NESMITH LIBRARY BOARD OF TRUSTEES MINUTES

October 8, 2002

Present: Mary Lee Underhill, Chair; Shirley Beaulieu, Vice-Chair; Holly Eddy, Treasurer; J Gross, Vice-Treasurer; Rich Koeck, Secretary; Dr. Murray Levin Member; Pat Skinner, Member; John Barrett, Director, and Marija Sanderling, Assistant Director.

Mary Lee Underhill called the meeting to order at 7:05 p.m.

The Board agreed to continue to fix the time of meetings at two-hours.

Before asking for approval of the minutes, Mary Lee explained that a revised edition of the September minutes was necessary because the recorder was unfamiliar with parliamentary procedures. She reviewed the Roberts Rules of Order pertinent to recording minutes and making motions, and she then asked the Board to consider approval of the second set of minutes.

MOTION: was made by J Gross and seconded

That the count of the number of people voting for and against a motion or abstaining from voting, be recorded in the minutes.

The motion passed unanimously.

The revised minutes were accepted as written.

TREASURER'S REPORT: Holly Eddy reported that 75% of the fiscal year has passed, and 74.2% of the budget has been expended.

MOTION: was made by Holly Eddy and seconded

That $5,000 be transferred from account #12660-54330, Electronic Resources, to account #12660-54110, Office Equipment, for the purchase of new computers.

The motion passed unanimously.

Since the Office Supplies account is overspent and the Book and Magazines account has a large balance,

MOTION: was made by Murray Levin and seconded

That approximately $3,000, needed for office supplies, be paid out of the books and magazines account.

After a brief discussion, the motion was taken off the table.

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DIRECTOR'S REPORT: John Barrett reported on the budget being prepared for submission for 2003. He explained that projecting the possible percent for the cost of living increase (COLA) creates a range of totals for the overall budget.

MOTION: was made by Holly Eddy and seconded

That the Library Board of Trustees adopts whatever the Selectmen approve as the percent increase for COLA.

The motion passed unanimously.

John continued with his report and said the Personnel Policies were being revised and would be available at the next meeting. He announced that Wal-Mart in Salem presented the Library a gift of $1,000 for continuing development of Literacy Projects. John thanked J Gross for his presentation before the Capital Improvements Program Committee. He concluded with the announcements of the Library’s Halloween program, Youth Services Program, the Story Hour for Toddlers, and the Book Clubs for both young men and women.

The Library statistics for September show that 9,769 items were in circulation in September; there are 7,273 registered patrons; 6,094 patrons visited the Library, there were 137 Internet uses, and that the volunteers logged 95 ½ hours.

Marija gave an update on technology saying that the old computers were being phased out and replaced by new ones.

COMMITTEE REPORTS:

Long-Range Planning Committee: The Director and Chair of the Trustees’ Ad Hoc Committee, Rich Koeck, have been invited to appear on WCTV’s “Focus on the Issues” by the host of the program, Darrel Halen. The topic will be the Library’s town-wide survey and future plans.

UNFINISHED BUSINESS:

Multi-purpose room: John Barrett presented an alternative to the policy that limits the number of meetings for any group of organization to four.

Alternative: Four (4) meetings may be scheduled during a calendar year for any group or organization. Additional meetings by any group or organization may be scheduled at the discretion of the Library Director.

MOTION: was made by J Gross and seconded

That the last sentence of the alternative be extended to include:

within a week of the proposed meeting date.

John accepted the addition and the motion passed unanimously.

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UNFINISHED BUSINESS (cont):

Discussion of the Town Mission Statement was postponed until the next meeting.

Discussion of the Procedure for Accepting Gifts was postponed until November.

NEW BUSINESS:

The Budget: There was further discussion of the items in the budget and explanation was given for each requested increase and change.

MOTION: was made by Murray Levin and seconded

That the Board approves the budget proposals presented by the Director.

The motion passed with 5 votes in favor and one abstention.

The next regular Trustees’ meeting will be held at the Nesmith Library on Tuesday, November 12, 2002 at 7pm.

The meeting adjourned at 9:10 p.m.

Respectfully Submitted,

Richard Koeck and Mary Lee Underhill

Draft subject to approval