Nesmith Library Board Trustee Minutes

May 13, 2003

Present: Mary Lee Underhill, Chair, Shirley Beaulieu, Vice Chair, J. Gross, Vice Treasurer, Pat Skinner, member, Sharon Scannell, member, Willie Day, member, John Barrett, Director, and Marija Sanderling, Assistant Director. Dr. Murray Levin was excused.

Mary Lee called the meeting to order at 7:04 PM and welcomed Beth Strauss, Youth Services Librarian, and Rhenea Regan, F.L.O.W. Board Member, who gave a presentation of the Young Adult Area Project they envision. The objectives of the project are to increase the YA collection, create a visually-inviting environment, attract more young adults to the library, and provide a safe and educational place for young adults to quietly socialize and study.

Minutes: The April 8, 2003 minutes were accepted as written.

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REPORTS:

Chair: Mary Lee read a letter from the New Hampshire Library Trustees Association President, Lil Edelmann, in which the directors of the NHLTA request an invitation from the Nesmith Board of Trustees to attend a regularly scheduled meeting. Their desire is to tour the library, meet with the Trustees, and hear about our unique activities and issues. The Board agreed to extent the invitation to a fall meeting.

Financial Report: Approximately 31% of the budget has been spent in the first third of the calendar year. The Board was pleased to receive the new End-of-Month Report generated by Jena Day, the Administrative Assistant to the Director. This report combines figures from the Town’s manifest with the in-house checking accounts. Sharon Scannell will expand the report to include the monthly expenditures by vendor, account, and amount. There was discussion regarding the receipt of the money for the Needs Assessment Study, and there was clarification of proper signatories for all bank accounts.

Director's Report: John gave a progress report of the repair for the heating system and acknowledged the activities and accomplishments of the staff. Beth Strauss, Youth Services Librarian, has been selected to be a participant in the first New England Library Leadership Symposium sponsored by the New England Library Association.

MOTION: was made by Pat Skinner and seconded

To accept the resignation of Alberta Corvi, Catalog Librarian, and thank her for her many years of dedicated service.

The motion passed unanimously.

Marija Sanderling, Assistant Director, submitted the Technology Plan for 2003-2005. She will consider several recommendations that were made and present the revised plan at the next meeting.

Library statistics for April show that 11,605 items were circulated and there were 7,689 registered patrons. There was significant increase in the number of people who visited the library (7,824) and who used the Internet (312), as well as the number of hours volunteers contributed (127) last month.

Needs Assessment Committee: J reported that the committee is working on the final draft of the RFP (Request for Proposals).

UNFINISHED BUSINESS:

Technical Room Heating:

MOTION: was made by Willie and seconded

That the capital expenses for the correction and enhancement of the HVAC (Heating, Ventilation, and Air-Conditioning System) be paid from the Building Interest Fund managed by the Town Treasurer.

The motion passed unanimously.

Collection Development Policy

MOTION: was made by J Gross and seconded

That the sentence, “Weeding of all library collections is a continuous process.”

be inserted as the second sentence in the paragraph titled “Withdrawal of Materials.”

The motion passed unanimously.

NEW BUSINESS:

Young Adult Area Project: After all foreseeable capital expenses were listed and their costs estimated, they were prioritized to determine whether the Library Board could contribute to the project proposed by FLOW.

MOTION: was made by J Gross and seconded

That the Board support the YA enhancement project shelving needs with an amount not to exceed $5,500 funded from the Building Interest Fund by the T own Treasurer.

The motion passed unanimously.

MOTION: was made by Sharon Scannell and seconded

That the signage needed throughout the library be funded from the Building Interest Fund managed by the Town Treasurer.

The motion passed unanimously.

Website: J noted that not all the policies are listed on the website and requested that the policy section be updated.

ANNOUNCEMENTS:

Registration forms for the NHLTA Spring Conference on Thursday, May 29, should be submitted to Jena Day. Those attending will meet at the Library at 7:45 a.m.

The next Trustee meeting will be held on Tuesday, June 10, 2003.

The FLOW/Trustees Banquet will be held on Wednesday, June 11 at Searles Castle.

The meeting adjourned at 9:25 p.m.

Respectfully submitted,

Mary Lee Underhill

Draft subject to approval