Nesmith Library Board Trustee Minutes

August 10, 2004

 Present:  Shirley Beaulieu, Chair, Joan Griffin, Vice-Chair, Sharon Scannell, Treasurer, Mary Lee Underhill, Recording Secretary, Pat Skinner, Correspondence Secretary, Lorraine Bain, Member and Carl Heidenblad, Director.   Excused: Chris Monterio, Member.

Shirley called the meeting to order at 7:15 pm.

Minutes:  The minutes of the July 13 meeting were accepted as written.

REPORTS:

Director:  Carl’s submitted his report which included

• Praise to Lori Morse and Jane McCue for an “awesome” summer activities program for children, and acknowledgement of the contribution of several teenage volunteers.
• Circulation statistics showing that July saw the largest circulation (15,575 items) for any one month in the previous five years with children’s books accounting for over 66% of the book circulation for the month.
• Other statistics showing that there were 8,568 registered patrons, 7,984 people visited the library, 355 used the Internet, and volunteers contributed more than 146 hours!
• Work-in-progress reporting on building and property maintenance issues.

Finance:  Sharon Scannell reported that less than 50% of the budget was spent in the first 59% of the year.  The Board discussed several line items which may need to be increased in the next budget.

COMMITTEES:

Needs Assessment:  Prior to the Board meeting, Marjorie Judd, Library Building Consultant, met with the Committee, Carl and other Board members and presented her final report, Needs Assessment and Proposed Building Program, Nesmith Library.  The document includes needs assessment, special concerns, general characteristics of a new facility, interior and exterior considerations, and space requirements.  The Executive Summary states that,

There are many problems with this (current) facility but the primary ones are:

• No space left for growth of collections
• Lack of adequate seating
• No space for additional computers
• Insufficient space for the wide range of ages the Library strives to serve
• Work space is edged out by new technologies and non-print formats
• Staff, book and storages spaces are full and difficult to access.

Copies of the Executive Summary are available at the Library and the complete document is on file for residents to scan or review. 

 MOTION:  was made by Sharon Scannell and seconded

That the Board approves the recommendation of the Needs Assessment Committee to accept the Needs Assessment and Proposed Building Program prepared by Marjorie L. Judd, Library Building Consultant

The motion passed unanimously.  

UNFINISHED BUSINESS: 

Assistant Director Position:  Carl will meet with the Personnel Board to discuss his recommendations regarding the opening.  

NON-PUBLIC SESSION:

MOTION:  was made by Mary Lee and seconded.

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

Shirley polled the Board: all were in favor. 

MOTION:  was made by Sharon Scannell and seconded.

            That the Board exits the Non-public session.

Shirley polled the Board: all were in favor.

MOTION:  was made by Pat Skinner and seconded.

            That the Board authorizes the Director to hire the three persons he recommended

for the position of Sunday Library Associate.

The motion passed unanimously.

The new associates will be trained in the next few weeks.  September 19 is the target date for Sunday operations!

OTHER BUSINESS:

Director’s Performance Appraisal:  The new form was distributed and trustees were asked to submit their evaluation by September 8.

Director’s Goals for 2005:  Carl submitted a draft of his goals and objectives which were approved by consensus.

CIP Proposal:  Shirley distributed a copy of he Capital Needs Proposal submitted to the Capital Improvement Committee on August 6.

 Announcements:

The Personnel Committee will meet at 3:30 pm on Monday, August 23.

The Next Board meeting will be held on Tuesday, September 14 at 7 pm.

The meeting was adjourned at 8:23 pm.

Respectfully submitted,

Mary Lee Underhill, Recording Secretary

Draft subject to approval