September 10, 2002


Present:  Mary Lee Underhill, Chair; Shirley Beaulieu, Vice-Chair; Holly Eddy, Treasurer; J Gross, Vice-Treasurer; Rich Koeck, Secretary; Dr. Murray Levin Member; John Barrett, Director; Pat Skinner, Member. 


Mary Lee Underhill called the meeting to order at 7:08 p.m.


MOTION:  was made by Dr. Levin and seconded

That the meeting end at 10 p.m.

Rich offered a friendly amendment that there be a two-hour limit.  The motion was changed to end the meeting at 9 p.m.

The motion carried. 


MINUTES: The minutes of the June 18, 2002 meeting were corrected to read:

“J Gross, acting as Chair, called the meeting to order at 7:07 p.m.  The chair was transferred to Shirley Beaulieu, Vice-Chair, at 7:30;”

the first paragraph on page 2 beginning with “Marija reported…” was deleted;

and the sentence “J Gross said procedures for accepting gifts must be created” was inserted in the sixth paragraph on page 2 beginning with “Shirley Beaulieu led a discussion…”

The minutes of the August 13, 2002 were corrected to read:

“Membership and Continuing Education” replaced “professional development” as the line item in the first Motion, last paragraph page 1;

the spelling of “sited” in the last paragraph on page 2 was changed to “cited” in both cases;

and the sentence regarding the action taken in Non-Public Session was replaced with “Action taken:  The Board voted to accept the recommendations presented by the Director and amended for grade and step changes for full- and part-time staff.  The motion carried.


TREASURER'S REPORT: Holly Eddy reported that 66.7% of the fiscal year has passed, and 68.1% of the budget has been expended. 


MOTION:  was made by J Gross and seconded

That the procedure for accepting gifts be reviewed.

The motion carried.


DIRECTOR'S REPORT: John Barrett reported that the Library's 2003 budget proposal would be submitted to the Town Administrator and the Town Financial Officer by October 11, 2002. Building and maintenance was discussed, with concern of sand coming into the building through the return air ducts.  John reported that Diane Mayr continues to weed the adult fiction and non-fiction collection.  Children's videos have been relocated to the Youth Services area to make room for items added to the adult audiovisual collections.



Page 2



Director's Report (cont.): The shelf list is now closed since the library automation system has replaced the need to maintain it.  Overcrowding in the Technical Services work area has become a serious concern. A space utilization plan is under review. The CIP Committee will meet the evening of September 19, 2002 at the Town Planning Board. John requested the Trustees’ assistance in submitting a proposal from the Nesmith Library. J Gross volunteered.


MOTION: was made by Mary Lee Underhill and seconded

That the statistics in the Library Director's report, which is handed out at the Trustees’ meetings, be included in the minutes so that the public is informed.

The motion carried.


The Library Statistics attached to the Director’s Report show that 11,915 items were in circulation in August; there were 7,201 registered patrons; 7,554 patrons visited the Library and there were 245 Internet users.




Personnel:  The policy for staff development and academic reimbursement was reviewed.  Requests will be reviewed based on budgets and scheduling needs.  The Board feels that it is important that staff give a brief report on workshops they attend to either the Board Chair or Director of the Library. Mileage rate reimbursement will conform to that of the town of Windham.


MOTION:  was made by Holly Eddy and seconded

That staff requests be made to the Library Director rather than the Board regarding workshops and continuing education. 

The motion carried.


MOTION:  was made by J Gross and seconded

That there be an amendment in the Personnel Policy Article IV on Tuition Reimbursement, making the policy not applicable to “part-time,” “probationary,” and “temporary” employees.  The insertion of "full-time" in front of the word "employee" should clarify the issue.

The motion carried.


MOTION:  was made by Holly Eddy and seconded

That academic tuition reimbursement be set at 60% and that Library Personnel Policy Article XX: Staff Development/Academic Reimbursement be replaced with the 9/6/02 draft attached.

The motion carried.






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MOTION:  was made by Pat Skinner and seconded

That the definition of "full-time" under Article IV part B of the Library Personnel Policy is amended to 35 hours, and that anything under 35 hours be considered "part-time". 

The motion carried. 


MOTION:  was made by Holly Eddy and seconded

That all staff who want to attend September 11th Memorial Services at the Windham Fire Department be allowed to, and that the library be closed from 9:30-11:00am at the discretion of the Library Director if need be. 

The motion carried.


The time was noted at 9:15 and a motion was made and seconded

            To extend the meeting to enter Non-Public Session.

The motion passed.


MOTION: was made by Holly Eddy and seconded

That the Board enters Non-Public Session to discuss personnel in accordance with RSA 91-A: 3. 

Mary Lee Underhill polled the Board: Murray Levin, yes; Rich Koeck, yes; Holly Eddy, yes; J Gross, yes; Shirley Beaulieu, yes; Mary Lee Underhill, yes; John Barrett, yes; and Pat Skinner, yes. 


ACTION TAKEN: The Board voted to approve grade/step increases resulting from the Director’s annual review. The motion carried unanimously. 


The next regular Trustees’ meeting will be held at the Nesmith Library on Tuesday October 8, 2002 at 7pm. 


The meeting adjourned at 9:30pm.


Respectfully Submitted,

Cara Brockelbank


Draft subject to approval