Baker Free Library
Board of Trustees Meeting
 March 14, 2006
 Approved Minutes

Present:  Eric Anderson, Tom Ives, Colleen Haggerty, Susan Hatem and Linda Kling, Library Director.   Elizabeth Foy arrived at 7:25 pm.

  1. Call to Order:  The meeting was called to order at 7:10 pm.
  2. Review/Approve Trustee Minutes:  Tom moved to accept the minutes of February 15, 2007.  Colleen seconded the motion and it was passed.
  3. Treasurer’s Report: 
    1. Tom presented the monthly budget report as of 02/28/07 which shows 62.16% expended at 66.7% of the year. Susan moved to accept the report.  Colleen seconded the motion and it was passed. 
    2. Tom presented the Special Expenditures Accounts report, noting a correction to the amount deposited in the Money Market account in December in the amount of $0.10.  Susan moved to accept the report, Colleen seconded it and the motion passed.
    3. The trustees discussed the title of the report “Special Expenditure Account” and the nature of two accounts included in the report.  Linda explained that she calls the Nonprofit Now account the “Special Expenditures Account” and the Per Money Market account the “RSA account” because the monies in it are governed by specific New Hampshire statutes. Linda keeps track of the town warrant articles authorizing trustees to make expenditures out of the Nonprofit Now account.  The trustees must vote to accept donations of money and gifts but can do so without seeking specific authorization at town meeting. 
    4. Tom made a motion to accept a donation of $150.00 from Talking Leaves to be deposited in the Nonprofit Now account.  Susan seconded the motion and it was passed.  Tom then made a motion to accept all monies received from January 1, 2002 to date (3/14/07) from any source and deposited in the Nonprofit Now account.  Eric seconded the motion and it was passed.
    5. Tom will follow up on obtaining new signature cards for the accounts at Bow Mills Bank.
    6. There was discussion about the used of email to circulate information among trustees.  Eric stated that while it would not be appropriate to discuss or decide issues by email it is acceptable and efficient to circulate information.
  4. Director’s Report:
    1. The magnification equipment has arrived and is in use.  Linda will get some publicity in the Bow Times.
    2. There is nothing to report about the annual audit.
    3. The revised proposed operating budget for FY 2008 includes 3.5% COLA. We will again request $4,000 by warrant article for upgrading technology.  We will not request to expend that fund in FY 08.  Elizabeth made a motion to accept the revised budget with a gross total expenditure amount of $400,203 and to accept revenue in the amount of $3,891 for FY 08.  Tom seconded the motion and it was passed.
    4. Bow resident Carol Gouin asked Linda to ask the trustees if she could purchase two lion statues from SmithsonianStore.com to be placed outside the main entrance to the BFL.  After discussion, Liz moved to accept the gift of the lions knowing that the BFL will have to pay the cost of affixing them.  Susan seconded the motion and it was passed.
    5. The staff thanked the trustees and Linda for the BFL logo clothing items given to them as staff appreciation gifts.  Eric made a motion to reimburse the Special Programs line of the FY 07 operating budget by allowing for the withdrawal of $278.59 from the Nonprofit Now account for staff appreciation gifts.  Tom seconded the motion and it passed.
    6. Gerry Anne Dubis resigned on February 24, 2007, after six months of employment. 
  1. Old Business: 
    1. The trustees reviewed Linda’s and Susan’s draft sections for 2006 Town Report.  Tom moved to accept the trustees’ and director’s reports for inclusion in the 2006 Town Report with the changes noted by Susan and Linda.  Colleen seconded the motion and it passed.  Eric will take photographs of employees Jen Leger and Celeste McQuarrie.
  1. New Business:  Susan suggested that a subcommittee be appointed to begin reviewing the BFL Policy Manual.  Susan, Colleen and Linda will take on this task.
  1. Correspondence:  The trustees discussed the Winter 2007 issue of the NH Library Trustee Association newsletter containing a recommendation that boards review their library by-laws and policies and asking members to complete a survey. 
  1. Trustee Meeting Dates:
    1. Planning Board Site Visit of Bovie Screen – Sat., 3/17 – Eric to attend
    2. Budget Committee Hearing – 3/20 – Tom to attend
    3. Public Hearing – Town Budget – 4/11 at 7:00 pm – all
    4. Monthly Trustees’ Meeting 4/11 - 6:45 pm at BMS before budget hearing – all
    5. Sign-up for Town’s Elective Offices – March 21 -30
  1. Adjournment:  Tom moved to adjourn the meeting, Colleen seconded the motion and the meeting was adjourned at 9:05 pm.

Susan M. Hatem

Secretary