Nesmith Library Board of Trustees

Tuesday, May 8, 2012

Minutes

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

                    Director – Carl Heidenblad

Assistant Directors – Diane Mayr, Lois Freeston

FLOW – Pam Skwiot (President)

Excused: Karen Marcil (Assistant Treasurer)

Call to Order:

The meeting was called to order at 7:02 pm. The minutes from the April 10, 2012 meeting were accepted as written.

Correspondence: The Board received a thank you card from staff member Jena Day for a floral arrangement that had been sent to her on Administrative Assistant's Day.

Reports:

Treasurer’s Report: 33% of the year has elapsed and we’ve expended about 29% of our budget. A dues check was paid to GMILCS out of the non-lapsing 1 account. Mark reported that David Sullivan said the public audit has been completed and there were no issues with the library’s accounts.

Director’s Report: Circulation statistics are down somewhat compared with last year and Carl is trying to analyze the phenomenon. Since the number doesn’t feel right to Carl, he has asked GMILCS to run some diagnostics.

Peter, Scott Baetz, Lois, and Carl met to talk about the library’s website, and will meet again in May.

Carolyn, Elaine and Carl are working through a skills assessment process for the State Library. Upon completion, the State Library will give us access to the OCLC Connexion cataloging system, which will tie in with GMILCS. This is critical to improve our cataloging process.

The issue with transporting materials seems to be resolved since GMILCS has started its own shuttle service for its member libraries. This has eliminated any backlogs. Weekly pick-ups are on Wednesdays and deliveries are on Thursdays. GMILCS is developing its budget for the coming year, and they are including funding for this weekly service.

FLOW Report: Preparations for the Strawberry Festival are coming together. They should be ready to start publicizing in the next week or so. They are still in need of books for the Book Fair.

FLOW will sponsor a floral arranging workshop for adults on June 19. They are also hoping to put out a survey to determine adult interests for future programs.

FLOW is in the process of sending out membership renewal forms. They will be working with Jane on children’s programming this summer and also doing some Young Adult programming.

Unfinished Business:

Endowment Fund: A motion was made by Mark and was seconded to create an ad hoc endowment fund committee.

Discussion: Carl would like the library to have a three-pronged endowment program consisting of the Named Fund program along with major gifts and other directed gifts. The committee’s purpose will be to define policy and details for all three parts of the program.

The committee will consist of Patricia, Mark, Norman, and Carl. FLOW will be kept informed of developments.

The motion passed unanimously.

Announcements:

Memorial Day Closing: The library will be closed Monday, May 28.

Strawberry Festival Presence Committee: Thursday, May 10, 2012, 3:00 pm.

2012 NHLTA Annual Spring Conference: Bedford, NH, Monday, May 21, 2012.

Endowment Fund Committee: Wednesday, May 23, 2012, 6:30 pm.

Strawberry Festival and Book Sale: Saturday, June 2, 2012, 10:00 am – 4:00 pm, at Windham High School.

Trustees’ Meeting: Tuesday, June 12, 2012, 7:00 pm.

The meeting was adjourned at 7:51 pm.

 

Respectfully submitted,

Patricia Barstow

Draft subject to approval