Business

• North and South Window restoration: possibly add the restoration to the CIP budget. Susan brought up the additional restoration of the bare cement “fan” area above the original windows. Susan and Rick will investigate.
• Library Keys for 2 AHS members request – Possible upgrade of key entry to put on future agenda  - Rick
• Announcements
• Antrim Home and Harvest set for Sept 17 – 18
• First Trustee Letter from 1906 has been framed

Move to adjourn meeting: Stephen Moved, Susan Seconded
Date for next meeting: July 13
Summary List: No new motions