Hancock Library
Trustees Draft Minutes, June 15, 2016
Present: Library Director Amy Markus; Trustees Lexy Heatley,
Jane Eklund, and Nancy Daniels; Selectmen’s Representative John Jordan.
Chair Lexy Heatley called the meeting to order at 5 p.m.
New Trustee Nancy Daniels was welcomed to the board.
May 24, 2016 Minutes
Lexy moved that the minutes from the previous meeting be
accepted as written. Jane seconded. The motion was unanimously approved.
Treasurer’s Report
Amy handed out copies of the corrected April Revenues &
Expenses report from Chuck Van Horn. She noted that $1,300 was given by the
Friends of the Library in May, and said we're currently on track with the
budget. Nancy will serve as the board’s treasurer; she has been working with
Amy to learn the library’s accounting processes. Lexy moved, with a second from
Jane, that the treasurer's report be accepted. The vote was unanimous in favor
of accepting the report.
Purchasing Policy
Lexy moved that the purchasing policy presented at the May
14 meeting be approved without changes. Nancy seconded. The policy was approved
unanimously. [Policy is attached below.]
Carpet Update
Amy said the Friends of the Library are willing to pay for
half of the cost of carpet to be installed in the Daniels Room. The total cost
is $4,273.29. The carpet company wants a deposit of half; Amy will send a check
and the company will schedule the job.
Director’s Report
Shed Tour: Seven area sheds have been lined up for the July
23 event. Amy will check on one more possible shed to tour. A press release is
ready to go out. Amy will ask the Hancock Market, Hancock Inn, and Fiddleheads if
they would sell tickets for the tour. Tickets will be on sale at the library,
too. Jane will check with Bauhan Publishing on a couple of details. Amy will
adapt the press release with any updates and send it off. She will also notify
the police chief about the tour.
Upcoming activities: There are pamphlets at front desk with
info on the summer reading program. Many kids events are planned, including the
adults/kids reading challenge. On July 12, Peter Toumanoff will speak on his
Fulbright trip to Armenia.
Next meeting
The next meeting of the Library Trustees will be held
Tuesday, July 26, at 5 p.m.
The meeting was adjourned at 5:33.
HANCOCK TOWN LIBRARY
Hancock, NH
PURCHASING POLICY
SECTION I: PURPOSE
This policy is
adopted to assure that Library funds are expended in the most prudent fashion
to assure goods and services required by the Library are acquired in a timely
manner in an efficient way.
SECTION II: PURCHASE
LEVELS
A)
PURCHASES
UP TO $1,500: The Library Director shall
have full authority to make purchases of goods or services up to $1,000 which
are identified within the Library annual budget. For purchases over $1,000, Library Trustees
shall follow B) and C) below.
B)
PURCHASES
up to $5,000: The Library Trustees shall
have full authority to approve purchases of goods or services up to $5,000 for
those items which are identified in the Library approved budget.
C)
PURCHASES
OVER $5,000: For purchases OVER $ 5,000,
the Library Director or designee shall contact as many vendors as necessary in
order to obtain three written or verbal quotations. The Librarian shall present these quotations
to the Library Trustees, along with a recommendation, for their approval. In the event less than three (3) quotations
are available, the Library Trustees may waive this requirement.
NOTE: The above
thresholds do not include shipping/freight costs.
SECTION III:
MISCELLANEOUS PROVISIONS
EMERGENCY
PURCHASES: An emergency purchase outside
the guidelines established by the policy, may be made by the Library Trustees
if in their judgment, it is deemed necessary.
This shall generally mean or relate to emergency repairs to equipment or
facilities which must be kept operating to protect the health and/or safety of
persons, or property.
REQUESTS FOR
REIMBURSEMENT: When authorized purchases
are made by individuals requiring reimbursement from the Library Director,
detailed receipts must be submitted within sixty (60) days of the expenditure
to the Library Treasurer or Library Director.
Expenditures not submitted within the required timeframe, will not be
reimbursed.
SECTION IV: EFFECTIVE
DATE
These policies shall
be effective upon a vote of the Library Trustees and shall replace any and all
purchasing policies previously enacted by the Library.
ADDENDUM: EFFECTIVE
JUNE 15, 2016
The policy was unanimously approved by Library Trustees June
15, 2016, and is in effect as of that date.
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