Nesmith Library Board of Trustees

Tuesday, August 10, 2010

Minutes

 

Present:  Trustees Mark Branoff (Chairman), Carolyn Webber (Vice-Chairman), Norman Boutillette (Treasurer), Mary Lee Underhill (Assistant Treasurer), Patricia Barstow (Recording Secretary);

Director Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

Others Joan Griffin, Alison Lewandowski, J R Siegel

Excused:  Trustees Anne-Marie O'Neil (Corresponding Secretary)

 

Call to Order:

The meeting was called to order at 6:48 pm.

 

Minutes:  The minutes from the June 8, 2010 meeting were accepted unanimously without modifications.

           

Correspondence: There was no correspondence this month.

 

Reports:

            Treasurer’s Report:  As of 7/31/2010, approximately 58% of the year had elapsed and 58% of the budget had been expended. Two line items in the budget that were notably out-of-bounds are Computer Supplies (YTD expenditures were at 301% of yearly budget) and Programs and Publicity (YTD expenditures were at 111% or yearly budget). The discrepancy in Computer Supplies will be discussed in the Director’s Report. FLOW and town manifest funds were deposited in August, bringing the Programs and Publicity expenditure down to approximately 76% of its annual budget.

 

            Director’s Report:  The heavy over-spending on Computer Supplies resulted in large part from the library’s adoption of a new software system (Follett’s Destiny software for libraries) at the beginning of the year. A new server was needed to run the software and a larger relational database was required to support the system. Destiny comes with a minimal version of Microsoft’s SQL database but a richer version of SQL was necessary to support the library’s needs.

 

            Additionally, two printers, two computers for the public, and two computers for staff were replaced. The reference librarian’s computer still needs replacement; due to the nature of this person’s work, this will be a more expensive machine than others throughout the library. Other expenditures will be maintenance expenditures, such as replacing a phone.

 

            The most recent circulation statistics may be understated as it has been a very busy summer at the library. 2009 was a record year and year-to-date statistics show a circulation of approximately 5,000 fewer items than last year. However, the new Destiny software handles returns and renewals differently from the system that was in use last year so an unknown portion of the discrepancy could be attributable to the change in the software’s recording algorithm.

 

Strategic Planning Committee Report: The minutes from the June 28 meeting offer a clear statement of the committee’s intentions.

 

Unfinished Business:

            Trustee Vacancy:  The trustees were very pleased to have two eminently qualified candidates for the open trustee position. J R Siegel and Alison Lewandowski are both educators and lifelong library enthusiasts who are interested in giving back to the community. Norman made a motion, seconded by Patricia, to go into executive session to discuss nominating a permanent trustee. The vote on the motion was as follows:

 

            Mark Branoff: yes

            Carolyn Webber: yes

            Mary Lee Underhill: yes

            Norman Boutillette: yes

            Patricia Barstow: yes

 

            Following the executive session, Carolyn made a motion, seconded by Norman, to recommend that the Board of Selectmen appoint J R Siegel as a library trustee for a term that would end with the March 2011 election. The vote was unanimous in favor of the motion.

 

            The trustees thanked Alison and encouraged her to continue to participate in our meetings, which are open to the public.

 

            As both candidates heard of the vacancy only after it was advertised on the town and library web sites, future vacancies will be advertised in this way.

 

            Library Office Renovation: Carl presented a schematic of the proposed renovation of the Technical Services Area. The renovation, which uses precisely the same footprint as the current space, would accomplish two things:

·        It would allow the Simonoff Room, Carl’s current office, to be returned to its intended use, which was as quiet study and conference space. The library is so busy that it has become difficult to find space for these purposes.

·        It would allow workstations in the Technical Services Area to be arranged in a more ergonomic and orderly fashion. The room was originally intended for about four people but has grown over time to provide office space for many more than that. A reorganization of the space is in order.

 

The concern was raised that the library’s director needs a private space where confidentiality can be maintained when necessary. Carl feels that, should the need arise, an appropriate space could be made temporarily available.

 

Another concern was raised that the room might be underpowered and that more outlets should be included.

 

Consultant Sally D’Angelo feels that this is a great time to undertake a renovation since she was able to get some very cost-effective bids ranging from $8,000 for used furniture to around $15,000 for high quality new furniture. Carl feels that the latter option makes the most sense for several reasons.

 

Carl would like three things:

·        Consensus that the project can move forward

·        Permission to discuss funding with FLOW

·        Depending on the results of that discussion, permission to use funds on hand.

 

Further discussion was postponed until the next meeting.

 

New Business:

            No new business was discussed this month.

 

Announcements:

            Strategic Planning Committee Meeting: The next meeting of the Strategic Planning Committee will take place on August 30, 2010 at 6:30 pm.

           

Trustees’ Meeting: The next meeting will be held on September 14, 2010 beginning at 7:00 pm.

 

NHLTA Workshops: The NHLTA is sponsoring two workshops in September. The first, Dollars and Sense, with presenter Elizabeth Ives, will take place on September 9 at the Dublin Public Library. The second, Performance Review and Development, will occur at the Laconia Public Library on September 21 and will be presented by Margaret Ives. Both workshops will run from 5:00 pm to 8:00 pm.

 

The meeting was adjourned at 8:13 pm.

 

 

Respectfully submitted,

Patricia Barstow

Draft subject to approval