Baker Free Library
Board of Trustees Meeting
June 19, 2006
Approved Minutes

Present: Elizabeth Foy, Colleen Haggerty, Tom Ives, Regan Mack and Linda Kling, Library Director. Susan Hatem arrived at 6:55 pm.

1. Call to Order: The meeting was called to order at 6:50 pm.
2. Review/Approve Minutes: Tom made a motion to approve the minutes of March 14, Susan seconded the motion and it passed 4-0, with Regan abstaining as he had not been elected at that time. Tom made a motion to accept the minutes of April 11, Colleen seconded the motion and it passed 4-0, with Regan abstaining. Tom made a motion to accept the minutes of May 30, Regan seconded it and the motion passed 5-0.
3. Treasurer’s Report:
   1. Tom presented the monthly budget report as of 5/31/07 which shows year-to-date spending at 89.17% of the FY ’07 budget. Linda spent $249 this week for a new dehumidifier to replace a broken one. To the extent there is any money remaining at the end of this month, Linda will try to use it to offset the FY 08 budget cuts. Liz made a motion to accept the May budget report, Colleen seconded it, and the motion passed 5-0.
   2. Tom presented the monthly budget report as of 4/30/07 which had not been available at the last meeting. Susan made a motion to accept the report, Colleen seconded it and the motion passed 4 – 0, with Regan abstaining as he had not been elected at that time.
   3. Tom presented the Special Expenditures Accounts report for May 2007. The RSA account income was again higher than usual. Colleen made a motion to accept the report, Regan seconded it and the motion passed 5-0.
   4. Susan made a motion to take Eric Anderson’s name off and add Elizabeth Foy’s name to the signature card for the Baker Free Library accounts at Merrimack County Savings Bank (former Bow Mills Bank accounts). Colleen seconded the motion and it passed 5-0. Susan will prepare a letter reflecting this and Tom will obtain the signature card.
4. Director’s Report:

   a. Budget Cuts for FY08. Linda received a call from the Town Finance Director and asked why the Board of Selectmen had chosen to cut $23,092 from the BFL budget rather than the $15,000 that the trustees identified at our last meeting. The answer was that 5.77% cut had been applied to any department that went up by more than 5%. After discussion, Tom made a motion to revise our FY08 budget to reflect the Board of Selectmen’s requirement to cut $23,092, a 5.77% reduction. The line items to be revised are maintenance building ($5,500); maintenance grounds ($4,000); and books/periodicals/audio etc. ($13,592). Liz seconded the motion and it passed 5-0. Linda will draft a letter to the Board of Selectmen and editor of Bow Times regarding the impact of these cuts on the library and Liz will review. Colleen suggested that the library trustees attend an upcoming meeting of the Board of Selectmen to discuss the budget cuts.

   b. New Hire. Linda requested approval of the hiring of Lisa Lulka as a substitute circulation assistant. Colleen made a motion to approve, Regan seconded it and the motion passed 5 – 0.

   c. Employee accident report. Linda reported that one of the employees had fallen and bumped her head when entering the lower-level room where employees often eat lunch. She presented documentation of the incident and how it was handled. She will follow up with the employee and make sure she is cleared by her doctor.

   d. Risk Management Committee. Linda reported that in response to new Department of Labor requirements she has initiated a new Risk Management Committee to be made up of the library director, two employees, and two trustees. Regan and Tom agreed to be on the committee. Linda will report further at our next meeting. It was suggested that this committee look into the best way to handle any accidents at the library.

5. Old Business: The trustees expressed regret at not having properly thanked Eric Anderson as a group for his years of service as a trustee and as chair. Elizabeth will follow up and present him with the gift that Linda had purchased for our previous meeting.
6. New Business: Regan provided a draft employee grievance procedure for us to review for our next meeting.
7. Correspondence: Following up on the trustees’ request that she acknowledge the donation noted under correspondence last month, Linda will place a bookplate in the book purchased with the NH Telephone Association check from the Walter A. Kennedy Memorial Trust Fund for $57.80.
8. Trustee Meeting Dates:
   1. Wednesday, August 1 at 6:30 pm.
   2. Wednesday, September 12 at 6:30 pm.

9. Other: Regan attended the NHLTA training session in Portsmouth. He raised two questions: whether there is an indemnification policy in place covering library trustees (there is, through the town) and whether the Friends of the Library exists (it does, but needs to be rejuvenated). He also reported that the NHLTA recommendation on electronic communications right now is that information/documents can be circulated among trustees by e-mail for review but we should hold off on discussion until we are in a public meeting and/or copy and make available as a public record any email discussions that take place.
10. Adjournment: Tom moved to adjourn the meeting, Colleen seconded the motion and the meeting was adjourned at 8:50 pm.