Epsom Public Library Trustees Meeting 11/13/06
Present: Bobby Mongeon, Cheryl Arvanitis, Val Long and Nancy Claris
I. Call to order
A. Secretary's Report
The Secretary's Report was approved.
B. Treasurer's Report
Cheryl recommended that the fuel line item be increased because of the increased heating costs.
C. Correspondence
None
II. Old Business
A. Budget adjustment
Fuel line item be increased to $6,200. The new total is $111,469, for a difference of $16,537 from last year.
B. Adoption of Policies
Agreement with the Epsom Historical Association. See below:
.Epsom Public Library
Agreement with the Epsom Historical Association
The Epsom Public Library Trustees have entered into an agreement with the Epsom Historical Association for the use of the original library building. The building will continue as the Epsom Public Library Historical Center, the repository of the Historical Association’s materials and a meeting place. Both parties must agree to the following:
- 1. Any structural changes to the original Epsom Public Library must receive prior approval of the Library Trustees. Responsibility for cost will be determined and approved by the Library Trustees.
- 2. The Historical Association will maintain responsibility for interior upkeep including any custodial services necessary when using the Epsom Public Library Historical Center.
- 3. The Historical Association will be responsible for the heating, electrical and water utility costs.
- 4. The Library Trustees will provide a library representative in in order to open the building to the public a minimum of four hours per month.
- 5. The Library Trustees and/or the Town of Epsom will not be responsible for any Historical Association items stored at the Epsom Public Library Historical Center.
- 6. The Library Trustees will be notified in advance of any Historical Association activities on the grounds of the Epsom Public Library Historical Center.
- 7. The Library Trustees shall have the right to use the Epsom Public Library Historical Center (beyond the monthly commitment and access needs) with advance notice given.
- 8. This agreement supercedes all other agreements and shall be subject to an annual review.
- 9. Should either party choose to terminate this agreement, a six month written notice shall be given.
APPROVED BY: LIBRARY TRUSTEES
Chair R. L. Mongeon
Date
ACCEPTED BY: HISTORICAL SOCIETY OFFICERS
President Harvey F. Harkness
Date
NOTARIZED:
Harvey, as the Epsom Historical Association representative, agreed with the draft of the agreement. He and Bobby will sign it and have it notarized.
B. Cont. Other Policies
Need to find Nancy’s job description, and need job descriptions for the other positions. Bobby handed out a draft letter of employment for our review. We will review for the next meeting. We also discussed the importance of background checks for employees and will check out the procedure.
C. Dedication Planning
Need to ask the Friends if they will help coordinate the food part of the Dedication Ceremony. We will investigate what the original dedication ceremony was, as well as look for other Dedication Ceremony models.
III. New Business
A. Web Site
The Town wants to pay for ½ of Scott’s fee - ok with us.
B. Moving Concerns
Need boxes. Val will call Starving Artist Movers for boxes. George Foster will donate truck, and Merrimack County prisoners will be assisting with the move. The Library will be closed from 12/4-12/19, with the actual move ono 12/7 and 12/20 opening at the new Library. All stacks and boxes will have to be carefully labeled. Val will ask Alice Nye, retired State Librarian if she would be willing to help.
III. New Business
Harvey visited the Trustees to discuss the Historical Association Agreement.
IV. Adjournment
We adjourned at 7 PM. Next meeting is scheduled for 12/11/06.