Nesmith Library Board Trustee Minutes

September 9, 2003


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


Mary Lee called the meeting to order at 7:07 pm

Announcement:  John shared the sad news of the death of Olga Surikova.  She was a visitor to Windham from our Sister City, Suzdal, and the subject of the book RUSSIAN GIRL, Life In An Old Russian Town, by Russ Kendall.


Minutes:  The August 12, 2003 minutes were accepted with the following corrections:

Director’s Report.

·         There was action taken in the Non-public session.    It was determined  that:      

            All hires by the Director, however necessary and well-motivated, must have prior approval of the Board of Trustees.



Financial Report:  Sharon Scannell reported that 65.55% of the budget was spent as 66.7% of the year has passed.  Since there was insufficient time to complete preparation of the budget, the finance committee will meet at 7 pm on Monday, September 15, and the full Board will join them around 8 pm to approve the budget draft.


Director's Report:  The report was e-mailed and read prior to the meeting.  Library statistics showed that in August 11,781 items were circulated, there were 7,968 registered patrons, 7,718 people visited the library, 305 used the Internet and volunteers contributed 138 hours. 

John distributed a flyer from the Academy for Educational Development regarding its Open World Leadership Program which is soliciting interested Host Organizations.  The Library is interested in participation in 2004.


Personnel Committee:  Pat Skinner reported that the committee met with John on Thursday, August 21, to discuss projected staff increases and hours. 

MOTION:  was made by J Gross and seconded

That the Board accept the resignation of Beth Strauss, Youth Services Librarian, with extreme regret for the loss of her boundless energy, enthusiasm and creativity; and wish her well in her new position as Media Generalist at the Wilson Elementary School in Manchester.

The motion passed unanimously.


Needs Assessment Committee:   J reported on the Board’s meeting with Marjorie Judd, the Library Consultant.  She will soon provide the Board with a summary of her three days at the Library and her next step in the assessment process.  She encouraged the Board to create a Long-Range Plan.  J asked that the members think about membership in a Town Long-Range Planning Committee to be discussed at the October meeting.  The members were given a copy of the form J submitted for a Library Addition to the Planning Board.  Mary Lee wrote to Ross McLeod, Chair of the Planning Board, requesting the projection of the Town’s population “build out” in terms of the time and the size of the population when it stabilizes.



Technology Plan:  The Town Technology Committee has not yet reviewed the plan.  Marija will meet with the Librarian for the School District to discuss combining catalogs.



Procedure for Accepting Gifts:  The Board was reminded that it needs to be careful to execute the policy adopted for accepting gifts

MOTION: was made by Murray Levin and seconded

That gifts donated to be placed on the Library property must be approved in advance by the Board of Selectmen.

The motion passed unanimously.

The amendment will be made to the policy at the October meeting.

Patriot Act:  Upon examining the draft, Library Policy on Confidentiality of Library User Records,

MOTION: was made by J Gross and seconded

1) to include “Internet Usage” in the list of items to access user information;

2) to delete  the word “currently” and the words following “checked out;” in the sentence following “Circulation Records” and

3) to delete the second sentence under “Computer Use Records.”

The motion passed unanimously.

The changes will be made to the policy at the October meeting.

MOTION: was made by Pat Skinner and seconded

That discussion of the By Laws be postponed until the next meeting.

The motion passed unanimously.

MOTION: was made by Murray Levin and seconded

            To nominate Pat Skinner as Trustee of the Year.

The motion passed with one abstention.

MOTION: was made by Willie Day and seconded

            To postpone the remaining items under New Business until the next meeting.

The motion passed unanimously.



The Finance Committee will meet at 7 pm on Monday, September 15, 2003.

The Full Board will meet in special session at 8pm the same evening.

The next regular meeting will be held on Tuesday, October 14.

There will be a “Mystery Potluck” at the Library on Friday, September 26 at noon.


MOTION: was made by Willie Day and seconded

That the Board enters a Non-public session to discuss personnel in accordance with RSA 91-A-3.

Mary Lee polled the Board:  all were in favor.

Action taken: 

1)      Money in the Professional Development budget appropriated for tuition reimbursement for 2003 was granted to Amy Mallett (Yi-Ching Chen).

2)      Salary step increases for all staff as budgeted for September 2003 were approved.

3)      Proposed grade and step increases for staff for 2004 were approved for the budget that is being prepared.

4)      The job description to advertise for a Youth Services Librarian was approved as amended.

5)      The Personnel Policy in which the hours for full-time status were increased from 30 to 35 hours was amended to reflect the original intent of the motion when it was passed in September 2002.  The sentence “Existing employees currently at thirty (30) hours and receiving full benefits will retain their status.”

MOTION:  was made by Willie Day and seconded

To leave the non-public session.

The Board was polled and agreed.


The meeting adjourned at 11:26 p.m.


Respectfully submitted,

Mary Lee Underhill

Draft subject to approval