Nesmith Library Board Trustee Minutes, 2003

October 14, 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, and John Barrett, Director.

Mary Lee called the meeting to order at 7:00 pm

Minutes: The September 9, 2003 minutes were accepted as written.

REPORTS:

Chair: Mary Lee read Beth Strauss’ note thanking the Board for IMAGES OF AMERICA: WINDHAM by Brad Dinsmore. She reported on the Cultural Summit held in Manchester on September 25.

Financial Report: Sharon Scannell reported that 75.58% of the budget was spent at the end of the third

Quarter. The budget request was submitted in mid-September and a meeting was scheduled for the Budget Committee and Dave Sullivan, Town Administrator, on Wednesday, October 15. John received a message canceling the meeting. Since neither party felt the need to reschedule, Sharon will communicate directly with Dana Hall regarding an increase in staff hours.

MOTION: was made by Willie Day and seconded

That the CD at Southern New Hampshire Bank be withdrawn when it matures on November 1st and be deposited in the Citizen’s account “Cap III.”

Director's Report: The report was e-mailed and read prior to the meeting. Library statistics showed that

10,642 items were circulated, there were 8,038 registered patrons, 7,220 people visited the library, 222 used the Internet and volunteers contributed 121 hours in the month of September.

Needs Assessment Committee: Copies of the notes of the focus group meetings conducted by Marjorie

Judd (Library Consultant) were distributed to the Board and staff during the month. Marjorie will submit the first draft of her report shortly.

UNFINISHED BUSINESS:

Technology Plan: The Town Technology Committee reviewed the Library’s plan for 2003-2005 and J will

share their comments and suggestions with Marija. The final plan will be submitted for approval at the November meeting.

Procedure for Accepting Gifts: The sentence approved last month “That gifts donated to be placed on

Library property must be approved in advance by the Board of Selectmen.” was inserted in the procedure.

MOTION: was made by J Gross and seconded

That the amended policy be approved by the Board.

The motion passed unanimously.

Patriot Act: The following corrections voted upon last month were made in the Policy on Confidentiality of

Library User Records:

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

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

“Circulation Records” and

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

MOTION: was made by Willie Day and seconded

That the amended policy be approved by the Board.

The motion passed unanimously.

By-Laws:

MOTION: was made by Willie Day and seconded

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

The motion passed unanimously.

NEW BUSINESS:

Policy on Rules of Conduct: The policy was referred to the staff for abbreviation of examples of

unacceptable behavior.

Personnel Policy--Authorized Leave:

MOTION: was made by Willie Day and seconded

That the discussion on Authorized Leave be tabled until the Board of Selectmen approved their policy.

The motion passed unanimously.

Title Change for the Administrative Assistant: This issue was referred to the Personnel Committee.

Consideration of Sunday Hours: There was discussion about opening the Library on Sundays in 2004

on a trial basis, possibly from noon until 4 p.m.

Disposal of Library Property: There is a need to develop a policy for disposal and/or sharing of library

property, particularly computer hardware.

ANNOUNCEMENTS:

The Windham PTA requested use of the Multipurpose Room on Friday, November 7 and Saturday, November 9 for a photographer to take portraits for interested families.

MOTION: was made by Willie Day and seconded

That the Board permit the PTA to use of the room for those two days.

The motion passed unanimously.

NON-PUBLIC SESSION:

MOTION: was made by J Gross 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.

No action was taken

MOTION: was made by Willie Day and seconded

To leave the non-public session.

The Board was polled and all agreed.

The next regular meeting will be held on the third Tuesday, November 18 because the second Tuesday is Veteran’s Day.

The meeting adjourned at 11:26 p.m.

Respectfully submitted,

Mary Lee Underhill

Draft subject to approval