Nesmith Library Board of Trustees
Tuesday, January 8, 2013
Present: Trustees – Norman Boutillette (Chairman), Peter Tousignant (Vice-Chairman), Mark Branoff (Treasurer), Karen Marcil (Assistant Treasurer), Patricia Barstow (Recording Secretary), Tara Picciano (Corresponding Secretary), Mary Lee Underhill
Director – Carl Heidenblad
Assistant Directors – Diane Mayr, Lois Freeston
Call to Order:
The meeting was called to order at 7:00 pm. The minutes from the December 11, 2012 meeting were accepted as written.
Correspondence: There was no new correspondence to report.
Reports and Housekeeping:
Treasurer’s Report: There is no final report for the month of December. 99.375% of the budget was expended during the year, leaving about $8,000 which will be returned to the town.
Director’s Review: The Director's review was completed by the Board and given to him on January 7, 2013. He did not request a discussion of the review with the Board.
Strategic Plan: Norman suggested two goals for possible addition to the Strategic Plan:
· The process used for the director’s annual review should be updated, with revisions made as necessary.
· Space usage in the library should be analyzed and reallocated as appropriate before the library is re-carpeted.
· Circulation statistics continue their downward trend compared with a year ago. Carl cited three factors he feels may be contributory: the general busyness of people, the increasing popularity of eBooks, and an upswing in the economy which allows people to purchase more of their entertainment.
· The warrant is being prepared. The library is asking for $994,346 this year, which includes a 2.5% COLA adjustment for all employees, additional hours for the YA librarian, and a few step increases.
A motion was made by Mark and was seconded that we propose a budget of $994,346 for 2013. The motion passed unanimously.
· The Ad Hoc CIP Committee has decided to request CIP funds for the HVAC system, carpeting (including moving and replacing shelving), and interior painting. A future CIP proposal will request funding for exterior painting and reroofing.
· The town maintenance department doesn’t have sufficient staff on Sundays to shovel snow. In a storm, the library’s parking lot needs to be plowed and the walkway shoveled and treated the entire time that the library is open. Therefore, if it snows on a Sunday, the library may end up being closed. Patrons should check WMUR (TV or online) or Facebook before driving to the building.
· The library has been a member of GMILCS for almost a year and has been a net lender (19,000 items loaned to other libraries versus 6,000 items borrowed). Only these 6,000 items are counted in our circulation statistics. However, our patrons have borrowed an additional 3,000 items directly from other member libraries and, without GMILCS, some of the 19,000 loaned items would have been borrowed through the inter-library loan program (ILL) and thus been counted as items checked out from our library. Membership in GMILCS thus affects our circulation statistics in ways that can’t yet be quantified. Also, the circulation statistics don’t account for the hours that our staff spends pulling books from shelves and packaging them for shipment to other GMILCS libraries. Our GMILCS dues may be adjusted in light of this information.
· As electronic and other sources for circulating materials become increasingly prevalent, the future of libraries will lie in their programs and other offerings rather than in their collections. This focus will be reflected in the library’s future hiring.
· We ordered our leased PCs and should receive them in late January or early February. All 16 machines were ordered, which will allow us to replace all of the public machines and all except for the two or three staff machines which are almost new. The new machines will be introduced starting with the public machines since they are easier to configure.
· A Polaris software update will be installed on Tuesday 1/15 and computers will be unavailable for approximately two hours that morning.
Ad Hoc Marketing Committee: No date has been set for the first meeting of this committee.
Donation: A motion was made
by Patricia and was seconded to accept a $100 donation from a patron. The
donation was given with a thank you to the staff “for making the library
wonderful.” The motion passed unanimously.
Duke Ellington and the Harlem Renaissance: Friday, January 18, 2013, 7:00 pm. This is a multi-media presentation and performance with Nanette Perrotte, presented by FLOW.
Ad Hoc CIP Proposal Committee Meeting: Tuesday, February 12, 2013, 5:30 pm.
Personnel Committee Meeting: Tuesday, January 28, 2013, 6:30 pm.
Trustees’ Meeting: Tuesday, February 12, 2013, 7:00 pm.
Sign-Up for Town Elections: Wednesday, January 23 to 5pm Friday, February 1.
The meeting was adjourned at 8:10 pm.
Draft subject to approval