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Library Board of Trustees

Monthly Meeting
Meeting date: 
Tuesday, November 9, 2021

MINUTES
Tuttle Library
Antrim, NH
Board of Trustees

DATE: November 9, 2021
TIME: 6:30 PM
TYPE OF MEETING: Regular Meeting
PRESENT: Nancy Blair, Susan Bartlett, Cynthia Jewett, (Library Director,) Diane Kendall, Steve Ullman, and Rick Wood
ABSENT: 0
PUBLIC PRESENT: Doug Hutchinson of “Sunny Daze Landscaping” and Linda Blair from “Friends of the Library”

Public Comment
Linda and Doug reported on landscaping progress including cleanup, weeding, removal of invasive Autumn Olive, planting bulbs, mulching.
“Sunny Daze” Proposal for end of 2021 and Spring, 2022 (Paper copy submitted) Summary:

  • Move tall trees and shrubs from in front of the windows to the side yard (Spring)
  • Move flowers from “Volunteer Garden” bed to make room for Gazebo
  • Prune trees to be moved in the spring (Fall)
  • New low ornamental plantings to replace tall trees and shrubs in front of windows
  • Money for exterior maintenance, including landscaping and yard work is available in town maintenance budget under line 4550-01-430
  • Motion: Steven moved that trustees approve the expense of up to $300.00 out of town maintenance and repairs line 4550-01-430
  • Nancy seconded
  • Motion passed

Approval of agenda
Steve moved to approve
Nancy seconded the motion
Agenda Approved
Approval of minutes of previous meeting
Steve moved to approve
Nancy seconded the motion
Minutes approved
Review Correspondence if any – none

Treasurer Report

  • Clarification of the purpose of petty cash – avoid having staff paying for small items “out of pocket”
  • Diane will submit invoices of McGurty Maintenance cleaning to the town for reimbursement. She has been paying these bills from the library account; the town should be paying for maintenance. Going forward, all invoices including cleaning will be coded by account
  • Diane will update spreadsheet to include grant journal entries 
  • YTD Expenses:  73% overall of the town budget; 83% of library budget
  • Discussion re 2022 budget – line by line explanations – Diane volunteered to make the spreadsheet fit on one page

CIP update – Rick meeting 12/13/2021 – Warrant Review by CIP

  • Steve moved that we accept the CIP worksheet
  • Nancy seconded the motion
  • Motion passed
  • 2022 Budget is due November 22, 2021

Director’s Report (see full submitted report)

  • Updates on spending, Friends of the Library and library patronage.
  • Cindy is identifying library needs for 2022: New bookshelves for lobby, card reader to pay for fines and donations and an updated phone system
  • Need policy and application for non-library private use of libraries by vendors for entrance fee. Informal agreement that library adopt the town policies. Needs final motion.
  • Cindy asked the board for funds to purchase two items for patron use (see motion) Discussion regarding equipment expenses, use and revenue collection practices followed.
  • Nancy moved that we authorize Cindy to purchase a Kodak Film Scanza digital film scanner and a Cannon Mini Ivy wireless phone printer for patron use… up to 300.00 for 2 items out of equip 5650
  • Steve seconded the motion
  • Motion passed
  • Diane and Cindy will come up with a proposal for revising budget to reflect the use of equipment

Old Business

  • No Trespassing Policy Review.  https://www.antrimnh.org/sites/g/files/vyhlif2736/f/pages/letter_of_tres...
  • Shelving updates from Bill Nichols
  • Capital Projects – 2019 Warrant Article projects completed for 2021. Remainder of painting will be completed 2022
  • Gazebo project Rick:
  • Met with BOS on Oct 22th to review project. Support is to be expected, proceed with ZBA. BOS suggested lighting and security fixtures
  • Zoning Board application in process for variance. Town portion of ZBA Application cost waived by BOS.  Will still have to pay for Abutter notification and press.
  • Gordon Webber – Bricks. John Dunlap (and Grandson) reviewing site prep requirements.
  • Electrical update project list – Rick to meet with Jim Craig about gazebo and other projects.
  • 2022 Budget – BOS meeting Nov 22nd.
  • Lighting Updates Proposal - $4,900, pending response from Donna about scheduling/payment.
  • NHLTA Director of the year celebration 11/13 updates – Stephen, Rick, Nancy. Publicity; Marcia McLaughlin of NHLTA will make the official awarding, Steve will MC

New Business

Next Meeting – Tuesday Dec 14, 2021
Move to Adjournment:
Steve moved to adjourn meeting
Nancy seconded motion   
Meeting adjourned