Nesmith Library Board of Trustees

Tuesday, January 10, 2012



Present:  Trustees Mark Branoff (Chairman), Norman Boutillette (Treasurer), Mary Lee Underhill (Assistant Treasurer), Patricia Barstow (Recording Secretary) , Karen Marcil (Corresponding Secretary)

Director Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

Excused:  Trustees Carolyn Webber (Vice-Chairman), Peter Tousignant


Call to Order:

The meeting was called to order at 7:08 pm.


Minutes:  The minutes from the December 8, 2011 meeting were amended to correct Strawberry Festival co-chair Stith’s first name to Michelle, and were accepted as amended.


Correspondence: There was no new correspondence this month.


Public Hearing: A motion was made by Mary Lee and was seconded to gratefully accept the very generous $18,431.17 gift from FLOW for the office renovation.


Discussion: The Board commented that this was a very generous gift and they are very thankful to FLOW. There were no comments or questions from the public.


The motion passed unanimously.



            Treasurer’s Report:  The treasurer’s report will be discussed next month since the figures were not yet available.


Director’s Report: According to the town, the library spent $921,700.12 last year. We will still have one more expenditure of $435.63 for the year, so overall we did very well at spending cautiously.


We lent about 6,000 fewer items than in 2010 but it was still a good year. It is hard to compare December 2011 statistics with December 2010 since the library was closed for renovations for a portion of December 2010.


The Simonoff Room is ready for use as a study area. Storage spaces have been found for the things that had been in the room; some items were given to other town departments.


Three candidates have been interviewed for the Sunday Associate open position. The Personnel Committee will meet Friday, January 13, at 10AM on this issue. Carl would like to fill this position before addressing the Young Adult Librarian open position.


GMILCS Report:  The library has made excellent progress in learning the new system and in updating barcodes. Almost 29,000 barcodes have been changed out of 84,000. A strategy for completing the barcode changes will be worked out later this month. Staff members have met by phone and in person with GMILCS staff regarding various issues.


The schedule for the week of our transition to GMILCS is as follows:


With the approval of other GMILCS members, we have decided not to allow patrons of other GMILCS libraries to place on-line holds on our materials for the first few weeks.


While the Polaris software system is rich in features, the staff has concentrated so far on the small subset that is essential in order to come on board with GMILCS. As time goes on, the staff will be learning and using more and more features, so the learning curve will continue for awhile, with lots of on-the-job training.


The Trustees will meet on Friday at 10:30 to plan the Open House.


Strategic Planning Committee Report:  The minutes of the December 7 Strategic Planning Committee meeting were presented to the Board. The members of the Strategic Planning Committee voted to accept the minutes.


The mission statement, goals, and objectives were sent out for review by staff, trustees, and others in December. A synthesis of the comments received was sent to the committee by email for approval or disapproval. Once all have responded, Patricia will finalize this portion of the strategic plan.


A motion was made by Norman and was seconded that we accept, with gratitude to the Strategic Planning Committee, the new mission statement developed by that committee:


The Nesmith Library advances knowledge and promotes literacy, lifelong learning, and the love of reading by providing exceptional services and materials in a variety of formats and technologies. Our mission is to inspire, empower, and enrich the lives of readers of all ages; to be a space where the community comes together to share ideas; and to promote and defend intellectual freedom.


After a discussion of alternatives to the phrase “to be a space”, the motion passed unanimously.


Unfinished Business:


Marketing Nesmith Library:

Marketing efforts are currently focused on the GMILCS roll-out.


Energy Audit:

Patricia updated the Board on the status of the upcoming energy audit which will take place sometime in January or February using funding obtained by Windham’s Local Energy Committee.


New Business:


Sunshine Fund:

Mary Lee proposed that the Trustees institute a Sunshine Fund to send flowers to staff members as appropriate. After a discussion of several alternatives, it was decided that the Trustees should continue their practice of sending cards. It would be good if someone on the staff would let the Trustees know when a staff member was in need of a card.


A motion was made by Norman and was seconded to extend the meeting to cover the trustee’s report and director’s evaluation. The motion passed unanimously.


Trustees’ Report:

Mark presented the Trustees’ Report that he recently submitted to the town.


A motion was made to enter non-public session to discuss the director’s evaluation. Voting was as follows:


Mary Lee Underhill – yes

Karen Marcil – yes

Norman Boutillette – yes

Mark Branoff – yes

Patricia Barstow – yes


After a discussion, a motion was made to exit non-public session. Voting was as follows:


Mary Lee Underhill – yes

Karen Marcil – yes

Norman Boutillette – yes

Mark Branoff – yes

Patricia Barstow – yes



Candidate Filing Period: The filing period for candidates for town offices will run from Wednesday January 25, 2012 to Friday, February 3, 2012 at the Town Clerk’s office. There will be two open Trustee positions, both for three-year terms.


Trustees’ Meeting: The next regular Trustees’ meeting will be held on Tuesday, February 14, 2012 beginning at 7:00 pm.


GMILCS: The GMILCS Board of Directors will meet at the Nesmith Library on January 19, 2012 at 1:00 pm.


Library Open House: The Nesmith Library GMILCS Celebration Open House will take place on Saturday, January 21, 2012 from 12 - 2:00 p.m.


The meeting was adjourned at 8:44 pm.



Respectfully submitted,

Patricia Barstow

Draft subject to approval