Minutes of August 6, 2012

The meeting was called to order by president John Landrigan at 7:30 PM. Present were John Landrigan, Mike Marshall, Susan Lewis, and Vesta Smith, trustees. Susan Brown was also present to explain the Founders Day plans to the trustees.

250th Anniversary Celebration 
Susan Brown explained the plans as they stand now for the Newbury/Haverhill 250th Anniversary Celebration taking place next year. There is a sponsors book that can be pre-purchased that will contain pictures of homes in the area. The book will be available November 1, 2012.

December 31, 2012 is the kick-off ball for the year-long celebration.

Founders Day will take place May 18, 2013. There will be activities in the Clifford Building from 10-12 in Woodsville, NH. At 2 pm the Charters will be read on the commons of both Newbury and Haverhill. There will be crafts and vendors set up at the commons, and if the library would like to do something the offer is there. At 3 pm the committee would like the school to plan a program about the town.

New Business 
The Historical Society has requested the use of the library’s storage space until the work in Pearson Hall is complete. They will bring in a storage consultant who will help organize the space efficiently. The trustees voted to allow the Historical Society to use the vault. The trustees who are also members of the Historical Society abstained from voting. It was brought up that that the HLA is not responsible for damage due to fire, water, humidity, and theft.

Approval of Minutes
The minutes of the June 4 meeting were approved as presented.

Donations 
VHS tape donations were discussed. The condition of many of the tapes is poor and we are essentially just throwing them away. A discussion followed about whether we should discourage the donation of VHS tapes or if we should just take them and along with the other things people also donate. It was decided to leave it the way it is.

Progressive Dinner 
The last word on the dinner was that it had been cancelled. We are awaiting final word on this.

Building
Russ Wilcox: has not come yet, was supposed to be here is July. Ken will call him.

Walkway: The bricks need to be lifted and new sand needs to be brought in. We can fill in where the puddle forms near the road. We can set up a day when Ken can do this with help from other trustees.

Backlot: Scrape top layer off -- should be done in either spring or fall.

Financial Reports
The bill for the roof repairs has been paid. The annual appeal has come in which brought in $2,000.

Fundraising/ Programming 
John will be working on a Thank You Letter which will be sent shortly for the annual appeal. The Byrne Foundation matching funds grant that we were approved for last year were discussed and John said he would work on a letter to send out for that.

Nessa Flax, a local author wants to offer a program at the library. The trustees approved of this.

John is working on getting another writing workshop together this year.

There will be a fall book sale as well. A date to be determined with input from the librarians.

Correspondence
The trustees received a letter requesting information. The information requested was sent previously or will be shortly.

Adding Documents/Procedures to Website 
A discussion about putting information on the HLA’s website followed. It was decided unanimously to put the HLA’s policies and procedures on the website but not the minutes from 2009.

Librarians’ Report 
There was no librarians’ report as Anne was on vacation.