Nesmith Library Board of Trustees

Tuesday, March 20, 2012



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

Director – Carl Heidenblad

Assistant Directors Lois Freeston, Diane Mayr

Others Nicole Merrill (Town Clerk), Carolyn Webber (Former Vice-Chairman)

FLOW – Michelle Stith (Strawberry Festival Co-Chair), Angela Moynihan (Children’s Programming)


Call to Order:

Nicole Merrill swore in Tara Picciano and Karen Marcil and then left the meeting.


The meeting was called to order at 7:07 pm. Tara was welcomed by the Board and congratulated on her election, Karen was congratulated on her re-election, and Carolyn was thanked for her four years of service. Carolyn left the meeting.


The minutes from the February 14, 2012 meeting were accepted as written.


Correspondence: The Board received a letter from Dan Parent of the Wellness Professionals, a non-profit group of medical professionals who volunteer their time to educate the public on various health issues, stressing drug-free, non-invasive methods. He would like to schedule a free workshop for the Windham community on any of over 30 health topics. The corresponding secretary will encourage him to contact Carl.



            Treasurer’s Report:  16.67% of the year has elapsed and we’ve expended about 12% of our budget. Items that are overspent at this point include office supplies and petty cash (funds were frozen until recently so many purchases were needed at once) and professional dues (which are generally paid at the beginning of the year).


Director’s Report: The building overheats significantly when the outside temperature exceeds 40 degrees. If the heat is turned on under these conditions, the interior temperature can rise from 64 to 84 degrees in an hour or two, and it can’t be regulated.


The state library continues to cut back on inter-library loan service. They will now take only nine of our book bags per trip. We may look at an alternative means of transport for the three libraries we exchange materials with most often, but at this point volunteer couriers are not being considered. Based on evidence from other libraries, Carl thinks asking patrons to pay for the service would bring inter-library loan requests to a screeching halt.


Richard Ferland, photographer and journalist, will make a presentation about China on Thursday evening, March 23. This is open to the public.


GMILCS Report:  Almost 60,000 barcodes have been changed, with around 16,000 remaining, so the end is in sight. This has required a lot of tedious yet meticulous work which has been well-executed.


Marilyn Borgendale and Kevin French from GMILCS will be coming on Friday the 23rd to work with cataloging staff on parts of the Polaris system that haven’t been explored yet.


In the past month, about 789 people logged into the catalog from home addresses and actively used the system.


We’re proving to be a valuable member of the consortium, having loaned about 1,700 items to other GMILCS library patrons since we joined.


 GMILCS is looking at ways to resolve the problem of reduced inter-library van service.

FLOW Report: Michelle Stith, who co-chairs the Strawberry Festival along with Laura Bellavia, brought a sample of the t-shirts that will be worn by FLOW members at the festival and offered to have shirts printed up for the Trustees. The Trustees were grateful for the offer and decided to have them made identical to the FLOW shirts. Michelle will bring sample sizes to the next meeting.


Sponsorship for the festival is going very well; there are three top sponsors already, more than in any prior year. FLOW is already halfway to its sponsorship goal.


As part of an initiative to get children excited about reading, FLOW will be sponsoring a book contest this spring, with winners to be announced at the festival. Participants will write and illustrate their own books. Children in grades 2-3, 4-5, and 6-8 will compete in three separate categories and the three winners will have their books printed in hardcopy to become part of the library’s collection. This year’s theme is community.


Angela Moynihan and Jane McCue, the children's librarian, have not been able to schedule many children's programs thus far. Any unused money that had been targeted for children’s programs will go toward summer programs for children, and Jane will be able to buy supplies up-front.


March’s Mini-golf and Book Fair drew about 200 paying golfers and resulted in 40 new FLOW members. This represents a significant increase in membership. Financially speaking, FLOW would want to investigate ways to reduce the expense of such an event next year.


Unfinished Business:

Marketing Nesmith Library:

Time is counting down towards the Strawberry Festival and Carl has begun thinking about what sort of presence the library will have at the event. He will arrange a planning meeting soon involving both trustees and library staff.


Energy Audit:

Neelima Gogumalla of the Local Energy Committee is currently waiting for Dave Sullivan to approve the proposal before going ahead with the audit.


New Business:

Election of New Officers:  There was consensus that nominations be made for a full slate of officers and one ballot be cast by the secretary. Nominations were made and seconded for the following:


Chairman – Norman Boutillette

Vice-Chairman – Peter Tousignant

Treasurer – Mark Branoff

Assistant Treasurer – Karen Marcil

Recording Secretary – Patricia Barstow

Corresponding Secretary – Tara Picciano


The secretary cast one ballot.  All members agreed to the slate.


A motion was made by Patricia and was seconded to continue the meeting in order to finish the agenda. The motion passed unanimously.


Election of Three Trustees for the Personnel Committee:  In addition to the usual tasks of this committee, committee members will be involved in reviewing and editing job descriptions, which should be updated this year.


A motion was made by Norman and was seconded to elect Mary Lee Underhill, Peter Tousignant, and Tara Picciano to the Personnel Committee. The motion passed unanimously.


Per the by-laws, the Finance Committee will consist of Mark Branoff and Karen Marcil, the treasurer and assistant treasurer, along with Carl Heidenblad.


Review 2012-2013 Meeting Schedule:  Meetings are held the second Tuesday of the month except in March, when it is held the third Tuesday of the month. There is no meeting in July. Meeting dates are:


2012: April 10, May 8, June 12, August 14, September 11, October 9, November 13, December 11;

2013: January 8, February 12, March 19.


A motion was made by Peter and was seconded to accept the 2012-2013 meeting schedule. The motion passed unanimously.


Strategic Planning Committee Report:  A motion was made by Norman and was seconded that Board of Trustee volunteers meet to determine an effective process for systematically achieving the objectives of the Strategic Plan. The motion passed unanimously.


Named Endowment Fund: Carl feels it is essential for a library of our size to have an endowment and proposed establishing a Named Endowment Fund. According to the Adams County (PA) Library System:


“A Named Endowment Fund is set up to honor a person or organization in perpetuity. Every year, the library uses the interest earned on each Fund to purchase library materials. These new items are identified with a bookplate. Each Named Endowment Fund can be designated to purchase certain types of materials (i.e. by subject matter, genre, or material type.) Additionally, a plaque identifying the fund is added in the Main Library. Named endowment Funds require a minimum contribution of $1000, and can be added to, in any amount, at any time, increasing the number of annual purchases. A personal contact for each Fund is advised on an annual basis of the materials chosen and placed in the collection.”


Carl says that this program is easy to establish and maintain and he has seen it work.


How our endowment plays with WECA is for us to decide. Mark and Norman think it’s easier to ask people to give money directly to the library than to give it to a third party. In fact, Mark knows people who want to give money to the library but don’t since we have no direct vehicle.



Trustees’ Meeting: Tuesday, April 10, 2012, 7:00 pm.

2012 NHLTA Annual Spring Conference: Bedford, NH, Monday, May 21, 2012. Please get your registration to Jena by April 6 if you want to attend.


The meeting was adjourned at 9:21 pm.



Respectfully submitted,

Patricia Barstow

Draft subject to approval