NESMITH LIBRARY BOARD OF TRUSTEES MINUTES*
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
9-10-02
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.
COMMITTEE
REPORTS:
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.
Page
3
9-10-02
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.
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